26_DRAFT_Vance_BOS_PWS_Purchasing.pdf

DRAFT

VANCE AFB

PURCHASING

26-1-1

SECTION 26-1

26.1. PURCHASING

26.1.1. Description of Services: Develop, implement and execute an approved purchasing system using best commercial practices. Purchase and manage all supplies, services minor construction (excluding MILCON) and repair as determined by the Government, and necessary for performance of BOS activities. Government requirements will be presented to the Service Provider (SP) by the Administrative Contracting Officer (ACO). All Purchasing actions shall comply with the requirements of FAR 3.104 and DFARS 203.104. Provide administrative support of CONF contracting operations.

26.1.2. The SP shall:

26.1.2.1. Submit a purchasing system for ACO review and approval not later than 15 days after contract award. Maintain a Government-approved purchasing system for the life of the contract.

26.1.2.2. Obtain competition for all purchases to the maximum extent practicable and use existing Government-wide contracts or Federal Supply Schedules whenever practicable.

26.1.2.3. All specifications applicable to government requirements shall be approved by the ACO’s designated technical representative before incorporation into a purchase action.

Restrictive specifications, such as but not limited to Brand Name or Sole Source requirements, shall be approved by the ACO.

26.1.2.4. All SP purchasing actions shall comply with FAR SubParts 5.1 through 5.3 and DFARS SubParts 205.1 through 205.3 current on the date of the action. For purposes of this PWS, when FAR Part 5 and DFARS Part 205 refer to ‘Contracting Officer’ or to ‘agency’ those terms shall normally be construed to refer to the SP individual authorized to execute Purchasing subcontract actions; for “exceptions” under FAR SubPart 5.202 and DFARS SubPart 205.202 these terms shall be construed to refer to the ACO. Exceptions shall be approved by the ACO.

26.1.2.5. The SP shall ensure urgent purchases (other than construction) are made within 5 business days, for routine purchases not advertised through the Government Point of Entry (GPE) within 30 calendar days, and for routine purchases that are advertised through the GPE, within 60 calendar days. Any exceptions to this requirement must be approved by the ACO.

When a purchase will not be completed prior to the end of fiscal year in which it was authorized, the SP shall diligently prosecute the work to complete the purchase so as to avoid any unnecessary delays.

26.1.2.6. Administer subcontracts. All modifications that relate to time extensions, price changes, cancellations, or terminations of purchase actions in support of local requisitions

PURCHASING

26-1-2 shall be submitted to the ACO for consent. The ACO may establish approval thresholds within which consent is not required.

26.1.2.7. Small Business Subcontracting. The SP will collect and maintain metrics on the utilization of small business concerns to enable verification compliance with General Provision FAR 52.219-8 cited within Section I of the contract.

26.1.2.8. Provide safe and effective management of Purchasing. The SP shall work closely with all functional areas and the ACO to ensure customers receive the services/materials required that offers the best value to the customer and the Air Force. For purchasing actions, ‘Best Value’ will normally be lowest price, unless non-price factors and associated tradeoff guidance are directed by the ACO. Technical evaluations of Best Value shall be approved by the Contracting Officer’s technical representative. The SP will assist the government customer in its conduct of Market Research when requested by the ACO.

26.1.2.9. All claims received by the SP from their subcontractors shall be coordinated with the ACO prior to settlement and submission to the government for reimbursement.

26.1.2.10 Additional Procedural Requirements for Minor Construction, Repair and A&E Services

26.1.2.10.1. SP Purchasing actions for Minor Construction, Repair and A&E requirements shall follow FAR Part 36 and DFARS Part 236.

26.1.2.10.2. Any modification to a construction contract, due to design error, shall be fully explained to and approved by the ACO prior to requesting funding. SP responsibility for design shall be covered under FAR clause 52.236-23, Responsibility of the Architect- Engineer Contractor.

26.1.2.11. The government will reimburse purchasing subcontract actions (CLIN XX54 or as otherwise designated) on a dollar for dollar basis excluding fee, G & A, overhead or profit.

26.1.2.12. Reserved.

26.1.2.13. Provide administrative support of base contracting operations to include clerical support, document preparation, coordination, distribution and filing. Provide data entry as necessary to support government automated information systems including but not limited to Standard Procurement System (SPS), Procurement Desktop Defense (PD2) or successor systems. Prepare and administer all documentation and applicable forms for a government contracting officer’s signature for requirements that cannot be obtained either by issuing SP’s purchasing subcontract or when directed by the ACO. Such documents would include simple purchase orders, task/delivery orders and memoranda of agreement or understanding. When preparing such documents the SP will comply with all acquisition regulations/instructions directed by the ACO. Distribution, filing, follow-up and tracking of these documents will be the responsibility of the SP.

PURCHASING

26-1-3

26.1.2.14..RESERVED

26.1.2.15. Consent actions and Certification: Whenever this PWS refers to ‘consent’ the procedural requirements of General Provision FAR 52.244-2 apply. The threshold for consent to Purchasing actions, where not already specified, shall be the Simplified Acquisition Procedures threshold set forth in FAR 2.101 current at the time of the action. By submission of a request for consent, the SP certifies compliance with all FAR 52.203-series and DFARS 252.203-series general provisions set forth in Section I of the contract as well as this PWS.

PURCHASING

26-2-1

SECTION 26-2

26.2. SERVICE SUMMARY

Performance Objective PWS Reference Performance Thresholds

1. Develop, implement and execute an approved purchasing system using best commercial practices. Purchase and manage all supplies, services and construction (excluding MILCON) as determined by the Government, and necessary for performance of BOS activities

Para 26.1.1. No more than one major nonconformance per month and no more than 4* Minor non-conformances per month

a. Minor non-conformances are errors, inadequacies or omissions in documentation that are a matter of form and not of substance, or are immaterial when the defect is contrasted with the total cost or scope of the acquisition, and do not represent a trend in failure to comply with a procedural element of the purchasing system

b. Major non-conformances include, but are not limited to:

- Purchasing supplies or services that do not match the technically approved specification

- Trend in failure to comply with a procedural element of the purchasing system

- Failure to exercise prudent administration of non-target Purchasing actions so as to endanger subcontract performance

- Failure to maintain approved purchasing system

*Trend is defined as multiple instances within a single month or within consecutive months

PURCHASING

26-2-2

2. Ensure urgent purchases (other than construction) are made within 5 business days, for routine purchases not advertised through the Government Point of Entry (GPE) within 30 calendar days, and for routine purchases that are advertised through the GPE, within 60 calendar days

Para 26.1.2.5. No more than one major nonconformance per month and no more than 4* Minor non-conformances per month

a. Minor non-conformance is a single instance of failure to meet the purchasing lead time standard for a defined category

b. Major non-conformance is a trend of failure to meet the purchasing lead time standard for a defined category

*Trend is defined as multiple instances within a single month or within consecutive months

PURCHASING

26-3-1

SECTION 26-3

26.3. GENERAL INFORMATION

None.

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26A-1

APPENDIX 26A

26A.1. PUBLICATIONS

26.1.1. See paragraph 2.1.11.1 for general information on Government publications.

26.1.2. See below:

Number Date Title Applicable Para.

Federal Acquisition Regulation (FAR)

FAR Section 2.101, FAR Section 3.104, FAR Part 5, FAR SubPart 11.5 FAR Part 36

Defense FAR Supp

(DFARS)

DFARS Part 236 DFARS Paragraph 211.503(b) DFARS Section 203.104 DFARS Part 205

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26B-1

APPENDIX 26B

26B.1. WORKLOAD ESTIMATES

26B.1.1. HOURS OF OPERATION: The Procurement hours of operation will normally be the same as the business hours established for Vance AFB.

26B.1.2. Average Transactions, dollar values and number of line items per Fiscal Year (FY) based on an average of FY10, FY11, FY12, and FY13 (4 years).

26B.1.2.1. Supplies/Equipment/Services contracts number 6.3K transactions, $15.25M+ dollar value, with 22.7K+ line items in a given year.

26B.1.2.2. Construction contracts number 13 transactions, $8.3M+ dollar value with 101 line items in a given year.

26B.1.2.3. Intra-governmental contracts number 6 transactions, $3.2K+ dollar value with 6 line items in a given year.

26B.1.2.4. RESERVED

26B.1.2.5. RESERVED

26B.1.2.6. Non Profit contracts number 50 transactions, $55.3K dollar value with 156 line items in a given year.

26B.1.2.7. Utility contract invoices to be paid monthly by the service provider with reimbursement dollar for dollar. Annual total invoices for all utilities are $1.081M+ dollar value with 72 transactions and 72 line items in a given year.

26B.1.2.8. Grand totals for workload estimates are 7.9K+ transactions, $21.9M+ dollar value with 23.9K+ line items in a given year.

26B.1.3. The Air Force estimate of total dollar value per fiscal year, excluding NAF, is $15M per year for FY08 - FY13.

26B.2. SERVICES

CONTRACT NO. VENDOR TYPE SERVICE

28022 B&B Sanitation Rolloff Service

28023 Simplex Grinnell Fire Extinguisher Maint.

28071 Select Force, Inc. Criminal History Checks

28083 Integris Bass Occupational Drug Screens, Physicals, & Alcohol Tests

PURCHASING

26B-2

28096 Sysco Food Items for CDC & SAP

31310 Simplex Grinnell Hood System Inspections

34272 Copiers Plus Copier Maint.

35400 Davis Sanitation Trash Pickup Kegelman

35402 Honeywell International Environmental Climate Control

35403 ThyssenKrupp Elevator Main.

40482 Amanda DeHart Information & Referral Specialist

41204 Steris Service, Labor, Inspections of Sterilizer in Clinic

41206 Superior Linen Laundry & Linen Cleaning

41211 Superior Linen Laundry & Linen Cleaning

41214 Safety Kleen LGT Rental & Service Vats

41215 Safety Kleen Auto Skills Center Rental & Service Vats

41217 Safety Kleen PAE/CE Rental & Service Vats

41226 Hotsy of Oklahoma Maint. Hotsy Pressure Washers

41227 George Pankonin CCAF Counselor

41231 KanOkla Telephone Telephone/Internet Kegelman

41232 Kansas Turnpike Authority K-Tag Turnpike Pass

41233 Oklahoma Turnpike Authority PikePass Turnpike Pass

41234 Gary Markel Safety Services Drivers Background Checks

41237 Beckman Coulter Maint. & Testing for ACT5Diff

41244 Lisa Zaloudek Protestant Music Director

41248 Lori Forman Chapel Religious Coordinator

41262 Nancy Dillard Protestant Music Accompanist

41297 VASO-Bryan Skaggs Officials, Scorekeepers, & Timers at Sporting Events

41298 Siemens Health Diagnostic XpandH Plus FPT Lease & Maint.

41300 Oklahoma Office Systems HP color Laser Jet Printer Lease & Maint.

41305 Safety Kleen PAE/MA Rental & Service Vats

41308 Suddenlink Internet Youth Program

PURCHASING

26B-3

41321 OCE North America Large Scanner/Printer Lease & Maint.

41323 J & P Supply Mop Head Cleaning

41339 Suddenlink Base wide CATV Service

41339 Suddenlink 71 MDG CATV Service

41339 Suddenlink NAF CATV Service

41339 Suddenlink PAE/CE CATV Service

41339 Suddenlink PAE/MA CATV Service

41339 Suddenlink PD/LG CATV Service

41341 Suddenlink Fire Dept. CATV Service

41342 Stericycle Clinic Waste Pickup

41350 Page Plus, Inc. Rent, Service & Maint. Of Pagers

41351 Oklahoma Office Systems Youth Center Copier Rental

41364 Pioneer Telephone Basic Wireless Cellular Service

41501 Suddenlink EMCS Internet Service

41513 Bryan Skaggs Aerobics Instructor Coordinator

41580 Suddenlink Internet Service Library

41585 A+ Answering Service Live Call Answering Service 24/7

41843 Jennifer Waide Education Test Administrator

42693 Chelsea Farr Chapel Religious Coordinator

43219 Landauer Inc. Gardray Film Badge Service

FA3002-08-C-0007-D City of Enid Water, Sewage & Landfill Svs.

CSC001 Jet Water Authority Water Services Kegelman

CC-77-3-8-115 Alfalfa Electric Cooperative Electric Power & Transmission Service Kegelman

DE-PM75-975W00362 Oklahoma Gas & Electric Electric Power & Transmission Service Vance

SP0600-10-D-7509 Oklahoma Natural Gas Transport Natural Gas over ONG Pipeline to Vance (Oct-Mar 2013)

SP0600-10-D-7509 Shell Energy North America Natural Gas Service to Vance (Oct-Mar 2013)

SP0600-13-F-7506 Oklahoma Natural Gas Transport Natural Gas over ONG Pipeline to Vance (Apr-Sep 2013)

PURCHASING

26B-4

SP0600-13-F-7506 Centerpoint Energy Services Natural Gas Service to Vance (Apr-Sep 2013)

Note: Above listed contracts have been negotiated and expire at different times. The service provider shall assume all terms and conditions of these contracts until established expiration dates.

PURCHASING

26C-1

APPENDIX 26C

26C.1. MAPS AND WORK AREA LAYOUT

Purchasing

PURCHASING

26C-2

Purchasing

PURCHASING

26D-1

APPENDIX 26D

26D.1. REQUIRED REPORTS

Report Title Description/Form Submit To: Date Due Procurement Status Table Format 71 CONF/LGC Monthly Construction Status Table Format 71 CONF/LGC Monthly

PURCHASING

26E-1

APPENDIX 26E

26E.1. COLLATERAL TASKS (DUTIES)

DUTY DIRECTIVE

Automated Data Processing Equipment Custodian (Prim & Alt)

AFI 33-112

See PWS Section 2 (Applicable All Services) Appendix E

PURCHASING

26F-1

APPENDIX 26F

26F.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – SUPPLIES,

MATERIALS, AND LEASED EQUIPMENT

PURCHASING

26FA-1

APPENDIX 26FA

26FA.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – FACILITIES

BUILDING

NUMBER STREET ADDRESS FUNCTION

TOTAL

SQUARE

FT.

200 400 Young Road Purchasing 1711 288 140 Channel St Purchasing CE Office 70

PURCHASING

26FB-1

APPENDIX 26FB

26FB.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – EAID

See GFE Appendix Attachment

PURCHASING

26FC-1

APPENDIX 26FC

26FC.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – NON-EAID

PURCHASING

26 FD-1

APPENDIX 26FD

26FD.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES (TOOLS)

PURCHASING

26FE-1

APPENDIX 26FE

26FE.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – ITE

PURCHASING

26FF-1

APPENDIX 26FF

26FF.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – VEHICLES

PURCHASING

26FG-1

APPENDIX 26FG

26FG.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – TRAINING

PURCHASING

26G-1

APPENDIX 26G

26G.1. DEFINITIONS AND ACRONYMS

ABSS – Automated Business Services System ACO - Administrative Contracting Officer AF - Air Force AF Form - Air Force Form AFI - Air Force Instruction AFJI - Air Force Joint Instruction CC - Commander DD Form - Department of Defense Form DoD - Department of Defense FOUO - For Official Use Only GFP – Government Furnished Property HQ - Headquarters IAW - In Accordance With MAJCOM - Major Command MSG – Mission Support Group OBO - Official Business Only OG - Operations Group OPR - Office of Primary Responsibility SPS – Standard Procurement System

PURCHASING

26H-1

APPENDIX 26H

26H.1. OPERATIONS PLANS AND SUPPORT AGREEMENTS

26H.1.1. OPLANS (Tasked Agency)

TITLE SOURCE DOCUMENT

Vance War Mobilization Plan (WMP) AETC WMP-IV VAFB Plan 10-401, Plans Management Program AFI 10-401 VAFB Plan 10-404, Base Support Plan AETCI 10-404 VAFB Plan 31-209, Installation Security AFI 31-209 VAFB Plan 32-1, Disaster Preparedness Operations AFI 32-4001 VAFB Plan 91-1, Mishap Response AFI 91-1 VAFB Plan 91-2, Bird Aircraft Strike Hazard AFI 91-202 VAFB Plan 502, Anti-Hijacking and Prevention of Unauthorized Aircraft Movement

AFI 13-207

VAFB Plan 506, Search and Rescue (SAR) AFI 13-213 / AFI 13-202

PURCHASING

26I-1

APPENDIX 26I

26I.1. SPECIAL TRAINING, CERTIFICATION, OR LICENSING REQUIREMENTS