Procurement Desktop Defense (PD²) Creating an External Contract and Creating a Delivery Order from an External Contract SPS Spotlight Series May 2014

This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November 2015. Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at sps.helpdesk@caci.com.

Overview Information about External Contracts Creation in PD2 of an External Indefinite Delivery Contract Creation of a Delivery Order from an External Indefinite Delivery Contract

External Contracts An “External” contract is a contract that is written by another office, agency, or entity that is allowed to be used by more than just the creators.

External Contracts In the past, the idea of an External Contract was to award a contract to a single vendor, then allow others to use it.

External Contracts The idea today is to make “multiple” awards to various vendors for the same or similar items to be purchased by the Government.

External Contract Types There are several different External Contract Types. The one that will be used by your organization may require research of your organization’s particular needs.

External Contract Types Some External Contract Types Are: Government-wide Acquisition Contracts ( GWAC ) These are Task Order or Delivery Order contracts for information technology, established by one Agency for Government wide use. Multi-Agency Contracts (MAC) These are Task Order or Delivery Order contracts established by one Agency for use by Government Agencies to obtain a variety of supplies and services. Multiple Award Schedule (MAS) These are also referred to as GSA Schedule and Federal Supply Schedule contracts and are indefinite delivery, indefinite quantity (IDIQ) contracts, that are available for use by federal agencies worldwide.

External Contract Types An example of a “GWAC” would be the Solutions for Enterprise-Wide Procurement or “SEWP” contract. This is a “GWAC” which was written by NASA.

External Contract Types Another External Contract example would be the “GSA” Contract Holder contracts. A multiple award family of contracts featuring Indefinite Delivery Indefinite Quantity ( IDIQ ) contracts listed as Schedules.

External Contract Types A great place to look for External Contracts is the Interagency Contract Directory. They maintain a central repository of Indefinite Delivery Vehicles (IDV) awarded by the Federal agencies, where the IDV is available for use at both intra agency and interagency levels.

External Contracts There are several questions that must be addressed before you delve into the use of these contracts such as, “Are these contracts allowed for use by our office?”

External Contracts Does it cost to use these contracts and how does our office make payment if it does?

Are there competition requirements? External Contracts Are there competition requirements?

External Contracts The best way to answer these and other questions is to “Read the Contract.” It will list all of its parameters. In any case, make sure to follow your agency’s procedures.

External Contracts After the research has been done, a decision on which contract vehicle to use must be made.

External Contracts Also, in your decision making, make sure to adhere to specific requirements of the contract, for example; which form to use to place orders.

External Contracts We will demonstrate how to build an External “IDIQ” in PD2. We cannot demonstrate ordering from contract vehicles from the web, only in PD2. We will also demonstrate writing a delivery order in PD2 from the created External contract.

External Contracts In creating the External Indefinite Delivery ( IDIQ ) Contract, the idea is to mimic the original contract as written. Use the same form that the original contract is written on if possible i.e. SF 1449, SF 26 etc.

External Contract Creation To create the External IDIQ contract, go to the menus Procurement → Pre-Award/Award → External Awards, and select the appropriate form to use. We have selected the SF 26.

External Contract Creation The “Create New External Award” window will appear. Notice that there is no DoDAAC listed and the Fiscal Year defaults to the present. The contract number also defaults to the next available number.

External Contract Creation Enter the DoDAAC, fiscal year, and contract type from the agency’s contract that will be ordered from.

External Contract Creation At this time, the description may be changed if necessary. Please follow your agency procedures. When done, click the “OK” button.

External Contract Creation The first tab of the contract displays. Fill in the appropriate areas.

External Contract Creation Once the appropriate areas are filled in, go to the correct tab to add line items. In our case it is tab “ Items 13-16.”

External Contract Creation Go to the menus Line Items → Add →CLIN to add the necessary line items that will be ordered. Note: Only the line items that are projected to be ordered need be added to this contract.

External Contract Creation The “Line Item Detail” window will appear. Using the “IDC Type” drop down, select “Indefinite Quantity” for each line item. Note: You may NOT use N/A when building an Indefinite Delivery Contract.

External Contract Creation Add the “Line Item Number” exactly as it appears on the Agency’s contract.

External Contract Creation Add the “Description” and “Extended Description” exactly as it appears on the Agency’s contract.

External Contract Creation Add an estimated “Max Quantity” per the needs of your office for this line item.

External Contract Creation Add the “Unit Price” exactly as it appears on the Agency’s contract.

External Contract Creation Add the “Unit of Issue” exactly as it appears on the Agency’s contract.

External Contract Creation Once all pertinent information has been filled in, go to the “Funding” tab.

External Contract Creation The actual Indefinite Delivery Contract is not funded, so we will not add a line of accounting here. The funds will be obligated when each delivery order is written. We can now click “OK”

External Contract Creation Our line items have been completed. Notice that when in an “External Contract” environment, there is no “Funds Available” check box.

External Contract Creation We may now set some parameters for this particular contract. We call these parameters “Classifications.”

External Contract Creation Go to the menu “Document Options” and click on “Classification.”

External Contract Creation Here parameters may be selected for this and only this contract. If necessary the “Document Format” may be changed.

External Contract Creation The IDC Constraints may also be set here. Do this first by determining if the contract has a quantity or amount minimum or maximum. These fields may be blank.

External Contract Creation The delivery order constraints for quantity or amount may also be set here. Find these by reading the contract. These constraints may be “Hard” or “Soft.”

External Contract Creation If you choose to set “Hard” constraints, the system will NOT allow orders to be written that are below the minimum or above the maximum “Hard constraints entered here!”

External Contract Creation If soft, the system will notify you that the constraint has been exceeded or not met, but it will allow the order to be written .

External Contract Creation Finally, add the “Ordering Period.” The system will allow orders to be written only within this timeframe unless later modified. Now click “OK”

External Contract Creation Now that these parameters have been set, fill in pertinent information on the other tabs if necessary.

External Contract Creation Take this opportunity to check your work. After you are sure of your product, “approve” the External Award. An External Award is not “Generated or Released.”

External Contract Creation If at any time a modification to the contract needs to be done to add quantity or line items, a formal modification need not be done. Simply highlight the external award and click the “approval” icon or menu item.

External Contract Creation The “Approval Sheet” window will open. Notice that it is already approved. A new approval sheet will have to be added in order to make adjustments to the contract. Click the “Add” button.

External Contract Creation The “Approval for object” window displays. Select the correct Approval template and click OK.

External Contract Creation Sheet 2 of 2 will now display. Do Not approve it. Simply click OK.

External Contract Creation The External Award will now be ready for adjustments. Double Click it, make the changes, then save, close, and approve the document.

External Contract Creation Once the External Award has been approved, it is ready to use to create your delivery orders.

Delivery Order Creation PD² allows for the creation of orders against External Indefinite Delivery Contracts. These orders are usually called “Delivery Orders” or “Task Orders”. We will now create a delivery order using our previously created External Contract.

Delivery Order Creation Before we begin to create the delivery order, we will take a quick look at the Purchase Request. Simply “double click” it to open it.

Delivery Order Creation Notice the line item number, description, and unit cost do not match what was built on the External Contract. The pertinent information will be filled into the delivery order from the contract.

Delivery Order Creation To begin creating the delivery order, highlight the purchase request that is to be used.

Delivery Order Creation Now go to the menu Procurement Post Award Orders and select FSS Orders/DO/TO. Note: If the actual contract was created using an SF1449, select “Commercial” here instead.

Delivery Order Creation The “Create New Delivery Order” window displays. Since we have selected the Purchase Request we plan to use and not the contract, we have to select the actual contract. Click the “Select” button in the lower left of the screen.

Delivery Order Creation The “Attachment Selection” window will appear. Here we may select pertinent search information such as “Award Type” and “Search By” information.

Delivery Order Creation Enter any part of, or all of the contract number that you wish to find. If using only part of the number, place the “percent” sign at the end. Then click “Search.”

Delivery Order Creation The search results should appear. Select the appropriate contract and then click the “Attach” button.

Delivery Order Creation The “Create New Delivery Order” window will return. Since the system now knows which contract you wish to use, it will select the next available delivery order number from it. Notice that the number is your offices two digit “call order code”, followed by the next sequential number. Now click “OK”.

Delivery Order Creation The “Delivery /Task Order” window will now appear. We like to call this the matchmaker screen. The line items that are available on the Purchase Request document, and those available for use on the contract are displayed.

Delivery Order Creation If there are any Minimum or Maximum parameters, (constraints) they will be shown here on this screen. In this case there are none.

Delivery Order Creation In order to create the line items on the Delivery Order, you will match the items on the Purchase Request side (right side) with the items on the contract side (left side).

Delivery Order Creation Highlight first the contract item that matches the Purchase Request item you wish to have in your Delivery Order. Then click on the item on the Purchase Request side that will carry the quantity and the funding.

Delivery Order Creation An “equal” sign will appear to show that these two items have been properly matched. If the match was a mistake, “double click” the equal sign and the match will be broken. Now click the “OK” button.

Delivery Order Creation The Delivery Order has now been created. Fill in information on the tabs as necessary.

Delivery Order Creation On the tab with the line items, notice that the line item Number, Description, and Unit Cost are those that were on the contract.

Delivery Order Creation On the clauses tab, you may enter (if necessary) clauses applicable to this Delivery Order. Only enter clauses if they are prescribed by your agency.

Delivery Order Creation Once the document is saved and closed, it will appear in the location where you were working. Note: Please see your agency procedures for when to complete a “CAR.”

Delivery Order Creation In some cases, you will have the contract and not the Purchase Request to start with. In this case highlight the contract and go to the menu Procurement Post Award Orders and select FSS Orders/DO/TO.

Delivery Order Creation Since the system knows which contract you wish to use, it will give you the next available Delivery Order number for this contract. Now click “OK.”

Delivery Order Creation This time the matchmaker screen will appear but without the Purchase Request on the right. We will have to search for it. Click the “Attach” button in the lower right corner of the screen.

Delivery Order Creation In the “Search Criteria” box, type in any part of or all of the Purchase Request number. Now click the “Search” button.

Delivery Order Creation The search results should appear. Highlight the Purchase Request that is to be use and then click the “Select” button.

Delivery Order Creation The Delivery/Task Order (matchmaker) screen will return with the Purchase Request information available. Proceed as before (see slides 65 to 69) with the matching.