AID/Washington procuring activities.

Limitation on overseas field procuring activities. Contracting Officers.

7-1.451

7-1.451-1

7-1.451-2

7-1.451-3

7-1.451-4

7-1.452

7-1.452-1

Authority.

Synopses of proposed procurements.

7-1.1003-2 General requirements. 7-1.1003-7 Preparation and transmittal. AUTHORITY: The provisions of this Part 7-1 issued under sec. 621, 75 Stat. 445, as amended; 22 U.S.C. 2381.

SOURCE: The provisions of this Part 7-1 appear at 30 F.R. 12968, Oct. 12, 1965, unless otherwise noted.

Subpart 7-1.1-Introduction

§ 7-1.101

Purpose.

This subpart establishes the Agency for International Development Procurement Regulations (AIDPR) for the codification and publication of policies and procedures for the procurement of services and personal property by the Agency for International Development (AID). § 7-1.102

Authority.

AIDPR is prepared by the Assistant Administrator for Administration by direction of the Administrator of AID pursuant to the Foreign Assistance Act of 1961, complies with the Federal Procurement Regulations System, and implements and supplements the Federal Procurement Regulations (FPR). See FPR 1-1.0.

[30 F.R. 12968, Oct. 12, 1965, as amended at 32 F.R. 8467, June 14, 1967]

§ 7-1.103 Applicability.

Unless a deviation is specifically authorized in accord with AIDPR 7-1.107, or unless otherwise provided, FPR and AIDPR apply to all procurements (regardless of currency of payment) of personal property and non-personal services to which AID is a direct party. This regulation does not apply to procurements by other parties, such as borrowers and grantees, which are financed under programs administered in whole or part by AID, nor to contracts entered into jointly by AID and the borrower or grantee to make a procurement from a third source for an overseas program or activity.

of the Code of Federal Regulations, the procurement regulations that apply to all civilian agencies of the Government. FPR is Chapter 1 of Title 41. AIDPR is Chapter 7.

(b) FPR will be divided into 49 parts, and Parts 1 through 49 of AIDPR will expand upon or modify the policies and procedures included in FPR. Material issued in the first 49 parts of AIDPR will be numerically keyed to the corresponding sections of FPR. Parts 50 through 99 of AIDPR will be used for procurement policies and procedures for which FPR has or is not expected to have a counterpart. See FPR 1-1.0.

§ 7-1.104-2 Internal.

AIDPR will be published in loose-leaf form for internal distribution.

Those parts of AIDPR which contain basic and significant policies and procedures considered to be of interest to the general public will be published in the daily issues of the FEDERAL REGISTER and, in cumulated form, in the Code of Federal Regulations. Copies of AIDPR in FEDERAL REGISTER and Code of Federal Regulations form may be purchased from the Superintendent of Documents, Government Printing Office, Washington, D.C. 20402.

§ 7-1.104-4 AIDPR notices.

AIDPR notices will be used to promulgate temporary, interim, and emergency procurement instructions. Such notices will be prepared by the Assistant Administrator for Administration.

[30 F.R. 12968, Oct. 12, 1966, as amended at 32 FR. 8467, June 14, 1967]

§ 7-1.104-5 Responsibility.

Responsibility for the development and maintenance of AIDPR is assigned to the Assistant Administrator for Administration and, under him, to the Director, Office of Procurement or such other officer as the Assistant Administrator may designate. Amendments and revisions will be prepared in coordination with the heads of AID/Washington procuring activities, the General Counsel, and such other offices as may be appropriate.

[30 F.R. 12968, Oct. 12, 1965, as amended at 32 FR. 8467, June 14, 1967]

§ 7-1.105 Arrangement. § 7-1.105-1 Citation.

Any section of AIDPR may be identified by "AIDPR" followed by the section number. Only those sections of the regulations which have been published in the FEDERAL REGISTER may properly be incorporated in contracts by reference. In such references, the sections may be cited as "41 CFR" followed by the section number, as "41 CFR 7–1.105–1”. § 7-1.106 Implementation within AID procuring activities.

The heads of the various AID procuring activities may issue operating instructions and procedures consistent with FPR, AIDPR, and other Agency regulations, policies, and procedures for application within their organizations. One copy of each such issuance shall be forwarded to the Director, Office of Procurement. Insofar as possible, such material will be numerically keyed to the AIDPR.

[30 F.R. 12968, Oct. 12, 1965, as amended at 32 F.R. 8467, June 14, 1967]

§ 7-1.107 Deviations from Federal Procurement Regulations (FPR) and Agency for International Development Procurement Regulations (AIDPR).

[32 F.R. 14844, Oct. 26, 1967] § 7-1.107-1 Description.

The provisions of FPR 1-1.009-1 defining deviations from FPR shall also apply to the AIDPR. The following actions shall also constitute a deviation from FPR or AIDPR:

(a) When a contract clause is set forth in FPR or AIDPR verbatim, use of a collateral provision which modifies either the clause or its prescribed application.

(b) When a contract clause is set forth in FPR or AIDPR but not for use verbatim, use of a contract clause covering the same subject matter which is inconsistent with the intent, principle, and substance of the FPR or AIDPR clause or related coverage of the subject matter. (c) Omission of any mandatory contract clause.

[32 FR. 14844, Oct. 26, 1967] § 7-1.107-2 Policy.

It is the policy of AID that deviation from the mandatory requirements of FPR and AIDPR shall be kept at a minimum and be granted only if it is es

(a) Deviation from the FPR or AIDPR affecting one contract or transaction:

(1) Deviations which affect only one contract or procurement will be made only after prior approval by the Assistant Administrator having cognizance over the procuring activity or by a principal deputy designated by the Assistant Administrator. Deviation requests containing the information listed in paragraph (c) of this section, shall be submitted sufficiently in advance of the effective date of such deviation to allow adequate time for consideration and evaluation by the approving Assistant Administrator.

(2) Requests for such deviations may be initiated by the responsible AID Contracting Officer who shall obtain clearance and approvals as may be required by the approving Assistant Administrator. Prior to submission of the deviation request to the Assistant Administrator for approval, the Contracting Officer shall obtain written comments from the Office of Procurement, Contract Services Division (PROC/CSD). PROC/CSD shall normally be allowed at least five working days prior to the submission of the deviation request to the approving Assistant Administrator, to review these requests and to submit comments. If the exigency of the situation requires more immediate action, the requesting office may arrange with PROC/CSD for a shorter review period. In addition to a copy of the deviation request, PROC/ CSD shall be furnished any background or historical data which will contribute to a fuller understanding of the deviation. PROC/CSD's comments shall be made a part of the deviation request file which is forwarded to the approving Assistant Administrator.

(3) Coordination with the Office of General Counsel, as appropriate, should also be effected prior to approval of a deviation by the approving Assistant Administrator.

(b) Class deviations from the FPR or AIDPR: Class deviations are those which affect more than one contract or contractor.

(1) Class deviations from the AIDPR will be processed in the same manner as

prescribed in paragraph (a) of this section.

(2) Class deviations from the FPR shall be considered jointly by AID and GSA (FPR 1-1.009-2) unless, in the judgment of the approving Assistant Ad- | ministrator, after due consideration of the objective of uniformity, circumstances preclude such joint effort. The approving Assistant Administrator shall certify on the face of the deviation the reason for not obtaining GSA coordination. In such cases, PROC/CSD shall be responsible for notifying GSA of the class deviation.

(3) Class deviations from the FPR shall be processed as follows:

(i) The request shall be processed in the same manner as paragraph (a) of this section, except that PROC/CSD shall be allowed at least 10 working days prior to the submission of the deviation request to the approving Assistant Administrator, to effect the necessary coordination with GSA and to submit comments. If the exigency of the situation requires more immediate action, the requesting office may arrange with PROC/CSD for a shorter review and coordination period. GSA's and PROC/CSD's comments shall be made a part of the deviation request file which is forwarded to the approving Assistant Administrator;

(ii) The request shall be processed in the same manner as paragraph (a) of this section if the request is not being jointly considered by AID and GSA.

(4) Deviations involving basic agreements or other master type contracts are considered to involve more than one contract.

(5) Unless the approval is sooner re scinded, class deviations shall expire 2 years from the date of approval provided that deviation authority shall continue to apply to contracts or task orders which are active at the time the class deviation expires. Authority to continue the use of such deviation beyond 2 years may be requested in accordance with the procedures prescribed in paragraph (a) of this section.

(6) Expiration dates shall be shown on all class deviations.

(c) Requests for deviations shall contain a complete description of the deviation, the effective date of the deviation, the circumstances in which the deviation will be used, a specific reference to the regulation being deviated from, an indication as to whether any identical or sim

ilar deviations have been approved in the past, a complete justification of the deviation including any added or decreased cost to the Government, the name of the contractor, and the contract or task order number.

(d) Register of deviations: Separate registers shall be maintained by the procuring activities of the deviations granted from FPR and AIDPR. Each deviation shall be recorded in its appropriate register and shall be assigned a control number as follows: The symbol of the procuring office, the abbreviation "DEV", the fiscal year, the serial number (issued in consecutive order during each fiscal year) assigned to the particular deviation and the suffix "c" if it is a class deviation, e.g., LA-DEV-67-1, LA-DEV67-2c. The control number shall be embodied in the document authorizing the deviation and shall be cited in all references to the deviation.

deviations:

(e) Central record of Copies of approved deviations shall be furnished promptly to the Office of Procurement, PROC/CSD, who shall be responsible for maintaining a central record of all deviations that are granted.

(f) Semiannual report of class deviations:

(1) AID Contracting Officers shall submit a semiannual report to PROC/ CSD of all contract actions effected under class deviations to FPR or AIDPR which have been approved pursuant to paragraph (b) of this section.

(2) The report shall contain the applicable deviation control number, the contractor's name, contract number and task order number (if appropriate).

(3) The report shall cover the 6month periods ending June 30 and December 31, respectively, and shall be submitted within 20 working days after the end of the reporting period. [32 FR. 14844, Oct. 26, 1967] Subpart 7-1.2-Definition of Terms § 7-1.202

Executive agency.

"Executive agency" includes the Agency for International Development (AID) and its predecessor agencies, including the International Cooperation Administration.

§ 7-1.204 Head of the agency.

"Head of the agency" means, for AID, the Administrator, Deputy Administrator, Assistant Administrator for Admin

istration. The Assistant Administrators in charge of regional bureaus, and the U.S. Coordinator and the Deputy U.S. Coordinator for the Alliance for Prog

ress.

[30 F.R. 12968, Oct. 12, 1965, as amended at 32 F.R. 8467, June 14, 1967]

§ 7-1.205 Procuring activity.

The procuring activities within AID are (1) the AID/Washington procuring activities, which are the regional bureaus, the Office of Administrative Services, the Contract Services Division; and (2) the overseas field activities with procurement authority, which include the Missions. [30 F.R. 12968, Oct. 12, 1965, 32 F.R. 8467, as amended at 32 F.R. 8467, June 14, 1967] § 7-1.206 Head of the procuring activity.

The heads of the procuring activities within AID are the Assistant Administrators in charge of regional bureaus, the U.S. Coordinator and the Deputy U.S. Coordinator for the Alliance for Progress, the Assistant Administrator for Administration, and mission directors or other officers in charge of overseas field activities with procurement authority. [30 F.R. 12968, Oct. 12, 1965, 32 F.R. 8467, as amended at 32 F.R. 8467, June 14, 1967] § 7-1.209

Procurement.

§ 7-1.305-2

Exceptions to mandatory use of Federal Specifications.

In addition to the exceptions stated in FPR 1-1.305-2, Federal Specifications need not be used if their use is not consistent with conditions or program objectives in a cooperating country.

§ 7-1.305-3 Deviations from Federal Specifications.

Deviations from Federal Specifications will be handled as provided in AIDPR 7-1.107. Each Assistant Administrator with cognizance over a procuring activity is responsible for assuring compliance with the policies stated in the Federal Procurement Regulations. The Director will coordinate AID efforts and activities in this regard and will provide a central liaison with the General Services Administration. Except as an Assistant Administrator with cognizance over a procuring activity directs otherwise, the procedure in FPR 1-1.305-3 is not to be

followed for cases which fall within the exceptions described in AIDPR 7-1.305-2 as well as in FPR 1-1.305-2.

[30 F.R. 12968, Oct. 12, 1965, as amended at 32 F.R. 8467, June 14, 1967]

§ 7-1.306 Standards.

Section 1414 of the AID Manual tells the Missions about sources of information and assistance on specifications and standards.

§ 7-1.306-1 Mandatory use and application of Federal Standards.

The exception stated in AIDPR 7– 1.305-2 is also applicable for Federal Standards. Exceptions other than those stated in FPR 1-1.305-2 and AIDPR 7-1.305-2 will be treated within AID in the same manner as deviations from Federal Specifications.

§ 7-1.310 Responsible prospective Con

tractor.

§ 7-1.310-7 Information regarding responsibility.

The Administration and the Office of the Controller will assist Contracting Officers, as requested, in developing and evaluating pertinent information. [30 F.R. 12968, Oct. 12, 1965, as amended at 32 F.R. 8467, June 14, 1967] § 7-1.310-10

Performance records.

AID Manual Orders 1423.9 and 1423.10 set up an internal Contractor performance reporting system. Copies of the reports on Contractor performance and evaluation will be furnished by the procuring activities to the Assistant Administrator for Administration, who will maintain central records of Contractor past performance.

[30 F.R. 12968, Oct. 12, 1965, as amended at 32 F.R. 8467, June 14, 1967]

§ 7-1.311 Priorities, allocations, and allotments.

The program referred to in FPR-1 1.311 is not generally applicable to AID procurement.

§ 7-1.313 Record of contract actions.

In order that the official contract file may contain a full history of each procurement to (a) support actions taken by various personnel in the procurement cycle, (b) provide information for reviews conducted by A.I.D. or others, (c) supply data for use in preparing replies to Congressional inquiries, and (d) furnish essential facts in the event of litigation, each such file shall contain the following data, as applicable: