[Federal Register Volume 64, Number 107 (Friday, June 4, 1999)]
[Proposed Rules]
[Pages 29981-29983]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-13886]


=======================================================================
-----------------------------------------------------------------------

DEPARTMENT OF VETERANS AFFAIRS

48 CFR Parts 808, 812, 813, 852 and 853

RIN 2900-AJ16


VA Acquisition Regulation: Simplified Acquisition Procedures

AGENCY: Department of Veterans Affairs.

ACTION: Proposed rule.

-----------------------------------------------------------------------

SUMMARY: This document proposes to amend the Department of Veterans 
Affairs Acquisition Regulation (VAAR) concerning simplified acquisition 
procedures. It proposes to amend VAAR provisions to conform to the 
Federal Acquisition Regulation, to update references and section 
titles, and to remove obsolete material.

DATES: Comments must be received on or before August 3, 1999.

ADDRESSES: Mail or hand-deliver written comments to: Director, Office 
of Regulations Management (02D), Department of Veterans Affairs, 810 
Vermont Ave., NW, Room 1154, Washington, DC 20420. Comments should 
indicate that they are submitted in response to ``RIN 2900-AJ16.'' All 
written comments will be available for public inspection in the Office 
of Regulations Management, Room 1158, between the hours of 8:00 a.m. 
and 4:30 p.m., Monday through Friday (except holidays).

FOR FURTHER INFORMATION CONTACT: Don Kaliher, Acquisition Policy Team 
(95A), Office of Acquisition and Materiel Management, Department of 
Veterans Affairs, 810 Vermont Ave., NW, Washington, DC 20420, telephone 
number (202) 273-8819.

SUPPLEMENTARY INFORMATION: Part 13 of the Federal Acquisition 
Regulation (FAR) was recently reorganized. This document proposes to 
amend part 813 of the Department of Veterans Affairs Acquisition 
Regulation (VAAR) to correspond to the newly reorganized FAR. Part, 
subpart, and section titles and/or numbers are proposed to be revised 
as necessary to correspond to FAR changes.
    This document proposes to add, at appropriate locations in the 
VAAR, references to Office of Management and Budget approved forms used 
by VA in its Integrated Funds Distribution, Control Point Activity, 
Accounting, and Procurement (IFCAP) system, a computerized purchasing 
and accounting system. In addition, it is proposed to delete an 
obsolete reference to VAAR section 801.670-15 that previously was 
removed from the VAAR.
    It is proposed to redesignate 813.507 as 813.302-5 to correspond to 
the FAR and to revise the advice to contracting officers provided 
therein. Currently, the VAAR advises contracting officers to attach a 
copy of the clause found at 852.237-70, Contractor responsibilities, to 
a purchase order for services performed on Government property. It is 
proposed to revise this section to advise contracting officers to 
incorporate the referenced clause in the purchase order rather than to 
just attach a copy of the clause to the order. This change is necessary 
to ensure that the purchase order clearly shows that the clause is part 
of the order.
    It is proposed to delete sections 808.404-1 and 808.404-3. These 
sections address various requirements regarding the mandatory use of 
FSS contracts. FSS contracts no longer provide for mandatory use, 
making these sections obsolete.
    It is proposed to amend part 812 by adding the provision at section 
852.252-1, Provisions and clauses requiring completion by the offeror 
or prospective contractor, to the list of provisions and clauses at 
section 812.301(c) for use in commercial item solicitations. The 
provision is set forth in full in section 852.252-1 of this proposed 
rule. This is necessary to inform bidders and offerors on commercial 
item solicitations of FAR requirements.
    Instead of including the full text of provisions and clauses, the 
FAR at 52.102(c) allows agencies to incorporate agency approved 
provisions and clauses by reference, provided the contracting officer: 
(1) identifies all provisions and clauses that require completion by 
the offeror or prospective contractor; (2) specifies that the 
provisions and clauses must be completed by the offeror or prospective 
contractor and must be submitted with the quotation or offer; and (3) 
identifies to the offeror or prospective contractor at least one 
electronic address where the full text may be accessed. This rule 
proposes to add section 852.102, paragraph (a), and section 852.252-1, 
Provisions or clauses requiring completion by the offeror or 
prospective contractor, to allow VA to meet the requirements of FAR 
52.102(c)(1) and (c)(2) for incorporating approved provisions and 
clauses by reference.
    Some FAR and VAAR provisions and clauses require the contracting 
officer to fill in needed information. If these provisions or clauses 
are incorporated by reference, that information would be missing from 
the solicitation or contract. This rule proposes to add paragraph 
852.102(b) to require contracting officers to include in full text the 
title and the paragraph of any provision or clause that requires the 
contracting officer to provide information. The balance of the 
provision or clause may be included by reference. This will ensure that 
the information required by these provisions or clauses will be 
included in solicitations or contracts.
    The FAR at 52.102(c) and 52.102(c)(3) allows agencies to 
incorporate agency approved provisions and clauses by reference, 
provided the contracting officer identifies to the offeror or 
prospective contractor at least one electronic address where the full 
text may be accessed. The FAR, at 52.252-1 and 52.252-2, provides a 
``fill in the blank'' provision and clause, respectively, for use by 
contracting officers in meeting this requirement, but the FAR does not 
provide an electronic address where the full texts of referenced 
provisions and clauses may be accessed. This rule proposes to add 
paragraphs (c), (d), (e), and (f) of section 852.102 to ensure 
compliance with FAR 52.102(c) and 52.102(c)(3). Paragraphs (c) and (d) 
advise contracting officers to include the applicable FAR provision or 
clause in solicitations and contracts when 48 CFR Chapter 8 (VAAR) 
provisions or clauses are incorporated by reference. In addition, 
paragraphs (e) and (f) provide the electronic addresses where full 
texts of both FAR and VAAR referenced provisions and clauses may be 
accessed. These proposed changes are necessary to comply with FAR 
52.102(c) and 52.102(c)(3).
    The Secretary hereby certifies that this rule would not have a 
significant economic impact on a substantial number of small entities 
as they are defined in the Regulatory Flexibility Act (RFA), 5 U.S.C. 
601-612. This rule would revise the VAAR to correspond to the FAR and 
would have a minuscule effect, if any, on small businesses.

[[Page 29982]]

Therefore, pursuant to 5 U.S.C. 605(b), this rule is exempt from the 
initial and final regulatory flexibility analysis requirements of 
sections 603 and 604.

List of Subjects

48 CFR Part 808

    Government procurement, Utilities.

48 CFR Parts 812, 813 and 853

    Government procurement.

48 CFR Part 852

    Government procurement, Reporting and recordkeeping requirements.

    Approved: May 21, 1999.
Togo D. West, Jr.,
Secretary of Veterans Affairs.

    For the reasons set forth in the preamble, 48 CFR Chapter 8 is 
proposed to be amended as follows:

PART 808--REQUIRED SOURCES OF SUPPLIES AND SERVICES

    1. The authority citation for part 808 continues to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).


808.404-1  [Removed]

    2. Section 808.404-1 is removed.


808.404-3  [Removed]

    3. Section 808.404-3 is removed.

PART 812--ACQUISITION OF COMMERCIAL ITEMS

    4. The authority citation for part 812 continues to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

* * * * *
    5. In section 812.301, paragraphs (c)(13), (c)(14), and (c)(15) are 
redesignated as paragraphs (c)(14), (c)(15), and (c)(16), respectively; 
newly designated paragraph (c)(16) is revised and a new paragraph 
(c)(13) is added to read as follows:


812.301  Solicitation provisions and contract clauses for the 
acquisition of commercial items.

    (c) * * *
    (13) 852.252-1, Provisions or clauses requiring completion by the 
offeror or prospective contractor.
* * * * *
    (16) 852.270-3, Purchase of shellfish.
* * * * *

PART 813--SIMPLIFIED ACQUISITION PROCEDURES

    6. The part heading for part 813 is revised to read as set forth 
above.
    7. The authority citation for part 813 is revised to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

    7a. Subpart 813.1 is added to read as follows:

Subpart 813.1--Procedures

Subpart 813.5--[Redesignated as Subpart 813.3]

    8. Subpart 813.5 is redesignated as subpart 813.3; and the subpart 
heading is revised to read as follows:

Subpart 813.3--Simplified Acquisition Methods

    9. Section 813.302 and heading are added to read as follows:


813.302  Purchase orders.


Sec. 813.505-2  [Redesignated as 813.307]

    10. Section 813.505-2 is redesignated as 813.307 and is transferred 
to subpart 813.3; the section heading and paragraphs (a) and (e) are 
revised to read as follows:


813.307  Forms.

    (a) VA Form 90-2138, Order for Supplies or Services, VA Form 90-
2139, Order for Supplies or Services (Continuation), VA Form 90-2138-
ADP, Purchase Order for Supplies or Services, and VA Form 2139-ADP, 
Order for Supplies and Services (Continuation), provide in one set of 
forms a purchase or delivery order, vendor's invoice, and receiving 
report. They will be used in lieu of and in the same manner as Optional 
Form 347, Order for Supplies or Services, Optional Form 348, Order for 
Supplies or Services Schedule--Continuation, and Standard Form 1449, 
Solicitation/Contract/Order for Commercial Items.
* * * * *
    (e) VA Form 10-2421, Prosthetics Authorization and Invoice, will be 
used for indicated services not in excess of $300.


813.506-70  [Redesignated as 813.106-70]

    11. Section 813.506-70 is redesignated as 813.106-70 and is 
transferred to the beginning of subpart 813.1; and is amended by 
removing ``13.106c'' and adding, in its place, ``13.106-3''.


Sec. 813.507  [Redesignated as 813.302-5]

    12. Section 813.507 is redesignated as 813.302-5 and is transferred 
to subpart 813.3 following section 813.302; and is revised to read as 
follows:


813.302-5  Clauses.

    When using VA Forms 90-2138 or 90-2138-ADP for maintenance 
contracts involving services performed on Government property which 
have the potential for property damage and liability claims, the 
contracting officer shall incorporate in the purchase order the 
Contractor's Responsibilities clause found at 852.237-70. Applicable 
maintenance contracts include but are not limited to window washing, 
pest control and elevator maintenance.

PART 852--SOLICITATION PROVISIONS AND CONTRACT CLAUSES

    13. The authority citation for part 852 continues to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

    14. Section 852.102 is added to read as follows:


Sec. 852.102  Incorporating provisions and clauses by reference.

    (a) As authorized by FAR 52.102(c), any 48 CFR Chapter 8 (VAAR) 
provision and clause may be included in a solicitation or contract by 
reference, provided the contracting officer complies with the 
requirements stated in FAR 52.102(c)(1), (c)(2), and (c)(3). To ensure 
compliance with FAR 52.102(c)(1) and (c)(2), contracting officers shall 
include the provision at 852.252-1, Provisions or clauses requiring 
completion by the offeror or prospective contractor, in full text in a 
quotation, solicitation, or contract whenever a FAR or 48 CFR Chapter 8 
(VAAR) provision or clause that requires completion by the offeror or 
prospective contractor and submittal with the quotation or offer is 
included by reference.
    (b) For any FAR or 48 CFR Chapter 8 (VAAR) provision or clause that 
requires completion by the contracting officer, the contracting officer 
shall, as a minimum, include the title of the provision or clause and 
the paragraph that requires completion in full text in the solicitation 
and contract. The balance of the provision or clause may be included by 
reference.
    (c) When one or more FAR or 48 CFR Chapter 8 (VAAR) provisions, or 
portions thereof, are included in a solicitation by reference, the 
solicitation shall include the provision found at FAR 52.252-1, 
Solicitation Provisions Incorporated by Reference.
    (d) When one or more FAR or 48 CFR Chapter 8 (VAAR) clauses, or 
portions thereof, are included in a contract by reference, the contract 
shall include the clause found at FAR 52.252-2, Clauses Incorporated by 
Reference.
    (e) When one or more FAR provisions or clauses, or portions 
thereof, are incorporated in a solicitation or contract

[[Page 29983]]

by reference, the FAR provision or clause required by paragraph (c) or 
(d) of this section shall include the following Internet address:

http://www.arnet.gov/far/

    (f) When one or more 48 CFR Chapter 8 (VAAR) provisions or clauses, 
or portions thereof, are incorporated in a solicitation or contract by 
reference, the FAR provision or clause required by paragraph (c) or (d) 
of this section shall include the following Internet address:

http://www.va.gov/oa&mm/vaar/

 15. Section 852.252-1 is added to read as follows:


852.252-1  Provisions or clauses requiring completion by the offeror or 
prospective contractor.

    As prescribed by 852.102(a), the following provision shall be 
included in full text in all quotations, solicitations, or contracts 
that incorporate by reference any FAR or 48 CFR Chapter 8 (VAAR) 
provision or clause that requires completion by the offeror or 
prospective contractor and submittal with the quotation or offer.

Provisions or Clauses That Require Completion by the Offeror or 
Prospective Contractor (Date)

    The following provisions or clauses incorporated by reference in 
this solicitation must be completed by the offeror or prospective 
contractor and submitted with the quotation or offer. Copies of 
these provisions or clauses are available on the Internet at the web 
sites provided in provision 52.252-1 or clause 52.252-2. Copies may 
also be obtained from the contracting officer.

[Contracting officer shall list all FAR and 48 CFR Chapter 8 (VAAR) 
provisions and clauses incorporated by reference that must be 
completed by the offeror or prospective contractor and submitted 
with the quotation or offer]

(End of provision)

PART 853--FORMS

    16. The authority citation for part 853 is revised to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

Subpart 853.2--Prescription of Forms

    17. Section 853.213 is revised to read as follows:


853.213  Simplified acquisition procedures.

    The following forms are prescribed as stated in this section for 
use in simplified acquisition procedures, orders under existing 
contracts or agreements, orders from required sources of supplies and 
services, and orders for other supplies or services as stated in this 
section:
    (a) VA Forms 90-2138, Order for Supplies or Services, or 90-2138-
ADP, Purchase Order for Supplies or Services, shall be used as 
indicated in 813.307. They will be used in lieu of but similar to OF 
347, Order of Supplies and Services, or SF 1449, Solicitation/Contract/
Order for Commercial Items.
    (b) The following forms are for use for obtaining indicated medical 
and dental services within the limitations prescribed in 813.307:
    (1) VA Form 10-7078, Authorization and Invoice for Medical and 
Hospital Services.
    (2) VA Form 10-7079, Request for Outpatient Medical Services.
    (3) VA Form 10-2570d, Dental Record, Authorization and Invoice for 
Outpatient Services.
    (c) VA Form 10-2511, Authority and Invoice for Travel by Ambulance 
or Other Hired Vehicle, will be used as prescribed in 813.307.
    (d) VA Form 10-2421, Prosthetics Authorization and Invoice, will be 
used for indicated procurements not to exceed $300 as prescribed in 
813.307.

[FR Doc. 99-13886 Filed 6-3-99; 8:45 am]
BILLING CODE 8320-01-P