Create a Basic Ordering Agreement (BOA)

Introduction

A Basic Ordering Agreement is a written instrument of understanding, negotiated between an agency, contracting activity, or contracting office and an entity, that contains (1) terms and clauses applying to future contracts (orders) between the parties during its term, (2) a description, as specific as practicable, of supplies or services to be provided, and (3) methods for pricing, issuing, and delivering future orders under the basic ordering agreement. A basic ordering agreement is not a contract.

A BOA may be used to expedite contracting for uncertain requirements for supplies or services when specific items, quantities, and prices are not known at the time the agreement is executed, but a substantial number of requirements for the type of supplies or services covered by the agreement are anticipated to be purchased from the entity. Under proper circumstances, the use of these procedures can result in economies in ordering parts for equipment support by reducing administrative lead-time, inventory investment, and inventory obsolescence due to design changes.

Instructions on Reporting a Basic Ordering Agreement

Steps:

1. From the Home screen, within the Base IDVs the section, click the BOA contract type.

2. Enter data in the Document Information section.

1. IDV Type: Defaults to BOA

2. IDV Status: Defaults to "NEW"

3. IDV ID - Mandatory Fields

• Agency Code - Enter the appropriate four (4) digit agency or subagency identification code.

• PIID - Enter the unique identifier for the award. PIID shall follow the Uniform PIID Structure. The first six characters must match the Contracting Office ID (AAC). The 7th and 8th characters must match the fiscal year of the Date Signed. The 9th character represents the type of instrument. Positions 10 through 17 will be assigned by the Agency. Format must be upper case alpha and numeric only with no embedded spaces or special characters. FPDS will convert lower case letters to upper case, remove leading or trailing blank spaces, and remove any non-alphanumeric characters prior to validation.

• Mod No - Defaults to '0' on a base contract. Enter a unique value when reporting a modification to a base contract. The modification number must start with an (A) or a (P). The length must be six characters.

4. Referenced IDV ID - Not Applicable.

5. Reason for Modification - Not applicable for a base contract. Select the value that applies when reporting a modification to a base contract.

6. Solicitation ID - Enter the Solicitation Identifier as in Contract Opportunities Notice. Number format must be upper case alpha and numeric only with no embedded spaces or special characters. FPDS will convert lower case letters to upper case, remove leading or trailing blank spaces, and remove any non-alphanumeric characters prior to validation.

7. Treasury Account Symbol - The Treasury Account Symbol is an optional data element made up of three parts: the Agency Identifier (2 characters); the Main Account (4 characters); and a Sub Account (3 characters) if one exists. As of June 28, 2019, the Treasury Account Symbol fields will be Not Applicable and will be grayed out. That includes all three parts: the Agency Identifier (2characters); the Main Accounts (4 characters); and a Sub Account (3 characters).

8. Initiative - The data element "Treasury Account System Initiative" has a drop down with 'American Recovery and Reinvestment Act' as the only value that can be selected. If this action is not 'American Recovery and Reinvestment Act' leave it as 'Select One'. As of June 28, 2019, the Initiative field will be Not Applicable and will be grayed out.

3. Enter data in the Dates section.

1. Date Signed - Enter the date that the transaction was signed. For a bilateral transaction, this is the later of the date signed by the Entity or the Contracting Officer. For a unilateral transaction, this is the date signed by the Contracting Officer.

2. Period of Performance Start Date - Enter the period of performance start date agreed to by the parties.

3. Last Date to Order - Enter the last date an order may be placed against this IDV.

4. Enter data in the Amounts section.

1. Action Obligation - Enter the net amount of funds (in dollars and cents) obligated or de-obligated by this transaction. If the net amount is zero, enter zero. If the net amount is a de-obligation, enter a minus sign in addition to the net amount. This is an optional field on a BOA.

2. Base and All Options Value Amount (Total Contract Value) - Enter the total estimated value (in dollars and cents) for all orders that are expected to be placed against this contract.

3. Total Estimated Order Value - This new field is Not Applicable for a BOA.

5. Enter data in the Purchaser Information section.

1. Contracting Office Agency ID - Defaults from the User's profile.

2. Contracting Office ID - Enter the agency-supplied code of the office that executes the transaction.

You can change the defaults by clicking to get the Agency Selection Screen.

3. Funding Agency ID - Enter the agency that has funded the transaction. Funding Agency Code must be in the FPDS Agencies/Sub-agency look-up table.

4. Funding Office ID - Enter the office that is funding the action. Funding Office ID Code must be a valid funding office code in the FPDS Contracting/Funding Office table.

5. Foreign Funding - If a foreign government or international organization funds some of the cost of the acquisition though Foreign Military Sales, then select 'Foreign Funds FMS'. If a foreign government or international organization funds some cost of the acquisition by means other than Foreign Military Sales, select 'Foreign Funds non-FMS'. If there is no foreign funding, select 'N/A'.

6. Enter data in the Entity Information section.

Entity Registered in SAM

1. Enter the Unique Entity ID (UEI). The entity address, CAGE Code, and socio economic status will auto populate.

Note: The entity information will only auto populate if you have JavaScript turned on in your browser. If your agency does not allow JavaScript in your browser, the entity information will update to match the Unique Entity ID (UEI) you have entered after saving the document.

2. In the Entity Information section, next to the Legal Business Name field, click . Use the lookup screen to locate an Entity by entering the following information:

• Legal Business Name

• Or Address

• Or Unique Entity ID (UEI)

3. After entering the entity information, click .
   Note: If the entity name and address is used as the search criteria, more than one entity may display in the pick list. If the entity does not display, click and use other criteria like the Unique Entity ID (UEI) or the Doing Business As Name.
   

5. Click the radio button on the left to make your selection.

6. Click on the right to load your selection.

Entity Not Registered in SAM

1. If the entity is not registered in the System for Award Management (SAM), then select the FAR 4.1102 Exception by clicking the ellipsis . Note: This data element is the same as the "2 CFR Part 25 Exception" data element in FAADC.

2. A pick list will display with a selection that defines the reason the Entity is not required to register in SAM. From the pick list, click the radio button on the left to make a selection:

• Awards made to foreign entities for work performed outside the United States, if it is impractical to obtain SAM registration.

• Classified contracts when registration in the SAM database, or use of SAM data, could compromise the safeguarding of classified information or national security.

• Contracting Officers deployed in the course of military operations, including, but not limited to, contingency operations as defined in 10 U.S.C. 101(a)(13) or humanitarian or peacekeeping operations as defined in 10 U.S.C. 2302(7).

• Contracting Officers conducting emergency operations, such as responses to natural or environmental disasters or national or civil emergencies, e.g., Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5121).

• Contracts to support unusual or compelling needs.

• Purchases that use a government-wide commercial purchase card as both the purchasing and payment mechanism, as opposed to using the purchase card only as a payment method.

• Micro-purchases that do not use the electronic funds transfer (EFT) method for payment and are not required to be reported (see subpart 4.6).

3. Click on the right to load your selection.

4. Enter the Unique Entity ID (UEI). The entity information will auto populate. If an invalid Unique Entity ID (UEI) is entered, the Entity information will not populate and a validation error will be displayed at the top of the screen.

7. Enter data in the Contract Data section.

1. Select Type of Contract - Enter the value that best describes the contract type.

2. Inherently Governmental Functions – If PSC is a service (excluding PSC service code R497), select the appropriate value. If PSC is a product (including PSC service code R497), the value must be left blank.

3. Major Program – If your agency has designated a 'Major Program' and this IDV is part of such a program, enter the name of the 'Major Program'.

4. National Interest Action - The respective value if the contract is awarded in response to any national disaster like Katrina, otherwise 'None'. As of 1/27/2024, the National Interest Action field is not selectable for all record types where the field was previously open.

5. Type of IDC - This is Not Applicable for a BOA.

6. Multiple or Single Award IDV - Select the appropriate value from the dropdown.

7. Program Acronym - The short name or title used for a GWAC or other contracting program. Examples include COMMITS, ITOPS, and SEWP.

8. Cost or Pricing Data - This is Not Applicable for a BOA.

9. Cost Accounting Standards Clause - If the contract includes a Cost Accounting Standards clause, then select 'Yes - CAS clause included'. If the contract was subject to Cost Accounting Standards but a waiver was approved, then select 'No - CAS waiver approved'. If the contract is exempt from Cost Accounting Standards, then select 'N/A - exempt from CAS'. (FAR 30)

10. Consolidated Contract - If the contract action is awarded by DoD or if DoD is the funding activity for an order with an estimated total value that exceeds the threshold based on the Date Signed of the action and the action is a consolidation of contract requirements, then select 'Yes'. It is DOD's responsibility to identify consolidated requirements in the Interagency Agreement. Enter 'No' if the order is not funded by DoD, or if the contract or order:

1. Has an estimated total value less than or equal to the threshold based on the Date Signed of the action.

2. Has been reported as a Bundled Contract or

3. Is not a consolidation of contract requirement

Civilian agencies may assume it is not a consolidated requirement if DOD has not specified this in the Interagency Agreement.

The above values will only be able to be selected if the "Date Signed" on the action is on or earlier than February 2, 2017. Beginning with the new values, the thresholds have been deprecated. Consolidated Contract is Required for both DoD and Civilian Agencies.

The new values for "Consolidated Contract" have changed for actions with the "Date Signed" on or after February 3, 2017.

Enter Code A, 'Consolidated Requirements' when the requirements meet the definition of "Consolidation" or "consolidated requirement" at FAR 2.101 but a written determination was not made because 1) the estimated value of the requirements were at or below $2 million OR 2) the requirements are bundled and a written determination for bundling is required. Enter Code B' Consolidated Requirements with Written Determination' when the requirements meet the definition of "Consolidation" or "consolidated requirement" at FAR 2.101 and a Written Determination is made in accordance with FAR 7.107-2. Enter Code C, 'Consolidated Requirements Under FAR 7.107-1(b) Exception' when the requirements meet the definition of "Consolidation" or "consolidated requirement" at FAR 2.101 but do not require a written determination in accordance with FAR 7.107-1(b) Exception. Enter Code D, 'Not Consolidated' when the requirements do not meet the definition of "Consolidation" or "consolidated requirement" at FAR 2.101.

11. Undefinitized Action - If the contract is a Letter Contract, then select 'Letter Contract'. If the contract action is some form of other Undefinitized Action, then select 'Other Undefinitized Action'. If the contract action is neither a Letter Contract or an Undefinitized Action, then select 'N/A'

12. Multiyear Contract - This is Not Applicable for a BOA.

13. Performance Based Service Contract - Indicates whether the contract action is a PBA of services as defined by FAR 37.601.

1. Select 'Yes - Service where PBA is used' for contracts for services where:

1. For FY 2004 and prior actions, a minimum of 80% of the anticipated obligations under the procurement must be performance based.

2. For FY 2005 and later actions a minimum of 50% of the anticipated obligations under the procurements action must be performance based.

2. Select 'No- Service where PBA is not used' when the procurement is for services but the above PBA standards are not met. Select 'Not Applicable' for contract actions that are predominantly for supplies.

3. Select 'Not Applicable' for contract actions that are predominantly for supplies.

14. Emergency Acquisition - Select the appropriate option if the action is in support of a contingency, humanitarian, or peacekeeping operation and the award is over $200,000.

8. Enter data in the Legislative Mandates section.

1. Clinger Cohen Act - Select 'Yes' if the action is subject to the Clinger Cohen Act, otherwise select 'No'.

2. Labor Standards (formerly Service Contract Act) - This data element is required on a BOA. If the award is subject to Labor Standards (FAR 22.10) select 'Yes'. If the award is subject to the Labor Standards but the requirements at FAR 22.10 were not followed select 'No'. Select 'Not Applicable' if the dollar threshold is not met, the procurement does not involve services, or if one of the exemptions under 22.1003-3 or 22.1003-4 applies. FAR Clause 52.222-41 "Labor Standards" - that goes with the Service Contract Labor Standards (formerly Service Contract Act).

3. Materials, Supplies, Articles, and Equip (formerly Walsh Healy Act) - This data element is required on a BOA. If the award is subject to Materials, Supplies, Articles, and Equip (FAR 22.60) then select 'Yes'. If the award is subject to Materials, Supplies, Articles, and Equip but the requirements at FAR 22.608 and 22.610 were not followed then select 'No'. Select 'Not Applicable' if the procurement does not involve the manufacture or furnishing of supplies, or will be performed outside the U.S., Puerto Rico, or the U.S. Virgin Islands; or will not exceed the dollar threshold; or if one of the exemptions under FAR 22.604-1 and 22.604-2. FAR Clause 52.222-20 "Contracts for Materials, Supplies, Articles, and Equipment Exceeding $15,000" - that goes with Contracts for Materials, Supplies, Articles, and Equipment Exceeding $15,000 (formerly Walsh-Healey).

4. Construction Wage Rate Requirements (formerly Davis Bacon Act) - This data element is required on a BOA. If the award is subject to Construction Wage Rate Requirements (FAR 22.403-1) then select 'Yes'. If the award is subject to Construction Wage Rate Requirements but did not contain the clause 52.222-6 then select 'No'. Select 'Not Applicable' if the award does not meet the dollar threshold or is not for construction, alteration, or repair (including painting and decorating) of public buildings or public works within the United States. The FAR Clause 52.222-6 “Construction Wage Rate Requirements” – that goes with Construction Wage Rate Requirements (Construction) (formerly Davis Bacon Act.)

5. Additional Reporting - There is a list of values for this data element. Select the value or values that apply to this action. Two or more values can be chosen, unless ‘None of the Above’ is selected.

9. Enter data in the Interagency Contracting Authority section.

1. Interagency Contracting Authority - If the transaction is subject to the Economy Act, select 'Economy Act'. If the transaction is subject to the Other Statutory Authority, select the 'Other Statutory Authority' and provide the name of the authority in the available text field, Other Interagency Contracting Statutory Authority. If no Statutory Authority applies, select 'Not Applicable'.

2. Other Interagency Contracting Statutory Authority - If the value selected in the Interagency Contracting Authority is 'Other Statutory Authority', then provide the name of the authority in this free form text field

10. Enter data in the Contract Marketing Data section.

1. Website URL

2. Who can use

3. Agency codes/Other Text

4. Email Contact

5. Individual Order/Call Limit

6. Fee For Use of Service

7. Ordering Procedure

11. Enter data in the Product or Service Information section.

1. Product or Service Code - Pick the code that best identifies the product or service procured. If more than one code applies, then report the code that represents most of the ultimate contract value.

2. Principal NAICS Code - Report the code that was used in the solicitation.

3. Claimant Program Code - This is Not Applicable for a BOA.

4. Bundled Contract - Select 'Mission Critical' if the agency has determined that the consolidation of requirements is critical to the agency's mission, but the measurably substantial benefits do not meet the thresholds set forth in the FAR 7.107 to determine that the consolidation is necessary and justified. Select 'OMB Circular A-76' if the agency used the OMB Circular A-76 process to determine that the consolidation of the requirements is necessary and justified rather than applying the substantial benefits analysis required by FAR 7.107. Select 'Other' when the requirement is "bundled" and neither 'Mission Critical' nor 'OMB Circular A-76' applies. Select 'Not Applicable' if the contract requirements were not bundled or if this is a consolidated contract. Select ‘Not a Bundled Requirement’ if the contract requirements were not bundled or if this is a consolidated contract. The above values will only be able to be selected if the “Date Signed” on the action is on or earlier than February 2, 2017. Beginning with the new values, the thresholds have been deprecated.
   
   The values for Bundled Contracts have changed beginning for actions with a “Date Signed” on or later than February 3, 2017. See below.
   
   Enter Code E ‘Bundled Requirements’ when the requirements meet the definition of “Bundling” at FAR 2.101. Enter Code F, ‘Substantially Bundled Requirements’ when the requirements meet the definition of “Bundling” at FAR 2.101 but has an estimated value outlined at FAR 7.107-4 Substantial Bundling. Enter G, ‘Bundled Requirements Under a FAR 7.107-1(b) Exception’ when the requirements meet the definition of “Bundling” at FAR 2.101 but do not require a written determination in accordance with FAR 7.107-1(b). Enter Code H, ‘Not Bundled’ when the requirements do not meet the definition of “Bundling” at FAR 2.101.

5. GFP Provided Under This Action - Select the appropriate option.

6. Recovered Materials/Sustainability - This is Not Applicable for a BOA.

7. Domestic or Foreign Entity - This field indicates an entity. Select any of the three U.S. related entries or either of the two foreign entries to indicate whether the entity is a domestic or a foreign entity respectively.

8. Sea Transportation - This field designates whether the entity anticipates some of the supplies may be transported by sea. Select Yes when the entity's response to the provision at 252.247-7022, Representation of Extent of Transportation by Sea, or 252.212-7000(c)(2), Offeror Representations and Certifications - Commercial Items, indicates that the entity anticipates that some of the supplies being provided may be transported by sea. Select No if they won't be transported by sea, otherwise select Unknown. As of 1/28/2023, the Sea Transportation field is Not Applicable for all record types where the field was previously open.

9. Description of Contract Requirement - Enter a brief description of the goods or services that you are buying or for an IDV, a brief description of the goods or services available.

12. Enter data in the Competition Info section.

1. Extent Competed For Referenced IDV - This data element is Not Applicable for a BOA and will be grayed out.

2. Extent Competed - This data element is Not Applicable for a BOA and will be grayed out.

3. Source Selection Process - This data element is Not Applicable for a BOA and will be grayed out.

4. Solicitation Procedures - This data element is Not Applicable for a BOA and will be grayed out.

5. IDV Type of Set Aside - This data element is Not Applicable for a BOA and will be grayed out.

6. Type of Set Aside - This data element is Not Applicable for a BOA and will be grayed out.

7. Type of Set Aside Source - This data element is Not Applicable for a BOA and will be grayed out.

8. Evaluated Preference - This data element is Not Applicable for a BOA and will be grayed out.

9. SBIR/STTR - This data element is Not Applicable for a BOA and will be grayed out.

10. Fair Opportunity/Limited Sources - This data element is Not Applicable for a BOA and will be grayed out.

11. Other Than Full and Open Competition - This data element is Not Applicable for a BOA and will be grayed out.

12. Commercial Products or Services Acquisition Procedures - Click the dropdown and make a selection.

13. A-76 Action - Select 'Yes' if the contract action resulted from an A-76/Fair Act competitive sourcing process, otherwise select 'No'. As of 10/29/2022, the A-76 Action field is Not Applicable for all record types where the field was previously open.

14. Contract Opportunities Notice - If the transaction is subject to Contract Opportunities Notice, then select 'Yes'. If the transaction is subject to the FAR 5.102 or 5.202 exceptions, then select 'No'. If the Action Obligation on the transaction is less than or equal to $25K, then select 'Not Applicable'.

15. Local Area Set Aside - This data element is Not Applicable for a BOA and will be grayed out.

16. Number of Offers Received - Enter the actual number of offers received.

17. Number of Offers Source - This data element is Not Applicable for a BOA and will be grayed out.

18. Small Business Competitiveness Demonstration Program will be derived based on the NAICS code, referenced IDV and the entity business type.

19. Simplified Procedures for Certain Commercial Products and Commercial Services - This data element is Not Applicable for a BOA and will be grayed out.

13. Enter data in the Preference Programs/Other Data section.

1. Contracting Officer Business Size Determination - Report the Contracting Officer's determination of whether the selected entity is a small business for this contract.

2. Subcontract Plan - This data element is Not Applicable for a BOA and will be grayed out.

14. Click .