Agreement Attachment C - Draft Ordering Guide 2023 2 6.pdf

U.S. General Services Administration

Public Buildings Service

New England Region

New England IDIQ Ordering Guide

Table of Contents Introduction

Roles and Responsibilities

New England IDIQ Contract Holders

North Zone Buildings

Boston Zone Buildings

South Zone Buildings

The Ordering Process

Step 1: Acquisition Planning

Step 2: Develop the Solicitation

Step 3: Issue the Solicitation

Step 4: Evaluate Proposals

Step 5 Award the Task Order

Step 6: Task Order Administration

Step: 7 Contract Closeout

Introduction

The Acquisition Management Division (AMD) in the General Services Administration

(GSA) Region 1 has issued X construction indefinite delivery, indefinite quantity (IDIQ) contracts to support the Repair and Alterations Program in the region. The Budget Activity 54 (BA54)

Program (Minor Repairs and Alterations), funds repair and alteration (R&A) projects that are not a part of a congressional appropriation line item. Typical non-Prospectus Level, i.e., BA54

Program projects include initial space alterations, repairs, remodeling, improvements, and other related changes to public buildings with a cost ranging from $250,000 to the annual prospectus limit. At the start of each fiscal year, the PBS “national office” or “headquarters” provides Region 1 with the BA54 Program budget. These Regional 1 IDIQ contracts are established on a geographic zonal basis and are for use by any space under GSA’s jurisdiction.

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New England IDIQ

Ordering Guide 2

Who is the guide for?

This guide is written for Contracting Officers (COs) who may be issuing orders under the New

England Construction IDIQ contracts. In addition to this guide COs must adhere to the Federal

Acquisition Regulation (FAR) requirements, General Services Acquisition Manual / Regulation

(GSAM/R), and Region 1 internal policies.

Roles and Responsibilities

● Contracting Officers (CO’s) have the authority to solicit, award, and administer task orders against the Contract vehicle. The Contracting Officer is the apparent authority for the task order and can bind the government.

● Contracting Officer Representative (COR’s)- The Contracting Officer for each task order should designate a Contracting Officer’s Representative (COR) to perform specific administrative or technical functions. The Contracting Officer Representative Supervisor shall send the Contracting Officer a nomination letter, nominating the Contracting Officer

Representative. The specific authority, limitations, and responsibilities of the COR for each task order shall be described in an appointment letter, a copy of which should be provided to the contractor. Unless otherwise stated, a COR has no actual, apparent, or implied authority to bind the Government.

New England IDIQ Contract Holders

The PBS Governmentwide IDIQ contracts include three (3) multiple-award Geographic Zones.

The NAICS code is 236220, Commercial and Institutional Building Construction. All the

Construction IDIQ contracts have been set-aside for small businesses.

The Geographic zones include

• North Geographic Zone (see page 3)

• Boston Geographic Zone (see page 4)

• South Geographic Zone (see page 5)

Ordering Guide 3

North Zone Buildings

Vermont New Hampshire Maine

Land Ports of Entry

Route 5

Derby Line, VT 05830

Interstate Route 91

Derby Line, VT 05830

743 VT Route 243

North Troy, VT

807 VT Route 243

North Troy, VT

State Route 114

Norton, VT

U.S. Post Office and Courthouse

11 Elmwood Avenue

Burlington, VT 05401

State Street

Montpelier, VT 05602

Rutland, VT

50 South Main Street

St. Albans, VT 05478

SSA Trust Fund

Building

School Street

Montpelier, VT 05602

58 Pearl Street

Burlington, VT 05401

Winston Prouty

Federal Building

11 Lincoln Street

Essex Junction, VT

05452

U.S. Border Stations

Vermont Rt. 225

Alburgh, VT 05440

2812 Alburgh Springs

Road

Alburgh Springs, VT

05440

Main Street

Beebe Plain, VT

05823

State Route 102

Beecher Falls, VT

05902

U.S. State Route 102

Canaan, VT 05903

482 Welcome Center

Rd

Highgate Springs, VT

State Rte 118

West Berkshire, VT

807/743 Vermont Rt.

North Troy, VT

357 Glen Sutton Road

Richford, VT 05476

705 Province Street

Richford, VT 05476

U.S. Border Patrol

Sector

Headquarters

155 Grand Avenue, Rte 7

Swanton, VT 05488

James C. Cleveland Federal

53 Pleasant Street

Concord, NH 03301

Warren B. Rudman U.S.

Courthouse

55 Pleasant Street

Concord, NH 03301

Norris Cotton Federal Building

275 Chestnut Street

Manchester, NH 03101

Thomas J. McIntyre Federal

80 Daniel Street

Portsmouth, NH 03801

SSA Trust Fund Building

177 Main Street

Littleton, NH 03561

Land Ports of Entry

180 International

Ave.

Calais, ME 04619

Interboundary Line, State Rt. 6

Jackman, ME 04945

U.S. Border Patrol Houlton Section

Headquarters

96 Calais Road, Rt. 1

Hodgdon, ME 04730

SSA Trust Fund

365 Main Street

Presque Isle, ME

04769

Edmund S. Muskie

Federal Building 40 Western Avenue

Augusta, ME 04330

Margaret Chase

Smith

Federal Building

U.S. Post Office and

Courthouse

202 Harlow Street

Bangor, ME 04401

Edward T. Gignoux U.S. Courthouse

156 Federal Street

Portland, ME 04101

U.S. Customhouse 312 Fore Street

Portland, ME 04101

U.S. Border

Stations

Ferry Point

3 Customs Street

Calais, ME 04619

Milltown

534 North Street

Calais, ME 04619

Boundary Line Road

Fort Fairfield, ME

04742

U.S. Route 1

Fort Kent, ME 04743

Interstate 95

Houlton, ME 04530

Route 229

Limestone, ME 04750

Bridge Road

Madawaska, ME

04756

U.S. Route 1

Orient, ME 04471

St. Pamphile

Saint Francis, ME

04774

173 Acadian Way

Van Buren, ME 04785

Route 6, Water Street

Vanceboro, ME 04491

Ordering Guide 4

Boston Zone Buildings

Boston Metro Boston

Captain John F. Williams Coast Guard Building

408 Atlantic Avenue

Boston, MA

02110

John W. McCormack U.S. Post Office and Courthouse

5 Post Office Square

02109

John J. Moakley U.S. Courthouse

One Courthouse Way

02210

John F. Kennedy Federal Building

15 New Sudbury Street

02203

Thomas P. O’Neill, Jr. Federal Building

10 Causeway Street

Boston, MA 02222

Fredrick C. Murphy Federal Center

380 Trapelo Road

Waltham, MA

02452

Social Security Admin District Office

Main & Fountain Streets

Haverhill, MA

01830

IRS Center

310 Lowell Street

Andover, MA

05501

Ordering Guide 5

South Zone Buildings

Connecticut Western Massachusetts

Brien McMahon Federal Building and U.S. Courthouse

915 Lafayette Boulevard

Bridgeport, CT 06604

Abraham A. Ribicoff Federal Building and U.S. Courthouse

450 Main Street

Hartford, CT 06103

William R. Cotter Federal Building

135 High Street

Hartford, CT 06103

Robert N. Giaimo Federal Building

150 Court Street

New Haven, CT 06510

Richard C. Lee

Church and Court Streets

New Haven, CT 06471

Social Security Administration

147 Litchfield Street

Torrington, CT 06790

Southern Massachusetts

Social Security Administration

400 North Main Street

Fall River, MA 02720

U.S. Custom House

37 North Second Street

New Bedford, MA 02740

Hastings Keith Federal Building

53 North Sixth Street

New Bedford, MA 02740

Rhode Island

Federal Building and

1 Exchange Terrace

Providence, RI John O. Pastore Federal Building

And U.S. Post Office

2 Exchange Terrace

Providence, RI 02903

Philip J. Philbin Federal Building

881 Main Street

Fitchburg, MA 01420

Silvio O. Conte Federal Building

78 Center Street

Pittsfield, MA 01201

310 State Street

Springfield, MA 01105

Harold D. Donohue Federal Building

595 Main Street

Worcester, MA 01608

Ordering Guide 6

The Ordering Process

The New England Construction IDIQs are multiple-award indefinite delivery, indefinite quantity contracts. When using the New England Construction IDIQ contracts. The Contracting Officer must follow FAR 16.505 ordering procedures.

Step 1: Acquisition Planning

Acquisition Planning should begin as soon as the agency need is identified. The Acquisition team should meet to ensure that the New England Construction IDIQ vehicle is the correct contract method for the project. The Contracting Officer should work with the Contracting Officer Representative to create an acquisition plan. The regional BA54 and BA80 Subsidiary Acquisition Plan (Subsidiary Plan) can be used if price is the only evaluation factor. The Subsidiary Plan should be signed prior to issuing the RFP. A full acquisition plan is needed if price is not the only evaluation factor.

Determining which Geographic Zone to Use The Contracting Officer shall determine which geographic zone to utilize. Competition of Task Order solicitations will be exclusive to the IDIQ contracts awarded within a Geographic Zone

Task Order Contract Type All task orders under the New England Construction IDIQ contracts will be awarded as a firm-fixed price task order.

Order Limitations The maximum order against all contracts is $125 million. The individual Task Orders to be placed under the IDIQ contracts range in dollar value from approximately from the simplified acquisition threshold (currently $250,000) up to the prospectus level (currently $3,613,000).

Contractors are not required to respond to Request for Proposals outside of this range.

Task Order Duration The period of performance for each task order awarded under the New England Construction IDIQ contract shall be specified in the task order in accordance with FAR 16.505(c).

Task orders shall be solicited and awarded prior to the expiration of the applicable IDIQ contract’s period of performance. Task orders should not be extended after the expiration of the IDIQ base contracts. After the contracts expire, they will remain active for administration purposes only.

Fair Opportunity Fair Opportunity must be given to each IDIQ contract holder. Request for Proposals must be sent to each on-boarded IDIQ Contractor in the applicable geographic zone.

Ordering Guide 7

Brand Name Specifications In accordance with FAR 16.505(a)(4), the Contracting Officer must document justification for brand name justification. A template for the justification can be found in the contract shell under tab 4 on the Acquisition Management Division Insite website.

Multiple Locations If a requirement is for multiple locations, a Consolidation Analysis is required. This Analysis must be approved at the Senior Procurement Executive level.

Step 2: Develop the Solicitation

The Contracting Officer shall work with the Contracting Officer Representative to ensure that all documents are received for a complete package.

Price Estimating and Developing the Independent Government Estimate (IGE)

The Contracting officer shall ensure that an independent Government estimate (IGE) is prepared at the earliest practicable time for each proposed task order. The IGE must be signed and received from the technical staff no later than issuance of the solicitation.

Solicitation All task order solicitations shall provide the following information at a minimum:

• Task Order Statement of Work

• Evaluation Factors

• Selection Methodology

• Period of Performance

• Place of Performance

• Solicitation Questions Due Date

• Proposal Due Date

• Proposal and Submittal Instructions

Project Magnitude Contracting Officers shall include the disclosure of magnitude in the RFP pursuant to FAR

36.204 and GSAR 536.204. The Contracting Officer shall not disclose the government estimate.

Pre-Proposal Conferences & Site Visits The Contracting Officer should coordinate with the Contracting Officer Representative arrangements for the Site-Visit. The Contracting Officer should try to attend the site-visit.

Notice of intent to attend should be provided to the Contracting Officer in accordance with the task order instructions. If attendance is not practicable, a separate pre-proposal conference should be scheduled to inform the contractors information relevant to the solicitation.

Ordering Guide 8

Liquidated Damages Liquidated damages are determined at the task order level. Liquidated damages should be dictated in accordance with FAR 11.502, FAR 36.206, and FAR 52.211-12.

Task Order Pricing Pricing has been established at the IDIQ base contract level for several labor categories, general requirements, overhead, profit, and bonding. Unless the CO specifies another format, Task Order price proposals shall use the task order pricing sheet (Attachment 1) when submitting proposals. The line items established in the IDIQ contract cannot exceed the prices established in the IDIQ base contract but can be lower than the agreed upon price in the IDIQ contract. It is the Contracting Officer’s responsibility to ensure that pricing proposed aligns with these policies and in conjunction with the Contracting Officer Representative ensure that the price proposed is fair and reasonable.

Construction Wage Rate Requirements

The Contracting Officer shall provide the contractors the applicable wage determination rates at the task order level. The wage determination rates can be found at www.Sam.Gov. Prior to award, the Contractor Officer shall perform a wage determination check to confirm that the wage determination had not changed from the solicitation. If the wage determination has changed, the updated wage determination shall be sent as an amendment to the appropriate contractors.

Bid Guarantees Contracting Officers shall indicate in the RFP if a bid Guarantee, and or performance and payment bonds are required. Pursuant to FAR 52.228-1, Bid Guarantee should be incorporated into task order solicitations expected to exceed $150,000. And in accordance with FAR 28.102-1 COs shall indicate requirements for performance and payment bonds in task order solicitations when the task order is expected to exceed $150,000.

Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment Provision FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment shall be incorporated in all task order solicitations.

Step 3: Issue the Solicitation

Task Order solicitations should be emailed to the respective zone contractors. A google drive folder should be set-up to share secure documents with the contractor’s GACA email addresses.

Contractors should be notified of any amendments via email. Contractors are not obligated to propose on all Task Orders; however, they are required to notify the CO that they do not plan http://www.sam.gov/

Ordering Guide 9 to provide a proposal. Failure to provide this notification may impact future consideration of the contractor for Task Orders and the exercise of any option.

Step 4: Evaluate Proposals

The Contracting Officer should send the proposal to the Contracting Officer Representative for technical evaluation. Proposals shall be evaluated based upon the criteria set forth in the solicitation. The contract file should document the rationale for placing the order as well as the determination of fair and reasonableness. The Contracting Officer Representative shall send the Contracting Officer a signed technical evaluation which accurately depicts if the proposal demonstrates technical acceptance. The Contracting Officer shall ensure that the price proposed is aligned with the rates agreed upon in the base contract.

Step 5 Award the Task Order

Task Order Award Form Contracting Officers must sign awards using the GSA Form 300. Awards should be signed in

EASI.

Performance and Payment Bonds for Task Orders

In accordance with FAR 52.228-15 both performance and payment bonds must be received and accepted prior to issuing Notice to Proceed (NTP) for task orders over $150,000. Bonds should be submitted within ten (10) calendar days after the Task Order is executed.

Reporting Task Orders The task order shall be reported in FPDS. Additionally, the task order shall be updated in Acquisition Gateway and OFCP shall be notified of the award. The Contracting Officer shall also fill out the CIW form and send the form via email to Zone A at zonea-hspd12@gsa.gov. The Contracting Officer should be sure to send the contractor the COR Appointment letter with the executed GSA 300 form. It is also important for the Contracting Officer to register the CPARS via the regional CPARS registration form.

Step 6: Task Order Administration

Modifications All modifications shall be executed in EASI. Similarly, all modifications must be reported in FPDS. Modifications should be well documented and all relevant documentation shall be uploaded into EASI.

Prompt Payments Payments shall be made in accordance with the FAR 52.232-27, Prompt Payment for Construction Contracts (JAN 2017) and supplemented by GSAR 552.232-5. Payments should be https://hallways.cap.gsa.gov/app/ https://www.optcore.net/ofnp-ofnr-ofng-ofcg-ofcp-how-to-choose/

Ordering Guide 10 made within 14 days. The contractor shall submit a pencil req to the Contracting Officer Representative and Contracting Officer. Upon approval, the Contracting Officer Representative shall create a receiving report in EASI for the Contracting Officer to review and approve in the system.

Payrolls and Labor Compliance The Contracting Officer is responsible for reviewing and payroll statements. The contractor must submit for the contractor and each subcontractor, copies of weekly payrolls applicable to the contract prior to invoicing.

Step: 7 Contract Closeout

Performance Evaluation Each CO is responsible for ensuring the contractor’s performance on each order is reported in the CPARS system pursuant to FAR 42.15. Task orders valued at $750,000 require a performance evaluation.

Task Order Closeout Contracting Officers are responsible for closing out their task orders. Contracting Officers should reference the regional contract closeout policies and ensure that all the appropriate documentation is filed in EASI including, Contractor Completion letter, Contract Completion

Statement, Release of Claims, and if applicable the CPARS evaluation.

IDIQ Administration

The New England Construction IDIQs are multiple-award indefinite delivery, indefinite quantity contracts. Administrative matters will be handled by the IDIQ Contracting Officer, Contract Specialists, and Contracting Officer’s Representatives.

Ordering Guide 2

Biannual Review Meetings

The Contracting Officer, Contract Specialist, and Contracting Officer’s Representative shall meet twice a year (every six months) with representatives from each IDIQ contractor. In these meetings, the following topics should be discussed:

- Contractor performance on task orders

- Contractor responsiveness to RFP’s issued under the IDIQ

- Contractor’s competitiveness in task order solicitations

- Contractor’s risk of being off-boarded from the vehicle

- Contractor’s risk of not having an option exercised.

Topics, concerns, and impressions discussed in these meetings should be reflected in the contractor’s CPARS ratings and option exercising decisions.

Option Exercising Process

The IDIQ vehicles are award with one base year and four option year periods. These options should be evaluated and exercised in accordance with FAR 52.217-9.