13. TASK ORDER PROCEDURES - 22 Mar 24.docx

1. TASK ORDER PROCEDURES:

1.1. As the need exists for performance under the terms of this contract, the Contracting Officer (CO) will notify the Contractor of a potential performance requirement.

1.2. Once the government defines a complete construction requirement, the CO will provide the contractor a Fair Opportunity Proposal Request (FOPR).

1.2.1. If the project incorporates any additional project items as optional CLINs, the SON will describe the anticipated details of that aspect of performance including performance period, consideration of mobilization and/or demobilization activities, progressive flow of construction activities, and the impact of additional performance on the task order (TO) as a whole.

1.2.2. The Contractor may be requested to provide cost and technical proposals or designs within the last quarter of the fiscal year in anticipation of fall out funds (money which is not yet obligated by the Government, but which is expected to become available prior to fiscal year end). In anticipation of this potential work, and the fast turnaround required at fiscal year-end to secure funds should they become available, the Contractor may be asked to provide a cost and technical proposal at no liability to the Government to award the project. In this instance the Contractor will complete a Hold Harmless Agreement prior to their proposal preparation. Please see Attachment 1 for a Sample Hold Harmless Agreement.

1.3. Upon receipt of an FOPR, the Contractor shall respond to the needs of the Government by scheduling a site visit through the CO within the timeline designated in the FOPR, generally three (3) or five (5) days from issuance of the FOPR. The site visit will be conducted in the company of the Contractor, contracting personnel, the end user or facility manager, and 9 CES at the proposed work site. If specific disciplines are needed at the meeting, other base agencies (fire department, safety, communications, etc.) may also be invited to attend.

1.4. Note: Any reference to any equipment, material, article or patented process by trade name, make or catalog number requested by the Government shall be regarded as establishing a standard of quality only.

1.5. Contractor will submit questions regarding the project in writing to the CO.

1.6. An amendment to the FOPR will be issued by the CO incorporating any changes to the Scope of Work as determined during the site visit, or as a result of other Contractor questions.

1.7. Upon establishment of the final scope of the individual requirement, the Contractor shall then prepare a proposal package for submission to the Contracting Officer. See Section 8 for additional instructions on compiling proposal packages.

1.8. The Contractor shall accomplish their proposal package and return it to the Contracting Officer by the suspense date reflected on the FOPR. The suspense date will be determined by the CO based on the magnitude, complexity, and urgency of the project; generally a suspense date of five (5) workdays after the site visit will be determined, taking these factors into consideration. The Contractor shall have enough staff to ensure proposals are completed within the established suspense dates.

1.9. The CO will then forward the proposal to the 9 CES for technical review. Upon receipt of the Contractor’s proposal, the Government will accomplish a technical evaluation of the proposal. If 9 CES has questions about the Contractor’s proposal, the Government may request a fact-finding meeting in order to clarify questions and misunderstandings.

1.10. A fact finding and negotiation meeting may be scheduled by the contracting office to discuss and negotiate all variances in quantities, hours, start date, and performance times with the Contractor. 9 CES personnel may also be in attendance if requested by the CO.

1.11. The Contractor will provide a final cost estimate, technical proposal, and Statement of Work (SOW) based on the negotiated terms. The Contractor’s final submittal must be reviewed and approved by the Government.

1.12. The negotiated price for the proposed project will remain valid for sixty (60) calendar days, unless otherwise requested/negotiated with the Contracting Officer.

1.13. The Contracting Officer will issue a Task Order against the contract and will distribute the notification of award to all parties. Construction Periods of Performance (PoPs) will be based on the Contractor’s proposed construction schedule.

1.14. All work associated with the Task Order shall begin after all post award submittals have been received as identified in the FOPR. Shortly after all submittals are received contractors are to expect a NTP to be issued and work to begin as detailed in the NTP. If any offer has been awarded multiple TOs, the government expects all TO work be performed simultaneously with previously awarded TOs. If the government determines that a contractor cannot successfully perform all awarded TOs simultaneously, the government reserves the right to award any potential TO to the next lowest offer.

1.15. The Contractor, Subcontractors, Contracting, 9 CES, Building Manager, and other pertinent base officials (i.e. Safety, Security Forces, and Communications) will have a pre-construction meeting to discuss specific issues for the task order. At this meeting the Contractor will provide a construction schedule and timelines on an AF 3064 (Contract Progress Schedule, Attachment 2), if the period of performance is expected to exceed 60 days; Performance and Payment Bonds, as required; an SF 1413 (Statement and Acknowledgment, Attachment 3) for all tier levels of subcontractors needed for project completion; an AF 3000 (Material Approval Submittal, Attachment 4) for any known proposed materials; and any other documents as requested by the CO.

1.16. Actual construction on the site will not occur until the Contracting Officer has issued a Notice to Proceed (NTP). NTP is anticipated to be issued within 10 days from submittal of required documents.

1.17. If an AF 3064, Contract Progress Schedule, is required, the Contractor will provide bi-weekly progress reports using AF 3065 (Contract Progress Report; Attachment 5), until project completion.

1.18. The Contractor may request a pre-final inspection for the purpose of having the Government assist in identifying potential problems or areas of correction required prior to the final inspection. The Contractor will request the pre-final inspection from the Contracting Officer and a date will be scheduled by the contracting office. Pre-final inspections will typically include the Contracting Officer and Contracting Administrator, 9 CES, Contractor personnel (to include subcontractors), requirements/end user personnel, operations and maintenance personnel, and representatives throughout the installation (fire, safety, security, etc.), as needed.

1.19. The Contractor will request a final inspection from the Contracting Officer three (3) working days prior to the desired date of inspection. The final inspection will typically include 9 CES, the Contractor, the CO, and other base entities as needed. More information regarding final inspections is included in Section 11.

1.20. Prior to final invoicing, the Contractor will provide all as-builts, warranty items and documentation, and all other required documentation as outlined in this Statement of Work.

All work associated with the Task Order shall begin after all post award submittals have been received as identified in the FOPR. Once the submittals are received contractors are to expect a NTP to be issued and work to begin. If an offer has been awarded multiple TOs, the government expects the work be performed simultaneously with other awarded TOs. If the government determines that a contractor cannot successfully perform all the awarded TOs simultaneously, the government reserves the right to award any potential TO to the next lowest offer.