4 ORDERING GUIDE AF NCR Chaplain Corps Retreats BPA_7Jun24.docx

AIR FORCE CHAPLAIN CORPS OF NATIONAL CAPITAL REGION

RETREATS

BLANKET PURCHASE AGREEMENTS

Ordering Guide

Attachment 4

I. Purpose This Ordering Guide establishes procedures for placing Call Orders against Firm Fixed Price Air Force (AF) National Capital Region (NCR) Chaplain Corps Retreats Blanket Purchase Agreements (BPA). It explains the ordering period, order limitations, and ordering procedures. This is not a pre-priced BPA. Prices will be proposed at the time of each individual Call Order and those prices will be determined fair and reasonable based on adequate price competition from receipt of quotes from the BPA holders. In the absence of competition, the Contracting Officer will determine the price to be fair and reasonable utilizing available price analysis techniques.

II. Ordering Period The BPAs have a five-year ordering period, from _June__2024 –___June 2029. The performance period of a call order may extend beyond the ordering period expiration date, as long as the call order is placed bilaterally and prior to the ordering period expiration specified in the BPAs.

III. Order Limitations

a. The Retreats Blanket Purchase Agreements do not have an order ceiling/limit, however, individual Call Orders are limited to $250,000.

b. Call Orders <$25K do not require the issuance of an “F” type order (FA2860XXFXXXX) against the resultant awardee’s BPA, but instead shall be issued via email by the Contracting Officer to the resultant BPA holder and paid via Government Purchase Card (GPC) by an authorized unit GPC holder in accordance with the cardholder’s individual limit. Any credit card fees must be waived by the vendor. The Call Order documents, to include the Contracting Officer’s determination that the price is fair and reasonable, shall be uploaded to Electronic Contract Administration Request System (ECARS) for approval of the GPC purchase.

c. Call Orders ≥$25K and ≤$250K require the issuance of an “F” type order (FA2860XXFXXXX) against the resultant awardee’s BPA and shall be invoiced and paid via Wide Area Work Flow (WAWF).

d. Performance shall not be authorized except by a call order issued by the Contracting Officer (CO), regardless of anticipated dollar value. The Government reserves the right to off-ramp and on-ramp BPA holders as necessary to meet mission needs of the AF Chaplain Corps.

IV. Call Orders Individual Call Orders will be accompanied by a Retreat Scope of Work detailing the requirements of the desired event, along with a Firm Fixed Price Sheet to be completed and returned by the BPA holders.

V. Ordering Procedures

i. Process. When a government need is identified, the Retreat Program Manager (RPM) residing in the Air Force Chaplain Corps within the National Capital Region will contact the Retreats BPA Contract Specialist with preliminary details of the desired retreat. The Contract Specialist will work with the RPM to produce a Call Order Requirement Package (CORP) to include the following:

1. Retreat Scope of Work (SOW) utilizing the below template as a guide.

2. Independent Government Estimate (IGE) for how much the retreat will cost based on preliminary market research (CS can provide IGE template upon request). This is not a quote from the BPA Holders!

3. Certified/Planning Form 4009 for Call Orders <$25K OR Certified/Planning Form 9 for Call Orders ≥$25K and ≤$250K.

4. Wide Area Work Flow Acceptor Template for orders ≥$25K and ≤$250K.

Upon finalization of the CORP, the Contracting Officer will send the entire contents of the CORP to the Blanket Purchase Agreement Holders (Contractors) for solicitation to receive competitive offers.

ii. Instructions. Upon receipt of the CORP the Contractor(s) shall review it in its entirety and ask any relevant clarifying questions to propose pricing for the Call Order. The Contractors shall provide their offer for the individual Call Order retreat by the deadline specified in the solicitation, and shall include the following:

1. A brief technical description for how the Contractor will perform the work in accordance with the PWS and Retreat SOW

2. A completed Firm Fixed Price Sheet.

The Government will strive to receive competitive offers to the maximum extent practicable.

iii. Evaluation Process. The 316 CONS Contracting Team (with the help of the RPM) will conduct an evaluation to determine the offer that represents the best value for the Government in evaluation of the following:

1. Price (is the price fair and reasonable? Normally, adequate price competition establishes price reasonableness)

2. Technical Acceptability (has the contractor provided sufficient evidence/details to determine if the contractor can satisfactorily perform the work in accordance with the BPA PWS and Call Order Retreat SOW.

The Contractor with the offer representing the best value for the Government will be notified of the resultant Call Order award.

***A Firm Fixed Price is a price that does not adjust based on actual costs. However, because of the nature of the bookings required to plan a retreat, the price will not adjust downward if there are fewer attendees than originally stated in the Retreat Scope of Work. The language provided in the individual Retreat SOW stating, “The Government will provide a confirmation of the final number of participants by five (5) calendar days prior to the scheduled event start date and the quantity given to the contractor shall be final for contractor invoicing,” is included in the rare event a last-minute addition of a couple attendees/rooms is added to accommodate a distinguished visitor(s). In the event the Call Order awardee (contractor) receives word five days prior to the event that a few rooms/attendees will be added, then the Government’s initial quoted price will not adjust for the original need outlined in the Retreat SOW, however, the Government will be responsible for the increase in the price pertaining only to those supplementary add-ons.