Source: http://www.thefederalregister.com/d.p/2004-04-27-04-8571
Timestamp: 2013-05-25 14:11:13
Document Index: 259374438

Matched Legal Cases: ['arts 2901', 'arts 2901', 'arts 2901', 'arts 2900', 'arts 2900', 'ART 2901', 'ART 2902', 'ART 2903', 'ART 2904', 'ART 2905', 'ART 2906', 'ART 2907', 'ART 2908', 'ART 2909', 'ART 2910', 'ART 2911', 'ART 2912', 'ART 2913', 'ART 2914', 'ART 2915', 'ART 2916', 'ART 2917', 'ART 2918', 'ART 2919', 'ART 29202921', 'ART 2922', 'ART 2923', 'ART 29242927', 'ART 2928', 'ART 2929', 'ART 2930', 'ART 2931', 'ART 2932', 'ART 2933', 'ART 29342935', 'ART 2936', 'ART 2937', 'ARTS 29382941', 'ART 2942', 'ART 2943', 'ART 2944', 'ART 2945', 'ARTS 29462951', 'ART 2952', 'ART 2953', 'ART 2901', 'art 2901', 'art 2901', 'art 2901', 'art 2901', 'art 2901', 'art 2901', 'art 2901', 'ART 2901', 'art 2901', 'art 2901', 'art 24', 'art 2924', 'art 2901', 'art 2901', 'art 2901', 'art 2901', 'art 1', 'art 6', 'art 8', 'art 2901', 'ART 2902', 'art 2', 'art 2', 'art 2902', 'ART 2903', 'art 2903', 'art 2903', 'art 2903', 'art 2903', 'art 2635', 'art 5201', 'art 3', 'art 2903', 'ART 2904', 'art 2904', 'art 2904', 'art 2904', 'art 19', 'art 19', 'ART 2905', 'art 2905', 'art 2905', 'art 2905', 'art 2905', 'art 2905', 'art 2905', 'art 2905', 'art 2905', 'ART 2906', 'art 2906', 'art 2906', 'art 2906', 'art 2906', 'ART 2907', 'art 2907', 'art 2907', 'art 2907', 'art 2907', 'ART 2908', 'art 2908', 'art 2908', 'ART 2909', 'art 2909', 'art 2909', 'art 2909', 'art 2909', 'art 2909']

DOCID: FR Doc 04-8571
CFR Citation: 48 CFR Parts 2901, 2902, 2903, 2904, 2905, 2906, 2907, 2908, 2909, NOTICE: Part III
SUBJECT CATEGORY: 2910, 2911, 2912, 2913, 2914, 2915, 2916, 2917, 2918, 2919, 2920, 2921, 2922, 2923, 2924, 2925, 2926, 2927, 2928, 2929, 2930, 2931, 2932, 2933, 2934, 2935, 2936, 2937, 2938, 2939, 2940, 2941, 2942, 2943, 2944, 2945, 2946, 2947, 2948, 2949, 2950, 2951, 2952, and 2953 DATES: The effective date for this rule is May 27, 2004.
DOCUMENT SUMMARY: This document sets forth a revised Department of Labor Acquisition Regulation (DOLAR). The final rule reflects changes made to the proposed rules in response to the comments received during the comment period. The Department of Labor Acquisition Regulation implements and supplements the Federal Acquisition Regulation (FAR). The DOLAR was last revised in 1986, and is significantly outofdate. The regulation has been substantially revised to: Update references to obsolete policies, procedures, and organizations; incorporate electronic links to references such as revised provisions of the FAR, U.S. Code, and the Code of Federal Regulations; incorporate Office of Federal Procurement Policy Letters and Executive Orders; and establish revised procedures that follow current established best practices. This final rule provides a definition for ``Agency Head'' which may not be consistent with the internal Department of Labor Manual Series (DLMS) Chapters 2800 and 2900 (establishing DOL procurement operating procedures and policies). The DLMS will be amended to comport with the definition in the DOLAR.
SUMMARY: Labor Department, DOCUMENT BODY 2: RIN 1291AA34 Revision to the Department of Labor Acquisition Regulations
These comprehensive revisions to parts 2901 through 2954 incorporate changes to the language and structure of the regulations and also update provisions to correspond with the current Federal Acquisition Regulation and Department of Labor policies. Comments on the Proposed Rules We received one set of comments with fifteen elements from one member of the public. Comment: Five of these comments suggested that the language be updated to reflect changes made in the Federal Acquisition Regulation since publication of the Notice of Proposed Rulemaking (NPRM) on August 15, 2003. Response: Agree. We have made changes necessary to comply with Federal Acquisition Circulars (FAC): 200115, 200116, 200117, and 200118. Comment: Three comments suggested that references to Web site addresses for GSA's Excluded Party Listing System and the U.S. Department of Energy's Alternative Fuels Data Center be updated to reflect new Internet addresses. Response: Agree. The references to the Internet have been changed to reflect the current addresses for each Web site. Comment: Two comments suggested that the Department state a preference for the Standard Form SF30 in executing contract and purchase order modifications, and the SF1449 for executing commercial purchases. Response: Agree. The preference is so stated. Comment: One comment noted that 2916.6 misquotes FAR 16.505 to include a $25,000 threshold for a fair opportunity to compete task orders instead of the micropurchase threshold (currently $2,500).
Comment: One comment noted that the reference to ``OFPP Policy Letter 931'' should note that the Policy Letter has been reissued.
Response: Agree. We have changed the reference to reflect the later date. Comment: Two comments suggest that references in 2942.1502 and 2942.1503 reflect the Department of Labor's use of the National Institutes of Health's Past Performance Information Retrieval System (PPIRS) instead of the Contractor Performance System. Response: Agree. The PPIRS is the egov system, which includes as a subsystem the NIH's Contractor Performance System. The reference has been corrected. Comment: Finally, the commenter requested that additional clauses be incorporated into the DOLAR in order to reduce the proliferation of local clauses and to help DOL simplify its business processes.
Response: This comment was not accepted, as there has not been evidence of a ``proliferation of local clauses.'' This comment will be considered for future revisions to the DOLAR.
Consistent with the Congressional Review Act, 5 U.S.C. 801, et seq., we will submit to Congress and the Comptroller General of the United States, a report regarding the issuance of this final rule prior to the effective date set forth at the beginning of this document. Regulatory Flexibility Act The Regulatory Flexibility Act (5 U.S.C. 605(b)) requires that, for each rule with a ``significant economic impact on a substantial number of small entities'', an analysis shall be prepared describing the rule's impact on small entities and identifying any significant alternatives to the rule that would minimize the economic impact on small entities. This rule revises and updates existing contracting procedures and does not make any major changes to the DOLAR that would have a significant economic impact on a substantial number of small businesses.
This rule is considered by the Department of Labor to be a significant regulatory action under Executive Order 12866, section 3(f), Regulatory Planning and Review. Accordingly, this regulation has been submitted to the Office of Management and Budget for review. Unfunded Reform Mandates Act of 1995 The Unfunded Reform Mandates Act of 1995 (Pub. L. 1044) requires agencies to prepare several analytic statements before proposing any rule that may result in annual expenditures of $100 million by State, local, Indian Tribal governments or the private sector. The changes to the DOLAR made by this rule do not result in expenditures of this magnitude.
The changes to the DOLAR will not impose additional reporting or recordkeeping requirements under the Paperwork Reduction Act of 1995 (44 U.S.C. chapter 35). The DOL forms identified in 2953.1 are used for internal [[Page 22991]] review and are not public use documents.
This rule is not a major rule as defined by section 251 of the Small Business Regulatory Enforcement Fairness Act of 1996 (5 U.S.C. 804). This rule will not: result in an annual effect on the economy of $100 million or more; result in an increase in cost or prices; or have significant adverse effects on competition, employment, investment, productivity, innovation, or on the ability of United Statesbased companies to compete with foreignbased companies in domestic and export markets.
The changes to the DOLAR will not have substantial direct effects on the States, on the relationship between the national government and the States, or on the distribution of power and responsibilities among the various levels of government. Therefore, in accordance with section 6 of Executive Order 13132, this rule does not have sufficient federalism implications to warrant the preparation of a federalism summary impact statement. List of Subjects in 48 CFR Parts 2901 through 2953 Government procurement.
For the reasons stated in the preamble, the Department of Labor revises 48 CFR chapter 29, consisting of parts 2900 through 2953, to read as set forth below. Signed at Washington, DC, this 9th day of April, 2004. Elaine L. Chao, Secretary of Labor. CHAPTER 29DEPARTMENT OF LABOR General Structure and Subparts (Parts 2900 to 2999) Subchapter AGeneral PART 2901DEPARTMENT OF LABOR ACQUISITION REGULATION SYSTEM PART 2902DEFINITIONS OF WORDS AND TERMS
PART 2903IMPROPER BUSINESS PRACTICES AND PERSONAL CONFLICTS OF INTEREST Subchapter BAcquisition Planning PART 2904ADMINISTRATIVE MATTERS PART 2905PUBLICIZING CONTRACT ACTIONS PART 2906COMPETITION REQUIREMENTS PART 2907ACQUISITION PLANNING PART 2908REQUIRED SOURCES OF SUPPLIES AND SERVICES PART 2909CONTRACTOR QUALIFICATIONS PART 2910SPECIFICATIONS, STANDARDS, AND OTHER PURCHASE DESCRIPTIONS PART 2911DESCRIBING AGENCY NEEDS PART 2912ACQUISITION OF COMMERCIAL ITEMS PART 2913SIMPLIFIED ACQUISITION PROCEDURES Subchapter CContracting Methods and Contract Types PART 2914SEALED BIDDING PART 2915CONTRACTING BY NEGOTIATION PART 2916TYPES OF CONTRACTS PART 2917SPECIAL CONTRACTING METHODS Subchapter DSocioeconomic Programs PART 2918 [RESERVED] PART 2919SMALL BUSINESS PROGRAMS PART 29202921 [RESERVED]
PART 2922APPLICATION OF LABOR LAWS TO GOVERNMENT ACQUISITIONS
PART 2923ENVIRONMENT, CONSERVATION, OCCUPATIONAL SAFETY, AND DRUGFREE WORKPLACE PART 29242927 [RESERVED] Subchapter EGeneral Contracting Requirements PART 2928BONDS AND INSURANCE PART 2929TAXES PART 2930COST ACCOUNTING STANDARDS PART 2931CONTRACT COST PRINCIPLES AND PROCEDURES PART 2932CONTRACT FINANCING PART 2933PROTESTS, DISPUTES, AND APPEALS PART 29342935 [RESERVED] PART 2936CONSTRUCTION AND ARCHITECTENGINEER CONTRACTS PART 2937SERVICE CONTRACTING PARTS 29382941 [RESERVED] Subchapter GContract Management PART 2942CONTRACT ADMINISTRATION AND AUDIT SERVICES PART 2943CONTRACT MODIFICATIONS PART 2944SUBCONTRACTING POLICIES AND PROCEDURES PART 2945GOVERNMENT PROPERTY PARTS 29462951 [RESERVED] Subchapter HClauses And Forms PART 2952SOLICITATION PROVISIONS AND CONTRACT CLAUSES PART 2953FORMS SUBCHAPTER AGeneral PART 2901DEPARTMENT OF LABOR ACQUISITION REGULATION SYSTEM Subpart 2901.0Scope of Subpart Sec. 2901.001 Scope of subpart. Subpart 2901.1Purpose, Authority, Issuance 2901.101 Purpose. 2901.103 Authority. 2901.1052 Arrangement of regulations. 2901.1053 Copies. Subpart 2901.2Administration 2901.2011 Maintenance of the FAR. Subpart 2901.3Agency Acquisition Regulations 2901.302 Limitations. 2901.304 Agency control and compliance procedures. [[Page 22992]] Subpart 2901.4Deviations From the FAR and DOLAR 2901.403 Individual deviations from the FAR. 2901.404 Class deviations.
Subpart 2901.6Career Development, Contracting Authority, and Responsibilities 2901.601 General. 2901.602 Contracting officers. 2901.6021 Authority. 2901.6023 Ratification of unauthorized commitments.
2901.603 Selection, appointment, and termination of Appointment. 2901.6031 General. 2901.6033 Appointment. 2901.6034 Terminations. 2901.60370 Responsibility of other government personnel.
2901.60371 Contracting officer's technical representatives (COTR). 2901.60372 Administrative procurement management reviews. Subpart 2901.7Determinations and Findings 2901.707 Signatory authority. Authority: 5 U.S.C. 301, 40 U.S.C. 486(c).
PART 2901DEPARTMENT OF LABOR ACQUISITION REGULATION SYSTEM. Subpart 2901.0Scope of Subpart
This chapter may be referred to as the Department of Labor Acquisition Regulation or the DOLAR. This subpart sets forth introductory information about the Department of Labor Acquisition Regulation. This subpart explains the relationship of the DOLAR to the Federal Acquisition Regulation (FAR) and explains the DOLAR's purpose, authority, applicability, exclusions, and issuance. Subpart 2901.1Purpose, Authority, Issuance 2901.101 Purpose.
The DOLAR is issued pursuant to the authority of the Secretary of Labor under 5 U.S.C. 301 and 40 U.S.C. 486(c). This authority has been delegated to the Assistant Secretary for Administration and Management under Secretary's Order 476 in accordance with FAR 1.301(d)(3). 2901.1052 Arrangement of regulations.
(a) Numbering. Where DOLAR implements the FAR, the implementing part, subpart, section or subsection of the DOLAR is numbered and captioned, to the extent feasible, the same as the FAR part, subpart, section or subsection being implemented, except that the section or subsection being implemented is preceded with a 29 or a 290 such that there will always be four numbers to the left of the first decimal. For example, the DOLAR implementation of FAR l.105l is shown as 290l.1051 and the DOLAR implementation of FAR subpart 24.1 is shown as DOLAR subpart 2924.1. Material which supplements the FAR is assigned the subsection numbers 70 and up. For example, the DOL regulation governing appointment and termination of contracting officers' technical representatives is identified as 2901.60371.
(b) References to FAR materials within the DOLAR will include the acronym FAR and the identifying number, for example, FAR l.1042(c)(2). References to DOLAR materials within the DOLAR simply cite the identifying number, for example, 2901.1042(c)(2).
2901.1053 Copies.
Copies of the DOLAR published in the Federal Register, CDROM, or Code of Federal Regulations may be purchased from the Superintendent of Documents, Government Printing Office, Washington, DC 20402, or from the Government Printing Office Web Page, http://www.gpo.gov/. Requests should reference the DOLAR as chapter 29 of title 48. The Code of Federal Regulations is printed in paperback edition with updates as needed. Additional information on DOL may be obtained on the Internet at http://www.dol.gov. Other DOL procurement policy documents referenced within the DOLAR may be available when appropriate by mail from the Division of Acquisition Management Services. Subpart 2901.2Administration
2901.2011 Maintenance of the FAR.
A member of the Division of Acquisition Management Services (DAMS), an organization within the Office of Acquisition and Management Support Services, the Business Operations Center, Office of the Assistant Secretary for Administration and Management (OASAM), represents the Department of Labor on the Civilian Agency Acquisition Council (CAAC). DAMS will be responsible for coordination with all interested DOL elements regarding proposed FAR revisions and advocating revisions sought by DOL. Subpart 2901.3Agency Acquisition Regulations
DOLAR System issuances are limited to published, codified, Departmentwide regulations, which implement or supplement FAR policies and procedures and which affect organizations or individuals seeking to contract with the Department. 2901.304 Agency control and compliance procedures.
(c) Heads of Contracting Activity (HCAs) must submit all proposed instructions and materials that implement or supplement the DOLAR to the Director, DAMS. In conjunction with the Office of the Solicitor, DAMS will review all issuances whether or not they will be published in the Federal Register as a part of the DOLAR System. In the case of internal procurement policy instructions, the purpose of the review is to ascertain that such instructions are consistent with the FAR and the DOLAR and that they do not contain information which should be issued under the DOLAR. Subpart 2901.4Deviations From the FAR and DOLAR 2901.403 Individual deviations from the FAR.
(c) A copy of the approved deviation must be included in the contract file. [[Page 22993]] 2901.404 Class deviations.
Subpart 2901.6Career Development, Contracting Authority, and Responsibilities 2901.601 General. (a) This section deals with contracting authority and responsibilities of the head of the agency as described in 2902.1, FAR subpart 1.6 and this subpart.
(b) The Assistant Secretary for Administration and Management, acting through the Senior Procurement Executive, may delegate additional procurement authority subject to the issuance of warrants by the Senior Procurement Executive, and reserves the right to rescind any acquisition authority, if it is determined that such action is in the best interest of the Government. 2901.602 Contracting officers.
2901.6021 Authority.
Contracting warrants, at all levels above the micropurchase threshold, must be requested by the HCA in writing and signed by the Senior Procurement Executive. Warrants may be accompanied by letters of appointment that may provide requirements for maintaining the warrant (e.g., maintaining current documentation for the FAR, DOLAR, and other guidance, and recurrent training). Copies of the appointment shall be maintained in the Division of Acquisition Management Services. Contracting officers must display the original warrant (and its limitations) in their workspace. A listing of current contracting officers may be available for review on the Internet at http://www. dol. gov/ oasam/ grants/ prgms. htm. To modify a contracting officer's authority, the present appointment must be revoked and a new certificate issued. 2901.6023 Ratification of unauthorized commitments.
(b) RatificationsThresholds. The Department of Labor may only ratify acquisitions that were intended to fulfill a bona fide need and otherwise could have been authorized when made. If the action to be ratified is not approved, then the employee who authorized the work may be liable for the entire cost of the action. Requests received by contracting officers for ratification of commitments made by personnel lacking contracting authority must be processed as follows:
Must be approved by (Ratifying
Dollar threshold official) Steps to be followed
Below the micropurchase threshold...... Head of the Contracting Office.. 1 through 5 & 7.
Between the micropurchase threshold and Head of Contracting Activity.... 1 through 5 & 7. the Simplified Acquisition Threshold.
Above the Simplified Acquisition Assistant Secretary for 1 through 7.
Threshold. Administration and Management,
after review by the Procurement Review Board.
Note: DOL procurement policies require review by the Procurement Review Board of advisory and assistance
services acquisitions above $50,000 for competitive acquisitions and at any dollar amount for noncompetitive
acquisitions, and waivers for contracts with employees and recently separated employees. Therefore, review by
the PRB is required for unauthorized obligations at these lower thresholds. StepInstruction
(i) The individual who made the unauthorized contractual commitment shall furnish the contracting officer all records and documents concerning the commitment and a complete written statement of the facts, including, but not limited to a statement as to why the acquisition office was not used, a description of work to be performed or products to be furnished, an estimated or agreedupon contract price, citation of appropriation available, and a statement as to whether the contractor has commenced performance.
(ii) A procurement request and/or accompanying documentation including a statement signed by the individual that explains why normal acquisition procedures were not followed, explains why the source was selected, lists other sources considered, describes the work, [[Page 22994]]
and estimates or states the agreed upon price. (If the DOL employee who made the unauthorized commitment is no longer available, appropriate program personnel must provide the information described in this paragraph); and
2901.603 Selection, appointment, and termination of appointment. 2901.6031 General.
(a) The Senior Procurement Executive will develop and manage an acquisition career management program for contracting personnel. Training requirements must conform to Office of Federal Procurement Policy Letters 923, 9701, and the Federal Acquisition Institute's curriculum. These references are available at:
http://www. arnet. gov/ Library/ OFPP/ PolicyLetters/ Letters/ PL9701. html,
http://www. arnet. gov/ Library/ OFPP/ PolicyLetters/ Letters/ PL923. html, and through the Federal Acquisition Institute (FAI) at:
http://www. faionline. com/ fai/ campus/ index4. htm.
(1) General Schedule (GS1102) Contracting Series (See also FAR 1.603);
(3) Purchasing Series (GS1105), other individuals performing purchasing duties and individuals with contracting authority between the micropurchase and simplified acquisition thresholds.
(4) All Contracting Officer Technical Representatives as identified in 2901.60371.
2901.6033 Appointment.
General. In accordance with FAR 1.6033, appointments will be made in writing on an SF 1402 for all warrants above the micropurchase threshold. In addition, appointments may be made for specific functions unrelated to dollar threshold, such as indirect cost negotiation, debt management, and closeout functions.
(a) Purchase Cards (micropurchase threshold). Purchase cardholders will be appointed in accordance with the DOL Guidelines for Purchase Card Use and the Agency/Office procedures approved by the HCA. Agency/
Organization Purchase Card Coordinators requesting issuance of a purchase card must be responsible for ensuring that the purchase cardholder has taken an orientation course before issuance and/or use of the purchase card. A list of purchase cardholders is available at: http://www. dol. gov/ oasam/ foia/ hotfoia/ citibank list. htm.
(b) Simplified Acquisition Threshold (currently $100,000). The HCA may request a delegation of procurement authority not to exceed the simplified acquisition threshold based on education, training, and experience in the acquisition field. Effective July 26, 2004, all new appointments must comply with training requirements listed in ``OFPP Policy Letter No. 923, Procurement Professionalism Program Policy Training for Contracting Personnel'', dated June 24, 1992.
(c) $500,000. The HCA may request a delegation of procurement authority not to exceed $500,000 based on the individual's education, training and experience in contracting. Although primarily reserved for those in the GS1102 series, the HCA may consider business acumen, education, training, and experience. Effective May 27, 2004, all new appointments must comply with training requirements listed in ``OFPP Policy Letter No. 923, Procurement Professionalism Program Policy Training for Contracting Personnel'', dated June 24, 1992.
(d) Unlimited. The HCA may request a delegation of procurement authority on an unlimited basis for individuals whose education, training, and experience in contracting warrant such authority. Although primarily reserved for those in the GS1102 series, the HCA may consider length of service, training, and experience. Effective May 27, 2004, all new appointments must comply with training requirements listed in ``OFPP Policy Letter No. 923, Procurement Professionalism Program PolicyTraining for Contracting Personnel'', dated June 24, 1992.
2901.6034 Terminations.
Termination of a contracting officer's appointment will be made in writing unless the warrant contains the basis for the termination (i.e., retirement, reassignment). Terminations may be immediate, but must not operate retroactively. 2901.60370 Responsibility of other government personnel.
(c) Personnel not delegated contracting authority or insufficient contracting authority may not commit the Government, formally or informally, to any type of contractual obligation. However, DOL personnel who must use the contracting process to accomplish [[Page 22995]]
their programs must support the contracting officer to ensure that:
(3) The FAR and the Competition in Contracting Act requirements for full and open competition are satisfied to the maximum extent practicable. Sole source purchases may only be permitted in accordance with FAR Subpart 6.3 or other applicable provisions of the FAR (e.g. FAR Part 8) or federal law; (4) Quality standards are prescribed, and met; (5) Performance or delivery is timely;
(7) Requirements are written so as to encourage competition and to comply with regulations and federal policy for meeting acquisition goals such as performancebased contracting, HUBZone contractors, etc. The contracting officer will identify these programs to the program office.
2901.60371 Contracting Officer's Technical Representatives (COTR).
(b) The functions of a COTR typically may include such actions as inspecting, testing, and accepting contract line items, monitoring the contractor's performance, controlling Governmentfurnished property, reviewing and approving and/or recommending to the contracting officer approval/disapproval of vouchers/invoices, etc. An individual COTR may have only the duties specifically identified in a written delegation to him or her by name (i.e., COTR duties may not be delegated to a position) and has no authority to exceed them.
(5) The authority to approve contractors' final invoices under costreimbursement contracts. However, the COTR must make a final payment recommendation to the contracting officer; or
(6) The authority to commit the Government to any adjustments to the price or cost of the contract or order (e.g., the contracting officer must sign all prenegotiation and price negotiation memoranda including those which may be combined into one document for those adjustments valued at $100,000 or less).
(1) Contracting officer's and contract specialist's/administrator's name and telephone number; (2) COTR's specific authority and responsibilities;
(1) The candidate must attend and successfully complete a minimum of a 16hour basic COTR course; and
(3) Make a final decision on any contract matter which is subject to the clause at FAR 52.2331, Disputes; or
(j) Termination. (1) Termination of the COTR's appointment must be made in writing by a contracting officer and must give the effective date of the termination. The contracting officer must promptly modify the contract once a COTR termination notice has been issued. A termination notice is not required when the COTR's appointment terminates upon expiration of the contract. [[Page 22996]]
(2) COTRs may be terminated for reasons (not an exhaustive listing) such as exceeding their authorities and limitations, conflicts of interest, unethical conduct, failure to perform, reassignment/
resignation/retirement, and upon completion of the contract to which assigned.
(k) Waivers. No individual may serve as a COTR on any contract without the requisite training and signed COTR certificate for the file. In the rare event that there is an urgent requirement for a specific individual to serve as a COTR and the individual has not successfully completed the required training, the HCA may waive the training requirements and authorize the individual to perform the COTR duties. 2901.60372 Administrative procurement management reviews.
(b) The administrative procurement review system is a threepronged approach that includes selfassessment, statistical data for validation, and flexible quality reviews and assessment techniques. This system is required to:
(1) Conformance with policies of the FAR, DOLAR and the Department of Labor Manual Series 2800 and 2900.
(3) Understanding of new departmentwide or governmentwide initiatives (e.g., EProcurement).
(4) Governmentwide procedures established by the Office of Management and Budget.
(d) HCAs are responsible for ensuring contracting activity compliance with law and regulations through the review and oversight process. Subpart 2901.7Determinations and Findings
A class justification for other than full and open competition must be approved in writing by the same approval authority as for individual justifications in accordance with FAR 6.304(a). The approval level must be determined by the estimated total value of the class. PART 2902DEFINITIONS OF WORDS AND TERMS Authority: 5 U.S.C. 301, 40 U.S.C. 486(c). Subpart 2.1Definitions 2902.101 Definitions.
(a) Commonly used words and terms are defined in FAR subpart 2.1. This part 2902 gives DOLspecific meanings for some of these words and terms and defines other words and terms commonly used in the DOL acquisition process.
(b) The following words and terms are used as defined in this subpart unless the context in which they are used clearly requires a different meaning, or a different definition is prescribed for a particular part or portion of a part: Competition Advocate The Competition Advocate for the Department of Labor is appointed by the Assistant Secretary for Administration and Management and is defined in FAR 6.5 and 2906.5. If the appointee is recused from a procurement action, the Assistant Secretary for Administration and Management may designate another official to act in that capacity. Contracting Activity means an agency or component office within the Department of Labor with specific responsibility for managing contract functions pursuant to one or more warrants signed by the Senior Procurement Executive (or the Office of the Inspector General for its contracting activity). Contracting Officer's Technical Representative means the individual appointed by the contracting officer to represent the Department of Labor's programmatic interests on a Department of Labor contract, task order, or delivery order. This individual is responsible to the contracting officer for overseeing receipt and acceptance of goods/
services by the Government, reporting on the contractor's performance, and approving/disapproving payment to the contractor. Authority is otherwise limited to giving technical direction to the contractor within the framework of the contract (see 2901.60371). This position may go by other titles, such as: a technical point of contact (TPOC) or Contacting Officer's Representative (COR). Head of Agency (also called agency head), for the FAR and DOLAR only, means the Assistant Secretary for Administration and Management; except that the Secretary of Labor is the Head of Agency for acquisition actions, which by the terms of a statute or delegation must be performed specifically by the Secretary of Labor; the Inspector General is the Head of Agency in all cases for the Office of the Inspector General. Authority to act as the Head of Agency has been delegated to the Assistant Secretary for Employment and Training and the Assistant Secretary for Mine Safety and Health for their respective agencies. For purposes of the Economy Act (determinations and interagency agreements under FAR 17.5) only, the Employee Benefits Security Administration, Employment Standards Administration, Women's Bureau, Office of the Solicitor, Bureau of Labor Statistics, Office of Disability Employment Policy, and the Occupational Safety and Health Administration are delegated contracting authority. Head of Contracting Activity (HCA) means the official who has overall responsibility for managing the contracting activity, when the contracting activity has more than one person with a warrant issued by the Senior Procurement Executive. In the Department of Labor the following officials are the HCA for their respective organization:
(v) For the Office of the Assistant Secretary for Administration and Management and all other agencies not listed in this definition, the Director, Business Operations Center, OASAM. Senior Procurement Executive means the Deputy Assistant Secretary for Administration and Management as defined at FAR 2.101. [[Page 22997]]
PART 2903IMPROPER BUSINESS PRACTICES AND PERSONAL CONFLICTS OF INTEREST Subpart 2903.1Safeguards Sec. 2903.101 Standards of conduct. 2903.1011 General. 2903.104 Procurement integrity. 2903.1043 Definitions.
2903.1045 Disclosure, protection, and marking of contractor bid or proposal information and source selection information.
2903.1047 Violations or possible violations of standards of conduct.
Subpart 2903.2Contractor Gratuities to Government Personnel
2903.203 Reporting suspected violations of the Gratuities clause. 2903.204 Treatment of violations.
Subpart 2903.6Contracts With Government Employees or Organizations Owned or Controlled by Them 2903.601 Policy. 2903.602 Exceptions. Authority: 5 U.S.C. 301, 40 U.S.C. 486(c). Subpart 2903.1Safeguards 2903.101 Standards of conduct.
2903.1011 General.
The statutory prohibitions and their application to DOL personnel are discussed in the Standards of Ethical Conduct for Employees of the Executive Branch, 5 CFR part 2635 and the supplemental DOL standards of conduct, 5 CFR part 5201. All DOL personnel involved in acquisitions must become familiar with these statutory prohibitions. Any questions concerning them must be referred to an Agency Ethics Official in the Office of the Solicitor. In addition to criminal penalties, the statutes provide that transactions entered into in violation of these prohibitions are voidable (18 U.S.C. 218). Any suspected violations must be reported promptly to the Office of the Inspector General. 2903.104 Procurement integrity.
2903.1043 Definitions.
(1) Personnel participating in technical evaluation panels (i.e., source selection board) or personnel evaluating an offeror's or bidder's technical or cost proposal under other competitive procedures, and personnel evaluating protests. (2) Personnel assigned to the contracting office.
(3) The initiator of the procurement request (to include the official having principal technical cognizance over the requirement). (4) Small business specialists. (5) Personnel assigned to the Office of the Solicitor.
(7) Personnel assigned to the Division of Acquisition Management Services. (8) Members of the Procurement Review Board. (9) The Office of the Inspector General.
(b) The originator of information that may be source selection information must consult with the contracting officer or the procurement officer, who must determine whether the information is source selection information. DOL personnel responsible for preparing source selection information as defined in FAR 2.101 must assure that the material is marked with the legend in FAR 3.1044 at the time the material is prepared.
(c) Unless marked with the legend ``SOURCE SELECTION INFORMATION
SEE FAR 3.1044,'' draft specifications, purchase descriptions, and statements of work could erroneously be released during a market survey in order to determine the capabilities of potential competitive sources (see FAR 7.1 and FAR 10).
Any suspected violations of FAR subpart 3.2 and the clause at FAR 52.2033, Gratuities, must be reported to the Office of the Inspector General. The authority to determine whether a violation of the Gratuities clause by the contractor, its agent, or another representative, has occurred and the appropriate remedies are delegated to the HCA. Subpart 2903.6Contracts With Government Employees or Organizations Owned or Controlled by Them
In addition to restrictions placed on current Federal government employees, 18 U.S.C. 207 places some restrictions on contracting with former officers, employees, and elected officials of the executive and legislative branches. Under these prohibitions, contracts with former employees are prohibited for a period of one year from the date of severance of duties, unless an exception is granted as set forth in 2903.602. 2903.602 Exceptions.
(c) Except as allowed in paragraph (a) of this section, the Department of Labor may enter into a negotiated contract or an amendment to an existing contract [[Page 22998]]
with former employees of DOL within one year of separation (or with firms in which former employees are known to have a substantial interest) only after review and recommendation for approval by the agency ethics official, the Procurement Review Board, and written approval by the Assistant Secretary for Administration and Management.
(d) Approval of a decision to grant an exception as provided in this section must be documented by a written findings and determination prepared by the requesting official for signature by the Assistant Secretary for Administration and Management. The determination and findings must document compliance with FAR 3.603, FAR 9.5 and DOLAR 2909.5; specify the compelling reason(s) for award; and be placed in the contract files and the files of the Policy Review Board. PART 2904ADMINISTRATIVE MATTERS Subpart 2904.8Government Contract Files Sec. 2904.80070 Contents of contract files. Appendix A to Part 2904. Authority: 5 U.S.C. 301, 40 U.S.C. 486(c). Subpart 2904.8Government Contract Files 2904.80070 Contents of contract files.
Title of report Reference Date due Submitted to
Report of Proposed Federal 29 CFR 1.4............. Annually; 20Aug....... ESA Davis Bacon. Construction*.
Contractor Report of Government FAR Chapter 45;........ Annually; 31Oct....... Business Operations
Property*. Center.
Major Preference Program Goals and DLMS 2 1000............ By the 20th of each Office of Small
Achievements Report*. month. Business Programs.
A76 & FAIR Act Inventory............ FAIR ACT & OMB MEMO.... June 30th of each year. Office of Competitive
SF 294, Subcontracting Report for FAR Subpart 19.7;...... Semiannually;......... Contracting Officer. Individual Contracts.
SF 294................. April 30; 30Oct....... Office of Small
SF 295, Summary Subcontract Report... FAR Subpart 19.7;...... Semiannually March 30; Contracting Officer.
Value Engineering Report*............ OMB Circular A131..... Annually; 7Dec........ Office of Acquisition
Report on Federal Support to Section 3(a)(7) of the Annually; O/A 15May... Upon request From
Universities, Colleges, and National Science National Science
Nonprofit Institutions. Foundation (NSF) Act. Foundation.
Procurement Forecast Initial and Pub. L. 100656;....... Sept 15 (Init.) and Apr Division of Acquisition
Update. 15 (Update). Management Services.
For those reports with an (*), if there was no activity for the period being reported, a negative response for
the period must be submitted to the requisitioning office. SUBCHAPTER BACQUISITION PLANNING PART 2905PUBLICIZING CONTRACT ACTIONS Subpart 2905.1Dissemination of Information Sec. 2905.101 Methods of disseminating information. Subpart 2905.2Synopsis of Proposed Contract Actions 2905.202 Exceptions. Subpart 2905.4Release of Information 2905.402 General public. 2905.403 Requests from Members of Congress. 2905.404 Release procedures. Subpart 2905.5Paid Advertisements 2905.501 Scope. 2905.502 Authority. 2905.503 Procedures. Authority: 5 U.S.C. 301; 40 U.S.C. 486(c). Subpart 2905.1Dissemination of Information
Contracting officers may only use the Government Point of Entry (GPE) for synopsis and dissemination of information concerning procurement actions. The Division of Acquisition Management Services manages the DOL account. Subpart 2905.2Synopsis of Proposed Contract Actions
The Assistant Secretary for Administration and Management is authorized to make the determination prescribed in FAR 5.202(b). A written determination documenting the reasons why advance notice is not appropriate or reasonable must be submitted by the HCA for appropriate action including communication with the officials listed in FAR 5.202(b). Subpart 2905.4Release Of Information 2905.402 General public.
All proposed responses to Congressional inquiries must be prepared and forwarded for coordination with the Office of the Solicitor and the Office of Congressional and Intergovernmental Affairs to determine whether circumstances exist that will allow the release of additional information. In such instances, the Congressional requestor must be furnished an interim reply providing the [[Page 22999]]
information that is releasable. The interim reply must describe the problem that precludes release of any requested materials and describe generally what steps, if any, are being taken to make such information available.
HCAs are authorized to release longrange acquisition estimates under the conditions in FAR 5.4041. Subpart 2905.5Paid Advertisements
When it is deemed necessary to use paid advertisements in newspapers and trade journals, written authority for such publication may be obtained from the HCA or designee. 2905.503 Procedures.
(b) Requests for procurement of advertising must be accompanied by written authority to advertise or publish which sets forth justification and includes the names of newspapers or journals concerned, frequency and dates of proposed advertisements, estimated cost, and other pertinent information. PART 2906COMPETITION REQUIREMENTS Subpart 2906.3Other Than Full and Open Competition Sec. 2906.301 Policy. 2906.303 Justifications. Subpart 2906.5Competition Advocates 2906.501 Requirement. Authority: 5 U.S.C. 301; 40 U.S.C. 486(c). Subpart 2906.3Other Than Full and Open Competition 2906.301 Policy.
(a) Department of Labor acquisitions must comply with the Department of Labor Manual Series (DLMS) 2, Chapter 830 (available by mail from the Director, Division of Acquisition Management Services, 200 Constitution Ave., NW., Washington, DC 202100001), or electronically from http://www. dol. gov/ oasam/ programs/ boc/ prb. htm. Any proposed noncompetitive acquisition in excess of the simplified acquisition threshold must be fully justified and, if required by the DLMS, submitted to the DOL Procurement Review Board and approved by the Assistant Secretary for Administration and Management and, in the case of research and development contracts, also by the Assistant Secretary for Policy.
The authority of the agency head to determine that only specified make and models of technical equipment will satisfy the agency's need under FAR 6.3021 is delegated to the HCA. Subpart 2906.5Competition Advocate
The Assistant Secretary for Administration and Management must appoint a Competition Advocate for the Department of Labor. The appointment will be predicated on an understanding of the competition requirements in the FAR, and particularly small business programs. PART 2907ACQUISITION PLANNING Subpart 2907.1Acquisition Plans Sec. 2907.105 Contents of written acquisition plans.
2907.107 Additional requirements for acquisitions involving bundling. Subpart 2907.3Contractor Versus Government Performance 02907.300 Availability of inventory. Authority: 5 U.S.C. 301; 40 U.S.C. 486(c). Subpart 2907.1Acquisition Plans
The Department of Labor has implemented its acquisition planning system in compliance with FAR 7.1 and internal procedures provided in DLMS 2 section 834. The annual forecast is available for review from: http://www. apps. dol. gov/ contract grant/ index. htm.
The FAR requirements for justification, review, and approval of bundling of contract requirements also apply to an order from a Federal Supply Schedule contract, Governmentwide acquisition contracts, or other indefinitedelivery contracts if the requirements consolidated under the order meet the definition of ``bundling'' at FAR 2.101. Subpart 2907.3Contractor Versus Government Performance
The Department of Labor's FAIR Act inventory of commercial activities performed by federal employees and inherently governmental functions may be accessed on the Internet at: http://www.dol.gov under ``Doing Business with DOL''. PART 2908REQUIRED SOURCES OF SUPPLIES AND SERVICES Subpart 2908.4Federal Supply Schedules Sec. 2908.404 Using schedules. Authority: 5 U.S.C. 301; 40 U.S.C. 486(c). Subpart 2908.4Federal Supply Schedules
2908.404 Using schedules.
Small business considerations, procedures regarding both prime and subcontracting, and clearances specified in DOLAR 2919 apply to GSA Federal Supply Schedule Orders above the simplified acquisition threshold. Procedures to be followed may be modified by the Office of Small Business Program as appropriate in order to comply with GSA Federal Supply Schedule procedures (e.g., first tier contracts may be required to report their commercial subcontracting goals to the DOL Office of Small Business Programs). PART 2909CONTRACTOR QUALIFICATIONS Subpart 2909.1Responsible Prospective Contractors Sec. 2909.105 Procedures. Subpart 2909.4Debarment, Suspension, And Ineligibility 2909.402 Policy. 2909.405 Effect of listing. 2909.4051 Continuation of current contracts. 2909.406 Debarment. 2909.4061 General. 2909.4063 Procedures. 2906.407 Suspension. [[Page 23000]] 2909.4071 General.
Subpart 2909.5Organizational and Consultant Conflicts of Interest 2909.503 Waiver. 2909.506 Procedures. Authority: 5 U.S.C. 301; 40 U.S.C. 486(c). Subpart 2909.1Responsible Prospective Contractors
Before awarding a contract, the contracting officer must make a written determination of the otherwise successful bidder's/offeror's responsibility in accordance with FAR 9.105. In addition to past performance information, the contracting officer must insure that the proposed contractor, and any subcontractor representing more than $25,000 in goods or services, does not appear in the ``List of Parties Excluded from Federal Procurement'' (available on the Internet at http://www.epls.gov). In addition, contracting officers should base their determination of contractor responsibility on a review of the company's ``Summary or Financial Report'' from Dun & Bradstreet (available on the Internet for a fee at http://www. dnb. com/). Subpart 2909.4Debarment, Suspension, and Ineligibility 2909.402 Policy.
(a) This subpart prescribes DOL policies and procedures governing the debarment and suspension of contractors, the listing of debarred and suspended contractors, contractors declared ineligible (see FAR 9.403) and distribution of the list. This subpart does not apply to Department of Labor debarments or suspensions issued for DavisBacon Act and DavisBacon Related Act violations, Service Contract Act violations, Affirmative Action/Equal Employment Opportunity violations, or violations under other statutes administered by the Department of Labor.
(i) Provide an effective system to ensure that contracting staffs consult the ``List of Parties Excluded from Federal Procurement and Nonprocurement Programs'' at http://epls. arnet. gov/ before soliciting offers, awarding or extending contracts, or consenting to subcontract.
(ii) Consider debarment or suspension of a contractor when cause, as defined under FAR 9.4062 for debarment and FAR 9.4072 for suspension, is shown. Contracting officers should consult with their appropriate legal counsel before making a decision to initiate debarment or suspension proceedings. If a determination is made that available facts do not justify beginning debarment or suspension proceedings, the file should be documented accordingly. This determination is subject to reconsideration if warranted by new information.
(iii) When the decision is made to initiate debarment and/or suspension of a contractor, the Senior Procurement Executive must prepare a notice in accordance with FAR 9.4063(c) or FAR 9.4073(c). The draft notice, along with the administrative file containing all relevant facts and analysis, must be forwarded to the Senior Procurement Executive, as the debarring and suspending official, following review by the activity's legal counsel. (2) The Senior Procurement Executive shall:
(i) Review the notice an
Lawrence Murphy, Procurement Analyst, Division of Acquisition Management Services, telephone (202) 6937285 or by email (OASAM Regcomments@dol. gov).