Schedule contractor’s experience and/or past performance performing similar
tasks.

The RFQ shall notify the Schedule contractors what basis will be used for
selecting the Schedule contractor to receive the order. The notice shall include
the basis for determining whether the Schedule 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.

Transmit the RFQ to Schedule Contractors

¥Y Based upon an initial evaluation of catalogs and price lists, the buying
member’s office should identify the Schedule contractors that appear to
offer the Best Value (considering the scope of services offered, hourly
rates and other factors such as Schedule contractors’ locations, as
appropriate).

VY = The RFQ should be provided to three Schedule 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 Schedule
contractors that offer services that will meet the agency’s needs.
Buying members should strive to minimize the Schedule contractors’
costs associated with responding to RFQs 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.

Appendix A W 77


Orders over the maximum order threshold

Each Schedule contract has an established maximum order threshold.

Y= Follow the procedures for orders over $2,500

VY Review additional price lists or use “GSA Advantage! online shopping
service

¥Y Seek price reductions from Schedule contractors that represent Best Value

Y = Place your order with the Schedule contractor offering the Best Value.

You should follow the ordering procedures explained above. If further price
reductions are not offered, an order may still be placed if you determine that it
is appropriate.

Documentation

Y= Minimum documentation is generally all that is required (e.g. contractor’s
name, items purchased and prices paid).

Y = Additional documentation is necessary when your requirement is defined
toa particular brand name and only for orders exceeding the micro-
purchase threshold.

Y When you follow the procedures of FAR 8.4 www.arnet.gov/far, buying
members should limit your review to the information provided by
Schedule contractor

80 W Appendix B


Prepare a Request for Quotes

Ata minimum, prepare a performance-based statement of work that outlines,

V_ the work to be performed
¥ location of work

period of performance
deliverables

applicable standards

add

acceptance criteria, and any special requirements (i.c., security clearances,
travel, special knowledge, etc.).

Prepare an RFQ which includes the performance-based statement of work
and requests the Schedule 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 buying member 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 proposal 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.

Aceiling price must be established for labor-hour and time-and-materials
orders.

The RFQ may request the Schedule contractors, if necessary or appropriate,
to submit a project plan for performing the task and information on the

76 ¥ Appendix A


Evaluate Quotes and Select the Schedule Contractor to
Receive the Order

After responses have been evaluated against the factors identified in the RFQ,
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.

Documentation

¥ Buying members, ata minimum, should document orders by identifying
the Schedule contractor from which the services were purchased, identify
the services purchased, and the amount paid.

If other than a firm-fixed priced 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.

¥Y When the buying member’s office’s requirement involves both products
as well as executive, administrative and/or professional services, the buying
member’s office should total the prices for the products and the firm-fixed
prices for the services and select the Schedule contractor that represents
the greatest value in terms of meeting the agency’s total needs.

78 ¥ Appendix A


Note: A full description of the following procedures can be found in
Appendices A and B in the back of the manual.

Ordering procedures

Services that require a Statement
of Work

Services and products, no Statement
of Work required

Under the $2,500 micro-purchase threshold

Place the order directly with contractor for
the item that best meets your needs

Under the $2,500 micro-purchase threshold

Place the order directly with contractor for
the item that best meets your needs

Over the $2,500 micro-purchase threshold
¥ Prepare a Statement of Work (SOW)

¥ Send your Request for Quote (RFQ) and
SOW to 3 Schedule contractors

¥ Evaluate and make a Best Value
selection

Over the $2,500 micro-purchase threshold,
as required by FAR 8.404

¥ Review the GSA Advantage! online
electronic ordering system, then make
a Best Value determination, or review 3
Schedule contractors’ pricelists

¥ Select the Best Value (considering price,
plus administrative costs)

Over the maximum order threshold

¥ Prepare an SOW

¥ Send your Request for Quote (RFQ) and
SOW to more than 3 Schedule
contractors AND seek price reductions

¥ Evaluate and make a Best Value
selection

‘Over the maximum order threshold
¥ Follow the procedures for orders over
$2,500

'¥ Review additional price lists or use GSA
Advantage! online shopping service

¥ Seek price reductions from Schedule
contractors that represent Best Value

¥ Place your order with the Schedule
contractor offering the Best Value

3: Basic Operations ¥ 19


Appendix B:
Ordering Procedures for Services and Products
(No Statement of Work Required)

The following ordering procedures must be followed, as required by FAR 8.404
www.arnet.gov/far when ordering products and/or services that do not require a
Statement of Work when using the MAS Program.

Orders under the $2,500 micro-purchase threshold

You can place the order directly with contractor for the item that best meets
your needs.

Orders over the $2,500 micro-purchase threshold

As required by FAR 8.404, you are required to:

VY Review the GSA Advantage! or Y= Review 3 Schedule

online shopping service contractors’ pricelists
Vs Then make a Best Value V = Select the Best Value
determination (considering price, plus

administrative costs)

‘Y= Place the order directly
with the Schedule
contractor of your choice.

Appendix B W 79


Ordering procedures

Services that require a Statement
of Work

Documentation

¥ Ataminimum, document orders by
identifying the services purchased,
the Schedule contractor from which
the services were purchased, and the
amount paid

Y |f other than a firm-fixed priced order
is placed, include the basis for the
determination to use a labor-hour or
time-and-materials order

v For agency requirements over the
micro-purchase threshold, document
the evaluation of Schedule
contractors’ quotes that formed the
basis for selecting the contractor that
received the order and the rationale
for any trade-offs made in making the
selection

Services and products, no Staternent
of Work required

SSE GPSS CSET
Documentation

¥ Minimum documentation is
generally all that is required (e.g.,
contractor’s name, item purchased,
price paid).

Additional documentation is
necessary when your requirement is
defined to a particular brand name
and only for orders over the micro-
purchase threshold.

Debriefings

Nothing in the FAR prohibits debriefings. The information and format is
at the discretion of the buying member’s activity.

Nuts and Bolts Tip

When you follow the procedures of FAR 8.4,
y limit your review to Schedule contractors.

20 ¥ 3: Basic Operations


Appendix A:

Ordering Procedures for Services (Services that
Require a Statement of Work)

GSA developed these special instructions for ordering services when a
Statement of Work is required. FAR 8.402 contemplates that GSA may
occasionally find it necessary to establish special ordering procedures for
individual Schedules or for some Special Item Numbers (SINs) within a
Schedule. These procedures take precedence over the procedures in FAR
8.404(b)(2) through (b)(3) warwarnet.gow/far.

GSA has determined that the rates for services contained in the contractor’s
price list are fair and reasonable. However, if you are using these Schedule
contracts, you are still responsible for:

¥ considering the level of effort and mix of labor proposed to perform a
specific task being ordered

Y= making a determination that the total firm-fixed price or ceiling price is
fair and reasonable.

Based on quotes requested from three Schedule contractors that appear to offer
the Best Value (considering scope of services offered, hourly rates, contractor’s
locations, and other factors, as appropriate), you are instructed to select the one
that best meets your needs.

When ordering services, ordering offices shall—

V Prepare a Request for Quotes (RFQ)
¥V = Transmit the RFQ to Schedule contractors

‘Y Evaluate quotes and select the Schedule contractor to receive the order.

Appendix A ¥ 75