Office of Acquisition and Logistics — Federal Supply Schedule (FSS) Contracting
Ordering Procedures for Orders Requiring a Statement of Work
These ordering procedures apply to orders placed under the following non-mandatory use Schedule: 621 Professional & Allied Healthcare Staffing Services.
Ordering Procedures
FAR 8.4, Federal Supply Schedules, was updated May 16, 2011, to include Section 863 of the Fiscal Year 2009 Duncan Hunger National Defense Authorization Act (NDAA); this rule enhances competition requirements for orders placed against multiple-award contracts.
Orders at or below the micropurchase threshold ($3,000)
For orders valued at or below the micropurchase threshold, ordering activities shall
- Place the order with any Schedule contractor that meets the agency’s need
- Seek to even distribute orders among Schedule contractors
Orders between the micropurchase threshold and the simplified acquisition threshold ($150,000)
For orders valued between the micropurchase threshold and the simplified acquisition threshold, ordering activities shall
- Develop a Statement of Work in accordance with FAR 8.405-2(b).
- Provide the RFQ to at least three (3) Schedule contractors that meet your needs. Comply with FAR 8.405-6, Limiting Sources, as applicable. Schedule contractor information is readily available via
- The contractor’s Authorized FSS Paper Price List (request a copy from the contractor);
- The NAC Contract Catalog Search Tool;
- GSA eLibrary
- GSA Advantage!
Specify the type of order, favoring firm-fixed price type as appropriate.
Orders over the simplified acquisition threshold ($150,000)
For orders valued over the simplified acquisition threshold ($150,000), ordering activities shall
- Develop a Statement of Work in accordance with FAR 8.405-2(b).
- Post the RFQ to GSA eBuy to afford all Schedule contractors offering the required services an opportunity to submit a quote; or provide the RFQ to as many Schedule contractors as practical. You must receive quotes from at least three (3) Schedule contractors.
- Comply with FAR 8.405-6, Limiting Sources, as applicable.
- Ensure all quotes are considered fairly and award is made in accordance with the evaluation criteria.
Priorities of Use for Government Supply Sources
Visit the Priorities of Use for Government Supply Sources page for a complete listing of VA priorities (as outlined in VAAR 808.002 and standard priorities of use for government supply sources).
Adding Clauses & Provisions to an RFQ
Nothing in the FAR or in the Schedule contract prohibits ordering agencies from adding non-conflicting clauses from the FAR or agency supplements to Schedule orders or BPAs. You may have to add clauses as required by your local ordering procedures.
Non-Conflicting Clause:
- An added FAR or agency clause that does not contradict a Schedule contract clause
- An added FAR or agency clause without a usage limiting it to non-commercial acquisitions or where the clause usage does not prohibit the clause in a commercial acquisition
- An added FAR or agency clause that is consistent with customary commercial practice (or for which a waiver has yet to be granted)
Adding a clause typically addressed at an IDIQ contract, especially in pricing, could possibly conflict with the awarded terms and conditions of a Schedule contract.
Option Periods
Option periods may be included in the RFQ if they are clearly stated in requirement and evaluated as part of the ordering activity’s best value determination.
Options may be exercised if:
- Funds are available
- The requirement covered by the option fulfills an existing government need
- Prior to exercising the option, the ordering activity ensures that it is still in the government’s best interest
- Options do not extend beyond the period of the Schedule contract, including option year periods.
Required Documentation
You are required to document:
- The Schedule contracts considered, noting the awarded contractor
- Full description of the services purchased
- Actual amount paid
- Evaluation methodology
- Price reasonableness determination
- Rational for tradeoffs and/or use of other than firm-fixed price or performance-based orders
- If total amount paid exceeds the SAT, evidence of compliance with FAR 8.405-2(c)
Other Responsibilities
Ordering activities are required to
- Conduct compliance checks, including CCR, ORCA, and EPLS
- Submit a performance evaluation through CPARS (for orders over the SAT)
- Notify unsuccessful contractors (optional)
Best Practices
- Each order shall be placed on a competitive basis.
- Prepare an RFQ that includes a description of the supplies to be delivered or services to be performed and the basis for selection.
- Post the RFQ to GSA e-Buy or provide to as many Schedule contractors as practicable.
- Ensure that all quotes received are fairly considered and award is made in accordance with the basis for selection as outlined in the RFW.
- Review NAC Contract Catalog Search Tool; GSA eLibrary; GSA Advantage! and contractors Authorized FSS Paper Price List when conducting market research and making a best value selection.
- Ordering activities may consider socioeconomic status when identifying contractor(s) for consideration or competition for award of an order.
- Orders exceeding the maximum order may be placed even if the contractor does not provide additional price reductions or discounts. Visit the VA Schedule Programs page for a complete listing of maximum orders by SIN categories.
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