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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.
(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
(2) reports on Headquarters-designated contracts, and contracts 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), purch as e orders, grants, cooperative agreements, and interagency agreements;
(2) all preliminary contractual instruments such as letter contracts;
(3) all amendments, supplements, modifications, changes, cancellations, and terminations including letters changing the contract amount;
(4) contracts which cover rental;
(5) 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 semi annually (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 act ivities, contractors, or Government agencies involving transfers of excess equipment or surplus material;
(5) transportation by Government bill of lading and transportation of personnel by Government travel order; and
(6) contractual arrangements falling within object classifications: 10, Personal Services and Benefits; 33, Investments and Loans; 42, Insurance Claims and Indemnities; and 44, Refunds.
$9-53.004 Reports required.
(a) Form ERDA-328A, Contract Data Work sheet, shall be prepared by each ERDA procuring activity for each of the following:
(1) Any procurement action when the initial procurement action is for $10,000 or more or when the accumulated amount of a series of procurement actions under a previously unreported contract, grant, SRSA, cooperative agreement, interagency agreement, or purch as e order totals $10,000 or more.
(2) Letter contracts which meet reporting requirements shall be reported. Conversions of letter contracts to definitive contracts shall be reported on Form ERDA-328B.
(b) Form ERDA-328B, Prime Contract Change Worksheet, shall be prepared by ERDA procuring activities to report changes in ERDA contracts.
(c) Form ERDA-330A, Supplemental Report of Procurement Actions Work sheet, shall be prepared in accordance with paragraph $9-53.005(b) by each ERDA procuring activity and contractor unless excepted in $9-53.001(a).
(d) Form ERDA-330B, Supplement al Report of Procurement Actions Work sheet -- Labor Surplus Area Report, shall be prepared in accordance with paragraph $9-53,005(c) by each ERDA procuring activity.
(a) ERDA activities which administer contracts shall furnish reports in the required CIS format of Forms 328A and 328B by SACNET or by tabulating machine cards to the Division of Communications and
• Reporting offices without ADP facilities may furnish the completed worksheets identified above to the senior procurement official or designee, Headquarters, for further handling.
Computer Operations, Computer Operations Section, Headquarters, either (1) on a current basis, as soon as practicable after the date the individual procurement action is taken, or (2) weekly following the close of the period in which the procurement actions were taken, in time to reach Headquarters no later than 12:00 PM Eastern time on the first subsequent workday of each week, and the first workday of the new reporting month covering any unreported actions from the previous month.
(b) Quarterly Supplement al Report of Procurement Actions (Form ERDA-330A), covering procurement actions, purchase orders, grants, and cooperative agreements not report able under ERDA-PR 9-53.004(a), shall be furnished quarterly by procuring activities and reporting contractors to the senior procurement official, Headquarters, or designee by the fifth working day following the close of each fiscal year quarter for actions taken or changed in the preceding three-month period. Five separate Forms ERDA-330A shall be prepared to summarize the data by number of dollar actions and dollar value. The five are:
(1) all fixed-price type procurement actions;
(c) Quarterly Supplemental Report of Procurement Actions Work sheet -- Labor Surplus Area Report (Form ERDA-330B), shall be furnished quarterly by procuring activities to the senior procurement official, Headquarters, or his designee, by the fifth working day following the close of each fiscal year quarter for actions taken or changed in the preceding three-month period.
$9-53.006 Preparation of reports.
Detailed instructions for completion of the forms are contained in ERDA Procurement Handbook H9-53, Contract Information System (CIS).
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