Attachment 5 - Sample Task Order.pdf

ATTACHMENT 5 - SAMPLE TASK ORDER PERFORMANCE WORK STATEMENT (PWS)

For NWP Partnering Facilitation Services IDIQ

XYZ REPLACE FIELD OFFICE, REPAIR DOCK, AND DREDGING

Task Order WYYYYXXFXXXX

NWP Partnering Facilitation Services IDIQ WYYYYXXDXXXX

1.0 GENERAL

This is a non-personal services task order against the NWP Partnering Facilitation Services Indefinite Delivery/Indefinite Quantity Contract (IDIQ). This task order is intended to be used for selection of the IDIQ awardees.

The scope and features of this task order are fictional and intended only for source selection purposes; each offeror is to prepare and submit a price proposal (Volume II) that reflects that offeror’s pricing for the PWS herein. This Sample Task Order does not include a copy of the contract documents against which the Partnering sessions are to be provided; future task orders will typically include reference to, or attachment thereof, contract plans and specifications against which Partnering sessions will be provided. This Sample Task Order has included enough information to adequately price the intended fictional services.

This task order is also intended to provide an example format for purposes of future task order templating and development. Future task orders may reflect the content, structure, or format of this seed task order; however, it is the intent that task orders be developed in a manner that each consecutive task order accounts for lessons learned within the authoring of the previous task orders.

The Government shall not supervise, direct, or have any direct control over the Contractor’s personnel.

For purposes of clarification, the term “construction contractor” shall mean the entity performing the construction contract. The term “contractor” refers to the entity responsible for this contract, WYYYYXXFXXXX.

1.1 Background

The work requiring partnering facilitation services has been contracted with a construction contractor under contract number W9127N24DXXXX. Partnering services are required to provide a high-quality product to the end user by having the Government and Contractor having a healthy relationship with one another.

The scope of the construction contract will include:

(1) The replacement of an existing field office with a new, modular building field office of comparable size on an elevated foundation. The elevated foundation will be achieved using pilings. Site work and limited site improvements, including replacement of the five stall asphalt parking lot and concrete walkways.

(2) Repair of the existing dock structure that is immediately adjacent to, and serves, the field office noted above. Repair consists of removal, disposal, and replacement of three dolphin structures and removal, disposal, and replacement of the floating dock attached to the existing gangway.

(3) Dredging of the channel immediately adjacent to the dock that serve the field office. Dredging of the channel will be performed by the third-party contractor utilizing a mechanical dredging plant to remove material designated via pay prisms within the third party contract.

The four partner organizations are: USACE, USACE the end user, Design Build (DB) Contractor Team and the Dredging Subcontractor. The XYZ REPLACE FIELD OFFICE, REPAIR DOCK, AND DREDGING Contract is anticipated to be awarded in October of 2025. USACE, DB Contractor and the Dredging Subcontractor use a three-tier governance structure to manage the program and address both risk management and issue resolution.

1.2 Period of Performance

The period of performance for this effort will commence upon award of this task order and will conclude no later than 365 days from award with two (2) additional option years. Due to the size of the team involved and their workload, scheduling of exact dates of workshops will have to be adjusted to mutually agreeable dates after award and during the period of performance. The initial tentative plan for performance is as follows:

Workshop Prep: Prepare for the four (4) partnering workshops and develop agendas. Initial plan is as follows: Pre-Award Partnering session in September/October 2025 (Government to Government); Post-Award Partnering session in November/December 2025 (Government with DB Contractor);

Intergovernmental Partnering session in April/June 2026; Government-DB Contractor Partnering session in April/June 2026; Intergovernmental Partnering session in September/October 2026; Government-DB Contractor Partnering session in September/October 2026.

Conduct Workshops: Conduct four (4) workshops in person, on site lasting 1 day each during the period of performance.

Workshop Report: Prepare and submit draft and final reports after workshops. Out-briefs for each partner’s SEB may be requested after workshops.

1.3 Place of Performance

The above partnering sessions will take place at a venue no more than a 30-minute (approximately 20 miles) drive from Coos Bay, Oregon. Coos Bay, Oregon is located on the southern west coast of the State of Oregon, refer to Figure F1 Overview of Project Location. The partnering venue will be secured by the Partnering Facilitation Contractor for CLIN 0001 and CLIN 0002, and by the Government for CLINS 0003 to 0005.

1.4 Travel

The Contractor will be required to travel, as necessary, in performance of their duties. Reimbursable expenses will be allowed only for travel coming into or leaving the Coos Bay area. Prior approval and coordination with the Contracting Officer is required before any travel begins, and costs are incurred. The Contractor shall use only the minimum number of travelers and rental cars needed to accomplish the task(s). Travel shall be scheduled during normal duty hours whenever possible.

One trip is anticipated for the contractor to travel to/from Coos Bay, OR for each of the Workshops for a total of up to four (4) trips.

2.0 Scope

a. Conduct four (4) Partnering Workshops in Coos Bay, Oregon for the XYZ Replace Field Office, Repair Dock, and Dredging Construction Contract consisting of USACE, the DB Contractor and the third party dredging Subcontractor. The DB Contractor may also include members of their design team, as well as members from key sub-contractors.

b. Develop an execution plan which includes goals, objectives, and markers for identifying when the goals and objectives are achieved. The execution plan is written to accomplish the following requirements and coordinate with the USACE Project Manager (PM). While the plan is not a formal deliverable it should be written, kept up to date, and shared regularly with the PM to document coordination and scheduling efforts.

c. The Facilitation Contractor is to provide an independent Partnering Facilitator to facilitate and host the partnering workshops with the Project Team. The Facilitation Contractor is responsible to pay all costs associated with the partnering effort, including the independent Partnering Facilitator, the meeting room for CLINS 0001 and 0002, and other incidental items. In exception, each participant bears their own costs for meals, lodging, and transportation associated with the partnering meetings. The Partnering Facilitator must provide copies of documents for distribution to all attendees.

d. The Partnering Facilitator must have a minimum of five years of experience conducting corporate partnering workshops of groups larger than 25 people. The Partnering Facilitator is responsible to efficiently and effectively lead the Project Team to develop a Team Charter, establish a Communications and Escalation Matrix, identify potential project issues and risks, and facilitating agreement amongst the Project Team on potential solutions and risk mitigation strategies. The Contractor is to submit the individual's name, company name, and qualifications of the Partnering Facilitator to the Contracting Officer for approval prior to the Initial Partnering Workshop.

e. An Initial Partnering Workshop will be held for the Intergovernmental Team approximately September/October of 2025, within 45 days after the issuance of Notice to Proceed of the XYZ Replace Field Office, Repair Dock, and Dredging Construction Contract approximately November/December of 2025 for the Government-DB Contractor, and additional follow-up Partnering Workshops will be held approximately every six months for the Intergovernmental Team and Government-DB Contractor. The Contractor must maintain the same Partnering Facilitator to lead all required partnering workshops unless an alternative Partnering Facilitator is approved by the Contracting Officer. The Contracting Officer may at any time dismiss the Partnering Facilitator, at which point the Contractor must obtain a new Partnering Facilitator who is approved by the Contracting Officer.

2.1 Initial Partnering Workshops (Intergovernmental Pre-Award, and Government-DB Contractor Post- Award) CLINS 0001 and 0002

a. Plan Initial Partnering Workshop: The Partnering Facilitator must conduct an online web-based pre-partnering questionnaire with perspective participants from the Project Team to evaluate and understand participants expectations. The questionnaire must include goals of the project, what is expected to be gained from the Initial Partnering Workshop, any anticipated potential issues and/or risks, and any additional questions the Partnering Facilitator believes will be beneficial. Based on preparatory work and meetings with the Government, the Partnering Facilitator will finalize an agenda, including description of activities and topics for the Initial Partnering Workshop. The draft Initial Partnering Workshop agenda must be submitted to the Contracting Officer and DB Contractor. The Government and DB Contractor may take up to one week to review and comment on the draft agenda. The Partnering Facilitator has one week to finalize the Initial Partnering Workshop Agenda and submit it to the Contracting Officer and DB Contractor. The Initial Partnering Workshop Agenda must be finalized and approved by the Contracting Officer and DB Contractor at least one week prior to the Initial Partnering Workshop. The Intergovernmental Pre-Award CLIN 0001 and Government-DB Post Award Partnering CLIN 0002 are two separate meetings. The Partnering Facilitator is responsible for providing a venue for these two events.

b. Conduct Initial Partnering Workshop: The Partnering Facilitator must facilitate a two day 16-hour Initial Partnering Workshop for up to 50 Project Team personnel. The Initial Partnering Workshop is expected to be a professional and trusting exchange among all participants, where active participation is highly encouraged. The fundamental purpose of this effort is to develop a collaborative partnership amongst the Project Team. The overarching objective of the Partnering Workshop is to develop trust, improve interpersonal communication, and establish mutually beneficial relationships among all participants.

c. Initial Partnering Workshop Report/Deliverables: The following Reports/Deliverables will be delivered to the Contracting Officer and DB Contractor within 1 week of completing the Initial Partnering Workshop unless otherwise directed below. All Reports and deliverables must be issued electronically to the Contracting Officer and DB Contractor.

(1) Communications and Escalation Matrix - Develop a Communications and Escalation Matrix to identify decision-making channels up front and identify key members of Project Team leadership.

(2) Team Charter - Develop a one-page Team Charter, to be signed by all workshop participants, outlining key goals of the project.

(3) Initial Partnering Workshop Report - The Partnering Facilitator must provide an Initial Partnering Workshop Report in two iterations, Draft and Final. They must contain findings, conclusions, outcomes, and recommendations from each of the Workshop outcomes and action plans. The Draft Report must be transmitted within two weeks following the Initial Partnering Workshop. The Government and DB Contractor are allowed one week to review and comment. The Partnering Facilitator must finalize the Final Report and submit it to the Contracting Officer and DB Contractor within one week.

(4) Developing a common understanding of the partnering concept, introduction of the Partners, Project Overview, and the establishment of Project and Partnering goals.

(5) Formation of a cohesive partnership with the common goal of drawing on the strength of each organization to achieve a successful project that conforms to the Contract, is performed without safety mishaps, and completed within budget and on schedule.

(6) Individual development in the areas of effective communication, collaboration techniques, conflict resolution best practices and common pitfalls, trust and relationship building through day-to-day interactions.

(7) Establishing and sustaining of lines of communication between the leadership teams of the partner organizations.

(8) Contractor will be responsible for securing an offsite meeting location in the Coos Bay Area (CLINS 0001 and 0002), and for providing all necessary incidental items (CLINS 0001 through 0007) (such as audio-visual equipment, easels, flipchart paper, colored markers, note pads, pens/pencils, colored flash cards) and have these items available at the Partnering session. Contractor to provide audio visual equipment to conduct the partnering session. Provide copies of any documents required for distribution to all attendees.

2.2 Follow- Up Partnering Workshops (Intergovernmental, and Government-DB Contractor) CLINS 0003 through 0005

a. Follow-Up Partnering Workshops: Will be held approximately every six months. The Contractor must maintain the same Partnering Facilitator to lead all Partnering Workshops unless an alternative Partnering Facilitator is approved by the Contracting Officer. Partnering Workshops are to be a maximum one 8 hour session, at a location at the project site, in a Government Facility, or at a place off the construction site but within Coos Bay, Oregon area, as agreed to by the Contracting Officer and the Contractor.

b. Plan Follow-Up Partnering Workshop:

(1) Prior to partnering workshops, the health of the Project Team relationships must be assessed through surveys, interviews, or other means as approved by the Contracting Officer. The Partnering Facilitator must evaluate and understand current team dynamics and identify threats and significant risks to the various team missions or within programs across various functional areas. The Partnering Facilitator must seek to understand current team dynamics and risks that are inhibitors to a high-performing team.

Preparatory work must include review of the Initial Partnering Workshop Final Report and results of assessment tools noted above.

(2) Based on preparatory work and meetings with the Project Team, the Partnering Facilitator must finalize an agenda, including description of activities and topics for the Partnering Workshop. Submit the workshop agenda to the Contracting Officer and DB Contractor for review and approval. The Government and DB Contractor may take up to one week to review and comment on the proposed agenda. The Partnering Facilitator has one week to finalize the follow-up Partnering Workshop Agenda(s) and submit it to the Contracting Officer and DB Contractor. Each Partnering Workshop agenda must be finalized and approved by the Contracting Officer and DB Contractor at least one week prior to each Partnering Workshop.

c. Conduct Follow-Up Partnering Workshop: The Partnering Facilitator is to expect up to 50 Project Team personnel to participate in each Follow-Up Partnering Workshop. The Follow-Up Partnering Workshops are to be a professional and trusting exchange among all members of the Project Team, where active participation is highly encouraged. The fundamental purpose of this effort is to develop a collaborative partnership amongst the project team. The overarching objective of the Follow-Up Partnering Workshop is to develop trust, improve interpersonal communication, and establish mutually beneficial relationships among all participants, and resolve any outstanding issues inhibiting the team and/or project.

d. Follow-Up Partnering Workshop Report: The Partnering Facilitator must electronically provide Partnering Workshop Reports in two iterations, Draft and Final. They must contain findings, conclusions, outcomes, and recommendations from each of the Follow-Up Partnering Workshop. The Draft Report must be submitted within two weeks following each Follow-Up Partnering Workshop. The Government and Contractor are allowed up to one week to review and comment. The Partnering Facilitator must finalize the Final Report and submit it to the Contracting Officer and

3.0 Submittals

In addition to specific submittals outlined below or within specific tasks above, any planning and preparation material collected, or developed by the Contractor while executing the tasks in this PWS must be turned over to the Government. Items identified during execution of the workshops and in accordance with the PWS will be assigned due dates and quality requirements at the time of tasking. Contractor performance in meeting requirements will be monitored as part of the contract’s Quality Assurance Surveillance Plan (QASP).

Workshop Agendas – 7 calendar days prior to associated workshop submitted to the USACE PM Communications And Escalation Matrix (Intergovernmental and Government-DB Contractor) -

Submitted 7 calendar days after conclusion of the comment period to the USACE Contracting Officer and

PM.

Team Charter (Intergovernmental and Government-DB Contractor) - Submitted 7 calendar days after conclusion of the comment period to the USACE Contracting Officer and PM.

Workshop Reports:

o Draft Reports. Submitted within 7 calendar days of the conclusion of Workshop to the USACE Contracting Officer and PM. Allow a 14-calendar day period for comments from the partners.

o Final Report. Submitted 7-calendar days after conclusion of the comment period to the

USACE Contracting Officer and PM.

USACE will direct final distribution of all deliverables. Submit agenda and report deliverables electronically to the following:

Submittal Recipients:

(Sample Task Order)

PM

Email

(Sample Task Order) Contracting Officer Email o Media and File Format. The Microsoft (MS) Office suite of applications (i.e. MS Word, MS Excel, MS PowerPoint, and MS Project) is the preferred application formats for preparing working documents, reports, and information furnished under this contract. Final Documents should be submitted in PDF format. Should MS issue a new MS Office suite version that the Government adopts as a new standard, the Government will notify the contractor in writing of the adopted software change.

o Delivery and Inspection. All documents and submittals described in this PWS and modifications / amendments shall be submitted in a format prescribed by the Government in the contract.

All required documents and submittals shall be delivered to the Contracting Officer no later than the date specified in the PWS or as agreed upon for a specific task. At the time of delivery, the Contractor shall also provide any other requested material or information that was procured or developed during the task.

Unless otherwise stipulated the Contractor shall submit all deliverables in both electronic and hardcopy format.

o NOTE: All other General Information, requirements, terms & conditions remain the same under the contract.

4.0 AT/OPSEC:

All AT/OPSEC requirements in the base SATOC apply.

5.0 Schedule (initial anticipated); To be coordinated and adjusted with the PM after award.

CLINS Schedule

CLIN 0001 Pre-Award Initial Partnering September/October 2025

CLIN 0002 Post Award Initial Partnering November/December 2025

CLIN 0003 Partnering Year 1 May/June 2026 to September 2026

CLIN 0004 Option 1 Partnering Year 2 September 2026 to August 2027

CLIN 0005 Option 2 Partnering Year 3 September 2027 to August 2028