Homeland Security Acquisition Manual

Question 1

The HCA May delegate the authority to ratify unauthorized commitments to no lower than the ______?

Answer 1

COCO

Question 2

How long does a ratification request need to be kept?

Answer 2

6 years and 3 months after final payment or after the ratifying official determines that the action will not be ratified.

Question 3

What information needs to be provided to the ratifying official when requesting a ratification?

Answer 3

1. A discussion describing the circumstances causing the unauthorized commitment.
2. Reasons why normal procurement procedures were not followed.
3. What bona fide government requirement necessitated the commitment.
4. Whether any benefit was received.
5. Dollar value of commitment and an evaluation of the contractors’ effort in terms of appropriateness of the hours expended, type of labor used and other costs expended.
6. Rationale for the contractor selected and identification of other sources considered.
7. Status of performance.
8. Any other pertinent facts, including invoices, receiving report or other documentary evidence of the transaction.
9. The signature of the employee who created the unauthorized commitment.
10. Recommendations, signed by the employee’s second level supervisor, for corrective actions.
11. A complete procurement request including a certification that the funds were available at the time the unauthorized commitment occurred.

Question 4

When is legal counsel required for a ratification request?

Answer 4

When the ratification request is 10% or more of the simplified acquisition threshold