Ordering Procedures.docx

Ordering Procedures

The following procedures will be used for issuing call orders in the agreement. The agreement holder will be notified in advance of an order as to whether a centralized or decentralized order will be submitted:

Ordering procedures through the Virginia Army National Guard (VA ARNG) Purchasing and Contracting (P&C) Office and the Base Contracting Office (BCO) - Centralized

(a) The requiring VA ARNG customer will submit each call order request to the VA ARNG P&C Office no later than 60 calendar days prior to the first requested delivery date.

(b) Included in each call order request form:

1. Date submitted to VA ARNG P&C.

2. BPA number and contractor business name.

3. BPA title.

4. Purchase request number.

5. Ordered meal description (breakfast, lunch, dinner, holiday meal). The specific menu selected for each meal will also be identified.

6. Ordered meal quantities.

7. Individual unit price for requested meals.

8. Sum of the unit price for requested meals.

9. Requested delivery date for each meal.

10. Requested delivery location for each meal.

11. Requested delivery time for each meal.

12. Contracting Officer’s Representative (COR) for the delivery of each meal.

(c) If necessary, additional instructions per call order will be included in the order request form.

(d) Order forms and COR nominations will be reviewed and accepted by the contracting officer prior to releasing an order.

(e) The contractor will be sent an official call order from the VA ARNG P&C Office no later than 30 calendar days prior to the requested delivery date. The contractor shall execute each call order in accordance with the order details and the agreement SOW.

(f) Upon the release of an order, the Contracting Officer (KO) will appoint a COR. The KO will provide the contractor with an official designation letter to confirm the COR’s appointment of duties relating to the order.

(g) Extent of obligation. The Government is obligated only to the extent of authorized purchases actually made under the BPA.

(h) Purchase limitation. Orders may be placed against the BPA for a period of five years after date of award or the ceiling of $350,000.00 is reached, whichever occurs first. The dollar limitation for each individual purchase under the BPA is $25,000.00.

(i) Authorized users: VA ARNG organizations to include the Purchasing and Contracting (P&C) Office and the Base Contracting Office (BCO.

(j) The VA ARNG P&C and BCO are the only offices authorized to purchase under this BPA.

(k) The issuance of the actual BPA Calls will be rotated among BPA holders, regardless of the call order dollar amount.

(l) The order is considered binding when the Government sends the order to the BPA holder and receipt is acknowledged. No contractor signature is required on the order; the BPA holder just needs to accept the call order in writing (email is acceptable) acknowledging it.

(m) Pricing arrangement. All BPAs shall have firm-fixed price line items. If necessary, the contractor shall submit requests for price adjustment in writing with an explanation for the change. The Contracting Officer will review the request and make a determination if the change is fair and reasonable within 10 days of receipt. If determined fair and reasonable, a modification to the BPA will be issued to incorporate the new price list. Prices are not effective until the modification is issued.

NOTE: The above-mentioned 10-day timeline for pricing modifications is in reference to each individual agreement’s annual review window. Pricing modification requests outside of this window shall not be considered by the Contracting Officer.

(n) Billing and payment. The contractor shall submit individual invoices for each delivery for payment through Wide Area Workflow in accordance with the instructions included per order in DFARS clause 252.232-7006. A consolidated payment will be made for each specified period.

Ordering procedures through appointed OO - Decentralized

(a) The VA ARNG P&C Office will provide a copy of all OO delegations to the BPA contractor and appointed individuals prior to any order being submitted. However, it is contractor’s responsibility to verify the order is being placed by an appointed OO as the Government is not obligated to pay for goods/services ordered without proper authority. All decentralized orders through appointed OO will be at or below the micro-purchase threshold (MPT).

(b) The requiring VA ARNG OO will submit each call order request to the appropriate contractor no later than 30 calendar days prior to the first requested delivery date. Call order request forms shall be submitted electronically by the OO to the appropriate contractor. The contractor shall confirm receipt of the request in a timely manner.

(c) Included in each call order request form:

(d) If necessary, additional instructions per call order will be included in the order request form.

(e) Extent of obligation. The Government is obligated only to the extent of authorized purchases actually made under the BPA.

(f) Purchase limitation. Orders may be placed against the BPA for a period of five years after date of award or the ceiling of $350,000.00 is reached, whichever occurs first. The dollar limitation for each individual purchase submitted by an OO using the decentralized ordering process under the BPA is $15,000.00, or the current MPT. Decentralized calls above the MPT shall be limited to personnel associated with the VA ARNGP&C Office.

(g) Authorized users: VA ARNG P&C Office appointed OO.

(h) The issuance of the actual BPA Calls will be rotated among BPA holders, regardless of the call order dollar amount. OO will confirm the selected contractor per order with the VA ARNG P&C Office prior to submitting the order request form to the contractor.

(i) The order is considered binding when the Government sends the order to the BPA holder and receipt is acknowledged. No contractor signature is required on the order request form; the BPA holder just needs to accept the call order in writing (email is acceptable) acknowledging it.

(j) Pricing arrangement. All BPAs shall have firm-fixed price line items. If necessary, the contractor shall submit requests for price adjustment in writing with an explanation for the change. The Contracting Officer will review the request and make a determination if the change is fair and reasonable within 10 days of receipt. If determined fair and reasonable, a modification to the BPA will be issued to incorporate the new price list. Prices are not effective until the modification is issued.

NOTE: The above-mentioned 10-day timeline for pricing modifications is in reference to each individual agreement’s annual review window. Pricing modification requests outside of this window shall not be considered by the Contracting Officer.

(k) Billing and Payment.

For orders placed by OO not in the VA ARNG P&C Office: A summary invoice shall be submitted to the Contracting Officer at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets. The format of the contractor’s choosing is acceptable. OO / VA ARNG P&C Office will use the Government Purchase Card (GPC) as the method of payment for individual orders.

For orders placed by OO in the VA ARNG P&C Office: The COR shall confirm completed order details with the contractor and then the VA ARNG P&C Office, both through e-mail. The e-mail(s) must show that both the contractor and COR agree to the completed order details. This may be accomplished by attaching receipt copies of delivery tickets signed by the COR or any other reasonable means accepted by the contractor, COR, and KO. The GPC will then be used as the method of payment. The KO will provide all BPA contractors with a copy of each GPC Ordering Officer’s appointment letter prior to an order.