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FSM 6300 PROCUREMENT MANAGEMENT
CHAPTER 10
Supplement No.: 16
Effective Date: March 15, 1990
Duration: This supplement is effective until superseded or removed.
Approved: MAYNARD T. ROST
Forest Supervisor
Date Approved: 03/15/1990
Posting Instructions: Supplements are numbered consecutively by title and calendar year.
Post by document; remove the entire document and replace it with this supplement. Retain this transmittal as the first page(s) of this document. The last supplement to this title was 15 to FSM
6300.
New Document
Superseded Document(s)
(Supplement Number and
6303.21-6302.21--9
0
9-Pages
0 Pages
Effective Date)
Digest:
Remove Santa Fe Supplement No. 6, “PROCUREMENT MANAGEMENT”. In formation is incorporated in current Handbooks and is not required to be in the MANUAL
SYSTEM.

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TITLE 6300 – PROCUREMENT MANAGEMENT
Purpose: To provide field personnel on the District level with proper procurement procedures that will be used to accomplish project work and other National Forest objectives in a cost efficient manner.
1. PURCHASING AUTHORITIES
Negotiated Purchasing Authorities. Negotiated Purchasing Authority is delegated on Form
6300-17 “Certificate of Appointment (Small Purchase).” This is a limited authority which is granted to individual on the Forest by the Forest Contracting Officer. It is usually limited to
$2,000 on GSA orders and $500 on AD-744, Field Purchase Orders. It is Forest Policy that no more than two persons on each District will have purchasing authority. This authority is not permanent, and can be withdrawn at any time.
Persons to whom purchasing authority will be re-delegated must meet the following requirements:
A.
Must have successfully completed the Forest Service Small Purchase Self-Study Course.
B.
Be thoroughly Familiar with the Small Purchase section of FSH 6300 and the Forest
Supply Plan.
C.
Must be recommended by their supervisor, and must be considered reliable and trustworthy.
Recommendations for purchasing authority must be initiated by unit supervisors and submitted in writing to the Forest Contracting Officer for approval. Each request will be analyzed by the
Contracting Officer on a case by case basis.
It will be the responsibility of those persons to who authority is re-delegated to know the limitations and responsibilities of their authority. Purchases by Santa Fe National Forest personnel shall be limited to the amounts specified in their written purchase authorities. Persons with no authority, who make purchase, or commit the Forest Service to purchases shall be financially liable for those purchases. Do not depend on purchasing agents to write confirmation purchase orders.
Purchases under individual authorities must conform to approved practices. Failure to follow correct purchasing procedures is a serious matter. Repeated failure to follow correct procedures will result in the removal of purchasing authority.
2.
ESTABLISHED (GOVERNMENT) SOURCE OF SUPPLY

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Individuals with delegated purchasing authority may procure supplies, equipment, materials and services from the following established sources:
A.
Central Supply Section. USDA, Office of Plant and Operations Washington, D.C. stocks forms, posters and other supplies in common use by the Forest Service.
Requisitions for these items are submitted on Form AD-14.
B.
Excess personal Property. This a mandatory source of supply if it fills our needs.
Whenever possible, it should be used instead of purchasing new property from other sources.
Excess Property Procurement is reserved to the Administrative Officer and the Forest
Contracting Officer. Districts should requisition excess property on Form 6300-38, clearly marked “Excess Property Want List.” The Supervisor’s office maintains GSA “Excess Property
Catalogs” which are available for screening by the District upon request. Standard Form 122,
Transfer Order is used to pickup or dispose of excess property.
C.
Other Sources of Supply. There are other sources of supply in the Government which can be used to obtain special items. The three main sources, other than
GSA, are: The U.S. Government Printing Office, Federal Prison Industries, and
Products and Services of the Blind and other Severely Handicapped. Supplies and services from these and other Government Agencies can be obtained from requisitions. The Federal Prison Industries produce commonly used items such as brooms and brushes, furniture, clothing, electrical equipment, painting, etc., and should be utilized whenever possible.
D.
General Services Administration. GSA is the major source of Government supplies. It is the Department of Agriculture and Forest Service policy that we order materials and supplies from GSA. GSA is a mandatory source of supply.
All procurements of supplies will be made from GSA except under the following circumstances.
1.
The supplies or materials can be obtained from excess property or items which are surplus within the Forest or Region.
2.
Items are required in case of public emergency. Failure to order items far enough in advance so that the item is on hand when needed is not considered an emergency purchase. Many items bought from GSA require long lead times. This should be understood and taken into account prior to ordering. Units are responsible for planning their purchased far enough in advance to allow for this. Waivers for Public Emergency must be requested in writing from the head of Administrative Services prior to purchase.

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3.
Items not stocked by GSA or not under GSA contract.
4.
Small items under $25 which are needed immediately.
Where GSA items will not adequately serve the required purpose and have proven unsatisfactory, a request for waiver shall be submitted to the head of Administrative Services to be forwarded through the proper channels. The request will show the reasons when the GSA item is unsatisfactory or why it cannot meet our needs, and the suggested alternative source or sources. Discrepancies on GSA products should be brought to the immediate attention of the purchasing agent. It is important to report discrepancies or shoddy workmanship, otherwise, unsatisfactory contractors cannot be removed from GSA procurements.
E.
Federal Supply Schedules. GSA has contracts with suppliers of commonly used items and services. These contracts are for use by Federal Agencies for property or services not normally available for GSA Deports. The alphabetical index
(Section 12, volume 1 of the GSA Catalog) lists not only stock items but also the
Federal Supply Schedule (FSS) Suppliers for non-stocked items.
All schedules contain general instructions, ordering instructions, list of supplies and services, list of contractors, and an index. Because the listed context of each schedule will vary from the others, read the context of each schedule before ordering.
When the Forest Service is listed (under “Mandatory Users”) as a primary user of an item, it is required to use the FSS for that item. The GSA may grant waivers to mandatory users and certain exemptions for open market sources instead of those listed in the FSS.
Most schedule and contractor’s catalogs are available at the Administrative Services Section in the S.O. Schedules are issued for one (1) year only, and renewed by GSA as required.
F. GSA Waivers. Where items available from GSA, Federal Supply Schedule, and Term
Contracts will not adequately serve the required purpose, and it is necessary to procure similar items from other commercial sources, prior approval of GSA (Washington, D.C.) is required.
Requests to waive requirements shall be submitted to the Supervisor’s Office. ATTN:
Purchasing Agent, for submission to GSA. (Personal preference and subjective evaluations are not acceptable as sufficient justification for a waiver.) Such requests shall contain:
1.
Complete description for the item requested. Descriptive literature, (such as illustrations, drawings, and brochures which show the characteristics or construction of the item or explain its operation) should be furnished whenever possible in satisfaction of this requirement.

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2.
Comparison of price and pertinent technical differences between item requested and GSA item: (a) Inadequacies of the GSA item in performing required functions. (b)
Advantages of the item requested, such as technical, economic, or other.
3.
Quantity required. If demand is recurrent (estimated annual usage), non-recurrent, or unpredictable, so state.
4.
Other pertinent data when applicable.
Subunits shall not initiate action to procure similar items from non-GSA sources until a request for a waiver has been made to and approved by GSA. The fact that action to procure a similar item has been initiated will not influence GSA action on a request for a waiver.
3. OPEN MARKET SMALL PURCHASES
This type of purchase is used only where there are no mandatory sources of supply that can meet the need. All known supplies, materials or service requirements to be purchased by the
Supervisor’s Office will be requisitioned on Form AD-700, sufficiently well in advance of the time required. Req2uisitions may be typed or handwritten as long as they are legible.
A.
Form AD-700 Requisition. Send the original and two copies of the requisition to
Administrative Services for action. The original and one copy will be retained by
Administrative Services, and copy will be returned to the requisitioner, indicating the type of action taken. Requisitions must be signed by the District Ranger, Staff
Officer, or Section Head, or their designated acting. If purchased by purchase order, an information copy and receipt copies will be sent to the requisitioner if the item is to be shipped direct.
1.
Required Information. All requisitions should include the following information: a.
Block 1, Name and address of requisitioning office. b.
Block 1A, Requisition number. c.
Block 1B, Requisition date. d.
Block 2, Receiving Office number. (S.O. is 8379) e.
Block 11, Ship to Address, including complete consignee and destination address. f.
Block 12, Line Item Number (1,2,3,etc.) g.
Block 14, Description of the items with catalog numbers and page number if known (description may refer to attached pages if detailed specification are involved). h.
Block 15, Budget Object Class number. i.
Block 16, Accounting line number corresponding to the number in Block 28. j.
Block 17, Quantity of each item. k.
Block 18, Unit of issue for each item (ea, pr, job, etc.)

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Block 19, Unit price or best estimate. m.
Block 20, Total amount for the line item. n.
Block 23, realistic required delivery. (ASAP will not be accepted)
The Administrative Services Section will act on each requisition within ten days after receipt.
Items required before the ten day period should be brought to the attention of the Purchasing
Agent so that steps can be taken to expedite the order. Normally, 30-60 days are allowed for delivery. The Administrative Services Section will follow-up on all un-receipted orders.
B.
Form AD-838 – Purchase Order. All purchase orders are prepared and distributed by the Administrative Services Section.
1.
Follow-up of Purchase Order. Follow-up action on past due orders will be initiated by the holder of the receipt copy of the purchase order through the Administrative Services
Section. Any Notices, acknowledgments or cancellation of orders from suppliers shall be sent directly to the Administrative Services Section so that cancellation of the order can be processed and NFC, B&F, and other parties notified.
2.
Receipt of Purchase Orders. Receipt copies should be submitted to the Administrative
Services Section the same day that an item is received but no later than two (2) days after receipt of items. Payments to vendors rely on our prompt response to these receipts.
C.
Form AD-744 Purchase Order Invoice-Voucher. AD-744’s, or Field Purchase
Orders shall be used for on-the spot, over-the counter local purchases. It serves as a purchase order, a receiving report, an invoice, and as public voucher. This form may used to the maximum amount allowed under the delegated authority (usually
$500 for any single purchase). It should not be used where Imprest Funs or BPS’s can be used to make the same purchase. PROPERTY SHOULD NOT BE
PURCHASED ON AN AD-744.
D.
Form 6300-34 Equipment Rental Agreement – Purchase Order – Invoice. This form is used for equipment rental other than fire. It shall be used when equipment or animals are rented. Payment is supported by a 6300-3 shift ticket. The form must be signed as approved by the Contracting Officer. Equipment Rental
Agreements, with Forest Service employees are prohibited except under special circumstances. Since rental of equipment is often needed for emergency type actions, a verbal approval can be obtained by the Contracting Officer as long as the agreement is forwarded to him for approval before payment is requested.
E.
Imprest Fund. The purpose of the imprest fund is to put buying power as close to the local level as possible, increase buying efficiency, and reduce the burden of paper work. It is, there, recommended the imprest fund be utilized to the greatest extent possible. The fund is limited to $250 for normal transactions and $500 for

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Page 7 of 10 any single cash transaction from any one vendor at any one time. Imprest funds will not be used at establishments with whom the Forest has Blanket Purchase
Arrangements. Mandatory sources of supply must be followed on imprest purchases.
An employee can request an advance to make cash purchases. When the purchase has been made, the properly receipted sales ticket will be turned in to the imprest fund cashier and the advance accounted for. This confirmation and settlement must be made within five day from the date of advance.
Employees will not order or receive goods or services with a promise that the imprest fund cashier will drop by the settle the account. The same is true in ordering any goods or services without proper authority.
An employee may pay cash from personal funds and then seek reimbursement with aproperly receipted sales ticket. The following is alist of items that must be noted in Imprest cash tickets.
1.
Ticket must be made out to Santa Fe National Forest.
2.
Ticket must be signed with the full signature (no initials) of vendor receiving payment with the statement “Paid in Cash” shown next to vendor’s signature.
3.
Need signature of employee doing the buying and the Management code which items are being paid out of.
4.
Items on ticket must be itemized, with a unit price on each item. In some instances, the vendor will list the part number instead of the part name. This will not be acceptable.
5.
Ticket that is turned in for payment should be the original copy. However, if the vendor needs the original for his records, this must be indicated by the vendor on the reverse side of the copy that you get.
6.
Vendor’s address should be shown on the tickets.
Emergency travel advances may be paid out of imprest funds up to $250 on the District and $500 from the S.O. fund. Employees should obtain an advance through NFC procedures except in true emergencies. Usually ample notice is given on any upcoming travel to where very few advances need to be made through imprest.
Emergency salary payments are authorized from imprest funds provided they are fully justified and meet the requirement set forth in FSH6509.13b. Prior approval must be obtained from
Forest Service Administrative Officer prior to making any emergency salary payments.

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Complete procedures for handling Imprest Purchases can be found in the Imprest Cashier’s
Payment Handbook FSH6509.13b. Imprest cashiers are responsible for following the procedures in the handbook.
Locations listed below are responsible for the Imprest Fund on the Forest and the normal cash advances.
Supervisor’s Office $2500.00
Jemez 1500.00
Las Vegas 500.00
Cuba 600.00
Espanola 1000.00
Pecos 1500.00
Personal property will not be purchased with imprest funds.
F. Blanket Purchase Arrangements. (FPR 1-3.606) A complete list of Santa Fe National
Forest’s Blanket Purchase Arrangements is on file in the Contracting Office in the Supervisor’s
Office. Each Ranger District will be furnished with a copy.
These BPA’s have been established to facilitate local purchasing and minimize the time and paperwork involved. They do not allow the purchasing items of supply that must be purchased from GSA or other mandatory sources of supply.
All Blanket Purchase Arrangements shall be issued by the Contracting Officer. Requests for additional BPS’s must be submitted in writing to the Cont5racting Officer with the following information:
1.
Name and Address of vendor.
2.
Proposed articles or services to be procured.
3.
Reasons for entering into a BPA (such as frequency of purchase convenience, etc.).
4.
Whether prices are in line with customary charges for the area. BPA’s should be requested from the vendor officering the lowest prices.
5.
Does the vendor offer any discounts for government purchases, if so, what are the discount terms?
6.
Those persons recommended to place orders.
Only those persons listed on the Blanket Purchase Arrangements, or persons authorized by the
Contracting Officer are authorized to purchase under the BPA. No single purchase of property items under the BPA is not permitted. The Purchasing Agent will issue a control number prior to purchasing goods or services from the BPA vendor. The control number will be shown on the sales ticket. One copy of the sales ticket for each purchase must be forwarded to the B&F
Section in the Supervisor’s Office after completion of sale with the following.

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1.
A legible and complete description of the item(s) received.
2.
Unit price and total price.
3.
A statement of purpose for the purchase.
4.
Signature of purchaser.
5.
Complete accounting code.
This should be done no later than the following workday after supplies are received
All Blanket Purchase Arrangements will be reviewed in the Supervisor’s Office once a year.
The review will take into account changes in personnel, buying patterns and alternative sources of supply. BPA’s which have not been fully utilized may be dropped.
4. GENERAL PROCUREMENT INFORMATION
A.
List of Distinctive Items. Certain supplies and services may be purchased only under special conditions or authorities because of special or specific contract terms placed on their procurement. The list can be found in FSH 6316 and further elaborated in the Federal Procurement Regulations. These items require prior approval from the head of Administrative Services and cannot be purchased without justification.
B.
Price Quotations. The following procedures apply in getting quotations. For competitive quotations under $500, use your own judgment as to whether or how they will be obtained. Quotations are required for all purchase over $500. When quotations are required, they may be obtained orally for purchased up to $2,500, over that amount, written quotations will be obtained. SF-18’s “Request for
Quotations” will be prepared in the Administrative Services Section.
C.
Foreign Purchases. Quotations, written or oral, shall be used to determine the availability of products of domestic or foreign origin. When both domestic and foreign items are available, each foreign quote shall be adjusted for purposes of evaluation by adding to the foreign quote a factor of 6 percent of the quote, except a 12 percent factor shall be used if the firm submitting the low acceptable domestic quote is a small business or a labor surplus area of concern. If it has been determined an item to be purchase it manufactured only by a foreign source, approval to purchase the foreign item shall be obtained from the Administrative
Services Section head in accordance with FPR 4G-6.105 (R.O. Supplement
NO.34). The determination statement and all back-up documentation will be retained with the order and copy will be forwarded to the R.O. for information.
The only exception to the above requirements are: 1) the item to be purchase is under Federal Supply Schedule, 2) the total procurement is $25 or less, and 3) the item to be purchase is a replacement part of Government-owned, foreign-made equipment.

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The following are some items know to be of foreign manufacture and shall require the foreign made determination and back-up for approval to purchase:
Altimeters Propane
Binoculars Relaskops
Bush Axes & Blades Silva Ranger Compasses
Clinometer Suunto Compasses
Rock Drills Theodolities
Increment borers & Hammers Trail Bikes
Self-Leveling Levels Cannon Tree Planting Augers
Map Measures