Only authorized ordering officials may place orders directly
with a vendor. After first checking the availability of an item from the
excess property listings, Central Store Room Supplies, the General Services
Administration (GSA) Catalog, and finally Federal Supply Schedules, authorized
ordering officials may use the following approved ordering methods:
Blanket Purchase Agreements (BPA):
BPA’s have been established for commodities such as biological
materials, chemicals, lab supplies, radioisotopes, office supplies, and
office equipment. For instructions on completion requirements and ordering
procedures, refer to the NIH Acquisitions Handbook under a Blanket Purchase
Agreement.
Cash Order, Form SF 44:
The Purchase Order Invoice Voucher (SF 44) is a purchase procedure designed
for local small purchases that are not available from mandatory sources
of supply, BPA vendors cannot be obtained through other acquisition mechanisms.
SF 44s are a controlled form. Once filled out they cannot be changed or
altered. The dollar limitation for using the SF-44 is $150 per transaction.
In cases of an emergency and for software upgrades up to $300, the Approving
Official may authorize SF-44s. For further information, call the Small
Purchase Helpline, 301-496-0400.
Requisition for equipment, supplies, and services:
A. Check the availability from the excess property listings: Central
Storeroom Supplies, General Services Administration (GSA) Catalog, and
Federal Supply Schedule Vendors.
B. Consult with the Standards and Specifications Branch, Acquisitions
Support, at 6011 Executive Blvd., 547 (301-496-4814) to obtain potential
suppliers and other data pertaining to descriptions or availability from
mandatory sources of supply.
C. Where possible, consolidate requirements within ICs, to reduce the
IC cost of processing procurement actions and increase potential savings.
D. Obtain clearances for controlled or restricted items in accordance
with NIH Manual 26101-26-1. Clearance requirements Special Compressed
Gases: Prior to ordering toxic and flammable gases, obtain clearance from
the Safety Operations Section, Occupational Safety and Health Branch,
301-496-2346.
E. After all necessary clearances have been obtained, prepare an On-line
Requisition (RQM) or Accelerated Purchase Request (APR). The RQM or APR
is electronically approved and sent to the Division of Procurement by
the Authorized IC Approving Officer.
Ordering equipment valued over $25,000.00:
Any investigator planning to purchase a piece of equipment worth more
than $25,000 should contact the Standards and Specifications Branch, Acquisitions
Support, on 301-496-4814 early in the planning stage and well before preparing
a purchase request. Personnel on the Standards and Specifications Section
will provide assistance in preparing a request to ensure that it contains
the necessary information for efficient processing by the Division of
Procurement. Early participation by the Standards and Specifications Section
can result in a much faster and smoother procurement action.
If any laboratory renovations or utility changes must be made for installation
of the planned equipment, the investigator should submit a work request
to the Division of Engineering Services as early as possible to ensure
that the work is completed prior to delivery of the equipment.
To Inquire on the Status of:
Requisitions: contact the Purchasing Agent or Team Leader in the Acquisitions
Branch servicing your IC. Use the (PRV) function in DELPRO. NLM staff
contact Small Purchases 301-496-6127.
Shipping and receiving: call 301-496-5921 regarding the shipment of items
not carried by Federal Express and all foreign shipments. NLM staff contact
OAMAS 301-496-5441. GSA Orders: call 301-496-5212
Emergency Requirements:
For emergency requirements, the RQM or APR should contain an adequate
justification regarding the impact if item or service is not purchased
immediately. Also include the last possible date for the receipt of the
material or service, and ensure all necessary clearances are obtained.
Hand carry to the Branch Chief of the Acquisitions Branch supporting your
IC. Also, contact the Branch Chief by phone to alert him/her of your emergency
needs.
Covering Orders:
Covering orders may only be granted in certain circumstances. Call 301-496-5212
for a determination.
Page Last Reviewed: 07/08/08
To Revise this Information Contact:
NIH Telephone Directory Services
143.
