1. SAFEGUARD FUNDS: You are charged with ensuring funds are spent wisely. Make sure you buy from the source that gives the most for the money. Do not buy what is not needed and challenge what does not seem right. 2. COMPETE YOUR BUYS: Often you will have two BPA’s to place calls against. Check the prices on both and place your call against the one with the lower price. Remember to document your file if you choose the higher priced BPA. 3. IMPROPRIETY: Do not accept gratuities or discuss future requirements with contractors. If you place the call, ensure someone else signs for the delivery. 4. BE A WATCHDOG: Report any suspicious activities. Report any suspected Fraud, Waste and Abuse. 5. KNOW YOUR LIMITATIONS: Know what you can and can't order under each BPA. Know what your dollar limitations are for each call, these can vary from BPA to BPA. 6. KNOW WHAT THE BPA SAYS: Know what the BPA includes and who to call to place orders. Know whom to call if something goes wrong. Bottom line is KNOW WHAT YOU ARE DOING. The obligation of government funds is a highly visible business with many watchdogs. "I didn't know" is not an excuse for violations. If you are not sure about something, then ask. It is easier to teach you again on something, than it will be to unravel a long, sad story later. SECTION IV - SETTING UP YOUR FILES: 1. For every BPA you are using, you'll need to build a separate file. This file is very important because it is the only way you have of accurately keeping a record of actions for each BPA. Follow these instructions and file maintenance will be easy and quick. Let's look at each part of your folder: a. Start with a 6-part folder (available at the local purchase store). b. the folder with the following information: (1) BPA number (2) Contractor’s name (3) Expiration date of the BPA (4) What the BPA is for (if there's room)
1. SAFEGUARD FUNDS: You are charged with ensuring funds are spent wisely. Make sure you buy from the source that gives the most for the money. Do not buy what is not needed and challenge what does not seem right. 2. COMPETE YOUR BUYS: Often you will have two BPA’s to place calls against. Check the prices on both and place your call against the one with the lower price. Remember to document your file if you choose the higher priced BPA. 3. IMPROPRIETY: Do not accept gratuities or discuss future requirements with contractors. If you place the call, ensure someone else signs for the delivery. 4. BE A WATCHDOG: Report any suspicious activities. Report any suspected Fraud, Waste and Abuse. 5. KNOW YOUR LIMITATIONS: Know what you can and can't order under each BPA. Know what your dollar limitations are for each call, these can vary from BPA to BPA. 6. KNOW WHAT THE BPA SAYS: Know what the BPA includes and who to call to place orders. Know whom to call if something goes wrong. Bottom line is KNOW WHAT YOU ARE DOING. The obligation of government funds is a highly visible business with many watchdogs. "I didn't know" is not an excuse for violations. If you are not sure about something, then ask. It is easier to teach you again on something, than it will be to unravel a long, sad story later. SECTION IV - SETTING UP YOUR FILES: 1. For every BPA you are using, you'll need to build a separate file. This file is very important because it is the only way you have of accurately keeping a record of actions for each BPA. Follow these instructions and file maintenance will be easy and quick. Let's look at each part of your folder: a. Start with a 6-part folder (available at the local purchase store). b. the folder with the following information: (1) BPA number (2) Contractor’s name (3) Expiration date of the BPA (4) What the BPA is for (if there's room)
user_instructions_and_guidelines.docx