21R0006 Amendment 3.docx

N6893621R0006

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION H - SPECIAL CONTRACT REQUIREMENTS

The following have been modified:

ORDERING PROCEDURES

1. Ordering Officer

The Ordering Officer (OO) is responsible for complying with the following process:

0. Competition of Delivery Orders:

The Government intends to allow all contract holders a fair opportunity to compete for orders under this requirement. Orders estimated at greater than $10,000.00 will be competed among contract holders. All orders, regardless of the cost, will be paid locally by N64141 through WAWF. For purposes of this requirement, an order is defined as the total estimated value of an entire order, and not individual line items or single unit price. Orders with an estimated value of less than $10,000 may be rotated amongst the contractors; however, they may also be competed at the discretion of the OO.

A brand-name item, even if available on more than one contract, is an item peculiar to one manufacturer. Brand-name specifications shall not be used unless the particular brand-name, product, or feature is essential to the Government’s requirements and market research indicates other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s needs. Procuring items peculiar to one manufacturer or brand name requires a justification approved by the Procurement Contracting Officer (PCO) prior to requesting a quote.

0. Request for Quotation (RFQ):

Whenever the Government has a requirement under a MAC, the OO designated in the contracts will issue a request for quotation via electronic mail to all contract holders. This request will include:

1. RFQ # and or PLAN#

1. Item(s) description

1. Quantity

1. Delivery date

1. Delivery point

1. Specifications or other documents, if necessary

1. Certifications, if necessary

1. Quotation submission deadline (date and time)

1. Evaluation and award procedures

Evaluation procedures will be tailored to each acquisition and will typically be issued either based on price alone or with consideration of price and other factors (tradeoff) as shown below.

8. Low Price Technically Acceptable, the Government may issue an order resulting from the RFQ to the lowest price offeror with satisfactory past performance whose offer conforms to the RFQ.

8. Tradeoff, the Government may issue an order resulting from the RFQ to the offeror whose offer conforming to the RFQ will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

a. Technical (proposing to supply the requested materials and any required certifications).

b. Delivery Date

c. Past Performance

d. Price

0. Contractor’s Quotation/Offer:

When responding to the request, the contractor’s quotation shall include, as a minimum:

0. Unit price

0. Total order price, including shipping

0. Proposed delivery date

0. Origin of proposed materials

0. Other information as delineated in each Delivery Order RFQ

0. If subcontracting is contemplated, the quote shall include:

0. Name, address of subcontractor

0. Business size (Reference FAR 19.102). If subcontractor is a small business, include any additional small business subcategories, which the subcontractor represents

0. NAICS Code for work or items provided by subcontractor

0. Price

0. Percent of work to be performed by the subcontractor

0. Clarifications:

Offerors may request the OO to provide clarification of technical and delivery requirements; however, questions and answers may be shared with all prospective contractors. Proprietary information will be protected, providing the offeror clearly identifies which data are proprietary and the Government agrees with the determination.

0. Late Submissions, Modification, Revisions, and Withdrawal of Offers:

Quotes received after the deadline as specified in the RFQ are “late” and will not be considered unless it is the only offer received. Offerors may request that the OO extend the deadline. If an extension is granted, all contractors who received the RFQ will be notified of the extension. Modifications and revisions must be received prior to the deadline date in order to be considered; however, modifications of an otherwise successful quote that make its terms more favorable to the Government will be considered at any time it is received and may be accepted. Revised offers may be withdrawn by written notice (email is acceptable) at any time before the exact time set for receipt of offers.

0. No Bid/Non Interest:

The OO shall document each no-bid as part of the overall documentation of the order. Frequent no-bid, no-interest, or non-responsiveness by any contract holder must be reported to the PCO.

0. Evaluation:

The OO will conduct evaluation of quotations in accordance with the procedures contained in the RFQ, Low Price Technically Acceptable (LPTA) or Trade Off and determine the lowest quote or best value.

For LPTA, the OO must complete the Evaluation and Award Memorandum prior to award of the delivery order.

For Tradeoff, the OO will write the basis of the award decision and the tradeoff analysis if award is recommended to other than the low offeror. The tradeoff determination will be forwarded to the PCO for review and approval decision.

RFQs for orders estimated above the simplified acquisition threshold that only receive one offer must be re-solicited for a period of 30 days. If after 30 days there is still only one offer then a price analysis must be completed and submitted with the packet as required.

0. Award:

1. Placing orders less than $10,000.00:

Orders valued at less than the $10,000.00 may be exempted from competition and awarded to any contract holders at the discretion of the OO. The OO should rotate actions under $10,000.00 among all contract holders. However, the Government reserves the right to request a quotation from any or all contract holders.

2. Placing orders greater than $10,000.00 and up to $50,000.00:

Upon completion of evaluation of quotes, following the evaluation procedures listed above, the OO must:

For LPTA, once the OO has completed the evaluation and selected the awardee, the OO must complete the Evaluation and Award Memorandum, and commit and obligate funds for the order. The OO will Document the transaction in the contract tracking sheet, and notify the vendor of the order by email.

For Tradeoff evaluation, the OO shall complete the Evaluation and Award Memorandum and recommend an awardee. The OO will write the basis of the award decision and the tradeoff analysis if award is recommended to other than the low offeror. The tradeoff determination will be forwarded to the PCO who will approve the decision. The OO will commit and obligate funds for the order. The OO will Document the transaction in the contract tracking sheet, and notify the vendor of the order by email.

For orders issued by the OO, the OO shall number with the contract number and the order number sequentially assigned. Example: N6893619D0001-0001. When there is a change against an order the OO shall number the modification order as 01, 02, 03, etc. For example, N6893619D0001-0001-01. Modifications that take the order above $50,000 shall be submitted to the PCO for processing.

3. Placing orders exceeding $50,000.00:

Orders that are estimated to exceed $50,000.00 will be competed using the procedures described herein; however, the complete packet will be submitted to the Contract Specialist (CS). The ensuing orders will be issued on a SF 1449 by the PCO.

Orders issued by the PCO will be tracked using the system assigned Delivery Order Number, and when needed, modifications number. For example, order N6893619F0001 and modifications N6893619F0001P00001.

0. Tracking Orders:

The OO shall record each order on an excel spreadsheet. The spreadsheet will be located on the 4.0 S: Drive and be accessible by the 2.0 CSs. The Approving Official will provide reconciled purchase amount and date of reconciliation on a monthly basis. At a minimum, the record shall contain:

1. Plan Number

1. ERP Purchase Order Number

1. Delivery Order number

1. Item(s) description

1. Quantity

1. Award Date

1. Required Delivery date

1. Actual Delivery date

1. Delivery point

1. Total price of order

1. Method of evaluation (LPTA or Trade off)

1. Number of Quotes Received

1. Amount Reconciled

1. Date Reconcile

1. Contract Action Record Status

0. Deliveries:

Delivery times are considered critical. On-time and late deliveries will be tracked for all contractors. The OO will notify the PCO of any contractor who is consistently late in making deliveries. This may result in the PCO making a determination on a case-by-case basis that the contractor is excluded from competition on future orders. The contractor shall be responsible for delivery of all items as delineated in each delivery order.

0. Late Delivery Notifications

When contractual delivery dates are not met, the OO, or CS for order above $50,000, will issue a contractor notification in the form of a Vendor Non-Conformance Report via e-mail. Each notification will contain the following: Plan Number, Purchase Order Number, Delivery Order Number, Notice Date, and Certification Number (if applicable). For delinquent Orders in the amount of $10,000 or more, the notice will also include an option to propose consideration.

0. Consideration for Late Deliveries

Whether or not the vendor chooses to request consideration, the Government shall be notified if deliveries will not occur as defined contractually.

Contractors have the right to decline payment of consideration and leave the delivery date/record "as is"; however, Past Performance records will be impacted. CPARS (Contractor Performance Assessment Reporting System) reporting shall be updated periodically to reflect timeliness of vendor deliveries.

The threshold for consideration shall be a minimum Order value of $10,000. Consideration must be requested by the contractor. Its use can be suggested by the Government, but the amount&/or method of consideration offered must be submitted by the contractor.

Collecting consideration for late delivery will result in a modification to the Order. The scheduled delivery date will be changed to reflect the actual delivery date and Past Performance will NOT be impacted negatively.

Consideration proposed by the contractor shall be of value to the Government and can be negotiated. Suggestions include free/expedited shipping, product discount, additional product, invoice reduction, etc.

0. Payment of Orders

Upon acceptance of delivery, the orders will be paid locally by N64141 through WAWF

0. Contractual Matters:

The OO has no authority to modify or make any changes to the basic contract terms and conditions. All contractual matters shall be referred to the CS and the PCO.

0. Modifications to procedures:

These procedures may only be modified by the PCO.

1. Approving Official

An individual shall not function as an Approving Official on actions that he or she functioned as an OO.

The Approving Officials for the Energetics contracts are Amber Richards and Kathy Hill.

1. Contract Specialist (CS)

The CS shall oversee the tracking of all orders processed by the OO using an excel spreadsheet.

The CS shall generate the Contract Action Report (CAR) for each order processed including those issued by the OO that meet the reporting requirement.

The CS shall conduct audit of OOs’ files twice a year.

The CS shall review all procurement packets for orders exceeding $50,000.00 and process the resultant Orders.

The CS reviews all modification which raises the order value above $50,000.00 for contractual compliance. The rationale for modifications is documented in a memo to the file by the CS explaining the updates/changes.

The CS distributes Orders and modification issued by the PCO to the respective contractor and Government Personnel as follows:

1. Procuring Contracting Officer (PCO)

The PCO is responsible for the overall administration of the contracts, for pre-award approval of all orders using tradeoff and logical follow-on procedures, and approval of the brand name justifications.

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