Attachment B - Ordering Procedures.pdf

Attachment B: Ordering Procedures

I. PRESTO Task Order Issuance

Only the Ordering Contracting Officer (OCO) may issue task orders to the contractor and provide specific authorization or direction to perform work. Unless specifically authorized by the OCO, the contractor shall not commence work until a fully executed task order has been awarded and issued to the contractor.

II. Requesting Task Order Quotes

OCOs will issue Request for Quotes (RFQs) to PRESTO contractors in order to acquire services. As a general matter, a PRESTO RFQ will include the following documents:

1. Statement of Work that includes all reporting requirements and deliverables

3. Proposal Due Date and Location to Deliver Proposals

4. Period of Performance of Task Order

5. Anticipated Type of Task Order

6. Technical Quote Instructions

7. Business Quote Instructions

8. Evaluation Factors for Award

In extraordinary circumstances, task orders may be issued verbally by an OCO provided that the OCO provides the contractor with evidence that funds are available for the required performance.

Following verbal authorization to proceed, the parties shall, at the earliest opportunity, memorialize the contract action consistent with FAR regulations. Parties are cautioned that oral contracts are an extraordinary remedy meant for extreme instances where services are needed in response to an unforeseen emergency. Labor rates in any oral contract may not deviate from the rates specified in the ID/IQ.

III. Fair Opportunity

Fair opportunity for this ID/IQ means that contractors within an identified category may be afforded an opportunity to respond to any RFQ subject to further limitation provided by FAR Parts 16 and 19.

Fair Opportunity is satisfied if an OCO elects to set-aside a RFQ for the small business pool within each task area. Such set-asides do not require justifications for exemption from fair opportunity as required by FAR 16.505.

An OCO may identify more than one task area and issue the RFQ to multiple task areas if they so choose.

An OCO may issue task orders to all contractors at the ID/IQ level either in total or as a small business set-aside. Such set-asides do not require justifications for exemption from fair opportunity as required by FAR 16.505.

IV. Acceptable Task Order Types:

Firm-Fixed Price:

For Firm-Fixed Price (FFP) RFQs, contractors will price the order by multiplying the quantity of hours of each required labor category against the rate listed in the pricing schedule, and the cumulative extended total of all items ordered will define the total task order value. RFQ responses must include hourly breakouts unless otherwise noted. Travel and other-direct-costs (ODC), if applicable, may be estimated for each task order. Any amount negotiated for travel and ODCs will be added to the extended price of all ordered items to arrive at the total FFP for the task order. FFP task orders may be commercial (subject to FAR Part 12) or non-commercial.

Cost-Reimbursable:

Throughout the life of the ID/IQ, contractors are required to maintain an accounting system that is adequate for determining costs applicable to cost-reimbursement type task orders as described in FAR

Subpart 16.3. This is an accounting system that the Defense Contract Audit Agency (DCAA), the

Defense Contract Management Agency (DCMA), any federal civilian audit agency, or a third-party certified public accounting firm has audited and determined adequate for determining costs applicable to this contract.

A cost-reimbursement task order can include use of the contractor’s most recent DCAA- approved provisional indirect billing and actual rates for both direct and indirect costs. If a contractor does not have DCAA approved rates, their indirect rates may be used in accordance with FAR 31.203. Any fee will be negotiated for each task order consistent with statutory limitations.

If the task order type is to be Cost-Plus Award Fee or Cost-Plus Incentive Fee, the fixed portion of fee and the incentive or award portion will be clearly differentiated. Such task orders will be subject to the additional clauses prescribed by FAR 16.307.

The Contractor shall notify the appropriate OCO for ongoing task orders, in writing, if there are any changes in the status of their cost accounting system and provide the reason(s) for the change.

Time and Materials:

For time and materials (T&M) or labor hour (LH) task orders, the contractor will multiply the quantity of hours required under each labor category against the rate in the pricing schedule. The contractor may propose lower rates or different rates to reflect specialized labor categories. A T&M or LH task order may utilize the clauses cited in FAR Part 12 for commercial task orders, or FAR Part 16 for non- commercial task orders. The hourly rates in this contract include wages, overhead, G&A, and profit in accordance with FAR 16.601(b)(1).

V. Task Order Price Reasonableness

Although the labor rates on this contract have been determined fair and reasonable at the time of award, the OCO is still responsible for a determination of cost or price reasonableness for each task order.

(i) Certificate of Cost or Pricing Data

a. If none of the exceptions under FAR 15.403-1(b) apply, the OCO may request a certificate of cost or pricing data in accordance with FAR 15.403-4.

(ii) Other Direct Costs

a. Travel may be reimbursed at actual cost and as limited in FAR 31.205-46. Contractors may apply indirect costs to travel if doing so is a part of the Contractor’s usual accounting practices and it is consistent with FAR 31.2. The OCO should (but may not if a specific circumstance requires a different approach) identify a not-to-exceed travel ceiling under a separate contract line item number (CLIN) on the task order. Travel and ODCs will be estimated for each task order.

b. Labor dollars will not be used to pay for ODCs nor ODC dollars used to pay for labor without a contract modification. Profit on travel and ODCs is not allowable under T&M task orders.

VI. ID/IQ Minimum and Maximum

• The program ceiling for the PRESTO IDIQ is $2,000,000,000.00

• The individual ceiling for each PRESTO order in all categories is $100,000,000.00. Vendors may exceed the individual ceiling with the consent of the Contracting Officer for the IDIQ.

• The contractually obligated minimum amount each ID/IQ holder is entitled to receive for the life of the ID/IQ is $250.00. This amount may be invoiced after 12 months of performance provided the awardee has not received a task order.

VII. On Ramp Procedures

The Contracting Officer will periodically review the total number of contractors to ensure adequate competition for task orders throughout the period of performance for each scope category. Over time, the total number of contractors may fluctuate due to various reasons including industry consolidation, significant changes in the marketplace or advances in technology, general economic conditions, or other reasons

If the Contracting Officer determines that it is in the best interest of the government to open the ID/IQ to new contractors, the Contracting Officer has the discretion to announce an open season at any time during the effective period of the ID/IQ. The Contracting Officer may limit onboarding to one or more scope category and may limit onboarding to either restricted or unrestricted pools.

The Contracting Officer will announce this open season by publishing a notice in the contracting opportunities section of sam.gov. The open season will be subject to applicable contemporaneous federal procurement laws and guidance, provide an estimate of the number of new awards that the

Contracting Officer intends to make, and a new solicitation will be issued during this time. The evaluation criteria, instructions, and other solicitation content of the ramp-on solicitation may differ from the original PRESTO solicitation based on the needs of the government at that time. Clauses, terms, conditions, and other requirements may also differ from the original PRESTO solicitation.

Any contracts awarded under this section will not exceed the remaining period of performance of the existing PRESTO ID/IQ. A ceiling value of $2 billion per contract award will apply but the ceiling value for the ID/IQ remains capped at $2 billion. Any offeror receiving a contract under this open season will be eligible to compete on future task orders with the same rights and obligations of any other PRESTO contractor subject to the terms and conditions of the ID/IQ and applicable regulations.

The Government reserves the right to not proceed with any on-ramp during the life of the PRESTO

ID/IQ.

VIII. Off Ramp Procedures

The Government reserves the right to implement off-ramp procedures, which would result in the removal of PRESTO contract holders. The criteria for off-ramping may include, but not limited to, PRESTO contractors not proposing on Task Order Request for Quotes and/or unsatisfactorily meeting the vehicle or Task Order-level requirements. If implemented, off-ramp procedures will remove

PRESTO contractors by not exercising the next available option period or by initiating termination proceedings as appropriate. Off-ramping a contractor by virtue of not exercising an option period does not require any notification or explanation by the Contracting Officer and occurs at the discretion of the agency. Failure to exercise an option period may occur even after notice of intent to exercise the applicable option period is provided.