Atch 4 GSM-O Task Order Procedure.pdf

HC1028-10-R-2000

Attachment 04

GSM-O TASK ORDER PROCEDURES

Task Orders will be issued only by the DITCO Contracting Officer via DD Form 1155. The following procedure shall be used:

1. All proposed tasks shall be submitted to the Contracting Officer’s Representative (COR) for technical approval. The COR shall review the proposed tasks to ensure the task is within the scope of the Performance Work Statement/Statement of Objectives (PWS/SOO) and that the tasks are complete, e.g., delivery dates are specified, security level, etc. The COR shall work directly with the user if the proposed tasks are not in compliance with the requirements and need revision. Upon COR technical approval one (1) copy of each task shall be sent to the DITCO

Contracting Officer.

2. Proposal Process.

a. The DITCO Contracting Officer will issue a proposal request (RFP) to the Contractor. The proposal request will include a due date for proposal submission and a PWS /SOO that will include a detailed description of work to be accomplished, a listing of the deliverables required and any additional data, as appropriate (see paragraphs 2d and 2e, below). The proposal request will also include specific instructions for the submission of proposal, and other information deemed appropriate.

b. The Contractor will typically be allowed 14 calendar days to prepare and submit a proposal. However, more or less time may be allowed based on the complexity of the individual requirement. The due date will be set forth in each proposal request. The Contractor shall submit simultaneously to the Contracting Officer and Contracting Officer’s Representative a technical proposal describing how the task will be performed to include the names of key personnel who will be assigned to the task. (Reference H.XX of Contract No. HC1028-11-D-

XXXX.

c. Technical Proposals. Technical proposal information will be streamlined, e.g., the

Government anticipates written proposals consisting of ten (20) pages or less stating compliance or exception to requirements, risks, assumptions and conflict of interest issues. Proposals shall not merely restate PWS/SOO requirements. The following information shall be required for each technical proposal:

Technical/Management Approach

Quantities/Hours of Personnel by Labor Categories

Justification for Other Direct Costs (ODCs) (materials and supplies, travel, training, etc.)

Risks

Period of Performance

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

Security (including clearance level)

Teaming Arrangement (including subcontracting)

Other Pertinent Data

d. Quality Assurance Surveillance Plan (QASP). The Government will provide a draft

QASP reflecting the applicable Objectives, Standard(s), Acceptable Levels of Performance

(ALPs), Positive/Negative Incentives and Surveillance Method in accordance with Appendix C of the GSM-O PWS (HC1028-11-D-XXXX; Attachment1). The QASP will be negotiated and finalized prior to award of the TO.

e. Milestones/Payment Schedule. In accordance with HC1028-11-D-XXXX, Paragraph

G4-Monthly Payment Schedule, the Government will provide a Milestones/Payment Schedule with due dates for deliverables and a schedule of payments based upon receipt of accepted/approved deliverables.

f. Cost/Price Proposals. A written cost proposal in MS-Excel spreadsheet format will always be required. This part of the proposal shall include detailed cost/price amounts of all resources required to accomplish the task, (i.e. labor hours, rates, travel, incidental equipment, etc.). The level of detail required shall be primarily based on the contract type planned for use, as further discussed below.

(1) Firm Fixed Price (FFP). The proposal shall identify labor categories, labor rates, and the number of hours required for performance of the task. The proposal must identify and justify use of all non-labor cost elements. It must also identify any GFE and/or GFI required for task performance. If travel is specified in the TO PWS/SOO, the Government will establish a not-to-exceed value for travel. Travel to certain locations may require pre-coordination activities;

therefore, the Contractor shall obtain approval to travel from the TM.

(2) Fixed Price with Incentive (FPI), Cost Plus Fixed Fee (CPFF) or Cost Plus Incentive

Fee (CPIF). Cost proposals will be required for Fixed Price with Incentive or cost-reimbursement type task orders. Cost/price proposals shall include, as a minimum, a complete

Work Breakdown Structure (WBS), which coincides with the detailed technical approach; and provides proposed labor categories, hours, wage rates, direct/indirect rates, ODCs and fee. Cost-reimbursement proposals shall be submitted in accordance with FAR 52.215-20 - Requirements for Cost or Pricing Data or Information Other Than Cost or Pricing Data. Note: When incentives are provided for both, better performance and for constraining cost, the Government will establish maximum objectives for both performance and cost.

(3) Other Relevant Information. This information shall always be in writing and shall address other relevant information as required by the contract or requested by the TO proposal request. The Contractor shall assume all costs in preparation of proposals for task order awards as an indirect charge. The Government will not reimburse the Contractor for proposal preparation as a direct charge.

(4) Other Direct Costs (ODCs). All ODCs in excess of the Government’s competitive threshold of $2,500.00 that are proposed by the Contractor to satisfy the TO shall be competed where practicable, and take into consideration required subcontracting goals. In order to meet the Government’s competition requirements, the Contractor shall solicit price and delivery terms from at least three subcontractors, and select the one that best meets the Government’s needs as stated in the task order PWS/SOO. The cost/price proposal shall include all copies of quotes received for each proposed item. If a particular material or service can only be provided by one source, the Contractor shall submit the following documentation:

(i) A sole source justification must be included in the cost/price proposal.

(ii) Cost or pricing data when required by FAR Part 15; and

(iii) An explanation of how the Contractor determined the prices to be fair and reasonable.

g. Clarification of Proposals. The proposals will be reviewed to ascertain the Contractor's understanding of the technical requirements, as reflected in the PWS/ SOO. If necessary, during the evaluation of a proposal, the Government may contact the Contractor with questions concerning its proposal. Upon completion of evaluation and satisfactory negotiations, the

Contracting Officer will issue a task order to the Contractor.

h. Resolution of Issues. In the event issues pertaining to a proposed task cannot be resolved to the satisfaction of the Contracting Officer, the Contracting Officer reserves the right to withdraw and cancel the proposed task. In such event, the Contractor shall be notified in writing of the Contracting Officer’s decision. This decision is final and conclusive and shall not be subject to the “Disputes” clause or the “Contract Disputes Act.”

3. Task Order Issuance. Task orders may be issued by e-mail, regular mail or facsimile using a

DD Form 1155, Order for Supplies and Services.

4. Unauthorized Work. The Contractor is not authorized at any time to commence task order performance prior to issuance of a signed TO or other written approval provided by the

CONTRACTING OFFICER to begin work.

5. Task Funding Restrictions. No unfunded tasks are allowed.

6. All TOs issued against this contract will be funded at the Contract Line Item Number (CLIN) for ease in administration.

7. The contract period of performance (POP); to include any option period(s) will stated on each task order.

8. The designation of a Contracting Officer’s Representative, (COR), Task Monitor (TM), Quality Assurance Representative (QAR) and /or similar will be provided with each task order.

9. Ship To Addresses or Service Locations will be defined in each Task Order issued against this contract.

10. Limitations. This contract is primarily for technical support services; however, material/equipment not priced in Section B may be required. All material/equipment purchased must be incidental to the overall service being provided on the individual task order.