Control Symbol DD-I&L(Q)-680, in the format in § 593.408-53 in the same manner as prescribed in § 593.408-50 (a) and (b). Negative reports are not required.

(b) For reporting purposes an undefinitized change order consists of all change orders that have not been definitized in the contract by supplemental agreement.

(c) Change order actions for appeals, letter contracts, or terminations shall not be reported.

(d) The report shall include all change orders of $10,000 or more. The dollar amounts to be reported shall be obligated amounts prior to definitization or the estimated value, whichever amount reflects the total estimated cost impact of the change order.

(e) A statement identifying each outstanding undefinitized change order of $1 million or more, the reason for delay in definitization, and actions taken to obtain early settlement shall be attached to each report.

[35 FR 4128, Mar. 5, 1970]

Subpart E-Solicitations of Proposals and Quotations

8593.506 Late proposals and modifications.

(a) When a late proposal is received and the contracting officer believes that it should be considered under § 3.506(c) (2) of this title, he shall forward through procurement channels to the addressee in § 591.150(b)(6) of this chapter by the most expeditious means his reasons for considering the late proposal to be of extreme importance to the Government. All facts pertinent to the solicitation which lead to his conclusion shall be stated.

(b) When time of award is of the essence, direct communication between the contracting officer and the addressee in § 591.150(b)(6) of this chapter is authorized. In such cases, the contracting officer shall furnish the cognizant head of procuring activity a copy of the communication concurrent with its release to the addressee in § 591.150(b)(6).

(c) The Secretarial determination shall be forwarded directly to the contracting officer concerned with information copies to the cognizant head of procuring activity.

8593.550 Debriefing of unsuccessful offer

8593.550-2 Policy.

(a) Although not mandatory, debriefings after award shall be given serious consideration by each head of procuring activity and commanders of each research, engineering, and test installation or activity in selected major negotiated procurements when it is obvious that extensive effort and substantial amounts of money and time have been expended in preparation of proposals.

(b) If any unsuccessful offeror requests a debriefing, the cognizant head of procuring activity or commander shall endeavor to have a debriefing conducted. Authority to conduct debriefings may be delegated as deemed appropriate by the head of procuring activity or commander.

(a) When it is determined that a particular procurement justifies a debriefing each unsuccessful offeror shall be advised that a debriefing is available and shall be informed as to the Government office concerned and its location. Notification of debriefings shall be given at the time an unsuccessful offeror is notified of award of a procurement or as soon thereafter as practicable.

(b) If an offeror requests a debriefing, arrangements shall be made to conduct the debriefing promptly.

(c) A debriefing shall be confined to a discussion of the unsuccessful offeror's proposal in relation to the Government's requirement. Care shall be taken to avoid

(1) Comparing one offeror's proposal with another; and

(2) Disclosure of information contained in other competitive offers, such as cost breakdown, trade secrets, processes, and techniques, or any information received in confidence.

(d) Information as to specific weights or points assigned during the evaluation shall not be disclosed.

8593.550-4 Records.

The contract file shall be documented with a record of any debriefing action taken.

Contro. bymoe. DI+1&LQ+-681 the format 17. § 59.5.406-5 m the same male a prescribe: 11 § 595.401-50 12 and (c Negative reports are not required

** For reporting purposes ar unos imized enange orge: consists of al enalige order tna nave not beer D infuzed in the contract by supplemer-La: agreement

C) Change order actions for appeals jelier contract or terminations snal no' be reported

ia The report shall menude al Change orders of $10.000 or more The Goua, amounts LC be reported snal of obligated amounts prior to defmitizaLion of the estimated value, whichever amount reflects the tota estimated cus impact of the change order

(e) A statement identifying each outstanding undefmitized change order of $1 million or more, the reason for delay in definitization and actions taken to obtain early settlement shal be attached to each report.

136 FR 4:28. Mar 5, 1970]

Subpart E-Solicitations of Proposals and Quotations

§ 593.506 Late proposals and modifications.

(a) When a late proposal is received and the contracting officer believes that it should be considered under § 3.506(c) (2) of this title, he shall forward through procurement channels to the addressee in § 591.150(b)(6) of this chapter by the most expeditious means his reasons for considering the late proposal to be of extreme importance to the Government. All facts pertinent to the solicitation which lead to his conclusion shall be stated.

(b) When time of award is of the essence, direct communication between the contracting officer and the addressee in § 591.150(b)(6) of this chapter is authorized. In such cases, the contracting officer shall furnish the cognizant head of procuring activity a copy of the communication concurrent with its release to the addressee in § 591.150(b)(6).

(c) The Secretarial determination shall be forwarded directly to the contracting officer concerned with information copies to the cognizant head of procuring activity.

§ 593.550 Debriefing of unsuccessful offer

For the purposes of this subpart the following definitions shall apply

(a) "Debriefing" means an explanation of the evaluation of the significant factors contained in an unsuccessful offeror's approval, pointing out major weaknesses and strong points in his proposal.

(b) "Major negotiated procurements" means

(1) Any negotiated procurement exceeding $1 million;

(2) Any negotiated

procurement which it is contemplated will lead to follow on awards in excess of $1 million; and

(3) Any other type procurement which involves extensive proposals and evaluation of special areas such as scientific approach, technical capability, and business management; e.g., project definition studies.

§ 593.550-2 Policy.

(a) Although not mandatory, debriefings after award shall be given serious consideration by each head of procuring activity and commanders of each research, engineering, and test installation or activity in selected major negotiated procurements when it is obvious that extensive effort and substantial amounts of money and time have been expended in preparation of proposals.

(b) If any unsuccessful offeror requests a debriefing, the cognizant head of procuring activity or commander shall endeavor to have a debriefing conducted. Authority to conduct debriefings may be delegated as deemed appropriate by the head of procuring activity or commander.

(b) If an offeror requests a debriefing, arrangements shall be made to conduct the debriefing promptly.

(c) A debriefing shall be confined to a discussion of the unsuccessful offeror's proposal in relation to the Government's requirement. Care shall be taken to avoid

(1) Comparing one offeror's proposal with another; and

(2) Disclosure of information contained in other competitive offers, such as cost breakdown, trade secrets, processes, and techniques, or any information received in confidence. (d) as to specific weights or points assigned during the evaluation shall not be disclosed.

Information

§ 593.550-4 Records.

The contract file shall be documented with a record of any debriefing action taken.

Subpart F-Small Purchase and Other Simplified Purchase Procedures

§ 593.604 Competition and price representation in small purchases.

§ 593.604-3 Price representation.

Imprest funds, blanket purchase agreements, and Standard Forms 44 shall not be used for making small purchases to evade the use of the Price Representation information prescribed in § 3.604-3 of this title. Those small purchase methods shall be used only when all criteria set forth in ASPR for their use is met.

§ 593.605 Blanket purchase agreement (BPA).

§ 593.605-3 Establishment of blanket purchase agreements.

(a) Blanket purchase agreements shall not be established

(1) For supplies or services for which unpriced purchase orders should be used (§ 3.608-3 of this title), e.g. repair services where disassembly of the item to be repaired is required to determine the nature and extent of repairs or where exact prices of repair services are not known at the time the services are ordered; or

(2) With suppliers having Brand Name Contracts for commissary resale items available thereunder (§ 594.5102 of this chapter), except

(i) When a Brand Name Contract specifies a minimum shipping quantity,

(ii) The resale items are normally purchased in quantities less than the minimum shipping quantity, and

(iii) The supplier is willing to sell the items in lesser quantities at reasonable prices.

(b) Contracting officers shall, whenever practicable, establish prepriced BPA's by negotiating firm unit prices for specific periods of time or by incorporating in or attaching to BPA's supplier's price lists or catalogs.

(c) Responsibility for the function of placing calls under BPA's rests with the contracting officer, who may

(1) Authorize individuals assigned to his purchasing office to place calls in any dollar amount within the limita

tion in § 3.605-2 of this title under BPA's established by him; and

(2) Authorize individuals in requiring activities such as commissaries, hospitals, research laboratories, or isolated off-post locations to place calls whose aggregate dollar amount does not exceed $250 under BPA's established by him; except that individuals in commissaries may be authorized to place calls for subsistence items without monetary limitation when the BPA contains the Examination of Records by Comptroller General clause (§ 7.104-15 of this title).

Individuals authorized to place calls under paragraphs (c) (1) and (2) of this section are not ordering officers within the meaning of § 591.452 of this chapter.

(d) Prior to making authorizations pursuant to paragraph (c)(2) of this section contracting officers shall

(1) Determine in writing that the authorization is essential for the efficient operation of the procurement mission and is not made for the purpose of decentralizing the procurement function; and

(2) Insure that individuals authorized to place calls have the time available to perform the function without redelegating the authority to others.

(e) Contracting officers who authorize individuals to place calls under BPA's pursuant to paragraph (c) of this section shall

(1) Instruct the individuals in the proper use of BPA's;

(2) Furnish copies of BPA's to each individual authorized to calls thereunder;

(3) Insure that individuals have ready access to price lists or catalogs incorporated in or attached to BPA's;

(4) Insure that individuals equitably distribute calls among suppliers with whom BPA's have been established;

(5) Insure that individuals do not split purchase transactions to evade monetary limitations;

(6) Require that individuals refer all cases where prices are not considered reasonable to the contracting officer for determination;

(7) Obtain from individuals at the end of each billing period copies of de