INSTRUCTIONS FOR THE SUBMISSION
OF THE
PBSC QUARTERLY REPORT


The PBSC Quarterly Report is to reflect an updated list of all PBSC activity as of the last working day of each quarter. The report is to be submitted to the Office of the Senior Procurement Executive (OSPE) by the 15th of the following month. Reports are due in the OSPE by: January 15th, April 15th, July 15th and October 15th. After all the reports are received, the OSPE will prepare a summary report to be forwarded to OMB per their request. Please ensure that all information included is accurate and complete.

Your report is to be submitted electronically in the supplied Excel spreadsheet, Word or otherwise electronically addressing each of the identified fields. The reports are to be forwarded electronically to:

Rita.Williams@ost.dot.gov and
Laverne.Taylor@ost.dot.gov

Should you or your staff encounter any problems with the submission of the report, please contact either Laverne Taylor on 202-366-4279 or Rita Williams on 202-366-9956 for assistance.

REQUIRED FIELDS TO BE ENTERED:

(1) CONTROL NUMBER:  This unique number is assigned by your OA to each PBSC reported acquisition. The number may include up to 10 letters or numbers, but the first two shall be the two-digit alphabetic code that identifies your OA. A list of these codes extracted from TAM 1204.602 is provided below. Once a control number for a PBSC acquisition has been established it may not be changed.

The following codes shall be used:

CG - Coast Guard
FA - Federal Aviation Administration
FH - Federal Highway Administration
FR - Federal Railroad Administration
FT - Federal Transit Administration
MA - Maritime Administration
NH - National Highway Traffic Safety Administration
TS - Transportation Administrative Service Center
RS - Research and Special Programs Administration
SL - Saint Lawrence Seaway Development Corporation

(2) SHORT DESCRIPTION OF PROPOSED CONTRACT SERVICES TO BE CONVERTED TO PBSC:  In this field, please provide a brief description of the anticipated acquisition action. While a detailed narrative is unnecessary, your input needs to provide sufficient information that will allow all parties to be able to identify the requirement. (For example, FIPS Support Services to OIRM, Janitorial services for the Jasper Building etc.)

(3) CONVERSION OR NEW REQUIREMENT:  In this field, please specify whether this is a new requirement or conversion of a requirement previously on contract.

(4) EXPECTED CONTRACT VALUE (INCLUDING OPTIONS):  This field is to include a range or broad estimate of the expected contract or order value. Please be careful to ensure that source selection sensitive information is not included. Also, there is no need to modify this field once an award is made.

(5) EXPECTED AWARD DATE:  This field is to include your expected award date for the contract or order. As your plans change, please ensure that this field is updated; however there is no need to modify this field once an award is made. The dates are to be reflected in numbers, i.e. 5/01/00.

(6) CONTRACT/ORDER NUMBER:  Once a contract or order is awarded, please identify the assigned number for this PBSC action.

(7) CONTRACT/ORDER VALUE AWARDED (INCLUDING OPTIONS):  This field is to reflect the face value of the contract or order, including all options available. For the purposes of this report, there is no need to modify this number should the contract or order be modified.

(8) AWARD DATE:  This field should not be filled in until the PBSC contract or order is awarded. The dates are to be reflected in numbers, i.e. 5/01/00.

( 9) PBSC ELEMENTS INCLUDED:  Please identify which of the following elements extracted from FAR 37.601 apply to the contract identified.

1. Describes the requirements in terms of results required rather than the methods of performance of the work;
   
   
2. Uses measurable performance standards (i.e. terms of quality, timeliness, quantity, etc.) and quality assurance surveillance plans;
   
   
3. Specifies procedures for reductions of fee or for reductions to the price of a fixed-price contract when services are not performed or do not meet contract requirements;
   
   
4. Includes performance incentives
   
   In addition, for each element identified above, please ensure that the point of contact is prepared to identify specifically where these elements, as applicable, are addressed in the contract or task should OMB or OST request this information.
   
   

(10) IF CONVERTED, ANY IDENTIFIED SAVINGS:  If your organization has any data on identified savings for this PBSC activity, please include it in this field. While we are not looking for detailed information for this field, please ensure that the point of contact is prepared to further address this field should either OMB or OST request additional information.

(11) DATE OF LAST UPDATE/REMARKS:  In this field, please identify the last date an update to this report was made and provide any pertinent remarks that you feel needs to be forwarded to OMB on this PBSC activity.

(12) OA POINT OF CONTACT (NAME, PHONE, EMAIL, SYMBOL):  In case OMB or OST has any questions concerning the PBSC activity, please identify the name, phone number and email symbol of the person who we can contact for additional information or clarification.