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Handbooks and guides containing the procedures and instructions for preparing and submitting requisitions through these various channels, as well as instructions and restrictions for the use of purchase cards, are provided in the Tools & Techniques section.
Federal Standard Requisitioning and Issue Procedure (FEDSTRIP)FEDSTRIP is a system of processing government agency requisitions for supplies from the General Services Administration (GSA) managed National Supply System. For orders from GSA or another agency, refer to Handbook AS-701, Material Management, for procedures regarding FEDSTRIP. Contract Vehicles for OrderingNot all contracts lead to the immediate delivery of products and services. While some contracts contain concrete schedules for supplier performance, other contracts and all ordering agreements spell out time periods for the future delivery of products or performance of services upon the receipt of an order. An indefinite-delivery contract or ordering agreement can be used to expedite related future contracts. As Client needs for the requirements arise, the Contracting Officer may request delivery from a Supplier by issuing orders against the original contract or agreements. See the Select Contract Type topic in the Develop Sourcing Strategy task in Process Step 2: Evaluate Sources for more discussion about contract types. Indefinite-Delivery Contracts and Delivery OrdersIndefinite-delivery contracts are used when the desired period of contract performance is known, but the exact time of delivery is unknown at the time of award. Indefinite-delivery contracts typically apply to contracts for products. For example, if the Postal Service purchases a high-resolution printer, it may establish an indefinite-delivery contract for future printer accessory purchases from the Supplier to reduce administrative lead time and inventory investment. A delivery order is an order from the Postal Service to a Supplier to deliver products under an existing indefinite-delivery contract. During the contract term, delivery orders are issued by the Contracting Officer or designated ordering official.
Ordering Agreements and Task OrdersAn ordering agreement is a contracting vehicle primarily used for ordering services. It is a written agreement negotiated between the Postal Service and the Supplier that contains terms and conditions that apply to future contracts between the parties. Task orders are principally placed against an ordering agreement. It is the responsibility of the Contracting Officer to issue the task order; the Client will issue task descriptions, as its needs arise; and the Supplier will estimate the cost, based on the labor rates and other applicable costs that are established in the ordering agreement. The Contracting Officer may either accept the estimate of costs and schedule or negotiate with the Supplier to reach agreement. Fixed-Price Task OrdersFixed-price task orders are appropriate for services that can be defined objectively and for which risk of performance is manageable. For such task orders, performance-based statements of work (SOWs) and measurable performance requirements should be implemented. Performance-Based Statements of Work (SOWs)Task orders should include a performance-based SOW to accurately assess resources required and risks involved. A performance-based SOW is a description of the tasks to be performed by the Supplier in terms of required outcomes or results. With a performance-based SOW, accountability for the final outcome is more clearly defined; the Supplier remains responsible and accountable for achieving the required results, based upon internal technical approaches, management approaches, and internal processes that are not Client-dictated. As a result, the Supplier has greater flexibility in its proposal, but absorbs a commensurably greater share of the risk of contract performance. Additional information on performance-based SOWs can be found in the Start Request for Proposals (RFP) Development topic of the Prepare Project task of Process Step 2: Evaluate Sources.
Order ContentA typical order contains: • Item number and description, quantity, and unit and total price • Place and date of delivery or performance • Packaging, packing, and shipping instructions (if not already established in the contract) The following should be included as appropriate: • Price ceiling limiting the Postal Service's obligation • Additional terms and conditions specific to the order and not already included in the contract or ordering agreement • Any other pertinent information, including a statement of work (SOW) or statement of objectives (SOO) that describes the services to be performed (additional information can be found in the Start Request for Proposals (RFP) Development topic of the Prepare Project task of Process Step 2: Evaluate Sources) • Communications plan for resolving potential conflicts (for major purchases) Order PricingSome ordering agreements and indefinite-delivery contracts have prices established at the time of contract award, while others do not. Depending on the circumstances, orders may be made based on preestablished prices or must be agreed to by both parties before the order is effective.
Order IssuanceDepending on the circumstances, the Contracting Officer may appoint ordering officials to place orders. Other Topics ConsideredStart Request for Proposals (RFP) Development topic, Prepare Project task, Process Step 2: Evaluate Sources Supplier Disagreement Resolution topic, General Practices Clauses & ProvisionsClause 2-39: Ordering Clause 2-40: Delivery-Order Limitations Clause 2-41: Definite-Quantity Clause 2-42: Indefinite-Quantity Clause 2-43: Requirements Provision 2-6: Credit Card Order Acceptance Requirement
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