tisements for bids as may be required by the duties of officers engaged in making frequent purchases or contracts. (2) Requests for authority to advertise shall specify the newspapers in which it is deemed advantageous to advertise. (g) Preparation of advertisement. (1) Except as provided in subparagraph (2) of this paragraph, all advertisements will be set solid, without paragraphing, in accordance with usual Government requirements, a sample of which is shown on Standard Form 1143 (Advertising Order). (2) When advertising to be set other than solid is purchased, the specifications for such advertising must be definite, clear, and specific. No allowance shall be made for paragraphing, for display leaded or prominent headings, unless specifically ordered, or for additional space required by the use of type other than that specified. Specifications for advertising other than solid will accompany the advertisement copy submitted to the publisher with the advertising order, and copies of both documents will be transmitted to the General Accounting Office with the voucher. (h) Insertion—(1) Number of insertions. No greater number of newspapers or insertions shall be used in any case than is necessary to give proper and sufficient public notice. Ordinarily, advertisements will be given six insertions in daily or four insertions in weekly papers. Such insertions shall be placed in sufficient time prior to the date of opening of bids to allow interested bidders to obtain plans and specifications and prepare bids. In case of emergency, advertisements may be inserted one or more times, as time and circumstances permit. (2) Limitations on time of publications. No authorization will be given for the publication of an advertisement beyond the morning of the day on which the opening of bids is to occur, and no payments will be made for continuing such publication beyond the period authorized. (i) Rates. Advertising may be paid for at rates not to exceed the commercial rates charged to private individuals, with the usual discounts. (j) Proof of publication. (1) Every voucher rendered for official advertising should be accompanied with a copy of each issue (or tear sheet) of the publi cation in which the advertisement appeared. However, if copies of the publications (or tear sheets) are not available, an affidavit of publication may be furnished in lieu thereof. (2) Copies of publications (or tear sheets), or affidavits in lieu thereof, submitted as proof of publication shall be retained in the paying officer's files until settlement of his account by the General Accounting Office, after which they may be disposed of. (k) Forms. (1) Standard Form 1143 (Advertising Order) shall be signed by the person to whom authority to advertise has been delegated, or by the person to whom administrative authority to place the advertising has been assigned (see paragraph (e) of this section). In the latter case, the date and number of such instrument of assignment shall be put in the box on the standard form to the left of the signature. The date and number of the instrument delegating authority to advertise shall be put in the box in the upper right hand corner of the form. See paragraph (g) of this section, with reference to the composition of the advertising copy, in connection with the preparation of this form. (2) The public voucher will be prepared by publishers to bill their charges against the Department for advertising published in accordance with the advertising order (Standard Form 1143). The Public Voucher for Advertising (original) is printed on the reverse of the original advertising order (Standard Form 1143). The Public Voucher for Advertising (memorandum) printed on the reverse of the memorandum advertising order (Standard Form 1143a). Separate instruments shall not be used for ordering advertising and the payment therefor. The instructions in paragraph (j) of this section apply when this form is used. is (1) Payment. Upon receipt of the public voucher, supported by proof of publication, from a publisher, the officer placing the advertisement will assemble and attach appropriate supporting documents (see paragraph (e) of this section), sign the second certificate on the reverse of Standard Form 1143, and submit the account in duplicate to the proper paying office for payment. [28 F.R. 12547, Nov. 23, 1963] § 1.1003 Synopses of proposed procure ments. [25 F.R. 14102, Dec. 31, 1960] § 1.1003-1 General. (a) Every proposed, advertised or negotiated procurement made in the United States, its possessions, and Puerto Rico which may result in an award in excess of $10,000 shall be publicized promptly in the Commerce Business Daily "Synopsis of U.S. Government Proposed Procurement, Sales and Contract Awards" except for procurements described in paragraphs (b) and (c) of this section. (b) Classified procurements, where the information necessary to be included in the Synopsis would disclose classified information or where the mere disclosure of the Government's interest in the area of the proposed procurement would violate security requirements, shall not be publicized in the Synopsis. All other classified procurements shall be publicized in the Synopsis, even though access to classified matter might be necessary in order to submit a proposal or to perform the contract (see § 1.1003-9 (e) (3)). The intent of the exception for classified procurement in the synopsis requirements of Public Law 87-305 is not to exempt every classified procurement from publicizing, but to provide a safeguard against violating security requirements. (c) The following need not be publicized in the Synopsis (Exceptions 1 through 9-Item 13 of the DD Form 350): (1) See paragraph (b) of this section. (2) Procurement of perishable subsistence. (3) Procurement of electric power or energy, gas (natural or manufactured), water, or other utility services. (4) Procurement (whether advertised or negotiated) which is of such urgency that the Government would be seriously injured by the delay involved in permitting the date set for receipt of bids, proposals, or quotations to be more than 15 calendar days from the date of transmittal of the synopsis or the date of issuance of the solicitation, whichever is earlier. (5) Procurement to be made by an order placed under an existing contract. (6) Procurement to be made from or through another Government department or agency, or a mandatory source of supply such as an agency for the blind under the blind-made products program. (7) Procurement of personal or professional services. (8) Procurement from educational institutions to be negotiated under § 3.205 of this chapter. (9) Procurement in which only foreign sources are to be solicited. [29 F.R. 6912, May 27, 1964] § 1.1003-2 Time of publicizing. To allow concerns which are not on current bidders lists ample time to prepare bids, proposals or quotations, purchasing offices should, when feasible, synopsize proposed procurements at least ten days before the issuance of solicitations, in accordance with § 1.1003-9 (b) (8). [28 F.R. 12548, Nov. 28, 1963] of In order that potential sources may learn of research and development programs, advance notices of the Government's interest in a specific research and development field shall be published in the Commerce Business Daily in accordance with § 1.1003-9 (d) so as to give such sources adequate opportunity to submit information for evaluation their research and development capabilities, except where security considerations prohibit such publication. Each specific procurement of research and development projects shall be publicized in the Commerce Business Daily unless one of the exceptions in § 1.1003-1 is applicable or unless an advance notice of the Government's requirements in the particular field, published in the Commerce Business Daily in accordance with § 1.1003-9 (d), has been sufficiently specific to permit potential sources to request solicitations for the prospective procurement. (See § 4.203 of this chapter.) [28 F.R. 12459, Nov. 23, 1963] (a) By contracting officers. (1) In order to broaden the opportunity in negotiated procurement for subcontracting by small business concerns and others, contracting officers shall, unless not in the Government's interest or subcontracting opportunities do not exist, publish in the Commerce Business Daily the names and addresses of firms to whom requests for proposals are to be issued. This procedure will offer opportunity to small business concerns and others interested in subcontracting to make direct contract with prospective prime contractors at an early stage in the procurement. An addition to the regular synopsis prepared in accordance with § 1.1003-9 shall be made as set forth in § 1.1003-9 (f). (2) Contracting officers shall, unless not in the Government's interest or subcontracting opportunities do not exist, publish in the Commerce Business Daily the names and addresses of firms which have submitted acceptable technical proposals in the first step of two-step formal advertising and will therefore be issued invitations for bids in the second step (see § 2.503 of this chapter). Such lists should be followed by a statement substantially as follows: It is suggested that small business firms or others interested in subcontracting opportunities in connection with this procurement make direct contact with the above firms. (b) By prime contractors and subcontractors. Prime contractors and subcontractors should be encouraged to use the Commerce Business Daily to publicize opportunities in the field of subcontracting stemming from their defense business. Prime contractors and their subcontractors will be advised to mail subcontract information directly to the U.S. Department of Commerce (Synopsis), Administrative Service Office, Room 1300, 433 West Van Buren St., Chicago, Ill., 60607, under the heading "Subcon [28 F.R. 12459, Nov. 23, 1963] § 1.1003-7 Availability of specifications, plans, and drawings. (a) Where distribution of applicable specifications, plans, or drawings with the solicitation is impracticable, the Synopsis shall contain notice of this fact and of the locations at which the specifications, plans, or drawings may be examined or obtained. (See § 1.1203 of this part.) (b) Where the specifications, plans, and drawings available do not fully provide manufacturing or construction details necessary to describe a requirement the Synopsis shall contain notice of this fact. (c) Notices of the situations in paragraph (a) and (b) of this section shall be prepared in accordance with § 1.10039(f). [25 F.R. 14103, Dec. 31, 1960] Small business specialists in each purchasing office are responsible for screening all proposed procurements and for recommending action to be taken with respect to publicizing such procurements in accordance with the requirements of this paragraph §§ 1.1003 through 1.1003-9. In those offices where no small business specialist is assigned, the contracting officer or other designated representative shall accomplish the foregoing. [28 F.R. 12549, Nov. 23, 1963] § 1.1003-9 Preparation and transmittal. (a) Each purchasing office shall transmit a synopsis of proposed procurements as follows: (1) When teletypewriter service is available and time or other considerations indicate that mail service should not be used, all synopses shall be forwarded daily as soon as practical via teletypewriter covering invitations for bids, requests for proposals or quotations issued on that day, or at the earliest practical time prior to issuance of the invitation for bids, requests for proposals or quotations, as is deemed appropriate, to the following address. Synopsis, Commerce Department, (2) When the use of mail service does not interfere with the intent of allowing interested firms ample time to submit bids, proposals or quotations, or when teletypewriter service is not available, synopses shall be dispatched by airmail or ordinary mail, whichever is considered most expeditious, addressed as follows: U.S. Department of Commerce (Synopsis), Administrative Service Office, Room 1300, 433 West Van Buren Street, Chicago, Illinois, 60607. (b) Each synopsis shall be prepared as described below: (1) Lines in the text commencing flush with left margin will not exceed 69 typewritten spaces. Double spaced lines will be used to describe each procurement action. Descriptions of different procurement actions will be distinguished by indenting the first line 5 spaces. (2) The first line of the text of the message will state the number of the synopsis being sent. Synopses will be numbered consecutively by the purchasing office during the calendar year. New numerical series beginning with number one will start as of the first working day of January of each year. Double space between this line and the next line. (3) The second line of the text of the message will state name and location of the purchasing office straight across the page, not to exceed 69 typewritten spaces. No abbreviations are to be used except for name of State. If more than one line is required for name and location of purchasing office, double space and continue on subsequent line or lines if necessary, double spacing between each line. The address may include an attention phrase directed to an official by name or title. (4) Four spaces below the preceding line entry (name and address of purchasing office), indent 5 spaces. Using the Department of Defense Procurement Coding Manual, Section I of Volume I, Commodities and Services Reported on DD Form 350, select code applicable to procurement action and insert as appropriate: (1) "EDTR", for any procurement classified under Part A; (11) The single letter code for procurement actions classified under Part B (use "Z" for services which do not fall within the categories cited in Part B); or (iii) The first two digits of the 4-digit code for procurement actions classified under Part C of the Manual. If more than one classification is applicable to the procurement action, enter the code accounting for the largest dollar volume of the procurement. Two hyphens will be inserted after the code followed by a description of the supplies or services being procured stated in narrative paragraph form, double spaced, with each line commencing flush with the left margin. The length of the lines in the description will not exceed 69 typewritten spaces. The description will be clear, concise, and with a minimum number of words but sufficient for understanding by interested parties. It will include, as appropriate, commonly used names of supply items, basic materials from which fabricated, general size or dimensions, citations of specification or drawing numbers, or other data. If the material being procured is covered by one or more specifications requiring qualification testing and approval and such requirement has not been waived by competent authority, the notation "(QPL)" shall be inserted immediately following the specification number. The Federal stock number will also be included where one has been assigned. In the absence of a Federal stock number, the service stock number will be included where one has been assigned. However, where more than six items are listed in the synopsis, stock numbers will be listed only for the six items of highest value. No abbreviations will be used in describing supplies or services, although standard abbreviations may be used in listing the quantity purchase reference numbers, specifications and bid opening date. Punctuation symbols will be used as in normal correspondence. Fractions on writer keys will not be used but fractions may be expressed by (number)/(number) e.g., 11/16, 1/4, 1/2. The symbols # or or type may not be used since they are not used in teletypewriter operation. (5) Following the complete description of the supplies or services which will end with a period, two hyphens will be used to set off the quantity to be procured. The quantity usually will be stated in numerals followed by the unit (abbreviations of units are permissible, e.g., lbs., ea., doz.). Whenever it is necessary to use "Indefinite Quantity," the description should include a statement as to the duration of the contract or period covered. (6) The quantity will be followed by two hyphens before indicating the place of delivery as follows: "Deliveries to Places of delivery should be stated specifically when there are not more than three destinations. When delivery points are more numerous, they will be grouped, if practicable, to show the general geographic area, e.g., "West Coast", "East Coast", or other appropriate regional description. Otherwise, the places of delivery will be stated as "Various Destinations" or "Destination(s) to be furnished". (7) The places of delivery will be followed by two hyphens before commencing with the invitation for bids number or other purchase reference number, which may consist of letters, numerals, or abbreviations separated by hyphens or spaces. Invitation for bids numbers shall be identified and followed by the letter "B"; request for proposals and request for quotations numbers shall be followed by the letter "Q." Purchase reference numbers should not be broken or appear on one line carried over on the subsequent line, as the insertion of a hyphen for the carryover would change the reference number. (8) Two hyphens will be used following the invitation for bids number or purchase reference number to set off the bid opening date or the advance notification date. The date should be stated in military style (date, month and year, e.g., 1 Aug 63). If the synopsis is published prior to issuance of the invitation for bids or request for proposals or quotations, the synopsis shall include a statement to the effect that requests for such invitations, proposals or quotations should be received not later than 10 days from the date of publication of such synopsis in order to enable the purchasing office to mail such invitation for bids, request for proposals, or request for quotations directly to the inquirer at the time of issuance thereof. (9) On the last page of each issue the Commerce Business Daily publishes footnote information identified as "cuts," which applies to specific procurement situations and which is used in repetitive instances in certain synopses appearing in the publication. Some existing "cuts" are similar to the examples stated in paragraph (e) of this section. Where existing "cuts" include exact wordage applicable to a given synopsis, purchasing offices may incorporate into the body of the letter or teletypewriter transmittal a reference "See Cut No. on the last page of this issue * * *", in lieu of typing out the specific text of the particular entry. Any reference in the transmittal to certain standard "boilerplate" notices in the Commerce Business Daily will be made by title, e.g., "Research and Development Sources Sought,' when applicable. When the procurement situation of a given synopsis deviates from the standard "boilerplate" language, appropriate emphasis should be made in the text of the transmitted synopses. NOTE: The purpose of using "cuts" is to reduce the costs of preparing, transmitting and printing synopses. In order to promote cost reduction, contracting officers are urged to use references to "cuts" in preparing synopses, when applicable. If an existing "cut" does not cover a frequently recurring situation, contracting officers of each Department may request the Commerce Business Daily to establish a new "cut." Requests shall be addressed to: U.S. Department of Commerce (Synopsis), 433 West Van Buren Street, From time to time a list of currently existing "cuts" will be published in a U.S. Department of Commerce Bulletin. (c) In addition to the foregoing, where the proposed procurement is to be effected in accordance with a small business set-aside (see § 1.706 of this part) or labor surplus area set-aside (see § 1.804 of this part), the synopsis shall (1) where there is a 100 percent small business set-aside, state that "The proposed procurement(s) listed herein is (are) under 100 percent small business set-aside," or (2) where there is a partial small business or labor surplus area setaside, state that "An additional quantity of is being reserved for (insert "small business" or "labor surplus area" as appropirate) under a partial determination." NOTE: To avoid confusion, separate messages should be sent covering proposed procurements which are under 100 percent small business set-aside so that they will be placed in the Department of Commerce's Notice to Small Firm Section. (d) (1) Notices which invite the submission of information as to research and development capabilities in specific fields of interest shall be headed "Research and Development Sources Sought." This shall be followed by a statement similar to the following: "Firms having research and development capabilities in the field of and whose facilities (Be specific) and personnel include (Describe in substantial detail minimum facilities and personnel required) are invited to submit complete information to the purchasing office listed above. Information furnished should include the total number of employees and professional qualifications of scientists, engineers, and technical personnel; a description of general and special facilities; an outline of previous projects; a statement regarding industrial security clearance, if previously granted; and other available descriptive literature. This is not a request for a proposal." |