Department of the Interior Acquisition Policy Release (DIAPR) 1997-4

SUBJECT: DEPARTMENT OF THE INTERIOR CONTRACTING OFFICERSWARRANT MANUAL

1. Purpose:

This policy release distributes Departmentwide policy on the Contracting Officers Warrant System as a revised Manual.

2. Effective Date:

Immediately. This document supersedes and cancels DIAPRs 91-28, 95-7, and 95-8.

3. Expiration Date:

No expiration unless superseded or canceled.

4. Background and Explanation:

We have seen many significant changes in the last few years -- the Federal Acquisition Streamlining Act (FASA), the Federal Acquisition Reform Act (FARA), and the Information Technology Management Reform Act are now law. There is more emphasis on allowing contracting officers to apply sound business judgment, so contracting personnel must be well trained to meet this responsibility. FARA4307 requires funding for education and training of the acquisition workforce be included in bureau budget submissions. This helps demonstrate our commitment to funding contract training. We spell out the Interior warrant requirements. Now, you must ensure that it happens. In addition, the people working on high dollar value actions or in specialized areas such as information technology or construction need to receive specialized training above the minimum requirements.

With implementation of the FASA, the Federal Acquisition Regulation gives preference to use of electronic commerce to provide widespread notice, solicitation, and award of acquisitions over the micro purchase threshold. The emphasis on electronic commerce coupled with the increasing availability of electronic capabilities for communications between requisitioners and procuring offices (IDEAS, facsimile, electronic mail, etc.) has changed the way we do business.

Budget pressures to reduce administrative expenses, reduce the numbers of employees in the GS-1102 and 1105 series, and new professionalism requirements for the procurement workforce dictate careful reconsideration of the traditional philosophy toward local field purchasing support. As part of converting to the new warrant system, bureaus need to review their current policy of field procurement delegations, validate the need for warrant authority at each location where warrants are to be renewed, and delegate authority only at the minimum authority level needed to provide effective and efficient acquisition support. Acquisition and payment alternatives now available without warrants (e.g., purchase cards) make this imperative. Issues to be considered in developing updated bureau policies are enumerated in Part IV. of the Warrant System Manual.

To allow for a smooth transition, properly maintained warrants issued under the old warrant system may remain valid for up to 24 months from the implementation date. By February 1, 1999, all existing warrants must be terminated or replaced with a valid interim or permanent warrant under the new system.

During this conversion period, old warrants retain the authority levels stated in the previous warrant system with one exception: authority for Level I, Level I Exception,and Level II contracting officers to procure from federal supply schedules (mandatory or nonmandatory), mandatory sources, interagency agreements, and orders under other agency contracts is now $100,000.

After the effective date of this manual, any new warrants must be issued in accordance with the procedures in the new manual. To simplify the process of issuing the new warrants, after completing the analysis required in Part IV, bureaus may issue warrants under the new system to current contracting officers based on qualification information already available in warrant files.

Language has been added to Part V permitting Level II or III warrants to be issued outside primary procurement offices only where some form of review or oversight is provided by Level III or IV contracting officers from primary procurement offices. Bureaus have the responsibility to determine what commodities, complexities, and/or thresholds trigger a review, whether the review is done before or after award, and how such reviews are conducted (by mail, on-line or on-site).

A detailed list of how and when to request a deviation to the warrant program has been included. Any existing deviations issued under the old warrant system remain valid for their specified period or up to two years, whichever is less. However, after the effective date of this memorandum, class deviation authority cannot be used to approve or increase additional warrants.

The Contracting Officers Warrant System is a significant part of Interior's Acquisition Career Management Program. By completing the procurement training outlined for the Level IV warrant, an individual will have attained the core of the Acquisition Career Management Program.

5. Action Required:

Distribute this policy release to all contracting officers, and ensure program implementation.

Any questions on this policy release may be directed to Gayle A. Fischetti on (202)208-6705.

Paul A. Denett, Director Office of Acquisition and Property Management

Attachment: Manual