Attachment_2_-_Final_Ordering_Instructions_8.14.15_AM.pdf

ATTACHMENT 2 – ORDERING INSTRUCTIONS

23 October 2015

Attachment 2 Ordering Instructions Page 1

1. The contractor bills for CLIN X001, X002, and X003 on the last work day of the month.

Receiving of that months receipts stops at noon that day, after that the pre-invoice is agreed upon and the invoice is submitted into WAWF. The Government will access WAWF and inspect/accept the invoice.

2. There are two separate ordering procedures depending on if the items purchased are stocked items (i.e. in the store) or non-recurring items (items that need to be ordered). If the unit price of any single non-recurring item is less than or equal to $3,000.00, and the Contractor's price including freight increases the price to be more than 10% over the price from the Government's suggested source and/or Government estimate, the Contractor must obtain Government approval via Final Abstract prior to purchase.

- Stocked items (i.e. in the store) should be kept to the minimum items listed in the COCESS Minimum Stock List and should not include any additional items. Stocked items are not considered sold to the Government until the crafts personnel on the authorized user listing procures it over the counter at which time the contractor shall issue a store stock receipt through the use of the CEMAS.

- Non-recurring items are ordered via an Abstract (request for quote) generated by CEMAS (a Civil Engineering software program) through the Material Acquisition office. The Material Acquisition office submits said request to the contractor whereby the Contractor shall annotate the Abstracts with the unit cost of the item, extended cost, freight charge (if required for premium freight), and date of delivery.

- The Contractor shall acquire non-recurring items (CLIN X003) from GSA Federal Supply Schedule (FSS) / Defense Logistics Agency (DLA) contract holders, trade catalogs (Attachment 3) and/or a variety of commercial and industrial vendors (including small and local businesses) in accordance with PWS paragraph 1.4.5, Sources of Supply.

-- Trade Service. If the item is found in Trade Service Catalog and pricing is valid, the contractor annotates the price found in the Trade Service Catalog.

-- Trade Service Faulty Pricing. If the item is found in Trade Service Catalog and pricing is found to be invalid, the procedures in PWS paragraph 1.5.1.1.1 shall apply; the contractor annotates the Government-approved price (Government-approved price + freight = invoice price). The contractor invoices under CLIN X003AA or X003AB. The contractor will be instructed on which CLIN to invoice under by 66 ABG/CE.

-- If the item is from GSA/DLA, then the GSA/DLA price will be annotated (GSA/DLA price + freight (when not already included in price) = invoice price). If the GSA/DLA price is used, the contractor is required to obtain 3 quotes for any item over $3,000. The Contracting Officer must approve purchase above $3,000.00 prior to order placement by the Contractor. The contractor invoices under CLIN X003AA or CLIN X003AB. The contractor will be instructed on which CLIN to invoice under by 66 ABG/CE.

3. Stocked items invoiced under CLIN X002AA or X002AB will be supplied to the Government at the agreed upon prices as provided on the Bench Stock Items Bid Schedule and incorporated in the

ATTACHMENT 2 – ORDERING INSTRUCTIONS

23 October 2015

Attachment 2 Ordering Instructions Page 2 contract at the time of award. 66 ABG/CE will advise on which subCLIN to invoice under for payment.

4. Stocked items are not considered purchased until received by the crafts personnel/government. For non-recurring items, the items are not considered purchased until the items have been delivered and accepted by the Contractor and the contractor issues the material to the government. Once the government verifies the material is in good condition and is what the government ordered, the contractor submits a contractor sales receipt which the government signs accepting the material for payment.

Filename: Attachment 2 ‐ Final Ordering Instructions 8.14.15 AM.docx Directory: C:\Users\MacDonoughA\Documents Template:

C:\Users\MacDonoughA\AppData\Roaming\Microsoft\Templates\Norm al.dotm

Title:

Subject:

Author: TRAVIESO, JOHN M Capt USAF AFSPC 16 SPCS/A7KP Keywords:

Comments:

Creation Date: 11/4/2015 3:15:00 PM Change Number: 5 Last Saved On: 11/6/2015 10:36:00 AM Last Saved By: MacDonough, Amy Civ USAF AFMC AFLCMC/PKO Total Editing Time: 14 Minutes Last Printed On: 11/6/2015 10:37:00 AM As of Last Complete Printing Number of Pages: 2 Number of Words: 572 (approx.)

Number of Characters: 3,263 (approx.)