Ordering activities shall use the procedures in Federal Acquisition Regulation (FAR) 8.405-1 when ordering Schedule contract supplies (products) and fixed-price services for a specific task, where a Statement of Work (SOW) is not required—e.g., installation, maintenance, and repair.

Note: Ordering activities shall use the procedures in FAR 8.405-2, Ordering Procedures for Services Requiring a Statement of Work (SOW), when ordering Schedule contract services priced at hourly rates.

When ordering supplies or services exceeding $100,000 using Department of Defense (DoD) funds, ordering activities shall follow the Defense Federal Acquisition Regulation Supplement (DFARS). The DFARS has been amended to implement Section 803 of the National Defense Authorization Act for Fiscal Year 2002 (Public Law 107-107) for the acquisition of services, and to establish similar policy for the acquisition of supplies. DoD offices and non DoD activities placing orders on behalf of DoD, including orders under Blanket Purchase Agreements (BPAs), should refer to DFARS 208.405-70 for additional information regarding ordering procedures and documentation requirements.

Orders at, or below, the micro-purchase threshold

The ordering activity may place orders with any GSA Schedule contractor that can meet the agency's needs. The ordering activity should attempt to distribute orders among Schedule contractors.

Orders exceeding the micro-purchase threshold, but not exceeding the maximum order threshold

Note: Each Schedule contract has a maximum order threshold, which will vary by special item number. The maximum order threshold represents the point where, given the dollar value of the potential order, the ordering activity shall seek a price reduction.

To ensure a best value determination is made, as required by FAR 8.404(d), the ordering activity shall:

• Survey at least three Schedule contractors through the online shopping service GSA Advantage!® or review the catalogs or pricelists of at least three Schedule contractors, and seek additional price reductions where appropriate;

• Select the best value; and

• Place the order directly with the Schedule contractor.

When an order contains brand name specifications, the ordering activity shall post the Request for Quotation (RFQ) along with the justification or documentation required by FAR 8.405-6 to e-Buy.  

When determining "best value," the ordering activity may consider, among other factors, the following: 

• Price, including any additional price reductions offered;

• Past performance;

• Special features of the supply or service required for effective program performance;

• Trade-in considerations;

• Probable life of the item selected compared with that of a comparable item;

• Warranty considerations;

• Maintenance availability;

• Environmental and energy efficiency considerations;

• Delivery terms; and 

• Socioeconomic status.

Ordering activities may consider socioeconomic status when identifying contractors for consideration or competition for award of an order or a Blanket Purchase Agreement (BPA). At a minimum, ordering activities should consider, if available, at least one small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, women-owned small business, or small disadvantaged business Schedule contractor. GSA Advantage!® and GSA elibrary (formerly Schedules e-Library) contain information on small business representations of Schedule contractors. 

Orders exceeding the maximum order threshold or when establishing a BPA

In addition to following the ordering procedures, above, for orders exceeding the micro-purchase threshold, but not exceeding the maximum order threshold, the ordering activity shall:

• Review the pricelists of additional Schedule contractors (the GSA Advantage!®  online shopping service can be used to facilitate this review);

• Based upon the initial evaluation, seek price reductions from the Schedule contractors considered to offer the best value; and 

• Place the order, or establish the BPA, with the Schedule contractor that provides the best value. If further price reductions are not offered, an order may still be placed.

Documentation

At a minimum, the ordering activity shall document:

• The Schedule contracts considered, noting the contractor from which the supply or service was purchased;

• A description of the supply or service purchased; 

• The amount paid; and 

• If applicable, the circumstances and rationale for restricting consideration of Schedule contractors to fewer than required in these ordering procedures (see FAR 8.405-6).