Task+Order+Request+Form.docx

TASK ORDER REQUEST FORM INSTRUCTIONS

CONTRACT #344 - GRANT WRITING SERVICES POOL

Instructions Complete the Participating Entity contact information at the top of the form.

· Suggested format for Task Order Request Number is Participating Entity department # - two-digit year – two-digit sequence number for the task order, for example 112-05-01.

· Issue date is the date you are sending the Task Order Request to the contractor(s).

· Participating Entity contact is who the contractor(s) will respond with their project offers.

1. Scope of Work – Include information that tells the contractor what is to be done including the desired outcome. Be as specific and comprehensive as possible. Do not assume the contractor will know something or do something if you do not include it in the Scope of Work. You may choose to attach the Statement of Work as an attachment.

1. Agreement Type – Specify if this Task Order is to be based on time or fixed bid. For projects where the vendor is totally responsible for providing a final product, it is recommended that the agreement type be fixed bid with clearly defined deliverables (see #5). Time and materials may be a suitable option when a Participating Entity bears primary responsibility for project deliverables, but has a need to augment staff in order to complete the project.

1. Project Start Date – Specify the date when work is to start. Consider the time you are allowing for contractors to return their project offers in response to the task order request when setting the project start date.

1. Project End Date – Specify the date when the project as defined in scope of work (#1) is to be completed.

1. Schedule of Deliverables – The product(s) of the contract must be clearly identified as the contract deliverables and/or milestones and should include the dates such products are to be delivered or completed. The deliverables provide the means and tools to determine the stages of the contract and contract status.

Examples of deliverables:

· A work plan outlining the tasks

· Corrective action plans.

· Documentation of communications.

· Final project assessment reports

1. Participating Entity Grant Manager – Identify the person from your agency who will act as grant manager for this project. This person will be the primary contact and liaison between your Participating Entity and the contractor.

1. Time and Status Reporting – Select all applicable reporting and accountability options. Add additional reporting requirements and detail as necessary.

1. Contractor Project Proposal Due Date – Indicate the date that vendors must have a project proposal returned to your Participating Entity in response to this task order request. The STATE has agreed to provide no less than five (5) business days for vendors to respond to a task order request, although you may allow more time. Consider the size and complexity of your project and allow adequate time for contractors to provide good project proposal responses.

1. Evaluation Criteria (for Competitive Task Orders) – When preparing a Competitive Task Order, the Participating Entity must identify the evaluation criteria that will be used to evaluate the contractor project proposals. Fill in the appropriate points assigned for the technical evaluation and the points assigned to cost evaluation. The point values must add up to 100.

Options for Issuing Task Orders Participating Entities will have two options for issuing task orders:

a. Direct Assignment - A Participating Entity may issue a task order request directly to any of the awarded contractors in the pool.

1. Competitive - A Participating Entity may elect to conduct a competitive process by requesting project proposals from two or more contractors. The Participating Entity will select the contractor project proposal that best meets the SOW requirements based upon the selection criteria stated in the task order request.

Contractor Project Proposal Requirements The Task Order will specify a proposal due date for the contractor to respond to non-emergent requests. This time frame will be no less than five (5) business days, but it may be more at the Participating Entity’s discretion. The contractor must respond to the Participating Entity that issued the Task Order Request, either affirming or denying its ability to provide the personnel in the required project time frame. During this response period, if necessary, the contractor may seek clarifications of the work involved.

If the contractor is unable to provide the personnel requested, it must state the reason in the appropriate section on the Task Order Request form, sign and return the form to the requesting Participating Entity by the proposal due date. If the contractor is capable of fulfilling the task order, it will complete and attach a “Project Proposal” to the Task Order Request form, sign and return the form to the requesting Participating Entity by the proposal due date.

Evaluation of Contractor Project Proposals The Participating Entity will evaluate the contractor project proposal to ensure that the proposal meets the requirements stated in the Task Order and that the staff proposed have the proper qualifications. The Participating Entity may require interviews with proposed contractor staff prior to accepting the contractor staff.

For competitive task order requests, the Participating Entity will evaluate each contractor project proposal based on the evaluation criteria stated in the task order request and select the proposal that best meets the requirements stated in the task order request.

Execution

8. When your Participating Entity has received an acceptable project offer from a contractor, the project offer is to be attached to the task order request form.

8. Fill in the agreed upon contractual amount.

8. Both parties must sign and date using the signature blocks in the Execution section of the task order form.

TASK ORDER REQUEST FORM

CONTRACT #344 - GRANT WRITING SERVICES POOL

PARTICIPATING ENTITY NAME

TASK ORDER REQUEST NUMBER

ISSUE DATE

PARTICIPATING ENTITY CONTACT

E-MAIL ADDRESS

TELEPHONE NUMBER

FAX NUMBER

ADDRESS

CITY

STATE

ZIP

In accordance with the terms and conditions of the State Term Contract #344 Grant Writing Services Pool master agreement between State and Contractor, this Task Order Request authorizes delivery of the Deliverables described in accordance with the Scope of Work, Schedule, and Terms specified below.

1. Scope of Work (attach extra sheets if necessary)

a. Description of Services:

b. Budget Available (if applicable):

2. Staffing Requirement

3. Agreement Type:

|_|Hourly |_|Fixed Bid Project

4. Grant Start Date:

5. Grant End Date:

a.

b.

c.

d.

e.

7. Location of Work:

8. Participating Entity Grant Manager:

9. Time and Status Reporting Systems to be utilized by the Contractor (Mark all that apply):

|_|Daily Accountability |_|Weekly Status Reports |_|Monthly Reports |_| Other (Describe below)

10. Contractor Grant Proposal Due Date:

(100 total)

Contractor Grant Proposal: Contractor shall attach its proposal to this Task Order Request when responding. The Contractor Grant Proposal will include, at a minimum, the following items:

Execution: The parties through their authorized agents have executed this Task Order Request and attached Contractor Grant Proposal under terms of the Grant Management Services Consultant Contract Pool master agreement, subject to amendments in this Task Order, for the project price and on the dates set out below.

The total dollar contractual amount specified below for this Task Order and attached Grant Proposal shall not be exceeded unless a written Change Order is appended to this Task Order, duly executed by the authorized representative of both parties.

Total Dollar Contractual Amount:

SIGNATURE:

PRINTED NAME:

TITLE:

DATE:

SIGNATURE:

PRINTED NAME:

TITLE:

DATE:

STATE OF NORTH DAKOTA – Participating Entity CONTRACTOR

If contractor is unable to bid this task order, please return the task order to requesting Participating Entity and provide the reason.