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SUBCHAPTER C-CONTRACTING METHODS AND CONTRACT
PART 513-SMALL PURCHASE AND
OTHER SIMPLIFIED PURCHASE PROCEDURES
Sec. 513.106 Competition and price reasonable
ness. 513.106-70 Unusual and compelling urgency
Subpart 513.2-Blanket Purchase
Agreements 513.203 Establishment of Blanket Purchase
Agreements. 513.203–1 General. 513.204 Purchases under Blanket Purchase
mote maximum competition if there is a reasonable expectation of obtaining two or more quotations that will be competitive in terms of market price. If there is no expectation of obtaining two or more competitive quotations, more than three sources should be solicited. If only one response is received, the purchase may be made if the price is reasonable and the contractor is responsible.
(b) Oral solicitation. Quotations may be solicited orally under the circumstances described in FAR 13.106(b)(2) unless:
(1) The acquisition includes a wage determination issued by the Department of Labor under the Service Contract Act; or
(2) The acquisition meets the requirements in FAR 5.101(a)(1) and must be synopsized in the Commerce Business Daily.
(c) Data to support small purchases. (1) When other than the lowest quotation is accepted, the basis for rejecting any lower quotation must be included in the purchase file.
(2) The GSA Form 2010, Small Purchases Tabulation Source List/Abstract, or an automated equivalent which provides substantially the same documentation, must be used to document written and oral quotations. (54 FR 26512, June 23, 1989, as amended at 55 FR 48847, Nov. 23, 1990)
Subpart 513.3-Fast Payment Procedure
Subpart 513.4-Imprest Fund
513.403 Agency responsibilities. 513.404 Conditions for use. 513.405 Procedures.
Subpart 513.5-Purchase Orders
513.501 General. 513.505 Purchase order and related forms. 513.505–2 Agency order forms in lieu of Op
tional Forms 347 and 348. 513.505-3 Standard Form 44, Purchase Order
Invoice-Voucher. 513.505–70 Two-party contract forms.
Subpart 513.70-Certified Invoice
513.7001 Certified invoice procedure for pro
curements not requiring a written pur
chase order. AUTHORITY: 40 U.S.C. 486(c).
SOURCE: 54 FR 26512, June 23, 1989, unless otherwise noted.
513.106-70 Unusual and compelling ur
gency procurements. When a procurement is of unusual and compelling urgency, competition may be solicited by having prospective sources visit the site together, orally informing them of the exact requirements, and requesting them to prepare quotations while written specifications are being prepared for inclusion in the contract. Unusual and compelling urgency, as used in this subsection, includes situations which, if not corrected immediately, will result in unnecessary expenditure of funds, property damage, personal injury, or interruption of agency functions.
513.106 Competition and price reason
ableness. (a) Purchase over 10% of the small purchase threshold. Solicitation of at least three sources in accordance with FAR 13.106(b)(5) may be considered to pro
ments. The BPA file must document the contracting officer's efforts and the supplier's refusal to accept the FAR invoicing statements.
(f) Processing invoices. Invoices must be time-stamped by the designated billing office to indicate the date of receipt. Invoices received by ordering offices must be forwarded to the appropriate Finance Division for payment within 5 workdays of receipt of the invoice or acceptance of the supplies or services, whichever is later, unless the BPA provides for the accumulation of invoices as outlined in FAR 13.203– 1(1)(7)(iii). If the BPA provides for accumulation of invoices by the ordering office for a specified period, the ordering office must forward the accumulated invoices to the appropriate Finance Division for payment within 5 workdays after the specified period for accumulation. All invoices should be marked to indicate that purchases were made under a BPA.
Subpart 513.2-Blanket Purchase
Agreements 613.203 Establishment of Blanket Pur
chase Agreements. 513.203–1 General.
(a) Document preparation. Blanket purchase agreements (BPA's) must be prepared on a purchase order form or on a GSA Form 3521, Blanket Purchase Agreement.
(b) Terms and conditions. Each blanket purchase agreement should, when appropriate, specify the geographic area to be served under the BPA.
(c) Placing orders under the BPA. Only the contracting officer (CO) or officials authorized by a co and designated in the BPA are authorized to place orders under the BPA. The GSA Form 2877, Non-Depot Item Requisition / Order / Receiving / Payment Record, is authorized for use by the Federal Supply Service in placing orders against BPA's for customer supply center items that are not available from Government supply depots. Before placing orders against the BPA, each requirement must be screened for availability from mandatory sources of supply. Necessary controls must be maintained by the person placing orders under the BPA to ensure that any limitation stated therein is not exceeded. The BPA number and purchase number should be specified each time an order is placed.
(d) Delivery or service tickets. Each delivery ticket, in addition to the requirements of FAR 13.203-1(j)(6), must contain the name of the person placing the order. The delivery ticket must be signed and dated by the individual receiving the items or services. The supplier and the receiving office must retain a copy of the delivery ticket.
(e) Invoicing. If a supplier will not accept one of the invoicing statements outlined in FAR 13.203–1(j)(7), the contracting officer is authorized to deviate from FAR 13.203(j)(7) in order to permit the submission and payment of invoices for each delivery under the BPA. Before authorizing submission and payment of invoices for individual deliveries, the contracting officer must make every effort to get the supplier to accept one of the FAR invoicing state
513.204 Purchases under Blanket Pur
chase Agreements. (a) Individual purchases under BPA's may not exceed $10,000.
(b) Individual purchases under BPA's may exceed the $10,000 threshold in paragraph (a) of this section and the small purchase threshold (FAR 13.101) if the BPA has been established in accordance with FAR 13.203–1(f).
Subpart 513.3-Fast Payment
The fast payment procedure is not authorized for use by GSA contracting activities.
Subpart 513.4-Imprest Fund
513.403 Agency responsibilities.
Imprest fund cashiers must be designated and will function in accordance with HB, Accounting Users Guide-Imprest Fund and Travelers Checks (COM P 4268.1) and FAR Subpart 13.4.
513.404 Conditions for use.
The per transaction limitation for cash payments made through imprest funds is $500 ($600 for emergency disbursements by imprest fund cashiers in Alaska).
The SF 1164, Claim for Reimbursement for Expenditures on Official Business, or SF 1165, Receipt for CashSubvoucher, will serve as the authorized purchase requisition for purchases made by offices maintaining their own imprest funds, e.g., Public Buildings Service Field Offices. Purchase requisitions such as the GSA Form 49, Requisition Procurement Request for Equipment, Supplies or Services, may be used if required by contracting activity directives. If the GSA Form 49 is used, it must be endorsed “Payment to be made from imprest fund.”
Subpart 513.5-Purchase Orders
chase Order, must be used instead of the OF 347 when making purchases in connection with the maintenance, servicing or repair of GSA fleet management vehicles.
(c) The GSA Form 3186, Order for Supplies or Services, GSA Form 3186A, Order for Supplies or Services (Small Purchase), or GSA Form 3186B, Order for Supplies or Services (EDI), must be used instead of the OF 347, Order for Supplies or Services, when making small purchases or placing delivery orders against established contracts through the FSS-19 system. The GSA Form 3186 must be used when generating orders against established contracts that will be mailed to contractors. The GSA Form 3186A must be used when orders, utilizing small purchase procedures, will be mailed to the contractors. The GSA Form 3186B must be generated and placed in the file to document delivery orders and purchase orders transmitted to contractors electronically using Electronic Data Interchange (EDI) procedures. The GSA Form 3186C, Purchase Order Notice, or electronic equivalent, simultaneously will be generated by FSS-19 to provide summary data from the order to the consignee and the freight forwarder (if designated).
(d) GSA Form 8002, Motor Vehicle Delivery Order, is used to order fleet management vehicles. This form is not intended for use as a purchase order for small purchases and does not include provisions and clauses on the reverse. (54 FR 26512, June 23, 1989, as amended at 57 FR 7555, Mar. 3, 1992)
The Finance Divisions will not accept facsimile signatures on machineproduced purchase orders. An original or carbon copy (but not photocopied) handwritten signature is required to obligate funds for individual purchase orders except for machine-produced purchase orders generated by the FSS19 system.
513.505 Purchase order and related
513.505–2 Agency order forms in lieu
of Optional Forms 347 and 348. (a) Unless another form is prescribed, the GSA Form 300 or 300–1 (pin-feed format), Order for Supplies and Services, must be used instead of the OF 347, Order for Supplies or Services, when making purchases payable through the National Electronic Accounting and Reporting (NEAR) System. The forms may also be used to make other purchases when a specific form is not prescribed or as a delivery order to place orders under established contracts. The GSA Form 300 must be prepared and processed in accordance with the instructions at 553.370_300_1. GSA Form 300A or 300-A(1) (pin-feed format), order for Supplies or Services (continuation), is available for use with GSA Form 300 or 300-1.
(b) The GSA Form 1458, Motor Vehicle Shop Work Order, Repair and Pur
513.505–3 Standard Form 44, Purchase
Order-Invoice-Voucher. (a) General. Use of the Standard Form 44 will not serve the best interest of elther the Government or business when the accounting system of the seller requires production of an invoice as & matter of routine. In these cases, other authorized methods of making small purchases should be used. Whenever possible, preference should be given to the use of imprest funds and blanket purchase agreements.
(b) Issuance of books from stock. SF 44 books will be issued to contracting directors or their designees. Contracting directors are responsible for the custody and issuance of books to the users.
513.505–70 Two-party contract forms.
(a) When a determination is made that it is in the Government's interest to negotiate a two-party contract (see FAR 13.104(1)) for services, Standard Form 1447, Solicitation Contract, may be used, together with GSA Form 3519, Representations and Certifications.
(b) The GSA Form 3519, Representations and Certifications, may also be used with other two-party contract forms (e.g., SF-33, SF-1442 or SF-1447) when a determination is made that is in the Government's interest to use a two-party contract form.
(c) The GSA Form 3504, Service Contract Clauses, may be used on an optional basis when a two-party contract form is used to make a small purchase. (54 FR 26512, June 23, 1989, as amended at 55 FR 20458, May 17, 1990; 55 FR 48847, Nov. 23, 1990]
Subpart 513.70-Certified Invoice
less steel flatware see 525.105-70 and 525.105-71.
(d) Use of the certified invoice procedure does not eliminate the requirements to:
(1) Reserve small purchases for small business in accordance with FAR 13.105, or document the file;
(2) Solicit competitive quotations in accordance with FAR 13.106;
(3) Certify that the quality and quantity of items/services furnished are in accordance with the verbal agreement made with the vendor;
(4) Document the record in accordance with FAR 13.106(c) and 513.106(C).
(e) Quotations may be solicited by authorized personnel without contracting officer warrants. Placement of any orders must be approved in advance by a contracting officer. The approval shall be in writing unless geographic distances make it impracticable to obtain a written approval on the GSA Form 2010 or other documentation. In those cases telephonic approval may be obtained and a notation of the approval recorded.
(f) Contracting officers using this purchasing technique shall require the suppliers to immediately submit properly prepared invoices which itemize property or services furnished.
(g) Upon receiving the invoice, the receiving office shall time-stamp the invoice to indicate the date the invoice is received, verify the accuracy of the invoiced amount, and verify that the supplies and/or services have been received and accepted. The contracting officer or a designated representative shall obtain a certification of receipt and acceptance from the individual that actually inspected and accepted the supplies and/or services before certifying the invoice and forwarding to the appropriate Finance Division for payment. Supplies and/or services should be inspected and accepted or rejected within 7 calendar days of delivery/completion. The invoice must be forwarded to the appropriate Finance Division for payment within 5 workdays after receipt of the invoice or acceptance of the supplies and/or services, whichever is later. Before forwarding the invoice to Finance, the contracting officer shall stamp it with the Certified Invoice Stamp, complete
513.7001 Certified invoice procedure
for procurements not requiring a
written purchase order. (a) When advantageous to the Government, supplies or services may be acquired on the open market from local suppliers using vendors' invoices instead of purchase orders. Certified invoice procedures may not be used to place orders under established contracts unless authorized in the contract.
(b) Such purchases must comply with FAR Part 13 and Part 513, subject to the following:
(1) The amount of any one purchase is $2,000 or less for construction services and $2,500 or less for supplies or service other than construction.
(2) A purchase order is not required by either the supplier or the Government.
(3) Appropriate invoices can be obtained from the supplier.
(c) The items to be purchased must be domestic source end products, except as provided in FAR Subpart 25.1. For special rules governing purchases of hand and measuring tools and stain
Sec. 514.271-3 Grouping of line items for aggre
gate award. 514.272 Price list method. 514.272–1 Supply contracts. 514.272–2 Repair and alteration contracts.
Subpart 514.3-Submission of Bids
the accounting information, type of business (corporation, sole proprietorship/partnership, or other), and certification, and affix the ACT number label. If a Certified Invoice Stamp is not available, place the following statement on the invoice along with the ACT number label, accounting information and the type of business. (Note: In some organizations, the ACT number label is affixed by a budget or executive office within the service or staff office.)
“I certify that these goods and/or services were received on (Date) and accepted on (Date). An oral purchase was authorized and no confirming order has been issued."
514.301 Responsiveness of bids. 514.303 Modification or withdrawal of bids. 514.304 Late bids, late modifications of bids,
or late withdrawal of bids. 514.304-1 General. 514.370 Copies of bids required in submis
Subpart 514.4-Opening of bids and
Award of Contract
Signature of Contracting/Ordering Officer
Print name and telephone No.
Date Invoice received (54 FR 26512, June 23, 1989, as amended at 56 FR 47005, Sept. 17, 1991; 57 FR 26609, June 15, 1992)
PART 514-SEALED BIDDING
Subpart 514.2-Solicitation of Bids
Sec. 514.201 Preparation of invitations for bids. 514.201-1 Uniform contract format. 514.201-2 Part I–The Schedule. 514.201-6 Solicitation provisions. 514.201-7 Contract clauses. 514.201-70 GSA forms. 514.201-71 Request for brand name informa
tion limitation. 514.201-72 Fire or casualty hazards, or safe
ty or health requirements. 514.202 General rules for solicitation of bids. 514.2024 Bid samples. 514.202–7 Facsimile bids. 514.203 Methods of soliciting bids. 514.203-1 Mailing or delivery to prospective
bidders. 514.204 Records of invitations for bids and
records of bids. 514.205 Solicitation mailing lists. 514.205-1 Establishment of lists. 514.208 Amendment of invitation for bids. 514.211 Release of acquisition information. 514.213 Annual submission of representa
tions and certifications. 514.270 Bid acceptance period. 514.271 Aggregate awards. 514.271-1 General. 514.271-2 Weighting of items for aggregate
514.401 Receipt and safeguarding of bids. 514.402 Opening of bids. 514.402-1 Unclassified bids. 514.403 Recording of bids. 514.404 Rejection of bids. 514.404-1 Cancellation of invitations after
opening. 514.404–2 Rejection of individual bids. 514.405 Minor informalities or irregularities
in bids. 514.406 Mistakes in bids. 514.406-3 Other mistakes disclosed before
award. 514.4064 Mistakes after award. 514.407 Award. 514.407-1 General. 514.407-2 Responsible bidder-reasonable
ness of price. 514.407-6 Equal low bids. 514.407-7 Documentation of award. 514.407-70 Preaward inquiries. 514.407-71 Awards involving related cases re
ferred to higher authority. 514.407-72 Forms for recommending award(s)
(Supplies and services). 514.408 Information to bidders. 514.408-1 Award of unclassified contracts. 514.408-70 Restriction on disclosure of in
spection or test data. 514.471 Multiple bidding.
AUTHORITY: 40 U.S.C. 486;c).
SOURCE: 54 FR 26514, June 23, 1989, unless otherwise noted.
Subpart 514.2-Solicitation of Bids 514.201 Preparation of invitations for
bids. See 514.270 for information on specifying a minimum bid acceptance period.