(a) Each DSC will designate an organizational element to serve as the focal point for preaward surveys and to be the principal point of contact with PAS monitors at surveying activities. The focal point will review PAS requests for completeness and accuracy before forwarding these requests to surveying activities. Upon receipt of completed preaward surveys, the focal point will review the reports and shall consult with available technicians in particular areas, such as Cost and Price Analysts, when there are doubts as to the validity of the information in the survey report. If the PAS contains information questioning a company's quality control, then the survey report shall be reviewed with the DSC Quality Assurance personnel. The on-site PAS Monitor shall:
(1) Send one copy of the completed report to the Acquisition Specialist (preaward) for placement in the contract file.
(2) Send one copy of all formal preaward survey documentation regarding a company's quality control to the Product Specialist. (Refer to on-site procedures.)
(3) Maintain one copy of each survey for a period of one year.
(b) A register of all PAS requests and responses, both formal and informal, shall be maintained in a current status by the PAS monitor at each DSC. As a minimum, this register shall include:
(1) PAS or FDA number (to provide an audit trail).
(2) Date of Preaward Survey request. Note: If the request is made by phone and a written report is requested, the SF 1403 must follow by mail on the same day as the telephone request.
(3) Date completed report to be returned (Block 10). (This is the date by which the surveying activity is to mail the completed report.)
(4) Extended date when extension is granted.
(5) Date telephonic or electronically transmitted report is
received by DSC.
(6) Date Preaward Survey report is received by DSC.
(7) Prospective contractor's name and location.
(8) Surveying activity's location.
(9) Solicitation number (RFP/IFB/PR Number).
(10) Buyer or contracting officer name.
(11) Dollar amount of proposed award.
(12) Brief identification of item to be acquired.
(13) Recommended action, whether "A," "P," or "N" (Affirmative, Partial, or Negative).
(14) Remarks. Indicate whether recommendation was overturned, and add any other pertinent comments. (See 9.105-2(b).)
(15) Date of award, if any.
