Attachment V - AIRS Process Guide.pdf
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- Solicitation number
- 1305M222QNMAN0074
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This document outlines the process for handling Additional Item Requirements (AIRs) for the NOAA Ship Bell M. Shimada Drydock Repairs contract for fiscal year 2023. The contractor is required to submit Condition Found Reports to the Contracting Officer's Representative and contracting team when additional work is discovered. The COR will issue a Condition Report Response and may authorize an AIR. For AIRs, the COR submits the form to contracting only. Contracting will then issue a Request for Pricing to the contractor. The contractor must respond with a quote within three days, addressing any production schedule impacts. Contracting will review the quote with the COR if needed and negotiations may occur. Once agreed, the Contracting Officer will issue a Notice to Proceed authorizing the AIR work as part of the contract. Multiple AIRs will be consolidated into a modification to limit changes to the contract. The document provides guidance on the process for identifying, evaluating, negotiating, and authorizing additional work for the NOAA Ship Bell M. Shimada Drydock Repairs contract with the Department of Commerce National Oceanic and Atmospheric Administration.
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Attachment V
1305M222QNMAN0074
NOAA EASTERN ACQUISITION DIVISION (EAD)
Additional Item Requirements (AIR) Process Guide for the FY23 Drydock repairs of the
NOAA SHIP BELL M. SHIMADA:
Pursuant to CAR 1352.271-72 ADDITIONAL ITEM REQUIREMENTS (AIR) - GROWTH WORK (APR 2010), the following process shall be used throughout the performance of the contract to execute AIRs. Exceptions to this process are expected throughout the period of performance (PoP) and will be addressed on a case by case basis.
1. Contractor submits Condition Found Report (CFR) to the Contracting Officer’s Representative (COR) and copies the Contracting Team (Contracting). For this contract, Contracting includes Contract Specialist (CS) Kelani Lawrence and Contracting Officer (CO) Ashley Perry.
2. COR issues Condition Report Response (CRR) and sends it back to the Contractor and copies Contracting. The response will include:
a) Acknowledgment of receipt of the Condition Report.
b) Additional information and/or comments from the Government, if needed.
c) Notice that an AIR will be issued, if needed.
3. If an AIR is required the COR will send the AIR form to Contracting ONLY. The AIR is an internal document from the COR to the Contracting Officer requesting to add an item to the requirement (contract). Not every AIR will have a related CFR as some represent additional requirements identified by the COR.
4. Unless Contracting has additional questions for the COR, the Contracting Team will issue a Request for Pricing (RFP) to the Contractor.
5. The Contractor shall respond to the AIR with a quotation for the additional work requested within three (3) days of receipt of the AIR. Contractors shall provide quote to Contracting ONLY. Contractor response to AIR shall include an analysis of the requirements against the production chart and shall include the following additional information:
a. A firm statement concerning impacts to the production chart: This statement shall either confirm that the additional work can be accomplished within the current PoP, or it shall state that the additional work will affect the PoP completion date. In case of the latter, the quote shall note the primary and any secondary work items that would be affected, including an excerpt of the contractor’s planning production chart showing the impact to the project.
b. The contractor shall also provide an analysis and alternative proposal to maintain existing PoP, including such things as alternative procedures, accelerated and/or premium labor efforts, or any other solutions contractor may present to avoid contract PoP extensions.
6. Upon receipt of the quote from the Contractor, the quote will be reviewed by Contracting who will consult with the COR if necessary.
Attachment V
1305M222QNMAN0074
7. Negotiations may take place prior to accepting the pricing to address any issues/concerns that the Government has with the quote (omissions, justification of materials/hours, etc).
10. Once all aspects of the AIR have been negotiated, if necessary, and agreed by both the Contractor and Contracting, the Contracting Officer signs a Notice to Proceed (NTP).
11. Contracting distributes NTP, this AIR is now considered a part of the contract and work can start.
12. To reduce the amount of modifications to the contract, once a number of AIRs have been authorized through an NTP a consolidated modification will be issued memorializing the agreed to AIRs.
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