GENERAL SERVICES ADMINISTRATION ACQUISITION MANUAL (GSAM)
“Dual systems” mean the use of both inch-pound and metric systems. For example, an item is designed, produced, and described in inch-pound values with soft metric values also shown for information or comparison purposes.
“Hard metric” means measurement, design, and manufacture using the metric system of measurement, but does not include measurement, design, and manufacture using English system measurement units which are subsequently expressed in the metric system of measurement.
“Hybrid systems” mean the use of both inch-pound and hard metric values in specifications, standards, supplies, and services; e.g., an engine with internal parts in metric dimensions and external fittings or attachments in inch-pound dimensions.
“Metric system” means the International System of Units of the International Bureau of Weights and Measures. The units are listed in Federal Standard 376A, “Preferred Metric Units for General Use by the Federal Government.”
“Soft metric” means the result of mathematical conversion of inch-pound measurements to metric equivalents in specifications, standards, supplies, and services. The physical dimensions are not changed.
(a) FAR 11.002(b) and GSA Order, GSA Metric Program (ADM 8000.1B), establish policy for using the metric system in procurements. Consistent with this policy, use specifications and purchase descriptions stated in metric units of measurement whenever metric is the accepted industry system.
(b) Whenever possible adopt the following:
(1) Internationally or domestically developed voluntary standards that use metric measurements.
(2) Commercially developed metric specifications.
(c) If metric is not the accepted industry system, use specifications and purchase descriptions stated in soft metric, hybrid, or dual systems during transition. Replace these with hard metric measurements as soon as practical.
(d) For an industry in transition to metric, the head of each Central Office Service responsible for nationwide programs must develop policies promoting and encouraging the use of soft metric, hybrid, or dual systems.
(e) Construction: For construction of Federal facilities, you may use specifications for concrete masonry units and recessed lighting fixtures expressed in the metric system. However, you may not use specifications for these that can be satisfied only by hard-metric.
(f) Exceptions.
(1) The head of each Central Office Service responsible for nationwide programs may grant an exception to the use of metric system measurements under any of the following conditions:
(i) Use of the metric system is impractical.
(ii) Use of the metric system is inefficient.
(iii) Use of the metric system would cause harm to the program mission.
(2) Exceptions to the use of metric system measurements may be made on an individual or class basis. Exceptions for procurements over the simplified acquisition threshold must be in writing and prepared in accordance with GSA Order, GSA Metric Program (ADM 8000.1B).
(3) The Administrator of GSA may allow use of hard metric specifications for concrete masonry units and recessed lighting fixtures in accordance with GSA Order, GSA Metric Program (ADM 8000.1B).
(a) GSA’s Construction Metrication Ombudsman is in the Office of the Senior Procurement Executive.
(b) The Construction Metrication Ombudsman:
(1) Reviews and responds to complaints from prospective bidders, subcontractors, suppliers, or their designated representatives related to GSA guidelines and regulations on any of the following:
(i) The use of the metric system in contracts for construction of Federal buildings.
(ii) For services and materials required for incorporation in individual projects to construct Federal Buildings.
(2) Ensures that GSA implements the metric system of measurement in a manner consistent with both:
(i) Policy and guidance issued by the Secretary of Commerce.
(ii) The Metric Conversion Act of 1975, as amended.
(c) The Ombudsman’s authority does not replace the authority of the General Accounting Office.
Specification managers must follow the procedures in 523.4 and GSA’s Affirmative Procurement Program (Appendix 523A) when preparing plans, drawings, specifications, standards, and purchase descriptions.
You may require offerors to meet market acceptance criteria under FAR 11.103 to satisfy GSA needs.
(a) A brand name or equal purchase description must avoid specifying characteristics that do not materially affect the intended end use and which unnecessarily restrict competition.
(b) When you use a brand name or equal purchase description, best practice is to cite the known acceptable brand name products in current manufacture, rather than only a single brand name product. For example, cite the acceptable brand name products identified during market research.
(c) You may require samples for “or equal” offers, but not for “brand name” offers.
(d) Provide for full consideration and evaluation of “or equal” offers against the salient characteristics specified in the purchase description. Do not reject offers for minor differences in design, construction, or features which do not affect the suitability of the product for its intended use.
Subpart 511.2—Using and Maintaining Requirements Documents511.204 Solicitation provisions and contract clauses.(a) Construction services. Insert the clause at 552.211-71, Standard References, in solicitations and contracts for construction services when you expect the contract amount to exceed the simplified acquisition threshold, and the solicitation meets either of the following conditions: (1) The solicitation cites documents or publications not furnished with the solicitation. (2) The solicitation incorporates documents or publications by reference. |
(b) Federal specifications. Insert the clause at 552.211-72, Reference to Specifications in Drawings, in solicitations and contracts citing Federal specifications which contain drawings. |
(c) Supply contracts that exceed the simplified acquisition threshold. (1) Include the clause at 552.211-73, Marking, in solicitations and contracts for supplies when deliveries may be made to both civilian and military activities and the contract amount is expected to exceed the simplified acquisition threshold. (2) Include the clause at 552.211-74, Charges for Marking, in solicitations and contracts that include the clause at 552.211-73 or a similar clause. (3) Include the clause at 552.211-75, Preservation, Packaging and Packing, in solicitations and contracts for supplies expected to exceed the simplified acquisition threshold. You may also include the clause in contracts estimated to be at or below the simplified acquisition threshold when appropriate. Use Alternate I in solicitations and contracts for— (i) FSS Schedule 70 and the Consolidated Products and Services Schedule containing information technology Special Item Numbers; or (ii) Federal Supply Schedules for recovery purchasing (see 538.7102). (4) Insert a clause substantially the same as the clause at 552.211-76, Charges for Packaging and Packing, in solicitations and contracts for supplies to be delivered to GSA distribution centers. |
(d) Supply contracts. Include the clause at 552.211-77, Packing List, in solicitations and contracts for supplies, including purchases over the micropurchase threshold. Use Alternate I in solicitations and contracts for— (1) FSS Schedule 70 and the Consolidated Products and Services Schedule containing information technology Special Item Numbers; or (2) Federal Supply Schedules for recovery purchasing (see 538.7102). |
(a) Other than multiple award schedules. Preferred practice is to state time of delivery in solicitations and contracts as “required” time of delivery or shipment, expressed in specific periods from receipt by the contractor of a notice of award or an order.
(b) Multiple award schedules.
(1) In multiple award schedule solicitations, preferred practice is to state delivery times as “desired.” Require offerors to indicate a definite number of days for delivery.
(2) In negotiations, secure the best possible delivery time regardless of the “desired” delivery time(s) in the solicitation. For example, some offers comply with the Government’s desired delivery time but others cite substantially shorter delivery times. Negotiate with the former to bring them in line with the latter. Negotiate variable delivery time offers (e.g., 30-90 days) to keep the timespan to a minimum. If the span applies to several items or several quantity breaks for one item, you may segregate the items or item quantity breaks into smaller groups and assign more specific delivery times.
(c) Unusually short delivery times. A requisitioning office that requests an unusually short delivery time must provide satisfactory written justification. A sound justification is particularly important where the time specified is so short that it may limit competition and possibly result in higher prices. Examples of justifications include:
(1) Furniture is required to outfit quarters scheduled for occupancy on a specific date.
(2) Construction material is required to meet job progress schedules.
(3) Supplies are required at a port to meet scheduled ship departures.
(d) Early delivery. When the requisitioning office needs a portion of the total delivery early, consider whether to:
(1) Require that portion by the early date and the balance later.
(2) Include the portion required early and the balance as separate items in the same solicitation.
(3) Procure the two portions separately.
(e) Multiple delivery time requirements. If a solicitation contains a mix of items that require different delivery times, specify the delivery periods separately. When practical, group items with similar delivery time requirements according to delivery times in the solicitation.
511.404 Contract clauses.(a) Supply contracts. (1) Single award schedules. Insert 552.211-8, Time of Delivery, in solicitations and contracts instead of the clause at FAR 52.211-8. If you need to show different delivery times for different items or groups of items, use Alternate I. (2) Multiple award schedules. Insert 552.211-78, Commercial Delivery Schedule (Multiple Award Schedule), in solicitations issued and contracts awarded under the multiple award schedule program. (3) Shelf-life items. Use the following clauses in solicitations and contracts that require delivery of shelf-life items within a specified number of months from the date of manufacture or production (see 101-27.206-2 of the Federal Property Management Regulation): (i) Insert 552.211-79, Acceptable Age of Supplies, if the required shelf-life period is 12 months or less, and lengthy acceptance testing may be involved. For items having a limited shelf-life, substitute Alternate I when required by the director of the commodity center concerned. (ii) Insert 552.211-80, Age on Delivery, if the required shelf-life period is more than 12 months, or when source inspection can be performed within a short time period. (4) Stock replenishment contracts. Insert 552.211-81, Time of Shipment, in solicitations and stock replenishment contracts that do not include the Availability for Inspection, Testing and Shipment/Delivery clause at 552.211-83 and require shipment within 45 calendar days after receipt of the order. If shipment is required in more than 45 days, use Alternate I. (5) Notice of shipment. Include 552.211-82, Notice of Shipment, in solicitation and contracts for supplies when you need to have a notice of shipment from the contractor. (6) Indeterminate testing time. Insert 552.211-83, Availability for Inspection, Testing and Shipment/Delivery, in solicitations and contracts that provide for source inspection by Government personnel and that require lengthy testing for which time frames cannot be determined in advance. If the contract is for stock items, use Alternate I. |
(b) Construction contracts. Insert the clause at 552.211-84, Non-Compliance with Contract Requirements, in solicitations and contracts for construction when you expect the contract amount to exceed the simplified acquisition threshold. |