Attachment 7 BPA Call Register.xlsx
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- Court Reporter Services
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- Amendment_1_W911RX-22-Q-0093
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BPA Summary
| Blanket Purchase Agreement Summary | |
| Court Reporter Services |
| I. BLANKET PURCHASE AGREEMENTS (BPA's) | |||
| (1.) GENERAL: A Blanket Purchase Agreement is a simplified method of filling anticipated repetitive needs for small quantities of supplies or services by establishing "blanket" accounts with qualified sources of supply from which small expenditures can be drawn. Blanket Purchase Agreements are designed to reduce administrative costs in accomplishing small purchases by eliminating the need for issuing individual purchase documents. Call limits are not to exceed $9,000.00. | |||
| (2.) ALTERNATE SOURCES/COMPETITION: To the extent practicable, Blanket Purchase Agreements for items of the same type should be placed concurrently with more than one supplier. BPA's will normally be issued to three vendors (if available) with similar goods/services. All competitive sources shall be given an equal opportunity to furnish supplies or services. Calls against Blanket Purchase Agreements shall be placed after prices are obtained. In those instances where there is an insufficient number of BPAs for any given class of supplies or services to assure adequate competition, the individual placing the order shall solicit quotations from other sources. | |||
| (3.) TERMS AND CONDITIONS (between Procurement and Supplier): Blanket purchase agreements shall contain the following provisions: | |||
| (A.) Description of Agreement: A statement that the supplier shall furnish supplies or services, described therein in general terms, if and when requested by the Procurement Officer, or his/her authorized representative, during a specified period and within a stipulated aggregate amount, if any. Blanket purchase agreements may encompass all items that the supplier is in a position to furnish. | |||
| (B.) Extent of Obligation: A statement that the USG is obligated only to the extent of authorized calls actually placed against the blanket purchase agreement. | |||
| (C.) Authorized Callers List: A provision that a list of names of individuals authorized to place calls under the agreement, identified by organizational component, contact information and the dollar limitation per call for each individual shall be furnished to the supplier by the Procurement Officer. | |||
| (D.) Delivery Tickets: A requirement that all shipments shall be accompanied by delivery tickets or sales slips which shall contain the following minimum information: | |||
| (I.) Name of supplier | |||
| (II.) Blanket purchase agreement number | |||
| (III.) Date of call | |||
| (IV.) Call number | |||
| (V.) Itemized list of supplies or services furnished | |||
| (VI.) Quantity, unit price, and extension of each item less applicable discounts (Unit price and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information.) | |||
| (VII.) Date of delivery or shipment |
| II. REQUIRED INFORMATION TO ESTABLISH A BPA (To be submitted by requisition electronically). | |
| (1.) SOURCES: Requested vendors, if anticipated needs will exceed $10,000 per fiscal year, provide three potential sources. | |
| (2.) DESCRIPTION OF GOODS/SERVICES: General description | |
| (3.) PERIOD: Dates agreement is to be in effect, must terminate at end of fiscal year. If renewal is desired, a new requisition with updated information must be submitted. | |
| (4.) TOTAL DOLLAR VALUE: Your anticipated dollar amount to be encumbered for the period of the agreement. Additional money may be added. | |
| (5.) AUTHORIZED CALLER(S): Full name(s), employee DOD ID #, title(s) and office phone numbers of the person(s) authorized to purchase under this agreement. Please note that the pick up of the material can be delegated, but only authorized persons may issue call numbers. The Receiver/Acceptor shall be a different person than the Caller in order to ensure procurement integrity. |
| III. BPA COMPLIANCE AND MAINTENANCE | ||
| The Federal Acquisition requires review of Blanket Purchase Agreement files at least annually to ensure authorized procedures are being followed. The Procurement Office responsible for your department will be asking for those records to review. BPA's will be audited for compliance with guidelines. | ||
| (2.) The total dollar value of a BPA may not be exceeded. If invoices are received which exceed the department's encumbered funds for that BPA, it will be treated as an unauthorized purchase. The dollar value of a BPA may be increased by submission of a change order or memo at which time the Call Log/Invoices will be reviewed. | ||
| (3.) To keep reviews quick and easy for all parties involved, the Contracting Office requires that all departments follow the same procedures for managing BPA's and keeping required records. When ordering goods, record all information pertaining to the call on a Call Sheet, attach the Delivery Ticket/Sales Receipt OR a copy of the itemized invoice. Documentation on the Call Sheet may be minimal providing the Delivery Ticket (showing all information as specified above in section I.-3.-D.) is attached. Post calls on the Call Log and keep an accurate dollar balance to avoid over-expenditure or unauthorized purchases. There SHALL be a Call Sheet for each and every call. (Please make copies of blank Call Sheet for future use.) Thinking of a BPA as a checking account, treat the Call Log as a check register and Call Sheets as checks. The Delivery Tickets are cancelled checks. | ||
| (4.) Invoices: When you receive an iRAPT Generated invoice, check it for accuracy against your records, approve if correct. Do not delay certification, as the vendor does not get paid until that invoice is accepted in iRAPT by the Caller. This can seriously affect your ability to purchase from a vendor. Invoices should follow one of the following formats: | ||
| (1) An iRAPT itemized invoice shall be submitted per Call Approved by the Contracting Officer for all deliveries made during a valid BPA timeframe, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipted copies of the delivery tickets. |
Authorized Users
| Blanket Purchase Agreement Authorized Users | ||||
| Court Reporter Services | ||||
| User Name | Title | Phone # | Email Address | Purchasing Limit |
| EEO |
| IACH |
BPA Call Register
| Blanket Purchase Agreement Call Register | |||||||
| Court Reporter | |||||||
| BPA Number | Call Number | Date | User Name | Description of Transaction | Debit (-) | Credit (+) | Balance |
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