Attachment 2 - Ordering Guide 2 Dec 21.docx

FA800322Q0003

ATTACHMENT 2 – Ordering Guide

DEPARTMENT OF DEFENSE

OCONUS SHIPPING OF MILITARY WORKING DOG

Blanket Purchase Agreement Ordering Guide 19 November 2021

This Ordering Guide has been developed by the 771 ESS team to assist Military Working Dog (MWD) contracting personnel and authorized ordering personnel to order transportation services of dogs that were procured OCONUS from a list of Blanket Purchase Agreement (BPA) holders. This ordering guide contains essential information about the BPA, identifies the authorized users of the BPA, and contains instructions for users to place an order. The contracting officer shall be responsible for updating the information contained within the ordering guide.

I. GENERAL INFORMATION

Below are the active BPA Holders’ Information

Date

II. ORDERING OFFICER RESPONSIBILITIES

This BPA is decentralized and is open for ordering by a 771 ESS Contracting Officer(s) and any of the individuals authorized to place orders under this Agreement on behalf of the government and the 341 TRS.

Below is the list of the active BPA Authorized Callers:

It is the responsibility of the Ordering Officer to:

· Comply with the ordering procedures and all the terms and conditions of the BPA

· Obtain the required authorization to transport MWDs from OCONUS to the US

· Obtain competition to the maximum extent practicable

· Provide fair opportunity to all BPA holders

· Ensure compliance with all fiscal laws prior to issuing an order under the BPA

· Incorporate into the order any regulatory and statutory requirements that are applicable to the agency for which the order is placed, if pertinent requirements are not already included in the BPA; and

II. ORDERING PROCEDURES

STEP 1 – Initial Notification. Ordering officials will notify vendors in advance of the proposed times when a transportation service is required. Contractors shall respond within ten (10) business days if they wish to participate in the event. The ordering official will notify if crates will be provided by the government or by the vendor. The government will notify responsive vendors with confirmation of the shipping date.

STEP 2 – RFQ: Once the ordering officials have determined the exact number of dogs to be transported and the exact locations for pick up and drop-off, A request for quote (RFQ) will be sent orally or electronically to the vendors selected for transportation, typically based on geographic location.

At a minimum, each RFQ to BPA Holders shall include:

1. Solicitation Date

2. Response Due Date

3. Estimated Travel Dates

4. Pick up and Delivery locations

5. Payment preference (WAWF or GPC)

STEP 3 – BPA Call: Upon receipt of quotes, the ordering officer will:

1. Evaluate quotes for completeness to include breakdown of price.

2. Award will be made based on Lowest Price

3. Issue the BPA Call

STEP 4 – Performance: The contractor shall perform the required service in accordance with the OCONUS Shipping SOW.

STEP 5 – Invoice: After safe delivery to the final destination, the contractor shall submit invoice and will be paid via their preferred payment method (Electronic Funds Transfer or Government-wide Purchase Card).

STEP 6 - Administration: The ordering officer will submit all BPA Calls (spreadsheet, BPA Calls, feedback, etc.) to 771 ESS when distributed to the vendor. The contracting officer will use this document during the semi/annual BPA review.