**BONNEVILLE PURCHASING INSTRUCTIONS**

# **TRANSMITTAL SHEET AND FILING INSTRUCTIONS**

### TRANSMITTAL 02-1 September 30, 2002

## 

## SUBJECT: BPI UPDATE -- Revisions and Updates to Several Parts

## SUMMARY OF CHANGES

This update to the BPI incorporates into the main body of the manual the
content of two Temporary Instructions, the process for announcing awards
to DOE, concepts of the new personal property system, and the new CO
appointment criteria. This update also includes new or revised
information and procedures to reflect the agency's modified use of the
Bonneville Enterprise System (BES) since its initial implementation. New
policy for management review of solicitations and contracts, and
discussion and policy for electronic catalogs and reverse auctions is
also added. Obsolete information is deleted or updated, and minor
grammar corrections are made.

Temporary Instructions 00-1, BSP Implementation, is deleted, and the
remaining relevant content is now incorporated into the main body of the
BPI. The information is further updated to reflect current efficiencies
and operations of the Bonneville Enterprise System (BES) since TI 00-1
was issued when BES was first implemented. This update affects many
Parts and Appendices in the BPI. Readers should note that the electronic
Enterprise Resource Planning system adopted by BPA was initially
entitled the Business Solutions Project (BSP), and after two years in
operation the program title has now been changed to Bonneville
Enterprise System. In the context of the BPI, the terms ERP, BSP, or BES
are synonymous throughout when used to refer to an electronic system
with multiple agency-wide functions,

BPI Temporary Instruction 99-1, Y2K Readiness is deleted, and the
remaining relevant content has now been incorporated into the main body
of the BPI.

Appendix 2-A is completely revised to incorporate the OPM qualification
standards for the GS1102 job series, and to modify the required hours of
training and months of experience for various levels of authority. This
new Appendix is BPA's implementation of its exemption from DOE Order
361.1 Acquisition Career Development Program, and DOE Order 541.1,
Appointment of Contracting Officers and Contracting Officer's
Representatives.

## DETAIL OF CHANGES TO EACH PART

## 

A DARK VERTICAL BAR IN LEFT MARGIN INDICATES CONTENT REVISION.

## [TABLE OF CONTENTS]{.underline}

Page 3 of 3 Revise list of current Temporary Instructions. None in
effect with this update.

## [Part 2 CONTRACTING AUTHORITY AND RESPONSIBILITIES]{.underline}

> Complete reissue to revise several sections, resulting in page changes
> throughout the document.

1.  Add "transmission sales", and grammar correction

2.2.1 Add reference to DOE Order 361.1.

2.2.2(f) Add the term "Turnkey"

2.2.4 Add the term "principal"

2.3.2(a) Delete HCA's organizational routing code

2.3.2(c) Add reference to BPAM Chapter 21 regarding field purchases

2.4.2(e)(1) Add the term "commercial", directs all unauthorized
non-commercial purchases to be submitted to HCA for ratification

2.4.2(e)(2) Replace the term "any" with "appropriate"

## [Part 4 ADMINISTRATIVE MATTERS]{.underline}

> Complete reissue to revise several sections, resulting in page changes
> throughout the document.

4.1.1 Update organizational titles

4.2.1(b) Incorporate information from Temporary Instruction 00-1
regarding electronic "paperless" purchasing

4.2.2(a) Grammar correction

4.2.2(b)(1) Grammar correction

4.5(a) Insert the term "electronically"

4.5(b) Revise procedure for transmission of award notifications to DOE

4.8 Incorporate the content of BPI Temporary Instruction 00-1 regarding
numbering of award instruments

4.9(b) Correct the term "mandatory" to "optional"

4.9(d) Policy is modified to indicate that pre-formatted operational
clauses drafted by the purchasing groups are numbered X-50 through X-99,
where the X refers to the relevant BPI Part.

4.9.(e) New policy statement. All newly created unique clauses drafted
by the CO for an individual purchase will be numbered X-100 and up,
where the X refers to the relevant BPI Part.

4.10 Incorporate the content of BPI Temporary Instruction 00-1 regarding
use of BES system generated forms

## [Part 6 PLANNING, STRATEGY, AND REQUSITIONING]{.underline}

6.4.5 Revise information regarding requisition estimates

6.5 Incorporate the content of BPI Temporary Instruction 00-1 regarding
submission of requisitions

6.8 Replace "PR" with "Requisition"

2.  Revise discussion of IT Resource requisition process

6.8.2(f) This paragraph, as written in BPI TI 99-1, is deleted. BPI TI
99-1 is cancelled with this Transmittal and the information herein is
now obsolete. Contracts now containing a reference to this BPI section
need not be modified. With this Transmittal, paragraph (f) contains new
procedural guidance restricting disclosure of IT information to the
public.

6.9.3(b)(1) Grammar correction

610(a) Grammar correction

6.12(g) Replace "Property Program Manager" with "Asset Center
Representative" and correct form title

6.15(a) Grammar correction

1.  Correction manager titles and add discussion of an agency finance
    representative participating in strategy panels when appropriate

6.15.3(b) Grammar correction

## 

## 

## [Part 7 CONTRACT TYPES AND METHODS]{.underline}

4.  Incorporate content of BPI Temporary Instruction 00-1

7.2.5.1.1(b) Incorporate content of BPI Temporary Instruction 00-1

7.2.5.1.1(c) Incorporate content of BPI Temporary Instruction 00-1

7.2.5.2(c) Grammar correction

7.2.5.2(d) Incorporate content of BPI Temporary Instruction 00-1

7.2.5.2(e) Incorporate content of BPI Temporary Instruction 00-1

7.2.5.3 Incorporate content of BPI Temporary Instruction 00-1

7.2.6(b) Replace "PRs" with "Requisitions"

7.2.9(a) Add alternate term of "letter contract" and more description

7.2.9(c) Grammar correction

7.2.9(d) Incorporate content of BPI Temporary Instruction 00-1

Exhibit 7E Incorporate content of BPI Temporary Instruction 00-1 and
grammar corrections

7.2.10(a)&(b) Replace "Personal Property Manager" with "Asset Center
Representative"

7.50 Clause 7-4 -- Incorporate content of BPI Temporary Instruction 00-1

7.50 Clause 7-5 -- Incorporate content of BPI Temporary Instruction 00-1

7.50 Clause 7-6 -- Incorporate content of BPI Temporary Instruction 00-1

## [Part 11 SOLICITATION POLICIES]{.underline}

> Complete reissue to revise several sections, resulting in page changes
> throughout the document.

11.1.5(a) Add new language regarding use of JWOD and best buy objective

11.1.5(b) Correct the URL for the JWOD website

11.2.3.1 Revise discussion of acquiring utility services for GSA owned
versus BPA managed facilities

2.  Revise discussion of acquiring utility services for BPA owned
    facilities.

3.  Update discussion of FTS telecommunications services

11.4(d) Grammar corrections

1.  Correct the title of Javitz-Wagner-O'Day Act

11.8(a) Punctuation correction

11.10.2.1(b) Add new prescription for use of Clause 11-2, Submission of
Offers

3.  New section to add discussion and policy for reverse auctions

```{=html}
<!-- -->
```
4.  Grammar and typo corrections

11.11.1.1 Add new prescription for use of Clause 11-3, Considerations in
Making Awards

11.14 New section to add discussion and policy of management review of
solicitations

50. Clause 11-1 -- Type of Business Organization. Grammar correction

> Clause 11-2, -- Submission of Offers. Add Alternate I, new paragraph
> (b), for reverse auction method
>
> Clause 11-3 -- Considerations In Making Awards. Add Alternate II, new
> paragraph (e), for reverse auction method

## 

## 

## [Part 12 SOURCE SELECTION AND AWARD]{.underline}

12.2.3 Remove routing code from address for submitting unsolicited
proposals

12.4(e) Grammar correction

12.4.1(a) Grammar corrections

12.7(e) Revise discussion of auction techniques to permit reverse
auctions for acquiring pricing information

12.12.8.1(a)&(b)Revise section to add electronically generated BES forms
for awarding all types of purchase transactions

12.8.2(b)(4)(E) Add new procedure for CO's, regarding content of
Document of Award Decision to include a summary of the briefing to
purchasing management of key decisions on high risk and mission critical
purchases.

12.8.4 Grammar correction

## [Part 14 GENERAL CONTRACT ADMINISTRATION POLICIES]{.underline}

14.7(a)-(g) Delete abbreviations and list all names of agencies and add
new agencies

14.8 Grammar correction

14.10.4(c) Paragraph reinstated. This paragraph was deleted under BPI TI
00-1 as an accommodation to Bonneville Enterprise System constraints at
initial implementation, which did not permit extension of expired
contracts. BPI TI 00-1 is now cancelled with this Transmittal and
extensions of expired contracts may be bilaterally executed under the
good business judgment of the CO and within current BES functionality.

New procedure added. COs must document reasons for bilateral contract
extensions to expired contracts. Further, CO's must receive HCA approval
for bilateral extension to any contract that is more than three months
past expiration.

14.10.5.1(d) Grammar correction

14.10.5.1(g) Grammar correction

6.  Revise to add BES electronically generated forms

14.12(b) Grammar correction

14.13.3(a) Grammar correction

14.13.3(f) New paragraph. Instructs COs to coordinate the update to BES
vendor records

14.13.4(e) Include use of BES electronic form

14.13.4(f) New paragraph. CO must ensure BES Vendor Team receives
updated information

14.14 (b) & (c) Revise reporting requirements for scientific and
technical information. Revise number of copies contractor must submit.
Delete COTR requirement to prepare DOE transmittal form, and reference
to incorrect form number. The BPA Library prepares the appropriate form
when submitting reports to OSIT.

1.  Grammar correction

14.50 Clause 14-5 -- Paragraph (b) of this clause was deleted under BPI
TI00-1, when BES functionality did not permit unpaid acceptance of
nominal overages. Per the clause prescription at 14.6.1.1, the CO may
modify the clause to add information similar to this paragraph, if in
the best interest of BPA and current BES functionality permits.

## [Part 18 QUALITY ASSURANCE]{.underline}

BSP TI 99-1, Y2K Readiness, included discussion of the Y2K issue, BPA
action team, and new clause content to cover date compliance warranty.
The temporary instruction is now cancelled, and these clauses are no
longer necessary.

## [Part 19 PROPERTY MANAGEMENT]{.underline}

19.1 Delete discussion of loan/lease of BPA personal property.

2.  Revise definition of Capitalized Equipment

Revise definition of Personal Property

> Delete "Property Program Manager (PPM)" and replace with "Asset Center
> Representative (ACR)"

19.3(d) Replace "PPM" with "ACR"

19.5(d) Replace "Property Program Manager" with "Asset Center
Representative"

19.5(e) Replace "PPM" with "ACR" and "capital or sensitive" with "tagged
and tracked"

19.9(b) Replace "Property Program Manager" with "ACR"

19.9(c) Replace "Federal" with "public"

19.10(b) Delete reference to PPM declaration of excess to BPA

19.10(d) Replaces references to PPM with ACR.

19.10(f) Replace "donee" with "contractor"

19.11 Revise and expand the discussion, policy, and procedure for
determining whether to release the removed project equipment and
materials to the contractor.

19.50 Clause 19-1 -- Revise to add ASTM Property Management Standards

## [Part 24 CONSTRUCTION AND DEMOLITION CONTRACTS]{.underline}

24.3(c) Replace "Personal Property Manager" with "Asset Center
Representative"

24.50 Clause 24-6 -- Correct the BPI reference in clause title

Clause 24-8 -- Correct the BPI reference in clause title

Clause 24-27 -- Replace clause in its entirety to update named publisher
of Cost Recovery Guide and clarify the conditions for BPA payment of
equipment costs.

## [Part 25 INTERGOVERNMENTAL CONTRACTS]{.underline}

25.1(b) Grammar correction

25.1(c) Grammar correction

25.2.1 Change instructions for use of forms to include BES system
generated forms

25.5 Grammar correction

25.50 Clause 25-1 -- Revise dollar threshold from \$3,000 to \$10,000

25.50 Clause 25-2 -- Revise dollar threshold from \$3,000 to \$10,000

> Clause 25-3 -- Delete duplicate clause title and revise dollar
> threshold from \$3,000 to \$10,000

## [TEMPORARY INSTRUCTIONS]{.underline}

BPI Temporary Instruction 99-1, Year 2000 Readiness is cancelled.

BPI Temporary Instruction 00-1, BSP Implementation is cancelled.

## [TRANSMITTAL INSTRUCTIONS]{.underline}

Insert this document directly behind the tab entitled Transmittal
Instructions.

## [Appendix 2-A APPOINTMENT AS A BPA CONTRACTING OFFICER]{.underline}

Complete re-issue with significant changes throughout the document. Add
the OPM Qualification Standard requirements for purchasing
professionals, and modify the minimum education, experience, and
training requirements for all types and levels of authority. Add
requirement that COs working under interim certificates of appointment
work in a mentoring type relationship with another equally or more
qualified CO. Add requirement that COs update their file in the HCA's
office at least bi-annually.

**[Appendix 6-A REQUISITIONER'S GUIDE TO PREAWARD
ACTIVITIES]{.underline}**

Incorporate content from BPI Temporary Instruction 00-1, and update that
information to reflect additional operational BES efficiencies gained
since TI 00-1 was issued. All references to "PR" have been replaced with
"requisition." A large segment of information that described preparation
of paper requisitions has been deleted, and all follow on pages are
renumbered in this Transmittal even though a large portion of the
content is not changed.

2.  Grammar Correction and delete the term "PR"

Exhibit 1 Delete "ADP" and replace with "Information Technology"

Correct Organization titles, and add Van Mall to locations

Exhibit 2 Edit the table to update organizational contacts, delete
obsolete references or documents, and add current information

3.3 Delete "PR" and replace with "requisition"

4.  Grammar correction

5.  Grammar corrections

4.4 Replace "PR" with "requisition" and grammar correction

4.  Replace "PR" with "requisition"

```{=html}
<!-- -->
```
8.  Replace "PR" with "requisition"

Exhibit 7 Update position title to [Agency]{.underline} Small Business
Specialist

6.3 Change Section title and delete references to "PR" and replace with
"requisition". Incorporate content from BPI Temporary instruction 00-1
describing BES electronic forms process.

5.  Add new discussion of purchase lead times

Exhibits 8 & 9 Deleted. Detailed process for creating a purchase request
form is deleted

1.  Replace "PR" with "requisition", and grammar correction

2.  Replace "PR" with "requisition" and include use of BES system for
    generating requisitions

3.  Replace "PR" with "requisitions"

Exhibit 12 Pact C, Grammar correction

Section 8 Replace "PR" with "requisition" throughout, and grammar
corrections

4.  Grammar correction

## [Appendix 19-A PROPERTY MANAGEMENT PROCEDURES FOR CONTRACTORS]{.underline}

Complete re-issue. Incorporate business concepts of the BES Personal
Property System. Revise Capitalized Equipment dollar threshold from
\$3,000 to \$10,000 throughout. Revise definition of Personal Property.
Clarify definition of sensitive property. Expands guidance to
contractors regarding excess property at project end. Minor grammar
corrections. Delete Exhibit 1 Sensitive Personal Property. Insert
Exhibit 1 Condition Codes.

## Filing Instructions

+------------------+---------------+-----------------+----------------+
| ##### Delete     |               | ##### Insert    |                |
+------------------+---------------+-----------------+----------------+
| > **[Par         | ####### Page  | ######## Part   | > **[Page]     |
| t]{.underline}** |               |                 | {.underline}** |
+------------------+---------------+-----------------+----------------+
| > Contents       | > 3           | > Contents      | > 3            |
+------------------+---------------+-----------------+----------------+
| > 2              | > 1-4         | > 2             | > 1-4          |
+------------------+---------------+-----------------+----------------+
| > 4              | > 1-6         | > 4             | > 1-6          |
+------------------+---------------+-----------------+----------------+
| > 6              | > 3-11        | > 6             | > 3-12         |
+------------------+---------------+-----------------+----------------+
| > 7              | > 9-16        | > 7             | > 9-16         |
|                  | >             |                 | >              |
|                  | > 19-26       |                 | > 19-26        |
+------------------+---------------+-----------------+----------------+
| > 11             | > 1-17        | > 11            | > 1-17         |
+------------------+---------------+-----------------+----------------+
| > 12             | > 1-4         | > 12            | > 1-4          |
|                  | >             |                 | >              |
|                  | > 9-14        |                 | > 9-14         |
+------------------+---------------+-----------------+----------------+
| > 14             | > 1-2         | > 14            | > 1-2          |
|                  | >             |                 | >              |
|                  | > 5-20        |                 | > 5-20         |
+------------------+---------------+-----------------+----------------+
| > 19             | > 1-8         | > 19            | > 1-8          |
+------------------+---------------+-----------------+----------------+
| > 24             | > 1-4         | > 24            | > 1-4          |
|                  | >             |                 | >              |
|                  | > 11-23       |                 | > 11-23        |
+------------------+---------------+-----------------+----------------+
| > 25             | > 1-2         | > 25            | > 1-2          |
|                  | >             |                 | >              |
|                  | > 5-10        |                 | > 5-10         |
+------------------+---------------+-----------------+----------------+
| > TEMPORARY      | > BPI TI 99-1 | > TEMPORARY     |                |
| > INSTRUCTIONS   | >             | >               |                |
|                  | > Y2K         | > INSTRUCTIONS  |                |
|                  | > Readiness   |                 |                |
|                  | >             |                 |                |
|                  | > BPI TI 00-1 |                 |                |
|                  | >             |                 |                |
|                  | > BSP         |                 |                |
|                  | > I           |                 |                |
|                  | mplementation |                 |                |
+------------------+---------------+-----------------+----------------+
|                  |               | > BPI           | > 1-7          |
|                  |               | > TRANSMITTAL   |                |
|                  |               | > 02-1          |                |
|                  |               | >               |                |
|                  |               | > TRANSMITTAL   |                |
|                  |               | > INSTRUCTIONS  |                |
+------------------+---------------+-----------------+----------------+
| > Appendix 2-A   | > 2-A1 --     | > Appendix 2-A  | > 2-A-1 --     |
|                  | > 2-A17       |                 | > 2-A-19       |
+------------------+---------------+-----------------+----------------+
| > Appendix 6-A   | > 2-6         | > Appendix 6-A  | > 2-6          |
|                  | >             |                 | >              |
|                  | > 12-20       |                 | > 12-20        |
|                  | >             |                 | >              |
|                  | > 27-46       |                 | > 27-46        |
+------------------+---------------+-----------------+----------------+
| > Appendix 19-A  | > 19A1--19A11 | > Appendix 19-A | > 1            |
|                  |               |                 | 9-A-1--19-A-11 |
+------------------+---------------+-----------------+----------------+