PART WBR 1413
SIMPLIFIED ACQUISITION PROCEDURES
SUBPART WBR 1413.1 PROCEDURES
WBR 1413.106-3 Award and documentation.
SUBPART WBR 1413.3 SIMPLIFIED ACQUISITION
WBR
1413.301 Governmentwide commercial purchase card.
WBR 1413.302 Purchase Orders.
WBR 1413.302-3 Obtaining contractor
acceptance and modifying purchase orders.
WBR 1413.303 Blanket Purchase Agreements
(BPAs).
WBR 1413.303-1
General.
WBR 1413.303-6
Review Procedures.
WBR
1413.305 Imprest funds and third party drafts.
WBR 1413.305-2 Agency responsibilities.
WBR 1413.305-4 Procedures.
WBR 1413.307 Forms.
SUBPART 1413.5 -- TEST PROGRAM FOR CERTAIN COMMERCIAL
ITEMS
WBR 1413.500
General.
WBR 1413.501
Special Documentation Requirements.
PART WBR 1413 - SIMPLIFIED ACQUISITION PROCEDURES
SUBPART WBR 1413.1 -- PROCEDURES
WBR 1413.106-3 Award and documentation.
(a) Documentation of simplified acquisition transactions not
greater than $100,000 ($25,000 for construction requirements)
may be accomplished using Reclamation form 7-2080, Small Purchase
Documentation Memorandum (illustrated in WBR 1453.303-2080).
(b) Documentation of simplified
acquisition transactions greater than $100,000 ($25,000 for construction
requirements) shall be accomplished using Reclamation form 1453.303-1413-1.
Contracting officers may use this format for actions which do
not exceed these thresholds as they deem appropriate.
(c) Sole source justifications for simplified acquisitions
not greater than the simplified acquisition threshold can be submitted
electronically and do not require an original signature.
(d) Justifications for sole source requirements being acquired under FAR Subpart 13.5 shall be prepared and approved in accordance with FAR 13.602 and WBR 1406.303-2(b) .
SUBPART WBR 1413.3 -- SIMPLIFIED ACQUISITION
METHODS
WBR 1413.301 Governmentwide commercial purchase card.
(a) General. Personnel who are authorized to use the purchase
business line under the DOI Integrated Charge Card (ICC) Program
Guidelines shall follow the guidance included in the DOI Guidelines
and the Bureau
of Reclamation Purchase Line Handbook (PURLBOOK). The PURLBOOK
establishes Reclamation policies and procedures for use of the
purchase business line. Copies of the handbook are available from
AAMD, D-7800, from Regional CCOs or online at http://www.usbr.gov/pmts/acquisitions/et/0318A1.doc.
(b) Authority. The HCA has delegated authority to the BPC and
the CCOs to issue, amend, or rescind delegation of purchasing
authority to cardholders. This authority may be delegated to regional
purchase line card coordinators (PLCC).
(c) ICC as payment vehicle. The ICC may be used to make payments
under single delivery written purchase orders greater than $2,500
but not exceeding $100,000. Purchase orders formed on this basis
of payment shall not be reported to FFS for obligation since the
obligation will be recorded at the time of payment. However, in
order to avoid potential Anti-Deficiency Act violations (annual
and multiple year funding) and/or substantial accounting period
under obligation (no-year funding), ICC payments which are not
made by the end of a fiscal year shall be accrued in accordance
with instructions provided by the Finance and Accounting Services
(D-7700).
WBR 1413.302-3 Obtaining contractor acceptance and modifying purchase orders.
Standard Form 30, (SF-30) Amendment of Solicitation/Modification of Contract shall be used to modify purchase orders in accordance with WBR 1443.301 .
WBR 1413.303 Blanket purchase agreements (BPAs).
The Reclamation Blanket Purchase Agreement (BPA) Handbook establishes policies and procedures for use of BPAs. Copies of the handbook are available from AAMS, D-7800 or online at http://www.usbr.gov/pmts/acquisitions/bpahandbook.html
WBR 1413.303-6 Review procedures.
Review procedures are contained in Section V of the BPA Handbook.
WBR 1413.305 Imprest funds and third party drafts.
WBR 1413.305-2 Agency responsibilities.
(a) Use of the Governmentwide commercial purchase card prescribed under WBR 1413.301 shall be considered as the preferred purchasing method, rather than using imprest funds, when a purchase card transaction is feasible.
(b) The HCO, or designee, may designate personnel authorized to make purchases using imprest funds.
(a) In accordance with local procedures, an approved and validated Reclamation form 7-702, Requisition, Standard Form 1164 (SF-1164), Claim for Reimbursement for Expenditures on Official Business, or handwritten entries on the receipt or invoice showing the specified need, appropriate approval(s), and accounting information (18 or 19-digit cost structure, 7-digit cost center, and 4-digit object class code) shall be presented to the designated cashier prior to receiving funds.
(b)(1) The authorized purchaser shall place his or her signature on the "Interim Receipt for Cash" portion of Standard Form 1165 (SF-1165) Receipt for Cash Subvoucher; and
(2) The designated cashier shall establish a purchase file for the action;
(c) The file shall contain acknowledgment of a receipt of payment using a signed and dated --
(1) Sales receipt from the supplier for over-the-counter purchases;
(2) A shipping invoice for C.O.D. deliveries to a designated point; or
(3) In the absence of documents in subparagraphs (3)(i) or (3)(ii) above, a SF-1165, Receipt for Cash-Subvoucher;
(d) A "Received and Accepted" certification shall be made on the applicable document in subparagraph (c) above, signed and dated by the purchaser;
(e) The receipt in subparagraph (c) above, certified in accordance with subparagraph (d) above, and any unused cash shall be returned to the cashier; and
(f) The designated cashier shall void the receipt obtained in subparagraph (b)(1) above and record completion of the action in the purchase file.
(a) Forms for transactions not made using IDEAS.
(1) In accordance with FAR 13.307, Reclamation form 7-711, Order for Supplies or Services (illustrated in WBR 1453.303-7-711) and form 7-711A, Order for Supplies or Services Schedule - Continuation (illustrated in WBR 1453.303-7-711A) shall be used as purchase order forms for transactions not made using IDEAS.
(2) Conditions of Use for forms 7-711 and 7- 711A. Reclamation forms 7-711 and 7-711A shall be used under the conditions listed in --
(i) FAR 53.213(f); and
(ii) For receiving purposes --
(A) Block 11 of form 7-711 shall specify that invoices are to be sent to the mailing address for the "Designated billing office" which is also the receiving location; and
(B) Delivery instructions shall avoid specifying names of individuals when there is a centralized receiving office at the delivery location.
(b) Standard Form (SF) 44, Purchase Order-Invoice-Voucher.
(1) The SF 44 can be used as an alternative purchasing method only if all the conditions listed in FAR 13.306 are satisfied.
(2) The CCO is responsible for --
(i) Safeguarding unissued books of SF-44 forms;
(ii) Issuing procedures for designating personnel authorized to use the forms; and maintaining records of the serial numbers of each book of forms, the person to whom the book(s) a reissued, and the date of issuance;
(iii) Reviews of purchases made by authorized users for compliance with the requirements of this SUBPART; and
(iv) Instructing users on their responsibility for compliance with the following requirements governing use of the forms --
(A) Conditions for use in FAR 13.306;
(B) Funding availability;
(C) Purchasing from Government sources of supply required by FAR PART 8;
(D) Purchasing from small businesses in accordance with FAR 13.003(b) ;
(E) Documentation required by FAR 13.202(b) ;
(F) Prohibition against purchasing nonexpendable personal property unless control procedures have been established by the responsible property officer; and
(G) Prohibition against splitting requirements to stay within the micro- purchase levelA (FAR 13.003(d)) .
SUBPART WBR 1413.5 TEST PROGRAM FOR CERTAIN
COMMERCIAL ITEMS
COMMERCIAL ITEMS
WBR 1413.500 General.
(c) When acquiring commercial
items under FAR
Subpart 13.5, contracting officers must include a stipulation
in each solicitation:
(1) That the procurement is being conducted under the FAR Subpart
13.5 Test Program;
(2) That simplified acquisition
procedures apply; and
(3) Whether the acquisition
is being conducted according to FAR Parts 12, 13,14, 15, or some
combination thereof.
(i) If using a combination, the solicitation must provide notice of which procedural provisions apply.
(ii) If offerors are required to prepare detailed written proposals addressing unique government requirements, the solicitation must disclose the relative weights of evaluation factors and significant subfactors. The selection decision must include rationale which sets forth a basis for the tradeoffs made, including an explanation of any perceived benefits associated with additional costs.
WBR 1415.501 Special Documentation Requirements
(a)(2) Justifications for sole source actions must be approved:
(i) Over the simplified acquisition threshold through $500,000, the CO must certify that the justification is accurate and complete to the best of the CO's knowledge and belief.
(ii) Over $500,000 to $5 million, the justification must be signed and approved by the CO and the CCO and submitted to AAMD, D-7800, for approval by the Competition Advocate.
(iii) Refer to WBR 1406.303-2(b) for technical or requirements personnel certification instruction.