Attachment 5 Ordering Procedures 15 Dec 2020.pdf

Attachment 5-FA488721R0009 Ordering Procedures

Task Order Issuance and Work Order Procedures Task orders will be issued on the Maintenance and Repair Contract (M&R) and utilized in two forms. In its simplest form, task orders will be issued for specific projects that are funded and are project specific, containing all the information related to the project in the task order. Task orders will also be issued periodically that will serve the purpose of providing bulk funding for the subsequent issuance of Work Orders. Pricing for Task Orders and Work orders will come for the following sources in order of precedence: bid schedule, RSMeans, and negotiated amounts (if needed items are not found in either the bid schedule or RSmeans).

Bulk Funded Work Order Process For bulk funded task orders, the work order will describe the work to be performed, identify the total cost and will be agreed upon by all parties before issuance. This cost will be tracked and ledgered against the bulk-funded task order until all funds are exhausted or the terms of the bulk-funded task order are completed. Work performed will not exceed the funding amount. Task orders may be executed with overlapping periods of performance. Funding on task orders that remains unused will be subsequently de-obligated, therefore all task order funding is not guaranteed.

When a work task is required under the M&R, a member of the 56 CES or Contracting Officer Representative (COR) will initiate the work order procedure. The 56 CES member or COR will fill out a work order form that identifies the tasks to be completed utilizing the bid schedule item(s) or priced in RSMeans if not listed in the bid schedule, the corresponding price, additional descriptions, drawings, or pictures as necessary, and the expected period of performance. The form will then be sent to the contractor for notification and confirmation of pricing (IAW the bid schedule or RSMeans) and the period of performance. Any field verification or site visit required by the contractor shall be accomplished at this time as requested by the contractor prior to the submission of the work order form back to the Government. The contractor will send the form to the Contracting Office who will review the work order and will be the final signature in the process.

Once signed by all three parties, the work order will be issued and work may commence as prescribed.

Differing Site Conditions After Work Order Issuance If additional work/costs are incurred that were not originally anticipated as a result of differing site conditions, procedures as outlined in the basic contract clause 52.236-2 – Differing Site Conditions will be followed and any adjustment to the period of performance or work order cost will be documented.

The work order will be modified utilizing the modification section of the issued work order form.

Non-Priced Items Work Orders will almost exclusively utilize pre-priced items (either from the Bid Schedule or RSMeans).

If the work to be performed is not primarily pre-priced in the bid schedule or via RSMeans, the work will be accomplished as a project specific Task Order. If the non-priced items are minimal in nature the contractor will submit pricing within 2 weeks and is required to provide three (3) quotes for the non-priced items. The Contracting Officer would then be responsible for reviewing the quotes, negotiating the non-priced item and determining the price fair and reasonable.

Period of Performance The commencement and completion of work orders will primarily utilize standardized commencement and completion deadlines. The contractor will be required to commence performance within 10 days after issuance of the work order and complete the work required within 30 days of starting work, unless other terms are agreed to for that specific work order. Typical deviations for the standardized timeframes should be based on material lead-time and other conditions that necessitate a longer duration. If the contractor foresees or is made aware of anything that may disrupt the established period of performance, he or she should notify the CO and 56 CES member or COR immediately. The government reserves the right to determine deviations to the standard period of performance on individual work orders.

Inspection and Completion of Work Upon completion of work, the contractor shall notify the 56 CES member or COR within 3 business days of completion. Upon receiving the completion notification from the contractor, the 56 CES member or COR will inspect the work to ensure it was accomplished satisfactorily. If the 56 CES member or COR accepts the work, they will notify the Contracting Officer and annotate completion at the bottom of the respective work order form.

If it is determined that the work was not accomplished satisfactorily, the 56 CES member or COR will notify the contractor and the Contracting Officer. Upon such determination, the contractor shall remedy the unsatisfactory work within 15 calendar days of receiving notice unless specified otherwise by the Contracting Officer.