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SMG f:2620.2

FDA STAFF MANUAL GUIDES, VOLUME III - GENERAL ADMINISTRATION

PROCUREMENT AND SUPPLY MANAGEMENT

PERSONAL PROPERTY

REPORTING CONTRACTUAL ACTIONS ACQUIRED BY FDA FIELD OFFICES

Transmittal Number 91-41 -- Date: 06/27/1991

[PDF Version]

  1. Purpose
  2. Policy
  3. Reporting Requirements
  4. Public Health Service Contracts Information System (PHSCIS)
  5. Delivery Orders Off GSA Schedule or Other Federal Source Other than an Interagency Agreement (Over $25,000)
  6. Small Business Competitiveness Demonstration Program
 

Attachment A - Summary Contract Action Report ($25,000 or Less)
Attachment B - Code Sheet for Delivery Orders Off GSA Schedule or Other Federal Source Other than an Interagency Agreement (Over $25,000) - for Input to DCGM Database
Attachment C - Code Sheet for Small Business Competitiveness Demonstration Program

1. PURPOSE 

This Guide prescribes Food and Drug Administration (FDA) policy and procedures relative to the reporting of actions and dollar amounts for contracts, purchase orders, calls against a blanket purchase agreement, order against a basic ordering agreement, delivery order, or modification that obligates or deobligates funds during the reporting period provided for FDA field personnel.

2. POLICY 

It is FDA's policy to capture contractual obligation and deobligation information for submission to the Public Health Service Contracts Information System (PHSCIS). This data includes all purchases performed by field personnel.

3. REPORTING REQUIREMENTS 

Each FDA field office with delegated procurement authority (See SMG 1440.2) must submit a "Summary of Contract Action Report ($25,000 or Less)" (Standard Form 281), on a fiscal year quarterly basis within five (5) working days following the end of the report period, to the Policy and Evaluation Branch (PEB), Division of Contracts and Grants Management, HFA-505, Rockville, Maryland. The Report format is provided as Attachment A. This report may be faxed to PEB with a hardcopy to follow. Instructions for completing this Report are provided in an FDA Manual entitled "FDA Field Office Instructions for Reporting the Summary Contract Action Report ($25,000 or less)." This manual is available from PEB, upon request.

In addition to this quarterly report, an additional reporting requirement is established for the fourth quarter of each fiscal year. Each field office with delegated procurement authority must submit its overall monthly contracting expenditure total for the month of July and August within five (5) working days following the end of the respective month. This monthly total may be telephoned to the PEB on FTS 443-2525.

4. PUBLIC HEALTH SERVICE CONTRACT INFORMATION SYSTEM (PHSCIS) 

The Public Health Service (PHS) has issued a PHS Contracts Information System Specifications Manual as a single source of PHS procurement award data that will satisfy PHS reporting obligations to the Departmental Contracts Information System (DCIS) and the Federal Procurement Data System (FPDS). This Manual is included in the FDA Manual referenced in Paragraph 3, above.

5. DELIVERY ORDERS OFF GSA SCHEDULE OR OTHER FEDERAL SOURCE OTHER THAN AN INTERAGENCY AGREEMENT (OVER $25,000)

Awards of GSA Orders or orders placed with other Federal sources other than an interagency agreement over $25,000 are considered "contracts" for reporting purposes in the Department's CIS. For all GSA and other Federal source orders over $25,000, field personnel must complete a "Code Sheet for Delivery Orders Off GSA Schedule or Other Federal Source Other Than an Interagency Agreement (Over $25,000) - for Input to DCGM Database" and submit the Code Sheet along with a copy of the Order to DCGM/PEB within five (5) working days following award. The Code Sheet format is provided as Attachment B.

6. SMALL BUSINESS COMPETITIVENESS DEMONSTRATION PROGRAM 

The Department has been identified as one of nine agencies to participate in the "Small Business Competitiveness Demonstration Program." This program was established to demonstrate whether small businesses in certain industries can compete successfully on an unrestricted basis, and whether the use of targeted goals and management techniques can expand small business participation in federal contracting opportunities. This Program does not apply to buys off the Federal Supply Schedules.

The program consists of two major components: (1) four Designated Industry Groups (DIGS), which test unrestricted competition, and (2) Targeted Industry Categories (TICS) which test enhanced small business participation.

A. The following DIGS are covered by this program:

1. Construction under Standard Industrial Classification (SIC) Codes that comprise major groups 15, 16, and 17 (excluding dredging) [Federal Procurement Data System (FPDS) Service Codes Y216 and Z216];

2. Refuse Systems and related services including portable sanitation services under SIC Code 4212 or 4953, limited to FPDS Service Code S205;

C. Architectural and Engineering Services (including surveying and mapping) under SIC Codes 7389, 8711, 8712, or 8713 (limited to FPDS Service Codes C111 through C216, C219, T002, T004, T008, T009, T014, and R404); and

D. (Non-nuclear Ship Repair. (Note: This group is not applicable to the Department.)

B. Competition for all contracting opportunities in the four DIGS with an estimated award value that is equal to or less than $25,000 shall be restricted to emerging small businesses, provided that the contracting officer determines that there is a reasonable expectation of obtaining offers from two or more responsible emerging small businesses that will be competitive in terms of market price, quality, and delivery. If no such reasonable expectation exists, the requirement will be set aside as a small business small purchase set aside or in accordance with the priorities in FAR Subparts 13, 19.5 or 19.8.

C. An emerging small business is a small business concern whose size is no greater than 50% of the numerical size standard applicable to the SIC code assigned to a contracting opportunity.

D. For every purchase acquired under this Program, a "Code Sheet for Small Business Competitiveness Demonstration Program" must be completed and submitted to DCGM/PEB within five (5) working days following award. The Code Sheet format is provided as Attachment C.

E. The TICS are applicable only to all contracts awards over $25,000. This amount exceeds the delegated field procurement authority; and, therefore, the TICS program is not applicable to field purchases.