Attachment 13 TASK ORDER PROCEDURES.pdf

TASK ORDER PROCEDURES:

1. Each task order shall be issued in accordance with the following procedures:

2. Request for Proposal:

The contracting officer will furnish the contractor with a written request for proposal. The request will include:

a. A general scope of work, including the site location;

b. The anticipated performance period and critical milestones;

c. Any government-furnished property, material, or base support to be made available for performance of the order;

d. Specifications and/or limitations;

e. Required submittals;

f. Order of magnitude; and

g. Due date and any other pertinent information.

3. Validation of Scope of Work. Upon receipt of this notification, the contractor shall respond to the CO within three (3) working days of receiving the RFP to arrange a site visit in the company of the contracting officer or his/her authorized representative, the assigned project engineer/inspector, and a representative of the using agency for the purposes of conducting a scope validation site visit to discuss the following topics:

a. Definition and refinement of requirements;

b. Site access;

c. Methods and alternatives for accomplishing work;

d. Detailed scope of work; and

e. Assumptions, information required, etc.

4. Proposal Submission, Review and Negotiation:

a. Upon completion of the site visit, the contractor shall prepare and submit a detailed scope of work and proposal for accomplishment of the work to the contracting officer for government review within ten (10) working days, unless extended by the contracting officer. Any revised design proposals and cost proposal responding to government comments shall be submitted within two (2) working days after receipt of government comments or as agreed upon by the contracting officer and the contractor. The contractor shall immediately notify the contracting officer if it appears the project proposal will differ from the project magnitude. The contracting officer will take action to ensure the project stays within the magnitude or ensure the magnitude is validated and adjusted for the reasons specified.

b. The RS Means shall serve as the basis for establishing the value of the work to be performed on a unit price basis. It is the contractor’s responsibility to ensure the proposal includes all costs associated with meeting the requirements of federal, state and local laws and enforcing codes, as well as the requirements of the Technical Specifications, identified in Section J in Attachment

JA-1. The contractor shall ensure that all the requirements of the statement of work have been included in the proposal.

c. Any subsequent modification required on a task order will have the same format requirements.

5. Task Order Proposal Composition and Submission: The contractor shall submit one (1) original and one (1) hardcopies of all proposal documents. The contractor’s initial task proposal shall include, but not be limited to:

a. The detailed (contractor-developed) SOW identifying the task requirements;

b. Conceptual drawings in sufficient detail to show basic project strategies and determine required material and equipment quantities in the contractor’s proposal;

c. Proposed construction performance period required to complete the work to include critical path construction schedule for time sensitive tasks or complex tasks as determined by the contracting officer;

Attachement 13

FA466421R0002

d. Completed AF Form 66, Schedule for Material Submittals, listing the submittal items the contractor has determined appropriate for the task order. The government may add or delete submittal items at its discretion and return the AF Form 66 to the contractor. The final negotiated AF Form 66 will be attached to and incorporated into the task order;

e. A detailed cost proposal identifying tasks and defining the quantity of required items using the RS

Means data. The current Atlanta City Cost Index adjustment will be applied to the RS Means bare cost for each item. The applicable contractor coefficient(s) will be applied to the result. If the contracting officer directs a work schedule to occur during non-standard hours, the non-standard coefficients will be applied for those items of work, which will be performed during non-standard hours.

f. Non Priced Items

1. Any item of work not found in the UPB, but required under an individual task order shall be negotiated by the contracting officer as a Non-Priced Item. A one time use of a NPI will be the “in place” price to include material, equipment, labor, overhead and profit.

2. NPI’s that are used for other than a one time basis shall include direct costs only. The coefficient shall be applied to the negotiated NPI cost. NPI’s that are utilized more than once and are projected to be utilized throughout the life of the contract may be negotiated and incorporated into the pre-priced listing by written modification.

3. Non-priced items once negotiated and used in a task order may supplement the RS Means manuals only by modification to the SABER contract.

4. The contractor shall track the total non-priced dollar percentage for each task order and shall clearly indicate the percentage on each proposal.

5. If the contractor’s task order proposal includes any non-priced items, those items shall be separately identified and priced. Proposed NPI prices shall be documented by supporting documentation as required by the contracting officer.

6. Proposal Review and Negotiation: Upon receipt of the contractor's proposal, the government will review the proposal for completeness. If negotiations are conducted, all items and quantities for all pre-priced and non-priced items will be discussed. The government may also negotiate performance times. Upon completion of negotiations and achieving agreement on all project requirements, the contractor shall provide a final proposal package that includes:

a. The detailed (contractor developed) SOW representing any negotiations;

b. Drawings/sketches conceptually delineating the negotiated project requirements;

c. Final negotiated cost proposal and RS Means pricing sheets;

d. Negotiated construction performance period;

e. Final AF Form 66, Schedule for Material Submittals, listing the submittal items the contractor and the government have determined appropriate for the task order; and

When a required construction item within the scope of the contract is not already incorporated in the Unit

Price Book (UPB), the order price for that item will be negotiated into the contract.

7. Task Order Award: After receipt of the final proposal package, the government will review its contents for compliance with final negotiated agreements. Once compliance is confirmed, a unilateral task order may be issued by the contracting officer using a DD Form 1155. Each task order will include the following information, as a minimum:

a. Date of the task order;

b. Contract number and task order number;

c. The final and accepted statement of work;

Attachement 13

d. The final accepted AF Form 66;

e. Any applicable drawings;

f. Task order price, inclusive of RS Means priced items, non-priced items, and bond premium;

g. Delivery or performance data;

h. Accounting and appropriation data;

i. Liquidated Damages information, as applicable; and

j. The names, addresses, and any other pertinent information.

8. The contractor shall commence all necessary and required preliminary work, including but not limited to, all required permits and/or bonds, if applicable, upon receipt of a duly executed task order signed by the contracting officer. The government reserves the right to convene a pre-construction conference, which may include a visit to the applicable site and the contractor shall attend. The contractor is encouraged to bring its sub-contractors to the pre-construction conference, but is not required to do so. The contractor may visit the site to perform any necessary and required efforts prior to actual mobilization and start-up at the site. The contractor shall not commence actual remedial construction work at the site until receipt of a written Notice-to-Proceed (NTP) signed by the contracting officer. The contractor shall not deliver any materials or equipment to the site prior to receipt of a NTP or written authorization signed by the contracting officer. The contractor shall not have delivered to the site any materials that require approval prior to receipt of said written approval.

9. The government reserves the right to obtain price proposals and negotiate firm prices for task orders IN

ANTICIPATION OF FUNDING. Any costs associated with such proposals and /or negotiations are considered indirect and should be included in the contractor’s coefficient(s). The government shall not be liable for any costs incurred in estimating and/or negotiating task orders that are not funded. The contractor shall be capable of handling a heavy surge of proposal preparation and negotiations during the three (3) months of July, August, and September of each year.

10. WORK SCHEDULE

a. Working hours for the Contractor will be between the hours of 7:30 am through 5:00 pm excluding Saturdays, Sundays, and Federal holidays. The following federal holidays are observed at Dobbins ARB:

New Year’s Day Labor Day

Martin Luther King’s Birthday Columbus Day

President’s Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

b. If the Contractor desires to work during periods other than the above, additional Government inspection forces may be required. The Contractor must request permission to work outside the normal work schedule no later than three days in advance of his intention to work during other periods to allow assignment of additional inspection forces when the Contracting Officer determines that they are reasonably available. If such force is reasonably available, the

Contracting Officer may authorize the Contractor to perform work during periods other than normal duty hours/days; however, if inspectors are required to perform in excess of their normal duty days solely for the benefit of the Contractor, the actual cost of inspection at overtime rates may be charged to the Contractor. These adjustments to the contract price may be made periodically as directed by the Contracting Officer.

11. BONDS

Attachement 13

a. Task orders greater than $35,000, but not greater than $150,000: The Contractor shall be required to provide payment protection in the form of a payment bond or irrevocable letter of credit, unless the Contracting Officer approves another alternative payment protection in accordance with FAR 28.102-1. The payment protection must be equal to one hundred percent

(100%) of the task order price.

b. Task orders exceeding $150,000: The Contractor shall be required to provide both payment and performance bonds for each task order over $150,000.

c. Penal sums. The penal sums of the performance and payment bonds shall equal one hundred percent (100%) of the task order price.

The contractor shall furnish all bonds or alternative payment protection no later than ten calendar days after receipt of the notice of award of the delivery order. The furnishing of bonds is a part of contract performance and failure to provide bonds within the times specified shall be grounds for default

Attachement 13