a. Written screening information requests, purchase orders, delivery orders, task orders, and contracts shall be numbered uniformly throughout the FAA’s contracts offices to control, track, and identify each procurement action from receipt of the procurement request (PR) through award and close-out of the procurement instrument.

b. The PIIN shall consist of 14 alphanumeric characters:

(1) Positions one and two. A two-digit alphabetic code which identifies the procuring agency. This code shall always be "DT" which means the Department of Transportation.

(2) Positions three and four. A two-digit alphabetic code which identifies the DOT operating administration. This code shall always be "FA" which means the Federal Aviation Administration.

(3) Positions five and six. A two-digit numeric code which identifies the procurement office of the operating administration that issued the procurement instrument, as follows:

01 - Headquarters 05 - Eastern region 09 - Central region

02 - Aeronautical Center 06 - Southern region 11 - Northwest Mountain region

03 - Technical Center 07 - Southwest region 12 - New England region

04 - Alaskan region 08 - Western Pacific region 14 - Great Lakes region

(4) Positions seven and eight. A two-digit numeric code which is the last two digits of the fiscal year in which the PIIN is assigned.

(5) Position nine. A one-digit alphabetic code which identifies the type of procurement instrument (i.e., agreement, contract, etc.).

A - Agreement. Used for agreements such as Blanket Purchasing Agreements (BPA’s) and Basic Ordering Agreements (BOA’s).

C - Contracts. Use for all contracts, including letter contracts, except for contracts with Government Activities or Corporations (See PIIN element E).

D - Indefinite-Delivery Contracts. Use for Indefinite Quantity, Definite Quantity, and Requirements contracts.

E - Contracts with Government Activities or Corporations. Use for contracts with income producing federal government entities, i.e., National Industries for the Blind, National Industries for the Severely Handicapped, Federal Prison Industries (UNICOR).

F - Delivery Orders. Use when placing orders directly against DOT or FAA contracts. May also be used under contracts administered by another agency, e.g., General Services Administration (GSA), Department of Veterans Affairs (VA), Office of Personnel Management (OPM), Department of Defense (DOD) departments pursuant to an interagency agreement, or where authorized by statute or regulation.

G - Grants. Reserved for grants when a PIIN formatted number is assigned.

H - Cooperative Agreements. Reserved for cooperative agreements when a PIIN formatted number is assigned.

J - Outgrants (Accounts Receivable) or Permits. Used when the FAA outleases (grants the right to use federal real property under FAA control to others) land or space to public or private entities. Does not include permits or memorandum/letters of understanding/agreements providing rights to other federal agencies.

K - Land Purchases and Condemnations. Use for acquisition of permanent real estate interests (fee simple or easement) by purchase or condemnation. Does not include leasehold interests (land or space) in real property.

L - Lease Agreement. Used for leasing real property and products or equipment. Also, includes instruments for both land and space where the Government obtains real estate rights and aerial easements for a limited period of time, and may or may not be monetary in consideration. Does NOT include Interagency Agreements.

P - Purchase Orders. Used for purchase orders. (Assign V, then W when numbering capacity of P becomes exhausted during a fiscal year). Also, includes orders for appraisals, surveys, title, closing, and other work related to leasing or acquiring real estate rights.

Q - Request for Quote. Used when soliciting contracts by RFQ.

R - Request for Offers. Used when soliciting contracts by RFO.

S - Sales Contract. Used for sales and other disposal of real and personal property.

U - Utilities. Used for contracts for electric, telephone, water, natural gas, and other utilities.

V - See P - Purchase Orders.

W - See P - Purchase Orders.

X - Interagency Agreements. Used when obtaining products or services from or through another agency when that servicing agency may be in a position or equipped to supply, render, or obtain by contract.

The letters M, N, T, Y and Z are reserved for the internal use of the FAA. However, these letters may not be used to identify an FAA procurement instrument in lieu of the above designated codes assigned to the type of instrument.

(6) Positions ten through fourteen. At the discretion of the Chief of the Contracting Office, these characters may be numeric or alphanumeric. A separate set of serial numbers may be used for any type of procurement instrument.

c. Illustration of the PIIN. An example of a PIIN is illustrated in the following chart. The PIIN DTFA-02-96-R-00001 identifies an RFO issued by the DOT, Federal Aviation Administration, the Aeronautical Center, Oklahoma City, OK in fiscal year 96.

d. Supplementary PIINs. A supplementary number shall be used in conjunction with the basic PIIN to identify the following:

(1) Amendments to screening information request (SIR). Amendments shall be assigned a four position alphanumeric serial number. The first position should always be A, and the last three positions would always be numbered sequentially beginning with 001. A sample amendment number would be DTFA-02-96-R-00001-A001.

(2) Modifications to Contracts, Agreements, and Orders. Modifications to contracts, agreements, and orders shall be numbered sequentially with a four position numeric serial number beginning with 0001.

e. Contract Line Item Number (CLIN). CLIN’s should be numbered consecutively commencing with 001. Sub-CLIN’s should be numbered 001AA, 001AB, 001AC. . . 001AZ, 001BA, 001BB, etc. The letters "I" and "O" should not be used to preclude confusion with the numbers "1" (one) and "0" (zero).

Each request for offer or contract should be tailored to include only those elements required, at an appropriate level of detail, to make the contract a binding and enforceable document. For uniformity, the format of each request for offer or contract may be structured according to the following outline:

a. Part I - The Schedule.

Section A - Contract

Section B - Supplies or Services and Prices/Costs

Section C - Description/Specifications/Work Statement

Section D - Packaging and Marking

Section E - Inspection and Acceptance

Section F - Deliveries or Performance

Section G - Contract Administration Data

Section H - Special Contract Requirements

b. Part II - Contract Clauses.

Section I - Contract Clauses

c. Part III - List of Documents, Exhibits, and Attachments.

Section J - List of Documents, Exhibits, and Attachments

d. Part IV - Representations and Instructions.

Section K - Representations, Certifications, and Other Statements of Offerors

Section L - Instructions, Conditions, and Notices to Offerors

Section M - Evaluation Factors for Award

Only duly authorized officials acting within the limits of their delegated procurement authority may make legally binding contractual actions.

a. Significant Contract Actions. The FAA should inform the public of significant FAA contract actions such as contract awards and modifications. Even though the AMS does not specify that all contract awards need to be advertised, the CO should consider announcing contract actions that are large programs or otherwise have large funding amounts, subcontracting opportunities, or high visibility. Contract award information should be announced in a timely manner via the Internet, CBD, trade magazines, or local newspapers. Also, contracting offices should notify associate level management and administrators of contract awards, especially those of high dollar values. This notification may be in the form of a cc:mail which includes the contractor’s name, type service/equipment, dollar amount, and duration of the contract.

2. Procurements of $25,000 to $100,000. Procurements of $25,000 to $100,000 should be posted on the Internet after award for information purposes only to facilitate the exchange of business opportunities in the FAA. The posting should include the following information:

1. Period of performance;

2. Total value;

3. Name and telephone number of the technical representative:

(4) Description of the procurement;

(5) Procurement number;

(6) Contracting Officer’s name and telephone number.

The following require official notification to Congress prior to distribution of the contractual instrument:

a. New Awards. Congress shall be notified at least 48 hours, exclusive of federal holidays and weekends, in advance of award of all contracts of $3 million or more (total value of the contract, including all options), excluding interagency agreements. The Assistant Secretary for Government Affairs (I-1) or designee is responsible for notifying Congress and advising the Contracting Officer that the contract may be released. The Contracting Officer may sign the contract, but no information should be released outside of DOT until the contract notification procedures outlined herein have been accomplished.

b. Modifications or Delivery/Task Orders. Notification is not required for modifications or delivery/task orders exceeding $3 million if Congress was notified of the initial contract award; otherwise, Congressional notification is required.

c. Notification shall be made via form DOT F4220.41, "Contract Award Notification", with a concurrent courtesy copy to the FAA’s Office of Government and Industry Affairs, AGI-1. Blocks 1-11 of the form shall be completed and telexed to the Assistant Secretary for Government Affairs (I-1), (202) 366-3675; confirmation: (202)366-9714. The Contracting Officer should file a copy of the form and the telex receipt, if available, in the official contract file. Block 9 of the form should be amended to add the methods in the FAA Acquisition Management System.

d. Unless I-1 or designee, requests the Contracting Officer or other designated official not to proceed with contract award, awards may be announced on the third working day following receipt of the Form DOT 4220.41 in I-1. Confirmation of the receipt of the 4220.41 by I-1 may be made by calling (202) 366-9714. The Contracting Officer is responsible for documenting the date the 4220.41 is received by I-1.

e. A press release may be appropriate for contract award actions of interest to the general public. The determination of what is newsworthy and what is not must consider not only the dollar amount of the action but also the uniqueness or public interest which may be associated with the event. The FAA Office of Public Affairs (APA-300), should be contacted for assistance in developing a press release. Regions and centers should coordinate press releases for regional and center actions with their local public affairs office. A request for a press release should be made approximately 4 weeks in advance of a contract award.

a. The FPDS provides a comprehensive mechanism for assembling, organizing, and presenting contract placement data for the Federal Government. Federal agencies report data to the Federal Procurement Data Center (FPDC), which collects, processes, and disseminates official statistical data on Federal contracting. The data provide (1) a basis for recurring and special reports to the President, the Congress, the General Accounting Office, Federal executive agencies, and the general public; (2) A means of measuring and assessing the impact of Federal contracting on the Nation's economy and the extent to which small, small disadvantaged and women-owned small business concerns are sharing in Federal contracts; and (3) data for other policy and management control purposes.

b. The FPDS Reporting Manual provides a complete list of reporting and nonreporting agencies and organizations. This manual (available at no charge from the General Services Administration, Federal Procurement Data Center, 7th & D Streets, SW, Room 5652, Washington, DC 20407, telephone (202) 401-1529, FTS 441-1529, FAX (202) 401-1546) provides the necessary instruction to the data collection point in each agency as to what data are required and how often to provide the data.

c. Data collection points in each agency report data on SF 279, Federal Procurement Data System (FPDS)--Individual Contract Action Report, and SF 281, Federal Procurement Data System (FPDS)--Summary Contract Action Report ($25,000 or Less), or computer-generated equivalent. Although the SF 279 and SF 281 are not mandatory for use by the agencies, they do provide the mandatory format for submitting data to the FPDS.

4. The Contracting Officer shall obtain and report a Contractor Establishment Code for each awardee from information on file or available to the contracting office. The contracting office or other designated agency office shall request a code using the procedures in the FPDS Reporting Manual or in accordance with agency procedures. Requests for codes shall be made by Government offices and only for the apparent awardees.

a. The Contract Information System (CIS) will be the repository of unclassified records of all procurements exceeding $25,000 reflected by fiscal year

b. With respect to each procurement carried out using competitive procedures, the FAA will be able to access, as a minimum, the following information:

(1) The date of contract award.

(2) Information identifying the source to whom the contract was awarded.

(3) The property or services obtained by the Government under the procurement.

(4) The total cost of the procurement.

(5) Single source procurements.

(6) The identity of the organization or activity which conducted the procurement.

(7) Awards to small disadvantaged businesses using either set-asides or unrestricted competition.

(8) Awards to business concerns owned and controlled by women.

(9) The number of offers received in response to a screening information request.

(10) Task or delivery order contracts.

c. This information will be transmitted to the Federal Procurement Data System.

FAA Order 1350.15B, Records Organization, Transfer, and Destruction Standards describes retention periods and destruction information for acquisition and procurement files. Generally closed official contract, purchase order, and lease files are transferred to the Federal Records Center after final payment. These records are then destroyed when 6 years and 3 months old. See item number 4400, Acquisition and Procurement, of FAA Order 1350.15B for full instructions on record retentions.

a. The National Industrial Security Program (NISP) was established by Executive Order 12829, January 6, 1993 for the protection of the Government's classified information. The NISP Operating Manual (NISPOM) prescribes the requirements, restrictions, and other safeguards that are necessary to prevent unauthorized disclosure of classified information and to control authorized disclosure of classified information released by the U.S. Government. NISPOM in available on the Internet at www.dis.mil/page27.htm.

b. Section 3.5, Patents, Data, and Copyrights, of the FAA Acquisition Management System contains policy for safeguarding classified information in patent applications and patents.

c. Responsibilities of Contracting Officers.

(1) Comply with NISP requirements.

(2) Determine FAA requirements. The CO shall contact the personnel security specialists in the local office regarding FAA procedures/requirements for any contracting activity requiring access to classified information, whether that information is owned by another agency or the FAA. The responsible security organizations follow:

(a) Headquarters - ACO-300

(b) Regions - 700-designated organization, such as "ASO-700"

(c) Technical Center - ACT-8

(d) Aeronautical Center - AMC-700.

(3) Prescreening information request phase. Contracting officers should review all proposed screening information requests to determine whether access to classified information may be required by offerors, or by a contractor during contract performance. If access to classified information may be required, the Contracting Officer shall comply with c.(1) and c.(2) above.

(4) Screening information request phase. Contracting officers shall:

(a) Ensure that the classified acquisition is conducted in accordance with the requirements of c.(1) and (2) above; and

(b) Include appropriate security requirements and flow-down clauses in the screening information request (see Clause 3.13-2, Security Requirements); and, as appropriate, in screening information requests and contracts when the contract may require access to classified information. A requirement for security safeguards in addition to those provided in Clause 3.13-2, Security Requirements may be necessary in some instances.

(c) Contracting officers should use the contract Security Classification Specification, DD Form 254.

d. Definitions.

(1) ‘Classified acquisition’ means an acquisition that consists of one or more contracts in which offerors would be required to have access to classified information (Confidential, Secret, or Top Secret) to properly submit an offer or quotation, to understand the performance requirements of a classified contract under the acquisition, or to perform the contract.

(2) ‘Classified contract’ means any contract that requires, or will require, access to classified information (Confidential, Secret, or Top Secret) by the contractor or its employees in the performance of the contract. A contract may be a classified contract even though the contract document is not classified.

(3) ‘Classified information’ means any information or material, regardless of its physical form or characteristics, that is owned by, produced by or for, or under the control of the United States Government, and determined pursuant to Executive Order 12356, April 2, 1982 (47 FR 14874, April 6, 1982) or prior orders to require protection against unauthorized disclosure, and is so designated.

a. Pursuant to Executive Order 12873, Sections 402(d) and 504, October 20, 1993, it is the policy of the Government that a contractor submitting paper documents to the Government relating to an acquisition should, if possible, submit those documents printed/copied double-sided on recycled paper. If the contractor can only print/copy double-sided or use recycled paper, the contractor should accomplish whichever one the contractor has the ability to achieve.

b. The Contracting Officer should include a notice in screening information requests to ensure that contractors are made aware of Executive Order 12873, Sections 402(d) and 504.

a. In order to provide the small business community with reasonable procurement opportunities and to comply with the President’s desire to expand procurement opportunities for small businesses, it is the policy of the FAA to make its Annual Procurement Forecast available to interested business owners. The forecast is for informational and marketing purposes only and does not constitute a specific offer or commitment by the FAA to fund any of the procurements listed.

b. Whether on the Internet or in hard copy, this document must be provided to the public and to the FAA Small Business Utilization Staff, ARA-5, not later than October 1, of each fiscal year.

Contracting Officers should obtain the information from program offices. A sample format is attached as Appendix 1.

c. Information should include as a minimum:

(1) All planned new procurement actions scheduled for award during the current fiscal year excluding interagency agreements, federal supply schedules and credit card purchases;

(2) A brief description of the anticipated procurement;

(3) The estimated dollar amount of the procurement in a range, e.g. $500,000- $1,000,000;

(4) A name and phone number of a person knowledgeable about the procurement;

(5) The anticipated fiscal year quarter of the screening information request release and contract award;

(6) The method of procurement (i.e. set-aside, single source unrestricted).

a. Requirements. The FAA remains subject to certain statutory, regulatory, and policy requirements and must continue to report the following:

(1) Report of Proposed Federal Construction. Construction programs estimated to exceed $500,000 are subject to Davis-Bacon Act regulations at 29 CFR 1.4. This CFR section requires the FAA to furnish the Department of Labor a general outline of its proposed construction programs for the coming fiscal year. The report must identify the estimated number of projects that will require wage determinations, the anticipated types of construction, and the locations of construction.

(2) Randolph-Sheppard Vending Facilities Report. Randolph-Sheppard Act regulations at 34 CFR 395.38 require that each Federal property managing agency file an annual report with the Department of Education. This report will reflect the number of applications received for establishing vending facilities, vending machine income collected and disbursed to the State licensing agency in each state, and the amount retained.

(3) Resource Conservation and Recovery Act Report (RCRA) and Executive Order(EO) 12873 Annual Report. Section 6002 of RCRA requires OFPP to report to Congress on the actions taken by agencies to implement this statute. EO 12873 reinforces affirmative procurement, waste minimization, and recycling efforts and requires Federal agencies to report on their efforts to the OFEE. To simplify the reporting process and reduce the reporting burden placed on agencies, the Office of the Federal Procurement Policy (OFPP) and the Office of the Federal Environmental Executive (OFEE) have merged the reporting requirements of section 6002 of RCRA, and EO 12873 into a single annual report. The report is divided into the Agency Summary Report and the Supply Center Summary Report. The report covers commercial purchases of items contained in the Comprehensive Procurement Guidelines, as well as affirmative procurement, waste minimization and recycling efforts.

(4) Semiannual Labor Compliance Report. Davis-Bacon Act regulations at 29 CFR 5.7 require data on compliance with and enforcement of the construction labor standards requirements of the Davis-Bacon Act and Contract Work Hours and Safety Standards Act. The report will identify enforcement actions taken by the contracting offices.

(5) Lobbying Disclosure Report. Public Law 101-121 requires contractors to disclose any lobbying activities. The Lobbying Disclosure Act of 1995 eliminated the requirement to forward a copy of each disclosure form, SF LLL to Congress semiannually. Therefore, this report is no longer required. The original SF LLL should continue to be retained in the contract file.

(6) Summary Contract Action Report ($25,000 or less). This report is required to collect procurement data for FAA reporting into the Federal Procurement Data System.

(7) Undefinitized Letter Contract Report and Not-to-Exceed Report. A discussion of the requirements for this report is contained in Toolbox Guidance on "Types of Contracts," (T3.2.4).

(8) Major Procurement Program Goals (MPPG). Pursuant to Executive Order 12928 of 9/16/94, the FAA Administrator will report to the Administrator of the Small Business Administration through the Secretary of the Department of Transportation on the extent of achievements against the MPPG established. Three reports which include the number and dollar obligation of all procurements for each MPPG, excluding interagency agreements, are required by the Office of Small Business Utilization, ARA-5.

b. Responsibilities.

(1) The Chief of the Contracting Office in headquarters, regions, and centers must collect, compile and submit for their respective organizations the reports outlined below. Reports must be received in ASU-110, or other designated recipient, prior to the stated due dates. The Chief of the Contracting Office must also provide negative responses when there is no data to report for a particular report during the reporting period.

(2) The Procurement Support & Information Services Branch (ASU-110) will consolidate the reports that are required to be submitted to ASU-110 into a single agency-wide report for submission to the various requesters prior to their prescribed due dates. All other reports will be submitted by the Regions, Centers, and Headquarters, directly to the requester.

c. Specifics about each report are as follows:

* INCLUDE ALL PRE-AMS PROCUREMENT ACTIONS ON THIS REPORT EXCEPT INTERAGENCY AGREEMENTS.

Post-AMS Procurement Obligations, as used in the MPPGR, are all procurement obligations that are awarded pursuant to the AMS only (excludes interagency agreements).

Total Awards (Item 1) are all post-AMS procurement obligations awarded to large and small businesses excluding all interagency agreements. Item 1 must be equal to or greater than the sum of Items 2 - 5.

Awards to Small Business Concerns (Item 2) are all post-AMS procurement obligations awarded to small business concerns (i.e. very small businesses, 8(a) businesses, small business concerns owned and controlled by socially and economically disadvantaged individuals, small businesses owned and controlled by women and all other small businesses). Item 2 must be equal to the sum of Items 2.1 - 5.

Very Small Business Set-Asides (Item 2.1) are all post-AMS procurement obligations awarded to very small businesses via FSS and/or very small business set-asides only. Do not include awards to very small businesses if the award was not made as a result of a FSS and/or very small business set-aside. Do not count very small business set-aside awards in Items 3, 4, or 5. Do not count in Item 2.1 if counted in Items 3, 4, or 5.

SEDB Set-Asides (8(a) (Item 3)) are all post-AMS procurement obligations awarded to 8(a) firms via FSS and/or SEDB set-asides only. Do not include awards to 8(a) firms if the award was not made as a result of a FSS and/or SEDB set-aside (8(a)). Do not count in Item 3 if counted in Items 2.1, 4, or 5.

Awards to Small Business Concerns Owned and Controlled by Socially and Economically Disadvantaged (SDB) Individuals (Item 4) are all post-AMS procurement obligations awarded to SDBs excluding awards to 8(a) firms via SEDB 8(a) set-asides (Item 3). Do not count these awards in Item 4 if counted in Items 2.1, 3, or 5.

Awards to Small Business Concerns Owned and Controlled by Women (WOB) (Item 5) are all

post-AMS procurement obligations awarded to WOBs excluding awards to 8(a) firms via SEDB 8(a)

set-asides. Do not count these awards in Item 5 if counted in Items 2.1, 3, or 4.

Total Subcontracts Awarded by Prime Contractors (Item 6) are all post-AMS subcontract obligations awarded to large and small businesses. Item 6 must be equal to or greater than the sum of Items 7 - 9.

Subcontracts Awarded to Small Business Concerns (Item 7) are all post-AMS subcontract obligations awarded to small businesses. Item 7 must be equal to or greater than the sum of Items 8 and 9.

Subcontracts Awarded to Small Business Concerns Owned and Controlled by Socially and Economically Disadvantaged Individuals (Item 8) are all post-AMS subcontract obligations awarded to SDBs. Do not count these awards in Item 8 if counted in Item 9.

Subcontracts Awarded to Small Business Concerns Owned and Controlled by Women (Item 9) are all post-AMS subcontract obligations awarded to WOBs. Do not count these awards in Item 9 if counted in Item 8.

Fiscal Year Goal (Column 3) are the agency-wide fiscal year goals established for each post-AMS MPPGR category (Column 2).

Actual This Period (Column 4) are all post-AMS procurement obligations awarded during the current reporting period.

Cumulative Actual to Date (Column 5) are all post-AMS procurement obligations awarded from

October 1 of the current fiscal year through the end of the current reporting period.

Number of Actions (Column 6) are the number of post-AMS procurement actions that correlate to the "Actual This Period" procurement obligations (Column 3) or the "Cumulative Actual to Date" (Column 4).

MAJOR PROCUREMENT PROGRAM GOALS (ACTUAL) REPORT*

REPORTING OFFICE/DATE OF REPORT _________________

FISCAL YEAR _______

(Dollars in )

*EXCLUDE INTERAGENCY AGREEMENTS AND AWARDS NOT MADE UNDER THE ACQUISITION MANAGEMENT SYSTEM ONLY.

(NOTE: PROVIDE THE DETAIL FOR ITEMS 2, 3, 4, AND 5 ON A SEPARATE SHEET. DETAIL THE INDIVIDUAL AWARDS (EXCEPT FOR SIMPLIFIED PURCHASES) THAT EQUATE TO THE TOTAL "ACTUAL THIS PERIOD" REPORTED. INCLUDE NAME OF CONTRACTOR, AWARD AMOUNT, APPLICABLE STANDARD INDUSTRIAL CLASSIFICATION AND ETHNIC GROUP.)