Finding a Source Priority Sources
With the exception of certain specialized acquisitions specified in the FAR (Federal Acquisition Regulations) 8.002, the agency shall satisfy requirements for supplies and equipment in the following order. Acquisition personnel are required to check these sources before purchasing on the open market. If equipment is being purchased, determine if a “trade-in” is available and applicable.Agency Inventories
- Surplus Property
- NIH Stock Supply Catalog
- NIH Supply Center
- Self-Service Stores
- Trade-in Program
- NIH Equipment Rental Program
- Scientific Equipment Services (BEP)Excess from Other Agencies
Information regarding the availability of excess personal property can be obtained through (a) review of excess personal property catalogs and bulletins issued by the General Services Administration (GSA); (b) personal contact with GSA or the activity holding the property; (c) submission of supply requirements to the regional offices of GSA; and (d) examination and inspection of reports and samples of excess personal property in GSA regional offices.
NIH Indefinite Delivery Contracts
UNICOR/Federal Prison Industries
Committee for Purchase From People who are Blind or Severely Disabled
Wholesale Supply Sources
- GSA Global Supply
- Defense Logistics Agency
- Department of Veteran Affairs
Military Inventory Control Points
- Federal Supply Schedules
- NIH Blanket Purchase (BPAs) - "F" Vendors
Open market sources that include commercial businesses, as well as educational and nonprofit institutions, whose goods are not covered by the mandatory sources listed above. Use of an open market source is then permitted.
- NIH Blanket Purchase Agreements (BPAs) – “O” Vendors
- Electronic Computer Store (ECSIII)
- IT Solutions and Partners (CIO-SP3)
- NIH Intramall
Open Market Sources
Making the Purchase
The requestor must complete a "Purchase Request" form (NIH 1861-1)", http://forms.nih.gov/adobe/procurement/NH1861_1.PDF including potential sources, applicable justification, and all required approval signatures. (Your IC may have other internal procedures to follow).
Depending on the required item and source(s), one of the following purchasing mechanisms is used.
GSA Stock/FEDSTRIP Orders http://www.gsa.gov/portal/content/104618 A mandatory source of supply for line items that are $100 or more and are carried in the GSA Supply Catalog.
The delegated mechanism used to purchase against Blanket Purchase Agreements or Indefinite Delivery Contracts. BPA Calls are used to places orders and obligate funds.
A simplified acquisition mechanism designed to: 1) reduce procurement lead time and cost of processing purchase orders; 2) streamline payment procedures and reduce paperwork; 3) improve cash management practices such as forecasting and consolidating payments; and 4) provide procedural checks and feedback to improve management control and decision making.
Indefinite Delivery Contracts (IDCs)
This contract provides for supplies and equipment to be furnished during a fixed period, with deliveries or performance to be scheduled by placing orders with the contractor. IDC's are used for items that are needed on a continuous basis, or which are not stocked.
An offer by the Government to buy certain supplies or services and construction from commercial sources, upon specified terms and conditions, the aggregate amount of which does not exceed the simplified acquisition threshold.
Purchase Order-Invoice-Voucher (SF44)A cash purchase procedure designed for purchases when a vendor will not accept any other acquisition mechanism, such as a BPA Call, purchase order, or Government Purchase card. A voucher delegated to 1) the delegated Approving Official for purchases of $1,500 or less; and 2) Office of Logistics and Acquisition Operations and COAC’s for purchases up to $2,500, if authorized.