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Guidelines for Ordering
When ordering services, ordering offices shall
(1) Prepare a Request (Request for Quote or other communication tool):
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A statement of work (a performance-based statement of work is
preferred) that outlines, at a minimum, the work to be performed,
location of work, period of performance, deliverable schedule,
applicable standards, acceptance criteria, and any special requirements
(i.e., security clearances, travel, special knowledge, etc.) should be
prepared.
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The request should include the statement of work and request the
contractors to submit either a firm-fixed price or a ceiling price to
provide the services outlined in the statement of work. The firm-fixed
price of the order should also include any travel costs or other direct
charges related to performance of the services ordered.
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The request may ask the contractors to submit a project plan for
performing the task, and information on the contractor’s experience
and/or past performance performing similar tasks.
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The request shall notify the contractors what basis will be used
for selecting the contractor to receive the order.
(2) Transmit the Request to Contractors:
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Based upon an initial evaluation of catalogs and price lists, the
ordering office should identify the contractors that appear to offer the
best value (considering the scope of services offered, pricing and other
factors such as contractors’ locations, as appropriate).
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The request should be provided to three (3) contractors if the
proposed order is estimated to exceed the micro-purchase threshold, but
not exceed the maximum order threshold. Requests should be tailored to
the minimum level necessary for adequate evaluation and selection for
order placement. Oral presentations should be considered, when possible.
(3) Evaluate Responses and Select the Contractor to Receive the Order:
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After responses have been evaluated against the factors identified in
the request, the order should be placed with the schedule contractor
that represents the best value. (See FAR 8.404)
For additional assistance on labor category descriptions or Pragmatics
capabilities, please contact Mr. Tom Thoma at 703-761-4033 x113.
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