13.302-1
General
Purchase orders under simplified acquisition procedures must be fixed-price, clearly detailed, and require electronic payment unless exempted, ensuring clarity and compliance for both parties.
Overview
FAR 13.302-1 outlines the general requirements for issuing purchase orders under simplified acquisition procedures. It establishes that, except for unpriced purchase orders, purchase orders are typically fixed-price and must include specific details such as quantity, delivery or performance dates, inspection requirements, shipping terms, and any applicable discounts. The section also addresses signature requirements, distribution of purchase order copies, and mandates electronic funds transfer (EFT) for payments unless an exception applies. These rules ensure clarity, accountability, and compliance in the purchase order process for both contracting officers and contractors.
Key Rules
- Fixed-Price Basis
- Purchase orders are generally issued as fixed-price contracts, except for unpriced purchase orders.
- Essential Order Details
- Orders must specify quantity/scope, delivery/performance dates, inspection requirements, shipping terms (f.o.b. destination), and discounts.
- Inspection and Acceptance
- Inspection is generally at destination unless otherwise required; advance notice and prompt receiving reports are required.
- Signature Requirements
- Contracting officers must sign purchase orders per FAR 4.101 and 2.101, with electronic/facsimile signatures permitted.
- Distribution Limits
- Distribute purchase order copies only as necessary for administration.
- Electronic Funds Transfer (EFT)
- EFT is required for payments unless exempted, and quoters must be informed of the EFT clause.
Responsibilities
- Contracting Officers: Ensure all required details are included, use proper signatures, limit distribution, and inform quoters about EFT.
- Contractors: Comply with specified delivery, inspection, and payment terms.
- Agencies: Oversee compliance with purchase order requirements and payment procedures.
Practical Implications
- This section ensures purchase orders are clear, enforceable, and compliant with federal requirements, reducing disputes and payment delays. Contractors must pay close attention to order details and payment methods. Common pitfalls include missing required information, improper signatures, or failing to inform quoters about EFT requirements.