8.405 Ordering procedures for Federal Supply Schedules.

Ordering activities shall use the ordering procedures of this section when placing an order or establishing a BPA for supplies or services. The procedures in this section apply to all Schedules.

8.405-1 Ordering procedures for supplies, and services not requiring a statement of work.

1. Ordering activities shall use the procedures of this subsection when ordering supplies and services that are listed in the Schedules contracts at a fixed price for the performance of a specific task, where a statement of work (SOW) is not required (e.g., installation, maintenance, and repair).
2. Orders at or below the micro-purchase threshold. Ordering activities may place orders at, or below, the micro-purchase threshold with any FSS contractor that can meet the agency’s needs. Although not required to solicit from a specific number of Schedule contractors, ordering activities should attempt to distribute orders among contractors.
3. Orders exceeding the micro-purchase threshold but not exceeding the maximum order threshold.
   1. Ordering activities shall place orders with the Schedule contractor that can provide the supply or service that represents the best value. Before placing an order, an ordering activity shall consider reasonably available information about the supply or service offered under MAS contracts by surveying at least three Schedule contractors through the GSAAdvantage!^® online shopping service, or by reviewing the catalogs or price lists of at least three Schedule contractors (see 8.405-5).
   2. When an order contains brand name specifications, the Contracting Officer shall post the RFQ along with the justification or documentation as required by 8.405-6.
   3. In addition to price, when determining best value, the ordering activity may consider, among other factors, the following:
      1. Past performance.
      2. Special features of the supply or service required for effective program performance.
      3. Trade-in considerations.
      4. Probable life of the item selected as compared with that of a comparable item.
      5. Warranty considerations.
      6. Maintenance availability.
      7. Environmental and energy efficiency considerations.
      8. Delivery terms.
4. Orders exceeding the maximum order threshold. Each Schedule contract has a maximum order threshold established on a SIN-by-SIN basis. Although a price reduction may be sought at any time, this threshold represents the point where, given the dollar value of the potential order, the ordering activity shall seek a price reduction. In addition to following the procedures in paragraph (c) of this section and before placing an order that exceeds the maximum order threshold or establishing a BPA (see 8.405-3), ordering activities shall—
1. Review (except see (c)(2) of this subsection) the price lists of additional Schedule contractors (the GSAAdvantage!^® online shopping service can be used to facilitate this review);
2. Based upon the initial evaluation, seek price reductions from the Schedule contractor(s) considered to offer the best value (see 8.404(d)); and
3. After seeking price reductions (see 8.405-4), place the order with the Schedule contractor that provides the best value. If further price reductions are not offered, an order may still be placed.
5. Minimum documentation. The ordering activity shall document—
1. The Schedule contracts considered, noting the contractor from which the supply or service was purchased;
2. A description of the supply or service purchased; and
3. The amount paid.