# Presentation: 323581

## ARC BriefingMay 2005

- Presented by the
- DCP / DCCPS ARC

**National Institutes of Health**

**DHHS**

## AGENDA

_**Welcome**_
_**Travel**_
- NBS Travel Planner/Reviewer Meeting
- Travel Cancellation-Deletion Request Form
- New “Other Authorization” in NBS: COMP TIME
_**Procurement Issues**_
- Online Reps & Certs (ORCA) Requirement
- New DCP DIS-Liaison
- Foreign PSO Requirements
- Unauthorized Procurements
- No Rebates Allowed on Gov’t Purchases
_**Information for Employees**_
- May Employee Benefits Calendar of Events

## ARC Briefings are held the 2nd Thursday of every month.
From 2:30 to 3:30pm
We encourage agenda submissions and active participation.  If you have a topic for next month’s meeting, email Eric Graves in the DCP ARC.
Previous meeting presentations may be downloaded at http://www3.cancer.gov/prevention/arc/presentations.html

- From 2:30 to 3:30pm
- We encourage agenda submissions and active participation.  If you have a topic for next month’s meeting, email Eric Graves in the DCP ARC.
- Previous meeting presentations may be downloaded at *http://www3.cancer.gov/prevention/arc/presentations.html*

- Welcome!

**Notes:**
Welcome visitors.  Just to avoid confusion, the discussion points from the DCP ARC are specific to our Division.  Your Divisions may have different procedures.  At the end of our presentation Felicia will have some DEAS information. 

## Travel Issues

## NBS Travel Planner/Reviewer Meeting

- Normally NBS holds a quarterly meeting for NBS HPOCs (Help Point of Contact).
- As a result of the recent NBS Travel End-User Survey, the next meeting is open to any interested individuals.
- Tuesday May 24th 1:30-3:00 PM
- Building 31 / Conference Room 6C10
- Session will also be video cast and be available at *http://videocast.nih.gov*
- Antoinette Wills in the DCP ARC will have handouts prior to this meeting.

## Travel Cancellation-Deletion Request Form

- New form created by NBS Management Team to facilitate clearer instructions for order deletions/cancellations.
- The Travel Planner should complete this NBS Cancellation/Deletion form and submit it to the HPOC.
- This form and Travel Status Guideline instructions are attached to your handouts.

## New ‘Other Authorization’ in NBS:  COMP TIME

- NBS has added a selection under **Other Authorizations** for CTT.  When the Traveler alerts the Planner that they are eligible to earn CTT for that trip, the planner should select that line.
- The Planner no longer needs to add,  “Comp Time may be earned by the traveler for this trip” in the Comments page.  The **COMP TIME OFF FOR TRAVEL** selection will do it automatically.
- NBS has updated the Travel Request Form on the NIH Portal Page to include CTT as a Special Condition.
- NBS has also added a CTT Request & Approval Form and a CTT Tracking Form to the NIH Portal Page for Traveler’s use.

## New ‘Other Authorization’ in NBS:  COMP TIME (continued)

- New ‘Other Authorization’ in NBS:  COMP TIME (continued)

- Screen shots:

- New Other Authorization

## Procurement Issues

## Online Reps & Certs (ORCA)

- NEW REQUIREMENT:  Contractors must now be registered in the Central Contractor Registration (CCR) as well as the _new_ ***Online Representations and Certifications Application*** **(ORCA) **if they meet the following criteria:
- All contractors paid on a purchase order (RQM), and
- Any individual who has been issued 6 Professional Service Orders* (PSO):

**FAR 4.11- CCR & PSO guidance email attached to handouts.*

## Some background information on the CCR:
On 10/1/03, contractors were required to be registered in the Central Contractor Registration (CCR) before purchase orders could be awarded.  This requirement includes both individuals and major organizations. 
This requirement expanded and made CCR registration mandatory for individuals who have received 6 Professional Service Orders (PSO).
NCI staff can not perform the registration.  It must be done by the potential contractor.
After they have registered, you must attach a copy of the CCR registry page for the vendor with your purchase order and any affected PSO’s.

The next 2 slides will discuss how they register in the CCR and how you find and print their CCR Registration page

- On 10/1/03, contractors were required to be registered in the Central Contractor Registration (CCR) before purchase orders could be awarded.  This requirement includes both individuals and major organizations.
- This requirement expanded and made CCR registration mandatory for individuals who have received 6 Professional Service Orders (PSO).
- NCI staff can not perform the registration.  It must be done by the potential contractor.
- After they have registered, you must attach a copy of the CCR registry page for the vendor with your purchase order and any affected PSO’s.
*The next 2 slides will discuss how they register in the CCR and how you find and print their CCR Registration page*

- Online Reps & Certs (ORCA) [continued]

## CCR Registration Information:
Prior to registering in the CCR, the contractor must apply for a Data Universal Numbering System (DUNS) number.  
They apply for the number by calling Dun & Bradstreet.  
The number to call is (1-866-705-5711).  
They will be given a DUNS number over the telephone at no charge.  
The DUNS number will be effective 24 hours after they apply.  After this time period, they may register on the CCR website.
Attached to your slides are complete CCR Registration instructions.  You may wish to give these to a vendor before they attempt to register in the CCR System.

- Prior to registering in the CCR, the contractor must apply for a Data Universal Numbering System (DUNS) number.
- They apply for the number by calling Dun & Bradstreet.
- The number to call is (1-866-705-5711).
- They will be given a DUNS number over the telephone at no charge.
- The DUNS number will be effective 24 hours after they apply.  After this time period, they may register on the CCR website.
- Attached to your slides are complete CCR Registration instructions.  You may wish to give these to a vendor before they attempt to register in the CCR System.

- Online Reps & Certs (ORCA) [continued]

## Please note:  Vendors must re-register in the CCR every 12 months.
To search to see if a vendor is registered in the CCR:
Go to http://www.ccr.gov/
Go to “Search the CCR”
Type in the legal business name
Please do not submit requests for affected PSO’s/Purchase Orders to the ARC until the vendor is registered.

- To search to see if a vendor is registered in the CCR:
- Go to *http://www.ccr.gov/*
- Go to “Search the CCR”
- Type in the legal business name
- Please do not submit requests for affected PSO’s/Purchase Orders to the ARC until the vendor is registered.

- Online Reps & Certs (ORCA) [continued]

## The new requirement, (ORCA):
Effective immediately, any individual or organization who has to be registered in the CCR must now also register with ORCA, the Online Representations and Certifications Application .
The ORCA website:  http://orca.bpn.gov contains an ORCA Application Handbook and an ORCA Quick Reference guide.
To access these, click on the “Help” link at the top of the ORCA homepage.
You should notify affected vendors that they must register in ORCA as well as CCR.
Submit proof of these 2 registrations along with your purchase order / PSO Worksheet.  
Note:  Only page one of the ORCA registration is required.

- Effective immediately, any individual or organization who has to be registered in the CCR must now also register with ORCA, the ***Online Representations and Certifications Application*** .
- The ORCA website:  *http://orca.bpn.gov* contains an ORCA Application Handbook and an ORCA Quick Reference guide.
- To access these, click on the “Help” link at the top of the ORCA homepage.
- You should notify affected vendors that they must register in ORCA as well as CCR.
- Submit proof of these 2 registrations along with your purchase order / PSO Worksheet.
- Note:  Only page one of the ORCA registration is required.

- Online Reps & Certs (ORCA) [continued]

## Instructions on how to search active records in ORCA:
You must first know the DUNS number of the contractor.  If you don’t know the DUNS number, you can find it by going to www.ccr.gov and clicking on “Search CCR.”  Search using the legal business name.
Once you know the DUNS, go to http://orca.bpn.gov
Click on “Search” then “Current Search”
Enter the DUNS number and print page 1 of the “.pdf copy” or download by clicking on the “Download.pdf” button at the bottom of the page.

- You must first know the DUNS number of the contractor.  If you don’t know the DUNS number, you can find it by going to *www.ccr.gov* and clicking on “Search CCR.”  Search using the legal business name.
- Once you know the DUNS, go to *http://orca.bpn.gov*
- Click on “Search” then “Current Search”
- Enter the DUNS number and print page 1 of the “.pdf copy” or download by clicking on the “Download.pdf” button at the bottom of the page.

- Online Reps & Certs (ORCA) [continued]

## Online Reps & Certs (ORCA) [continued]

- Attached to your slides is a sample of instructions you could send to the vendor to notify them about registering in ORCA.

## ORCA Questions & Answers:
Do vendors receiving Visa Purchase Card payments have to register in CCR & ORCA?

If a vendor is already registered in the CCR, and we wish to put them on another purchase order, do they still have to register in ORCA?

What information does a vendor need to complete registration in ORCA?

- Do vendors receiving **Visa Purchase Card payments** have to register in CCR & ORCA?
- If a vendor is already registered in the CCR, and we wish to put them on another purchase order, do they still have to register in ORCA?
- What information does a vendor need to complete registration in ORCA?

- Online Reps & Certs (ORCA) [continued]

- NO.  Visa and BPA purchases do not require ORCA.

- YES.  Contractors must now be registered in both CCR and ORCA in order to receive purchase orders or more than 6 Professional Service Orders.

- Two items are needed prior to registration; (1) An active record in CCR, & (2) An MPIN from that active CCR record. Visit www.ccr.gov  to complete these tasks. More information about the questions asked in ORCA can be found in the ORCA Handbook.

## New DCP Division of Immigration Services (DIS) Liasion

- As the newly assigned DIS Liasion, Vanessa wanted to remind you that all foreign citizens coming to collaborate with DCP as a Special Volunteer, Guest Researcher, or on a Professional Service Order, must enter the U.S. on the appropriate visa.  Enter on Business Status: either a WB, or B-1 for short term visits.
- Upon arrival, Vanessa must review the foreign citizen's passport and I-94 card to verify that it has been given the proper entry stamp by the Immigrations and Customs Enforcement agents at the airport.
- If the appropriate visa is shown on the I-94 card, Vanessa will fax a copy of the required documentation to DIS for their records.
- On occasion, a foreign citizen will enter the U.S. on the wrong visa type.  In this case, DIS will attempt a resolution to the situation.

## Unauthorized Procurements

_***An unauthorized commitment (sometimes referred to as an unauthorized procurement action or UPA***_*)  is an agreement that is not binding because the Government’s representative who made the agreement lacked the authority to enter into that agreement on behalf of the Government.  *
*An unauthorized commitment typically occurs when:*
- Orders are placed by someone other than the person authorized to place and/or approve an order.  For example, a commitment by a program official without procurement authority.
- Orders are placed with a vendor without a valid purchase order, or other approved purchase instrument.
- Orders are made in excess of the dollar limitations of the procurement mechanisms, or the Contracting Officer’s warrant.
- New work is added without modification to the order, or other unauthorized directions are given which change the terms and conditions of a purchase order, or Indefinite Delivery Contract (IDC).

## Use of Rebates with Federal Acquisitions

- No *After-Purchase* rebates are allowed on Federal acquisitions.
- The final purchase price must include any applicable Federal discounts.

## Information for Employees

## May Employee Benefits Calendar of Events

| Date | Event | Time | Location | Comments |
| --- | --- | --- | --- | --- |
|  |  |  |  |  |
| 5/19/2005 | Long Term Care and Social Security Seminar | 9:00 a.m. – 12:00 p.m. | Bldg 31/C Wing/ 6th Floor – Rm 6 | No registration required |
|  |   |  |  |   |
|  |   |  |  |   |
| 5/19/2005 | Federal Employees Health Benefits (FEHB) Service Day** | 9:00 a.m. – 12:00 p.m. | Bldg 31/C Wing/ 6th Floor – Rm 8 | Blue Cross/Blue Shield |
|  |   |  |  | MD IPA |
|  |   |  |  | Kaiser |
|  |   |  |  |   |
| 6/16/2005 | Federal Employees Health Benefits (FEHB) Service Day** | 9:00 a.m. – 12:00 p.m. | Bldg 31/C Wing/ 6 th Floor – Rm 8 | Blue Cross/Blue Shield |
|  |   |   |   | KAISER               GEHA |
| 6/29/2005 | ( Retirement Seminar NOTE: Includes a TSP presentation by a representative from the Federal Thrift Investment Board beginning at approximately 10:45 a.m.) | 8:30AM-12:30PM  | Bldg 31/C Wing/ 6 th Floor – Rm 10  | No Registration Required  |

## Thrift Savings Plan (TSP) Open Season

- The TSP open season began on April 15 and ends on June 30, 2005. During the open season, if you are eligible to participate, you may start, change or stop your contributions. This will be the last TSP open season. Beginning July 1, 2005, if you are eligible, you may start, change, or stop your contributions at any time. Read the *open season announcement* at
*     **http://hr.od.nih.gov/Benefits/OpenSeason/tsp_open_season_2005.htm* to obtain information, including the 2005 contribution increases allowed.

## OPEN DISCUSSION

- Problems?  Issues? Concerns?
- Anything you’d like to see on next month’s agenda?
- Do you have something you’d like to present?
- Just let us know!