Attachment_J-9_-_AF_TO_Procedures.pdf

AIR FORCE TASK ORDER PROCEDURES

1. Pursuant to DFAR Clause 252.216-7006, Ordering, the following activity is the office authorized to order any supplies and services to be furnished under this contract:

18th Contracting Squadron Unit 5199, Bldg. 95

APO AP 96368-5199

2. All task orders are subject to the terms and conditions of the contract. In the event of conflict between task order and this contract, the contract shall control.

3. Pursuant to FAR Clause 52.216-22, indefinite quantity, this is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the schedule are estimates only and are not purchased by this contract.

4. This contract provides for the issuance of Task Orders, on an as needed negotiated basis, as follows:

a. GENERAL:

1. Only the Contracting Officer (CO) may issue Task Order Request For Proposals (TORFP), Task Order Request For Quotes (TORFQ), Task Order Invitation For Bids (TOIFB), and Sole Source Task Orders (TO) to the Contractor, providing specific authorization or direction to perform work within the scope of the contract and as specified in the Statement of Work. Unless specifically authorized by the Contracting Officer during an emergency requirement, the Contractor shall not commence work until a fully executed Task Order has been awarded.

2. No other costs are authorized unless otherwise specified in the contract or expressly authorized by the Contracting Officer.

b. COMPETITION:

1. Only the contractors awarded contracts as a result of this MACC IDIQ RFP will compete for subsequent Task Orders. These contractors are encouraged to participate in all site visits and submit proposals. Contractors are not required to propose on all TORFPs, TORFQs, and TOIFBs. Those eligible Contractors that decide not to submit a proposal shall advise the Contracting Officer, in writing, of their intention not to submit a proposal on or before the closing date and time established in the TORFP, TORFQ, or TOIFB. Failure to provide this notification may impact future consideration for task orders.

*Occasionally, (generally during the last quarter of the fiscal year, July through September), the government will solicit offers for projects for which funds are not certified or readily available. In the Pacific Air Force, these acquisitions are generally referred to as “End of Year Projects”. The contracting officer may solicit offers from MACC IDIQ awardees. Submission of proposals for these acquisitions is at the sole discretion of the respective MACC IDIQ awardees and their declination to participate in any or all such “End of Year Projects” solicitations will not reflect negatively upon them.

2. The Contracting Officer anticipates that competition will exist for each TO as defined in FAR 15.403-1(c)(1).

3. SEE FAIR OPPORTUNITY BELOW.

c. INITIAL TASK ORDERS:

1. Each awardee will receive an initial task order for up to two contractor management staff to attend a post award contractor school. The post award contractor school will be conducted following contract award at Kadena AB, Japan. The contract minimum order is established at a firm fixed price of $2000 (or Yen equivalent) per contract. The funds are to be used by the contractor to pay for attendance at the post award contractor conference. The Government will not pay any costs incurred above this amount.

d. DESCRIPTION OF SUBSEQUENT TASK ORDERS:

1. The Task Orders will range from $500,000 (or Yen equivalent) to $30,000,000 (or Yen equivalent).

e. REQUESTING SUBSEQUENT TASK ORDER PROPOSALS/QUOTES/BIDS:

1. A Task Order Request for Proposal (TORFP), Task Order Request for Quote (TORFQ), Task Order Invitation for Bid (TOIFB), or TORFP utilizing Two-Phase Design-Build Selection Procedures, will be prepared and issued for each task order requirement by the CO. For purposes of simplicity, TORFP will be used hereafter in the solicitation as a collective term encompassing TORFPs, TOIFBs, and TORFQs.

Generally, the TORFP will include, but is not limited to, the following:

A. Statement of Work;

B. Reporting Requirements and Deliverables (if applicable);

C. Proposal Due Date and Instruction;

D. Period of Performance of Task Order;

E. Evaluation Factors for Award

f. SUBSEQUENT TASK ORDER PROCEDURES:

1. When the Government has a requirement for work to be performed; the CO will notify contractors via TORFP:

A. the work to be performed, the desired performance period and any other information considered to be of assistance to the contractor in preparing a proposal. The contractor will transmit the written TORFP by any means including mail, e-mail, facsimile or Internet. However, the standard method of transmission will be email. The TORFP will not obligate the Government to issue task orders under this contract, nor will it authorize the Contractor to perform any work pursuant to such requests for proposal prior to the Contractor's receipt of an authorized Task Order.

2. Competition is a major focus of this contract therefore the government intends to compete all task orders; accordingly, awardees are required to propose on a minimum of one (1) effort per five (5) consecutive Request for Proposals or at least one (1) per three-month period; whichever comes later.

At this point the vendor will be considered dormant and the Government may choose not to exercise the remaining options. Contractors on the MACC program are reminded that work on MACC includes submitting proposals and by not submitting a proposal in response to a TORFP the contractor is thereby refusing to work. Contractors are highly encouraged to submit proposal.

3. All TORFPs may include the following as applicable:

A. A description of the specified work and data items required, including the site location, B. The anticipated performance period and critical milestones, C. The anticipated TO contract type; FFP D. Any Government-Furnished Property (GFP), information (GFI), equipment (GFE) or base support to be made available for performance under the task order, E. Significant factors and subfactors that will be considered in evaluating proposals, and their relative importance; and F. The TORFP will describe the selection approach to be used in making the award decision.

4. Contractor selection may be based on an assessment of the below factors or other factors, as determined by the CO, and as tailored to the TORFP:

A. Contractor performance on prior task orders including:

(i) Problem identification and resolution;

(ii) Adherence to Quality Control Plan;

(iii) Designation of onsite task managers authorized to make decision on behalf of contractor;

(iv) Quality of work;

(v) Customer satisfaction

Note: If the Contractor does not have any recent or relevant past performance, as defined by the task order, the past performance rating will receive a neutral rating.

B. Specific technical and/or management capabilities C. Relevant Experience D. Availability of labor/resources (capacity to perform) E. Ability to meet governments requested schedule F. Price/Cost (using previous price/cost information or as proposed depending on the task order type used). In accordance with FAR 16.505, price or cost shall be considered under each order as one of the factors in the selection decision.

5. This clause does not guarantee the contractor issuance of any task order above the minimum guarantee(s) stated amount of $2,000.

6. Work under this contract will be ordered by written Task Orders issued on DD Form 1155 (Order for Supplies or Services) to the contractor by the Contracting Officer.

7. Each award as a result of this solicitation will cite an individual contract number. Individual Task Orders will be placed in a sequential numbering system, which relate back to the basic contract and their assigned Task Order Number.

8. Task Orders may be modified by the Contracting Officer. Modifications to Task Orders will be issued on Standard Form (SF) 30 and cite the Task Order Number.

9. Task Orders shall be issued by Contracting Officers assigned to18th Contracting Squadron.

10. Price will be evaluation criteria in all task orders. The Contractor will provide their best price for the individual task order in their initial proposal. There are no pre-established labor rates, etc. included within the contract. The Contractor will utilize the price schedule template in each TORFP when providing their price for each individual task order. The Government will provide price schedule template for each TORFP filled in with the categories of work that are anticipated.

g. EVALUATION AND AWARD OF TASK ORDER PROPOSALS/QUOTES/BIDS:

1. The Government will evaluate the Task Order Proposals/Quotes/Bids against the requirements of the TORFP, TORFQ, TOIFB, or the Two-Phase Design-Build Selection Procedures outlined in FAR 36.3.

In addition, any evaluation used will identify the basis for selecting a contractor for award. Each requirements package will specify how the award decision will be made. Upon completion of evaluations, the Contracting Officer will issue a task order to the Contractor whose proposal is most advantageous to the government in accordance with the outlined evaluation criteria. The Contracting Officer will notify all MACC IDIQ contractors of the selection decision in writing.

h. FAIR OPPORTUNITY:

1. In accordance with FAR 16.505and DFAR 216.505, each awardee will be given a fair opportunity to be considered for each order issued over the micro-purchase threshold (or Yen equivalent) unless exception(s) apply in accordance with FAR 16.505(b)(2).

In addition to the exceptions stated in FAR 16.505(b)(2) and DFARS 216.505-70, the following process is established:

A. If the agency’s need for the services or supplies is of such urgency that providing such opportunity to all such Contractors would result in unacceptable delays;

B. If there is more than one contractor capable of meeting an urgent task order, initial means of rotational selection shall be performed by randomly drawn lot. In subsequent urgent requirements, the order of rotation will be maintained, however, the government reserves the right to apply some or all of the criteria stated in paragraph (f)(4) above, in the rotation and may exclude those contractors who do not meet the consideration factor(s).

i. TASK ORDER ISSUANCE PROCEDURES:

1. Task order proposals and awards shall comply with FAR 16.505, Ordering and DFAR 216.505-70.

Task orders shall be awarded as FFP.

2. Work under this contract will be ordered by written Task Orders issued on DD Form 1155 (Order for Supplies or Services) to the contractor by the Contracting Officer.

3. Each award as a result of this solicitation will cite an individual contract number. Individual Task Orders will be placed in a sequential numbering system, which relate back to the basic contract and their assigned Task Order Number.

4. Task Orders may be modified by the Contracting Officer. Modifications to Task Orders will be issued on Standard Form (SF) 30 and cite the Task Order Number.

5. Task Orders shall be issued by Contracting Officers assigned to18th Contracting Squadron.

j. TASK ORDER PERFORMANCE PERIOD: FAR Clause 52.211-10, Commencement, Prosecution and Completion of Work will be incorporated into each Task Order identifying the construction schedule. The Government reserves the right to include the performance period or impose a performance period for each task order. Contract bonding and liquidated damages will be addressed in each TORFP.

k. PREAWARD SITE INSPECTIONS: Upon receipt of the scope of work and following a brief time period for reviewing the documents, the Contractor are urged and expected to inspect the site. The prospective project superintendent urged and expected to inspect the site in addition to the appropriate Government personnel. Any deficiencies, conflicts, or other areas of concern existing in the scope of work should be brought to the attention of the Contracting Officer, in writing by the Government personnel.

l. SUPERVISION: The contractor shall provide for each Task Order, supervision in accordance with

FAR Clause 52.236-6, Superintendence by the Contractor.

m. NOTICE OF CHANGES (For Task Order Only): Under the “Changes” clause of this contract, only the Contracting Officer may make changes in the work within the general scope of the task order by written order designated or indicated to be a change order. If any such change causes an increase or decrease in the cost of, or the time required for, performance of any part of the work under this task order, whether or not changed by the order, the Contracting Officer shall make an equitable adjustment in the contract price, the delivery schedule, or both, and shall modify the contract. The Contractor must assert its right to an adjustment under this clause within 30 days from the date of receipt of the written order. However, if the Contracting Officer decides that the facts justify it, the Contracting Officer may receive and act upon a proposal submitted before final payment of the contract.

n. PRE-CONSTRUCTION CONFERENCE: Prior to commencing work under a Task Order and if the

Contracting Officer decides to conduct a preconstruction conference, the successful offeror will be notified and will be required to attend. The Contractor will meet with the Contracting Officer and/or designated technical personnel at a mutually agreeable time to discuss and develop mutual understandings concerning schedule and administering work.

o. CONFERENCE RECORD: The contractor shall within five (5) working days after each conference or discussion, either by telephone or in person, prepare a written record of the meeting and/or discussions and furnish a copy (in electronic format and hard copy) to the Contracting Officer’s Representative (COR) or 718 CES/DPW Engineer identified in the individual task order via the Contracting Officer. The written report shall include the project name, contract/TO number, subject, the name of the participants, an outline of discussions, the recommendations and conclusions. Number each written record for the particular project under design in consecutive order. This work is not separately reimbursable.

p. CONTRACT ORDERING PERIOD EXTENSION: The government intends on awarding IDIQ task order contracts with an initial one (1) year base period with six (6) one-year option periods. The Government will reserve the right not to exercise an option period if determined not to be in the best interest of the Government.

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