Attachment 2 - Ordering Guide - 31 Aug 2021.docx

FA800321Q0010

ATTACHMENT 2 – Ordering Guide

DEPARTMENT OF DEFENSE

CONUS WORKING DOG

Blanket Purchase Agreement Ordering Guide CONUS 3 August 2021

This Ordering Guide has been developed by the 771 ESS team to assist Working Dog contracting personnel and authorized ordering personnel to purchase dogs from a list of Blanket Purchase Agreement (BPA) holders. This ordering guide contains essential information about the BPA, identifies the authorized users of the BPA, and contains instructions for users to place an order. The contracting officer shall be responsible for updating the information contained within the ordering guide.

I. GENERAL INFORMATION

Below are the active BPA Holders’ Information

Date

II. ORDERING OFFICER RESPONSIBILITIES

This BPA is decentralized and is open for ordering by a 771 ESS Contracting Officer(s) and any of the individuals authorized to place orders under this Agreement on behalf of the government and the 341 TRS.

Below is the list of the active BPA Authorized Callers:

It is the responsibility of the Ordering Officer to:

· Comply with the ordering procedures and all the terms and conditions of the BPA

· Obtain the required authorization to acquire the WDs

· Obtain competition to the maximum extent practicable

· Provide fair opportunity to all BPA holders

· Ensure compliance with all fiscal laws prior to issuing an order under the BPA

· Incorporate into the order any regulatory and statutory requirements that are applicable to the agency for which the order is placed, if pertinent requirements are not already included in the BPA; and

· Compete MWD requirements for differing canine categories under separate RFQs in order to promote competition between BPA holders.

II. ORDERING PROCEDURES

STEP 1 – RFQ: When a requirement is identified and fund authorizations are obtained, the ordering officer shall issue a Request for Quotes (RFQ) to all the BPA Holders (see template).

At a minimum, each RFQ sent to BPA Holders shall include:

1. Solicitation Date

2. Response Due Date

3. Estimated Award/Purchase Date

4. Description of Requirements and/or corresponding SOW attachments to include minimum number/category of dogs

5. Evaluation Procedures and Site Information including dates of evaluation

6. Blank price sheet

7. Payment preference (WAWF or GPC)

STEP 2 – Receipt of Quotes: Upon receipt of quotes, the ordering officer will:

1. Evaluate quotes for completeness (contractor name, meets the minimum number of dogs required, price quotes for each level of dogs specified in the order RFQ, and the total number of dogs that the contractor plans to present/deliver).

2. Rank the contractors based on price, lowest to highest.

3. Schedule selection date for the selected vendor(s).

NOTE: The government reserves the right to schedule more than one BPA Holder for one RFQ. However, the ordering officer is responsible to ensure that lowest priced contractor will have the first opportunity to present their dogs.

STEP 3 - Selection Date (Evaluation of Dogs): The ordering officer will be responsible for:

1. Coordinating the WD candidate selection dates and times with the contractor and the evaluators in accordance with the SOW.

2. Notifying the BPA holders regarding any specific instructions at least 5 business days prior to the selection date.

3. Notifying the contractor to pick-up the dogs that were not selected.

4. Providing oral feedback for dogs that were not selected for purchase.

NOTE: In the event that a higher level dog is brought and that dog does not meet the performance criteria for that category, but does fulfill a need for a lower category, the ordering official may negotiate with the vendor to determine a price. Any agreed upon price must not exceed the pricing for the dog’s purchased category on the vendor’s BPA.

STEP 4 – BPA Call: After the selection, the ordering officer will issue the BPA Call/s (see template) to the successful offeror/s. Additionally, the ordering officer will review and approve the invoice and/or ensure receipt of payments as necessary (GPC or WAWF).

NOTE: The government reserves the right to issue more than one BPA Call for one RFQ. The ordering officer may award as many calls necessary to fill the requirement as long as the orders are issued based on the contractor’s rankings. Should the situation arise, the government reserves the right to purchase more dogs than the quantity listed in the order at the vendor’s quoted price.

STEP 5 - Administration: The ordering officer will submit all BPA Calls (spreadsheet, BPA Calls, feedback, etc.) to 771 ESS when distributed to the vendor. The contracting officer will use this document during the semi/annual BPA review.