Attachment 7 - Ordering Procedures-.pdf

RFP H9821025RE012, Attachment 7 – Ordering Procedures

General: All orders issued under this Single Award, Indefinite Delivery, Indefinite Quantity (IDIQ) Requirements type contract for Survey Administration and Market Research services shall be in accordance with FAR Subpart 16.5 and the terms and conditions of this contract. The Government may place orders for supplies or services during the ordering period specified in the contract.

The contract will include firm-fixed (FFP) priced line items for: Labor, Transition, and Other Direct Expenses (ODE) line items. Other than firm-fixed pricing will apply to time and materials (T&M) or other direct costs (ODC’s) type contract line items.

TASK ORDERS:

When the Government intends to issue a task order, it will first issue a Task Order Request for Proposal (TORP) with supporting documents submitted to the Contracting officer by the requiring activity.

This TORP will include details of the Government’s requirement and request a proposal from the contractor. If the proposal is determined to be acceptable by the Government a Task Order will be executed. See details below in regard to pricing:

• CLIN 0001 Labor – Task Order pricing for labor will be based on the firm fixed prices identified in Attachment 1 – Pricing Table.

• CLIN 0002 ODE’s (Rate Card)– Task Order pricing for ODEs will be based on the firm fixed prices identified in Attachment 5 – Pricing.

• CLIN 0003 ODE’s (Non-Rate Card) – The contractor shall be required to propose all Non-Rate Card ODEs in response to a TORP. The contractor shall obtain a minimum of three price quotes. In the event that three price quotes cannot be obtained or a best value decision is recommended, the contractor shall provide a written price reasonableness justification for review and acceptance by the Contracting Officer. The Government will retain ownership of all data rights.

• CLIN 0004 Travel – Travel pricing will be negotiated as required per each Task Order and shall be reimbursed in accordance with the PWS and Joint Travel Regulation (JTR).

All travel requires written pre-approval from the Contracting Officer Representative

(COR).

• CLIN 0005 - Transition In – A Task Order may be issued for transition-in services. This task order pricing will be based on the negotiated price determined at time of award.

• CLIN 0006 - Transition Out – A Task Order may be issued for transition-out services.

This task order pricing will be based on the negotiated price determined at time of award.

Supplemental information and instructions for Order proposals: To improve the clarity, completeness, and evaluability of task order proposals, offerors are instructed to adhere to the following guidance:

Include a technical proposal sufficient to understand the contractor’s technical approach, method and understanding of the project.

State whether any pricing is based on existing agreements or quotes. See below Basis of Estimate template and Task Order Quality Checklist.

Basis of Estimate (BOE) Template This template is intended to assist Offerors in preparing a structured and complete Basis of Estimate (BOE) to accompany their price proposal submissions. The BOE should provide sufficient rationale and traceability to support the proposed costs and demonstrate alignment with the technical approach and Performance Work Statement (PWS).

1. Introduction and Summary Provide a summary of the proposed effort, total estimated hours, and total proposed cost. Identify the task order or requirement to which the BOE applies.

2. Assumptions List key assumptions that underpin the estimate (e.g., period of performance, number of deliverables, location of work, level of effort expectations). Avoid vague or broad assumptions that affect evaluability.

3. Labor Estimate Rationale Break down proposed labor by labor category, hours, and rates. Explain how the labor mix and hours were determined. Link labor effort to specific PWS tasks or deliverables.

4. Subcontractor or Consultant Estimates Describe any subcontracted work, including how hours and rates were derived. Attach supporting quotes if available.

5. Other Direct Costs (ODCs) Identify and justify all ODCs such as travel, materials, equipment, or licenses. Include a basis for cost (e.g., vendor quote, GSA schedule, historical data).

6. Pricing Methodology Describe pricing methods used (e.g., bottom-up estimate, historical cost analysis).

Task Order Proposal Quality Checklist: Business and Price Volume In conjunction with the above Ordering Procedures, the below pre-submission checklist is intended to help the Contractor submit high-quality, evaluable Business and Price proposals for Task Order Proposals (TOPs). Use this document as a pre-submission guide to ensure all required elements are included and clearly presented.

Pre-Submission Checklist:

• Use the Government-provided pricing template. All formulas must be visible and unlocked.

• Provide a complete Basis of Estimate (BOE) with labor hours, rates, and rationale tied to

PWS tasks.

• Include a crosswalk table linking labor categories and hours to technical approach/PWS elements.

• Clearly identify all subcontractors and their roles with detailed pricing breakdowns for each.

State whether pricing is based on existing agreement or a quotation.

• State all pricing assumptions clearly, especially for travel, materials, or Government-furnished resources.

• Provide a task-by-task Level of Effort (LOE) table showing hours by labor category.

• Ensure consistency between technical and price volumes (e.g., labor mix, hours, categories).

• Price optional CLINs and surge requirements separately, with specific assumptions and

BOEs.

• Include representations and certifications as required (SAM.gov data, FAR 52.204-8 or

52.212-3).

• Confirm all pricing data (including subcontractors) are current, accurate, and complete.

Order Modifications: All changes to issued orders shall be made in writing by the Contracting Officer and include supporting documents.

Order limitations shall be in accordance with the base contract.

The contractor shall acknowledge receipt of each task order within two business days of receipt.

The requiring activity may conduct a kickoff meeting within five (5) business days of order issuance to confirm understanding of requirements, timelines and deliverables.

Disputes: Disputes related to individual task orders may be resolved in accordance with the Disputes clause in the base IDIQ contract.

Billing and Invoicing: The Contractor is advised to submit a draft invoice to the Contracting Officer Representative (COR) for review and approval prior to inputting in PIEE, WAWF for approval. In doing so, this prevents significant delays likely if corrections become necessary once submitted in PIEE/WAWF.

For all final task order invoices, the contractor shall include standard release of claims substantially the same as follows:

“In consideration of the payments received and upon submission of this final invoice, the Contractor hereby releases the United States Government, its officers, agents, and employees from any and all liabilities, obligations, claims, and demands whatsoever under or arising from this task order.”

If existing claims are still pending, the Contractor should identify those claims as exceptions currently pending resolution.

Closeout: After task completion, the Contracting Officer Representative shall review final deliverables and ensure all required data and reports are received. The Contractor shall submit a final invoice clearly referencing the task order number. Orders will be administratively closed upon Government acceptance of final deliverables and final payment.

END OF ATTACHMENT 7- ORDERING PROCEDURES