Attachment_2_Draft_Ordering_Guide.docx

HEADQUARTERS AIR FORCE (HAF) ADMINISTRTATIVE SUPPORT SERVICES BLANKET PURCHASE AGREEMENT (BPA) II

CALL ORDER GUIDE

28 February 2025

INTRODUCTION

General. This is a non-personal services contract to provide contractual services that provide support services to the Secretary of the Air Force, Administration and Management (SAF/AM), Headquarters Air Force (HAF) and Space Force (SP) within the Pentagon. Services shall include: Acquisition Support, Administrative Support and Secretariat Support. The Government shall not exercise any supervision or control over the contract employees performing the services herein. Such contract employees shall be accountable solely to the Contractor who, in turn, is responsible to the Government. Services and deliverables shall include the following task areas:

Task 1: Administrative Acquisition Support Task 2: Secretariat Support Task 3: Administrative Support

The Government shall not exercise any supervision or control over the contract employees performing the services herein. Such contract employees shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

WHO IS THIS GUIDE WRITTEN FOR?

This ordering guide is written for the users and contractors on the HAF Administrative Support Services BPA II. It explains the process that will be used when awarding each task order. The ordering guide addresses contracting processes and concepts specific to the HAF BPA.

ARE THERE ANY RESTRICTIONS AND/OR MINIMUMS ASSOCIATED WITH THESE CALL ORDERS?

The vendors supporting the HAF Administrative Support Services BPA II will be awarded work on a call order basis. There is no minimum guarantee of work. The project support request, signed Inherently Government Function Worksheet and Performance Work Statement (PWS) will be reviewed to ensure support is not personal services. SAF/AM will review project support requests to rationalize the allocation of maximum amounts approved for a given call order (which may include option years).

BPA holders who do not maintain performance thresholds may be off ramped from the BPA.

ROLES AND RESPONSIBILITIES

Contracting Officer (CO)

The CO is responsible for the award, administration, and management of the HAF Administrative Support Services BPA and any solicitations, call orders and call order modification utilizing the HAF Support Services BPA II:

· Monitoring and evaluating performance of the contractor

· Conducting Meetings with prime contractors as scheduled and/or necessary

· Providing advice and guidance to appointed Contracting Officer Representative (CORs), Senior leaders, and HAF Support Services BPA primary contract holders regarding all HAF Support Services BPA related matters

· Appointing and terminating all CORs utilizing HAF Support Services BPA

· Providing contract specific training to all appointed CORs

· Ensure Contractor Performance Assessment Reporting Systems (CPARS) completed as required

· Ensure quarterly Program Management Reviews (PMR) are completed with primary contractors

SAF/AM COR/Program Manager (PM)

The SAF/AM COR/PM is responsible for the overall HAF Support Services BPA program

· Ensuring all HAF Support Services BPA requests forms are properly completed at the appropriate level and sent to the appropriate approval authority within SAF/AM

· Ensuring all requesting agencies have identified a COR and provided list of required training that shall be completed prior to award of any task order

· Ensure all requirement documents are completed prior to submission to the CO

· Ensure CORs with task orders 12 months or longer have PMRs as needed Call Order CORs:

· Ensure training is up to date

· All COR training and system access requirements shall be completed before the solicitation is issued.

· Ensure COR reports and invoices are uploaded in JAM monthly

· Monitor contractor performance using develop Quality Assurance Surveillance Plan (QASP)

· Keep up-to-date copy of the Performance Work Statement (PWS) to ensure compliance

· Elevate issues to the SAF/COR or HAF Support Services BPA/CO when issues cannot be resolved at lowest level

· Approve invoices; if invoice approval is with the Resource Advisor (RA) ensure invoices are reviewed by the COR for consistency

· Approve Common Access Card request; if applicable

· Approve DD254 (Security Requirements); if applicable

· Approve contractor travel; if applicable

· Assist with call order closeout

· Conduct PMR as needed if call order 12 months or longer

· Complete CPARS if call order over $1M

· *CORs within agencies outside of the Air Force – process MIPRs, draft any MOUs or D&Fs to use HAF Support Services BPA

HAF SUPPORT SERVICES STANDARD ORDERING PROCEDURES

(FOR GOVERNMENT PERSONNEL)

1. Complete the project request package

a. Mission partners require a trained and designated COR

b. Submit complete requirement package

i. Performance Work Statement

ii. Certified Funding (Form 9, MIPR if outside Air Force)

1. Planning PR is acceptable for EOY actions

iii. Signed Source Selection NDA

iv. Signed Conflict of Interest Statement

v. Signed Inherently Governmental Worksheet

vi. Signed COR Training Memo

vii. Independent Government Estimate

2. The requiring office submits an official request for SAF/AM support. For further information regarding the request for project support and to submit a support request please contact SAF/AM.

3. Appropriate office within SAF/AM approves the request (see table 1 for approval matrix).

4. SAF/AM COR provides the completed package to AFDW/PKB for review

5. AFDW/PKB confirms all required documents are complete, provides any feedback and comments (if required)

6. AFDW/PKB sends the requirement package (minus the IGE) and requests proposal.

7. Depending on the approved request form, vendors have the following timelines to provide a proposal package:

* Exact number of days will be indicated in each task order proposal request

8. Vendors respond with technical proposal including a Pricing, Technical solution, and Staffing Matrix.

9. The Government requiring office has five (5) business days to evaluate proposals submitted by the vendors and respond to AFDW/PKB via evaluation worksheets with recommendations using the established evaluation criteria.

a. Deviation from the established evaluation criteria will cause delays in the acquisition process. Unsubstantiated ratings will be returned to evaluators for re- write. The Contracting officer will remain the decision authority on all task orders unless a formal request is made to change the decision authority.

10. Actual start of work is based on the defined period of performance, but a minimum of five (5) business days is recommended to allow coordination for a task order initiation meeting and the contractor finalizing and ensuring availability of personnel.

HOW WILL EACH CALL ORDER BE EVALUATED?

The Government will evaluate the Offeror’s, approach, and understanding of the requirement and associated processes to complete all required tasks IAW the PWS submitted with the RFP and procedures outlined in FAR 13.106-2(b).

For each Call Order, the Government will use a best value approach to evaluate the Contractor’s Technical/Staffing Plan for understanding, approach, and price fair and reasonableness and award to the Offeror that provides the best value to the Government. The plan shall include the resumes for each labor category identified in the proposal responses. The technical/staffing plan is provided to enable the government’s evaluation of the contractor’s proposal and is based upon the contractor’s understanding of the PWS requirements. Unless specified in the call order, the technical/staffing plan is subject to modification during executions to enable the contractor to provide access to necessary expertise, achieve maximum efficiency, and increase responsiveness to the government’s defined requirements. Specifically with regard to pricing, the Government will evaluate the offeror’s proposed labor categories, proposed number of FTEs (with rationale from the contractor) for understanding and acceptable approach, and price for fairness and reasonableness. The prices used shall be in line awarded BPA rates or lower.

The Government will award the call order if the proposal is approved, or alternatively, request resubmission of the proposal based on the government evaluation and comments to either the technical approach, staffing or pricing.