FAR 13.303-6—Review procedures.
Plain-English Summary
FAR 13.303-6 sets the review and oversight requirements for blanket purchase agreements (BPAs) established under the simplified acquisition procedures in FAR Part 13. It covers annual file reviews, the need to review and update each BPA at least once a year, the contracting officer’s duty to stay alert to changes in market conditions, sources of supply, and other relevant factors, and the special oversight rule when an office other than the one that established the BPA is allowed to place orders against it. In practice, this section is meant to prevent BPAs from becoming stale, unsupported, or improperly used, and to ensure that ordering activity remains consistent with authorized procedures. It also helps agencies confirm that BPAs still represent a fair, current, and efficient buying arrangement. For contractors, the rule matters because BPA terms, pricing, and supplier relationships may be revisited periodically; for contracting officers and agency managers, it creates an affirmative monitoring obligation rather than a one-time setup requirement.
Key Rules
Annual random file review
The contracting officer placing orders under a BPA, or a designated representative, must review a sufficient random sample of BPA files at least annually. The purpose is to verify that authorized procedures are being followed in actual ordering and administration.
Annual BPA review and update
The contracting officer who established the BPA must ensure that each BPA is reviewed at least once a year and updated if needed. This is a continuing administrative responsibility, not a one-time setup action.
Monitor market changes
The establishing contracting officer must stay aware of changes in market conditions, sources of supply, and other relevant factors. If conditions change enough to affect the BPA, the officer should consider new arrangements or modifications to the existing BPA.
Oversight for other ordering offices
If another office is authorized to place orders under the BPA, the agency with jurisdiction over that office must ensure the annual review procedures in paragraph (a) are being followed. Oversight responsibility follows the ordering authority, not just the office that created the BPA.
Use reviews to support BPA currency
The review process is intended to confirm that the BPA remains current, properly administered, and aligned with the agency’s needs. If the BPA no longer reflects current suppliers, prices, or procedures, it should be revised or replaced.
Responsibilities
Contracting Officer placing orders under the BPA
Review a sufficient random sample of BPA files at least annually to confirm that authorized procedures are being followed.
Designated representative of the Contracting Officer
If delegated this task, perform the annual random sample review of BPA files on behalf of the contracting officer.
Contracting Officer who established the BPA
Ensure each BPA is reviewed at least annually, update it when necessary, and remain aware of market conditions, sources of supply, and other factors that may require new arrangements or BPA modifications.
Agency with jurisdiction over another authorized ordering office
Ensure the annual review procedures in paragraph (a) are being followed when an office other than the purchasing office that established the BPA is authorized to place orders under the BPA.
Practical Implications
BPAs are not set-and-forget instruments; they require recurring oversight, documentation, and periodic refresh to stay compliant and useful.
A common pitfall is failing to document the annual review or using too small or non-random a sample, which can weaken the agency’s ability to show that procedures were followed.
Another risk is letting pricing, supplier lists, or ordering procedures become outdated when market conditions change, which can lead to poor value or improper ordering.
When multiple offices can place orders under the same BPA, agencies need clear lines of responsibility so the annual review does not fall through the cracks.
Contracting officers should treat the annual review as a chance to identify whether the BPA should be continued, revised, expanded, or replaced based on current needs and market realities.
Official Regulatory Text
(a) The contracting officer placing orders under a BPA, or the designated representative of the contracting officer, shall review a sufficient random sample of the BPA files at least annually to ensure that authorized procedures are being followed. (b) The contracting officer that entered into the BPA shall- (1) Ensure that each BPA is reviewed at least annually and, if necessary, updated at that time; and (2) Maintain awareness of changes in market conditions, sources of supply, and other pertinent factors that may warrant making new arrangements with different suppliers or modifying existing arrangements. (c) If an office other than the purchasing office that established a BPA is authorized to make purchases under that BPA, the agency that has jurisdiction over the office authorized to make the purchases shall ensure that the procedures in paragraph (a) of this subsection are being followed.