Attachment 0004 GPS Ordering Guide.pdf

Standard Operating Procedures

Ordering Guide for

Global Protective Services (GPS) Centralized & Decentralized Ordering

12 October 2024

PREFACE

The GPS Ordering Guide contains information needed to properly use the GPS contract vehicle to award a Task Order (TO) responsive to the customer’s requirements. The purpose of this document is to provide ordering procedures and usage guidance for Indefinite Delivery Indefinite Quantity (IDIQ) Multiple Award Task Order Contract (MATOC) for Global Protective Services (Private Security Contractors). The Ordering Guide also describes the steps for preparing a requirements package, the roles and responsibilities of key individuals, and positions for initiating and managing GPS Task Orders. It also provides guidance, oversight, review, and approval procedures.

The GPS Ordering Guide is applicable to all DOD organizations and activities with delegated authority to award and administer Task Orders against the GPS contracts.

Sample documents and forms will be added/deleted as required, and revisions will be made to this Ordering Guide as necessary.

TABLE OF CONTENTS

PART 1: GENERAL INFORMARTION

SCOPE OF GPS MATOC

CONTRACT PERFORMANCE PERIOD

TASK ORDER PERFORMANCE PERIOD

CONTRACT CAPACITY

AUTHORITY TO PLACE TASK ORDERS

TASK ORDER FUNDING AND FEES

CONFLICTS OF INTEREST

PART 2 ROLES AND RESPONSIBILITIES

GPS PROCURING CONTRACTING OFFICER (GPS PCO)

TASK ORDER PROCURING CONTRACTING OFFICER (TO PCO)

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

GPS CONTRACTOR(S)

CONTRACT & TASK ORDER ADMINISTRATION

CONTRACT PERFORMANCE ASSESSMENT REPORT (CPAR)

GOVERNMENT FURNISHED PROPERTY (GFP)

PART 3 PLACING ORDERS

TASK ORDER PERFORMANCE WORK STATEMENT (PWS)

ADDITION OF CLAUSES AT THE TASK ORDER LEVEL

TASK ORDER COMPETITIONS

STEP ONE: CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION LICENSE

STEP TWO: LPTA OR BEST VALUE TRADEOFF

INSTRUCTIONS TO OFFERORS

a. CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION LICENSES

i. FACTOR ONE: TECHNICAL CAPABILITY

ii. FACTOR TWO: PRICE

PAR 4: AUTHORIZED ORDERING AGENCIES:

409th CSB

Navy Contracting Office (NCO)/ FEAD

ATTACHMENT A

PART 1: GENERAL INFORMARTION

SCOPE OF GPS

The objective of the GPS Contract vehicle is to provide Private Security Contractors (PSCs), contracted by the U.S. Government (USG), who will support peace and stability initiatives in areas of armed conflict, post conflict, comparable situations or routine garrison security operations OCONUS. Where military or other government security forces are unavailable, insufficient, or inappropriate. PSCs protect relief, recovery, and reconstruction activities from theft, extortion, vandalism, terrorism, and other unlawful activities. Effective discipline, training, and oversight of GUSG contracted PSCs builds the confidence of the local population, reduces the risk of civilians and civilian activities becoming military targets, and supports the restoration of the rule of law. GPS provides a full spectrum of private security functions in support of contingency operations, other significant military operations, humanitarian and peace operations, or exercises for all DOD branches and agencies, in all Outside the Continental United States (OCONUS) Combatant Commands’ (COCOMs) Areas of Responsibility (AORs) and In Accordance With (IAW) 10 U.S.

Code § 2465.

CONTRACT PERFORMANCE PERIOD

The GPS MATOC contract provides for a five-year base ordering period and a five-year optional ordering period, for a maximum total ordering period of 10 years.

TASK ORDER PERFORMANCE PERIOD

Individual Task Order performance periods may extend beyond the Base Contract period of performance. If a Task Order performance period extends past that of its Base Contract, all terms and conditions of that Base Contract are still applicable to the Task Order for the entirety of its performance IAW FAR Clause 52.216-22 Indefinite Quantity.

CONTRACT CAPACITY

The USG makes no guarantee as to the total amount of services to be required beyond the minimum guarantee. The USG reserves the right to require no additional services during the contract period and to obtain similar services from other sources.

Each GPS MATOC IDIQ Contract will share a not to exceed (NTE) program ceiling of $10,330,446,190.46.

AUTHORITY TO PLACE TASK ORDERS

All warranted Procuring Contracting Officers (PCOs) that are delegated authority to award and administer Task Orders under this Contract provided that the Pre-Award Information Form (see Attachment A) is approved by the Office of the Under Secretary of Defense for Acquisition and Sustainment (OUSD A&S). Attachment A should be submitted to the GPS Contracting Officer at usarmy.ria.acc.mbx.gps@army.mil, prior to developing the Solicitation.

mailto:usarmy.ria.acc.mbx.gps@army.mil

The United States Army is responsible for providing all GPS Contractors with fair opportunities as required by FAR 16.505 and may intervene in cases where a Task Order PCO is not providing a fair opportunity to one or more GPS Contractors. Army Contracting Command Rock Island (ACC-RI )may award Contracts to Contractors that are part of the Small Business program so long as the Contractor meets the HTRO threshold and provides documentary evidence of its ability to perform all of the requirements of the GPS acquisition. ACC-RI will abide by all applicable competition limitations set forth in FAR Part 19 and DFARS Part 219, as may be amended from time to time, and any other pertinent acquisition regulation regarding Contracting with Small Businesses.

IAW FAR 16.505(b), the Procuring Contracting Officer (PCO) will provide each IDIQ awardee a fair opportunity to be considered for each subsequent Task Order exceeding $3,500.00, except as provided for in FAR 16.505(b)(2), which states:

a. The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

b. Only one awardee is capable of providing the services required at the level of quality required because the services are unique or highly specialized.

c. The order must be issued on a sole-source basis in the interest of the economy and efficiency because it is a logical follow on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

d. It is necessary to place an order to satisfy a minimum guarantee.

e. For orders exceeding the simplified acquisition threshold, a statute expressly authorizes or requires that the purchase be made from a specified source.

f. In accordance with section 1331 of Public Law 111-240 (15 U.S.C. 644(r)), PCOs may, at their discretion, set aside orders for any of the small business concerns identified in 19.000(a)(3). When setting aside orders for small business concerns, the specific small business program eligibility requirements identified in part 19 apply.

Questions regarding the placement of Task Orders against the GPS program should be directed to the ACC-RI GPS PCO and team at usarmy.ria.acc.mbx.gps@army.mil.

TASK ORDER FUNDING AND FEES

Funding shall be committed and obligated at the Task Order level and shall be the type deemed appropriate for the services to be acquired. No unfunded Task Orders are authorized. Specifics regarding funding streams (e.g., full funding or partial/incremental funding) will be provided with each Task Order.

CONFLICTS OF INTEREST

All applicable federal laws and regulations relating to conflicts of interest apply to solicitations and awards of Task Orders under GPS contracts.

PART 2 ROLES AND RESPONSIBILITIES

GPS PROCURING CONTRACTING OFFICER (GPS PCO)

The ACC-RI GPS PCO has overall responsibility for management and administration of the GPS Contract, as well as the following:

a. Serving as a general information point of contact for GPS users, contractors, and Contracting agencies.

b. Providing information regarding the services available under the Contracts.

c. Providing administrative procedures for placing orders.

d. Providing advice and guidance to Ordering Offices as appropriate.

e. Gathering, and compiling GPS Contractor reviews for evaluation purposes ordering agencies and Contracting Officers are responsible for Decentralized TOs CPARS.

f. Monitoring base ordering period and optional ordering period contract capacities, ceiling value; and

g. Ensuring fair opportunity is provided to all GPS Contractors IAW FAR 16.505 as detailed above.

TASK ORDER PROCURING CONTRACTING OFFICER (TO PCO)

The Task Order PCO is responsible for the following:

a. Serves as the local contracting focal point for coordination and award of Task Orders.

b. Negotiating Task Order terms to fit the government’s needs.

c. Ensuring that all Task Order request packages are properly prepared and provide all required information as detailed in this ordering guide and per the terms and conditions of the GPS program.

d. Coordinating Task Order requests with the ACC-RI GPS PCO, in order to monitor and track primary Contract capacity.

e. Submit Attachment A to the GPS PCO as required, prior to development of the solicitation.

f. Providing notice to the GPS PCO/GPS team of all pending Task Order awards prior to TO award.

g. Completing Contractor Performance Assessment Reporting System (CPARS) reviews and reporting.

h. Completing all Task Order administration and monitoring [Task Order PCOs may delegate administration functions to an Administrative Contracting Officer

(ACO)].

i. Ensure the appropriate number of Contracting Officer’s Representative (COR) are assigned to as required, and IAW 32 CFR § 159.5(f)(3).

j. Perform appropriate actions to closeout Task Order.

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Task Order PCO shall delegate authority to a COR. This authority is typically to:

a. Accomplish day-to-day surveillance of GPS Contractors’ performance.

b. Inform the TO PCO of any potential performance problems.

c. Prepare and submit to the PCO a written evaluation of the GPS Contractor’s performance annually and upon completion of a Task Orders performance period; and

d. Review invoices in comparison to actual completed performance.

The Task Order PCO should consider the nomination submitted by the requiring activity that identifies a government employee who is technically qualified and trained to become a COR. The COR nomination letter shall indicate an appropriate duration of time to be allocated to the COR to perform COR duties, please see 32 CFR § 159.5(f)(3).

Task Order COR delegation shall require CORs to ensure that GPS Contractor’s performance is properly documented and that required reports are provided to the Contracting Activity for contract administration and oversight purposes, and to properly document the official contract file.

GPS CONTRACTOR(S)

The GPS Contractor(s) is/are responsible for the following:

a. Shall provide a copy of any GPS TO awards, modifications, Level 2 (or higher) CARs and annual CPARS to the ACC-RI GPS PCO/Team within 48 hours of either award, signature date, or effective date, whichever is sooner.

b. Ensuring that performance and deliverables meet the requires set forth in the primary Contract and each individual Task Order.

c. Performing services IAW the terms and conditions of the Task Order, and at prescribed levels of quality control.

d. Submitting a proposal in accordance with the request from the Ordering Office.

CONTRACT & TASK ORDER ADMINISTRATION

The GPS PCO is responsible for contract administration and management of the Base GPS Contracts. Under no circumstances shall any understanding, agreement, contract modification, or any other action deviating from the terms and conditions of the Base Contract be effective or binding upon the Government. All such actions must be initiated and executed by the GPS PCO, upon request from the TO PCO or contracting activity.

The GPS PCO and ACC-RI GPS team are available to answer questions concerning planning and developing Task Order, review and approval procedures, and can provide overall guidance GPS Task program.

All Contract administration associated with individual Task Orders will be performed by the PCO issuing the Task Order, or subsequent PCO assigned to the Task Order.

CONTRACT PERFORMANCE ASSESSMENT REPORT (CPAR)

A CPAR will be completed for each MATOC Task Order valued at greater than $1,000,000.00. In the event a Task Order Period of Performance exceeds one year, CPARs will be completed every six months until the Task Order ends (including the closeout period). The Task Order PCO shall ensure a CPAR is completed in accordance with FAR 42.1502 and forwarded to: usarmy.ria.acc.mbx.gps@army.mil. The GPS PCO will include completed CPARs in the primary Contract file. The preparation and completion of the CPAR is the responsibility of the Task Order PCO/COR.

GOVERNMENT FURNISHED PROPERTY (GFP)

GPS Task Orders may require GFP for the performance of the Task Order. The Task Order PCO in coordination with the requiring activity will make the determination whether the use of GFP is in the best interest of the Government for each Task Order, based on the specific location, Host Nation laws, complexity, and needs of the Contractor in performance of the Task Order. All Task Orders that include GFP will include FAR clause 52.245-1, or its Alternate I as appropriate, and FAR clause 52.245- 9, as required by FAR 45.107. Task Order PCOs shall ensure compliance with FAR 45.105, titled Contractor’s property management system compliance. The USG shall retain title to all GFP IAW FAR Subpart 45.4, titled “Title to Government Property”.

PART 3 PLACING ORDERS

TASK ORDER PERFORMANCE WORK STATEMENT (PWS)

The Base Contract PWS provides a general framework for the type of work, ordering limitations, and geographical limitations (IAW 10 U.S. Code § 2465) that can be ordered against the GPS program. Specific Task Order PWSs will be tailored to identify specific requirements at the Task Order level and may be any format and for any type of work that aligns with the scope of the base Contract PWS.

ADDITION OF CLAUSES AT THE TASK ORDER LEVEL

All clauses and provisions included in the Base Contracts are also applicable by reference to all Task Orders awarded against that Base Contract; clauses may be added at the Task Order level so long as they do not conflict with clauses included in the Base Contract. For example, Option clause 52.217-8, titled Option to Extend Services, and clause 52.217-9, titled Option to Extend the Term of the Contract, may be included and tailored at the Task Order level. Other clauses may be included where required or necessary as determined at the TO level. Additionally, individual TOs issued on a decentralized basis may necessitate compliance with additional regulations and standards as mandated by other relevant agencies. The specific regulatory framework and standards applicable to each TO will be explicitly detailed within the respective TO Competition documents. Contractors shall adapt and adhere to the unique regulatory requirements specified in each TO, ensuring comprehensive compliance with any additional stipulations set forth by the respective agency associated with the TO.

TASK ORDER COMPETITIONS

At a minimum, Task Order competitions will define at a minimum the following:

a. Quantity of positions, by position type and security clearance requirements.

b. Period of performance.

c. Country(ies) of performance.

d. Risk associated with the place of performance (e.g.., Military Engagement, Other Significant Military Operation, or Area of Combat Operations); and

e. Government Furnished Property/Equipment, as applicable (e.g., housing).

STEP ONE: CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION

LICENSE

GO: Very little doubt or no doubt exists that the Contractor will successfully perform the required Task Order effort. The Contractor has been able to timely mobilize personnel into the theater of operations, or handle surge, or simultaneous operations. Current customers and contract officials have found the Contractor to have no delays in schedules, for either performance or deliverables, to include staffing at the required PWS levels by the FOC date. Current customers and contract officials have found the Contractor to be consistently responsive and extremely easy to work with and has, in the past, responded proactively to problems and provided their resolutions.

The Contractor submitted proof of an operating business license or proof the Contractor initiated the licensing process for performance within the country of the Task Order requirement.

NO GO: There is doubt that the Contractor will successfully perform the required effort in accordance with the PWS for the Task Order. Any of the following findings would be considered evidence to create sufficient doubt: the Contractor has been unable to timely mobilize personnel into theater of operations or handle surge and simultaneous operations; current customers and/or contract officials found the Contractor to have numerous delays in schedules, for both performance and deliverables; and current customers and/or contract officials found the Contractor to be non-responsive and difficult to work with regarding problems and their resolutions.

The Contractor failed to submit proof of an operating business license or proof the Contractor initiated the licensing process for performance within the country of the Task Order requirement.

STEP TWO: LPTA, BEST VALUE TRADEOFF OR HIGHEST TECHNICALLY RATED

OFFEROR (HTRO)

If a Contractor receives a ‘GO’ on current performance for the Contract, the evaluators will next evaluate proposals on either a Lowest Price Technically Acceptable (LPTA), Best Value Tradeoff or HTRO approach, which will be determined at the Task Order level, depending on the nature and complexity of the specific requirement.

A ‘NO GO’ in current performance for the Contract will make the Contractor ineligible for Task Order Award.

If a Best Value Tradeoff approach is utilized, the relative importance of factors will be determined at the Task Order level.

Note: Although the USG anticipates these will be the procedures for Task Order competitions, they are subject to change at the USG’s/ TO PSC’s discretion.

INSTRUCTIONS TO OFFERORS

Task Orders will be competed among all IDIQ contract awardees utilizing either a LPTA Best Value Tradeoff or HTRO approach, which will be determined at Task Order level, based on the complexity, risk, and location of the Task Order requirement.

The USG may issue one or more Task Orders during the performance period of this Contract. In accordance with the Federal Acquisition Streamlining Act, the PCO will consider and give each awardee a fair opportunity for each Task Order unless conditions prevent the PCO from doing so. For Task Order competitions, Contractors will have at minimum, three calendar days, unless noted otherwise, to submit Task Order proposals in writing to the PCO. The following factors will be evaluated in accordance with the Basis for Award Section above:

Note: Although the USG anticipates these will be procedures for Task Order competitions, they are subject to change at the USG’s/ TO PSC’s discretion.

a. CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION LICENSES The Contractor shall submit a five-page narrative detailing its current GPS Contract performance and the Business Operations Licenses for the country identified in the Task Order requirement.

If the Contractor does not have current GPS contract performance, the Contractor may use performance on another Contract with a Foreign Government, or applicable entity, or use past performance that is relevant to the type of service/support, complexity, dollar value, contract type, and degree of subcontracting/team for the Task Order.

Additionally, Theater Business Clearance (if applicable) approval will be executed at this time, prior to award. Note: New requests are required when exercising an option or extending a Period of Performance beyond 12 months.

i. FACTOR ONE: TECHNICAL CAPABILITY The USG will define Technical Capability factors at the individual Task Order level, taking into consideration capacity of labor and equipment assets, management plan, and housing plan (the extent to which it meets Host Nation housing and safety standards).

ii. FACTOR TWO: PRICE THE GPS MATOC was awarded without evaluating price IAW 10 U.S.C.

3206(c) and FAR 15.304(C)(1)(ii)(A). The Procuring Contracting Officer shall consider price or cost as one of the factors in the selection decision for each Task Order to be awarded under the Contract.

For requirements awarded under each Task Order, the Contractor(s) shall submit a pricing matrix consisting of either the original proposed prices or lower prices.

At the Task Order level, the USG will define a minimum staffing quantity for successful mission execution. That minimum staffing will not account for personnel who may be on R&R, Surge, Sick Leave, Personal or Emergency Leave, Attrition, or other factors. It is the Contractor’s responsibility to populate the CLINs in the price matrix to account for the defined staffing and the number of personnel needed to cover instances of R&R, Surge, Sick Leave, Personal or Emergency Leave, Attrition and other factors.

III. OTHER FACTORS

The TO PCO and relevant Contracting agency, should tailor individual evaluation factors to fit the specific needs and importance of the requiring activity and operations environment for the proper factors for award.

Ensuring the evaluation factors are relevant and meaningful, and accurately reflect the needs and priorities of the requiring activity and mission requirements.

PART 4: AUTHORIZED ORDERING AGENCIES:

- 409th Contract Support Brigade (CSB)

- 414th CSB

- Navy Contracting Office (NCO)/ FEAD

This section will be updated as other agencies are authorized decentralized ordering authority; however, other agencies may be provided written authorization as an ordering agency by the ACC-RI PCO, which will be documented in the Contract File and provided to the GPS vendors upon request until this document can be updated and distributed to the vendors within the GPS program.

PART 5: CONTRACTOR POCs

Contractor Cage POC Name Email Phone 1 Secondary

ATTACHMENT A

Please see GPS Addendum to attachment 0004: The following needs to be provided for each Task Order requested, please allow up to 2 weeks for ODASD(LOG) to respond.

Contracting Activity:

Points of Contact: Name, Email, Phone

Name, Email Phone

Requirement Title:

Requirement performance Location:

SAW Required IAW (DoDI) 5000.74, Section 4.2

SAW Competed

Contract Background and Task Description:

New or Recompete requirement:

If recompete please insert previous Contract number:

Clearance Level required:

CAAF or non-CAAF

IGE value:

Provide a clear and detailed description of the tasks to be performed by the Private Security Contractor.

Performance Metrics: Detailed information about how the success of the task will be measured.

Number of CORs to be appointed:

Evaluation method LPTA/BVTO/HTRO:

Evaluation Criteria:

Milestones:

SAW

Market Research Requirement Package Complete Create Source Selection Criteria Create Solicitation Issue Solicitation Close Solicitation Proposal Evaluation Start Proposal Evaluation Complete Funding Received Create Award Documents Award Reviews Complete Award Signed Protest Window End Attachments (may be in draft form):

COCOM Arming Policy attached

PSW/SOW/SOO

QASP

ATTACHMENT A