Contracting Officer Guidance - Schedule Ordering Procedures

Federal Acquisition Regulation (FAR) 8.4, outlines streamlined ordering procedures for the Multiple Award Schedule (MAS) so you can focus on the unique requirements of your buy.

These ordering procedures apply to all federal agencies. In addition to ordering guidelines, GSA offers additional information related to the Schedule's unique features and flexibilities and electronic buying tools.

Ordering Specifics

Orders placed against a Schedule contract:

Must follow the procedures set forth in FAR 8.4.
May be set aside for small business at the ordering Contracting Officer’s discretion.

Orders against Schedule contracts are not exempt from:

Acquisition planning as required by FAR Part 7
Agency specific supplements
An IT acquisition strategy as required by FAR Part 39
The bundled contracts requirements when the order meets the definition of "bundled contract" (refer to FAR 2.101 and 13.303-2(c)(3))

Use the GSA Schedule Order: Contract File Checklist [PDF - 368 KB] to award task or delivery orders against the Schedule and to establish Blanket Purchase Agreements (BPAs) against Schedule contracts.

Step 1: Ordering Procedure

FAR 8.405-1: Ordering Procedures Without a Statement of Work (SOW):

Ordering of supplies or fixed-price services without a SOW

FAR 8.405-2: Ordering Procedures When an SOW Is Required

Image of the process contracting officers review for placing orders for services that require an SOW

Step 2: Order Placement

Before placing an order, you must ensure that you have complied with agency and local regulatory and statutory requirements.

Orders must include the following elements, in addition to any information required by the Schedule contract:

Complete shipping and billing addresses
Contract number, agency order number, and date
F.O.B. delivery points, e.g., origin or destination
Discount terms
Delivery time or Period of Performance
Special Item Number (SIN) or National Stock Number (NSN)
SOW, when required, or a brief, complete description of each item
Quantity
Number of units
Unit price
Total price of order
Points of inspection and acceptance
Other pertinent data, e.g., delivery instructions or receiving hours and size-of-truck limitation
Marking requirements
Level of preservation, packaging, and packing

Options on Schedule Orders

In accordance with the requirements of FAR 17.207, Exercise of Options, Options may be included on orders placed against Schedule contracts, provided that the options are clearly stated in the requirement and are evaluated as part of the ordering activity’s "best value" determination.

You can exercise such options on Schedule contract orders, provided that:

Funds are available
The requirement covered by the option fulfills an existing government need
Before exercising an option, you ensure that it is still in the government’s best interest, i.e., the option is the most advantageous method of fulfilling the government’s need, with price and other factors considered
The term for each order placed under the Schedule contract is specified in the order. Under no circumstances may an order be placed under the Schedule contract if the Schedule contract has expired or if the government has terminated or cancelled it.
Pricing on an order, including options, does not exceed pricing on the Schedule contract. Pricing for any order, including options, must be in place before the award of any order including those extending beyond the Schedule contract ordering period
Options on orders are not exercised beyond the ordering period of the Schedule contract, including Schedule contract option year periods, unless the Schedule contracts includes clause 52.216-22 (Oct 1995), which provides in the fill-in for orders to extend up to 60 months beyond contract expiration

Before placing an order, verify that the FSS Schedule contract has FAR 52.216-22 (Oct 1995) to allow for the exercise of options on orders beyond the contract period. However, no orders or options on orders may extend more than 60 months after the expiration of the FSS Schedule contract

Consider the length of the order and the risk to the buying agency as part of the overall evaluation of best value.