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Help - The Form 26


The Form 26

The SF 26 is an Award/Contract and can be issued as a unilateral or bilateral PO. Like the other POs, the Form 26 is issued by a Contracting Officer (ACO) or a warranted Customer Service Representative (CSR) once funds have been certified available by the Fund Manager in ITOMS. Signing this form officially awards the order leg. It can be viewed by clients, contractors, and GSA personnel. GSA users have access to read the Form 26 at all times.

Form Description

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Related Task
These are links to help documents related to the "Form 26". Click on the blue, underlined text to open a desired document.
Creating a Form 26
Editing a Form 26


Form Buttons
At the top and bottom of the form you should see a set of buttons. You will see a different set of buttons at different times, as they are contingent on your access level, the status of the form, and whether the form is opened for editing or reading. See below for a more detailed description of the buttons seen on the Form 26.

Read Mode Buttons
These buttons may be seen while the Form 26 is in Read mode, depending on your access level and the status of the Form 26.
Edit Mode Buttons
These buttons may be seen while the Form 26 is in Edit mode.

Note: The Submit button now only appears at the bottom of the form. If submitting the document is not instantaneous, a "Please Wait..." message appears in its place to prevent you from submitting the same document more than once.

Button
Description
Reloads the Form 30 in Edit mode.
Saves and closes the Form 26. Javascript will first validate the entries in the editable fields and give an error message if any of the mandatory fields are blank or in the wrong format.
Closes the Form 26 without saving anything since the last time it was saved, either from a previous submit or from a back-end process.
Strips the banner and buttons from the Form 26 for printing purposes. This button will not be available if there are ITOMS errors on the PO.
Loads the accompanying Purchase Order Terms and Conditions as set forth by the GSA, for printing purposes. This button will not be available if there are ITOMS errors on the PO.
Allows user to access the COI document for this order or any other order, depending on the Order ID number entered.
Reloads the Form 26 by pulling in any new values that have been updated on other documents that the Form 30 pulls information from and places it in Edit mode.


Required Fields
Unlike the majority of forms, purchase orders do not have the yellow dot to indicate which fields are required. Upon submission, a message box will pop up to alert you if you have missed any required fields. Some of the required fields are inherited from previous documents or from a registration account.

Important Notes:
  • The Form 26 can only be edited when it is in "Draft", "Submitted", or "Pending Signature" status. If the Form 26 is signed, the order is "Awarded." Changes that need to be made must be done through an Order Modification
  • Not all items can be edited on the Form 26. There are three types of fields: Editable, Not Editable, and Not Supported in ITSS.
    • This field is editable: Indicates that the field's value can be entered or edited while the form is in Edit mode.
    • This field is not editable: Indicates that the field's value is drawn from another document or calculated automatically. To change a non-editable field, the correction must be made on the original document from which the value was drawn or calculated.
    • Not supported in ITSS: Indicates that the field is not editable and does not automatically populate. These fields are mostly place-holders on the form in ITSS. You can enter in a value by hand on a hard (printed) copy if necessary.


Section & Field Description
The fields and sections are described in the order they appear on the form. You may not be able to see some of the fields mentioned here as many parts of the form depend on the status of the document and your access type (client, contractor or GSA).

1. This Contract is a Rated Order Under DPAs: Not supported in ITSS.

Rating: This is an optional, editable text field. This field has a max length of 20 characters.

2. Contract: This field displays the GSA contract number. It is editable if the order is under "Open Market" contract for Mod 000. If editable, the GSA user is required to enter a unique 13-character Delivery Order Number. The Contract Number field has a max length of 30 characters.

3. Effective Date: This optional editable field displays the creation date of the Form 26.

4. Requisition/Purchase Request/Project No.: This field consist of two fields:
    • Order Number: This required, editable field displays the Delivery Order Number. This is an editable field if the order is submitted under a specific contract number (i.e. not Open market) and Mod # = 000. If editable, the GSA user is required to enter a unqiue, 13-character Delivery Order Number. The Order Number shall not have a default value if the PO is for mod 00. The Order Number shall default to the previous PO's Order Number/Delivery Order Number for all mods greater than 00. The Order Number has a required length of 13 characters. Validation for 13 characters shall only apply to Mod 000. The Order Number field shall be validated to ensure that it is a unique number.
    • Requisition Number: This non-editable field displays the ACT number assigned to an order in ITOMS.

5. Issued By: This non-editable field displays the name and address of the GSA individuals issuing or signing the purchase order. This field is pre-populated with data pulled from the contracting officer's (identified on the COI) registration document.

6. Administered By: This non-editable field displays the name of the GSA Contracting Officer (ACO) issuing or signing the order.

7. Name and Address of Contractor: These editable fields display the name, physical address and phone number of the selected contractor. The Information found in these fields MUST match the data in the Central Contractor Registration (CCR) database or the system will not allow the order to be awarded. The contractor fields default to different values depending on the mod number and whether the order is an open market order or not.

8. Delivery: This field is an editable drop-down list that displays the delivery Free On Board (FOB) terms. The following options are available:
    • Origin: The buyer takes title at the supplier's plant. The default value is 'Origin'.
    • Other

9. Discount for Prompt Payment: This editable field defaults to '30' days. This number field has precision 3, scale 0.

10. Submit invoices to the Address Shown in item: This is an optional, editable text field. This field has a max length of ten characters.

11. Ship To/ Mark For: These editable fields contain the shipping address of the order. The fields default to the shipping address entered on the Client Ordering Information Document.

12. Payment Will Be Made By: This non-editable field displays the invoice address information found on the regional profile document.

13. Authority for Using Other than Full and Open Competition:
    • 10 U.S.C. 234(c): This field consists of an editable checkbox and text field. This field has a max length of four characters.
    • 41 U.S.C. 253(c): Thie field consists of an editable checkbox and text field. This field has a max length of four characters.

14. Accounting and Appropriation Data: The following fields display information assigned to the order in ITOMS upon certification of funds. Only two of the following fields are editable.
    • Fund: The congressional appopriation code of funds. This value is pulled from ITOMS. This fiels is non-editable.
    • Org Code: The Organization code. This value is pulled from ITOMS. This field is editable. This field has a max length of ten characters.
    • B/A Code: The Budget Activity code. This value is pulled form ITOMS. This field is non-editable.
    • O/C Code: The Object Class code. This value is pulled from ITOMS. This field is non-editable.
    • Func Code: The Function code. THis value is pulled from ITOMS. Thie field is non-editable.
    • C/E Code: The Cost Element code. This value is pulled from ITOMS. THis field is non-editable.
    • Proj./Pros. No.: The Project Number. This value is pulled from ITOMS. This field is non-editable.
    • CC-A: This Cost Center A. This value is pulled from ITOMS. THis field is non-editable.
    • Client Accounting Classification: This value is pulled from ITOMS. THis field is editable. This field has a max length of ten characters.


15a. Item No.: Ordering information from supplier catalogue or other documentation. The corresponding item number for each product or service delivered. This is an optional, editable text field. This field has a max length of 4,000 characters.

15b. Supplies/Services: Description if Item(s) ordered. This is an optional editable text field. This field has a max length of 4,000 characters.

15c. Quantity: The quantity ordered and/or accepted of each item listed. This is an optional, editable text field. This field has a max length of 4,000 characters.

15d. Unit: The unit of measure applicable to each item. For combined items, "LO" is commonly used to signify lot. This is an optional, editable text field. This field has a max length of 4,000 characters.

15e. Unit Price: The unit price of each item. This is an optional, editable text field, This field has a max length of 4,000 characters.

15f. Amount: The extended amount (quantity x unit price) for each item. This is an optional, editable text field. This field has a max length of 4,000 characters.

15g. Total Amount of Contract: This non-editable field displays the Total Cost to GSA Amount as it was calculated on the order leg's CERT.

16. Table of Contents: Each of the sections (A - M) contain two optional, editable fields: a checkbox to denote that the section is applicable and a text field to denote the page(s).

17. Contracter Negotiated Agreement: This is MANDATORy radio button set that requires the GSA user to select whether the contractor "IS" or "IS NOT" required to sign the Form 26. This field determins if the Form 26 is a bilateral PO. The field is not editable if the mod number is 000. If the mod number is 000, the PO is authomatically set to a unilateral PO, where the contractor IS NOT required to sign. If the mod number is greater than 000, then the field is editable, and the contracting officer must select a value.
    • Number of Copies: Following the bilateral radio button is an editable, optional textbox for the user to enter the number of copies of the PO that must be returned to the issuing office. This number field has precision 3, scale 0.
    • (Contractor __ IS __ IS NOT required to sign this document and return __ copies to the issuing office.): This text is only displayed when the mod num is equal to 000. It is hidden when the mod number is greater than 000.

18. Award: In the first sentence of this field, the Order ID is printed. The Order ID is taken from the COi and printed inline with the statement. It is non-editable.

19a. Name and Title of Signer: This non-editable field displays the contractor's name and title if the contractor is required to sign the Form 26 as specified in item 17.

19b. Name and Title of Signer: This is a field that is only editable for the contractor if the contractor is required to sign the Form 26 as specified in item 17. If the contractor wishes to sign the Purchase Order, he or she may check the editable checkbox, thereby signing the document.

19c. Date Signed: This field is populated with the date that the contractor signed the bilateral PO, if applicable.

20a. Name of Contracting Officer: This is a field that is only editable for Contracting Officers (ACO). It displays the name of the Contracting Officer (ACO) listed on the COI document. While in edit mode, if the current user is a C/O that is different than the one listed on the COI, the PO shall reflect the name of the current C/O.
    • Phone: This is a field that is only editable for Contracting Officers (ACO). It displays the phone number of the Contracting Officer (ACO) listed on the COI document. If the user currently editing the PO is a Contracting Officer from the same region as the order, then box 20b (phone) shall be editable and populated with the phone number of the C/O currently editing the Form 26, as taken from their GSA Registration document. This field has a max length of 24 characters.

20b. United States of America: This is a field is only editable for Contracting Officers (ACO). If the ACO wishes to sign the Form 26 Purchase Order, he or she may check the editable checkbox, thereby awarding the order/order modification.

20c. Date Signed: This is a non-editable field that displays the date the Contracting Officer signed the Purchase Order.


Reject PO? : This field is a radio button set allowing the GSA user to select either "Yes" or "No" in answer to the question. If the GSA user selects "Yes" then another Purchase Order will have to be created in order to award the order. nce a PO has been submitted with the Reject PO button set to "Yes", the PO is rejected and the status is updated to "Rejected". This field defaults to "No."