(1) Requests for deviation from Federal Specifications may be initiated by the contracting officer of any procuring activity of the Department or Postal Field Service and submitted as far in advance as the exigencies of the situation will permit. Each request shall: (i) Cite the specific Federal Specification from which a deviation is requested; (ii) Contain a clear statement of the deviation desired;

(iii) State the reasons the deviation is considered necessary or would be in the best interest of the Government;

(iv) Contain a statement as to whether the deviation has been requested previously, and, if so, circumstances of the previous request;

(v) Provide any pertinent background information which will contribute to a full understanding of the desired deviation;

(vi) Furnish comments and recommendations as to whether the Federal Specification should be changed or amended consistent with the deviation requested.

(2) Requests should be routed through the head of the procuring activity for concurrence or additional comments. After the indicated concurrence has been obtained, requests shall be submitted to the Director, Procurement Division, Bureau of Facilities.

(b) If a requested deviation is warranted, approval will be accomplished as follows:

(1) The Chief, Inventory and Distribution Branch, Procurement Division, will request required technical assistance and advice from the Office of Research and Engineering.

(2) The Office of Research and Engineering will:

(i) Recommend if deviation is necessary and justifiable, based on service requirements, research and technical information developed;

(ii) Prepare formal justification to support recommendation for deviation that can be fully substantiated if post audit is required. It shall include positive reasons why Federal Specification does not meet requirements.

(iii) Forward written justification to the Chief, Inventory and Distribution Branch, Procurement Division, Bureau of Facilities, for submission to the Director, Procurement Division.

(c) Notification to the General Services Administration of approved deviations will be made by the final approving official.

(d) The requesting office will be notified by memorandum, with copies to other interested Bureaus or Offices, whenever a requested deviation is approved or disapproved. The contract file of the requesting office shall include a copy of the request and approval.

(e) Deviations taken and reported in accordance with these regulations may not be continued except as outlined in 41 CFR 1-1.305-3(c).