Attachment 9 - SETA VI Ordering Procedures 20220105.pdf

FA002122R0002

Attachment 9

SETA VI Ordering Instructions

(a) Orders processed under this IDIQ contract will be centralized meaning the issuing contracting office will solicit effective IDIQ contract holders and administer the resulting orders.

(b) Work under this contract will be ordered and issued on DD Form 1155 (Order for Supplies or Services) to the contractor by the Contracting Officer (CO).

(c) Task orders will be issued through a process including a Fair Opportunity Proposal Request

(FOPR); proposal submission; proposal evaluation; legal review; contract clearance; and award.

(d) Orders may be awarded on price, best value, performance price tradeoff process or a low price, technically acceptable basis and clearly define the specific work required or the performance desired. Each order may contain additional, site or project specific, provisions.

Any such additional provisions shall be a part of the FOPR.

(e) The Government will not be obligated to reimburse the contractor for work performed, items delivered, or any costs incurred, nor shall the contractor be obligated to perform, deliver, or otherwise incur costs except as authorized by duly executed orders. FOPRs for proposals will indicate funds availability. The Government may request proposals with no assurance of funding and provides no assurance that orders will be issued.

1.0 Fair Opportunity Proposal Request (FOPR)

a) The ordering CO will initiate the FOPR process by sending a FOPR letter and attachments (hereafter referred to as the FOPR package) to IDIQ holders.

b) The FOPR letter should include the following information:

1) Date of package

2) Proposal due date and name/email address of POC, to submit proposal

3) Place of Performance

4) Quantity required (number of FTEs based on the FTE standard range from 1872 to 2,000 hours.)

5) Period of performance

6) Relative weights of the evaluation factors

7) Other pertinent data such as planned closures for federal holidays or other base-related restriction periods.

c) Along with the FOPR letter, the FOPR package will consist of the following documents, at a minimum:

1) Project specific statement of work/performance work statement

2) Pricing worksheet requesting the fully burdened hourly rates

2.0 Proposal Submission Process

a) All Contractors are highly encouraged to submit a proposal for every FOPR under this contract, although submission of proposals is not mandatory. Failure to participate will be considered in the Government‘s evaluation of the Contractor‘s performance.

b) The amount of time for proposal submission will be based on the complexity and urgency of the requirement and will be stated in individual FOPRs. If a contractor does not intend to submit a proposal they shall submit a "no proposal" reply to the CO within two business days after receipt of a FOPR. All "no proposal" responses shall include a brief statement as to why the contractor is unable to perform.

c) Any questions pertaining to the FOPR package shall be submitted to the ordering CO in writing within three (3) business days of FOPR issuance date. In the event issues pertaining to a FOPR package cannot be resolved to the satisfaction of the ordering CO, the ordering CO reserves the right to withdraw or cancel the proposed FOPR package. In such event, Contractors will be notified, via letter or email, of the ordering CO's decision.

The COs final decision shall not be subject to the "Disputes" clause or the "Contract Disputes Act".

d) If no proposal or only one proposal is received, the Government, at its discretion, may revalidate the FOPR requirement. The validation process may include exchanges of information with some or all the Contractors to determine whether there are concerns about the FOPR requirement. Should the requirement be validated, the ordering CO may reissue the FOPR package.

e) The Contractor’s proposal shall be submitted to the ordering CO on or before the time and date specified in the FOPR letter. Pricing on task order proposals shall be valid for 90 calendar days after the required submission date. The Contractor’s proposal shall include the following information as well as any additional information, requested in the FOPR package:

1) Technical and managerial approach for meeting the requirements of the statement of work.

2) Price

3) Past performance information on subsequent orders in response to a FOPR if requested.

f) Technical proposal information should be streamlined. The Government will specify the maximum page limits for each TO technical proposal in the FOPR. Proposals shall not merely restate SOO/SOW requirements. Written technical proposals shall normally address:

1) Technical Approach and descriptive narrative of the contractor's understanding of the requested effort

2) Contractor SOW in response to a SOO

3) Integrated Master Plan (if applicable)

4) Integrated Master Schedule (if applicable)

5) Key personnel assigned (if applicable)

6) Cost/Price data and justifications in the format specified in the FOPR

7) Period of Performance

8) Government-Furnished Equipment (GFE)/Government-Furnished Information

(GFI)

9) Security (including clearance level)

10) Teaming Arrangement (including subcontracting)

11) Other Pertinent Data, such as assumptions made

g) A written cost proposal will always be required for cost orders, and may be required for orders that are fixed price. This part of 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. The below instructions may normally be the ones which apply to TO proposals, however, these instructions may be tailored in individual FOPRs, if so desired by the Government. Cost/price proposals shall include, as a minimum, a complete Contractor Work Breakdown Structure (CWBS), which coincides with the detailed technical approach; and provides all information as specified in the FOPR.

h) 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.

Pricing shall be submitted for each Contract Line Item Number (CLIN) specified in the FOPR package. The CLIN structure on each order must strictly follow the CLIN structure outlined in the IDIQ contract.

i) Other Relevant Information. This information shall always be in writing and shall address other relevant information as required by the contract or requested by the FOPR.

For example, the proposal shall identify any situation in which the potential for a conflict of interest exists. If travel is specified in the TO SOW or SOO, airfare and/or local mileage, per diem rates by total days, number of trips and number of contractor employees traveling shall be included in the proposal.

j) New Labor Categories. If an existing labor category is not sufficient for a TO, the contractor shall adhere to procedures for proposing new labor categories as outlined below:

1) The contractor must, as soon as possible, request and provide justification for the addition of a new labor category prior to submission of a proposal in response to a FOPR.

2) Upon review, approval, and a modification to the basic contract by the CO, all offerors will be allowed to propose a new category.

3) When proposing new labor categories, the contractor should include at a minimum: Labor Category, Description, Level of Education & Experience, and Wage rate data / information for the skill level and geographic location where the service will be performed.

4) No TOs shall be awarded with new labor categories unless those labor categories have been formally added to the SETA VI IDIQ basic contract.

k) Proposal Preparation. The contractor shall assume all costs associated with preparation of proposals for TO awards under the proposal process as an indirect charge (bid and proposal costs). The Government will not reimburse awardees for proposals as a direct charge.

3.0 Proposal Evaluation Criteria

a) Orders may be awarded on price, best value, performance price tradeoff process or a low price, technically acceptable basis. If the Government decides to issue the FOPR as a tradeoff process, award factors will vary depending on the unique requirements of each requirement. The following sample criteria may be evaluated, in addition to price or cost:

1) Past performance - past performance under this contract or other contracts

2) Quality of deliverables

3) Ability to meet schedule requirements

4) Relevant experience

5) Cost control

6) Potential impact on other orders placed with the contractor

7) Current workload

8) The contractor’s technical understanding of the work.

9) The most efficient and effective plan to accomplish the work.

10) Rationale for proposed materials, type and quantities.

4.0 Ordering Process

a) Issuance. Once the ordering CO determines affirmative responsibility of the Contractor offering a technically acceptable proposal, an awarded TO may be issued by e-mail, regular mail or facsimile. It is anticipated that all awarded TOs will be issued electronically. If in special circumstances a TO is mailed, a TO is considered "issued" when the Government deposits the order in the mail.

b) Notice to Proceed. All contractors shall physically start work in accordance with (IAW) the timeframes established in the order.

c) Unauthorized Work. The contractor is not authorized at any time to commence TO performance prior to issuance of a signed TO or other written approval provided by the CO to begin work.

d) Funding Restrictions. No unfunded TOs are allowed; TOs may be incrementally funded in accordance with the FAR and other agency funding restrictions.

e) Completion and Closeout. Notification that a final invoice of an order is complete must be provided to the CO once accomplished. The contractor shall work in partnership with the Government to closeout orders as soon as possible after they are physically complete.