JA-02_FA5004-16-R-C003_Ordering_Procedures.pdf

JA-02

SABER TASK ORDER PROCEDURES

The following describes the task order process for the SABER IDIQ contract. It includes build task orders for fully funded construction projects, proposal task orders for pre-pricing unfunded construction projects, and the method for moving from proposal task order to build task order.

1. BUILD TASK ORDER (BTO) PROCEDURES

1.1. The contracting officer (CO) will notify the contractor of a new requirement by issuing a written request for scope validation

(RSV). The RSV will consist of a statement of objectives (SOO), and other information as the government deems necessary in such detail that the contractor will be able to layout the work using the technical specifications.

1.2. Within three (3) business days, the contractor shall: 1) review the RSV and, 2) establish contact with the CO and the

Contracting Officer’s Representative (COR) or Project Manager (PM) to schedule investigative site visits and scope validation meetings. The purpose of the scope validation is to ensure all parties are in full understanding of the government’s requirement.

Additional site visits may be conducted by the contractor if notification is given to the COR and escort is not required.

1.3. When scope validation has been achieved by the parties, the government will revise and finalize the SOO to capture any required clarifications or changes. The CO will then issue a written request for proposal (RFP) containing the finalized SOO.

1.4. The contractor shall develop a detailed price proposal by identifying necessary tasks in the UPG, verifying as-built drawings, refining quantities, pricing NPIs, preparing working drawings, and developing performance times. Documentation required with the proposal includes: basis of design (up to 35%); engineering calculations supporting design approach; scaled sketches (or drawings) reflecting floor plans, elevations, sections, construction details, equipment layout, finish schedules;

proposed construction schedule; and, any additional items recommended to be included on the government’s material submittal schedule.

1.5. Proposals shall be submitted to the CO through the eGordian® SABER management system within ten (10) business days of receipt of the RFP.

1.6. Upon receipt of the contractor's proposal, the government will conduct a technical evaluation. The CO will negotiate, if required, with the contractor the appropriateness of selected line items and quantities, non-prepriced items, and the performance time. The COR/PM/government’s subject matter experts will be present.

1.7. When the negotiation process has been completed, the contractor will provide a revised proposal through the eGordian®

SABER management system based on the negotiations to the CO for final acceptance. Once the contractor's proposal and supporting documentation have been validated by the government as an acceptable means to carry out the construction effort, the CO will issue a BTO using a DD 1155. The finalized SOO becomes Attachment 1 of the order.

2. PROPOSAL TASK ORDER (PTO) PROCEDURES

2.1. The following procedures allow the government to request scope validation and proposals without the obligation of issuing a

BTO to execute construction described in the accepted proposal. This process follows BTO procedures with exception to the following:

2.2. When scope validation has been achieved by the parties, the government will revise and finalize the SOO to capture any required clarifications or changes. The CO will then issue a PTO using a DD 1155 containing the finalized SOO.

2.3. When the negotiation process has been completed, the contractor will provide a revised proposal based on the negotiations to the CO for final acceptance and include an AF 3065 reporting 100% progress. Once the contractor's proposal and supporting documentation have been validated by the government as an acceptable means to carry out the construction effort, the CO will notify the contractor of acceptance and the CO and COR/PM will sign and return the AF 3065.

2.4. Upon completion of the PTO process, the proposal is retained and the construction project considered “on the shelf” awaiting full funding. Award of a BTO will not be made until funds are available.

2.5. The contractor will be paid a fixed PTO fee of $4,500.00. The contractor shall not proceed with submitting an invoice until the

CO has signed and returned the AF 3065.

3. PTO TO BTO PROCEDURES

3.1. When funding is made available for the construction effort, the CO will issue a BTO. The previously paid PTO fee will be deducted from the funded BTO amount in order to equal the final negotiated price of the construction project.

4. SABER PROJECT ESTIMATING

4.1. Projects are priced using a prepriced Unit Price Guide (UPG). The Gordian Group Construction Task Catalog (CTC)® shall be considered the UPG for the SABER IDIQ contract, localized for EAFB, and shall serve as the basis for establishing the value of the work to be performed on a unit price basis.

4.2. All proposals shall reflect the CTC® line item prices as of the time of submission. Upon award of a BTO, no upward adjustment will be made for later republished editions of CTC®, regardless of the date of commencement of work there under.

4.3. In developing their proposal, the contractor shall use the most complete unit price or assembly (comprehensive) line items available in the CTC® to perform all tasks. Attention shall be paid to the line item description of labor, materials and equipment included as part of the line item and these components shall not be added in separately to the proposal. The contractor’s proposal shall not contain additional overhead, profit, bond premiums, or other adjustment factors otherwise included in the contractor’s coefficients. All costs not included in the unit prices must be part of the Adjustment Factors (contractor’s coefficient).

4.4. The CTC® contains unit pricing data to be used by the contractor in development of price proposals for each work order. The pricing data is presented as basic items and as price adjustment modifiers to the basic item. Price adjustment modifiers provide a method for adding to or deducting from the basic item prices for optional materials, and/or methods of installation.

One or more modifiers can be utilized to adjust the basic item price listed by applying the appropriate suffix number of the basic line.

4.5. Proposals received that are comprised of smaller component line items when a more comprehensive line item of work is available within the CTC® may be rejected and returned to the contractor for rework to utilize the most comprehensive line items available. During negotiation, any more comprehensive line items of work identified by the government shall be utilized and applied to the contractor’s proposal and associated smaller component line items shall be deleted. Line items in the CTC® are not negotiable as it pertains to the production rate for labor, materials and equipment of the line items.

4.6. All prices in the CTC® are for completed, in-place and include all labor, equipment and material required to complete the task as described in the CTC®. Construction Wage Requirements Statute Wage Determinations are applied in the development of the CTC®, the contractor shall develop proposals using the CTC® and shall not add any additional charges for those rates.

4.7. Sketches (or drawings) provided with the proposal shall be graphical representations (in the quality, detail, and professionalism) documenting the work required by each project and must be thorough and detailed enough to allow the government and the contractor to select and validate the appropriate line items and unit quantities required to successfully perform all work.

5. PREPRICED LINE ITEMS

5.1. The prepriced line item subtotal shall be determined based on unit pricing in the CTC®. The price to the government for each prepriced line item shall be calculated by multiplying the published unit price by the installation (or demolition) unit quantity by the appropriate adjustment factor (contract coefficient).

5.2. If the contractor’s proposal includes only prepriced items, the government may instruct the contractor to construct the work described in the completed, negotiated proposal at any time during the current contract year in which the proposal was accepted.

5.5. Line items for work not performed on Eielson AFB or Clear AFS property will utilize the prepriced unit pricing in the CTC® customized for Eielson. An appropriate coefficient will be negotiated by the CO.

6. NON-PREPRICED LINE ITEMS

6.1. Prices for non-prepriced line items shall include only direct costs (AFFARS Air Force Contracting Construction Guide, para.

3.6.5.1.) and shall not be subject to the application of a coefficient or mark-up. The total amount of non-prepriced items may not exceed 15 percent of the total price of performance unless otherwise negotiated by the CO. The total percentage and price of each non-priced line item shall be annotated separate from pre-priced items in the contractor’s proposal.

6.2. All non-prepriced items shall be negotiated with the CO on an individual basis. The price shall be determined by three (3) written estimates from verifiable sources (published price list, subcontractor quote or estimate, etc.) provided by the contractor. The lowest quoted prices for each non-prepriced item/task shall be used for the non-prepriced proposal total. The contractor shall credit the government any discounts or rebates it receives on non-prepriced items. Labor may be an additional cost, if required. Labor costs shall be calculated using the prevailing wages, including fringe benefits, from the Construction Wage Requirements Statute Wage Determinations.

6.3. Recurring non-prepriced items may be added to the CTC® by contract modification. The contractor must identify any non-prepriced items in the proposal that have subsequently become prepriced items via contract modification.

6.4. If the proposal includes non-prepriced items, the contractor shall ensure the government has up to 120 calendar days after the acceptance date to award the work described in the negotiated proposal at the price stated. However, if the government exceeds 120 calendar days in awarding the negotiated proposal, the contractor will be given the opportunity to revise the non-prepriced line items in the proposal.

7. PRICE OF PERFORMANCE

7.1. All individual prices for items of performance, prepriced and non-prepriced, contained in a proposal shall be summated. The non- prepriced line item subtotal shall be added to the prepriced subtotal without being multiplied by the contractor coefficient.

That total sum shall be the price to the government and the funded amount of the BTO, less any PTO fee (see 3.1).

8. MODIFICATIONS

8.1. Contract modifications that require deletion of line items resulting in a credit to the government will utilize the line item price of the item at time of award of the project. Contract modifications that require additional line items resulting in additional cost to the government will utilize the line item price of the item from the current CTC® in use at the time of the contract modification.

8.2. Annual updates to the CTC® will be incorporated by contract modification upon exercising of an option. If a new option year is elected by the time the government awards the work described in the negotiated proposal, the proposal will be updated with the current CTC® line item prices and awarded at the updated price. The CO will include the current Construction Wage Requirements Statute Wage Determinations with the exercise of each option.

8.3. No economic adjustment will be applied to the contractor’s coefficient for option years. Price adjustments for each new option year will be made through annual updates (re-publishing) of the entire CTC® by The Gordian Group (this includes consideration of labor issues). The Gordian Group tracks and monitors multiple sources that go into each task, including material and labor prices and other indices as published in ENR (Engineering News Record). In each update of the CTC®, all of the tasks are updated based upon this tracking of market conditions.

9. APPROVED EQUAL

9.1. The Statement of Work (SOW), drawings and the technical provisions of the contract specifications may, in some instances, refer to certain items of equipment, material, or article by trade name or approved equivalent. References of this type shall not be construed as limiting competition, but shall be regarded as establishing a standard of quality.

10. NOTICE TO PROCEED (NTP)

10.1. Within 10 days after BTO award, the contractor will provide adequate proof of bonding and insurance for each individual order to the contracting officer. The contracting officer will then issue a notice to proceed.

11. PREPARATION OF PROGRESS SCHEDULES AND REPORTS

11.1. Schedules shall be prepared using an AF IMT 3064 Contract Progress Schedule, or approved equivalent, in electronic format and shall reflect dates representing significant events throughout the project such as commencement, substantial completion and pre-final inspection, final completion and final acceptance inspection; identify major events associated with the project, to include coordination of the project work with others, acquiring materials, plant, and equipment; provide a progress chart of each phase of construction and occupancy; and contain enough information to support progress payments.

11.2. The contractor shall submit their schedule to the contracting officer not later than 15 working days prior to construction start on each individual task order to allow the government sufficient time to notify the applicable using organization(s). The CO approves the final schedule.

11.3. The contractor shall perform the work of the project in accordance with the sequences shown in the approved schedule or immediately notify the contracting officer and identify the need to deviate from the planned work sequence. The government will not compensate the contractor for voluntary acceleration of the work. The contracting officer determines if a revised schedule is appropriate when time extensions are approved.

11.4. The AF IMT 3065 Contract Progress Report shall be used to maintain a record of contract progress. The contractor shall submit reports to the contracting officer on a biweekly basis with a calculation of the percentage of each element of work completion, and the cumulative percentage of the work completed to date. This information is used for computing progress payments, and for monitoring the progress against the stated progress on the contractor’s schedule. The COR/PM/government inspector is responsible for verifying the amount of work completed and verifying and certifying the report to the contracting officer. The CO is responsible for resolving any discrepancies related to percentage of progress between the government and contractor. The CO approves the report.

12. MEETINGS AND CONFERENCES

12.1. Weekly Construction Review: A weekly meeting between the contractor, CO or designated Contracting representative, and the

COR/PM shall be held to discuss the status of current work, scheduling of new and current work, and any concerns by either party. Individual meetings may be rescheduled or cancelled as schedule dictates.

12.2. Annual Conference: At the discretion of the Contracting Officer, a program management review conference will be held annually to fall at the midpoint of the current contract year. Program management will be discussed to include; quality control, timely performance, effectiveness of management, compliance with labor standards, and compliance with safety Standards. The conference minutes will be recorded by the CO or their designated Contracting representative, transmitted to the contractor and signed by the contractor, Base Civil Engineer and CO. The purpose of the meeting is to foster quality through feedback and open communication.