Attachment 8 - Task Order Management.doc

ATTACHMENT 8

SVTC Task Order Management

Procedure for Managing Task Orders Applicable To The

FBI’s Secure Video Teleconferencing System Contract

1.0 Background

The FBI’s Secure Video Teleconferencing System (SVTC) contract includes an indefinite delivery/indefinite quantity (IDIQ) element that provides for the Government to task the Contractor to perform in work as described in that contract’s work statement. In accordance with the FBI’s SVTC Contract, the Contractor shall provide the necessary resources (except for those identified as Government Furnished) to support tasks. The total value of supplies and services specified in Section B as IDIQ are estimates only and are not guaranteed by this contract.

IDIQ work will be will be tasked under separate orders to this contract. Task orders shall be prepared as directed in this attachment to the contract. Firm fixed prices for these task orders will be agreed to prior to commencement of work. The Contractor acknowledges that any task order work performed by the Contractor without the benefit of a priced task order, signed by the Contracting Officer, is being performed at risk by the Contractor. The Government makes no guarantee or warranty, either express or implied, that such costs incurred by the Contractor shall be reimbursed in whole or in part.

2.0 Scope/Objective

With the exception of those materials and services provided by the Government as detailed in the basic contract or in any specific task order, the Contractor shall provide services, materials, equipment, supplies, facilities, and personnel with the requisite security clearances necessary to perform all tasks. The scope of work shall include the following:

C. Travel to FBI sites for purposes of: operating, maintaining, or troubleshooting the SVTC system or the Satellite Diversity system; inventorying SVTC system components; and/or training FBI personnel.

D. Installing and making operational hardware and software, ensuring all installed equipment complies with network requirements and full integration with the SVTC and Secure wide-area networks.

E. Providing designs and detailed priced proposals for building out, constructing, and integrating SVTC systems in new or refurbished conference room facilities.

F. Removing and properly disposing, as instructed, SVTC equipment and related government property at end of system life.

G. Developing and providing Training and User Guides. Upon completion of an installation, contractor will provide User Training and User Manual in hard copy and electronic copy. Effect amendments to the documentation as requested by customer for up to 90 days after completion. Data Item Descriptions A00x and A00x, included as Attachment 2 in Section J, apply.

H. Providing “As-Built” drawings and documentation at the completion of each project, as tasked within specific task orders. (Originals of all drawings and documentation will be provided to the site where work is performed. Copies will be filed in the government files at VOC.)

I. Other work as required related to the operation and maintenance responsibilities for all FBI SVTC systems and custom conference rooms.

3.0 Government Points of Contact

The only point of contact authorized to sign and amend any task order issued under this contract is the Contracting Officer. Points of contact authorized to provide technical clarification regarding any task order includes the Contracting Officer; the Contracting Officer’s Technical Representative (COTR); or other Government Points of Contact identified in writing to the Contractor.

4.0 Place of Performance

The Contractor shall perform tasks under this contract at Government facilities or at other associated locations as directed by the Contracting Officer or the COTR. This information shall be included in each task order. The Contractor shall promptly notify the COTR regarding any issues of concern regarding travel to any location that may delay or prevent performance by the Contractor.

The FBI has 56 field offices (also called divisions) centrally located in major metropolitan areas across the U.S. and Puerto Rico. Within these field offices are approximately 400 resident agencies located in smaller cities and towns. Additionally, the FBI staffs offices—called legal attachés, or legats—in U.S. embassies around the globe. The Contractor should anticipate the need to travel to any of these locations for purposes of performing IDIQ tasks awarded under this contract. Information regarding the location of these offices is available at http://www.fbi.gov/contact-us/field and http://www.fbi.gov/contact-us/legat.

5.0 Travel

The Contractor shall submit a Travel Authorization Request Form to the COTR, with copies to the Contracting Officer and the FBI’s Site Security Officer, immediately upon notification that travel to another facility is being planned and will be tasked. The Contractor shall submit a Trip Report to the COTR and the Contracting Officer within three days upon completion of travel. Data Item Descriptions A00x and A00x, included as Attachment 2 in Section J, apply. Security incidents that may have occurred during travel will be reported to the FBI’s Site Security Officer in accordance with applicable site security procedures.

6.0 Government Furnished Property

(a) To the extent allowed by circumstances at each work site and in accordance with the regulations and policies applicable to any facility, the Government will provide the Contractor with office space, computer, printer, facsimile service, reproduction capability, Internet access and administrative support for the project while performing any task. Specific items to be provided by the Government outside of workspaces shall be identified in individual task orders, if applicable.

(b) The Contractor may be required under individual task orders to provide other equipment not issued by the Government. This may include cell phones, laptops, personal data assistants (PDAs), or other support items. Any equipment or supplies purchased by the Contractor from overhead funds shall remain the property of the Contractor. Any equipment or supplies identified in task order, purchased, and directly reimbursed with Government funds, shall be considered Government property and shall be returned after coordination with the Contracting Officer’s Technical Representative (COTR) or the COTR’s representative.

(c) All Contractor or Government furnished property, hardware, software, local-area networks, wide-area networks, or other processing facilities that contain data that is provided by the Government or that is generated by labor charged to the Government shall be solely dedicated to Government projects. Exceptions to this clause may only be granted in writing by the Contracting Officer.

(d) The Contractor shall include the TO number on all shipping documents (i.e., packing list) of hardware sent to Government facilities. Shipments of equipment to the Government without the TO number are subject to refusal and return at the Contractor’s expense.

(e) Contractors shall be accountable for property provided by or purchased for the Government valued at $1,000 or more; or individual components of IT systems such as external hard drives, monitors, switches, scanners, printers, and modems, regardless of value. The Contractor shall maintain a Property Management System to track these items.

7.0 Security

Security requirements, as set forth in the basic contract and as applicable at any Government facility where work is being performed, shall apply to work performed under any task order. Personnel must meet minimum qualifications as specified in the basic SVTC contract. These tasks will require the Contractor to provide personnel, holding a minimum of a Secret clearance, to perform services within specified timelines at FBI offices and facilities world-wide. Absent specific direction in a task order that a TS/SCI clearance is required, the Contractor may assume that requirements to perform all assigned tasks will require personnel with Secret clearances.

8.0 Period of Performance

The period of performance shall be as set forth in any specific task order. No period of performance on any task order will exceed twelve months from the date of the award of the task order. To that effect the terms and conditions of the basic contract that are applicable to any outstanding task orders shall remain in force and effect until completion of the last task order.

9.0 Proposal Preparation

Government Points of Contact shall be responsible for providing direction to the Contractor regarding information required to develop a proposal for any task. At a minimum, this information provided to the Contractor will include: a description of the work required; the location where work shall be performed; the Government Point of Contact information (name, address, email address, and phone number) at the site where work will be performed; details concerning when the work is to be performed; and an identified date when the priced proposal is required to be submitted.

Using technical information and work descriptions provided by the Government Points of Contact, the Contractor shall prepare a smooth draft proposal for each identified task. The format for the Contractor’s proposal will be Contractor defined, but at a minimum shall include:

· Place of performance (to include details regarding the assigned GPOC)

· Period of performance

· Description of the work, to include:

· Labor, by labor category and projected hours

· Equipment and materials to be provided by the Government required to be available on site

· Equipment and materials to be provided by the Contractor

· Pricing Questions regarding any information the Contractor requires to complete a task order proposal shall be directed to the COTR. Any questions or issues that remain unresolved after discussion with the COTR shall be directed, in writing, to the Contracting Officer.

10.0 Pricing

As part of its proposal submission the Contractor shall provide a firm fixed price for performing each task. The Contractor’s proposal shall include details associated with preparation of this price, to include worksheets when applicable. Work shall not commence until a price has been established and the task order has been signed by the Contracting Officer. Pricing procedures are detailed below. Prior to the incurrence of any costs the Contractor shall attempt to resolve any issues of concern by directing questions, in writing, to the Contracting Officer.

10.1 Labor: Labor rates, as set forth in Section B, will be used to price labor associated with performance of each task order. The Contractor’s proposal shall identify labor categories; labor hours by category; extensions by category; and a labor subtotal.

10.2 Administrative Expenses and Indirect Costs: Labor rates set forth in Section B are considered to be “fully loaded,” to include company indirect expenses, overhead, and profit. As such, no additional allocation of contractor expenses for administration, overhead, or other indirect expenses shall be allocated, and no additional profit will be assigned to any task order, beyond that included in the Section B prices.

10.3 Equipment and Materials: Any materials the Contractor is required to obtain to complete any task order shall be itemized and reimbursed at cost, with no allocation of Contractor administrative or overhead expense. Equipment or materials with a unit price in excess of $500 or an extended price in excess of $1,000 will include backup documentation to the extent requested by any GPOCs.

10.4 Travel: Travel expenses, to include lodging and per diem when required, will be reimbursed in accordance with the applicable travel regulation and FAR 31.205-46(a)(2). These regulations can be found at http://www.gsa.gov/portal/content/102886. Rates applicable for travel overseas are available from the U.S. State Department website at http://aoprals.state.gov/content.asp?content_id=184&menu_id=81. Location and number of trips are unknown at this time. The Contractor’s proposal shall include a not to exceed price for travel expenses and a worksheet that details how the price was derived.

10.5 Other Direct Costs: Should the Contractor be required to incur additional expenses beyond those identified as authorized in each task order, the Contractor will be entitled to reimbursement of additional expenses that are considered necessary and required to complete the assigned tasks. These Other Direct Costs shall be itemized and included with the Contractor’s invoice. Unless specified in the applicable task order or otherwise authorized, the ceiling for any such expenses shall not exceed $100.00 per task order. Requirements purchased by the Contractor with a line item in excess of $50.00 will be accompanied with receipts.

11.0 Proposal Submission

The Contractor shall number each task order submission with the Contractor’s own internal control number. The Contractor shall prepare a Standard Form 1447 as instructed by the Contracting Officer; sign the form; and submit the package electronically to the COTR on or before the date requested. The priced proposal will include any applicable worksheets, amplifying material, and a statement of any remaining issues or questions of concern.

12.0 Proposal Execution

The COTR shall review the Contractor’s proposal package for completeness and verify prices and extensions. The COTR will return the package to the Contractor to correct any errors or omissions. Complete packages will be forwarded by the COTR to the Contracting Officer, with any comments regarding issues which may require further discussions or negotiations with the Contractor. Once agreement is reached between the Contracting Officer and the Contractor on the details of the work effort and the pricing, the Contracting Officer will assign a funded task order number to the Standard Form 1447, sign the document, and return a copy of the SF-1447 (along with any amendments to the original package) to the Contractor. The Contractor will then execute the task order.

13.0 Payment

Payment shall be effected in accordance with Section G of the basic contract. Material, travel, and other direct costs will be reimbursed to the extent that they are reasonable, allocable, allowed by generally accepted accounting principles and practices appropriate to the circumstances, and are not otherwise limited by the terms of the basic contract, law, or regulation. See FAR Section 31 for additional information regarding allowable costs.

14.0 Records Management

The Contractor shall retain electronic copies of all task order transactions, segregated by task order. These records will be available to the Government for inspection at any time. This file of all task orders shall be provided to the Government at the conclusion of the contract.

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