BPA TRAINING

Document Sample
BPA TRAINING Powered By Docstoc
					BPA TRAINING




  FAR PART 13.303
        Definition of a BPA
   Simplified acquisition
    method of filling
    anticipated repetitive
    needs for supplies or
    services by establishing
    “Charge Accounts” with
    vendors.
Definition of a BPA (cont.)
   Are NOT contracts, but
    merely advance
    agreements for future
    contractual undertakings.
   Set prices, establish
    delivery terms and
    provide other clauses, so
    that a new Purchase
    Order is NOT required for
    each purchase.
Establishing a BPA
             KO determines advantageous

             The Request:
              – Request Letter from your
                organization
              – Types of supplies or services
                required
              – Statement Of Work if applicable
              – Ordering Officer (OO) Training
                Request Ltr. & Authorization Ltr.
              – Recommended sources
              – Shipping & Delivery info
Types of BPA’s
            Centralized:
             – Only a KO is
               authorized to place
               calls.
             – Call the KO and they
               will place a “call” to
               the vendor for you.
             – Document the call
               placed by KO
              Type of BPA’s
   Decentralized
    – OO’s are given the
      authority to place
      calls directly to the
      vendor.
    – Great control and
      flexibility over filling
      mission
      requirements.
        Who Places Calls?
   Only authorized
    OO’s are allowed to
    place calls against
    BPA’s.
   Unauthorized
    personnel who place
    calls will be held
    accountable for
    those expenditures.
         Pre-Priced BPA
                            All prices are
Approved for use             determined up-front
under BPA 07A0002
                             and are guaranteed
                             to be for a specific
                             period of time.
   John Doe                 KO will sign the
   Contracting Officer
                             price list as
                             APPROVED after
                             careful review.
           Getting Started
   What you should
    have:
    – Copy of the BPA       BPA File   Price List
    – Approved Price List
    – OO Training Request
      & Authorization Ltr
    – Call Register Sheet
             Price Lists
                         Laundry list of
Price List                services/supplies
                          requested
                         Must contain
Approved
                          effective date
Contracting Officer      Must be approved
                          by the KO
                 Price Lists
   DO NOT place calls
    against expired price
    lists or for items that
    are not on the price
    list.
   Any additions to the
    price list must
    approved by the KO
   OO’s are responsible
    for challenging “High
    Priced” items.
Training
         KO trains OO’s on the
          proper use of a BPA
         OO’s will sign a
          statement that they have
          been trained on how to
          use and administer their
          BPA’s
                  Funding
   Obtaining Funds:
    – BPA’s are written for
      zero dollars.
    – Coordinate to obtain
      PR&C
    – Funds WILL be
      obtained prior to any
      calls being placed
      against a BPA
      Tracking BPA Activity
   Active Admin:
    – Track everything that
      is obligated.
    – All calls placed must
      be logged on the call
      register.
    – Call register tracks
      funds obligated and
      keeps track of calls
      placed and received.
Tracking Funding
             Call register shows a
              declining balance
              and works like a
              checkbook register.
Unauthorized Commitments
   Adequate funds
    prior to ever placing
    a call.
   Non-Ordering
    Officers placing calls
   Violators will be
    held accountable!
    – Disciplinary Action
    – Monetary Action
Fiscal Year Issues
              Funds expire on 30
               Sep.
              Stop placing calls
               prior to 30 Sep to
               allow for receipt of
               items and payment
               of all invoices for
               calls placed.
    Fiscal Year Issues (cont.)
   Funds expire on 30
    Sep and are
    deobligated.
   A new funding
    document MUST be
    generated prior to
    placing ANY calls
    for the next Fiscal
    Year.
Placing Calls
            Contact the vendor
             and identify the
             services/supplies you
             want off the price list
            Enter the call on the
             call register.
            Call Registers, Call
             Sheets and
             Procedures Guide
             available upon
             request!!!
          COMPETITIVE
   Existence of BPA does NOT justify
    purchasing from only one source!

   Purchases generally made electronically

   Maximum practicable competition
Splitting Requirements
                Can not break up
                 large requirements
                 into smaller calls to
                 get under the
                 limitation.
                Will result in
                 termination of the
                 BPA!!!
            Call Numbers
   Start 0001 and
    continue
    consecutively for the     Call Register
    life of the contract.   0001 Sewing Svs
   If a request has        0002
                            0003 Sewing Svs
    been canceled after
    a call number has
    been assigned mark
    the call canceled on
    the call register.
Records and Follow-Up
               OO’s responsibility to
                follow up with the
                vendor if the delivery or
                performance of services
                are inadequate.
               Document the call with
                the date, time,
                individual spoke to and
                the outcome.
                       Deliveries
   Delivery Tickets:
    – Inspect all items prior to
      acceptance.
    – Document call register with
      delivery information
          Critical to payment process!
             Call Registers
   Due to Finance and
    Contracting NLT 3rd of
    the month.
    (adjustable)
   Keep copy for files!!!
   No calls placed; send
    negative report!!
   NO EXCUSES FOR
    LATENESS!!!
Surveillance
           OO’s perform self-
            inspections
           KO’s perform
            inspections annually
           Inspections are
            needed to ensure
            Govt.'s rights are
            protected!!!
       THE END OF A BPA
   BPA is considered complete when
    purchases equal total dollar limitation, if
    any

   When stated time period expires
References
         FAR 13.303
         DFAR 213.303
         http://farsite.hill.af.mil
QUESTIONS?