SUBPART 1.3 Agency Acquisition Regulations
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 ( IAW PL 2008-36 )
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).
Change:
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
A. If PROCLTR includes new or modified DLAD clause, obtain coordination from clause rationalization analyst.
B. HQ AO prepares and routes Staff Summary Sheet IAW J-7 front office instructions.
C. 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
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”