NVM_Ordering_Procedures.pdf

Ordering Procedures:

General Ordering Procedures – Blanket Purchase Agreement

United States Marshals Service Vehicle Maintenance Requirement

General: The United States Marshals Service (USMS) intends to award ONE Blanket Purchase

Agreement to a contractor in response to Solicitation Number _____________. Performance under this

Blanket Purchase Agreement (BPA) will be subject to the following Ordering and Selection Procedures.

Orders will be placed in accordance with Federal Acquisition Regulation (FAR) 13.305-3.

Order Placement and Selection

A. The USMS does not guarantee any orders resulting from the awarding of a BPA. It is the intention of the USMS to establish a National Vehicle Maintenance BPA with incremental progression to achieve this end. The USMS reserves the right to issue all orders to one Contractor, if the

Contracting Officer should deem such action to be in the best interest of the Government. The

Contracting Officer’s decision to issue an order under a particular BPA will be based on the

Government’s evaluation of the quality of each Contractor’s performance under previous orders, the Contractor’s demonstrated capabilities and existing workloads, and the nature of the work to be done, in addition to any other factors deemed relevant. The

B. An order may not increase the scope, period, or maximum value of the BPA under which the order is issued. The scope, period, or maximum value of the BPA may be changed only by modification to the BPA. No individual order may exceed $7M. The total value of the BPA is capped at $25M.

C. Each responding Contractor shall be provided a “fair opportunity” to be considered for each order.

The Contracting Officer shall exercise broad discretion in determining fair opportunity and may consider factors such as past performance, quality of deliverables, cost control, cost, or other relevant factors in determining whether or not informal competition is applicable on any order. The

Government will retain proposal for future BPA’s being issued from this office in the event that one Contractor cannot fulfill the requirement.

Issuance of Orders

For the purpose of this BPA, the Contracting Officer will issue orders on a firm-fixed-price basis. Clauses and provisions applicable to any order shall be included if they are different from the original BPA.

Procedures for Requesting Quotes

The USMS shall obtain written quotes from the selected Contractor(s). To the maximum extent possible, written methods and streamlined electronic procedures will be used for obtaining this information. The request will designate: (1) Task to be performed; (2) Type of order; (3) Time for completion or target date; (4) Reviews and approvals necessary and/or the place and manner of inspection and acceptance; (5)

Any other requirements specific or unique to the project; (6) Quote due date; and (7) E-mail address or address where responses must be submitted.

The Contractor(s) shall electronically submit a technical and/or price proposal using the latest version of

Microsoft Word, within five working days after receipt of a request for quote.

The quote shall include the following as appropriate to the Task:

1. Available Start Date;

2. Detailed ‘fix’ locations for identified vehicles, based on the vehicles included the USMS request;

3. Firmed Fixed Price based on the BPA pricing and any other offered discounts

4. Task Order Format (see attachment)

5. SB Sub-Contracting Plan

6. POC’s if different than identified in PWS

Issuance of Order

The total amount of each order will establish a firm-fixed-price, which the Contractor shall not exceed without prior written authorization from the Contracting Officer.

Only upon receipt of an executed order, signed by the Contracting Officer, shall the Contractor commence work. All orders are subject to the terms and conditions of this BPA. In the event of conflict between an order and the BPA, the BPA shall control. Any changes to the order will be issued in writing, will set forth any additional obligation incurred by the USMS, and will be signed by the Contracting Officer.

Once a Contractor is selected, any/all unsuccessful Contractors will be notified orally or in writing of the award.

Order Management

The Contractor shall notify the Contracting Officer Representative (COR) if any significant difficulties with regard to performance according to the terms of the order are anticipated or any time significant difficulties in performance arise.

Major Repairs

Major Repairs under a BPA call will be approved by the COR if the amount exceeds $2,500. Amounts under $2,500 are to be paid via the user’s Fleet Card upon their own determination and will not be charged against this BPA or report against it. Any amount over $2,500 should be communicated to the COR who will take the mechanics recommendations into account. No work shall be completed before the COR has granted approval to commence work. Any work completed before this approval being granted will constitute an Unauthorized Commitment and the BPA will not be the payment method. Both the COR & the Prime Contractor are responsible for the tracking of Funds expenditure against this requirement. In no event will the funding appropriated to this CLIN be exceeded for work agreed to by the Contractor & the

COR.