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Administrative Manual - 503 Technology Transfer

503.01 Purchasing Sources

  1. PURCHASING WORK FROM NON-COMMERCIAL SOURCES

    JLab may obtain supplies and services from other DOE laboratories operating under DOE cost type contracts. The Procurement Department, Office of Technology Applications issues Memorandum Agreements to those DOE labs which will accept this type of agreement from JLab to order the work. This type of agreement is considered to be a Cash Transfer type instrument under which the lab will bill JLab for the costs which it incurs to accomplish the ordered work. The billings are generally on a monthly basis. The Memorandum Agreement contains a negotiated estimated price (maximum obligation) which can not be exceeded without the contracting officer's approval. Basically these agreements are awarded and administered as typical commercial purchases.

    To initiate a Memorandum Agreement it is necessary to complete a Purchase Requisition, which identifies the DOE laboratory and contractor and includes the DOE contract number, laboratory point of contact, a statement of the work to be performed or description of the items to be supplied and a required delivery schedule. In addition an approved sole source justification must be furnished as assurance that the laboratory is truly the sole source for the required work.

    Certain DOE labs such as Los Alamos National Laboratory will not accept our Memorandum Agreements. In these cases it may be necessary for the Finance Department to obtain approval for an OPIC (Other Party Identification Code) transaction from the DOE JLab Site Office Contracting Officer which requires a direct budgetary transfer of funds from JLab to DOE Oak Ridge, which in turn reimburses the lab for the work it accomplishes for JLab. Los Alamos has on previous occasions issued a Cooperative Research and Development Agreement (CRADA) to JLab for work accomplished for JLab and accepted cash payment as a budgeted collection transaction. The Office of Technology Applications will assist the requisitioner in working with the Finance Department in such cases.

    The DOE JLab Site Office Contracting Officer is advised of all agreements between labs.

  2. PURCHASING WORK FROM OTHER FEDERAL AGENCIES

    It is possible for JLab to obtain and pay for the services of Other Federal Agencies. All federal government agencies have different methods of providing their services; however, generally they will either accept a standard JLab Purchase Order, with advance payment required in most cases, or they will issue their standard Work for Others type contract or Agreement. On very rare occasions the agency will accomplish work on a cash basis. It may even be necessary to transfer funds directly between the DOE and the agency; in these cases the Finance Department is responsible for the transaction.

    Since each of these cases is unique it is necessary for the initiator to contact the Procurement Department, Office of Technology Applications, for assistance before making any commitment to pay any other federal agency for work to be accomplished for JLab. The Finance Department will be asked to coordinate on all such actions. Occasionally the agency will request JLab to execute a Memorandum of Understanding or Agreement in advance of the actual purchase to set forth the basic understanding between the parties. For additional information on such instruments, please refer to the section of this policy entitled Technology Transfer - Other Types of Partnership Agreements.


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