POSTING NOTICE . This supplement replaces all text except Interim Directives (ID's). Do not check for the last transmittal received for this title. Replace the entire title text except ID's. Place this transmittal sheet at the front of the title and retain until the first transmittal of the next calendar year is received.

Superseded

FSM Blue Pages Sheets

6304--1 thru 6304--2 1

6304.13f--1 thru 6304.13f--4 2

6304.3 thru 6304.4 1

6310.42 1

6312.31 1

6312.41 1

6314.4--1 1

6315.13--1 thru 6315.13--2 1

6316.2--1 thru 6316.2--6 3

6316.3--1 1

6317.13 1

6320 1

6342.2 1

Supplements Covered

SUPP #31, 12/87

#27, 11/82

#28, 4/83

#29, 8/83

#30, 9/83

New

Document Name Pages

!6300 ZERO CODE 4

6320 1

Digest:

6302 thru 6304.6 ; 6320 - Direction has not been changed. Some minor typographical and technical errors were corrected. Text corresponds with the text located in the R8 Information Center, and includes:

!6300 ZERO CODE

6320

The electronic document names are shown above for ease in accessing them from the R8 Information Center.

6304.13f; 6310.41 thru 6317.13; 6342.2 - Removes obsolete material.

Supplement numbers and dates noted above are listed for historical purposes only.

All subsequent supplements will be issued by document.

JOHN E. ALCOCK

Regional Forester

6302 - OBJECTIVES

5. Assign only trained and qualified personnel to administer contract work. Ensure that the degree of administration or inspection is commensurate with the magnitude, complexity and sensitivity of the project. Provide contract administration and inspection personnel in the proper numbers with the appropriate skills to fulfill the Forest Service's obligations under the contract.

Listed below are criteria for selection and designation of Contracting Officer's Representatives and Inspectors:

a. For construction of public work contracts: Required training and certification on construction of public work contracts are prescribed in FSM 7115 and FSH 7109.17.

b. For Service and Supply contracts: In keeping with the requirements in FSM 6304.6,3,J, Southern Region employees designated as Contracting Officer's Representatives or Inspectors on service and supply contracts shall have completed a minimum of 24 hours training on contract administration and inspection.

Forests are responsible for planning and scheduling training workshops as needed. In order to assist Forests and monitor Regionwide contract administration training efforts, Forests shall notify the Regional Office Procurement & Property Staff Unit of their plans for such training at least 90 days in advance of scheduled dates.

Regional Office Procurement and Property Staff Unit is responsible for planning and scheduling COR and Inspector training for Regional Office staff personnel as needed.

6304 - RESPONSIBILITY. Cut off Dates. Regional Office Staff Units and Forests Offices shall use the cut-off dates listed below to ensure that planning objectives are accomplished in a uniform and orderly manner. All procurement requests shall include the necessary specifications, drawings, permits, clearances and funding approval.

Documentation. Support any exception to the cut-off dates on procurement transactions paid from appropriations terminating September 30 by a written statement in the procurement file to justify that such expenditures properly obligate the appropriation for that year, for needs previously planned or scheduled. If the proposed procurement is not on the Unit's acquisition plan, the supporting statement must explain the omission.

Requisitioners shall prepare the justification statement for any exception, supporting the existence of a "bona-fide need" essential to the Agency's mission and objectives. The written statment must justify that such expenditures properly obligate the appropriation for that year for needs previously planned or scheduled. Submit all procurement requests and justifications after the cut-off dates to the Unit Line Officer (Forest Supervisor or Deputy for Forests; the appropriate Deputy for Regional Office Units) for review and approval prior to sending the request to procurement. If approved, send the justification statement signed by the Unit Line Officer to the procurement office, and retain it with the permanent procurement file.

Procurement personnel may not process for award any procurement after these cut-off dates without Line Officer approval of the supporting statement.

Final Cut-Off Date

for Receipt of

Requisitions and Normal

Contract Action Processing

Requests in Pro- Days Needed

curement Office Dollar Range Type of Items Before Award

September 1 $1,000 - Under Services 5-10

Supplies

August 25 $1,000 - $2,500 Services 10-15

August 10 $1,000 - $25,000 Supplies 20-40

July 15 $2,500 - $25,000 Services 40-60

$2,000 - $25,000 Construction

June 28 $25,000 - Higher Services 60-75

Supplies

Construction

June 1 $25,000 - Higher Competitive 75-120

Negotiations

(all types of items)

The above time frames are the normal time requirements for acquiring standard items and services and do not allow for problems such as bid protests, mistakes in bid, SBA responsibility determinations and so forth, and special approvals or actions which could cause delay in award until after year-end. Units shall forward their procurement requests at the earliest date prior to the final cut-off date to better ensure that timely procurement action can be taken to obligate funds.

Forest Cutoff Dates and Procurement Coordinator. Forests shall establish procurement cutoff dates not later than those above. Forest Administrative Officers are designated as coordinators responsible for monitoring year end procurement activities to insure that they are in full compliance with laws, regulations and policies.

6304.2 - Regional Foresters and Station Directors

2. FSH 6309.32 (FSAR 4G01.675) contains Southern Region procedures for work assignment based upon complexity and delegated authority, involving shared/served Forests.

3. FSH 6309.32 (FSAR 4G19.201) contains Southern Region procedures on procurement preference goal-setting and reporting.

6304.3 - Regional Directors of Administrative Services or Their Equivalent and Heads of Administrative Services Sections at Research Stations

2. As provided by 6304.1b, the Regional Director of the Procurement and Property Unit is responsible for delegating small purchase authority and small purchase redelegation authority.

The Southern Region policy on Delegation of small purchase authority is as follows:

a. 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 limitation in FSM 6303 and 6304.3.

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

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

--Up to $2,500 to qualified personnel at Ranger District and Job Corps locations for non-complex services and supplies.

--Up to $10,000 to qualified GS-1105 personnel working in Forest Supervisors offices.

d. Send any requests for procurement authority over $10,000 to the Regional Director of Procurement and Property for approval.

6304.4 - Forest Supervisors . Forest Supervisors are responsible for the identification and planning of Forest procurement needs and for the development of an Advanced Acquisition Plan that will ensure those needs are acquired in full compliance with procurement and fiscal laws, rules and regulations. Procurement planning must include, as a minimum, the essential elements prescribed in FSH 6309.32 - FSAR 4G-07.170, and FSH 6309.12 (Ch. 10).

Forest Supervisors are responsible for planning and scheduling procurement actions to accomplish distribution of contract awards throughout the fiscal year to avoid year-end peaking.

6304.6 - Staff Directors, Staff Officers, and Program Managers. Regional Office Staff Directors are responsible for the identification and planning of their Unit needs and for the development of an Advanced Acquisition Plan that will ensure those needs are acquired in full compliance with procurement and fiscal laws, rules and regulations. Procurement planning must consider, as a minimum, the essential elements required by the instructions, procedures and format in Regional Office Procedures Handbook FSH 6209.21, Chapter 630.

Forests may supplement this chapter to provide direction to Ranger Districts and Job Corps Centers which do not maintain FSH 6309.32 (Federal Acquisition Regulations).