ORDERING GUIDE

Hydrological Database (HDB) Support Services IDIQ

Indefinite-Delivery/Indefinite-Quantity (IDIQ)

DEPARTMENT OF THE INTERIOR

BUREAU OF RECLAMATION

INTERIOR REGION 7 • UPPER COLORADO BASIN

SALT LAKE CITY REGIONAL OFFICE ACQUISITION

MANAGEMENT DIVISION

TABLE OF CONTENTS

Purpose……………………………………………………………………………………

Applicability…………………………………………………………………………………… 3

References………………………………………………………………………………………. 3

Contract

Overview……………………………...………………………………………

Roles and

Responsibilities…………………………………………………………………….…...

Ordering

Authority……………………………………………………………………………

Ordering

Limitations……………………………………………………………………………….

Ordering

Process…

Requirements Task Order

Package…………………………………………………………………

Task Order

Preparation………………………………………………………………...…………….

Proposal

Evaluation………………………………………………………………………………….

Contract

Administration……………………………………………………………………………

Quality

Assurance……………………………………………………………………………….….

Invoice Review and

Payment………………………………………………………………………

Task Order

Modifications……………………………………………………………………….….

Task Order

Closeout…………………………………………………………………………….….

1.0 Purpose

The purpose of this Ordering Guide is to establish standardized procedures for issuing and administering task orders under the Bureau of Reclamation's Hydrological Database (HDB)

Support Services Indefinite-Delivery/Indefinite-Quantity (IDIQ) contract. It provides

Contracting Officers (COs), Contracting Officer's Representatives (CORs), Requiring Activities, and other Reclamation program offices with a consistent process for planning, issuing, administering, and closing task orders in accordance with the parent contract and applicable acquisition requirements.

2.0 Applicability

This Ordering Guide applies to all Bureau of Reclamation personnel involved in planning, issuing, administering, and closing task orders under the HDB Support Services IDIQ contract, including Contracting Officers (COs), Contracting Officer's Representatives (CORs), Requiring

Activities, and other authorized acquisition personnel.

3.0 References

This Ordering Guide shall be used in conjunction with the parent HDB Support Services IDIQ contract, the Performance Work Statement (PWS), the Quality Assurance Surveillance Plan

(QASP), the contract pricing schedule, applicable Federal Acquisition Regulation (FAR) requirements including FAR Parts 12, 16, 17, and 42 and applicable Revolutionary FAR

Overhaul (RFO) deviations, the Department of the Interior Acquisition Regulation (DIAR), the

Department of the Interior Acquisition Manual (DIAM), and Bureau of Reclamation acquisition policies. In the event of a conflict between this guide and the parent IDIQ contract, the terms and conditions of the parent contract shall govern.

4.0 Contract Overview

The single-award HDB Support Services IDIQ provides the Bureau of Reclamation with a streamlined method for acquiring specialized technical support to maintain, support, secure, and further develop the Hydrological Database (HDB). The scope includes on-demand technical support; database maintenance and malfunction resolution; Oracle database operations and programming; HDB development and enhancements; support for OpenDCS, DECODES, the

Computation Processor, TSTool, RiverWare interfaces, Red Hat Enterprise Linux, HDB-POET, public and internal APIs, visualization and data-editing tools; cybersecurity compliance;

documentation; reporting; and knowledge transfer. Individual task orders define the specific scope, deliverables, funding, contract type, and period of performance.

The parent IDIQ permits firm-fixed-price (FFP) task orders and limited time-and-materials/labor-hour (T&M/LH) task orders. The Government shall maximize the use of FFP task orders when scope, deliverables, schedule, and acceptance criteria can be reasonably established. T&M/LH task orders may be used only when specifically authorized and supported by the determinations required by the parent contract and applicable FAR requirements. Fixed hourly rates established by the parent contract shall be used when applicable.

The IDIQ consists of one 12-month Base Period and four 12-month Option Periods. The planned ordering period is January 20, 2027 through January 19, 2032. Task orders may be issued during the Base Period and during any Option Period exercised by the Contracting Officer in accordance with the parent contract. No task order may be issued during an Option Period unless that Option Period has been exercised.

Travel, lodging, meals and incidental expenses (M&IE), materials, and other direct costs are not general authorities under the IDIQ. Such costs may be incurred only when specifically authorized by the Contracting Officer or an issued task order, shall be supported as required by the parent contract, and shall not be duplicated in fixed hourly rates or FFP line items. The minimum order, maximum order, and overall contract maximum are governed by the completed parent-contract clauses and schedule.

5.0 Roles and Responsibilities

Contracting Officer (CO)

The Contracting Officer is responsible for administering the parent IDIQ contract and issuing, modifying, and closing task orders. The CO shall verify that each requirement is within the scope of the parent contract, determine task-order pricing to be fair and reasonable, ensure adequate funding is available, execute contractual actions, resolve contractual issues, and maintain the official contract file.

Contracting Officer's Representative (COR)

When appointed in writing, the COR provides technical oversight of task-order performance.

The COR monitors contractor performance, reviews deliverables and invoices for technical accuracy, documents performance, and recommends inspection and acceptance. The COR has no authority to modify the contract or task order, direct work outside scope, increase cost or price, extend a performance period, or obligate Government funds.

Requiring Activity

The Requiring Activity develops the Government's task-order requirement and provides the acquisition package, including the funded Purchase Request (PR), task-order Performance Work

Statement (PWS) or Statement of Work (SOW), Independent Government Cost Estimate

(IGCE), and supporting technical documentation. The Requiring Activity provides technical support throughout task-order performance and confirms that requested work remains within the scope of the parent IDIQ contract.

IDIQ Contractor

The IDIQ Contractor shall perform the services identified in each task order in accordance with the terms and conditions of the parent IDIQ contract and the issued task order. The Contractor is responsible for providing qualified personnel and the HDB technical support, maintenance, development, cybersecurity, documentation, reporting, and knowledge-transfer services specified in the applicable task order.

6.0 Ordering Authority

Only duly warranted Bureau of Reclamation Contracting Officers (COs) are authorized to issue task orders under this contract. Each task order shall be within the scope of the parent IDIQ contract, supported by certified funding, issued during the applicable ordering period, and issued in accordance with the terms and conditions of the contract and applicable FAR requirements.

Task orders shall normally be issued using Standard Form (SF) 1449, unless another authorized contractual instrument is approved. Each task order shall identify, as applicable, the parent contract number, task order number, applicable Contract Line Item Numbers (CLINs), funding, SOW/PWS, contract type, period and place of performance, deliverables, inspection and acceptance requirements, applicable contract fixed hourly rate(s), and any authorized travel, materials, or other direct costs.

Only the Contracting Officer may issue written task orders or modifications and authorize changes affecting the scope, funding, schedule, pricing, task-order ceiling, or other contractual terms.

7.0 Ordering Limitations

Task orders shall comply with the Ordering, Order Limitations, and Indefinite Quantity clauses of the parent IDIQ contract and shall remain within the contract scope, applicable ordering period, exercised option period, and contract maximum.

A task order must be issued during the Base Period or an exercised Option Period. A task order properly issued during the applicable ordering period may provide for performance beyond the end of that ordering period only as permitted by FAR 52.216-22 and the terms and fill-ins of the parent IDIQ contract. The parent contract controls any final limitation on task-order performance.

8.0 Ordering Procedures

The following procedures shall be used when issuing task orders under the HDB Support

Services IDIQ contract:

• Validate the Requirement

Confirm the requirement is within the scope of the parent IDIQ contract, within the applicable ordering period, adequately funded, and supported by all required approvals.

• Prepare the Task Order Package

The Requiring Activity shall submit a complete task-order package in accordance with

Section 9.0 of this guide.

• Request a Proposal

The Contracting Officer shall request a proposal from the awarded HDB IDIQ Contractor for the required services. The proposal shall address the technical approach, staffing, schedule, deliverables, and task-order-specific pricing, as applicable.

• Review the Proposal

The Contracting Officer shall review the proposal to verify technical acceptability, scope compliance, and fair and reasonable pricing and to confirm the proposed contract type and ceiling are appropriate.

• Issue the Task Order

Upon determining the proposal is acceptable and funding is available, the Contracting

Officer shall issue the task order in writing.

• Administer the Task Order

Monitor contractor performance, review deliverables and QASP metrics, inspect and accept completed work, review invoices, and process modifications, as necessary.

• Close the Task Order

Upon completion of performance, verify all contractual requirements have been satisfied, process final payment, and complete administrative closeout.

9.0 Required Task Order Package

Prior to requesting a task-order proposal, the Requiring Activity shall submit a complete task-order package to the Contracting Officer. As applicable, the package shall include:

• Funded Purchase Request (PR)

• Task-order Statement of Work (SOW) or Performance Work Statement (PWS)

• Independent Government Cost Estimate (IGCE), including the basis for estimated labor hours and pricing

• Travel estimate and supporting basis, when travel is required

• Applicable Contract Line Item Numbers (CLINs), contract fixed hourly rate(s), and proposed contract type

• Period of performance and required delivery schedule

• Supporting technical documentation necessary to define the requirement and acceptance criteria

• Government-Furnished Property (GFP) or Government-Furnished Information (GFI), if applicable

• Cybersecurity, information technology, access, or other task-specific requirements, as applicable

The Contracting Officer shall review the task-order package to verify that the requirement is complete, adequately funded, within the scope of the parent IDIQ contract, and suitable for the proposed task-order contract type before requesting a proposal or issuing a task order.

10. Task Order Preparation

Upon receipt of a complete task-order package, the Contracting Officer shall prepare the task order using Standard Form (SF) 1449, unless otherwise authorized. Each task order shall identify, as applicable:

• Parent IDIQ contract number and task order number

• Applicable Contract Line Item Numbers (CLINs), pricing, contract fixed hourly rate(s), and FFP amount or T&M/LH not-to-exceed ceiling

• Funding information

• Statement of Work (SOW) or Performance Work Statement (PWS)

• Period and place of performance

• Deliverables, reporting requirements, response or resolution standards, and inspection and acceptance requirements

• Applicable attachments and any authorized travel, materials, other direct costs, cybersecurity, or task-order-specific requirements

The Contracting Officer shall ensure the task order is within the scope of the parent IDIQ contract, adequately funded, within the applicable ordering period and contract maximum, and consistent with all terms and conditions of the parent contract prior to issuance.

The HDB PWS, QASP, contract pricing schedule, and this Ordering Guide shall be used together when developing task-order requirements and pricing. No task order may change the scope or terms of the parent IDIQ contract.

11. Task Order Evaluation

The Contracting Officer shall review the Contractor proposal to ensure it meets the task-order requirements, is within the scope of the parent IDIQ contract, and that the proposed price is fair and reasonable prior to issuing the task order. Technical acceptability shall be evaluated against the task-order requirements and the qualifications and performance standards established by the parent PWS and QASP.

For FFP task orders, the Contracting Officer shall ensure the scope, deliverables, schedule, and acceptance criteria are sufficiently defined to support a firm price. For T&M/LH task orders, the

Contracting Officer shall verify the applicable contract fixed hourly rate(s), estimated hours, not-to-exceed ceiling, required determination, and Government surveillance controls. When travel, materials, or other direct costs are proposed, the Contracting Officer shall verify they are specifically authorized, adequately supported, and reasonably priced.

12. Contract Administration

The Contracting Officer (CO), Contracting Officer's Representative (COR), and Requiring

Activity are responsible for administering task orders in accordance with the terms and conditions of the parent IDIQ contract and the applicable task order.

Contracting Officer (CO)

• Issues task orders and contract modifications.

• Determines task-order pricing is fair and reasonable and ensures ceilings and funding are not exceeded.

• Resolves contractual issues.

• Maintains the official contract file and completes task-order closeout.

Contracting Officer's Representative (COR)

• Monitors contractor performance in accordance with the task order and QASP.

• Reviews deliverables and invoices for technical accuracy and verifies performance before recommending acceptance.

• Documents performance, response times, resolution timeliness, deliverable status, and other applicable QASP measures.

• Notifies the CO of performance issues requiring contractual action.

Requiring Activity

• Provides the funded PR, SOW/PWS, IGCE, and supporting technical documentation.

• Provides technical oversight and coordinates with the CO and COR throughout task-order performance.

• Confirms completed work satisfies task-order requirements and supports inspection and acceptance.

Only the Contracting Officer may issue task orders, execute contract modifications, or authorize changes affecting scope, funding, schedule, pricing, ceiling, or other contractual terms.

13. Quality Assurance

Contractor performance shall be monitored in accordance with the parent PWS, QASP, and individual task order. Surveillance shall address applicable response-time standards, malfunction diagnosis and resolution, task-order deliverables, reports, cybersecurity compliance, and other minimum acceptable quality levels established by the QASP. The COR shall document deficiencies and elevate issues requiring contractual action to the Contracting Officer.

14. Invoice Review and Payment

Invoices shall comply with the parent IDIQ contract and the individual task order and shall be submitted through the Invoice Processing Platform (IPP) when required by the contract. Invoices shall identify the applicable task order and CLINs and provide supporting documentation for

FFP deliverables or milestones, labor hours, authorized travel, materials, or other direct costs, as applicable. The COR shall review invoices for technical accuracy and acceptance; only the

Contracting Officer may authorize contractual changes affecting payment.

15. Task Order Modifications

Only the Contracting Officer (CO) may issue written modifications to a task order. All modifications shall be within the scope of the parent IDIQ contract and consistent with its terms and conditions.

Task-order modifications may revise the task-order scope, CLINs, funding, period of performance, deliverables, FFP amount, T&M/LH ceiling, or other administrative or contractual requirements, as appropriate, provided the change remains within the scope and limitations of the parent IDIQ.

The Requiring Activity shall submit requested changes, supporting documentation, and funding, as applicable, to the Contracting Officer. The Contractor shall not perform changed or additional work until receipt of a written modification signed by the Contracting Officer, unless otherwise expressly authorized by the parent contract. All modifications shall be documented in the official contract file.

16. Task Order Closeout

Upon completion of a task order, the Contracting Officer (CO), with support from the

Contracting Officer's Representative (COR) and Requiring Activity, shall ensure the task order is administratively closed in accordance with the terms and conditions of the parent IDIQ contract.

Prior to closeout, the Contracting Officer shall verify that:

• All required deliverables, reports, documentation, and knowledge-transfer requirements have been completed and accepted.

• Any outstanding performance, cybersecurity, property, information, or contractual issues have been resolved.

• All modifications, if applicable, have been executed and documented.

• The final invoice has been approved and final payment processed.

• The official contract file contains all required task-order documentation.

• Once these actions have been completed, the Contracting Officer shall complete administrative closeout of the task order.