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<span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">In preparation for a Department of
Energy Procurement Review Team visit scheduled for late August,
the Procurement Dept. has gone through a preparatory review. While
conducting this internal review Procurement staff noted a concern
regarding an increase in the number of unauthorized procurements
from FY 2011 to FY12. Examples of unauthorized procurements
include keeping rental equipment beyond the contract period, and
placing items on order with a company without a Purchase Order
from Procurement.<o:p></o:p></span>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">In fiscal year 2011, Procurement
had to deal with 11 situations involving unauthorized
procurements; already in FY12 there have been 12 cases of
unauthorized procurements at the lab. While this is a very small
number of irregularities, considering the many thousands of
procurements that take place each fiscal year, the increase is a
cause for concern and action.<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">The Procurement Department
solicits everyone's support to ensure that unauthorized
commitments do not occur. To avoid unauthorized commitments,
avoid actions like telling vendors to ship a product to the lab
without the proper procurement authorization, or asking vendors
to hold an item for you while a Purchase Requisition is
submitted/approved, or executing a verbal<span
style="mso-spacerun:yes"> </span>computer software renewal
over the phone or via email. Purchase Requests should be
submitted in advance of purchases and agreements, and receive
approval by an authorized person before lab money or resources
may be committed.<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">Only authorized individuals can
make financial commitments on behalf of Jefferson Lab. If a
person makes an unauthorized commitment, the costs could be
unallowable under the prime contract and that individual could
become personally liable for that commitment.<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">Procurement staff realizes that
there are times when emergency purchases must be made – and is
available to assist – during normal business hours as well as
after hours. Procurement contact information and emergency
procurement criteria are posted at: <a
href="http://www.jlab.org/div_dept/admin/business/secure/emergency.html">http://www.jlab.org/div_dept/admin/business/secure/emergency.html</a>.
<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">More information is available in
the full version of this memo, posted at: <a
href="http://www.jlab.org/memo/2012_Unauthorized_Purchases.html">http://www.jlab.org/memo/2012_Unauthorized_Purchases.html</a>.<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">Sincerely,<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">Lynn McKnight<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif"">Jefferson Lab<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal">Procurement Manager</p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span style="font-size:12.0pt;font-family:"Times New
Roman","serif""><o:p> </o:p></span></p>
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behalf of the Jefferson Lab Procurement Department.</span></i>
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