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<dita xmlns:ditaarch="http://dita.oasis-open.org/architecture/2005/"
      ditaarch:DITAArchVersion="1.2">
   <concept id="i1896910"
            audience="GSAM"
            ditaarch:DITAArchVersion="1.2"
            class="- topic/topic concept/concept ">
      <title class="- topic/title ">
         <ph props="autonumber" class="- topic/ph ">501.171-2</ph> Acquisition letters.</title>
      <conbody class="- topic/body  concept/conbody ">
         <ol id="d17e13" class="- topic/ol ">
            <li class="- topic/li ">
               <p id="d16e18" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(a)</ph>  Acquisition
letters provide interim policies and procedures pending incorporation
in GSA orders or handbooks.</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e27" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(b)</ph>  Acquisition
letters expire on the date specified in the acquisition letter or
when the acquisition letter’s contents are incorporated into the
GSAM or FAR.</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e36" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(c)</ph>  The
Office of Acquisition Policy (OAP) conducts a review of existing
acquisition letters twice each year as part of GSA’s Regulatory
Agenda to prioritize resources for incorporating active acquisition
letters into the GSAM or FAR.</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e45" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(d)</ph>  OAP
is responsible for maintaining a current list of active acquisition
letters in the OAP Acquisition Policy Library.</p>
               <ol id="d17e50" class="- topic/ol ">
                  <li class="- topic/li ">
                     <p id="d16e55" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>  When
policies and procedures contained in acquisition letters are effective
until incorporated into the GSAM or FAR and the content is incorporated
into the GSAM or FAR the acquisition letter will be moved from “active”
status in the OAP Policy Library to “inactive” status.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e64" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph> In cases
where the policies and procedures are temporary, the AL will state
the specific termination date in accordance with GSAM <xref href="#i1896910"
                              base="i1896910"
                              outputclass="fm:ParaNumOnly"
                              class="- topic/xref ">501.171-2</xref>(h)(4).
Once the termination date is reached, the AL will be moved from
“active” status in the OAP Policy Library to “inactive” status.</p>
                  </li>
               </ol>
            </li>
            <li class="- topic/li ">
               <p id="d16e75" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(e)</ph>  The
Senior Procurement Executive and HCAs, or designees, may issue acquisition
letters.</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e85" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(f)</ph>  The
issuing official must coordinate each acquisition letter with appropriate
offices including Acquisition Policy, Counsel, and the Inspector
General. Any proposed policy or procedure that affects the operation
of the small business program, must be coordinated with the Office
of Small Business Utilization (E).</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e94" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(g)</ph>  The
issuing activity must identify each acquisition letter with an assigned
number. The number should begin with the issuing office correspondence
symbol, followed by the last two digits of the calendar year when
issued, then numbered consecutively beginning with 1. For example,
FC-97-5 would be the fifth acquisition letter issued by FSS in fiscal
year 1997).</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e103" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(h)</ph>  The
body of an acquisition letter should contain the following paragraphs,
as appropriate:</p>
               <ol id="d17e108" class="- topic/ol ">
                  <li class="- topic/li ">
                     <p id="d16e113" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>  Purpose.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e122" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph>  Background.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e131" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(3)</ph>  Effective
date.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e140" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(4)</ph>  Termination
date.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e149" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(5)</ph>  Cancellation.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e159" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(6)</ph>  Applicability
(offices to which the acquisition letter applies).</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e168" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(7)</ph>  Reference
to regulations (FAR or GSAR), handbooks, or orders.</p>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e177" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(8)</ph>  Instructions/procedures.</p>
                  </li>
               </ol>
            </li>
            <li class="- topic/li ">
               <p id="d16e188" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(i)</ph>  The
issuing office is responsible for distributing its acquisition letters
to affected contracting activities and the Office of Acquisition
Policy. In addition, copies should be distributed to–</p>
               <ol id="d17e193" class="- topic/ol ">
                  <li class="- topic/li ">
                     <p id="d16e198" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>  For
acquisition letters issued by the Office of Acquisition Policy or
a Central Office Service:</p>
                     <ol id="d17e203" class="- topic/ol ">
                        <li class="- topic/li ">
                           <p id="d16e208" class="- topic/p ">
                              <ph props="autonumber" class="- topic/ph ">(i)</ph>  Associate General Counsel.</p>
                        </li>
                        <li class="- topic/li ">
                           <p id="d16e217" class="- topic/p ">
                              <ph props="autonumber" class="- topic/ph ">(ii)</ph>  The
Administrative Policy and Information Management Division (CAI).</p>
                        </li>
                     </ol>
                  </li>
                  <li class="- topic/li ">
                     <p id="d16e228" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph>  For
acquisition letters issued by a Region:</p>
                     <ol id="d17e233" class="- topic/ol ">
                        <li class="- topic/li ">
                           <p id="d16e238" class="- topic/p ">
                              <ph props="autonumber" class="- topic/ph ">(i)</ph>  Regional
Counsel.</p>
                        </li>
                        <li class="- topic/li ">
                           <p id="d16e247" class="- topic/p ">
                              <ph props="autonumber" class="- topic/ph ">(ii)</ph> The regional
clearance office as defined in the handbook, Writing GSA Internal
Directives (OAD P 1832.3B).</p>
                        </li>
                        <li class="- topic/li ">
                           <p id="d16e256" class="- topic/p ">
                              <ph props="autonumber" class="- topic/ph ">(iii)</ph>  Central
office contracting activities, if appropriate.</p>
                        </li>
                     </ol>
                  </li>
               </ol>
            </li>
            <li class="- topic/li ">
               <p id="d16e269" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(j)</ph>  If
an acquisition letter is distributed only electronically, then the
issuing office may issue a notice to affected contracting activities,
the Office of Acquisition Policy, and Associate General Counsel
or Region Counsel in lieu of distributing paper copies. The notice
must identify the subject, number, and location of the letter.</p>
            </li>
            <li class="- topic/li ">
               <p id="d16e278" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(k)</ph>  Each
issuing office must report on acquisition letters issued and canceled
on a quarterly basis to the Office of Acquisition Policy. The Office
of Acquisition Policy will issue a consolidated index of all acquisition
letters issued or canceled.</p>
            </li>
         </ol>
      </conbody>
   </concept>
</dita>