Appendix I-Task Order Issuance Instructions.pdf

APPENDIX I

IHS National COVID-19 Critical Care Response Teams IDIQ

Instruction for Task Order Issuance

This contract will be administered by issuing Task Orders (TOs) as necessary for the performance of work. The following ordering procedures shall apply to all TOs issued under this contract. Any supplies and/or services to be furnished under this contract will be ordered by issuance of written TOs as Task Order Request for Proposal (TORP). TOs shall be issued in accordance with FAR provisions and as described below.

Only an authorized Government Contracting Officer can issue a TO under this contract. No work will be performed and no payment will be made except as authorized by a fully executed and signed Task Order. All Task Orders are subject to the terms and conditions of the contract. In the event of conflict between an Task Order and the contract, the contract will take precedence. All costs associated with preparation, presentation, and/or discussion of the Offeror's Order proposal shall be at the Offeror's expense; post award Order administration (including applicable personnel cost allocations by Order shall also be at the Offeror’s expense.

I. 1 TASK ORDER PLACEMENT AND PROCESSING

A. ORDERING PROCEDURES:

Orders will be placed via email or via phone with confirmation by email. Orders will include the following information: Intended destination of Critical Care Response Team, Dates Needed (Response Time and Estimated Length of Deployment), Labor Categories Needed, etc. Other situational data will be included as applicable.

-Authorized Parties to Place Orders Include: Contracting Officer, Contract Specialist and the Contracting Officer's Representative.

Any services to be furnished under this contract shall be ordered by issuance of task orders by the individuals or activities designated above as Authorized Parties. Such task orders may be issued during the Base of the IDIQ contract and if exercised, any subsequent option periods of the IDIQ contract.

All orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

An order is considered "issued" when the Government (Authorized Party) transmits the order as specified above (by email or by phone) and the issuing Officer receives a confirmation of receipt of the submitted order from the Contractor by email.

I. 2 Minimum order. When the Government requires services covered by this contract in an amount of less than $150,000.00, the Government is not obligated to purchase, nor is the

Contractor obligated to furnish, those services under the contract.

I. 3 Maximum order. The Contractor is not obligated to honor:

(1) any order for a single item in excess of $5,000,000 during the base year and each option year, if exercised (2)Any order for a combination of items in excess of $5,000,000 during the base year and each option year, if exercised; or (3)A series of orders from the same ordering office within 365 days that together call for quantities exceeding the limitation in the above paragraphs of this section.

The Contracting Officer will authorize, sign, and issue individually priced orders at the fixed unit prices in accordance with the Contractor’s IDIQ contract. The Order process described below represents the Government’s approach to Order issuance.

1. A standardized Task Order Request for Proposal (TORP) shall be used to facilitate the

Order process.

2. The Contracting Officer will provide a TORP to the Contractor. Each ORP will generally include:

Facility Name and Physical Street Address for each facility that services are required under the task order.

Onsite Deployment Start Date and either onsite Deployment End Date or

Estimated Minimum Deployment Duration length.

Name and Contact Information of facility point of contact(s).

CCRT Services required.

List of facility-specific deliverables as applicable.

The date and time by which the response to the TORP is due.

Any special instructions, conditions, notices, etc., applicable to the

Task Order (including on‐site/off‐site provisions, discrepancies between the standard rates and the proposed rates).

3. Contractors shall have the opportunity to develop a response to the TORP. Generally, Contractors shall be given 48 to 72 hours or in urgent cases – 24 hours or less to prepare a response outline and rough cost estimate to prepare a written proposal.

(Note: The response period may be shorter or longer if the circumstances of the individual TO warrant and is so specified in the individual ORP by the Contracting Officer). TORPs will generally be made via email using an email address furnished by the Contractor.

4. The Contractor shall, for cost/price purposes, use:

The pre‐established price information contained in Section B of the contract upon award. Except where the contract is modified after award, these prices/costs represent the highest rates that the Government will consider and accept during the life of the contract. This does not preclude the successful Contractors at their discretion from proposing lower rates for individual Orders.

5. The Government will evaluate the Contractor’s Order proposal and determine whether or not to award an Order in accordance with the ORP. If deemed necessary by the Government, the Contracting Officer will enter into oral and/or written communications with the Contractor in order to resolve any clarifications and/or deficiencies.

6. The resulting Order will include a Not to Exceed (NTE) obligation ceiling amount, invoice instruction, required delivery date and necessary contact information for its designated site. Any price or performance related disputes shall be referred to the Contracting Officer.

I.1. TASK ORDER AWARDs AND MODIFICATIONS

Upon review of the price and technical quote, the COR will make a resulting recommendation to the CO. A final determination will be issued to the contractor for an authorization to start the deployment or a need for a negotiation session. The CO’s authorization to issue an order for deployment will be a firm fixed price Task Order based on the proposed CCRT labor categories, total number of labor hours proposed during the consultation meeting and preparation of the quote, cost reimbursement to the contractor for the travel under the deployment shall not exceed this firm fixed price.

No additional services shall be performed and outside of scope of the task order and IDIQ contract Performance Work Statement (PWS)

Any services delivered under this task order that has not been authorized by the CO via a fully executed modification will be considered an unauthorized commitment (UAC).

Any services delivered under this task order that exceeds the total Order ceiling value without the CO's authorization and a fully executed modification to increase the task order ceiling, will be considered an unauthorized commitment (UAC).

I.5. ORDER CLOSE‐OUT

It is the intention of the Government to perform close‐out procedures on an individual Order basis. The Contractor agrees to perform those internal functions necessary to support the close‐out process in a timely manner. Order close‐out will generally occur as soon as possible after completion of the work involved.