Subpart 9-52.200

$9-52.201 Policy on use.

Procurement Request Numbers

(a) The PRN system shall apply to all requests to enter into, extend, modify or terminate contracts, agreements (excluding interagency agreements), grants, or other forms of financial assistance.

(b) Modifications to instruments which are not the result of procurement requests with a discrete PRN from a Headquarters office shall be initiated as procurement procuring activity utilizing a discrete PRN (i.e., modifications as the result of approved financial plans are to be initiated by the appropriate field activity, which will assign its own PRN).

(c) Transfers of procurement actions in process from one procurement activity to another will be done by cancelling the PR and reissuing with a new number assigned by the initiating office.

(d) If the plan is to fund an action with funds from more than one fiscal year, individual Procurement Requests (PR) are required for each year's funding, each with its own unique number as specified in $9-53.202.

$9-52.202 Elements of basic number.

The basic number shall consist of nine alpha numeric characters positioned as follows:

(a) The first position shall contain a capital letter which identifies the office originating the PR using identification letters assigned in §9-52.101(b).

(b) The second and third positions shall be the number of the procurement office assigned to process the PR using those identification numbers assigned in $9-52.101(e).

(c) The fourth and fifth positions shall be the last two digits of the fiscal year of the funds authorized in item 16 of the PR form.

(d) The sixth through ninth positions shall be the serial number of the PR and shall commence with the number 0001 at the start of each fiscal year. A single series of serial numbers will be used by each initiating office.

(a)

Each activity identified in §9-52.101(b) shall be responsible for the coordination and issuance of procurement request numbers for offices under its cognizance.

(b) The office of the senior procurement official, Headquarters, will be responsible for issuing procurement request numbers for all other Headquarters offices not separately identified in §9-52.101(b). $9-52.205 Modifications to procurement requests.

(a) Modifications to procurement requests shall be numbered by adding three additional characters to the basic PR number as follows: (1) The tenth position shall contain a decimal point.

(2)

The eleventh and twelfth positions shall be the serial number of the modification and shall commence with the number 01.

§ 9-53.000 Scope of part.

This part sets forth the policies and procedures established for uniform reporting of essential data on procurement actions to Headquarters. Such data will be used for management purposes, for informational reports and to furnish procurement information required by congressional committees, the General Accounting Office, General Services Administration, Small Business Administration, Renegotiation Board, and the Office of Federal Contract Compliance, Department of Labor.

$9-53.001 Applicability.

(a) The head of the procuring activity shall submit reports for procurement actions taken by the activity and shall require quarterly reports from each prime contractor under the cognizance of the activity when the prime contract contains the provisions described in FPR subsections 1-1.710-3(b) and 1-1.1310-2(b).

(b) If a contractor has more than one procurement office, data will be reported separately for each office. Also, if a contractor has more than one contract subject to these reporting requirements, data will be reported separately for each contract.

(a) The senior procurement official, Headquarters, is responsible for maintaining a central file of contract data and for issuing all reports and analyses of procurement actions on a ERDA-wide basis. (b) Heads of procuring activities are responsible for preparing:

(1) all reports covering direct procurement actions by their activities and the collection, summarization and review of all contractor reports under contracts administered by their activities; and

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(2) reports on Headquarters-designated contracts, and tracts directed by other activities under procurement directives. (The activity which executes and administers the contract, regardless of where funds are obligated, shall report that contract as one of its procurement actions.)

$9-53.003 Definition of procurement action.

(a) "Procurement action" as used in relation to the contract reporting system for prime contracts and subcontracts include:

(1) all contracts and subcontracts (including both new contracts and contracts superseding preliminary instruments), purchas e orders, grants, cooperative agreements, and interagency agreements; (2) all preliminary contractual instruments such as letter

contracts;

changes,

(3) all amendments, supplements, modifications, cancellations, and terminations including letters changing the contract amount;

(4)

(5)

contracts which cover rental;

all orders placed against other Government agencies (such as orders on Federal Supply Centers or working fund agreements covering work or services performed for ERDA by other Government agencies);

(6) all payments to utility companies. Payments against such contracts are to be reported on the basis of estimated annual expenditures, with an adjustment made semiannually (based on fiscal year) to indicate actual payments under the contract during the fiscal year;

(7) all orders against existing open-end or indefinite quantity contracts, including contracts with any other Government agency, such as job orders, task orders, or delivery orders (orders against such contracts should be reported under the basic contract)., Blanket purchase orders or requirement orders whose cumulative obligations are estimated to reach or exceed $10,000 are to be reported, with an adjustment made semiannually (based on fiscal year) to indicate actual payments under the contract during the fiscal year;

(8) contracts for the acquisition of uranium bearing ores, concentrates, and other source materials.

(4) orders placed against other ERDA procuring activities, contractors, or Government agencies involving transfers of excess equipment or surplus material;