Ordering Procedures for Supplies and Services Not Requiring a Statement of Work (SOW)
Under “Minimum Documentation,” the CO will describe Schedules considered; set-asides can be mentioned there. No additional documentation is required for sole source awards to HUBZone firms or SDVOSB’s.
REMEMBER! Ordering activities placing GSA Schedule contract orders (particularly if governmentwide commercial purchase cards are used), should advise Schedule contractors that they are authorized Schedule users and cite the appropriate Schedule contract number on each ordering document, in order to ensure that they receive Schedule contract supplies and services at Schedule contract prices. All supplies and services ordered shall be within the scope of the GSA Schedule contract.
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.
Ordering activities shall use the procedures in FAR 8.405-2, Ordering Procedures for Services Requiring a Statement of Work (SOW); e.g., when ordering Schedule contract services priced at hourly rates.
If the ordering activity contracting officer considers a small business set-aside, per FAR 8.405-5, either the Schedule contract or the order itself must contain the appropriate clauses from the list below.
- 52.219-13 Notice of Set-Aside of Orders (NOV 2011)
- 52.219-3 Notice of Total HUBZone Set-Aside or Sole Source Award (NOV 2011)
- 52.219-6 Notice of Total Small Business Set-Aside (NOV 2011)
- 52.219-14 Limitations on Subcontracting (NOV 2011)
- 52.219-27 Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011)
- 52.219-29 Notice of Total Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (NOV 2011)
- 52.219-30 Notice of Total Set-Aside for Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (NOV 2011)
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Ordering Procedures Services and products; where no SOW is required. |
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Orders that exceed the micro-purchase threshold, but not the simplified acquisition threshold: Consider reasonably available information about the supply or service offered on the GSA Advantage!® online shopping service, review at least three Schedule contractors’ price lists, or obtain quotations from at least three GSA Schedule contractors . Evaluate, then make a “Best Value” determination. |
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Orders that exceed the simplified acquisition threshold or when establishing a BPA: Prepare an RFQ and post on eBuy to afford all Schedule contractors the opportunity to respond, or provide the RFQ to as many Schedule contractors as practicable, consistent with market research, to reasonably ensure at least that quotes are received from at least three contractors. Seek price reductions. Evaluate all responses and place the order, or establish the BPA with the GSA Schedule contractor that represents the best value (refer to FAR 8.405-2(d)). |
The foregoing table summarizes the requirements of FAR 8.405-1. These requirements are consistent with the requirements of DFARS 208.405-70, which apply to orders for supplies or services exceeding the simplified acquisition threshold issued by DoD offices and non DoD activities placing orders on behalf of DoD.
A helpful checklist [Word, 603K] assists ordering activities in Managing Schedule orders successfully from the initial planning process and the decision to use GSA Schedules through performance management. Refer to “Checklist A” for orders not requiring an SOW. Note that each ordering activity may have supplementary ordering guidelines and requirements to be followed when placing a Schedules order.
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;
- The basis for the award decision.
- When applicable, the following must be included in addition to the foregoing:
- (i) If an order is in excess of $500,000, the determination of "best procurement approach" made during the planning process in accordance with FAR 17.502-1(a)
- (ii) When an order exceeds the simplified acquisition threshold and a minimum of three offers were not received and considered, evidence of steps taken to meet the competitiveness requirements of FAR 8.405-1(d), documentation demonstrating that the attempts to obtain offers from at least three firms that could meet the requirement were adequate; and
- (iii) Documentation as required by FAR 8.405-6 of the circumstances and rationale for limiting consideration of Schedule contractors to fewer than three potential sources, including an approved Limited Source Justification when required.
Contractor Performance Evaluation
Ordering activities shall prepare an evaluation of contractor performance for each Schedule contract order that exceeds the simplified acquisition threshold. See FAR 8.406-7 and 42.1502(c). Ordering activities shall use agency-approved feeder systems to collect and electronically submit past performance reports to the Past Performance Information Retrieval System (PPIRS).
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