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IAA Form Detail Training. TRAIN THE TRAINER August/September 2010. - IAA - One Form-Two Sections. General Terms and Conditions (GT&C) Section captures the partnership/relationship between the parties, identifying the: agencies entering into the agreement

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Iaa form detail training

IAA Form Detail Training

TRAIN THE TRAINER

August/September 2010


Iaa one form two sections
- IAA - One Form-Two Sections

General Terms and Conditions (GT&C) Section

captures the partnership/relationship between the parties, identifying the:

agencies entering into the agreement

authority permitting the agreement, and

agreement action, period, and type

Order Requirements and Funding Information section (Order) contains specific information about the:

Products/Services being exchanged

Bona fide need

Funding information – accounting data elements

Shipping information

Authorization & Points of contact for the Buyer and Seller.

Each IAA must include one GT&C and at least one Order


Terms
Terms

  • Requesting Agency = Buyer

  • Servicing Agency = Seller


Iaa number gt c order amendment mod
IAA Number__________- ________-_________________ GT&C# - Order # - Amendment/Mod #

  • New Standard Schema

  • The IAA Number tracks each IAA from the beginning through the

    completion or termination

  • Trading Partners should agree on the IAA Number UNTIL an automated intragovernmental (IG) system is available:

    An automated IG system will assign a unique IAA Number for each

    IAA negating the need for Trading Partners to assign an IAA

    Number; only need to capture in your systems




1 department and or agency
1. DEPARTMENT AND/OR AGENCY

Name: Enter the Department and/or Agency names of the Requesting Agency and Servicing Agency

(The specific Office name will be captured in the Order.)

Address: Enter the Requesting Agency’s and Servicing Agency’s mailing address


2 servicing agency agreement tracking number optional
2. Servicing Agency Agreement Tracking Number(Optional)

  • Enter the Servicing Agency’s unique agreement tracking number.

  • This number is generated and maintained by the Servicing Agency, separate from the IAA Number.

  • Note: Many Requesting Agencies use this number as a reference in their systems to quickly identify an IAA if issues need to be analyzed and resolved


3 assisted acquisition agreement
3. Assisted Acquisition Agreement

Assisted Acquisitions are Interagency agreements, where

the Servicing Agency provides acquisition support and

awards contracts on behalf of the Requesting Agency’s

requirements for products or services

Yes Check Yes if this is an Assisted Acquisition Agreement

NoCheck No if this is NOT an Assisted Acquisition Agreement


Gt c action check action being taken
GT&C ActionCheck action being taken

  • New

  • Amendment –

    • Complete only the GT&C blocks being changed, and

    • explain the changes being made

      • Enter an Amendment Number in the IAA Number schema

      • Authorization of an Amendment to the GT&C requires official signatures of both Trading Partners

  • Cancellation –

    • Provide a brief explanation for the IAA cancellation, and

    • complete the effective End Date


5 agreement period
5. Agreement Period

The Agreement Period identifies the period during which the

Requesting Agency expects all Orders to be completed by the

Servicing Agency An IAA becomes effective when both parties have signed

Start Date _ _ -_ _ - _ _ _ _

MM-DD -YYYY

  • Enter the date When the IAA will begin;

  • Date must be on OR after the date the IAA is signed by both parties

    End Date _ _ - _ _ -_ _ _ _ MM-DD –YYYY

  • Enter the date when the IAA will end and all Orders will be completed with delivery of products and/or services and closeout activity.

  • If Cancellation is checked in the GT&C Action block, enter the End Date for the effective cancellation date.


  • Recurring agreement check one
    Recurring Agreement (Check One)

    Is this a recurring agreement that will be renewed on a regular basis, unless a notice to discontinue is received?

    Then Check Yes :

    If Yes, is this an: Annual Renewal 

    Other Renewal 

    State the other renewal period:______________________________

    Check NO if this is not a recurring agreement


    7 agreement type check one
    7. Agreement Type (Check One)

    Each IAA is for ONE reimbursable agreement and/or Assisted Acquisition Agreement between trading partners and always will have ONE GT&C and one or more supporting Orders.

    Single Order IAA 

    Multiple Order IAA 

    These Agreement Types inform the parties as to whether, for this IAA, there is one Order or more then one Order to support the GT&C


    8 are advance payments allowed for this iaa check one
    8. Are Advance Payments Allowed for this IAA? (Check One)

    • Yes 

      • If Yes is checked, enter Requesting Agency’s Statutory Authority Title and Citation

      • Note: Specific advance amounts will be captured on each related Order

    • No 


    9 estimated agreement amount
    9. Estimated Agreement Amount

    • Direct Cost:

      • Total agreed-upon direct cost for providing the products and/or services

    • Overhead Fees & Charges:

      • Total agreed-upon overhead fees & charges

      • Capture any type of fees or charges above and beyond direct costs

    • Total Estimated Amount:

      • Direct cost plus overhead fees & charges

    • Provide a general explanation of the Overhead Fees & Charges:

      The Servicing Agency provides a general explanation of how the overhead fees and charges are calculated

      NOTE: The Servicing Agency completes all information for the estimate agreement amount.

      (Optional for Assisted Acquisitions)


    10 statutory authority a requesting agency authority
    10. STATUTORY AUTHORITY – a)Requesting Agency Authority

    Franchise Revolving Working Economy Act Other

    Fund Fund Capital Fund 31 U.S.C. 1535/FAR 17.5 Authority

    

    This is the authority that allows the Requesting Agency to purchase products and/or services from another Federal agency

    • f the Economy Act is the Requesting Agency’s authority, the Requesting Agency must keep a Determination and Findings (D&F) on file

    • It is important to note that section 1535(d) states, in part, that “[the amount obligated is de-obligated to the extent that the agency or unit filling the order has not incurred obligations before the end of the period of availability of the appropriation, in (1) providing goods or services; or (2) making an authorized contract with another person to provide the requested goods or services.”


    10 statutory authority b servicing agency authority
    10. STATUTORY AUTHORITY – b)ServicingAgency Authority

    Franchise Revolving Working Economy Act Other

    Fund Fund Capital Fund 31 U.S.C. 1535/FAR 17.5 Authority

    

    This is the authority that allows the Servicing Agency to provide products and/or services to another Federal agency and to be reimbursed.

    NOTE: If the Requesting Agency’s authority is the Economy Act, the Servicing Agency must de-obligate funds per FAR section 1535(d) to the extent that the order has not incurred obligations before the end of the period of availability of the appropriation of the Requesting Agency


    11 requesting agency s scope
    11. Requesting Agency’s Scope

    State and/or list attachments that support the Requesting Agency’s Scope

    • Enter the scope of the work to be performed for the entire IAA by the Servicing Agency

      • The scope/statement of work/memorandum of understanding may be attached and may contain roles and responsibilities


    12 roles responsibilities for the requesting agency and servicing agency
    12. Roles & Responsibilities for the Requesting Agency and Servicing Agency

    State and/or list attachments with the respective

    • Roles and Responsibilities

    • that the Requesting and Servicing Agencies must carry out

    • to ensure the effective management and fulfillment of the IAA requirements


    13 restrictions optional
    13. Restrictions(Optional)

    State and/or attachunique requirements and/or

    mission specific restrictions specific to this IAA


    Assisted acquisition small business credit clause
    Assisted Acquisition Small Business Credit Clause

    For Assisted Acquisition IAAs, the Servicing Agency will allocate the socio-economic credit to theRequesting Agency forany contract actions it has executed on behalf of the Requesting Agency


    15 disputes
    15. Disputes

    Disputes related to this IAA shall be resolved in accordance with instructions provided in the Treasury Financial Manual (TFM) Volume I, Intragovernmental Business Rules Bulletin, available on the TFM Web site at:

    http://www.fms.treas.gov/tfm/vol1/bull.html


    16 termination
    16. Termination

    • Insert the number of days that this IAA may be terminated by written notice by either the Requesting or Servicing Agency

    • If this agreement is canceled, any implementing contract/order may also be canceled.

    • If the IAA is terminated, the agencies shall agree to the terms of the termination, including costs attributable to each party and the disposition of awarded and pending actions

    • If the Servicing Agency incurs costs due to the Requesting Agency's failure to give the requisite notice of its intent to terminate the IAA, the Requesting Agency shall pay any actual costs incurred by the Servicing Agency as a result of the delay in notification, provided such costs are directly attributable to the failure to give notice


    17 18 authorized organizations for assisted acquisition agreements
    17 & 18 - Authorized Organizations forAssisted Acquisition Agreements


    19 20 agency clause s optional
    19 & 20Agency Clause(s) (Optional)


    21 additional requesting agency and or servicing agency attachments optional
    21. Additional Requesting Agency and/or Servicing Agency Attachments (Optional)

    • State and/or attach additional Requesting Agency and/or Servicing Agency attachments.

    • List attachments for the Requesting Agency and Servicing Agency.


    22 annual review of iaa
    22. Annual Review of IAA Attachments

    By signing this agreement, the parties agree to annually review the IAA if the agreement period exceeds one year.

    Appropriate changes will be made by amendment to the GT&C and/or modification to any affected Order(s).



    ORDER REQUIREMENTS Attachments

    and

    FUNDING INFORMATION

    (ORDER)

    SECTION


    24 primary organization office information
    24. Attachments PRIMARY ORGANIZATION/OFFICE INFORMATION


    25 order action check one
    25. Order Action Attachments (Check One)




    28 order line funding information for both requesting and servicing agency
    28. Order Line/Funding Information for BOTH Requesting and Servicing Agency

    Accounting & Budget Information


    28 order line funding information for both requesting and servicing agency cont
    28. Order Line/Funding Information for BOTH Requesting and Servicing Agency (cont)

    Accounting & Budget Information (cont)







    29 advance information
    29. Advance Information Servicing Agency


    30 total net order amount
    30. Total Net Order Amount Servicing Agency

    • Enter total net order amount

    • All Order Line Net Line Amounts Due for:

    • Reimbursable Agreements OR

    • Net Total Costs for Assisted Acquisition Agreements (Block 28)

    • must sum to block 30


    31 attachments
    31. Attachments Servicing Agency

    •  Key project and/or acquisition milestones (optional except for Assisted Acquisition Agreements)

    •  Other Attachments (Optional)

    State and/or list Attachments for key project and/or acquisition milestones (optional except for Assisted Acquisition Agreements)

    For Assisted Acquisitions, state or list the agreed-upon projected milestones for this Order



    35 funding clauses instructions optional
    35. Funding Clauses/Instructions Servicing Agency (Optional)

    • Include availability of funds or other funding clauses as deemed necessary.

    • If a “subject to the availability of funds” clause is used, it is important to note that no services may be performed until the Requesting Agency gives written notice to the Servicing Agency that funds are available and that the Servicing Agency can proceed.


    36 delivery shipping information for products optional
    36. Delivery/Shipping Information for Products Servicing Agency (Optional)

    • Enter the:

      • Agency Name Receiving the Shipment

      • Point of Contact (POC) Name & Title,

      • Email Address, Delivery Address/Room Number, and

      • POC Telephone Number of the person who will receive the shipment.

    • Special Shipping Information:

      • Enter specific information for shipping, shipping company, date/time, special instructions, etc.



    Approvals and contact information cont
    APPROVALS AND CONTACT INFORMATION Servicing Agency (cont)


    Approvals and contact information cont1
    APPROVALS AND CONTACT INFORMATION Servicing Agency (cont)


    Contact information
    Contact & Information Servicing Agency

    Robin Gilliam (202) 874-9133robin.gilliam@fms.treas.gov

    Subscribe to email updates @:http://www.fms.treas.gov/finstandard/index.html

    Under Publications

    Financial Management and Budget Standardization

    51


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