**Department of Transportation (DOT)**

**Research and Special Programs Administration (RSPA)**

**Volpe National Transportation Systems Center (VOLPE CENTER)**

**Acquisition Management Division (DTS-85)**

**ACQUISITION MANAGEMENT DIVISION INTERNAL PROCEDURES (ADIP)**

**[NUMBER]{.underline}:** **ADIP/85-3**

**[TITLE]{.underline}:** **INSTRUCTIONS RELATED TO THE ACQUISITION
MANAGEMENT DIVISION AUTOMATED PROCUREMENT SYSTEM (APS)**

**[ISSUED]{.underline}:** **2/3/2004**

**[CROSS REFERENCE(S)]{.underline}:** **FAR 4.10, 5, 15.203; TAM 1204,
1205**

**[PURPOSE]{.underline}**: The purpose of this ADIP is to set forth the
policy and procedures to be followed by Volpe Center Acquisition
Management Division personnel with regard to the Acquisition Management
Division's Automated Procurement System (APS) which cannot otherwise be
embedded in the APS itself. Acquisition Management Division Personnel
are required to review the Attachment(s) to this ADIP prior to using the
APS and ensure compliance with the instructions contained herein.

**[BACKGROUND]{.underline}**: The policy and procedures of this ADIP
were prepared by Acquisition Management Division Management in
consonance with the APS steering committee. These instructions are
necessary to ensure Acquisition Management Division personnel use the
APS consistent with APS programming requirements and constraints.

**[OTHER]{.underline}**: Individual APS instructions will be issued as
needed and established as separate attachments to this ADIP. An email
will be issued by the Acquisition Management Division Chief informing
DTS-85 personnel of the addition of new APS instructions. This latest
update incorporates synopsis and solicitation preparation/posting
instructions in Attachment 4. This information was previously available
in PGL 85-179A which is now cancelled.

Also, the CROSS REFERENCE heading above will be updated, as necessary,
with regulatory references pertinent to the instructions contained in
the attachments. The listing of instructions contained under the
ATTACHMENT(S) heading below will be updated as new APS instructions are
issued.

**[ATTACHMENT(S)]{.underline}**:

1.  *UNIFORM CONTRACT LINE ITEM NUMBER (CLIN)/SUBLINE ITEM NUMBER (SLIN)
    SYSTEM APPLICABLE TO VOLPE CENTER SOLICITATIONS, CONTRACTS, CONTRACT
    MODIFICATIONS, AND OTHER CONTRACT RELATED DOCUMENTS.*

2.  *UNIFORM PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING SYSTEM
    APPLICABLE TO VOLPE CENTER TASK ORDERS, DELIVERY ORDERS AND BPA
    PURCHASES (ORDERS).*

3.  *REFERENCE DOCUMENTS NEEDED TO COMPLETE FAR/TAR/TAM CLAUSES AND
    PROVISIONS.*

4.  *SYNOPSIS AND SOLICITATION PREPARATION/POSTING INSTRUCTIONS.*

**ADIP NO. 85-3**

**ATTACHMENT NO. 1**

**DATED: June 4, 1999**

**Page 1 of 4**

UNIFORM CONTRACT LINE ITEM NUMBER (CLIN)/SUBLINE ITEM NUMBER (SLIN)
SYSTEM APPLICABLE TO VOLPE CENTER SOLICITATIONS, CONTRACTS, CONTRACT
MODIFICATIONS, AND OTHER CONTRACT RELATED DOCUMENTS

1.  **[SCOPE]{.underline}.** This ADIP attachment prescribes policies
    and procedures for assigning contract line item

numbers (CLINs) and contract subline item numbers (SLINs).

2.  **[APPLICABILITY]{.underline}.** The numbering procedures of this
    attachment are **[mandatory]{.underline}** for all:

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a)  Solicitations;

b)  Contracts**\***;

c)  Contract Modifications**\***; and

d)  Any other document expected to become part of the contract.

\[\*NOTE: See your Cognizant Contracts Branch Chief regarding modifying
contracts or contract modifications awarded prior to the date of this
attachment.\]

> These procedures **[do not]{.underline}** apply to procurement actions
> processed under Simplified Acquisition Procedures (SAP).

3.  **[STRUCTURING CONTRACT LINE ITEMS]{.underline}.** Solicitations,
    contracts, contract modifications and any other contract related
    document shall identify the items or services to be acquired as
    separate contract line items. Contract line items shall have the
    following characteristics, with *exceptions* within any of the
    characteristics noted as follows:

> a\. [SINGLE UNIT PRICE]{.underline}. The item shall have a single unit
> price or a single total price, *except*-

(1) If the item is not separately priced (NSP) but the price is included
    in the unit price of another contract line item, enter NSP instead
    of the unit price; or

(2) When there are associated subline items, established for other than
    informational reasons, and those subline items are separately
    priced.

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b.  [SEPARATELY IDENTIFIABLE]{.underline}. The item must be identified
    separately from any other items or services on the contract as
    follows:

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(1) **[Supplies]{.underline}** are separately identifiable if they have
    no more than one item description or manufacturer's part number. If
    the procurement involves a test model or a first article which must
    be approved, establish a separate contract line item or subline item
    for each item of supply which must be approved.

(2) **[Services]{.underline}** are separately identifiable if they have
    no more than one scope of work, or description of services.

(3) *[Exception]{.underline}*: This characteristic does not apply if
    there are associated subline items established for other than
    informational reasons, and those subline items include the actual
    detailed identification and prices. Where this exception applies,
    use a general narrative description for the contract line item and
    include the distinguishing detail information against each subline
    item.

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c.  [SEPARATE DELIVERY SCHEDULE]{.underline}. Each contract line item or
    service shall have its own delivery schedule, period of performance,
    or completion date expressly stated. The fact that there is more
    than one delivery date, destination, performance date or performance
    point may be a determining factor in deciding whether to establish
    more than one contract line item or multiple subline items under a
    contract line item.

d.  [SINGLE ACCOUNTING CLASSIFICATION CITATION.]{.underline} Normally
    one accounting classification citation will be provided on a
    Procurement Request (PR) with funding to cover all contract line
    items identified for a procurement. However, should the PR provide
    for multiple

### ADIP NO. 85-3

**ATTACHMENT NO. 1**

**DATED June 4, 1999**

**Page 2 of 4**

> accounting classifications for a single contract line item, you need
> to establish informational subline items for each accounting
> classification citation.

4.  **[CONTRACT LINE ITEM NUMBER (CLIN) PROCEDURES]{.underline}.** The
    following instructions apply when creating contract line items in
    your solicitation, contract or contract modification:

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a.  Contract line items shall consist of four numeric digits 0001
    through 9999. Do not use numbers beyond 9999.

b.  The CLIN assigned to a contract line item in the contract award
    document will normally be the same as the corresponding CLIN
    assigned to the contract line item cited in the solicitation. The
    *[exception]{.underline}* to this practice is when a valid reason
    for using different numbers exists, such as when the solicitation
    permits the submission of alternative CLIN structures.

c.  Once a CLIN has been assigned to a contract line item, it shall not
    be assigned to another, different, contract line item in the same
    contract.

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5.  **[STRUCTURING CONTRACT SUBLINE ITEMS]{.underline}.** Contract
    subline items provide flexibility to further identify elements
    within a contract line item for tracking performance or simplifying
    administration. There are two kinds of subline items: those which
    are informational in nature and those which require separate
    identification and pricing.

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a.  [INFORMATIONAL SUBLINE ITEMS]{.underline}. This type of subline item
    identifies information that relates directly to the contract line
    item and is an integral part of it (e.g., parts of a kit). These
    subline items shall not be scheduled separately for delivery,
    identified separately for shipment or performance, or priced
    separately for payment purposes. *However, if quantity or pricing
    information is required to satisfy management requirements, these
    elements shall be included within the subline item description in
    the supplies/services column in Section B of the solicitation or
    contract* -- [DO NOT ENTER THESE ELEMENTS IN THE QUANTITY OR PRICE
    COLUMNS IN SECTION B]{.underline}.

b.  [SEPARATELY IDENTIFIED/PRICED SUBLINE ITEMS]{.underline}. Subline
    items will be used instead of contract line items to facilitate
    payment, delivery tracking, contract funds accounting, or for other
    contract management purposes. For example, such subline items shall
    be used when items bought under one contract line item number --

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(1) Are to be paid for from more than one accounting classification. A
    subline item shall be established for the quantity associated with
    the single accounting classification citation;

(2) Have collateral costs, such as packaging costs, but those costs are
    not a part of the unit price of the contract line item;

(3) Have different delivery dates or destinations or requisitions, or a
    combination of the three; or

(4) Identify parts of an assembly or kit that have to be separately
    priced and separately identified at time of shipment or performance.

> Each separately identified contract subline item shall have its own-

(1) Identification (e.g., item description, manufacturer's part number,
    scope of work, description of services).

(2) Quantity and unit price or single total price or amount *except if*
    the subline item was created to refer to an exhibit or an
    attachment; or is part of an indefinite delivery type contract and
    provides that the price of a subline item shall be determined at the
    time a delivery or task

#### ADIP NO. 85-3

> **ATTACHMENT NO. 1**

**DATED June 4, 1999**

**Page 3 of 4**

> order is placed and the price is influenced by such factors as the
> quantity ordered, the destination, etc.

(3) Delivery schedule, period of performance, or completion date.

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6.  **[CONTRACT SUBLINE ITEM NUMBER (SLIN) PROCEDURES]{.underline}.**
    The following instructions apply when creating contract subline
    items in your solicitations, contract or contract modification.
    Number the subline items by adding either two numeric characters or
    two alpha characters to the basic contract line item number (CLIN).

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a.  [INFORMATION SUBLINE ITEM NUMBERS]{.underline}. Use numeric
    characters only for information subline items, running 01
    through 99. Do not use spaces or special characters to separate the
    SLIN from the CLIN that is its root. For example, if the CLIN is
    0001, the first three SLINs would be 000101, 000102, 000103. Do not
    use a designation more than once within a contract line item.

b.  [SEPARATELY IDENTIFIED/PRICED SUBLINE ITEMS]{.underline}. Use alpha
    characters only for separately identified/priced subline items,
    running AA through ZZ. Do not use spaces or special characters to
    separate the SLIN from the CLIN that is its root. For example, if
    the CLIN is 0001, the first three SLINs would be 0001AA, 0001AB,
    0001AC.

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1)  Do not use the letters I or O as alpha characters.

2)  Use all 24 available alpha characters in the second position before
    selecting a different alpha character for the first position. For
    example, AA, AB, AC through AZ before beginning BA, BB, and BC.
    Within a given CLIN, the SLINs should be consecutive.

# CONTRACT LINE ITEM AND SUBLINE ITEM STRUCTURE AND NUMBERING EXAMPLES

(1) SUBLINE ITEMS STRUCTURED TO IDENTIFY DIFFERENT SIZES OF AN ITEM THAT
    ARE NOT IDENTICALLY PRICED ( DELIVERY SCHEDULE SHALL BE ESTABLISHED
    FOR EACH SUBLINE ITEM, NOT THE CONTRACT LINE ITEM).

+-----+------------------------+--------+---+----------------+------------+
| I   | SUPPLIES/ SERVICE      | QU     | U | UNIT PRICE     | AMOUNT     |
| TEM |                        | ANTITY | N |                |            |
| NO. |                        |        | I |                |            |
|     |                        |        | T |                |            |
+-----+------------------------+--------+---+----------------+------------+
| 0   | Halon Replacement      |        |   | #              |            |
| 002 | --First Article        |        |   |                |            |
|     |                        |        |   | # NSP          |            |
+-----+------------------------+--------+---+----------------+------------+
| 000 | Large Tug              | 1      | L | \$244,579      | \$244,579  |
| 2AA |                        |        | O |                |            |
+-----+------------------------+--------+---+----------------+------------+
| 000 | Landing Ship Vehicle   | 1      | S | \$395,193      | \$395,193  |
| 2AB |                        |        | E |                |            |
+-----+------------------------+--------+---+----------------+------------+
| 000 | Landing Craft Utility  | 1      | S | \$227,233      | \$227,233  |
| 2AC | 1600                   |        | E |                |            |
+-----+------------------------+--------+---+----------------+------------+
| 000 | Landing Craft          | 1      | S | \$373,798      | \$373,798  |
| 2AD | Utility-2000           |        | E |                |            |
+-----+------------------------+--------+---+----------------+------------+
| 000 | Training Kit           | 1      | S | \$23,880       | \$23,880   |
| 2AE |                        |        | E |                |            |
+-----+------------------------+--------+---+----------------+------------+

**ADIP NO. 85-3**

**ATTACHMENT NO. 1**

**DATED June 4, 1999**

**Page 4 of 4**

(2) INFORMATIONAL SUBLINE ITEM STRUCTURED TO IDENTIFY MULTIPLE
    ACCOUNTING CLASSIFICATION CITATIONS ASSIGNED TOA SINGLE CLIN.

+------+---------------------+---------+---+------------------+----------+
| ITEM | SUPPLIES/ SERVICE   | Q       | U | UNIT PRICE       | AMOUNT   |
| NO.  |                     | UANTITY | N |                  |          |
|      |                     |         | I |                  |          |
|      |                     |         | T |                  |          |
+------+---------------------+---------+---+------------------+----------+
| 0001 | ## Rail Cars        | 1 LOT   | E | \$6,700,000      | \$6      |
|      |                     |         | A |                  | ,700,000 |
+------+---------------------+---------+---+------------------+----------+
|      | TG-652 D-6159 3153  |         |   |                  |          |
| 00   |                     |         |   |                  |          |
| 0101 | \$**2,7000,000 FOR  |         |   |                  |          |
|      | QTY OF 40**         |         |   |                  |          |
+------+---------------------+---------+---+------------------+----------+
|      | TG-652 D-6159 3154  |         |   |                  |          |
| 00   |                     |         |   |                  |          |
| 0102 | **\$1,000,000 FOR   |         |   |                  |          |
|      | QTY OF 10**         |         |   |                  |          |
+------+---------------------+---------+---+------------------+----------+
|      | TG-652 D-6159 3155  |         |   |                  |          |
| 00   |                     |         |   |                  |          |
| 0103 | **\$3,000,000 FOR   |         |   |                  |          |
|      | QTY OF 50**         |         |   |                  |          |
+------+---------------------+---------+---+------------------+----------+

ADIP NO. 85-3

ATTACHMENT NO. 2

DATED June 6, 2001

Page 1 of 2

UNIFORM SUPPLEMENTARY PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERING
SYSTEM APPLICABLE TO VOLPE CENTER TASK ORDERS, DELIVERY ORDERS AND BPA
PURCHASES (ORDERS)

1.  SCOPE. This ADIP attachment prescribes policies and procedures for
    assigning a supplementary number in conjunction with the basic
    contract/agreement procurement instrument identification number
    (PIIN) for task orders, delivery orders and Blanket Purchase
    Agreement (BPA) authorized purchases (orders) issued under Volpe
    Center contracts and agreements. These instructions supplement those
    contained in TAM 1204.602-72 (which are mandatory for all Volpe
    Center procurements).

2.  APPLICABILITY. The numbering procedures of this attachment are
    mandatory for all:

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(a) Orders issued under Volpe Center Indefinite Delivery Type contracts;
    and

(b) Authorized purchases (orders) issued under Volpe Center Blanket
    Purchase Agreements (BPA).

3\. EXCEPTIONS:

(a) These numbering instructions are optional for orders issued under
    Volpe Center contracts (except OMNI contracts) and BPAs awarded
    prior to October 1, 2000.

(b) These instructions do not apply to delivery orders or task orders
    issued against (1) a contract administered by another Government
    agency or department (e.g., General Services Administration, the
    Department of Veterans Affairs, or the Office of Personnel
    Management); (2) contracts administered by agencies other than DOT
    including the National Industries for the Blind, National Industries
    for the Severely Handicapped, and the Federal Prison Industries
    (UNICOR); and (3) contracts awarded by another DOT Operating
    Administration.

4\. GENERAL SUPPLEMENTARY NUMBERING REQUIREMENTS.

(a) An auto-numbering system has been established in PRISM to provide
    for the numbering of orders issued under Volpe Center contracts and
    agreements in accordance with these instructions. The contracting
    officer/specialist will need to disable the auto-numbering system
    for orders issued under: (1) contracts or agreements awarded prior
    to October 1, 2000, and (2) contracts awarded under the OMNI
    Program.

(b) Alphanumeric characters, other than those prescribed in this ADIP
    attachment, shall not be used as a part of the supplementary number.
    If additional identification is needed by the contracting
    officer/specialist for programmatic or internal processing reasons,
    it shall be placed on the order in such a location as to separate it
    from the PIIN and the Supplementary PIIN Number. Use of additional
    identifiers requires the prior approval of the cognizant Contracts
    Branch Chief.

(c) FAR Part 16 refers to a Task Order Contract as a contract for
    services and a Delivery Order Contract as a contract for supplies.
    Accordingly, if a contract is principally for services then all
    orders issued will be numbered as described herein for task orders
    and likewise a contract principally for supplies will be numbered as
    described herein for delivery orders (however, see exception for
    OMNI contracts).

5\. TASK ORDERS ISSUED UNDER NON-OMNI VOLPE CENTER CONTRACTS -
STRUCTURING SUPPLEMENTARY PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS.
Each order will be numbered sequentially with a four position numeric
serial number beginning with 0001and preceded with the alpha designation
"T" (example, T0001).

> *\[REMINDER: The contracting officer/specialist will need to disable
> the auto-numbering system for contracts awarded prior to October 1,
> 2000 if the contracting officer/specialist opts not to follow the
> order numbering requirements of these instructions.\]*

ADIP NO. 85-3

ATTACHMENT NO. 2

DATED June 6, 2001

Page 2 of 2

6\. TASK ORDERS ISSUED UNDER OMNI CONTRACTS - STRUCTURING SUPPLEMENTARY
PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS. The contracting
officer/specialist will need to disable the auto-numbering system in
order to accommodate the OMNI unique numbering system. An OMNI Job Order
number is assigned by the Program Development and Resource Management
Division (DTS-25) to each Procurement Request (PR) initiating a task
order under contracts awarded under the OMNI Program. The OMNI Job Order
number is included in the PR package submitted to the Acquisition
Management Division for processing. The OMNI Job Order number is to be
used by the contracting officer/specialist as the task order number.

7\. DELIVERY ORDERS ISSUED UNDER VOLPE CENTER CONTRACTS - STRUCTURING
SUPPLEMENTARY PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS. Each order
will be numbered sequentially with a four position numeric serial number
beginning with 0001and preceded with the alpha designation "D" (example,
D0001).

> *\[REMINDER: The contracting officer/specialist will need to disable
> the auto-numbering system for contracts awarded prior to October 1,
> 2000 if the contracting officer/specialist opts not to follow the
> order numbering requirements of these instructions.\]*

8\. BPA AUTHORIZED PURCHASES (ORDERS) - STRUCTURING SUPPLEMENTARY
PROCUREMENT INSTRUMENT IDENTIFICATION NUMBERS. Each authorized purchase
(order) will be numbered sequentially with a four position numeric
serial number beginning with 0001and preceded with the alpha designation
"B" (example, B0001).

> *\[REMINDERS: (1) The contracting officer/specialist will need to
> disable the auto-numbering system for agreements awarded prior to
> October 1, 2000 if the contracting officer/specialist opts not to
> follow the order numbering requirements of these instructions. (2)
> Should the BPA be issued against a GSA Contract, you are reminded that
> while the Volpe Center BPA will reference the GSA contract number, any
> purchase (order) issued against the BPA will reference the Volpe
> Center BPA number, not the GSA contract number.\]*

9\. DISABLING THE AUTO-NUMBERING SYSTEM IN PRISM.

> When the auto-numbering screen appears, click on the check mark to
> disable the auto-numbering masks and then type in the white box the
> appropriate order number.

ADIP NO. 85-3

ATTACHMENT NO. 3

DATED: October 1, 2003

Page 1 of 1

REFERENCE DOCUMENTS NEEDED TO COMPLETE

FAR/TAR/TAM CLAUSES AND PROVISIONS

1.  SCOPE. This ADIP attachment identifies how to access Government
    publications needed to complete certain FAR/TAR/TAM clauses or
    provisions required to be included in solicitations and/or awards

2.  APPLICABILITY. As prescribed in the FAR/TAR/TAM, the documents
    listed in this attachment are required to be used for completing
    clauses and provisions as indicated.

3.  REFERENCE DOCUMENT(S). The document(s) listed below are provided for
    use by the assigned contract specialist or contracting officer in
    order to complete clause(s) or provision(s) generated from
    FARA/PRISM in compiling a solicitation or award.

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a)  "Construction Contractors, Affirmative Action Requirements"
    published in 1980 by the Office of Federal Contract Compliance
    Programs of the Dept. of Labor (DOL). The minority and female
    participation goals listed in this document are needed to complete
    the fill-ins in FAR Clause 52.222-23 titled "Notice of Requirement
    for Affirmative Action to Ensure Equal Employment Opportunity". This
    document was recently verified by DOL as still current. This
    document is currently available only in hard copy form in the AMD
    Mini-Forms Bins.

ADIP NO. 85-3

ATTACHMENT NO. 4

DATED: February 4, 2004

Page 1 of 3

# SYNOPSIS AND SOLICITATION PREPARATION/POSTING INSTRUCTIONS

1.  SCOPE. This ADIP attachment prescribes AMD policies and procedures,
    supplementing those contained in the FAR and the TAM, for posting
    synopses and solicitations on the Acquisition Management Division
    (AMD) external website, the FEDBIZOPPS, and via other electronic
    medium.

2.  **[APPLICABILITY.]{.underline}** The synopsis/solicitation
    preparation and posting instructions are mandatory for all
    procurements, as applicable, estimated to exceed \$25,000. Any
    exceptions to these instructions require the prior written approval
    of the AMD Division Chief.

3.  **[SYNOPSIS PREPARATION AND POSTING INSTRUCTIONS]{.underline}**.

    a.  [General]{.underline}. The Contract Specialist is responsible
        for the preparation of all pre-award, post-award, and special
        notice synopses, using Microsoft Word (WORD), as required by the
        FAR. The synopsis will be prepared in the format prescribed by
        FAR 5.2, TAM 1205.2, and as stipulated herein, and requires the
        approval of the cognizant Contracts Branch Chief. After the
        synopsis is approved for transmittal by the Contracts Branch
        Chief, a signed hard copy shall be provided to the AMD Computer
        Specialist. Also, the synopsis will be forwarded to the AMD
        Computer Specialist as an email attachment. Synopses that are
        improperly formatted or contain blank data fields will be
        returned to the Contracts Branch Chief for correction.
        **[REMINDER: Do not use quotation marks in the text area of the
        synopsis. You will loose any text which occurs after the
        quotation marks once the synopsis is posted.]{.underline}**

    b.  [Pre-solicitation Notices]{.underline}. Ensure the publicizing
        and response times stipulated in FAR 5.203 are satisfied. In
        addition, as a general rule, a pre-solicitation synopsis should
        not be issued more than 60 days prior to the expected date for
        release of the solicitation. Archiving problems occur on the
        FEDBIZOPPS if too much time transpires between the synopsis
        issuance and solicitation posting.

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i.  Pre-solicitation notices must include a solicitation number for
    posting on the AMD external website and to FEDBIZOPPS.

ii. The following text is required to be included in synopses for
    competitive solicitations:

> The solicitation and any document related to this procurement will be
> available on the Internet; these documents will be available in PDF
> format and reside on a WWW server which may be accessed using Web
> browsers. The WWW address, or URL, of the Volpe Center Acquisition
> Management Division (AMD) home page is:
> <http://www.volpe.dot.gov/procure/index.html>. Offerors desiring to
> receive electronic notification of the solicitation's posting and
> availability for downloading may register at the Volpe Center AMD
> site. Contractors are warned that when they register to receive
> solicitations, amendments and other notices, the responsibility for
> providing the Government with an accurate and complete e-mail address
> lies with the contractor. The Government will make no additional
> efforts to deliver information when the system indicates that
> transmissions cannot be delivered to the e-mail address provided.

a.  [Contract Award Notices]{.underline}. Contract Award notices must
    include the solicitation number, a contract number and the awardees
    complete mailing address, including zip code.

b.  [Amendment Notices]{.underline}. Synopses amendments will be
    prepared and posted in accordance with the above procedures.

> ADIP NO. 85-3

ATTACHMENT NO. 4

DATED: February 4, 2004

Page 2 of 3

c.  The AMD Computer Specialist will be responsible for the posting of
    synopses to both FEDBIZOPPS and the Volpe Center AMD external
    website. When a synopsis has been posted, the AMD Computer
    Specialist will provide a hard copy of the FEDBIZOPPS Notice to the
    Contract Specialist for the procurement file. No other notification
    or hard copies will be provided.

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4.  **[SOLICITATION PREPARATION AND POSTING INSTRUCTIONS]{.underline}**.

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a.  All competitive solicitations (including RFQ's, RFP's and IFB's)
    estimated to exceed \$25,000, will be issued in electronic format
    **only** (i.e., no hard copies) on the AMD external website. These
    instructions do not apply to orders place under Volpe Center
    Indefinite-Delivery Type Contracts, or orders placed under Federal
    Supply Schedules (FSS) and Government-wide Agency Contracts (GWACs).

b.  All solicitations must be prepared in PRISM. Whenever possible,
    attachments are to be prepared in WORD, EXCEL, POWERPOINT, or ADOBE
    ACROBAT. The Contract Specialist shall notify the AMD Computer
    Specialist as soon as possible when it is anticipated that
    attachments will be prepared in any software package other than
    those listed above.

c.  Concurrent with submission of the solicitation for review by the
    Office of Chief Counsel, DTS-14, when applicable, an e-mail will be
    issued to inform the AMD Computer Specialist that the solicitation,
    including all attachments, is available in PRISM for posting
    preparation purposes.

d.  To ensure timely posting of procurement actions, the Contract
    Specialist will notify the AMD Computer Specialist of any changes to
    the solicitation or attachments no later than two (2) working days
    prior to the planned solicitation issuance date.

e.  The AMD Computer Specialist will be responsible for making final
    editorial changes, verifying the solicitation and attachments for
    completeness, and converting documents to the proper format for
    posting.

f.  The AMD Computer Specialist will notify the Contract Specialist via
    e-mail when the solicitation has been posted.

g.  Preparation and issuance of an RFQ will be in accordance with the
    procedures above except the words "Purchasing Agent" and "RFQ" will
    be substituted for "Contract Specialist" and "solicitation",
    respectively.

h.  Preparation and posting of solicitation amendments will be in
    accordance with the procedures above except the word "amendment"
    will be substituted for "solicitation".

i.  For solicitations not issued on the external website and FEDBIZOPPS
    (e.g., SAP RFQ's under \$25,000), electronic submission of these
    solicitation documents via e-mail is available by contacting the AMD
    Computer Specialist. Notify the AMD Computer Specialist of your
    request by email, identifying the applicable solicitation number.
    The AMD Computer Specialist will extract the solicitation from PRISM
    and prepare it for inclusion as an attachment to an email.

> ADIP NO. 85-3

ATTACHMENT NO. 4

DATED: February 4, 2004

Page 3 of 3

5\. **[RECORDKEEPING AND ARCHIVING REQUIREMENTS]{.underline}**.

a.  The AMD Computer Specialist will be responsible for keeping the AMD
    external website up-to-date.

b.  The pre-solicitation synopsis, solicitation, and any amendments
    issued thereto will be removed from the AMD external website and
    archived on either: (1) the day after a notice of contract award
    (which resulted from the solicitation) is posted on the AMD external
    website and FEDBIZOPPS, or (2) the day after an email notice is sent
    to the AMD Computer Specialist advising that an award was made and
    include the applicable solicitation and award numbers, if a notice
    of contract award is not required (e.g., purchases valued under
    SAT).