Single Award Indefinite Delivery Indefinite Quantity (SAIDIQ) Ordering Guide

During the ordering period of this IDIQ, the Government will implement the process set forth to develop and issue Request for Task Order Proposals (RTOPs) for performance under this IDIQ.

Unless otherwise specified in an RTOP, the following guidance defines the RTOP process by which Task Orders (TOs) are requested and how TOs are priced, evaluated, issued, administered and performed.

A. General Information

RTOPs for proposals will indicate funds availability. Orders shall be issued on a Firm-Fixed

Price (FFP) basis. The Contract Line-Item Number (CLIN) structure on each order will reflect the FFP for each line item and must strictly follow the CLIN structure outlined in the IDIQ contract.

B. Task Order Procedures

As the need exists for performance under the terms of this contract, the Contracting Officer will notify the prime contractor of an existing requirement with a Request for Task Order Proposal

(RTOP). The contractor shall submit a proposal IAW the Task Order SOW or specifications specified by the Contracting Officer in the individual RTOP. The relative importance of selection criteria may vary among task order requirements and will be identified in each RTOP.

C. Request for Task Order Proposal (RTOP) Process

Costs for preparation of proposals and pre-award activities shall be the sole responsibility of the contractor. The Contractor will not be reimbursed for attendance during negotiations, site visits, walk-throughs, or any other pre-award activities/expenses.

1. Terms and conditions of each task order, to include proposal preparation instructions, period of performance, tailored SOW/specifications, and proposal due date will be specified in the

RTOP. All contract clauses contained in the Base IDIQ Contract shall be considered incorporated in each proposal request unless otherwise specified in the RTOP and resultant Task

Order. If conflict exists between the contract clauses and the information contained in the TO, the Base IDIQ Contract language shall take precedence.

2. The RTOP shall include at minimum the following documents:

(a) Description of the specified work required.

(b) Task Order tailored SOW to identify specific requirements and specifications.

(c) Location of the work.

(d) Period of Performance.

(e) Maximum proposal response time.

(f) Any other pertinent information for the contractor.

(g) If a site visit is scheduled, the RTOP shall identify the specific schedule and limitations.

(h) All RTOP(s) and resultant TO(s) issued under this contract shall incorporate the clauses contained in the base contract. Language incorporated in the contract and contract clauses takes precedence in the event of conflict for clauses incorporated in the TO.

3. Any questions pertaining to the RTOP package shall be submitted to the Contracting Officer in writing within three (3) business days of RTOP issuance date unless otherwise specified in the

RTOP. In the event issues pertaining to an RTOP package cannot be resolved to the satisfaction of the Contracting Officer, the Contracting Officer reserves the right to withdraw or cancel the proposed RTOP package. In such event, the Contractor will be notified, via letter or email, of the Contracting Officers decision, and the decision shall be final and conclusive and shall not be subject to the "Disputes" clause or the "Contract Disputes Act".

4. The Contractor’s proposal shall be submitted to the Contracting Officer on or before the time and date specified in the RTOP letter.

D. Pricing of Task Orders

1. Pricing on task order proposals shall be valid for 180 calendar days after the required submission date unless otherwise noted in the RTOP. Task Orders that exceed the threshold at

15.403-4 are subject to Certified Cost or Pricing Data. Other than certified cost or pricing data will be required to support all other proposals.

2. Task Order Proposals. Proposal shall include one electronic copy in Portable Document

Format (PDF).

(a) Each cost proposal shall be based upon individual Line items derived from the eGordian.

(b) The Contractor shall be required to use the latest version of eGordian for all cost estimates. Not using the required latest version of eGordian for all cost estimates and/or not correctly utilizing bare costs line items with the application of rates on the back end may result in off ramping of the active contract holder.

(c) Once all applicable UPB line items are determined they will be listed with any non-priced items (NPI) and multiplied by quantities to be installed. Contractor cost proposals shall be broken down by bare cost for the divisions of work with City Cost

Index Adjustment and mark ups listed as separate line items at the end of the cost proposal.

(d) If the contractor's proposal includes any non-priced items, the burden of justification for the dollar value of the NPI falls on the Contractor, who must provide documentation from three (3) independent sources of the actual installed cost of the item, including the material(s) description with unit price and installation cost. The price quotes must be submitted on the supplier's letterhead and be signed by the owner or authorized representative of the company. Non-Priced Items must not exceed 10% of the total price.

E. Task Order Evaluation

Upon receipt of the contractor’s proposal, the Government will evaluate the proposal for completeness and reasonableness utilizing the evaluation procedures outlined in the RTOP.

1. The proposal shall include detailed cost/price amounts of all resources required to accomplish the task, (i.e. labor hours, rates, travel, incidental equipment, etc.). The level of detail required shall be primarily based on the contract type planned for use, as further discussed below. Cost/price proposals shall include, as a minimum, a complete Contractor Work

Breakdown Structure (CWBS), which coincides with the detailed technical level of effort to complete the task order; and provides all information as specified in the RTOP.

Information other than cost and pricing data maybe required at the TO level for fixed price orders. No detailed price information will be submitted if not required by the TO. The proposed price on the task order proposal will be evaluated using pricing analysis described in FAR

15.404. The following will be used in evaluating prices proposed to ensure the price is fair and reasonable:

(a) COMPLETENESS. All price information required by the RTOP has been submitted, to include option period pricing when applicable.

(b) REASONABLENESS. The degree to which the proposed prices compare to the prices a reasonably prudent person would expect to incur for the same or similar services. The proposal will also be evaluated for Unbalanced Pricing in accordance with FAR 15.404-

1(g).

F. Exchanges/Negotiations

The Contracting Officer will evaluate the proposal in response to the RTOP and may enter into exchanges/negotiations as necessary to reach an award or fair and reasonable price determination. Exchanges are fluid interactions between the Contracting Officer and the offeror(s) that may address any aspect of the proposal and may or may not be documented in real time. Exchanges may address all aspects of the proposal: technical, cost/price, past performance, contract documentation, and/or any other matter in the evaluation process and while not required may be conducted with all, some, or none of the offerors at the discretion of the Contracting

Officer.

The Contracting Officer will have discretionary authority on format and method to hold exchanges/negotiations.

G. Task Order Issuance

Contracting Officers are the only individuals authorized to issue Task Orders (TO) and to provide written confirmation of oral orders under this contract. Award will only be made upon receipt of certified funds; unless specifically authorized by the Contracting Officer, the contractor shall not commence performance or incur in any costs until a fully executed task order is issued. Consequently, the Government is not obligated to reimburse the contractor for any work or any costs incurred nor is the contractor expected or obligated to perform or make any deliverables unless directed by issuance of a task order.

1. Only Contracting Officers acting within the scope of their authority are empowered to issue

TOs to the Contractor, providing specific authorization or direction to perform work within the scope of the contract and as specified in the Specifications.

2. TOs will be issued using the DD 1155. Orders may be issued electronically via e-mail, regular mail, telephone, facsimile, or other authorized electronic means. The Contracting Officer is authorized to issue orders and provide written confirmation of oral orders, if applicable, under the contract.

3. Unless specifically authorized by the Contracting Officer, the Contractor shall not commence work until a fully executed Task Order has been awarded and a Notice to Proceed has been issued. The Contracting Officer will issue a TO that will include at minimum the following documentation:

(a) TO effective date.

(b) Tailored SOW, including any applicable specifications, drawings, exhibits or other pertinent data pertaining to the Task Order.

(c) TO award amount.

(d) Period of Performance.

(e) Liquidated Damages if applicable.

(f) Any other technical details or other pertinent information required/requested for the performance of the TO.

4. Contracting Officers reserve the right to negotiate the individual Task Order level. Task

Order Period of Performance (POP) shall be determined at the individual Task Order level.

H. Task Order Administrative Authority

The Contracting Officer is the only person authorized to approve changes or modify any of the

TOs issued under this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer.

1. In the event the contractor effects any such changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover increase in costs incurred as a result thereof.

2. Modifications to TOs will be issued on Standard Form (SF) 30.

I. Task Order Performance

Upon receipt of the TO, the contractor designated Project Manager shall be responsible for the prosecution of all work specified in the TO and shall be the POC for the Government's Project

Manager and Contracting Officer’s Representative (COR).

1. The Prime Contractor and any subcontractor or lower tier subcontractor performing construction on the SAIDIQ contract shall be responsible for compliance with all contract clauses cited within the base contract and/or TO.

2. The Contractor shall be required to furnish all project management, planning, estimating, labor, transportation, materials, equipment, tools, supervision, limited design if applicable, taxes

(local, state and federal) and all other associated costs necessary to fulfill the requirement specified in each RTOP.

3. Any sub-contractors shall be identified to the Contracting Officer through a completed

SF1413-Statement and Acknowledgement in accordance with FAR Clause 52.222-11-

Subcontracts (Labor Standards). The SF 1413 shall be submitted at or prior to the pre-construction meeting. The Contractor is solely responsible for updating the Government via SF

1413 when/if a new subcontractor will perform work on the contract. The form can be found online at gsa.gov.

The Notice to Proceed (NTP) will NOT be issued until an SF 1413 is properly submitted.

4. No construction, alteration, or repair (including painting and decorating) of public buildings or public works shall be performed under this contract without the utilization of qualified persons/licensed mechanics, or certified technicians who meet the requirements of the work to be performed and accepted.

5. Construction Wage Rate Requirements formerly known as the Davis-Bacon Act shall be applied for all TOs. The Contractor is hereby given notice that up-to-date Wage Determinations may be found online at sam.gov.

6. The Contractor shall normally perform tasks during the standard working hours of 7:00 a.m.

to 4:00 p.m. Monday through Friday, except Federal Holidays unless otherwise noted in the

Statement of Work or Specifications and expressly authorized by the Contracting Officer. The

Contractor may elect, at his option, to work hours other than normal duty hours provided that the requirement is submitted in writing at least 72 hours in advance and the Contracting Officer approves the request.

(a) All contractor requests for other than standard working hours shall be at no additional cost to the government, unless specified differently in the RTOP. In the event of a discrepancy about standard working period between the Base IDIQ Contract and Task

Order, the Base IDIQ Contract language shall take precedence.

(b) Non-standard working hours are defined as the period from 4:01 p.m. to 6:59 a.m.

Monday through Friday, as well as weekends and Federal Holidays. Items of work to be accomplished during non-standard hours shall be clearly identified in contractor cost proposals, including justification for the request. Work completed during non-standard working hours shall be verified during the next standard working hour by the

Government representative (shall not be covered or buried) unless proper arrangements have been made for Government inspection/verification during non-standard working hours.

7. Select Government facilities and areas have been designated as restricted or controlled areas, for security purposes, requiring special procedures for entering, exiting or operations within those areas. Any such areas within the scope of a task order issued against the basic contract will be clearly identified in the Government statement of work/specifications. All work in these facilities is inherently subject to brief delays due to processing, as well as interruptions to the normal work schedule to protect essential operations. Delays, interruptions, and special requirements within these areas are considered an inherent element of work and shall be factored into the initial proposal for work in select facilities.

J. Evaluation of Contractor Performance.

At the conclusion of each full year of this contract and upon completion of each task order equal to or greater than $750,000, or any reflected change as noted in FAR 42.1502(e), the Contracting

Office Representative (COR) will complete a Contractor Performance Evaluation Report

(CPAR). All aspects of the Contractor's performance will be considered for input into the CPAR system or internal database as appropriate. The Contractor will be provided a copy of the evaluation and afforded the opportunity to comment. The Contracting Officer may submit a performance evaluation report for orders under the CPARS threshold in FAR 42.1502(e).

Negative performance evaluations may result in off ramping of an active contract holder.

The Contractor is required to designate a point of contact (POC) to receive notification of performance evaluations for the SAIDIQ Contract and subsequent TOs. The POC must maintain a current email address on file with the Contracting Officer. Contracting Officers must be notified of any changes to the POC. The Contractor is required to attend an annual Program

Management Review (PMR). The PMR is designed to enhance contractor performance and address issues. Some areas that may be discussed are compliance with statutes, regulations and policies; structure, processes and practices of the Contractor as they relate to meeting Task Order requirements; and factors that enable or hinder success.

K. Small Business Status

The Contractor shall be required to recertify their small business status within 60 to 120 calendar days prior to the end of the fifth year of this contract.