Department of the Interior Acquisition Policy Release (DIAPR) 2003-03

SUBJECT: Department of the Interior (DOI) Contracting Officers Warrant Manual- Class Deviation for DOI-wide IT Hardware Contracts

1. Purpose:

This policy release provides a class deviation to the Contracting Officers Warrant Manual (See DIAPR 1997-4) covering the appointment of non-procurement personnel to act as ordering officers (OOs) under the recently awarded DOI Schedule Blanket Purchase Agreement (BP A) for desktop computers (and peripherals) and servers. The award number for the BP A for PCs is NBB030001, awarded on 6/11/03, and the award number for the BPA for Windows Servers is NBB030010, awarded on 6/11/03.

This deviation will also cover the award of DOI Schedule BPAs for laptop computers and IT data storage devices, if and when those awards are made.

2. Effective Date:

Immediately.

3. Expiration Date:

Expiration or termination of DOI's desktop and server contracts and the expiration/termination of the laptop and IT data storage devices contracts, if and when awarded.

4. Background and Explanation:

The Department of the Interior selected Dell as the supplier for its desktop computer and servers under a schedule order competition conducted by BLM's Denver National Business Center Acquisition Office. The contractual agreements for laptops and IT storage devices will be announced upon award. While these agreements are not Indefinite Delivery -Requirements contracts as defined in FAR Part 16, it is expected that a significant majority of the Department's requirements will be acquired under these awards.

Dell has established a web based 'store front' to be used by DOI employees to construct orders and to pass them to an authorized OO to formally approve and place the order using the purchase business line on their DOI SmartPay charge card. OOs will be recognized by Dell's website through an ill/password process. After an individual has been designated in writing as an OO by the Bureau Procurement Chief (BPC), the bureau CIO will assign a unique ill and password to the individual and provide appropriate information to Dell to assure secure access to the store front for only those individuals authorized. Large orders with complex delivery or other requirements may be placed by warranted Contracting Officers using DOI's IDEAS contract generation system and in coordination with Dell's sales staff. It is preferred that those orders identify that the SmartPay program charge card will be used as the payment tool.

The need for this class deviation under Interior's Warrant Manual is related to the language set forth under Section III, G. Ordering Officers, as follows- "Bureaus may establish procedures to delegate authority to non-warranted individuals to place orders against their own bureau indefinite delivery contracts where fixed terms and prices are established in the contract. Ordering Officers do not have authority to negotiate or determine price reasonableness." (Emphasis added above) Since this award was made by one bureau for the utilization by all bureaus, a class deviation to the DOI Contracting Officer Warrant System Manual is necessary and is provided under paragraph 5 below.

It is expected that the bureau CIO (or as delegated) will train a limited number of individuals from their offices on the ordering responsibilities, location of the URL, access to the URL via user ill and password, and any additional bureau specific requirements for using the 'store front.' The bureau CIO will then recommend the names of their selected ordering personnel to the BPC as candidates for delegation of authority as OOs, as defined in the Contracting Officer Warrant System Manual. The recommendation will be accompanied by a suggested maximum order threshold for each nominee.

These individuals may not place orders on the vendor's web based "store front" until they have been authorized to do so, in writing, through Interior's warrant system by their BPC. Each nominee will be a Federal employee, in good standing, possess a good performance record associated with using the purchase business line under the SmartPay program (or, if not presently assigned purchase business line responsibilities, is considered to be honest, exhibits integrity, and completes the purchase business line training required in their bureau) and have had no severe/repetitive delinquency problems using the travel business line under the program.

When the BPC receives the list of nominees, he/she should request the bureau lead A/OPC under d the SmartPay program to review the individual's account history to confirm the recommended individuals have good track records in using the card and documenting their use of the card. The A/OPC will advise the BPC which of the nominees should be designated as an OO. Once an individual has been designated in writing as an OO, the bureau lead A/OPC will maintain the account to revise option sets and/or revise single purchase limits (and related dollar threshold limits, as applicable) to the level established by the BPC in the delegation. This process should be expedited, especially for the initial nominees. Expedited processing is expected to be more likely where CIO, BPC and A/OPC staff work in concert with one another.

Finally, the Schedule BPA includes provisions requiring Dell to provide data about all orders placed on the 'store front'. This data will be used by DOI to provide procurement data system reporting and for property management purposes.

5. Action Required:

Bureau Procurement Chiefs are hereby authorized to deviate from the Department of the Interior Contracting Officers Warrant Manual, Section III, G. Ordering Officers to appoint non-procurement personnel as ordering officers on the DOI consolidated desktop and servers contractual agreement as well as under any subsequent award(s) covering laptops and IT storage devices subject to the following limitations:

a. Orders will be placed through the contractor's web based 'store front' (which includes standard DOI approved configurations by product line with limited peripheral and memory options each with pre-negotiated pricing) using the DOI SmartPay charge card.

b. Orders may only be for items contained in Schedule BPA, as available under the web based 'store front' contract.

c. Ordering authority limitations are to be established through individual appointment letters from BPCs.

d. OOs must be counseled that exercise of their special single purchase limit will be monitored; abuse of their authority will not be tolerated; and, any abuse will result in their ordering officer delegation being revoked and formal disciplinary action will be initiated.

The BPC will notify their bureau CIO of the appointment of OOs on this/these contract/contracts who will in turn assign an ill and password and notify the contractor through procedures developed with the contractor/contractors by the Schedule BPA's CO and COR.

The sample OO appointment letter provided under DIAPR 1999-09 (see http://www.doi.gov/pam/diapr.html), modified to meet the current contractual relationship, can be used by the bureaus as a template for the written delegations. This DIAPR will be posted under the same web address listed above and shall not be distributed in hard copy, except by FAX to those bureaus/offices still affected by the Court order restricting Internet Access. Any questions on this policy release may be directed to John Peterson on (202) 208-7269.

Debra E. Sonderman, Director Office of Acquisition and Property Management