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  1. Jamaal, thanks. Honestly, I don't remember including that clause because we use only local sources. Ji that makes total sense and that's what I did (your second paragraph). There was no competition so I used my IGE (supplied in Yen and USD), previous purchase (Yen) and catalog searches of a random sample of the items (USD). All of that is listed in my award documentation. I'm buying a lot of items approx 150-200 in one buy. The kicker to is that this conversion is not just award document info I have to do it on all supporting docs to include but not limited to market surveys. Retread no conversion factor. Our agency uses the current rate in the LOA when we award for budgetary/information only. We really don't know actual until DFAS pays. I use a currency converter to make sure there is enough money to make the award. I haven't been asked for additional funds yet to cover any fluctuations. Vern, thanks. The only reason I'm being told to do this is so someone who doesn't operate in foreign currency can see my price is fair and reasonable in USD. Thanks everyone for their responses.
  2. Would that apply if you are the executive agency? My DOD agency is the Executive Agent for various classes, ex. Class I, subsistence. One DOD agency was told not to use us until they have a D&F on file.
  3. Good morning, Quick question - Do I need to change my foreign currency to USD in order to do a fair and reasonable determination? Vendors are only responding in the foreign currency (Yen). I am awarding in the foreign currency (Yen). I was told - There is no way someone other than a foreign national could understand from looking at the documents if the prices are fair and reasonable and comparable if they are not converted to dollars in your supporting docs. My concern with doing this is that the changes in the rate can paint the wrong picture. Ex: Contract awarded for 10,000 Yen to JB in March 2015 exchange rate 100 = $1.00 so total is $100 Contract awarded for 10,000 Yen to BC (same item as JB) in September 2015 exchange rate 118.14 = $1.00 so total is $84.65 Contract awarded for 10,000 Yen to FG (same item as JB and BC) in December 2015 exchange rate 85 = $1.00 so total is $117.65 Does the example paint a picture of why I am concerned about showing a conversion to USD for fair and reasonable determination? I don't have a problem showing it for budget purposes.
  4. Thanks Vern and Ji...we are thinking the same way. It was recommended that I change my period of performance to match the FY so there won't be problems or questions. There was no policy behind it...the request came because the person had a question about how is it possible to have a FY15 PIIN for a FY16 POP. Guess they didn't like my answer. Thanks you everyone!
  5. Jamaal, thanks. Let's see if anyone else has anything else to add.
  6. Jamaal thanks. That is what I read as well. So does it matter of the POP if it is next FY?
  7. There were no funds used to award the BPA. Each customer will use their funds when they place an order and will use their FY16 funds. I hope that helps. Thank you.
  8. Does the Fiscal Year of the PIIN Matter? A BPA was awarded in September with a FY15 PIIN, but performance starts Oct 01 (FY16). I was told that I should have a FY16 PIIN; however the FY16 PIIN is not available. Other suggestion was to start the contract in FY15 so there wouldn't be questions/problems about my PIIN and POP not matching. ***This was a follow on BPA competed. It was awarded/signed by the Gov't prior to the start date so the vendor could be prepared to perform - base access, etc.***** Is there something I am missing? It seems like the issue of the concern is with September awards with October start dates. Thanks for your help.
  9. Joel, thank you. I would like to blame autocorrect, but I'm not sure it is the culprit :-). Vern, I agree we are in a "nice" contracting world. It wasn't this way when I first started. I will not be a lurker. I will stick around to learn more. Thank you.
  10. Vern, I just saw your post. I like the idea of what you and Ji said but I'm not sure it will go down that way. I can only hope for the best. I can use this as a tool to educate the customer and my command. Joel, You have no idea how it felt to be slammed. I was defensive. It made perfect sense to me because I've told the story so many times and trying to restate it so that anonymity is respected it came across as unclear to everyone. I can accept that and learn from it and move on. I'm a big girl and can adjust. I'm always open to learning from my mistakes. Please believe if I should ever brave the posting course again I will remember the lessons learned here. Jamaal, You might be on to something. I'm not sure if this will be the one to try but I'm sure there will be other chances.
  11. Ji thank you for the information. It has been a great learning experience and I will take heed to the information that has been shared. Again thank you. Modifying after the fact, let me see if my chain would ever let me do that (insert sarcasm here) lol. That is something to think about and if I approach it nicely they may let me do.
  12. Vern, Thanks. I wish I could go do that. I believe it was a mistake but he wasn't forthcoming with the mistake which meant the contract ended. I was looking into your suggestion about how to resolve without ratification and was told to stand fast. So I'm not sure exactly how it will be resolved. Well in my organization the customer does all three.
  13. Thanks everyone. I am so at a lost about the contractor that received the excess quantity. I have re read my posts several times and never mentioned a contractor receiving an excess quantity only the customer. I thought my original post was "plain jane" enough to get the point across. Contrary to popular belief I am versed at the language of contracting and misunderstanding my posts or my question is not my fault. Assumptions were made about my posts that were never stated in the beginning. H2H, My contract no longer is active. If it was still active yes the price of the contract would increase. I had 800 pieces of lumber on this contract. The customer did not realize that all 800 pieces had already been delivered. So they thought they still had 543 pieces that needed to be delivered. When the error was discovered it was too late they had already used the lumber and could not return to the vendor. They didn't notify me of this error so that I could fix it then. The error was not brought to my attention until after my contract ended. Too late to do a modification. So how does the vendor get paid for the 543 pieces of lumber they delivered? ji, acceptance of the excess qty did happen by my customer (the military officer) because he used it - all of it as stated before. Not to mention it is not my agency's money. As mentioned before the military officer is my customer and not in my chain nor in my same agency. There are only three parties - my contracting office, my customer (military officer) and the vendor(lumber contractor). Again thanks.
  14. Thanks so much for your response Jacques. It makes so much sense. We initially told the customer to go up their chain, but they are trying to come to my office - just wanted some insight on which office should handle it. ladybug108
  15. Thanks for everyone's help on this issue. There was lumber on the original contract that I bought for the customer (military officer). So, the customer called the vendor (lumber supplier) and asked to have a qty of lumber delivered (which customer assumed was the amount available on the contract). The vendor delivered. The vendor discovered he had over delivered per the qty on the contract by 543 pieces. The vendor called the customer to let them know, but by this time the customer had already used the excess qty. Instead of the vendor nor the customer coming to me advising of this issue...the customer tried to get a modification processed to cover the over delivery. However, it was too late for the modification because my contract was over. We know how much the lumber is based on the price given on the contract already. Which contracting office processes the unauthorized commitment - my office the one that did the original buy or the customer's contracting office? Thanks again. ladybug108
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