Timely Submission of Requirements for Fiscal Year 1999 Date: Wed, 24 Mar 1999 09:51:25 -0500 To: "AO - All Administrative Officers", "AE - Administrative Employees", "HS - Headquarters Secretaries" From: "Alice A. Sabatini, Division Administrative Officer, WRD" Subject: Timely Submission of Requirements for FY 1999 Date: Tue, 23 Mar 1999 09:57:35 -0500 To: "Gayle A Sisler, Reston, VA" , "Carole Carter-Pfisterer, Reston, VA" , "MaryLou D Pectol, Reston, VA" , "Joseph S Pillera, Reston, VA" , "Alice A Sabatini, Administrative Officer, Reston, VA" , "Robyn Thorson, Reston, VA" From: Karen Pangle >Subject: Timely Submission of Requirements for FY 1999 Cc: "Hale, Jo Margaret" In Reply Refer To: Mail Stop 205P MEMORANDUM To: Division Administrative Officers From: John K. Peterson Chief, Office of Acquisition and Federal Assistance Subject: Timely Submission of Requirements for Fiscal Year 1999 This memorandum establishes timeframes for submitting fiscal year (FY) 1999 requisitions and FY 2000 requisitions with a start date of October 1, 1999. Reasonable timeframes have been established for processing various types of procurements after the Office of Acquisition and Federal Assistance receives a complete requisition package and any necessary approvals from the Office of Information Systems (OIS) and the Branch of Property Management, if applicable. The components of a complete requisition package are listed in Survey Manual 404.10. You may consult with the procurement branch responsible for processing your requirement if you have questions concerning the target dates or any part of the requisition package. In order to ensure award of all requirements, we ask that complete requisitions be submitted by the dates on the attached schedule for all potential actions, even if a final funding decision has not yet been made. Requisitions that do not yet have firm funding, should be marked "Process to Point of Award." For the most part, we work requisitions on a first come, first served basis, so it is to your advantage to submit all requisitions to the Office of Acquisition and Federal Assistance as soon as possible. We will accept and process any legitimate requisition that is received late, unless it is so late that an award in the current fiscal year is not possible. Of course, the likelihood of successful award is reduced when the requisition is received late or if large numbers of requisitions are received just before a scheduled target date. As always, we are available to assist you when a bona fide emergency occurs. Please make the widest possible distribution of this memorandum and attached schedule to your personnel who submit their requirements to the headquarters acquisition office. This memorandum is also posted on the Office of Program Support customer service web pages, the URL is: http://www.usgs.gov:8888/ops/acquisition/reqdue99.html. We are looking forward to working with you to award all of your acquisition requirements in a timely manner. If you require further information, you may call Lisa Zukowski at (703) 648-7347. Attachment FISCAL YEAR 1999 REQUISITION SUBMISSION SCHEDULE CONTRACTS AND ASSISTANCE AWARDS Contracts for Supplies and Services including IT and Construction: $3,000,000 and over April 2 Over $500,000 and under $3,000,000 April 16 Up to $500,000 May 21 Delivery Orders: Delivery Orders of any amount against GSA FMSS Schedule July 9 Negotiated delivery orders against existing contracts* July 23 Non-negotiated delivery orders against existing contracts* September 3 * This includes orders against other agency contracts Contract Modifications: Exercise of priced option with a start date of October 1, 1999 (FY 2000 requirement) June 18 All other modifications against existing contracts* June 18 Requests to deobligate excess funds from contracts Assistance August 27 $500,000 and over June 4 Less than $500,000 (with recipients other than state governments) July 6 Less than $500,000 (with state governments) August 6 BRD Research Work Orders (New or Expansions of work) August 6 BRD Research Work Orders (Unilateral Actions) September 14 Reminder: All ESIP subagreements/amendments require 45 days processing time Non-competitive actions: Submit 30 days earlier than date indicated Actions requiring audits: Submit 30-45 days earlier Dollar amounts refer to total projected value, including option year funding SIMPLIFIED ACQUISITION AND FEDERAL SUPPLY SCHEDULE ORDERS All Open Market Orders Between $25,000 - $100,000 July 13 All Open Market Services Between $2,500 - $25,000 August 7 All Open Market Purchases Between $10,000 - $25,000 August 20 All Purchases Under $10,000 August 30 All Services less than $2,500 and construction less than $2,000 August 30 All Delivery Orders against GSA Schedules August 30 NOTE: ALL FY 2000 renewals, submit requisition 45 days prior to expiration of current order Requirements received after these dates have a reduced chance of being awarded. We will, of course, work with you at any time on bona fide emergencies in order to protect life and property interests. You are reminded that most purchases of $2,500 or less can be made by your Government Charge Card more quickly!