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.
- 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).
- 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.
- Orders exceeding the micro-purchase threshold but not exceeding the maximum order
- 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).
- 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.
- In addition to price, when determining best value, the ordering activity may
consider, among other factors, the following:
- Past performance.
- Special features of the supply or service required for effective program
- Trade-in considerations.
- Probable life of the item selected as compared with that of a comparable
- Warranty considerations.
- Maintenance availability.
- Environmental and energy efficiency considerations.
- Delivery terms.
- 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—
- 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);
- Based upon the initial evaluation, seek price reductions from the Schedule
contractor(s) considered to offer the best value (see 8.404(d)); and
- 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.
- Minimum documentation. The ordering activity shall document—
- The Schedule contracts considered, noting the contractor from which the
supply or service was purchased;
- A description of the supply or service purchased; and
- The amount paid.