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 a contractor, 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 contractor. 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, under the logo, click .

2. Enter data in the General Information section.

1. Award Type:  Defaults to BOA

2. Award Status:  Defaults to New

3. Award ID - Mandatory Fields

   1. Agency Code - Enter the appropriate four (4) digit agency or subagency identification code from the Federal Information Processing Standards (FIPS) Publication 95 (FIPS 95).

   2. PIID - Enter the Contract, Purchase Order, or Agreement number for the instant action. If you are reporting a delivery/task order, enter the order number. Proposed FAR 4.11 prescribes convention for numbering Contracts, Agreements and Orders.  Number format must be upper case alpha and numeric only with no embedded spaces or special characters.  FPDS-NG will convert lower case letters to upper case, remove leading or trailing blank spaces, and remove any non-alphanumeric characters prior to validation.  

   3. Mod No - When reporting modifications to contracts, agreements, or orders, report the modification number assigned by the reporting contracting office.  For any given PIID, all Modification Numbers must be unique.

4. Referenced IDV ID - not applicable.

5. Reason for Modification - not applicable.

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

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 Contractor or the Contracting Officer. For a unilateral transaction, this is the date signed by the Contracting Officer.

2. Effective Date - Enter the effective date agreed to by the parties.

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

4. Enter Change in Base and All Options Value amount.  Enter the total estimated value (in dollars and cents) for all orders that are expected to be placed against this contract.

5. Enter data in the Purchaser Information section.

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

7. Contracting Office ID - Defaults from User's profile.

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

6. Enter data in the Contractor Information section.

Vendor Registered in SAM

1. If the vendor is registered in the SAM, enter the vendor's name and click .

2. From the pick list, click on the left to make your selection.

3. Click on the right to load your selection.

Vendor Not Registered in SAM

1. If the vendor is not registered in the System for Award Management (SAM), then click .

2. From the pick list, click on the left to make a selection:

• Awards made to foreign vendors 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.

• Deployed contracting officers 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 in the conduct of 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 vendor's name and information.

5. The Socio Economic Data section will automatically populate when you select the vendor.

8. Enter data in the Contract Data section.

9. Select Type of Contract

10. Major Program

11. Type of IDC

12. Multiple or Single Award IDC

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

14. Cost or Pricing Data

15. Cost Accounting Standards Clause

9. Enter data in the Legislative Mandates section.

10. Walsh Healy Act - Check if the transaction is subject to Walsh Healy Act, otherwise leave blank.

11. Service Contract Act - Check if the transaction is subject to Service Contract Act, otherwise leave blank.

12. Davis Bacon Act - Check if the transaction is subject to Davis Bacon Act, otherwise leave blank.

10. Enter data in the Inter Agency IDV Authority section.

• Economy Act - For initial load of Multi-Agency Contract or other IDC, enter Yes, if the award is authorized pursuant to the Economy Act, otherwise enter No.

• Other Statutory Authority - For initial load of Multi-Agency Contract or other IDC, enter the citation for the law, if the award is authorized pursuant  to legislation other than the Economy Act.

11. Enter data in the Contract Marketing Data section.

12. Website URL

13. Who can use

14. FIPS 95 codes/Other Text

15. Email Contact

16. Maximum Order Limit

17. Fee For Use of Service

18. Ordering Procedure

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

13. 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.

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

15. Claimant Program Code - Enter the appropriate code from the DoD Procurement Coding Manual Section III, DoD Claimant Program Number.

16. Bundled Requirements - Select the code that best represents the agency’s reason for bundling contract requirements.

17. GFE-GFP Provided Under This Action - Check if the contract uses GFE or GFP, otherwise leave blank.

18. Use of Recovered Material - When EPA-Designated Product(s) is coded A, B, C, or D, enter one of the following codes. Otherwise, leave Recovered Material Clauses blank.

19. Sea Transportation - Check when the contractor'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 contractor anticipates that some of the supplies being provided may be transported by sea.

20. Description of Contract Requirement - Enter a brief description of the goods or services that you are buying or for an Indefinite Delivery Vehicle, a brief description of the goods or services available.

13. Enter data in the Competition Info section.

14. Competitive Procedures/Reason Not Competed - 1) Click to see the Competition Info Selection screen.  2) Click on the left side to make your selection.  3) Click the .

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

16. Small Business Competitiveness Demonstration Program - Indicates whether the contract was awarded to a U.S. business concern as a result of a solicitation issued on or after Jan 1, 1989 for the four designated industry groups or the ten targeted industry categories as part of the Small Business Competitiveness Program as defined by FAR Part 19.10.

17. Commercial Item Test Program - Designates whether the solicitation used Commercial Item Acquisition Procedures as defined by FAR Part 12 and Simplified Acquisition Procedures as defined by FAR Part 13.5 for acquisitions above the Simplified Acquisition Threshold and below $5,000,000.

18. Commercial Item Acquisition Procedures - Report this code if the contract action is for a commercial item procured pursuant to the procedures in FAR Part 12 (Acquisition of Commercial Items) and clause 52.212-4 was included in the contract.

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

15. Contracting Officer Business Size Determination - Report the Contracting Officer’s determination of whether the selected contractor is a small business for this contract.

16. Subcontract Plan - Subcontracting plan requirement. (See FAR Part 19.702).  Report the code for the subcontracting requirement.

15. Click .