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Procurement Desktop Defense (PD² ) Creating an Indefinite Delivery Contract

Procurement Desktop Defense (PD² ) Creating an Indefinite Delivery Contract. SPS Spotlight Series February 2014. PD² allows for the creation of several different types of contracts. This is in line with FAR Part 16 . We will concentrate on the creation of an Indefinite Delivery Contract.

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Procurement Desktop Defense (PD² ) Creating an Indefinite Delivery Contract

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  1. Procurement Desktop Defense (PD²) Creating an Indefinite Delivery Contract SPS Spotlight Series February 2014

  2. PD² allows for the creation of several different types of contracts. This is in line with FAR Part 16. • We will concentrate on the creation of an Indefinite Delivery Contract.

  3. Indefinite Delivery Contracts An Indefinite Delivery Contract (also called delivery order contract) is a contract for supplies or services, that is not for a specified quantity or amount, other than a specified minimum or maximum.

  4. Indefinite Delivery Contracts There are three types of Indefinite Delivery Contracts: Requirements, Indefinite Quantity, and Definite Quantity. For a complete explanation of each, please see FAR Part 16.

  5. Indefinite Delivery Contract Creation To create the Indefinite Delivery Contract go to Procurement Pre-Award/Award Awards, and then select the appropriate form to use. We have selected the Large Purchase (SF 33)

  6. Indefinite Delivery Contract Creation The “Create New Large Purchase Award” window will appear. Notice that the 9th position in the Procurement Instrument Identification Number (PIIN) is a “C”.

  7. Indefinite Delivery Contract Creation Indefinite Delivery Contracts have a “D” in this position so simply change the “C” to a “D”.

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

  9. Indefinite Delivery Contract Creation The first tab of the contract displays. Fill in the appropriate areas.

  10. Indefinite Delivery Contract Creation We will start with the line items. We will add only the line items that are a part of this contract. Do “NOT” add additional line items for convenience that were not agreed upon by the Contractor and the Government.

  11. Indefinite Delivery Contract Creation In “Line Item Detail” we will add the line items that are a part of this contract.Note: If necessary, add additional line items to the contract later by modification.

  12. Indefinite Delivery Contract Creation Using the “IDC Type” drop down, select the contract type for each line item. In our case we will use “Requirements.”Note: You may NOT use N/A when building an Indefinite Delivery Contract.

  13. Indefinite Delivery Contract Creation Notice that when Requirements is selected, the Item Calculation changes to “Est. Quantity.” A similar change will take place if other contract types are selected.

  14. Indefinite Delivery Contract Creation Fill in the information concerning each line item. Remember to select the correct IDC Type for each line item. They will usually all be the same. We will now go to the funding tab.

  15. Indefinite Delivery 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”

  16. Indefinite Delivery Contract Creation Our line items have been completed. Although there are no funds associated with this contract, we must still check the “Funds Available” box.

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

  18. Indefinite Delivery Contract Creation Go to the menu “Document Options” and click on “Classification.”

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

  20. Indefinite Delivery 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.

  21. Indefinite Delivery Contract Creation The delivery order constraints for quantity or amount may also be set here. These constraints may be “Hard” or “Soft.”

  22. Indefinite Delivery 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!”

  23. Indefinite Delivery 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 .

  24. Indefinite Delivery 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”

  25. Indefinite Delivery Contract Creation Now that these parameters have been set, we will move on to the other tabs.

  26. Indefinite Delivery Contract Creation On this tab, add in the name and address of the offeror. The location of this field will vary, depending on which form is used to create the contract.

  27. Indefinite Delivery Contract Creation On our next tab, we add in the payment office responsible for the payment of the invoices from the finished delivery orders.

  28. Indefinite Delivery Contract Creation Finally we add the appropriate clauses to the contract either by “Auto Clause Selection” or “Manually.” Make sure to follow your agency’s procedures. Now we can save and close the contract.

  29. Indefinite Delivery Contract Creation Take this opportunity to check your work. After you are sure of your product, generate, approve, and release it.Note: Release may only be done by a contracting officer with the proper authority.

  30. Indefinite Delivery Contract Creation Note: When you go to approve the document, this information message will appear. Simply click the “OK” button and approve the document as normal.

  31. Indefinite Delivery Contract Creation Once your contract has been released, it is ready to be used to create your delivery orders.

  32. Delivery Order Creation • PD² allows for the creation of orders against Indefinite Delivery Contracts. • These orders are usually called “Delivery Orders” or “Task Orders”.

  33. Delivery Order Creation • There are three types of Indefinite Delivery Contracts: Requirements, Indefinite Quantity, and Definite Quantity. • For a complete explanation of each, please see FAR Part 16.

  34. Delivery Order Creation • Here, we will create a delivery order using a “Requirements” contract. • The procedure is the same for any of the three contract types.

  35. Delivery Order Creation To create the Delivery Order, you may begin with either the actual contract or the Purchase Request document. We will start with the Purchase Request.

  36. Delivery Order Creation First, highlight the Purchase Request document from which the line items and funding will be used.

  37. 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.

  38. 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.

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

  40. 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.”

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

  42. 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. Now click “OK”.

  43. Delivery Order Creation The “Delivery/Task Order” window will now appear. We like to call this the matchmaker screen.

  44. Delivery Order Creation Here the line items that are available on the Purchase Request document, and those available for use on the contract are displayed.

  45. 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.

  46. 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).

  47. 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.

  48. 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.

  49. Delivery Order Creation Since our second line item on our Purchase Request side corresponds to the “sub-clin” on the contract side, select the contract sub-clin and not the main clin for this item. Then select the second PR line item.

  50. Delivery Order Creation There will now be two equal signs corresponding to the items that were matched. Now click the “OK” button.

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