Attachment_6_-_Ordering_Procedures_Tracked_Changes.pdf

70CMSW18R00000005

Attachment 6

ORDERING PROCEDURES

1. Accounting and Appropriation Data

Accounting and appropriation data for obligations under the contract will be set forth on individual delivery orders (DOs).

2. Point of Contact

Will be provided at time of award.

3. Delivery Order Contracting Officer (DO CO)

Services will be ordered via delivery orders issued by the Delivery Order Contracting Officer within the Contract User’s organization following the ordering procedures set forth below:

4. Contracting Officer’s Representative (COR)

DO CO shall designate the Management Analyst in charge of ammunition orders at the Office of Firearms and Tactical Programs (OFTP) as the COR responsible for the day-to-day coordination of the individual delivery orders issued under the contract.

The COR will represent the DO CO in the administration of technical details within the scope of the delivery order. The COR is authorized to place delivery orders for approved lots of ammunition, or portions thereof, from the vendor to field locations. The COR is also responsible for the final inspection and acceptance of all delivery order deliverables and reports, and such other responsibilities as may be specified in the delivery order. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the DO CO or the Government. The COR does not have authority to alter the Contractor’s obligations, change the delivery order specifications, price, or terms and conditions. If, because of technical discussions, it is necessary to modify delivery order obligations or the specification, changes will be issued in writing and signed by the DO CO.

5. Contractor’s Program Manager (PM)

The PM shall act as the central point of contact with the Government for all program-wide technical issues, and will represent the Contractor at all post-award status meetings. The PM shall be responsible for the resolution of all issues, program management, and other contract support including providing comprehensive account support for the contract. The PM is responsible for overall contract performance and shall not serve in any other capacity under this contract. The Contract-Level CO may grant waivers from this limitation when the Contractor can demonstrate that contract management will not be adversely affected.

6. Ordering – By Designated Ordering Official

The Government will order any supplies and services to be furnished under this contract by issuing delivery orders on Optional Form 347, or an agency prescribed form, from the effective date of the contract through the expiration date of the contract.

The COR is authorized to place delivery orders for approved lots of ammunition, or portions thereof, from the vendor to field locations.

Decentralized Ordering

• Ordering is decentralized for requirements. Ordering under this Contract(s) is authorized to meet the needs of all DHS, and its components, and other Federal agencies

• COs within DHS (and other federal agencies, with permission of the IDIQ CO) are authorized to place delivery orders within the terms of the Contract after they have been given permission by the ICE CO. Permission is based on available contract yearly ceiling

• Delivery Order COs may use any numbering system, consistent with the individual agency procedures, when assigning order numbers

• There is no coordination imposed by the ICE CO. Delivery Order COs are empowered to place orders in accordance with the terms and conditions of the contract(s), ordering guidelines, the FAR, and their own agency procedures. However, a copy of any order (or Purchase Card transaction) shall be forwarded to the ICE CO upon award

• The ICE CO will not make judgments or determinations regarding orders under the Contracts.

• All issues must be resolved consistently with individual agency procedures and/or oversight.

7. Delivery Order (DO) Procedures

FOR A SINGLE IDIQ AWARD (only one Awardee receiving all Delivery Orders with no competition required):

Supplies shall be ordered by the issuance of delivery order in accordance with the procedures of FAR 16.505 and FAR 52.216-18. Components shall place orders against the base contract to obtain supplies for their agency upon written approval from the Contract-Level CO. At a minimum, the approval letter shall include the contract number, description of ammunition, part number, number of rounds, total price, and authorization number. The DO CO will be responsible for the issuance, administration, payment, and closeout of the order. All orders are subject to the terms and conditions of the contract. In the event of conflict between an order and this contract, the contract shall prevail. Should the component require any changes, specific approval must first be obtained from the Contract-Level CO.

FOR MULTIPLE AWARDS UNDER THE IDIQ (more than one Awardee and a competition prior to each Delivery Order issuance- If applicable):

Evaluation of Delivery Orders (DO):

If the Government awards a multiple award IDIQ contract, the Contracting Officer will provide a fair opportunity to be considered when issuing individual delivery orders exceeding the micro purchase threshold. Exact ordering procedures will be determined for each requirement and conducted in accordance with FAR 16.505(b). Criteria used for the selection of individual Delivery Orders will be based on, at a minimum: Meeting the specified delivery time and location; Providing the specified ammunition that was selected in their award; and, Price.

The Government will make award of each Delivery Order exceeding the micro purchase threshold to the offeror whose quotation is the lowest price technically acceptable (LPTA). Awardees are encouraged to include discounts.

A. DELIVERY

1) The First Article Test (FAT) is the set of test procedures conducted on samples pulled from the first ammunition production lot manufactured, and submitted to the Government after contract award. Delivery of FAT samples shall occur not more than 60 days after the date of award on this contract.

2) Delivery of the production lot units shall occur not more than 60 days after written notification of Government approval of FAT samples. Delivery locations for the production lot units will be provided with the written approval of FAT samples under each delivery order. The Contractor shall provide a 48-hour advance telephone notification to the point of contact (POC) or alternate POC of delivery at the receiving location specified on the LAT acceptance ammunition order distribution list.

3) The following information shall be submitted with all FAT samples:

Quantity and type of rounds submitted in FAT sample Contract Number Lot Number from which the sample was taken Total number of rounds in the lot

4) All Samples submitted pursuant to FAT will become property of the Government upon receipt and will not be returned.

B. INVOICES

Service Providers/Contractors shall use these procedures when submitting an invoice.

1. Invoice Submission: Invoices shall be submitted in a .pdf format in accordance with the contract terms and conditions via email to: Invoice.Consolidation@ice.dhs.gov.

Each email shall contain only (1) invoice and the invoice number shall be indicated on the subject line of the email.

Alternative methods of invoice submission include United States Postal Service (USPS) mail or fax. The mailing address of DHS ICE Financial Operations is:

DHS, ICE

Financial Operations - Burlington P.O. Box 1620 Williston, VT 05495-1620

ATTN: ICE-OFTP

Invoices may be submitted by fax to:

(802)-288-7658 (include a cover sheet with point of contact & # of pages)

Note: The Contractor's Dunn and Bradstreet (D&B) DUNS Number must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to award and shall be notated on every invoice submitted to ensure prompt payment provisions are met.

The ICE Program Office identified in the award shall also be notated on every invoice.

The Contractors Data Universal Numbering System (DUNS) Number must be registered and active in the System for Award Management (SAM) at https://www.sam.gov prior to award and shall be notated on every invoice submitted to ensure prompt payment provisions are met. The ICE program office identified in the task order/contract shall also be notated on every invoice.

2. Content of Invoices: Each invoice submission shall contain the following information:

(i) Name and address of the Contractor. The name, address and DUNS number on the invoice MUST match the information in both the Contract/Agreement and the information in the SAM;

(ii) Dunn and Bradstreet (D&B) DUNS number;

(iii) Invoice date and invoice number;

(iv) Agreement/contract number, contract line item number and, if applicable, the order number;

(v) Description, quantity, unit of measure, unit price and extended price of the items delivered;

mailto:Invoice.Consolidation@ice.dhs.gov

(vi) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vii) Terms of any discount for prompt payment offered;

(viii) Remit to Address;

(ix) Name, title, and phone number of person to notify in event of defective invoice;

(x) Whether the invoice is "Interim" or "Final" and

(xi) ICE program office designated on order/contract/agreement.

In accordance with Contract Clause, FAR 52.212-4(g)(1), Contract Terms and Conditions Commercial Items, or FAR 52.232-25(a)(3), Prompt Payment, as applicable, the information identified above is required with each invoice submission.

3. Payment Inquiries: Questions regarding invoice submission or payment, please contact ICE Financial Operations at 1-877-491-6521 or by e-mail at OCFO.CustomerService@ice.dhs.gov

5) Special Contract Administration Responsibilities

Each component utilizing the contract has the primary responsibility for the administration of any order it places with the Contractor.

The DO CO shall be responsible for:

(a) Ensuring that delivery orders are within the scope of the contract;

(b) Administration and final closeout of delivery orders;

(c) Performing final inspection and acceptance or rejection of the supplies provided by the

Contractor, (Preliminary inspection is conducted by ICE OFTP);

(d) Approving or withholding payments, or authorization partial payment of invoices; and

(e) Forwarding an end of fiscal year notification to the CO (either by memo, letter, or electronically), stating which delivery order awarded in preceding fiscal year are closed with final disposition complete, including release of claims letters (if applicable).

The Contract-Level CO is responsible for overall administration and final closeout of the contract, and when necessary, shall:

(a) Provide scope oversight;

(b) Serve as liaison between the Contractor and the Department;

(c) Ensure compliance with contract requirements;

(d) Issue the CO’s final decision and handle all contract-level contractual disputes under the

Contract Dispute Act; and

(e) Issue all contract modifications against the Contract.

mailto:OCFO.CustomerService@ice.dhs.gov

End of Document