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FHWA Order 4460.1B

Order
Subject
CLEARANCE OF REQUESTS FOR PROCUREMENT OF GOODS AND SERVICES
Classification Code Date Office of Primary Interest
4460.1B October 13, 2006 HAAM-1

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Par.

  1. What is the purpose of this directive?
  2. Does this directive cancel an existing FHWA directive?
  3. What authorities govern this directive?
  4. What is the background concerning procurement of goods and services?
  5. To whom does this directive apply?
  6. What is the scope of this directive?
  7. What are the definitions of the key terms in this directive?
  8. What are the responsibilities of the FHWA offices?
  9. Who should I contact for additional information?

 

  1. What is the purpose of this directive? The purpose of this directive is to describe the roles and responsibilities for obtaining various clearances prior to the submission of Procurement Requests (PRs) for contracting actions.

  2. Does this directive cancel an existing FHWA directive? Yes. This directive cancels Order 4460.1A, Clearance of Requests for Procurement of Services, dated August 10, 1982.

  3. What authorities govern this directive?

    1. Departmental Information Resource Management Manual (DIRMM), Department of Transportation (DOT) Order 1350.2.

    2. FHWA Order 1370.11A, Information Technology (IT) Capital Planning and Investment Control (CPIC), dated January 27, 2006.

    3. FHWA Order 1370.12A, Personal Digital Assistants, dated March 22, 2006.

    4. FHWA Order 1370.13, Compliance with Section 508 of the Rehabilitation Act, dated February 11, 2005.

  4. What is the background concerning procurement of goods and services? The procurement of goods and services in the Federal Government environment can be a very complex process. There are many different rules and regulations that govern how, and under what circumstances, Federal Government officials may initiate specific types of procurements. Some of these rules are designed to advance specific Federal Government-wide policies, while others are designed to ensure the Agency is making intelligent business decisions. To ensure compliance with the rules that govern the acquisition of goods and services, designated FHWA offices are required to review PR packages for certain goods and services prior to submission for procurement action. The required reviews are outlined on Form FHWA-1514, Clearance for Procurement of Goods and Services. Procurement officials are not permitted to process procurement actions without evidence of the completed reviews described in this directive.

  5. To whom does this directive apply? This directive applies to all FHWA Washington Headquarters and field organizations. The Form FHWA-1514 describes the specific clearances that are required for both Washington Headquarters and field organizations.

  6. What is the scope of this directive? This directive applies to all PRs for goods and services, including PRs for new requirements, or modifications to existing PRs that materially change the goods or services originally requested. Specific guidelines are outlined for Washington Headquarters and field office compliance. This directive does not apply to services of individuals obtained by direct appointment or through normal Federal Government employment procedures.

  7. What are the definitions of the key terms in this directive?

    1. Clearance office. An office that has delegated responsibility for reviewing specific aspects of proposed PRs. The clearances required and the clearance offices are detailed on Form FHWA-1514.

    2. Initiating office. An office that prepares and submits a PR for procurement action. This includes Washington Headquarters and field organizations.

  8. What are the responsibilities of the FHWA offices?

    1. Washington Headquarters initiating offices. Washington Headquarters initiating offices are responsible for:

      • (1) Determining the need for clearance,

      • (2) Contacting the clearance office(s) at the earliest phase of the PR planning and development process to facilitate a smooth clearance process,

      • (3) Obtaining the required clearances on Form FHWA-1514, and

      • (4) Submitting the completed Form FHWA-1514 with all covered PRs.

    2. Field initiating offices

      • (1) Field initiating offices are responsible for:

        • (a) Determining the need for clearance,

        • (b) Contacting the clearance office(s) at the earliest phase of the PR planning and development process to facilitate a smooth clearance process,

        • (c) Obtaining the required clearances on Form FHWA-1514, and

        • (d) Submitting the completed Form FHWA-1514 with all covered PRs.

      • (2) Field initiating offices are only required to obtain clearance for products and/or services specified in Attachment A of Form FHWA-1514. This generally includes PRs for the purchase of goods and services associated with information technology. Attachment A of Form FHWA-1514 details the specific clearance requirements. The field initiating office is required to provide the complete PR package (including specifications and or statements of work) and the Form FHWA-1514 to the appropriate clearance office for approval prior to purchase. Contracting officers in field organizations shall document their files with the completed Form FHWA-1514 as part of the official contract file documentation.

    3. Clearance office. The clearance office is responsible for assisting initiating offices by providing guidance and direction on developing procurement requests that will be compliant for the area for which they are responsible. Providing early support and information to initiating offices will ensure a speedy final compliance review process. As such, clearance offices should provide a timely review and clearance of that portion of the PR relating to its functional responsibilities. Specific clearance offices, and the areas for which they are responsible, are listed on Form FHWA-1514.

    4. Office of Acquisition Management (HAAM). A completed Form FHWA-1514 shall accompany all Washington Headquarters PRs for new purchases, or modifications to existing PRs that materially change the goods or services originally requested, of items defined on Form FHWA-1514. If HAAM determines that additional clearances are required, but not documented, HAAM may return the PR to the initiating office for further clearance action prior to processing the action. Contracting officers shall document their official contract file with the completed Form FHWA-1514.

  9. Who should I contact for additional information? For information on specific areas of clearance, contact the designated office on the Form FHWA-1514. For general information regarding this order, contact HAAM.

 

Signature: Michael J. Vecchietti

Michael J. Vecchietti
Associate Administrator
for Administration

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