PD² Creating an External Contract and Creating a Delivery Order from an External Contract SPS Spotlight Series May 2014 Purpose amp FollowUp Purpose of this webinar is to educate and keep the SPS User Community abreast of the functionality and ongoing changes to the core capabilities ID: 808825
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Slide1
Procurement Desktop Defense (PD²) Creating an External Contract and Creating a Delivery Order from an External Contract
SPS Spotlight Series
May
2014
Slide2Purpose & Follow-UpPurpose of this webinar is to educate and keep the SPS User Community abreast of the functionality and ongoing changes to the core capabilities of the SPS suite of software.
We developed these learning modules which are geared toward product functionality, configuration, and maintenance for SPS users to sharpen their system administration skills and increase their overall product and system knowledge
.
Slide3Overview
Information about External Contracts
Creation in PD2 of
an External Indefinite Delivery
Contract
Creation of a Delivery Order from an External Indefinite Delivery Contract
Slide4External Contracts
An “External” contract is a contract that is written by another office, agency, or entity that is allowed to be used by more than just the creators.
Slide5External Contracts
In the past, the idea of an External Contract was to award a contract to a single vendor, then allow others to use it.
Slide6External Contracts
The idea today is to make “multiple” awards to various vendors for the same or similar items to be purchased by the Government.
Slide7External Contract Types
There are several different External Contract Types. The one that will be used by your organization may require research of your organization’s particular needs.
Slide8External Contract Types
Some External Contract Types Are:
Government-wide Acquisition
Contracts ( GWAC ) These
are Task Order or Delivery Order contracts for
information technology
, established by one Agency for Government wide use
.
Multi-Agency Contracts (
MAC) These are
Task Order or Delivery Order contracts established by one Agency for use by Government Agencies to obtain
a variety of supplies and
services.
Multiple Award Schedule (MAS)
These are also referred
to as GSA Schedule and Federal Supply Schedule
contracts and are indefinite
delivery, indefinite quantity (IDIQ)
contracts,
that are available for use by federal agencies worldwide.
Slide9External Contract Types
An example of a “GWAC” would be the
Solutions
for Enterprise-Wide
Procurement or “SEWP” contract. This is a “GWAC” which was written by NASA.
Slide10External Contract Types
Another External Contract example would be the “GSA” Contract Holder contracts. A multiple award family of contracts featuring Indefinite Delivery Indefinite Quantity ( IDIQ ) contracts listed as Schedules.
Slide11External Contract Types
A great place to look for External Contracts is the Interagency Contract Directory. They maintain a
central
repository of Indefinite Delivery
Vehicles
(IDV) awarded by the Federal
agencies,
where the IDV is available for use at both
intra
agency and interagency
levels.
Slide12External Contracts
There are several questions that must be addressed before you delve into the use of these contracts such as, “Are these contracts allowed for use by our office?”
Slide13External Contracts
Does it cost to use these contracts and how does our office make payment if it does?
Slide14External Contracts
Are there competition requirements?
Slide15External Contracts
The best way to answer these and other questions is to “Read the Contract.” It will list all of its parameters. In any case, make sure to follow your agency’s procedures.
Slide16External Contracts
After the research has been done, a decision on which contract vehicle
to use
must be made.
Slide17External Contracts
Also, in your decision making, make sure to adhere to specific requirements of the contract, for example; which form to use to place orders.
Slide18We will demonstrate how to build an External “IDIQ” in PD2.
We cannot demonstrate ordering from contract vehicles from the web, only in PD
2.
We will also demonstrate writing a delivery order in PD
2
from the created External contract.
External Contracts
Slide19External Contracts
In creating the External Indefinite Delivery ( IDIQ )
Contract, the idea is to mimic the original contract as written. Use the same form that the original contract is written on if possible i.e. SF 1449, SF 26 etc.
Slide20External Contract Creation
To create the External IDIQ contract, go to the menus Procurement → Pre-Award/Award → External Awards, and select the appropriate form to use. We have selected the SF 26.
Slide21External Contract Creation
The “Create New External Award” window will appear. Notice that there is no
DoDAAC
listed and the Fiscal Year defaults to the present. The contract number also defaults to the next available number.
Slide22External Contract Creation
Enter the
DoDAAC
, fiscal year, and contract type from the agency’s contract that will be ordered from.
Slide23External Contract Creation
At this time, the description may be changed if necessary. Please follow your agency procedures. When done, click the “OK” button.
Slide24External Contract Creation
The first tab of the contract displays. Fill in the appropriate areas.
Slide25External Contract Creation
Once the appropriate areas are filled in, go to the correct tab to add line items. In our case it is tab “ Items 13-16.”
Slide26External Contract Creation
Go to the menus Line Items → Add
→ CLIN
to add the necessary line items that will be ordered. Note: Only the line items that are projected to be ordered need be added to this contract.
Slide27External Contract Creation
The “Line Item Detail” window will appear
. Using the “IDC Type” drop down, select
“Indefinite Quantity” for
each line item.
Note: You may NOT use N/A when building an Indefinite Delivery Contract.
Slide28External Contract Creation
Add the “Line Item Number” exactly as it appears on the Agency’s contract.
Slide29External Contract Creation
Add the “Description” and “Extended Description” exactly as it appears on the Agency’s contract.
Slide30External Contract Creation
Add an estimated “Max Quantity” per the needs of your office for this line item.
Slide31External Contract Creation
Add the “Unit Price” exactly as it appears on the Agency’s contract.
Slide32External Contract Creation
Add the “Unit of Issue” exactly as it appears on the Agency’s contract.
Slide33External Contract Creation
Once all pertinent information has been filled in, go to the “Funding” tab.
Slide34External Contract Creation
The actual Indefinite Delivery Contract is not funded, so we will not add a line of accounting here. The funds will be obligated when each delivery order is written. We can now click “OK”
Slide35External Contract Creation
Our line items have been completed. Notice that when in an “External Contract” environment, there is no “Funds Available” check box.
Slide36External Contract Creation
We may now set some parameters for this particular contract. We call these parameters “Classifications.”
Slide37External Contract Creation
Go to the menu “Document Options” and click on “Classification.”
Slide38External Contract Creation
Here parameters may be selected for this and only this contract. If necessary
the “Document
Format” may be changed.
Slide39External Contract Creation
The IDC Constraints may also be set here. Do this first by determining if the contract has a quantity or amount minimum or maximum. These fields may be blank.
Slide40External Contract Creation
T
he delivery order constraints for quantity or amount may also be set here. Find these by reading the contract. These constraints may be “Hard” or “Soft.”
Slide41External Contract Creation
If you choose to set “Hard” constraints, the system will NOT allow orders to be written that are below the minimum or above the maximum “Hard constraints entered here!”
Slide42External Contract Creation
If soft, the system will notify you that the constraint has been exceeded or not met, but it will allow the order to be written .
Slide43External Contract Creation
Finally, add the “Ordering Period.” The system will allow orders to be written only within this timeframe unless later modified. Now click “OK”
Slide44External Contract Creation
Now that these parameters have been set, fill in pertinent information on the other tabs if necessary.
Slide45External Contract Creation
Take this opportunity to check your work. After you are sure of your product, “approve” the External Award. An External Award is not “Generated or Released.”
Slide46External Contract Creation
If at any time a modification to the contract needs to be done to add quantity or line items, a formal modification need not be done. Simply highlight the external award and click the “approval” icon or menu item.
Slide47External Contract Creation
The “Approval Sheet” window will open. Notice that it is already approved. A new approval sheet will have to be added in order to make adjustments to the contract. Click the “Add” button.
Slide48External Contract Creation
The “Approval for object” window displays. Select the correct Approval template and click OK.
Slide49External Contract Creation
Sheet 2 of 2 will now display. Do Not approve it. Simply click OK.
Slide50External Contract Creation
The External Award will now be ready for adjustments. Double Click it, make the changes, then save, close, and approve the document.
Slide51External Contract Creation
Once the External Award has been approved, it is ready to use to create your delivery orders.
Slide52Delivery Order Creation
PD² allows for the creation of orders against External Indefinite Delivery Contracts.
These orders are usually called “Delivery Orders” or “Task Orders”.
We will now create a delivery order using our previously created External Contract.
Slide53Delivery Order Creation
Before we begin to create the delivery order, we will take a quick look at the Purchase Request. Simply “double click” it to open it.
Slide54Delivery Order Creation
Notice the line item number, description, and unit cost do not match what was built on the External Contract. The pertinent information will be filled into the delivery order from the contract.
Slide55Delivery Order Creation
To begin creating the delivery order, highlight the purchase request that is to be used.
Slide56Delivery Order Creation
Now go to the menu Procurement
Post Award
Orders
and select FSS Orders/DO/TO. Note: If the actual contract was created using an SF1449, select “Commercial” here instead.
Slide57Delivery Order Creation
The “Create New Delivery Order” window displays. Since we have selected the Purchase Request we plan to use and not the contract, we have to select the actual contract.
Click the “Select” button in the lower left of the screen.
Slide58Delivery Order Creation
The “Attachment Selection” window will appear. Here we may select pertinent search information such as “Award Type” and “Search By” information.
Slide59Delivery Order Creation
Enter any part of, or all of the contract number that you wish to find. If using only part of the number, place the “percent” sign at the end. Then click “Search.”
Slide60Delivery Order Creation
The search results should appear. Select the appropriate contract and then click the “Attach” button.
Slide61Delivery Order Creation
The “Create New Delivery Order” window will return. Since the system now knows which contract you wish to use, it will select the next available delivery order number from it. Notice that the number is your
office’s
two digit “call order code”, followed by the next sequential number. Now click “OK”.
Slide62Delivery Order Creation
The “Delivery /Task Order” window will now appear. We like to call this the matchmaker screen
.
The line items that are available on the Purchase Request document, and those available for use on the contract are displayed.
Slide63Delivery Order Creation
If there are any Minimum or Maximum parameters, (constraints) they will be shown here on this screen. In this case there are none.
Slide64Delivery Order Creation
In order to create the line items on the Delivery Order, you will match the items on the Purchase Request side (right side) with the items on the contract side (left side).
Slide65Delivery Order Creation
Highlight first the contract item that matches the Purchase Request item you wish to have in your Delivery Order. Then click on the item on the Purchase Request side that will carry the quantity and the funding.
Slide66Delivery Order Creation
An “equal” sign will appear to show that these two items have been properly matched. If the match was a mistake, “double click” the equal sign and the match will be broken. Now click the “OK” button.
Slide67Delivery Order Creation
The Delivery Order has now been created. Fill in information on the tabs as necessary.
Slide68Delivery Order Creation
On the tab with the line items, notice that the line item Number, Description, and Unit Cost are those that were on the contract.
Slide69Delivery Order Creation
On the clauses tab, you may enter (if necessary) clauses applicable to this Delivery Order. Only enter clauses if they are prescribed by your agency.
Slide70Delivery Order Creation
Once the document is saved and closed, it will appear in the location where you were working. Note: Please see your agency procedures for when to complete a “CAR.”
Slide71Delivery Order Creation
In some cases, you will have the contract and not the Purchase Request to start with. In this case highlight the contract and go
to the menu Procurement
Post Award
Orders
and select FSS Orders/DO/TO.
Slide72Delivery Order Creation
Since the system knows which contract you wish to use, it will give you the next available Delivery Order number for this contract. Now click “OK.”
Slide73Delivery Order Creation
This time the matchmaker screen will appear but without the Purchase Request on the right. We will have to search for it. Click the “Attach” button in the lower right corner of the screen.
Slide74Delivery Order Creation
In the “Search Criteria” box, type in any part of or all of the Purchase Request number. Now click the “Search” button.
Slide75Delivery Order Creation
The search results should appear. Highlight the Purchase Request that is to be use and then click the “Select” button.
Slide76Delivery Order Creation
The Delivery/Task Order (matchmaker) screen will return with the Purchase Request information available. Proceed as before (see slides 65 to 69) with the matching.
Slide77Questions?
Slide78Q&A Please discuss the decision to input an External Contract versus the transfer of the contract from the issuing base to the using base.
In most cases, the external is being shared between several groups/agencies. Transferring from one agency to another transfers that ownership.
Do we start the first line item with the first CLIN # on original contract, or do we use the CLIN number for the first item we need on the contract?
When building your External Contract, use the line item numbers listed on the original main contract that you are ordering from. The line item numbers on your PR does not matter.
Is this true even when using GFEBS?
Yes, the contract line item numbers are the correct ones.
What about the “Issued By” on the delivery order?
This will be “your” issuing office as you are the ones issuing the delivery order.
Slide79Q&A Do PRs need to be entered with CLIN numbers matching External Award CLIN numbers?
No, PD
2
will use the CLIN numbers and the item description from the External Contract that you have created.Is there a problem with writing orders and not having an External Contract set up?
Yes there is. PD2 does not allow the creation of orders against External Contracts without the creation of the External shell. This is in case orders are to be sent to the applicable vendor. If ordering over the web, then follow those procedures.
Is a unit cost required on the External Contract?
Yes, use the unit cost that is listed in the original contract.
From time to time the original costs change. If the vendor tells you the cost has changed, is it all right to change them in the External award?
Yes, but only after you have confirmed these changes with the original contract. They will have written a modification showing these changes.
Slide80Q&A If you are simply taking over administration of another activities task order, once you build the External award, how do you recommend that you enter in the external task order?
If you are using the same database, no further action is required. If the task order is to be transferred to another database, PD
2
has a Document Transfer Utility for this purpose.
Y
ou left the "to" CLIN number as 0001. Doesn't it have to match the CLIN number on the External award?
No, the system will use the appropriate number from the External award, regardless of the number assigned on the PR.
Slide81Future WebinarsPDS Punch-Out
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