|
|
The Postal Accountability and Enhancement Act (PAEA) of 2006, requires the Postal Service to file certain financial reports with the Postal Regulatory Commission (PRC), and these include time-specific reports regarding certain contractual actions. The reports concern the following:
When a purchase/SCM team foresees any of the above actions occurring, the contracting officer is responsible for reporting the matter to the Postal Service Disclosure Committee. Reporting is a two-step process, requiring a report before the action occurs (when the contracting officer forwards the matter for review and approval) and when the contracting officer takes the action. Figure 2.17, PAEA Required Reporting Actions, describes the actions, the nature of the report, and the timeframes when the reports must be filed. All reports are sent to the Disclosure Committee email address. The first report must be filed using the Contract Material Development format. The second report should attach the first report to show that both were submitted on the matter.
Figure 2.17
PAEA Required Reporting Actions
CONTRACT
ACTION TYPE
|
POTENTIAL VALUE
($ Millions)
|
REQUIREMENT/REPORTING ACTION*
|
WHEN
CONTRACTING OFFICER
TAKES ACTION
|
1A
|
Contract Award
|
$50
|
Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the client and the client’s VP. DO NOT include the name of the prospective supplier. For PAEA reporting purposes, an order under an Ordering Agreement is considered a contract award.
|
Send at the same time the proposed contract award recommendation is forwarded to the next higher level for review and approval.
|
1B
|
Contract Award
|
$50
|
A second email must be sent to the Disclosure Committee alerting them when the contract is awarded. The email must provide the name of the awardee, the dollar value of the contract, and the date of contract award. Send a copy to the client and the client’s VP.
|
Send on the day the contract is awarded.
|
2A
|
Modification
|
$50
|
Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the client and the client’s VP. DO NOT include the name of the supplier. For PAEA reporting purposes only, an order under an Indefinite-Delivery contract is considered a modification.
|
Send at the same time the proposed modification is forwarded to the next higher level for review and approval.
|
2B
|
Modification
|
$50
|
A second email must be sent to the Disclosure Committee alerting them when the contract is modified. The email must provide the name of supplier, the amount of the modification, and the date the contract was modified. Send a copy to the client and the client’s VP.
|
Send on the day the contract is modified.
|
3A
|
Termination
|
$25
|
Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the client and the client’s VP. DO NOT include the name of the supplier involved in the termination.
|
Send at the same time the proposed termination is forwarded to the next higher level for review and approval.
|
3B
|
Termination
|
$25
|
A second email must be sent to the Disclosure Committee alerting them when the contract is terminated. The email must provide the name of the supplier, the amount of termination liability, and the date of the termination. Send a copy to the client and the client’s VP.
|
Send on the day that the contract is terminated.
|
4A
|
Contract Claim
|
$25
|
Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the client and the client’s VP. DO NOT include the name of the supplier involved in the claim.
|
Send at the same time the contracting officer’s final decision is forwarded to the next higher level for reviews and approvals.
|
4B
|
Contract Claim
|
$25
|
A second email must be sent to the Disclosure Committee alerting them that the contracting officer’s final decision has been issued. The email must provide the name of the supplier, the amount awarded the supplier in the contracting officer’s final decision, and the date the final decision was issued. Send a copy to the client and the client’s VP.
|
Send on the same day that the contracting officer’s final decision is issued.
|
|
|
