The GSA
has determined that the rates for services contained in
the contractor's price list applicable to this schedule
are fair and reasonable. However, the ordering office using
this contract is responsible for considering the level
of effort and mix of labor proposed to perform a specific
task being ordered and for making a determination that
the total firm-fixed price or ceiling price is fair and
reasonable.
When ordering services, ordering offices shall -
I.
Prepare a Request for Quotes:
A.
A performance-based statement of work that outlines,
at a minimum, the work to be performed, location of
work, period of performance, deliverable schedule,
applicable standards, acceptance criteria, and any
special requirements (i.e., security clearances, travel,
special knowledge, etc.) should be prepared.
B.
A request for quotes should be prepared which includes
the performance-based statement of work and requests
the contractors to submit either a firm-fixed price
or a ceiling price to provide the services outlined
in the statement of work. A firm-fixed price order
shall be requested, unless the ordering office makes
a determination that it is not possible at the time
of placing the order to estimate accurately the extent
or duration of the work or to anticipate cost with
any reasonable degree of confidence. When such a determination
is made, a labor hour or time-and-materials quote may
be requested. The firm-fixed price shall be based on
the hourly rates in the schedule contract and shall
consider the mix of labor categories and level of effort
required to perform the services described in the statement
of work. The firm-fixed price of the order should also
include any travel costs or other incidental costs
related to performance of the services ordered, unless
the order provides for reimbursement of travel costs
at the rates provided in the Federal Travel or Joint
Travel Regulations. A ceiling price must be established
for labor-hour and time-and-materials orders.
C.
The request for quotes may request the contractors,
if necessary or appropriate, to submit a project plan
for performing the task and information on the contractor's
experience and/or past performance performing similar
tasks.
D.
The request for quotes shall notify the contractors
of what basis will be used for selecting the contractor
to receive the order. The notice shall include the
basis for determining whether the contractors are technically
qualified and provide an explanation regarding the
intended use of any experience and/or past performance
information in determining technical acceptability
of responses.
II.
Transmit the Request for Quotes to Contractors:
A.
Based upon an initial evaluation of catalogs and price
lists, the ordering office should identify the contractors
that appear to offer the best value (considering the
scope of services offered, hourly rates and other factors
such as contractors' locations, as appropriate).
B.
The request for quotes should be provided to three
(3) contractors if the proposed order is estimated
to exceed the micro-purchase threshold, but not exceed
the maximum order threshold. For proposed orders exceeding
the maximum order threshold, the request for quotes
should be provided to additional contractors that offer
services that will meet the agency's needs. Ordering
offices should strive to minimize the contractors'
costs associated with responding to requests for quotes
for specific orders. Requests should be tailored to
the minimum level necessary for adequate evaluation
and selection for order placement. Oral presentations
should be considered, when possible.
III.
Evaluate quotes and select the contractor to receive
the order:
After
responses have been evaluated against the factors identified
in the request for quotes, the order should be placed
with the schedule contractor that represents the best
value and results in the lowest overall cost alternative
(considering price, special qualifications, administrative
costs, etc.) to meet the Government's needs.
The
establishment of Federal Supply Schedule Blanket Purchase
Agreements (BPAs) for recurring services is permitted
when the procedures outlined herein are followed. All
BPAs for services must define the services that may be
ordered under the BPA, along with delivery or performance
time frames, billing procedures, etc. The potential volume
of orders under BPAs, regardless of the size of individual
orders, may offer the ordering office the opportunity
to secure volume discounts. When establishing BPAs ordering
offices shall -
Inform
contractors in the request for quotes (based on the agency's
requirement) if a single BPA or multiple BPAs will be
established, and indicate the basis that will be used
for selecting the contractors to be awarded the BPAs.
A. SINGLE
BPA: Generally, a single BPA should be established
when the ordering office can define the tasks to
be ordered under the BPA and establish a firm-fixed
price or ceiling price for individual tasks or services
to be ordered. When this occurs, authorized users
may place the order directly under the established
BPA when the need for service arises. The schedule
contractor that represents the best value and results
in the lowest overall cost alternative to meet the
agency's needs should be awarded the BPA.
B. MULTIPLE
BPAs: When the ordering office determines multiple
BPAs are needed to meet its requirements, the ordering
office should determine which contractors can meet
any technical qualifications before establishing
the BPAs. When multiple BPAs are established, the
authorized users must follow the procedures in II.B
above, and then place the order with the Schedule
contractor that represents the best value and results
in the lowest overall cost alternative to meet the
agency's needs.
IV. Review
BPAs periodically. Such reviews shall be conducted at
least annually. The purpose of the review is to determine
whether the BPA still represents the best value (considering
price, special qualifications, etc.) and results in the
lowest overall cost alternative to meet the agency's
needs.
V. The
ordering office should give preference to small business
concerns when two or more contractors can provide the
services at the same firm-fixed price or ceiling price.
VI. When
the ordering office's requirement involves both products
as well as professional services, the ordering office
should total the prices for the products and the firm-fixed
price for the services and select the contractor that
represents the greatest value in terms of meeting the
agency's total needs.
VII. The
ordering office, at a minimum, should document orders
by identifying the contractor the services were purchased
from, the services purchased, and the amount paid. If
other than a firm-fixed price order is placed, such documentation
should include the basis for the determination to use
a labor-hour or time-and-materials order. For agency
requirements in excess of the micro-purchase threshold,
the order file should document the evaluation of Schedule
contractors' quotes that formed the basis for the selection
of the contractor that received the order and the rationale
for any trade-offs made in making the selection.
