BPA Vehicle Window Repair Scenario #1 TASK: Procure vehicle window relacement.
OBJECTIVE: Recognize a decentralized BPA is needed to accomplish vehicle window replacements
SITUATION: The base transportation office has determined that many of the base vehicles have received broken windows. Trans does not have a good grasp on exactly how many windows will be required to be replaced due to the fact that many squadrons have not reported all the damage. There are many phone lines down preventing communication between vehicle operators, VCO’s and Trans.
SCRIPT: See attached scripts; The Transportation Sgt will enter into the CCO office unprepared. The CCO must recognize that the Transportation Sgt needs to return with more information to complete the decentralized BPA. Once the Transportation Sgt returns with the needed information, the CCO should make contact with contractors for quotes. The transportation commander should enter into the CCO office between contractor quotes asking about why there are delays into getting the BPA established and demand an explanation. Safety is the commander’s top concern.
PROPS: Memorandum from Transportation, Contractor Quotes, Order Officer Letter
ROLL PLAYERS: Transportation Sgt, Trans Commander, Commander, (Contractor can be played by EET)
“VHICLE BROKEN WINDOWS”
ACTION: The base transportation office has determined that many of the base vehicles have received broken windows. LRS does not have a good grasp on exactly how many windows will be required to be replaced due to the fact that many squadrons have not reported all the damage. There are many phone lines down preventing communication between vehicle operators, VCO’s and LRS.
SITUATION: Scenario has just been completed and the CCO should have determined that a BPA is the most preferred method of handling the requirement for bottled drinking water.
SCRIPT: Provide the attached information to the CCO: 2 suggested sources, 2 vendor price list, and appropriate letters). CCO should use AF Form 9 vs. AF Form 616.
RESULTS: CCO should ask pertinent questions about the procurement and learn enough about the requirement to recommend a BPA. After determining that a BPA would be most appropriate, the CCO should educate the customer in the area of the BPA’s proper use and what documents are required to get one established IAW AFFARS 5313.290. The CCO should establish a proper BPA.
BPA should be compltet: Agreement, pricelist/schedule, call log, Ordering Officer Appt Letter from transportation
TIME: 30 MIN
PROPS: Transportation Memorandum, Contractor Quotes, Order Officer Letter,
______: 10 PTS 1) Did the CCO ask enough pertinent questions to determine that a
BPA was most appropriate?
______: 20 PTS 2) Was the customer instructed on how a BPA works?
______: 10 PTS 3) Was the customer told what is needed to set up the BPA or
other instrument (personnel authorized to place calls, funding, item
description, delivery instructions/schedules, etc.)?
______: 10 PTS 4) Was the BPA, properly prepared, ready for pickup at the
______: 10PTS 5) Were the price lists approved?
______: 10PTS 6) Were instruction/appointment letters prepared for the user?
______: 10PTS 7) Were instruction/appointment letters prepared for the vendor?
Vehicle Window Replacement Requirement
Roll Players (Transportation Sgt) “Howdy, my name is SSgt Crackle from transportation and I need to place orders for broken vehicle windows. We don’t really have a grasp on exactly how many windows need replacing nor do we know the size of the windows since the military owns several different models and makes of vehicles. Currently transportation is unable to contact individual units due to the fact that communication lines are down. It is a real bear trying to get in contact with the vehicle control officers. What I do know is that the commander wants to make sure that windows are replaced ASAP. As transportation finds out the status of the vehicles the commander wants top priority to replace the windows due to safety reasons. What do you recommend I do?
If the CCO doesn’t recognize a BPA needs to be done then say, “I heard something about a BPA do you think that would be appropriate in this case?” (The requirement will be indefinite and the quantity will fluctuate.) If the CCO suggests a BPA then ask how a BPA works
If the CCO doesn’t recognize that a Decentralized BPA would be most appropriate then say, “It sure would be nice not to have to come over here every time I needed to replace or repair a window. Is there any possible way that I can place the orders directly with the contractor, without having to come through the contracting office?
CCO should request a price list and appt letter from customer.
(Transportation Sgt) “Here is the information you asked for. The commander decided that transportation could handle window replacement for unique vehicles such as tractors. Included in the packet is information for all 4x4’s and commander vehicles.
Only provide the CCO with a price list and/or appt letter if he asked for it from the previous meeting.
You want to ensure you have adequate backup vendors to supply this item. Make it clear that you want a BPA to be established with each vendor.
After answering all the CCO’s questions, provide the CCO with cue card stating what time you will be back to pick the BPA(s) up.
CCO INFORMATION CARD
You have just been given everything you need to prepare BPAs. Someone will be back on Day1, at 1600 to pick up the completed BPAs. Please have them ready on time.
CCO should call and verify contractor’s price list and when the contractor can replace windows.
(Transportation Commander) Where in the hell is my BPA for the windows. (Give urgency explanation) I already had one guy slice his arm open on a passenger window. The driver of the vehicle decided to roll up the passenger electric window when the passenger had his arm hanging over the open window. When the broken window rolled up the glass sliced his arm. I told you this was a safety hazard and now I am down one transportation mechanic. I hope to be making calls be by tomorrow at 0900 at the latest.
(Contractors) When the CCO calls the contractor should state that the pricelist/schedule is valid for 30 days. Prices may change in the near future.
MEMORANDUM FOR WHOM IT MAY CONCERN 6 JAN 07
SUBJECT: Broken Vehicle Windows
1. Due to the local disaster, many government vehicles have received broken windows.
2. . Listed below are sources for window repair/replacement:
a. Broken Glass
SUBJECT: Individuals authorized to place calls against BPA for vehicle window replacement.
TO: Contracting Office
1. Request a Blanket Purchase Agreement for vehicle window replacement be established since there are multiple vehicles on base with hazardous fragmented broken glass. The wing commander has declared vehicles with broken windows unsafe to drive. Furthermore, I request the following individuals be authorized to place calls against the BPA up to the monetary limitations stated below:
Greg Crackle, MSGT, USAF $2,500
JOE SMOE, TSGT, USAF $2,500
John Spider, SSGT, USAF $2,500
2. If you have any questions concerning this request, please contact me at 2-2233.
I agree to repair/replace windows for the following vehicles:
Make/ModelWindows Price DODGE Truck all years Front Windshield $155
Driver/Passenger 1st Door Window (Front) $105
Driver/Passenger 2nd Door Window (Rear) $105
Rear Window $130
FORD Truck all years Front Windshield $145
Driver/Passenger 1st Door Window (Front) $95
Driver/Passenger 2nd Door Window (Rear) $95
Rear Window $120
CHEVY Truck all years Front Windshield $150
Driver/Passenger 1st Door Window (Front) $100
Driver/Passenger 2nd Door Window (Rear) $100
Rear Window $135
Dodge Stratus (Wing CC Vehicle) Front Windshield $120
Driver/Passenger 1st Door Window (Front) $80
Driver/Passenger 2nd Door Window (Rear) $80
Rear Window $105
Repair for Safety Glass Glass Repair (For each spider crack) $25
MR CAMEL JOCKEY
BPA Vehicle Window Repair Scenario #2 TASK: Process contractor invoice, inspect BPA call register.
OBJECTIVE: Demonstrate BPA administration
SITUATION: The Trans officer is bringing in the contractor to get paid.
SCRIPT: The contractor & customer enter the contracting office requesting payment for the vehicle window repair/replacement that was recently performed.
PROPS: Funding Doc, Invoice, Call Register
ROLL PLAYERS: Transportation Sgt, (Contractor can be played by EET)
“VEHICLE WINDOW REQUIREMENT”
ACTION: During the scenario, the CCO was instructed to have a BPA(s) ready for pickup by __________________. The CCO was provided all pertinent information and letters requested during the previous scenario.
RESULTS: CCO should have prepared 2 BPA’s with all supporting documentation and distributed the copies to the appropriate activities. The contractors invoice is wrong. The CCO should have the contractor submit a corrected invoice. Proceed to process payment through finance.
PROPS: Call register, Contractors Invoice, Funding Doc
TIME: As designated on Cue Card
_____: 20 PTS 1) Did the CCO have a completed file to present to FM so they could
make payment. (FM will need the SF 1449 and letter authorizing individuals to place calls.)
_____: 15 PTS 2) Did the CCO verify that the vendor and customer had all required
documents needed to make payment prior to referring them to FM?
_____: 5 PTS 2) Did the CCO verify the amount of the invoice and have the
contractor resubmit a corrected invoice for payment?
ROLE PLAYER’S COPY
“VEHICLE WINDOW REQUIREMENT”
SITUATION: The contractor & customer enter the contracting office requesting payment for the vehicle window repair/replacement that was recently performed.
SCRIPT: Customer: “ Hi, I’m here with Mr. Belly from Broken Glass, and I need to see about getting him paid for the vehicle window repair/replacement that he recently performed. He really rushed the order for us due to the emergency nature of the repairs and I would like to get him paid so he continues do business with us. Here is my call register and his invoice.”
INSTRUCTIONS: CCO must distribute the BPA as appropriate
Answer all question the CCO might have
VEHICLE WINDOW REQUIREMENT
623 Obioma Street
Request a payment in the amount of $1080.00 be processed to Broken Glass. Reference BPA number ________________________, Calls 0001 through 0006.
CALL 0001 DODGE Truck all years Front Windshield $155
0002 FORD Truck all years Front Windshield $145
0003 FORD Truck all years Front Windshield $145
0004 Dodge Stratus (Wing CC Vehicle) Front Windshield $120
Driver/Passenger 1st Door Window (Front) $80
Driver/Passenger 2nd Door Window (Rear) $80
Rear Window $105
0005 CHEVY Truck all years Front Windshield $150
0006 Repair for Safety Glass Glass Repair (For each spider crack) ($25/5ea) $100
REQUEST FOR PURCHASE
TO: CONTRACTING OFFICER
Deployed Contracting Activity
Deployed Finance Activity
CONTRACT, PURCHASE ORDER
OR DELIVERY ORDER NO.
FROM:(Insert RC/CC, If applicable)
IT IS REQUESTED THAT THE SUPPLIES AND SERVICES ENUMERATED BELOW AND IN THE ATTACHED LIST, BE
FOR DELIVERY TO
NOT LATER THAN
DESCRIPTION OF MATERIAL OR SERVICES TO BE PURCHASED
ESTIMATED UNIT PRICE
Request the establishment of a BPA(s) for vehicle window repair/replacement Suggested Sources:
1. Broken Glass
233 Cas Street
Disaster City, Florida
Phone: 548-6621 2. Safety Glass
623 Obioma Street
Disaster City, Florida
Vehicle window repair/replacement
TYPED NAME AND GRADE OF REQUESTING OFFICIAL
Greg Crackle, MSgt, USAF
TYPED NAME AND GRADE OF APPROVING OFFICIAL
GLASSY EYE Major, USAF
I certify that the supplies and services listed above and in the attached list are properly chargeable to the following allotments, the available balances of which are sufficient to cover the cost thereof, and the funds have been committed.
1.1 SCOPE OF WORK. The contractor shall vehicle window repair/replacement in accordance with this Blanket Purchase Agreement (BPA).
1.2 POINTS OF CONTACT. The contractor will provide points of contact within his company to interface with the contract representative on issues concerning window repair. Names, business address, phone numbers, and hours of operation are the minimum information requirements. Arrangements for contacting the contractor's points of contact after normal business hours should also be made.
2.1 TECHNICAL DEFINITIONS PECULIAR TO THIS SOW.
2.1.1 Acceptance inspection An inspection shall be performed on all vehicles after service. This inspection shows the overall condition of the windows. Discrepancies must be fixed before putting the vehicle in service, if use of the vehicle would aggravate the problem or if the discrepancy creates a safety hazard.
2.1.2 Accident repairs Repairs required as a result of collision; regardless of whether the object collided with a vehicle, or whether the vehicle requiring repairs was the moving unit.
2.1.3 Criminal act A violation of a civil law.
GOVERNMENT FURNISHED ITEMS AND SERVICES
CONTRACTOR FURNISHED ITEMS AND SERVICES
4.1 GENERAL. Contractor shall provide new windows for vehicles or repair that makes the windows like.
4.1.1 Insurance. The contractor will carry insurance to cover the cost for replacement windows that may come loose, leak or crack from existing repair.
4.1.2 Records. The contractor should maintain records of transactions with the US Government and, upon request, make such records available to properly designated contract representatives within a reasonable period of time.
4.2 VEHICLES. The following minimum criteria shall be met at the time of the acceptance inspection:
4.2.1 Condition. Both the exterior and the interior of the windows must be free of excessive soil and free of damage.
4.2.2 Safety Items. Each vehicle windows must meet all host nation safety requirements and have, as a minimum, the following safety features: safety glass for front windshields.
4.3 SERVICES. The following services shall be provided by the contractor:
4.3.1 Maintenance. The contractor shall perform replacement/repair on base or at designated facilities. He will provide all parts, labor, and expertise necessary to complete required maintenance tasks. The cost of parts and labor for maintenance on damages resulting from operator negligence may be submitted through the contracting officer for consideration of payment.
4.3.2 Recovery. Upon proper notification, the contractor will repair/replace vehicle windows. This service should be available 24 hours a day. If the recovery service is not available 24 hours a day, alternatives must be negotiated and agreed to by the contract representatives.
CLAUSES INCORPORATED BY REFERENCE (IAW FAR 52.107(b))
(FEB 1998) Blank is completed as follows:
52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 2001)
As prescribed in 12.301T451936281 (b)(4), insert the following clause:
Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 2001)
(a) The Contractor shall comply with the following FAR clauses, which are incorporated in this contract by reference, to implement provisions of law or executive orders applicable to acquisitions of commercial items:
(1) 52.222-3T410016773 , Convict Labor (E.O.11755).
(2) 52.233-3T410028037 , Protest after Award (31 U.S.C.3553).
(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items or components:
[Contracting Officer must check as appropriate.]
_X_ (1) 52.203-6T409999368 , Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C.253g and 10 U.S.C.2402).
___ (2) 52.219-3T410014725 , Notice of HUBZone Small Business Set-Aside (Jan 1999).
___ (3) 52.219-4T410014726 , Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 1999) (if the offeror elects to waive the preference, it shall so indicate in its offer).
____(iii) 52.219-5T410014727 , Very Small Business Set-Aside (Pub.L.103-403, section 304, Small Business Reauthorization and Amendments Act of 1994).
Alternate I to 52.219-5T410014727 .
Alternate II to 52.219-5T410014727 .
___ (5) 52.219-8T410014730 , Utilization of Small Business Concerns (15 U.S.C.637 (d)(2) and (3)).
___ (6) 52.219-9T410014731 , Small Business Subcontracting Plan (15 U.S.C.637(d)(4)).
___ (7) 52.219-14T410014736 , Limitations on Subcontracting (15 U.S.C.637(a)(14)).
(i) 52.219-23T410014745 , Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Pub.L.103-355, section 7102, and 10 U.S.C.2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer).
(ii) ____Alternate I of 52.219-23T410014745 .
____(9) 52.219-25T410014747 , Small Disadvantaged Business Participation Program -- Disadvantaged Status and Reporting (Pub.L.103-355, section 7102, and 10 U.S.C.2323).
____(10) 52.219-26T410014748 , Small Disadvantaged Business Participation Program -- Incentive Subcontracting (Pub.L.103-355, section 7102, and 10 U.S.C.2323).
___ (11) 52.222-21T410016791 , Prohibition of Segregated Facilities (Feb 1999).
(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, which the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive orders applicable to acquisitions of commercial items or components:
[Contracting Officer check as appropriate.]
___ (1) 52.222-41T410016805 , Service Contract Act of 1965, As Amended (41 U.S.C.351, et seq.).
___ (2) 52.222-42T410016806 , Statement of Equivalent Rates for Federal Hires (29 U.S.C.206 and 41 U.S.C.351, et seq.).
___ (3) 52.222-43T410016807 , Fair Labor Standards Act and Service Contract Act -- Price Adjustment (Multiple Year and Option Contracts) (29 U.S.C.206 and 41 U.S.C.351, et seq.).
___ (4) 52.222-44T410016808 , Fair Labor Standards Act and Service Contract Act -- Price Adjustment (29 U.S.C.206 and 41 U.S.C.351, et seq.).
___ (5) 52.222-47T410016811 , SCA Minimum Wages and Fringe Benefits Applicable to Successor Contract Pursuant to Predecessor Contractor Collective Bargaining Agreement (CBA) (41 U.S.C.351, et seq.).
(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2T410010628 , Audit and Records -- Negotiation.
(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.
(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.
(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.
(e) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c) or (d) of this clause, the Contractor is not required to include any FAR clause, other than those listed below (and as may be required by an addenda to this paragraph to establish the reasonableness of prices under Part 15), in a subcontract for commercial items or commercial components --
(2) 52.222-35T410016801 , Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era (38 U.S.C.4212);
(3) 52.222-36T410016802 , Affirmative Action for Workers with Disabilities (29 U.S.C.793)
(4) 52.247-64T410042434 , Preference for Privately-Owned U.S.- Flag Commercial Vessels (46 U.S.C.1241) (flow down not required for subcontracts awarded beginning May 1, 1996); and
(5) 52.222-41T410016805 , Service Contract Act of 1965, As Amended (41 U.S.C.351, et seq.). (End of Clause)
DESCRIPTION OF AGREEMENT: The supplier shall furnish supplies or services, if and when requested by the Contracting Officer (or the authorized representative of the Contracting Officer). SERVICES/SUPPLIES to be furnished: Contractor is to provide all transportation, plant, labor, materials and equipment to provide Vehicle Window Repair/Replacement. These items are in support of Disaster Air Base for the Area of Responsibility (AOR) units in Florida in accordance with the attached Statement of Work/Performance Work Statement and the Pre-Approved Price List. Period of performance for subject Blanket Purchase Agreement (BPA) is 12 Jan 05 to 12 Jan 06.
EXTENT OF OBLIGATION: The Government is only obligated to the extent of authorized calls actually placed against this BPA by authorized personnel, against authorized line items.
PRICING: The prices charged the United States Government shall be as low as those charged the supplier’s most favored customer for comparable quantities under similar terms and conditions.
PURCHASE LIMITATION: The limitation for each individual purchase under this BPA shall be identified by an authorized letter. The authorization letter will identify the person’s name, rank, unit and maximum call limitation
NOTICE OF INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA AND DOLLAR LIMITATIONS BY TITLE OF POSITION OR NAME: A list of individuals authorized to purchase under the BPA, identified either by title of position, or by name of the individual, or by organizational component, and the limitation purchase for each position title or individual, shall be furnished to the supplier by the Contracting Officer.
METHOD OF PLACING CALLS: Calls against this agreement will generally be made orally or by electronic means, (i.e. facsimile) if convenient.
COMPLETION DATE FOR CALLS: The completion date for calls will be established at the time a call is placed with the contractor unless delivery terms are specified by the contractor in addition to his pricing.
DELIVERY TICKETS: All shipments under this agreement shall be accomplished by delivery tickets or sales slips which shall contain the following minimum information:
Name of supplier
Date of purchase
Itemized list of supplies or services furnished identified by line item number.
Quantity, unit price, and extension of each item, less applicable discounts.
Date of delivery or shipment
Person placing the call
INVOICES: A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period. The invoice shall identify the delivery tickets covered therein, stating their total amount, and supported by receipted copies of the delivery tickets. The invoice shall be submitted to the customer or the Contracting Office for review and payment.
PAYMENTS: Pursuant to paragraph 9, entitled “INVOICES”, payment will be made monthly on all calls placed by authorized personnel and completed by the vendor during the given period. Payment will be made in local currency by check or electronic funds transfer.
CANCELLATION OF BPA: The United States Government reserves the unilateral right to cancel this BPA with a written notice to the contractor.
BASE PASSES: Permission for contractor personnel and vehicles to enter the installation is subject to approval of the US Military. The contractor is responsible for obtaining and maintaining passes for all employees and vehicles necessary to complete the work requirements. Passes required by the US Military authorities for entrance to the military installation must be obtained prior to beginning work under this BPA, and must be renewed prior to their expiration dates so as to prevent a lapse in service. THE FAILURE OF THE CONTRACTOR TO RENEW PASSES IN SUFFICIENT TIME TO PREVENT THEIR EXPIRATION, SHALL NOT BE DEEMED AN ACCEPTABLE DELAY FOR COMPLETION OF THE WORK REQUIREMENTS UNDER THIS BPA.
INSURANCE REQUIREMENTS: All vehicles shall be covered with the greater of either the minimum insurance required by local laws or military installation requirements.
PERSONNEL AUTHORIZED TO PLACE CALLS:
Personnel authorized to place calls against this BPA shall be identified on an Authorization Letter signed by the Contracting Officer. The letter shall identify the rank, name, unit, and US dollar/Qatar Riyal limitation of persons authorized to place calls against this BPA. A call SHALL NOT EXCEED the call limitation without the Contracting Officers approval. The supplies/services listed in the approved price list or schedule shall be the only items that can be ordered in accordance with this BPA.
Personnel placing calls shall identify themselves with their name, unit, and BPA number along with a call number identified on authorization letter approved by the Contracting Officer. DO NOT ACCEPT calls from anyone who is not listed on this authorization letter. Services performed on calls from anyone other than personnel listed on the authorization letter are accomplished at the vendors/contractors own risk.