BPM007303__Exhibit_7__Task_Order_Template.pdf

Office of the State Forester

Arizona Department of Forestry and Fire Management

Katie Hobbs Governor

Thomas A. Torres State Forester

Duty ⬧ Respect ⬧ Integrity

1110 West Washington Street, Suite 500 ⬧ Phoenix, Arizona 85007 ⬧ Main: (602) 771-1400 ⬧ Fax: (602) 771-1421

Task Order No. XX-XXX

The Arizona Department of Forestry and Fire Management (DFFM) is soliciting offers from eligible contractors for conducting the work described below.

Project Name: [Project Name]

Project Summary: Example: Vision, Governance, and Decision-Making for Landscape-Scale Fuels Treatment Planning For Wildfire Protection and Watershed Health in Arizona

Project Location: [General work area if location specific.]

Performance Period: [Expected Start-Required End Date]

Procurement Contact: Suri Wall, Senior Procurement Specialist Email: swall@dffm.az.gov Phone: (623) 309-6720 Project Contact: [Example: Aviation Manager]

Response Due Date: [Date]

PROJECT DESCRIPTION

GENERAL SUMMARY

Purpose:

[Relevant background info for the project and may include desired outcome of the project.]

PROJECT REQUIREMENTS

Scope of Work [Objectives, work requirements, and tasks.]

Location/Base:

mailto:swall@dffm.az.gov

Task Order No. xxxxx

1110 West Washington Street, Suite 500 ⬧ Phoenix, Arizona 85007 ⬧ Main: (602) 771-1400 ⬧ Fax: (602) 771-1421

Deliverables

Services to be rendered and SEAT quantity

Timeline:

Services Date(s)

Example: EU Period is typically expected to be April 15th – July 24th, but dates may be revised to meet the needs of the agency. Date shifts may be up to two (2) calendar weeks prior to, and two (2) calendar weeks following the EU period.

DFFM Program Area:

EVALUATION CRITERIA:

Offers shall be evaluated using the following criteria:

[Criteria listed in Order of Importance, criteria can be changed as needed for the Task Order]

a. Offers shall be evaluated using the following criteria:

1) Cost (lowest offer receives max score) (max 45%)

i. Scores are weighted based on the lowest offer

2) Contractor Planned Start Date aligns with/or is within specified time frames following the

DFFM Planned Start Date (earlier start date receives higher score) (max 35%)

i. 0-1 days past DFFM Planned Start Date (35%)

ii. 2-7 days past DFFM Planned Start Date (25%)

iii. 8-14 days past DFFM Planned Start Date (15%)

iv. If the DFFM Planned Start Date exceeds 14 days from Award Confirmation, it shall be assumed that the contractor will start implementation on the DFFM Planned Start Date and therefore will be awarded the max score 35%, by default.

3) Past Contract Performance Evaluation (max 20%)

i. The score from the most recent Contractor Performance Evaluation form

ii. If the contractor has not received a previous Contractor Performance Evaluation, the contractor will receive the max score 20%, by default.

4) Total Score

i. Highest score(s) determines the preferred contractor(s) for contract award.

ii. Any tying score results will default to lowest offer (higher Price Factor score) for award

iii. If the project will require the selection of more than one contractor (maximum number of contractors will be determined prior to TO release), the evaluator will determine the median score value.

⮚ DFFM shall reserve the right to reduce the maximum amount of contractors for offer if the prices are deemed too high, based on budgetary constraints.

1110 West Washington Street, Suite 500 ⬧ Phoenix, Arizona 85007 ⬧ Main: (602) 771-1400 ⬧ Fax: (602) 771-1421

CONTRACTOR OBLIGATIONS

Offeror shall hold and be able to reference the current state Contract that corresponds to the Scope of Work in the Task Order Response Form and demonstrate compliance with all Insurance Requirements.

INVOICING AND FINANCE

Invoices shall be emailed directly to the DFFM Project Contact listed above. The email subject line shall contain:

o Project Name o Invoice Number o Date

• Invoices shall contain the following information:

o Bill-to name and address (1110 W. Washington St. #500, Phoenix, AZ 85007) o Contractor name and contact information o Remit-to address o Invoice number and date o State contract number (CTR followed by 6 numbers) o PO Number (If the project spans more than one state fiscal year, a new PO # may be issued after July 1) o Date of services performed (No more than one month per invoice) o Quantity delivered or performed o Line item unit o Item price o A completed copy of Exhibit 4: Transportation Worksheet; and, o A completed copy of Exhibit 5: AMD-23E for AV, FT, EP, ET, SC;

o Receipts for miscellaneous expenses, such as: landing fees, licenses, airport use costs (tie-downs), hazmat permits or similar type charges o Miscellaneous costs shall be supported by paid itemized invoice(s) or receipts.

o Total invoice amount due

SERVICES ACCEPTANCE

Prior to invoicing, the Contractor shall receive an acceptance of services by scheduling an inspection of work with the project forester. The invoice date shall match the acceptance of service date. The project shall not be considered complete until the contractor’s equipment is removed from the job site, unless explicitly approved in writing by the landowner or DFFM. Final payment shall be contingent on the project being complete. DFFM will process invoices for payment within 30 days of the acceptance of services date.

CONTRACTOR PERFORMANCE EVALUATION

The offerors’ performance and adherence to the Task Order and current state contract shall be reviewed by DFFM staff utilizing the Contract Performance Evaluation (Appendix A). The evaluation form shall be provided to the contractor upon request following Task Order closeout.

1110 West Washington Street, Suite 500 ⬧ Phoenix, Arizona 85007 ⬧ Main: (602) 771-1400 ⬧ Fax: (602) 771-1421

RESPONSE TO TASK ORDER

A response to this Task Order shall be submitted by completing the Task Order Response form attached to this document and submitting the completed and signed form to the DFFM Program Area Contact listed above on or before the Response Due Date indicated on the Task Order.

1110 West Washington Street, Suite 500 ⬧ Phoenix, Arizona 85007 ⬧ Main: (602) 771-1400 ⬧ Fax: (602) 771-1421

APPENDIX A

Contract Performance Evaluation*

Evaluation Element Yes No

Score Value¹

1. Overall, did the contractor follow through with the bid specifications submitted in the TORF?

Score (Yes=.02, No = 0)

2. Did the Contractor commence work in accordance to the TORF response? If no, was there a sound mitigating reason? For example, ground conditions, weather, or contract award delay.

Code as Yes, if there was acceptable mitigation.

3. Did the contractor finish the project as agreed to in the TORF? A “No” answer means the contractor was unable to complete the project for reasons within their control and resigned from the contract.

Score (Yes=.04, No = 0)

4. Did the contractor complete the work by the Completion Date stated on the TORF?

5. Was the work completed in accordance with the specifications outlined in the Vendor Contract, Task Order, or TORF? A “No” answer here means the contract was terminated for inadequate performance before all specifications were met.

Score (Yes=.08, No = 0)

Total Score for this Project Move this value forward to the Contractor Comparison sheet when scoring the next project.

Maximum Score = .20

¹ Any value scored as 0, or “No”, on this Contractor Evaluation form requires additional documentation and/or narrative attached with this form. This documentation may refer to other items in the project record, as needed, or it may be stand alone. However, the documentation and/or narrative should provide adequate information to justify scoring.