1851.101 Policy.
(a) NASA installations shall establish internal control over contractor use of GSA and other Federal supply sources.
(b) Use of official Government mailing privileges by NASA contractors is covered in NMI 1450.11, NASA Mail Management Program.
1851.102 Authorization to use Government supply sources.
(a) In addition to considering the requirements of FAR 51.102(a), the contracting officer shall consider the potential for abuse by contractors authorized access to Government supply sources.
(b) The contracting officer shall forward letters of authorization to the installation's Logistics Management Officer, Attention: Activity Address Code Coordinator, who will forward them to the Logistics Management Office, NASA Headquarters (Code JLG), for verification and transmittal to GSA. Letters of authorization forwarded to Headquarters must be accompanied by the supporting determination and findings, which will not be forwarded to GSA.
(c) Substantially the following format shall be used for letters authorizing contractor use of Government supply sources:
SUBJECT: Authorization to Lease, Rent, or Purchase from General Services Administration (GSA) Supply Sources
(Contractor's name)
(Address)
(1) You are hereby authorized to act for the Government in the following matters:
(i) The acquisition of supplies and/or services under Contract No. available for purchase by Government agencies either directly from GSA stock or under Federal Supply Schedules, including GSA nonmandatory ADTS/ADP schedule contracts and GSA ADP requirements contracts, subject to the limitations set forth in this authorization.
(ii) The leasing or rental of equipment for use on Contract No. available for lease or rental by Government agencies under Federal Supply Schedules, including GSA nonmandatory ADTS/ADP schedule contracts and GSA ADP requirements contracts, subject to the limitations set forth in this authorization.
(iii) The issuance of tax exemption certificates in lieu of the payment of State or other taxes for which the Government is not liable on supplies or services purchased under this authorization.
(2) (i) Purchase orders under GSA schedules and contracts shall be placed in accordance with the terms and conditions of the GSA schedule or contract and this authorization. A copy of this authorization shall be attached to the order (unless a copy was previously furnished to the GSA contractor) and shall contain the following statement:
This order is placed on behalf of the National Aeronautics and Space Administration in further-ance of United States Govern-ment Contract No. , pursuant to written authorization dated , a copy of which (is attached) (you have on file). In the event of any inconsistency between the terms and conditions of this order and those of the applicable GSA schedule/contract, the latter will govern.
(ii) Orders for items in the GSA Supply Catalog shall be placed in accordance with the Catalog and this authorization and shall include the address to which billings are to be sent. Bills are not issued by GSA until after shipment has been made and should therefore be paid promptly. Any necessary adjustments will be made by GSA subsequent to payment. All orders shall contain the following statement:
This order is placed on behalf of the National Aeronautics and Space Administration in furtherance of United States Government Contract No. , pursuant to written authorization dated , a copy of which (is attached) (you have on file).
(3) (Insert any other provisions and restrictions.)
(4) The authority hereby granted is not transferable or assignable.
(Contracting Officer)
(d) When requisitioning from the Department of Veterans Affairs, the contractor should use FEDSTRIP or MILSTRIP, as appropriate, Optional Form 347, or an installation-prescribed form.
1851.102-70 Contractor acquisition of filing cabinets.
(a) Before ordering filing cabinets whose title will vest in the Government, NASA contractors shall--
(1) Transfer inactive records to contractor storage areas;
(2) Dispose of unnecessary records in accordance with corporate procedures;
(3) Use less expensive shelf filing methods;
(4) Take other actions to reduce the need for filing cabinets; and
(5) Furnish a statement to the cognizant contracting officer that, although the steps outlined in paragraphs (a)(1) through (4) of this section have been taken, sufficient additional filing capacity has not been produced.
(b) The contractor shall then submit its request to the contracting officer, who shall (1) confer with the Records Management Officer, the Property and Supply Officer, and the project officer and, if appropriate, (2) certify on all letter requests that the prerequisite actions have been taken by the contractor and that they have not produced the required filing space.
(c) If the need for filing cabinets is approved by the contracting officer, excess items of the type requested shall be furnished, if available, through appropriate property accountability channels.
(d) Approved requests that cannot be filled from excess shall be returned to the contractor with an authorization to obtain file cabinets, preferably through GSA.
1851.103 Ordering from Government supply sources.
(a) All orders for material from Government supply sources shall contain the statement in paragraph (c)(2)(i) or (2)(ii), as appropriate, of the authorization format set forth in 1851.102.
(b) Contracting officers shall use NHB 4100.1, NASA Materials Inventory Management Manual, to obtain activity address codes (AAC) to enable use of FEDSTRIP and MILSTRIP for requisitioning material from Federal and military supply sources.
1851.104 Furnishing assistance to contractors.
When necessary, NASA personnel shall assist the contractor in preparing and submitting the initial FEDSTRIP or MILSTRIP requisitions, the Optional Form 347, or installation-prescribed forms.