9-53.202 Procurement office symbols.

AUTHORITY: The provisions of this Part 9-53 issued under sec. 161, as amended, 68 Stat. 948, 42 U.S.C. 2201; Sec. 205, as amended, 63 Stat. 390, 40 U.S.C. 486.

SOURCE: The provisions of this Part 9-53 appear at 34 F.R. 15231, Sept. 27, 1969, unless otherwise noted.

§ 9-53.000 Scope of part.

This part sets forth the administrative requirements and procedures for numbering, distributing, and filing of contracts (including letter contracts, all appropriation transfers, and working fund agreements), modifications thereto, and the numbering of orders (including purchase orders).

Subpart 9-53.100-Contracts

§ 9-53.101 Numbering of contracts.

(a) Contracts are numbered with approved letter symbols and serial numbers primarily for identification, audit, and filing purposes. Prefixes for AEC contract numbers for prime contracts executed by each AEC office, are set forth in § 9-53.106.

(b) The letters "AT" in each prefix denote the Atomic Energy Commission. The number before the hyphen within the parentheses designates the State or area within which the procurement office is located, and the number after the hyphen identifies the procurement office within that State or area. The States

were assigned numbers in numerical sequence according to the alphabetical listing before Alaska and Hawaii were admitted to the Union. Alaska will be assigned number 52 and Hawaii assigned number 53. The Headquarters office is assigned number 49 with separate numbers assigned to each of the procurement offices, the Pacific Area is assigned number 50, and Puerto Rico is assigned number 51. The number following the hyphen outside the parentheses is the serial number assigned to the contract. The numbering of contracts shall be centrally controlled by each office for which contract prefix numbers have been designated.

(c) If a prefix is required for an office not listed in this part, it should be requested from the Director, Division of Contracts.

(d) The numerical series for sales contracts begins with the serial number "1" prefixed by the same contract symbol as prescribed for other contracts plus the letter "S" following the parentheses. Thus, the first sales contract for the Albuquerque Operations Office is numbered AT(29-2) S-1.

(e) A number shall be assigned to (1) all contracts, involving the payment of $20,000 or more on a single payment voucher, and (2) all multiple payment contracts regardless of amount. Contracts involving the payment of less than $20,000 on a single payment voucher may or may not be numbered, depending upon the needs of the office. However, in case of doubt as to whether the amount to be paid under a contractual document is more or less than $20,000 or whether more than one payment will be necessary, the contract shall be numbered. Numbers are to be placed in the upper right-hand corner on the original and all copies of contracts or purchase orders and amendments and supplements thereto.

(f) On a modification or extension of a contract that has been transferred from one contracting office to another, the contract should be renumbered with the prefix number of the new administering office.

§ 9-53.103 Maintenance of contract files.

Managers of Field Offices and Heads of Headquarters Divisions and Offices shall maintain a file or files of all contracts executed or administered by such office or division. The location and distribution of contract files in the various offices and divisions are the responsibility of the Managers or Directors concerned. § 9-53.104 Distribution of contracts.

(a) Basic distribution. Managers of Field Offices and Heads of Headquarters Divisions and Offices who execute or administer contracts are responsible for making the following minimum distribution of such contracts:

(1) One original signed copy to the contract files of the office administering the contract, except when such copy is required for distribution to the General Accounting Office under subparagraph (3) of this paragraph. In the latter case a duplicate signed copy will be furnished to the office administering the contract;

(2) One signed copy to the contractor. However, in the case of formally advertised supply contracts, a purchase order or Notice of Award may be furnished in lieu of a signed copy of the contract;

(3) One original signed copy to the General Accounting Office when required by GAO Manual, Title 7-4510.50. This regulation provides in part as follows:

The original of all contracts with common carriers of all types for linehaul freight or passenger transportation services, including passenger charter agreements but excluding contracts for local storage, drayage, and hauling, shall be transmitted promptly, to the General Accounting Office, Service Subdivision, Transportation Division, Washington, D.C. 20548.

(4) One signed copy to the AEC field finance office servicing the procurement

office and for Headquarters to the Central Accounts Branch, Office of the Controller.

(b) Additional distribution of contracts. Each Manager of a Field Office shall make the following additional distribution of conformed copies of contracts including modifications and amendments thereto within its jurisdiction:

(1) To the Office of the General Counsel, one copy of:

(i) Each contract, and each subcontract under a cost-type contract, where the proposed contract action was submitted for Headquarters approval prior to execution:

(ii) Each engineering or architectengineering prime contract, and each engineering or architect-engineering subcontract under a cost-type prime contract, involving an expenditure (actual or estimated) of $500,000 or more.

(2) To the appropriate Headquarters division or office, one copy of each contract sponsored by such division or office.

(3) To the Division of Contracts, one copy of each contract and subcontract where the proposed action was submitted for Headquarters approval prior to execution.

Special Projects‒‒‒‒‒

AT(29-3)

AT (33-3)AT(41-1)AT(47-1)

----- AT(49–9) –

Subpart 9-53.200-Orders

§ 9-53.201 Numbering of orders (Form AEC-103).

Procurement offices shall number all orders (Form AEC-103), including purchase orders, with a prefix symbol to identify the issuing office, followed by a symbol consisting of the last two digits of the fiscal year of issuance. In addition, procurement offices may assign such secondary symbols and suffixes as may be required for their particular needs. This prefix shall precede the serial number assigned to the order on a chronological basis, starting with the number "1" at the beginning of each fiscal year. For example, the first order issued by Chicago

Savannah River.

Headquarters Services..

PART 9-54-CONTRACT REPORTING

9-54.000 Scope of part.

9-54.001

Applicability.

9-54.002 Responsibilities.

9-54.003 Definition of "procurement ac

tion."

AUTHORITY: The provisions of this Part 9-54 issued under sec. 161 of the Atomic Energy Act of 1954, as amended, 68 Stat. 948, 42 U.S.C. 2201; sec. 205 of the Federal Property and Administrative Services Act of 1949, as amended, 63 Stat. 390, 40 U.S.C. 486.

SOURCE: The provisions of this Part 9-54 appear at 34 F.R. 15233, Sept. 27, 1969, unless otherwise noted.

§ 9-54.000 Scope of part.

This part sets forth the policies and procedures established for uniform reporting to Headquarters of essential data on procurement actions. Such data will be used for management purposes, for informational reports and to furnish information on procurement required by Congressional Committees, General Serv

(a) Field Offices. Managers of Field Offices shall report data for each AEC procurement office and shall require reports from each cost-type prime contractor (except when total procurement actions under the contract are estimated at less than $250,000 on an annual basis) and each first-tier cost-type subcontractor under a cost-type prime contract (except when procurement actions under the subcontract are estimated at less than $250,000 on an annual basis).

(b) Contractors. 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 Director, Division of Contracts, is responsible for maintaining a central file of contract data and for the issuance of all reports and analyses of procurement actions on an AEC-wide basis.

(b) Division Directors, Heads of Offices, Headquarters, are responsible for the preparation of all reports covering direct procurement actions taken by Headquarters divisions and offices and the collection, summarization, and review of all reports required from cost-type prime and subcontractors under contracts administered by Headquarters divisions.

(c) Managers of Field Offices are responsible for the preparation of:

(1) All reports covering direct procurement actions by their offices and the collection, summarization and review of all cost-type prime and subcontractor reports under contracts administered by their offices, and

(2) Reports on Headquarters-designated contracts, and contracts directed by other offices under procurement directives; the office which executes and administers the contract (regardless of where funds are obligated) shall report that contract as one of its procurement actions.

§ 9-54.003 Definition of "procurement action".

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

(1) All contracts and subcontracts (including both new contracts and contracts superseding preliminary instruments) and purchase orders;

(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 guaranteed 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 AEC 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 at the end of each year to indicate actual payments under the contract or subcontract during the fiscal year;

(7) All orders against existing openend 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. Individual orders may be reported when placed for the articles, supplies, or services rendered, or as an alternative, the estimated total amount under the contract may be reported; and

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

(b) The term "procurement action" excludes:

(1) Contracts for the acquisition of land;

(2) Purchases paid for in cash;

(3) Orders placed against other AEC offices or contractors involving transfers of excess equipment or surplus material; and

(4) Transportation by Government bill of lading and transportation of personnel by Government travel order. With respect to contract purpose, contractual arrangements falling within object clas

AUTHORITY: The provisions of this Part 955 issued under sec. 161, as amended, 68 Stat. 948, 42 U.S.C. 2201; sec. 205, as amended, 63 Stat. 390, 40 U.S.C. 486.

SOURCE: The provisions of this Part 9-55 appear at 34 F.R. 15233, Sept. 27, 1969, unless otherwise noted.

§ 9-55.000 Scope of part.

This part sets forth the administrative requirements for the justification of AEC direct and cost-type contractor procurement actions for equipment, supplies, and services (including construction) and for the establishment and maintenance of complete files of documents in support of such procurement actions. Subpart 9-55.1-Justification of Procurements

§ 9-55.101 Formal advertising.

Justification for AEC formally advertised procurements shall consist of the information required by § 9-55.203.

§ 9-55.102 Negotiated procurements.

Justification for AEC direct and costtype contractor procurements shall consist of the information required by §§ 9-55.102-2 and 9-55.102-3, respectively.

§ 9-55.102-1 Applicability.

This section is applicable to all negotiated contracts and subcontracts (including letters of intent or letter contracts) and modifications thereof involving additional supplies or services, except: (a) Contracts or subcontracts for $2,500 or less, (b) orders against Federal Supply Schedules, (c) orders placed against other Government agencies, (d) orders placed against other AEC offices, and (e) orders placed under one AEC management cost-type contract against another AEC management cost-type contract.

§ 9-55.102-2 Justification of AEC direct negotiated contracts.

The justification of negotiated prime contracts required for actions in excess of $100,000 shall be in the form of a narrative statement covering, to the extent applicable to the particular transaction, the general type of information as indicated in paragraphs (a) through (i) of this section. Actions under $100,000 shall be supported by files containing substantially the same information required by paragraphs (a) through (i) of this section. The scope and detail of information to be included in the contract fille should generally be determined on the basis of the nature, dollar value, and complexity of the transaction involved.

(a) Name and address of proposed contractor.

(b) Location of plant- or work-site for performance of the contract.

(c) Contract number, including amendment number if applicable.

(d) Name of prime contractor.

(e) Nature of contract action (letter contract, conversion of letter contract, extension of existing contract, etc., as well as type of contract-cost, CPFF, incentive, etc.).

(f) A reference to the program basis for the contract, including scope of the