Attachment A BPA Ordering Instructions.pdf

ATTACHMENT A – BPA ORDERING INSTRUCTIONS

BLANKET PURCHASE AGREEMENT ORDERING INSTRUCTIONS

Between

{To Be Determined}

And

The United States Agency for Global Media (USAGM)

Authority: This agreement is established in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 13, “Blanket Purchase Agreements” (BPAs). This BPA will be reviewed by the Contracting Officer at least once annually before the anniversary of the effective date, and revised to conform to all requirements of Statutes, Executive Orders, the FAR and to determine whether continuation of this agreement is in the Government’s best interest IAW FAR 13.303- 6(c). Revisions will be evidenced by a modification to the BPA. These ordering instructions are applicable to a Single Award BPA or Multiple Award BPA, to be determined upon award.

Description of Agreement: Contractor(s) shall provide all labor, materials, equipment, and transportation/shipping to provide USAGM training services IAW the Statement of Work (SOW) (Attachment C) as listed in the price list incorporated herein. The BPA will be in effect for the period of June 12, 2023 through June 11, 2028.

Extent of Obligation: The Contractor’s prices provided at the time of the offer submission will be incorporated into “Section B –Supplies or Services and Prices” of this BPA. Contractors may submit BPA price revision requests in writing to the Contracting Officer 30 days, at minimum, prior to the proposed effective date. The revised price list, if approved by the Contracting Officer, shall be incorporated into the BPA via a bilateral modification. The Government is obligated only to the extent of calls (i.e., orders) placed by authorized Contracting Officers and Ordering Officers within the purchase limitations of this BPA.

Funding: Funding will be applied at the individual BPA Call Order level. Program Managers/Offices will submit a funding requisition request to the responsible Contracting Officer prior to placing any Call Order.

Purchase Limitations: All individual calls made under this BPA with a monetary value less than $10,000 will be made by the use of Government Purchase Cards (GPCs) by an authorized Government Purchase Card Holder.

Individual orders under $10,000.00 may be placed against this BPA via email or by phone. The authorized Government Purchase Card Holder shall not exceed a total of $20,000.00 in calls in a given calendar month. All individual calls made under this BPA with a monetary value greater than $10,000.00 must go through the Office of Contracts and the Individual Call Order must be signed by a responsible Contracting Officer. Orders will be placed by a SF 1449.

BPA Single Call Limit = up to $60,000.00 (must be placed by authorized Contracting Officer)

BPA Master Dollar Limit = $500,000.00 (for the entire BPA period)

Calls: If more than one BPA is established as a result of the solicitation, Call Orders (Calls) will be competed to the maximum extent practicable. Orders will be placed based on the lowest price technically acceptable quote. The file will be documented accordingly.

Individual(s) Authorized to Purchase under the BPA: Authorized individuals may only place Calls/orders. An authorized Government Purchase Card Holder or Contracting Officer are the only persons authorized to make calls against this BPA. Authorized Purchasers may be amended to authorize new Government Purchase Card Holders and Contracting Officers, as deemed applicable.

Authorized Government Purchase Card Holder(s) will be identified by the Contracting Officer upon award of the BPA. The addition or removal of authorized Government Purchase Card Holder(s) must be made by written modification to the BPA by the Contracting Officer. BPA contractor(s) shall not accept any orders against this BPA from any person not identified by the Contracting Officer.

Each BPA Call Order must include at a minimum the following:

Name, Email, Phone Number, Limit of Authority per Call Order.

The preferred method for ordering under this BPA is electronic correspondence (email), but if necessary, orders may be fulfilled via phone. The authorized Government Purchase Card Holder(s) or Contracting Officer will be responsible for all invoice payments within their authorized limits, and the tracking of spending against this BPA, and is required to adhere to the established procedures within this BPA.

All authorized Call Orders established within this BPA are subject to a periodic review by the Contracting Officer to determine that assigned roles, responsibilities, and procedures are adhered to. Failure to adhere to the established procedures may result in removal from this BPA as an authorized Government Purchase Card Holder(s).

Sites Authorized to Purchase under the BPA: The USAGM, Office of Contracts is the only site authorized to purchase under this BPA.

Delivery Tickets/Invoices: All services provided under this agreement must be accompanied by delivery tickets or invoices and shall contain the following minimum information:

1. Name of supplier

2. BPA number

3. Order number

4. Date of purchase

5. Itemized list of training courses, supplies and equipment furnished

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

7. Date of service performed.

Invoices/Payments: The Contractor shall create a separate invoice for each Call Order. Invoices shall include, at minimum, the information stated under “Delivery Tickets/Invoices,” above. The period of any discounts will commence on the date of invoice receipt. A summary of all invoices shall be submitted on a monthly basis for all training performed during the billing period to the Contracting Officer or Government Purchase Card Holder(s). For example, services performed during the month of June 2023, must be reported by July 5, 2023. The invoice shall identify the delivery tickets/invoices covered; the dates of services rendered, and total dollar value of those delivery tickets/invoices.

The Contractor shall submit a separate invoice and receiving report for each Call Order to the Contracting Officer for payment of training services made during a billing period and for which payment has not been received. Copies of delivery tickets need not support these invoices.

The Contractor shall submit a formal invoice and once received, processing for payment will be initiated by the authorized Contracting Officer through www.ipp.gov. The Contractor shall request Government purchase card (GPC) information when a call is placed (only applicable to call orders issued for $10,000 or below), but will not charge the GPC until the services have been performed and accepted by the Contracting Officer Representative (COR).

Place of Performance: Specified at individual Call Order.

Administration: REPORTING REQUIREMENTS FOR ORDERS BELOW $10,000.00

The Contractor shall submit a monthly summary of the Calls placed under the BPA, to indicate each Call placed during that month to include:

● Date of each call

● Quan ty of items purchased

● Name of authorized caller

● Amount of each call

● Date of Performance/Service.

Authorized Ordering Officers shall submit monthly order reports no later than the 5th of each month for the orders made during the previous month to the BPA Government Purchase Card Holder (as applicable and or/Contracting Officer.

Transaction Reviews and Disputes: GPC cardholders will review all electronic transaction data for accuracy. If there is a need for a debit or credit, the cardholder will notify the GPC Agency Program Coordinator immediately. The cardholder should attempt to resolve all service, delivery, or quality discrepancies with the Contractor and to obtain a credit when appropriate.

The Contractor has thirty (30) days or one (1) billing cycle to make the correction. If the cardholder is unable to obtain a credit from the Contractor 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 assigned Ordering Officer or the assigned Contracting Officer Representative (COR) (as 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 Contractor’s accepted proposal. In the event of rejections of any deliverable, the Contractor must notify in writing the Contracting Officer of the specific reason(s) why the deliverable(s) are being rejected. The Contractor shall have ten (10) business days to correct the rejected deliverable(s) and return it to the Ordering Officer/COR/or Contracting Officer, whichever is applicable.

Placement of Calls: Only authorized Government employees who have been specifically named by the Contracting Officer may order under this agreement. STRICT COMPLIANCE WITH THIS STIPULATION IS IMPERATIVE. Orders placed against this BPA by individuals other than those named as authorized by the Contracting Officer or for services not specifically covered by this BPA shall not be accepted by the contractor. Any and all services provided by the Contractor in violation of this authorization will be treated as unauthorized commitments and may result in termination of this BPA by the Government.

Contracting Officer’s Representative (COR): Any individual delegated as the Contracting Officer’s Representative (COR) under the resultant BPA shall be limited to technical cognizance and performance oversight. The COR shall not at any time execute contract actions or modifications therein. 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 Contractor.

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 therein shall be made in writing by the Contracting Officer.

The Contracting Officer's Representative (COR) shall assist in monitoring the contractor’s performance. The contractor’s performance shall be evaluated by the COR and Program Manager unless otherwise required.

The COR shall contact the Contracting Officer for any changes needed on the requirement. The Primary Contracting Officer’s Representative for the BPA shall be as follows: To Be Determined

The Contractor shall provide all electronic copies of all deliverables, and other services under this BPA to the COR via email.

Individuals Authorized to Commit the Government: For purposes of this BPA, only the Contracting Officer, acting within the scope of their warrant authority, are 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 contractor 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 contract price to cover any increase of expenses incurred as a result thereof.

Primary Contracting Officer (PCO): The PCO for this BPA shall be as follows: Jr. Hill, Contracting Officer, chill@usagm.gov.

Kick-Off Meeting: The Contracting Officer will provide attendance instructions to all authorized Ordering Officials and authorized BPA holders within 7 business days of establishment of the BPA to review and discuss the expectations, and ordering procedures established within this BPA. Authorized Ordering Officials and BPA holders shall attend the Kick-Off Meeting.