RFP Atch 12 - SABER Ordering Guide.pdf

SABER ORDERING GUIDE

I. CONTRACTOR ACCESS TO SITE:

A. Contractor Storage/Laydown Yard: There is no designated Contractor Storage/Laydown Yard provided on Moody AFB. See Attachment 1, SABER Division 1 Specifications, Section 01 00 01, Paragraph 1.13 for specific details.

B. Cost Estimating Software: The contractor shall purchase and maintain three (3) Network copies and one

(1) Stand Alone copy of e4Clicks Premier Project Estimator (e4Click) software or approved equal for the

Government. These copies shall remain the property of the Government. See Attachment 1, SABER

Division 1 Specifications, Section 01 04 00 for additional requirements.

II. SPECIAL INSTRUCTIONS

A. Coefficient Rate

1. The contractor shall provide a single rate of coefficient to be applied for all SABER Task Orders for the entire 4-year Ordering Period in Section B, Price Schedule in SF 1442. The offeror’s coefficient rate shall include all contractor costs not included in the total of all the line-item bare costs for a particular task order.

This include, but is not necessarily limited to: costs for burdened labor, all site and home office overhead and profit, general & administrative expenses, bond premiums, insurance, taxes, mobilization, demobilization, daily and final cleanup, payroll taxes, gross receipts tax, general conditions, wage difference between RSMeans and local labor rates, special clothing for workers, off-site storage, site superintendence, quality control, routine security delays, subcontractors overhead and profit. Contractor also should consider that typical SABER projects include, but are not limited to, projects that take place during normal working hours (0730 – 1630), Monday through Friday excluding Federal holidays, and projects that take place outside of the normal working hours, or in a secure area where the contractor must be escorted.

2. The coefficient shall represent “net” (equal to 1.0) or a percentage “decrease from” (e.g., 0.82) or an

“increase from” (e.g., 1.12) to the unit prices listed in the appropriate RSMeans Facility Construction Cost

Data Unit Price Book. The proposed coefficient is not subject to economic price adjustments and will remain unchanged for the entire 4-year ordering period. To incorporate fair inflation rate adjustment to the unchanging coefficient rate, the Government will utilize the City Cost Index (CCI) to be applied to the proposed construction price to finalize all SABER task order prices.

3. Line Item Estimating (LIE) fees, if used, will equal $250.00 per task order and must include the design effort, the cost of preparing the detailed construction estimate, incorporating minor design changes introduced by the Government, contractor's revisions to the design, and any subsequent negotiations required by the minor changes. If the Government introduces changes that the contractor considers to be significant, the contractor must immediately notify the contracting officer (CO) in writing. This notification must be accompanied by supporting written justification of the contractor's position and a proposal for the design changes. If the CO determines the change to be major, the contractor will be equitably compensated for the change.

4. The contractor will be required to provide a weekly status sheet with the status of all projects and where they are in the process of pre-award, award, construction progress, etc. The Government may specify the format.

B. Priced Items: Contractor will provide to the Government the e4Clicks/RSMeans licenses as identified in the specifications. Construction task orders will be prepared using 4clicks Project Estimator with RSMeans

Cost Data price book. RSMeans, as included in 4clicks latest update at time of award of each task order, will be used. It should be noted that the commercially updated software negates the need for any Economic

Price Adjustment (EPA) provision in the contract and should likewise minimize the need for out-year price

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Attachment 12 increases. The contractor will be responsible for purchase, maintenance, and update of the software for the full term of the contract.

C. Non-Priced Items: Non-Priced Items (NPI) are items that are not established in the unit price book

(RSMeans) and thus must be negotiated prior to issuance of the task order or modification. NPI will not exceed 10% of the total task order. The contractor will be responsible for submitting three (3) sources of pricing for the NPI for evaluation by the Government. If three (3) prices cannot be provided, the contractor will be responsible for explaining to the Government why the provided prices should be considered fair and reasonable.

D. Performance Evaluation: The contracting officer will complete a contractor performance evaluation at least annually and for each task order equal to or greater than $750,000.00, taking into account all aspects of the contractor's performance for input into CPARs or internal database as appropriate. Contractors will be provided a copy of the evaluation and afforded the opportunity to comment.

III. PROCEDURES FOR ISSUING CONSTRUCTION TASK ORDERS:

A. Moody AFB Guide Specifications: Guide Specifications are incorporated into the SABER contract as an attachment. The contractor's submitted scope of work/statement of work shall specify in writing which individual sections of the guide specifications will apply to the specific project. Applicability of guide specification sections may be negotiated, mutually agreed upon, and incorporated into the task order.

B. Conflicts And Ambiguities: In the event that any information contained in Section C conflicts with any other SABER contract clauses and provisions, specifications, drawings, or any statement of work provided, those sections shall prevail.

C. Bona Fide Need: Defense Finance and Accounting Service Regulation (DFAS-IN Reg 37-1) requires that work/cost incurred for construction projects (applicable to the construction task order), funded by annual fiscal year appropriations cited on each task order commence by 31 December of the current calendar year. Commencement can be physical on-site work or the contractor must provide documentary evidence that costs have been incurred or materials have been ordered. The Contractor will not commence work until after receipt of the notice to proceed. The notice to proceed will be issued in sufficient time to comply with this regulation.

1. Projects may be offered to the contractor by issuance of a task order in the amount of $250.00 for a LIE requesting a design and cost proposal from the contractor based on the Government budget.

2. (a) The contracting officer will schedule a scoping meeting and the Government will invite all necessary shops and possibly end users to visit the site and review the requirements. The Statement of Objectives

(SOO) will be provided to the contractor prior to the scoping meeting. The contractor is responsible for a sign in sheet at all scoping meetings and will submit the original sign in sheet, scope of work/statement of work, and written scoping notes/minutes to the contracting officer within one (1) workday following the site visit unless otherwise agreed upon. Discussions at the scoping meeting may include, but are not limited to:

SOO, method of construction, sequence of operations, scheduling, access to site, delivery & storage of materials & equipment, work restrictions, coordination, project goals, liquidated damages, and potential difficulties/problems. The contractor will provide a sign in sheet and meeting minutes for all ancillary meetings deemed necessary.

(b) The contractor's full proposal in accordance with the SOO and site visit shall include, but is not limited to, a cover page, cost proposal, operational concerns, basic design solution (as needed), calculations (as needed), and drawings (as needed). The cover page or pages shall include project title, total project cost, list of assumptions, list of requirements, performance period, material lead times, and any special considerations

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such as request for winter exclusion, phasing of construction, etc. The contractor shall provide an additional copy of the proposal with quantities and extended prices redacted. The contractor's proposals shall be complete and concise. The proposal shall be submitted within the agreed upon time or not later than 10 calendar days after the scoping meeting.

3. The contracting officer or representative will return the documents to the contractor with approval / disapproval and comments. The Government and the contractor will work diligently to complete this phase of the task order in a timely manner.

4. Once drawings and scope of work/statement of work are accepted by the contracting officer, the contractor will make necessary changes, if required, and submit these documents along with a cost proposal and a list of material submittals (AF Form 66) for Government review within three (3) calendar days or the agreed upon time.

5. The Government and contractor should be prepared to review and negotiate the cost proposal within 10 calendar days after receipt of the cost proposal. Negotiations are based on RSMeans UPB line-item quantities and will include negotiating the period of performance.

6. If construction funding becomes available within the 90-day proposal acceptance period, the task order will be issued or modified (if LIE used) to add the construction funding and define project construction. Task order pricing exceeding the 90-day acceptance period will be re-negotiated. All LIE designs remain the property of the Government and may be used at a later date.

IV. TASK ORDER PROCEDURES:

A. After construction has been awarded:

1. Bonding is required in accordance with the contract.

2. Notice to proceed (NTP) for construction will be issued as negotiated or within 14 calendar days of construction award.

3. The contractor will be required to provide a progress schedule (i.e., AF Form 3064), if applicable, within five (5) days of receiving the NTP. The contractor will provide a weekly progress report (i.e., AF Form

3065), if applicable, or when specified by the contracting officer, and is due by Tuesday at 10:00 am local time the following week.

4. Submit SF 1413s for subcontractors prior to subcontractors starting work on each project.

5. Submit weekly certified payrolls for the prime contractor and all subcontractors.

6. Material submittals will be submitted as required by the AF Form 66. Other documents required include

Green Procurement Program Documents, letter identifying the superintendent for the project, etc.

7. Performance Time: Performance will commence upon receipt of NTP issued by the contracting officer and will be monitored on all task orders. Liquidated damages as cited within the SABER basic contract will apply to the construction. The contractor shall track and immediately report in writing any delay to the contracting officer.

8. Quality Assurance: The Government will monitor the contractor's performance in accordance with the inspection clauses included in the contract and determine acceptance of the work completed.

9. Pre-Final and Final Inspection:

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(a) The contractor and Government inspector shall conduct a joint pre-final inspection prior to requesting a final inspection in a timely manner to allow completion prior to scheduled completion date. Any discrepancies noted by the Government will be written on a "Punch List," provided to the contractor, and shall be corrected prior to the final inspection. The contracting officer may schedule more than one pre-final inspection if determined necessary. Pre-final inspections must be requested by the contractor in writing seven (7) calendar days prior to the desired date.

(b) The contractor shall request final inspection in writing and correct any discrepancies noted within five (5) calendar days following inspection unless the CO grants a longer period. The final inspection shall be performed by the Government personnel with the contractor and the Government may take beneficial occupancy as deemed appropriate. Any discrepancies noted shall be corrected prior to final payment for the respective task order.

B. Note(s):

1. These descriptions/procedures are not all-inclusive. Specific project requirements will be discussed during the pre-construction meeting upon award of the IDIQ contract.

2. The Government may forego an LIE and negotiate a project directly for award of task order.

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