c. Attachment 2 BPA Ordering Instructions_Labortory Gases.pdf

Attachment 2: BPA Ordering Instructions

BPA ORDERING INSTRUCTIONS

LABORATORY GASES

These ordering instructions are for a single or multiple-award Blanket Purchase Agreement (BPA) to fulfill routine scheduled laboratory gas orders for the Uniformed Services University of the Health Sciences (USU). The USU reserves the right to utilize other sources for these requirements or terminate the BPA if it is in the best interests of the Government. The BPA will be reviewed annually on its anniversary date to determine whether continuation of the agreement is in the Government’s best interests in accordance with FAR 13.303-6(c).

After receiving a new requirement for laboratory gases and related services, an authorized caller will begin the Government Purchase Card (GPC) Purchase Review package submission process in order to make purchases under this BPA. Any order that exceeds the allowed limit under that GPC account will either be fulfilled through using a BPA or the Technical Point of Contact (TPOC) would have to submit the request through the Finance Management Group and the Acquisitions Directorate to process the order.

When a GPC purchase is contemplated, all cardholders must complete the following.

1. The cardholder shall first contact the vendor to obtain the vendor’s Commercial and Government Entity (CAGE) code. Once obtained, the cardholder shall access SPRS, review, and download the proposed vendor’s Supplier Risk Report. If the vendor’s report is coded red, the purchase cannot be made and the cardholder will be required to purchase the product from another vendor.

2. Complete the GPC Representation for Section 889(a)(1)(B).

The cardholder shall first send an email to info@section889request.com with the vendor’s CAGE or DUNS in the subject line. No other text shall be listed in the subject line or body of the email.

The cardholder should receive a response within minutes.

a. If the vendor selects “Does Not” for both representations, the requirement is satisfied.

The cardholder shall save the PDF and submit that with the GPC purchase review package.

b. If the vendor selects “Does” for either representation, or the reply email says that the vendor is not registered in SAM.gov, the cardholder shall contact the vendor and request that the “GPC Representation for Section 889(a)(1)(B)” form (Section 889 Representation) is completed. If the vendor selects “Does Not,” the vendor is considered compliant with Section 889 and the purchase will likely be approved by ACQ, depending on other factors. If the vendor selects “Does,” the purchase will require additional review by ACQ.

3. Once the cardholder has completed the aforementioned items, the cardholder shall complete the

GPC Purchase Review Form and submit it along with all applicable supporting documentation requested in this form to: acq-gpc-purchase-review-ggg@usuhs.edu for review by ACQ. The GPC Purchase Review Form must be completed for every purchase from every vendor, even if the same vendor has been reviewed previously. Purchases cannot be made until ACQ has approved the submitted documentation.

SECTION 1: EXTENT OF OBLIGATION

The extent of the obligation for this Blanket Purchase Agreement (BPA), includes, but is not limited to the following supplies and hazardous chemical types.

mailto:info@section889request.com mailto:acq-gpc-purchase-review-ggg@usuhs.edu

Gas Tank/Size Carbon Dioxide USP 99.9%, CO2, 50 lbs., Size “G” Oxygen USP, 99.5%, Size “H” 5% Carbon Dioxide USP, 95% Oxygen USP, Size “H” Oxygen Gaseous, USP, 99.9% Purity Medical, Size “E” Nitrous Oxide USP, Size “E” Argon-Ultra High Purity, Size 300 P10 Standard (90% Argon, 10% Methane) Size “G” Carbon Dioxide, Size “E” Carbon Dioxide Medical Grade 75 Cylinder Carbon Dioxide USP Grade, 50 lbs. with siphon; CGA 320 Argon UHP Grade, 250 cu. ft. CGA 580 Compressed Nitrogen 2.2 Size 200, NF200C Compressed Air, 260 CU FT, G cylinder USP Grade Propane for Forklifts Helium Compressed 2.2, Size 300, UHP300C Liquid Nitrogen Liquid Argon

5% CO2, 21% O2, 74%N2

Nitrogen, UHP Carrier Grade, Sz 300 10% Methane, 90% Argon 5% CO2, 5% O2, Bal N2 (Blood Gas)

5% CO2, 1% O2, 94% N2

Helium, UHP 300 Size – R103B3 Air Breathing Quality 310 C.F. (Medical Grade Air) – R61 Carbon Monoxide (300 PPM, Bal Air Hydrogen, UHP Carrier Grade (99.99%) 200 C.F.

Nitrous Oxide (65 lbs, Certified, 99.9%) 2% O2, Bal N2 (300 C.F.)

2% O2, 5% CO2, 93% N2

Helium Balloon 300C CGA 580 3.2% Nitrogen, 32.4% Carbon Dioxide, Balance Methane Ethane Research Grade 4.0 Size 80, 99.99% Purity Required Services Cylinder Valve Replacement Cylinder Painting Cylinder Static Testing Liquid Nitrogen Telemetry Fee (USUHS) Liquid Nitrogen Telemetry Fee (AFRRI) Liquid Argon Container Rental Fee (AFRRI)

The Government is obligated only to the extent of authorized calls made under the BPA. At no time shall this BPA be considered a requirements contract. The USU reserves the right to utilize any source for the requirement.

SECTION 2: FUNDING

Funding will be provided at the time of issuance for each call. Department will submit a bulk fund deposit request to Financial Management prior to placing any call. The Government is only obligated for calls placed by authorized ordering officials.

SECTION 3: PURCHASE LIMITATIONS

Purchase Limitations will be designated at the time of award.

SECTION 4: AUTHORIZED CALLERS

Authorized callers will be identified by the Contracting Officer.

In addition to the Contracting Officer, the authorized callers listed in the BPA are the only persons authorized to make calls against this BPA. The list may be amended to authorize new callers or exclude current authorized callers. The addition or removal of authorized callers must be made by modification to the BPA by the Contracting Officer. The contractor shall not accept any orders against this BPA from any person not identified in the authorized caller list.

The following authorized callers have been identified for this BPA:

[Name], E-mail:, Tel.: TBD at time of award Authority to order up to TBD per order

All authorized calls made against this BPA will be paid for with GPC by authorized cardholders. The preferred method for ordering under this contract shall be either via phone or email.

An itemized invoice shall be submitted by e-mail to the authorized caller for all deliveries made during a billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets.

Authorized callers will be identified by the Acquisitions Directorate and servicing Contracting Officer.

SECTION 5: DELIVERY ADDRESS

RECEIVING SECTION (BLDG 71)

UNIFORMED SERVICES UNIVERSITY (USU)

ATTN: LOG

4301 JONES BRIDGE RD

BETHESDA MD 20814-4799

SECTION 6: DELIVERY TICKETS

Delivery tickets or invoices must be included for each shipment and must contain the following minimum information.

● Name of supplier

● BPA number

● Order number

● Date of Purchase

● Itemized list of supplies/services furnished/provided

● Quantity, unit price, transaction fees, and total price

● Date of delivery or shipment

SECTION 7: INVOICING INSTRUCTIONS

Invoices should be sent electronically to the GPC Card Holders in the following order.

1. [Name], Primary Card Holder, E-mail (will be provided at time of award)

2. [Name], Alternate Card Holder, E-mail (will be provided at time of award)

PAYMENT INSTRUCTIONS

These GPC Card Holders will be responsible for all invoice payments within their limits and tracking of spending on the BPA as directed by ACQ. The Contractor is required to submit a formal invoice, once invoice is received, processing for payment will be initiated by the Authorized Caller. The selected contractor will request GPC information when the call is placed, but will not charge the GPC until the order has shipped.

SECTION 8: ADMINISTRATION

The Contractor will be required to submit a monthly summary of the USU Call Log to indicate each call placed during that month to include:

● Date of each call

● Quantity and type of of laboratory gas and related service

● Name of authorized caller

● Amount of each call to include unit price, transaction fees, and total price

● Delivery date

This summary will be provided to the Receiving Point of Contact (or Authorized Caller in addition), who verify the log for accuracy and provide return confirmation to the Contractor and Contract Specialist noted herein.

TRANSACTION REVIEW 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, Karen Stoval, immediately. The cardholder should attempt to resolve all product, delivery, or quality discrepancies with the Contractor and to obtain a credit when appropriate.

The Contractor shall have 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 to complete the review. During the review period, the assigned USU COR 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 rejection of any deliverable, the Contractor will be notified in writing by USU COR of the specific reasons why the deliverable is being rejected. The Contractor shall have ten (10) business days to correct the rejected deliverable and return it to USU TPOC.

INDIVIDUALS AUTHORIZED TO COMMIT THE GOVERNMENT

Contracting Officer

For purposes of the resultant of this BPA, only the USU ACQ 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 the contract price to cover any increase of expenses incurred as a result thereof.

The Primary Contracting Officer for this BPA shall be as follows:

[Name], E-mail:, Tel.: (will be provided at time of award)

ELECTRONIC COPIES

The Contractor shall provide all electronic copies of all deliverables, and other work products under this task order to USU TPOC through an external drive.

GOVERNMENT OWNERSHIP

All files, records, software programs, papers, or machine-readable materials created or revised under this BPA are the property of the United States Government.