Link to "2-41.9 Other Topics Considered" Link to contents for "2 USPS Supplying Practices Process Step 2: Evaluate Sources"      Link to "2-42.2 Quarterly Certifications"

2-42 Postal Accountability and Enhancement Act Related Reports and Certifications

2-42.1 Reports on Contractual Actions Valued at $25 Million or More

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 time frames when the reports must be filed. All reports are sent to the Disclosure Committee electronic mailbox in MS Outlook. The first report must be filed using the Contract Material Development format.

Figure 2.17

PAEA Required Reporting Actions

 

CONTRACT
ACTION TYPE
Where potential value
is >/= $25 Million

REQUIREMENT/REPORTING ACTION*

WHEN CO TAKES ACTION

1A

Contract Award

Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the unit manager.

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

A follow-up email must be sent to the Disclosure Committee alerting them when the contract is awarded. The email must be sent to the Disclosure Committee on the same day that the contract is awarded, and must provide the name of the awardee, the dollar value of the contract, and the date of contract award.

Send on the day the contract is awarded.

2A

Modification

Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the unit manager.

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

A follow-up email must be sent to the Disclosure Committee alerting them when the contract is modified. The email must be sent to the Disclosure Committee on the same day as the contract is modified, and must provide the name of supplier, the amount of the modification, and the date the contract was modified.

Send on the day the contract is modified.

3A

Termination

Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the unit manager.

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

A follow-up email must be sent to the Disclosure Committee alerting them when the contract is terminated. The email must be sent to the Disclosure Committee on the same day that the contract is terminated, and must provide the name of the supplier, the amount of termination liability, and the date of the termination.

Send on the day that the contract is terminated.

4A

Contract Claim

Complete the Contract Material Development Format and forward to the Disclosure Committee. Send a copy to the unit manager.

DO NOT include the name of the supplier involved in the claim.

Send at the same time the CO’s final decision is forwarded to the next higher level for reviews and approvals.

4B

Contract Claim

A follow-up email must be sent to the Disclosure Committee alerting them that the CO’s final decision has been issued. The email must be sent on the same day the final decision is issued, and must provide the name of the supplier, the amount awarded the supplier in the CO’s final decision, and the date the final decision was issued.

Send on the same day that the CO’s final decision is issued.



Link to "2-41.9 Other Topics Considered" Link to contents for "2 USPS Supplying Practices Process Step 2: Evaluate Sources"      Link to "2-42.2 Quarterly Certifications"