Interim Internal Purchasing Guidelines > 1 Authority, Responsibility and Policy > 1.3 Deviations

1.3 Deviations

1.3.1 General

1.3.1.a Conformance with these guidelines promotes consistency and integrity throughout Postal Service purchasing. There are circumstances, however, when departures are necessary or desirable. Deviations from the mandatory requirements of these guidelines may be authorized in such circumstances.

1.3.1.b The following are examples of deviations requiring authorization:

1. Omitting or modifying a provision or clause required by these guidelines, supplementing a required provision or clause with another which modifies its substance or intent, or using a provision or clause that differs from a required clause covering the same subject. However, using provisions or clauses included in these guidelines to replace selected text contained in Provisions 4-1, Standard Solicitation Provisions, and 4-2, Evaluation, and Clause 4-1, General Terms and Conditions, does not constitute a deviation and does not require authorization (see also 4.2.2.e and 4.2.7.d).

2. Using a clause that is inconsistent with the substance or intent of a clause covering the same subject, or inconsistent with the discussion of the subject, even when the clause is not required to be used verbatim.

3. Any procedure, method, or practice which is inconsistent with the these guidelines, and any variance from the guidelines' limitations on the use of clauses, procedures or types of contracts.

1.3.1.c The following are not deviations from these guidelines:

1. Clauses drafted specifically to meet unique requirements when not inconsistent with the substance or intent of a clause covering the same subject.

2. Procedures or instructions that are (a) developed to meet specific operational needs or the needs of specialized commodity areas and (b) approved by the VP, SM.

3. Interim procedures or instructions to (a) test new purchasing techniques or methods, or (b) promote Postal Service efficiency.

1.3.2 Authorization of Deviations

1.3.2.a Request for Authorization. Deviations must be authorized in advance of their use. Contracting officers must forward a request through organizational levels to an individual authorized deviation approval authority (see 1.3.2.b). Each request must include:

1. Identification of the guideline from which deviation is sought.

2. A full description of the deviation and the period of time and circumstances under which it will be used.

3. An explanation of why the deviation is necessary or desirable.

4. Copies of any documents involved, such as forms, clauses, memoranda of negotiations, or correspondence.

1.3.2.b Approval

1. The VP, SM, may approve any request for deviation regarding a single purchase or series of purchases.

2. Deviations concerning a single purchase may be approved regardless of commodity group (supplies, services and equipment, design and construction and related services, and mail transportation and related services) by any of the following:

(a) The manager, Facilities Portfolio.

(b) The manager, Mail Equipment Portfolio.

(c) The manager, Supply Management Operations.

(d) The manager, Services Portfolio.

(e) The manager, Supplies Portfolio.

(f) The manager, Supply Chain Management Strategies.

(g) The manager, Supply Management Infrastructure.

(h) The manager, Transportation Portfolio.

3. Deviations concerning a single purchase of facility design, construction and related services may be approved by the manager, Major Facilities Purchasing (this authority may be redelegated).

4. Deviations concerning a single purchase of mail transportation may be approved by the manager, National Mail Transportation Purchasing (this authority may be redelegated).

1.3.2.c Records. Approval officials must keep copies of all deviation approvals.