13.303-3 Preparation of BPAs
Source: FAR 13.303-3 on acquisition.gov
BPAs must be prepared using specified forms and must include all mandatory terms and conditions to ensure compliance and efficient purchasing.
Overview
FAR 13.303-3 outlines the mandatory requirements for preparing Blanket Purchase Agreements (BPAs). It specifies the forms to use, the exclusion of accounting and appropriation data, and details the essential terms and conditions that must be included in every BPA. These terms cover the description of the agreement, extent of government obligation, purchase limitations, identification of authorized purchasers, delivery ticket requirements, and invoicing procedures. The section also addresses additional requirements if the fast payment procedure is used, referencing FAR 13.403.
Key Rules
- Use of Specified Forms
- BPAs must be prepared using the forms identified in FAR 13.307.
- Mandatory Terms and Conditions
- BPAs must include statements on the agreement's scope, government obligation, purchase limits, authorized purchasers, delivery ticket requirements, and invoicing procedures.
- Delivery Ticket Requirements
- All shipments (except periodicals) must be accompanied by delivery tickets with specific information, such as supplier name, BPA number, purchase details, and delivery date.
- Invoice Requirements
- BPAs must specify the invoicing method, including summary, itemized, or individual invoices, and special rules for periodicals.
- Fast Payment Procedures
- If used, BPAs must include the requirements from FAR 13.403.
Responsibilities
- Contracting Officers: Ensure BPAs are prepared on correct forms, include all mandatory terms, provide lists of authorized purchasers, and specify invoice and delivery ticket requirements.
- Contractors: Comply with BPA terms, provide required delivery tickets and invoices, and adhere to purchase limitations.
- Agencies: Oversee BPA preparation and compliance, especially regarding authorized purchasers and payment procedures.
Practical Implications
- This section ensures BPAs are standardized and include all necessary terms to protect both the government and suppliers.
- Proper preparation of BPAs reduces administrative errors, clarifies obligations, and streamlines purchasing and payment processes.
- Common pitfalls include missing required terms, failing to identify authorized purchasers, or improper invoicing, which can delay payments or result in non-compliance.
Prepare BPAs on the forms specified in 13.307. Do not cite accounting and appropriation data (see 13.303-5(e)(4)).
(a) The following terms and conditions are mandatory:
(1) Description of agreement. A statement that the supplier shall furnish supplies or services, described in general terms, if and when requested by the contracting officer (or the authorized representative of the contracting officer) during a specified period and within a stipulated aggregate amount, if any.
(2) Extent of obligation. A statement that the Government is obligated only to the extent of authorized purchases actually made under the BPA.
(3) Purchase limitation. A statement that specifies the dollar limitation for each individual purchase under the BPA (see 13.303-5(b)).
(4) Individuals authorized to purchase under the BPA. A statement that a list of individuals authorized to purchase under the BPA, identified either by title of position or by name of individual, organizational component, and the dollar limitation per purchase for each position title or individual shall be furnished to the supplier by the contracting officer.
(5) Delivery tickets. A requirement that all shipments under the agreement, except those for newspapers, magazines, or other periodicals, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:
(i) Name of supplier.
(ii) BPA number.
(iii) Date of purchase.
(iv) Purchase number.
(v) Itemized list of supplies or services furnished.
(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).
(vii) Date of delivery or shipment.
(6) Invoices. One of the following statements shall be included (except that the statement in paragraph (a)(6)(iii) of this subsection should not be used if the accumulation of the individual invoices by the Government materially increases the administrative costs of this purchase method):
(i) A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets.
(ii) An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets.
(iii) When billing procedures provide for an individual invoice for each delivery, these invoices shall be accumulated, provided that-
(A) A consolidated payment will be made for each specified period; and
(B) The period of any discounts will commence on the final date of the billing period or on the date of receipt of invoices for all deliveries accepted during the billing period, whichever is later.
(iv) An invoice for subscriptions or other charges for newspapers, magazines, or other periodicals shall show the starting and ending dates and shall state either that ordered subscriptions have been placed in effect or will be placed in effect upon receipt of payment.
(b) If the fast payment procedure is used, include the requirements stated in 13.403.