![](media/image1.wmf){width="0.8243055555555555in"
height="0.6888888888888889in"} Procurement Notice

National Aeronautics and

Space Administration

Washington, DC 20546

##  PN 97-80

### November 12, 2002 

AUTHORIZATION OF CONTRACTOR USE OF INTERAGENCY FLEET MANAGEMENT SYSTEM
(IFMS) VEHICLES

***BACKGROUND:*** This PN revises the NASA FAR Supplement to include
center transportation officers in the authorization process required by
FAR 51.202.

***ACQUISITIONS AFFECTED BY CHANGES:*** Those cost reimbursement
contracts that use interagency fleet management system (IFMS) vehicles
and related services.

***ACTION REQUIRED BY CONTRACTING OFFICERS:*** Assure center
transportation officer concurrence before authorizing use of
Government-owned vehicles on cost reimbursement contracts.

***CLAUSE/PROVISION CHANGES:*** This PN makes no changes to clauses or
provisions.

***PARTS AFFECTED:*** Changes are made in Part 1808 and 1851.

***REPLACEMENT PAGES:*** You may use the enclosed pages to replace Part
1808 and Part 1851.

***TYPE OF RULE AND PUBLICATION DATE:*** This PN was published as a
final rule in the Federal Register (67 FR 68533) on November 12, 2002.

***HEADQUARTERS CONTACT:*** Patrick Flynn, Code HK, (202) 358-0460,
e-mail: patrick.flynn@hq.nasa.gov.

R. Scott Thompson

Director, Contract Management Division

Enclosures

PART 1808

**REQUIRED SOURCES OF SUPPLIES AND SERVICES**

**TABLE OF CONTENTS**

1808.003 Use of other Government supply sources.

1808.003-70 Acquisition of radioisotopes.

1808.003-71 Acquisition of liquid hydrogen.

1808.003-72 Acquisition of propellants.

1808.003-73 Acquisition of mercury.

**SUBPART 1808.1 EXCESS PERSONAL PROPERTY**

1808.103 Information on available excess personal property.

**SUBPART 1808.4 FEDERAL SUPPLY SCHEDULES**

1808.404 Using schedules.

1808.404-3 Requests for waivers.

**SUBPART 1808.6 ACQUISITION FROM FEDERAL PRISON INDUSTRIES,**

**INC.**

1808.605 Clearances.

**SUBPART 1808.7 ACQUISITION FROM NONPROFIT AGENCIES**

##  EMPLOYING PEOPLE WHO ARE BLIND OR 

###  SEVERELY DISABLED

1808.705 Procedures.

1808.705-1 General.

**SUBPART 1808.8 ACQUISITION OF PRINTING AND RELATED SUPPLIES**

1808.802 Policy.

1808.870 Contract clause.

**SUBPART 1808.11 LEASING OF MOTOR VEHICLES**

1808.1100 Scope of subpart.

**PART 1808**

**REQUIRED SOURCES OF SUPPLIES AND SERVICES**

**1808.003** **Use** **of** **other** **Government** **supply**
**sources.**

**1808.003-70 Acquisition of radioisotopes.**

\(a\) U.S. Department of Energy Isotope and Technical Service Order Form
CA-10-90.COM, and U.S. Nuclear Regulatory Commission Application for
Material License, NRC Form 313, shall be used to acquire radioisotopes.

\(b\) NRC Form 313 shall be filed with the Chief, Radioisotopes
Licensing Branch, Division of Fuel Cycle and Material Safety, United
States Nuclear Regulatory Commission, Washington, DC 20555. If the
application meets all regulatory requirements and applicable standards,
the Radioisotopes Licensing Branch, Nuclear Regulatory Commission, will
issue a license to the applicant. After receipt of the license, a
completed DOE Form CA-10-90.COM (in duplicate, if the contracting office
wants an accepted copy of the form back from the supplier), the license,
and a Government bill of lading shall be sent to the appropriate DOE
laboratory. If a bill of lading is not furnished, shipment shall be made
collect on a commercial bill of lading, to be converted at destination.

\(c\) NRC Form 313 and DOE Form CA-10-90.COM may be requisitioned
directly from the United States Nuclear Regulatory Commission, Attn:
Radioisotopes Licensing Branch, Division of Fuel Cycle and Material
Safety, Washington, DC 20555.

\(d\) Guidance is available from DOE at URL
http://www.ornl.gov/isotopes/catalog.htm.

**1808.003-71 Acquisition** **of** **liquid** **hydrogen.**

Requests for liquid hydrogen shall be submitted to the John F. Kennedy
Space Center, National Aeronautics and Space Administration, Kennedy
Space Center, FL 32899, Attn: Director of Logistics Operations.

**1808.003-72 Acquisition of propellants.**

\(a\) **General.** NASA (and its contractors when authorized in
accordance with 1851.1) may acquire the items listed in paragraph (j) of
this section (except for liquid hydrogen; see 1808.002-71) on a
reimbursable basis from the San Antonio Air Logistics Center (SA-ALC),
Kelly Air Force Base, Texas, under the Air Force Missile Procurement
Fund (MPF). The Air Force MPF shall be used as a supply source for
propellants whenever there are economic or other advantages to the
Government. Field installations and offices obtaining supplies from the
MPF shall comply with the reporting requirements of paragraph (f) of
this section.

\(b\) **Requests for acquisition***.* To obtain the materials listed in
paragraph (j) of this section from the Air Force MPF, NASA contracting
offices will execute a NASA- Defense Purchase Request (NASA Form 523)
(see 1853.303-523) and forward it to Headquarters, SA-ALC, Kelly Air
Force Base, TX 78241, Attention: SFS. The following additional
information should be provided on the form:

\(1\) Contract number (when material is required for use by a NASA
contractor).

\(2\) Delivery address.

\(3\) Mode of transportation (rail, trailer, barge, etc.). When the
procurement request covers requirements for materials not previously
forecasted or covers significant changes to previously reported
requirements, SA-ALC should be notified immediately of such
requirements.

\(c\) **Delivery requests.**

\(1\) A delivery request is a call on the Air Force, made against a
NASA-Defense Purchase Request (NASA Form 523), specifying the time and
place of delivery. On the basis of the estimated requirements, the Air
Force will notify NASA field installations and contractors of the name
and address of the Air Force office or producing contractor\'s plant to
which requests for delivery of materials shall be made. Delivery
requests may be placed by any means of communication that time
justifies; however, all verbal requests for delivery must be confirmed
in writing within 24 hours. The delivery request, whether oral or
written, must cite the NASA-Defense Purchase Request number under which
the material is being ordered and contain the following information:

\(i\) Nomenclature and National Stock Number.

\(ii\) Quantity.

\(iii\) Program, project, and task.

\(iv\) Contract number (when material is required for use by a NASA
contractor).

\(v\) Delivery address.

\(vi\) Dates of delivery.

\(vii\) Mode of transportation.

\(viii\) Location of weighing stations and scales (if weighing of the
products before delivery is required).

\(2\) Each delivery request shall be numbered as follows to simplify
identification and control: the last two digits of the calendar year; a
dash; and a consecutive number beginning with 1 to run throughout the
year (e.g., 89-5, for the fifth request made in 1989). Changes to a
request are identified by adding an alphabetical designator beginning
with (A) to the number.

\(d\) **Receiving procedures***.*

\(1\) **Receiving documents.** Receipt of materials shall be evidenced
on the receiving document received with the shipment by the signature of
an individual authorized by NASA to receive materials from the Air
Force. Every effort should be made to ensure that the NASA-Defense
Purchase Request number is recorded on the receiving document before
signing.

\(2\) **Weighing facilities.** Local weighing facilities (NASA-owned,
contractor-owned, commercial, or State-operated) may be used to
determine quantities of product received. If a discrepancy exists
between the quantities shown on receiving documents and the quantities
actually received \--

\(i\) A certified weighing ticket evidencing actual weight at
destination shall be obtained; and

\(ii\) A copy of the receiving document (AF Form 857 or DD Form 250) and
the original weighing ticket shall be forwarded to Headquarters, SA-ALC,
Kelly Air Force Base, TX 78241, Attention: ACFOM, identifying the
discrepancy.

\(3\) **Distribution of receipts.** Copies of all receiving documents
except the AF Form 857 shall be transmitted to the Headquarters, SA-ALC,
Kelly Air Force Base, TX 78241, Attention: SACAOM. Receiving documents
may be accumulated and submitted on the 10th, 20th, and last day of each
month.

\(e\) **Billing.** The costs of materials obtained through the MPF are
reimbursable. After delivery, a Standard Form 1080 (Voucher for
Transfers Between Appropriations and/or Funds (Disbursement)), supported
by documentary evidence of delivery, will be submitted by Headquarters,
SA-ALC to the NASA installation designated in the NASA Form 523.

\(f\) **Reporting requirements.**

\(1\) Field installations shall submit periodic estimates of
requirements for materials listed in paragraph (j) of this section for
all programs under their cognizance, including in-house contractor
requirements. Reports shall be submitted in duplicate on AF Form 858,
Forecast of Propellant Requirements.

\(2\) The reports shall be forwarded no later than June 1 and December 1
to reach Headquarters, SA-ALC, Kelly AFB, TX 78241, Attn: SFS.
Supplemental reports advising of additions to or significant changes in
previous reports may be submitted at any time. The reports, covering all
materials listed in paragraph (j) of this section, due in June and
December, shall begin with requirements as of the following July 1 and
January 1, respectively, and shall cover a 3-year period. Requirements
shall be shown by month for the first 6 months, and by quarters for the
remaining 2-1/2-year period.

\(3\) Estimated requirements and other pertinent data required from
contractors shall be obtained on Air Force Form 858.

\(g\) **Report content.** Reports shall be made using a separate report
form for each material and shall provide, for each item of material, the
\--

\(1\) Contract number;

\(2\) Program and/or project;

\(3\)  Specific task within the project;

\(4\)  End use when not associated with the named program or project;

\(5\)  Contractor\'s name;

\(6\)  Specific location of use (shipping destination); and

\(7\)  Planned source of supply.

\(h\) **Basis for developing materials requirements.** In computing
requirements, consideration shall be given to such elements as lead
time, waste factors, transfer, and storage losses so that phased
requirements reflect the total gross quantities required to be delivered
to the use or storage site. Since the requirements estimates are being
used by other Government agencies acting as supply sources to contract
for materials, estimates must be as accurate as possible.

\(i\) **NASA coordination.** The Kennedy Space Center shall coordinate
the review of all data and establish NASA policy and procedures. The
data shall be used as the basis for NASA requirements reports to various
Government agencies for planning and supply support.

\(j\) **Table of reportable materials.**

#  Ammonia, Technical (Anhydrous) (Low Oil Content) 99.97 percent purity, Spec 0-A- 445

Argon Gas, 6000 PSI, AFPID 6830-5

Propellant, Ammonia, Liquid, Anhydrous 99.5 percent purity, Spec
MIL-P-27406

Propellant, Chlorine Trifluoride, Spec MIL-P-81399

Propellant, Deuterium, Gaseous, AFPID 9135-20

Propellant, Fluorine, Gaseous, Spec MIL-P-27405

Propellant, Fluorine, Liquid, Spec MIL-P-27405

Helium, Technical Grade A, Spec BB-H-1168

Propellant, Isopropyl Alcohol, AFPID 9135-18

Propellant, Hydrazine, Standard Grade, Spec MIL-P-26536

Propellant, Hydrazine, Monopropellant Grade, Spec MIL-P-26536

Propellant, Hydrazine/Unsymmetrical Dimethylhydrazine, Spec MIL-P-27402

Propellant, Hydrogen, Gaseous, Type I, Spec MIL-P-27201

Propellant, Hydrogen, Liquid, Type II, Spec MIL-P-27201

Propellant, Hydrogen Peroxide, Spec MIL-P-16005

Propellant, Hydrogen Peroxide, Electrolytic Process, Spec MIL-P-16005

Propellant, Jet Fuel, Grade RJ-1, Spec MIL-F-25558

Propellant, JPX, 50 percent UDMH-50 percent JP-4, Spec MIL-P-26694

Propellant, JPX, 17 percent UDMH-83 percent JP-4, Spec MIL-P-26694

Propellant, Kerosene, Grade RP-1, Spec MIL-P-25576

Propellant, Monomethyl Hydrazine, Spec MIL-P-27404

Propellant, Neon, Liquid, AFPID 9135-16

Propellant, Nitric Acid, Type IIIB, Spec MIL-P-7254

Propellant, Nitric Acid, Type III LS, Spec MIL-P-7254

Propellant, Nitric Acid, Type IV (High Density Acid), Spec MIL-P-7254

Propellant, Nitrogen Tetroxide (NTO) (MON-1) (MON-3), Spec MIL-P-26539

Propellant, Nitrogen Tetroxide (NTO), MIL-P-26539

Propellant, Nitrogen Tetroxide (MON-1), Spec MIL-P-26539

Propellant, Nitrogen Tetroxide (MON-3), Spec MIL-P-26539

Propellant, Oxygen, Grade B, Spec MIL-P-25508

Propellant, Oxygen, Grade A, Spec MIL-P-25508

Propellant, Oxygen, Grade F, Spec MIL-P-25508

Propellant Pressurizing Agent, Helium, Spec MIL-P-27407, 99.995 pct min
assay

Propellant Pressurizing Agent, Nitrogen, Type II, Liquid Grade C, Spec
MIL-P-27401

Propellant Pressurizing Agent, Nitrogen, Type I, Gaseous Grade A, Spec
MIL-P-27401

Propellant Pressurizing Agent, Nitrogen, Type I, Grade B, Spec
MIL-P-27401

Propellant Pressurizing Agent, Nitrogen, Type II, Grade A, Spec
MIL-P-27401

Propellant Pressurizing Agent, Nitrogen, Type II, Grade B, Spec
MIL-P-27401

Propellant, Unsymmetrical Dimethyl-hydrazine, Spec MIL-P-25604

Propellant, Nitrogen Trifluoride Spec MIL-P-87896

Propellant Pressurizing Agent, Argon, Liquid, AFPID 9135-19

**1808.003-73** **Acquisition of mercury.**

\(a\) Requests for mercury by NASA installations for their use or for
use by their cost-reimbursement type contractors shall be made to the
Mercury Contract Specialist, Directorate of Stockpile Contracts, DLA,
Defense National Stockpile Center, 8725 John J. Kingman Rd., #3339, Ft.
Belvoir, VA 22060-6223. DLA will furnish the current fair market value
to NASA. The unit of issue is a 76-pound flask.

\(b\) Requests for clearance to purchase quantities of 76 pounds or more
from sources other than DLA shall be submitted to the office in
paragraph (a) of this section and must be accompanied by a statement of
reasons why the available excess mercury is unsuitable for use by the
requesting field installation.

**Subpart** **1808.1\--Excess Personal Property**

**1808.103 Information** **on** **available** **excess** **personal**
**property.**

In addition to the sources identified in FAR 8.103, information on
availability of NASA excess property is maintained by the Installation
Property Disposal Officer and the NASA Equipment Management System
(NEMS) Coordinator.

## Subpart 1808.4\--Federal Supply Schedules

**1808.404** **Using schedules.**

**1808.404-3** **Requests for waivers.**

\(a\) The head of the NASA office initiating the procurement request or
a designated representative shall furnish the NASA contracting office a
signed statement identifying the supplies or services to be purchased
and explaining why similar items listed in the applicable schedule will
not meet the requirement.

\(b\) If a waiver is not granted, the case shall be referred to the
Assistant Administrator for Procurement (Code HS) for a final decision
as to whether the non-schedule item will be purchased. The Assistant
Administrator for Procurement shall promptly notify the Commissioner,
Federal Supply Service, GSA, and the contracting office of the decision.

**Subpart** **1808.6\--Acquisition from Federal Prison Industries,
Inc.**

**1808.605** **Clearances.**

\(a\) NASA purchase orders or contracts written pursuant to a general or
blanket clearance need not be supported by a copy of the clearance, but
the clearance number must be cited on the purchase order or contract as
well as on the initial voucher. A copy of the clearance certificate must
be attached to the initial voucher.

\(c\) When disputes occur, the contracting officer shall refer the
matter to the Assistant Administrator for Procurement (Code HS) for
review and any further action. Such referrals shall include a complete
statement of the attempts made to resolve the matter.

**Subpart** **1808.7\--Acquisition from Nonprofit Agencies Employing**

## People Who are Blind or Severely Disabled

**1808.705** **Procedures.**

**1808.705-1 General.**

The Federal Standard Requisitioning and Issue Procedure (Federal
Property Management Regulation, Subpart 101-26.2) shall be used to
obtain nonprofit agency-produced supplies from GSA supply distribution
facilities.

## Subpart 1808.8\--Acquisition of Printing and Related Supplies

**1808.802 Policy.**

(b)**(i)** The Headquarters Chief Information Officer (Code AO) is the
NASA central printing authority.

**(ii)** Requests for approval to contract for printing supplies or
services shall be addressed to Code AO. Approval to contract for such
supplies or services is restricted to those requirements meeting the
following conditions:

**(A)** An individual order is under \$1,000;

**(B)** The order is not of a continuing or repetitive nature; and,

**(C)** The Public Printer certifies it cannot be provided more
economically through the GPO.

**1808.870 Contract clause.**

The contracting officer shall insert the clause at 1852.208-81,
Restrictions on Printing and Duplicating, in solicitations and contracts
where there is a requirement for any printing, and/or any
duplicating/copying in excess of that described in paragraph (c) of the
clause.

## Subpart 1808.11\--Leasing of Motor Vehicles

**1808.1100** **Scope** **of subpart.**

NASA procedures for leasing motor vehicles from GSA or commercial
sources are contained in NPD 6000.1, Transportation Management.

**PART 1851**

# **USE OF GOVERNMENT SOURCES BY CONTRACTORS**

**TABLE OF CONTENTS**

**SUBPART 1851.1 CONTRACTOR USE OF GOVERNMENT SUPPLY**

**SOURCES**

1851.102 Authorization to use Government supply sources.

1851.102-70 Contractor acquisition of filing cabinets.

**SUBPART 1851.2 CONTRACTOR USE OF INTERAGENCY FLEET**

**MANAGEMENT SYSTEM (IFMS) VEHICLES**

1851.202 Authorization.

**PART 1851**

**USE OF GOVERNMENT SOURCES BY CONTRACTORS**

**Subpart** **1851.1\--Contractor Use of Government Supply Sources**

**1851.102 Authorization** **to** **use** **Government supply**
**sources.**

\(e\) The contracting officer shall use substantially the following
format for letters authorizing contractor use of Government supply
sources:

**SUBJECT:** Authorization to Lease, Rent, or Purchase from General
Services Administration (GSA) Supply Sources

(Contractor\'s name) [              ]{.underline}

(Address) [                        ]{.underline}

\(1\) You are hereby authorized to act for the Government in the
following matters:

\(i\) The acquisition of supplies and/or services under Contract
No. [        ]{.underline} available for purchase by Government agencies
either directly from GSA stock or under Federal Supply Schedules,
including GSA nonmandatory ADTS/ADP schedule contracts and GSA ADP
requirements contracts, subject to the limitations set forth in this
authorization.

\(ii\) The leasing or rental of equipment for use on Contract
No. [        ]{.underline}  available for lease or rental by Government
agencies under Federal Supply Schedules, including GSA nonmandatory
ADTS/ADP schedule contracts and GSA ADP requirements contracts, subject
to the limitations set forth in this authorization.

\(iii\) The issuance of tax exemption certificates in lieu of the
payment of State or other taxes for which the Government is not liable
on supplies or services purchased under this authorization.

(2)(i) Purchase orders under GSA schedules and contracts shall be placed
in accordance with the terms and conditions of the GSA schedule or
contract and this authorization. A copy of this authorization shall be
attached to the order (unless a copy was previously furnished to the GSA
contractor) and shall contain the following statement:

> "This order is placed on behalf of the National Aeronautics and Space
> Administration in furtherance of United States Government Contract
> No. [              ]{.underline} , pursuant to written authorization
> dated [        ]{.underline} , a copy of which (is attached) (you have
> on file). In the event of any inconsistency between the terms and
> conditions of this order and those of the applicable GSA
> schedule/contract, the latter will govern."

\(ii\) Orders for items in the GSA Supply Catalog shall be placed in
accordance with the Catalog and this authorization and shall include the
address to which billings are to be sent. Bills are not issued by GSA
until after shipment has been made and should therefore be paid
promptly. Any necessary adjustments will be made by GSA subsequent to
payment. All orders shall contain the following statement:

> "This order is placed on behalf of the National Aeronautics and Space
> Administration in furtherance of United States Government Contract No.
> [   \_\_\_\_\_\_        ]{.underline} , pursuant to written
> authorization dated [       ]{.underline} , a copy of which (is
> attached) (you have on file)."

\(3\) (Insert any other provisions and restrictions.)

\(4\) The authority hereby granted is not transferable or assignable.

[                ]{.underline}

(Contracting Officer)

(e)(3) Contracting officers shall use NHB 4100.1, NASA Materials
Inventory Management Manual, to obtain activity address codes to enable
use of FEDSTRIP and MILSTRIP.

**1851.102-70 Contractor acquisition of** **filing cabinets.**

\(a\) The Contractor officer must approve any planned contractor
acquisition of filing cabinets whose title will vest in the Government.
The contracting officer shall ensure that the contractor takes the
following actions before submitting a request for approval:

\(1\) Transfer inactive records to contractor storage areas;

\(2\) Dispose of unnecessary records in accordance with corporate
procedures;

\(3\) Use less expensive shelf filing methods; and

\(4\) Take other actions to reduce the need for filing cabinets.

\(b\) If after taking the actions in paragraphs (a)(1) through (4) of
this section, the contractor requires additional filing capacity, it
shall submit for contracting officer approval a request to order filing
cabinets. This request shall include a discussion of why sufficient
additional filing capacity is necessary and shall address the results of
the actions in paragraphs (a)(1) through (4) of this section. The
contracting officer shall review the request in consultation with the
Records Management Officer, the Property and Supply Officer, and the
project officer, if appropriate.

\(c\) If the need for filing cabinets is approved, the contracting
officer shall attempt to fill the need by providing any available excess
items of the type required through appropriate property accountability
channels. Approved requests that cannot be filled from excess shall be
returned to the contractor with an authorization to obtain file
cabinets, preferably through GSA.

**Subpart 1851.2\--Contractor Use of Interagency Fleet Management System
(IFMS)**

**Vehicles**

1851.202 Authorization.

\(a\) The contracting officer shall obtain concurrence from the
Transportation Officer before authorizing a cost-reimbursement
contractor to obtain interagency fleet management system (IFMS) vehicles
or related services.