D.7 ATTACHMENT G TASK ORDER PROCEDURES.docx

ATTACHMENT G – TASK ORDER PROCEDURES

1. Government Support

a. Task Order COR A COR shall be designated for each Task Order and shall reside within the Requiring Activity. The COR shall be appointed by the CO and duties delegated in an appointment letter. The COR is the Requiring Activity’s designated representative. The COR designated for each Task Order shall provide the Contractor access to all available Government furnished information, facilities, material, equipment, services, among others as required to accomplish each Task Order. Contract surveillance duties shall be defined and accomplished in accordance with the Performance Assessment Plan and, if a unique plan is required, the Task Order Quality Assurance Plan shall take precedence.

2. Pre-Award Procedures

a. Request for Task Order Proposal Request (TOPR) Process Upon identification of the need for a Task Order, a The Contracting Officer or Contract Specialist shall issue a Task Order Proposal Request (TOPR) to the Contractors via email. As applicable for performance-based tasks, the Government will specify requirements in terms of performance objectives. The contractor shall propose “how to” best satisfy those objectives including proposed metrics to measure and evaluate performance.

b. Yes/No Bids The Contractor shall provide a yes/no bid by the Bid Intention Date identified on the SF1449.

c. Task Order Proposals All Task Orders will be set aside for SDVOSB’s, and the Government’s TOPR does NOT constitute an authorization to start work.

Within seven (7) workdays of receipt of the TOPR, or unless otherwise specified in the TOPR, the Contractor shall submit one Task Order Proposal in accordance with the format provided below unless otherwise specified by the CO. The following information shall be provided and submitted as directed in the TOPR. This information may be revised as specified in the individual TOPRs:

A. In addition to the information requested in the TOPR, the following shall be addressed in every TO Proposal:

i. Proposal Summary Volume including:

i. Task number

ii. Date submitted

iii. Contractor’s name

iv. Contractor point of contact information for questions

v. Subcontractor and vendors name, address, and SAM UID (as applicable)

vi. Proposed start and finish dates as indicated in the TOPR

vii. Proposed total price

viii. Acknowledgement of TO terms and conditions, or indication of deviations from the identified terms and conditions.

· Offerors are hereby advised that any Offeror-imposed terms and conditions which deviate from the Government’s material terms and conditions established by the TOPR, may render the Offeror’s proposal Unacceptable, and thus ineligible for award.

ix. Duration for which proposal is valid (minimum 60 days)

x. VA Acquisition Regulation (VAAR) 852.209-70 is in effect for all TOPRs issued, and the contractor should provide a statement IAW VAAR 852.209-70(b), when applicable.

xi. Acknowledgement of Amendments

B. The following shall be addressed for all tasks:

1. A price proposal volume shall be submitted in MS Excel spreadsheet format. The contractor must complete the price proposal spreadsheet provided in each TOPR.”

i. The first tab shall be a summary to include a top-level rollup of the total dollars by Firm Fixed Price, labor categories, and total Task Order price. Labor shall further be broken out by labor categories, labor rates, and hours for the period of performance. Proposed labor rates shall not exceed labor rates incorporated into the contract for the applicable ordering period(s).

ii. The Contractor shall submit a completed Price Schedule including all priced line items for base period and any options.

iii. “Information Other than Cost or Pricing Data” or “Certified Cost and Pricing Information” may be required where there is not “adequate price competition” as defined in FAR 15.403-1(c).

Each TO Proposal submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Proposal page limitations may be applicable as specified in each TOPR.

All files will be submitted as either a Microsoft Excel (.XLS) file or an Acrobat (.PDF) file or as otherwise specified in each TOPR. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1”) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line (minimum 6 point line). Page numbers, company logos, and headers and footers may be within the page margins ONLY and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by the solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below. Pages in violation of these instructions, either by exceeding the margin, font, or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.

File Packaging. All of the proposal files may be compressed (zipped) into one file entitled “[Offeror Name] proposal.zip” using WinZip version 6.2 or later version or the proposal files may be submitted individually.

Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the TOP and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each proposal. The titles and page limits requirements for each file are shown in the Table below:

[Offeror Name] Resume.doc/pdf

[Offeror Name] Price.doc/.docx/.pdf

d. TO Proposal Evaluation Questions and clarifications may be required which can prolong the evaluation period. When requested by the CO, the Contractor shall provide a revised TO Proposal to address changes.

All TO Proposals shall be subject to evaluation by a team of Government personnel. Any non-Government personnel used in evaluation will be specified in the Source Selection Document. The non-Government advisor(s), if any, will be required to sign Source Selection Participation Agreements which address conflicts of interest, rules of non-disclosure and rules of conduct. The Government will monitor the non-Government advisor’s activities while in the evaluation area. The non-Government advisor will only have access to the information corresponding to their area(s) of expertise.

3. Issuance of Task Orders Upon Government approval of the TO Proposal and designation of an appropriate fund cite, the CO shall issue a Task Order to the Contractor. Contractor work shall commence only after issuance of the Task Order by the CO. The Government shall provide notification of Task Order award to both the successful and unsuccessful offerors.