PURCHASE CARD
TRAINING
AT EPA
December 1,1998
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PURCHASE CARD TRAINING AT EPA
Introduction
I. Purchase Card Program at EPA
II. General Policies, Procedures, and Provisions
III. Other Acquisition Provisions
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Updated thru December 1998
INTRODUCTION
This course is designed for all EPA personnel who will be designated as
Purchase Card Holders and/or Approving Officials with ordering authority in
accordance with EPA Contracts Management Manual. Chapter 8. The course
covers the source of authority for Federal purchases, appointment of Purchase
Card Holders and Approving Officials, the authorities and standards for all EPA
employees, Standards of Conduct, various small purchase techniques and the
administration of these purchases. These purchasing techniques are part of the
Small Purchases and Other Simplified Purchase Procedures as prescribed by (1)
Part 13 of the Federal Acquisition Regulation (FAR) and (2) Part 1513 of the
Environmental Protection Agency Acquisition Regulation (EPAAR), which
implements and supplements the FAR at EPA, and (3) various chapters of the
Contracts Management Manual (CMM). The primary purpose of this course is to
train EPA employees to qualify to exercise limited small purchase authority using
the Purchase Card Program at EPA.
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Parti
Purchase Card Program
At EPA
December 1,1998
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United Stales
EnvtRMiiuciitaJ
Agency
Administration And
Resources Manager*
(3S02R)
December 1,1998
EPA
PA Guidelines for Use
of the U.S. Government,
Purchase Cards
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MAJOR HIGHLIGHTS OF THE PURCHASE CARD GUIDANCE"
1. On November 30,1998, the EPA began Purchase Card operations with a new contractor
bank, namely NationsBank. This contract is for an initial period of two years with three
one-year renewals possible.
2. NationsBank offers EPA a vastly improved transaction processing for faster payments to
the contractor bank. There will also be a wide variety of reports available at all levels for
EPA to use in tracking its own purchases.
3. Cardholders can verify purchases by utilizing the contractor bank provided
ELECTRONIC ACCOUNTING GOVERNMENT LEDGER SYSTEM (EAGLS.)
Therefore, it will no longer be necessary for Statements of Account to be mailed to
cardholders.
4. Basic instructions for the contractor provided Electronic
Accounting Government Ledger System (EAGLS) are now
included in this EPA document, see Exhibit I.
5. The EPA procedures for funding a reserve account equal to the cardholder's 30-day
limit and the procedures for making payments have changed and are detailed in
Section III. THIS PART OF THE PROCEDURES IS OF PARTICULAR
IMPORTANCE TO FUNDS CONTROL OFFICERS.
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Prepared by:
The Office of Acquisition Management
Policy, Training, and Oversight Division
(HQ Mail Code 3802-R)
L Purpose of Purchase Card Program
n. General Information
A. Background
B. Application Process For Cardholder and Approving Official Accounts
1. Training Requirements
2. Designation of Cardholders & Approving Officials
3. Delegation of Authority to Cardholders
Funding Procedures
A. General Information
B. Electronic Accounting Government Ledger System (EAGLS)
C. Cardholders Use of EAGLS
D. Obligation Processing
E. Payment Processing
F. Funds Control Officer (FCO) Requirements
G. Funding Procedures for Purchasing Agents
IV. Purchase Procedures
A. General Information
1. Tax Exempt Status
2. Free on Board Point
B. Desk Guide for Placing Orders
C. Identification of Sources
1. Supplies and Equipment
2. Services
D. Government Sources of Supply
1. Federal Prison Industries/UNICOR
2. National Industries for the Blind £ National Institutes
for the Severely Handicapped (NIB/NISH)
3. General Service Administration Federal Supply
Service (FSS) Schedule Contracts
E. Purchase Card Log For Program Office Cardholders &
Approving Officials
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IV. Purchase Procedures (continued)
F. Statement of Account Reconciliation by Cardholders 17
G. Responsibilities of Approving Official 18
H. Responsibilities of the Funds Control Officer 18
I. Purchasing Agent 19
J. On-Scene Coordinators and/or Field Agents/Investigators 20
V. Restrictions on Purchase Card 22
A. Prohibited Purchases 22
B. Purchase Agent Review/Action 23
C. Required Approvals Prior to Purchase 24
D. Environmentally Preferable Purchasing 26
VL Card Maintenance & Other Administrative Procedures 35
A. Disputes/Questioned Items 35
B. Record Keeping 35
C. Cancellation/Suspension of Purchase Card 36
D. Destruction of the Purchase Card 37
£. Reporting a Lost or Stolen Card 37
F. Getting a Replacement Card 37
G. Cardholder Leaving the Agency 38
H. Cardholder Transferring Within the Agency 38
I. Cardholder Name Changes 38
J. Approving Official Changes 38
K. Safeguarding the Purchase Card and Standards of Conduct 38
L. Spending Limits & Increase Requests 39
M. Management Reports 39
N. Oversight in Purchase Card Program 39
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List of Acronyms 41
Definitions 41
1. SmartPay Purchase Card 41
2. Cardholder 42
3. Purchasing Agents 42
4. Approving Official 42
5. Funds Control Officer 42
6. General Services Administration 43
7. Contractor Bank 43
8. Purchase Card Program Team/Agency Point of Contact 43
9. Purchase Card Servicing Finance Office 44
10. Billing Cycle 44
11. Purchase Card Forms 44
(a) Purchase Card Applications 44
(b) Deskside Purchase Card Log 45
(c) Statement of Account 45
(d) Questioned Items/Disputes Form 45
(e) Purchase Card Destruct Notice 45
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ATTACHMENTS:
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E
Exhibit F
Exhibit G
Exhibit H
PURCHASE CARD CARDHOLDER ACCOUNT
SET-UP INFORMATION Page 46
PURCHASE CARD APPROVING OFFICIAL'S
ACCOUNT SET-UP INFORMATION Page 50
EPA PURCHASE CARD LOG
Page 53
CARDHOLDER STATEMENT OF ACCOUNT
Page 54
PURCHASE CARD PROGRAM CARDHOLDER
STATEMENT OF QUESTIONED ITEM Page 55
PURCHASE CARD OBSTRUCT NOTICE Page 57
GSA FEDERAL SUPPLY SCHEDULE Page 58
PURCHASING AGENT PURCHASE ORDER
REGISTER Page 64
Exhibit I
EAGLS INSTRUCTIONS
Page 65
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PURPOSE:
The primary purpose of the "EPA GUIDELINES FOR USE OF U.S. GOVERNMENT
PURCHASE CARD" is to provide guidance for the Environmental Protection Agency (EPA) on
the proper use of the U.S. Government Purchase Card. This guidance document outlines the
management of the Purchase Card program, identifies the required sources of supply, limitations
on the use of the card, billing and payment procedures, and sets forth the various responsibilities
Control Officer as of December 1. 1998.
n. GENERAL INFORMATION:
A. Background
The EPA implemented the U.S. Government Purchase Card program in 1987. The Purchase
Card is the preferred method to purchase and pay for micro-purchases (under $2,500)! The use
of the Purchase Card expedites the acquisition of essential supplies and services, streamlines
payment procedures, and reduces the administrative costs associated with traditional paper based
payment methods.
At the request of EPA, the contractor bank issues the cards to authorized employees. The plastic
Purchase Card is embossed with the employee's name and is restricted for use to the employee
named on the purchase card. The EPA Purchase Card program operates in a manner similar to
any standard commercial credit card system except that there are additional controls and
limitations for Government purchases. Cardholders and Approving Officials are advised that
U.S. Government Purchase Cards are for OFFICIAL USE ONLY AND ARE NOT
AUTHORIZED FOR PERSONAL USE. IDENTIFICATION PURPOSES. OR OTHER NON-
OFFICIAL BUSINESS PURPOSES. Cardholders will be held personally responsible for any
unauthorized use of the Card (see section on Cancellation/Suspension of Purchase Card).
B. Application Process for Cardholders & Approving Official Accounts
1. Training Requirements
All cardholders and Approving Officials must successfully complete the EPA Purchase Card
training course, which is offered by the Office of Acquisition Management (OAM), Acquisition
Training Service Center. This training class satisfies the Purchase Card training requirements for
program office cardholders (non-procurement personnel) for acquiring items up to the single
purchase limit of $2,500 (micro-purchases). Training for Approving Officials has also been
developed. Approving Officials attend the first three hours of the regular purchase card training
class while cardholders are required to attend for the entire session and must successfully pass a
test at the end of training. The material covered during the first three hours of training is
applicable to both the cardholder and the Approving Official, but differentiates between the roles
and responsibilities of the cardholder and those of the Approving Official. Purchase card training
must be completed before submitting the required U.S. Government Purchase Card application(s)
for cardholders and Approving Officials.
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2. Designation of Cardholder & Approving Officials
The application process for both cardholders and Approving Officials are very similar. The
difference between the two processes is the application form. The cardholder must complete the
Purchase Card Cardholder Set-up Information Form (Exhibit A) while Approving Officials use
the Purchase Card Approving Official Set-up Information Form (Exhibit B). All purchase card
and Approving Official applications require approval of the Division Director (or equivalent) or
higher and must be forwarded to OAM, Internal Oversight Service Center (IOSC), HQ Mail
Code (3802R). Applications must be accompanied by:
(a) A copy of the Certificate of Training for the Purchase Card (and/or the Call
Ordering Officers Course) or training for Approving Officials (not more than 2
years prior); and
(b) Purchase Card Cardholder Set-up Information form (Exhibit A), or
(c) Purchase Card Approving Official Set-up Information form (Exhibit B).
The applications are processed in OAM and forwarded electronically to the contractor bank by
the EPA Agency Point of Contact (APOC). The contractor bank will then establish the
cardholder and Approving Official accounts.
3. Delegation of Procurement Authority to Purchase Card Cardholders
(a) All cardholders must have a Delegation of Procurement Authority that specifically
authorizes the use of their purchase card. After completion of the required
procurement training and submittal of a purchase card application, procurement
delegations will be issued by the appropriate OAM Division Director for all EPA
employees (in accordance with Chapter 8 of the Contracts Management Manual).
The delegation will indicate a maximum of $2,500 as the single purchase limit for
program office cardholders. Approving Officials may limit cardholders to lower
single purchase limits. Purchasing agents (GS-1100 series) may have authority up
to the dollar limit of their Delegated Procurement Authority. EPA employees who
already have delegated procurement authority must also request a separate
procurement delegation for Purchase Card purchases.
(b) All purchases must be made in conformance with FAR 1.602, Chapters 2 and 8 of
the Contracts Management Manual, the Resources Management Directives -
Administrative Control of Appropriated Funds, the GSA Federal Supply Service
Schedule Contracts for GOVERNMENT-WIDE COMMERCIAL CREDIT
CARD SERVICES and any and all EPA implementing regulations, guidance,
directions and/or instructions.
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III. FUNDING PROCEDURES:
A. General Information
Purchases made using the card are subject to the "Prompt Payment Act." Therefore, EPA must
pay the contractor bank within the specified time or pay interest penalties. Cardholders are
responsible for adhering to their respective offices' established internal procedures to ensure
adequate funds control. These procedures must comply with EPA's internal guidance entitled
"Administrative Control of Appropriated Funds" that set forth the funds control policies and
procedures for purchasing all services or supplies. Cardholders must contact their respective
Approving Official and Funds Control Officers for a copy of their internal procedures.
The use of the Purchase Card is intended to be a streamlined procurement process that empowers
the cardholder to purchase supplies and services quickly with minimal paperwork. To realize the
benefits of the streamlined Purchase Card program, while ensuring proper funds management, a
process must be established that ensures that funds are available before the cardholder makes a
purchase. Because the various EPA program offices and regions are organized differently, the
guidelines allow for flexibility for each office to determine the best method for purchase card
funding.
B. Electronic Accounting Government Ledger System (EAGLS)
The Agency has entered into a contract with NationsBank to provide purchase card
services. One of the services that the Bank has to offer is their Electronic Account Government
Ledger System (EAGLS) which gives the Agency the opportunity to streamline the payment
process while providing additional services to cardholders and approving officials. EAGLS is an
Internet desktop application that allows the user to enter accounting data associated with each
purchase card transaction. See Exhibit I for Basic Instruction for EAGLS.
The following selections are intended to give the Funds Control Officials information on the two
options available to set up commitments for the cardholders to use in processing payment
transactions through EAGLS.
The following are the descriptions of the two options available to the Funds Control
Officers (FCOs) to set up the commitments for cardholder's transactions.
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Option One - Generic Purchase Card Commitment
The first option is to provide cardholders with a default DCN to assign to all of their
purchases. The commitment is recorded by the FCOs in IFMS under Budget Object Class (BOC)
2620 and may have as many as ten lines of accounting to support the cardholders funding splits
for appropriations and/or Program Results Codes (PRCs). THE AMOUNT OF THIS
COMMITMENTS NORMALLY SI00.00. The commitment must be recorded in IFMS across
the various lines of accounting at the ratio that will be used for the cardholder's purchase. When
a purchase is processed against this DCN, the commitment lines only used to determine the ratio
to charge for each line of accounting. When the cardholder approves the purchase in EAGLS,
they will select the default DCN and select the correct BOC for that purchase. New commitment
line(s) will be created with the selected BOC. The original commitment against BOC 2620 will
remain the same in IFMS. This allows the funds control officer to establish a base commitment
at the beginning of the fiscal year for cardholders and use it for the entire year. (See examples
one and two on the attachment).
Option Two - Specific Purchase Commitments
In this option, the Funds Control Officer establishes a specific commitment to pay for one
or more purchase card transactions similar to any other expenditure. As part of establishing the
commitment, the appropriate BOC is selected for the purchase. As normal, any splitting between
funds is done with multiple lines in the commitment. When a certified purchase is processed
against this commitment, the original commitment lines will be used as the funding source for
the subsequent obligation and payment documents. Each line committed will be reduced
accordingly. If the cardholder were to assign a BOC when they approve the purchase, that BOC
will be ignored as the funds control officer has already determined the correct BOC. If the
transaction amount uses 90% or more of the commitment, the commitment will be closed.
The final transaction amount may exceed the actual commitment amount by up to $100 or
10%, whichever is less. If the transaction amount exceeds the commitment by more than the
$100 or 10%, the transaction will not be processed. The cardholder will receive an email from
the CFMC notifying them that the transaction can not be paid. The cardholder must contact the
Funds Control Officer to have the commitment increased. (See example 3 on the attachment).
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C. Cardholders Use of EAGLS
Cardholders will use EAGLS to review and approve purchase transactions for payment,
as well as to input the accounting data (received from their FCO.) Shortly after a purchase is
made, the transaction should be posted by the contractor bank to the cardholder's account in
EAGLS. EPA will inform the cardholder via email that a transaction is awaiting their approval
in EAGLS and the cardholder will be expected to access EAGLS and either approve for payment
or dispute each transaction. If the cardholder approves the transaction, they will need to input the
accounting data to be used to make the payment. In order to assist the cardholder with the
assignment of the accounting data, the cardholder will only have to know the correct
commitment number (a.k.a. Document Control Number (DCN) or RQ) for the purchase, but in
some cases, they will have to assign the Budget Object Class for the purchase. The cardholder
will be able to enter into EAGLS one or more DCN numbers for each transaction. The
cardholder will select either a default commitment number as explained in option one or a
specific DCN for the purchase as explained in option two. EPA will maintain a list of Budget
Object Codes (BOC's) and descriptions in EAGLS that will be used by the cardholder to describe
the type of purchase.
D. Obligation Processing
Each day EPA will receive from NationsBank a file containing all of the approved
transactions with the assigned accounting. From this data, EPA will create the obligation lines
for input into IFMS. As described above, where there are multiple lines on the selected
commitment, the original ratio will be used to spread the transaction amount across each line on
the obligation. The obligation amount will equal the amount of the purchase as provided to the
cardholder in EAGLS. The obligation document number will consist of the last two digits of the
fiscal year, the two character literal 'BK', and a 6 digit sequential number.
E. Payment Processing
During the creation of obligation documents, payment documents will also be created.
The amount paid will be the same as the amount obligated and the obligation document will be
closed for each obligation. This procedure will eliminate the need to perform the unliquidated
obligation review for Purchase Card purchases as the obligation and payment amounts will be the
same.
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F. Funds Control Officer (FCO) Requirements
In order to make use of the NationsBank VISA card and EAGLS, the FCO's need to
decide which method their office will use to account for the purchases and payments. If option
one is selected the FCO must create a commitment in IFMS and let the cardholder know which
commitment to use for their purchase card transactions. If option two is selected, the FCO's
must work with the cardholders to establish a procedure to inform the cardholder which DCN to
use for each purchase before the cardholder begins to input the accounting data for the purchase
payment in EAGLS.
Example 1;
In this example, John Smith is a cardholder that has been assigned one DCN to use for all
purchases. TheDCNis9942TAB001. There is a RQ in IFMS for $100.00 against BOC 2620.
John makes a purchase from Acme Computer for $1,200. \vTien the transaction shows up in
EAGLS, John enters the system and approves the purchase and assigns his default DCN and the
correct BOC of 2552. The following is how the data will show in IFMS through the stages of the
transaction.
Initial IFMS Commitment:
DCN Line BOC Fund Amount Obligated Available
9942TAB001 001 2620 B $100.00 0 $100.00
After card transaction processing: Adjusted IFMS Commitment (Changes in Bold)
9942TAB001 001 2620 B 100.00 0 $100.00
002 2552 B 1.200.00 1.200.00 0_
New IFMS Obligation
Obligation Document Line Amount Paid Available Ref Trans RefLine
99BK000101 001 1.200 1.200 Q 9942TAB001 001
New IFMS Payment
Payment Document Line Amount Paid Ref Trans RefLine
99BK000101 001 1.200.00 1.200.00 99BK000101 001
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Example 2:
In this example, Mary Jones is a cardholder with a default DCN 9954ABC005 for her purchases.
Mary's office splits all purchases between the EPM and Superfund (SF) appropriations. The split
for the purchases is 82% EPM and 18% SF. A $100.00 commitment is in IFMS against BOC
2620. Mary buys some office supplies from Staples for $300.00. When the transaction shows up
in EAGLS, Mary approves the purchase, assigns her default DCN and selects BOC 2615 as the
BOC to charge the purchase. The following is how the data will show in IFMS through the
stages of the transaction:
Initial IFMS Commitment:
DCN Line BOC Fund Amount
9954ABC005 001 2620 B $ 82.00
002 2620 T 18.00
After card transaction processing:
Adjusted IFMS Commitment (Changes in Bold)
Obligated
0
0
Available
$ 82.00
18.00
9954ABC005 001
002
003
004
2620 B
2620 T
2615 B
2515 I
82.00
18.00
246.00
54.00
0
0
246.00
54.00
$ 82.00
18.00
0
Q
New IFMS Obligation (The assumption is that these purchase transactions are transferred to EPA
all on the same day. Therefore the Obligation Document and Payment Document will be the
same and the additional transactions will be additional lines on the document.)
Obligation Document Line Amount
99BK000101 002 246
003 54
Paid Available
246 Q
54 Q
Ref Trans RefLine
9954ABCOOS 003
" 004
New IFMS Payment
Payment Document
99BK000101
Line
002
003
Amount
246.00
54.00
Paid Ref Trans
246.00 99BK000101 002
54.00 003
RefLine
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Example 3;
In this case, the office has selected to use option 2 and fund each purchase with a separate
commitment. The office is splitting the purchase between three PRC codes so there are three
lines of accounting assigned to this commitment. The commitment is entered into IFMS by the
FCO under DCN number 9942XYZ002 for $1,000 and charged to BOC 2616. The Lab Supply
company could only ship part of the order and they billed $600 for the partial shipment. When
the transaction appears hi EAGLS, the cardholder approved the partial payment and assigned the
DCN to the transaction. There is no need to assign a BOC because the commitment was set up
for a specific purchase. Note that when the accounting lines are created for IFMS, the obligation
and payment are for the amount paid to NationsBank. The remaining amount on the
commitment will be closed when the final payment is made on this purchase. The following is
how the data will show up in IFMS during the different stages of the transaction:
Initial IFMS Commitment:
DCN Line BOC Fund Amount
9942XYZ002 001 2616 B $500.00
002 2616 B 300.00
003 2616 B 200.00
After card transaction processing:.
Adjusted IFMS Commitment (Changes in Bold)
Obligated
0
0
0
Available
$500.00
300.00
200.00
9942YZ002
001
002
003
2616 B
2616 B
2616 B
500.00
300.00
200.00
300.00
180.00
120.00
S200.00
120.00
80.00
New IFMS Obligation (The assumption is that these purchase transactions are transferred to EPA
all on the same day. Therefore the Obligation Document and Payment Document will be the
same and the additional transactions will be additional lines on the document.)
Obligation Document Line Amount
99BK000101 004 300
005 180
006 120
Paid Available
300 0
180 0
120 0
Ref Trans RefLine
9942XYZ002 001
" 002
" 003
New IFMS Payment
Payment Document
99BK000101
Line
004
005
006
Amount
300.00
180.00
120.00
Paid Ref Trans
300.00 99BK000101 004
180.00 005
120.00 006
RefLine
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G. Funding Procedures for Purchasing Agents
Reserve funding is not required for purchasing agents. The purchasing agent cardholder will use
the funded PR received from the requesting program office to make purchases. Otherwise, the
purchasing agents will interact with EAGLS in the same way as non-purchasing agent
cardholders.
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IV. PURCHASE PROCEDURES
A. General Information
Once the cardholder is trained, designated as a cardholder (Exhibit A), receives a Delegation of
Procurement Authority, and has established a funds procedure with their FCO, the cardholder is
ready to make a purchase. The most common ways of making purchases using the card are: (1)
over the counter, (2) by telephone, or (3) through the use of electronic commerce such as the
GSA Advantage program (see IV. D.3). All ordering methods require the cardholder to follow •
the same procurement requirements.
The purchasing process starts with the identification of a requirement (i.e., a request to purchase
supplies or services). The cardholder and the Approving Official must determine that the needed
supplies and services to be purchased are indeed readily available. Partial orders or delayed
delivery of orders are not authorized. The total value of a single purchase may be comprised of
multiple items, but the total purchase value shall not exceed the authorized single purchase limit
of $2,500 (Purchasing agents (GS-1100 series) may have authority up to the dollar limit of their
Delegated Procurement Authority, but not exceeding $100,000). Further, cardholders shall not
split requirements in order to stay within their single purchase limits. Any single requirement or
group of like requirements that exceed the cardholder's single purchase threshold, must be
forwarded to your simplified purchase activity for processing. Failure to comply with this
restriction will result hi revocation of the card.
If the vendor indicates that they cannot fill the complete order, or cannot fulfill the order within
30 days, then the cardholder must (1) make the transaction for the quantities that are required
immediately and are available for immediate delivery, or (2) find another source for the entire
order, or (3) send the PR to the simplified purchase activity for processing of the entire order or
balance of the order. Vendors cannot bill for items not shipped, however, if a vendor does not
deliver when stated, but the purchase appears in EAGLS, the purchase must be recorded on the
Questioned Items Form (QIF, Exhibit E) as a disputed/questioned item.
1. Tax Exempt Status
When making a purchase with the card, the cardholder must inform the merchant that it is for
official U.S. Government purpose and, therefore, is not subject to sales taxes. All US
government purchases are TAX EXEMPT. It will not be necessary for cardholders to provide
vendors with a State tax exemption certificate or tax exempt number. All States and the District
of Columbia have agreed to the tax exemption for U.S. Government Purchase Card purchases.
(The reverse side of the purchase card has a toll-free 800-telephone number for merchant
inquiries regarding the tax exempt status). If, however, sales tax is erroneously charged by the
vendor, the amount of the tax cannot be disputed/questioned through the Visa Chargeback
Regulations (Questioned Items process). Cardholders must make every effort to obtain a credit
from the vendor for the amount of the tax. If a credit is not obtained, the Agency must pay tax.
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2. Free On Board (FOB) Point
It is important that cardholders determine prices with delivery terms that are FOB Destination.
i.e., including all required costs of shipment. Where this is not possible, the cardholder must
attempt to determine an estimated cost for shipping. Any required shipping cost must be
included in the commitment of funds and recorded on the Purchase Card log (total cost = item
cost + shipping.).
B. Desk Guide for Placing Orders
1. When making a purchase, the operating procedures outlined below are provided for
the cardholder's convenience. When these questions are answered by the cardholder, the
cardholder may find the Purchase Card is not always the appropriate or preferred method of
procurement. Please contact your local procurement office for other options if the purchase card
is not the appropriate method of purchase.
a. Is the purchase for government use or purpose? IfNO. stop.
b. Does the purchase documentation include all required approvals? If NO, stop.
c. Are funds available to pay for the purchase? IfNO. stop.
d. Is the purchase amount within the cardholders single purchase limit? IfNO. stop.
e. Is the purchase a split purchase or divided purchase? If YES, stop.
f. Will this purchase exceed the monthly spending limit? If YES, stop.
g. Is the item to be purchased prohibited or restricted? (see V. Restrictions on
Purchase Card) If YES, stop.
h. Did you follow the priority list of mandatory sources? Local property, UNICOR,
NIB/NISH, etc. (see IV, C. Identification of Sources) IfNQ, stop.
2. When placing an order, the cardholder must:
a. Record all transactions on a Purchase Card log sheet. (Exhibit C)
b. Inform the vendor that the purchase is tax exempt.
c. Request that the merchant not keep your Purchase Card account number for future
purchases.
d. Ask the vendor for the total amount including all required shipping and handling
charges.
e. Confirm that the vendor will not charge the account until the supplies have been
shipped.
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f. Request that the vendor include the following information on the invoice:
i. Cardholder name
ii. Cardholder's billing address
iii. Cardholder's telephone number
iv. "Purchase Log number " (from the cardholder's log.) Do not
include the card account number
v. Packing Slip, list of supplies purchased.
g. Keep the sales record with Purchase Card log sheet to match against the billed
charges from the contractor bank.
C. Identification of Sources
Cardholders must follow the priorities listed below for use of the Government supply sources
when meeting their requirements for supplies, equipment, and services. The list below provides
the sources in their descending order of priority as identified in FAR 8.001:
1. Supplies and Equipment
(a) Local property office**
1. Agency inventories.
2. Excess from other agencies.
(b) Federal Prison Industries, Inc. (UNICOR)
(c) Procurement lists of products available from the Committee for Purchase
From People Who Are Blind or Severely Disabled [National Industries for
the Blind (NIB), National Institutes for the Severely Handicapped
(NISH)];
(d) Wholesale supply sources, such as the stock programs of the GSA, the
Defense Logistics Agency, and the Veterans Administration;
(e) Mandatory Federal Supply Schedules;
(f) Optional use Federal Supply Schedules; and
(g) Commercial sources (including educational and nonprofit institutions).
* * If purchaser is unsure of availability of item, he/she must check availability of item(s)
with local property office.
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2. Services
(a) Services available from the Committee for Purchase From People Who
Are Blind or Severely Disabled (NIB, NISH).
(b) Mandatory Federal Supply Schedules;
(c) Optional use Federal Supply Schedules; and
(d) Federal Prison Industries, Inc., or commercial sources (including
educational and nonprofit institutions).
In accordance with the FAR, open market purchases under $2,500 may be made from any size
business. Even so, cardholders are requested to use small business establishments as often as
possible. Purchases must be acquired from small business establishments when purchases are
over $2,500 and under $100,000, unless they are not available from a small business.
The following flow chart provides the decision process for cardholders when determining which
source to use to purchase their requirements.
Identification of Source
Pickup
from
Inventory
Scad
order to
FPI
Send older
10
Nffi/NISH
Ye»
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D. Government Sources of Supply
1. Federal Prison Industries (FPD. Inc./UNICOR Quick Ship
FPI, also referred to as UNICOR, is a self-supporting, wholly-owned Government corporation of
the District of Columbia. FPI provides training and employment for prisoners confined in federal
penal and correctional institutions through the sale of its supplies and services to Government
agencies.
Cardholders can now purchase items available from the FPI Quick Ship (catalog onlyV UNICOR
Quick Ship catalog is the only vendor from which cardholders are authorized to purchase
furniture. UNICOR has selected their most popular items for this program. These products
include double pedestal desks, extension desks & extensions, credenzas, files, bookcases,
workstations, computer furniture, and a variety of seating from which to choose.
Items in the Quick Ship catalog will be shipped to you within 30 days after UNICOR receives
your order.
Please contact UNICOR on phone number 800-827-3168 to request a Quick Ship catalog, place
your order, or ask for additional information.
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2. National Industries for the Blind & National Institutes for the Severely
Handicapped (NIB/NISH)
The Javits-Wagner-O'Day (JWOD) Program creates employment and training opportunities for
people who are blind or have other severe disabilities and, whenever possible, prepares them for
competitive jobs. Under the JWOD Program, Government employees are required to buy
selected supplies and services from nonprofit agencies employing such persons. The Committee
for Purchase From People Who Are Blind or Severely Disabled is the Federal agency that
administers the JWOD Program and maintains a Procurement List of mandatory source items.
Two national organizations, NIB and NISH, have been designated to provide technical and
financial support to more than 550 nonprofit agencies participating in the JWOD Program.
Federal employees are not exempt from the statutory requirements to buy JWOD supplies,
regardless of how small the dollar amount of the purchase and are not permitted to substitute
commercial items for JWOD products. JWOD products are generally available through GSA or
vendors on General Service Administration (GSA) FSS Schedule 75 III A (office supplies).
JWOD products include ball point pens, roller ball pens, pen refills, mechanical pencils,
woodcase pencils, markers, correction fluid, pocket protectors, cleaners, industrial products
textiles, writing pads, loose-leaf paper, telephone message bo'oks, repositionable note pads,
copier paper, mimeograph & duplicating paper, adding machine tape, postage meter tape,
notebooks, labels, carbon paper, classification file folders, drawer file folders, guide card sets,
file guides, hanging file folders, accordion style folders, 3 ring binders, 3 ring binder divider
sheets, index cards, clip boards, arch boards, pad holders, pocket folders, award certificate
binders, xerographic transparencies, clam clips, mouse pads, desk trays, easels, easel pads, paper
trimmers, first aid kits, napkins, facial tissues, toilet paper, wall clocks, adhesive tape, mail bags,
trash bags, resealable bags, shipping boxes, stencil marking paint, etc..
To identify or learn more about JWOD supplies or services, please call the Committee at phone
number (703) 603-7740. You may also contact National Industries for the Blind at (800)
433-2304, or NISH at (703)560-6800. Catalogs, brochures, videotapes and other informative
publications are available free of charge.
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3. General Service Administration Federal Supply Service Schedule Contracts
The FSS program provides federal agencies with a simplified process for obtaining supplies and
services. The schedule ordering procedures emphasize discretion and less paperwork, saving
time and money. Orders are placed directly with the schedule contractor, and deliveries are made
directly to the customer. The FSS (Exhibit G) contains the information necessary for placing
orders with contractors.
When using the FSS for purchases under $2,500, cardholders need only to contact the contractor
and order the item required. There is no need to seek further competition, synopsize the
requirement in the Commerce Business Daily, make a separate determination of fair and
reasonable pricing, or consider a small business set-aside. However, cardholders must follow the
priority list of supplies and services identified under section IV.C, before making a purchase.
GSA has also developed a program called "GSA Advantage" to maximize product visibility and
ease of ordering. GSA Advantage is a simplified electronic ordering system to access the full
range of GSA supplies and services. GSA will eventually have all FSS products and services on
GSA Advantage. Cardholders can access GSA Advantage through the Internet at
"http://www.gsa.gov."
Please refer to the GSA Federal Supply Schedule under Exhibit G for the list of supplies and
services that may be purchased using the card.
E. Purchase Card Log for Program Office Cardholders and Approving Officials
The cardholder must maintain an Purchase Card log (Exhibit C) documenting all transactions
made using the card from the first of the month to the end of the month. In the log, cardholders
must identify the items purchased, vendor/merchant used, any necessary approvals an item might
require, date of the order, total cost, object class (optional), date the item was received, and lastly,
date of payment to the contractor bank.
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F. Statement of Account Reconciliation by Cardholders
At the end of the month, the contractor bank may send each cardholder (including purchasing
agents) a monthly Statement of Account detailing their respective charges and credits for the
billing period ending the last day of the month. THIS STATEMENT IS BASICALLY FOR
YOUR INFORMATION ONLY.
The cardholder may perform these steps for quality assurance:
(a) Ensure that all charges on the Statement of Account are accurate. If a charge is
not valid, then you must dispute the purchase in the EAGLS payment system.
(b) Ensure that a brief (but complete) description for each charge is annotated on the
Statement of Account. Ensure that all valid purchases are recorded on your log
sheet.
(c) Whenever there is a variance of 10% or less between the amount on the statement
versus the log sheet, an amendment is not necessary. On the other hand, if the
difference exceeds 10%, the CFMC will contact the FCO for an increase in funds.
(d) All items purchase and billed must be processed using EAGLS and the Statement
of Account then is only used for confirmation of items already billed through
EAGLS and already paid by the cardholder.
(e) The cardholder is responsible for making payment to the bank by using EAGLS.
Cardholders placing orders by telephone must ensure that items ordered will be received
prior to being billed by the bank. Cardholders must certify in EAGLS that the items billed have
been received and accepted by EPA. The vendor may not bill EPA until the item(s) is (are)
actually delivered. Items billed but not yet received must be disputed in EAGLS and not paid.
The above provisions do not apply to orders for subscriptions and other periodicals; these
purchases may be authorized for payment prior to receipt.
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G. Responsibilities of the Approving Official
At the end of the billing period, the contractor bank sends the Approving Official a report
summarizing their cardholders' Statements of Account. Approving Officials can use the account
summary report to determine if cardholders have processed all purchase through EAGLS or if the
purchases have not been processed. Approving Officials are responsible for the review and
verification of then* cardholders' purchase.
H. Responsibilities of Funds Control Officer
The Funds Control Officer must ensure that each cardholder has a commitment of current funds
before any/every purchase, either committed at the beginning of each fiscal year and/or before the
use of a new card.
The Funds Control Officer will complete the financial data for every purchase and provide to the
cardholder, who will input information into the EAGLS payment process. The Funds Control
Officer assigns DCN(s), account numbers) and object class for all purchases made during the
30-day purchasing cycle.
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I. Purchasing Agents
Purchasing agents are EPA employees in the GS-1100 job series that are authorized to purchase
services and supplies that fall under the simplified acquisition threshold (currently $100,000).
Limitations for use of the Purchase Card by Purchasing Agents are not the same as program
cardholders. However, all purchases shall be made in accordance with Section 1.602 of the
Federal Acquisition Regulation, the EPA Acquisition Regulation, Chapter 8 of the Contracts
Management Manual, the General Services Administration Federal Supply Service Schedule
Contracts for "Governmentwide Commercial Credit Card Services", and EPA Implementing
Regulations.
1. Purchasing agents may use the purchase card for any purchases within the limits
of their Delegation of Procurement Authority, which can be as high as $100,000.
2. A fully funded PR, EPA Form 1900-8, with all prescribed approvals is required
for purchases by a purchasing agent. Purchasing agents are not required to
establish a "reserve of funds" for Purchase Card purchases since a funded PR is
provided by the program office.
3. Purchase Card purchases are considered "Oral Orders." The purchasing agent
must inform the vendor of the required clauses applicable to Oral Orders
exceeding $2,500. Clauses for Oral Orders do not apply to transactions of $2,500
or less.
4. A purchasing agent must maintain a record of all Purchase Card purchases. It is
suggested that a purchase order register format (see exhibit H) be used instead of
the program office log. However, one purchase order register may be used for all
purchases, inclusive of Purchase Card purchases, but purchases made with the
Purchase Card must be referenced and highlighted.
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I. Purchasing Agents (continued)
5. The PR provided by the program office for the items to be purchased becomes the
purchase order document. The PR/PO must be marked or stamped "Purchase
Card" to prevent duplication in processing. DO NOT SEND PO/PR TO CINC.
FIN. MGT. CTR. Payment for purchases is made by using EAGLS just as
program office cardholders do. These Purchase Card orders need to be paid
within the billing cycle. The purchasing agent must not wait until the end of the
billing cycle to enter finance information for Purchase Card purchase orders into
EAGLS.
6. The reconciliation process using EAGLS for purchasing agents is identical to that
of program officer cardholders. Each purchase shall be identified with the
purchase order number and any other identifying number (e.g. Document Control
Numbers (DCN's) along with the purchase order number) that would assist the
purchasing agent in the payment process.
7. The purchasing agent shall be responsible for ensuring mat the items and/or
services have been received/accepted/completed. This may be confirmed with the
requesting office/program either by generation of a receiving report, electronic
mail message, signature on the invoice/purchase order, or verbally.
8. The Monthly Statement of Account is used by the purchasing agent to ensure all
items purchase have been processed in the EAGLS payment process.
J. On-Scene Coordinators (OSC) and/or Field Agents/Investigators
1. The U.S. Government Purchase Card provides OSCs and/or Field Agents with the
capability to purchase many supplies and services at sites other than EPA offices.
Items purchased will only-be for EPA use/custody and not for the use of
contractors.
2. Personnel who use the purchase card for expenditures at Superfund or
Underground Storage Tanks (UST) sites must ensure that the correct site-specific
accounting data is recorded for each purchase. Each receipt must be clearly
marked with the name and number of the site at the time of purchase. The
Purchase Card log must be completed with the site-specific account number and
the site name.
3. Because purchases are often required while EPA personnel are at Superfund or
UST site(s) without the opportunity to obtain routine approval signatures to the
usual extent possible, the cardholder must ensure that general approvals to
purchase items are received from supervisors prior to departure for the site and
before making the purchase.
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J. On-Scene Coordinators (OSC) and/or Field Agents/Investigators (continued)
4. When the Statement of Account is received for reconciliation, the cardholder shall
clearly mark the proper site-specific account number on the form and retain all
receipts. In the event the cardholder is still at the site or otherwise out of the
office at the time that the statement is received, it will be the responsibility of the
Approving Official to perform this function and to input the information into the
EAGLS payment process. Therefore, it is critical that the cardholder forward the
information to the Approving Official immediately after a purchase is made.
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V. Restrictions on Purchase Card
A. Prohibited Purchases
The U.S. Government Purchase Card program was developed to be as nonrestrictive as
possible; however, procurement policy and regulations require that certain restrictions be
imposed. The following is the list of items/services that are restricted for purchase by all
cardholders (including purchasing agentsX and therefore, mav not be acquired using the Purchase
Card:
(1) Personal use supplies/services (items not necessary for EPA work).
(2) Personal services (employer/employee relationship)
(3) Purchase of meals, drinks, and rooms at hotels or motels for lodging, or any other
travel related expenses (use EPA approved travel credit card for this purpose.)
(4) Purchase of any form of entertainment.
(5) Purchase of gasoline or oil for GS A Interagency Fleet Management System
vehicles (use EPA approved fleet management cards for these purchases.)
(6) Cash advances (use EPA travel card)
(7) Purchase of airline, bus, boat, or train tickets (use EPA travel card).
(8) Rental or lease of motor vehicles, land, or buildings of any type.
(9) Rental and maintenance agreements.
(10) Construction, alteration or repair of public buildings. Prohibited for two the
following reasons: (1) Requires written Statement of Work (SOW) and (2) Davis Bacon Act
applies for construction in excess of $2,000. However, cardholders in the facilities management
staff are the only ones in the Agency authorized to make construction purchases for projects up to
$2,000. As with any small construction project, a statement of work would be required and the
facilities manager would also be responsible for the project oversight. The threshold would be
$2,000 for these small construction projects so the Davis-Bacon requirements would not apply.
(11) Employee business cards and materials to produce employee business cards.
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B. Purchase Agent Review/Action
The items identified in (1) through (6) below require purchase agent action. Please send a PR to
your local purchasing activity if ordering any of these items. Program office purchase card
holders may not use their purchase card for these acquisitions.
(1) Newspaper advertisements
(2) Expert services/consultants
(3) Air time for cellular telephones
(4) Telephone connection fees
(5) Memberships in associations
(6) Any equipment repairs estimated at over $2,000 or final cost over $2,500.*
* If the initial estimate is over $2,000, a PR must be prepared and submitted to the local
small purchase activity for processing. If the initial repair estimate for an equipment
repair is under $2,000, but the final cost is over $2,000 (and does not exceed $2,500), the
card may still be used up to the $2,500 single purchase limit. Repair costs must never
exceed replacement costs for anv purchase cardholder.
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C. Required Approvals Prior to Purchase
Prior to the purchase of any item using the Purchase Card, the cardholder must obtain the
appropriate approvals (as required, this varies from location to location) for each purchase.
These approvals are usually accomplished by either (1) recording all approvals in the space
provided on the Purchase Card log, or (2) obtaining written or other documented approvals (such
as an exchange of email messages), or (3) by preparing a PR identifying the items to be
purchased and obtaining the Approving Official's signature in addition to any other required
signatures. Chapter 2, Figure 2, of the Contracts Management Manual provides a listing of
required approvals.
1. The following is a list of commonly required items and services and the appropriate
approving offices. Again, this requirement does vary from location to location.
SUPPLIES/SERVICES/EOUIPMENT
Photocopying/Printing Services
Security Equipment/Services
Conference Facilities/Meeting
Space (and related audio-visual
equipment)
Janitorial or Facilities Maintenance
Services.
Graphic Services
Items relating to Health & Safety
(e.g., Air Purifiers)
Training
Informal Recognition Non-
Monetary Awards
(Ref. 3130 Recognition Policy and
Procedures Manual, Ch. 3, see
http://intranet.epa.gov/agcyintr/ohros)
Room decorations, plants, etc.
APPROVING OFFICE
Local Photocopying/Printing Manager
Local Security Office
Local Facilities Operations Office
Local Facilities Operations Office
Local Audio/Visual Office
Local Health & Safety Office
Local Training or Human Resources Office
One level above Approving Official,
but not higher than Senior Resource Official
Local Facilities Operations cardholder only.
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2. Acquisition Of Property Under Purchase Card Procedures: The general definition of
"property items" are those items which are non-consumable, require an EPA property decal (e.g.,
calculators, typewriters, PC equipment), and/or those items that are acquired specifically for the
use of a government employee at the job site. If the cardholder is unsure of the availability of an
item in inventory (one of the mandatory sources), the cardholder must check availability of the
item(s) with the local property office before purchasing the item from another source.
When purchased property is delivered, it is the responsibility of the cardholder to coordinate with
the property custodian in order that the property can be properly recorded in the inventory control
system and an EPA decal placed appropriately on the property. Also, all property purchased with
Superfund funds will be identified by affixing a "Superfund Unique" decal to the property.
3. Personal Computer (PC) Hardware and Software: Cardholders may purchase PC
hardware, software, and PC supplies up to the single purchase limit of their purchase cards, but
not to exceed $2,500.00 per requirement. Remember that any requirement for PC hardware and
software must have the prior documented approval of the PC Site Coordinator (PCSC) or Senior
Information Resource Management Official (SIRMO) prior to the purchase. The computer
limitations are set forth in Office of Information Resources Management's (OIRM) Delegation of
Authority, "Microcomputer Requisitions."
4. Telecommunications Equipment: The Purchase Card may be used to acquire voice
telecommunications and/or telephone equipment with the approval of the SIRMO or the PCSC,
if the SIRMO has delegated the authority to the PCSC level. Purchase Agents (i.e., those with
cardholder authority greater than $2,500) must obtain the approval of the National Data
Processing Center, if the purchase is over $5,000.
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D. Environmentally Preferable Purchasing: Assuring that your purchases comply
with environmental laws and EPA's policies
You have the opportunity to help the environment while buying products that meet your
program's needs. President Clinton has committed Federal agencies to reduce solid waste. He
has also directed us to buy products that a) are made with recycled content, b) have less
packaging, c) are energy efficient, d) don't create hazardous waste, and e) incorporate other
environmentally preferable attributes. As you use the government credit card, you can help EPA
meet this commitment.
Here's how:
A. EPA designates recycled content products that government agencies must buy.
Whatever your job, it is likely that you will be asked to order a product which has been
designated by EPA. Supply Clerks, Secretaries and Administrative Officers order copy paper,
file folders, remanufactured toner cartridges, writing tablets, envelopes, plastic office supplies,
shipping and mailing products, awards and plaques, and other products we typically use every
day. Fleet managers and users of fleet vehicles purchase automotive products like motor oil,
tires, and engine coolant. On-Scene Coordinators may buy spill containment products.
Employees in Facilities or Safety and Environmental Compliance may buy signs, pallets,
parking stops, traffic cones and barrels to control traffic flow hi our parking lots, park benches
and picnic tables, and certain other building and landscaping products.
When buying products, first check to see whether they are EPA-designated recycled
content products. For products which have been designated, you must buy those which contain
recycled content as long as they are available, meet your performance needs, and are cost-
competitive. Most of the products listed above can be purchased from the General Services
Administration (GSA). Your local purchasing agent probably has a copy of GSA's
"Environmental Products Guide" or you can order a free copy from GSA's Centralized Mailing
List Service (7CAFL), P.O. Box 6477, Ft. Worth, TX 76115. It is also can be ordered through
the Internet at http://pub.fgg.gga.gov/environmental.htnil. Recycled content office products are
available from some office supply catalogs. Manufacturers, suppliers and helpful national
specifications can also be identified at EPA's Office of Solid Waste web site:
www.eDa.gov/CDg/Droductg.
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EPA recommends the required minimum percentage of recycled content that the products
you buy should contain. This information can be found www.epa.gov/cpg/products. A table of
recycled content percentages as of 1/1/99 is included in this manual as an appendix.
- Recycled content products will contain "recovered materials" or "postconsumer
materials" or both. "Recovered materials" means materials that have been removed or
diverted from solid waste - in other words, trash - including solid waste created by
manufacturers. "Postconsumer materials" are materials that we discard at home and at
work that are separated or diverted for recycling instead of going to a landfill.
- In the case of paper products, President Clinton requires Federal agencies to purchase
products containing 30% postconsumer material beginning January 1,1999. Paper
products containing 30% postconsumer materials will be available from GSA's schedule
and stock programs.
- We can also purchase products such as toner cartridges that have been remanufactured.
In this case, the manufacturer takes a used product and returns it to a useful product by
cleaning it, replacing parts, and refilling parts (such as toner containers).
Remanufacturing also keeps products out of landfills and extends their useful life. Other
examples of remanufactured products are re-inked typewriter ribbons and rebuilt or
remanufactured automotive parts.
B. Packaging is a significant solid waste problem. EPA estimates that packaging alone
accounted for 23.7 % of the volume and 19.4% of the weight of the material that went to
municipal landfills in 1996. We can reduce the amount of trash we generate by buying products
with reduced packaging. For example, if you can purchase pads of paper that are not wrapped
in plastic shrink wrap, you will not have to throw away the plastic. Also consider buying a larger
quantity packaged in a single box rather than smaller quantities in multiple boxes.
C. When buying products that use energy (computers, monitors, printers, copiers,
fax machines, multifunction devices, scanners, TV/VCRs, .appliances, heating and cooling
equipment, exit signs, lighting fixtures ), look for or specify products that qualify for the
Energy Star label, which means that the product is energy efficient. Check EPA's Energy
Star Products web site at www. energystar.gov/products for the latest information about
product categories covered by the program, "drop-in" specification language, and cost-savings
calculators. For energy-using products not covered by the ENERGY STAR* program, check
the Department of Energy's Federal Energy Management Program (FEMP) web site at www.
eren.doe.gov/femp/procurement for recommended levels of energy efficiency, cost
effectiveness examples, and federal supply source contacts. You can also call the ENERGY
STAR* hotline at 1-888-STAR-YES (1-888-782-7937) or FEMP's hotline at 1-800-DOE-EREC
(1-800-363-3632), with any questions.
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D. Ask if tbe product contains hazardous materials or toxic
chemicals. Examples include cleaning products containing
petroleum-based solvents or acids, and paints (some contain
chromate or volatile organic compounds). GSA's "Environmental
Products Guide" includes information provided by vendors to help
you choose a more environmentally preferable alternative to many
of these products.
Battery-operated portable electronic devices such as cell
phones, laptop computers, walkie-talkies, and tools often use
rechargeable Ni-Cd batteries which contain cadmium, a
hazardous material. If you buy products with Ni-Cd
batteries, ask for batteries with the Battery Recycling
Seal - a battery surrounded by three chasing arrows with
the word RECYCLE above it.
Advise the person who will be using the product that Ni-
Cd batteries must be recycled at the end of their useful life so
they don't end up in a landfill. They should contact their
safety/environmental compliance manager for assistance.
Information for consumers on how and where to recycle their used
Ni-Cd batteries is also available through a toll-free number: 1-
800-822-8837.
There are other situations where you may have to buy
products with hazardous materials, such as laboratory chemicals.
- Notify your facility safety or environmental compliance
manager before you purchase the item. If this is a new
chemical at the facility, they may require you to get a
Material Safety Data Sheet. Or there may be special worker
safety, recycling or disposal procedures that you will need
to follow.
E. Keep your eye out for other information on the
environmental features of products. A good source for this
information is the web site for EPA's Environmentally Preferable
Purchasing Program ( www.epa.gov/opptintr/epp ) In addition,
vendors are often happy to provide this information on their
products.
Listed below are some companies that offer products with
good environmental features. Included are website addresses and
telephone numbers of selected vendors, as well as resources
containing general green purchasing and product information. (Of
course, this is not an exhaustive list of companies and EPA in no
way endorses their products.)
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Environmental Office Products
Recycling containers and promotional office supplies:
Rainbow Eco Specialties — Carriers of the National Recycling
Coalition Recycled Content Product Line
http://www.ecospec.com
1-800-842-0527
Email: bmarks@ecospec.com
Office and school supplies including recycled-content products,
agricultural based products, solar products, and less toxic
products:
Green Earth Office Supply
http://www. Webcom.com/geos/geos2.html
1-800-327-8449
Email: geo7@ix.netcom.com
Ecomall contains links to sites that sell traditional office
products with recycled content, high quality recycled diskettes,
energy-efficient lighting products, etc.:
Ecomall Office Products
http://ecomall.com/biz/office.htm
Email: ecomall@ecomall.com
Resource page with links to companies that offer carpets, paints,
paper, etc. with good environmental features. Also contains many
informative "green purchasing" resource links:
Buy Green Homepage
http://www.buygreen.com
Recycled writing pads, paper, pencils, wooden pens, etc.:
Si nan Company
http://www.dcn.davis.ca.us/~sinan/alt/office-supplies.html
(530) 753-3104
Email: sinan@dcn.davis.ca.us
Recycled papers—printing, bond, computer, pads; pencils, pens,
misc. office supplies:
Full Circle Paper Outlet
http://www.ecomall.com/biz/fcircle.htm
(919) 309-0811
Email: ecomall@ecomall.com
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Green Office Information/ Buying Guides
Overall green office information:
Environment Canada Green Office
http : //www . ec . gc . ca/of f ice/htnl/Def ault . htm
General product information, product list, as well as green
buying information:
Office Green Buying Guide
Green Seal
April 1995.
(202) 331-7337
Office Furniture information:
Green Office Magazine
1-800-709-0012
E-mail greenoffice@msn.com
Product attribute claims should be carefully examined to
make sure they are consistent with the Federal Trade Commission's
(FTC) Guides for the Use of Environmental Marketing Claims. In
general, be skeptical of broad claims that the product is
"environmentally safe," "environmentally friendly" or "non-toxic"
unless the manufacturer can back up the claim with actual
documentation. You will find a helpful brochure describing the
FTC guidelines at wm.J8ipa.,..go^/^^ The
Guides themselves are available at
and include many
examples of advertising language to help you understand how to
evaluate advertising claims.
In summary, with your help, we can protect the environment,
reduce our natural resource use, and make EPA a leader among
Federal agencies in environmentally preferable purchasing.
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RECYCLED CONTENT MINIMUMS AS OF 1/1/99:
Note: The content levels for all EPA recommendations should be read as B%
recovered fiber, including A% postconsumer fiber, and not as B% recovered
fiber plus A% postconsumer fiber. Items marked with an * are available
from the Defense Logistics Agency's Defense Supply Center Richmond. Please
see www.epa.gov/cpg for additional product specifications and other
important information.
PRODUCT CATEGORY:
Paper and Paper Products:
% POSTCONSUMER
FIBER CONTENT
% RECOVERED
FIBER
Copier paper and bond paper
Offset paper
Tablet paper
Forms (computer printout, forms
ledger)
Envelope paper, kraft
Envelope paper, white and colored
including manila
Envelope paper, unbleached
Cotton fiber paper
Text and cover paper
Supercalendared
Machine finish groundwood
Papeteries
Check safety paper
Coated printing paper
Carbonless paper
30% minimum
30% minimum
30% minimum
30% minimum
30% minimum
10-20%
10% minimum
30% minimum
30% minimum
10% minimum
10% minimum
30% minimum
10% minimum
10% minimum
30% minimum
File folders (manila and colored) 30% minimum
Dyed filing products 20% minimum
Cards (index, postal, other) 20% minimum
Press board report covers, binders 20% minimum
Tags and tickets 20% minimum
Newsprint
Corrugated containers (<300 psi)
Corrugated containers (300 psi)
Solid fiber boxes
Folding cartons
Industrial paperboard (tubes,
cores, drums, cans)
Miscellaneous (pad backs, covered
20-85%
25-50%
25-30%
40% minimum
40-80%
45-100%
75-100%
30% minimum
30% minimum
30% minimum
30% minimum
30% minimum
10-20%
10% minimum
30% minimum
30% minimum
10% minimum
10% minimum
30% minimum
10% minimum
10% minimum
30% minimum
30% minimum
20-50%
50% minimum
20% minimum
20-50%
20-100%
25-50%
25-30%
40% minimum
100%
100%
90-100%
binders, book covers, mailing tubes, protective packaging)
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RECYCLED CONTENT MINIMUMS AS OF 1/1/99:
PRODUCT CATEGORY: % POSTCONSUMER % RECOVERED
CONTENT MATERIAL
CONTENT
Paper and Paper Products, continued from previous page:
%Recovered Fiber
Padded mailers 5-15% 5-15%
Carrier board 10-15% 10-100%
Brown papers (wrapping paper, bags)5-20% 5-40%
Tray liners 50-75% 100%
Non-Paper Office Products:
Plastic Trash Bags 10-100%
Plastic covered binders 25-50%
Paper covered binders 75-100% 90-100%
Press board binders 20% minimum 50% minimum
Plastic desktop accessories 25-80%
polystyrene
Plastic envelopes 25% minimum 25-35%
Plastic office recycling containers 20-100%
and waste receptacles
Steel office recycling containers and 25-100%
waste receptacles
Paper-corrugated office recycling 25-50% 25-50%
containers & waste receptacles
Paper-solid fiber box recycling containers 40% minimum
and waste receptacles
Paper-industrial paperboard recycling 40-80% 100%
containers and waste receptacles
Printer ribbons Procure printer ribbon re-inking or
reloading services or procure re-
inked or reloaded printer ribbons
Toner cartridges * Procure remanufacturing services
for expended cartridges or procure
remanufactured toner cartridges or
new toner cartridges made with
recovered materials
Miscellaneous Products:
Pallets - wooden 95-100%
Pallets - plastic lumber 100%
Pallets - thermoformed 25-50%
Pallets - paperboard 50% minimum
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RECYCLED CONTENT MINZMUMS AS OF 1/1/99:
PRODUCT CATEGORY:
Construction Products:
% POSTCONSDMER
CONTENT
Building insulation - rock wool
Building insulation - fiberglass
Building insulation - cellulose 75% postconsumer
loose-fill or spray-on paper
Building insulation - perlite 23% postconsumer
composite board paper
Building insulation - plastic rigid foam
Building insulation - foam in place
polyisocyanurate/polyurethane
Building insulation - glass fiber reinforced
Building insulation - phenolic rigid foam
Building insulation - plastic, non-woven batt
Carpet-polyester face fiber
Cement with fly ash or ground
granulated blast furnace slag
Concrete with fly ash or ground
% RECOVERED
MATERIAL
CONTENT
75% slag
20-25% glass
cullet
75% postconsumer
paper
23% postconsumer
paper
9% minimum
5% minimum
6% minimum
5% minimum
100% recovered
and/or
postconsumer
plastic
25-100% PET
25-100% PET
See product listing at
www.epa.gov/cpg
See product listing at
90-100% rubber
granulated blast furnace slag
Floor tiles, heavy duty commercial
Floor tiles - heavy duty commercial
Structural fiberboard
Laminated paperboard 100%
Reprocessed latex paint - white, 20% minimum
off-white, pastel colors
Reprocessed latex paint - grey, brown, 50-99%
earthtones, other dark colors
Consolidated latex paint 100%
Patio blocks - rubber or rubber blends 90-100%
Patio blocks - plastic or plastic blends
Shower and restroom dividers - steel 16 % minimum
Shower and restroom dividers - plastic 20-100%
90-100% plastic
80-100%
100%
20% minimum
50-99%
100%
90-100%
20-30%
20-100%
Landscaping Products:
Garden hoses
Soaker hoses
60-65% rubber and/or
plastic
60-70% rubber and/or
plastic
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RECYCLED CONTENT MINIMUMS AS OF 1/1/99:
PRODUCT CATEGORY:
% POSTCONSUMER
CONTENT
% RECOVERED
MATERIAL
CONTENT
Landscaping Products, continued from previous page:
Hydraulic mulch - paper based 100% 100%
Hydraulic mulch - wood based 100% wood & paper
Lawn and garden edging 30-100% plastic 30-100% plastic
and/or rubber and/or rubber
Yard trimmings compost See product listing at wjHW-,_ep_a.,..gpv/epjg
Park and Recreation Products:
Plastic fencing
Playground surfaces
Running tracks
60-100% 90-100%
90-100% rubber or plastic
90-100% rubber or plastic
Transportation Products:
Channelizers - plastic 25-95%
Channelizers - rubber (base only) 100%
Delinerators - plastic 25-90%
Delinerators - rubber (base only) 100%
Delinerators - steel (base only) 25-50%
Flexible delinerators - plastic 25-85%
Parking stops - plastic or rubber 100%
Parking stops - concrete containing fly ash
Parking stops - concrete containing ground
granulated blast furnace slag
Traffic barricades - plastic 80-100% HDPE,
LDPE, PET
Traffic barricades - steel
Traffic barricades - fiberglass
Traffic cones - plastic
Traffic cones - crumb rubber
20-40%
25-70%
100% HDPE, LDPE
PET
25-100%
100%
50-100% PVC or
LDPE
50-100%
Vehicular Products:
Engine coolants (antifreeze)
Re-refined motor oil *
Retread tires
See product listing at
25-100%
See product listing at
www . epa . gov/cpg
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VL CARD MAINTENANCE & OTHER ADMINISTRATIVE PROCEDURES
It is of paramount importance that all Purchase Card users comply with the timely reconciliation of all
Purchase Card transactions via the contractor bank's EAGLS payment process, according to guideline
time frames specified. This will expedite the payment process to the bank and aid in resolving disputes
and obtaining credits.
A. Disputes/Questioned Items
1. Occasionally, mistakes such as duplicate billing by vendors occur. If a charge for
items/services appears on EAGLS that was not authorized by the cardholder, then the amount in
question must be disputed/questioned and recorded on the QIF. If the items purchased with the
card are found defective, damaged or not as ordered, the cardholder has the responsibility to
notify the Approving Official and to notify the vendor to request (1) replacement, or (2) credit to
the Purchase Card account. If the vendor refuses to replace or issue a credit, then the purchase
must be disputed in EAGLS. Also, if the vendor issues a credit voucher, but the credit does not
appear on EAGLS in the same billing cycle, then the charge must be disputed/questioned. Do not
hold up the processing of other purchases while disputing/questioning one purchase.
2. The U.S. Government has the right to refuse payment. However, the cardholder must
contact the vendor to attempt to resolve any billing problems before placing the item in dispute.
After the cardholder has contacted the vendor, he/she must dispute the purchase in accordance
with the instructions provided in EAGLS. The cardholder must retain a copy of the dispute form
for record keeping purposes. Charges for any disputed/questioned item should be credited
immediately by the vendor and EAGLS should reflect the credit soon thereafter. It is the
responsibility of the cardholder to initiate contact with the vendor regarding the
disputed/questioned item. Failure to initiate resolution of disputed/questioned items may result in
the potential loss of Agency funds. It is the responsibility of the contractor bank to investigate
any unresolved disputed/questioned amount and make a determination if payment must be
deferred or made. When an item has been received that had been formerly disputed through the
submission of a QIF, the vendor must rebill the cardholder's account.
B. Record Keeping
1. Cardholders must maintain the following records:
(a) Delegation of Procurement Authority or certificate of appointment (SF1402) retained in
permanent file or prominently displayed at work location.
(b) A copy of the Purchase Card log for each 30-day billing cycle. The cardholder records
each purchase made during the 30-day billing cycle on this log.
(c) The cardholder must maintain their Statements of Account (along with all original
documentation) for at least 3 years (FAR 4.805(b)).
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C. Cancellation/Suspension of Purchase Card
OAM has the responsibility and the authority to cancel or suspend any Purchase Card account when it is
determined that cancellation or suspension is necessary due to cases of:
1. Fraud, waste and/or abuse,
(a) The Purchase Card program team regularly reviews summary reports of purchases. Any
individual who continuously disregards the Purchase Card procedures by repeatedly
exceeding his/her individual funding limits, splitting procurements for the purpose of
staying within purchase limitations, or purchasing restricted items, may have his/her card
canceled or suspended.
(b) If any employee knowingly uses the card for unapproved or unofficial purposes, such
action will be considered as an attempt to commit fraud against the U.S. Government and
may result in immediate suspension or cancellation of the card and further disciplinary
action against the cardholder under applicable agency administrative procedures. The
cardholder may be personally liable to the Government for the amount of any unapproved
purchases and may be subject to a fine of not more than $10,000 or imprisonment for not
more than five (5) years or both under U.S.C. 287;
2. Unauthorized use of the card by the cardholder or by any other individual;
3. A cardholder's continuous failure to follow the established agency guidelines and procedures
under the EPA Purchase Card program, including proper and timely processing of purchases
using the EAGLS payment process. In addition, failure of the cardholder and/or the Approving
Official to respond to inquiries from the EPA Agency Point of Contact (APOC) and/or the
CFMC, or;
4. A direct request from the cardholder, or Approving Official, or higher management authority for
cancellation or suspension of the Purchase Card account.
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D. Destruction of the Purchase Card
There are situations when the destruction of the Purchase Card is required. Situations that
necessitate the destruction of the card include:
1. Separation of the employee from the assigned Approving Official's area of responsibility
(through termination from EPA, transfers within EPA, disciplinary action, or reassignment
or detail within EPA.)
2. The determination by the cardholder and/or the Approving Official that the card is no
longer to be used by the cardholder.
To destroy the Purchase Card, one must be cut the card in half and send notification to the EPA APOC
(see definitions) using the standard PURCHASE CARD OBSTRUCT NOTICE. It is not necessary to
return the destroyed card to the APOC.
£. Reporting Lost or Stolen Purchase Card
1. If a card is lost or stolen, it is the responsibility of the cardholder and the Approving
Official to notify the APOC and the contractor bank within 24 hours. This notification will relieve
the cardholder and/or EPA of any financial liability resulting from its unauthorized use of the card.
The telephone number to notify the bank of lost or stolen cards is 1 -800-4 72-1414.
2. The cardholder must notify his/her Approving Official of the lost or stolen card WITHIN
ONE WORKDAY. The Approving Official may have to submit a written report within 5
workdays to the APOC. The report would include:
(a) Complete identifying information of the lost or stolen card.
(b) Date loss was discovered.
(c) The general location where the loss occurred, if known.
(d) All purchases the cardholder made within the billing cycle in which the loss
occurred.
F. Getting A Replacement Card
After following the instructions in section E, 1, (a), above, replacement cards will be generally
provided by the contractor bank within 2 to 3 working days.
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G. Cardholder Leaving the Agency
If a cardholder leaves the agency, the Approving Official must ensure that the card is destroyed and an
"PURCHASE CARD OBSTRUCT NOTICE" (Exhibit F) form is completed. This completed notice
must be forwarded by the Approving Official to:
U.S. EPA
Purchase Card Program Team (Mail Code 3802R)
Office of Acquisition Management (OAM)
Internal Oversight Service Center (IOSC)
Washington, D.C. 20460
The APOC will process the form and will notify the contractor bank.
H. Cardholder Transferring Within the Agency
Should a cardholder transfer within the Agency, but outside the current Approving Official's area
(Allowance Holder), an "PURCHASE CARD DESTRUCT NOTICE" mav be required (some cards are
transferable; some are not.) If the cardholder's new office determines that a Purchase Card should be
retained or issued to the EPA employee, the new Approving Official must send a cardholder request or
application to the Purchase Card program team. This request will be processed and forwarded to the
contractor bank to set up a new Purchase Card account and issue a new card or to transfer the current
card to the new Approving Official.
I. Cardholder Name Changes
If an individual's name has been changed for any legal reason, the cardholder must submit a
memorandum requesting that the name be changed and a copy of the standard Form 50 (reflecting the
name change) to the Agency Point of Contact. The request for the name change will be processed, and a
new purchase card reflecting the name change will be ordered and mailed to the cardholder.
J. Approving Official Changes
It is the responsibility of the Approving Official to notify the EPA Purchase Card program team of
any change in the status of his/her cardholders, including changes in the Approving Official's status.
K. Safeguarding the Purchase Card and Standards of Conduct:
1. Purchase cards must be secured at the cardholder's EPA office location until needed for
purchases) and must not be routinely carried along with one's personal credit cards (to
avoid using the card when making personal purchases.)
2. The Government Purchase Card is issued to individual cardholders. The employee, whose
name is embossed on the card, is the custodian and sole authorized user of the card.
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L. Spending Limits & Increase Requests
1 • Single Purchase Limit: The maximum amount authorized for a single purchase by a
cardholder. This amount is specified on the application for Purchase Card and limited by
the EPA Delegation of Procurement Authority issued to each cardholder. Usually set at
$2,500 maximum for Program Office cardholders.
2. Thirty-Day Limit: The maximum amount (usually determined by each Approving Official)
estimated to be expended by a cardholder during any 30-day monthly cycle. The 30-day
purchasing limit is determined on a calendar month basis. Usually set at $5,000 per month
for Program Office cardholders, but may be set higher in cases of bona fide need.
3. Office Limit: An established 30-day amount that generally equals the total of the thirty-
day limits referenced in (b) above of all cardholders under an individual Approving
Official. No fixed amount is associated with the Office Limit.
4. Thirty-Day Limit Increase Requests: Approving Officials and/or division directors may
request a change in their 30-day spending limit(s) for their Cardholders. This request must
go to the EPA APOC who will make the change when/if it is approved.
M. Management Reports
The contractor bank generates a wide variety of management reports that are available to OAM,
including the cardholder activity reports. These reports are reviewed regularly by the OAM Purchase
Card program team (see definitions) as part of their oversight responsibilities.
N. Responsibility for Oversight in the Purchase Card Program
Management and oversight of the Purchase Card program at EPA is primarily the responsibility of the
Purchase Card Program Team located within the Office of Acquisition Management. The team regularly
reviews purchase card reports to ensure compliance with the Purchase Card Program Guidelines.
The actual oversight of the program starts with the Approving Official and the Purchase Card Holder
checking each other to ensure that the proposed purchase is proper prior to purchase.
The next level of oversight occurs when the Purchase Card Team in HQ receives and reviews the various
daily transaction reports from the contractor bank.
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The staff of the Cincinnati Financial Management Center reviews the Purchase Card transactions and any
supporting documentation supplied by cardholder upon request of the CFMC. The CFMC staff will
routinely notify the Purchase Card team of any indication of improper use of the purchase card.
Also, as part of the oversight of the Purchase Card program at EPA, the Purchase Card team provides the
nucleus of the Purchase Card Review Team which conducts periodic (usually annually in the spring)
reviews in the Cincinnati Financial Management Center for any previously suspect purchases.
At anv level of oversight, if any irregularities are detected, the Purchase Card Team will request
additional information from the cardholder and/or the approving official and take whatever action is
necessary to correct or cure the situation, including suspension of the purchases card if so deemed
necessary.
Program offices are also encouraged to establish their own internal control review procedures, as
necessary.
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LIST OF ACRONYMS
APOC
CFMC
DCN
EAGLS
EPA
EPAAR
FAR
FOB
FPI
FCO
GSA
IOSC
NIB
NISH
OAM
OHROS
OIRM
OSC
PC
PCSC
PR
SIRMO
QIF
Agency Point of Contact
Cincinnati Financial Management Center
Document Control Number
Electronic Accounting General Ledger System
Environmental Protection Agency
EPA Acquisition Regulations
Federal Acquisition Regulations
Free On Board
Federal Prison Industries, Inc.
Funds Control Officer
General Services Administration
Internal Oversight Service Center
NationsBank
National Industries for the Blind
National Institutes for the Severely Handicapped
Office of Acquisition Management
Office of Human Resources and Organizational Services
Office of Information Resources Management
On-Scene Coordinators
Personal Computer
Personal Computer Site Coordinator
Purchase Request, EPA Form 1900-8
Senior Information Resource Management Official
Statement of Questioned Item Form
DEFINITIONS
1. SmartPav Card
The registered trademark provided by the contractor bank and the General Services
Administration, printed on each U.S. Government Purchase Card. The Purchase Card is a plastic
card, similar to any personal credit cards in appearance, embossed with the individual cardholder's
name and is marked "FOR OFFICIAL US GOVERNMENT PURCHASES ONLY, US
GOVERNMENT TAX EXEMPT."
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2. Cardholder
A permanent EPA employee who:
(a) Has successfully completed the required training;
(b) Received a Delegation of Procurement Authority for the Purchase Card;
(c) Is issued the Purchase Card;
(d) Has his/her name embossed on the Purchase Card;
(e) Is the sole user of the card; and
(f) Is the custodian of the card.
3. Purchasing Agent
A permanent EPA employee in the GS-1100 job series who:
(a) Has successfully completed the required training;
(b) Received a Delegation of Procurement Authority for the Purchase Card;
(c) Is issued the card;
(d) Has his/her name embossed on the Purchase Card;
(e) Is the sole user of the card; and
(f) Is the custodian of the card.
4. Approving Official
A permanent EPA employee; generally, the immediate supervisor of the employee who is issued -
the card. The Approving Official must be in a position to approve or disapprove the purchase
made by the EPA cardholder. This individual must also successfully complete all required training
for Approving Officials.
5. Funds Control Officer
A Funds Control Officer's realm of responsibility may vary between that of a Funds Control
Officer located in Headquarters, and that of a Funds Control Officer in the Regions or at a
laboratory site. At any EPA location, the Funds Control Officer is either directly responsible for,
or subject to coordinating with other personnel on serving as the central point of contact for all
budgetary/financial information on funds control; certifying the availability of funds as to the
correct purpose, time, and amount; ensuring that all financial transactions are in compliance with
funds availability, funds ceilings and floors; ensuring the accuracy of accounting data of spending
documents to include all financial data elements cited are correct, as well as appropriation codes,
account numbers, object class codes, and signatures; entering the spending actions/commitments
into BFMS and forwarding the spending document to the appropriate office for subsequent
obligation.
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6. General Services Administration
The Government agency responsible for the award and administration of the Federal Supply
Schedule Contracts, (Industrial Group 651, IG Class 6153) for Government-wide Credit Card
Services.
7. Contractor Bank
The contractor bank is the commercial banking institution that the EPA has selected as the
contractor to administer the Purchase Card services for all of the EPA. The contractor bank will
administer all of the Purchase Card accounts. As of December 1, 1998, the contractor bank is
NationsBank.
8. Purchase Card Program Team/Agency Point of Contact
The EPA office responsible for the overall management and administration, including oversight, of
the EPA Agency-wide Purchase Card program, is the Policy, Training, and Oversight Division
(PTOD), Internal Oversight Service Center, located within the HQ-OAM. This unit is responsible
for the issuance of Delegations of Procurement Authority and Certificates of Appointment,
processing of applications for the Purchase Card, and routine maintenance of Purchase Card
accounts.
Agency Point of Contact f APOQ
The individual who serves as the EPA APOC is the primary liaison between EPA and the
contractor bank. The APOC is designated as the first point of contact for all inquiries
from cardholders and/or Approving Officials. The address of the APOC is as follows:
U.S. EPA Purchase Card Program Team
Office of Acquisition Management
Policy, Training, and Oversight Division
Internal Oversight Service Center
401 M Street, SW (3802R)
Washington, DC 20460
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9. Purchase Card Servicing Finance Office
(a) Responsible Paying Office
The office responsible for the management of all financial matters, including payment and
disputes, associated with the EPA Purchase Card Program is Cincinnati Financial
Management Center (CFMC). The CFMC will receive all Purchase Card transaction data
through EAGLS and will make payments to the bank for the cardholders' approved
transactions.
The mailing address of the CFMC is:
U.S. EPA
Cincinnati Financial Management Center
26 West Martin Luther King Drive (MS-7002)
Cincinnati, Ohio 45268
(b) Disputes Office Contact
The CFMC will coordinate, process and monitor all disputed purchases, credits, or billing
errors.
10. Billing Cvcle
The established billing cycle for EPA begins on the 28th of each month and ends on the 27th of
the following month. If there is an automatic Statement of Account generated at the end of every
cycle, this statement is usually only used only for information only and confirmation of purchases
billed and paid since cardholder's can pay for their purchases on any day of the month by using
EAGLS.
11. Purchase Card Forms
(a) Purchase Card Applications:
An Purchase Card CARDHOLDER ACCOUNT SET-UP INFORMATION form
(Exhibit A) is the official name for the Purchase Card application. An application is
required to establish an Purchase Card account and must be submitted to the Purchase
Card program team HQ mail code (3802R).
Similarly, an Purchase Card Approving Official's ACCOUNT SET-UP INFORMATION
(Exhibit B) is the official name for the form used to set up Approving Official accounts.
No matter how many cardholders are assigned to a single Approving Official, only one
application is required.
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(b) Deskside Purchase Card Log:
The EPA Purchase Card Log (Exhibit C) is used to record all purchases made using the
Purchase Card. The cardholder is responsible for the completion of the log in accordance
with the instructions provided in training. It is no longer a requirement to submit the log
through the Approving Official and FCO to the CFMC after the end of the billing cycle.
(c) Statement of Account:
Monthly, an active cardholder may be sent a Statement of Account (Exhibit D) by the
contractor bank that details all charges and credits for a 30-day billing cycle. The
Statement of Account is generally used for information only.
(d) Questioned Items/Disputes Form:
An Purchase Card PROGRAM CARDHOLDER STATEMENT OF QUESTIONED
ITEM (Exhibit E) is used by cardholders when it is necessary to dispute/question a
charge or a portion of a charge that has been included in EAGLS Statement of Account.
For items purchased and found defective, faulty or unusable, the cardholder must return
the item(s) to the merchant and request an immediate credit to the Purchase Card account.
Until the charge is credited, the charge must be placed in dispute. The cardholder
Statement of Questioned Items form must be submitted to CFMC within 5 days of the
discovery of the dispute.
(e) Purchase Card Destruct Notice:
Cardholders and Approving Officials are required to complete an Purchase Card
DESTRUCT NOTICE (Exhibit F) when there is no longer a need for their card or when
one of several changes in employee re-assignment has occurred. Forward the Destruct
Notice to the Purchase Card program team in headquarters.
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EXHIBIT A
CARD HOLDER
APPLICATION
FOR THE
U.S. GOVERNMENT
PURCHASE CARD
AT EPA
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EXHIBIT A
Please follow instructions carefully. Errors may result in delayed processing of application.
The following documentation must be submitted for new purchase cards:
1. Purchase card application - "Purchase Card Program Cardholder Account Set-up Information"
Please ensure the Division Director (or higher level official) signs the application form.
This is a mandatory requirement
2. Copy of current Delegation of Procurement Authority and a certificate of successful completion
of the purchase card training (and/or BPA call ordering officers course), dated not more than 3
years from the current date.
3. Purchase card applications must identify the responsible Approving Official.
If the Approving Official is new, an application form for the Approving Official is also
required.
The Division Director (or higher level official) must sign the Approving Official
application.
If the Approving Official has submitted an application that has been approved, there is no
need to submit a new one. Just enter the Approving Official's name in Item 7 on the
purchase cardholder's application form.
4. A cover memorandum designating the purchase cardholder nominee is not required.
Applications that do not include all required documentation and signatures may be returned for
correction.
Send the complete application package to:
U.S. EPA Purchase Card Program Team
Office of Acquisition Management
Policy, Training, and Oversight Division
Internal Oversight Service Center
401 M Street, SW (3802R)
Washington, DC 20460
If you have any questions or problems, please call the purchase card team at 202-564-4374.
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EXHIBIT A
INSTRUCTIONS FOR "PURCHASE CARD PROGRAM CARDHOLDER ACCOUNT SET-UP
INFORMATION" FORM
Please Print.
1. Level 2 Number: Pre-printed on application (68).
2. Level 3 Number: Enter your Service Finance Office code, such as:
HQ = 99
RTF = 22
Cincinnati = 27
Region 1 = 01
Las Vegas = 33
3. Level 4 Number: After the pre-printedJL Aon the application, enter your two digit EPA Allowance
Holder code number (do not include 3rd position alpha code of allowance holder designation.)
4. Division Director (or appropriate official) recommendation. Please type or print, the Division Director's
name, title and office.
5. Signature of the official identified in question 4 above who is providing the recommendation for the new
purchase cardholder.
6. Approving Official's account number. NO LONGER USED.
7. Enter the Approving Official's name. Please enter first name, middle initial, and last name.
8. Enter the office designation beginning with EPA-AA or -Region. It is important to separate each level
with "-", e.g.,EPA-ORD-NERL or EPA-REGIONIII-HWMD.
9. Please print the cardholder's name as it should appear on the purchase card.
10 Enter the official postal address for the office. For example, 401 M Street, S.W. for Headquarters.
11. Enter your local EPA mail code for your office.
12. Enter the appropriate City, State, and Zip Code of the office identified in question 10 above..
13. Enter your work number.
14. 30-Day Limit. Enter the total amount of anticipated for a 30-day period. Please round up to the nearest
hundred dollars.
IS. Single Purchase Limit. Enter the following code for your single purchase spending level:
Enter 00 for $100 limit
Enter 01 for $500 limit
Enter 02 for $1,000 limit
Enter 04 for $2,500 limit
Enter OS for $25,000 limit Reserved for purchasing agents/contracting officer (limit is based
upon the warrant limit)
16 Merchant activity type:
Enter 20 for program office cardholder
Enter 22 for purchasing agents
Enter 23 for on-scene-coordinators, field agents and/or investigators
17. Enter Y if you are currently supporting a Superfund activity. Enter N if you are not directly supporting
Superfund.
18. Enter the cardholder E-mail address.
Do not enter any further information.
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PURCHASE CARD PROGRAM
CARDHOLDER ACCOUNT SET-UP INFORMATION
NOTE: FILL IN ONLY ONE CHARACTER PER SPACE. USE NO PUNCTUATION.
EXHIBIT A
INPUT FOR:
1. LEVEL 2 NUMBER _fi _8
2. LEVEL 3 NUMBER
3. LEVEL 4 NUMBER _0_ JL _
_ 5.
Approved:_
Name, Title, Division/Office
Signature:,
SET-UP INFORMATION
Approving Official
6. ACCOUNT NUMBER (no longer used)
7. APPROVING OFFICIAL'S NAME
CARDHOLDER NAME, ADDRESS/PHONE
(first name, middle initial, last name)
8.
9.
10.
11.
12.
OFFICE
CARDHOLDER NAME
(first name, middle initial, last name)
STREET ADDRESS
INTERNAL MAILCODE_
CITY
. STATE,
ZIP
(Line 2)
(Line 1)
(Line 3)
(Line 4)
(Line 5)
13. TELEPHONE NUMBER - -
SPENDING LIMITS/ACTIVITY CODE
14. 30-DAY LIMIT OQ
15. SINGLE PURCHASE LIMIT (Refer to Instructions)
16. MERCHANT ACTIVITY TYPE _ JRefer to Instructions)
17. Superfund Activity? 18 EMAIL
CONTRACTOR USE ONLY:
REC'D DATE
INPUT DATE
VERIFIED
REJECT REASON
CALLED/RETURNED/COMMENTS
INPUT SUBMITTED BY:
Signature:
Name:
Address: U.S. EPA
Phone:
Office of Acquisition Management
Washington. DC 20460
Date
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EXHIBIT B
APPROVING OFFICIAL
APPLICATION
FOR THE
U.S. GOVERNMENT
PURCHASE CARD
AT EPA
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EXHIBIT B
INSTRUCTIONS FOR "PURCHASE CARD PROGRAM Approving Official ACCOUNT SET-UP
INFORMATION" FORM
Please follow instructions carefully. Errors may result in delayed processing of application. Application that do not include all required
documentation and signatures may be returned for correction. Please print.
1. Level 2 Number: Pre-printed on application (68).
2. Level 3 Number: Enter your Service Finance Office code, such as:
HQ = 99
RTF = 22
Cincinnati = 27
Region 1 = 01
Las Vegas = 33
3 • Level 4 Number: After the pre-printed_0_ J)_on the application, enter your two digit EPA Allowance
Holder code number. (Your Funds Control Officer (FCO) can provide this information.)
4. Division Director (or appropriate official) recommendation. This must be the same official who signed the
cardholder's application. Please type or print the Division Director's name, title and office. Division
Directors or higher level officials may approve themselves as the Approving Official.
5. Signature of the official identified in question 4 above.
6. Enter the office designation beginning with EPA-AA or -Region. It is important to separate each level
with "-", e.g., EPA-ORD-NERL or EPA-REGIONIH-HWMD.
7. Enter the Approving Official's name. Please enter first name, middle initial, and last name.
8. Enter the official postal address for the office. For example, 401 M Street, S.W. for Headquarters
9. Enter your local EPA mail code for your office.
10. Enter the appropriate City, State, and Zip Code of the office identified in question 9 above..
11. Enter your work number.
12. Enter the office limit. This is the total of the 30-Day purchasing limits for all purchase cardholders
reporting to the Approving Official identified in this application. Please round up to the nearest hundred
dollars.
13. Enter the Approving Official's e-mail address.
Do not enter any further information.
Send the complete application package to:
U.S. EPA Purchase Card Program Team
Office of Acquisition Management
Policy, Training, and Oversight Division
Internal Oversight Service Center
401 M Street, SW (3802R)
Washington, DC 20460
If you have any questions or problems, please call the purchase card team at 202-564-4374.
51
-------
67
EXHIBIT B
PURCHASE CARD PROGRAM
APPROVING OFFICIAL ACCOUNT SET-UP INFORMATION
NOTE: FILL IN ONLY ONE CHARACTER PER SPACE. USE NO PUNCTUATION.
INPUT FOR:
1. LEVEL 2 NUMBER fifi
2. LEVEL 3 NUMBER
3. LEVEL 4 NUMBER _Q_Q
5.
Approved:_
Name, Title, Division/Office
Signature:_
SET-UP INFORMATION
APPROVING OFFICIAL'S NAME, ADDRESS/PHONE
6. OFFICE NAME
7.
8.
9.
10.
11.
12.
13.
Approving Official NAME_
(first name, middle initial, last name)
STREET ADDRESS
INTERNAL MAILCODE_
CITY
. STATE,
ZIP
TELEPHONE NUMBER
OFFICE LIMIT fl 0_
ACCOUNT NUMBER (no longer used)
APPROVING OFFICIAL'S E-MAIL BOX
CONTRACTOR USE ONLY:
REC'D DATE
INPUT DATE
VERIFIED
REJECT REASON
CALLED/RETURNED/COMMENTS
INPUT SUBMITTED BY:
Signature:
Name:
Address: U.S. EPA
Phone:
Office of Acquisition Management
Washington. DC 20460
Date
52
-------
PURCHASE CARD LOG FOR BILLING PERIOD 1st. THROUGH end of month PAGE OF
PRINTED NAME
OF PURCHASE CARDHOLDER: ACCOUNT NUMBER: 4486-8600-00 [~| l~~l F
ITEMS PURCHASED
PURCHASED
VENDOR/
MERCHANT
APPROVALS
(IF APPROPRIATE)
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Title
Signatures/Tide
DATE
ORDERED
TOTAL
COST
OBJECT
CLASS
EXHIBIT C
[H_nn
DATE
REC'D
i
DATE
PAID IN
EAGLS
91
00
SIGNATURE OF
PURCHASE CARDHOLDER:
TELEPHONE NUMBER:
DATE:
SIGNATURE OF
Approving Official:
TELEPHONE NUMBER:
DATE:
53
-------
69
EXHIBIT D
EXAMPLE OF PURCHASE CARDHOLDER STATEMENT OF ACCOUNT
OFFICE OF THE COMPTROLLER
FINANCIAL MANAGEMENT CENTER
JAMES V. WOOD CHIEF
EPA ACCOUNTING OPERATIONS OFC
26 WEST MARTIN LUTHER KING DR..
CINCINNATI OH 45268-0000
DA«C fe.
1
CARDHOLDER
ACCOUNT
APPROVING
OFF. ACCOUNT
ACCT CODE
STATEMENT
DATE
4486-0000-0000-0000
4486-0000-00004000
51799
CARDHOLDER
Jane Doe
EPAHQ
401 M ST SW
(3802R)
WASHINGTON
DC 20460-9999
Approving Official
Janey Smith
EPAHQ
401MSTSW
(3802R)
WASHINGTON DC 20460-9999
STATEMENT OF ACCOUNT U.S. GOVERNMENT CREDIT CARD
PURCHASE DATE / PROCESSING DATE
REFERENCE NUMBER
04/21/93 XV 04/23
746104431 1306245
DESCRIPTION
ACCTG. CODE
04/21/93 XV 04/26
746104431 1306245
DESCRIPTION
ACCTG. CODE
04/21/93 XV 04/26
7461044311306245
DESCRIPTION
ACCTG. CODE
04/21/93 XV 04/26
7461044311306245
DESCRIPTION
ACCTG. CODE
DESCRIPTION
ACCTG. CODE
MERCHANT NAME
MERCHANT LOCATION / SIC CODE
BUREAU OF NATL AFFAIRS
WASHINGTON DC 8999
sub. to "Insifcc £?A"
FENTON5 UNIFORM FASHIONS
SILVER SPRING MD 5699
safety shoes
COMPUTER PRODUCTS INC
FAIRFAX VA 5734
Harvard Graphics
CADD MICRO SYSTEMS INC
ALEXANDRIA VA 7372
PageMaker Software
AMOUNT
1,200.00
1,720.00
413.00
1,500.00
USER FIELD 2 PURCH LIMIT 2,500
TAX EXEMPT 30 DAY LIMIT 50,000 TOTAL
4,833.00
54
-------
70
EXHIBIT £
PURCHASE CARD PROGRAM
CARDHOLDER STATEMENT OF QUESTIONED ITEM
(Please print or type in black ink.)
CARDHOLDER NAME (please print or type) ACCOUNT NUMBER
CARDHOLDER SIGNATURE DATE TELEPHONE NO.
The transaction in question is described below:
Transaction Date Reference* Merchant Name Amount Statement Date
Please read carefully each of the following situations and check the one most appropriate to your particular dispute. If you have any questions, please contact
the CFMC at SI3-487-2069. We will be more than happy to advise you in this matter.
If the statements below are not applicable please send a letter of explanation regarding your dispute. Please, list all pertinent information and include your
account number and signature.
I. CARDHOLDER DISPUTE (Cannot be used until resolution is attempted with the merchant)
<> I did participate in the above transaction, however, I dispute the entire charge, or a portion, in the amount of S 'm
because (please be specific)
NOTE: Provide completed description of problem, attempted resolution, and outstanding issues. Use a separate sheet of paper, it
necessary, and sign your description statement.)
U. UNAUTHORIZED MAIL OR PHONE ORDER
< > I have not authorized this charge to my account. I have not ordered merchandise by phone or mail, or received any goods
or services.
III. DUPLICATE PROCESSING
< > The transaction listed above represents multiple billing to my account. I only authorized one charge from this merchant for this
amount. My card was in my possession at all times.
IV. MERCHANDISE OR SERVICE NOT RECEIVED
<> My account has been charged for this above listed transaction, but I have not received the merchandise or service. I have contacted the
merchant but the matter was not resolved. (Please provide a separate statement detailing the merchant contact, and the expected dale to
receive merchandise.) My account has been charged for this above listed transaction. I have contacted this merchant on (date) and
canceled the order. 1 will refuse delivery should the merchandise still be received.
V. MERCHANDISE RETURNED
<> My account has been charged for the above listed transaction, but the merchandise has since been returned for the following
reason::
Enclosed Is a copy of my postal or UPS receipt
VL CREDIT NOT RECEIVED
< > 1 have received a credit voucher for the above listed charge, but it has not yet appeared on my account A copy of the credit voucher is
enclosed, (Please provide a copy of this voucher with this correspondence.)
VII. ALTERATION OF AMOUNT
<> The amount of this charge has been altered since the time of purchase. Enclosed is a copy of my sates draft showing the amount for which
I signed.
VIII. INADEQUATE DESCRIPTION/UNRECOGNIZED CHARGE
<> I do not recognize this charge. Please supply a copy of the sales draft for my review. I understand that when a valid copy is sent to me, a
statement of questioned item must be provided to include the copy of the sales draft if a further dispute exists. If a copy cannot be
obtained, a credit will appear hi my account
IX. COPY REQUEST
<> I recognize this charge, but need a copy of die sales draft for my records.
X. SERVICES NOT RECEIVED
<> 1 have been billed for this transaction, however, the merchant was unable to provide the services for the following reason(s):
< > paid for by another means. My card number was used to secure this purchase, however final payment was made by check cash, another
credit card, or purchase order. (Enclosed is my receipt, canceled check (front & back), copy of credit card statement, or applicable
documentation
XL NOT AS DESCRIBED
< > (Cardholder must specify what goods, services, or other things of value were received.) The item(s) specified do not conform to what was
agreed upon with the merchant. (The cardholder must have attempted to return the merchandise and state so in his/ her complaint
MAIL TO: U.S. EPA FMC, Cincinnati. Ohio
55
-------
71
Cardholder Statement of Questioned Item Form Checklist EXHIBIT £ Page 2
I. Cardholder Dispute
* State attempted resolution with merchant
* State complete description of problem
* Copy of sales Slip
* Cardholder Statement of Account
II. Unauthorized Mail/Phone Order
* If sales slip is signed or imprinted, this does not apply
III. Duplicate Processing
* Both dollar amounts are exact amount
* Dollar amount of the first charge
* Both statements
* Copy of original sales slip
IV. Merchandise/Services Not Received
* State attempted resolution with merchant
* Date expecting delivery
* Statement
Canceled Merchandise/Services
* Date canceled with merchant
* Reason why canceled
* Statement
V. Merchandise Returned
* Explanation why item returned
* Postal receipt or UPS receipt
* Date returned item
VI. Credit Not Received
* State Dollar amount of credit expected
* Copy of credit voucher or credit memo
* Statement
VII. Alteration of Amount
* State dollar amount of alteration
* Copy of sales Slip
* Statement
VIII. Unrecognized Charge
* Statement
(if sales slip is supplied to cardholder, a new questioned item form must be filled out with copy of sales slip
attached)
IX. Copy Request
* Statement
X. Services Not Received
* Complete description as to why merchant unable to provide services
* Statement
Paid by other means
* State how other payment was made
* Copy of other payment
1. Cash receipt
2. Canceled check (copy front and back)
3. Purchase Order
4. Statement date and dollar amount
XI. Not As Described
* State how and what goods or services were received
* State what goods or services were expected
* Return merchandise
* Copy of postal receipt or UPS receipt
56
-------
72
EXHIBIT F
PURCHASE CARD OBSTRUCT NOTICE
MAIL TO: EPA PURCHASE CARD TEAM
HQ-O.A.M. (3802-R)
401 M STREET, S.W.
WASHINGTON, D.C. 20460
REASON(S) FOR DESTRUCTION:
Employee
transferred
Other reason(s)
Found after
reported lost/
stolen
Employee
terminated/
resigned
CURRENT DATE
CARD EXP. DATE
NAME OF CARDHOLDER
PURCHASE CARD ACCOUNT NUMBER 4486- 8600-00
Approving Official's NAME
Approving Official's SIGNATURE
COMMENTS:
Notice: Cut card in half and destroy.
Purchase Card Program Manager.
Do not return card to EPA
57
-------
73
Exhibit G
FEDERAL SUPPLY SCHEDULE
58
-------
FEDERAL SUPPLY SCHEDULE TITLE
SCHEDULE
NUMBER
MAIL LIST
CODE
NON-
MANDATORY
PRICE
REDUCTION
AUTOMOTIVE CENTER - Customer Vendor Relations: Nancy Tyrrell (703)308-2277
'ires Pneumatic and Retread Services
Construction and Highway Maintenance Equipment
lie Fighting, Waste Disposal Vehicles and Towing/Wrecking Vehicles
261
38IA
42 IV
OOSC2601
IOSC 3801
OOSC4204
*
•
*
*
*
*
)FFICE OF SCIENTIFIC EQUIPMENT CENTER - Customer Vendor Relations; Jeanne Deck (703)305-6626
'rinting & Bookbinding Equip
Copying Equip., Supplies & Services
Mood Chem., Electrophoresis, Imaging
,ab. Accessories and Supplies
Clinical Sample Preparation & Analysis Instruments
.aboratory Balances & Special Purpose Scales
nstrumentation Components (Data Acquisition, Calibration, and Power
iupplies)
electronics Analyzers & Meters
Materials, Temperature Utilities & Test Equipment
Spectrometers & Spectrophometers
3hromalograph & Misc. Analyzers
-ab Ovens, Chambers & Thermometers
ndividuat & Modular Furniture.
icophysical, Surveying and GPS Equipment
environmental Analysis & Hazard Detection Equipment
/erticat Laminar Flow Biological Safety Cabinets
'hoto Equipment & Supplies
dicropholographic Equipment
)flice Machine (Typewriters, Dictation Systems, Lettering Machines,
Sound Reduction Enclosures and Anti-Theft Devices)
MTice Machines (Calculators. Mailina Eauipment. & Misc.)
36 n
36 IV
66 HA
66 OB
66DC
66DE
660H
66HJ
66HL
66 HM
66 HN
66 DO
66 IIP
66DQ
66 IIR
66DT
67D&IH
67IVB
74 1 A
74n&m
OOSC 3602
OOSC 3603
OOSC 6631
OOSC 6603
OOSC 6604
OOSC 6606
OOSC 6616
OOSC 6632
OOSC 6619
OOSC 6620
OOSC 6621
OOSC 6622
OOSC 6630
OOSC 6624
OOSC 6633
OOSC 6634
OOSC 6702
OOSC 6705
OOSC 7401
OOSC 7402
*
*
•
*
*
*
*
•
*
*
*
•
•
*
*
*
*
*
*
*
*
•
*
•
*
*
*
•
•
*
*
*
•
•
•
*
*
*
*
*
ON-LINE GSA
ADVANTAGE!"
11/96*
11/96*
U.S. EPA Headquarters Library
Mail code 3201
1200 Pennsylvania Avenue NW
Washington DC 20460
59
-------
FEDERAL SUPPLY SCHEDULE TITLE
VDP ACQUISITION CENTER - Customer Vendor Relations: Mary Re
equipment
Mainframes
Computers
Jsed and Rebuilt Equipment
Electronic Commerce
SCHEDULE
NUMBER
MAIL LIST
CODE
NON-
MANDATORY
PRICE
REDUCTION
gers (703)305-5777
58 vi vn
70IA
70IB&C
70ID
70IE
OOSC 5813
OOSC7010
OOSC 7011
OOSC 7012
OOSC 7013
*
*
*
*
*
*
*
*
*
*
SERVICES ACQUISITION CENTER - Customer Vendor Relations: Barney Brasseux (703)305-6658
Vir Passenger Transportation Services
ixpress Transportation Services (FEDEX)
lovemmentwide Commercial Credit Card Service
Nationwide Government Relocation Service
;actual data reports- consumer and commercial credit
'rofessional debt collection services
'ravel and Transportation Payment and Expense Control System
nvestigation of Discrimination Complaints & Preparation of
nvestigation Reports
rilm and Videotape Processing
'repayment audit of Government transportation billing documents
'otal quality management implementation consulting services,
:onducted formal training and training aids and materials for agency
raining purposes
nternational Schedule
451 n
451 m
615
653
732 1 A
732 IB
738 VD
738 X
781 I&H
872
874
IFSS
N/A
OOSC 4520
N/A
OOSC 0653
OOSS7321
OOSS7322
N/A
OOSS0010
03SS 7801
OOSS8930
OOSC 8710
IFSS 0001
*
*
*
Apr-97
•
*
*
Dec-98
*
*
*
*
*
*
*
*
*
•
*
*
*
*
*
)FFICE SUPPLIES & PAPER PRODUCTS CENTER - Customer Vendor Relations: Sandy Sabbers (2 12)264-0479
'elecoinmunication & ADP Supplies - Commercial
'elecommunications
'raining Aids & Devices
Recording Paper & Supplies
)flice Supplies
)esk Top
58V A
69
75ID
75 n A
75mA
OOSC 5806
OOSC 6901
OOSC 7511
OOSC 7509
*
*
*
*
*
*
*
*
*
*
ON-LINE GSA
ADVANTAGE!-
1
•
1
11/96*
11/96*
in
60
-------
FEDERAL SUPPLY SCHEDULE TITLE
)fllce supplies- envelopes: mailing, printed and plain
>flice Supplies, Cards, Tabulating
lopy Paper
'ublications.
'ublications
'acking & Packaging Supplies
Services- lending library
SCHEDULE
NUMBER
75V
75VDIA
75X1
761
76 0
81 IB
823
iENERAL PROCUREMENT BRANCH - Customer Vendor Relations: Monica Gormto
Communication Equipment
elecommunications Equipment
Jghtmg
Miscellaneous Furniture: Hospital Patient Room Furniture
)rapes ft Blinds
Vail Art
58 fflB
58 K
621
71IDF
72V
72Vffl
MAIL LIST
CODE
OOSC 7505
OOSC7507
02SC7513
01SC7601
01 SC 7602
OOSC 8106
02SS 8201
NON-
MANDATORY
*
•
*
*
*
PRICE
REDUCTION
*
•
*
*
*
*
•
y (215)656-3830
OOSC 5801
OOSC 5802
OOSC 6201
OOSC 7160
OOSC 7207
OOSC 7209
*
•
•
•
*
*
*
*
*
*
*
•
NATIONAL FURNITURE CENTER - Customer Vendor Relations: Rick Walton (703)305-6200
Household and Quarters, Upholstered. Performance
Vail Unit ft Loft Groups
executive Office and Conference Room Furniture
Systems Furniture
'ackaged Room Furnishings
Misc. Furniture, Classroom, Auditorium, Theater Seating
.ibrary Furniture
Storage Cabinets for Forms and Flammable Liquids, Card Size Filing
Cabinets
Mail Room Furniture, Mail Sorting and Distribution, Bins, Racks and
:arts, Light Duty Small Parts Cabinets and Plastic Bins
Miscellaneous Furniture (Security Filing Cabinets, Safes, Vault Doors,
Map and Plan Files, Accessories, COMSEC Containers, and Special
Vccess Control Containers) Systems & Modular Furniture
flultipuroose Seating
71IE
71 IH
71 DO
71DE
71 HH
71 IDA
71 me
7irac
71 mo
7imE
71 mH
OOSC 7163
OOSC 7178
OOSC 7184
OOSC 7167
N/A
0
OOSC 7 159
OOSC 7 152
OOSC 71 53
OOSC 7150
OOSC 7175
*
•
*
*
*
•
*
•
*
Jan-97 •
*
*
•
*
•
*
•
*
•
*
*
*
ON-LINE GSA
ADVANTAGE!"
11/96*
CTI
61
-------
FEDERAL SUPPLY SCHEDULE TITLE
iteel Vertical Blueprint Filing Cabinets, Roll Drawing, Files, High
tensity, Moveable, Shelf Filing Systems
Cafeteria & Food Service Equip
'artitions
VDP Furniture
display ft Communication Boards
Nothing Lockers and Drafting Stools
disc. Furniture, Conference Room Tables
ndustrial Furniture: Work Benches, Work Tables, Storage Cabinets
Carpet, Carpet Tile and Carpet Cushion
tesilient Flooring
rfats ft Matting
SCHEDULE
NUMBER
71 raj
71 mL
71 DIM
71 mN
7iraT
7imY
71 X
71 XIV B
721 A
72 IB
72 IE
MAIL LIST
CODE
OOSC7162
OOSC7177
OOSC 7163
OOSC7165
OOSC 7181
OOSC 7183
OOSC 71 12
OOSC 7182
OOSC 7201
OOSC 7202
OOSC 72 10
NON-
MANDATORY
*
*
Dec-96
*
*
*
*
*
Oct-97
*
*
PRICE
REDUCTION
*
*
*
»
•
*
*
*
*
*
*
'ools and Appliance Commodity Center, Customer Vendor Relations: Warren Moses (8 1 6)926-6760
tower Driven Portable Hand Tools
51 VI
OOSC 5106
jENERAL PRODUCTS COMMODITY CENTER - Customer Vendor Relations: Genni Brown (817)978-4545
Joats ft Marine Barriers
Vheel and Track Vehicles.
Voodworking & Metalworking Machinery Equipment
,awn and Garden Equipment
Material Handling Equipment
•orklifts
rirefighting and Rescue Equipment
lepair Shop Equipment
Maintenance and Repair Shop Cleaning Equipment
'refabricated Structures; Warehouse
Vbove Ground Storage Equipment
Construction ft Building Materials
lencratofs
'ower Distribution Equipment
191
23 I
32/34
37 HA
39 DA
39 OB
42IB
49 IB
49 D
54 IIB
54IH
56 IV A
61 VA
61 VB
10SC 1901
01 SC 2301
OOSC 3201
07SC 3701
10SC3901
OOSC 3903
08SC4206
01 SC 4902
OOSC 4902
OOSC 5410
07SC 5410
08SC 5605
04SC6102
04SC 6103
*
*
*
*
*
*
Apr-97
*
*
*
*
*
*
Mar-97
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
ON-LINE GSA
ADVANTAGE!"
11/96*
-J
-sl
62
-------
FEDERAL SUPPLY SCHEDULE TITLE
inergy Efficient Products
Harm & Signal Equipment
Recycling & Waste Container
food Service Equipment
Austen] Instruments
lucKo & Video Equipment
ndoor/Ouldoor Athletic and Recreational Equipment
>ark & Outdoor Recreation Equipment
leaning Equipment and Supplies
Special Purpose Clothing
Nothing and Footwear, Athletic and Recreational
jew Enforcement and Security Equipment
iigns
lecniiting Aid and Promotional Materials
'rophies
SCHEDULE
NUMBER
62 n
631
72VHB
73 ra
77 D
77ffi
78 1 A
78 1C
79IB
84 HB
84V A
84 VIA
99 IV A
99VA
99 VI A
MAIL LIST
CODE
OOSC6206
OOSC6301
OOSC7240
OOSC7302
10SC 7702
10SC7703
10SC7801
10SC 7803
09SC 7901
01 SC 8403
DISC 8402
10SC8406
OOSC9901
02SC9901
07SC9902
NON-
MANDATORY
Dec-96
•
*
*
Feb-97
•
Jan-97
Sep-97
*
May-98
*
»
*
*
»
PRICE
REDUCTION
*
*
*
*
*
*
•
•
•
*
*
*
»
•
'AINTS AND CHEMICALS CENTER - Customer Vendor Relations: Todd Posey (206)931-7353
Vater Filtration Equipment
Chemical and chemical products - calcium chloride, deicing
impounds, sodium chloride and bulk sodium chloride
'ropane
Vater Treatment Chemicals
disinfectants
)eodoranls
Vare Washing Compounds and Laundry Detergents
solvents
?teatiing Chemical & Dispensing System
,atex Paints
TOTALS
— TWT*T 1 TTflin TM UnnUl? AT CT TOT3T V Cf"*TJirr\TTT "C
46IA
68 1 A
OOSC4602
07SC6811
68 HID
68VB&C
68 VI A
68 VIE
79 DA
79V
79 VE
80 VI A
121
OOSC6821
OOSC681I
07SC 6822
OOSC7901
10SC7905
OOSC0014
10SC8006
*
*
Feb-97
Mar-98
*
•
*
*
*
102
•
*
•
*
*
*
*
*
*
•
121
ON-LINE GSA
ADVANTAGE!"
11/96*
11/96*
11/96*
00
63
-------
79
PURCHASE ORDER REGISTER
EXHIBIT H
DCN
PO#
AWARD
DATE
CONTRACTOR
AWARD
AMOUNT
ITEM
DESCRIPTION
LEGEND
Legend: (B) Bank Orders.
_. (O) Oral Orders.
_, (P)Priority.
64
-------
80
December 1,1998
EXHIBIT I
EAGLS
65
-------
81
December 1,1998
For "lost" EAGLS User IDs
Call the EPA Agency Point of
Contact (A.P.O.C.)
Karen Lee 202-564-4378
-or-
Stacey Brown 202-564-4374
-------
82
December 1,1998
Use of NationsBank EAGLS at EPA
L. Netscape Communicator
2, EAGLS Web site:
www.gov-eagls.nationsbank.com
3. Key Function Buttons
ENTER
SUBMIT
CLEAR
RESET
CANCEL
REVISE
OK
BACK
BROWSE
4. Screens:
(no function in EAGLS)
Accepts screen content/input.
Deletes the text file information.
Clears all entered data from screen.
Deletes request; returns to previous
screen.
Revises request; returns to previous
screen.
Accepts screen information
Returns to previous screen, information
cleared.
To view other choices for input or
functions.
for login, inquiry, maintenace, cost
allocation screens: read on. See arrows
for key entry locations and selections.
-------
WARNING! 83 httpy/www.gov-eaglsjiationsbaiik.com/
WARNING!
You an attempting to access a private Web Site protected by a Security System.
Access to and use of this facility requires explicit, current authorization and is
strictly limited.
Unauthorized, or any attempt at unauthorized access, usage, copying, alteration,
destruction, or damage to its data, programs or equipment may violate the
Federal Computer Fraud and Abuse Act of 1986 as well as applicable
state law and/or cMI liability.
With the before mentioned understood, should you proceed further, you may
subject yourself to investigation that could lead to prosecution should you
not have authorization or violate any of these restrictions.
| CONTINUE
-------
EAGT-S System Logon
84
http://»
ogon_systemAccess.
EAGLS System Logon
Please Enter Your User ID and Password
User ID I
Password
i Submit
| Clear
Copyright © 1998 NatknuBank AD righto reserved.
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85
5"
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86
PROCESS ROLE CHANGING
FOR TRAVEL AND PURCHASE CARDHOLDERS
If you are a Travel and Purchase Cardholder, and you only have one EAGLS ID, the following
guidelines will help you to navigate between both accounts in EAGLS
Access Netscape and load the EAGLS Web She according to the NationsBank Cardholder
Program Guide starting on page 18.
From the EAGLS screen single click on the User Options menu option on the left hand portion
of the screen. Select Change Account. EAGLS will take you into the Change Accounts Window.
The current session account will be set at your Travel Account. Below this number will be a New
Account drop down box Click on the down arrow, your Purchase Account will appear below
the travel account number. Highlight the purchase account. Under Options there are three
choices, you can permanently change EAGLS to always load your purchase account click on Set
Both Session and Default Account Number. Below this area click on Submit.
EAGLS will now display a Change Accounts Confirmation Window, if the account number is
correct click on OK.
You can now proceed with the Cost Allocation Process.
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Change Account bt^^w«^.gov«agMtfioBsb>iik.ooiii/Gg..JCl-{FC9019AO-3CFF-l 1D2-B66E-204C4F4FS020)
Change Accounts
Current Session Account 448686000000MI
New Account r^Se'ssOOOOOOl^ |r|
Options • Set Session Account Number
Set Default Account Number
Set Both Session and Default Account Number
Submit
{Clear
Copyright © 1998 NationsBank. AD rights raerved.
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Copfinnfltioo! Change Account
^aiilc.coHi/cg...GX-{20BC3DEO-3DOO-l 1D2-B66E-204C4F4F*
Change Accounts
Confirmation
Your session account number is set to 448686000000MK
Copyright © 1998 NationsBank. AD righto reserved.
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89
CARDHOLDER COST ALLOCATION PROCESS
Access Netscape and load the EAGLS Web Site according to the NationsBank Cardholder Program Guide starting
on page 18. From the EAGLS screen single click Transaction Data menu option on die left hand portion of the
screen.
Turn on your CAPS LOCK before starting.
Single Click on the Individual Statement option.
During this start up period many of purchase card orders (prior to January 12* cycle) can be accessed in Current
•Sfafemenr area of the web site. Please click on die radio button for Current Statement. (Normally you would click
on the radio button for Current Transaction to access transactions in the current transaction period.)
Click on the SUBMIT radio button.
Use the scroll down bar to the bottom of this page. Click on View Statement Transactions underlined option to
bring up a list of all current purchase card transactions.
The dollar amount of each purchase should be b blue. Single Click on the blue doDar field.
Scroll to the bottom of the screen and dick on the Cost Allocation underlined option listed.
Page down to the Accounting Code Distribution section.
Single Click in the second box under Accounting Code Distribution section. It should have a dot in die radio
button next to the block. Enter your accounting data into the block and depress the TAB key on your keyboard
and enter the amount to be charged to this accounting data.
Accounting Code data should be in the format of 9959T099992614 which is broken out as follows:
99 | 59 I T09999 | 2614 .
Fiscal Yearl Allowance Holder | Document Control Number j[and Object Class. \ +
l-j-Wt*^ (H W *t^ J fsi> t>^
Scroll to the bottom of the screen and click on the OK button. / A/-
C A**
The Cost Allocation Verification screen will now appear. Verify the information and if correct men click on the
OK button.
The Cost Allocation Confirmation screen will now appear telling you mat the cost has been reallocated.
Click on the OK button.
You will now be returned to the Individual Statement screen. Scroll to the bottom of die page.
Click on the View Statement Transactions and restart the process to allocation cost to the next transaction.
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90
Object Class Code and Descriptions
2330 Administrative Equipment Rental
23SO Programmatic Equipment Rental
2410 Administrative Printing and Reproduction
241 1 Programmatic Printing and Reproduction
2415 Programmatic Advertising
2501 Administrative Training
2502 Programmatic Training
2504 Administrative Contracts
2541 Administrative ADP Equipment Repair & Mai
2560 Administrative Registration Fees • All Others
2561 Programmatic Registration Fees - All Others
2565 Administrative Facilities Maintenance & Operations Expenses
2573 Administrative General Equipment Repair & Maintenance
2583 Other Programmatic Contracts
2588 Programmatic Scientific & Technical Equipment Maintenance
2615 Administrative Supplies & Materials
2616 Programmatic Supplies & Materials
2617 Administrative ADP & Telecommunications Supplies
2619 Administrative Subscriptions
2622 Programmatic Protective Clothing & Supplies
2623 Programmatic Criminal Investigator Supplies
2624 Programmatic Subscriptions
2625 Programmatic ADP & Telecommunications Supplies
2629 Programmatic Scientific & Technical Lab Supplies
2630 Programmatic Building Maintenance Supplies & Materials
3 130 Administrative Capital Equipment $25,000 or more
3 132 Programmatic Scientific & Technical Equipment $25,000 or more
3133 Administrative Capital ADP Equipment $25,000 or less
3 134 Programmatic Capital ADP Equipment $25,000 or less
3 144 Programmatic Equipment less than $25,000
3 146 Administrative ADP Equipment less than $25,000
3 147 Programmatic ADP Equipment less than $25,000
3 148 Administrative Telecommunications Equipment - Voice less tfrgp $25,000.
3158 Administrative ADP Software Pkgs less than $25,000
3 159 Programmatic ADP Software Pkgs less than $25,000
*"*
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Individual/Memo Statement
https^Aw^.gowMgfcjiBtioo^^
Individual Statement
Search
Search For
• Current Transactions
Current Statement •
Statement
Sort Transactions By
JCMM/YYYY)
Transaction Post Date
Subml Clear
Copyright © 1998 NatkmsBuk. AH rights reserved.
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No Results Found hUps//ww
-------
Individual/Memo Statement
httpK//ww^^gov
-------
Individual/Memo Statement
https^/wwwl
Individual Statement
General Accourmlnformation
S EPA-OARM-OAM-PTOD
11 2000002 3000620 3000906
Individual Billing Information
--"
.
Central Billing Informnon
View Statement Transactions Statement Inserts
-------
Individual/Memo Ti
Individual Statement
Transactions
Account
11/30/1998 12/02/1998 J3J2J4. Q Central XEROX T708 SOUTHEASTERN 5044 240710583357800000197
813-556-2029 FL 000033716
Master Accounting Code:
12/08/1998 12/09/1998 $37.16
Master Accounting Code:
Central TRC*RELIABLE OFF SUPP 5969
800-359-5000 IL 000060173
246921683420001788477
12/08/1998 12/09/1998 S23.92 £
Master Accounting Code:
Central TRC*RELIABLE OFF SUPP 5969
800-359-5000 IL 000060173
246921683420001788477
12/07/1998 12/09/1998 $6L2L Q Central STAR OFFICE PRODUCTS I 5999
"^" 202-4636373 DC 000020006
Master Accounting Code:
244729083424726675500
12/22/1998 12/30/1 998 !300p_
Master Accounting Code:
Central MBELDEF 7399 241581383639000001005
WASHINGTON DC 000020002
\ Invoice/Statement
| Submit
Copyright © 1998 NatiotuBank. AD rights reserved.
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Ti*
.gov-«agls Jiationd»^com/cg...bType%3DO&traiisactionType-3&bType=C<
Individual Statement
Transaction Details
General Transaction Information
| Submit | | Cancel
Dispute Transaction Request Sales Draft
1234567890123456
Copyright © 1998 NationsBank. AD rights reserved.
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Transaction Realtocatioa
g...j^^
Cost Allocation
Transaction Information
Mon Dec 07 00:00:00 GMT 1998 ! $61.25
jjlnypiced
l»»
PRODUC5
202-4636373
Accounting Code
1 i
IL^^SL™™
I
Add Accounting Code | } Delete Accounting Code
Display Comments
fir
-------
Transaction ReaUocatian
https^/ww^^ov-eagk.natiood>aiik.coni/cg...GX-{21CD79CO-391C-llD2-80FB-204C4F4F50.
Cost Allocation
Verification
The following cost allocation information has been entered
Transaction Information
jilnvoiced
]i&*™:^^
Allocation Code
9976PR00842615
Comment
Total Amount
Allocation Amount I
!!
$61.25 I
i!
$61.25 !j
OK
| Revise
Copyright © 1998 NationsBank. All rights reserved.
-------
Cost Allocation
Confirmation
Your transaction has been reallocated
OK
Copyright €> 1998 NatkwsBank. AD rights reserved.
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100
S:\EAGLS\SCREENS\LOGON\LOGOFFI .HTM
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101
WHATS A FCO SUPPOSED TO DO ABOUT EAGLS?
The FCOs role in EAGLS is greatly reduced when compared to the old paper log and paper
statement of account system. By using EAGLS, EPA is approaching a paperless payment
process. Also, in the future, we expect to give FCOs EAGLS access to view the cardholder
accounts that are associated with the office.
The cardholder's role is most important now and Approving Official's role is de-emphasized when
using EAGLS.
The FCO's have two options how to finance the cardholder's purchases:
1. Method 1: Setup a default DCN+accounriny numberfsHobject class 26.20 for S100. This
is the primary DCN+account number to be used by the cardholder all year, although at anytime,
the default can be changed. (26.20 is purchase card reserves.) DO NOT WORRY ABOUT THE
LOW AMOUNT OF $100. These funds are just like a pointer to the real funds.
Using this method one, the cardholder will see their default accounting data on their cost
allocation screen when they access EAGLS. The cardholder puts in the tine amounts and updated
object class and EAGLS will send this updated data with the default DCN and account data to the
EPA Cine. Fin. Mgt. Center which will create the commitment, obligation, and payment, all at
once. FCO's will see the transfer via your standard reports.
2L Method 2; No default DCN+account data. FCO must fund each purchase separately
and this method requires more coordination between the FCO and the cardholder. The FCO
commits the funds into IFMS. The FCO then gives the DCN+acct. number+object class to the
cardholder and it is the cardholder who is responsible for the data entry into EAGLS. This
transaction will signal the CFMC where the funds are for obligation and payment.
Again, the FCO will see the transfer of funds in your standard reports.
CLEAR AS MUD? Attached here is a more detail description from Section m of the new
Purchase Card Procedures dated December 1,1998, but not yet distributed.
fun Wood (513-487-2080) is the director of the CFMC and his number 1,2, and 3 persons who
can help you are (1) Cindy or (2) Sherri at 513-487-2069 or (3) Patti at 513-487-2067.
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Part 11
General Policies,
Procedures, and
Provisions
December 1,1998
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104
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105
A. STANDARDS OF CONDUCT
The principles and regulations pertaining to standards of conduct
for Federal employees are founded on the philosophy that Federal
employees engaged in dealing with the private sector occupy
positions of trust and responsibility. They are responsible not
only for meeting the needs of agency programs and projects, but
also for meeting the public's expectations for proper conduct.
This responsibility extends to all persons who take part in the
determination of requirements, the award of orders, and/or
contract administration. These persons must maintain the highest
standards in personal contacts with business firms and
individuals and must make certain that those interactions are
above reproach in every respect. They must avoid even the
appearance of a conflict of interest between Government
responsibility and personal activity.
The Code of Federal Regulations (EPA 40 CFR Section 3.103) sets
forth the general Standards of Conduct. Standards of Conduct and
Conflict of Interest laws apply to all Government employees
including, Program Managers, Project Officers, Contracting
Officers, Call Ordering Officers, Contract Specialists, Bankcard
Holders, Approving Officials and others involved in the
acquisition process.
2. Guidelines
The published regulations (see 40 CFR Chapter 1 Part 3) on the
conduct of employees detail reporting procedures for income and
other special matters with which all personnel should be
familiar. The regulations included here were selected because of
their potential impact on relationships with organizations or
persons that may be involved in the acquisition process for small
purchases .
There are two general guidelines to follow in any matter
concerning proper conduct: (1) if you have any doubt about the
propriety of an action or decision, do not take that action or
make that decision without benefit of the appropriate advice or
counsel; and (2) seek advice or counsel when necessary.
3. Selected Standards s
(a) No employee shall receive any salary or compensation
for services as a Federal employee from any source
other than the Government of the United States, except
as may be contributed out of the treasury of a State,
county, or municipality.
(b) Employees are not permitted to engage in any outside
employment or other activity in conflict with the full
and proper discharge of the duties and responsibilities
of their government employment.
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106
(c) Acceptance of gifts, entertainment, or favors, no
matter how innocently tendered and received, from those
who have or seek business with EPA, may be a source of
embarrassment to the Agency and to the employee
involved. It may affect the objective judgement of the
recipient and impair public confidence in the integrity
of the business relations between EPA and industry.
Therefore, employees shall not knowingly solicit or
accept any gifts, entertainment, or favors (including
complimentary meals and beverages), either directly or
indirectly, from any interested party. For the purpose
of this standard, gifts, entertainment, and favors
include any benefits, gratuities, loans, discounts,
tickets, passes, transportation, accommodations, or
hospitality given or extended to or on behalf of the
Government official. Maximum dollar limits are $20 per
single occurance; $50 total, all occurances, from any
and all sources over the most recent 12-month period.
(d) All employees are subject to the basic political
activity restrictions outlined in the Hatch Act.
Employees are individually responsible for refraining
from prohibited political activity.
(e) An employee must not use, directly or indirectly, or
allow the use of, Government property of any kind for
other than officially approved activities. An employee
has a positive duty to protect and conserve public
property, including equipment, supplies, and other
property entrusted or issued to the employee.
(f) Employees must not directly or indirectly use official
information obtained through the employee's Government
employment if the information has not been made
available to the general public.
(g) Employees should pay their own financial obligations in
a proper and timely manner.
(h) Employees are prohibited from endorsing in any official
capacity the proprietary products or processes of
manufacturers or the services of commercial firms for
advertising, publicity or sales purposes. Use of
material products or service by the Agency does not
constitute any official endorsement.
(i) Credentials and other EPA identification devices are
for use only in establishing identity or authority in
connection with official EPA business. Such
credentials and identification devices, or an
employee's official position, status, or designation,
are not to be used by employees to exert influence or
obtain, either directly or indirectly, privileges or
rewards for themselves or others.
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107
(j) An employee shall not engage in criminal, infamous,
dishonest, immoral, notorious, or disgraceful conduct,
or other conduct prejudicial to the Government.
The maintenance of public confidence in EPA employees
clearly demands that each employee take no action which would
constitute the use of official position to advance personal or
private interests.
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108
4. Conflict of Interest
It is essential that technical, contracting and purchasing
personnel observe standards of conduct and avoid conflicts of
interest with suppliers or potential suppliers of the Government.
It is equally important to prevent any possible inference that
the Agency may be compromised to any degree by an employee's
actions.
As in the case of standards of conduct, the matter of
conflicts of interest is thoroughly covered in EPA regulations.
A few of the key points covered in these regulations relating to
acquisition matters are:
(a) Employees are not permitted to have a direct or
indirect financial interest that conflicts
substantially, or appears to conflict substantially,
with the employee's Government duties and
responsibilities.
(b) Employees are not permitted to engage, directly or
indirectly, in a financial transaction as a result of,
or primarily relying on, information obtained through
Government employment which has not been made available
to the general public.
(c) Unless authorized to do so, no employee shall
participate as a Government employee in any matter in
which the employee knowingly has a financial interest.
(d) After an individual has ceased working for the
Government, he or she can only represent the United
States in connection with any judicial proceeding or
other matter in which he or she had substantial or
personal involvement. The statutes prohibit that
employee from representing the other party in such
matters.
(e) No employee may represent anyone before a court or
Government agency in a matter in which the United
States is a party or has an interest.
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109
B. FRAUD, WASTE OR ABUSE
1. Definitions
FRAUD: A deception deliberately practiced in order to
secure unfair or unlawful gain.
WASTE: To use, consume, or expend thoughtlessly or
carelessly; squander.
ABUSE: To use wrongly or improperly.
2 •
Fraud, waste or abuse by any Federal employee is a serious
matter. In most cases of fraud, waste or abuse, the Federal
employee committing the action knows that he/she is acting in
violation of established Federal laws, policies, practices and/or
procedures. The penalties, especially in cases of fraud, can be
serious .
Listed below are some examples of actions that are viewed as
indicators of possible procurement fraud, waste or abuse.
(a) Purchasing items and products from a single
nonmandatory source repeatedly without any
justification for noncompetitive acquisition.
(b) Selective release of pricing information concerning
requirements and pending purchases to anyone other than
those who have a real need to know.
(c) Defining specifications to fit products from limited
sources .
(d) Using product descriptions, specifications or sole
source justifications developed by or in conjunction
with a specific source.
(e) Splitting requirements to fall within small purchase
limitations.
(f) Vague specifications/descriptions of products or items
to be purchased.
(g) Repeatedly declaring exemptions from required
practices, procedures, policies due to emergencies or
urgent requirements.
(h) Failure to consider any other source after first
responsive bidder found.
U.S. EPA Headquarters Library
Mai! code 3201
1200 Pennsylvania Avenue NW
Washington DC 20460
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110
C. ACQUISITION PLANNING
1. DEFINITION
"Acquisition Planning" means the process by which the efforts of all
personnel responsible for an acquisition are coordinated and
integrated through a comprehensive plan for fulfilling the agency's
needs in a timely manner and at a reasonable cost. It includes
developing the overall strategy for managing the acquisition.
2. RESPONSIBILITIES
(a) The responsible Procurement Activity and the Program
Office, having a need to acquire a particular item or
service, must consistently work together throughout the
acquisition process. Early notification by the Program
Office to the Procuring Activity of pending unusual or
complex requirements will help to eliminate inefficiencies
in the process and help to streamline the acquisition.
Effective acquisition planning will also reduce the
necessity to acquire items or services on an urgent basis,
which frequently results in increased costs.
(b) Program Offices are encouraged to contact the responsible
Procuring Activity to resolve any issues, seek
clarification or obtain answers to any questions. This
should be done prior to submitting a Procurement Request
or formalizing any procurement using the Bankcard, Imprest
Fund or call orders under Blanket Purchase Agreements.
(c) While Purchasing Agents, Contracting Officers, and other
contracting personnel hold primary responsibility for
ordering or purchasing the required supplies or services,
Project Officers and other technical personnel also
participate in the acquisition process. These employee?..
are responsible for:
(1) Identifying Program Office/technical requirements;
(2) Coordinating plans early in the process with the
appropriate contracting personnel;
(3) Developing requisitions for individual requirements
which clearly and adequately state what is needed and
when, and which contain an independent Government
estimate, a source of available funds, and other
relevant information;
(4) Providing technical guidance during the evaluation of
suppliers; and
(5) Assisting in the administration of contracts and
purchases.
JZT-Co
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111
3. ADVANCE PLANNING
Following are some advance planning steps that can be taken:
(a) Maintaining an inventory of office supplies and other
items to prevent making last-minute purchases, which
generally results in higher cost to the Government;
(b) Establishing a list of three or more sources that are
capable of fulfilling identifiable needs;
(c) Conducting early discussion with the Small Purchase
Activity especially for unique or noncompetitive
requirements;
(d) Providing early submission of Procurement Request (PR's)
to allow sufficient time for competition;
(e) Ensuring that any specification or statement of work meets
your total needs; and
(f) Obtaining all necessary approvals prior to submitting the
PR to the Small Purchase Activity.
4. SMALL PURCHASES LEADTIMES
The Office of Acquisition Management (0AM) has established the
following standard leadtimes for processing Procurement Requests
after receipt in the Small Purchase Activity:
Category Calendar Davs
(a) Sole Source and Competitive Orders
Oral Solicitation $25,000 or less 15
Written Solicitation $25,000 or less 25
(b) Blanket Purchase Agreements 30
5. REQUIRED SOURCES OF SUPPLIES AND SERVICES
Agencies shall satisfy requirements for supplies and services
from or through the sources and publications listed below in
descending order of priority.
(a) Supplies
(1) Agency inventories;
(2) Excess from other agencies;
(3) Federal Prison Industries, (UNICOR);
(4) Procurement lists of supplies available from
the Blind and Other Severely Handicapped;
-zr-7
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112
(5) Government-owned wholesale supply sources, such as
stock programs of the General Services
Administration (GSA), the Defense Logistics
Agency, the Department of Veterans Affairs, and
military inventory control points;
(6) Mandatory Federal Supply Schedules;
(7) Optional use Federal Supply Schedules; and
(8) Commercial sources (open market) (including
educational and nonprofit institutions).
(b) Services
(1) Procurement lists of services available from the
Committee for Purchase from the Blind and other
Severely Handicapped;
(2) Mandatory Federal Supply Schedules and mandatory
GSA term contracts for personal property
- rehabilitation;
(3) Optional use Federal Supply Schedules and optional
use GSA term contracts for personal property
rehabilitation; and
(4) Federal Prison .Industries, (UNICOR) or commercial
sources (including educational and nonprofit
institutions).
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113
6. SMALL BUSINESS-SMALL PURCHASE SET-ASIDES
(a) Except as provided in paragraphs (b), (c), and (d)
below, each acquisition of supplies or services that has an
anticipated dollar value of over $2,500 and up to $100,000 and is
subject to small purchase procedures, shall be reserved
exclusively for small business concerns. This shall be
accomplished by using the category of set-asides established by
Pub.L 95-507, specifically for small purchase set asides
established by Section 15(j) of the Small Business Act (15 U.S.C.
644(j)) Note; Purchases under S2f500 are now defined as
per the Federal Acquisition Streamlinging Actr October 1994).
(b) The requirements in FAR section 13.105 apply only to
purchases over $2,500 in the United States, its territories and
possessions, Puerto Rico, and the Trust Territory of the Pacific
Islands (see FAR 19.000(b). Foreign concerns shall not be
solicited or awarded acquisitions reserved for small business
concerns.
(c) The requirement for small business-small purchase set-
asides does not affect the responsibility of agencies to make
purchases from required sources of supply, such as Federal Prison
Industries, Industries for the Blind and Other Severely
Handicapped, and mandatory multiple-award Federal Supply Schedule
contracts.
(d) Each written solicitation under a small business-small
purchase set-aside shall contain the provision at FAR 52.219-4,
Notice of Small Business-Small Purchase Set-Aside. If the
solicitation is oral, however, information substantially
identical to that which is in the provision shall be given to
potential quoters.
If the Contracting Officer determines there is no reasonable
expectation of obtaining quotations from two or more responsible
small business concerns (or at least one if the purchase does not
exceed the dollar threshold, prescribed in FAR 13.106, for
obtaining competition and price reasonableness) that will be
competitive in terms of market price, quality, and delivery, the
Contracting Officer need not proceed with the small business-
small purchase set aside and may purchase on an unrestricted
basis. If the Small Business Administration (SBA) procurement
center representative disagrees with a Contracting Officer's
decision not to proceed with a small business-small purchase set-
aside, the SBA procurement center representative may appeal the
decision in accordance with the procedures set forth in FAR
19.505.
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114
If the Contracting Officer proceeds with the small business-
small purchase set-aside and receives a quotation from only one
responsible small business concern at a reasonable price (see FAR
13.106(c)), the Contracting Officer shall make an award to that
concern. However, if the Contracting Officer does not receive a
reasonable quotation from a responsible small business concern,
the Contracting Officer may cancel the small business-small
purchase set-aside and compete the purchase on an unrestricted
basis.
When proceeding under FAR 13.105(d)(l) or (3), the
Contracting Officer shall ascertain the availability of small
business suppliers by telephone or other informal means (see FAR
13.106(b)(4).
If the purchase is on an unrestricted basis under FAR
13.105(d)(2), the Contracting Officer shall document in the file
the reason for the unrestricted purchase.
(e) Policy concerning nonmanufacturers under small
business-small purchase set-asides is prescribed in FAR
19.501(f)(2).
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115
D. CONTRACTING OFFICER WARRANT PROGRAM
Recent statutory and regulatory requirements on Federal contracts
and the growing visibility and volume of Federal contracting have
significantly increased the complexity of the contracting
process. The responsibility and authority of all Contracting
Officers have greatly expanded. Presidential Executive Order
12352 requires the establishment of programs which will result in
a highly qualified, well managed, professional procurement force.
A warrant system to formalize the designation of Contracting
Officers is therefore necessary to establish uniform procedures
and standards for the certification, designation, and termination
of Contracting Officers. In addition, a warrant system will
ensure quality performance and effective contracting and ordering
by:
1. Ensuring that anyone exercising Contracting Officer
authority is properly qualified to do so;
2. Standardizing Agency Contracting Officer certification
requirements to ensure that such qualifications meet the
Agency needs and/or mission;
3. Delineating minimum training and experience requirements for
Contracting Officers as well as core courses and subject
curriculum; and
4. Ensuring a system of checks and balances within the Agency
contracting process.
In selecting Contracting Officers, the Appointing Official
considers the complexity and dollar value of the acquisitions to
be assigned and the candidate's experience, training, education,
business acumen, judgment, character and reputation. Examples of
selection criteria include:
1. Experience in Government contracting and administration,
commercial purchasing or related fields;
2. Education or special training in business administration,
law, accounting, engineering, or related fields;
3. Knowledge of acquisition policies and procedures;
4. Specialized knowledge in the particular assigned field of
purchasing;
5. Satisfactory completion of acquisition training courses; and
6. Bona fide need for ordering authority.
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116
Contracting Officers are appointed in writing on a
"Certificate of Appointment," SF 1402, which sets forth any
limitations on the scope of the authority to be exercised. The
warrant gives the individual the authority to obligate Government
funds based on approved and funded Procurement Requests. Written
EPA Contracting Officer Warrants are signed by either the Head of
the Contracting Activity or the Chiefs of the Contracting
Offices.
There are three basic levels of Contracting Authority within
EPA. These are (1) Level I Purchasing Agents, Call Ordering
Officers and Bankcard Holders, (2) Level II Intermediate
Contracting Officers who execute contracts up to $500,000 and
(3) Senior Contracting Officers who have unlimited contracting
authority. This specific manual is limited to Level I (a)
Purchasing Authority which is designated for Call Ordering
Officers and Bankcard Holders.
1. Laval I (a) Gall Ordering Officer Qualifications
The general requirements that are used in assessing an individual
candidate's procurement experience for appointment to Level I (a)
Call Ordering Officer are:
(a) Knowledge of the product and monetary limitation of
procurement authority under the Imprest Fund, and/or
"across the counter" purchase mechanisms such as the
U.S. Government Bankcard.
(b) Knowledge of procedures applicable to issuing calls
against established Blanket Purchase Agreements.
(c) Ability to communicate clearly with Government and/or
contractor personnel.
(d) Ethical conduct in business dealings as required by the
Federal Personnel Manual, Chapter 735.
The authorities and standards for Level I (a) Contracting
Officers within EPA, as prescribed by the EPA Contracts
Management Manual, are as follows:
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117
2. Purchasing Authority
(a) Contracting Officer warrants issued to Purchasing
Agents. (MOTE: The authority to purchase paid
advertising in newspapers must be specifically cited in
the Contracting Officer's warrant/delegation.)
(b) BanJccard purchases where limits may be up to $2,500 per
purchase for Program Bankcard Holders. Purchasing
Agents are limited to their individual Contracting
Officer's Delegation of Procurement Authority (not to
exceed $25,000 per order).
(c) Call orders under pre-established Agency Blanket
Purchase Agreements (BPAs) where the individual calls
are $2,500 or less for each call.
(d) Imprest Fund transactions up to $500 (except $750 for
justified emergencies) .
All Bankcard Holders including Purchasing Agents must be
issued a separate Bankcard Delegation. Call Ordering Officers,
except Purchasing Agents, must be issued a separate delegation
even if they have been issued a Bankcard Delegation.
3.
(a) Must be a responsible permanent Agency employee with a
demonstrated need to provide purchases for their
individual office/location on a continuous basis.
(b) Must successfully complete the EPA eight hour Bankcard
and Call Ordering Officer's Training Course in
simplified purchasing and/or a basic course in small
purchase methods.
(c) Must regularly perform duties which require simplified
purchase methods of supplies and/ or services.
4. Education
A high school diploma or its equivalent is highly desirable.
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E. SMALL PURCHASE METHODS
There are several methods by which Purchasing Agents and others
who have been delegated procurement authority may place orders.
These small purchase methods as established in the Federal
Acquisition Regulation and utilized within the EPA are described
below.
Although the Government Purchase Card is considered a method of
payment, for the purpose of this manual, it is also a method of
acquisition.
Under Executive Order 12780, signed by the President on
October 31, 1991, Federal agencies are directed to accelerate
programs to buy recycled or recovered products. Regardless of
which procurement method is used, consideration should be given
to acquiring recycled or recovered products, to the extent
possible.
1. PTOCHMB ORDER
A Purchase Order is used for most procurements valued at
$100,000.00 or less. Purchase Orders require the signature of an
authorized Contracting Officer or Purchasing Agent. A variation
is the Delivery Order, which is an order placed by a designated
Contracting Officer against an existing Government contract. In
certain instances, Purchasing Agents issue oral orders to
vendors.
(see PART V)
2. BIAMKBT PTBCHMPB MB
A Blanket Purchase Agreement (BPA) is a simplified method of
filling anticipated repetitive needs for supplies or services by
establishing "charge accounts" with qualified sources of supply.
BPAs are designed to reduce administrative costs in accomplishing
small purchases by eliminating the need for issuing individual
Purchase Orders. Authorized Program Office personnel, who have
been
designated as Call Ordering Officers under established BPA's, may
place call orders up to $2,500.00 for each individual call order.
Chapter 4 of the Contracts Management Manual (CMM) provides
detailed information on Blanket Purchase Agreements. (SEE PART
III)
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3.
A easb fund of a fixed amount established by an advance of funds,
without charge to an appropriation, from an agency finance or
disbursing officer to a duly appointed cashier, for disbursement
as needed from time to time in making payment in cash for
relatively small purchases. To obtain cash for purchase of items
or services of small dollar value, an individual must first
obtain the appropriate approval from the procuring activity or
from an individual appropriately designated by the procuring
activity to provide such approval. Use of the Imprest Fund is
limited to individual transactions not in excess of $500.00;
$750.00 for justified emergencies. (SEE PART IV)
A Government Purchase Card used primarily to purchase readily
available supplies and services that have not been restricted for
purchase. The Government Purchase Card is used and retained by
Purchasing Office and Program Office personnel, as a quick method
of filling requirements for supplies or services.
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F. UNAUTHORIZED PROCUREMENT ACTIONS
1. BACKSSQUMD
Unauthorized procurements constitute violations of procurement
regulations and may result in adverse actions against the
individual involved, and may contribute to the waste and abuse of
Agency resources. Unauthorized commitments also undermine the
roles and responsibilities of the Agency's Contracting Officers
and Project Officers.
2. DEFINITIONS
(a) An unauthorised procurement is an action taken by an
EPA employee who does not have Contracting Officer authority or
an action taken by a Contracting Officer who operates beyond
his/her authority, which commits the Government for the
expenditure of funds in exchange for 'goods or services.
Examples of unauthorized procurement actions are:
(1) Ordering supplies or services by an individual
without contracting authority;
(2) Unauthorized direction of work through assignment
of orders or tasks;
(3) Unauthorized addition of new work; and
(4) Any other unauthorized direction which changes the
terms and conditions of the contract.
(b) "Ratification" means the execution, by an authorized
Contracting Officer of a document retroactively formalizing a
contracting action of (a) an individual who acted without
contracting authority or (b) a Contracting Officer who acted
beyond his or her delegated authority.
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3. Procedures for Ramiaat and Ratification of Pnauthorized
(a) The program office shall notify the cognizant
contracting office by memorandum of the circumstances
surrounding an authorized commitment. The notification
shall include:
(1) All relevant documents and records;
(2) Documentation of the necessity for the supplies or
services and the benefit derived by the
Government;
(3) A statement of the delivery status of the
supplies or services associated with the
unauthorized commitment;
(4) A list of procurement sources solicited (if any)
and the rationale for the source selected;
(5) A justification for other than full and open
competition (JOFOC), if only one source was
solicited, as required by FAR 6.302, FAR 6.303 and
1506.303, or for small purchases exceeding the
competition threshold of $2,500.00 in FAR 13.106,a
sole source justification as required by 1513.170;
(6) A statement of steps taken or proposed to prevent
reccurrence of any unauthorized commitment.
(b) The Division Director (or equivalent) of the
responsible office shall approve the memorandum. If
expenditure of funds is involved, the program office
shall include a Procurement Request/Order, EPA Form
1900-8, with funding sufficient to cover the action.
The appropriation data cited on the 1900-8 shall be
valid for the period in which the unauthorized
commitment was made.
(c) Upon receiving the notification, the Contracting
Officer shall prepare a determination and findings
regarding ratification of the unauthorized commitment
for the ratifying official. The Determination and
Findings shall include sufficient detail to support the
recommended action. If ratification of the
unauthorized commitment is recommended, the
Determination and Findings shall include a
determination that the price is fair and reasonable.
To document the determination, additional information
may be required from the Contractor. Concurrence by
the Office of General Counsel is not mandatory, but
shall be sought in difficult or unusual cases.
IT-17
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(d) EPA personnel should be aware that unauthorized
commitments may only be ratified if the following
conditions set forth in Section 1.602-3(c) of the
Federal Acquisition Regulation are met:
(1) Supplies or services have been provided to and
accepted by the Government, or the Government
otherwise has obtained or will obtain a benefit
resulting from performance of the unauthorized
commitment;
(2) The ratifying official could have granted
authority to enter or could have entered into a
contractual commitment at the time it was made and
still has the authority to do so;
(3) The resulting contract would have otherwise been
proper if made by an appropriate Contracting
Officer;
(4) The Contracting Officer reviewing the unauthorized
commitment determines the price to be fair and
reasonable. Any additional amounts may be the
responsibility of the individual responsible for
the unauthorized commitment;
(5) The Contracting Officer recommends payment and
legal counsel concurs in the recommendation,
unless Agency procedures expressly do not require
such concurrence;
(6) Funds are available and were available at the time
the unauthorized commitment was made; and
(7) The ratification is in accordance with any other
limitations prescribed under Agency procedures.
(e) Individuals responsible for unauthorized commitments
may have their certifications of authority as Project
Officer, Work Assignment Manager, Delivery Order
Officer, or Ordering Officer on Blanket Purchase
Agreements and Government Purchase Card purchases
revoked by the Director, Office of Acquisition
Management (OAM), in accordance with Chapter 7 of the
CMM. The Director, OAM, shall forward the names of
individuals whose certifications are so revoked to the
Office of the Inspector General (IG), and to the
Division Director to whom the individual reports.
Individuals may face corrective action, as set forth in
the Agency's Conduct and Discipline Manual (EPA Order
3120.1), ranging from oral reprimand to removal based
on the severity of their offense.
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(f) The ratifying official may inform the Inspector General
(IG) of the action by memorandum through the Head of
the Contracting Activity (HCA). For ratification
actions exceeding the small purchase limitation, the
ratifying official shall submit a memorandum to the
Assistant Administrator for Administration and
Resources Management, through the HCA, for transmittal
to the Associate or Regional Administrator (or
equivalent level) of the person responsible for the
unauthorized procurement. The memorandum should
contain a brief description of the circumstances
regarding the unauthorized procurement, recommend
corrective action and include a copy of any memorandum
sent to the IG. Submission of a memorandum to the
appropriate Assistant, Associate, or Regional
Administrator for unauthorized procurements at or below
the small purchase limitation is optional and may be
accomplished at the discretion of the ratifying
official.
(g) EPA personnel may be personally liable for unauthorized
commitments that are not ratified.
4. Paid Advartiffflnflntg
(a) EPA is generally not authorized to ratify improperly
ordered paid advertisements without the approval from
the General Accounting Office. The ratifying official,
however, may determine payment is proper subject to the
limitations in FAR 1.602-3(c) if the individual
responsible for the unauthorized commitment acted in
good faith to comply with Agency acquisition policies
and procedures.
(b) The paying office shall forward invoice claims received
in its office for improper paid advertisements to the
cognizant ratifying official for a determination
regarding ratification of the action.
5. Othar Vendor RgfflfrflY
If the ratifying official determines that an unauthorized
procurement cannot be ratified by the Agency, the ratifying
official shall instruct the submitter to present its claim to the
General Accounting Office in accordance with the instructions
contained in 4 CFR part 31, Claims against the United States,
General Procedures.
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Part III
Other Acquisition Forms
December 1,1998
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A. PREPARATION OF PROCUREMENT REQUEST/ORDER FORM
1900-8
Included as a cover page to the EPA Form 1900-8 and the
continuation sheet, if applicable, is an instruction sheet for
completing the Form. The Form consists of a non-shaded area that
is to be completed by the Program Office and a shaded area that
is to be completed by the Small Purchase Activity.
All Procurement Requests must also contain a cost/price estimate.
This estimate is the amount of funds committed. This estimate is
in fact a prerequisite to the initiators's securing a commitment
of funds from the Finance Office.
The Anti-Deficiency Act prohibits expenditures or contract
obligations in excess of funds appropriated.
Program Offices must ensure that financial data is provided in
Block 12, and that the amount of money cited is adequate to pay
for the purchase of goods or services.
B. PROCUREMENT REQUEST APPROVALS
To prevent delays in the processing of Procurement Requests, each
Form 1900-8 must have the approval of the appropriate officials
in Block 16 prior to submitting the PR to your Small Purchase
Activity. The appropriate Approving Official is determined by
the type of service or supply needed. A list of commonly
required items, and services and the appropriate approving
offices can be found on Page 32 in this Manual.
C. COMMON PROBLEMS WITH PROCUREMENT REQUESTS
1. Inadequate description: The Purchasing Agent must contact
the originator for further information or prepare a more
adequate description in coordination with the originator of
the request.
2. Unrealistic delivery schedule: The originator of the
request must justify urgency. In some cases, taking special
action to meet an urgent delivery or performance schedule is
warranted; in other cases, coordination with the
requisitioner will result in more realistic delivery
requirements.
3. Discrepancy between quantity/packaging required and industry
practice: Adjustment may be necessary to ensure that the
Government makes the most economical buy, given the unit,
quantity break, and packing practices which are standard for
the potential suppliers.
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4. Inadequate indication of delivery point: It is essential
that suppliers are given a complete address to which
delivery shall be made and informed of the hours during
which goods can be received at destination.
5. Insufficient information on testing requirements: If a
specification provides for testings, it should indicate who
will perform the tests, where and when.
6. Failure to attach or to provide full information on
drawings, plans or other materials that are available to
vendors? Such documentation, or information on how it can
be obtained, must be provided as part of the requisition.
7. Omission of proper accounting data or absence of required
signature approvals: The Procurement Request will need to
be returned for the necessary signatures before processing.
D. PURCHASE DESCRIPTION
As used in this manual, the term purchase description covers a
range of formats for describing requirements. A purchase
description may be a reference to a commercial or industry
specification, a "brand name or equal" description, or a
"statement of work". The nature and complexity of the purchase
description will depend on the item or service sought; at the
least, it must both describe the requirement and contain quality
assurance provisions.
1. Statement of Work
A statement of work (SOW) is another variation of the purchase
description; it is the vehicle for expressing exactly what is
required and for evaluating the performance of the supplier.
The key elements of a statement of work are the same as those for
any specification, with the added requirement of a statement of
where the work is to be performed. The statement of work deals
with these basic questions:
(a) What needs to be done?
(b) When should it be done?
(c) Where should it be done?
(d) What is the makeup of the final output?
It may also define how the work is to be accomplished. Many
statements of work are complex in that they require the use of
special equipment or procedures.
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2. gPECIFICATIQH OR STATEMENT OP WORK PREPARATION C*n*CKT.IflT
(a) If background or other introductory information is to
be included, is it distinguishable from the contract
objective and the contract tasks?
(b) Are specific duties of the contractor stated so that
requirements are clear? Can the Contracting Officer's
representative, who monitors performance and signs the
acceptance report, tell whether the contractor has
complied?
(c) Are all parts of the specification or statement of work
written so that there is no question as to what the
contractor is obligated to do and when?
(d) When it is necessary to refer to another document, is
the proper reference document described? Is it
properly cited? Are all of the items really pertinent
to the tasks, or should only portions be referenced?
(e) Are any specifications or exhibits applicable in whole
or in part? If so, are they properly cited and
referenced in the appropriate statement of work
element?
(f) Are proper quantities shown?
(g) Have all requirements for data been specified
separately in a data requirement appendix or its
equivalent? Have all extraneous data requirements been
eliminated?
(h) Is the specification or statement' of work sufficiently
detailed as to permit equal understanding by all
offerers?
(i) Are reporting requirements clear? Have the timing,
content, and level of detail been specified?
3» Spaeifieationa
The FAR Section 10.001 defines a specification as a clear,
accurate description of the technical requirement for a material,
product or service, including the criteria that will be used to
determine that those requirements have been met. A specification
for a product or material may also contain preservation,
packaging, and marking requirements.
The purpose of a specification is to communicate both to the
agency contracting/purchasing personnel and to potential
suppliers exactly what is required.
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As such, it forms the heart of a requisition and of any contract
that results from the requisition. In addition to definitively
declaring the requirement, the specification will provide the
basis for judging whether goods or services provided by a
supplier are in compliance.
Those who are responsible for preparing the specification must
remember that it must communicate effectively with a
nontechnically oriented buyer who may not know, for example, what
an item looks like or how it will be used. While the
specification must be exacting, and detailed as necessary to
ensure receipt of an item that actually meets the requirements,
it should also be as non-restrictive as possible. The goal is to
facilitate maximum competition in order to obtain quality goods
or services at a reasonable price.
4 • BlTBJlJ PMiff or ccnial purchase daseri.pti.oii8
These purchase descriptions are a unique type, with particular
procedures and requirements. While brand name or equal
descriptions are widely used in the area of small purchases, they
are one of the most abused purchase descriptions, periodically
causing great inconvenience to the Government. A brand name or
equal description consists of the following elements:
(a) The identification of an item known to meet the minimum
needs of the Government, by reference to manufacturer's
name and catalog or model number.
(b) A listing of the salient physical, functional or other
characteristics of the product-characteristics which
are essential to meet the need of the Government.
(c) A list of all other items, by manufacturer's name and
catalog or model number, which are known to meet the
requirement.
Offerors of products other than the name brand must submit
data to show that their products are the equal of that brand. It
is often necessary for the originator of the purchase description
to assess the data to determine whether the products are in fact
equal.
Problems arise because there may be considerable difference
of opinion as to what is a "salient" characteristic and as to
whether an offered "equal" does or does not meet the salient
characteristics.
To prevent such difficulties, particular care must be taken
in developing and using brand name or equal descriptions.
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E. JUSTIFICATION FOR OTHER THAN FULL AND OPEN
COMPETITION (JOFOC)
The Competition in Contracting Act (CICA) requires the promotion
of competition to the maximum extent practicable in acquiring
goods and services. The Small Purchase Activity has the
responsibility to ensure that the competition process is used in
the acquisition of all requirements in excess of $2,500.00. The
competitive process will:
1. Identify new sources capable of meeting the Government's
needs;
2. Establish prices based on adequate competition that are
considered to be fair and reasonable.
Competition is the preferred method for meeting the
Government's need; however, there are circumstances in which it
is impracticable to use the competitive process. Federal
Acquisition Regulation, Part 6 (6.302), sets forth the
circumstances permitting other than full and open competition as
set forth below.
1. Only one responsible source and no. other supplies or
services will satisfy agency requirements.
When the supplies or services required by the agency are
available from only one responsible source, or for DOD, NASA
and the Coast Guard, from only one or a limited number of
responsible sources, and no other type of supplies or
services will satisfy agency requirements.
2. Unusual and.compelling urgency.
When the agency's need for the supplies or services is of
such an unusual and compelling urgency that the Government
would be seriously injured unless the agency is permitted to
limit the number of sources from which it solicits bids or
proposals.
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3. Industrial mobilisation; or engineering, development, or
research capability.
Full and open competition need not be provided for when it
is necessary to award the contract to a particular source or
sources in order (1) to maintain a facility, producer,
manufacturer, or other supplier available for furnishing
supplies or services in case of a national emergency or to
achieve industrial mobilization, or (2) to establish or
maintain an essential engineering, research, or development
capability to be provided by an educational or other
nonprofit institution or a federally funded research and
development center.
4. International agreement.
Full and open competition need not be provided for when
precluded by the terms of an international agreement or
a treaty between .the United States and a foreign
government or international organization, or the
written directions of a foreign government reimbursing
the Agency for the cost of the acquisition of the'
supplies or services for such government.
5. Authorised or required by statute.
Full and open competition need not be provided for
when: (1) a statute expressly authorizes or requires
that the acquisition be made through another Agency or
from a specified source, or (2) the Agency's need is
for a brand name commercial item for authorized resale.
6. National security.
Full and open competition need not be provided for when
the disclosure of the Agency's needs would compromise
the national security unless the agency is permitted to
limit the number of sources from which it solicits bids
or proposals.
7. Public interest.
Full and open competition need not be provided for when the
agency head determines that it is not in the public interest
in the particular acquisition concerned.
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F. Supporting Documentation
In preparing a JOFOC, the documentation must support that
exclusive of all others, the recommended source is the only
responsible source that can satisfy the agency requirement.
Federal Acquisition Regulations (FAR) 6.302 requires that a
Justification for Other than Full and Open Competition cite one
or more of the above circumstances. Statements of fact without
support will render the JOFOC unacceptable. Program Offices are
encouraged to coordinate with the Small Purchase Activity for
further guidance regarding requirements to be acquired from a
single source.
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EXHIBIT
JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETTTTOW
Description of Item(s)/Service(s)
Estimated Dollar Amount:
Recommended Source:
(Paragraph(s) Supporting the Proposed Sole Acquisition)
Recommended by:
Name :.
Title :.
Date :
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