How to Prepare a Purchase Request

1
How to Prepare a Purchase Request

• Presented by
• NRCC Det London

2
How to Prepare a Purchase Request

• This training will cover
• How to complete a Navcompt form 2276
• Ways to speed the processing of your buy
• Reminders of what is required for option years
  
• Hints for successful end of year processing

3
PR SUBMITTAL

• Submit your PR by one method only. The preferred
  method is via e-mail.
• prs_at_nrcc-london.navy.mil

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PR Submittal
We receive hundreds of requests locally, and
thousands overall on a yearly basis. Multiple
documents cause confusion and may result in a
delay in processing your PR.
5
Point of Contact (Block 10)

• Each PR must identify a point of contact (name,
  code and telephone number) responsible to
  coordinate discussions with the contracting
  office.

6
Prior History

• If this is a follow on contract to services weve
  purchased in the past, or a similar requirement
  to supplies weve purchased in the past, please
  include the old contract number. The file can
  assist the buyer on the new requirement.

7
Required Delivery Date

• Must be REALISTIC.
• Based on the total lead time to acquire the goods
  and services. This includes PALT and Production
  Lead Time.

8
Procurement Administrative Lead Time (PALT)

• PALT is the number of calendar days from NRCCs
  receipt of a proper, complete and workable PR to
  the effective date of the contract or order.

9
Production Lead Time

• The time from the effective date in the contract
  to the delivery date specified in the contract.
  (e.g. If it takes 6 weeks to deliver furniture
  the PLT would be 6 weeks.)

10
Description/SOW

• The supply or service you receive is almost
  totally dependent on the quality of the
  specification or statement of work.

11
Purchase Descriptions

• A commercial purchase description is used which
  sets forth the essential physical and functional
  characteristics of the supply or service required.

12
Purchase Descriptions (cont.)

• Examples of physical and functional requirements
  include
• Common name
• Kind of material
• Dimensions, size or capacity
• Intended use including essential operating
  conditions
• Other pertinent information.

13
Brand Name Sole Source

• When specifically identifying a brand name (e.g.
  Dell Computers) you must supply a written sole
  source justification if under 100K, and a
  Justification and Approval (JA) if over 100K
  open market.

14
Sole Source Justification

• Contracting Officers must make determination.
• Based on an ACCEPTABLE justification provided by
  the CUSTOMER explaining why the item is the only
  one that will meet the Governments requirements.
• Only known source and only source which can
  meet the RDD are insufficient to support a sole
  source.

15
Block 16 - Additional Information

• If there are specific shipping instructions,
  preservation and packing instructions, delivery
  schedules, please include as part of your PR
  package.
• If a follow-on contract include prior contract
  number.

16
SOURCES

• Include 3 recommended sources for your
  requirement. This will allow us to process your
  requirement more efficiently.

17
Distinctive Requirements

• When you want to purchase, furniture, drapery, or
  something that would require a contractor to look
  at the site etc. it is highly recommended to have
  all three firms on location at the same time.
  This will ensure they get the same information to
  prepare their quotes.

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Buys under 2,500.00

• All PRs for buys under 2,500.00 MUST annotate
  that the company does not accept credit cards.
• Please encourage the contractors to accept
  credit cards during all transactions.

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FY 2003 PALT

• Under 2,500 15 days
• 2,501-100,000 60 days
• 100,001-500,000 90 days
• 500,001 and gt 120 days

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FY 2003 Published Deadlines (23 Apr 03 ltr)

• Under 2,500 12 Sep 03
• 2,501-100,000 01 Aug 03
• 100,001-500,000 01 Jul 03
• 500,001 and gt 01 Jun 03

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Exercise of Options

• It is incumbent on you to get your request to
  exercise an option at a minimum of 75 days before
  that period expires.
• Most contracts require us to notify the
  contractor 60 days prior to contract expiration
  if we intend to exercise the option.

22
Renewal Contracts

• Submit all PRs for renewals as early as possible.
• These are known requirements. The sooner they are
  received, the sooner they are processed.
• This will allow more time for urgent end of FY
  requirements.

23
Furniture Buys

• Must be competed over 2,500.00.
• Recommend having 3 sources come in at the same
  time to propose on the same items.
• Recommend using GSA schedule whenever possible.

24
Pay Attention to Details

• Ensure addresses referenced are local UK
  addresses for delivery and invoices. FPO
  addresses do not give the needed info to UK
  contractors.
• Give appropriate POC and correct phone s in
  block 10.
• Ensure you have the correct address to submit
  invoices (block 12)

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SUBMITTING PRS WITHOUT FUNDS

• When you have a project that is scheduled to
  be funded, but have not yet received funding,
  please forward a complete PR package to NRCC with
  a statement that Funds will be made available
  at time of award.
• If you have any questions whether you should send
  a PR package to NRCC or not, please contact us.

26
Points of Contact for Stateside Buying

• If you have a non-GSA schedule buy with a U.S.
  Supplier, the requirement needs to be processed
  at FISC, Norfolk.

27
Call Us

• When unsure about how to proceed, please give us
  a call, we would be happy to assist you.

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Hints for Successful End of Year Processing

• Submit as early as possible
• Clear, complete PR
• Include 3 sources
• Include all necessary attachments

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BOOKMARK THIS SITE!

• Http//www.nrcc-london.com/
• NRCC Detachment London
• includes status of your PR
• instructions and policies
• links to other websites
• info on eBusiness and EuroNeco