Attachment 3 - Mortuary Services Ordering Guide.docx

MORTUARY SERVICES

BLANKET PURCHASE AGREEMENT

Ordering Guide

Purpose This Ordering Guide establishes procedures for placing Call Orders against Firm Fixed Price Mortuary Services Blanket Purchase Agreements (BPA). It explains the ordering period, order limitations, and ordering procedures. This is a pre-priced BPA. Prices will be proposed at the time of each individual Call Order and those prices will be determined fair and reasonable based on adequate price competition from receipt of quotes from vendors. In the absence of competition, the Contracting Officer will determine the price to be fair and reasonable utilizing available price analysis techniques.

I. Ordering Period The BPAs have a five-year ordering period, from 4 October 2024 – 3 October 2029. The performance period of a call order may extend beyond the ordering period expiration date, as long as the call order is placed bilaterally and prior to the ordering period expiration specified in the BPA.

II. Order Limitations

a. The Mortuary Service Blanket Purchase Agreement does not have an order ceiling/limit; however, individual Call Orders are limited to $250,000.00.

b. Call Orders <$25K do not require the issuance of an “F” type order (FA2860XXFXXXX) against the resultant awardee’s BPA, but instead shall be issued via an authorized caller to the resultant BPA holder and paid via Government Purchase Card (GPC) by an authorized unit GPC holder in accordance with the cardholder’s individual limit. Any credit card fees must be waived by the vendor.

c. Call Orders ≥$25K and <$250K do require the issuance of an “F” type order (FA2860XXFXXXX) against the resultant awardee’s BPA and shall be issued by the Contracting Officer to the resultant BPA holder. Invoices shall be paid via Wide Area Workflow (WAWF).

d. Performance shall be authorized for call orders place by an authorized caller under $25K. Performance shall not be authorized by a call order ≥$25K and ≤$250K except when issued by the Contracting Officer (CO).

Call Orders Individual Call Orders will be accompanied by a Statement of Work detailing the requirements of the desired service and/or items to be acquired.

III. Ordering Procedures

a. Process. When a government need is identified, an authorized caller shall place a call order under $25k using their unit GPC with the vendor and pricing shall be established based on the certified price list within the BPA.

b. When a government need is identified at a total price ≥$25K and ≤$250K the requesting office will contact the Mortuary Services BPA Contracting Officer and Contract Specialist providing preliminary details of the desired service to produce a Call Order Requirement Package (CORP) to include the following:

1. Statement of Work (SOW).

2. Independent Government Estimate (IGE) encompassing the desired services or items from the BPA price list. (CS can provide IGE template upon request). This is not a quote from the BPA Holders!

3. Certified/Planning Form 4009 for call orders <$25K OR Certified/Planning Form 9 for Call Orders ≥$25K and ≤$250K

4. Wide Area Workflow Acceptor Template for orders ≥$25K and ≤$250K

c. Instructions. Upon receipt of the CORP the Contractor shall review it in its entirety and ask any relevant clarifying questions to propose pricing for the Call Order. The Contractor shall provide their offer for the individual Call Order by the deadline specified in the solicitation, and shall include the following:

1. A brief technical description for how the Contractor will perform the work in accordance with the PWS or SOW (If the order is placed for work to be done rather than only providing an item)

2. A completed Firm Fixed Price Sheet.

d. Evaluation Process. The 316 CONS Contracting Team (with the help of the COR) will conduct an evaluation to determine the offer that represents the best value for the Government in evaluation of the following:

1. Price

2. Technical Acceptability

e. Administration. A summary of invoices shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all services made during a billing period, identifying the purchases covered therein, stating their total dollar value, and supported by email receipt copies.