Att C-2_Ordering Procedures Rev 01.pdf

Task Order ORDERING PROCEDURES

1. TASK ORDER REQUEST FOR PROPOSAL (TORFP): As the need arises for performance under the terms of the Indefinite Delivery Indefinite Quantity (IDIQ) Underground Utilities, the Contracting Officer (CO) or authorized representative shall issue a TORFP. The TORFP package shall include the following:

1.1. The Initial Requirements Documents such as, the Statement of Work (SOW) or Statement of Objectives (SOO), Drawings, Submittal Listing, Blank Bid Schedule etc.

1.2. The TORFP evaluation method or criteria that will be used to evaluate contractors' proposals.

1.3. An established date, time and location of the pre-proposal site visit.

1.4. Specific date the contractors shall submit their questions after the site visit.

1.5. Proposal Due Date: This date is subject to change.

2. COMPETITION: In accordance with (IAW) FAR 16.505 - Ordering ---Fair Opportunity to compete for Task Orders (TO) shall be provided to all Underground Utilities Contractors. Upon receipt of a project, Contractors shall be encouraged to participate in site visits and submit proposals. Failures by offerors to participate responsibly in site visits and submit proposals may result in the Government not exercising the option to extend the contract or exclusion of the Contractor from further competition. Any offers received shall be given fair consideration for award.

3. FUNDING: Occasionally the Government will solicit offers for projects for which funds are not certified nor readily available. Submission of proposals for such requirements is at the sole discretion of the respective contractor. A Contractor's declination to participate in the unfunded TORFP will not reflect negatively on them.

4. SITE VISIT: The Task Order site visit is mandatory before the submission of proposals. The site visit shall be conducted with the Contractors, 787th Civil Engineer Project Manager, and the CO or authorized representative. This is necessary to clarify the scope of the requirement and verify the existing conditions. The Contractors shall email detailed site visit questions to the CO and authorized representative within 2-3 business days following the site visit. The government will not reimburse costs incurred for site visits.

5. TORFP AMENDMENTS: Following the submission of the site visit questions, the CO or authorized representative shall issue any revised Requirements Documents such as the finalized SOW/SOO via an Amendment to the TORFP.

6. NORMAL RESPONSE REQUIREMENTS: If the requirement is determined to be a normal response requirement by the CO, the Contractor shall submit a TO Proposal to fulfill the requirement within a maximum of 21 calendar days from written notification. The allowed response time can be changed depending on the complexity of the project.

7. QUICK RESPONSE REQUIREMENTS: If the requirement is determined to be a quick response requirement by the CO, the Contractor shall submit a TO Proposal to fulfill the requirement within a maximum of seven (7) calendar days from written notification. The allowed quick response time may be changed at the discretion of the CO.

8. TASK ORDER (TO) PROPOSALS: In response to the TORFPs, Contractors shall submit TO Proposal Packages. The contractors shall use the most current Construction Specifications Institute format and the applicable divisions to support their Priced Bid Schedule. This will portray how the Contractor divides the pricing of the major segments of work among the Divisions and its Sub- Contractors for the proposed project. The proposal package shall also include the following:

8.1. A detailed breakdown of all the cost elements attributed to each line item in the Priced Bid Schedule.

8.2. Direct costs, such as labor, fringe benefits, FICA, supplies, equipment, or transportation.

8.3. Applicable delivery, taxes, insurance, equipment rentals, and similar costs.

9. PROPOSAL VALIDATION: Contractors responding to a TORFP must provide an acceptance period that will allow award of the TO as late as the end of the fiscal year. If the project is awarded prior to the expiration of the acceptance period, the Contractor will be issued a TO to complete the project.

10. PROPOSAL EVALUATION CRITERIA: Proposals received in response to a TORFP will be evaluated based on compliance with the TORFP requirements. The award will be made based on the best overall (i.e., best value) proposal that is determined to be the most beneficial to the Government, with appropriate consideration given to two (2) evaluation factors: Technical and Price. Offeror must meet ALL the requirements as specified in the 'Request for Task Order Proposal' and all 'Requirements Documents' to be considered Technically Acceptable. The Government may issue TORFP in which evaluation factors may vary depending on the unique requirements of that specific project. If required, the government reserves the right to enter into discussions.

11. TASK ORDER TYPE: TOs will be Firm Fixed Price and clearly define the specific services to be performed or the performance desired. Each TO is subject to the terms and conditions of the Underground Utilties IDIQ contract. In the event of a conflict between the TO and the main Underground Utilities IDIQ contract, the main contract shall take precedence.

12. TORFP CANCELLATION: If funding is not made available prior to the end of the fiscal year, the TORFP may be canceled and no award will be made. Also, the government reserves the right to cancel any TORFP, either before or after the closing date. In the event the government cancels the TORFP, the government has no obligation to reimburse an offeror for any costs incurred in preparing its proposal.

13. PERIOD OF PERFORMANCE: IAW FAR 52.211-10, Commencement, Prosecution, and Completion of Work shall be incorporated into each TO identifying the construction schedule. The Government reserves the right to negotiate a performance period or impose a performance period for each TO.

14. ISSUANCE OF TO: Work under the Underground Utilities IDIQ contract will be ordered by issuing TO's against the main Underground Utilities IDIQ contract when required. A DD Form 1155 will be used to write the TO for work to be performed. The DD Form 1155 -- Order for Supplies or Services -- is used for authorized non-commercial purchase. The individual TOs may not follow a sequential numbering system, as other TO's for other contractors are also issued via the same Contracting Writing System.

15. COMMENCEMENT OF WORK: No work under this contract shall commence until such a time as the CO issues a written TO. The TO services as your Notice to Proceed.

16. UNAUTHORIZED WORK: The Contractor shall not perform, deliver, or obligated to incur costs except as authorized by the CO via a duly executed TO. Likewise, the Government will not be obligated to reimburse the Contractor for work performed, items delivered, or any costs incurred, not authorized by the CO.

17. CONTRACTOR PERFORMANCE EVALUATION: At the conclusion of each ordering period, the Customer POC/Project manager shall assess the contractor's performance and input the report in the Contractor Performance Assessment Reporting System (CPARS). CPARS (http:// www.cpars.gov) is the official source for past performance information. The evaluations will take into account all aspects of the Contractor's performance on all issued TOs. The performance evaluations may be completed at any time during the performance period if the Contractor's performance is considered less than satisfactory. Contractors will be provided an opportunity to respond to government evaluation comments. Please note, the ratings or assessment in CPARS may impact the award of future TOs or contracts with all the Department of Defense Agencies.

http://www.cpars.gov/