Ordering Procedures.docx
DOCX document 18 KB Posted
- Attached to
- Prepared Delivered Meals, Blackstone VA
- Solicitation number
- W912LQ26QA006
About this file
This document outlines the ordering procedures for a Blanket Purchase Agreement (BPA) for prepared delivered meals for the Virginia Army National Guard (VANG) located in Blackstone, VA. The BPA allows authorized users, including the Purchasing and Contracting Office and Base Contracting Office, to place call orders for meals (breakfast, lunch, dinner, holiday meals) with specific requirements: orders must be submitted 60 calendar days before delivery, include detailed specifications like item descriptions, quantities, unit prices, and delivery locations, and are subject to a five-year ordering period or a $350,000 ceiling, whichever comes first. Individual purchase orders are limited to $25,000, and orders over the micro-purchase threshold will be competitively evaluated based on price and meal quality criteria, with quality defined by nutrient-dense, minimally processed ingredients that provide nutritional value and taste satisfaction.
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Ordering Procedures
The following procedures will be used for issuing call orders in the agreement:
(a) The customer will submit each call order to the Acquisition Support Office (ASO) no later than 60 calendar days prior to the requested delivery date.
(b) Included in each call order request form:
1. Date submitted to ASO.
2. BPA number.
3. BPA title.
4. Purchase request number.
5. Ordered item description (breakfast, lunch, dinner, holiday meal).
6. Ordered item quantities.
7. Individual unit price for requested items.
8. Requested delivery dates for each meal
9. Requested delivery locations for each meal
(c) If necessary, additional instructions per call order will be included in the ordering form.
(d) Order forms will be signed by the customer, then reviewed and accepted by the contracting officer.
(e) The contractor will be sent an official call order from the ASO no later than 30 calendar days prior to the requested delivery date. The contractor shall provide the menu for each order no more than seven (7) calendar days after receipt. The contractor shall execute each call order in accordance with the order details and this SOW.
(f) Extent of obligation. The Government is obligated only to the extent of authorized purchases actually made under the BPA.
(g) 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.
(h) Authorized users: Virginia National Guard (VANG) organizations to include the Purchasing and Contracting (P&C) Office and the Base Contracting Office (BCO), and VANG appointed Ordering Officers (OO).
(i) The VANG P&C and BCO are the only offices authorized to purchase under this BPA. Officially appointed OOs by either office are authorized to purchase under this BPA. A copy of OO appointment letters will be provided to the contractor. 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.
(j) Orders valued under the micro-purchase threshold are not required to be competed.
(k) Orders valued over the micro-purchase threshold will be competed amongst all BPA holders. Evaluation of competed line items will be based on the following criteria:
(1). Price. Price shall be evaluated based on the vendor’s unit price cost for each required line item.
(2). Quality. Meals shall be evaluated for overall quality. Quality will be assessed by a meal that prioritizes nutrient-dense, minimally processed ingredients and provides satisfaction and nourishment through good taste, texture, and flavor. Quality will encompass multiple aspects, including food that is fresh, safe, and high in essential nutrients, as well as appealing appearance and a balanced composition of macronutrients.
(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) The contractor shall provide a monthly report to the Contracting Officer, which includes the cumulative amount of funds charged on all Government Purchase Cards (GPCs) by authorized OOs. A format of the contractor’s choosing is acceptable.
File details come from the government source that posted it. Updated .