Procedures for Services Priced on GSA Schedules at Hourly Rates

        GSA provides a streamlined, efficient process for ordering the services you need. GSA has determined that JanTec, Inc. meets the technical requirements and that our prices offered are fair and reasonable. However, the ordering office using this contract is responsible for considering the level of effort and mixes of labor proposed to perform specific tasks being ordered and for making a determination that the total firm-fixed price (FFP) or ceiling price is fair and reasonable. Delivery orders may be placed by either the Federal agency or the GSA Federal Supply Service. These ordering procedures take precedence over FAR 8.404.

  

        The following ordering procedures were developed to assist our customer agencies in the purchase of services that are priced at hourly rates. Agencies may use written orders; electronic data interchange (EDI) orders, credit card orders, blanket purchase agreement orders, individual purchase orders, or task orders under this contract. If it is determined that your agency needs an outside source to provide Facility Maintenance & Management services, follow these simple steps:

 

Step 1. Develop a Statement of Work (SOW)

        In the SOW, include the following information

• Work to be performed

• Location of work

• Period of performance

• Delivery schedule

• Performance standards

• Special requirements, where applicable (i.e., security clearances, travel, special knowledge).

 

 Step 2. Select contractor and place order

         If the order is under $2,500, select the contractor best suited for your needs and place the order.

 

Step 3. Prepare a Request for Proposal (RFP) or Request for Quote (RFQ)

          If the order is over $2,500:

• Prepare an RFP

• Include the SOW

• Request fixed price, ceiling price, or, if not possible, labor hour or time and materials order to perform the services described in the SOW

  • A firm-fixed price (FFP) order shall be requested unless the ordering office makes a determination that it is not possible to estimate accurately the extent or duration of work or to anticipate cost with any reasonable degree of confidence

  • If such a determination is made, a labor hour quote may be requested. A ceiling price must be established for labor hour and time-and-material orders.

  • The FFP shall be based on the hourly rates in the Federal Supply Schedule contract and shall consider the mix of labor categories and level of effort required to perform the services described in the statement of work

  • The FFP of the order may include any other incidental costs related to performance of the services ordered

  • Reimbursements of travel costs at the rates provided in the Federal Travel or Joint Travel Regulation rates, or as a fixed-price incidental line item.

• If preferred, request a performance plan from contractors and information on past experience; and include information on the basis for selection.

• Include information on the selection criteria and intended use of past performance factors.

        Ordering offices should strive to minimize the contractor s cost associated with responding to RFQs. Tailor the RFQ to the minimum level necessary to make a best value selection. Oral presentations should be considered whenever possible.

 

Step 4. Submit your RFQ to at least three firms

• Evaluate catalogs and price lists to identify the contractors that appear to offer the best value

• Provide the RFQ to at least three (3) contractors if the order exceeds the micro-purchase level or the maximum purchase threshold

Step 5. Evaluate offers, select best value firm, and place order

• Evaluate contactors based on the factors identified in the RFQ

• Select the contractor that represents the best value to meet the Government's needs