Fillable Form DA 3953

What is Form DA-3953?

Form DA-3953, known as the Purchase Request and Commitment form, is a document used within the United States Army, Department of Defense (DoD) and other federal agencies to ensure that procurement actions are adequately justified, approved, and funded.

The DA-3953 form acts as a communication tool between the requesting unit and the procurement office. By standardizing the information required for purchase requests, it ensures that procurement officers have all the necessary details to process the request efficiently regardless if supplies are obtained through local procurement, shipment from other army supply sources, or by buying products from shops in the immediate vicinity.

This standardization helps to streamline the procurement process, reducing the time and effort needed to obtain quotes, negotiate contracts, and place orders. It also aids in maintaining clear and consistent records of procurement actions, which is essential for auditing and accountability purposes, as well as ensuring that the purchase does not violate existing regulations pertaining to the management of normal supply channels, local purchases, and other DA form documents.

Properly filing DA Form 3953 allows for many processes to be streamlined and made much more convenient to organize, as well as providing space to insert images, documents, and other potentially important files in just a few seconds to provide crucial details about the transaction.

How do I fill out Form DA-3953?

A fillable template for Form DA-3953 can be found here.

Purchase Instrument Number

Enter the purchase instrument number for this form.

Requisition Number

Enter the requisition number for this form.

Date

Enter the date that this form was filed.

Page Number

Enter the page number and the total number of pages of the document that this form is being submitted as part of.

To, Through, From

Enter the name of the person who this form is being sent to, what channels the form is being sent through, and the name of the person who is sending this form.

Purchased For, Delivered To, Not Later Than

Enter the name of the person or organization that the supplies and services enumerated are being purchased for, where the purchased items should be delivered to, and by what date the items should be delivered by.

Name of Person to Call and Telephone Number

Enter the name of the primary contact person to call regarding any information about the delivery, and the telephone number they should be contacted through.

Purchases and Requisitioning

Mark the appropriate box or boxes provided to indicate if the purchases have been authorized and if they are the normal means of supply and/or disclose the nonavailability of items. For each box you mark, enter the name of the person that authorized the purchases.

Item Table

Enter the following information about each item that is being purchased in the table provided.

• Item (numbered or lettered list)
• Description of supply or services
• Quantity
• Unit
• Estimated
  • Unit price
  • Total cost

If more space is required, continue the table on a separate sheet of paper and attach it to this form. The attached list should be properly labeled and organized so that the products and services listed are clearly and easily identifiable.

Accounting Classification and Amount

Enter the accounting classification and amount associated with this form.

Typed Name and Title of Certifying Officer

Enter the name and title of the officer certifying this form.

Signature

Have the certifying officer sign the form in the space provided. Note that this and all other signatures on this form will be considered a legally binding signature, so make sure that all details entered are correct.

Date

Enter the date that the certifying officer signed this form.

Discount Terms

Enter here any terms or additional details for any existing discount that is or will be availed of.

Purchase Order Number

Enter the purchase order number.

Reason for Item Acquisition Deadline

Provide a short explanation for the acquisition deadline given above.

Delivery Requirements

Mark “Yes” or “No” to indicate if more than 7 days will be required to inspect and accept the requested goods or services. If you mark “Yes”, indicate in the space provided how many days you require to perform a thorough inspection.

Initiating Officer

Enter the name and grade of the initiating officer, their primary telephone number, then have them sign the form in the space provided and enter the date that they signed the form.

Supply Officer

Enter the name and grade of the supply officer, then have them sign the form in the space provided and enter the date that they signed the form.

Approving Officer

Enter the name and grade of the approving officer, then have them sign the form in the space provided and enter the date that they signed the form.

Obligation Record

Enter the following information in the table provided for each obligation incurred.

• Date
• Reference Number
• Obligated (Incurred)
• Unobligated Balance
• Remarks

Amount of Commitment

Enter the amount of commitment in USD.

Procurement Data

Enter the following information about procurement in the table provided.

• Bidder Number
• Item
• Quantity
• Unit
• Discount Days
  • 10
  • 20
  • 30
  • NI
• Business
  • Lg
  • Sm
• Delivery Time
• Destination Fob Point

Frequently Asked Questions (FAQs)

Why is the approval process for Form DA-3953 hierarchical?

The hierarchical approval process ensures that each procurement request is scrutinized for necessity, budgetary impact, and regulatory compliance. This adds layers of oversight to maintain fiscal responsibility.

How does Form DA-3953 help in financial planning?

The form includes a commitment section indicating that funds have been allocated and reserved for the purchase. This helps in financial planning by ensuring that there are adequate funds to cover the procurement.

What role does Form DA-3953 play in procurement transparency?

By capturing detailed and standardized information, Form DA-3953 helps maintain transparency in procurement actions. This transparency is crucial for accountability and auditing purposes.

How does Form DA-3953 facilitate communication between units?

It acts as a communication tool between the requesting unit and the procurement office. This standardization ensures all necessary details are provided for efficient processing.

What regulations govern the use of Form DA-3953?

The use of Form DA-3953 is governed by federal procurement regulations. These regulations ensure standardized, transparent, and accountable procurement processes.

Can Form DA-3953 be used for emergency procurements?

Yes, but it still must follow the necessary approval and documentation processes. This ensures that even emergency procurements are accountable and justified.

How does Form DA-3953 aid in audit processes?

The form provides detailed records of procurement actions, which are essential for audits. This documentation helps verify compliance and accountability.

What is the significance of the commitment section in Form DA-3953?

The commitment section indicates that funds have been allocated for the purchase. This financial guarantee is crucial for the procurement process.

How does Form DA-3953 prevent procurement fraud?

The detailed information and multiple levels of approval help detect and prevent fraudulent activities. This safeguards public funds and ensures they are used appropriately.

What challenges might arise from using Form DA-3953?

Challenges can include ensuring accuracy and completeness of information, obtaining necessary approvals, and adhering to timelines. Proper training and processes can help mitigate these challenges.