Procurement Documents

Direct Payment Permits

Invoicing Instructions

Invoices can be submitted to upayables[at]unnpp.gov. Click here for additional instructions.

All downloadable files are in PDF format.

General Provisions

Document	Date	Use
Commercial General Provisions	07/2023	Used for fixed price orders for commercial items or services.
Services General Provisions	07/2023	Used for on- and off-site non-commercial services.
DOE General Provisions	07/2023	Used for other fixed price and cost DOE funded procurements.
Navy General Provisions	08/2022	Used for fixed price and cost Navy funded procurements.
Educational Institution General Provisions	08/2022	Used for procurements with universities.
Construction General Provisions	07/2023	Used for construction and building alteration procurements.
Construction Design Build Supplement	10/2019	Supplement for design build construction orders.
Construction Time & Material Supplement	10/2019	Supplement for time and material construction orders.
Lease/Rental General Provisions	08/2022	Used for any rental or lease other than land and buildings.

Solicitation and Purchase Order Instructions

Document	Date	Use

Other Contract Documents

Document	Date	Use
Approved Subcontractor Workplace Substance Abuse Program	05/2019	Plan that suppliers can utilize if the DEAR Workplace Substance Abuse Programs at DOE Sites is applicable to the purchase order
Control and Protection of Unclassified Information Not Approved for Public Release	08/2021	Document containing guidance regarding information protection for procurements involving Unclassified Information
DOE M 471.3-1	04/2003	Manual for Identifying and Protecting Official Use Only Information
Example - Certification	10/2019	Example of a certification form that supplier may need to submit.
Example - Certificate of Conformance	10/2019	Example of a certificate of conformance form that supplier may need to submit.
Example - Inspection Report Data Sheet	10/2019	Example of an inspection report data sheet that supplier may need to submit.
Gratuities Letter	02/2021	Policy on gratuities, gifts, and favors.
P-319, Insurance	10/2018	Provides insurance requirements invoked in the purchase order.
P-321, Government Property Supplement	09/2019	Supplemental guidance on Government property requirements contained in the General Provisions.
P-402, Sustainable Acquisition Program (SAP) Specification	12/2022	Used to identify the requirements of the SAP Program and the reporting necessary under this program
P-411, Instructions for Supplier Preparation of Submittals for Reactor Plant and Propulsion Plant Procurements	06/2023	Instructions for suppliers to complete submittal forms (AR, RFI, REC, RAR, DSR) on reactor plant and propulsion plant procurements.
P-412, Instructions for Supplier Preparation of Submittals for Engineering and Scientific Procurements	06/2023	Instructions for suppliers to complete submittal forms (AR, RFI, REC, RAR, DSR) on engineering and scientific procurements.
P-413, Instructions for Supplier Preparation of Submittals for Laboratory Infrastructure Procurements	06/2023	Instructions for suppliers to complete submittal forms (AR, RFI, REC) on laboratory infrastructure procurements.
Supplemental Requirements for Electronic Processing and Storing of Unclassified and Controlled Unclassified Information	08/2021	Applicable document for procurements involving Controlled Unclassified Information

Forms

Document	Title	Use
P-301	Proposal Certifications	Required for offers >$250K.
P-302	Supplier Data Sheet - Representations	Used to obtain socioeconomic certifications from new suppliers.
P-305	Supplier Certification of Exemption from SCLS	Used to certify that an acceptable exemption applies to the work required by the purchase order
P-306	Supplier Authorization for Automated Electronic Deposit of Invoice Payments	Used to provide authorization for Electronic Funds Transfer (EFT) payments to a supplier
P-307	Instructions for Cost or Pricing Data	Instructions regarding submittal of cost or pricing data and using the P-308 to certify cost or pricing data.
P-308	Certificate of Current Cost or Pricing Data	Used as attachment to P-307 to provide cost or pricing data.
P-309	Small Business Subcontracting Plan Instructions	Used to obtain a plan from successful offerors on business to be done with small and disadvantaged businesses. Required on actions expected to exceed $750K ($1.5M for construction).
P-311	Final Release of Claims by Supplier	Used to obtain release of claims from supplier prior to closeout of purchase orders.
P-311-I	Interim Release of Claims by Supplier	Used to obtain an interim release of claims from supplier, where appropriate.
P-312	Application for Payment	Used to make applications for payments, usually accompanied by invoice and other supporting documentation.
P-313	Assignment of Credits and Refunds	Used in closeout of cost type procurements to obtain agreement to assign all rights, titles and interest to all refunds, rebates, credits due under the order.
P-315	Supplier Property Certification Data	Used to close out Government property on an order.
P-316	Patent Clearance Approval Request	Used to certify if patents are or are not being made in connection with the performance of the purchase order.
P-317	Certification of Royalty Payments	Used to certify if Royalty Payments are or are not being made in connection with the performance of the purchase order.
P-324	Change of Name Agreement	Used to officially notify FMP of a name change.
P-325	Executive Compensation of First-Tier Subcontractor Certification	Used to certify compliance with Federal Funding Accountability and Transparency Act (FFATA) for orders over $30K.
P-328	Cost Control Review Report	Used to submit monthly report of cost commitments, estimated amount required to complete procurement, and other cost control information.
P-331	Subcontractor Daily Timesheet	Used to log hours worked on-site by subcontractors.
P-333	Service Contract Labor Standards Compliance Certification	Used to certify that wages have been paid in compliance with the Service Contract Labor Standards.
P-334	Authorized Reseller Certification	Required for solicitations for networking equipment and other IT equipment as necessary.
P-335	Approval Request (AR)	Used to submit technical contract documents (e.g., drawings, specifications, procedures, inspection plans, manufacturing schedules) as specified in the purchase order.
P-336	Request for Information (RFI)	Used to request a contract clarification or editorial change.
P-337	Request for Engineering Change (REC)	Used to transmit a recommended change to contract technical requirements for the purpose of correcting a conflict or an error in the requirements or improving the equipment or methods of its manufacture.
P-338	Repair Approval Request (RAR)	Used to describe a non-conforming condition and request approval to repair the item to be in full comformance to contract technical requirements using a proposed repair that is of a different kind or is more extensive than is allowed by contract technical requirements.
P-339	Degradation of Specification Requirements (DSR)	Used to describe a non-conforming condition and to request acceptance of an item which does not conform to contract technical requirements.
P-340	Insurance Release	Used to release FMP from liability when the required insurance coverage is waived.
P-341	Workplace Substance Abuse Program Certification	Used to certify compliance with the requirements of 10 CFR Part 707
P-342	Quick Closeout Final Cost Certification	Used to certify compliance with the quick closeout process defined in the FAR
P-344	Supplier Payment Request Certification	Used to certify compliance with invoicing requirements on construction purchase orders
P-345	Coordinated Procedure Review System (CPRS) Procedure Cover Sheet	Used to request a review of a procedure through CPRS.
P-350	Subcontractor Material Log	Used to identify material purchased in support of a Time & Materials purchaser order
P-416	Cost/Schedule Control & Reporting Requirements	Guidance for reporting requirements on cost-type procurements
DavBacon	Davis-Bacon Payroll Form	Used by construction subcontractors to provide their payroll rates.
DOE 5484.3	Individual Accident/Injury Report	Used to report an accident or injury.
DOE 5484.4	Tabulation of Work-Hours and Vehicle Usage, and Property Valuation	Submitted to Safety on a quarterly basis.
Standard Form 25A	Payment Bond	Used as payment bond for site work bidders.
Standard Form 25	Performance Bond	Used as performance bond for site work bidders.
Supplier_Prop	Supplier Proposal Form	Used to submit necessary offer information
WklyStmt	Weekly Statement	Used to provide certification of compliance with Davis Bacon pay requirements.

Security Documents

Document	Title	Use
DOE 5631.34	Data Report on Spouse/Cohabitant	Used to help determine one's access authorization eligibility to classified data.
PSB F 17-005	Personnel Security Information Report	Used to document DOE reporting requirements including any foreign travel, foreign activities, foreign contacts, or other security concerns. MUST USE A COMPUTER WITH AN ADOBE PRODUCT TO REVIEW AND COMPLETE. If the form cannot be completed, email the required information on the reportable item to nrpersec.helpdesk@nrp.doe.gov or leave a voicemail at 518-395-6373.
PSB F 17-005 Instructions	Personnel Security Information Report Instructions	Guidance on how to complete the form.
DOE 5631.18	Security Acknowledgement	Acknowledgment by an individual of one's responsibilities concerning having access to classified data
DOE 5631.29	Security Termination Statement	Used for termination of personnel security clearances. Obtained from supplier personnel who received DOE access authorization to prepare a classified proposal when such access authorizations are not needed for other Laboratory classified interests.
DOE 5631.20	Subcontractor Visit Request (5631.20)	Submitted to security to verify supplier personnel clearance information for individuals who request unescorted site access and access to classified information.
Introduction to NBIS eAPP	Starting the eAPP Security Clearance Questionnaire	Instructional video on how to log into eAPP and start the Security Clearance Questionnaire
NBIS eAPP Walkthrough	Brief Overview of the eAPP NBIS Application