Attachment+1+-+Task+Order+Form.docx

TASK ORDER FORM

Instructions Complete the Agency contact information at the top of the form.

· Suggested format for Task Order Request Number is agency department # - two-digit year – two-digit sequence number for the task order, for example 112-24-01.

· Issue date is the date you are sending the Task Order Request to the vendor(s).

· Agency contact is who the vendor(s) will respond with their project offers.

1. Scope of Work – Include information that tells the vendor what is to be done including the desired outcome. Be as specific and comprehensive as possible. Do not assume the vendor will know something or do something if you do not include it in the Scope of Work. You may choose to attach the Statement of Work as an attachment.

1. Agreement Type – Specify if this Task Order is to be based on time and materials or fixed bid. For projects where the vendor is totally responsible for providing a final product, it is recommended that the agreement type be fixed bid with clearly defined deliverables (see #5). Time and materials may be a suitable option when an agency bears primary responsibility for project deliverables, but has a need to augment staff in order to complete the project.

1. Project Start Date – Specify the date when work is to start. Consider the time you are allowing for vendors to return their project offers in response to the task order request when setting the project start date.

1. Project End Date – Specify the date when the project as defined in scope of work (#1) is to be completed.

1. Schedule of Deliverables – The product(s) of the contract must be clearly identified as the contract deliverables and/or milestones and should include the dates such products are to be delivered or completed. The deliverables provide the means and tools to determine the stages of the contract and contract status.

Examples of deliverables:

· A work plan outlining the tasks and resources required of the vendor and state.

· Corrective action plans.

· Site response reports.

· Documentation of communications.

· Final project assessment reports

1. Equipment – Specify whether office equipment including computers and phones are to be provided by the agency of by the vendor. Add additional detail to clarify as necessary.

1. Agency Project Manager – Identify the person from your agency who will act as project manager for this project. This person will be the primary contact and liaison between your agency and the vendor.

1. Time and Status Reporting – Select all applicable reporting and accountability options. Add additional reporting requirements and detail as necessary.

1. Vendor Project Proposal Due Date – Indicate the date that vendors must have a project proposal returned to your agency in response to this task order request. The State has agreed to provide no less than two (2) business days for vendors to respond to a task order request, although you may allow more time. Consider the size and complexity of your project and allow adequate time for vendors to provide good project proposal responses.

1. Evaluation Criteria (for Competitive Task Orders) – When preparing a Competitive Task Order, the agency must identify the evaluation criteria that will be used to evaluate the vendor project proposals. Fill in the appropriate points assigned for the technical evaluation and the points assigned to cost evaluation. The point values must add up to 100.

Options for Issuing Task Orders State agencies will have two options for issuing task orders:

1. Projects estimated at less than $250,000:

a. Direct Assignment - An agency may issue a task order request directly to any of the awarded vendors in the appropriate pool category.

1. Competitive - An agency may elect to conduct a competitive process by requesting project proposals from both vendors. The agency will select the vendor project proposal that best meets the SOW requirements based upon the selection criteria stated in the task order request.

2. Projects estimated at $250,000 or more:

1. Direct Assignment - An agency may only issue a task order directly to an awarded vendor if prior approval is granted by the Department of Mineral Resources.

1. Competitive - An agency must issue a task order request to both of the awarded vendors. The agency will select the vendor project proposal that best meets the SOW requirements and selection criteria stated in the task order request.

Vendor Project Proposal Requirements The Task Order will specify a proposal due date for the vendor to respond to non-emergent requests. This time frame will be no less than two (2) business days, but it may be more at the agency’s discretion. The vendor must respond to the agency that issued the Task Order Request, either affirming or denying its ability to provide the personnel in the required project time frame. During this response period, if necessary, the vendor may seek clarifications of the work involved.

If the vendor is unable to provide the personnel requested, it must state the reason in the appropriate section on the Task Order Request form, sign and return the form to the requesting agency by the proposal due date. If the vendor is capable of fulfilling the task order, it will complete and attach a “Project Proposal” to the Task Order Request form, sign and return the form to the requesting agency by the proposal due date.

Evaluation of Vendor Project Proposals The requesting agency will evaluate the vendor project proposal to ensure that the proposal meets the requirements stated in the Task Order and that the staff proposed have the proper qualifications. The agency may require interviews with proposed vendor staff prior to accepting the vendor staff.

For competitive task order requests, the agency will evaluate each vendor project proposal based on the evaluation criteria stated in the task order request and select the proposal that best meets the requirements stated in the task order request.

Execution

9. When your agency has received an acceptable project offer from a vendor, the project offer is to be attached to the task order request form.

9. Fill in the agreed upon contractual amount.

9. Both parties must sign and date using the signature blocks in the Execution section of the task order form.

TERM CONTRACT #13 TASK ORDER REQUEST

TERM CONTRACT #13 TASK ORDER REQUEST

AGENCY NAME

TASK ORDER REQUEST NUMBER

ISSUE DATE

AGENCY CONTACT

E-MAIL ADDRESS

TELEPHONE NUMBER

FAX NUMBER

ADDRESS

CITY

STATE

ZIP

In accordance with the terms and conditions of the State Term Contract #13 Environmental Services Consultant Contract Pool master agreement between State and Vendor, this Task Order Request authorizes delivery of the Deliverables described in accordance with the Scope of Work, Schedule, and Terms specified below.

1. Scope of Work (attach extra sheets if necessary)

a. Describe products, installation, and services

b. Budget Available (if applicable)

2. Staffing Requirement

3. Agreement Type |_|Time and Materials |_|Fixed Bid Project

4. Project Start Date

5. Project End Date

a.

b.

c.

d.

e.

7. Location of Work

8. Agency Project Manager

9. Time and Status Reporting Systems to be utilized by the Vendor (Mark all that apply) |_|Daily Accountability |_|Weekly Status Reports |_|Monthly Reports |_| Other (Describe below)

10. Vendor Project Proposal Due Date

(100 total)

Vendor Project Proposal: Vendor shall attach its proposal to this Task Order Request when responding. The Vendor Project Proposal will include, at a minimum, the following items:

Execution: The parties through their authorized agents have executed this Task Order Request and attached Vendor Project Proposal under terms of the Environmental Services Consultant Contract Pool master agreement, subject to amendments in this Task Order, for the project price and on the dates set out below.

The total dollar contractual amount specified below for this Task Order and attached Project Proposal shall not be exceeded unless a written Change Order is appended to this Task Order, duly executed by the authorized representative of both parties.

Total Dollar Contractual Amount

SIGNATURE

PRINTED NAME

TITLE

DATE

SIGNATURE

PRINTED NAME

TITLE

DATE

STATE OF NORTH DAKOTA VENDOR

If vendor is unable to bid this task order, please return the task order to requesting agency and provide the reason.