B08 - Attachment 0009 - Purchasing Invoicing Guide - 11SEP2025.pdf
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- Attached to
- EAGLE Fort Irwin, CA W519TC-25-R-0009
- Solicitation number
- W519TC25R0009
About this file
This document is a Guide for Government Approval & Oversight of Contractor Purchasing & Invoicing for the Enhanced Acquisition Global Logistics Enterprise (EAGLE) Task Order W519TC-25-R-0009. The guide details the procurement and approval process for contractor purchase requests (PRs) across different dollar amount thresholds. Specifically, it outlines validation and approval requirements: PRs at or below the micro-purchase threshold require no validation, PRs between the micro-purchase threshold and $9,999 must be validated and approved by the Contracting Officer's Representative (COR), and PRs at or above $10,000 require COR validation and Procuring Contracting Office (PCO) approval.
The document mandates additional requirements for purchase requests, including submission of three competitive quotes or a sole source justification for PRs over the micro-purchase threshold. A formal consent package must be submitted to the COR and/or PCO, including elements such as supplier quotes, market research, or single source justifications to prove price reasonableness. Travel requests (TDY) have special provisions, requiring COR validation and PCO approval regardless of dollar amount, with provisions for prospective and, in emergency cases, retroactive travel fund approvals.
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Text version
ENHANCED ACQUISITION GLOBAL LOGISTICS ENTERPRISE (EAGLE)
TASK ORDER W519TC‐25‐R‐0009
GUIDE FOR GOVERNMENT APPROVAL & OVERSIGHT OF CONTRACTOR
PURCHASING & INVOICING
This guide details the process that the United States Government (USG) will use to conduct and oversee contractor purchasing and invoicing subject EAGLE Task Order…
Every contractor purchase request (PR) at or below the micro‐purchase threshold, FAR 13.2, requires no validation and approval authority. However, all PR requests shall be submitted to the Contracting Officer’s Representative (COR) for documentation and tracking purposes. No purchases shall be made unless there is adequate funding on the CLIN. Every contractor PR, between the micro‐purchase threshold and $9,999.00, must be validated and approved by the COR. For purchase requests at or above the $10,000.00 dollar amount, the COR is the validation authority and the Procuring Contracting Office (PCO) is the approval authority.
Three competitive quotes or a sole source justification is required anytime a PR is over the micro‐ purchase threshold. The contractor will complete and submit a formal consent package to the COR and/or PCO for their review and approval for all PR above the micro‐purchases threshold. This consent package shall include elements such as three supplier quotes, market research, or Single Source Justifications to justify price reasonableness.
The below table depicts the different thresholds and what they represent:
Dollar Amount PR Submittal
Required for Tracking
Validation Authority
Approval Authority Competition/ Sole Source Justification Required
≤Micro‐purchase threshold
COR None Required None Required No
Micro‐purchase threshold ‐ $9,999.00
COR COR COR Yes
≥ $10,000.00 COR COR PCO Yes
TDY requests, regardless the dollar amount, must be validated by the COR and approved by the PCO.
Approvals for utilizing travel funds (ODC) shall ordinarily be prospective, but, if justified by emergency circumstances, approvals may be retroactive. In the event of an emergency and the KO is unavailable to provide written approval prior to the commencement of the travel, the contractor will document the necessity for the travel and submit in writing, along with COR concurrence, to the KO for approval. The KO will provide retroactive approval in writing for travel performed which has been justified appropriately and meets the guidelines established in this paragraph.
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