# DLAD PGI

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

PGI PART 1.3 Agency Acquisition Regulations

1.301 Policy.

1.390[F2] DLAD.

1.390 (b) Procurement letters.

A headquarters level Action Officer is responsible for writing PROCLTRs when needed to supplement DLAD with new policies, processes, guidance, and instructions. PROCLTRS with DLAD coverage are not used to restate statutes, executive orders, or higher level acquisition regulations. Rather they elaborate on those by providing any DLA unique aspects to that policy or regulation. The HQ AO drafts the DLAD coverage, ensures that the appropriate areas of the DLA enterprise coordinate on the acquisition coverage, modifies the draft in response to pertinent comments, receives concurrences, and notifies contracting activities of the signed PROCLTR to implement. The process of changing DLA’s acquisition directive involves significant collaboration with others, thorough integration with other parts of the DLAD, and upfront identification and resolution of any procurement system impacts. As a general rule, a PROCLTR can usually be accomplished within 30 days, following the mandatory process reiterated below:

PROCLTR Process ( Updates PROCLTR 2008-36 )

1. 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:

i. Component Acquisition Executive, (CAE), or

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

2. System impacts

HQ AO coordinates with the J-71 procurement systems analyst for any systems impact from the intended change, including discussion and resolution of the following questions. Update the preliminary draft PROCLTR with results of the discussion, where needed:

i. Y or N: Any impact on Long Term Contracts--creation and sourcing, particularly as it affects automated delivery orders?

If Y: SCR/workaround or table update?

If workaround: describe in PGI coverage

If SCR: identify POC

If table update: identify LTC POC

ii. Y or N: Any impact on manual or automated solicitations and evaluation if below the SAT (other than clauses or forms)?

If Y: SCR/workaround or table update for automated solic?

If workaround: describe in PGI coverage

iii. Y or N: Any impact on vendor performance tracking? (PPIRS, vendor scorecard, DCRL, or others)

If Y: SCR/workaround?

If workaround: describe in PGI coverage

and identify appropriate subject matter expert (SME)

iv. Y or N: Any impact on Forms?

If Y: SCR/workaround?

If workaround: describe in PGI coverage and identify appropriate Sub-Process Owner (SPO) for locals

v. Y or N: Any impact on Records Management (Electronic Contract File (ECF))?

If Y: SCR/workaround or table update?

If workaround: describe in PGI coverage

vi. Y or N: Any impact on External Partners, e.g. EDA, FedBizzOpps, WAWF, FPDS?

If Y: SCR/workaround?

If workaround: describe in PGI coverage

and identify appropriate Action Officer

vii. Y or N: Any impact on Reporting and Metrics?

If Y: SCR/workaround?

If workaround: describe in PGI coverage

viii. Y or N: Any impact on Clauses and Clause Overprints?

If Y: SCR/workaround needed?

If workaround: describe in PGI coverage

If overprint: describe in PGI coverage

ix. Y or N: Any impact to other programs, e.g. DLRs, forward buyers, cross process owners such as FI, TQ, Order Management, Inventory Management?

If Y: SCR/workaround?

If workaround: describe in PGI coverage

and identify appropriate Action Officer

3. HQ AO ensures any clause prescription in the coverage describes its use accurately and with specificity (including restricting use to particular supply chains when appropriate). Complete the clause prescription checklist5.

4. HQ AO seeks electronic coordination with the field and HQ POCs.

i. Send email with PROCLTR & attachments to field policy chiefs listed in the cc: line 1

ii. Send email with PROCLTR & attachments to all the HQC J-7x codes, relevant Process Owners, and DB if pertinent.

iii. Send email with PROCLTR & attachments to DLA Office of General Counsel.

iv. Give reasonable time to respond (e.g., 5 working days for concurrence). An initial no response at this stage will be presumed to be concurrence, with the exception of DG.

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

vi. Send draft final via e-mail again to Field Policy Chiefs, relevant Process Owners, etc, so that they can see all the changes made. If seeking concurrence again due to significance of changes, acknowledgement of concurrence is required.

vii. Compile electronic coordination.

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

i. HQ AO shall:

A. Determine, with help of J-71 Clause and Form SPO clause overprints (until DPACS is retired ) or forms affected by new coverage and list for PGI update.

B. Obtain DLAD Editor’s Checklist 3 review of package.

C. Request DLAD clause number(s) 4 from DLAD Editor

D. Contact DSCC-BPSA to request assignment of corresponding DPACS number.

E. If PROCLTR includes new or modified DLAD clause, obtain coordination from J-71 SME analyst.

F. HQ AO compiles hardcopy final folder with all required TABs.

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

H. Obtain DLA Office of General Counsel coordination on hard copy PROCLTR.

I. Obtain Acquisition Policy Chief, J-71 coordination.

6. HQ AO gives coordinated file to J-7 business office for review

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

ii. After review, Business Office deposits final PROCLTR & attachments in “Q:\Edit Folder”

7. Once PROCLTR is signed and Date stamped

i. Business Office returns signed hardcopy file to HQ AO.

ii. HQ AO updates PROCLTR with sequential ID number (e.g., 2009-01) provided by DLAD Editor.

iii. J7 Business Office scans signed PROCTLR via copier and sends pdf file via email to DLAD Editor.

iv. J7 Business Office archives 6 & provides PROCLTR in electronic MSFT Word format to DLAD editor.

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

vi. HQ AO provides completed clause prescription checklist 5 to Clause SPO to build system clause logic. System clause logic is documented for PGI coverage by Clause SPO. DLAD editor updates PGI.

vii. Clause and Form SPO coordinates overprint changes ( until DPACS is retired ) and provides documentation to DLAD Editor for a link in PGI.

viii. HQ AO provide updates to DLAD Editor for the Policy News Flash web page (suitable for public viewing) for new developments not yet incorporated into a new or updated PROCLTR, but important for field awareness.

ix. DLAD Editor posts changes to Policy News Flash web page after reviewing for any OPSEC concerns.

Footnotes:

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

2. Process Owners List. Use as relevant to the subject of the PROCLTR.

Procurement Process Owner (Col(s) Claffey) ____________

Order Management Process Owner (Fran Walinksy, Angela Evans)___________

Inventory Management Process Owner (Hellion Flowers)___________

Planning Process Owner (Steve St. John)_________
Finance Process Owner (Carl Kerby)____________

Tech/Quality Process Owner (Chris Metz)____________

3. DLAD editor checklist.

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

5. Clause prescription checklist.

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