|DIRECTIONS FOR USE OF DD FORM 1262 ADMINISTRATIVE SERVICE REQUEST
1. The DD Form 1262, Administrative Service Request (ASR) shall be used for the procurement of all items or services required to support the Defense Security Cooperation Agency’s mission.
2. The Blocks listed below must be completed by the Requiring Activity prior to the document being routed through the Supply Coordinator (as applicable) and the Fiscal Officer.
Administrative Service Request:
Blk. No. 1 – Date submitted. Enter the date you initiated the request.
Blk. No. 2 - Required Delivery Date. This is the date you will need the contract awarded. This date should take into consideration required lead times for manufacturing, delivery, permits visas, etc.
Blk. No. 3 - FSC, Federal Supply Classes. Frequently used codes are referenced at P:\Contracting\Frequently Used Procurement Codes.xls. Additional codes can be researched using http://www.dlis.dla.mil/h/2/.
Blk. No. 4 - Bulk Account Number. Leave Blank.
Blk. No. 5 - PIIN Number. If you are requesting a modification to an existing contract, enter
the contract number here. If this is a new request, leave blank.
Blk. No. 6 - Fax number. Enter your fax number.
Blk. No. 7 – Page of. Enter appropriate page number (i.e., 1 of 10).
Blk. No. 8 – Activity. Enter your activity. (i.e.GCMC-DBO-RM-B).
Blk. No. 9 - POC. Enter the point of contact, requestor or name of person most knowledgeable and/or able to answer questions about the request.
Blk. No. 10 – Telephone number. Enter the POC telephone number.
Blk. No. 11 thru14 - DIC through Quantity. Leave Blank. The information contained in blocks 11-14 is Supply specific and not intended for completion by the Requesting Official.
Blk. No. 15 - Document Number . This information will be completed by the Supply Coordinator.
Blk. No. 16 – 27 Supply Address through Fund Amount. Leave blank. The information contained in blocks 16-27 is Supply specific and not intended for completion by the Requesting Official. Blocks 23-27 will not be utilized. Item description, unit of issue and total price will be recorded in blocks 30d-h.
Blk. No. 28 – Item. Prefilled.
Blk. No. 29 – Note. Leave blank.
Blk. No. 30 – Description. This field will contain information such as the Event Number/Class, Combat Item Number (if applicable), RAPTOR Contract Identification Number (if applicable), Period of Performance, and Funding Type(s).
Blk. No. 30a – Item. Prefilled
Blk. No. 30b – Note. Use Notes if additional information is to be provided about the item on the OF 336 Continuation Sheet. For example, if more than 7 days are required to inspect and accept the requested goods or services, indicate the number of days required using the note.
Blk. No. 30c – Fund Note. Leave Blank.
Blk. No. 30d – Description. Description of the proposed contract line item. Include the proposed contract line item number and a description of the contract line item. Use lines 3-6 and the continuation sheet for additional contract line items.
Blk. No. 30e – U/I. Enter unit of issue for the contract line item.
Blk. No. 30f. – QTY. Enter quantity for the contract line item.
Blk. No. 30g – Unit Price. Enter unit price for the contract line item.
Blk. No. 30h – Total Price. This is an auto-fill filled based on unit price and quantity.
Blk. No. 31 – Fund Note B. Prefilled.
Blk. No. 32. – Fund Cite. To be completed by the Fiscal Officer.
Blk No. 33. – Fund Amount. To be completed by the Fiscal Officer and will be the total amounts from blocks 30h, line items 2-6.
Blk. No. 34. – Fund Note C. To be completed by the Fiscal Officer. This will be used for additional lines of accounting.
Blk. No. 35. – Suggested Source. Enter contractor’s name, valid address, email address and telephone number. Provide at least three recommended sources. Use Optional Form 336, Continuation Sheet if additional space is required.
Blk. No. 36. – Destination Address. Enter the address where the supplies/services are to be delivered.
Blk. No. 37. – Supply Coordinator. Typed name and telephone number of Supply Coordinator. Supply Coordinator signature and date.
Blk. No. 38. – Fiscal Officer. Typed name and telephone number of Fiscal Officer/Budget Analyst. Budget Analyst signature and date.
Blk. No. 39. – Grand Total. Enter the total for all contract line items to include those included in any continuation sheet.
Instructions for Optional Form 336, Continuation Sheet.
Reference No. of Document being continued. This will be the same number as block 15 of the original DD1262.
PAGE. Enter page number (i.e. 2 of 2).
NAME OF OFFEROR OR CONTRACTOR. Enter the Name of the suggested source
Entered in Block 35 on the DD1262.
ITEM NO. Enter the next number starting with item number 7 or carry the corresponding item number forward from Administrative Service Request to document Notes pertaining to each item number.
SUPPLIES/SERVICES. Description of the proposed contract line item. Include the proposed contract line item number and a description of the contract line item.
QUANTITY. Enter quantity for the contract line item.
UNIT. Enter unit of issue for the contract line item.
UNIT PRICE. Enter unit price for the contract line item.
AMOUNT. Enter total price for the contract line item.
3. The completed DD Form 1262 must have a completed Purchase Request Checklist and any other associated documents that may be applicable based on the nature and magnitude of the acquisition.
4. Once the initiator of the DD 1262 has completed the form and assembled the procurement package, please sign and attach the Purchase Request Checklist. The DD1262 and Purchase Request Checklist should be routed to the Approving Official for signature. Upon receipt of the Approving Officials signature, the package is forwarded to the Supply Coordinator (as applicable) to assign the document number in block 15 and signature in block 37. Upon receipt of the Supply Coordinator’s signature, the package is forwarded to the Fiscal Officer where an accounting classification/fund cite is put on the DD1262 and is signed in block 38. Once this is complete, the Budget Analyst will make two copies of the documentation. The original with all the signatures will be forwarded to the Contracting Officer. The Budget Analyst will retain a copy and the other copy will be forwarded to the initiator.