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<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span
style="font-size:12.0pt;mso-bidi-font-family:"Times New
Roman""><i>This message is sent on behalf of the Jefferson
Lab Procurement Manager.<br>
<br>
</i></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span
style="font-size:12.0pt;mso-bidi-font-family:"Times New
Roman"">To All Staff:<br>
</span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span
style="font-size:12.0pt;mso-bidi-font-family:"Times New
Roman"">An
occasional question received in Procurement is: <b
style="mso-bidi-font-weight:
normal">Who is authorized to buy an item or tell a
subcontractor to go to work?<o:p></o:p></b></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span
style="font-size:12.0pt;mso-bidi-font-family:"Times New
Roman""><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;mso-bidi-font-family:"Times New
Roman"">The
answer is:<span style="mso-spacerun:yes"> </span>Those who
have Procurement
Authority, which is delegated in writing to authorized personnel
by the
Procurement Manager. <span style="mso-spacerun:yes"> </span>The
authority to
obligate Jefferson Lab to standard business agreements, and to
delegate this
authority to others, is given to the Procurement Manager by the
Lab Director.<span style="mso-spacerun:yes"> </span><span
style="mso-spacerun:yes"> </span><br>
<br>
<b style="mso-bidi-font-weight:normal">What is an Unauthorized
Procurement
Commitment?</b><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;mso-bidi-font-family:"Times New
Roman"">It
is any purchase that is not binding solely because the JLab
representative who
made it lacked the written authorization to enter into that
agreement on behalf
of JLab. <o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal;mso-layout-grid-align:none;text-autospace:none"><span
style="font-size:
12.0pt;mso-bidi-font-family:"Times New Roman"">A few
examples of unauthorized
procurement commitments include:<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpFirst"
style="margin-bottom:0in;margin-bottom:.0001pt;
mso-add-space:auto;text-indent:0in;line-height:normal;mso-list:l0
level1 lfo1;
mso-layout-grid-align:none;text-autospace:none"><!--[if !supportLists]--><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif";mso-fareast-font-family:
"Times New Roman""><span style="mso-list:Ignore">-<span
style="font:7.0pt "Times New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">Supplies or services verbally
ordered by someone not duly
authorized<span style="mso-spacerun:yes"> </span>as a JLab
Buyer, <span style="mso-spacerun:yes"> </span>Subcontracting
Officer or agent for any
purchase agreement<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle"
style="margin-bottom:0in;margin-bottom:
.0001pt;mso-add-space:auto;text-indent:0in;line-height:normal;mso-list:l0
level1 lfo1;
mso-layout-grid-align:none;text-autospace:none"><!--[if !supportLists]--><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif";mso-fareast-font-family:
"Times New Roman""><span style="mso-list:Ignore">-<span
style="font:7.0pt "Times New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">Authorizing a <span
style="mso-spacerun:yes"> </span>subcontractor or vendor to
start work before
the contractual document is issued or awarded by a JLab Buyer or
Subcontracting
Officer <o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle"
style="margin-top:0in;margin-right:0in;
margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;mso-add-space:auto;
text-indent:0in;line-height:normal;mso-list:l0
level2 lfo1;mso-layout-grid-align:
none;text-autospace:none"><!--[if !supportLists]--><span
style="font-size:12.0pt;
font-family:"Courier
New";mso-fareast-font-family:"Courier New""><span
style="mso-list:Ignore">o<span style="font:7.0pt "Times
New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">Note: A Purchase Requisition (PR)
is not a contractual
document that allows anyone other than Procurement to commit
JLab to an
agreement. <o:p></o:p></span></p>
<p class="MsoListParagraphCxSpLast"
style="margin-bottom:0in;margin-bottom:.0001pt;
mso-add-space:auto;text-indent:0in;line-height:normal;mso-list:l0
level1 lfo1;
mso-layout-grid-align:none;text-autospace:none"><!--[if !supportLists]--><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif";mso-fareast-font-family:
"Times New Roman""><span style="mso-list:Ignore">-<span
style="font:7.0pt "Times New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">An invoice received from a
subcontractor or vendor, without
a proper purchase order or subcontract for the items or work
described in the
invoice.<o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><b style="mso-bidi-font-weight:normal"><span
style="font-size:12.0pt;
mso-bidi-font-family:"Times New Roman""><o:p> </o:p></span></b></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><b style="mso-bidi-font-weight:normal"><span
style="font-size:12.0pt;
mso-bidi-font-family:"Times New Roman"">Avoiding
Unauthorized Commitments:<o:p></o:p></span></b></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
normal"><span
style="font-size:12.0pt;mso-bidi-font-family:"Times New
Roman"">We
have found that the following tend to be some of the steps
departments utilize
to avoid unauthorized commitments: <o:p></o:p></span></p>
<p class="MsoListParagraphCxSpFirst"
style="margin-bottom:0in;margin-bottom:.0001pt;
mso-add-space:auto;text-indent:0in;line-height:normal;mso-list:l0
level1 lfo1"><!--[if !supportLists]--><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif";mso-fareast-font-family:
"Times New Roman""><span style="mso-list:Ignore">-<span
style="font:7.0pt "Times New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">Including Procurement in planning
far enough in advance to
utilize normal procurement procedures;<o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle"
style="margin-bottom:0in;margin-bottom:
.0001pt;mso-add-space:auto;text-indent:0in;line-height:normal;mso-list:l0
level1 lfo1"><!--[if !supportLists]--><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif";mso-fareast-font-family:
"Times New Roman""><span style="mso-list:Ignore">-<span
style="font:7.0pt "Times New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">Contacting Procurement in
situations that call for emergency
procedures to be utilized: even in emergencies there is enough
time available
to go through normal procurement procedures; and <o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle"
style="margin-bottom:0in;margin-bottom:
.0001pt;mso-add-space:auto;text-indent:0in;line-height:normal;mso-list:l0
level1 lfo1"><!--[if !supportLists]--><span
style="font-size:12.0pt;font-family:"Times New
Roman","serif";mso-fareast-font-family:
"Times New Roman""><span style="mso-list:Ignore">-<span
style="font:7.0pt "Times New Roman"">
</span></span></span><!--[endif]--><span
style="font-size:12.0pt;mso-bidi-font-family:
"Times New Roman"">Transmittal of procurement requests
(PR’s) to the
procurement office immediately. <span style="mso-spacerun:yes"> </span><o:p></o:p></span></p>
<p class="MsoListParagraphCxSpLast"
style="margin-bottom:0in;margin-bottom:.0001pt;
mso-add-space:auto;line-height:normal"><span
style="font-size:12.0pt;
mso-bidi-font-family:"Times New Roman""><o:p> </o:p></span></p>
<p class="MsoNormal"
style="margin-top:0in;margin-right:0in;margin-bottom:0in;
margin-left:.5in;margin-bottom:.0001pt;line-height:normal"><span
style="font-size:12.0pt;mso-bidi-font-family:"Times New
Roman"">For additional
information, contact Lynn McKnight, ext. 7603, or
<a class="moz-txt-link-abbreviated" href="mailto:mcknight@jlab.org">mcknight@jlab.org</a><o:p></o:p></span></p>
<p class="MsoNormal"
style="margin-bottom:0in;margin-bottom:.0001pt;line-height:
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Roman""><o:p> </o:p></span></p>
<pre><span style="font-size:12.0pt;font-family:"Calibri","sans-serif";
mso-ascii-theme-font:minor-latin;mso-hansi-theme-font:minor-latin">Lynn McKnight<o:p></o:p></span></pre>
<pre><span style="font-size:12.0pt;font-family:"Calibri","sans-serif";mso-ascii-theme-font:
minor-latin;mso-hansi-theme-font:minor-latin">Procurement Manager<o:p></o:p></span></pre>
<pre><span style="font-size:12.0pt;font-family:"Calibri","sans-serif";mso-ascii-theme-font:
minor-latin;mso-hansi-theme-font:minor-latin">Jefferson Science Associates LLC<o:p></o:p></span></pre>
<pre><span style="font-size:12.0pt;font-family:"Calibri","sans-serif";mso-ascii-theme-font:
minor-latin;mso-hansi-theme-font:minor-latin">Phone: 757-269-7603<o:p></o:p></span></pre>
<pre><span style="font-size:12.0pt;font-family:"Calibri","sans-serif";mso-ascii-theme-font:
minor-latin;mso-hansi-theme-font:minor-latin">Cell: 757-537-7756<o:p></o:p></span></pre>
<pre><span style="font-size:12.0pt;font-family:"Calibri","sans-serif";mso-ascii-theme-font:
minor-latin;mso-hansi-theme-font:minor-latin">E-mail: <a href="mailto:mcknight@jlab.org">mcknight@jlab.org</a><o:p></o:p></span></pre>
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