Atch 3 Delivery Order Proposal Procedures Atch 3.pdf

ATTACHMENT 3

Delivery Order Proposal Procedures

1.0 Government Requests for Delivery Order Proposals.

1.1 When the Government has a requirement for work to be performed, the Contracting Officer (CO) shall notify the Contractor(s) of: (1) the work to be performed; (2) desired performance period; and (3) any other information considered to be of assistance to the Contractor(s) in preparing a proposal. The tasking document may be based on a delivery order Statement of Objectives (SOO) or Statement of Work (SOW).

1.2 All awardees will be given fair opportunity to propose on all delivery orders over $2,500 with the following exceptions as outlined in FAR 16.505(b)(2):

1.2.1 The agency's need for such supplies or services is of such urgency that providing such opportunity would result in unacceptable delays.

1.2.2 Only one such contractor is capable of providing such supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

1.2.3 The order should be issued on a sole-source basis in the interest of economy and efficiency as a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

1.2.4 It is necessary to place an order to satisfy a minimum guarantee.

1.3 Best value: It is the Government's intent to acquire the best performance at the best price. The Government plans to compete Delivery Orders among the contract awardees.

1.4 The request for proposal shall not obligate the Government to issue Delivery Orders under this contract, nor shall it authorize Contractors to perform any work pursuant to such delivery order requests for proposal prior to receipt of a fully executed Delivery Order.

2.0 Contractor Submission of Delivery Order Proposals.

2.1 Upon receipt of a Delivery Order request for proposal from the CO, Contractors have a maximum of 10 working days, unless otherwise specified by the CO, to develop and submit a single technical and cost proposal for each task.

Proposals will be reviewed by the Government and used as a basis for issuance of a Delivery Order.

2.1.1 If the prime contractor elects not to propose on a task they shall inform the CO in writing within five working days of receipt of the request, and shall provide rationale for not proposing on the task.

2.1.2 If the prime contractor determines there is an organizational conflict of interest issue related to one of the team members (subcontractors), the prime contractor shall notify the Government of the conflict and the team members (subcontractors) inability to participate on the particular task.

2.2 Delivery Order Proposal Preparation Cost.

2.2.1 Proposal preparation costs will not be treated as a direct charge to this contract.

2.3 Delivery Order Proposal Requirements.

2.3.1 The Government may direct that proposals be presented orally (accompanied by hard copies of briefing slides), in writing, or by video tape. In an effort to streamline the delivery order award process and to reduce both the contractor's and Government's efforts, contractors are encouraged to minimize proposal size. The CO may impose a page limit for specific delivery order proposals.

2.3.2 The delivery order proposals shall identify the overall cost for each applicable Contract Line Item Number (CLIN), as defined in Part 1, Section B, and shall include, but not be limited to, the following as appropriate:

2.3.2.1 A technical proposal including the contractors planned approach to accomplishing the work.

2.3.2.2 Applicable contract SOW paragraphs and CDRLs.

2.3.2.3 The applicable labor categories, skill levels, and number of hours to be worked in each labor category per individual task. Contractor shall use the fully burdened labor rates incorporated into the contract at time of contract award in Section J.

Special/additional labor categories may be added as needed with the CO's advance approval.

2.3.2.4 Rationale for the labor categories, skill levels, and number of hours proposed;

2.3.2.5 Travel plans including estimated costs;

2.3.2.6 Proposed schedule of performance and correlated payment schedule.

2.3.2.7 Required Government Furnished Property, rationale for its need, and dates required.

2.3.2.8 Required materials/other direct charges.

2.3.2.9 Training plans including estimated costs to provide training.

2.3.2.10 Hardware deliverables.

2.3.2.11 Software deliverables.

2.3.2.12 Data deliverables.

2.3.3 Notification of Subcontractor Costs. The contractor shall provide notification to the CO with submission of the proposal if the delivery order will make the aggregate value of any subcontract exceed $1,000,000. The notification shall include the subcontractor's name, address, place of performance, telephone number, and aggregate value of the subcontract.

2.3.4 Notification of Use of Ammunition or Explosives. The contractor shall provide notification to the CO with submission of the proposal if the delivery order will require the use of ammunition or explosives as discussed in DFARS 223.370. The notification shall include the ammunition or explosive required and the location(s) where the ammunition or explosive will be manufactured, stored, and used.

2.3.5 The contractor shall update the subcontracting plan to include total subcontracting dollars for small businesses, small disadvantaged businesses, and woman-owned small businesses on a delivery order-by-delivery order basis.

3.0 Government Review of Delivery Order Proposals.

3.1 Upon receipt, a Government team will analyze the proposals. The contractor whose proposal offers best value to the Government will be issued a delivery order directing the Contractor to commence performance of the task. Negotiations/ discussions may be conducted with one or more contractors, as required, prior to issuance of any delivery order. In the event issues pertaining to a proposed task cannot be resolved to the satisfaction of the CO, the CO reserves the right to withdraw and cancel the proposed task or to commence negotiations with another qualified contractor.

In such case, Contractors shall be notified in writing of the CO's decision. The Government reserves the right to award delivery orders without discussions.

3.1.1 Authorization to Proceed on Delivery Orders: The contractor selected for award of the delivery order is not authorized to commence performance prior to the issuance of the Delivery Order or unless provided other written notice by the CO.

3.1.2 Inadequate Delivery Order Proposals: The Government reserves the right not to consider contractors which submit inadequate proposals for such tasking.

3.1.3 Delivery Order Evaluations. Evaluations will be based on information provided in response to the request for proposal, information requested by the CO from all contractors prior to issuance of the particular Delivery Orders, and other information available to the Government evaluation team. .

The following criteria will be used for evaluation:

1. Understanding of the requirement

2. Technical approach

3. Schedule/labor realism

4. Past performance

These four criteria are of equal importance, unless otherwise specified, and when combined are significantly more important that cost.

The Government will evaluate cost for reasonableness and will consider cost as a substantial factor in award of delivery orders.

Documentation of the evaluation will be recorded on the attached form or a substitute if furnished to the contractor at the time proposals are requested.

4.0 Protests. A protest is not authorized in connection with the issuance or proposed issuance of a Delivery Order except for a protest on the grounds that the order increases the scope, period, or maximum value of the contract under which the order is issued.

5.0 Delivery Order Ombudsman. AAC/PK will serve as delivery order ombudsman.

The ombudsman will be responsible for reviewing complaints from the contractors on such contracts and ensuring that all of the contractors are afforded a fair opportunity to be considered, consistent with the procedures of the contract.

6.0 Funds Management: It is agreed that costs to be incurred under this contract shall be accumulated and controlled separately by delivery order. If at any time during the life of a delivery order, the contractor anticipates exceeding the negotiated, estimated cost/hours, the CO shall be notified of such condition and promptly given a proposal containing a revised estimate of the cost or hours to complete the task, with an explanation of the reason(s) for the variance. Then, if the Government determines that this is acceptable, a delivery order amendment will be issued in accordance with paragraph 7.0 below. Under no circumstances is the contractor authorized to exceed the contractual level of effort specified in a specific order.

7.0 Delivery orders and amendments thereto will be issued on a unilateral basis. If discussions are not held, the contractor's submittal of a proposal shall serve as acceptance of the terms and conditions of the delivery order/amendment. If discussions are held, the Contractor's confirmation of negotiations shall serve as contractor acceptance of the terms and conditions of the delivery order/amendment.

8.0 Any changes to these procedures will be incorporated by bilateral modification to the contract.

CIMTIC III TASK PROPOSAL

EVALUATION CHECKLIST

CONTRACTOR: _________________

TASK TITLE: ___________________

INSTRUCTIONS: CHECK THE APPROPRIATE BOXES

CRITERIA

E X C E L L E N T

G O O D

A D E Q U A T E

P O O R

U N A C C E P T A B L E

UNDERSTANDING THE PROBLEM

TECHNICAL APPROACH

SCHEDULE/LABOR REALISM

PAST PERFORMANCE

COMMENTS:

Verify that work can be done within the proposed costs and is within a reasonable percentage of the Independent Government Cost Estimate, based on the technical requirements and the contractor's understanding and proposed approach.

YES NO

If "NO," or “N/A” please provide comments below:

OVERALL RATING

EXCELLENT GOOD ADEQUATE POOR UNACCEPTABLE

COMMENTS:

EVALUATORS' SIGNATURES: