ID07180034_Attachment_6_CTP_Form_and_Instructions.pdf

Consent to Purchase (CTP) Form Contract #:________________

Directions for use of this form: This form shall be used to request travel and any other direct costs that are within the scope of the associated contract and not included in original award which may be deemed necessary at a later date. All materials procured on behalf of the Government whereby the Government takes title at the time the items are paid for, shall be the property of the Government and shall be managed in accordance with FAR 52.245-1. All materials procured shall be used for official Government related business only, which is directly associated with the performance of this contract. Other Direct Costs (or ODCs) are items that are an integral part of the performance of the requirement, and are within the scope of the overall requirement, but are not specifically list and pre-priced on the contract vehicle. The contractor may insert and copy lines as needed in the spreadsheet. No sole source or brand name only items shall be procured unless required and properly documented by the Government CO in writing.

Required Documentation: All supporting documentation shall be submitted with this CTP request to include, as required, the following:

• Price analysis showing the price is fair and reasonable.

• Justification for Limiting Competition (if applicable, should be used sparingly) Failure to provide the proper documentation and follow the proper purchasing processes in accordance with the approved purchasing system, or a system otherwise approved in this contract, shall result in no reimbursement to the contractor. This form, and the approvals received via email or hard copy, shall be submitted with the invoices to substantiate the reimbursable costs.

Procurement Tracking

(CTP) #:

Date of Request: CLIN #: Need Date:

Type of Procurement: ____ Travel ___ ODC Materials ___ODC Labor/Services

Description of the Procurement: [Insert specific description of this purchase here]

PROCUREMENT

TYPE:

___Open Market Procurement

___Competitive ___Not Applicable ___Brand Name (justification required) ___Sole Source (justification required)

ATTACHMENTS

_x_ Price Analysis ___Brand Name Justification ___Sole Source Justification ___Other (Describe):

ITEM

# ITEM/SERVICE DESCRIPTION SELECTED SOURCE QTY UNIT OF ISSUE UNIT PRICE

REQUESTED

REIMBURSEMENT

PRICE

3 $ 4 $ 5 $

Subtotal of All Request Costs for Direct Reimbursement to the Contractor $0 Materials and Handling Costs (%) (If Negotiated in the Contract) 0

Total Costs Reimbursable Request:

APPROVAL ROUTING CHAIN: (Send this form via email to all of the following, per the PWS requirements.)

• • Brand Name or Sole Source (regardless of value): Brand Name/Sole Source justification required along with this form with COR, GSA PM & CO signature

This CTP is: _____ Approved for Purchase _____Not Approved for Purchase

CONTRACTING OFFICER REPRESENTATIVE

(COR) CONCURRENCE TO PROCUREMENT: COR Signature

GSA APROJECT MANAGER (APM)

COORDINATION: PM Signature

CONTRACTING OFFICER (CO) APPROVAL

AND OBLIGATION OF FUNDING TO

PROCUREMENT: CO Signature

CONSENT TO PURCHASE (CTP) PROCEDURES

In order for a contractor to Travel or make purchases of incidental material/equipment/supplies within the scope of the contract, which are not part of the original award, they must first obtain approval to purchase on Consent to Purchase (CTP) form. The prime contractor (awardee) is responsible for submitting the CTP form.

Consent to Purchase (CTP) Form

The CTP form will help to maintain a record of requests for Travel and items to be purchased within the scope of the contract and COR/PM/CO approvals. Approvals should be completed as indicated in the PWS. The CTP process will assist in ensuring that Travel, Materials, Equipment Supplies and Permits do not exceed the funded amount or ceiling. The CTP process will offer a tracking of materials, equipment and supplies and it can also be customized for unique project requirements.

This form shall be used to request travel, materials purchases, and other direct costs that are within the scope of the associated contract. All materials procured on behalf of the Government whereby the Government takes title at the time the items are paid for, shall be the property of the Government and shall be managed in accordance with FAR 52.245-1, Alternate I. All materials procured shall be used for official Government related business only, which is directly associated with the performance of this contract. The CTP form is not required for items that have already been approved at time of award on a Pre-priced list. Vendors are allowed to refresh this list yearly when options are awarded.

If more room is needed on the form, the contractor may insert lines as needed on the form or include an attachment with the CTP form.

No sole source or brand name only items shall be procured unless all applicable supporting documentation has been submitted and approved by the COR, PM and CO in writing.

The below chart describes applicable guideline to Materials/Equipment and Supplies procured under this contract:

Material, Equipment and Supplies Guidelines

Dollar Threshold of Materials/Equipment and Supplies

Applicable Guideline

Up to the Micro-purchase Threshold $3,500

● Competition not required but price still must be determined fair and reasonable

Vendor to submit CTP backup documentation documenting source selected and basis for determining price fair and reasonable

*Between $3,501- $15,000

● Obtain competition - Solicit three sources (3 quotes)

● Demonstrate attempt to solicit small business

● Buy American Act applies (if open market)

Vendor to submit CTP backup documentation documenting competition, consideration of small business and Buy American, and basis for determining price fair and reasonable

Over $15,000 Approved in advanced by the GSA CO with proper documentation and justification

*If item is considered “sole source”, i.e., only one source available, then vendors must submit a Justification for Other Than Full and Open Competition” in accordance with FAR 6.3 regulations.

The above thresholds pertain to the total value of the CTP, and not on a per item basis. Where three quotes are required, documentation must be provided that actually demonstrates that quotes were received by providing quotations.

If any discounts are received on material, equipment and supplies, the vendor must extend the discounts to the government and document this on the CTP.

Travel Travel related CTPs shall be submitted separately. Reimbursement for travel related expenses shall follow the Federal Travel Regulations. All receipts, such as air fare, hotel, etc., must be submitted with the invoice.

Supporting Documentation

All supporting documentation shall be submitted with the CTP request, prior to purchase. The documentation required to support the CTP is found in the Performance Work statement or PWS.

Failure to provide the proper documentation and follow the proper purchasing processes shall result in no reimbursement to the contractor. Vendors shall submit CTP support documentation as applicable (see tables above) to demonstrate competition, show consideration of small business and Buy American Act, and as a basis for determining price fair and reasonable.

The approved CTP and all supporting documentation that was provided when the CTP was approved must be submitted with the invoice to substantiate costs. If you're approved CTP is submitted in multiple invoices, the approved CTP and all supporting documentation must be submitted again with each invoice.

NOTE: Standard supplies, tools, materials and equipment, typically required and customarily used in conjunction to a vendor providing environmental services, shall be the responsibility of the awarded vendor.

Items or supplies that are needed for a company’s day-to-day operations as an environmental services provider are not considered appropriate ODC’s and will be disallowed under the CTP process. These standard items are considered to be a cost-of-doing business and will not be allowed as Other Direct Costs or ODC’s. Other Direct Cost items that are immediately associated with the actual environmental services being provided under this contract.