To establish a uniform requisition numbering system for procurement requests.

This policy applies to all departmental organizations and Bureaus.

Departmental automated procurement systems such as the Small Purchase System (SPS) and the Contract Tracking System (CONTRACK) require uniformity in requisition numbers. Uniformity is also required to promote the efficiency of the procurement function in the Departmental contracting offices. These offices serve the various requisitioning operating units, many of which have used unique procurement requests and requisition numbers. This CAM chapter institutes a uniform requisition number format and a departmental procurement request form. Appendix A contains a listing of departmental contracting/purchasing offices.

(a) Requisition Numbers. Procurement requests submitted to a contracting/purchasing office shall include a requisition number that conforms to this policy. The requisition number must contain 14 positions, formatted as follows:

A procurement request may be amended by adding a two digit numeric suffix to the requisition number.

The requisition number shall not contain dashes, spaces, or other special characters to separate fields. All 14 positions must be filled. Zeros may be used to complete the six-character organization code identifier if six characters of meaningful data are not required.

(b) Procurement Request Form

• Requirements not defined as procurement in DAO 208-2, Section 2(h). These include grants and cooperative agreements; real property leases; interagency transfer of funds; establishment of an imprest fund; Government Bills of Lading (GBLs); "off-the-shelf" training; or paid advertisements for recruitment placed by personnel offices.
• Requirements that are electronically submitted. However, the same data elements as on the Form CD-435 or CD-435A must be transmitted.

(c) Instructions for preparing the Procurement Request. Appendix C provides detailed instructions to requisitioners on preparing the procurement request.

Attachments:

The original and one copy of the CD-435 must be sent to your servicing procurement office. Do not complete the shaded areas.

BLOCK 1 - INVOICE ADDRESS - If the procurement request is for a Blanket Purchase Agreement or for monthly charges (e.g., copier rental or postage meters rental) enter your address as the bill must come to you for certification. If it is a one-time purchase, enter the address of the servicing finance office.

BLOCK A - REQUISITION NUMBER - This is an alpha/numeric field used by procurement to track the procurement request until an award is made. Positions one and two are the organization's bureau/sub-bureau codes; three through eight are the bureau developed organization identification codes; nine is the fiscal year code; 10 through 14 are the unique alpha/numeric serial numbers; and, positions 15 and 16 are a numeric field used to indicate an amendment to the requisition number.

BLOCK 2 - RECEIVING OFFICE NUMBER - Enter the last four digits of the GSA FEDSTRIP Number of the office responsible for receiving the order. The numbers can be obtained from the Management Service Center.

BLOCK 8 - TO: (seller) - For requests over $2,500 there generally should be more than one seller and a list of potential vendors should be attached to the procurement request. The following information on each vendor should be provided:

• Name
• Address
• Contact person
• Telephone number

When there is only one known vendor, this information can be included in block eight.

BLOCK 9 - SHIP TO - Enter the delivery address. Include the name, building, room number and phone number of the recipient as well as any special provisions pertaining to delivery.

BLOCK E - REQUISITIONER CONTACT PERSON - Enter the name and phone number of the requisitioner. Include the area code with the phone number.

BLOCK 12 - LINE ITEM - Assign a line item number, starting with one, to each separately priced item.

BLOCK 14 - DESCRIPTION - Enter the line item description. Include model or part number, color, subscription renewal number, GSA catalog stock number, GSA contract number, special delivery instructions and any other pertinent facts. Lengthy specifications may be attached.

BLOCK 15 - BUDGET OBJECT - Enter the first four digits of the budget object classification code. If your organization uses less than four digits, fill in the remaining positions with trailing zeros.

BLOCK 16 - ACCOUNTING LINE - Enter the accounting line number from Block 29 that the line item is to be charged to. You may enter an "X" if the line item(s) is to be charged to more than one accounting classification. (See Block 32 for further instructions.)

BLOCK 17 - QUANTITY - Enter the quantity required.

BLOCK 18 - UNIT ISSUE - Enter the unit of measurement that the individual prices are based on.

BLOCK 19 - UNIT PRICE - Enter the unit price, if known. Up to four decimal places may be used.

BLOCK 20 - ESTIMATED AMOUNT - Enter the extended value (quantity times unit price) of each item.

BLOCK 24 - SUB-TOTAL - Enter the sum of the estimated amounts of each line item. If line item costs are not known, estimate the sub-total amount.

BLOCK F - REQUEST DELIVERY BY - Enter actual date. Do not enter ASAP.

BLOCK G - TITLE OF REQUEST AUTHORIZING OFFICIAL - Enter the name, title and phone number of the official that is authorized to certify that funds are available and that the items are necessary for use in the public service. Enter name, title and phone number of the requestor. Have both officials sign in the appropriate blocks.

BLOCK 29 - ACCOUNTING LINE - Enter a number, starting with "1", for each separate accounting classification code. The accounting line numbers must correspond to the accounting line numbers in Block 16 unless an "X" is used in Block 16.

BLOCK 30 - Bureau Code - Enter your numeric bureau code number. If you don't know your numeric bureau code number, contact your procurement office.

BLOCK 31 - ACCOUNTING CLASSIFICATION - Enter the accounting classification that each line item will be charged to. Use the format prescribed by your agency.

BLOCK 32 - DISTRIBUTION - The distribution of funds is generally 100% unless an "X" has been placed in Block 16. The "X" in Block 16 indicates distribution of funds among more than one accounting classification. Percentages must be in whole numbers and total 100%.

The above example demonstrates distribution of a line item's cost among three different accounting classifications.

BLOCK H - CLEARANCES AND REMARKS - This block should be used to document any required clearances. Examples would be Property clearance, Budget clearance, etc.

The above instructions are general in nature and do not include guidance on special reviews and clearances that may be required, i.e. advisory and assistance services clearances, small business set-aside determinations and others that apply to various types of requisitions. Contact your servicing procurement office for guidance on steps to be taken when preparing requisitions that need special clearances and reviews.