Page images
PDF
EPUB

1.4.17G

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

Accounting-Paying

Office Copy

(3) Accounting-Paying Office Copy. To office where payment will

be made.

Issuing Office Copy

(4) Issuing Office Copy. The issuing office shall retain a copy for

reference.

Consignee
Storehouse
Copy

Bureau Of
Federal
Supply
Copy

(5) Consignee Warehouse (Storehouse) Copy. This copy is provided for

the receiving warehouse to facilitate receiving, inspection, and reporting
of deliveries. All deliveries, after listing on Form 7-760, Report of
Articles Received, shall be examined and compared with the bill of
lading and purchase order. Variations in quantity, inferior materials,
and other unsuitable conditions evident at the time of delivery may be

readily ascertained if the storehouse is furnished a,copy.
(6) Federal Supply Service Copy. Discontinue the submission of copy

to Federal Supply Services. This copy may be forwarded to the
Regional Office or used for other purposes as determined by the

Regional Director.
(7) Information of

Copy. This copy may be used by the inspector, when inspection is necessary, by other than the warehouseman, or as the extra copy which accompanies orders to Federal Prison Industries, Incorporated, to Federal Bureau of Supply (stock item), the extra signed copy required on orders submitted to the War Assets

Administration, or for the information of the Director of Supply.
G. Extra copies, "Information of

Copy (7)," in pads of 100 are now available, which may be used to supply informational and statistical facts to individual offices requiring them. Full use of purchase order copies will eliminate the necessity of making so many copies of the contract.

Information
Of

Copy

Additional

Copies

Continuation

Sheets

Additonal

Use Of Continuation

Sheets

H. Continuation Sheets, Form 7-711a, in precarbon sets, are available for use

with the Purchase Order, when there is insufficient space for typing all
details on the Purchase Order. When used they should be attached by
proper reference on the first page of the Purchase Order.
(1) Request for purchase of articles or supplies originating in the

storehouse may be prepared on Form 7-711a (Purchase Order
Continuation Sheet) and attached by proper reference to the
storehouse request for purchase, provided it can be prepared in
final form suitable for transmittal to the supplier. The Continuation
Sheet then may be used by the Procurement Office and attached to the
Purchase Order, which is to be forwarded to the supplier. Where this
procedure is feasible and mutually agreed upon by those
responsible for Property Management and Procurement, considerable
retyping in the Procurement Office, that would otherwise be necessary,
will be avoided.

Additional

Use Of Purchase Orders

Purchase

Order Amendment

Or Cancellation

It is suggested that copies of the Purchase Order be used to supply
informational and statistical facts to individuals and offices requiring them.
In such instances, the order will contain information as to quantities, articles,
and prices as suggested in Paragraph 1.4.17A(4). Copies of the order, when
written in sufficient detail, may serve for the purpose of inspection or a
copy of the mimeographed specifications forming a part of a short form

contract may be attached to a copy sent to the inspector.
J. When an amendment to or cancellation of a Purchase Order is authorized,

use the Purchase Order form for this purpose in preference to notification
by letter or otherwise. In such instances, Form 7-711, Revised, must be
changed to conform to that type of document by typing "AMENDMENT
NO..

or Cancellation of' in addition to the Order No. in
space allotted for the Order No. An appropriate statement should also be
included directly under “Articles or Services,” preceding all other pertinent

details, to read substantially as follows: Rel.48 1/3/50

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES

1.4.17K

Purchase Order cited above is hereby
as stated below. All other terms and conditions remain
in full force and effect.

(1) When the urgency requires amendment or cancellation informally,

it should be confirmed.

(2) Copies of the amendment or cancellation shall be distributed to all

offices receiving copies of the original order.

Authority

To Act

K. Authority to sign amendments or cancellations rests with the contracting

officer or his duly authorized successor or representative. It must be
remembered that they cannot be used to modify a contract. When contracts
are involved and it is proposed to amend or cancel the contract that will
affect purchase orders issued against the contract, the contract must first
be formally amended or canceled, as prescribed in Paragraph 1.5.10D.

L. By using the Purchase Order notice of acceptance, which makes proper

reference to the bidder's offer, as a means of notifying successful bidder
of the awarded items, as suggested in Paragraph 1.4.17A(4), copying of the
contract should be avoided. Conformed copies of the contract should not be
required for informational and statistical purposes when the Purchase
Order is written in sufficient details and will serve the purpose.

Eliminate

Extra Contract Copies

(1) An advance Notice of Award shall be given the successful bidder

(contractor) by telegram or by letter, as time will permit, if and when
it is necessary to protect the option. This advance notice can only be
issued by the contracting officer. The purchase order that follows an

advance notice is in the nature of a confirmation.
(2) When following the above procedure, omit furnishing the contractor with

a conformed copy of Form 33 (except Form 33 continuing contracts) as
suggested and instructed in Paragraphs 1.4.17A(4) and 1.6.2-I(1).

Rel.48 1/3/50

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES Illus. 1 Par. 1.4.1

Sheet 1

[merged small][merged small][ocr errors][merged small][ocr errors][merged small][ocr errors][ocr errors][merged small][ocr errors][merged small][ocr errors][merged small][merged small][merged small][merged small][merged small][merged small][merged small][merged small][merged small]

Submit in quadruplicate (original and three copies). See Paragraph 1.4.16D
recertification of funds

[ocr errors]

(You may use Form DI-1, approved September 1942 until supply
is exhausted.)

NOTE:

De A;Pova

1.

7/23/48

Illus. 1 Par.1.4.16

CHAP. 1.4 ACQUISITION FROM ESTABLISHED AND MANDATORY SOURCES Sheet 2

[ocr errors]

7/23/48

« PreviousContinue »