BPA Call Register.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- Illinois Army National Guard Catering BPA
- Solicitation number
- W91SMC22Q1000
- Issued by
-
Department of the Army National Guard
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Text version
Exhibit 1 - BPA Call Register
| BPA ORDERING PERIOD: |
| VENDOR NAME: |
| BPA NUMBER |
TYPE OF SERVICES/SUPPLIES:
| Date of Call | REMARKS | Call No | Name of Caller | Requisition Number | Description of Items Ordered | Call Distibuted | Vendor Ticket # | Vendor POC | Date Rcvd | Total Price | Total Recv'd | Receiving Distribution | Total Paid |
| 1/6/21 | Example | WXXXXX-XX-F-0001 | CW4 Gumby | 10961864 | G4 Supplies 20-21 Jan 2021 | 1/6/21 | 125484 | Tricia Smith | 1/21/21 | $2,500 | $2,500 | 1/22/21 | $2,500 |
&A
PAGE &P of &N
Instructions
SAMPLE “CALL” REGISTER INSTRUCTIONS:
BPA ORDERING PERIOD – Enter the period the Contracting Officer has identified in the BPA in which “calls” can be placed. NEVER place an order past the expiration date identified in the contract. (example: 12/31/2020 – 12/20/2021)
VENDOR NAME - (example: TRUMP ENTERPRISES)
BPA NUMBER – Self explanatory (from BPA provided by Contracting Officer). (example: W912LQ-21-A-3001)
TYPE OF SERVICES/SUPPLIES - This is the type of items authorized for ordering under the BPA. The BPA copy provided by the Contracting Officer will show this information. (example: Billeting, Catered Meals, Alterations of Uniforms)
PAGE __ OF __ - Self Populating
DATE OF CALL – Provide the “call” date indicated on the Blanket Purchase Agreement (BPA) “Call” document. (example: 1/16/21). This should be the same the individual authorized to place the “call” signed the document.
REMARKS – Use to provide additional information as needed (such as when multiple deliveries or payments are made (see sample BPA Call Record Sheet).
CALL NUMBER - Provide the call number assigned to the applicable call. Numbering will begin with 0001 and run to 9999 unless the Contracting Officer assigns a specific number sequence. If more numbers are needed contact the Contracting Officer before placing any further orders.
NAME OF CALLER – Provide the name of the individual who placed the call.
REQUISITION NUMBER - Provide the requisition number for the document number funding the call.
DESCRIPTION OF ITEMS ORDERED – Self explanatory. If ordering multiple line items and there isn’t enough space on the line, provide a summary description with “see CALL”. (example: Alterations Multiple “See CALL”).
CALL DISTRIBUTED – Provide date the call was distributed. Distribution should be completeted not later than the third calendar day after the call is placed. Exception may be identified by the Contracting Officer for end of fiscal year close.
VENDOR TICKET# - Provide vendors delivery/invoice number identified on the applicable document provided by the Contractor.
VENDOR POC – Self explanatory.
DATE RECEIVED – Provide date the supply/service is received by the government. If there are multiple deliveries, you will need to add a line to the form directly under the line for the call and provide the subsequent delivery information (see example on sample call register provided)
RECEIVING DISTRIBUTION – Provide date distribution action was completed for the line item.
| TOTAL PAID – Provide the total dollar amount paid related to the line item on the Register. |
| Distribute a copy of the Call Register to Contracting, Finance and the Property Book Officer/Equipment Custodian or as directed by Contracting Officer. Your call register must be provided to all the offices/personnel directed by the Contracting Officer’s instructions no later than the 5th day of the month. Recommend providing by transmittal letter (obtaining conformation of receipt and date or using E-mail with receipt confirmation electronically). NOTE: If you made no calls during the week, or month, you need to submit a negative report. A statement on the call register stating "no calls made for the month of MM/CY" will satisfy this requirement. |
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