ATTACHMENT 6 - ORDERING PROCESS 8-20.pdf

ORDERING PROCESS

FAR 16.505 provides that each contractor shall be given Fair Opportunity to be considered for each order exceeding the micro-purchase limit (typically $2,500) and issued under multiple order contracts.

At a minimum, to provide Fair Opportunity, all BPA Holders must:

1. Be provided a fair notice of the intent to make a purchase, including a clear description of the supplies to be delivered or the services to be performed;

2. Be provided the basis upon which the selection will be made to provide the required supplies or services under the multiple-award contract; and

3. Be afford an opportunity to respond to the notice a fair opportunity, to submit an offer and have that offer fairly considered.

Ordering Officials Responsibilities:

1. Each BPA Call shall be competed amongst BPA holders. Ordering Officials must provide a Request for Quotation (RFQ) to all BPA holders offering the required supplies or services (in Lots), under the BPA, along with a Performance Work Statement (PWS). All quotes responding to RFQs must be submitted back to the Contracting Officer and Ordering Official within three (3) days after receipt of the RFQ. The Government reserves the right to award any or all CLINS.

2. Disclose the evaluation factors including cost or price, that the agency expects to consider in evaluating quotations at the time of the RFQ.

3. Fairly consider and evaluate all responses received.

4. Notify winning BPA holder(s). (Factors such as price and past performance on prior Call Orders (quality of deliverables/services, timeliness, and cost control), capacity and socioeconomic considerations may be considered in determining award of individual Call Orders). If Call Order prices submitted are the same price, the order will be split amongst the winning contractors. The Government reserves the right to split orders.

5. Place a BPA Call with the BPA Holder(s) that represent the best value to the government.

6. Provide Invoice/payment and close-out information to the winning BPA holder(s)