MAAC Attachment 0003 - Post-Award Ordering Process.pdf

MAAC Post-Award Ordering

Process

August 30, 2024 MAAC Attachment 0003 – Post-Award Ordering

Future Orders

To encourage efficiency in the order process, the Government may release future Order RFPs. Future

Order RFPs will include Government’s order requirements up to five (5) years for multiple orders and may coincide with forecasts provided to all MAAC Prime Contractors. Once an order awardee is selected, the Government may not issue orders immediately, and may delay the order until accounting information is received. Information that may be included in the future Order RFP(s) can be the following:

a. A notice of the intent to make a purchase.

b. A clear description of the supplies/services to be delivered including quantity for supplies or services to be performed per order. The actual quantity purchased per order may be increased or decreased by a percentage (+/-%) to allow for quantity adjustments, as with the range as outlined in the future Order RFP.

c. An explanation of the Best Value determination for the future individual order(s) could be based on Trade-off procedures or Lowest Price Technically Acceptable procedures.

d. The anticipated order window.

MAAC Prime Contractor(s) will be notified soon after the selection if it will receive a future order. Once the MAAC Prime Contractor is selected for a future order, it may not be notified again before the order is placed. If an order is cancelled, the selected MAAC Prime Contractor will be immediately notified.

Rapid Ordering Catalog

Items identified on the Rapid Ordering Catalog are high demand, and/or high priority items that require a rapid response. The Government may add, delete or update items on the Rapid Ordering Catalog. The

Rapid Ordering Catalog may include prices and delivery information. To be added, the Contracting

Officer will conduct the following steps:

a. DLA Maritime at Mechanicsburg will conduct a review of all customer requests to identify new/replacement items to be added to the MAAC and the Contracting Officer will make a scope determination for each item requested.

b. Once an item is determined within scope, a request for information (RFI) and/or an Order RFP will be sent to all MAAC Prime Contractors. The MAAC Prime Contractor will provide the information requested in the RFI/RFP (as applicable), which can include, but not limited to, price

(including range prices), availability, technical data completeness, and delivery information.

c. DLA Maritime at Mechanicsburg will review the information submitted by each MAAC Prime

Contractor and either evaluate in accordance with the Order RFP or discuss with the

Government/MAAC Prime Contractors the results (If RFI/market research) to develop an Order

RFP. At this point, the RFI process will cease, and the Government may elect to develop and issue an Order RFP, which will be released to MAAC Prime Contractors as indicated in step 2.

The Order RFP evaluation will consist of determining if the offered prices are fair and reasonable. If price(s) offered by the MAAC Prime Contractor is fair and reasonable, then the items will be added to its Rapid Ordering Catalog and will serve as the supply/services ceiling price for the applicable period (Base period and/or each respective option year period). Prices within the Rapid Ordering Catalog may be utilized for expedited ordering by DLA Maritime at

Mechanicsburg or any other delegated ordering office.

MAAC Post-Award Ordering

August 30, 2024 MAAC Attachment 0003 – Post-Award Ordering

d. The MAAC Prime Contractor will be notified once an item has been added to its contract’s

Rapid Ordering Catalog. The MAAC Prime Contractor will also be notified if an item is selected for automated ordering (see below).

e. The MAAC Prime Contractor’s pricing added to the Rapid Ordering Catalog will serve as the ceiling price and cannot be exceeded on future requirements during the applicable period (Base period and/or each respective option year period).

Once items are on a Rapid Ordering Catalog, the Contracting Officer may issue Order RFPs with a 24-hour response period. MAAC Prime Contractors are required to provide a response by the end of the response period to be considered for award. However, at the Contracting Officer’s discretion, MAAC

Prime Contractors may be required to provide quotes within 24 hours for urgent or high priority requirements that are not identified on the Rapid Ordering Catalog.

For requirements under the Simplified Acquisition Threshold (SAT) or the Special Emergency

Procurement Authority (SEPA) threshold, as defined in FAR 2.101; the Contracting Officer may elect to not contact each MAAC Prime Contractor and may utilize the information provided in the Rapid

Ordering Catalog or Rapid Ordering Catalog Supplement to provide a fair opportunity as permitted by

FAR 16.505(b)(1)(ii). Orders under the Micro-Purchase Threshold as defined in FAR 2.101 may be competed among all awardees. Orders under the Micro-Purchase Threshold may also be auto-awarded based on pricing provided in advance, historical pricing obtained from previously competed orders, or based on the pricing submitted on the Rapid Ordering Catalog.

Rapid Ordering Catalog Supplement - Automated Ordering

For select items that are high demand, and/or high priority, the Contracting Officer may issue an Order

RFP to add item(s) to the Rapid Ordering Catalog Supplement, which establishes catalog prices and order details so that the Contracting Officer can easily compare the prices and order details to make Best Value decision. The Rapid Ordering Catalog Supplement will be for up to five (5) years. The MAAC Prime

Contractor will be notified when submitting pricing for the Rapid Ordering Catalog, if items in that submission will be added to the Rapid Ordering Catalog Supplement. The Contracting Officer will follow the same process as above but may request and include additional information to make a Best Value decision. Examples of information that may be requested in the RFP for items on the Rapid Ordering

Catalog Supplement include range prices for economic quantity breaks, standard and expedited delivery information and any other information deemed important by the Contracting Officer to determine the Best

Value. The MAAC Prime Contractor will be notified of the criteria used to make a decision before placing an order for that item. The Rapid Ordering Catalog Supplement does not need to include ceiling prices.

The Rapid Ordering Catalog Supplement is intended to be used to automatically award orders that are at or below SAT, or for qualifying items at or below SEPA SAT. The Government does not intend to issue additional Order RFP(s) for items on the Rapid Ordering Catalog Supplement during the validity period, prior to issuing an order, unless the order exceeds the SAT or SEPA SAT.