DEPARTMENT OF THE NAVY SIMPLIFIED ACQUISITION

DEPARTMENT OF THE NAVY

SIMPLIFIED ACQUISITION

PROCEDURES

GUIDE

APRIL 2018

Simplified Acquisition Procedures Guide

Contents

CHAPTER 1 – INTRODUCTION ............................................................................................................... 5

CHAPTER 2 - MARKET RESEARCH ....................................................................................................... 6

1. Scope. ................................................................................................................................................... 6

2. Policy. .................................................................................................................................................. 6

3. Source Lists. ......................................................................................................................................... 6

4. Market Research over the Internet. ...................................................................................................... 6

5. Documentation Requirements. ............................................................................................................. 7

CHAPTER 3 - SOLICITATION PROCEDURES ....................................................................................... 8

1. Scope. ................................................................................................................................................... 8

2. Publicizing SAP Actions/Requirements. ............................................................................................. 8

3. Competition/Other than Full and Open Competition. .......................................................................... 8

4. Foreign End Products. .......................................................................................................................... 8

5. Tools/Samples. ..................................................................................................................................... 8

CHAPTER 4 - EVALUATING QUOTATIONS FOR AWARD ................................................................. 9

1. Scope. ................................................................................................................................................... 9

2. Evaluation of Quotations. .................................................................................................................... 9

3. Evaluating Quotes for Multiple Awards. ............................................................................................. 9

4. Award Document Record. ................................................................................................................... 9

5. Award Based on Factors Other than Price. .......................................................................................... 9

6. Price Analysis. ................................................................................................................................... 10

CHAPTER 5 - Awarding Simplified Acquisitions ..................................................................................... 11

1. Scope. ................................................................................................................................................. 11

2. General. .............................................................................................................................................. 11

3. Selecting the Award Method.............................................................................................................. 11

4. Synopsis of Contract Award. ............................................................................................................. 11

5. Only One Offer. ................................................................................................................................. 11

6. Notification of Unsuccessful Quoters. ............................................................................................... 11

7. Contract File Documentation. ............................................................................................................ 12

Section I - Imprest Funds and Third Party Drafts ....................................................................................... 13

1. Scope. ................................................................................................................................................. 13

2. Policy. ................................................................................................................................................ 13

Simplified Acquisition Procedures Guide

3. General. .............................................................................................................................................. 13

4. Imprest Fund Purchasing Procedures ................................................................................................. 13

5. Delivery/Receipt Procedures.............................................................................................................. 14

6. Imprest Fund Reviews. ...................................................................................................................... 16

7. Exceptions. ......................................................................................................................................... 17

Section II – Governmentwide Commercial Purchase Card (GCPC) .......................................................... 18

1. Scope. ................................................................................................................................................. 18

2. General. .............................................................................................................................................. 18

Section III - Blanket Purchase Agreements (BPAs) ................................................................................... 19

1. Scope. ................................................................................................................................................. 19

2. Establishing BPAs. ............................................................................................................................ 19

4. Authorized Callers. ............................................................................................................................ 20

5. BPA Format. ...................................................................................................................................... 20

6. Purchases under BPAs. ...................................................................................................................... 20

7. BPA Review Procedures. ................................................................................................................... 21

Section IV - PURCHASE ORDERS .......................................................................................................... 22

1. Scope. ................................................................................................................................................. 22

2. General. .............................................................................................................................................. 22

3. Unilateral POs. ................................................................................................................................... 22

4. Bilateral POs. ..................................................................................................................................... 22

5. Issuance of POs. ................................................................................................................................. 22

6. Standard Form 44, PO-Invoice-Voucher. .......................................................................................... 22

7. Unpriced Purchase Orders (UPOs) .................................................................................................... 23

8. Provisions and Contract Clauses. ....................................................................................................... 24

9. File Documentation. ........................................................................................................................... 24

RESOURCES ............................................................................................................................................. 25

LIST OF PROHIBITED AND SPECIAL ATTENTION ITEMS FOR SIMPLIFIED ACQUISITONS ... 26

INTRODUCTION .................................................................................................................................. 27

APPLIANCES IN THE WORK PLACE – (Coffee pots, Microwaves, Refrigerators, and Other Related

Items) ...................................................................................................................................................... 27

BLACK OXIDE COATED BRASS THREADED FASTENERS (BOCBTF) ...................................... 28

BUSINESS CARDS, CALLING CARDS AND EMPLOYEE IDENTIFICATION TAGS ................. 29

Simplified Acquisition Procedures Guide

CHRISTMAS DECORATIONS AND OTHER SEASONAL ITEMS .................................................. 30

CONSTRUCTION AND OTHER NAVFAC SERVICES/SUPPLIES ................................................. 30

ENTERTAINMENT ............................................................................................................................... 31

EXCHANGE OF PERSONAL PROPERTY ......................................................................................... 32

EXCHANGE/ NONAPPROPRIATED FUND INSTRUMENTALITIES (NAFI) PURCHASES........ 32

LIGHT REFRESHMENTS AT CONFERENCES ................................................................................. 33

LODGING AND MEALS ...................................................................................................................... 33

LUGGAGE ............................................................................................................................................. 34

MEMBERSHIP DUES ........................................................................................................................... 35

PESTICIDES .......................................................................................................................................... 35

PLAQUES, ASHTRAYS, GREETING CARDS, PAPERWEIGHTS, AND OTHER MEMENTOS AS

GIVE-AWAY ITEMS ............................................................................................................................ 37

PLASTICS ABOARD SHIP ................................................................................................................... 38

SHIPBOARD HABITABILITY EQUIPMENT, INCLUDING FURNITURE, LAUNDRY/ DRY

CLEANING AND FOOD SERVICE EQUIPMENT ............................................................................. 38

TRANSPORTATION AIRLIFT ASSETS ............................................................................................. 39

COMMERCIAL VEHICLES, PURCHASE OF .................................................................................... 40

TRANSPORTATION FOR SUPPLIES OR PERSONNEL ................................................................... 40

SAMPLE MARKET RESEARCH MEMORANDUM .............................................................................. 43

SAMPLE DISSOLUTION OF TOTAL SMALL BUSINESS SET-ASIDE .............................................. 46

SAMPLE MEMORANDUM TO THE FILE ............................................................................................. 47

SAMPLE SIMPLIFIED ACQUISITION (NTE SAT) AWARD DOCUMENTATION RECORD .......... 50

SAMPLE BPA CALL DOCUMENTATION RECORD ........................................................................... 58

SAMPLE BLANKET PURCHASE AGREEMENT (BPA) AND BPA CALL/ORDER REVIEW FORM

.................................................................................................................................................................... 59

FACTORS USED TO ESTABLISH NOT-TO-EXCEED AMOUNT FOR REPAIRS ............................. 60

SAMPLE AWARD DOCUMENTATION RECORD FOR ACQUISITIONS UTILIZING SAP UNDER

FAR SUBPART 13.5 .................................................................................................................................. 62

REFERENCES ........................................................................................................................................... 72

Simplified Acquisition Procedures Guide

CHAPTER 1 – INTRODUCTION

The Department of the Navy (DON) Simplified Acquisition Procedures Guide is issued under

the authority of the Navy Marine Corps Acquisition Regulation Supplement (NMCARS).

NMCARS 5201.601-90 designated the Naval Supply Systems Command (NAVSUPSYSCOM)

as the DON Executive Agent for Simplified Acquisition Procedures (SAP) as defined in Federal

Acquisition Regulation (FAR) Part 13.

The purpose of the Simplified Acquisition Procedures Guide is to provide a common process

within the DON that facilitates compliance with DON policy on using SAP to: reduce

administrative costs; improve opportunities for small, small disadvantaged, women-owned,

veteran-owned, HUBZone, and service-disabled veteran-owned small business concerns to

obtain a fair proportion of Government contracts; promote efficiency and economy in

contracting; and avoid unnecessary burdens for agencies and contractors. The Guide provides

guidance on some tools available to assist the contracting officer in accomplishing simplified

acquisitions.

This Guide replaces the NAVSUPINST 4200.85D, Department of Navy Simplified Acquisition

Procedures, and its Change Transmittals 1, 2, 3, and 4. The Guide has been developed to serve

as a reference and resource document to provide the DON contracting workforce options, best

practices, and procedures governing simplified acquisitions.

The Guide is not intended to restate the policies already promulgated in the Federal Acquisition

Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), NMCARS,

or any higher-level directives, memos, guide, etc. FAR, DFARS, NMCARS and higher-level

guidance, take precedence over the information provided in this Guide.

Submit recommendations for changes to NAVSUP via email at [email protected].

Simplified Acquisition Procedures Guide

CHAPTER 2 - MARKET RESEARCH

1. Scope.

This chapter provides information and guidance on performing market research.

2. Policy.

Detailed market research policies and procedures are promulgated in FAR Part 10.

3. Source Lists.

This is a document of prospective vendors that can provide the supplies or services required by

the Government. Contracting offices may maintain a source list(s) of prospective vendors by

product or commodity. When using source lists, sources should be grouped by North American

Industry Classification System (NAICS) Codes and identify the status of each source by business

type. The small business status information may be used to ensure that small business concerns

are given opportunities to respond to solicitations. New sources disclosed by customers, the

activity’s small business professional, responses to solicitations, etc., should be reviewed and

added to the source list(s).

4. Market Research over the Internet.

Many trade and professional organizations, as well as corporations, have websites on the

Internet. Common search engines such as Google, Bing, and Yahoo can also be used to gather

market research.

a. Some effective internet market research sources include:

(1) http://www.gsa.gov - General Services Administration (GSA),

(2) http://dsbs.sba.gov - Small Business Administration (SBA) Dynamic Search,

(3) https://www.dsp.dla.mil - The Defense Standardization Program,

(4) https://my.navsup.navy.mil/webcenter/portal/nss - Navy Strategic Sourcing (users may

need to register their PKI certificate in the NAVSUP Master Directory at

https://www.navsup.navy.mil/registration),

(5) http://www.thomasnet.com/ - The Thomas Registry,

(6) http://www.dla.mil/Info/FedMall/ - DOD FedMall,

(7) http://contractdirectory.gov - Multi agency contracts,

(8) https://wawf.eb.mil/ - Electronic Document Access (EDA). Located at the Wide Area

Workflow Electronic Business Homepage, and

(9) https://fpds.gov – Federal Procurement Data System ezSearch.

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5. Documentation Requirements.

Contracting officers shall document their research in a manner appropriate to the complexity and

dollar value of the procurement. The contract file shall be organized and document all of the

market research efforts. Documentation of market research shall focus on the decisions that will

result from the market research, (i.e., determination of commerciality, sole source justification,

determination of price reasonableness, etc.). A memorandum to the file explaining what was

researched and the extent researched is a helpful tool in understanding what was done and why.

A sample market research memorandum can be found at enclosure (1).

Simplified Acquisition Procedures Guide

CHAPTER 3 - SOLICITATION PROCEDURES

1. Scope.

This chapter provides guidance to be followed when soliciting quotations for the purchase of

supplies or services using SAP. These procedures apply to the acquisition of both commercial

and noncommercial items.

2. Publicizing SAP Actions/Requirements.

FAR 13.105 prescribes the policies and procedures for publicizing opportunities and award

information.

3. Competition/Other than Full and Open Competition.

Adequate competition is essential to ensure the Government pays a fair and reasonable price for

the supplies and services it needs. The contracting officer must promote competition to the

maximum extent practicable.

4. Foreign End Products.

The contracting officer may purchase a foreign end product in accordance with the policies and

procedures in FAR Part 25.

5. Tools/Samples.

Some tools/samples are provided at the end of this Guide to assist the contracting officer with

documenting the contract file. Included are:

a. Dissolution of Total Small Business Set-Aside –

Enclosure (2) may be used to dissolve the small business set-aside requirement for those

acquisitions between the micro-purchase threshold and the threshold in DFARS 219.201. For

acquisitions greater than the threshold in DFARS 219.201, and up to the SAT, this shall be

documented using the Navy online DD Form 2579, Small Business Coordination Record.

b. Memorandum To The File for Use of Other Than Full and Open Competition –

In accordance with FAR 13.106-1(b)(1), for purchases not exceeding the SAT, the contracting

officer is required to make a determination that the circumstances of the contract action deem

only one source reasonably available when the acquisition process is for other than full and open

competition (see enclosure (3)). For purchases exceeding the SAT, the requirements at FAR

13.501(a) apply to sole source acquisitions of commercial items conducted pursuant to FAR

Subpart 13.5.

Simplified Acquisition Procedures Guide

CHAPTER 4 - EVALUATING QUOTATIONS FOR AWARD

1. Scope.

This chapter provides guidance that may be used when evaluating quotations that exceed the

micro-purchase threshold for the acquisition of both commercial and noncommercial items.

2. Evaluation of Quotations.

FAR 13.106 provide the policy and procedures for the evaluation of quotations. Other factors

that may affect the total price, which should be considered in the evaluation process, include:

a. Minimum Order Charges.

Occasionally an item can be obtained only from a supplier who quotes a minimum price or

quantity that exceeds the price or quantity stated on the purchase request. In these

circumstances, the buyer should inform the customer of the minimum price or quantity charges

and obtain their approval to alter the quantity and obtain additional funds if required. The buyer

may communicate with the customer and request upward quantity adjustments for situations that

are either sole source or, in some cases, competitive but only one quote was received. The total

evaluated price must include any minimum order or quantity charges.

b. Packing/Packaging and Special Marking Charges.

Quotes should be solicited based on commercial packing and packaging practices unless the

requirements generator has indicated on the purchase request that special handling is required.

Some purchase requests may also include instructions for unique marking requirements (e.g.,

Department of the Navy Seal, special marking, commercial bar coding, etc.). If the quote

includes separate charges for the required special packing/packaging or special marking, the

contracting officer must include those charges in the total evaluated price.

3. Evaluating Quotes for Multiple Awards.

Multiple awards (i.e., issuing several purchase orders (POs) or blanket purchase agreement

(BPA) calls for a multiple line item purchase request) should be made if doing so is

economically advantageous to the Government and has been authorized by including the

appropriate provision in the solicitation. The decision to award multiple orders should be based

on a realistic cost developed by the contracting office based on the administrative cost of issuing

additional awards.

4. Award Document Record.

FAR 13.106 requires the contracting officer to document the basis for award. Enclosure (4) is a

sample tool that can be modified for documentation purposes.

5. Award Based on Factors Other than Price.

FAR 13.106 covers solicitation, evaluation, award, and documentation.

Simplified Acquisition Procedures Guide

6. Price Analysis.

The complexity and circumstances of each acquisition should determine the level of detail of the

analysis required. However, wherever possible, the contracting officer shall base price

reasonableness on competitive quotations or offers, and if only one response is received, the

contracting officer shall follow the procedures at FAR 13.106-3(a)(2).

Simplified Acquisition Procedures Guide

CHAPTER 5 - Awarding Simplified Acquisitions

1. Scope.

The scope of this chapter is to provide information and guidance on the methods used to award

requirements using SAP.

2. General.

The policies and procedures governing the simplified acquisition methods are promulgated at

FAR Subpart 13.3. FAR Subpart 13.5 contain the policies and procedures for using SAP for

certain commercial items in amounts greater than the simplified acquisition threshold but not

exceeding the thresholds defined at FAR 13.500(a).

The simplified acquisition methods discussed in this chapter are as follows:

Section I - Imprest Funds and Third Party Drafts,

Section II - Governmentwide Commercial Purchase Card (GCPC),

Section III - Blanket Purchase Agreements (BPAs), and

Section IV - Purchase Orders (POs)

3. Selecting the Award Method.

Contracting officers shall use the purchase method that is most suitable, efficient, and

economical for the instant purchase action. Simplified acquisitions may be awarded using any of

the methods listed above and discussed in this chapter.

4. Synopsis of Contract Award.

FAR 5.301(a) identifies the threshold for contract awards that must be synopsized in the

Government Point of Entry (GPE) via http://www.fedbizopps.gov (FBO). Exceptions to this

posting requirement are contained in FAR 5.301(b). Contact actions not greater than the SAT

which meets other defined criteria is one exception. Since ASIANECO and EURONECO do not

push to FBO, the OCONUS contracting officers must post required actions directly to FBO.

5. Only One Offer.

Pursuant to DFARS 213.500-70, if only one offer is received in response to a competitive

solicitation issued using SAP under FAR Subpart 13.5 the contracting officer shall follow the

procedures at DFARS 215.371-2.

6. Notification of Unsuccessful Quoters.

Follow the procedures at FAR 13.106-3(c) which states, for acquisitions that do not exceed the

simplified acquisition threshold and for which automatic notification is not provided through an

electronic commerce method that employs widespread electronic public notice, notification to

unsuccessful suppliers shall be given only if requested or required by FAR 5.301.

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7. Contract File Documentation.

A sample form that summarizes the required documentation of an award issued utilizing FAR

Subpart 13.5 can be found at enclosure (8).

Simplified Acquisition Procedures Guide

Section I - Imprest Funds and Third Party Drafts

1. Scope.

This section will provide guidance on establishing and operating imprest funds and issuing third

party drafts (accommodation/convenience checks) within DON.

2. Policy.

Pursuant to FAR 13.305, policies and regulations concerning the establishment of and

accounting for imprest funds and third party drafts, including the responsibilities of designated

cashiers and alternates, are contained in Part IV of the Treasury Financial Manual for Guidance

of Departments and Agencies, Title 7, Chapter 6.8 of the GAO Policy and Procedures Manual

for Guidance of Federal Agencies, and the agency implementing regulations. Agencies are also

guided by the Manual of Procedures and Instructions for Cashiers, issued by the Financial

Management Service Department of the Treasury, and the guidance contained in DOD 7000.14-

R Financial Management Regulation (FMR), Volume 5, Chapter 3 on obtaining and

safeguarding public funds. Guidance on third party drafts can be found in the DON

Governmentwide Commercial Purchase Card Program Policy (NAVSUPINST 4200.99(series)),

and its Desk Guide.

3. General.

a. The conditions for use of imprest fund and third party drafts are defined at FAR 13.305-3,

and the Treasury Financial Manual.

4. Imprest Fund Purchasing Procedures

a. General.

Imprest fund purchases are made by the buyer when Navy representatives are to pick-up the

supplies at the contractor’s place of business or when the contractor is advised to ship the

supplies on an authorized purchase request document.

b. Oral and Written Orders.

An authorized purchase request is required. The imprest fund buyer will normally place the

orders to suppliers orally without soliciting competition if prices are reasonable. A written

purchase order may be issued if doing so is advantageous to the government, (e.g., vendor

discounts), the order annotated “payment to be made in cash,” and the order is numbered per the

subparagraph below.

c. Order Numbering.

Pursuant to FAR Subpart 4.16, imprest fund purchases shall be assigned a Procurement

Instrument Identifier (PIID), which is 13 alpha-numeric characters with a Y in the ninth position

(e.g., N0002317Y0001).

Simplified Acquisition Procedures Guide

d. Documentation of Imprest Fund Purchases.

The imprest fund purchase request, worksheet or other similar documentation sheets shall

include the following:

(1) Date of purchase;

(2) Imprest fund order number;

(3) Contractor’s name and address;

(4) Date of delivery or pick-up;

(5) Signature of the person making the purchase; and

(6) For money orders, a legible copy of the money order (showing the purchasing activity,

payee, and amount) attached to the purchase request. The date the money order was mailed must

be indicated on the purchase request. In order for the imprest fund cashier to substantiate

payment of the money order fee, the cashier should retain the original receipt from the money

order purchase.

e. Contractor Sales Document.

At the time of the purchase, the contractor will be requested to furnish a sales document. The

contractor’s sales document can be an invoice, sales ticket, packing slip, or other sales

instrument. The sales document must contain the contractor’s name and address, list of items,

quantity, unit and extended price, total price of all items, and cash discount, if any.

5. Delivery/Receipt Procedures.

When the imprest fund buyer places an order, every effort should be made to obtain contractor

delivery on a C.O.D. basis to a designated Navy receiving activity; however, delivery to Navy

representatives at the contractor’s place of business (i.e., Navy pick-up) may be authorized. The

receiving procedures for each delivery method are discussed below.

a. C.O.D. Orders.

All C.O.D. material, whether ordered over the phone or in writing, should be delivered to the

designated location at the receiving activity. The receiver should examine the material to ensure

that the quantities and items described on the imprest fund purchase record and the contractor’s

sales documents are present and in satisfactory condition. If the material is acceptable, the

receiver should stamp the sales document received and accepted, date and sign the document,

and pass it to the imprest fund cashier for payment. The original copy (or copy tendered as an

original) of this receipt document is to be retained by the imprest fund cashier. When material is

shipped C.O.D and the United States Postal Service or other delivery service carriers prohibit the

Simplified Acquisition Procedures Guide

opening of packages prior to payment, inspection will be made promptly after receipt and

subsequent to payment.

(1) Certification of Cash Payment. The original receipt document presented to the imprest

fund cashier (or the Navy representative when Navy pick-up occurs) for payment should be

annotated with a certification containing the following information:

(a) Statement that payment was received in full.

(b) Amount paid.

(d) Signature and title of the contractor’s representative receiving the cash.

(2) Group Receipts. When considerable quantities of C.O.D. shipments are received via

parcel post or other common carrier and the procedures outlined above are too time consuming

and will cause an unreasonable delay to the C.O.D. carrier, imprest fund cashiers should consider

an alternate method of payment. Payment should be made for the group shipment and the

certification for cash payment may be made on the shipper’s list of packages rather than on the

individual sales documents. The individual sales documents will be attached to the certified list

to support the payment for the group receipt. When no sales document accompanies a C.O.D.

shipment, a copy of the purchase request will be stamped, ”Vendor’s Sales Document Not

Tendered,” and will be used to support group receipt.

b. Pick-up by Prior Arrangement.

When C.O.D. deliveries are not practicable and activity representatives are to pick-up the

material at the contractor’s place of business, the contract specialist places an oral order over the

phone and arrangements are made for a representative to pick-up and pay for the ordered

material. The buyer will annotate the purchase request with the required ordering documentation

previously delineated and follow the procedure outlined below.

(1) The documented purchase request should be delivered directly to the imprest fund

cashier for an advancement of funds.

(2) The imprest fund cashier should advance cash to the person authorized to pick-up and

pay for the ordered material.

(3) The individual receiving the cash advance should sign the Interim Receipt for Cash

portion of the SF 1165.

(4) At the time of pick-up and payment, the person paying for the material will obtain the

contractor’s certification for cash payment on the original (or copy tendered as original) of the

contractor’s sales document. Any additional copies of the document must be destroyed. If a

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sales document is not issued for the sale, the contractor’s certification for cash payment will be

obtained on the SF 1165.

(5) When the pick-up is complete, the representative should deliver the material to the

receiving activity where the purchased items are checked and a receipt given.

(6) The representative should then take the receipts, acceptance forms and any remaining

cash to the imprest fund cashier for settlement.

(7) The imprest funds cashier should check the documents for completeness and accuracy

and count the remaining cash, if any, turned in by the representative.

(8) If all is in order, the cashier will mark the interim receipt for cash void and return it to

the Navy representative.

c. Pick-up without Prior Arrangement.

Cash may be advanced to an activity representative for purchases without a contracting

officer/buyer making prior arrangements with the vendor only when the circumstances

surrounding the requirements are such that making prior arrangement is not practicable. An

example of such a circumstance is when there is the necessity to see the item and the location of

the contractor’s place of business is a lengthy distance from the requiring activity. The activity

personnel may be authorized to pick-up required materials when the procedures listed at

paragraph 6b, with the following exceptions:

(1) Instead of contacting the vendor and placing an order, the contracting officer/buyer

should note on the purchase request that an advance to the name individual is authorized, and

should fix the amount of cash to be advanced.

(2) Instead of taking the receipt documentation directly to the imprest fund cashier when the

transaction has been completed, the authorized individual will take all receipt documentation to

the buyer for a review of the transaction for documentation of adequacy and accuracy.

(3) If the transaction is approved, the buyer should certify the approval by signing and

dating the contractor’s sales document and return it to the person who made the transaction who

in turn will take all the documentation to the cashier for settlement.

6. Imprest Fund Reviews.

The imprest fund cashier shall be required to account for the established fund at any time, by

cash on hand, paid supplier’s receipts, unpaid reimbursement vouchers and interim receipts for

cash. Unannounced inspections, including cash counts, are required to be made of each imprest

fund at least quarterly by individuals appointed by the head of the activity or chief of the

contracting office who established the imprest fund. These individuals should be from the fiscal

Simplified Acquisition Procedures Guide

or comptroller’s office of the activity. In any event the reviewing individuals shall be persons

other than the disbursing officer advancing the funds or a subordinate of the imprest cashier.

7. Exceptions.

Pursuant to DFARS 213.305-3 imprest funds are authorized for use without further approval for:

(a) Overseas transactions at or below the micro-purchase threshold in support of a

contingency operation or a humanitarian or peacekeeping operation; and

(b) Classified transactions.

Simplified Acquisition Procedures Guide

Section II – Governmentwide Commercial Purchase Card (GCPC)

1. Scope.

This section provides a brief introduction on the use of the GCPC.

2. General.

a. The GCPC is authorized for making and paying for purchases of supplies, services, or

construction. The GCPC may be used by contracting officers and other individuals designated in

accordance with FAR 1.603-3. The card may be used only for purchases that are otherwise

authorized by law or regulation.

b. Policies and procedures established for using the GCPC (also as a payment method) are

provided in the NAVSUPINST 4200.99(series), Department of the Navy Governmentwide

Commercial Purchase Card Program Policy, and its GCPC Desk Guide (see Resource page for

website).

Simplified Acquisition Procedures Guide

Section III - Blanket Purchase Agreements (BPAs)

1. Scope.

This section provides guidance on the use of Blanket Purchase Agreements (BPAs).

2. Establishing BPAs.

a. BPAs should be established in accordance with FAR13.303-2 by contracting officers at the

activity responsible for providing supplies for its own operations or for other offices,

installations, or projects or functions. These may include organized supply points, separate

independent or detached field activity, or one-person posts or activities.

b. Contracting officers should establish BPAs that require acceptance of the GCPC as a

method of payment for BPA calls. All BPA calls at or below the micro-purchase threshold must

use the GCPC as a method of payment or a written determination by an SES, Flag or general

officer must be included in the BPA file when the GCPC is not used as the method of payment.

Exceptions for not using the GCPC as a method of payment are provided at DFARS 213.270(c).

c. Pursuant to NMCARS 5213.303-2 (FAR 13.303-2) a business case analysis (BCA) is

required supporting the establishment or renewal of a BPA where the scope would create

significant overlap between the proposed acquisition and existing contracts or agreements under

the Federal Strategic Sourcing Initiative, GSA’s SmartBuy, or an existing Governmentwide

acquisition contract (GWAC). Prior to release of the solicitation and following coordination

with the Director, Office of Small Business Programs (OSBP), Part 1 of the BCA shall be

submitted in accordance with HCA procedures to DASN(AP) with the subject “DFARS

213.303-2 - BCA for BPAs”. If the acquisition involves Information Technology, coordination is

also required with DON Chief Information Officer (DON CIO) as well as OSBP prior to

submission to DASN(AP).

d. BPAs may be made with contractors from whom repetitive requirements are required over

a given period of time. To the maximum extent practicable, BPAs for items of the same type

should be established at the same time with more than one supplier. This will enable the

contracting officer/BPA caller to meet the competitive requirements by either rotating the

business among qualified suppliers or include BPA holders in the competition for those

requirements over the micro-purchase threshold. A BPA may be established with a single

vendor for a specific class/type of supplies or services. The contracting officer is not relieved of

the competition requirement by issuing single source BPA. BPAs may be established with a

time limit (i.e., 1 year, 2 years, etc.), or a monetary limit (i.e., $500,000 limit), or both.

e. Prior to establishing a BPA, contracting officers shall discuss with the contractor the terms

of the agreement, including the invoicing procedures, required terms and conditions and special

requirements. The agreement may be established on the forms noted below and shall be issued

as a bilateral agreement.

Simplified Acquisition Procedures Guide

f. A BPA does not generally cite accounting appropriation data (the financial data is normally

provided on each call) nor is a purchase requisition necessary to establish a BPA.

4. Authorized Callers.

a. Authorized individuals can place BPA calls. In addition, the contracting officer who issued

the BPA or appointed Administrative Contracting Officer (ACO) may authorize other activities

that have been granted appropriate authority, to place calls under their BPA. Each BPA call

should be documented. See enclosure (5).

b. All activities authorized to place calls under the BPA(s) of another command must submit

to the issuing contracting officer or the appointed ACO a list of individuals who have been

appointed in accordance with FAR 1.603-3 to make calls (including the dollar limitation per

person/call). This may include a list of GCPC holders authorized to place calls or use their cards

as a method of payment for otherwise properly issued calls. A list of authorized callers must be

maintained by the issuing contracting office/administrative office, and the activity placing the

calls.

5. BPA Format.

a. Forms.

BPAs for commercial items may be prepared and issued on the SF 1449,

Solicitation/Contract/Order for Commercial Items or on the DD 1155, Order for Supplies or

Services. The Optional Form (OF) 336 or a plain sheet of paper may be used as a continuation

sheet.

b. Numbering.

Using the PIID numbering system prescribed in FAR 4.1603, BPAs are assigned a 13 alpha-

numeric character with an A in the ninth position (e.g., N0002317A0001). The number assigned

will remain in effect for the life of the agreement.

c. Terms and Conditions.

Each BPA shall include the mandatory terms and conditions outlined in FAR 13.303-3.

d. Clauses.

The contracting officer shall insert in each BPA the clauses that are required for or applicable to

the particular BPA.

6. Purchases under BPAs.

a. Conditions for Use.

In establishing BPAs, contracting officers must take into consideration the requirement to rotate

micro-purchases among qualified suppliers or compete requirements above the micro-purchase

Simplified Acquisition Procedures Guide

threshold. The basis for issuing a BPA call is an authorized and funded purchase request being

presented to the contracting officer/BPA caller.

b. Screening Requirements.

The use of the BPA method does not eliminate the necessity to screen requirements for their

availability from the mandatory Government sources as set forth in FAR 8.002 and 8.003 and

other sources as set forth in FAR 8.004.

c. Receipt of Material.

When delivery is made or services have been performed, the contractor’s sales document,

delivery ticket, or invoice (if it reflects the essential elements) may be used for recording receipt

and acceptance of the supplies or services.

7. BPA Review Procedures.

a. Review of Agreement.

The contracting officer or the designated representative must at least annually:

(1) Ensure that each BPA is reviewed for currency of format, provisions, terms and

conditions, contractor business size, etc.;

(2) Examine the frequency of the use of the BPA reviewed and the necessity for

maintaining the BPA;

(3) Maintain awareness of changes in marketplace, sources of supply and other pertinent

factors that may warrant making new arrangements with different suppliers or modifying

existing arrangements;

(4) Update the agreement as required. The BPA must be modified by the issuance of a

modification to include the most current provisions, clauses, etc. If, however, extensive changes

are required, the contracting officer may cancel the existing BPA and issue a new one; and

(5) Annotate the results of the review. Enclosure (6) may be used to document the reviews.

Simplified Acquisition Procedures Guide

Section IV - PURCHASE ORDERS

1. Scope.

This section provides guidance for using SAP when issuing purchase orders POs for supplies and

services. This section provides guidance for the procurement of both commercial and other than

commercial items.

2. General.

As defined by FAR 2.101, a PO, when issued by the Government, is an offer by the Government

to buy supplies or services, including construction and research and development, upon specific

terms and conditions, using simplified acquisitions procedures. POs issued under FAR Subpart

13.5, Simplified Procedures for Certain Commercial Items, may be issued up to the threshold

identified at FAR 13.500.

3. Unilateral POs.

Unilateral POs are the most common type of PO issued. When issuing a unilateral PO, the

contracting officer signs the PO and forwards it to the contractor for acceptance. The PO is the

Government’s offer. The Government’s offer is accepted when the contractor delivers,

performs, substantially performs, or exhibits an intention to perform. With a unilateral PO, the

contractor’s signature or written acceptance of the purchase order is not required.

4. Bilateral POs.

A bilateral PO is an offer by the Government that is signed by both the contracting officer and

contractor. The Government’s offer is accepted when the contractor signs the PO, creating a

legally binding contract requiring the contractor to perform per the terms and conditions of the

contract.

5. Issuance of POs.

POs may be issued on the SF 1449, Solicitation/Contract/Order for Commercial Items or the DD

1155, Order for Supplies or Services, for non-commercial procurements. The SF 1449 shall be

used for all commercial item POs issued over the SAT.

6. Standard Form 44, PO-Invoice-Voucher.

a. General.

The SF 44 is a variation of the PO method of procurement. It is a multi-purpose form that can be

used as a PO, receiving report, invoice and public voucher. It is a pocketsize form designed for

on-the-spot, over-the-counter purchases of supplies and non-personal services while away from

the purchasing office or at otherwise isolated activities. Activities using the SF 44 are

responsible for establishing policies and procedures that provide for adequate safeguards

regarding control of forms and accounting for purchases.

b. Conditions for Use.

The SF 44 may be used only if the conditions at FAR 13.306(a) and DFARS 213.306(a)(1) are

satisfied.

Simplified Acquisition Procedures Guide

c. Preparation and Execution.

An authorized ordering employee should prepare four identical copies of the SF 44 at the time

the purchase is made. The SF 44 provides for simultaneous placement of the order and delivery

of the supplies or services. Although the SF 44 is a variation of the PO method, unlike a PO

issued on a SF 1449 or DD 1155, the SF 44 should not be executed prior to delivery or

performance by the contractor. Notwithstanding the instructions printed on the inside cover of

each book of forms, the ordering employee will make appropriate entries in the common blocks

and columns on all four copies of the SF 44. Clauses are not required for purchases using this

form.

d. Distribution.

Instructions for the distribution of all four copies of the SF 44 are printed on the form and on the

inside front cover of each book of forms.

7. Unpriced Purchase Orders (UPOs)

a. Determination of Use.

The use of UPOs is discretionary and contracting officers should exercise care and judgment in

the selection of contractors to receive orders. The contracting officer shall include a written

determination in the contract file of the decision to issue a UPO.

b. Instructions for Use.

(1) General.

Unpriced orders will generally be issued on the DD 1155, Order for Supplies or Services, and

must contain FAR Clause 52.213-3, Notice to Supplier per subparagraph (3) below. Block 13 of

the DD 1155 should be annotated to require the contractor to send the invoice to the contracting

officer or his/her designated representative who will review the invoiced price and, if reasonable,

process the invoice for payment.

(2) Monetary Limitation.

A realistic Not to Exceed (NTE) monetary limitation must be established either for each line

item or for the total unpriced order. The monetary limitation shall be an obligation subject to

adjustment when the firm price is established. The contract file should be documented with the

basis for the established NTE price. To determine a realistic monetary limitation, the contract

specialist/contracting officer should ascertain as much information as possible from the customer

and the contractor about what possible costs may be involved in the final price. Enclosure (7)

contains factors that should be considered in an unpriced order for repair.

(3) Clause Requirements.

Simplified Acquisition Procedures Guide

FAR clause 52.213-3, Notice to Supplier, must be included in all unpriced orders. This clause

notifies the contractor that a firm order exists only if the price does not exceed the maximum line

item or total price in the schedule. It advises the contractor that if performance cannot be

accomplished per the order, performance must be withheld, notification given to the contracting

officer, and a quotation submitted for the balance of the requirement.

(4) Modification.

If the contractor advises that performance per the specifications of the order is impossible (e.g.,

to complete the repairs it will cost more money), the contracting officer has the option of

canceling the order or modifying it to increase the price. If the PO is canceled the Government

may be responsible for costs incurred prior to the date the order was canceled. If the PO is

modified, the contracting officer must determine that the additional cost above the initially

estimated NTE amount is fair and reasonable and document the determination in the contract

file. This determination should be based on information provided by both the contractor and the

customer. When modifying the order, the contracting officer should attempt to negotiate a firm

fixed price and incorporate the fixed-price in the modification.

(5) Alternative to UPOs.

An alternate method to using UPOs is issuing one firm fixed PO to tear down and inspect the

equipment which should include that the contractor provide a firm fixed quotation for final

repair. The contracting officer can then issue a firm fixed priced PO for the repair based on the

contractor’s quotation.

(6) Payment Procedures.

The contracting officer must review each invoice resulting from a UPO before processing the

invoice for payment.

8. Provisions and Contract Clauses.

Each acquisition is unique, and the contracting officer must include for each PO and each PO

modification all provisions and clauses for the particular acquisition pursuant to FAR 13.302-5,

and FAR Part 52.

9. File Documentation.

The documentation in the file shall be sufficient to tell the complete history of the transaction.

See FAR 4.803 for a list of the records normally contained in the contract file. An acquisition

using FAR Subpart 13.5 for certain commercial items in amounts greater than the SAT require

special documentation as provided at FAR 13.501. See enclosure (8).

Simplified Acquisition Procedures Guide

RESOURCES

Department of the Navy Governmentwide Commercial Purchase Card Program Policy

(NAVSUPINST 4200.99 (series)) is located at https://my.navsup.navy.mil/apps/. Under

“Featured Items” click on “DON Card Programs & DTS,” then “Purchase Card”

GCPC Desk Guide is located at https://my.navsup.navy.mil/apps/. See above instructions.

DOD FedMall is located at http://www.dla.mil/Info/FedMall/

DOD Market Research Guide is available for download at:

http://www.acq.osd.mil/dpap/cpic/cp/market_research.html

GSA Advantage! and Schedules e-Library at http://www.gsa.gov/fas

Contain information on the small business representations of Schedule contractors.

NAVSUP forms, publications, instructions, SAP, and NAVSUP Enterprise/Component policy

letters are available on the Navy Logistics Library (NLL) located at

https://nll.navsup.navy.mil/default.cfm

SF and Defense Department (DD) forms referenced in this guide can be downloaded from the

General Services Administration (GSA) website: https://www.gsa.gov/portal/forms/typeTOP;

All DD forms are found at http://www.esd.whs.mil/Directives/forms/

System for Award Management (SAM) (http://www.sam.gov), which can be utilized to locate

information on small businesses and as an alternative to maintaining a source list.

Simplified Acquisition Procedures Guide

LIST OF

PROHIBITED AND

SPECIAL

ATTENTION ITEMS

Simplified Acquisition Procedures Guide

FOR SIMPLIFIED

ACQUISITONS

INTRODUCTION

The List of Prohibited and Special Attention Items for Simplified Acquisitions, is not intended to

be all-inclusive of the items that may be prohibited or require special attention; however, it

covers those items for which there have been recurring issues or concerns over the years and

which require further clarification regarding usage. Acquisitions must be made in accordance

with statutory and regulatory guidance. When contracting officers have doubts regarding the use

of their discretion in conducting an acquisition, remember to consult with your local Office of

Legal Counsel and other resources available to assist in making the best overall decision for the

Government.

APPLIANCES IN THE WORK PLACE – (Coffee pots, Microwaves, Refrigerators, and

Other Related Items)

General Rule:

The acquisition of kitchen equipment purchased for supporting civilian and military employees

in the workplace is generally allowable provided the following conditions are met:

1. Appropriations are available to pay for items such as refrigerators, coffee pots, and

microwaves, when the primary benefit of their use accrues to the agency, notwithstanding a

collateral benefit to the individual.

2. Organizations shall develop policy to ensure uniformity in the use of appropriations to acquire

this equipment and determine the usefulness of appliances such as these in light of operational

benefits such as employee health and productivity and the responsibility to provide a safe work

environment.

3. Appropriations are not used to provide any equipment for the sole use of an individual and

agencies locate appliances acquired with appropriated funds only in common areas where they

are available for use by all personnel. It should also be clear that appropriated funds will not be

Simplified Acquisition Procedures Guide

used to furnish goods such as the coffee itself or microwaveable frozen foods to be used in the

kitchen area.

References:

U.S. General Accounting Office Case B-302993 (25 Jun 04)

BLACK OXIDE COATED BRASS THREADED FASTENERS (BOCBTF)

General Rule:

The purchase of brass or copper alloy fasteners coated with black oxide is not authorized due to

the potential serious problem in the misapplication of these fasteners during maintenance actions

on shipboard systems. The following condemned fasteners identified by the Federal Supply code

(FSC) and National Item Identification Number (NIIN) are prohibited for all Navy use and shall

NOT be purchased:

Condemned BOCBTF

FSC NIIN FSC NIIN

5310 000050647 5310 000166105

5310 000516815 5305 000525922

5305 000525923 5305 000525925

5305 000525937 5305 000525954

5305 000527425 5305 000527451

5305 000527484 5310 000563394

5305 000681817 5310 000788418

5310 000872855 5305 001512988

5310 001619625 5310 001624508

5310 001816822 5310 001991056

5305 002062219 5305 002063689

5305 002063694 5305 002063699

5310 004110684 5310 004367218

5310 004378550 5310 004721314

5310 004898850 5310 006195616

5305 006196330 5305 006371119

5310 006876705 5310 007864599

5310 008220077 5310 008274788

5310 008421489 5310 008421699

5310 008506917 5310 008509199

5310 008549382 5310 008551102

5310 008691018 5310 008960876

5310 008960909 5310 008976081

5310 008976082 5310 008976083

5310 008976086 5310 008999944

5310 009027835 5310 009033991

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5310 009033992 5310 009033993

5310 009033994 5310 009033995

5310 009033996 5310 009052669

5310 009135472 5310 009135473

5310 009135474 5310 009135475

5310 009135476 5310 009136129

5310 009244218 5310 009265810

5310 009289510 5310 009349782

5310 009351202 5310 009371311

5310 009392653 5305 009548981

5305 009549525 5305 009549539

5305 009549541 5305 009549548

5310 009839467 5310 010116925

5305 010148587 5305 010746842

5305 010881959 5310 010997978

5310 011005197 5310 011126649

5310 011168362 5310 011253677

Condemned BOCBTF (continued)

FSC NIIN FSC NIIN

5310 011259027 5305 011322159

5305 011357258 5310 011438643

5305 011615494 5310 011973570

5310 012044211 5310 012097214

5310 012422668 5307 012546439

5306 012883766 5305 013317282

5307 013341382 5307 013432407

5310 013888765 5310 014117953

5305 014544699 5310 014554060

5305 014626469

For information regarding this prohibition contact the NAVSUP Weapons Systems Support

Center (WSS) Code N95X, at 717-605-3054, DSN 430-3054.

Exceptions:

None.

BUSINESS CARDS, CALLING CARDS AND EMPLOYEE IDENTIFICATION TAGS

General Rule:

Flag officers, Senior Executive Service members (SESs), and general officers may authorize the

printing of business cards, limited to using existing software and agency-purchased stock or

cards procured from the Lighthouse for the Blind, Inc., if the cost of this source is equivalent or

less that producing the cards on a personal computer. Business cards obtained under this

authority shall be used for those positions that require business cards in the performance of their

official duties.

Simplified Acquisition Procedures Guide

Government Accountability Office (GAO) has determined that employee identification tags are

not personal in nature. Therefore, activities may use appropriated funds to purchase these items

for use by military and/or civilian employees) when the requiring activity/command determines

that use of employee identification tags is necessary for mission accomplishment and mandates

their use. These items will remain the property of the Government.

Exceptions:

None.

References:

DOD Joint Ethics Regulation Section 2-301b

Assistant Secretary of the Navy (Financial Management and Comptroller) (ASN(FM&C)) memo

of 9 Mar 99

ASN(FM&C) memo of 26 Aug 99

Office of the Secretary of Defense (OSD) memo of 15 Jul 99

CHRISTMAS DECORATIONS AND OTHER SEASONAL ITEMS

General Rule:

Appropriated funds may be utilized to obtain seasonal decorations for use in public areas. The

contracting officer must consider local customs and constitutional issues such as the freedom of

speech and religion prior to making any such awards. Therefore, it is appropriate that decisions

to use appropriated funds for these items be made by installation commanders within the context

of local customs and practices. Additionally, installation commanders are responsible for the use

of base resources and are therefore in the best position to ensure the exercise of prudence and

discretion in authorizing the purchase and display of seasonal decorations.

The purchases of holiday and/or seasonal greeting cards are not a proper charge against

appropriated funds.

Exceptions:

There is no objection to the use of non-appropriated funds for these purposes. However, the same

consideration should be given to local customs and constitutional issues.

References:

GAO B-247563, 11 Dec 1996

CONSTRUCTION AND OTHER NAVFAC SERVICES/SUPPLIES

General Rule:

Only contracting officers of NAVFAC are authorized to procure construction, as defined in

FAR, unless delegated in accordance with NMCARS 5201.601-90. Non-NAVFAC contracting

officers should generally refer construction requirements to a construction activity. However,

Simplified Acquisition Procedures Guide

this general rule does not apply to normal "installation" of equipment purchased under the

activity’s contracting authority.

Construction activity means an activity at any organizational level of the DOD that is responsible

for the architectural, engineering and other related technical aspects of the planning, design and

construction of facilities; and receives its technical guidance from the Army Office of the Chief

of Engineers, Naval Facilities Engineering Command, or Air Force Directorate of Civil

Engineering.

DON contracting officers should be cognizant of whether their non-construction contracts

actually contain construction work. The procedures in the DON Non-Construction Contracts

Containing Construction Work Guide should be utilized when applicable.

Exceptions:

DON activities with a delegation of purchase card authority from their HCA may purchase

construction repair/improvements up to the micro-purchase threshold of $2,000 subject to 40

USC chapter 31, subchapter IV, Wage Rate Requirements (Constructions), and construction

services up to the micro-purchase threshold of $2,500 subject to 41 USC chapter 67, Service

Contract Labor Standards.

References:

FAR Parts 2 and 36

DFARS Part 236

NMCARS Part 5236

DON Non-Construction Contracts Containing Construction Work Guide

ENTERTAINMENT

General Rule:

Appropriated funds are not authorized for entertainment (includes equipment used to convey

entertainment e.g., radios, CD player, tape player, etc.) unless specifically authorized by statute.

Exceptions:

1. Specifically programmed music (incentive-type music provided on a continuous basis at the

work site to increase employee productivity). The commanding officer of the requiring activity

must make a written determination that based on factors such as the improvement of employee

morale, increased employee productivity, and resulting savings to the Government, the proposed

expenditure for incentive music constitutes a necessary expense in accomplishing the mission of

the activity. In addition, when such expenditures are justifiable as a welfare and recreation

expense in general messes, appropriated funds are properly chargeable. The prohibition also

does not preclude the expenditure of appropriated funds for the purchase of a public address

system required for intra-station communication. The procurement of incentive music services

or equipment within commissary stores is a proper operating expense, chargeable to funds

generated by the markup on resale merchandise.

Simplified Acquisition Procedures Guide

2. Entertainment in support of agency-sponsored Equal Employment Opportunity (EEO)

programs per guidelines developed by the Office of Personnel Management.

References:

51 Comp. Gen. 797, 6 Jun 72

Comp. Gen. file B-200017, 10 March 1981

EXCHANGE OF PERSONAL PROPERTY

General Rule:

Title 40 USC 503 permits exchange of nonexcess personal property and application of the

exchange allowance to the acquisition of similar property. For instance, in acquiring personal

property, an executive agency may exchange or sell similar items and may apply the exchange

allowance or proceeds of sale in whole or in part payment for the property acquired.

It is DOD policy to exchange, rather than replace, eligible nonexcess property whenever

exchange promotes economical and efficient program accomplishment. The exchange policy,

authority, and applicability are governed by the Federal Property Management Regulations

issued by GSA, and DOD Manual (DODM) 4140.01, DOD Supply Chain Materiel Management

Procedures.

The purchase request, solicitation and award procedures are detailed at DFARS subparts 217.70

and 239.70.

Definitions:

“Exchange (trade-in) property” means property which is not excess but is eligible for

replacement because of obsolescence, unserviceability, or other valid reason and is applied as

whole or partial payment toward the acquisition of similar items (i.e., items designed and

constructed for the same purpose).

“Property” means items that fall within one of the generic categories listed in DoD Manual

4140.01, DoD Materiel Management Regulation, Chapter 9.5, Exchange or Sale of Nonexcess

Personal Property.

Exception:

GSA waiver required for exchange or sale of items in Federal Supply Classification (FSC)

Groups 10, 11, 42, 44, 51, 54, 68, 71, 84 and FSC 1560 (Airframe Structural Components).

References:

DFARS Subparts 217.70 and 239.70

DODM 4140.01, Vol.9

DOD Instruction (DODI) 4140.01

EXCHANGE/ NONAPPROPRIATED FUND INSTRUMENTALITIES (NAFI)

PURCHASES

General Rule:

Simplified Acquisition Procedures Guide

The purpose of the military exchanges and other morale, welfare and recreation activities is to

provide goods and services to enhance the quality of life of service members and their families.

Pursuant to 10 USC, DOD exchanges and other NAFIs are authorized to contract with federal

agencies to provide goods and services. 10 USC 2424 authorize, subject to specific limitations,

noncompetitive contracts with military exchanges operated outside the United States for supplies

and services to be used by armed forces outside the United States. Contracting officers may use

these authorities when it is determined to be in the best interest of the government and the

reasoning is documented in the file. Contracting with exchanges or NAFIs does not

automatically establish price reasonableness. Contracting officers must determine exchange or

NAFI prices to be fair and reasonable. The specific limits for using 10 USC 2424, which is

implemented at DFARS 206.302-5(b)(i), are as follows:

a. The contract or purchase order cannot exceed $100,000.

b. Supplies provided shall be from the stocks of the exchange store on hand as of the date the

contract is entered into with that exchange store.

c. A contract entered into with an exchange store may not provide for the procurement of

services not regularly provided by that exchange store.

Policy:

Contracting officers must continue to screen all requirements for their availability from the

mandatory Government sources of supply identified in FAR 8.002 and 8.003. Supplies and

services available from exchanges or NAFIs are not considered agency inventories for the

purpose of this enclosure.

Contracting officers are reminded that the purchase card is the preferred method of

accomplishing micro-purchases including those from exchanges or NAFIs. Also, when

contracting with exchanges or NAFIs, the provisions of Office of Management and Budget

(OMB) Circular A-76 apply. NAFIs’ performance of a commercial activity is considered "in-

house" or inter-service support performance.

References:

10 USC 2424

DFARS 206.302-5(b)(i)

LIGHT REFRESHMENTS AT CONFERENCES

General Rule:

In general, an agency may not use appropriated funds to purchase items considered personal

expenses, such as food, without specific authority. For these requirements consult your Office of

General Council.

LODGING AND MEALS

General Rule:

Simplified Acquisition Procedures Guide

The purchase of lodging and meals for individual employees on temporary duty is not authorized.

Employees on temporary duty are responsible for arranging, obtaining and paying for their own lodging

and meals. Each employee then submits a voucher detailing expenses and is reimbursed on the basis of

the voucher, as provided in the JTR. This is the usual method of incurring and paying for travel expenses.

Exceptions:

1. When it is in the best interest of the Government, the contracting officer may enter into a

contract with a commercial concern for rooms or meals, or both, for employees on temporary

duty as there is no express prohibition in doing so other than the restriction on the rental of space

in the District of Columbia. However, the statutory or regulatory limitations on per diem rates or

actual expense rates are equally applicable to contracts or POs entered into by agencies for

lodging or meals.

2. Military Sealift Command (MSC) may contract for lodging, meals and other travel related

expenses for MSC Civilian Mariners, when OCONUS, and otherwise not supported with a DOD

Travel Card.

3. Naval Reserve activities are reservists during authorized drill periods. Constraints on

reservist eligibility and maximum price per reservist meals are contained in the BUPERSINST

reference below.

References:

B-195133, 60 Comp. Gen. 181, 19 Jan 81

40 USC 34 (1976)

BUPERSINST 1001.39 (series)

JTR, Chapter 2

LUGGAGE

General Rule:

The purchase of luggage for employees or service members for carrying personal belongings

while on official travel orders is not authorized. The prohibition is based on the principle that the

purchase of luggage is a personal expense. Not included in the prohibition are seabags issued to

service members and briefcases, etc. furnished for the express purpose of carrying official

documents associated with duties of the service member or employee. In addition, furnishing

luggage as a travel expense is also prohibited.

Exceptions:

Where an employee is required by official duties to perform extensive travel requiring luggage, a

determination may be made that it would be unreasonable to require the employee to furnish

luggage at their own expense. Thus, appropriated funds may be used to buy luggage for such

employees performing excessive travel, but only on the conditions that the luggage:

1. Would become Government property;

2. Be stored in Government facilities; and

3. Not be used for any personal business.

What constitutes excessive travel is not precisely defined. However, in the Comptroller

General’s decision cited below, service members were on official travel 26 weeks each year.

Simplified Acquisition Procedures Guide

The Comptroller General emphasized that the purchase of luggage would be permitted only in

highly unusual circumstances.

References:

Comp. Gen. B-200154, 12 Feb 81

MEMBERSHIP DUES

General Rule:

The purchase of club, association, organization, or society memberships which solely benefit

individual Government employees or officers and not their agency or activity is prohibited.

Exceptions:

The use of appropriated funds for membership dues for an activity or agency is permissible if the

membership contributes to the fulfillment of the mission of the activity or agency. The payment

of membership dues for an individual is authorized only by specific appropriations, by express

terms in a general appropriation or in connection with employee training pursuant to 5 USC

4109.

References:

5 USC 5946

5 USC 4109

57 Comp. Gen. 526

53 Comp. Gen. 429

PESTICIDES

General Rule:

Purchases of pesticides (such as insecticides, rodenticides, herbicides, weed and feed products,

fungicides, wood preservatives, etc.), and pesticide application shall be in strict accordance with

OPNAVINST 6250.4C, “Navy Pest Management Programs.” Purchases of pesticides and pest

control services on the installation shall be approved in advance by the responsible

NAVFACENGCOM activity. Purchases of pesticides and pest control services to control

shipboard pests shall be approved in advance by the responsible Navy Bureau of Medicine and

Surgery (BUMED) medical entomologist. Pesticides applied for personal relief (repellents) do

not require approval.

Contracts:

All pest control contracts or other contract services requiring the use of pesticides, including

rodenticides, herbicides, fungicides, wood preservatives, etc., on Navy land or property shall be

reviewed and approved by the responsible pest management professional prior to procurement.

Templates for developing performance work statements, including unit priced indefinite quantity

items for electronic ordering under DOD FedMall are available for download from

NAVFACENGCOM.

Simplified Acquisition Procedures Guide

NAVFACENGCOM or BUMED pest management professionals will assist

installations/shipboards to ensure that service providers are properly licensed and that each

applicator has commercial grade accreditation that meets state and Navy standards.

Pesticide application records shall be reported monthly to the responsible pest management

professional per OPNAVINST 6250.4C.

Exceptions:

None.

References:

OPNAVINST 6250.4 (series)

DoDI 4150.07, DoD Pest Management Program

OPNAV Manual 5090.1, Chapter 24, Pesticide Compliance Ashore

Simplified Acquisition Procedures Guide

PLAQUES, ASHTRAYS, GREETING CARDS, PAPERWEIGHTS, AND OTHER

MEMENTOS AS GIVE-AWAY ITEMS

General Rule:

The use of appropriated funds to buy give-away items such as plaques, cuff links, bracelets, ashtrays,

greeting cards, paper-weights, cigarette lighters, novelty trash-cans, key-chains and similar mementos is

prohibited. All such give- away items are viewed by GAO as personal gifts; the purchase of which does

not constitute a necessary and proper use of appropriated funds. GAO has long held that appropriated

funds may not be used to acquire items that are not specifically set forth in an appropriation act.

Exceptions:

In accordance with Comp Gen 346, the only exception for purchasing give-away items is when

there is a direct connection between such items and the purpose for which the appropriation was

made and if the item is essential to the carrying out of such purposes.

Official Representation Funds. Pursuant to SECNAVINST 7042.7K, if a requiring activity has

received an expense operating budget of official representation funds, the funds may be used to

purchase mementos of a nominal cost used in connection with official ceremonies, dedications or

functions. Such mementos may not exceed the dollar threshold established in 22 USC 2694.

The mementos must be command mementos such as plaques and not personal items. Such

mementos will not be presented to DOD personnel. In all cases when items are presented within

the authority of SECNAVINST 7042.7K, a complete record must be maintained by the

authorization or sub-authorization holder to include the name of the recipient and the reason for

the presentation.

Awards to Military Personnel. In accordance with SECNAVINST 3590.5 and DODI 1348.19,

appropriated funds may be used to purchase medals, trophies, badges, and similar honors for

award to members of the armed forces, military units, or agencies in recognition of

accomplishments or service-related competitions. The end of a tour of duty alone is not

sufficient justification for presentation of a plaque unless superior professional performance is

being recognized concurrently. Pursuant to 10 USC 1125, badges or buttons are authorized in

recognition of military personnel for special services, good conduct, and discharge under

conditions other than dishonorable.

Awards to Civilian Personnel. Appropriated funds may be used to purchase plaques to be given

to civilian employees as authorized awards for recognition of special contributions or in

conjunction with employee recognition programs.

References:

55 Comp. Gen. 346

SECNAVINST 7042.7

SECNAVINST 3590.5

DODI 1348.19

10 USC 1125

Simplified Acquisition Procedures Guide

PLASTICS ABOARD SHIP

General Rule:

The purchase of plastic, plastic products and packaging material containing plastic is

discouraged for use aboard ships. The Marine Plastic Pollution Research and Control Act of

1987 (Public Law 100-220) implements Prevention of Pollution from Ships as modified by the

Protocol of 1987 (MARPOL73/78). The Act restricts overboard discharge of all solid waste near

coasts and prohibits discharge of plastics worldwide. “Discharge of plastic waste to the marine

environment from Navy surface ships and submarines is prohibited unless necessary to ensure

ship safety, protect the health of ship’s personnel, or save a life at sea” (OPNAV 5090.1). To

increase sustainability within the supply chain, NAVSUP created the Buy it Green Guide which

highlights products that were designated as sustainable by GSA and/or Defense Logistics

Agency (DLA). The Guide includes Plastics Removal in the Marine Environment (PRIME)

products which require that all packaging be made of non-plastic materials. NAVSUP also

established a PRIME Environmental Attribute Code (ENAC), which are symbols that DLA uses

to classify green products. The symbol ‘NZ’ is used to designate PRIME items within DOD

FedMall and Web Federal Logistics Information Systems (WebFLIS).

Exceptions:

None

References:

Public Law 100-220

OPNAVINST 5090.1 (series)

SECNAV Memorandum, “Determination under section 1902 (b) of the Act to Prevent Pollution

from Ships for the Department of the Navy”

NAVSUP Publication 485

Buy It Green Guide, NAVSUP WSS (Code N26), 2014

Executive Order 13693

SHIPBOARD HABITABILITY EQUIPMENT, INCLUDING FURNITURE, LAUNDRY/

DRY CLEANING AND FOOD SERVICE EQUIPMENT

General Rule:

Only furniture, laundry and dry cleaning and food service equipment in the following categories

may be procured for installation in afloat units.

1. Furniture found in S9600-AD-GTP-010, U.S. Navy Shipboard Furniture Catalog;

2. Laundry and dry cleaning equipment found in S6152-B1-CAT-010, Navy Laundry and Dry

Cleaning Catalog;

3. Food service equipment found in S6161-Q5-CAT-010, The Shipboard Food Service

Equipment Catalog; and

Simplified Acquisition Procedures Guide

4. Habitability equipment as discussed above, manufactured per Navy standard and hull type

drawings, military, federal or authorized commercial specifications, and/or proven by certified

test and evaluation or approved and controlled shipboard performance testing use.

The items approved for shipboard use is available at http://usnhabeqptcatalog.gdit.com/, which

provides the technical and procurement data requirements. The technical data (e.g.: dimensions,

weight, services, options, etc.) which is subject to change, should be verified with the

manufacturer prior to procurement and shipboard installation.

Exceptions:

None, unless review and approval has been obtained prior to procurement from the Life Cycle

Equipment Manager at the Naval Surface Warfare Center, Carderock Division, Ship Systems

Engineering Station, (Code 974), Philadelphia Naval Business Center, 5001 South Broad Street,

Philadelphia PA 19112-1403.

References:

NAVSURFWARCEN SHIPSYSENGSTA Philadelphia, PA, 031755Z, Aug 09

TRANSPORTATION AIRLIFT ASSETS

General Rule:

Acquisition of commercial aircraft includes commercial aircraft acquired by lease, contract,

charter or any other procurement technique for the purpose of providing Operational Support

Airlift (OSA) transportation. DON airlift assets include all transport/utility type fixed and rotary

wing aircraft (regardless of size) that provide air transportation for passengers and cargo. Chief

of Naval Operations (CNO) prescribes overall airlift, aircraft policy for DON within guidelines

established by DOD. DON airlift scheduling authorities/activities are listed in enclosure (1) to

OPNAVINST 4631.2E (series). The two basic documents required to arrange airlift support are

the "AIRLIFT REQUEST" and the "FLIGHT ADVISORY.” The instructions for both of these

documents are located in OPNAVINST 4631.2E. Requirements for OSA shall be documented

using the "Airlift Request" transmitted to the appropriate scheduling activity and Navy Air

Logistics Office (NALO).

Exceptions:

1. The scheduling authority has made a determination that the requested service is essential to

the accomplishment of the mission or is the most cost-effective method of satisfying the

movement requirement. In the case of acquisition by lease or contract (excluding charter

flights), prior approval of CNO has been obtained and proper notification of intent to procure

aircraft for such purpose has been given to the Assistant Secretary of Defense (Production and

Logistics). These requirements are to be worked through the activity’s chain-of-command.

2. DON may issue contracts for commercial airlift services for technical and operational airlift,

limited to support of research and development, engineering and purposes, using only approved

DOD carriers. Regular point-to-point passenger and cargo service remains under the purview of

the U.S. Transportation Command and its components (Air Mobility Command and Military

Sealift Command).

Simplified Acquisition Procedures Guide

References:

DODI 4500.43

OPNAVINST 4631.2E (series)

DFARS 207.470

COMMERCIAL VEHICLES, PURCHASE OF

General Rule:

The Commander, NAVFAC is assigned responsibility as the CENTRALIZED SINGLE

MATERIAL MANAGER for the Navy for all automotive vehicles, construction, and railway

equipment known as Civil Engineering Support Equipment (CESE) and Base Support Vehicles

and Equipment (BSVE). Consolidated acquisition is accomplished by the designated acquisition

agencies.

The designated NAVFAC acquisition agencies supporting activities in their respective regions

are:

1. Naval Facilities Engineering Command, Pacific (NAVFAC PAC) supports all field activities

in the geographic area covered by Regional Commanders Hawaii, Japan, Korea, Marianas, and

Southwest Asia.

2. Naval Facilities Engineering Command, Atlantic (NAVFAC Atlantic) supports all field

activities in the geographic area covered by Regional Commanders Mid-Atlantic, Naval District

Washington, Southeast, Southwest, Northwest, Europe, and Africa.

3. Naval Facilities Engineering Command, Expeditionary Warfare Center (EXWC) supports all

field activities for the purchase of all automotive vehicles, construction, and railway equipment

known as Civil Engineering Support Equipment (CESE) and Base Support Vehicles and

Equipment (BSVE).

Exceptions:

None.

References:

DOD Manual 4500.36

NAVFAC Publication 300, Management of Civil Engineering Support Equipment of Sep 2003

TRANSPORTATION FOR SUPPLIES OR PERSONNEL

General Rule:

The requirement for transporting supplies is an important factor in the award and administration

of a contract or order to ensure that supplies arrive in good order and condition and on time at the

required location. It is the function of each activity's transportation coordinator/officer who may

issue a Government Bill of Lading to effect movement of supplies. The detailed policies and

procedures for the application of transportation considerations in supply orders are found at FAR

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Subpart 47.3. The passenger transportation coordinator/officer at the local Personnel Support

Activity will process personnel movement requirements in accordance with the JTR.

Freight transportation and material-transportation-related services outside the United States are

frequently unsupported by transportation contracts or agreements. In order to provide support

for the customer activities in completing transportation from the nearest airport or other point of

entry, the use of the GCPC to pay for the local delivery, temporary storage, processing and

releasing fees, etc. is authorized.

Contracting officers fulfilling ground/common-user transportation (or other than Service-unique

or theater-assigned assets) within CONUS, must use the most current “Approved DOD Bus, Van

and Limo Carriers” list. The Defense Travel Management Office manages the program through

an agreement with carriers that establishes the specific terms, conditions and standards that must

be met when providing transportation for DOD passengers. The DOD-approved carriers list is

posted at: https://www.defensetravel.dod.mil/Docs/BusAgreementPOCs.pdf

Transportation Coordinators and individuals arranging DOD sponsored passenger travel must

use the DOD-approved carriers list to arrange for transportation within their routing authority or

have the option of using the Groups Operational Passenger System (GOPAX) at:

https://eta.sddc.army.mil/ETASSOPortal/default.aspx

In the case of sea transportation (i.e. ferry services), the contracting officer shall direct these

requirements to the Military Sealift Command (MSC).

Exceptions:

Movement of personnel outside the United States, when there is no local Personnel Support

Activity to support the requirement.

References:

For Supplies - FAR Subpart 47.3

Defense Travel Regulation, Part II, (Cargo Movement)

For Personnel - DTR, Part I Chapter 104

DOD Approved Bus, Van & Limo Carriers listing

OPNAVINST 4650.15 (series)

JTR, Vol. 2

UNIFORM ITEMS

General Rule:

Uniform items that are part of the seabag are issued to Navy personnel upon enlistment and are

to be replaced by the member with an annual cash allowance (Clothing Replacement

Allowance). Therefore, seabag items will not be purchased with Operating Target (OPTAR)

funds except as provided below. Organizational or personal protective clothing (aiguillettes,

special safety shoes, disposable coveralls, etc.) is the property of the organization, remains with

the organization and is paid for with OPTAR funds.

Exceptions:

1. Seabag items can be issued or replaced as work clothing and procured using OPTAR funds

for mess management specialists (e.g., tee shirts, trousers, caps, aprons) and for personnel whose

Simplified Acquisition Procedures Guide

work is of a destructive nature to clothing (e.g., cleaning fuel oil tanks, entering boilers,

decontamination work).

2. Shoulder Sleeve Unit Identification Marks. Initial provision is free to each attached member

and paid with OPTAR funds.

3. Name Tags and Patches for Flame Resistant Variant (FRV) Coveralls. Commands required to

outfit sailors in FRV coveralls are authorized to purchase FRV fabric embroidered and/or

embossed leather patches. Name tag and patches can be procured from authorized vendors that

have been certified through the Navy Clothing and Textile Research Facility. For a list of the

certified vendors and ordering procedures see Naval Message R131900ZFEB14ZYB. Naval

Message R191900ZJAN17ZYB announced the approval of the Improved Flame Resistant

Variant (IFRV) Coveralls and the transition from the FRV Coveralls to the IFRV Coveralls to

occur in FY18. This message is available at http://www.public.navy.mil/bupers-

npc/support/uniforms/Documents/COMUSFLTFORCOM%20R%20191900Z%20JAN%2017.pd

References:

United States Navy Uniform Regulations (NAVPERS 15665 (series))

31 USC 1301(a)

37 USC 415

Enclosure (1) 43

SAMPLE MARKET RESEARCH MEMORANDUM

Timeframe (market research conducted):__________________________

Request for Contractual Procurement/Purchase Request Number: ___________________

(Information below includes market research performed by the customer)

Govt. Estimate NAICS Code Federal Product/Service Code

$______________ __________ _________________

Taxonomy of Services & Equipment Portfolio Group: _____________

(In accordance with DFARS PGI 237.102-74)

Background (how system/service fits into Navy’s mission capability; special features or requirements

that framed research):

Need (describe in performance terms: function-what product/service must do; performance-

qualities and attributes of the product or service; any physical characteristic requirements;

required/desired delivery schedule):

Approach

Market Research Team members were: (List all members and provide contact information)

Market Research techniques utilized (check all that apply and describe your research/contacts):

Simplified Acquisition Procedures Guide

Enclosure (1) 44

____ Contacting knowledgeable individuals in Government and industry regarding market

capabilities to meet requirements.

____ Reviewing the results of recent market research undertaken to meet similar or identical

requirements. (The contracting officer may use market research conducted within 18 months before the

award of any task or delivery order if the information is still current, accurate, and relevant in

accordance with FAR 10.002.) Date of prior market research ___________________.

____ Publishing formal requests for information in appropriate technical or scientific journals or

business publications.

____ Querying the Governmentwide database of contracts and other procurement instruments

intended for use by multiple agencies available at

https://www.contractdirectory.gov/contractdirectory/ and other Government databases that

provide information relevant to agency acquisitions.

____ Participating in interactive, on-line communication among industry, acquisition personnel,

and customers.

____ Obtaining source lists of similar items from other contracting activities or agencies, trade

associations or other sources.

____ Reviewing catalogs and other generally available product literature published by

manufacturers, distributors, and dealers or available on-line.

____ Conducting interchange meetings or holding presolicitation conferences to involve

potential offerors early in the acquisition process.

Number of vendors contacted: ____________

Final list of potential suppliers, including business size:

Summary of research

A. Industry sources contacted and how contacted - phone, Internet, etc.; information obtained -

requirements of any laws and regulations unique to the item being acquired; availability of items

that contain recovered materials and items that are energy efficient; distribution and support

capabilities of potential suppliers, including alternative arrangements and cost estimates; size and

status of potential sources.

Simplified Acquisition Procedures Guide

Enclosure (1) 45

B. Standard business provisions and conditions, e.g., terms, payment, freight & delivery,

warranties, and tailoring of applicable provisions/clauses consistent with commercial practice in

accordance with FAR 12.302:

C. Range of prices encountered and rationale for variance:

D. Description of how data was analyzed:

____ Additional information attached

Recommendations/Conclusions (Summary of available commercial or nondevelopmental items, the

value or shortcomings of each, commerciality determination, and/or provisions for training, acceptance,

and warranties.):

____________________________________________Date_______________

Customer/Program Manager signature

____________________________________________Date_______________

Contract Specialist/Purchasing Agent/Contracting Officer signature

Simplified Acquisition Procedures Guide

Enclosure (2) 46

SAMPLE DISSOLUTION OF TOTAL SMALL BUSINESS SET-ASIDE

REF: ________________________________________________________________

[Purchase Request and/or Solicitation Number(s)]

1. The purchase of this requirement must be solicited on an unrestricted basis for one or

more of the following reasons:

( ) A large business or foreign country manufacturer is the sole source as evidenced by the

attached document.

( ) As evidenced by the attached urgency or mission impact statement, a large business or

foreign country manufacturer is the only known source and there is not enough time to wait for

small business responses to public notice or to conduct a market search.

( ) No small business responses were received after the required public notification was made or

a market search was conducted.

( ) Although more than one small business was solicited for this requirement, only one small

business quote was received; and the price is not considered fair and reasonable.

( ) Small business(es) has/have been solicited but cannot meet the required delivery date and the

requisitioner cannot accept a later date.

( ) The item(s) offered by small business(es) does/do not meet the salient characteristics required

by the requisitioner.

( ) Other: ________________________________________________________________

2. Per FAR 19.502 and based on the above information, this requirement will not be set-

aside or the set-aside is being withdrawn and solicitation and/or award will be made on an

unrestricted basis.

PREPARED BY: ___________________________________________________________

Buyer Signature and Date

APPROVED BY: ___________________________________________________________

Contracting Officer Signature and Date

Simplified Acquisition Procedures Guide

Enclosure (3) 47

SAMPLE MEMORANDUM TO THE FILE

(This is only applicable to acquisitions under the Simplified Acquisition Threshold. Acquisition using

FAR Subpart 13.5 shall follow the special documentation requirements at FAR 13.501.)

Subj: USE OF OTHER THAN FULL AND OPEN COMPETITION FOR AN

ACQUISITION UNDER THE SIMPLIFIED ACQUISITION THRESHOLD

I. BACKGROUND:

1. FAR 13.106-1(b)(1)(i) states for purchases not exceeding the simplified acquisition

threshold, Contracting Officers may solicit from one source if the Contracting Officer determines

that the circumstances of the contract action deem only one source reasonably available (e.g.,

urgency, exclusive licensing agreements, brand-name or industrial mobilization).

2. As required by FAR 13.106-3(b)(3)(i), this memorandum explains the absence of

competition for this acquisition, as only one source will be solicited for this requirement (or for a

portion of the requirement) and the requirement is not expected to exceed the simplified

acquisition threshold.

II. DESCRIPTION OF ITEM OR SERVICE:

Provide a description of the item or service required, to include its intended use, the name of the

required source or brand name, and the required delivery date/period of performance.

III. THE DETERMINATION FOR USE OF OTHER THAN FULL AND OPEN

COMPETITION IS BASED ON THE FOLLOWING (select all that apply):

A. ___ ONLY ONE RESPONSIBLE SOURCE (select all that apply):

1. ___ RESTRICTIVE RIGHTS. The source has established proprietary rights, limited

rights in data, patent rights, copyrights or secret processes in the item or service required.

Explain what rights are restricted, why the restrictive rights make the required item or service

available from only one source, and why another company could not satisfy the Government’s

need.

2. ___ EXCLUSIVE LICENSING AGREEMENTS. The item or service is only available

from the Original Equipment Manufacturer (OEM), or there is only one authorized distributor or

technical representative for the OEM.

Identify the OEM and explain the circumstances surrounding why the item or service is only

available from the OEM.

Simplified Acquisition Procedures Guide

Enclosure (3) 48

Identify the distributor(s)/authorized technical representative(s) for the item or service. Provide

evidence of the exclusive licensing agreement as an attachment to this document. NOTE: If there

is more than one distributor/authorized technical representative for an OEM part, then Part B,

BRAND NAME SOLE SOURCE, is applicable, and Part A, ONLY ONE RESPONSIBLE

SOURCE, should be left blank).

3. ___ OTHER REASONS. Other reason not identified above. Provide details on mission

impact if requirement is not solicited from only one source.

B. ___ BRAND NAME. Item required must be a brand name product, or feature of a product,

particular to one manufacturer. Discuss why you are precluding consideration of a product

manufactured by another company. Describe how the particular brand name, product, or

feature is essential to the Government’s requirements and why a “brand name or equal”

purchase description cannot be used (see FAR 11.104). Describe how market research indicates

other companies’ similar products or products lacking the particular feature do not meet, or

cannot be modified to meet, the agency’s needs.

C. ___UNUSUAL AND COMPELLING URGENCY. The supplies or services are of such

unusual and compelling urgency that the Government would be seriously injured unless the

agency is permitted to limit the number of sources from which it solicits bids or proposals.

Urgent requirements are supplies or services that will result in a work stoppage, or are mission

critical and the routine processing time would result in injury to the Government. The

determination that the procurement for the above item/service is an urgent and compelling

requirement is based on the following:

1. Date on which the requirement was first identified:

2. Required delivery date/period of performance:

3. Explanation of why delivery/commencement of services by the date mentioned above is

required: Explain the impact to the mission if the date above is not met, any special

circumstances or conditions that exist which validate the requirement as “urgent,” estimated

production lead time for the item, etc.

4. If appropriate, include any additional pertinent information.

IV. CERTIFICATIONS/APPROVALS:

A. Technical / Requirements Certification: I certify that the facts and representation

under my cognizance which are included in this justification are complete and accurate to the

best of my knowledge and belief.

Simplified Acquisition Procedures Guide

Enclosure (3) 49

___________________ ________________________ ______________

Signature Name (Printed) / Phone # Date

B. Certification/Approval. See FAR 13.501

Simplified Acquisition Procedures Guide

Enclosure (4) 50

SAMPLE SIMPLIFIED ACQUISITION (NTE SAT) AWARD

DOCUMENTATION RECORD

Note: If additional documentation specific to this purchase is required other than what is

provided in this form, annotate it on this form under where it would reasonably fall (in logical

order of the buying process) and insert paper documentation (if any) in the contract file.

PR Number: Contract/Order Number:

As the Buyer/Contract Specialist, I am recommending award to at $

My award recommendation is based upon the following documentation:

REQUIRED SOURCES OF SUPPLY/SERVICES SCREENING

1. Required sources of supply have been screened (FAR Part 8 / DFARS Part 208/ FAR

13.003)

FPI/UNICOR (FAR Subpart 8.6 / DFARS Subpart 208.6) (www.unicor.gov/catalog)

Meets authorized exception (FAR 8.605)

Not comparable to commercial industry (FAR 8.602(4))

Comparable – FPI waiver attached (FAR 8.604)

Not required – Procurement is for an item for which FPI has a significant market share (DFARS 208.602-70)

AbilityOne, formerly JWOD (NIB/NISH) (FAR Subpart 8.7)

Not offered.

Purchase exception obtained (FAR 8.706)

Agency Inventories, Excess from other Agencies, Wholesale Supply Sources, Coordinated Acquisition Program

(CAP), Integrated Material Management Program (IMMP) (DFARS 208.70)

Not available within existing inventories or via CAP/IMMP

Available but not procured via CAP/IMMP. Procurement meets the exception(s) listed in DFARS

208.7003-1/208.7003-2.

Not applicable – Procurement is for services.

2. Preferred sources of supply reviewed (FAR 8.4 / DFARS 208.4/ FAR 13.003)

Federal Supply Schedules (FSS) (FAR Subpart 8.4/DFARS Subpart 208.4)

Not available under FSS

Contracting officer has determined that open market is in the best interest of the Government.

Simplified Acquisition Procedures Guide

Enclosure (4) 51

Strategically Sourced Contracts

(https://mynavsup.csd.disa.mil/webcenter/portal/nss)

Not applicable – supply/service is not available from Strategically Sourced Contracts

Service/Supply is available from a Strategically Sourced Contract; however, award will not be made

under that contract because: (waiver is attached if required)

Shared Contracts (Commands/activities may have issued such contracts for their specific use).

Not applicable – supply/service is not available from a Shared Contract

Supply/Service is available from a Shared Contract; however, award will not be made under that

contract because:

SOLE SOURCE/BRAND NAME/URGENCY DOCUMENTATION

Sole source/brand name justification <$150K (Signed and Approved by the Contracting Officer). If applicable,

brand name statement has been posted to Federal Business Opportunities (FBO) in accordance with FAR 13.106-

1(b)(3).

Urgency statement <$150K (Signed and Approved by the Contracting Officer)

Not Applicable for this procurement

MARKET RESEARCH DOCUMENTATION

MARKET RESEARCH (FAR Part 10) Documentation of market research shall include results

of the market research such as how, who, business size, capability, etc. This information helps in

making decisions concerning determination of commerciality, sole source, price reasonableness,

UNICOR/FPI comparability, small business set-aside or unrestricted, etc.

Market research was conducted resulting in the following: (This section will continue to expand

allowing as much documentation space as needed)

LEASE OR PURCHASE OF EQUIPMENTABOVE THE MICROPURCHASE

THRESHOLD (FAR 7.401/DFARS 207.4)

Not applicable – Requirement is not for purchase or lease of “Equipment” (as defined by DODI

5000.64).

Not required – Requirement is for lease of equipment or motor vehicle for less than 60 days.

Requirement is for “Equipment” above the micro-purchase threshold and customer’s lease or

purchase analysis is in the contract file.

COMMERCIAL ITEM DETERMINATION

This supply was determined to be commercial based on (provide detailed explanation for each

selection, if needed):

Simplified Acquisition Procedures Guide

Enclosure (4) 52

The item is of a type customarily used by the general public or by non-governmental entities

for purposes other than governmental and has been sold, leased, or licensed to the general public or has

been offered for sale, lease, or license to the general public.

The item evolved from a commercial item but is not yet available in the commercial

marketplace, but will be available in time to satisfy the Government’s requirements.

The requirement is for a commercial item that has been modified to meet the Government’s

requirements.

Other:

The service is for installation, maintenance, repair, training, or other service for an item that meets the

commercial item definition. Provide documentation/Explanation:

The service is of a type offered and sold competitively in substantial quantities at established catalog

or market prices. Provide documentation/Explanation:

The supply or service is not a commercial item. The Request for Quotes (RFQ) will utilize the

Uniform Contract Format (UCF) and will contain the appropriate FAR Part 13 clauses for noncommercial

items.

SERVICE CONTRACT LABOR STANDARDS (FAR Subpart 22.10/DFARS Subpart

222.10/NMCARS Subpart 5222.10)

The Service Contract Labor Standards is applicable for this award.

Wage determination obtained (Copy of Wage Determination in file)

KO Determination to exempt (FAR Clause 52.222-48)

Not Applicable for this procurement

SMALL BUSINESS SET-ASIDE DETERMINATION ($10K - $150K) - (DFARS

219.201(c) (10) and 219.201(d), FAR 19.502-2)

100% Total Small Business Set-Aside ($10K - $150K) – DD Form 2579 not required and Small

Business Specialist review and approval not required in accordance with (IAW) DFARS

219.201(c)(10)(A)

DD Form 2579 ($10K - $150K) - UNRESTRICTED not 100% Total Small Business Set Aside –

Small Business Specialist Review and Approval Required on DD2579

Not applicable – outside the U.S. and outlying areas in accordance with FAR 19.000(b)

REVERSE AUCTION

This is a commercial off-the-shelf supply item and Reverse Auction was used

This is a commercial off-the-shelf supply item and Reverse Auction was not used (see waiver below)

Simplified Acquisition Procedures Guide

Enclosure (4) 53

This is not a commercial off-the-shelf supply item (Reverse Auction not required)

Not applicable – only source(s) were solicited from outside the U.S. and U.S. territories

Reason for waiver:

Item is available under an existing contract vehicle with favorable terms and conditions

Existing contract to be used:

Exception to the fair opportunity to compete available under the Federal Acquisition

Streamlining Act (FASA)

Urgency

Only one capable source

Logical follow-on

Minimum guarantee

Urgency/Lead Time: The required delivery date does not provide adequate time to set up and

run a reverse auction

Other:

Buyer/Contracting Officer’s signature on this document serves as required written approval.

POSTING/SYNOPSIS (FAR PART 5)

<$25K, Oral RFQ utilized (FAR 13.106-1(c)). No posting required IAW FAR 5.101(a)(2)(ii). The

oral RFQ and the results are adequately documented in the contract file

$15K - $25K

Written RFQ - Posted on FEDBIZOPPS and/or public place

Written RFQ not posted on FEDBIZOPPS and/or public place, FAR 5.202 exception

applies:___________

>$25K

Requirement was synopsized on FBO on ____________(date)

Combined synopsis/solicitation was issued and posted to FBO on__________(date)

Requirement was not synopsized. The following FAR 5.202 exception applies:___________

(Although an exception to synopsizing may apply in accordance with FAR 5.202, it does not exempt the

posting/publicizing of the RFQ in accordance with FAR Part 5)

Simplified Acquisition Procedures Guide

Enclosure (4) 54

BUY AMERICAN STATUTE (FAR Part 25/DFARS Part 225/NMCARS Part 5225)

Buy American Statute Evaluation Required

Foreign Restriction Applies

Foreign Item Offered

Small Business Set-Aside withdrawn

Not applicable for this procurement

FAIR AND REASONABLE PRICE DETERMINATION (FAR 13.106)

I have determined the prices to be fair and reasonable based upon:

Adequate Price Competition: _____ vendors were solicited and _____ quotes were received. After

comparing the quoted prices, I consider the quotes competitive. See the abstract of price quotes received.

Commercial Catalog or Published Price List

Manufacturer/vendor name:

Catalog/List title or number:

Effective date(s):

Page number(s):

NOTE: Inclusion of a price in a price list, catalog, or advertisement does not, in and of itself, establish

fairness and reasonableness of the price. Additional pricing analysis must be documented.

Established Market Price or Prices Set by Law/Regulation

The quoted price is the same as the established market price or the prices set by law or regulation as

verified by:

Historical Comparison for the same or similar items:

Prior Contractor:

Order No: Date Purchased:

Quantity and Unit of Issue:

Unit Price Previously Paid:

Basis for determining prior price reasonable:

If the item(s) are not identical, explain why the comparison is considered valid:

Simplified Acquisition Procedures Guide

Enclosure (4) 55

Other Price Analysis or Evaluation of Other Factors or Comments:

CONTRACTING OFFICER’S REPRESENTATIVE (DFARS PGI 201.602-2)

Not applicable - the requirement is not for “Services”

COR required and appointed in the CORT Tool

Contracting Officer has exempted this action from COR requirements as:

The Action was awarded using SAP procedures;

2) The requirement is not complex; and

3) Contracting Officer’s signature on this document serves as required written file documentation

as to why COR is not necessary.

SYSTEM FOR AWARD MANAGEMENT (SAM)

The prospective contractor/vendor is registered with SAM and has no exclusions.

The prospective contractor/vendor is exempt from SAM requirements under FAR 4.1102(a)( ) (fill

in appropriate citation).

Contract is being awarded pursuant to FAR 6.302-2 and the prospective contractor/vendor will be

registered in SAM within 30 days of contract award, or at least three days prior to submission of the first

invoice, whichever occurs first (see FAR 4.1103(b)(3)).

The contractor/vendor’s SAM registration has expired, and procedures as set forth in FAR 4.1103(b)

were utilized. (Provide further details on actions taken in accordance with FAR 4.1103(b)).

CONTRACTOR RESPONSIBILITY DETERMINATION (FAR SUBPART 9.1)

The prospective contractor has been determined to be responsible within the meaning of FAR 9.104,

i.e., the firm exhibits:

(1) adequate financial resources to perform the contract;

(2) an ability to meet the delivery or performance schedule;

(3) a satisfactory performance record;

(4) a satisfactory record of integrity and business ethics;

(5) the necessary organization, experience, accounting and operational controls, and

technical skills or the ability to obtain them;

(6) the necessary production and technical equipment and facilities, or the ability to obtain

them; and

Simplified Acquisition Procedures Guide

Enclosure (4) 56

(7) does not appear on the “List of Parties Excluded from Federal Procurement and Non-

Procurement Programs”, and is otherwise qualified and eligible to receive an award under applicable laws

and regulations.

Additional Information: Explain how you determined the above statement to be true.

Not applicable per FAR 9.102(b).

REPORTING REQUIREMENTS (DFARS Subpart 204.6)

CAR completed

DISTRIBUTION OF AWARD

Copy of award emailed to Contractor, Customers and others on Distribution List. For actions

awarded under the SBA 8(a) program, copy of award mailed to the cognizant SBA associated with the

awardee.

As the buyer of this award, I hereby certify that to the best of my ability all of the documentation above is

true and correct.

Typed or Printed Name

Buyer Signature

(If Buyer is Contracting Officer, only

one signature is required)

Date

As the Contracting Officer (if different from above), I have reviewed the above documentation and agree

with the award recommendation.

Typed or Printed Name

Contracting Officer Signature

Date

Pursuant to the requirements of Defense FAR Supplement (DFARS) Subpart 232.70 titled

ELECTRONIC SUBMISSION AND PROCESSING OF PAYMENT REQUESTS AND RECEIVING

REPORTS (and specifically DFARS 232.7002, POLICY), the following exception applies to this

solicitation or award that allows omission of DFARS Clause 252.232-7003:

BUYER/CONTRACTING OFFICER SIGNATURE/DATE

EXCEPTION TO APPLICATION OF DFARS 252.232-7003

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Simplified Acquisition Procedures Guide

Enclosure (4) 57

232.7002(a)(1)(i): Classified contracts or purchases when electronic submission and processing of

payment requests could compromise the safeguarding of classified information or national security;

232.7002(a)(1)(ii): Contracts awarded by deployed contracting officers in the course of military

operations, including, but not limited to, contingency operations as defined in 10 USC 101(a)(13) or

humanitarian or peacekeeping operations as defined in 10 USC 2302(8), or contracts awarded by

contracting officers in the conduct of emergency operations such as responses to natural disasters or

national or civil emergencies, when access to the Wide Area Work Flow by those contractors is not

feasible;

232.7002(a)(1)(iii): Purchases to support unusual or compelling needs of the type described in FAR

6.302-2, when access to Wide Area Work Flow by those contractors is not feasible;

232.7002(a)(1)(iv): Cases in which DOD is unable to receive payment requests or provide

acceptance in electronic form;

232.7002(a)(1)(v): Cases in which the contracting officer administering the contract for payment has

determined, in writing, that electronic submission would be unduly burdensome to the contractor. In those

cases, the contracting officer administering the contract shall furnish a copy of the determination to their

Senior Procurement Executive. In accordance with NMCARS 5232.7002, a copy of the determination

must also be provided to DASN(AP) by email at RDAJ&As@navy.mil with the subject “DFARS

232.7002(a)(1)(v) – Release From Submission of Payment Requests and Receiving Reports in Electronic

Form.”;

232.7002(a)(2) When the Governmentwide commercial purchase card is used as the method of

payment, only submission of the receiving report in electronic form is required.

As the Contracting Officer of this award, I have reviewed the above documentation and agree with the

above.

Typed Name of Contracting Officer

Signature

Date

Simplified Acquisition Procedures Guide

Enclosure (5) 58

SAMPLE BPA CALL DOCUMENTATION RECORD

CONTRACTOR: _______________________________________________________

BPA NUMBER: ________________________________________________________

COMMODITIES: _______________________________________________________

_______________________________________________________________________

PHONE NO: _________________________BUSINESS SIZE: ____________________

POC Name: __________________________POC Email Address: __________________

PAYMENT TERMS: ___________________________________________________

CALL

NUMBER

AWARD

DATE

REQUISITION

NUMBER(S)

ITEM(S)

DESCRIPTION

TOTAL

PRICE

CUMULATIVE

PRICE

Simplified Acquisition Procedures Guide

Enclosure (6) 59

NAVSUP FORM 1328 (REV. 6-15)

SAMPLE BLANKET PURCHASE AGREEMENT (BPA) AND BPA CALL/ORDER REVIEW FORM

ACTIVITY

BPA ISSUED BY (IF OTHER THAN ABOVE)

BPA NUMBER

TOTAL CALLS/ORDERS PLACED DURING PERIOD REVIEWED

PERIOD COVERED BY REVIEW

DATE OF ACTUAL REVIEW

INSTRUCTIONS: This form is to be used to conduct the annual BPA file review. The contracting officer placing calls/orders under a BPA, or the designated

representative of the contracting officer, shall ensure authorized procedures are being followed pursuant to FAR 13.303 or 8.405-3. BPAs utilized and

reviewed by individuals outside the jurisdiction of the contracting officer issuing the BPA, a signed copy of this completed form shall be forwarded to the

contracting officer to be retained in the BPA file. If any unsatisfactory conditions are found during the review an explanation must be provided which

includes corrective action to be taken.

ARE MANDATORY SOURCES OF SUPPLIES AND SERVICES BEING SCREENED PRIOR

TO PLACING CALLS/ORDERS?

YES

N/A

ARE CALLS/ORDERS BEING PLACED ONLY BY PROPERLY AUTHORIZED

INDIVIDUALS?

ARE THE ESTABLISHED MONETARY LIMITATIONS OF THE DESIGNATED

INDIVIDUALS BEING ADHERED TO?

ARE PURCHASES OVER THE MICROPURCHASE THRESHOLD COMPETED AND IS

THERE FILE DOCUMENTATION TO SUPPORT THE PRICE PAID WAS FAIR AND

REASONABLE?

DOES THIS BPA CONTRACTOR APPEAR TO BE RECEIVING AN EQUITABLE SHARE OF

THE MICROPURCHASE CALLS/ORDERS?

ARE PURCHASES UNDER THIS BPA RESERVED FOR SMALL BUSINESS? IF NOT HAS

THE CONTRACTING OFFICER DISSOLVED THE SETASIDE?

DOES THIS BPA INCLUDE ALL MANDATORY TERMS AND CONDITIONS?

HAS THIS OFFICE FURNISHED THE BPA SUPPLIER WITH A LIST OF THE INDIVIDUALS

AUTHORIZED TO PLACE CALLS/ORDERS (EITHER BY NAME OR POSITION/TITLE), IS

THE LIST CURRENT AND ARE DOLLAR LIMITATIONS STATED?

IS THIS BPA STILL VALID (e.g., SCHEDULE CONTRACT STILL IN EFFECT, REPRESENTS

THE BEST VALUE, ADDITIONAL PRICE REDUCTIONS CAN BE OBTAINED)?

HAS THIS BPA BEEN REVIEWED AT LEAST ANNUALLY PURSUANT TO FAR 13.303-6

OR 8.405-3(e)?

REMARKS

THE ABOVE LISTED BPA FILE HAS BEEN REVIEWED AND THE DEFICIENCIES

NOTED ABOVE ARE COMPLETE AND ACCURATE TO THE BEST OF MY

KNOWLEDGE AND BELIEF.

NAME/TITLE OF REVIEWING OFFICIAL

SIGNATURE

DATE

Simplified Acquisition Procedures Guide

Enclosure (7) 60

FACTORS USED TO ESTABLISH NOT-TO-EXCEED AMOUNT FOR REPAIRS

PRICE-RELATED FACTORS EXPRESSED IN

ESTIMATED NUMBERS OF -- *

UNIT &

UNIT PRICE

EXTENDED

ESTIMATE

_____ Labor Hours

$_____/HR

$________

_____ Call-Out/Trip Charges

$_____/TRIP

$________

_____ Travel Miles

$_____/MILE

$________

_____ Travel Hours

$_____/HR

$________

_____ Days with Meals Included

$_____/DAY

$________

_____ Lodging Days

$_____/DAY

$________

_____ Car Rental Days

$_____/DAY

$________

_____ Airline Tickets

$_____/TICKET

$________

Possible/Probable Parts Required and the Basis for

the Prices Charged.

$_____/LOT

$________

Other Factors Considered:

Simplified Acquisition Procedures Guide

Enclosure (7) 61

PRICE-RELATED FACTORS EXPRESSED IN

ESTIMATED NUMBERS OF -- *

UNIT &

UNIT PRICE

EXTENDED

ESTIMATE

THE NTE PRICE IS REALISTIC BASED ON

TOTAL ESTIMATED COSTS

1 JOB

NOT TO

EXCEED

$____________

* These factors do not need to be itemized on the order but should be kept as part of the

solicitation record for use in evaluating the final invoice price. The contractor must agree to

itemize each type of charge, as indicated above, on their service ticket/report and on the invoice.

Simplified Acquisition Procedures Guide

Enclosure (8) 62

SAMPLE AWARD DOCUMENTATION RECORD FOR ACQUISITIONS UTILIZING

SAP UNDER FAR SUBPART 13.5

This document, with its attachments, describes the procedures used in awarding the

contract, including the fact that the procedures in FAR Subpart 13.5 were followed.

SECTION I - SUMMARY OF KEY DOCUMENTS

Insert a Summary of Key Documents and a List of Attachments here.

SECTION II - HISTORY OF ACQUISITION AND PRE-AWARD COMPLIANCES

A. HISTORY OF ACQUISITION

Requisition Number

Priority

Control Number

Requisition Data

Date Requisition Received

Estimated Amount

Date Requisition Workable

Date Synopsized

Date Services Commence

Date Material Required

Required Award Date to Meet

Delivery

Solicitation Data

Type:

RFP

RFQ

OTHER

Date Issued

Date Closed

Contract Type Solicited

Simplified Acquisition Procedures Guide

Enclosure (8) 63

Method of Acquisition:

(1)

8(a)

(2)

SBD Set-Aside

(3)

HUBZone Set Aside

(4)

SDVOSB Set-Aside

(5)

WOSB Set-Aside

(6)

SB Set-Aside

(7)

Other

f. Firms solicited

g. Quotes received

Additional information:

PRE-AWARD COMPLIANCES

ACQUISITION STRATEGY

This is a service acquisition. A MOPAS-S Acquisition Strategy was approved and is

included in the contract file.

This is a supply acquisition and does not require an Acquisition Strategy.

SECTION III - NON-PRICE EVALUATION

Simplified Acquisition Procedures Guide

Enclosure (8) 64

REVIEW OF QUOTES

Each quote received, both price and technical portions (if applicable), has been

reviewed by the PCO.

The PCO has not reviewed each quote received, both price and technical portions.

PAST PERFORMANCE

Past Performance has been utilized in the evaluation of this procurement and is

explained below. Also, pursuant to NMCARS 5215.305, the automated Past

Performance Information Retrieval System (PPIRS) was used as a source of past

performance information.

Federal Awardee Performance and Integrity Information System (FAPIIS)

mandatory review per FAR 9.104-6(a).

Past Performance has not been utilized in the evaluation of this procurement.

Additional Information: (Explain the non-price evaluation here, including: Evaluation procedures in

accordance with FAR 13.106-2(b) - insert the text of the solicitation’s evaluation or award clause; Table

of Evaluation Results - do a matrix with all evaluation criteria, by company name with the apparently

successful vendor on top, with a brief summary on each.)

SECTION IV - PRICE ANALYSIS

Simplified Acquisition Procedures Guide

Enclosure (8) 65

Remember that although you are using SAP procedures, a thorough price analysis is required.

FAR 13.106-3(a)(1). Comparison of competitive quotes.

FAR 13.106-3(a)(2)(i). If only one response is received, the contracting officer may

base the statement on market research.

FAR 13.106-3(a)(2)(ii). If only one response is received, the contracting officer may

base the statement on comparison of the quoted price with prices found reasonable

on previous purchases.

FAR 13.106-3(a)(2)(iii). If only one response is received, the contracting officer may

base the statement on current price lists, catalogs, or advertisements. However,

inclusion of a price in a price list, catalog, or advertisement does not, in and of

itself, establish fairness and reasonableness of the price.

FAR 13.106-3(a)(2)(iv). If only one response is received, the contracting officer may

base the statement on a comparison with similar items in a related industry.

FAR 13.106-3(a)(2)(v). If only one response is received, the contracting officer may

base the statement on his/her personal knowledge of the item being purchased.

Comparison of quoted prices with prices obtained through market research for the

same or similar items.

FAR 13.106-3(a)(2)(vi). If only one response is received, the contracting officer may

base the statement on comparison to an independent Government estimate.

FAR 13.106-3(a)(2)(vii). If only one response is received, the contracting officer

may base the statement on any other reasonable basis.

Price Analysis: Explain your analysis here.

SECTION V - SOURCE SELECTION DECISION

Simplified Acquisition Procedures Guide

Enclosure (8) 66

Discuss your source selection decision.

SECTION VI - CONTRACTOR RESPONSIBILITY AND COMPLIANCES

CONTRACTOR RESPONSIBILITY DETERMINATION

The prospective contractor has been determined to be responsible within the meaning of FAR 9.104, i.e.

the firm exhibits:

(1) adequate financial resources to perform the contract;

(2) an ability to meet the delivery or performance schedule;

(3) a satisfactory performance record;

(4) a satisfactory record of integrity and business ethics;

(5) the necessary organization, experience, accounting and operational controls, and

technical skills or the ability to obtain them;

(6) the necessary production and technical equipment and facilities, or the ability to obtain

them; and

(7) does not appear on the “List of Parties Excluded from Federal Procurement and Non-

Procurement Programs”, and is otherwise qualified and eligible to receive an award under applicable laws

and regulations.

Additional Information: Explain how you determined the above statement to be true.

SYSTEM FOR AWARD MANAGEMENT –ENTRY

Simplified Acquisition Procedures Guide

Enclosure (8) 67

https://www.sam.gov

The contractor is registered with SAM.

The contractor is NOT registered with SAM

(1)

However, application is filed with SAM.

(2)

Waiver has been made due to urgency.

SYSTEM FOR AWARD MANAGEMENT https://www.sam.gov

The prospective contractor/vendor is registered with SAM and has no active

exclusions (printout in file).

The prospective contractor/vendor is exempt from SAM requirements under

FAR 4.1102(a)( ) fill in appropriate citation).

Contract is being awarded pursuant to FAR 6.302-2 and the prospective

contractor/vendor will be registered in SAM within 30 days of contract award, or at

least three days prior to submission of the first invoice, whichever occurs first (see

FAR 4.1103(b)(3)).

The contractor/vendor’s SAM registration has expired, and procedures as set forth in

FAR 4.1103(b) were utilized. (Provide further details on actions taken in accordance

with FAR 4.1103(b).

Additional Information: Give further explanation here.

Simplified Acquisition Procedures Guide

Enclosure (8) 68

POST AWARD SYNOPSIS

The award will be synopsized in Governmentwide point of entry (GPE) pursuant to

FAR 5.301.

The award will not be synopsized in the GPE since the award is not subject to the

Trade Agreements Act and the award is not likely to result in the award of any

subcontracts.

Not Applicable due to ______________ (insert FAR 5.202 exception).

ANNOUNCEMENT OF CONTRACT AWARDS TO THE NAVY CHIEF OF

INFORMATION (CHINFO)

Not applicable. The face value, excluding unexercised options, does not meet the

threshold for DoD awards established in DFARS 205.303.

CHINFO required. Contract action with a face value, excluding unexercised options, of

more than the threshold at DFARS 205.303.

LEGAL REVIEW OF AWARD DOCUMENT

Counsel review of award not required IAW local policy

Counsel review of award will be obtained prior to award.

CONTRACT ADMINISTRATION

Contract Administration will be retained by the contracting office per FAR 42.203 and

DFARS 242.202(a)(i) __________.

Certain Normal Contract Administration functions as specified in FAR 42.302(a) will

be withheld by the contracting office.

Simplified Acquisition Procedures Guide

Enclosure (8) 69

All Contract Administration functions will be assigned to Defense Logistics Agency

(DLA)/ Defense Contract Management Agency (DCMA), except COR duties when

COR assignment is applicable.

Contracting Officer’s Representative (DFARS PGI 201.602-2)

Not applicable - the requirement is not for “Services”

COR required and appointed in the CORT Tool

Contracting Officer has exempted this action from COR requirements as:

1) The Action was awarded using SAP procedures;

2) The requirement is not complex; and

3) Contracting Officer’s signature on this document serves as required written

file documentation as to why COR is not necessary.

PALT ADJUSTMENT

No PALT adjustment can be taken for this acquisition.

A total PALT adjustment of _____ days may be taken for this acquisition due to:

(1)

Delays due to technical changes.

(2)

Delays due to protest.

(3)

Delays due to funding constraints.

(4)

Delays due to the unavailability of GSA schedule.

OTHER INFORMATION

Include Evaluation of Options, Certificate of Competency, Security Requirements, Subcontracting

Plans, Ordering Officer Authority, Small Business Challenge Letters or any other pertinent information

that may apply to your specific requirement.

Simplified Acquisition Procedures Guide

Enclosure (8) 70

RECOMMENDATION

State the recommendation for award in a brief summary. Include contractor’s name and award amount

(plus options if applicable).

BUYER/CONTRACTING OFFICER SIGNATURE/DATE

As the buyer of this award, I hereby certify that all of the documentation above is true and correct.

Typed or Printed Name

Buyer Signature

(If Buyer is Contracting Officer, only

one signature is required)

Date

As the Contracting Officer (if different from above), I have reviewed the above documentation and agree with the

award recommendation.

Typed or Printed Name

Contracting Officer Signature

Date

BUYER/CONTRACTING OFFICER SIGNATURE/DATE

Simplified Acquisition Procedures Guide

Enclosure (8) 71

Pursuant to the requirements of Defense FAR Supplement (DFARS) Section 232.70 titled ELECTRONIC

SUBMISSION AND PROCESSING OF PAYMENT REQUESTS (and specifically subsection 232.7002 POLICY),

the following exception applies to this solicitation or award that allows omission of DFARS Clause 252.232-7003:

232.7002(a)(1)(i): Classified contracts or purchases when electronic submission and processing of payment

requests could compromise the safeguarding of classified information or national security;

232.7002(a)(1)(ii): Contracts awarded by deployed contracting officers in the course of military operations,

including, but not limited to, contingency operations as defined in 10 USC 101(a)(13) or humanitarian or

peacekeeping operations as defined in 10 USC 2302(8), or contracts awarded by contracting officers in the conduct

of emergency operations such as responses to natural disasters or national or civil emergencies, when access to the

Wide Area Work Flow by those contractors is not feasible;

232.7002(a)(1)(iii): Purchases to support unusual or compelling needs of the type described in FAR 6.302-2,

when access to Wide Area Work Flow by those contractors is not feasible;

232.7002(a)(1)(iv): Cases in which DoD is unable to receive payment requests or provide acceptance in

electronic form;

232.7002(a)(1)(v): Cases in which the contracting officer administering the contract for payment has

determined, in writing, that electronic submission would be unduly burdensome to the contractor. In those cases, the

contracting officer administering the contract shall furnish a copy of the determination to their Senior Procurement

Executive; and

232.7002(a)(2) When the Governmentwide commercial purchase card is used as the method of payment, only

submission of the receiving report in electronic form is required.

As the Contracting Officer of this award, I have reviewed the above documentation and agree with the above.

Typed Name of Contracting Officer

Signature

Date

EXCEPTION TO APPLICATION OF DFARS 252.232-7003

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

Simplified Acquisition Procedures Guide

Enclosure (9) 72

REFERENCES

1. U.S. General Accounting Office case B-302993 (25 Jun 04) at:

https://www.gao.gov/decisions/appro/302993.htm

2. DOD Joint Ethics Regulation Section 2-301b (Navy Guidance) at:

http://www.secnav.navy.mil/fmc/fmo/Documents/bus-cards.pdf

3. ASN(FM&C) memo of 9 Mar 99 at:

http://www.secnav.navy.mil/fmc/fmo/Pages/account_finance_policies.aspx

4. ASN(FM&C) memo of 26 Aug 99 at:

http://www.secnav.navy.mil/fmc/fmo/Pages/account_finance_policies.aspx

5. OSD memo of 15 Jul 99 at: http://www.secnav.navy.mil/fmc/fmo/Documents/buc.pdf

6. GAO B-247563, 11Dec 96 at: https://www.gpo.gov/fdsys/pkg/GAOREPORTS-B-247563-

4/html/GAOREPORTS-B-247563-4.htm

7. Section 508 of the Rehabilitation Act at: https://section508.gov/content/learn/laws-and-

policies

8. 51 Comp. Gen. 797, 6 Jun 72 at: https://www.gao.gov/products/B-86148

9. Comp. Gen. file B-200017, 10 Mar 81 at: www.gao.gov/products/B-200017

10. DODM 4140.01, Vol. 9 at: https://www.hsdl.org/?abstract&did=749850

11. DODI 4140.01 at: http://www.esd.whs.mil/DD/

12. 10 USC 2424 at: https://www.law.cornell.edu/uscode/text/10/2424

13. B-195133, 60 Comp. Gen. 181, 19 Jan 81 at: www.gao.gov/products/424604

14. 40 USC 34 at: https://www.gpo.gov/fdsys/granule/USCODE.../USCODE-2000-title40-

chap1-sec34

15. BUPERSINST 1001.39 (series) at: http://www.public.navy.mil/bupers-

npc/Pages/default.aspx

16. JTR, Chapter 2 at: www.defensetravel.dod.mil/Docs/perdiem/browse/Travel.../JTR(07-01-

16).pdf

17. Comp. Gen. B-200154, 12 Feb 81 at: www.gao.gov/products/440749

18. 5 USC 5946a: http://uscode.house.gov

Simplified Acquisition Procedures Guide

Enclosure (9) 73

19. 5 USC 4109 at: http://uscode.house.gov

20. 57 Comp. Gen. 526 at: https://www.gao.gov/products/451524

21. 53 Comp. Gen. 429 at: www.gao.gov/products/428446

22. B-195133, 60 Comp. Gen. 181, 19 Jan 81 at: www.gao.gov/products/424604

23. OPNAVINST 6250.4 (series) at: : https://doni.documentservices.dla.mil/allinstructions.aspx

24. DODI 4150.07 at: http://www.esd.whs.mil/DD/

25. OPNAV Manual 5090.1 at: https://doni.documentservices.dla.mil/manuals-opnav.aspx

26. 55 Comp. Gen. 346 at: www.gao.gov/products/470884

27. SECNAVINST 7042.7 at:

https://doni.documentservices.dla.mil/Directives/.../07.../7042.7K.pdf

28. SECNAVINST 3590.5 at: https://doni.documentservices.dla.mil/Directives/03000%20Nav

29. DODI 1348.19 at: http://www.esd.whs.mil/DD/

30. 10 USC 1125 at: www.gpo.gov/fdsys/search/pagedetails.action?packageI.

31. Public law 100-220 at: www.gpo.gov/fdsys/pkg/STATUTE-101/pdf/STATUTE-101-Pg

32. OPNAVINST 5090.1 (series) at: https://doni.documentservices.dla.mil/allinstructions.aspx

33. NAVSUP Publication 485 at:

https://nll.navsup.navy.mil/web/public_detail.cfm?stock_number=0530LP1177880

34. Buy It Green Guide at:

https://my.navsup.navy.mil/webcenter/portal/ccpmd_pc/page17382?_afrLoop=25884927567617

0&_adf.ctrl-state=yv4vgnayq_58#!

35. Executive Order 13693 at:

https://www.acq.osd.mil/.../DoD%20Guidance%20on%20EO%2013693%20FINAL%

36. DODI 4500.43 at: http://www.esd.whs.mil/DD/

37. OPNAVINST 4631.2E (series) at: https://doni.documentservices.dla.mil/allinstructions.aspx

38. DOD Manual 4500.36 at: www.acq.osd.mil/log/tp/.policies.html/Final_DoDM_450

Simplified Acquisition Procedures Guide

Enclosure (9) 74

39. NAVFAC Publication 300 at:

www.public.navy.mil/NAVSAFECEN/Documents/shore/motor_vehicle

40. Defense Travel Regulation, Parts I and II at: https://www.ustranscom.mil/dtr/index.cfm

41. DOD Approved Bus, Van & Limo Carriers Listing at:

www.defensetravel.dod.mil/Docs/BusAgreementPOCs.pdf

42. OPNAVINST 4650.15 (series) at: https://doni.documentservices.dla.mil/allinstructions.aspx

43. JTR, Vol.2 at: http://www.defensetravel.dod.mil/site/travelreg.cfm

44. NAVPERS 15665 series) at: http://www.public.navy.mil/BUPERS-

NPC/SUPPORT/UNIFORMS/UNIFORMREGULATIONS/Pages/default.aspx

45. 31 USC 1301(a) at: http://uscode.house.gov

46. 37 USC 415 at: http://uscode.house.gov