8.705-3 Allocation process
Source: FAR 8.705-3 on acquisition.gov
Ordering offices must follow a structured allocation process and provide complete, timely information when procuring from AbilityOne nonprofit agencies if direct ordering is not authorized.
Overview
FAR 8.705-3 outlines the process for allocating orders to AbilityOne participating nonprofit agencies when the direct order process is not authorized. Ordering offices must submit a written request for allocation to the designated central nonprofit agency, providing detailed information about the supplies or services needed. The process ensures that orders are placed in a timely manner, allowing the nonprofit agency to meet delivery or performance schedules. Once an allocation is received, the ordering office must promptly issue an order and include all necessary details and instructions. If there is a delay of more than 15 days or a cancellation, the central nonprofit agency must be notified immediately. Orders can be issued without dollar limitations and must be recorded as obligations upon issuance.
Key Rules
- Written Request for Allocation
- Ordering offices must submit a detailed written request to the central nonprofit agency when direct ordering is not authorized.
- Required Information
- Requests must include specific details for supplies (item name, stock number, quantity, etc.) or services (type, location, estimated volume, etc.), plus any other requirements.
- Timely Order Issuance
- Orders must be issued promptly upon allocation; delays over 15 days or cancellations require immediate notification to the central nonprofit agency.
- Order Content and Recording
- Orders must include all allocation request information and any additional performance instructions, and must be recorded as obligations.
Responsibilities
- Contracting Officers: Submit allocation requests, ensure timely and complete orders, notify of delays/cancellations, and record obligations.
- Contractors (AbilityOne Nonprofits): Fulfill orders as allocated and comply with provided specifications and instructions.
- Agencies: Oversee compliance with allocation procedures and maintain records of obligations.
Practical Implications
- This section ensures a structured process for ordering from AbilityOne agencies, supporting timely fulfillment and compliance.
- Delays or incomplete information can disrupt delivery schedules and compliance.
- Proper documentation and communication are critical to avoid administrative issues and ensure program integrity.
(a) When the direct order process has not been authorized, the ordering office shall submit a written request for allocation (requesting the designation of the AbilityOne participating nonprofit agency to produce the supplies or perform the service) to the central nonprofit agency designated in the Procurement List. Ordering offices shall request allocations in sufficient time for a reply, for orders to be placed, and for the nonprofit agency to produce the supplies or provide the service within the required delivery or performance schedule.
(b) The ordering office’s request to the central nonprofit agency for allocation shall include the following information:
(1) For supplies-Item name, stock number, latest specification, quantity, unit price, date delivery is required, and destination to which delivery is to be made.
(2) For services-Type and location of service required, latest specification, work to be performed, estimated volume, and required date or dates for completion.
(3) Other requirements; e.g., packing, marking, as necessary.
(c) When an allocation is received, the ordering office shall promptly issue an order to the specified AbilityOne participating nonprofit agency or to the central nonprofit agency, as instructed by the allocation. If the issuance of an order is to be delayed for more than 15 days beyond receipt of the allocation, or canceled, the ordering office shall advise the central nonprofit agency immediately.
(d) Ordering offices may issue orders without limitation as to dollar amount and shall record them upon issuance as obligations. Each order shall include, as a minimum, the information contained in the request for allocation. Ordering offices shall also include additional instructions necessary for performance under the order; e.g., on the handling of Government-furnished property, reports required, and notification of shipment.