Attachment 3 Ordering Guide_Lease of Commercial Buses BPA 2024 06 17.pdf

LEASE OF COMMERCIAL BUSES

BLANKET PURCHASE AGREEMENTS

Ordering Guide

I. Purpose

This Ordering Guide establishes procedures for placing Call Orders against Firm Fixed

Price Air Force (AF) National Capital Region (NCR) Lease of Commercial Buses

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 the BPA holders. In the absence of competition, the Contracting Officer will determine the price to be fair and reasonable utilizing available price analysis techniques.

II. Ordering Period

The BPAs have a five-year ordering period, from ___ July 2024 – ___ July 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 BPAs.

III. Order Limitations

a. The Lease of Commercial Buses Blanket Purchase Agreements do not have an order ceiling/limit, however, individual Call Orders are limited to $800,000.00

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 email by the Contracting Officer 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. The Call Order documents, to include the Contracting

Officer’s determination that the price is fair and reasonable, shall be uploaded to

Electronic Contract Administration Request System (ECARS) for approval of the

GPC purchase.

c. Call Orders ≥$25K and <$250K do not require the issuance of an “F” type order

(FA2860XXFXXXX) against the resultant awardee’s BPA, but instead shall be issued via email by the Contracting Officer to the resultant BPA holder and paid via Government Purchase Card (GPC) by an authorized GPC Expanded Use

Program Contracting Officer. Any credit card fees must be waived by the vendor.

The Call Order documents, to include Request for Purchase EUP and GPC

Expanded Use Worksheet shall be provided by the requiring activity and submitted to the GPC EUP Contracting Officer.

d. Call Orders ≥$250K require the issuance of an “F” type order

(FA2860XXFXXXX) against the resultant awardee’s BPA and shall be invoiced and paid via Wide Area Work Flow (WAWF).

e. Performance shall not be authorized except by a call order issued by the

Contracting Officer (CO), regardless of anticipated dollar value. The Government reserves the right to off-ramp and on-ramp BPA holders as necessary to meet mission needs of the Air Force District of Washington (AFDW).

IV. Call Orders

Individual Call Orders will be accompanied by a Statement of Work detailing the requirements of the desired event, along with a Firm Fixed Price Sheet to be completed and returned by the BPA holders.

V. Ordering Procedures

a. Process. When a government need is identified, the requesting office will contact the

316 Contracting Squadron (CONS) Commodities Flight Org Box

316CONS.PKB.ORG@us.af.mil with preliminary details of the desired order. The

316 CONS Commodity Flight will assign a Contract Specialist and Contracting

Officer to work with the requester to produce a Call Order Requirement Package

(CORP) to include the following:

1. Statement of Work (SOW).

2. Independent Government Estimate (IGE) for how much the lease of the buses needed for the task will cost based on preliminary market research

(CS can provide IGE template upon request). This is not a quote from the

BPA Holders!

3. Certified/Planning Form 4009 for Call Orders <$250K

Certified/Planning Form 9 for Call Orders ≥$250K.

4. Wide Area Work Flow Acceptor Template for orders ≥$250K.

Upon finalization of the CORP, the Contracting Officer will send the entire contents of the CORP to the Blanket Purchase Agreement Holders (Contractors) for solicitation to receive competitive offers.

b. Instructions. Upon receipt of the CORP the Contractor(s) shall review it in its entirety and ask any relevant clarifying questions to propose pricing for the Call

Order. The Contractors 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 and Call Order SOW.

2. A completed Firm Fixed Price Sheet.

3. Evidence the Contractor is on the Defense Travel Management Office

Department of Defense Bus Program approved carrier list (DoD Bus

Program | Defense Travel Management Office).

The Government will strive to receive competitive offers to the maximum extent practicable.

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

1. Price (is the price fair and reasonable? Normally, adequate price competition establishes price reasonableness)

2. Technical Acceptability – Determine if the contractor provided sufficient evidence/details to determine if the contractor can satisfactorily perform the work in accordance with the BPA PWS and Call Order SOW.

The Contractor with the offer representing the best value for the Government will be notified of the resultant Call Order award.