/
Understanding Agreements Understanding Agreements

Understanding Agreements - PowerPoint Presentation

maniakiali
maniakiali . @maniakiali
Follow
350 views
Uploaded On 2020-08-28

Understanding Agreements - PPT Presentation

SPS Spotlight Series February 2015 Understanding Agreements Among the several ways to accomplish Contracting purchasing goals are Agreements and Agreement OrdersContracts Agreements and Agreement OrdersContracts differ from Indefinite Delivery Contracts and their Delivery Orders ID: 808826

understanding agreements bpa agreement agreements understanding agreement bpa click line order items basic contract menu select contracts information call

Share:

Link:

Embed:

Download Presentation from below link

Download The PPT/PDF document "Understanding Agreements" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.


Presentation Transcript

Slide1

Understanding Agreements

SPS Spotlight Series

February 2015

Slide2

Understanding Agreements

Among the several ways to accomplish Contracting purchasing goals are Agreements and Agreement Orders/Contracts.

Agreements and Agreement Orders/Contracts differ from Indefinite Delivery Contracts and their Delivery Orders.

Agreements themselves are not a contract of any kind and are not considered binding on either party.

Slide3

Understanding Agreements

Why use an Agreement?

Slide4

Understanding Agreements

Clauses may be added to them

The creating agency or the contractor can “discontinue” the agreement with a 30 day notice

Agreements from other agencies may be used

No funding or obligations in the Agreement

Pricing or quantity need not be readily available

Slide5

Understanding Agreements

In PD

2

, there are basically four areas concerning Agreements and their orders:

The Basic Agreement

The Basic Ordering Agreement (BOA)

The Master agreement for repair and alteration of vessels (MARAV)

The Blanket Purchase Agreement (BPA)

Slide6

Understanding Agreements

What exactly are Agreements?

Slide7

Understanding Agreements

Basic Agreement (See FAR 16.702)

A written instrument of understanding, negotiated between an agency or contracting activity and a contractor

Contains contract clauses applying to future contracts between the parties

Contemplates separate future contracts that will incorporate said clauses by reference or attachment

Use a Basic Agreement when a substantial number of separate contracts may be awarded to a contractor during a particular period

A Basic Agreement itself is not a contract

Slide8

Understanding Agreements

Basic Ordering Agreement (See FAR 16.703)

A written instrument of understanding, negotiated between an agency or contracting activity and a contractor

Contains terms and contract clauses applying to future contracts (orders) between the parties

Contains a description, as specific as practicable, of supplies or services to be provided to include the method of pricing

Use a Basic Ordering Agreement when there are uncertain requirements for supplies or services when specific items, quantities, and prices are not known at the time the agreement is executed

A Basic Ordering Agreement itself is not a contract

Slide9

Understanding Agreements

Master Agreement for repair and alteration of vessels (MARAV) (See DFARS 217.7101)

A written instrument of understanding, negotiated between a contracting activity and a contractor

Contains contract clauses applying to future contracts between the parties pertaining to repairs, alterations, and/or additions to vessels

Contemplates separate future contracts that will incorporate said clauses by reference or attachment

A MARAV itself is not a contract

Slide10

Understanding Agreements

Blanket Purchase Agreement (BPA) (See FAR 13.303)

A simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts” with qualified sources of supply

The use of BPAs does not exempt an agency from the responsibility for keeping obligations and expenditures within available funds

A Blanket Purchase Agreement itself is not a contract

Slide11

Understanding Agreements

Let’s take a look at the creation of Agreements

Slide12

Understanding

Agreements

We have decided to use the Basic Ordering Agreement (BOA). Go to the menu Procurement → Pre-Award/Award → Agreements and then select either SF 26 or SF 1449. Finally select the Basic Ordering Agreement option.

Slide13

Understanding

Agreements

The Create New BOA (SF 1449) window displays. Notice that position 9 of the Procurement Instrument Identification Number (PIIN) is a “G”. Now click the “OK” button.

Slide14

Understanding

Agreements

The actual SF 1449 for this BOA displays. Fill in the various blocks per your agency’s requirements. Now click on Tab Items 17-26.

Slide15

Understanding

Agreements

On this tab, the decision to add line items is made using the line items menu. In our case we opt not to add line items. Now click on the Document Options menu.

Slide16

Understanding

Agreements

Various other information pertaining to Agreements must be entered. Do this by clicking on the Agreement Information menu.

Slide17

Understanding

Agreements

The Agreement Information window displays. Make sure to fill in all of the information pertaining to this Agreement. This information is MANDATORY! Next click OK.

Slide18

Understanding Agreements

Once again click the Document Options menu and then select Classification.

Slide19

Understanding

Agreements

At the bottom of the screen, fill in needed Vendor Information. This information is MANDATORY. Now click the OK button.

Slide20

Understanding

Agreements

Now click the Clauses tab. Here notice that Agreements have by default a “Preamble”. Double click the Preamble line to read it.

Slide21

Understanding

Agreements

The Preamble is basically a “Fill In Clause” in which information must be entered. Do not delete the fill in fields. Type within them. Now save and close the BOA.

Slide22

Understanding

Agreements

The icon for the Agreement will be shown. It must be Generated, Approved, and then Released.

Slide23

Understanding

Agreements

Click on the “Utilities” menu, and then click the “Preferences…” menu.

Slide24

Understanding

Agreements

Click the “Notification” tab. Here you may select pertinent information for system generated alerts.

Slide25

Understanding

Agreements

We will not create the “Basic Agreement” or the “MARAV” because the procedure is exactly the same as the creation of the BOA. Once created however, position 9 of the PIIN will have an “H” instead of a “G”.

N00025-15-H-0001

Slide26

Understanding Agreements

As mentioned before, the creation of the “Basic Agreement” and the “MARAV” are the same as for the “BOA”.

Both the Basic Agreement and

the MARAV will have an “H” in the 9

th

position of the PIIN.

Now we will turn our attention to the creation of the orders for these agreements. We will begin with the BOA.

Slide27

Understanding

Agreements

Purchases against a “BOA” are called “orders”. Begin by highlighting the applicable BOA.

Slide28

Understanding

Agreements

Go to the menu Procurement →

Post-Award

Agreement Orders/Contracts

, and then select the appropriate form.

Slide29

Understanding

Agreements

The Create New Agreement Order/Contract (SF 1449) window displays. Notice that an order number is produced similar to that of an Indefinite Delivery Contract. Note: No PR is necessary to produce this number. Now click the OK button.

Slide30

Understanding

Agreements

The “Agreement CLIN Selector” window displays. What is done here to create the order depends on how the Agreement CLIN structure was setup.

Slide31

Understanding

Agreements

If CLINs were added initially to the Agreement, they will display under Agreement Line Items. They may be used to create the Agreement Order.

Slide32

Understanding

Agreements

If the CLINs to be used in the order are to be taken from one or more PRs, click the “Attach” button to retrieve them.

Slide33

Understanding

Agreements

The “Attachment Selection” window displays. Search for and select the PR from which the line items are to be taken.

Slide34

Understanding

Agreements

The PR and the line items in the PR will display on the “Requirements Line Items” side.

Slide35

Understanding

Agreements

To select an item from either the Agreement Line Items side or the Requirements Line Items side, simply highlight it and click the “Select” button.

Slide36

Understanding

Agreements

The selected line item(s) will appear in the “Order/Contract Line Items:” window. After all line items have been selected, click the “OK” button.

Slide37

Understanding

Agreements

The order form previously selected will now display. Fill in the various blocks per your agency’s requirements. Click on the “Items 17-26” tab.

Slide38

Understanding

Agreements

Here, open the line item and enter the correct unit price. Then save and close the document.

Slide39

Understanding

Agreements

The Agreement Order icon will appear in the folder on the desktop. Follow agency procedures for the creation of a CAR; then, Generate, Approve, and Release the order.

Slide40

Understanding Agreements

When creating a Basic Agreement or a MARAV, the procedure is the same, but the order will look different.

The order placed against a Basic Agreement or MARAV is called a “contract” instead of an order.

Begin by highlighting the Basic Agreement or MARAV.

Slide41

Understanding

Agreements

Go to the menu Procurement →

Post-Award

Agreement Orders/Contracts

, and then select the appropriate form.

Slide42

Understanding

Agreements

This time the Create New Agreement Order/Contract (SF 1449) window shows with a “C” in the 9

th

position of the PIIN. If the user wishes this to be a purchase order, simply change the “C” to a “P”. Now click the OK button.

Slide43

Understanding Agreements

Follow the same procedures that were used from slides 30 to 38. When the contract is done, it will look like this, depending on which letter was chosen in position 9 of the PIIN. Notice that there is no supplemental number

ie

. 0001 as in a BOA.

Slide44

Understanding Agreements

The final Agreement type is the Blanket Purchase Agreement. (BPA)

There have been many changes to the entire structure of the BPA, its orders, and the modifications thereto in SR15.

An order against a BPA is known as a “Call” and is created differently from the other Agreement orders.

We will look at the creation of a BPA, the creation of a Call, and a modification to the Call.

Slide45

Understanding

Agreements

Begin by going to the menu Procurement→ Pre-Award/Award→ Agreements→ and finally BPA Master Agreement.

Slide46

Understanding

Agreements

The Create New Blanket Purchase Master Agreement window displays. Notice that the 9

th

position of the PIIN is an “A”. Click the OK button.

Slide47

Understanding

Agreements

Fill in the various blocks per your agency’s requirements. Click on the BPA Items tab.

Slide48

Understanding

Agreements

Once again fill in the various areas per your agency’s requirements. Notice that there is now an area for a GSA Schedule number. If a GSA Schedule is being used, click the drop down arrow to select the number or, click the “Add” button to add a new schedule number.

Slide49

Understanding

Agreements

Once you save and close the document, there will be a BPA Master Agreement icon created on the desktop. Then it is just a matter of Generating, Approving, and Releasing the BPA Master.

Slide50

Understanding

Agreements

To create a “Call” against the Master BPA, begin by highlighting the Released BPA Master document.

Slide51

Understanding

Agreements

Go to the menu Procurement→ Post-Award→ BPA Call→ and select either the DD Form 1155 or the SF 1449. We chose the SF 1449.

Slide52

Understanding

Agreements

The Create New BPA Call (SF 1449) window displays. Notice that the BPA call number is similar to that of the BOA order number. Now click the OK button.

Slide53

Understanding Agreements

Fill in the various blocks on tabs Items 1-16 per your agency’s requirements. Now click on tab Items 17-26.

Slide54

Understanding Agreements

Go to the Line Items menu and select “Attach” to select a PR and line item(s) to use in this BPA Call.

Slide55

Understanding

Agreements

The “Attachment Selection” window displays. Search for and select the PR from which the line item(s) are to be taken.

Slide56

Understanding Agreements

Double click the line item and enter the unit price. Once done, go to Clauses tab.

Slide57

Understanding Agreements

In SR15, the BPA Call is an actual form, so clauses may be added if necessary. Now save and close the BPA Call.

Slide58

Understanding Agreements

There will now be a BPA Call icon on the desktop. From here simply Generate, Approve, and Release the BPA Call.

Slide59

Understanding

Agreements

Since the BPA Call form is either an SF 1449 or a DD 1155, a normal modification to these forms may be done.

These modifications will use the regular SF 30 and the same rules apply as if it were a modification to an Indefinite Delivery Contract Delivery Order.

Accomplish the Mod in the exact same way as any other modification.

Slide60

Questions?

Slide61

Q&A

I was told today from CACI that a script could be written to close out agreements.

While this is not recommended, it may be possible to request a custom script. This would be out of the scope of the SPS Help Desk and may be supported by the Component Service Team.

Will SR15 permit modifications to “Calls”, after the expiration date of the master agreement?

An SPS Help Desk analyst tested this and found

that

modifications to existing Calls are

possible

after the expiration of the master agreement.  Users will not be able to create new Calls once the master agreement expiration date has passed.

We

know Agreements do not need to be closed out… why?

Closeout is for contracts. Agreements are NOT contracts.

Slide62

Q&A

Will any BPA created in SR14 be able to use the SR15 features?

Yes, they will. This is concerning NEW Calls, not previously written ones.

I am assuming that external BPA Masters work the same as in previous versions?

Yes, they do.

If you write a BPA that allows for orders of

micropurchases

placed via the GPC, is there a way we can capture order information in FPDS-NG?

This question is beyond the scope of this training. Please see your activity for information about procedure.

Slide63

Q&A

How do you discontinue an Agreement in PD2? Is that a new feature in SR15?

It is not a new feature. You simply go to the menu Procurement → Post Award → Agreement Discontinuation → Discontinue.

When Calls are placed in SR15 against existing BPAs created in SR14, will you have the option for the DD1155 or the SF1449, or will you still be stuck with the old Call form?

You will be under the new SR15 rules so you WILL have the choice.