ADS 533 - Purchasing for USAID's Overseas Activities

This includes developing procurement requirements/plans and related budget estimates in accordance with the Budget Execution and Formulation Manager (BEFM) and annual OE and Program-Funded Operational Costs (PFOC) Budget Request Guidance. The EXO must also ensure that required inventories are performed, and inventory data calls are completed and provided to the Mission Controller and the Bureau for Management, Management Services, Overseas Management Division (M/MS/OMD) as directed. The EXO is also responsible for ensuring that procurements comply with this ADS chapter and other governing laws and regulations, as well as required systems. Procurements must utilize Agency preferred payment mechanisms, such as the purchase card, travel card, and EFT payments, which are preferred to cash payments. Additionally, procurements relating to security goods and services must be cleared through the Office of Security (SEC) prior to an award. The EXO must also ensure compliance with procurement and forward funding rules related to the Funding of the USAID Workforce. The Chief, Bureau for Management, Management Services, Overseas Management Division (M/MS/OMD) is responsible for providing procurement advice and guidance to Missions as requested. The Chief must also approve Mission requests to exceed the quantities of representational items listed in 15 FAM 730 Exhibit 732.A. The Chief is also responsible for establishing dates and formats and reviewing property inventories and other required property reports submitted by Missions. The USAID Principal Officer is ultimately responsible for Mission compliance with the provisions of this ADS chapter, including the selection, procurement, and management of U.S. Government property. The procurement of expendable and non-expendable property, supplies, services, and vehicles in support of USAID Missions must comply with the delegations of authorities outlined in ADS 103, Delegations of Authority as they relate to acquisition (i.e., contracts, purchase orders, etc.) and non-acquisition (i.e., leases, travel, transportation) actions. When the Department of State/ICASS procures items for USAID under ICASS, the USAID Acquisition regulation (AIDAR) remains as the controlling regulation. When USAID is an Alternate Service Provider (ASP) under ICASS and procures items for a customer Agency with that Agency's funds, the acquisition regulations of the customer Agency apply. The procurement of special categories of expendable and non-expendable equipment and supplies, such as emergency generators and uninterruptible power systems (UPS), informational technology (IT) procurements, office furniture and equipment, representational furnishings, residential furniture, furnishings, appliances, and equipment (FFA&E), and telephones, must comply with specific regulations and guidelines. For example, the procurement of emergency generators and UPS equipment must be done in accordance with 15 FAM 645.3, Emergency Generators and Uninterruptible Powers Systems (UPS). The procurement of IT equipment must comply with ADS 546, Acquisition of Federal Information Technology (IT) Resources, and ADS 547, Property Management of Information Technology (IT) Resources.