POSTING NOTICE. SUPPLEMENTS to this HANDBOOK are numbered consecutively. Check the last transmittal received for this handbook to see that the above supplement number is in sequence. If not, order intervening supplements at once on form FS-1100-6. Do not post this supplement until the missing one(s) is received and posted. After posting retain this transmittal until the next supplement to this handbook is received. Place it at the front of the handbook behind the title page.

Superseded New

Page Code (Number of Sheets)

06--1 thru 06--4 2 2

10.4 1 0

11--1 thru 11--2 0 1

21.1--1 thru 21.1--2 1 0

21.1--1 thru 21.2 0 2

34.1 0 1

34.4 1 0

34.5 thru 35--2 1 0

35--1 thru 35--2 0 1

41 thru 42--2 0 2

51 thru 52 0 1

Digest:

06 - Changes delegated authority amounts, training requirements and work complexity assignments.

21.1 - Adds Region 8 waiver procedures for GSA catalog items.

Digest con't

32 - Authorizes Forests to permit Ranger District and Job Corps Center ordering under service-wide Blanket Purchase Agreements.

34.4 - Changes AD-838 purchase order administration instructions.

35 - Adds approved foreign-made items.

41 - Adds provisions on copying limits. Identifies approval level for purchases from employees.

JOHN E. ALCOCK

Regional Forester

06--1

06 - REQUESTS FOR AUTHORITY.

Delegated Small Purchase authority and redelegation authority will be commensurate with identified need, and will comply with the training and experience requirement of the Small Purchase Training Curriculum and Work Assignment Policy in FSH 6309.32, and the limitations in FSM 6303 and 6304.

The Regional Director of Procurement and Property is authorized to delegate small purchase authority to GS-1102-5 through 9 series, personnel.

Forest Procurement Staff Section Heads GS-1102-11/12 may be issued authority to redelegate small purchase authority as follows:

--Up to $2,500 for services and $5,000 for standard supply items to qualified personnel at Ranger District and Job Corps locations for non-complex services and supplies (complexity levels "a." and "b." FSAR 4G01.675).

--Up to $10,000 to qualified GS-1105 personnel working in Forest Supervisors' offices (complexity levels "a." through "e." FSAR 4G01.675).

--Send requests for small purchase authority over $10,000 to the Regional Director of Procurement and Property for approval.

The training curriculum in FSH 6309.32, FSAR 4G01.672 applies primarily to the GS-1105 Purchasing Agent series. Make maximum delegations only to those persons performing purchasing as their primary duty, and thereby receiving the benefit of frequent experience with small purchases. Make work assignments and properly supervise in accordance with the FSAR 4G01.675.

Much of the purchasing for levels "a." and "b." is accomplished by personnel in other job series, particularly those at Districts and Job Corps Centers. The curriculum in 4G01.672 will have some application to them. It is not possible to address the experience and training requirements applicable to each of these "other job series"; therefore, the determination of the training required for delegation of open market authority to other than Purchasing Agents and for authorization to place Blanket Purchase Agreement (BPA) orders is shown under Region 8 Small Purchase Workbook requirements in this code.

06--2

The complexity work assignment levels "a." and "b." in FSH 6309.32, FSAR 34G01.675 (shown below) are primarily for non-procurement series personnel below the Forest Supervisor office level:

Type of Service Minimum Signatory By Whom

or Supply (Complexity) Level Assigned

a. Local Over-the- Anyone who has been properly Any Unit

counter purchases, delegated procurement procedure is

including short term authority. This area is satisfactory.

(continuous operation) intended to cover non-business

equipment rental, within management personnel. Any

the local trade area. authorized employee may order

(Short term is defined against Blanket Purchase

as two days). Agreements and place GSA Fedstrip

orders. In addition, any trained

personnel may enter into oral

committments with vendors for

goods and services under "a." up

to $1,000 per transaction (Forests

may further limit the scope of

this authority). Payments on these

orders may be made by issuing a

confirming AD-838 or other

established payment procedures.

b. Delivery orders Purchasing Agents and Any Unit

against FSS contracts; other properly qualified procedure is

standard commercial and trained Business satisfactory.

items outside the local Management Specialists (e.g.

trade area including BMA's and District Clerks).

standard office, Contract Specialists should

forestry; engineering rarely do the work described

and laboratory supplies; here or in "a" above except

standard building for training.

materials; and very

simple services such as

the rental of meetin

rooms and individual

call maintenance of

office equipment.

06--3

The entire training curricula in FSH 6309.32, FSAR 4G01.672 for levels "a" through "e" is intended for GS-1105 job series. For limited small purchase authority, non-procurement series personnel are not required to complete the entire training curricula. A minimum of 16 hours training in a workshop environment is recommended for non-procurement series personnel. Most delegations to these series should not exceed $1,000.00. Delegate authority as needed to levels "a." and "b." up to $2,500 for services, and $5,000 for supplies commensurate with appropriate training, however, they are limited to the complexity work assignment levels "a." and "b." respectively. In accordance with 4G01.675 do not assign work complexity levels "c." through "e." below the Supervisor's Office regardless of the amount of delegated authority or job series (for example no construction, no OF-294 equipment rental, no services or supplies requiring written specifications, etc., below S.O. level).

The Region 8 Small Purchase Workbook training for non-procurement series personnel who make purchases, and place BPA orders should include a minimum of 16 hours as determined appropriate by the delegating official.

R-8 For AD-838 For AD-744 For Imprest For BPA

Workbook Authority Authority Authority Ordering

1. Read entire ...................... X

Workbook, and

cited FSH, FSM

references,

complete all test

and scenarios.

2. Read Workbook .......................................... X..................... X.................. X

Ethics (p.7)

3. Read Workbook .......................................... X..................... X

Authorization to

purchase (p.3 &

11) and cited FSH

FSM references.

06--4

R-8 For AD-838 For AD-744 For Imprest For BPA

Workbook Authority Authority Authority Ordering

4. Read Part C ............................................... X..................... X.................. X

and cited FSH pp. 66-67 pp. 66-67 pp.66-67

FSM references

Complete Self-

Test Nos. 1 and 2........................................ X........................................... X

5. Read Part D ............................................... X..................... X.................. X

and cited FSH, ( pp. 85, 102-105) (pp. 85-97) (pp.108-115)

FSM references

Complete Self-

Test No. 1 ............................................................................ X

Complete Self-

Test Nos. 2 and 4...................................................................................... X

Complete Self-

Test No. 3 ................................................... X

11--1

11 - Requisitions. The minimum processing time frames are listed below for requisitions to provide sufficient advance notice of small purchase procurement needs:

Processing

Days Needed

Dollar Range Type of Items Before Award

$1,000-Under Services 5-10

Supplies

$1,000-$2,500 Services 10-15

$1,000-$25,000 Supplies 20-40

$2,500-$25,000 Services 40-60

$2,000-$25,000 Construction 40-60

$25,000-Higher (All items - see FSM 6304 for Contracting

time frames).

Cut off dates and approval requirements for purchases from appropriations expiring September 30 are set forth in R8 Supplement to FSM 6304, and FSH 6309.32 (FSAR 4G07.170).

Purchase of restricted and distinctive items listed in Chapter 40 may require longer than normal processing time.

Forest Supervisors and Regional Staff Directors shall develop annually a small purchase plan to identify and list program needs for small purchases of services, equipment, and supplies. The plan shall be used in conjunction with the requisition process to notify ordering offices of needs sufficiently in advance, to ensure timely procurement action and delivery. Contents of this plan shall include listing of: - Item Description, - Desired Delivery Date, -

11--2

Purchases requiring wage rates ($2,500 services, $2,000 construction), - Purchases requiring GSA waiver (See R-8 supplement to Ch. 20, Section 21, Paragraphs 7 and 8 for dollar thresholds requiring waiver) or prior approval, and action by USDA, WO, RO, and SO, regardless of dollar amount, - Purchases requiring competition. Consolidate items logically and economically.

Forest may add non-conflicting listing requirements.

Regional Office Units may choose to use the Advance Acquisition Plan format (Report No. R8-6300-A) in the DG System to list their small purchase needs.

21.1--1

21 - SOURCES. As authorized by Forest Supplement, Ranger Districts and Job Corps Centers may order supplies and services from the sources listed in section 21.1, paragraphs 1 through 6, within authority delegated on Form FS-6300-17, Delegation of Authority (Small Purchases). See code 06 - Request for Authority, for delegation limitations and complexity of work assignment levels.

21.1 - Supplies

4. Excess Personal Property. Transfer orders for excess personal property requires prior approval of the Unit Property Management Officer.

7. Wholesale Supply Sources

a. GSA Supply Catalog.

(1) See FPMR 101.26 Temporary Regulation E-90 and R-8 procedures

for approval, justification, waiver requirements and dollar thresholds.

(4) Region 8 waiver procedures for General Services Administration

(GSA) catalog items are as follows:

Process waiver request from $100 to $5,000 through the Forest Supervisor's Office. Process waiver requests above $5,000 through the Regional Director of Procurement and Property.

(a) All dollar amounts in (b) through (e) below are Per Line Item.

(b) Any source is authorized below $100.

(c) Between $100 and $1,000 any source is authorized, provided all

costs, including administrative cost have been considered and the purchase file documented. The documentation is to be made and approved in the Forest Supervisors Office by procurement series personnel knowledgeable of purchasing procedures and all costs involved. Include just enough information to explain why the particular actions were taken.

(d) Between $1,000 and $5,000 any source is authorized, however,

documentation must include:

21.1--2

(1) Comparative Descriptions for GSA Catalog item and the item from the other source. Describe or illustrate the characteristics or construction of the item or explain its operation and function.

(2) Comparison of delivered prices, and comparison of pertinent technical differences between the item from the other source and the GSA item.

(3) Performance inadequacies of the GSA item.

(4) Performance and other advantages of the item desired such as technical, or economics of operation.

(5) Is item(s) on the small purchase plan or AAP, and how many may be needed in the current fiscal year.

(6) Is item foreign made or on any Federal Supply Schedule.

Prepare documentation meeting the above requirements jointly by the requisitioner and a knowledgeable procurement series person. Forward to RO Procurement and Property - Operations Group. Until further notice, the Washington Office is restricting the signing of such documentation to Regional Procurement Directors or their equivalents.

Above $5,000 requires GSA waiver approval as set forth in FPMR 101-26.100-2.

b. Defense Logistics Agency (DLA). Submit annual minimum requirements totaling 10,000 gallons, with a minimum delivery of 50 gallons to any one point in a single delivery to DLA as set forth in FPMR 101-26.602-3, and place orders as provided in the DLA Contract Bulletin.

8. Federal Supply Schedules. As authorized by Forest Supplement, Ranger Districts and Civilian Conservation Centers may maintain files of Federal Supply Schedules (FSS) or term contracts for specific classes of items or services.

See current FSS for minimum dollar ordering thresholds. The minimum dollar thresholds are in the schedules. No GSA waiver is required below those amounts.

21.2

Multiple award schedules also have color code designators as shown below. These designators and the following definitions identify the required prior approval levels of a justification and request to order an item that is not the lowest priced item (see FPMR 101-26.408-3 and exhibit 1 of parent text, FAR 8.405-1).

The definition of approval levels for color coded schedules is as follows:

Green pages (bond) - alpha designator "g":

"Routine approval" consists of a brief written statement from the individual authorized to sign requisitions, their supervisors, or any staff or Line Officer stating why other than the lowest priced item is required.

Yellow pages (bond) - alpha designator "y":

The term "Head of the Contracting Office" refers to the following for each respective organizational level:

District/Forest - Forest Contracting Officer or higher. Station - Administrative Services Officer or higher. Region or Washington Office - Contracting Officer in charge of small purchases unit, or higher level (Group Leader).

Red pages (bond) - alpha designator "r":

District, Forest, or Region - Regional Director of Administrative Services (or equivalent) or Group Leaders. Station - One supervisory level higher than "yellow" approval level. Washington Office - Procurement Operations Group Leader or Acting.

21.2 - Services

1. Acquisitions From the Committee for Purchase From the Blind and Other Severly Handicapped.

FAR subparts 8.6 and 8.7 are to be followed for purchases of Federal Prison Industry items and items on the list published by the Blind and other Severly Handicapped. Obtain ordering information from the Forest purchasing office.

34.1

31 - BIDDER'S LISTS. The correct reference is PRODUCT OR SERVICE SOURCE LIST. Do not identify offerors on small purchases as bidders.

32 - BLANKET PURCHASE AGREEMENTS (BPA). Only persons in the Forest Supervisor's Offices with properly delegated authority may sign or establish Blanket Purchase Agreements as authorized by the Forest purchasing office. Ranger Districts and Job Corps Centers may place orders under those Blanket Purchase Agreements established by the Wasington Office for service-wide use.

Procure known or anticipated needs exceeding $25,000 during a year under the contracting procedures in Federal Acquisition Regulations Parts 14 or 15.

33 - IMPREST FUNDS. Conditions for use and procedures for imprest fund purchases are those in FSH 6509.13b, Imprest Fund Payments Handbook, Chapters 0400 and 0700.

34.1 - Placing Orders.

1. Purchases not over 10 percent of the small purchase limitation may be made without securing competition if the purchasing officer considers the prices and terms to be reasonable.

Purchases over 10 percent of the small purchase limitation require oral or written competitive quotations and documentation of the quoters contacted, prices and terms obtained. Purchase of construction over $2,000 requires written solicitation of quotations. Retain data supporting small purchases as specified in FSH 6209.11 (6310-3).

4. Each purchase order for chemical which include pesticides shall contain the following terms and conditions:

Vendor shall provide one copy of the Material Safety Data Sheet (Form OSHA-20), or essentially similar form, for each chemical or pesticide on this purchase order which would constitute a health hazard to workers when used without special precautions and controls. Vendor is to provide this information under separate cover to the following address: (Indicate desired mailing address).

34.4

34.4 - Use and preparation of Purchase Order Forms.

1. Form AD-744, Purchase Order/Invoice/Voucher.

a. Prescribed Use.

(5) It is permissible to mail AD-744's for purchases when thefollowing conditions are met:

(a) Delegated authority exists sufficient for the purchase.

(b) Authorized by Forest Supplement.

(c) Items purchased are in vendors stock and immediate delivery is possible.

(d) The purchase is for a firm fixed price including shipping, only

one delivery and one payment.

(e) Any claim under the above clauses should be sent to the

Forest Contracting Officer for consideration and settlement.

2. Form AD-838 Purchase Order.

a. Prescribed Use

(1) Authorize Ranger Districts and Job Corps Centers to issue form AD-838 purchase orders by Forest Supplement. See chapter 50 for equipment rental purchase orders. Administration of these purchase orders is limited to follow-up on delivery, inspection, receipt, and initiation of payment, i.e., any normal changes and transaction. Administration requiring changes outside the scope, termination, or other legal aspects of the transaction is reserved to a Forest Contract Specialist or Level "e" Purchasing Agent. This provision is designed to relieve the purchasing official of requirements for which they are not trained.

34.5 - Followup on Orders. Procedures for follow up on purchase orders issued by the Regional Office shall be as follows:

At the time the purchase order is issued, a copy of the purchase order will be forwarded to the requisitioning unit. The requisitioning unit shall note the "time for delivery" specified in block 23 and arrange to check for delivery on that date.

35--1

The requisitioning unit is responsible for notifying the ordering office when the order is past due, urgently needed, or follow-up action is otherwise appropriate. Use electronic notification, on form R8-6300-10, Procurement Inquiry Card.

Forests shall establish, by Supplement, a purchase order follow-up system which will provide for checking for delivery on dates delivery is due, and notifying the ordering office of deliquent delivery, or when follow-up action is otherwise appropriate.

35 - FOREIGN PURCHASES. Send actions requiring Washington Office or Regional Office approval to the Regional Office Procurement and Property Unit - Operations Group.

4. Competitive, but no a. Level above the Contracting Officer

CBD Advertisement. means a Supervisory Contracting

Officer. If the Contracting Officer is

5. Sole Source Foreign the highest level Contract Specialist

made item. or Purchasing Agent on the unit, this

term means the individual with

procurement authority in charge of the

procurement function at the next higher

organizational level.

b. (Head of the Contracting Activity

means Chief of the Forest Service, or

Director of Procurement and Property,

Washington Office).

c. Chief of the Contracting Office

means Regional Director of

Procurement and Property.

The following items have been approved in advance and do not require additional approvals.

Altimeters Levels, abney and surveying

Binoculars and spotting scopes Map measure

Brush ax and blade Marker, waterproof ink

Calculators, hand-held for aerial photos

Calipers, aluminum Radio, CB

Clinometer - all Relaskop

35--2

Compass, hand, liquid filled Rock drill and accessories

Four wheel all terrain vehicles Stereoscope, mirror

Measuring tape, fiberglass Theodolite and transits

Increment borers and hammers Trail bikes

Transmission, tree planting auger

I hereby authorize the procurement of the items noted above in accordance with FAR Part 25 as corresponding articles, materials, or supplies are not mined, produced, or manufactured in the United States in reasonably available commercial quantities and of a satisfactory quality.

/s/ Harold W. Carlsen

HAROLD W. CARLSEN

Director, Procurement & Property

41

41 - RESTRICTED ITEMS. Do not purchase items requiring prior approval by the Washington Office below Forest Supervisor's Office level. Submit approval requests for items requiring Washington Office (WO) or Regional Office approval to the Regional Office (RO) as follows:

1Aerial Photography (Flying) - Submit requests direct to RO Engineering.

1Consulting Services (Departmental Regulation 5000-2, FSH 6309.32 - AGAR 437.2) - Submit requests for budget allocation direct to Planning & Budget. Submit approval request to Procurement and Property Unit for coordination. Prior approval is required at an organizational level above the sponsoring organization, regardless of dollar amount.

1Employees - Purchases from employees requires prior approval from the WO, Director of Procurement and Property.

3Extravagant Purchases - Forest Procurement Officers will refer questions regarding such purchases to the Forest Administrative Officer for determination. Resolutions regarding such purchases in the Regional Office is the joint responsibility of the Procurement & Property and Fiscal & Law Enforcement Staff Directors.

1Heavy Equipment and Motor Vehicles - Submit requests to RO Engineering.

1Videos, Motion Pictures, multi-image and other contracted audiovisual programs - Submit requests to RO Public Affairs.

1Video recording, playback and projection equipment and multi - projector slide equipment - submit requests to RO Public Affairs.

1Printing, Duplicating, Binding, and Related Supplies & Services (FSM 1633) - Submit requests direct to RO Public Affairs.

NOTE: Duplicating/copying work (not printing) can be accomplished without prior approvals for: (1) quantities not exceeding 5,000 copies of any one page, and (2) work not exceeding 25,000 copies of pages in the aggregate.

42--1

1Publications - Submit publishing requests direct to RO Public Affairs (FSM 1631). (See FSM 1673, Department Regulation 1020-1 for Expendable and Non-expendable classification, and reference aids).

2Radios and Electronic Equipment - Submit requests (Not on National Radio Contract) to RO Management Systems.

2Telecommunication Equipment and Services and Microwave Equipment - Submit requests to RO Management Systems.

2Purchase of refreshments, snacks or meals for Forest Service sponsored meetings or training sessions by including the price of such in the total rental cost of a conference/meeting room, or facilities is not authorized. The authorized Regional Fiscal Officer is to review all such cases before purchase. Requisitions for such are to include Fiscal Officer approval.

Submit approval requests for restricted items not listed above to the RO Procurement and Property Staff Unit, Operations Group.

Purchases from relatives of employees are prohibited under most circumstances. Obtain prior approval in writing from a Line Officer at the Supervisor's Office level. The requirements for determination and prior Line Officer approval are set forth in FSH 6309.32, FSAR 4G03.671.

Procure personal services at the Supervisor's Office level or above within the authorizations and limitations set forth in FSH 6309.32, AGAR 437.104, FSAR 4G37.104.

42 - DISTINCTIVE ITEMS.

3. Aircraft (aerial) Facilities and Services (FSM 5700). Procure Air Tanker and Transport Category helicopter services only under contracts awarded by the Washington Office. Requisiton needs through the Regional Aviation and Fire Unit.

Obtain aircraft rental and services only by competitive solicitation (FAR Parts 14 and 15) where known or anticipated needs exceeds $25,000, and by Request for Quotation (RFQ) where known or anticipated needs are less than $25,000.

42--2

Obtain unknown and unanticipated needs for intermittent use of aircraft rental and services of less than $2,500 under Blanket Purchase Arrangement (BPA), based upon oral price quotations or under price lists. Obtain BPA format from Procurement and Property Unit - Operations Group.

12. Certificates, medals, or other emblems in Honorary Recognition of Service. (See also FSM 6511 and 6521 for authority and purchase limitation).

51

51 - PROCUREMENT PROCEDURES. Include the following clause in block 14 of Form AD-838, Purchase Order, or in the clauses which are included with the order:

Use and complete the following clause as appropriate.

452.237-70 Loss, Damage, Destruction and Repair (Feb 1988)

(a) For equipment furnished under this contract without operator, the Government will assume liability for any loss, damage or destruction of such equipment, not to exceed a total of $ ********, except that no reimbursement will be made for loss, damage or destruction due to (1) Ordinary wear or tear, (2) mechanical failure, or (3) the fault or negligence of the Contractor or the Contractor's agents or employees.

(b) For equipment furnished under this contract with operator, the Government shall not be liable for any loss, damage or destruction of such equipment, except for loss, damage or destruction resulting from the negligent or worngful act(s) of Government employee(s) while acting within the scope of their employment.

(c) All repairs to equipment furnished under this contract shall be made by the Contractor and reimbursement, if any shall be determined in accordance with (a) or (b) above. Repairs shall be made promptly and equipment returned to use within ****** hours. In lieu of repairing the equipment, the Contractor may furnish similar replacement equipment within the time specified. The Contractor may authorize the Government to make repairs upon the request of the Contracting Officer. In such case, the Contractor will be billed for labor and parts.

Supplement the clause to provide that the Contractor authorize the Government to make emergency repairs. Use an adaption of the following language.

"The Government is authorized to make necessary

emergency repairs up to $200 and deduct the cost

from payments to the Contractor.

Use such provision only for equipment rented without operator.

52

52 - RENTING FROM FOREST SERVICE EMPLOYEES. Limit rental from employees to cases of infrequent short-term, immediate or urgent need, which is also advantageous to the Government, and avoids as far as practicable the appearance of favoritism or conflict of interest. Approve such requests in writing in advance of rental, at the Forest Supervisor level, for Forests, and the appropriate Deputy Regional Forester for Regional Office Staff units. Obtain post approvals for emergency rentals to protect life or property at the same levels as advance approvals (FSH 6309.32, FSAR 4G03.670). Include approval in the procurement file.