Guides and Forms

Procurement has developed guides that provide you with factors to consider when preparing to request a purchase. These guides will help you identify what the Procurement Team might need from you based on specific elements applicable to your purchase.  To download a guide related one of the following types of purchases, click on its name below.

For Requesters:

As you prepare to request an acquisition you will ensure timeliness and success by filling out one of the below respective forms as part of your submitted requisitions.

For Requesters, Tech Reps, and Requisition Preparers:

Key information about unique and specific items and cases

This is a list of all forms used by Procurement and Property Management. Download a form by clicking on the name of that form.

 

Procurement Forms
Form Title Purpose
Advance Acquisition Alert An Advance Acquisition Alert (AAA) is an electronic form that requesters use to notify Procurement in advance of planned acquisitions estimated to be $500,000 or more. Click here for more information on Acquisition Planning.

NOTE: If the Date of Goods or Services Needed is less than 15 calendar days lead time, completion of this form is not needed.
Approval to Purchase a Freezer/Refrigerator/Microwave Oven Use this form when requisitioning a freezer, refrigerator or microwave oven.
Approval to Purchase a HEPA Filtered Item Use this form when requisitioning items related to HEPA filtration.
Approval to Purchase a Hoist, Crane, or Rigging Equipment Use this form for approval and to obtain the necessary safety certifications.
Approval to Purchase Noise-Reducing/Canceling Headsets Use this form when requisitioning noise-reducing/canceling headsets.
Approval to Purchase Research Incentives Use this form to request approval to purchase payment cards as research incentives. See the Customer Guide on Research Incentives for detailed guidance.
CEC Agreement Subaward Request Use this form to request a subcontract that will be awarded under a California Energy Commission (CEC) grant, including when LBNL was not the prime recipient but LBNL received a subaward. Attach the completed form to the ePro requisition.
Covered Service Review Board Process Template (PPT)
Use this form to prepare the Covered Service Review Board (CSRB) meeting presentation for the LBNL Chief Operating Officer using contributions from stakeholders.
eProcurement Requisition Worksheet Use this form to complete a request for a requisition and provide to an authorized requisition preparer.
NIH Consortium Agreement Request Use this form to request a research contract that will be funded by a National Institute for Health (NIH) grant.
Organizational Conflict of Interest Pre-Procurement Fact Sheet Use this form to request Advisory and Assistance Services.
Procurement Card (PCard) Purchasing Cardholder Account Form Use this form to apply to become a Division procurement card (PCard) holder.
Property Trade/Trade-In or Upgrade Notification Use this form to initiate the trade, trade-in, or upgrade of existing government property.
Request for Consultant Services Use this form to establish or renew a Consultant Agreement or Personal Services Agreement.
Request to Block Items on eBuy  Use this form when requesting items be prevented from purchasing on eBuy.
Research and Development Work Requirements Checklist This checklist is to be completed by the requester at the request of the procurement specialist if needed to determine if the work is research or services.
Sole Source Justification Use this form to complete a sole source purchase (see form for guidelines).
Statement of Work (SOW) – Guidelines and Template Use this form to complete a Statement of Work (see form for guidelines).
Technical Review Memo Use this form to document the acceptability of a supplier’s proposal and to provide support for Procurement’s cost/price analysis and any negotiations (see form guidelines).
Unauthorized Commitment Form (Buyer)

Unauthorized Commitment Form (Division)

 This form is required when goods or services have been ordered through incorrect purchasing processes.
Vendor Lending Agreement Use this form to borrow equipment from suppliers for purposes of instruction, experimentation, administrative support or research, or demo for possible future purchase.
Vendor Lending Agreement Process Use the Vendor Lending Agreement Process as a guidance document to complete the Vendor Lending Agreement Form.

Property Forms
Form Title Purpose
Documentation for Vendor Pickup
 Division Administered – For “Property Trade/Trade-In & Upgrade” purposes only. Custodians should contact their Division Property Representative for assistance in completing and retaining the Vendor Pickup form.
Excess – Initial Request for Off-site Storage This form is used to submit an initial request to place Berkeley Lab/DOE property in off-site storage.
Excess – In-Person Drop Off This form is used to deliver excess Berkeley Lab/DOE property to Berkeley Lab Excess Property & Storage, in lieu of Transportation Services.
Excess – Request to Screen in Place This form is used to submit excess Berkeley Lab/DOE property, that is at an off-site location, for DOE-wide screening.
Excess – Storage Review Re-Justification This form is used to justify the retention of items in long term storage per Storage and Distribution guidelines in 41 CFR Chapter 109.
Inventory Affidavit (Google Form) This is used during inventory periods to document property that cannot be scanned. Supporting photos and signatures are required.
Property Pass – Division Authorization for Off-Site Use Division Administered – Custodians should contact their Division Property Representative for assistance in completing and retaining the Property Pass.
Property Pass Wallet Passcard Division Administered – Custodians should contact their Division Property Representative for assistance in completing and retaining the Property Wallet Passcard (a supplement to the Property Pass).
Request for Math & Science Equipment Gift Agreement This form is required to initiate a math & science equipment gift to an elementary or secondary educational institution or non-profit organization for STEM education and research activities. (Internal Use Only)
Request for Mission-Related Personal Property Use Agreement This form is required to initiate a domestic or foreign mission-related personal property use agreement (MRPPUA) to lend Berkeley Lab/DOE property. (Internal Use Only)
Request for Precious Metals This form is required to initiate the acquisition of precious metals.
Request to Retag Property (Google Form) This form is required to initiate a retag of accountable personal property.
Request to Retire Personal Property This form is required to initiate all retirements of Berkeley Lab/DOE personal property.
Request to Transfer Property This form is required to initiate all incoming and outgoing administrative property transfer requests. (Internal Use Only)