The Special Order Program: Interagency Agreement
• Conduct acquisition planning.
• Ensure that projects in excess of the simplified acquisition
threshold show evidence of market research and
acquisition planning.
• Evaluate the SOW, SOO, or item descriptions and make
recommendations to enhance the acquisition process.
• Manage all phases of the requirement/project lifecycle
from requirement development to contract closeout.
• Consider appropriate sources including Federal Supply
Schedules, other existing governmentwide contracts, or
open market to ensure full competition and the best value
for the government.
• Develop, award and administer Federal Acquisition
Regulation (FAR) compliant contracts. Comply with
competition and fair opportunity requirements. For DOD
agencies, comply with the DFARS subsections .-
and/or .-, for orders placed by non-DOD agencies
on behalf of DOD if the Requesting Agency is a military
department of DOD agency.
• Respond promptly to each inquiry concerning the process
and project status, and maintain a professional, courteous
relationship with the Requesting Agency.
• Exercise best efforts, based on information provided by the
ordering-agency personnel, to assist them in fulfilling their
duty to comply with the bona fide needs rule of U.S.C
by ensuring that:
. Funds are managed correctly according to the
Requesting Agency guidance;
. Transactions are reported accurately and in a timely
fashion; and
. Controls are implemented and exercised to ensure
compliance with all applicable fiscal laws, statutes and
regulations.
• Resolve contractual problems or issues, and if necessary
adjudicate disputes with the contractor from decisions
made by Servicing Agency personnel.
• Provide legal support and representation for contract
disputes, claims and bid protests that arise from decisions
by Servicing Agency personnel.
• Maintain accurate records and files from project initiation
through contract closeout.
• Enforce contractual terms and conditions to ensure the
timely delivery of goods and services.
• Pay non-disputed invoices for goods and services that flow
through the Servicing Agency revolving fund and bill the
Requesting Agency for reimbursable services.
• Track project status and accrual of costs under the project.
• Track and report quality of past performance as required
under the applicable contract vehicle.
• Return excess funds, as necessary.
• When applicable, close out the contract action and
Interagency Agreement.
•
Be a good steward of the Requesting Agency’s funds and use
these funds in compliance with the requirements of fiscal
law.
Requesting Agency Roles and Responsibilities:
• Apprise the Servicing Agency of all terms, conditions, and
requirements to be incorporated into the contract as
necessary to comply with the statutes, regulations and
directives that are unique to the Requesting Agency’s
department or agency.
• Assign a financial point of contact who will sign or obtain the
appropriate agency signature on the funding documents.
• E nsure that this IA is signed by the official(s) authorized to
sign interagency agreements.
• Comply fully with applicable procurement regulations and
policies in all matters related to this IA.
• Identify and document its requirements for submission to
the Servicing Agency at the time of funding.
• Provide full funding for costs described in Part B, for all
products and services ordered.
• Provide information on security requirements for the IA
and subsequent contractor orders.
• Provide all necessary resources for technical evaluation of
contractor proposals, discussions and oral presentations.
• Coordinate with the Requesting Agency’s security office to
ensure Servicing Agency and contractor clearances are on
file and appropriate for the effort.
• Track, measure and evaluate contractor performance and
report to the Servicing Agency POC or contracting officer
on a regular basis, as appropriate.
• Do not authorize work, change any contractual documents,
modify the authorized scope of work, authorize accrual of
costs or otherwise provide direction to contractors except
as expressly authorized in the delegation by a Servicing
Agency Contracting Officer.
• Advise the Servicing Agency immediately of any problems
or changed conditions that affect performance by the
contractor.
•
Receive, inspect, and then either reject or accept the services
and/or commodities within days of receipt, unless
a
shorter
or longer period is permitted under the applicable
contractual relationship with the contractor, and forward
a
receiving
report to the Servicing Agency project manager.
Note: It is critical that the Requesting Agency properly
carries out its responsibility to ensure deliverables are
received and the quality is acceptable. The Servicing
Agency encourages site visits, actual inspections, and
close review of all deliverables to ensure that the
government receives the value for which it contracted.
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