# DLAD PGI

- SUBPART 1.3 Agency Acquisition Regulations

- 1.301 Policy.
- 1.390 DLAD.
- 1.390 (b) Procurement letters.

SUBPART 1.3 Agency Acquisition Regulations

1.301 Policy.

1.390 DLAD.

1.390 (b) Procurement letters.

The mandatory procedures to follow to prepare a PROCLTR follow. See also the sample embedded documents below.

SAMPLE PROCLTR Signed SAMPLE PROCLTR SAMPLE email coordination

1) PROCLTR Process

i. Once an update to DLAD is identified by the HQ Action Officer (HQ AO) the proposed change is drafted ( Preliminary Draft ). Correct signature block follows:

A. Component Acquisition Executive, (CAE), or

B. Senior Procurement Executive, (SPE), when PROCLTR is authorizing use of clauses not contained in FAR Part 12 pursuant to FAR 12.301(f).

ii. HQ AO seeks electronic coordination with the field and HQ POCs, (see embedded sample #3 above )

A. Send email with PROCLTR & attachments to field policy chiefs 1

B. Send email with PROCLTR & attachments to HQC J codes & Process Owners .

C. Send email with PROCLTR & attachments to DLA Office of Council

D. Give reasonable time to respond (e.g., 1-2 weeks for concurrence, no response does not equal concurrence )

E. Reconcile and incorporate comments as received; if non concurring provide rationale to submitter

F. Compile electronic coordination

iii. HQ AO compiles official PROCLTR file ( Final Draft )

A. HQ AO shall:

1. Obtain DLAD Editor’s Checklist 2 review of package.

2. Request DLAD clause number(s) 3 from DLAD Editor

B. If PROCLTR includes new or modified DLAD clause, obtain coordination from clause rationalization analyst.

C. HQ AO prepares and routes Staff Summary Sheet IAW J-7 front office instructions.

D. Obtain DLA Office of Council coordination on PROCLTR

iv. HQ AO gives coordinated file to J-7 front desk for review

A. HQ AO deposits electronic PROCLTR & attachments on Q drive in the “Edit Folder”. ( see embedded sample #3 above , & Q:\Edit Folder for correct subfolder )

B. HQ AO compiles hardcopy final folder for J-7 signature, with all required TABs.

C. After front office review, Business Office deposits final PROCLTR & attachments in “Q:\Edit Folder” and returns signed hardcopy file, to HQ AO

D. Obtain Acquisition Policy Chief, J-71 coordination

E. If no changes are needed HQ AO requests J-7 signature

v. Once PROCLTR is signed and Date stamped

A. HQ AO updates PROCLTR with sequential ID number (e.g., 2008-01) provided by DLAD Editor

B. HQ AO scans signed PROCTLR via copier and sends pdf file via email to DLAD Editor

C. HQ AO archives 4 & provides PROCLTR in electronic MSFT Word format to DLAD editor

D. DLAD editor updates DLAD and website, and provides notice via PROCLTR distribution list

Footnotes:

1. Field policy chiefs. For subsequent updates to any Acquisition POC click on link

2. DLAD editor checklist. .

3. .DLAD clause/subpart number(s), follow FAR 1.105-2. For DLAD unique clause number we use the format 52.2XX-9XXX.

4. Archive process, An electronic copy of signed documents is viewable by clicking the link in eworkplace in the folder called “E-filed copy”