Attachment 3 - BPA Ordering Instructions.pdf

A�achment 3 | BPA Ordering Instruc�ons

BLANKET PURCHASE AGREEMENT ORDERING INSTRUCTIONS

Description of Agreement

Vendor shall provide all labor, materials, equipment, and delivery to provide for the supplies and services described herein and listed in the price list incorporated herein during a specified period and pricing. The base period of this Blanket Purchase Agreement (BPA) will have a five (5) year ordering period beginning on the effective date listed on the cover page of the BPA with a BPA Ceiling listed on the cover page.

Extent of Obligation

The Government is obligated only to the extent of authorized calls made under the BPA. At no time shall this BPA be considered a requirements contract. Pricing provided at the time of the offer submission is incorporated into “Section B –Supplies or Services and Prices” of this BPA.

Requests for BPA price adjustments must be submitted in writing to the Contracting Officer for consideration. If approved by the Contracting Officer, the revised price list shall be incorporated into the BPA via a bilateral modification.

Individuals Authorized to Commit the Government

Only the Contracting Officer, acting within the scope of warranted authority, is empowered to execute contract actions, and any necessary modifications thereto. The Contracting Officer is the only person authorized to approve any changes in the scope of work for this requirement. In the event the vendor affects any changes at the direction of any person, other than the Contracting Officer, the changes shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase of expenses incurred as a result thereof.

Funding

Funding will be provided at the time of issuance of each call. The Government is only obligated for calls placed by Authorized Callers.

Call Limitations

For Orders Below the $30,000.00 Threshold

Individual calls made under this BPA with a monetary value less than $30,000.00 will be made by the use of Government Purchase Cards (GPCs) by the Authorized Callers listed herein.

Individual calls under $30,000.00 will be placed against this BPA via email, or by phone when necessary.

For Orders At or Above the $30,000.00 Threshold

Individual calls made under this BPA with a monetary value at or greater than $30,000.00 must go through the Acquisitions Directorate and be signed by a Contracting Officer. Calls will be placed via a DD Form 1449.

The single call limit for this BPA is $30,000.00 and calls not to exceed a total of $60,000.00 in a single calendar month.

Authorized BPA Callers

Authorized Callers will be identified by the Contracting Officer. In addition to the Contracting Officer, the Authorized Callers identified below are the only persons authorized to make calls against this BPA. The addition or removal of Authorized Callers must be accomplished via modification to the BPA by the Contracting Officer. BPA calls placed by an Authorized Caller will be paid via Government Purchase Card (GPC), all other calls will be placed via a DD Form 1449.

Authorized Caller

Caller Email Department Phone Number

Call Limit

Ashley McRae

(COOC)

ashley.mcrae@usuhs.edu Acquisitions Directorate

(ACQ)

240-515-6029 $30,000.00

Jennifer Wilsnack

(COOC)

jennifer.wilsnack@usuhs.edu Acquisitions Directorate

(ACQ)

240-281-7907 $30,000.00

Michelle Glasser michelle.glasser@usuhs.edu Acquisitions Directorate

(ACQ)

301-275-5682 $10,000.00

In addition to those named above, authorized callers include ACQ COOCs as assigned by the Acquisitions Directorate.

The vendor shall not accept any orders against this BPA from any person not identified as an Authorized Caller of this BPA. Orders placed against this BPA by individuals other than those named as Authorized Callers by the Contracting Officer or for items not specifically covered by this BPA shall not be accepted by the vendor. Any supplies or services provided by the vendor in violation of this authorization will be treated as unauthorized commitments and may result in termination of this BPA by the Government.

Authorized Callers are responsible for all invoice payments within their authorized limits, the available BPA ceiling, and are required to adhere to all established procedures within this BPA.

Authorized to Purchase under this BPA

The Uniformed Services University of the Health Sciences Acquisitions Directorate is the only site authorized to purchase under this BPA.

Invoicing and Delivery Tickets Instructions

Invoices must be included for each shipment and must contain the following minimum information:

Name of supplier.

BPA number.

Order number.

Date of purchase.

Itemized list of supplies furnished.

Quantity, unit price, extension of each item, less applicable discounts.

Date of delivery or shipment.

Invoices shall be sent electronically to the Authorized Callers. The vendor shall create a separate invoice for each call. The vendor shall request GPC information when the call is placed, but will not charge the GPC until the order has shipped at which time a delivery ticket and/or payment confirmation must be provided to the Authorized Caller.

The preferred method for ordering under this BPA is electronic correspondence (email), but if necessary, orders can be fulfilled via phone. If fulfilled telephonically, the vendor and the Authorized Caller shall provide email containing the invoice information listed above.

Delivery Address

RECEIVING SECTION (BLDG 71)

UNIFORMED SERVICES UNIVERSITY (USU)

ATTN: MDL

4301 JONES BRIDGE RD

BETHESDA MD 20814-4799

301-295-3748

Transaction Reviews and Disputes for Calls Paid Via Government Purchase Card (GPC)

The Authorized Caller will review all electronic transaction data for accuracy. If there is a need for a debit or credit, the Authorized Caller will notify the GPC Agency Program Coordinator immediately. The Authorized Caller should attempt to resolve all product, delivery, or quality discrepancies with the vendor and to obtain a credit when appropriate.

The vendor shall have thirty (30) days or one (1) billing cycle to make the correction. If the Authorized Caller is unable to obtain a credit from the vendor within thirty (30) days or one (1) billing cycle, then the item should be formally disputed within sixty (60) calendar days of the posted date on the account.

The Government will have ten (10) business days from receipt of deliverable(s) to complete the review. During the review period, the Authorized Caller or the USU Contracting Officer’s Representative (COR), if assigned, will have the right to reject, or require correction of, any deficiencies found in the deliverables that are contrary to the information contained in the vendor’s accepted proposal. In the event of rejections of any deliverable, the vendor will be notified in writing by the Contracting Officer of the specific reason(s) why the deliverable(s) is/are being rejected. The vendor shall have ten (10) business days to correct the rejected deliverable(s) and return it to the Authorized Caller, COR, and the Contracting Officer.

Contracting Officer (CO)

The Contracting Officer is the only person authorized to approve any changes in the scope of work for this requirement to include pricing changes. In the event the vendor affects any changes at the direction of any person other than the Contracting Officer, the changes shall be considered to have been made without authority and no adjustment will be made.

The Primary Contracting Officer for this BPA shall be as follows:

Tina Guillot, tina.guillot@usuhs.edu, 240-328-3172

If the above Contracting Officer is unavailable to complete these duties (e.g. is on leave), the Acquisitions Directorate may designate another Contracting Officer on a temporary basis; such designation does not require a modification to the BPA or the instructions herein.

Contracting Officer’s Representative (COR)

Any individual delegated as the Contracting Officer’s Representative (COR) under the BPA shall be limited to technical cognizance and performance oversight. The COR shall not at any time execute contract actions or modifications. The Contracting Officer shall issue a formal COR appointment letter, to be included with the resultant BPA Call package, and shall provide a copy to the vendor. Responsibilities and limitations on authority specific to the resultant BPA Call shall be identified within the appointment letter. Any changes to the COR or assigned duties shall be made in writing by the Contracting Officer. The COR shall assist in monitoring the vendor’s performance. The COR shall contact the Contracting Officer for any changes needed to the BPA.

The Contracting Officer’s Representative for the BPA shall be as follows:

TBD.

Electronic Copies

The vendor shall provide all electronic copies of all deliverables, and other work products under this BPA to the USU COR through electronic mail (email).

Government Ownership

All files, records, software programs, papers, or machine-readable materials created or revised under this BPA are the property of the United States Government.