8.405-2 Ordering procedures for services requiring a statement of work.

1. General. Ordering activities shall use the procedures in this subsection when ordering services priced at hourly rates as established by the Schedule contracts. The applicable services will be identified in the FSS publications and the contractor’s price lists.
2. Statements of Work (SOWs). All SOWs shall include the work to be performed; location of work; period of performance; deliverable schedule; applicable performance standards; and any special requirements (e.g., security clearances, travel, special knowledge). To the maximum extent practicable, agency requirements shall be performance-based statements (see Subpart 37.6).
3. Request for Quotation procedures. The ordering activity must provide the RFQ, which includes the SOW and evaluation criteria (e.g., experience and past performance), to Schedule contractors that offer services that will meet the agency’s needs. The RFQ may be posted to GSA’s electronic RFQ system, eBuy (see 8.402(d)).
   1. 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. The ordering activity should attempt to distribute orders among contractors.
   2. For orders exceeding the micro-purchase threshold, but not exceeding the maximum order threshold.
      1. The ordering activity shall develop an SOW, in accordance with 8.405-2(b).
      2. The ordering activity shall provide the RFQ (including the SOW and evaluation criteria) to at least three Schedule contractors that offer services that will meet the agency’s needs.
      3. The ordering activity should request that contractors submit firm, fixed prices to perform the services identified in the SOW.
   3. For proposed orders exceeding the maximum order threshold or when establishing a BPA. In addition to meeting the requirements of 8.405-2(c)(2), the ordering activity shall—
      1. Provide the RFQ (including the SOW and evaluation criteria) to additional Schedule contractors that offer services that will meet the needs of the ordering activity. When determining the appropriate number of additional Schedule contractors, the ordering activity may consider, among other factors, the following:
         1. The complexity, scope, and estimated value of the requirement.
         2. The market search results.
      2. Seek price reductions.
   4. The ordering activity shall provide the RFQ (including the SOW and the evaluation criteria) to any Schedule contractor who requests a copy of it.
4. Evaluation. The ordering activity shall evaluate all responses received using the evaluation criteria provided to the Schedule contractors. The ordering activity is responsible for considering the level of effort and the mix of labor proposed to perform a specific task being ordered, and for determining that the total price is reasonable. Place the order, or establish the BPA, with the Schedule contractor that represents the best value (see 8.404(d)). After award, ordering activities should provide timely notification to unsuccessful offerors. If an unsuccessful offeror requests information on an award that was based on factors other than price alone, a brief explanation of the basis for the award decision shall be provided.
5. Minimum documentation. The ordering activity shall document—
   1. The Schedule contracts considered, noting the contractor from which the service was purchased;
   2. A description of the service purchased;
   3. The amount paid;
   4. The evaluation methodology used in selecting the contractor to receive the order;
   5. The rationale for any trade-offs in making the selection;
   6. The price reasonableness determination required by paragraph (d) of this subsection; and
   7. The rationale for using other than—
1. A Firm Fixed Price (FFP) order; or
2. A performance-based order.