When recommended by procurement personnel or the small business specialist, and approved by the contracting officer, proposed procurements of less than $10,000 may be publicized in the Commerce Business Daily.

[27 F.R. 8870, Sept. 6, 1962]

§ 1.1003-6 Synopses of subcontract opportunities.

(a) By contracting officers. (1) In order to broaden the opportunity in negotiated procurement for subcontracting by small business concerns and others, contracting officers shall, unless not in the Government's interest or subcontracting opportunities do not exist, publish in the Commerce Business Daily the names and addresses of firms to whom requests for proposals are to be issued. This procedure will offer opportunity to small business concerns and others interested in subcontracting to make direct 'contract with prospective prime contractors at an early stage in the procurement. An addition to the regular synopsis prepared in accordance with § 1.1003-9 shall be made as set forth in § 1.1003-9 (f).

(2) Contracting officers shall, unless not in the Government's interest or subcontracting opportunities do not exist, publish in the Commerce Business Daily the names and addresses of firms which have submitted acceptable technical proposals in the first step of two-step formal advertising and will therefore be issued invitations for bids in the second step (see § 2.503 of this chapter). Such lists should be followed by a statement substantially as follows:

It is suggested that small business firms or others interested in subcontracting opportunities in connection with this procurement make direct contact with the above firms.

(b) By prime contractors and subcontractors. Prime contractors and subcontractors should be encouraged to use the Commerce Business Daily to publicize opportunities in the field of subcontracting stemming from their defense business. Prime contractors and their subcontractors will be advised to mail subcontract information directly to the U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill., 60680, under the heading "Subcontracting Assistance Wanted" and in the form of the following example.

XYZ Co., Attention John Z. Smith, Tele No. Randolph 6-1111, 102 First Avenue, Chicago, Ill., 60607, seeks Subcontractor on items to be used in connection with Contract No. awarded

(Date)

[28 F.R. 12459, Nov. 23, 1963, as amended at 30 F.R. 14888, Dec. 2, 1965]

§ 1.1003-7 Availability of specifications, plans, and drawings.

(a) Where distribution of applicable specifications, plans, or drawings with the solicitation is impracticable, the Synopsis shall contain notice of this fact and of the locations at which the specifications, plans, or drawings may be examined or obtained. (See 1.1203 of this part.)

(b) Where the specifications, plans and drawings available do not fully provide manufacturing or construction details necessary to describe a requirement the Synopsis shall contain notice of this fact.

(c) Notices of the situations in para graph (a) and (b) of this section shal be prepared in accordance with § 1.10039(f).

[25 F.R. 14103, Dec. 31, 1960] § 1.1003-8

Responsibility of small busi

ness specialists.

Small business specialists in each pur chasing office are responsible for screen ing all proposed procurements and fo recommending action to be taken wit respect to publicizing such procurement in accordance with the requirements o this paragraph §§ 1.1003 throug 1.1003-9. In those offices where no sma business specialist is assigned, the con tracting officer or other designated rep resentative shall accomplish the fore going.

[28 FR. 12549, Nov. 23, 1963]

§ 1.1003-9 Preparation and transmitta (a) Each purchasing office shall tran mit a synopsis of proposed procuremen as follows:

(1) When teletypewriter service available and time or other consider tions indicate that mail service shou not be used, all synopses shall be fo warded daily as soon as practical v

teletypewriter covering invitations for bids, requests for proposals or quotations issued on that day, or at the earliest practical time prior to issuance of the invitation for bids, requests for proposals or quotations, as is deemed appropriate, to the following address.

Synopsis, Commerce Department,
Field Services,
Chicago, Illinois.

(2) When the use of mail service does not interfere with the intent of allowing = interested firms ample time to submit bids, proposals or quotations, or when teletypewriter service is not available, synopses shall be dispatched by airmail or ordinary mail, whichever is considered most expeditious, addressed as follows: U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill., 60680.

(b) Each synopsis shall be prepared as I described below:

(1) Lines in the text commencing flush with left margin will not exceed 69 typewritten spaces. Double spaced lines will be I used to describe each procurement action. Descriptions of different procurement actions will be distinguished by indenting the first line 5 spaces.

(2) The first line of the text of the message will state the number of the synopsis being sent. Synopses will be numbered consecutively by the purchasing office during the calendar year. New numerical series beginning with number one will start as of the first working day of January of each year. Double space between this line and the next line.

(3) The second line of the text of the message will state name and location of the purchasing office straight across the page, not to exceed 69 typewritten spaces. No abbreviations are to be used except for name of State. If more than one line is required for name and location of purchasing office, double space and continue on subsequent line or lines if necessary, double spacing between each line. The address may include an attention phrase directed to an official by name or title.

(4) Four spaces below the preceding line entry (name and address of purchasing office), indent 5 spaces. Using the Department of Defense Procurement Coding Mantual, Section I of Volume I, Commodities and Services Reported on DD Form 350, select code applicable to procurement action and insert as appropriate:

(1) "RDTE," for any procurement classified under Part A;

(ii) The single letter code for procurement actions classified under Part B (use "X" for services which do not fall within the categories cited in Part B); or

(111) The first two digits of the 4-digit code for procurement actions classified under Part C of the Manual.

If more than one classification is applicable to the procurement action, enter the code accounting for the largest dollar volume of the procurement. Two hyphens will be inserted after the code followed by a description of the supplies or services being procured stated in narrative paragraph form, double spaced, with each line commencing flush with the left margin. The length of the lines in the description will not exceed 69 typewritten spaces. The description will be clear, concise, and with a minimum number of words but sufficient for understanding by interested parties. It will include, as appropriate, commonly used names of supply items, basic materials from which fabricated, general size or dimensions, citations of specification or drawing numbers, or other data. If the material being procured is covered by one or more specifications requiring qualification testing and approval and such requirement has not been waived by competent authority, the notation “(QPL)" shall be inserted immediately following the specification number. The Federal stock number will also be included where one has been assigned. In the absence of a Federal stock number, the service stock number will be included where one has been assigned. However, where more than six items are listed in the synopsis, stock numbers will be listed only for the six items of highest value. No abbreviations will be used in describing supplies or services, although standard abbreviations may be used in listing the quantity purchase reference numbers, specifications and bid opening date. Punctuation symbols will be used as in normal correspondence. Fractions on typewriter keys will not be used but fractions may be expressed by (number)/(number) e.g., 11/16, 1/4, 1/2. The symbols # or

or may not be used since they are not used in teletypewriter operation.

(5) Following the complete description of the supplies or services which will end with a period, two hyphens will be used to set off the quantity to be procured. The quantity usually will be stated in numerals followed by the unit (abbreviations of units are permissible, e.g., lbs., ea., doz.). Whenever it is necessary to use "Indefinite Quantity," the description should include a statement as to the duration of the contract or period covered.

(6) The quantity will be followed by two hyphens before indicating the place of delivery as follows: "Deliveries to

Places of delivery should be stated specifically when there are not more than three destinations. When delivery points are more numerous, they will be grouped, if practicable, to show the general geographic area, e.g., "West Coast", "East Coast", or other appropriate regional description. Otherwise,

the places of delivery will be stated as "Various Destinations" or "Destination(s) to be furnished".

(7) The places of delivery will be followed by two hyphens before commencing with the invitation for bids number or other purchase reference number, which may consist of letters, numerals, or abbreviations separated by hyphens or spaces. Invitation for bids numbers shall be identified and followed by the letter "B"; request for proposals and request for quotations numbers shall be followed by the letter "Q." Purchase reference numbers should not be broken or appear on one line carried over on the subsequent line, as the insertion of a hyphen for the carryover would change the reference number.

(8) Two hyphens will be used following the invitation for bids number or purchase reference number to set off the bid opening date or the advance notification date. The date should be stated in military style (date, month and year, e.g., 1 Aug 63). If the synopsis is published prior to issuance of the invitation for bids or request for proposals or quotations, the synopsis shall include a statement to the effect that requests for such invitations, proposals or quotations should be received not later than 10 days from the date of publication of such synopsis in order to enable the purchasing office to mail such invitation for bids, request for proposals, or request for quotations directly to the inquirer at the time of issuance thereof.

(9) On the last page of each issue the Commerce Business Daily publishes footnote information identified as "cuts," which applies to specific procurement situations and which is used in repetitive instances in certain synopses appearing in the publication. Some existing "cuts" are similar to the examples stated in paragraph (e) of this section. Where existing "cuts" include exact wordage applicable to a given synopsis, purchasing offices may incorporate into the body of the letter or teletypewriter transmittal a reference "See Cut No. -- on the last page of this issue * **", in lieu of typing out the specific text of the particular entry. Any reference in the transmittal to certain standard "boilerplate" notices in the Commerce Business Daily will be made by title, e.g., "Research and Development Sources Sought," when applicable. When the procurement situation of a given synopsis deviates from the standard "boilerplate" language, appropriate emphasis should be made in the text of the transmitted synopses.

NOTE: The purpose of using "cuts" is to reduce the costs of preparing, transmitting and printing synopses. In order to promote cost reduction, contracting officers are urged to use references to "cuts" in preparing synopses, when applicable. If an existing "cut" does not cover a frequently recurring situation, contracting officers of each Depart

ment may request the Commerce Business Daily to establish a new "cut." Requests shall be addressed to:

U.S. Department of Commerce, Commerce 5999, Business Daily, Post Office Box Chicago, Ill., 60680.

From time to time a list of currently existing "cuts" will be published in a U.S. Department of Commerce Bulletin.

(c) In addition to the foregoing, where the proposed procurement is to be effected in accordance with a small business set-aside (see § 1.706 of this part) or labor surplus area set-aside (see § 1.804 of this part), the synopsis shall (1) where there is a 100 percent small business set-aside, state that "The proposed procurement(s) listed herein is (are) under 100 percent small business set-aside," or (2) where there is a partial small business or labor surplus area setaside, state that "An additional quantity of is being reserved for (insert "small business" or "labor surplus area" as appropirate) under a partial determination."

NOTE: To avoid confusion, separate messages should be sent covering proposed procurements which are under 100 percent small business set-aside so that they will be placed in the Department of Commerce's Notice to Small Firm Section.

(d) (1) Notices which invite the submission of information as to research and development capabilities in specific fields of interest shall be headed "Research and Development Sources Sought." This shall be followed by a statement simila to the following: "Firms having research and development capabilities in the field of and whose facilitie

(Be specific) and personnel include

(Describe in substantial detail minimum fa cilities and personnel required)

are invited to submit complete informa tion to the purchasing office listed above Information furnished should include th total number of employees and profes sional qualifications of scientists, engi neers, and technical personnel; a de scription of general and special facilities an outline of previous projects; a state ment regarding industrial security clear ance, if previously granted; and othe available descriptive literature. This not a request for a proposal."

(2) Notices of specific procurements of research and development projects may state that only those sources which have been technically evaluated will be requested to submit proposals. When it is intended to award a contract based on earlier unsolicited proposals for research and development work, the notice shall so state. The name of the proposed contractor shall be given and a brief description of the work proposed, provided that information submitted in confidence is not revealed. The notice may state that a contract is in progress of being awarded and therefore, other proposals cannot be considered for this procurement.

(e) Certain procurements involve demands on the contractor which may make it virtually impossible for concerns not having special capabilities or qualifications to compete realistically for the contract. So as to alert such concerns to the need for special capabilities or qualifications and thus permit them to avoid improvident expenditures for bid preparation and the like, procurements for which (1) it is impracticable to distribute plans, drawings or specifications, (2) adequate plans, drawings or specifications to describe requirements are not available, (3) security clearance is required, or (4) other circumstances exist which should be brought to the attention of prospective sources for consideration in order to clearly indicate those qualifying factors affecting the procurement, should be so identified in the synopsis. Appropriate notations for inclusion in the synopsis, such as set forth below, should be devised to meet the needs of specific situations.

(1) Availability of Specifications, Plans or Drawings:

It will be impracticable to distribute the applicable

(Insert "specifications," "plans," "drawings" or other appropriate words) with the solicitation. This data may be examined or obtained at____

(Be specific)

(2) Complete Data Not Available:

Available specifications, plans, or drawings, relating to the procurement described below do not fully provide all necessary manufacturing and construction details.

(3) Security Requirements:

Security clearance will be required of all bidders or offerors (or of the successful bidder or offeror).

(4) Availability of Background Research Report:

(Insert period)

---

containing findings to date is not available to the Government.

(5) Production Requirements:

The production of the supplies listed requires a substantial initial investment or an extended period of preparation for manufacture.

(6) Standardization requirements: This procurement is for technical equipment. A determination has been made in accordance with 10 U.S.C. 2304 (a) (13) that standardization and interchangeability of parts are necessary in the public interest. Therefore, to achieve standardization, it is proposed that Requests for Proposals need be issued only to the following firms:

It is suggested that small business firms or others interested in subcontracting opportunities in connection with this procurement make direct contact with the above firms.

(g) Each reporting office will discuss the instructions contained in this section with its communications office so that the manner in which the message is to be transmitted is understood by the office preparing the message and the communications office.

[25 F.R. 14103, Dec. 31, 1960, as amended at 27 F.R. 1692, Feb. 22, 1962; 27 F.R. 3445, Apr. 11, 1962; 29 F.R. 9748, July 21, 1964; 30 F.R. 6966, May 25, 1965; 30 F.R. 14888, Dec. 2, 1965]

§ 1.1004 Disclosure of information prior to award.

(a) A high level of business security must be maintained in order to preserve the integrity of the procurement process. Occasionally, it is necessary to contact potential contractors and others outside the Department of Defense to obtain information regarding wage rates, material costs, and the like, in order to prepare Government estimates in connection with proposed procurements; however, these estimates and other details regarding such proposed procurements shall not

be publicized nor discussed with prospective contractors.

(b) Maximum information may be made available to the public except (1) advance information on proposed plans regarding procurements, which information would provide undue or discriminatory advantage to private or personal interests, (2) information which is received in confidence, (3) information which requires protection in the public interest or (4) information as to referrals (for technical review, contracting authority, or other reasons) or recommendations made with respect thereto in connection with any given procurement. This policy applies to all Government personnel who participate directly or indirectly in any stage of the procurement cycle (see §§ 1.1006, 2.211, 3.507, 3.508, and 3.804 of this chapter). Information submitted by the bidder or offeror in confidence, and information which might jeopardize, the position of the Government or any prospective contractor shall not be released, except as provided in §§ 1.1006 and 3.508 of this chapter. (See § 1.705-3 as to information to be released to the SBA, and § 1.1007 for procedures for publicizing long-range procurement estimates.) [30 F.R. 6966, May 25, 1965, as amended at 30 F.R. 14077, Nov. 9, 1965]

§ 1.1005 Publicizing award information. [28 F.R. 12550, Nov. 23, 1963]

§ 1.1005-1 Synopsis of contract awards. (a) General. Awards of all unclassified contracts to be performed in whole or in part within the United States, exceeding $25,000 in amount, shall be published in the Commerce Business Daily "Synopsis of U.S. Government Proposed Procurement, Sales and Contract Awards."

(b) Preparation and transmittal. (1) Purchasing officers shall prepare and forward single copies of synopses of contract awards, using the same format as prescribed for synopses of proposed procurements in § 1.1003-9, to the address below, by airmail or ordinary mail whichever is considered most expeditious, before the close of business at the end of each week.

U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill., 60680.

(2) The synopsis of contract awards shall contain the following information:

(i) The name and address of purchasing office;

(ii) The classification code applicable to the procurement action;

(iii) A clear and concise description of the supplies or services being procured, such description to be followed by the contract number and date and, in parentheses, by the applicable number of the invitation for bids or request for proposals;

(iv) The quantity of each item;

(v) The dollar amount of the award; (vi) The name and full address of the contractor;

(vii) For FOB destination procurement when total shipments from a point of origin to a point of destination will exceed 200,000 pounds and destinations are firm

(a) Origin point of shipment when different from subdivision (vi) of this subparagraph;

(b) CONUS destination of shipment (see § 1.1003-9(b)(6)); and

(c) Scheduled delivery period (beginning and ending dates); and

(viii) When requested by the prime contractor, a statement of the industries, crafts, processes, or component items in or for which subcontracts are available and subcontractors are desired, together with the general area, if any, indicated by the prime contractor, such as Southeast States, West Coast, New England.

[28 F.R. 1255, Nov. 23, 1963, as amended at 30 F.R. 14889, Dec. 2, 1965]

§ 1.1005-2 Other publication of award

information.

In addition to the Synopsis required above, contract awards may be the subject of press releases or other public announcements. When such press releases or public announcements are made, for procurements of $10,000 or more, they shall include the following information:

(a) For awards after formal advertising, state that the contract was awarded after competition by formal advertising and include the number of bids solicited and the number received, and state in general terms the basis for selection, e.g., the lowest responsible bidder.

(b) For awards after procurement by negotiation, include the information contained in the notice prescribed by § 3.508 (b) (1) of this chapter and where