Acquisition Planning and Specifications Branch (APSB)

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Acquisition Planning and Specifications
Branch(APSB)

• Functions that can be performed by the APSB
• 1. Provide Project Officer services and related
  Acquisition Planning Functions These services
  are provided to any Federal ordering
  official/activity at any stage of the
  acquisition cycle for equipment, services or
  supplies (cradle to grave).
• a. Provide Technical Guidance Support
• b. Development of Technical Evaluation Criteria
• c. Provide Development or Assistance with
  Independent Government Cost Estimate (IGCE)

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Continued

• 2. Consolidation of Requirements and the use of
  Reverse Auction as a pricing tool where
  appropriate.
• Develop provide service recommendations to
  include performance Based Service Contracts.
• Equipment Trade-in Facilitation.

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Trade-ins or Exchange

• What it is and How it can work for you.

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• The regulations containing policy relating to
  trade-ins or exchanges are contained in the
  Personal Property Management Guide that was
  revised 5/31/00, the HHS Logistics Management
  Manual, and the Federal Management Regulation
  (FMR). If another Federal Government entity,
  including another NIH entity, can use the item
  being screened, they must reimburse the reporting
  IC the trade in value. Note that exchanges are
  not automatically approved and, in fact, Federal
  Agencies are prohibited by the FMR from
  exchanging some types of Property. As noted in
  FMR Subchapter B - Personal Property Part
  102-39.45.

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• In general - Some companies selling
  scientific and office equipment to NIH will
  accept used equipment, regardless of condition
  for trade-in against the purchase of new
  equipment. Trade-ins can only be made for items
  of a similar nature. Items are considered similar
  when both fall within a single Federal Supply
  Classification Group. Therefore, property in FSC
  Group 66 (scientific equipment) may apply towards
  the acquisition of other property in FSC Group
  66.

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• To trade in/exchange old equipment for new
  equipment, the following conditions must be met
• 1. The property exchanged or sold is similar to
  the property acquired
• 2. The property exchanged or sold is not excess
  or surplus, and you have a continuing need for
  that type of property
• 3. The number of items acquired must equal the
  number of items exchanged or sold unless
• a. The item(s) acquired perform all or
  substantially all of the tasks for which the
  item(s) exchanged or sold would otherwise by
  used or
• b. the item(s) acquired and the item(s)
  exchanged or sold meet the test for similarity
  specified in FMR 102-39.20 that they are a
  part(s) or container(s) for identical or similar
  end items
• 4. The property exchanged or sold was not
  acquired for the principal purpose of exchange
  or sale
• 5. You document at the time of exchange or sale
  (or at the time of acquiring the replacement
  property if it precedes the sale) that the
  exchange allowance or sale proceeds will be
  applied to the acquisition of replacement
  property.

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Other factors to consider include age, repair
history (expense and frequency), and the
trade-in amount being offered by the Vendor.
Requisitions must also contain adequate
justification that the items meet one of the
above conditions.
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Shared Resources Database
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The NIH maintains a database with scientific
instruments no longer used in NIH laboratories.
This database may contain instruments that are
newer than those currently being used by
individual laboratories. Laboratories can benefit
when claiming a new instrument for use over an
older existing instrument in several ways. In
most cases newer instruments have more
capabilities, take less space, and cost less to
maintain than the older ones. To help stretch
laboratory budgets, those instruments listed on
the database are also available for trade-in
purposes when buying new instruments.
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The Shared Resources Database is available on the
internet athttp//dirs.info.nih.gov/resource.ht
m
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Requesting Office Responsibilities
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Completely fill in Parts 1-5 of NIH Form 1872
Request for Trade-in or Exchange
of Government-owned Property. Forward the form to
the Division of Personal Property Services, 6011
Executive Boulevard, Suite 637, with
the following documentation Copies of an
official price quote from the vendor, showing
the trade-in dollar amount being offered. A
copy of the requisition being submitted
to procurement (it should also show the
trade-in dollar amount in the appropriate
space). A copy of the PMIS record for each
item being traded.
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LEASED EQUIPMENT GUIDELINES
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Ordering offices may not offer a vendor NIH-owned
equipment as a trade-in to reduce the cost of a
leasing arrangement. Only Government-owned
property can be traded in on the purchase of a
similar item leases must stand by themselves.
Property regulations allow offices to borrow
equipment from a Vendor for trial periods before
entering into a lease or purchase agreement. For
details contact the Personal Property Branch,
301-496-5711.
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Future Plans
In the future when the Full Service Maintenance
Contracts are up for renewal we plan on adding
verbiage into the specifications to have the
contractor explain trade-in/exchanging equipment
to the NIH customers when equipment needs to be
replaced or the contractor has deemed the
equipment needs to be retired as is the case in
some rotors for the centrifuges.
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CONTACTS
The Acquisition Planning and Specifications
Branch will discuss the advantage of trade-ins of
equipment and will assist you in finding
NIH-owned equipment for a trade-in when
purchasing new equipment. Call Jeff Klein,
301-402-5262. Questions regarding trade-ins can
be addressed to Jeff Klein Acquisition Planning
and Specifications Branch e-mail
Kleinj_at_od.nih.gov FAX [phone] Or the
Branch Line at [phone]