Attachment 4 - Ordering Procedures.pdf

Attachment 4 – Ordering Procedures

Ordering Period

The ordering period is 09/01/2025 – 08/31/2030, one five (5) year ordering period, for a total of sixty (60) months.

Period of Performance for Task Orders

Each task order shall have an identified period of performance. No task orders shall be issued beyond the last day of the ordering period of the contract.

Authority to place Task Orders

The USDA ARS Acquisition and Property Division is delegated authority to award and administer task orders under this single award Indefinite Delivery, Indefinite Quantity Contract (IDIQ). The ARS Procurement Contracting Officer (PCO) reserves the right to delegate this authority to other Contracting Officers within the USDA ARS. The Contracting Officer (CO) is an agent of the Government and the only official authorized to enter into a contract or binding agreement for the Government. Any change to the contract will be made in writing via contract modification by the Contracting Officer. The Contract Administrator/Specialist/Buyer is the person responsible for administering this contract and reports to the CO, if other than the CO. Government representatives other than the CO are not authorized to take any action that alters the contract.

Task Order Contracting Officers

The Task Order Contracting Officer is responsible for serving as the contracting focal point for coordination and awarding the task order for the end user; ensure the task order requirements are within the contract scope; preparing any required Contract Performance Assessment Reporting System (CPARS) evaluations; execute any required task order modifications; perform any administrative or action associated with the issued task order; and perform any potential required task order close outs.

Task Order Contracting Officer’s Representative

The Task Order Contracting Officer shall appoint any required Contracting Officer Representative (COR) in accordance with the thresholds identified in the REE Acquisition Manual. The COR will define requirements;

accomplish day-to-day surveillance of contractor performance; review invoices; submit any required CPARS evaluations. The Task Order Contracting Officer shall ensure the COR is certified through the FAITAS and IAS software.

Funding

Contract funding shall be authorized at the Task Order level. No unfunded task orders are authorized. The funding required to satisfy the guaranteed minimum shall be satisfied by issuing the first task order to obligate the guaranteed minimum. Contractors shall only invoice for the guaranteed minimum if they do not receive a task order during the first year of the five-year ordering period.

** Note that potentially the majority of task orders could be issued in the 4th (final) quarter of the fiscal year (1 July

– 30 September) when funding is readily available. Contractor shall prepare for the possibility of a larger workload in the 4th quarter**

Task Order Types

The single award laboratory testing IDIQ contract shall issue firm-fixed-price (FFP) task orders. Task Orders will be awarded in accordance with FAR 16.505 Ordering.

Request for Task Order Proposal

The Task Order Contracting Officer shall solicit a response for specialty gas requirements in written format. A Request for Task Order Proposal (RTOP) should be prepared and issued for each task order requirement in writing.

The RTOP and supporting documents should clearly define the following: the requirement; instructions for completing a response to the request; additional clauses/provisions unique to the task order; period of performance;

CLIN structure; location of work; and any special requirements. Orders shall clearly define the delivery location.

Each individual order over the Simplified Acquisition Threshold shall designate a Contracting Officer Representative.

Multiple task orders may be awarded with similar completion dates and overlapping schedules.

RTOP responses are due within 15 calendar days from receipt of issuance or as agreed upon by the Contracting Officer approval.

Upon receipt of the Contractor’s proposal, the Government will review the proposal for completeness and reasonableness. Upon technical review and approval of proposal, the Task Order Contracting Officer will issue a SF1442 Task Order to the Contractor.

Please see Attachment 3 Request for Task Order Proposal (Example), to view the sample RTOP for issuance on each task order.

Task Order Pricing

Task Order pricing will be based upon the Firm Fixed Price (FFP) pricing schedule established on the base contract.

The Contractor shall provide, at a minimum, single detailed excel sheet documenting all proposed cost for the task order requirement. The excel sheet shall break out all major components and cost, to allow for proper negotiation.

The rates are NOT negotiable, as they are established on competitive basis for the life of the base contract.

Invoices

To invoice, a vendor must first enroll in the Invoice Processing Platform (IPP) by visiting https://www.ipp.gov/vendors/index.htm. Once enrolled, all invoices must be submitted electronically through IPP.

The IPP is a government-wide secure web-based payment information service offered free of charge to government agencies and their suppliers by the U.S. Department of Treasury’s Financial Management Service

(FMS).

http://www.ipp.gov/vendors/index.htm

One-time enrollment in IPP means that you will receive a series of e-mails from Treasury services. The first email will have the IPP Logon ID and link to the IPP application. A second e-mail, containing the password will be sent within 24 hours. Once you receive these emails, please login to the IPP application and complete the registration process.

Benefits of registering with IPP include the ability for your company to create invoices directly from a contract award and submit them electronically, as well as:

• E-mail notification when invoice(s) are paid

• Online payment history

• Remittance download

E-mail notifications of payments are sent when a payment is distributed to your bank account and will include all pertinent payment information. The IPP Customer Support Desk is available to assist users Monday through Friday (excluding bank holidays) from 8:00AM - 6:00PM ET, including answering any questions related to accessing IPP or completing the registration process. Their toll- free number is (866) 973-3131 or they can be reached at: IPPCustomerSupport@fms.treas.gov.

mailto:IPPCustomerSupport@fms.treas.gov