BPA_Instructions.docx

BLANKET PURCHASE AGREEMENT (BPA) FOR FLAGS AND PENDANTS

CONTRACTOR INSTRUCTION AND GUIDELINES

SECTION I - INTRODUCING THE BPA

1. A Blanket Purchase Agreement, or BPA, is a simplified method of filling anticipated repetitive needs for supplies or services by establishing "charge accounts" with qualified sources of supply. BPA's are designed to reduce administrative costs in accomplishing small purchases by eliminating the need for issuing individual purchase documents. In other words, the Government uses BPA's when we know the we will need a basic requirement over and over, but can't say for sure when or how many of the items will be required.

2. A BPA is an agreement between the government and a contractor which sets the stage for us to buy something quickly. All of the conditions of sale are negotiated when the BPA is initially established, so the contractor knows up front the kind of item we will be buying, and we know how much it's going to cost us for each item we buy.

3. BPA's are often "decentralized" and that is when the contracting officer representative comes into the picture. As a contracting officer representative for the Government, they determine the necessary requirements, and place the call to the contractor to request delivery of those items.

SECTION II – BPA TERMS AND CONDITIONS

1. Description of agreement. A Statement that the supplier shall furnish supplies or services, described in general terms, if and when requested by the contracting officer (or the authorized representative of the contracting officer) during a specified period and within a stipulated aggregate amount, if any. The period of performance is for a base period with four (12) month options.

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

3. Purchase limitation. The dollar limit for each call shall be $500.00 for contracting officers. For contracting officer representatives, the dollar limit for each call shall be $500.00

4. Individuals authorized to purchase under the BPA. The contracting officer will provide the contractor a list of individuals authorized to place orders under this agreement. If a call is not made by an individual listed on the authorized list, the call will be at the sole responsibility of the contractor.

5. Delivery tickets. All shipments under the agreement, except those for newspapers, magazines, or other periodicals, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

i. Name of supplier.

ii. BPA number.

iii. Date of purchase.

iv. Purchase number.

v. Itemized list of supplies or services furnished.

vi. Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated sys-tems, provided that the invoice is itemized to show this information).

vii. Date of delivery or shipment.

6. Invoices. A summary invoice shall be submitted 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.

Your invoice must include the following:

a. Company name and address

b. Invoice date and number

c. Contract number, contract line item number and, if applicable, the order number

d. Description, quantity, unit of measure, unit price and extended price of the items delivered

e. Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading

f. Terms of any discount for prompt payment offered

g. Name and address of official to whom payment is to be sent

h. Name, title, and phone number of person to notify in event of defective invoice

i. Electronic funds transfer (EFT) banking information (if you request payment by EFT and the paying CPTS can accommodate EFT payments)

A completed receiving report (DD 250) and the contractor’s invoice (with an acceptance signature from the customer) are necessary for cash payment made by Finance Office. The DD250 (End User Responsibility) and invoice (Contractor Responsibility) must be received by the Contracting Office at least one day prior to payment. The contractor can submit a monthly invoice at the earliest.

7. Price List Price lists must be submitted to the Contracting Officer for approval in a minimum of three (3) copies. All price lists must contain an effective and through date. Price lists should be submitted a minimum of fifteen (15) days prior to expiration, price lists will remain in effect until a new or revised one is approved by the Contracting Officer.