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NAO
206-6
NOAA Circular 01-02 - Effective 3/26/01
Filed as: NAO 206-6
SUBJECT: Copying Equipment
TO: All NOAA Elements in the Washington, D.C. Area
SECTION 1. PURPOSE.
This Circular prescribes procedures and responsibilities
for the acquisition, relocation, and disposition of
copying equipment in the Washington, D.C., Metropolitan
area, including the National Oceanic and Atmospheric
Administration's (NOAA) copying equipment for the Herbert
C. Hoover Building (HCHB).
SECTION 2. REFERENCES.
Reference
Department Administrative Order (DAO) 206-6, "Copying
Equipment," citing the basic copy management policy
for all Department of Commerce (DOC) agencies; and
a memorandum dated November 15, 1994, from the Director,
Office of Administrative Operations, transferring several
administrative functions associated with copying equipment
from the Office of the Secretary to the bureaus.
SECTION 3. DEFINITIONS.
For purpose of this Circular, copying equipment is
defined as:
a. equipment providing administrative copying requirements
and controlled by the NOAA Copy Manager to ensure that
work does not exceed 500 copies of any one page or
the total of 5,000 copies in the aggregate of multiple
pages (work exceeding these limits should be reproduced
in a Copy Center, the NOAA Duplicating Plant, or on
contract through the NOAA Printing and Reprographics
Branch);
b. equipment whose primary function is to reproduce
a paper copy but which may include such features as
faxing, scanning, network capabilities, and other new
technology as introduced when combined with copiers/duplicators,
shall be construed as copiers/duplicators; and
c. equipment which can provide either black and white
or color copies.
SECTION 4. PROCEDURES FOR OBTAINING A COPIER.
.01 Purchase Card Procedures:
Line Offices/Staff Offices (LOs/SOs), with appropriate
office approval, may use their purchase card to purchase
copiers that cost less than the amount set forth in
the Federal Acquisition Regulations, Part 13.106-1,
Purchases at or below the micro-purchase threshold,
currently $2,500. [NOTE: Although micro-purchases do
not need competition, it is suggested that several
copiers be reviewed to assure best selection to meet
the need.] The following procedures apply to a purchase
card acquisition.
a. Upon selection of a copier, the Copier Accountability
Officer (CAO) shall send an e-mail to the NOAA Copy
Manager providing the following information:
-- the make, model, accessories and features of the
equipment, and the purchase price;
-- the name of the organizational unit procuring the
equipment and its proposed location;
-- the Property Custodian's name, Custodian Number,
and telephone number; and
-- a brief justification for the need of the equipment.
b. The NOAA Copy Manager will review the information
and, if approved, will send the requester, by return
e-mail, authorization to purchase under the purchase
card program. In addition, a copy of the authorization
e-mail will be sent to the NOAA Personal Property Team
and to the NOAA Small Purchase Branch.
c. The CAO shall attach a copy of the authorization
e-mail to the purchase card statement and submit them
to the NOAA Finance Office.
d. The CAO shall complete NOAA Form 50-6, Copier Acquisition
Report (see attachment), and submit it to the NOAA
Copy Manager after installation of the new copier equipment.
.02 CD-435 Procedures:
a. The requesting LO/SO shall contact the NOAA Copy
Manager to discuss their copier requirements. The NOAA
Copy Manager shall determine whether there is a copier
in the immediate vicinity of the requesting office
that could be shared due to underuse or whether a new
copier is warranted.
b. If
there is an underused copier in the vicinity of
the requesting LO/SO, the NOAA Copy Manager shall
contact the appropriate CAO to arrange for shared use
and cost, i.e., supplies and maintenance. This process
saves resources, assists the sharing office in making
full use of its copier, eliminates the need to procure
an additional copier, and ensures compliance with Section
6.03 of DAO 206-6.
c. If
there is not an underused copier in the vicinity
of the requesting LO/SO, the NOAA Copy Manager shall
provide the CAO with the following:
-- the name and telephone number of at least three
(3) General Services Administration (GSA) scheduled
copier representatives whose copying equipment meets
the requester's stated requirements;
-- a copy of this Circular; and
-- a sample CD-435 requisition package.
d. Upon receipt of the above, the requesting LO/SO
shall contact each of the copy vendors to arrange a
demonstration and obtain a cost proposal on their respective
copier. Each proposal shall be based on the same standards
(e.g., anticipated monthly volume, required standard
and optional features).
e. After preliminary review, analysis, and selection
of a copier, the requesting LO/SO shall prepare a memorandum
to the NOAA Copy Manager with a justification statement
and Form CD-435, Procurement Request Package. The justification
statement shall include, at a minimum, the following
information:
-- the name of the organizational unit that will procure
the equipment and be responsible for funding its operation,
and the method of procuring the equipment (i.e., rent,
lease-to-own-plan (LTOP), or purchase);
-- the make, model, accessories (i.e., document feeder,
collator, reduction/enlargement, stapler, etc.), other
functions (i.e., fax, scanner, networking, etc.), rental/LTOP
cost or purchase price, and maintenance cost of the
equipment selected;
-- proposed equipment location (address, including
building and room number);
-- proposed environment: single office or multi-office
use (i.e., shared use);
-- requirements that warrant a change in present copying
procedures to include, if appropriate, an explanation
of why other functions (i.e., scanner, fax, networking,
etc.) in combination with the copier are needed to
satisfy the office's business equipment needs;
-- estimated total monthly copies to be produced and
the basis used to determine that volume;
-- a separate cost comparison chart of at least three
GSA copiers that includes the cost of supplies and
maintenance -- the cost comparison is to include the
one selected and two others that were considered but
not selected (include copies of each of the three cost
proposals) and, as appropriate, a statement as to why
a copier other than the least costly alternative was
selected;
-- proposed disposition of equipment to be replaced
(if applicable); and
-- the name and telephone number of the CAO or designated
person who will (a) monitor the use of the equipment,
(b) provide the monthly meter readings to the vendor,
(c) review and certify invoices for payment of rental/LTOP
fees, and (d) generate all reports as required.
f. The requesting LO/SO shall obtain the proper signature/
concurrence on the memorandum and the CD-435 from their
organizations and forward the copier package, consisting
of the justification memorandum, CD-435, cost comparison
chart, and copies of all cost proposals, to the NOAA
Copy Manager for consideration and approval.
g. Upon receipt of the copier package, the NOAA Copy
Manager shall review the justification:
-- if
it is determined that the acquisition of a copier
is not warranted, the NOAA Copy Manager shall prepare
a memorandum giving the reasons why the request was
disapproved and suggest alternatives regarding the
requester's copying requirements;
-- if
the request exceeds the NOAA Copy Manager's delegated
authority, the NOAA Copy Manager shall forward
the copier package to the Department of Commerce Copy
Manager with a recommendation for approval, with a
copy of the forwarding memorandum to the requester;
-- if
it is determined that the acquisition of a copier
is warranted and properly justified within the NOAA
Copy Manager's delegated authority, the NOAA Copy Manager
shall:
-- approve the Form CD-435;
-- obtain property concurrence from the NOAA Personal
Property Team; and
-- forward the copier request package to the NOAA
Small Purchase Branch for processing.
SECTION 5. INSTALLATION PROCEDURES.
Copiers should be placed in well-ventilated areas
and away from employees' workstations to minimize copier
over-heating and disruption to the workforce. Copiers
will be installed by the vendor's representatives.
SECTION 6. RESPONSIBILITIES.
.01 NOAA
Copy Manager shall:
a. serve as the liaison with the Department of Commerce
Copy Manager on all matters pertaining to the copy
management program in the Washington, D.C., metropolitan
area;
b. ensure NOAA's implementation of the Department
of Commerce copy management program in the Washington,
D.C., metropolitan area;
c. approve or deny requests to acquire copier equipment
within the NOAA Copy Manager's delegated authority;
d. evaluate and forward requests with recommendations
to the Department of Commerce Copy Manager if the request
exceeds the NOAA Copy Manager's delegated authority;
and
e. serve as liaison between the vendor and the LOs/SOs
on technical matters.
.02 NOAA
Small Purchase Branch shall:
a. process the procurement request for the selected
copier; and
b. serve as liaison between the vendor and the LOs/SOs
on all contractual matters.
.03 NOAA
LOs/SOs shall:
a. follow the procedures listed above for acquiring
a copier;
b. assign an individual from their LOs/SOs to serve
as the CAO/requisition contact for the copier (this
individual should be listed as the contact on the CD-435
and be able to answer all questions pertaining to the
acquisition, maintenance, and disposal of the copier);
c. complete and forward NOAA FORM 50-6, Copier Acquisition
Report (attached), to the NOAA Copy Manager upon installation
of new copier equipment;
d. log monthly meter readings and, if applicable,
provide vendors with this information for lease/rental
and maintenance purposes;
e. review and certify all copier-related invoices
before payment;
f. prepare and submit Form CD-435 to the Small Purchase
Branch for renewal of copier maintenance contracts
and other copier transactions (i.e., supplies) as required
by Procurement cut-off dates;
g. provide the NOAA Copy Manager with the following
information by October 31 of each year:
a completed NOAA FORM 50-7, Individual Copier Inventory
Record (see attachment), covering the prior fiscal
year; and
a statement of any anticipated changes in copying
requirements or copying equipment during the current
fiscal year;
h. report termination of copying equipment leases/rentals
to the NOAA Copy Manager in writing within 30 calendar
days of termination; and
i. dispose of NOAA-owned copying equipment in accordance
with the NOAA Personal Property Handbook published
by the headquarters Personal Property Team.
SECTION 7. EFFECT ON OTHER ISSUANCES.
This Circular supersedes NOAA Circular 96-07, filed
as NAO 206-6, dated November 1, 1996.
/S/
Chief Financial Officer/Chief
Administrative Officer
Attachments
- NOAA Form 50-6, Copier Acquisition Report
- NOAA Form 50-7, Individual Copier Acquisition Record
Office of Primary Interest:
Facilities Services Division
Printing and Reprographics Branch
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