U.S. Department of Transportation
Federal Highway Administration

NOTICE

1. PURPOSE. To issue procedures for coordinating requests for purchase of publications and subscriptions to periodicals, magazines, professional journals, and research reports.

2. BACKGROUND. During Fiscal Year 1981, Washington Headquarters and regional office staffs assessed their subscription requirements as part of an effort to reduce costs. As a result of the assessment, about 400 subscriptions were targeted for cancellation. This reduction decreased subscription costs in Fiscal Year 1982 by approximately 25 percent.

3. RESPONSIBILITIES

   1. Washington Headquarters

      (1) Associate Administrators and Staff Office Directors, or their designees, are responsible for reviewing all requests for publications and paid subscriptions.

      (2) Office of Management Systems, Publications and Visual Aids (P&VA) Branch, is responsible for:

      (a) maintaining an inventory of the paid subscriptions of Washington Headquarters offices, and

      (b) reviewing the subscription requests of Washington Headquarters offices prior to purchase to assure no unnecessary duplication of subscription purchases.

   2. Regional Offices and Direct Federal Divisions. Regional Administrators and Direct Federal Division Engineers areresponsible for establishing procedures within their respective organizations that meet the intent of this Notice.

4. PROCEDURES. To maintain cost control, and to prevent undue duplication of subscriptions, the following procedures are established for processing subscription requests in Washington Headquarters:

   1. Requesting offices will forward all requisitions for the purchase of publications and paid subscriptions(including organization memberships which provide paid subscriptions) to the P&VA Branch for clearance. Requisitions will contain a justification statement to assure that the requested publication or subscription is essential to the performance of official business.

   2. The P&VA Branch will forward cleared subscription requests to the Office of Contracts and Procurement for processing.

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