Ordering Process
Placing Order

• luxury hotels in Palma de MallorcaOnce the Client agency ordering officer has documented the best value determination and selection of the optional lease proposal, and the AMO has signed/ approved the lease delivery order, the lease order may be placed with CPL.  The agency determines the proper form on which to place the Lease Delivery Order; however, for NIH customers, a Record of Call must be placed and entered into the Administration Database, if the purchase card method is not being used.
  
  
• Upon receipt of a lease Delivery Order, CPL shall review the order to determine if it is proper order is one that falls under the scope of the lease contract.
  
  
• When CPL has validated the accuracy of the Lease Delivery Order, CPL shall confirm that the sequential Authorization (tracking) Number has been in the upper right hand corner of the Order, and then notify the customer by telephone, fax, or e-mail.
  
  
• Call orders must include the following information:
  
  
  • The customer's order number
    
  • Order date
    
  • Points of contact for delivery order issues and billing
    
  • Billing address and delivery
    
  • The CLN Number and description
    
  • If this delivery order was spot priced (see Glossary), a statement on the order indicating to which CLINs this applies, and any additional terms and conditions.
    
  • If the customer is an external customer, a subtotal of the order,a separate line item for the NIH processing fee, properly calculated and a grand total.
    
  • Period of Performance
    
  • Signature of the Accountable Management Official (AMO) (external customers only). The NIH AMO must print-review the Record of Call of NIH orders.
  
  
• The customer must fax or mail a copy of the Lease Delivery Order to the Financial Team and the Contracting Office at the mail/fax address provided in the contract.
  
  
• The client agency ordering officer must utilize the same tracking number in the event that a modification to the Lease Delivery Order is necessary. In this event a Lease Delivery Order Authorization (tracking) Number suffix for that particular modification shall be issued.