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 | 08/2022 | Used for fixed price orders for commercial items or services. |
Services General Provisions | 08/2022 | Used for on- and off-site non-commercial services. |
DOE General Provisions | 08/2022 | 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 | 08/2022 | 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 |
---|---|---|
Commercial Solicitation | 06/2021 | Requirements for submitting offers in response to solicitations. |
Commercial Purchase Order Instructions | 08/2022 | Terms applicable to Commercial Off the Shelf (COTS) procurements. |
Other Contract Documents
Document | Date | Use |
---|---|---|
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 |
FMP 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 |
Gratuities Letter | 02/2021 | Policy on gratuities, gifts, and favors. |
Laboratory Procurement Quality Assurance Requirements (LPQAR) | 10/2019 | Used to detail specific quality assurance contract clauses identified in the purchase order |
LPQAR Example - Certification | 10/2019 | Example of a certification form that supplier may need to submit. |
LPQAR Example - Certificate of Conformance | 10/2019 | Example of a certificate of conformance form that supplier may need to submit. |
LPQAR Example - Inspection Report Data Sheet | 10/2019 | Example of an inspection report data sheet that supplier may need to submit. |
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 | 11/2021 | 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 | 11/2021 | 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 | 02/2021 | 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-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. |
eQIP Login Help Video | Starting the eQIP Security Clearance Questionnarre | Instructional video on how to log into eQIP and start the Security Clearance Questionnaire |
eQIP Saving Help Video | Saving the eQIP Security Clearance Questionnarre | Instructional video on how to save a PDF copy of the eQIP Security Clearance Questionnaire |