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CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

1.4.1

.1 The sources of supply established by law include the Federal Supply Service of SOURCES OF

the General Services Administration; Federal Prison Industries, Incorporated; SUPPLY National Industries for the Blind; Armed Services Petroleum Purchasing

ESTABAgency Contracts for Navy Symbol Lubricating Oil; and Government Printing LISHED BY Office and Post Office Departments Envelope Schedule.

LAW .2 Articles contracted for by the Federal Supply Service for direct delivery

FEDERAL under TS contracts are listed in “Federal Supply Schedules" (formerly

SUPPLY General Schedule of Supplies). The articles are classified as to Federal

SCHEDULE Standard Stock Catalog classes and a separate schedule or schedules issued for each class. Offices desiring to be placed on the Federal Supply Service mailing list to receive copies of any classes under the Federal Supply Schedule should request, complete, and return Form TS 348, Revised, “Request for Federal Supply Schedule,” indicating thereon the schedules in which they are interested and the number of copies of each schedule required. A SEPARATE FORM MUST BE PREPARED FOR EACH ADDRESS TO WHICH SCHEDULES ARE TO BE MAILED. This form shall be obtained from and returned directly to the Editorial Unit, Purchase Division, Federal Supply Service, Washington 25, D. C. The schedules available for use by procurement offices are listed in the Index and Guide to Government Sources of Supply prepared by the Federal Supply Service, which classifies them according to appropriate Federal Standard Stock Catalog Class. Section 1, General Index of Federal Property, an alphabetical arrangement of Federal supplies, indicating for each entry (a) class for stores and issue, (b) group for procurement, and (c) Federal specification (if applicable), price $1.25, may be obtained by submitting Requisition DI-1, prevalidated as to availability of funds, to the Director of Supply, Washington, D. C., or directly from the Government Printing Office. It is the intention of the Office of the Director of Supply to issue a monthly check sheet, listing all Federal Supply Schedules by classification number and name, giving their expiration dates and all amendments by number, in effect at the beginning of each month. Distribution of this information will be made through Regional Offices in the quantities indicated necessary by the number of addresses shown in the Directory of Procurement Offices issued by the Supply Services Division, Denver. This check list will be in addition to the check list which was received directly from the Federal Supply Service.

A. Occasionally, issuance of schedules is delayed for a short time after

contracts are entered into by the Federal Supply Service. When this
occurs, Bureau offices that have requested copies of the schedule or
schedules will receive notice in the form of amendment to the Federal
Supply Schedule relating the circumstances. If contracts for mandatory
items are involved, the purchase of such items in the open market should
be avoided.

Federal

Supply Schedules Amendments

B. Careful reading of the instructions on the inside front cover of each

schedule is necessary to determine the application of mandatory or
nonmandatory provisions.

Note Instructions

Mandatory

Items

(1) (a) When instructions read, “Use of this schedule of contracts ...

is mandatory upon the departments and other establishments of
the executive branch of the Federal Government within the
continental limits of the United States,' this means it is mandatory
that the articles listed in the schedule be purchased from the
contractors named, in accordance with terms and provisions
listed in the schedule. However, when like articles are obtainable
from Supply Centers of the Federal Supply Service, orders may be
placed with Supply Centers and no formal clearance is required.

Special Mandatory Provisions

(b) A mandatory provision for purchase by the Bureau of Reclamation

is occasionally included further in the instructions even though
the beginning instructions provide for purchase only by the Gov-
ernment in Washington, D. C. Also a schedule may be issued
which is mandatory for field services but excepts the Interior

Department or Bureau of Reclamation from certain items.
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1.4.2C

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

Nonmandatory

Optional

Use

(2) When the instructions read, “Use of this schedule of contracts ...

is mandatory upon ... executive branch of the Federal Government:
all departments and other establishments in Washington, D. C., and
contiguous area,' use by offices not included under “mandatory use"

is optional.
(3) Purchase under an optional schedule is not mandatory; however,

careful consideration should be given to this source of supply and
use made of it when it is to the Government's interest. Contractors
are obliged to accept orders when the contract is mandatory and when
the schedule is for use by the ordering offices of the Federal agencies
that may desire to utilize the contracts.

Filing Schedules

C. The schedules shall be filed in consecutive order by class numbers and

supplemental data shall be filed with the schedule to which it refers.

Catalogs & Price

Lists

D. The Federal Supply Service requires successful bidders on Federal

Supply Schedules items to furnish catalogs and price lists illustrative
of the article they propose to furnish. The catalogs and price lists are
examined and, if in accordance with the accepted proposal, are stamped
with the approval of the Federal Supply Service. Contractors are then
required to furnish catalogs and/or price lists on the articles awarded on
that basis. These catalogs and/or price lists are printed to conform with
the accepted copies on file with the Federal Supply Service and will show
the TS contract number, effective dates, etc. Copies may be obtained from
the Editorial Unit, Purchase Division Federal Supply Service, Washington
25, D. C. All offices currently on the mailing list to receive "Federal Sup-
ply Schedules" should request, complete, and return Form TS 348A, Revised,

Request for Contractors' Catalogs and Price Lists Under Federal Supply
Schedules," where catalogs and price lists are necessary for placing orders
under certain items of the related schedule. A SEPARATE FORM MUST
BE PREPARED FOR EACH ADDRESS TO WHICH CATALOGS AND PRICE
LISTS ARE TO BE MAILED. This form shall be obtained from and returned
directly to Editorial Unit, Purchase Division Federal Supply Service,
Washington 25, D. C. Except as noted below, ordering offices should use,
in connection with Federal Supply Sechedules, only those catalogs and price
lists bearing the Federal Supply Service approval. This approval indicates
that the catalogs and price lists have been verified and are identical with
those submitted with the bids. Catalogs and price lists should be obtained
direct from the contractor or his local dealer in the case of motor vehicle
accessories and parts and construction and rebuilding machinery parts under
Classes 8 and 66, and direct from the contractor in the case of electric
lamps under Class 17. In the case of typewriter parts under Class 54 and

arts for typewriters and certain office machines in connection with contracts for repair and maintenance under Class 54, contractors are not required to furnish copies of parts price lists; such parts may be accepted on the basis of the required standard certification on the contractor's invoice to the effect that "all conditions of purchase applicable to the transaction have been complied with."

Supply Schedule Contractors

E. Purchase orders should be addressed and forwarded direct to the contractor

indicated or with duly authorized representatives of the contractor in the vicinity of the ordering office. The item description, the name and the address of the contractor, the contract number, and any special contract terms are shown in the schedule. Use Purchase Order Form 7-711, Revised.

Maintaining
Federal

Supply
Schedules

F. Procurement officers will keep their catalogs of Federal Supply Schedules

up to date. Federal Supply Schedule and Amendments and catalog for use in connection therewith will be obtained in accordance with instructions contained in Paragraph 1.4.2.

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CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

1.4.2G

G. The Federal Supply Schedule of contracts for commodities, the procurement Procurement

of which is undertaken exclusively by the Federal Supply Service, such as Of Motor refrigerators, electric fans, and quarters furniture, may be changed

Vehicles, because of market conditions and other factors or the schedules may

Refrigcontain only a few of the items. Requirements for such items, for which erators, there is no schedule or contract, should be obtained by submitting

Electric Purchase Order Form 7-711, Revised, to the Federal Supply Service.

Fans, Etc. Follow special instructions in Subparagraph H below, when placing orders for motor-propelled vehicles, as well as other items, the procurement of which is undertaken exclusively by the Federal Supply Service. Such purchase authorities must be complete as to specifications; the time or times when deliveries are required; the consignment and shipping instructions; the symbol number and title of the appropriation to be charged; the encumbrance which has been established on the books of the ordering agency; and the signature of an officer authorized to obligate the appropriation to be charged. Each purchase order shall bear the following instructions on the face of the order:

Submit invoice to

(Enter here the Regional, District, or Project Office in
which certification and scheduling for payment will be

accomplished.)
NOTE: Necessity for prompt payment.
GENERAL SERVICES ADMINISTRATION, Administrator's Temporary
Regulation 3, reads, in part, as follows:

2(c) ... requisitioning agencies shall promptly reimburse
the General Services Administration on vouchers prepared
by the requisitioning agency on the basis of itemized invoices
submitted by the Administrator and receiving reports evidenc-
ing the delivery to the requisitioning agency of such supplies
or services.

(d) In any case where payment shall not have been made
by the requisitioning agency within forty-five days after the
date of billing by the Administrator, reimbursement may be
obtained by the Administrator by the issuance of transfer
and counterwarrants supported by itemized invoices.

Procurement personnel responsible for expediting delivery should ascertain
and require satisfactory performance prior to date payment is made or
obtained by transfer and counterwarrants. In some cases, the Accounting-
Paying Office may be required to make payment prior to receipt and
acceptance of items purchased or to advance funds to finance large pur-
chases such as the purchase of automobile equipment; any adjustment found
necessary after payment is made will be accomplished by correction notices
or reduction on a subsequent bill in accordance with instructions contained
in Part 65, of Volume XXIV, Finance.

H. The Federal Supply Service, will procure all new motor-propelled vehicles Motor

for the carriage of passengers and freight, including passenger automobiles, propelled
station wagons, ambulances, buses, motorcycles, motor scooters, carryalls, Vehicles
trucks, truck-tractors, trailers, etc., for all offices of the Bureau of
Reclamation.

Ordering

(1) Procurement Offices shall prepare their request on Form 7-711,

Revised (August 1946), and forward two copies (the original (1) and
the acknowledgment copy (2)) to the Bureau of Federal Supply, Wash-
ington, and one copy (information copy (7)) to the Office of the Direc-

tor of Supply, Washington. The specifications shall include an itemized Rel.48 1/3/50

1.4.2-I

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

list of the accessories necessary to comply with the regulations of the
state in which the vehicle is to operate. A statement that “all
accessories necessary to comply with the State of
regulations will not suffice. On the face of each purchase order
enter instructions with regard to submission of invoice as shown in
Subparagraph G above.
Communications regarding status of purchase order shall be directed

to the Office of the Director of Supply, Washington, D. C.
(2) When acquiring motor-propelled vehicles for replacement purposes,

you may exchange or sell similar items and apply the exchange allowance or proceeds of sale in such cases in whole or in part for the property acquired. The transaction shall be evidenced in writing as provided in Public Law 152, Section 201(c), which is referred to in Paragraph 1.5.4J.

Trade-in
Vehicles

Application Of Proceeds

Against Purchase

(a) When the disposal of vehicles under Public Law 152 is

undertaken by the Bureau, the purchase order to Federal Supply Service for new equipment against which the proceeds of sales will be applied shall contain a statement as follows:

Proceeds from the sale of similar items will be applied toward the purchase of the items listed in this Purchase Order.

The term “similar itemsmeans that in the purchase of a truck, only a truck may be sold or exchanged, a tractor for a tractor, a boat for a boat, etc. (26 Comp. Gen. 729.)

Offers To
Exchange
Or Sell

(b) When used equipment is to be disposed of simultaneous with

the purchase of new equipment, a request for both exchange and cash bids shall be included in the advertisement.

Exchange Or Sale In Relation To Purchase

(c) It is not required that the equipment to be sold be sold or

surrendered at the time the order for the new equipment is
placed. This might work a hardship on offices surrendering
old equipment. Sufficient evidence must be furnished to permit
a determination that the old and new equipment are sufficiently
similar and there must be some action towards the purchase
by the issuance of a requisition, if not the actual consummation
of the purchase, before the proceeds of the sale may be applied.

By Federal Supply Service

(d) When an office is authorized and desires Federal Supply Service

to trade in its motor-propelled vehicles in order to apply the
exchange allowance or proceeds on the purchase of similar
equipment, their purchase order, in duplicate, to the Bureau of
Federal Supply, must state that the vehicle (or vehicles) are
available for trade-in. A complete description of each vehicle
(or vehicles) to be traded in, including make, model, mileage,
condition, location, and date when available for surrender shall
be submitted with two copies of the purchase order. This descrip-
tion should include accessories and they should be sufficiently
described. Specify on the purchase order the appropriation
account in which the proceeds of sale of the used vehicles, if
any, are to be deposited. (Obtain from your Finance Office the
account symbol and number.)

Station Service Delivery, Oil, & Gas

I. The term Service Station Delivery, as applying to gasoline and oil means

the delivery by an attendant of the service station of motor fuel or oil directly into the gasoline tank or crankcase of Government-owned or operated motor-propelled vehicles. Federal Supply Service awards contracts

for service station delivery of gasoline and oil covering the 48 states and Rel. 48 1/3/50

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

1.4.2J

the District of Columbia. Contracts are made with various dealers to
provide the greatest convenience in obtaining service. These schedules
are distributed by Federal Supply Service.
(1) Credit or courtesy (identification) cards shall be used to obtain from Credit

service stations (on highways or at aviation fields) gasoline and lubri- Cards For
cating oil for Government-owned and operated motor.vehicles, including Service
airplanes (when away from Government sources of supply), in lieu of Station
cash or other means of purchase. In addition to gasoline and lubricat- Delivery
ing oil, other products and services that are listed in the Federal Supply
Schedule may be obtained by use of credit cards. Credit cards that are
issued for use in connection with TS contracts shall not be used in con-
nection with open-market purchases. Separate invoices (sales slips)
should be obtained for items not covered by TS contracts and supported
by a statement by the purchaser the necessity therefor. The operator of
the vehicle must ascertain that the service station is under Government
contract before making purchase by use of the credit card issued for

that purpose.
(2) Credit cards shall be obtained by the procuring officer direct from the Requesting

home offices of the companies which have service station delivery con- Credit tracts. Request should be made in the form of a letter. The letter

Cards shall instruct the contractor to place on the credit cards the name and address of the office to which invoices are to be sent.

(3) Credit cards shall be shown at the service station when making purchase. Service

Operator of the vehicle shall ascertain that credit slip is complete and Station accurate as to contract number, Bureau office, address, date, quantities, Sales Slip

etc., and shall sign the sales slip. J. (1) Many of the items formerly included in the Federal Supply Schedule

Store and some additional items are available from stock, Federal Supply

Stock Service. These stocks are maintained in Washington, D. C., and in Catalog & supply centers throughout the country. A national (illustrated)

Supplements catalog of the items maintained in supply centers is issued under the title, Store Stock Catalog.” In addition to the national (illustrated) catalog, Catalog Supplements, listing "special" articles, including a few items that are also available for direct delivery from a TS contractor, are stocked primarily for the accommodation of agencies in their respective areas. When an item (mandatory or nonmandatory) is available for direct delivery and from stock, order may be placed with either source to suit the convenience of the ordering office. The supply centers most accessible to the Bureau of Reclamation are located at Seattle, Washington; San Francisco, California; Maywood, California; Ft. Worth, Texas; Denver, Colorado; Kansas City, Missouri; Cleveland, Ohio; and Chicago, Illinois. The national (illustrated) "Store Stock Catalog" and Supply Center Supplements should be obtained by Procurement Officers direct from the nearest supply center. When placing orders for Federal Supply Service stock items,

follow the instructions contained in Subparagraph K(2) below. (2) Federal Supply Service has complied with all regulations governing the Stock of purchase of items available from the Committee on Purchases of

Other Blind-made Products; Federal Prison Industries, Incorporated;

Mandatory Federal Supply Schedule Contracts; other established Federal Sources Items of Supply; and from excess or surplus property. Ordering offices are therefore not required to obtain clearance on items available from these sources when ordering direct from any supply center (Store Stock Catalog and Supplements). However, when convenient, it may be more economical to purchase direct from Federal Prison Industries, Incorporated, or other established Federal sources of supply, as prices on articles appearing in Store Stock Catalog and Supplements include miscellaneous charges, such as handling and storage assessed by

Federal Supply Service. Rel. 48 1/3/50

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