Attachment 15 - SABER MAC IDIQ Ordering Instructions v1.4 (Final) -- 20250210.pdf

FA466425R0001

Page 1 of 4 Attachment 15

TASK ORDER PROCEDURES:

1. Each task order (TO) shall be issued in accordance with the following procedures:

2. Request for Proposal: The Contracting Officer (CO) will furnish the Contractor (KTR) with a written request for proposal. The request will include:

a. A general scope of work, including the site location,

b. The anticipated performance period and critical milestones,

c. Any Government-Furnished Property (GFP), Government-Furnished Material (GFM), or base support to be made available for performance of the order,

d. Specifications and/or limitations,

e. Required submittals,

f. Order of magnitude, and

g. Due date and any other pertinent information.

3. Validation of Scope of Work: Upon receipt of this notification, the KTR shall respond to the CO within three (3) working days of receiving the RFP to arrange a site visit in the company of the CO or his/her authorized representative, the assigned project engineer/inspector, and a representative of the using agency for the purposes of conducting a scope validation site visit to discuss the following topics:

a. Definition and refinement of requirements,

b. Site access,

c. Methods and alternatives for accomplishing work,

d. Detailed scope of work, and

e. Assumptions, information required, etc.

4. Proposal Submission, Review and Negotiation:

a. Upon completion of the site visit, the KTR shall prepare and submit a detailed scope of work and proposal for accomplishment of the work to the CO for Government (USG) review within ten (10) working days, unless extended by the CO. Any revised design proposals and cost proposal responding to USG comments shall be submitted within two (2) working days after receipt of USG comments or as agreed upon by the CO and the KTR. The KTR shall immediately notify the CO if it appears the project proposal will differ from the project magnitude. The CO will take action to ensure the project stays within the magnitude or ensure the magnitude is validated and adjusted for the reasons specified.

b. The RS-Means shall serve as the basis for establishing the value of the work to be performed on a unit price basis. It is the KTR’s responsibility to ensure the proposal includes all costs associated with meeting the requirements of Federal, State and local laws and enforcing codes, as well as the requirements of the Technical Specifications. The KTR shall ensure that all the requirements of the Statement of Work (SOW) have been included in the proposal.

c. Any subsequent modification required on a TO will have the same format requirements.

5. Task Order (TO) Proposal Composition and Submission: The KTR shall submit one (1) original and one (1) hard copy of all proposal documents. The KTR’s initial task proposal shall include, but not be limited to:

a. The detailed (KTR-developed) SOW identifying the task requirements.

b. Conceptual drawings in sufficient detail to show basic project strategies and determine required

Page 2 of 4 Attachment 15 material and equipment quantities in the KTR’s proposal.

c. Proposed construction performance period required to complete the work to include critical path construction schedule for time sensitive tasks or complex tasks as determined by the CO.

d. Completed AF Form 66, Schedule for Material Submittals, listing the submittal items the KTR has determined appropriate for the TO. The USG may add or delete submittal items at its discretion and return the AF Form 66 to the KTR. The final negotiated AF Form 66 will be attached to and incorporated into the TO.

e. A detailed cost proposal identifying tasks and defining the quantity of required items using the RS- Means data. The current Riverside County Cost Index adjustment will be applied to the RS-Means bare cost for each item. The applicable KTR coefficient(s) will be applied to the result. If the CO directs a work schedule to occur during non-standard hours, the non-standard coefficients will be applied for those items of work, which will be performed during non-standard hours.

f. Non-Priced Items:

i. Any item of work not found in the unit price book (UPB), but required under an individual

TO, shall be negotiated by the CO as a Non-Priced Item (NPI). A one-time use of an NPI will be the “in-place” price to include material, equipment, labor, overhead and profit.

ii. NPI’s that are used for other than a one-time basis shall include direct costs only. The coefficient shall be applied to the negotiated NPI cost. NPI’s that are utilized more than once and are projected to be utilized throughout the life of the contract may be negotiated and incorporated into the pre-priced listing by written modification.

iii. NPIs once negotiated and used in a TO may supplement the RS-Means manuals only by modification to the SABER contract.

iv. The KTR shall track the total non-priced dollar percentage for each TO and shall clearly indicate the percentage on each proposal.

v. If the KTR’s TO proposal includes any NPIs, those items shall be separately identified and priced. Proposed NPI prices shall be documented by supporting documentation as required by the CO.

6. Proposal Review and Negotiation: Upon receipt of the KTR's proposal, the USG will review the proposal for completeness. If negotiations are conducted, all items and quantities for all pre-priced and NPIs will be discussed. The USG may also negotiate performance times. Upon completion of negotiations and achieving agreement on all project requirements, the KTR shall provide a final proposal package that includes:

a. The detailed (KTR-developed) SOW representing any negotiations,

b. Drawings/sketches conceptually delineating the negotiated project requirements,

c. Final negotiated cost proposal and RS-Means pricing sheets,

d. Negotiated construction performance period,

e. Final AF Form 66, Schedule for Material Submittals, listing the submittal items the KTR and the

USG have determined appropriate for the TO, and

f. When a required construction item within the scope of the contract is not already incorporated in the UPB, the order price for that item will be negotiated into the contract.

7. Task Order (TO) Award: After receipt of the final proposal package, the USG will review its contents for compliance with final negotiated agreements. Once compliance is confirmed, a unilateral TO may be issued by the CO using a DD Form 1155. Each TO will include the following information, as a minimum:

a. Date of the TO,

b. Contract number and TO number,

c. The final and accepted SOW,

d. The final accepted AF Form 66, Page 3 of 4 Attachment 15

e. Any applicable drawings,

f. TO price, inclusive of RS-Means priced items, non-priced items, and bond premium,

g. Delivery or performance data,

h. Accounting and appropriation data,

i. Liquidated Damages information, as applicable, and

j. The names, addresses, and any other pertinent information.

8. The KTR shall commence all necessary and required preliminary work, including but not limited to, all required permits and/or bonds, if applicable, upon receipt of a duly executed TO signed by the CO. The USG reserves the right to convene a pre-construction conference, which may include a visit to the applicable site and the KTR shall attend. The KTR is encouraged to bring its subcontractors to the pre-construction conference but is not required to do so. The KTR may visit the site to perform any necessary and required efforts prior to actual mobilization and start-up at the site. The KTR shall not commence actual remedial construction work at the site until receipt of a written Notice-to-Proceed (NTP) signed by the CO. The KTR shall not deliver any materials or equipment to the site prior to receipt of a NTP or written authorization signed by the CO. The KTR shall not have delivered to the site any materials that require approval prior to receipt of said written approval.

9. The USG reserves the right to obtain price proposals and negotiate firm prices for TOs in anticipation of funding. Any costs associated with such proposals and/or negotiations are considered indirect and should be included in the KTR’s coefficient(s). The USG shall not be liable for any costs incurred in estimating and/or negotiating TOs that are not funded. The KTR shall be capable of handling a heavy surge of proposal preparation and negotiations during the three (3) months of July, August, and September of each year.

10. Work Schedule:

a. Working hours for the KTR will be between the hours of 7:30 am through 5:00 pm excluding Saturdays, Sundays, and Federal holidays. The following USG holidays are observed at March

ARB:

New Year’s Day MLK’s Birthday President’s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

b. If the KTR desires to work during periods other than the above, additional USG inspection forces may be required. The KTR must request permission to work outside the normal work schedule no later than three (3) days in advance of his intention to work during other periods to allow assignment of additional inspection forces when the CO determines that they are reasonably available. If such force is reasonably available, the CO may authorize the KTR to perform work during periods other than normal duty hours/days; however, if inspectors are required to perform in excess of their normal duty days solely for the benefit of the KTR, the actual cost of inspection at overtime rates may be charged to the KTR. These adjustments to the contract price may be made periodically as directed by the CO.

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11. Bonds:

a. The KTR shall be required to provide payment protection in the form of bid, payment, and performance bonds or irrevocable letter of credit, unless the CO approves another alternative payment protection in accordance with FAR 28.102-1. The payment protection must be equal to one hundred percent (100%) of the TO price (see SBA Surety Bond Guarantee Program).

b. The KTR shall be required to provide both payment and performance bonds for each TO over $150,000 (see SBA Surety Bond Guarantee Program).

c. Penal sums: The penal sums of the performance and payment bonds shall equal one hundred percent (100%) of the TO price.

d. The KTR shall furnish all bonds or alternative payment protection no later than ten (10) calendar days after receipt of the notice of award of the TO.

e. The furnishing of bonds is a part of contract performance and failure to provide bonds within the times specified shall be grounds for default.