**NATIONAL CANCER INSTITUTE FREDERICK**

**OPERATIONAL AND TECHNICAL SUPPORT CONTRACTOR**

**Acquisition and Logistical Services**

**(Purchasing and Subcontracts)**

**Customer Guide**

**HOW TO PURCHASE**

**GOODS AND SERVICES**

### 

### **Prepared By**

**Federal Contract Management Services**

**5626 Solera Court**

**Ft. Myers, FL 33919**

**239-275-5696**

**[fedcoms2@earthlink.net]{.underline}**

**PREFACE**

This guide provides information on the Operational and Technical Support
(OTS) Contractor's Acquisition and Logistical Services (ALS)
organization, the procurement process and how to requisition for
supplies and services in support of the research mission of the National
Cancer Institute, Frederick. The OTS Contractor uses the spirit and
intent of the Federal Acquisition Regulation throughout the procurement
process and therefore the material in this guide is subject to change
based on revision of federal statutes or regulations.

**TABLE OF CONTENTS**

+-----------------------------------------------------------------------+
| **ACQUISITION ORGANIZATION AND RESPONSIBILITIES**                     |
+-----------------------------------------------------------------------+
| [Acquisition Support Overview](#Acquisitionsupportoverview)           |
+-----------------------------------------------------------------------+
| ######## [OTS Acquisition and Logistical Services Org                 |
| anization](#the-ots-acquisition-and-logistical-services-organization) |
+-----------------------------------------------------------------------+
| [Objectives and Responsibilities of the Acquisition                   |
| Staff](#the-ots-acquisition-and-logistical-services-organization)     |
+-----------------------------------------------------------------------+
| [Contracting Team](#Thecontractingteam)                               |
+-----------------------------------------------------------------------+
| [ALS Points of Contact](#ALSpointsofcontact)                          |
+-----------------------------------------------------------------------+
| [Major Steps and Timetable for the Procurement                        |
| Process](#Majorstepsandtimetableforprocureprocess)                    |
+-----------------------------------------------------------------------+
| [Existing Subcontracts and                                            |
| Agreements](#Existingsubcontractsandagreements)                       |
+-----------------------------------------------------------------------+
| **CUSTOMER GUIDANCE**                                                 |
+-----------------------------------------------------------------------+
| [The Goals and Responsibilities of the                                |
| Customer](#TheGoalsandresponsibilities)                               |
+-----------------------------------------------------------------------+
| [Avoiding Improper Business                                           |
| Practices](#Avoidingimproperbusinesspractices)                        |
+-----------------------------------------------------------------------+
| [Unauthorized Procurements](#Unauthorizedprocurements)                |
+-----------------------------------------------------------------------+
| [Procurement Integrity and No Conflicts of                            |
| Interest](#Procurementintegrity)                                      |
+-----------------------------------------------------------------------+
| [Procurement Authority and                                            |
| Delegation](#procurementauthorityanddelegation)                       |
+-----------------------------------------------------------------------+
| [How Authority Affects Ratification by Procurement                    |
| Mechanism](#Howauthorityaffectsratification)                          |
+-----------------------------------------------------------------------+
| [Ratification](#Ratification)                                         |
+-----------------------------------------------------------------------+
| [Authorized Procurements Made by the                                  |
| Customer](#Authorizedprocurementsmadebycustomer)                      |
+-----------------------------------------------------------------------+
| [Blanket Purchase Orders and Purchase                                 |
| Cards](#Subcontractsandpurchasecards)                                 |
+-----------------------------------------------------------------------+
| **PROCUREMENTS MADE BY ACQUISITION DEPARTMENTS**                      |
+-----------------------------------------------------------------------+
| [Purchase Request Process](#Purchaserequestprocess)                   |
+-----------------------------------------------------------------------+
| [STEP 1 Procurement Planning](#Step1Procurementtraining)              |
+-----------------------------------------------------------------------+
| [STEP 2 Determine Need for Approvals and                              |
| Justifications](#Step2Determineneedforapprovals)                      |
+-----------------------------------------------------------------------+
| [Competition Requirements](#Competitionrequirements)                  |
+-----------------------------------------------------------------------+
| [COA](#COA)                                                           |
+-----------------------------------------------------------------------+
| [Special Approvals](#special-approval-products-and-services)          |
+-----------------------------------------------------------------------+
| [STEP 3 Completing the Purchase Request (Form CG                      |
| 1-A)](#Step3Completingthepurchaserequest)                             |
+-----------------------------------------------------------------------+
| **INFORMATION REQUIRED FOR SPECIAL OR UNUSUAL ACQUISITIONS**          |
+-----------------------------------------------------------------------+
| [Agreements for the Use of Experts](#Agreementfortheuseofexperts)     |
+-----------------------------------------------------------------------+
| [Consultant Agreements (Advisory                                      |
| Services)](#Consultantagreementsadvisoryservices)                     |
+-----------------------------------------------------------------------+
| [Assistance Services](#Assistanceservices)                            |
+-----------------------------------------------------------------------+
| [Laboratory Services](#Laboratoryservices)                            |
+-----------------------------------------------------------------------+
| [Animal Procurements from Animal Production Area                      |
| (APA)](#Animalprocurements)                                           |
+-----------------------------------------------------------------------+
| [Blanket Purchase Agreements](#Blanketpurchaseagreements)             |
+-----------------------------------------------------------------------+
| [Books](#Books)                                                       |
+-----------------------------------------------------------------------+
| [Capital Equipment](#CapitalEquipment)                                |
+-----------------------------------------------------------------------+
| [Construction and A-E Services](#ConstructionandAEservices)           |
+-----------------------------------------------------------------------+
| [Controlled Substances](#Controlledsubstances)                        |
+-----------------------------------------------------------------------+
| [Equipment on Loan](#Equipmentonloan)                                 |
+-----------------------------------------------------------------------+
| [Eyewear, Safety](#Eyewearsafety)                                     |
+-----------------------------------------------------------------------+
| [Footwear, Safety](#Footwearsafety)                                   |
+-----------------------------------------------------------------------+
| [Hoods and Safety Cabinets](#HoodsandSafetyCabinets)                  |
+-----------------------------------------------------------------------+
| [Human Subjects](#Humansubjects)                                      |
+-----------------------------------------------------------------------+
| [Laboratory Supplies](#Laboratorysupplies)                            |
+-----------------------------------------------------------------------+
| [Laundry Service for Lab Coats](#Laundryserviceforlabcoats)           |
+-----------------------------------------------------------------------+
| [Manuscript Processing Fees](#Manuscriptfees)                         |
+-----------------------------------------------------------------------+
| [Material Transfer Agreements](#Materialtransferagreements)           |
+-----------------------------------------------------------------------+
| [Memberships](#Memberships)                                           |
+-----------------------------------------------------------------------+
| [Offsite Deliveries](#Offsitedeliveries)                              |
+-----------------------------------------------------------------------+
| [Radioisotopes](#Radioisotopes)                                       |
+-----------------------------------------------------------------------+
| [Rebate Offers](#Rebateoffers)                                        |
+-----------------------------------------------------------------------+
| [Repairs (Scientific Equipment)](#Repairequipment)                    |
+-----------------------------------------------------------------------+
| [Reprints](#Reprints)                                                 |
+-----------------------------------------------------------------------+
| [Research](#Research)                                                 |
+-----------------------------------------------------------------------+
| [Returning Supplies](#Returningsupplies)                              |
+-----------------------------------------------------------------------+
| [Select Agents](#Selectagent)                                         |
+-----------------------------------------------------------------------+
| [Serum](#Serum)                                                       |
+-----------------------------------------------------------------------+
| [Service Maintenance Agreements](#Servicemaintenanceagreements)       |
+-----------------------------------------------------------------------+
| [Software Support Services](#SoftwareSupporServices)                  |
+-----------------------------------------------------------------------+
| [Subscriptions](#Subscriptions)                                       |
+-----------------------------------------------------------------------+
| [Trading in Equipment](#Tradinginequipment)                           |
+-----------------------------------------------------------------------+
| [Training](#Training)                                                 |
+-----------------------------------------------------------------------+
| [Uniforms](#Uniforms)                                                 |
+-----------------------------------------------------------------------+
| [Warranty Expiration](#Warrantyexpiration)                            |
+-----------------------------------------------------------------------+
| [Water Services (Deionizer Exchange](#Waterservices))                 |
+-----------------------------------------------------------------------+
| [Acquisition Acronyms](#AcquisitionAcronyms)                          |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------+----------+
| **FORMS INDEX**                                           | **Form** |
|                                                           |          |
|                                                           | **       |
|                                                           | Number** |
+-----------------------------------------------------------+----------+
| Purchase Request                                          | [CG      |
|                                                           | 1-A]     |
|                                                           | (http:// |
|                                                           | web.ncif |
|                                                           | crf.gov/ |
|                                                           | campus/a |
|                                                           | ls/purch |
|                                                           | ase_requ |
|                                                           | est.stm) |
+-----------------------------------------------------------+----------+
| Purchase Request Addendum for Research                    | [CG      |
|                                                           | 1-       |
|                                                           | B](http: |
|                                                           | //web.nc |
|                                                           | ifcrf.go |
|                                                           | v/campus |
|                                                           | /als/dow |
|                                                           | nloads/C |
|                                                           | G_1-B_PR |
|                                                           | _ADDENDU |
|                                                           | M_FOR_RE |
|                                                           | SEARCH_6 |
|                                                           | -05.pdf) |
+-----------------------------------------------------------+----------+
| Purchase Request Addendum for Construction and A-E        | [CG      |
| Services                                                  | 1-C](h   |
|                                                           | ttp://we |
|                                                           | b.ncifcr |
|                                                           | f.gov/ca |
|                                                           | mpus/als |
|                                                           | /downloa |
|                                                           | ds/CG_1- |
|                                                           | C_PR_ADD |
|                                                           | ENDUM_FO |
|                                                           | R_CONSTR |
|                                                           | UCTION_A |
|                                                           | ND_A-E_S |
|                                                           | ERVICES_ |
|                                                           | 3-0.pdf) |
+-----------------------------------------------------------+----------+
| Uniform Rental Information Form                           | [CG      |
|                                                           | 2](ht    |
|                                                           | tp://web |
|                                                           | .ncifcrf |
|                                                           | .gov/cam |
|                                                           | pus/als/ |
|                                                           | download |
|                                                           | s/CG_2_U |
|                                                           | NIFORM_R |
|                                                           | ENTAL_IN |
|                                                           | FORMATIO |
|                                                           | N_FORM_3 |
|                                                           | -05.pdf) |
+-----------------------------------------------------------+----------+
| Justification for Other Than Full and Open Competition    | [CG      |
| (JOFOC)                                                   | 3](h     |
|                                                           | ttp://we |
|                                                           | b.ncifcr |
|                                                           | f.gov/ca |
|                                                           | mpus/als |
|                                                           | /downloa |
|                                                           | ds/CG_3_ |
|                                                           | JUSTIFIC |
|                                                           | ATION_FO |
|                                                           | R_OTHER_ |
|                                                           | THEN_FUL |
|                                                           | L_AND_OP |
|                                                           | EN_COMPE |
|                                                           | TIT.pdf) |
+-----------------------------------------------------------+----------+
| Special Approval Routing Sheet for Purchase Requests      | [CG      |
|                                                           | 4](ht    |
|                                                           | tp://web |
|                                                           | .ncifcrf |
|                                                           | .gov/cam |
|                                                           | pus/als/ |
|                                                           | download |
|                                                           | s/CG_4_P |
|                                                           | R_SPECIA |
|                                                           | L_APPROV |
|                                                           | AL_ROUTI |
|                                                           | NG_SHEET |
|                                                           | _for_CUS |
|                                                           | TOMER_GU |
|                                                           | IDE.pdf) |
+-----------------------------------------------------------+----------+
| Consultant Request Form                                   | [CG      |
|                                                           | 5](http: |
|                                                           | //web.nc |
|                                                           | ifcrf.go |
|                                                           | v/campus |
|                                                           | /als/dow |
|                                                           | nloads/C |
|                                                           | G_5_CONS |
|                                                           | ULTANT_R |
|                                                           | EQUEST_F |
|                                                           | ORM.pdf) |
+-----------------------------------------------------------+----------+
| Independent Contractor Questionnaire                      | [CG      |
|                                                           | 6]       |
|                                                           | (http:// |
|                                                           | web.ncif |
|                                                           | crf.gov/ |
|                                                           | campus/a |
|                                                           | ls/downl |
|                                                           | oads/CG_ |
|                                                           | 6_INDEPE |
|                                                           | NDENT_CO |
|                                                           | NTRACTOR |
|                                                           | _QUESTIO |
|                                                           | NNAIRE_6 |
|                                                           | -05.pdf) |
+-----------------------------------------------------------+----------+
| Deliverable/Work Product Form                             | [CG      |
|                                                           | 7](htt   |
|                                                           | p://web. |
|                                                           | ncifcrf. |
|                                                           | gov/camp |
|                                                           | us/als/d |
|                                                           | ownloads |
|                                                           | /CG_7_DE |
|                                                           | LIVERABL |
|                                                           | E_WORK_P |
|                                                           | RODUCT_6 |
|                                                           | -05.pdf) |
+-----------------------------------------------------------+----------+
| Consultant Sample Invoice                                 | [CG      |
|                                                           | 8]       |
|                                                           | (http:// |
|                                                           | web.ncif |
|                                                           | crf.gov/ |
|                                                           | campus/a |
|                                                           | ls/downl |
|                                                           | oads/CG_ |
|                                                           | 8_CONSUL |
|                                                           | TANT_SAM |
|                                                           | PLE_INVO |
|                                                           | ICE.pdf) |
+-----------------------------------------------------------+----------+
| Request for Vendor Service for Equipment                  | [CG      |
|                                                           | 9](h     |
|                                                           | ttp://we |
|                                                           | b.ncifcr |
|                                                           | f.gov/ca |
|                                                           | mpus/als |
|                                                           | /Request |
|                                                           | Vendor/) |
+-----------------------------------------------------------+----------+
| Service Maintenance Contract Addition                     | [CG      |
|                                                           | 10]      |
|                                                           | (http:// |
|                                                           | web.ncif |
|                                                           | crf.gov/ |
|                                                           | campus/a |
|                                                           | ls/sca/) |
+-----------------------------------------------------------+----------+
| Worksheet for Limited Competition                         | [CG      |
|                                                           | 11](     |
|                                                           | http://w |
|                                                           | eb.ncifc |
|                                                           | rf.gov/c |
|                                                           | ampus/al |
|                                                           | s/downlo |
|                                                           | ads/PUR1 |
|                                                           | 3-WORKSH |
|                                                           | EET.pdf) |
+-----------------------------------------------------------+----------+
| Product Comparison Worksheet                              | [CG      |
|                                                           | 12](ht   |
|                                                           | tp://web |
|                                                           | .ncifcrf |
|                                                           | .gov/cam |
|                                                           | pus/als/ |
|                                                           | download |
|                                                           | s/produc |
|                                                           | tcompari |
|                                                           | son.pdf) |
+-----------------------------------------------------------+----------+
| Checklist for Class II A2 and B2 Biological Safety        | [CG      |
| Cabinets Ordering                                         | 13](ht   |
|                                                           | tp://web |
|                                                           | .ncifcrf |
|                                                           | .gov/cam |
|                                                           | pus/als/ |
|                                                           | download |
|                                                           | s/Checkl |
|                                                           | istBiolo |
|                                                           | gicalSaf |
|                                                           | ety.xls) |
+-----------------------------------------------------------+----------+

  ------------------------------------------------------------ -----------------------------------------------------------------------------
  **ATTACHMENTS**                                              **NUMBER**

  Definition of GL Account Categories                          [GG ATT
                                                               1](http://web/campus/als/downloads/Definition_of_GL_Account_Categories.pdf)

  Determining GL/Item Number                                   [CG ATT 2](http://web/campus/als/downloads/Determining_GL_Item_Number.pdf)

  Item and Account Number List for Purchase Requests           [CG ATT 3](http://web/campus/als/downloads/ALS_ITEM_NUMBERS.pdf)

  Alphabetical Item Number List                                [CG ATT
                                                               4](http://web/campus/als/downloads/Alphabetical_Items_Number_List.pdf)

  Blanket Order Item Number List                               [CG ATT
                                                               5](http://web.ncifcrf.gov/campus/als/downloads/BlanketOrderItemNumbers.pdf)

  IMPAC P-card Item Number list                                [CG ATT 6](http://web.ncifcrf.gov/campus/als/downloads/IMPAC_ItemNumbers.pdf)

  Sensitive Property List                                      [CG ATT 7](http://web/campus/als/downloads/Sensitive_Property_List.pdf)
  ------------------------------------------------------------ -----------------------------------------------------------------------------

**ACQUISITION ORGANIZATION AND RESPONSIBILITIES**

[]{#Acquisitionsupportoverview .anchor}**Acquisition Support Overview**

The National Cancer Institute (NCI) at Frederick, Maryland is a
Federally Funded Research and Development Center (FFRDC) using the
services of an Operational and Technical Support (OTS) Contractor to
accomplish tasks that are integral to the mission and operations of the
NCI Frederick facility. The NCI issues a prime contract requiring
support in the development of knowledge and tools for diagnosis,
treatment, and prevention of human cancer and AIDS. The prime contract
requires the OTS Contractor to provide scientific and technical support
to various NCI and National Institute of Health (NIH) programs including
the acquisition of supplies and services.

######## **The OTS Acquisition and Logistical Services Organization**

####### 

####### The Acquisition and Logistical Services Organization (ALS) provides all purchasing, subcontracting, receiving, warehousing, distribution, and transportation services for the NCI Frederick operations and specific subcontracting support for the NCI, Bethesda, the National Institute for Allergies and Infectious Diseases, and other Institutes. ALS has the following three major acquisition departments:

+------------------------+---------------------------------------------+
| **ALS MAJOR            |                                             |
| ACQUISITION            |                                             |
| DEPARTMENTS**          |                                             |
+------------------------+---------------------------------------------+
| **Purchasing**         | # The Purchasing Department is responsibl   |
|                        | e for the acquisition of all commercially a |
|                        | vailable products, lab testing services and |
|                        |  the service maintenance for the equipment. |
+------------------------+---------------------------------------------+
| **Construction         | The Construction Subcontracts Department is |
| Subcontracts**         | responsible for all Construction and        |
|                        | Architect & Engineering (A&E)               |
|                        | subcontracting.                             |
+------------------------+---------------------------------------------+
| **Research             | The Research Subcontracts Department        |
| Subcontracts**         | procures goods and services to support      |
|                        | research and development activities of NCI. |
|                        | They are also responsible for all           |
|                        | commercial acquisitions for services and    |
|                        | consultant agreements.                      |
+------------------------+---------------------------------------------+

**The Responsibilities and Objectives of the Acquisition Staff**

The Acquisition Staff is responsible for selecting the most efficient
and cost effective method of procuring supplies and services while
following the "spirit and intent" of the Federal Acquisition Regulation
(FAR). To that end the procurement methods used are intended to satisfy
the customer in terms of cost, quality, and timeliness of the delivered
product or service. The OTS Contractor uses the FAR principles to
accomplish these objectives by maximizing the use of commercial products
and services, using proven subcontractors, promoting competition,
minimizing administrative operating costs and conducting business with
integrity, fairness and openness.

[]{#Thecontractingteam .anchor}**The Contracting Team -** Successful
contracting in a large organization requires the coordination and
cooperation of many players. The following are the major participants in
the acquisition process:

+-----------------------+----------------------------------------------+
| **CONTRACTING TEAM    |                                              |
| DUTIES AND            |                                              |
| RESPONSIBILITIES**    |                                              |
+-----------------------+----------------------------------------------+
| **Acquisition         | The Acquisition Department Managers for      |
| Department Managers** | Purchasing, Construction and Research        |
|                       | Subcontracts are responsible for managing    |
|                       | the day to day operation of their respective |
|                       | functional areas and providing technical     |
|                       | leadership to staff members.                 |
+-----------------------+----------------------------------------------+
| **OTS Contracting     | The OTS Contracting Officer is the **only**  |
| Officer**             | official authorized to make purchases and    |
|                       | enter subcontracts on behalf of the OTS      |
|                       | Contractor                                   |
+-----------------------+----------------------------------------------+
| **Government Project  | Project Officers are NCI technical or        |
| Officers**            | scientific personnel who have been assigned  |
|                       | to oversee an approved project.              |
+-----------------------+----------------------------------------------+
| **OTS Contracting     | The OTS Contracting Officer's Technical      |
| Officer's Technical   | Representative (COTR) is the OTS technical   |
| Representative        | expert who is designated by the OTS          |
| (COTR)**              | Contracting Officer to assist in monitoring  |
|                       | and administering the technical aspects of   |
|                       | the subcontract. The COTR also coordinates   |
|                       | the procurement requirements with the NCI    |
|                       | Project Officer and the appropriate OTS      |
|                       | Acquisition Department for complex           |
|                       | procurements or when required.               |
+-----------------------+----------------------------------------------+
| **\*Subcontract       | ####### The Subcontract Specialist           |
| Specialists**         | is responsible for pre-award and post-award  |
|                       | functions for a variety of contract types wi |
|                       | thin Construction and Research Subcontracts  |
|                       | Departments. Supervisory Subcontract Special |
|                       | ists also serve as OTS Contracting Officers. |
+-----------------------+----------------------------------------------+
| **\*Buyers**          | Senior Buyers and Buyers are responsible for |
|                       | procurements for services and supplies at    |
|                       | various dollar levels, risk and complexity   |
|                       | within the Purchasing Department.            |
+-----------------------+----------------------------------------------+
| **\*Order Clerks**    | This position procures general materials and |
|                       | supplies under the direction of the buying   |
|                       | staff and various administrative and data    |
|                       | entry functions.                             |
+-----------------------+----------------------------------------------+

**\***These positions are responsible for working directly with the
customer in fulfilling purchase requests and providing advice and
guidance throughout the procurement process.

[]{#ALSpointsofcontact .anchor}**POINT OF CONTACT MATRIX**

The following chart lists the Management Support for the Acquisition and
Logistical Services Organization. For additional information, see the
ALS Organization Charts or the Who to Call List (available on ALS
website).

  -------------------------------------------------- --------------------
  **MANAGEMENT SUPPORT**                             **NAME AND PHONE**

  OTS Technical Support - OTS technical experts      TBD By Program
  support the Government's needs and coordinate the  
  procurement and/or logistics requirement.          

  Purchasing Department Manager -Donna Follin        846-1124

  Construction Subcontracts Department Manager -     846-5422
  Chad Hildebrand                                    

  Research Subcontracts Department Manager - Greg    228-4011
  Davis                                              

  Logistics Support Department Manager -- Byron      846-1159
  Bowie                                              
  -------------------------------------------------- --------------------

[]{#Majorstepsandtimetableforprocureprocess .anchor}

**THE MAJOR STEPS AND TIMETABLE FOR THE PROCUREMENT PROCESS**

The following chart represents the major steps for the procurement
process for new orders or subcontracts, the person responsible for the
action, and the average time for completion.

+---------------------------------------+-----------------+-----+-----+
| ###### **ACTION**                     | ###### **RESP   | \*  | \   |
|                                       | ONSIBLE PARTY** |     | *\* |
+---------------------------------------+-----------------+-----+-----+
| Identify Government's Requirements    | NCI Project     | N/A | N/A |
|                                       | Manager         |     |     |
+---------------------------------------+-----------------+-----+-----+
| Provide Technical Support to NCI      | OTS Technical   | N/A | N/A |
| Project Manager, Conduct Market       | Expert          |     |     |
| Research, Develop Purchase            |                 |     |     |
| Requisition and Coordinate with       |                 |     |     |
| Procurement Department                |                 |     |     |
+---------------------------------------+-----------------+-----+-----+
| Conduct Market Research               | OTS Technical   | N/A | N/A |
|                                       | Expert          |     |     |
+---------------------------------------+-----------------+-----+-----+
| Develop Purchase Requisition with     | OTS Technical   | N/A | N/A |
| input from NCI Project Manager        | Expert          |     |     |
+---------------------------------------+-----------------+-----+-----+
| Obtain Special Pre-Approvals          | OTS Technical   | N/A | N/A |
|                                       | Expert          |     |     |
+---------------------------------------+-----------------+-----+-----+
| Coordinate with Procurement           | OTS Technical   | N/A | N/A |
| Department                            | Expert          |     |     |
+---------------------------------------+-----------------+-----+-----+
| Review Purchase Request for           | Bu              | 1-2 | 3-5 |
| Sufficiency                           | yer/Subcontract |     |     |
|                                       | Specialist      |     |     |
+---------------------------------------+-----------------+-----+-----+
| Develop Acquisition Plan (\>\$100K)   | Subcontract     | N/A | 5-7 |
|                                       | Specialist/OTS  |     |     |
|                                       | Technical       |     |     |
|                                       | Expert          |     |     |
+---------------------------------------+-----------------+-----+-----+
| Obtain all reviews and approvals      | Bu              | 1-3 | 15  |
| including Subcontract Review Board    | yer/Subcontract |     | -20 |
| when \> \$550K                        | Specialist      |     |     |
+---------------------------------------+-----------------+-----+-----+
| Post procurement to advertise         | Bu              | 15  | 15  |
| opportunity \>\$25K                   | yer/Subcontract |     |     |
|                                       | Specialist      |     |     |
+---------------------------------------+-----------------+-----+-----+
| Review of solicitation and proposal   | Subcontractor   | 30  | 30  |
| submission for Commercial Products    |                 |     |     |
| \>\$100K and Construction and         |                 |     |     |
| Research Subcontracts                 |                 |     |     |
+---------------------------------------+-----------------+-----+-----+
| Receive and analyze proposal for      | Bu              | 1-5 | 7   |
| technical acceptability and           | yer/Subcontract |     | -15 |
| cost/price reasonableness for         | Specialist/OTS  |     |     |
| commercial products and               | Technical       |     |     |
| non-competitive subcontracts          | Support         |     |     |
+---------------------------------------+-----------------+-----+-----+
| Receive and analyze proposal for      | Subcontract     | N/A | 30  |
| technical acceptability and           | Specialist/OTS  |     | -90 |
| cost/price reasonableness for         | Technical       |     |     |
| competitive Construction and Research | Support         |     |     |
| Subcontracts                          |                 |     |     |
+---------------------------------------+-----------------+-----+-----+
| Prepare acquisition summary with      | Bu              | 1-3 | 5-7 |
| negotiation objective and negotiated  | yer/Subcontract |     |     |
| agreement demonstrating cost/price    | Specialist      |     |     |
| reasonableness                        |                 |     |     |
+---------------------------------------+-----------------+-----+-----+
| Coordinate all aspects of pricing and | Bu              | 1-5 | 3-5 |
| Terms and Conditions with all         | yer/Subcontract |     |     |
| affected parties                      | Specialist      |     |     |
+---------------------------------------+-----------------+-----+-----+
| Obtain Internal CRB \> \$550K and     | Subcontract     | N/A | 5   |
| Risk Management Review \>\$1M and NCI | Specialist      |     | -10 |
| Contracting Officer Approval if       |                 |     |     |
| required.                             |                 |     |     |
+---------------------------------------+-----------------+-----+-----+
| Award                                 | Bu              | 1-3 | 3-5 |
|                                       | yer/Subcontract |     |     |
|                                       | Specialist/OTS  |     |     |
|                                       | Contracting     |     |     |
|                                       | Officer         |     |     |
+---------------------------------------+-----------------+-----+-----+

Note: The average days from receipt of purchase requisition to award is
based on normal workload for individual procurement personnel.

\* Average Time to Complete Action in Purchasing Department

\* Average Time to Complete Action in Subcontract Departments (days are
cumulative)

[]{#Existingsubcontractsandagreements .anchor}**Existing Subcontracts
and Agreements --** All three acquisition departments have existing
subcontracts and agreements for goods and services established for
repetitive needs. These existing subcontracts and agreements are
negotiated with vendors to establish "accounts" that allow faster
ordering procedures and turn around time. While most of these existing
subcontracts and agreements are issued by the Purchasing Department,
they are also awarded by Construction Subcontracts and Research
Subcontracts for specific projects and programs. For a list of existing
subcontracts or agreements issued by the Purchasing Department for
supplies and services see
<http://web/campus/als/general.asp#blanket-agreement> and click on
"Blanket Orders List." This list is continuously updated therefore note
the date on the listing when using as a reference. For a list of
existing subcontracts issued by Construction Subcontracts or Research
Subcontracts, contact the Department Managers.

**CUSTOMER GUIDANCE**

[]{#TheGoalsandresponsibilities .anchor}**The Goals and Responsibilities
of the Technical Customer**

The technical customer is responsible for supporting the buying activity
in maintaining good stewardship of federal funds. In so doing, the
technical customer is expected to provide the appropriate information
and participation to ensure that procurements are conducted with
integrity, fairness and in the best interest of the Government.

[]{#Avoidingimproperbusinesspractices .anchor}**Avoiding Improper
Business Practices**

Customers must be careful to avoid improper business practices by not
ordering supplies or services if not authorized to do so, ordering only
mission related items, and being careful to protect sensitive
information. Please read the following carefully. Any questions on the
following two issues should be directed to any Acquisition Manager.

[]{#Unauthorizedprocurements .anchor}**Unauthorized Procurements**

Only authorized personnel acting within the scope of their authority may
enter into a contractual commitment with a vendor or subcontractor.
Because of the seriousness of unauthorized personnel committing funds on
behalf of NCI, procedures explaining the circumstances of the event and
procedures to prevent reoccurrence have been established. Unauthorized
commitments may be cause for disciplinary action for the person lacking
the authority to commit funds as well as being responsible for
reimbursing the vendor or subcontractor.

[]{#Procurementintegrity .anchor}![](media/image1.wmf){width="0.43125in"
height="0.3645833333333333in"}**Procurement Integrity and No Conflicts
of Interest**

Disclosure of source selection information, business proposals and/or
financial information of offerors to unauthorized parties is strictly
prohibited. Anyone participating in the procurement process must refrain
from any private business or professional activity that would conflict
between their private interests and their legal ethical responsibilities
while participating in procurement activities.

[]{#procurementauthorityanddelegation .anchor}**Procurement Authority
and Delegation**

There are three procurement mechanisms - PR, BPA with blanket order
releases, and P-card. The rules for the buys are consistent across all
three mechanisms (if not restricted in the procedures for some reason,
such as capital equipment, radioisotopes, etc.)

What separates each mechanism, however, is where the procurement
authority resides. An enduser originally has no procurement authority,
so must submit PR\'s. With Blanket Order training, an enduser gains
limited procurement authority and may place orders against and in
accordance with the Blanket Purchase Agreement, which is the commercial
contract established by the buyer/contract specialist. With the P-card
program, there are two levels of training for the enduser, and thus two
levels of procurement authority.

The first level is for micropurchases (\$3,000 or less) that do not
require competition. The federal government states that all
micropurchases must be bought from the IMPAC program, and we encourage
it. Of course, some vendors still do not take credit cards. The second
level of training renders additional procurement authority. These
endusers conduct simple competition and prepare simple bidsheets.

Unauthorized procurement means that someone lacking the proper
procurement authority procured something, thus requiring ratification
for payment by the OTS. Someone with procurement authority is authorized
from the date they are trained and sign the training completion document
until some action ends it, such as retirement or losing the privilege of
holding this authority.

[]{#Howauthorityaffectsratification .anchor}**How Authority Affects
Ratification by Procurement Mechanism**

If a purchase request is received after the buy, it is an unauthorized
procurement. If the program area utilized a P-card appropriately for the
same buy or placed an authorized release against an established blanket
purchase agreement, then ratification would not be necessary. The
procurement mechanism creates the unauthorized buy. However, procurement
does not equate solely to ALS processes, it applies to all
acquisitions/buys. A reimbursement is still a procurement, only in
reverse. If we want the government to ultimately pick up the tab, the
choices are to 1) have someone with procurement authority place the
order, 2) obtain reimbursement by some pre-approved procurement
reimbursement mechanism, or 3) ratify an unauthorized buy.

Limited reimbursement is available with the General Expense mechanism,
in which there is an implied prior approval by adhering to the
conditions set forth in the process.

[]{#Ratification .anchor}**Ratification**

The prime states that written authorization shall be obtained for
ratification of unauthorized acquisitions unless instructed to the
contrary by the Contracting Officer. Purchasing does not have a
mechanism for direct payments; however we have been authorized to use
the federal IMPAC program, which calls out procurement/acquisition
authority delegation. Since the inception of the federal IMPAC program,
the PR is intended to requisition buys for which there is no other
pre-established delegation.

[]{#Authorizedprocurementsmadebycustomer .anchor}**AUTHORIZED
PROCUREMENTS MADE BY THE CUSTOMER**

[]{#Subcontractsandpurchasecards .anchor}**Blanket Purchase Orders and
Purchase Cards --** Authorized customers may place orders against
existing contracts (blanket purchase agreements) and agreements or make
buys with a purchase card. Instructions, training and guidance for
issuing blanket orders and using purchase cards are not covered in this
document. However, customers are encouraged to obtain such authorization
to streamline purchases \$3,000 or less and/or expedite delivery of
routine supplies or services. For obtaining authority to issue orders or
obtain a purchase card see the Who to Call List.

**Procurements of \$100 or less:** All procurements \$100 or less not
requiring additional signatures or approvals should be ordered utilizing
the purchase card if a blanket purchase agreement is not available. If a
streamlined process is not available for the particular procurement, a
Purchase Request may be submitted to the Purchasing Department listing
the reason for the requisition necessity. In the absence of a documented
reason, an e-mail or telephone notification (the same day as PR receipt
in Purchasing) is made to the requestor/contact person listed on the PR
indicating that the PR will be returned unless Purchasing was contacted
to discuss further.

**PAYMENT OF FEES / DIRECT PAYMENTS**

A Direct Payment mechanism is administered by the Accounts Payable
Department for payment of fees, such as membership fees, etc. Since
these payments are not procurements, a purchase request is not the
appropriate mechanism. The Direct Payment form and procedure is
available at <http://home.ncifcrf.gov/saic/bpdocs/>.

**PROCUREMENTS MADE BY ACQUISITION DEPARTMENTS**

All supplies and services procured by any of the OTS Acquisition
Departments must be requested on a Purchase Request Form or by entering
requirement directly into the Management Information System (MIS).
Because the amount of information required is based on the complexity,
approval requirements, and competitive nature of the requirement,
additional forms may be needed. For example, if the acquisition is for
research, Form CG 1-B (Purchase Request Addendum for Research) is also
required. If the acquisition is for construction or A-E services, Form
CG 1-C (Purchase Request Addendum for Construction) is also required.

+-----------------------------------------------------------------------+
| []{#Purchaserequestprocess .anchor}**PURCHASE REQUEST PROCESS**       |
+-----------------------------------------------------------------------+
| **STEP 1**. Plan request in sufficient time to allow for appropriate  |
| procurement process                                                   |
+-----------------------------------------------------------------------+
| **STEP 2**. Determine need for approvals and justifications           |
+-----------------------------------------------------------------------+
| **STEP 3** Use Distributive Entry Method and enter requirement        |
| directly into                                                         |
|                                                                       |
| Management Information System and attach appropriate justifications,  |
| and                                                                   |
|                                                                       |
| forms...**or**... Complete Purchase Request Form CG 1A and any other  |
| required                                                              |
|                                                                       |
| forms or information                                                  |
+-----------------------------------------------------------------------+
| **STEP 4**. Submit Purchase Request Package using Form to ALS,        |
| Building 1050, Rm. 200.                                               |
+-----------------------------------------------------------------------+

[]{#Step1Procurementtraining .anchor}**STEP 1 PROCUREMENT PLANNING**

Every acquisition requires planning. The time and effort spent on the
planning phase is based on numerous factors. The process for simple
items or services range from requiring a quick search to gather item
descriptions, vendors and pricing to awarding a bilateral contract.
However, if the item or service is for construction or research, the
specifications may be unique and will require more time invested in
developing work statements, obtaining pre-approvals, and considering
competition requirements.

Any research activity conducted at the NCI-Frederick involving human
subjects shall commence only with Institutional Review Board (IRB)
approval or when exemption from this requirement has been received from
the NIH Office for Human Subjects Research (OHSR) through the Office of
Scientific Operations, NCI-Frederick, or the appropriate division
office. For additional information, contact Dr. Charmaine Richman,
extension 6308.

Large projects and complex procurements should be discussed with the OTS
Technical Support Office and the Acquisition Department Manager well in
advance of submitting a requisition to ensure timely award. Advanced
discussions can identify any special considerations that may influence
the price or award date.

Annual procurement plans should be developed at the Department level and
discussed on an annual basis with the respective Acquisition Managers.
Such meetings can identify program needs and allow the Acquisition
Managers to identity procurement teams to handle workload and more
efficiently support large programs and projects.

[]{#Step2Determineneedforapprovals .anchor}**STEP 2 DETERMINE NEED FOR
APPROVALS AND JUSTIFICATIONS**

[]{#Competitionrequirements .anchor}**Competition Requirements**

The OTS Contractor is required to use competitive procedures to the
maximum extent practicable for all procurements over \$3,000. Anytime
competitive procedures are not used, a justification explaining the
situation must be provided by the customer as an attachment to the PR.
Complete form entitled "Justification for Other Than Full and Open
Competition"(Form CG 3) and attach it to the PR.

Information follows to aid in providing a complete Purchase Request
Submission Packet:

-   [Limiting Competition]{.underline}. A justification if competition
    is to be limited or no competition is anticipated. The program area
    has the right to their state minimum requirements, but also has the
    obligation to document the pertinent details in the justification.
    Forms to aid in this process include the Justification for Other
    than Full and Open Competition
    [(JOFOC](http://web.ncifcrf.gov/campus/als/downloads/CG_3_JUSTIFICATION_FOR_OTHER_THEN_FULL_AND_OPEN_COMPETIT.pdf))
    form, [Worksheet for Limited
    Competition](http://web.ncifcrf.gov/campus/als/downloads/PUR13-WORKSHEET.pdf)
    form and the [Product Comparison
    Worksheet](http://web.ncifcrf.gov/campus/als/downloads/productcomparison.pdf).
    Obtaining the information is the primary goal -- the forms are
    available to assist in providing the information. Therefore, utilize
    the form that best fits your capital equipment request. The
    importance of providing this information can not be underestimated.
    Federal government regulations mandate this documentation for other
    than full and open competition. Providing it with the initial PR
    Submission Packet provides the fastest track possible through the
    entire SAIC-Frederick capital equipment process.

-   [Competition]{.underline}. To ensure proper competitive analysis, it
    is essential to clearly identify the specific item named by brand(s)
    and its salient characteristics. This information becomes the
    criteria against which alternate products are assessed. Details
    follow:

> \(a\) Complete common generic identification of the item required
>
> \(b\) Applicable model, make, or catalog number for each brand name
>
> product referenced, and identifying, if applicable, the commercial
>
> catalog in which it appears
>
> \(c\) Name of manufacturer, producer, or distributor of each brand
>
> name product referenced (address and phone number if company is not
> well known)
>
> \(d\) All salient characteristics of the brand name product or
> products which have been determined by the requestor to be essential
> to meet the minimum physical and/or functional requirements. The
> purchase description shall state those salient possess in order to be
> considered responsive.

[]{#COA .anchor}**Requirement for NCI Contracting Officer's
Authorization (COA) prior to making award/placing order for the
following procurement actions:**

The following types of actions shall be sent by the appropriate ALS
Acquisition Department to the NCI Contracting Officer for consent prior
to award:

-   Purchase or lease of real property or any interest therein;

-   Any subcontract requirements for facilities renovation, alteration,
    repair, maintenance, construction, or Architect-Engineer (A-E)
    consultant services related to facilities shall be submitted
    immediately prior to award when the proposed subcontract (or
    delivery order under a subcontract) amount exceeds that which can be
    reasonably managed within the total fiscally approved (or concept
    approved in the case of A-E/consultant services) project budget. In
    addition, modifications to the foregoing types of subcontracts shall
    be submitted immediately prior to award when the amount of the
    modification to the particular subcontract exceeds either \$50,000
    or the cumulative amount of all modifications exceed 10% of the
    original subcontract amount. Any modification to an approved
    subcontract that will cause the subcontract amount to exceed the MSR
    ceiling for the project shall also be submitted;

-   Foreign and legal services subcontracts; (see FAR 52.244-2)

-   Any requirements for advisory and assistance services and any
    consultant agreements (excluding A&E services referenced above) for
    which costs will be incurred under this contract, or any use of
    SAIC-Frederick, Inc. personnel in an advisory or assistance service
    capacity (see OTS Contract B.4.a.(5));

-   Awards to the Contractor's (SAIC-Frederick, Inc.) or its parent
    (SAIC Corporate) organization or other NCI-Frederick contractors.
    This includes all businesses in which these organizations are known
    to have an interest, including but not limited to affiliates and
    subsidiaries. In addition, all bids, proposals, or quotations
    received in connection with a particular solicitation or negotiation
    where an NCI-Frederick Contractor has submitted a bid, proposal, or
    quotation shall be submitted to the NCI-Frederick Contracting
    Officer for opening;

-   Ratification of unauthorized acquisitions.

-   Any sale/barter of supplies or services generated under this
    contract;

-   The acquisition by lease or purchase of any motor vehicle;

The costs for these items or activities shall be unallowable as direct
costs unless authorized by the Contracting Officer.

######## **SPECIAL APPROVAL PRODUCTS AND SERVICES**

######## 

######## The matrix below describes acquisitions that require approval of the PR before submittal to the Purchasing Department. When special approvals are required, use "Special Approval Routing Sheet" (Form CG 4) 

+-------------+-----------+--------------------------------------------+
| ##          | ####      | ######## **Approval Process**              |
| ###### **Ac | #### **Ap |                                            |
| quisition** | proving O |                                            |
|             | fficial** |                                            |
| **Type**    |           |                                            |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| ######## Se | ###       | ######## Any acquisiti                     |
| lect Agents | ##### OTS | on that requires the delivery, shipping, d |
|             |           | isposal or handling of Select Agents must  |
|             | ####      | be reviewed for comment and instructions.  |
|             | #### Biol |                                            |
|             | ogical an | See <http://www.cdc.gov/od/sap/> for list  |
|             | d Laborat | of Select Agents.                          |
|             | ory Safet |                                            |
|             | y Officer |                                            |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| Hazardous   | OTS       | ######## Any acquis                        |
| Waste       | Envi      | ition that requires the delivery, shipping |
|             | ronmental | , disposal or handling of hazardous waste. |
|             | P         |                                            |
|             | rotection |                                            |
|             | and Waste |                                            |
|             | M         |                                            |
|             | anagement |                                            |
|             | Safety    |                                            |
|             | Officer   |                                            |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| I           | ###       | ######## Deviation of                      |
| ntellectual | ##### OTS | Exceptional Circumstances (DEC) - When NCI |
| Property    |  IP Admin |  has determined that retaining patent righ |
|             | istrator  | ts are in the best interest of the governm |
|             |           | ent, the OTS Contractor IP Administrator f |
|             |           | orwards a request up the NCI/NIH chain of  |
|             |           | command to obtain approval of NIH Director |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| ######## Ca | ########  | ####                                       |
| pital Equip | OTS Contr | #### All purchases for chemical fume hoods |
| ment and ot | actor Env | , laminar flow cabinets, equipment contain |
| her items a | ironment  | ing lasers, and portable electric heaters. |
| s specified | Health &  |                                            |
|             | Safety Co | Any acquisition that requires the          |
|             | ordinator | delivery, shipping, disposal or handling   |
|             |           | of hazardous waste.                        |
|             |           |                                            |
|             |           | All purchases for DEA Controlled           |
|             |           | Substances and CDC Select Agents.          |
|             |           |                                            |
|             |           | *Note: Radioactive materials require       |
|             |           | pre-approval via SmartStream electronic    |
|             |           | routing only (Distributive Entry or        |
|             |           | Purchasing data entry).*                   |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| #####       | #####     | ######## All purchases for live anima      |
| ### Live an | ### OTS L | ls, rodent sera, and rodent-derived produc |
| imals, rode | aboratory | ts must be approved by the OTS Coordinator |
| nt sera, ro |  Animal S |  of the Laboratory Animal Sciences Program |
| dent-derive | ciences P |  for review in compliance with HHS policy. |
| d products  | rogram Co |                                            |
|             | ordinator |                                            |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ######## Property Office reviews purc      |
|             |           | hase request for accountable property item |
| ##          | ###       | s to determine if items are available from |
| ###### Capi | ##### OTS |  excess property. (See Definitions for cap |
| tal Equipme |  Contract | ital equipment and accountable property an |
| nt, Account | or Proper | d list of sensitive items on Attachment 2) |
| able Proper | ty Office |                                            |
| ty and Sens |           |                                            |
| itive Items |           |                                            |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| ####        | #######   | ######## The Budget/Cost Mana              |
| #### Capita | # The OTS | gement Department of FAS reviews Purchase  |
| l Equipment |  Contract | Requests for capital equipment to ensure a |
|             | or Budget | vailability of capital equipment funds (SA |
|             | /Cost Man | IC-Frederick, Inc. and NCI programs only). |
|             | agement D |                                            |
|             | epartment | *Note: Capital Equipment requires          |
|             |           | pre-approval via SmartStream electronic    |
|             |           | routing only (Distributive Entry or        |
|             |           | Purchasing data entry).*                   |
+-------------+-----------+--------------------------------------------+
| ########    | ########  | ########                                   |
|             |           |                                            |
| ######      | ##        | ######## Building                          |
| ## \*Capita | ###### Bu | Coordinators review purchases of capital e |
| l Equipment | ilding Co | quipment that will be installed to determi |
|             | ordinator | ne adequacy of utility and space requireme |
|             |           | nts. Technical data and/or vendor literatu |
|             |           | re should be attached to Purchase Request. |
+-------------+-----------+--------------------------------------------+

[]{#Step3Completingthepurchaserequest .anchor}**STEP 3 COMPLETING THE
PURCHASE REQUEST**

**DISTRIBUTIVE ENTRY**

The preferred method of submitting a Purchase Request is by having the
customer enter the information directly into the Management Information
System. This electronic method is known as Distributive Entry. It
obtains an electronic approval and allows the customer to immediately
track status. The same information, approvals and justifications apply
to this method of submitting a PR as the Form CG 1-A described below.
The additional information and forms may be submitted as an attachment
to the Distributive Entry method. For training and details on using
Distributive Entry, contact Mel Lambert x5603.

**COMPLETING A PURCHASE REQUEST (FORM CG 1-A)**

The PR packet may consist only of the PR form (CG 1-A) or may have
additional pages as attachments for approvals, routing sheets, quotes,
estimates, specifications, work statements, and/or any other data
necessary. The entire PR package must provide enough information to
ensure that the order or subcontract issued meets the requirements of
the requester and the procurement policies of the Federal Acquisition
Regulation, NCI and the OTS Contractor.

The Purchase Request form requires the completion of basic information
about the requirement and authorizes expending funds. Simple buys that
can be fully described on the PR form require no further documents.
However for those procurements that require special pre-approvals,
justifications or more descriptive information, additional forms are
necessary as described throughout this document.

  ---------------- ----------------------------------------------------------------
  **INSTRUCTIONS   
  FOR COMPLETING   
  PURCHASE REQUEST 
  FORM CG 1-A**    

  Block            

  1                Insert Center Number

  2                Enter the date that the purchase request was prepared

  3\.              Enter appropriate Purchase Request Number. Obtain block of
                   numbers from the ALS Website Forms Page
                   http://web/ncifcrf.gov/campus/als/purchase \_request.stm

  4\.              Enter the requisitioning office, name, address, bldg. number and
                   phone number

  5\.              Enter the name, address, building and phone for delivery of
                   product or service

  6\.              Enter the suggested vendor or vendor's name, address, phone
                   point of contact and vendor number -- attach additional pages
                   for additional vendors or enter "Best Source" if there is no
                   suggested vendor

  7                Enter the line number of the item

  8\.              Enter Item Number from Attachment 1

  9\.              Enter the vendor's catalog number (if applicable) and
                   description of the item or service. Include information required
                   for special or unusual acquisitions as described below. If PR is
                   for research, also complete Form CG 1-B. If PR is for
                   construction or A-E services, also complete Form CG 1-C.

  10\.             Enter item size/unit of purchase for each item (examples 20/cs,
                   each, 500g)

  11\.             Enter the required quantity

  12\.             Enter the Estimated Unit Price of the item

  13\.             Enter the Estimated Extended Price of the Item

  14\.             Leave Blank -- For use by Acquisition Department

  15\.             Leave Blank - For use by Acquisition Department

  16\.             Provide GSA Schedule Number if applicable

  17\.             Check for any additional cost and explain in Block 18 (e.g.
                   freight.)

  18\.             Insert Estimated Total Amount of all costs including any
                   additional pages

  19\.             Leave Blank -- For use by Acquisition Department

  20\.             Provide any Special Instructions and/or List of Attachments

  21\.             Use Major Steps and Time Table chart above and fill in realistic
                   delivery date. If urgent, state reason in Block 18 or attach
                   additional pages.
  ---------------- ----------------------------------------------------------------

**STEP 4 SUBMIT PURCHASE REQUEST TO THE PURCHASING DEPARTMENT**

The PR forms, applicable justifications, and any additional information
are sent to the Purchasing Department as a single point of entry. The
Purchasing Department reviews each request and determines the
appropriate Acquisition Department responsible for completing the
action. The Purchasing Department will either retain the PR for action
or forward it to Construction or Research Subcontract Departments within
24 hours of receipt.

The PR may be sent by the internal mail system or hand carried. An
urgent requirement may be faxed to the Purchasing Department if
authorized by the Purchasing Manager. Call extension 1124 for
authorization.

[]{.mark}

[]{.mark}

**INFORMATION REQUIRED FOR SPECIAL OR UNUSUAL ACQUISITIONS**

Because of the special nature and type of work conducted by the NCI,
there are unusual products or services that require specific information
or special handling. The following instructions are for additional
information needed on the topics discussed. Attachments may be necessary
if all that is required does not fit in Description field of the PR
Form.

  --------------------------------- ------------------------------------------
  []{#Agreementfortheuseofexperts   
  .anchor}**AGREEMENTS FOR THE USE  
  OF EXPERTS**                      

  Service Agreements are written to 
  obtain specialized knowledge or   
  expertise when it is not          
  available at the NCI-Frederick.   
  These agreements directly engage  
  the time and effort of a          
  subcontractor to provide advisory 
  services or assistance services.  

  Type of Service                   Definition

  Consultant Services               Obtain advice, opinions, alternatives,
                                    conclusions, and/or recommendations of
                                    experts from an independent contractor

  Assistance Services               Obtain specific tasks information and/or
                                    evaluations

  Laboratory Services               Occur when the subcontractor is provided
                                    material/information, performs a service,
                                    and returns the material/information in an
                                    altered format
  --------------------------------- ------------------------------------------

+-----------------------------------+-----------------------------------+
| []{#Con                           |                                   |
| sultantagreementsadvisoryservices |                                   |
| .anchor}**Consultant Services     |                                   |
| (Advisory Services)**             |                                   |
+-----------------------------------+-----------------------------------+
| Complete PR form and provide the  |                                   |
| following additional information  |                                   |
| directly on PR or on additional   |                                   |
| pages. Complete and attach any    |                                   |
| forms specified below             |                                   |
+-----------------------------------+-----------------------------------+
| Complete Consultant Request Form  | Provide a sole source             |
| (CG 5)                            | justification describing why no   |
|                                   | other individual can perform the  |
|                                   | work within the timeframe         |
|                                   | required. Complete Justification  |
|                                   | for Other Than Full and Open      |
|                                   | Competition (CG 3)                |
+-----------------------------------+-----------------------------------+
| Complete Independent Contractor   | Provide a detailed statement of   |
| vs. Employee Questionnaire (CG 6) | work including                    |
|                                   |                                   |
|                                   | key tasks, critical success       |
|                                   | factors, duration,                |
|                                   |                                   |
|                                   | scope, milestones, dates for      |
|                                   | deliverables                      |
|                                   |                                   |
|                                   | (including reports) tie payment   |
|                                   | to                                |
|                                   |                                   |
|                                   | accomplishment of deliverables or |
|                                   |                                   |
|                                   | milestones whenever possible      |
+-----------------------------------+-----------------------------------+
| Provide resume/Curriculum Vitae   | Submit complete PR package to     |
| of expert                         | Purchasing Dept.                  |
+-----------------------------------+-----------------------------------+
| []{#Assistanceservices            |                                   |
| .anchor}**Assistance Services**   |                                   |
+-----------------------------------+-----------------------------------+
| Complete PR form and provide the  |                                   |
| following additional information  |                                   |
| directly on PR or on additional   |                                   |
| pages. Complete and attach any    |                                   |
| forms specified below             |                                   |
+-----------------------------------+-----------------------------------+
| Provide a detailed statement of   | Tie payment to accomplishment of  |
| work including key tasks,         | deliverables or milestones        |
| critical success factors,         | whenever possible                 |
| duration, scope, milestones,      |                                   |
| dates for deliverables (including |                                   |
| reports)                          |                                   |
+-----------------------------------+-----------------------------------+
| Note: The Research Subcontracts   |                                   |
| Department will coordinate with   |                                   |
| applicable Departments e.g.       |                                   |
| Protective Services and others if |                                   |
| work will be performed on the     |                                   |
| NCI-Frederick campus.             |                                   |
| Additionally, any modification to |                                   |
| the subcontract after award,      |                                   |
| including a change in work or     |                                   |
| price, must be requested by a     |                                   |
| memorandum to the Research        |                                   |
| Subcontracts Department and       |                                   |
| authorized by program area        |                                   |
| approval official.                |                                   |
+-----------------------------------+-----------------------------------+
| []{#Laboratoryservices            |                                   |
| .anchor}**Laboratory Services**   |                                   |
+-----------------------------------+-----------------------------------+
| Complete PR form and provide the  |                                   |
| following additional information  |                                   |
| directly on PR or on additional   |                                   |
| pages. Complete and attach any    |                                   |
| forms specified below             |                                   |
+-----------------------------------+-----------------------------------+
| Describe the information or       | Describe the end product or test  |
| material that will                | results to be received and method |
|                                   | of receipt (e.g. through          |
| be transmitted to the             | Receiving, mail, e-mail, pickup,  |
| subcontractor                     | etc)                              |
+-----------------------------------+-----------------------------------+
| Provide detailed description of   | Provide any other pertinent       |
| service needed (antibody          | information, such                 |
| production, custom libraries,     |                                   |
| labeling of probes, etc.)         | as prior arrangements and         |
|                                   | discussions                       |
+-----------------------------------+-----------------------------------+

  -----------------------------------------------------------------------
  Note: After obtaining authorization, the requestor must complete the
  Request for Shipment Form.

  -----------------------------------------------------------------------

+-----------------------------------+-----------------------------------+
| []{#Animalprocurements            |                                   |
| .anchor}**ANIMAL PROCUREMENTS     |                                   |
| FROM ANIMAL PRODUCTION AREA       |                                   |
| (APA)**                           |                                   |
|                                   |                                   |
| ***(Not a Purchasing Function)*** |                                   |
+-----------------------------------+-----------------------------------+
| Animals are ordered directly from | See APA website for instructions, |
| APA                               | <http://web.ncifcrf.gov/res       |
|                                   | earchresources/apa/pricelist.asp> |
+-----------------------------------+-----------------------------------+

  ----------------------------------- -----------------------------------
  []{#Blanketpurchaseagreements       
  .anchor}**BLANKET PURCHASE          
  AGREEMENT *(No PR Required)***      

  A Blanket Purchase Agreement (BPA)  
  can be established for departments  
  having repetitive needs. A BPA can  
  be awarded to a vendor establishing 
  a contract for a specified          
  statement of work for supplies and  
  services. Authorization for making  
  the actual purchase can be granted  
  to the customer. Funds are not      
  required until the actual order     
  (blanket release) is issued to the  
  vendor. Provide the following       
  information on a memorandum signed  
  by an authorized official.          

  The following services and products 
  may be requested on a Memorandum,   
  telephone order or by the           
  completion of forms other than a    
  Purchase Request as follows:        

  Describe items or services needed   Provide non-competitive
                                      justification or a list of
                                      suggested vendors.

  Provide estimated annual dollar     Provide contact person, phone,
  amount or estimated usage as        e-mail information for questions.
  currently anticipated               
  ----------------------------------- -----------------------------------

+-----------------------------------+-----------------------------------+
| []{#Books .anchor}**BOOKS**       |                                   |
+-----------------------------------+-----------------------------------+
| If \$3,000 or less, this item can |                                   |
| be ordered with a purchase card   |                                   |
| by an authorized card holder.     |                                   |
| Every effort should be made to    |                                   |
| utilize the IMPAC VISA card.      |                                   |
|                                   |                                   |
| Regardless of the mechanism, the  |                                   |
| following information is required |                                   |
| as documentation for property     |                                   |
| accountability:                   |                                   |
+-----------------------------------+-----------------------------------+
| Complete title and ISBN number    | Provide any pertinent information |
|                                   | e.g. special discounts, special   |
|                                   | offers or considerations etc.     |
+-----------------------------------+-----------------------------------+

+-----------------------------------------------------------------------+
| []{#CapitalEquipment .anchor}**CAPITAL EQUIPMENT**                    |
+-----------------------------------------------------------------------+
| The procurement of [capital                                           |
| equipment](http://web.ncif                                            |
| crf.gov/campus/als/downloads/Definition_of_GL_Account_Categories.pdf) |
| has a specific set of processes. A complete Purchase Request (PR)     |
| Submission Packet must be received by the Purchasing Department in    |
| order to begin the procurement process. The requirements follow:      |
+-----------------------------------------------------------------------+
| **[Preparing the Purchase Request Submission Packet]{.underline}**    |
|                                                                       |
| Complete a Purchase Request, listing the items and/or systems with a  |
| recognizable description. The approval will be the person having      |
| signature authorization specifically for capital equipment in your    |
| program area. The Deliver to field refers to the building and room    |
| where the equipment will be delivered and used.                       |
+-----------------------------------------------------------------------+
| Note: With the amount of information required for capital equipment   |
| purchases, please do not submit other extraneous information. It does |
| not replace required information, and it either impedes the progress  |
| of the procurement or does not help.                                  |
+-----------------------------------------------------------------------+
| Information and Attachments to the Purchase Request that comprise the |
| PR Submission Packet include:                                         |
|                                                                       |
| 1)  Product literature of the equipment being requested               |
|                                                                       |
| 2)  All quotes obtained during market research                        |
|                                                                       |
| 3)  The [Routing                                                      |
|     Slip](http://web.ncifcrf.gov/campus/als/dow                       |
| nloads/CG_4_PR_SPECIAL_APPROVAL_ROUTING_SHEET_for_CUSTOMER_GUIDE.pdf) |
|     (CG4) -- Property Department, Building Coordinator, and EHS as    |
|     appropriate. Read the Routing Slip for additional information.    |
|                                                                       |
| 4)  A justification listing the basic use of the equipment (not a     |
|     protocol)                                                         |
|                                                                       |
| 5)  [Limiting Competition]{.underline}. A justification if            |
|     competition is to be limited or no competition is anticipated.    |
|     The program area has the right to their state minimum             |
|     requirements, but also has the obligation to document the         |
|     pertinent details in the justification. Forms to aid in this      |
|     process include the Justification for Other than Full and Open    |
|     Competition                                                       |
|     [(JOFOC](http://web.ncifcrf.gov/campus/als/dow                    |
| nloads/CG_3_JUSTIFICATION_FOR_OTHER_THEN_FULL_AND_OPEN_COMPETIT.pdf)) |
|     form, [Worksheet for Limited                                      |
|     Competit                                                          |
| ion](http://web.ncifcrf.gov/campus/als/downloads/PUR13-WORKSHEET.pdf) |
|     form and the [Product Comparison                                  |
|     Worksheet                                                         |
| ](http://web.ncifcrf.gov/campus/als/downloads/productcomparison.pdf). |
|     Obtaining the information is the primary goal -- the forms are    |
|     available to assist in providing the information. Therefore,      |
|     utilize the form that best fits your capital equipment request.   |
|     The importance of providing this information can not be           |
|     underestimated. Federal government regulations mandate this       |
|     documentation for other than full and open competition. Providing |
|     it with the initial PR Submission Packet provides the fastest     |
|     track possible through the entire SAIC-Frederick capital          |
|     equipment process.                                                |
|                                                                       |
| 6)  [Competition]{.underline}. To ensure proper competitive analysis, |
|     it is essential to clearly identify the specific item named by    |
|     brand(s) and its salient characteristics. This information        |
|     becomes the criteria against which alternate products are         |
|     assessed. Details follow:                                         |
|                                                                       |
| > \(a\) Complete common generic identification of the item required   |
| >                                                                     |
| > \(b\) Applicable model, make, or catalog number for each brand name |
| >                                                                     |
| > product referenced, and identifying, if applicable, the commercial  |
| >                                                                     |
| > catalog in which it appears                                         |
| >                                                                     |
| > \(c\) Name of manufacturer, producer, or distributor of each brand  |
| >                                                                     |
| > name product referenced (address and phone number if company is not |
| > well known)                                                         |
| >                                                                     |
| > \(d\) All salient characteristics of the brand name product or      |
| > products which have been determined by the requestor to be          |
| > essential to meet the minimum physical and/or functional            |
| > requirements. The purchase description shall state those salient    |
| > characteristics that are mandatory features that proposed equal     |
| > products must possess in order to be considered responsive.         |
|                                                                       |
| 7)  List acceptable manufacturers as part of the PR submission        |
|     packet.                                                           |
|                                                                       |
| 8)  For trade-in of government-owned property, indicate the decal     |
|     number/serial number of the equipment and list the trade-in       |
|     allowance on the PR.                                              |
+-----------------------------------------------------------------------+
| **[Obtaining Additional Required Signature Approvals]{.underline}**   |
|                                                                       |
| Route the PR Submission Package as necessary for signatures. As       |
| stated on the Routing Sheet, the last forward is to the Purchasing    |
| Department. Two notes:                                                |
|                                                                       |
| 1)  The routing approval for Finance (for SAIC-Frederick, Inc and NCI |
|     programs) must be transmitted electronically through SmartStream  |
|     workflow. Therefore, Purchasing will electronically route to      |
|     Finance for approval if the program area does not use SmartStream |
|     PR Distributive Entry.                                            |
|                                                                       |
| 2)  If Purchasing receives less than a complete PR Submission Package |
|     for the procurement, Purchasing will request the information from |
|     the program area and/or the appropriate routing area prior to     |
|     beginning the procurement process.                                |
+-----------------------------------------------------------------------+
| **[Procurement handled by the Purchasing Department]{.underline}**    |
|                                                                       |
| After administrative login and verification of completeness, the PR   |
| Submission Package is distributed to the appropriate buyer, who       |
| reviews it for complete and accurate procurement information. The     |
| first procurement action is to determine the acquisition plan, which  |
| includes procurement type determination, required additional          |
| approvals (such as FME, COA, administrative determination for         |
| trade-in of equipment, international component analysis, etc.). The   |
| next steps, simply stated, are to determine the level of competition, |
| confirm the absence or limitation of competition for this procurement |
| based on an analysis of the PR information and determine current      |
| availability or possibility in the marketplace. In compliance with    |
| government regulations, this concurrence must be confirmed by the     |
| buyer even if previously performed by the program area. Other         |
| criteria may apply as well, such as the potential for small business  |
| set-asides or other business class set-aside opportunities.           |
+-----------------------------------------------------------------------+
| The buyer then initiates the proper steps to begin the procurement    |
| process, which can include some or all of the following:              |
|                                                                       |
| 1.  Obtaining vendor data for proper processing (for federal vendor   |
|     status, contract department and invoicing info, etc.)             |
|                                                                       |
| 2.  Obtain current quotes, solicit verbal bids                        |
|                                                                       |
| 3.  Prepare solicitation (SCO), fax to vendor(s)                      |
|                                                                       |
| 4.  Post on bid boards and/or FedBizOpps, FDBDO.                      |
|                                                                       |
| 5.  Prepare Bid Sheets to analyze responsiveness to statement of      |
|     work, pricing and other stated criteria, etc.                     |
|                                                                       |
| 6.  Negotiate terms and conditions, pricing, availability, etc.       |
|                                                                       |
| 7.  Ensure price reasonableness, either by competition or price       |
|     analysis                                                          |
|                                                                       |
| 8.  Discuss with Program Area for clarification or to review written  |
|     memo for an alternate bid                                         |
|                                                                       |
| 9.  Ensure completion of other criteria, such as subcontracting plan  |
|     information, certificate of insurance, green product              |
|                                                                       |
| 10. Prepare award document (SCO or purchase order), complete          |
|     procurement checklists                                            |
|                                                                       |
| 11. Place order with vendor and send information as necessary to      |
|     Finance, Property, etc.                                           |
+-----------------------------------------------------------------------+

+-----------------------------------+-----------------------------------+
| ![](media/image2.j                |                                   |
| peg){width="0.7409722222222223in" |                                   |
| height="0.7319444444444444in"}    |                                   |
| []{#ConstructionandAEservices     |                                   |
| .anchor}**CONSTRUCTION AND        |                                   |
| ARCHITECT ENGINEERING**           |                                   |
+-----------------------------------+-----------------------------------+
| The OTS Facilities Maintenance    |                                   |
| and Engineering Department (FME)  |                                   |
| shall provide technical and       |                                   |
| administrative support to the     |                                   |
| NCI. Therefore, NCI requirements  |                                   |
| should be coordinated through the |                                   |
| OTS FME. The FME is responsible   |                                   |
| for providing the following:      |                                   |
+-----------------------------------+-----------------------------------+
| **Complete PR Form and Attachment |                                   |
| (CG 1- C)**                       |                                   |
+-----------------------------------+-----------------------------------+
| Check for special approvals       | If non-competitive- complete     |
|                                   | Justification for Other than Full |
|                                   | and Open Competition Form CG 3    |
+-----------------------------------+-----------------------------------+
| **Additional Special Approvals    |                                   |
| --** A Maintenance Service        |                                   |
| Request (MSR) shall be prepared   |                                   |
| and submitted to the NCI Project  |                                   |
| Officer and the NCI Contracting   |                                   |
| Officer for conceptual and fiscal |                                   |
| approval before ordering supplies |                                   |
| or equipment, commencement of any |                                   |
| work, or issuance of a            |                                   |
| solicitation relating to the      |                                   |
| following:.                       |                                   |
|                                   |                                   |
| -   renovation or alteration of   |                                   |
|     facilities                    |                                   |
|                                   |                                   |
| -   construction (including       |                                   |
|     Architect &Engineer (A&E)     |                                   |
|     design                        |                                   |
|                                   |                                   |
| -   preventative maintenance and  |                                   |
|     repair of facilities          |                                   |
|     estimated to exceed \$50,000  |                                   |
|     in Materials and Supplies     |                                   |
|     (M&S) or labor, or a          |                                   |
|     combination of M&S and labor  |                                   |
|                                   |                                   |
| The MSR is prepared and submitted |                                   |
| by the OTS Contractor Facilities, |                                   |
| Maintenance and Engineering (FME) |                                   |
| Department. FME shall show proof  |                                   |
| of the approved MSR, the          |                                   |
| conceptual approval, trend        |                                   |
| reports and fiscal approval with  |                                   |
| the Purchase Request submitted to |                                   |
| the Construction Subcontract      |                                   |
| Department for subcontract        |                                   |
| action.                           |                                   |
+-----------------------------------+-----------------------------------+

+-----------------------------------+-----------------------------------+
| ![](med                           |                                   |
| ia/image3.jpeg){width="0.69375in" |                                   |
| height="0.89375in"}               |                                   |
| []{#Controlledsubstances .anchor} |                                   |
| **CONTROLLED SUBSTANCES**         |                                   |
|                                   |                                   |
| *(Requires Special Approval)*     |                                   |
+-----------------------------------+-----------------------------------+
| All purchases for controlled      |                                   |
| substances that will be used or   |                                   |
| delivered to the NCI-Frederick    |                                   |
| campus site must be approved and  |                                   |
| controlled by the OTS Controlled  |                                   |
| Substance Coordinator.            |                                   |
|                                   |                                   |
| See                               |                                   |
| <http://ho                        |                                   |
| me.ncifcrf.gov/ehs/ehs.asp?id=96> |                                   |
| for a list of controlled          |                                   |
| substances and EHS questions and  |                                   |
| answers.                          |                                   |
|                                   |                                   |
| Complete PR form and provide the  |                                   |
| following additional information  |                                   |
| directly on PR or on additional   |                                   |
| pages. Complete and attach any    |                                   |
| forms specified below             |                                   |
+-----------------------------------+-----------------------------------+
| Complete Special Approval Routing | Provide recipients name-          |
| Sheet (CG 4) and send PR through  | (\*recipient must have            |
| Bio-Safety Manager for approval.  |                                   |
|                                   | Attended special training and be  |
|                                   | listed on the                     |
|                                   |                                   |
|                                   | Controlled Substance log sheet.)  |
+-----------------------------------+-----------------------------------+
| State intended use                | Obtain approval signature from    |
|                                   | Program Area Drug Control Officer |
|                                   | & Program Director                |
+-----------------------------------+-----------------------------------+
| \* If recipient is not already on |                                   |
| the log sheet, training must be   |                                   |
| completed through the OTS EHS     |                                   |
| before the order can be placed.   |                                   |
+-----------------------------------+-----------------------------------+

+-----------------------------------+-----------------------------------+
| []{#Equipmentonloan               |                                   |
| .anchor}**EQUIPMENT ON LOAN**     |                                   |
|                                   |                                   |
| **(*No PR Required, unless        |                                   |
| freight, shipping, or supply      |                                   |
| costs required)***                |                                   |
+-----------------------------------+-----------------------------------+
| Before a vendor can place a piece |                                   |
| of loaned equipment (equipment    |                                   |
| provided at no cost to            |                                   |
| SAIC-Frederick/NCI-Frederick      |                                   |
| regardless of use) at the         |                                   |
| NCI-Frederick facility a          |                                   |
| memorandum must be submitted to   |                                   |
| the Purchasing Department as soon |                                   |
| as the need is known. It is not   |                                   |
| necessary to attach a proposed    |                                   |
| vendor agreement. The following   |                                   |
| information must be provided:     |                                   |
+-----------------------------------+-----------------------------------+
| Vendor name and contact person    | Location for equipment and        |
|                                   | contact person                    |
+-----------------------------------+-----------------------------------+
| Description of equipment -- state | Proposed term of the loan         |
| item name and basic configuration | (estimate or can be determined    |
| (hardware, software, beta) if     | later if not known)               |
| detailed specific item number     |                                   |
| configuration not available yet.  |                                   |
+-----------------------------------+-----------------------------------+
| Reason for loan and synopsize the | State who pays for expendable     |
| research project.                 | supplies                          |
+-----------------------------------+-----------------------------------+
| Value of equipment (an estimate   | Include PR to cover freight       |
| is sufficient)                    | charges or expendable supplies,   |
|                                   | if applicable                     |
+-----------------------------------+-----------------------------------+
| Upon receipt of memo, Purchasing  | Purchasing can begin negotiations |
| will work with vendor and the IP  | while details (including specific |
| Administrator, Dr. Charmaine      | catalog number list) are being    |
| Richman, or any other pertinent   | worked out.                       |
| internal staff to establish a     |                                   |
| formal Equipment Loan Agreement.  |                                   |
+-----------------------------------+-----------------------------------+
| Purchasing will involve program   | Purchasing personnel and the      |
| area contact person as necessary  | vendor sign the agreement. Vendor |
| to finalize the agreement.        | ships the product to the enduser. |
+-----------------------------------+-----------------------------------+
| The Purchasing Department will    |                                   |
| establish an agreement clearly    |                                   |
| stating that the OTS Contractor   |                                   |
| is under no obligation to pay for |                                   |
| the equipment. This agreement     |                                   |
| minimizes risk of loss, damage,   |                                   |
| etc. to the OTS Contractor and    |                                   |
| the program area. Potential       |                                   |
| Intellectual Property and other   |                                   |
| issues are also addressed.        |                                   |
+-----------------------------------+-----------------------------------+
| Note: Equipment can not be        |                                   |
| delivered prior to completion of  |                                   |
| loan agreement by authorized      |                                   |
| parties from vendor and           |                                   |
| Purchasing Department,            |                                   |
| SAIC-Frederick, Inc.              |                                   |
+-----------------------------------+-----------------------------------+

  -----------------------------------------------------------------------
  []{#Eyewearsafety .anchor}**SAFETY EYEWEAR (*Not a Purchasing
  function)***

  The OTS Contractor has an exclusive contract for safety eyewear.
  Contact the EHS Administrator for a "Request for Safety Eyewear Form".
  Submit completed request with copy of prescription (less than one year
  old) to EHS Administrator for approval and schedule information on next
  Optician visit.
  -----------------------------------------------------------------------

  -----------------------------------------------------------------------
  []{#Footwearsafety .anchor}**SAFETY FOOTWEAR (*Not a Purchasing
  function)***

  The OTS Contractor has an exclusive contract for safety shoes and this
  is the only source to obtain safety footwear. Contact the
  Environmental, Health, and Safety Program (EHS) Administrator for a
  "Request For Safety Shoes Form". Submit completed request to EHS for
  approval and schedule information on next Shoe Mobile visit. The Shoe
  Mobile carries a wide variety of styles and sizes. In most cases
  footwear is available the same day. **Should the contract not fulfill a
  particular need, a justification must be signed by the program area
  Manager/Director and submitted to the Purchasing Department for
  concurrence prior to obtaining by a different procurement mechanism.**
  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| []{#HoodsandSafetyCabinets .anchor}**HOODS AND SAFETY CABINETS**      |
+-----------------------------------------------------------------------+
| NCI-Frederick has standardized the biological safety cabinet          |
| requirements for the Facility, and a list of approved models has been |
| established. Any program utilizing the SAIC-Frederick procurement     |
| system must complete Form CG13, attach to the PR, and send the packet |
| to the Purchasing Department.                                         |
|                                                                       |
| The Purchasing Department has established contracts for these         |
| procurements. As long as an approved model is requisitioned, the      |
| requisition will be processed with no further justifications or       |
| competition required. Other models may be requisitioned, but will     |
| require a justification and additional approvals by EHS and/or FME    |
| prior to approval for procurement.                                    |
|                                                                       |
| All purchases for chemical fume hoods and laminar flow cabinets must  |
| be approved by EHS on the routing slip (Form CG4) prior to order      |
| being placed.                                                         |
|                                                                       |
| In accordance with NCI-Frederick policy, ductless fume hoods are      |
| explicitly prohibited.                                                |
|                                                                       |
| For additional information, please see                                |
| <htt                                                                  |
| p://home.ncifcrf.gov/ehs/uploadedFiles/C-13_Lab_Ventilation_Mgmt.pdf> |
| and/or contact Theresa Bell, EHS, extension 5038.                     |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| []{#Humansubjects .anchor}**HUMAN SUBJECTS**                          |
+-----------------------------------------------------------------------+
| Any research activity conducted at NCI-Frederick involving human      |
| subjects shall commence only with Institutional Review Board (IRB)    |
| approval or when exemption from this requirement has been received    |
| from the NIH Office for Human Subjects Research (OHSR) through the    |
| Office of Scientific Operations, NCI-Frederick, or the appropriate    |
| division office.                                                      |
|                                                                       |
| See Administrative Handbook SP I002 *Research Involving the Use of    |
| Human Subjects* for procedures.                                       |
|                                                                       |
| Attach Routing Sheet to a Purchase Request for research activity      |
| involving human subjects and route through Dr. Charmaine Richman for  |
| review prior to submitting to the Purchasing Department.              |
|                                                                       |
| For questions, please contact Charmaine Richman, x6308.               |
+-----------------------------------------------------------------------+

+-----------------------------------+-----------------------------------+
| ![](media/image4.j                |                                   |
| peg){width="0.7423611111111111in" |                                   |
| height="0.7423611111111111in"}    |                                   |
| []{#Laboratorysupplies .anchor}   |                                   |
| **LABORATORY SUPPLIES**           |                                   |
+-----------------------------------+-----------------------------------+
| The OTS Contractor has            |                                   |
| established subcontracts for      |                                   |
| laboratory supplies, apparatus,   |                                   |
| glassware, chemicals, and         |                                   |
| reagents which allow for faster   |                                   |
| delivery. Requesters are required |                                   |
| to check the vendor catalogs for  |                                   |
| the vendors listed below. Blanket |                                   |
| Orders have been established for  |                                   |
| these vendors or complete PR (CG  |                                   |
| 1-A) and provide the following    |                                   |
| additional information directly   |                                   |
| on PR or on additional pages.     |                                   |
| Complete and attach any forms     |                                   |
| specified below                   |                                   |
|                                   |                                   |
| ***(Vendor catalogs are available |                                   |
| from the Central Supply Warehouse |                                   |
| upon request.)***                 |                                   |
+-----------------------------------+-----------------------------------+
| Current Vendors                   | Provide the following information |
|                                   | on PR                             |
+-----------------------------------+-----------------------------------+
| Fisher Scientific Company (large  | > vendor name                     |
| business)                         | >                                 |
|                                   | > catalog number                  |
| A. Daigger & Company (small       | >                                 |
| business)                         | > item description                |
|                                   | >                                 |
|                                   | > quantity needed                 |
+-----------------------------------+-----------------------------------+
| A PR submitted for these          |                                   |
| categories of items from vendors  |                                   |
| other than the contract vendors   |                                   |
| will be cross referenced against  |                                   |
| the established contracts. If the |                                   |
| item under the subcontract is     |                                   |
| different than requested, the     |                                   |
| requester will be notified for    |                                   |
| approval prior to placing the     |                                   |
| order. Otherwise, the order will  |                                   |
| be placed without notice.         |                                   |
+-----------------------------------+-----------------------------------+

  -----------------------------------------------------------------------
  []{#Laundryserviceforlabcoats .anchor}**LAUNDRY SERVICE FOR LAB COATS
  (*Not a Purchasing function)***

  Laundry services are provided through a contract issued by the Army.
  All questions concerning laundry service should be directed to: Cindy
  McNamara at the Jeanne Bussard Workshop at 301-663-9588 or Jerry Blue
  at the USAG at 301-619-7666.
  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| []{#Manuscriptfees .anchor}**MANUSCRIPT FEES**                        |
+-----------------------------------------------------------------------+
| If \$3,000 or less, this item can be ordered with a purchase card by  |
| an authorized card holder. Every effort should be made to utilize the |
| IMPAC VISA card.                                                      |
|                                                                       |
| Otherwise, see Account Payable [Direct                                |
| Pay](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf)  |
| process.                                                              |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
|                                                                       |
|                                                                       |
| []{#Materialtransferagreements .anchor}**MATERIAL TRANSFER AGREEMENTS |
| (*Not a Purchasing function)***                                       |
+-----------------------------------------------------------------------+
| Some materials (cell lines, mice, etc.) are not available to          |
| purchase; instead, the supplier transfers the material to us under    |
| the terms of a Material Transfer Agreement (MTA) whether ordered      |
| online or by a formal agreement.                                      |
|                                                                       |
| Contacts for questions: Technology Transfer Branch (TTB), x5465, for  |
| NCI investigators; Marianne Lynch, x6308, for SAIC-Frederick          |
| investigators; Accounts Payable, x5638, for [Direct                   |
| Paym                                                                  |
| ent](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf). |
|                                                                       |
| Payments to suppliers of materials obtained through Material Transfer |
| Agreements (MTA), whether ordered online or by a formal agreement,    |
| are handled by utilizing either 1) the procurement card process or 2) |
| a [direct                                                             |
| pay                                                                   |
| ment](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf) |
| form that is sent to Accounts Payable to cut a check. The MTA [Direct |
| Pay                                                                   |
| ment](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf) |
| Form is located on the NCI-Frederick Campus Forms webpage,            |
| <http://web/campus/forms.asp>, and then click on ALS. Information and |
| instructions for the form are provided on the second page for your    |
| convenience.                                                          |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| []{#Memberships .anchor}**MEMBERSHIP FEES**                           |
+-----------------------------------------------------------------------+
| If \$3,000 or less, this item can be ordered with a purchase card by  |
| an authorized card holder. Every effort should be made to utilize the |
| IMPAC VISA card.                                                      |
|                                                                       |
| Otherwise, see Account Payable [Direct                                |
| Pay](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf)  |
| process.                                                              |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| []{#Offsitedeliveries .anchor}**OFFSITE DELIVERIES**                  |
+-----------------------------------------------------------------------+
| Packing slips for deliveries made to locations other than the main    |
| Fort Detrick site must be legibly signed and submitted to the         |
| Receiving Department, Building 1050, faxed to 301-846-6657 or scanned |
| to <lcosley@ncifcrf.gov>, within three business days.                 |
|                                                                       |
| The requisitioning program area is responsible for ensuring the       |
| paperwork is obtained and forwarded within this timeframe.            |
+-----------------------------------------------------------------------+

+----------------------------------+-----------------------------------+
| []{#Radioisotopes .anchor}       |                                   |
| **RADIOISOTOPE** *(Requires      |                                   |
| Special Approval)*               |                                   |
+----------------------------------+-----------------------------------+
| Complete PR form and provide the |                                   |
| following additional information |                                   |
| directly on PR or on additional  |                                   |
| pages. Complete and send to the  |                                   |
| Purchasing Department. If using  |                                   |
| Distributive Entry, route        |                                   |
| electronically for approval by   |                                   |
| Radiation Safety Office. (RSO)   |                                   |
+----------------------------------+-----------------------------------+
| Use GL/Item number 5440-1000000  | Approval will be by Smartstream   |
|                                  | electronic routing only.          |
| Requestor name listed on PR must |                                   |
| be trained and currently on      | If program area utilizes          |
| Radiation Program specified on   | Distributive PR Entry, utilize    |
| PR.                              | workflow to submit through        |
|                                  | Radiation Safety Office to        |
| **Note:** Do not use the CG4     | Purchasing Department.            |
| Routing Sheet                    |                                   |
|                                  | If program area does not utilize  |
| REQUESTOR MUST BE VALID ON       | Distributive PR entry, submit     |
| RADIATION PROGRAM                | hard copy PR to Purchasing        |
|                                  | Department, who will utilize      |
|                                  | Smartstream workflow to obtain    |
|                                  | Radiation Safety Office approval. |
+----------------------------------+-----------------------------------+
| Give catalog number              | Provide compound, isotope and     |
|                                  | size required                     |
+----------------------------------+-----------------------------------+
| Give Radiation Program number    | State quantity                    |
+----------------------------------+-----------------------------------+
| NOTE: PR's for radioisotopes     |                                   |
| will be sent by the Purchasing   |                                   |
| Dept. to the OTS Radiation       |                                   |
| Safety Office for approval       |                                   |
| before an order is placed. The   |                                   |
| Radiation Safety Office approval |                                   |
| schedule is 10am, 11am, 1pm and  |                                   |
| 2:30pm. Orders requiring next    |                                   |
| day delivery to the NCI campus   |                                   |
| must be received in the          |                                   |
| Purchasing Dept. **no later than |                                   |
| 2:30**, one working day prior to |                                   |
| the required delivery date.      |                                   |
|                                  |                                   |
| **Emergencies after 2:30pm:**    |                                   |
| Requestor shall call the         |                                   |
| Purchasing Dept. (ext. 1130) to  |                                   |
| inform Purchasing that a late    |                                   |
| request is being faxed or        |                                   |
| entered as a Distributive Entry. |                                   |
| Purchasing will request a        |                                   |
| special approval from the        |                                   |
| Radiation Safety Office and do   |                                   |
| their best to accommodate the    |                                   |
| emergency request. The emergency |                                   |
| status is crucial to the         |                                   |
| efficient processing at the      |                                   |
| NCI-Frederick for NRC compliance |                                   |
| purposes and are not related to  |                                   |
| the vendor's ordering time       |                                   |
| schedule.                        |                                   |
+----------------------------------+-----------------------------------+

+-----------------------------------------------------------------------+
| []{#Rebateoffers .anchor}**REBATE OFFERS**                            |
+-----------------------------------------------------------------------+
| **REBATE OFFERS** - The customer may apply for the rebate directly    |
| from the vendor. The check should be made payable to the              |
| NCI-Frederick if at all possible. If the check has to be made payable |
| to an individual, it must be endorsed upon receipt to the             |
| NCI-Frederick. The check should be forwarded to Accounts Payable,     |
| indicating the cost center to be credited.                            |
|                                                                       |
| NOTE: Rebates are encouraged; however, no employee may take personal  |
| advantage of any rebates.                                             |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| []{#Repairequipment .anchor}**REPAIRS (EQUIPMENT) (*No PR             |
| Required)***                                                          |
+-----------------------------------------------------------------------+
| The Request for Vendor Service (RVS) form is located on the Campus    |
| web page under Forms for ALS, and is used for time and material       |
| repairs, maintenance service contracts and repairs, and warranty      |
| service and repairs.                                                  |
|                                                                       |
| Fax the RVS form to the Equipment Maintenance (EM) team to initiate a |
| service call.                                                         |
|                                                                       |
| If equipment is covered on a maintenance service contract or is under |
| warranty, the end user may initiate a service call and fax RVS form   |
| to the EM team after service call is completed. This scenario is      |
| frequently appropriate, especially calls that are initiated with the  |
| technical services department.                                        |
|                                                                       |
| All Time and Material repairs must be initiated by the EM team. Any   |
| PR needed is created by the EM team. Phone: x5040, x5642 FAX: x6154   |
+-----------------------------------------------------------------------+

+---------------+-----------------+---+---+---------------------------------+---+---+
| []{#Reprints  |                 |   |   |                                 |   |   |
| .anchor       |                 |   |   |                                 |   |   |
| }**REPRINTS** |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| ***Reminder   |                 |   |   |                                 |   |   |
| -- If \$3,000 |                 |   |   |                                 |   |   |
| or less, this |                 |   |   |                                 |   |   |
| item can be   |                 |   |   |                                 |   |   |
| ordered with  |                 |   |   |                                 |   |   |
| a purchase    |                 |   |   |                                 |   |   |
| card by an    |                 |   |   |                                 |   |   |
| authorized    |                 |   |   |                                 |   |   |
| card holder.  |                 |   |   |                                 |   |   |
| Every effort  |                 |   |   |                                 |   |   |
| should be     |                 |   |   |                                 |   |   |
| made to       |                 |   |   |                                 |   |   |
| utilize the   |                 |   |   |                                 |   |   |
| IMPAC VISA    |                 |   |   |                                 |   |   |
| card.***      |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Complete PR   |                 |   |   |                                 |   |   |
| form and      |                 |   |   |                                 |   |   |
| provide the   |                 |   |   |                                 |   |   |
| following     |                 |   |   |                                 |   |   |
| additional    |                 |   |   |                                 |   |   |
| information   |                 |   |   |                                 |   |   |
| directly on   |                 |   |   |                                 |   |   |
| PR or on      |                 |   |   |                                 |   |   |
| additional    |                 |   |   |                                 |   |   |
| pages.        |                 |   |   |                                 |   |   |
| Complete and  |                 |   |   |                                 |   |   |
| attach any    |                 |   |   |                                 |   |   |
| forms         |                 |   |   |                                 |   |   |
| specified     |                 |   |   |                                 |   |   |
| below         |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Provide       |                 | L |   |                                 |   |   |
| vendor's      |                 | i |   |                                 |   |   |
| complete      |                 | s |   |                                 |   |   |
| name, address |                 | t |   |                                 |   |   |
| telephone     |                 | a |   |                                 |   |   |
| number, copy  |                 | n |   |                                 |   |   |
| of reprint    |                 | y |   |                                 |   |   |
| order form    |                 | k |   |                                 |   |   |
| and all price |                 | n |   |                                 |   |   |
| lists         |                 | o |   |                                 |   |   |
|               |                 | w |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | d |   |                                 |   |   |
|               |                 | d |   |                                 |   |   |
|               |                 | i |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | i |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | l |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | g |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | , |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | u |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | u |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | l |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | i |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | , |   |                                 |   |   |
|               |                 | p |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | g |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | g |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | , |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | l |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | g |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | , |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | . |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Provide copy  |                 | P |   |                                 |   |   |
| of reprint    |                 | r |   |                                 |   |   |
| order form    |                 | o |   |                                 |   |   |
| and all price |                 | v |   |                                 |   |   |
| lists         |                 | i |   |                                 |   |   |
|               |                 | d |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | m |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | u |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | i |   |                                 |   |   |
|               |                 | p |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | u |   |                                 |   |   |
|               |                 | m |   |                                 |   |   |
|               |                 | b |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | ( |   |                                 |   |   |
|               |                 | i |   |                                 |   |   |
|               |                 | f |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | v |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | i |   |                                 |   |   |
|               |                 | l |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | b |   |                                 |   |   |
|               |                 | l |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | ) |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Provide       |                 |   |   |                                 |   |   |
| number of     |                 |   |   |                                 |   |   |
| pages in      |                 |   |   |                                 |   |   |
| article (even |                 |   |   |                                 |   |   |
| if page       |                 |   |   |                                 |   |   |
| charges do    |                 |   |   |                                 |   |   |
| not apply.    |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| ***If vendor  |                 |   |   |                                 |   |   |
| requires that |                 |   |   |                                 |   |   |
| the order     |                 |   |   |                                 |   |   |
| form be       |                 |   |   |                                 |   |   |
| returned by a |                 |   |   |                                 |   |   |
| specific      |                 |   |   |                                 |   |   |
| date, do the  |                 |   |   |                                 |   |   |
| following:*** |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Fill out the  |                 | M |   |                                 |   |   |
| order form    |                 | a |   |                                 |   |   |
|               |                 | k |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | p |   |                                 |   |   |
|               |                 | y |   |                                 |   |   |
|               |                 | f |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | d |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | f |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | m |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Ship To: NCI  |                 | M |   |                                 |   |   |
| Frederick,    |                 | a |   |                                 |   |   |
| Bldg. 1050,   |                 | r |   |                                 |   |   |
| Boyles St,    |                 | k |   |                                 |   |   |
| Frederick, MD |                 | i |   |                                 |   |   |
| 21702-1201    |                 | t |   |                                 |   |   |
|               |                 | " |   |                                 |   |   |
| Attn: PO#     |                 | c |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | p |   |                                 |   |   |
|               |                 | y |   |                                 |   |   |
|               |                 | " |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | d |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | p |   |                                 |   |   |
|               |                 | u |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | c |   |                                 |   |   |
|               |                 | h |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | q |   |                                 |   |   |
|               |                 | u |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | s |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Bill To:      |                 | S |   |                                 |   |   |
| SA            |                 | e |   |                                 |   |   |
| IC-Frederick, |                 | n |   |                                 |   |   |
| Inc. P.O. Box |                 | d |   |                                 |   |   |
| B,            |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
| > Frederick,  |                 | i |   |                                 |   |   |
| > MD          |                 | g |   |                                 |   |   |
| > 21702-1201  |                 | i |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | a |   |                                 |   |   |
|               |                 | l |   |                                 |   |   |
|               |                 | t |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | v |   |                                 |   |   |
|               |                 | e |   |                                 |   |   |
|               |                 | n |   |                                 |   |   |
|               |                 | d |   |                                 |   |   |
|               |                 | o |   |                                 |   |   |
|               |                 | r |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| ***The        |                 |   |   |                                 |   |   |
| Purchasing    |                 |   |   |                                 |   |   |
| Department    |                 |   |   |                                 |   |   |
| will          |                 |   |   |                                 |   |   |
| coordinate    |                 |   |   |                                 |   |   |
| with Accounts |                 |   |   |                                 |   |   |
| Payable if    |                 |   |   |                                 |   |   |
| prepayment is |                 |   |   |                                 |   |   |
| required***   |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| ![](media/im  |                 |   |   |                                 |   |   |
| age5.jpeg){wi |                 |   |   |                                 |   |   |
| dth="0.643055 |                 |   |   |                                 |   |   |
| 5555555556in" |                 |   |   |                                 |   |   |
| heig          |                 |   |   |                                 |   |   |
| ht="0.8298611 |                 |   |   |                                 |   |   |
| 111111112in"} |                 |   |   |                                 |   |   |
| []{#Research  |                 |   |   |                                 |   |   |
| .anchor}      |                 |   |   |                                 |   |   |
| **RESEARCH**  |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Procuring     |                 |   |   |                                 |   |   |
| research      |                 |   |   |                                 |   |   |
| requires      |                 |   |   |                                 |   |   |
| substantially |                 |   |   |                                 |   |   |
| more planning |                 |   |   |                                 |   |   |
| and           |                 |   |   |                                 |   |   |
| information   |                 |   |   |                                 |   |   |
| on the part   |                 |   |   |                                 |   |   |
| of the        |                 |   |   |                                 |   |   |
| customer as   |                 |   |   |                                 |   |   |
| well as       |                 |   |   |                                 |   |   |
| adding time   |                 |   |   |                                 |   |   |
| before award  |                 |   |   |                                 |   |   |
| due to the    |                 |   |   |                                 |   |   |
| complexities  |                 |   |   |                                 |   |   |
| of the        |                 |   |   |                                 |   |   |
| procurement   |                 |   |   |                                 |   |   |
| process.      |                 |   |   |                                 |   |   |
|               |                 |   |   |                                 |   |   |
| **Complete PR |                 |   |   |                                 |   |   |
| (Form CG 1-A  |                 |   |   |                                 |   |   |
| and CG 1-     |                 |   |   |                                 |   |   |
| B)**          |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Check for     |                 |   | I |                                 |   |   |
| special       |                 |   | f |                                 |   |   |
| approvals     |                 |   | n |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | n |                                 |   |   |
|               |                 |   | - |                                 |   |   |
|               |                 |   | c |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | m |                                 |   |   |
|               |                 |   | p |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | v |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | - |                                 |   |   |
|               |                 |   | c |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | m |                                 |   |   |
|               |                 |   | p |                                 |   |   |
|               |                 |   | l |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | J |                                 |   |   |
|               |                 |   | u |                                 |   |   |
|               |                 |   | s |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | f |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | c |                                 |   |   |
|               |                 |   | a |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | n |                                 |   |   |
|               |                 |   | f |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | r |                                 |   |   |
|               |                 |   | O |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | h |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | r |                                 |   |   |
|               |                 |   | T |                                 |   |   |
|               |                 |   | h |                                 |   |   |
|               |                 |   | a |                                 |   |   |
|               |                 |   | n |                                 |   |   |
|               |                 |   | F |                                 |   |   |
|               |                 |   | u |                                 |   |   |
|               |                 |   | l |                                 |   |   |
|               |                 |   | l |                                 |   |   |
|               |                 |   | a |                                 |   |   |
|               |                 |   | n |                                 |   |   |
|               |                 |   | d |                                 |   |   |
|               |                 |   | O |                                 |   |   |
|               |                 |   | p |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | n |                                 |   |   |
|               |                 |   | C |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | m |                                 |   |   |
|               |                 |   | p |                                 |   |   |
|               |                 |   | e |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | t |                                 |   |   |
|               |                 |   | i |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | n |                                 |   |   |
|               |                 |   | F |                                 |   |   |
|               |                 |   | o |                                 |   |   |
|               |                 |   | r |                                 |   |   |
|               |                 |   | m |                                 |   |   |
|               |                 |   | C |                                 |   |   |
|               |                 |   | G |                                 |   |   |
|               |                 |   | - |                                 |   |   |
|               |                 |   | 3 |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| []{#Retu      |                 |   |   |                                 |   |   |
| rningsupplies |                 |   |   |                                 |   |   |
| .ancho        |                 |   |   |                                 |   |   |
| r}**RETURNING |                 |   |   |                                 |   |   |
| ITEMS**       |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| The following |                 |   |   |                                 |   |   |
| are the       |                 |   |   |                                 |   |   |
| procedures to |                 |   |   |                                 |   |   |
| return supply |                 |   |   |                                 |   |   |
| items         |                 |   |   |                                 |   |   |
| received      |                 |   |   |                                 |   |   |
| damaged,      |                 |   |   |                                 |   |   |
| shipped       |                 |   |   |                                 |   |   |
| incorrectly,  |                 |   |   |                                 |   |   |
| ordered       |                 |   |   |                                 |   |   |
| incorrectly   |                 |   |   |                                 |   |   |
| or not        |                 |   |   |                                 |   |   |
| acceptable:   |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Reason        | Time Discovered |   |   | Do the Following                |   |   |
|               | After Delivery  |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Damaged or    | Within 10       |   |   | Contact the Receiving           |   |   |
| Shipped       | working days    |   |   | Department at X1172             |   |   |
| Incorrectly   |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Damaged or    | After 10        |   |   | Contact the Contract            |   |   |
| Shipped       | working days    |   |   | Specialist/Buyer that issued    |   |   |
| Incorrectly   |                 |   |   | order/subcontract               |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| Ordered       | Anytime         |   |   | Contact the Contract            |   |   |
| Incorrectly   |                 |   |   | Specialist/Buyer that issued    |   |   |
| or            |                 |   |   | order/subcontract               |   |   |
|               |                 |   |   |                                 |   |   |
| Not           |                 |   |   |                                 |   |   |
| Acceptable    |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+
| ***DO NOT*    |                 |   |   |                                 |   |   |
| --** set up   |                 |   |   |                                 |   |   |
| for return    |                 |   |   |                                 |   |   |
| with the      |                 |   |   |                                 |   |   |
| vendor. ALS   |                 |   |   |                                 |   |   |
| personnel     |                 |   |   |                                 |   |   |
| will          |                 |   |   |                                 |   |   |
| coordinate    |                 |   |   |                                 |   |   |
| the return.   |                 |   |   |                                 |   |   |
| Should the    |                 |   |   |                                 |   |   |
| return be     |                 |   |   |                                 |   |   |
| deemed        |                 |   |   |                                 |   |   |
| necessary     |                 |   |   |                                 |   |   |
| through       |                 |   |   |                                 |   |   |
| discussions   |                 |   |   |                                 |   |   |
| with the      |                 |   |   |                                 |   |   |
| vendor's      |                 |   |   |                                 |   |   |
| technical     |                 |   |   |                                 |   |   |
| services      |                 |   |   |                                 |   |   |
| department,   |                 |   |   |                                 |   |   |
| the requestor |                 |   |   |                                 |   |   |
| must forward  |                 |   |   |                                 |   |   |
| all pertinent |                 |   |   |                                 |   |   |
| information   |                 |   |   |                                 |   |   |
| to ALS so the |                 |   |   |                                 |   |   |
| appropriate   |                 |   |   |                                 |   |   |
| changes for   |                 |   |   |                                 |   |   |
| the return    |                 |   |   |                                 |   |   |
| and any       |                 |   |   |                                 |   |   |
| replacement   |                 |   |   |                                 |   |   |
| item can be   |                 |   |   |                                 |   |   |
| made in the   |                 |   |   |                                 |   |   |
| MIS. This     |                 |   |   |                                 |   |   |
| step is       |                 |   |   |                                 |   |   |
| important to  |                 |   |   |                                 |   |   |
| enable the    |                 |   |   |                                 |   |   |
| timely        |                 |   |   |                                 |   |   |
| delivery of   |                 |   |   |                                 |   |   |
| the           |                 |   |   |                                 |   |   |
| replacement   |                 |   |   |                                 |   |   |
| item to the   |                 |   |   |                                 |   |   |
| program area  |                 |   |   |                                 |   |   |
| upon receipt  |                 |   |   |                                 |   |   |
| in the        |                 |   |   |                                 |   |   |
| Receiving     |                 |   |   |                                 |   |   |
| Department.   |                 |   |   |                                 |   |   |
|               |                 |   |   |                                 |   |   |
| **NOTE: See   |                 |   |   |                                 |   |   |
| Blanket Order |                 |   |   |                                 |   |   |
| & P-Card      |                 |   |   |                                 |   |   |
| Manuals for   |                 |   |   |                                 |   |   |
| applicable    |                 |   |   |                                 |   |   |
| instructions  |                 |   |   |                                 |   |   |
| for handling  |                 |   |   |                                 |   |   |
| returns**.    |                 |   |   |                                 |   |   |
+---------------+-----------------+---+---+---------------------------------+---+---+

+-----------------------------------+-----------------------------------+
| []{#Selectagent .anchor} **SELECT |                                   |
| AGENT** *(Requires Special        |                                   |
| Approval)*                        |                                   |
+-----------------------------------+-----------------------------------+
| Any acquisition that requires the |                                   |
| delivery, shipping, disposal or   |                                   |
| handling of hazardous waste,      |                                   |
| dangerous chemicals, hazardous    |                                   |
| equipment, or pollutants must be  |                                   |
| reviewed by the OTS Biological    |                                   |
| and Laboratory Safety Officer     |                                   |
| prior to the submission of a PR.  |                                   |
| (See                              |                                   |
| "[http:/                          |                                   |
| /www.cdc.gov/od/sap/]{.underline} |                                   |
| for list of select agents.)       |                                   |
|                                   |                                   |
| Complete PR form and provide the  |                                   |
| following additional information  |                                   |
| directly on PR or on additional   |                                   |
| pages. Complete and attach any    |                                   |
| forms specified below             |                                   |
+-----------------------------------+-----------------------------------+
| Complete Form CG 4, Special       | NOTE: Items MUST be delivered     |
| Approval Routing Sheet            | initially to EHS, Biological and  |
|                                   | Laboratory Safety Officer, who    |
|                                   | will contact and transfer item to |
|                                   | requester upon receipt.           |
+-----------------------------------+-----------------------------------+

+-----------------------------------+-----------------------------------+
| []{#Serum .anchor}**SERUM**       |                                   |
+-----------------------------------+-----------------------------------+
| When there is an anticipated need |                                   |
| for more than 20 bottles of       |                                   |
| Serum, the procurement should be  |                                   |
| handled using the available       |                                   |
| Blanket Purchase Agreements       |                                   |
| (below\*). A completed PR form    |                                   |
| may be used if the BPAs are not   |                                   |
| an option. The PR should include  |                                   |
| all the information below as well |                                   |
| as the vendors you would like to  |                                   |
| test.                             |                                   |
+-----------------------------------+-----------------------------------+
| Provide size and sample required  | State hemoglobin level            |
| to test (50ml,                    |                                   |
|                                   |                                   |
| 100ml etc.                        |                                   |
+-----------------------------------+-----------------------------------+
| Provide number of samples you     | State if sera should be heat      |
| wish to test (1-2 samples from    | inactivated                       |
| each vendor)                      |                                   |
+-----------------------------------+-----------------------------------+
| State glass or plastic bottles    | Give cell lines                   |
+-----------------------------------+-----------------------------------+
| State if foreign or domestic      | Give quantity and size of bottles |
| material is used                  | to be reserved during testing     |
+-----------------------------------+-----------------------------------+
| Indicate frequency of delivery    | State endotoxin level             |
| and approximate                   |                                   |
|                                   |                                   |
| number of bottles per delivery    |                                   |
|                                   |                                   |
| (if one-time delivery of all      |                                   |
| materials -- indicate where sera  |                                   |
| is to be stored; either \*Central |                                   |
| Repository or other laboratory)   |                                   |
+-----------------------------------+-----------------------------------+
| State approximately how long      | \*\*\*Obtain approval by LASP     |
| testing is required               | Coordinator for rodent sera       |
+-----------------------------------+-----------------------------------+
| Provide other pertinent criteria  |                                   |
+-----------------------------------+-----------------------------------+
| [NOTE]{.underline}: If sera are   |                                   |
| to be stored in the Central       |                                   |
| Repository Wedgewood Facility,    |                                   |
| notify them when shipment is to   |                                   |
| be expected and the storage       |                                   |
| temperature.                      |                                   |
|                                   |                                   |
| Choosing other than the lowest    |                                   |
| bid requires a memorandum         |                                   |
| justifying the reason for the     |                                   |
| selection. Detail the negative    |                                   |
| repercussions if low-bid item     |                                   |
| were used. Include test results   |                                   |
| substantiating justification.     |                                   |
+-----------------------------------+-----------------------------------+
| **BLANKET PURCHASE AGREEMENTS**   |                                   |
+-----------------------------------+-----------------------------------+
| \*Atlantic Biologicals            | \*Gemini Bio-Products             |
+-----------------------------------+-----------------------------------+
| \* Hyclone                        | **\***Lonza Walkersville          |
+-----------------------------------+-----------------------------------+

+-----------------------------------------------------------------------+
| []{#Servicemaintenanceagreements .anchor}**SERVICE MAINTENANCE        |
| AGREEMENTS (*No PR Required)***                                       |
+-----------------------------------------------------------------------+
| Service maintenance agreements are issued annually for the            |
| mainte­nance and repair of equipment. The OTS Contractor will notify   |
| the program area of equipment that is or should be covered by a       |
| service/maintenance agreement. Items requiring maintenance must have  |
| a completed "Service Contract Addition Form" (ALS Form SC01) found at |
| [http://web.ncifcrf.gov/campus/als/sca/]{.underline} and send to the  |
| Purchasing Department (Bldg #1050). The Purchasing Department         |
| initiates the purchase request. If it is determined a new contract is |
| necessary, the requester will be notified of the vendor, purchase     |
| order number, and cost.                                               |
|                                                                       |
| **NOTE:** Services must be set up for ONE YEAR at a time charged to   |
| the contract year in which the service [begins]{.underline} (no       |
| allocation between years for those agreements where service overlaps  |
| into separate contract years).                                        |
|                                                                       |
| Any option year exercised for subsequent services must be charged to  |
| the contract year in which the service begins for each option year.   |
|                                                                       |
| Prepayments may be made in advance for one year only, but no earlier  |
| than 30 days prior to the start of the service.                       |
|                                                                       |
| Contact the SAIC-Frederick Controller, Kathy Hoffman, x5989, with any |
| funding questions.                                                    |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| []{#SoftwareSupporServices .anchor}**SOFTWARE SUPPORT SERVICES**      |
+-----------------------------------------------------------------------+
| Software Support Services must be set up for ONE YEAR charged to the  |
| contract year in which the service [begins]{.underline} (no           |
| allocation between years for those agreements where service overlaps  |
| into separate contract years).                                        |
|                                                                       |
| Any option year exercised for subsequent services must be charged to  |
| the contract year in which the service begins for each option year.   |
|                                                                       |
| Prepayments may be made in advance for one year only, but no earlier  |
| than 30 days prior to the start of the service.                       |
|                                                                       |
| Contact the SAIC-Frederick Controller, Kathy Hoffman, x5989, with any |
| funding questions.                                                    |
+-----------------------------------------------------------------------+

+---------------+------------------------------------------------------+
| []{#          |                                                      |
| Subscriptions |                                                      |
| .anchor}**SU  |                                                      |
| BSCRIPTIONS** |                                                      |
+---------------+------------------------------------------------------+
| If \$3,000 or |                                                      |
| less this     |                                                      |
| item can be   |                                                      |
| ordered with  |                                                      |
| a purchase    |                                                      |
| card by an    |                                                      |
| authorized    |                                                      |
| card holder.  |                                                      |
| Every effort  |                                                      |
| should be     |                                                      |
| made to       |                                                      |
| utilize the   |                                                      |
| IMPAC VISA    |                                                      |
| card.         |                                                      |
|               |                                                      |
| If vendor     |                                                      |
| does not      |                                                      |
| accept credit |                                                      |
| card and not  |                                                      |
| thru a        |                                                      |
| Subscription  |                                                      |
| Agency, see   |                                                      |
| Accounts      |                                                      |
| Payable       |                                                      |
| [direct       |                                                      |
| payment       |                                                      |
| process.      |                                                      |
| ](http://home |                                                      |
| .ncifcrf.gov/ |                                                      |
| saic/bpdocs/D |                                                      |
| irectPayProce |                                                      |
| dure5-07.pdf) |                                                      |
|               |                                                      |
| The process   |                                                      |
| for           |                                                      |
| subscriptions |                                                      |
| placed        |                                                      |
| through the   |                                                      |
| Subscription  |                                                      |
| Agency        |                                                      |
| (currently    |                                                      |
| Blackwell's)  |                                                      |
| will continue |                                                      |
| as always     |                                                      |
| with a        |                                                      |
| purchase      |                                                      |
| request.      |                                                      |
+---------------+------------------------------------------------------+
| *             |                                                      |
| *Subscription |                                                      |
| Agency**      |                                                      |
|               |                                                      |
| The OTS       |                                                      |
| Contractor in |                                                      |
| most cases    |                                                      |
| uses a        |                                                      |
| subscription  |                                                      |
| agency to     |                                                      |
| coordinate    |                                                      |
| and           |                                                      |
| consolidate   |                                                      |
| subscriptions |                                                      |
| and journals  |                                                      |
| (except       |                                                      |
| membership    |                                                      |
| su            |                                                      |
| bscriptions). |                                                      |
| However, if   |                                                      |
| the           |                                                      |
| Purchasing    |                                                      |
| Department    |                                                      |
| determines    |                                                      |
| that the      |                                                      |
| subscription  |                                                      |
| is not        |                                                      |
| available     |                                                      |
| from the      |                                                      |
| agency or it  |                                                      |
| is more cost  |                                                      |
| effective to  |                                                      |
| order         |                                                      |
| directly from |                                                      |
| the           |                                                      |
| publisher, a  |                                                      |
| separate      |                                                      |
| order is      |                                                      |
| written.      |                                                      |
+---------------+------------------------------------------------------+
| Complete PR   |                                                      |
| form and      |                                                      |
| provide the   |                                                      |
| following     |                                                      |
| additional    |                                                      |
| information   |                                                      |
| directly on   |                                                      |
| PR or on      |                                                      |
| additional    |                                                      |
| pages.        |                                                      |
+---------------+------------------------------------------------------+
| New           | -   Journal name                                     |
| Subscriptions |                                                      |
| with          | -   Publisher                                        |
| Subscription  |                                                      |
| Agency        | -   Price                                            |
|               |                                                      |
|               | -   Users name and location for mailing the          |
|               |     subscription.                                    |
+---------------+------------------------------------------------------+
| Transfer to   | -   Same as above but add renewal notice or copy of  |
| Subscription  |     the mailing label from the journal               |
| Agency        |                                                      |
+---------------+------------------------------------------------------+

+-----------------------------------------------------------------------+
| []{#Tradinginequipment .anchor}**TRADE-IN OF EQUIPMENT**              |
+-----------------------------------------------------------------------+
| **TRADING IN EQUIPMENT** - Provide the Serial Number, NIH Decal       |
| Number, and description of the current piece of equipment or specify  |
| the component of the equipment if the item being traded is not the    |
| entire piece of equipment.  The Purchasing Department will use the    |
| purchase value and/or obtain the component value to determine if      |
| trading in the equipment is in the best interest of NCI.              |
+-----------------------------------------------------------------------+
| []{#Training .anchor}**TRAINING**                                     |
+-----------------------------------------------------------------------+
| Only custom training courses developed from customer specifications   |
| are purchased by the Acquisition Departments on a Purchase Request    |
| form.                                                                 |
|                                                                       |
| Name and brief description of training for which the request has been |
| submitted, with costs and dates, number of attendees                  |
+-----------------------------------------------------------------------+
|                                                                       |
+-----------------------------------------------------------------------+

+-----------------------------------+-----------------------------------+
| []{#Uniforms .anchor}**UNIFORMS** |                                   |
+-----------------------------------+-----------------------------------+
| Complete PR form and provide the  |                                   |
| following additional information  |                                   |
| directly on PR or on additional   |                                   |
| pages. Complete and attach any    |                                   |
| forms specified below             |                                   |
+-----------------------------------+-----------------------------------+
| Complete and attach Uniform       | > Submit PR package to the        |
| Specifications Form CG-2          | > Purchasing Dept.                |
+-----------------------------------+-----------------------------------+
| []{#Warrantyexpiration            |                                   |
| .anchor}**WARRANTY EXPIRATION**   |                                   |
+-----------------------------------+-----------------------------------+
| ALS Property Database contains    |                                   |
| the warranty expiration date for  |                                   |
| equipment. Each quarter the       |                                   |
| Purchasing Equipment Maintenance  |                                   |
| Team extracts the warranties that |                                   |
| will expire in the next three     |                                   |
| months and sends this information |                                   |
| to the PCO (Property Contracting  |                                   |
| Officer). The PCO or other        |                                   |
| authorized representative from    |                                   |
| the Program Area must determine   |                                   |
| if a service contract is          |                                   |
| necessary. To make this           |                                   |
| determination, reference the OTS  |                                   |
| Contractor Scientific and Support |                                   |
| Equipment Service Contract        |                                   |
| Policy.                           |                                   |
+-----------------------------------+-----------------------------------+

  ----------------------------------- -----------------------------------
  []{#Waterservices .anchor}**WATER   
  SERVICES (DEIONIZER EXCHANGE)**     

  Complete PR form and provide the    
  following additional information    
  directly on PR or on additional     
  pages. Complete and attach any      
  forms specified below               

  Note if regular 6 mo regeneration   Indicate if light is out on system
  or emergency                        (indicating nonfunctional system

  Provide vendor account number       Provide date of last service call

  Fax Purchase Request to X5311       
  ----------------------------------- -----------------------------------

+-----------------------------------------------------------------------+
| **NON-ACQUISITION ACTIONS**                                           |
+-----------------------------------------------------------------------+
| The following is a list of costs that are not processed through any   |
| Acquisition Department procurement process. The appropriate mechanism |
| and contact department is listed in parentheses.                      |
+-----------------------------------------------------------------------+
| -   Any employee-related travel costs (Various travel forms/Travel    |
|     Department)                                                       |
|                                                                       |
| -   Any cost involving a collaborative effort for which a formal      |
|     agreement has not been established between SAIC-Frederick and the |
|     collaborator entity (Technology Transfer Branch, IP               |
|     Administrator; inquiries to Administrative Officer or NCI         |
|     Contracting Officer)                                              |
|                                                                       |
| -   Costs for items or services delivered to or for any entity other  |
|     than NCI-Frederick without an established specific agreement.     |
|     (Administrative Officer or ALS)                                   |
|                                                                       |
| -   Fees or expenses relating to a Visiting Scientist or Guest        |
|     Researcher (Various forms/Human Resources)                        |
|                                                                       |
| -   Costs are fees only, i.e. no purchase of a good or service. PR    |
|     would be solely to initiate having a check cut. ([Direct          |
|     Pay                                                               |
| ment](http://home.ncifcrf.gov/saic/bpdocs/DirectPayProcedure5-07.pdf) |
|     process/Accounts Payable).                                        |
+-----------------------------------------------------------------------+

  ------------------------- ---------------------------------------------------------
  []{#AcquisitionAcronyms   
  .anchor}**ACQUISITION     
  ACRONYMS**                

  **ACRONYM**               **DESCRIPTION**

  **A&E**                   **Architect and Engineering**

  **A/OPC**                 **Agency/Organization Program Coordinator**

  **ALS**                   **Acquisition and Logistical Services**

  **AO**                    **Administrative Officer**

  **ARNet**                 **Acquisition Reform Network**

  **BAFO**                  **Best and Final Offer**

  **BPA**                   **Blanket Purchase Agreement**

  **BPO**                   **Blanket Purchase Order**

  **CAO**                   **Card Approving Official**

  **CCR**                   **Central Contractor Registration**

  **COA**                   **Contracting Officer Approval**

  **COTR**                  **Contracting Officer\'s Technical Representative**

  **COTS**                  **Commercial Off the Shelf**

  **CPFF**                  **Cost Plus Fixed Fee**

  **CPSR**                  **Contractor Purchasing System Review**

  **CR**                    **Clarification Request**

  **CRC**                   **Credit Card**

  **DVT**                   **Disabled Veteran Owned**

  **EAR**                   **Export Administration Regulations**

  **ECCN**                  **Export Classification Control Number**

  **EDI**                   **Electronic Data Interchange**

  **EIT**                   **Electronic & Information Technology**

  **EPA**                   **Environmental Protection Agency**

  **EPEAT**                 **Electronic Products Environmental Assessment Tool**

  **FAR**                   **Federal Acquisition Regulations**

  **FAS**                   **Finance and Administrative Systems**

  **FASA**                  **Federal Acquisition Streamlining Act**

  **FEMP**                  **Federal Energy Management Program**

  **FFP**                   **Firm Fixed Price**

  **FGN**                   **Foreign**

  **FOB**                   **Free on Board**

  **FOIA**                  **Freedom of Information Act**

  **FSS**                   **Federal Supply Schedule**

  **GAO**                   **General Accounting Office**

  **GFE**                   **Government Furnished Equipment**

  **GOCO**                  **Government Owned, Contractor Operated**

  **GPO**                   **Government Printing Office**

  **GSA**                   **General Services Administration**

  **HUBZone**               **Historically Underused Business Zone**

  **ID/IQ**                 **Indefinite Delivery -- Indefinite Quantity**

  **IMPAC**                 **International Merchant Purchase Authorization Card**

  **IT**                    **Information Technology**

  **ITAR**                  **International Traffic in Arms Regulations**

  **JIT**                   **Just in Time**

  **JOFOC**                 **Justification for Other than Full and Open
                            Competition**

  **JWOD**                  **Javits-Wagner-O'Day Act**

  **MFR**                   **Manufacturer**

  **MOD**                   **Modification**

  **NAICS**                 **North American Industrial Classification System**

  **NON**                   **Non Profit**

  **OFEE**                  **Office of the Federal Environmental Executive**

  **OFPPA**                 **Office of Federal Procurement Policy Act**

  **OTS**                   **Operation and Technical Support**

  **PC#**                   **P-card order number**

  **P-Card**                **Purchase Card**

  **PO**                    **Purchase Order**

  **POC**                   **Point of Contact**

  **POP**                   **Period of Performance**

  **PR**                    **Purchase Requisition**

  **RFP**                   **Request for Proposal**

  **RFQ**                   **Request for Quote**

  **RMA**                   **Return Material Authorization**

  **S&H**                   **Shipping and Handling Charge**

  **SADBU**                 **Small and Disadvantaged Business Utilization**

  **SDB**                   **Small Disadvantaged Business**

  **SML**                   **Small Business**

  **SOA**                   **Statement of Account**

  **SPGM**                  **Scientific Publications, Graphics & Media Dept**

  **T&M**                   **Time and Materials**

  **VET**                   **Veteran Owned Business**

  **VPAT**                  **Voluntary Product Accessibility Template**

  **WOB**                   **Woman Owned Business**
  ------------------------- ---------------------------------------------------------