Attachment_34_-_Technical_Instruction_Manual.pdf

Technical Instruction Manual

1.0 General: (Overview)

The Technical Instruction (TI) is a contract instrument employed to precisely detail all maintenance actions and material to be used by the contractor, in a performance based contract environment, in the accomplishment of the Statement of Objectives (SOO). Figure 1 shows how the AFMSA maintenance plan is to function. The AFMSA maintenance plan deals with multiple types of TIs in the delivery of maintenance services to AFMSA Medical Treatment Facilities.

Figure 1- AFMSA Maintenance Plan

The SOO is generated by the Government client and provided to the contractor through the "TI process". The contractor is free to use any contractor resources to accomplish the SOO. The contractor is required to develop a detailed Statement of Work (SOW) including all materials proposed to accomplish the SOO. The contractor is required to propose the labor categories and the quoted hours to be expended in accomplishing the SOO.

The Government will review the contractor's completed proposal for price reasonableness and any potential facility impact. Any items of the proposal deemed unreasonable are negotiated and resolved.

Implementation of the proposed solution occurs after all necessary approvals are received and the

Contracting Officer (CO) or Contracting Officer's representative (COR) has issued a verbal or written notice to proceed. This is the point that the document used for identifying the requirement and solution officially becomes a "TI".

TI closeout is accomplished after the Government has acknowledged acceptance, the contractor has invoiced, the Government has paid the invoice, all unsettled issues have been resolved and the CO has entered a TI Closed Memorandum (TCM) in the contract file.

2.0 Procedures

2.1 SOO Generation: The government is to describe the desired objective in measurable outcomes rather than directed performance. The client, either the AFMSA SRM /PM or approved COR at the MTF develop a statement of objectives. The format of the statement of objectives is dependent upon the discipline intended to perform the task. A sample SOO template can be viewed in Section 4.0.

The COR at the MTF is authorized a micro purchase authority of $2,500.00 per TI.

The SOO expresses the basic, top-level objectives of the delivery order and is provided in the Request for Proposal (RFP) in lieu of a government-written Statement of Work (SOW). This approach gives potential Offerors the flexibility to develop cost effective solutions with the opportunity to propose innovative alternatives that meet those objectives. The SOO reduces the inherent instructions to

Offerors regarding "how to" accomplish the procured work typically found in the Statement of Work.

The SOO need only define the objective, i.e. fix the water leak in the bathroom, Refrigeration unit 4 in rack 1 is noisy or the temperature in display case 1 is 54 degrees. The SOO can be a short paragraph or a multiple page multi-objective series of requirements all linked to the required outcome(s). The main point is that the SOO gives the contractor latitude in designing the solution – a desired feature of performance-based contracting. The more confining an SOO is, the less latitude it gives the contractor in determining how best to do it. An example of what not to do follows:

Background: the floor of a garage is heaving and affecting the ability of the garage door to close and seal.

Approach 1 - have contractor replace concrete floor so as to ensure proper door closure, (ultimate cost

$2,500.00).

Approach 2 - have contractor repair floor to enable a proper door seal, (ultimate cost $900.00).

Explanation: in approach 1 the government directed the contractor, who complied and replaced the floor. The job took 3 days and impacted egress and ingress. The second approach enabled the contractor to get at the root cause of the problem, construction material settling under the slab. The solution chosen was to pump material back under the slab reestablishing the original construction finish.

2.2 Technical Instruction Organization:

Once the SOO is completed, the AFMSA COR forwards the completed SOO to the contractor help desk. The contractor develops the TI number which is the site number, hyphen alphabetical code for TI type and the Reference ID (RID) number. DMLSS work order number is retrieved from DMLSS system to be entered on the TI. (Note all yellow blocks need to be filled out. The ordinal reference is based on the ordinal reference template in section 3.1.4)

The technical instruction number is formatted as follows:

Site Designation Number - TI Type – TI Number

Site Designation number is a 2-3 digit numerical number ( example 01, 08, 110)

TI Type Code is either: EM = Emergency Maintenance

RM = Routine Maintenance

UM = Urgent Maintenance

RR = Repair & Replacement

Contractor Code is a four digit code (example 0134, 5674) the contractor coding is to enable the contractor to track the work based on the contractor organization.

DMLSS number

The purpose of these codes is to code all necessary maintenance and repair information in to each TI so that the government and contractor can track part failure rates, parts cost, site, subsystem and a host of other important logistic and financial information.

The assigning of numbers will occur in the following phases:

The Ordering Agency will assign the site number, TI type and DMLSS number.

The contractor will assign the TI number.

2.2.1 Document Population:

The following step by step procedure is to be used by the contractor Help Desk representative to create the new TI form:

Item A4 : Use the dropdown to enter the type of call; Emergency, Urgent, Routine or

Repair/Replacement. (note a Red arrow has been placed on the ordinal reference template to designate the location)

Item C4; Enter the site location.

Item G4; Enter the RID number.

Item K4; Enter the DMLSS number.

Item K5; Enter the dispatcher's initials

Item A17; The SOO will likely be provided in an e-mail from the Sustainment Restoration

Manager/Portfolio Manager, COR at the MTF, or submitted to GSA contracting (see attachment 4.4).

Note in the first sample sheet (Yellow Highlighted area) that the engineer has very concisely stated the objective, giving the contractor maximum leeway to accomplish the objective. Note also, later in the same e-mail the same engineer has restricted the contractor's leeway by further detailing the objective in a TI, also highlighted in yellow.

Item H17; Enter the specific tasks (Statement of work (SOW)) to be performed in the maintenance process.

Item C19 & H19; Enter the estimated start and end dates of the work to be performed ( mainly used for work lasting more than a day)

Item J20; Enter the total dollar amount of the repair.

Item B22; Enter the name of the Government official authorizing the TI.

Item J22 & J23; Enter the requested date and the date the authorization was given.

Item F23 & J23; Enter the subcontractor or technicians name & telephone number who provided the hours and material information used to create the Firm Fixed Price Proposal.

Item G24; Enter the initials of the person creating the TI and seeking authorization.

Item K24; Enter the date in which the work was completed.

Item A26; Use the dropdown to select a trade for regular hourly rates.

Item A27; Use the dropdown to select a trade for overtime hourly rates.

Item A28 & A29; Enter manual labor trade entries.

Item A32, B32, and C32; enter material description, quantity and unit dollars.

Items A45 & A49; The contractor forwards the completed TI to the COR who for orders at or below the $2,500 micro purchase threshold completes the technical analysis, if favorable, the COR signs Item A45 confirming the TA was completed and is recommended. Item A49 is then signed as the

COR authorizing the TI. Orders above $2,500 require Contracting Officer approval after COR signature of Item A45 and are forwarded to the GSA Contracting Office for approval.

(Note 1 all remaining sections will auto populate in Block C).

(Note 2 the DD250 will auto populate from the data entered on the TI).

2.2.2 Spreadsheet Attached DD250

The spreadsheet attached DD250 auto populates once the TI is developed. The COR can download the

DD250 once acceptance has occurred. Remember that the signing of a DD250 only acknowledges that the contractor has completed a task. The quality of the services provided is handled through the

Quality Assurance Surveillance process with the Quality Surveillance Representative (QSR) tally sheets. (Note: TI and DD250 must be signed by two different people – one who approves a TI cannot approve DD250 on same work order)

2.3 Contractor Processing:

Contractor processing will be broken into two distinct maintenance types (Emergency and

Unscheduled). The contractor shall provide helpdesk services to properly categorize and record service requests. The help desk shall accumulate routine service requests for each site, in preparation for the next maintenance opportunity at that site. The next maintenance opportunity is defined as the next priority maintenance request or preventative maintenance visit at that site (NLT 7 days). The contractor, for unscheduled maintenance above the $2,500 threshold, upon receipt of an SOO in TI format from the

CS, commences the proposal process. Initially the contractor will dispatch personnel to the site to confirm the objective. E-mail traffic and telephone communication between the SRM and contractor are normal and encouraged during this process. The contractor will complete the initial TI proposal. The technical details in Items 6, 7, 8 & 9 are central to the COTR's technical analysis and the CO's price reasonableness analysis. The Contractor shall list all labor groups and materials to be used in the maintenance action. The contractor is required to note both the Unit Price Book (UPB) rates and any deviation from the RS Means Standard. The CS is responsible for insuring adequate detail is supplied before releasing the contractor completed TI to the SRM for technical analysis and the SRMs final acceptance recommendation and ultimately approval.

2.3.1 Contract Maintenance Manager:

The Contract Maintenance Manager (CMM) is responsible for receiving client requests 24/7, triaging requests to determine proper maintenance type classification and follow-up request processing. All

Routine and Priority requests shall be scheduled within 24 hours of a maintenance request and CMM should provide to the request originator a schedule date and time window when maintenance services will be provided to enable the Medical Treatment Facility to arrange for contractor access. The CMM shall provide a monthly TI list for site COR and to the assigned SRM/PM.

2.3.2 Unscheduled Routine Maintenance Requests:

The contractor shall process routine maintenance requests as follows:

Group all like maintenance types i.e. electrical, plumbing, refrigeration, etc.

Provide a schedule date for diagnostic, Not Later Than (NLT) 7 days from receipt of maintenance request.

Develop, after diagnosis, a TI addressing the request and forward document to maintenance requestor for approval.

All subcontractor quotations shall be broken down by labor and materials.

Grouped maintenance types shall be dispatched in economical groupings but no case less than 7 days after receipt of maintenance request.

Routine maintenance requests resolved during diagnosis shall be submitted to the COR if $2,500 or less or to the Contracting Officer if above $2,500 for immediate approval and shall bear the words

"Repaired during Diagnosis".

2.3.3 Unscheduled Priority Maintenance Requests:

Priority maintenance requests are broken into two sub-categories.

2.3.3.1 Unscheduled Priority Maintenance Requests (Standard):

The contractor shall process priority maintenance requests by 12:00 noon of the next working day. The contractor shall work regular hours until the maintenance repair task has been successfully accomplished. No overtime is authorized for priority maintenance requests.

2.3.3.2 Unscheduled Priority Maintenance Requests (Special):

If during a priority unscheduled maintenance request, it is determined by the COR to be in the best interest of the Government to have the contractor complete the priority unscheduled maintenance task immediately, the COR may verbally authorize the repair as long as the following conditions are met:

The original unscheduled maintenance objective was designated as priority.

The technician is on site at the Medical Treatment Facility and requires no additional tools or parts to complete the maintenance objective.

The proposed quick fix will absolutely solve the problem.

The immediate implementation of the proposed fix will save the Government money over the normal implementation of the priority work process.

The assigned field engineer concurs.

2.3.4 Emergency Maintenance Requests:

2.3.4.1 Class I Emergency Maintenance Requests (TIs at or less than $2,500):

The contractor shall respond to Class I Emergency Maintenance requests within 15 minutes during normal duty and within 1 hour in outside normal duty hours of request receipt. Class I Emergency requests are originated by on-site CORs or AFMSA SRM/PM assigned to the Medical Treatment

Facility. The contractor is to troubleshoot the problem and present a verbal FFP quote to the on-site

COR, who will, if it is within COR’s micro-purchase authority limit of $2,500, verbally authorize the repair. The contractor shall provide a completed TI including the FFP quote to the CO/COR not later than (NLT) 48 hours after the verbal was issued.

2.3.4.2 Class II Emergency Maintenance Requests (TIs more than $2,500):

The contractor shall process Class II Emergency Maintenance requests within 15 minutes during normal duty and within 1 hour in outside normal duty hours of request receipt. Class II Emergency requests are originated by on-site CORs or AFMSA SRM/PM assigned to the Medical Treatment Facility. The contractor is to troubleshoot the problem and present a verbal FFP quote to the on-site COR, who will contact the appropriate official for approval. The verbal authorization for a Class II Emergency request will come from a CO only. No COR or other Government official is authorized to commit the

Government for emergencies above $2,500 in price. The contractor shall provide a completed TI including the FFP quote to the CO /COR not later than (NLT) 48 hours after the verbal was issued.

2.3.4.2 Emergency Maintenance Requests Procedures:

For detailed instruction of Class I and Class II emergency maintenance request, please see IDIQ attachment 28: Emergency Ordering Procedures

2.4 Government Processing:

2.4.1 Unscheduled TI (s)

2.4.1.1 Contracting Office:

The contracting office receives completed unsigned TIs requests for unscheduled maintenance requests over the $2,500 level and completed approved TI documentation for TIs at or below the $2,500 threshold.

2.4.1.1.1 Contracting Office: (TIs at or below $2,500)

The COR upon written approval of TIs at or below $2,500 shall provide completed TI documentation to the contracting office the same day (except for unscheduled special Priority Calls, see section 2.3.3.2).

The documentation shall include a completed technical analysis form per Section 3.2 of this manual.

The documentation required by Section 2.3.2 will include a fair and reasonable determination for all unscheduled TIs approved by the COR. Special Priority Calls shall be processed in the same manner as emergency calls.

2.4.1.1.2 Contracting Office: (TIs above $2,500)

The CS upon receipt of the SOO will initially work with the CO, AFMSA SRM and contractor to correctly designate the TI type. (Note, in some cases, this is the point where the actual incidental construction decision is made)

The CS upon receipt of the contractor's TI proposal will confirm in Item 9 that the contractor has entered the proper UPB rates. The CS also forwards the TI to the field engineer for formal technical analysis. Once approved, the TI and TA are e-mailed by the field engineer back to the contracting office. The CS sends the client approved TI to the contractor for review and final contractor pricing (if necessary).

Upon receipt by the CS of the contractor proposal (revised if applicable), the CS presents to the CO both the client/contractor reviewed TI and the SRM's TA. The CO then completes a Price

Reasonableness Determination. The CS next works with the contracting office team to begin processing of a formal Task Order Mod to accommodate the TI. Further funding, if needed, is coordinated with the

PM, SRM and AFMSA Chief of Sustainment.

The CS coordinates with the CO an addition to the next task order modification. The task order modification is supported by a Memorandum for Record (MFR) that includes the TI(s) awarded. Upon execution of the modification, the CO issues a notice to proceed to the contractor and copies AFMSA

(for emergency TIs, the processing of invoices cannot occur until the TI has been definitized).

Once work is complete and invoiced, the contracting office team confirms the DD250(s) are in order, all attached support documents are in order and that no Contract Discrepancy Reports (CDRs) are outstanding against the invoice. The PM obtains CO approval and enters the approval into ITSS. Upon confirmation that the contractor has been paid, and no outstanding issues remain unresolved, the CS completes the TI Closeout Checklist (see section 3.5.1), advises the CO who completes a TI Closeout

Memorandum (See section 3.5.2) for the contract file, and advises the contracting office team of the closeout and files all TI contract documents.

2.4.1.2 Client Office:

The client office receives unscheduled maintenance TIs in the following manner. Completed copies of

COR approved TIs valued at or less than $2,500 and contractor TI proposals in response to SOO for TIs valued above $2,500. The client office also receives a copy of all fully processed TIs.

2.4.1.2.1 Client Office: (TIs at or below $2,500)

The client office allows all unscheduled maintenance at or below $2,500 to be addressed at each

Medical Treatment Facility. The on-site COR, in assuming the procurement role, must acknowledge all authorizations by e-mail to the contracting office, log the verbal authorizations or written authorizations in the COR's personnel log and file all received e-mail copies of the COR's authorized TIs. The COR is required to provide an e-mail to the contracting office the same day a TI authorization is issued. The e-mail documentation is provided to the administrative Contract Specialist assigned at contracting office.

Special Priority Maintenance calls shall be processed as emergency calls (see section 2.3.3.2)

2.4.1.2.2 Client Office: (TIs above $2,500)

The field engineer, upon receipt of the contractor TI proposal, conducts a Technical Analysis (TA) [See

Technical Analysis Template in section 3.2], and writes the field engineer's recommendation to the CO.

The field engineer can request contractor changes in the TI proposal. All change requests are coordinated through the contracting office and the assigned CS. The technical analysis shall include field engineering verification of all contractor labor hours and material dollars against either the field engineer's historical data or the RS Means Standard (See section 4.2). The field needs to justify all variances in estimated hours and material pricing. Justifications should be documented in the

Recommendation Section of the TA form. The field engineer can attach supporting market research to justify the TA recommendation. Upon approval / disapproval, the field engineer e-mails the signed TI and TA to the contracting office. (Orders above the $25,000 level require the additional signature of the

Chief of Sustainment)

2.4.2 Emergency TI (s)

2.4.2.1 Contracting Office:

The contracting office receives emergency TI detail from the COR within 35 hours for Class I emergencies and 45 hours for Class II emergencies and FFP quote TI from contractor within 48 hours.

The assigned CS receives completed emergency TIs from the contractor and CORs. TIs are approved based on dollar value. TIs valued at $2,500 or less are approved at the COR level. TIs valued above the

$2,500 level are approved by the CO. Once approved, the CS presents the completed emergency TI to the CO for final definitization. The CS distributes a signed copy of the approved emergency TI to the contractor, COR( for the COR files), the contract file, appropriate field engineer and the AFMSA Chief of Sustainment.

2.4.2.2 Client Office:

2.4.2.2.1 Client Office: (TIs at or below $2,500)

The on-site COR that initiates a TI will follow through with the processing of each TI they initiate. The client office (AFMSA Sustainment) is normally not directly involved in the processing of a Class I

Emergency TI (< $2,500). The on-site COR has approval responsibility for all Class I Emergency actions. The client office is provided a copy by the contracting office of the processed TI for failure parts tracking and is available to assist the CORs if required.

2.4.2.2.2 Client Office: (TIs above $2,500)

The COR or SRM/PM will initiate SOOs at values above $2,500 and will follow through with processing of each resulting TI they initiate. Client office (AFMSA SRM/PMs) will be directly involved in the processing of a Class II Emergency TIs by completing the task analysis.

2.5 Analysis

2.5.1 Incidental Construction:

The CO performs a Determination and Findings (D&F) to determine if the CS's designation that a TI is classified as Repair and Alteration (R&A) rises above the incidental construction threshold of 20%.

R&A TIs rising above the 20% incidental construction threshold are de-numbered and referred to the

One GSA Officer for construction processing. The D&F process is divided into two separate parts. Part

1, initial determination is conducted prior to release of the TI to the contractor. Part 2, final determination is completed after receipt by the CS of the contractors completed TI with SOW detail

(Items 6).

2.5.2 Fair and Reasonableness Determination: (TIs above $2,500) The CO performs the Fair and Reasonableness after the client organization has completed the technical analysis and approved the TI. The CO can rely on the client organization's completed technical analysis

& recommendation and the fact that the client organization is the subject matter expert for the Pilot task order. The CO need only confirm that the contractor has used the correct UPB rates for labor hours, material handling rates and the correct local coefficient and that the task analysis recommendation supports the CO final determination. TIs at or below the $2,500 level are analyzed and determined to be fair and reasonable by the COR at the Medical Treatment Facility where the authorization is being provided.

2.5.3 Emergency TI (s)

The analysis of price and labor reasonableness for an emergency TI relies totally on the COR in the field. The CORs are the subject matter experts and are in the best position to recommend, based on historical experience and observed work performed, the price and labor acceptability of an emergency quotation. Time in emergency cases does not allow for in-depth analysis. The fact that a COR has declared a maintenance issue rises to the level of emergency requires that the Government use the historical experience of the COTR to establish price and labor reasonableness. AFMSA SRMs are always available by phone to assist with fair and reasonable recommendations.

2.6 Approvals:

2.6.1 Unscheduled Maintenance TI (s)

2.6.1.1 Client:

The client, as the subject matter expert, is responsible for determining the contractor's verbal Firm

Fixed Price (FFP) Quotes and TI submissions are technically sufficient to accomplish the SOO requirement. The client is also responsible for determining that the labor proposed, material proposed, and SOW are consistent with the RS Means Standard and /or historical data and will likely result in a successful outcome. The client's signature(s) are confirming the above is true.

2.6.1.1.1 Contracting Officer's Representative (COR):

The CO's Representative (COR) is responsible for the authorization of all emergencies and unscheduled

TIs generated at individual sites valued < $2,500. Each site will have up to three appointed CORs. The

COR's authority only extends to emergency orders and/or unscheduled TIs that are valued $2,500 or less. The CORs possess no authority beyond this micro purchase authority. All remaining contract authority resides with the CO. The COR may only authorize FFP maintenance services valued at or below $2,500, under this task order.

2.6.1.1.2 AFMSA Chief of Sustainment:

The AFMSA Chief of Sustainment can authorize up to $2,500 of emergency and unscheduled TI maintenance repairs. The AFMSA Chief of Sustainment possess no procurement authority beyond this micro purchase authority. All remaining contract purchasing authority resides only with the CO. The AFMSA Chief of Sustainment may only authorize FFP maintenance services, at or below $2,500 under this task order.

2.6.1.2 Contractor:

The contractor is, with his/her signature on the TI, confirming that the contractor will perform the TI

SOO in the manner described in items 6 and for the firm fixed price stated in Item 9. The contractor may only perform FFP maintenance services under this task order.

2.6.1.3 Contracting Officer:

The CO is, with his/her signature on the TI, confirming that The TI as presented has fair and reasonable pricing and is IAW FAR/DFAR and in the best interest of AFMSA Medical Treatment Facility, patrons, and the US Government. The CO may only authorize FFP maintenance services under this task order.

2.6.2 Emergency Maintenance TI (s)

2.6.2.1 Client:

The client, as the subject matter expert is responsible for the emergency determination and initiation of the emergency declaration to the contractor's call center to request Class I Emergency services up to

$2,500.00. The client (COR) arranges for contractor base access to perform emergency services, reviews contractor's quote for price and labor reasonableness based upon observed work performed, and provides a recommendation to the CO for acceptance or rejection of the contractor’s pricing for all emergency TIs.

2.6.2.2 Contractor:

The contractor immediately responds to the emergency request from the authorized COR, within the contract time limits and performs services not to exceed $2,500.00 to resolve the emergency situation.

If it becomes apparent that the emergency services will exceed $2,500.00, the contractor and/or COR immediately calls the CO to obtain further direction as a Class II Emergency prior to exceeding the

$2,500.00 authority of the COR. The contractor, upon receipt of the verbal service request, supplies a technician at the work site within the required timeframe, troubleshoots the maintenance problem, and provides an a FFP TI for approval.

2.6.2.3 Contracting Officer:

The CO receives an emergency call from the COR or SRM/PM for a Class II Emergency (cost over

$2,500.00), receives the following detail about the emergency maintenance action:

What needs repair

Status of associated backup equipment

Explanation of why this maintenance action rises to the emergency level

Verbal FFP quotation from contractor.

Recommendation from the COR on Price and Labor Reasonableness.

The CO provides a verbal authorizing the emergency action at the FFP quotation price, advises the COR of the detailed response requirement

2.7.0 TI Implementation:

2.7.1 Contracting Office: (TIs above $2,500)

The Contracting Officer implements the TI by issuing a notice to proceed, once the TI has been incorporated in a modification, and the modification has been awarded and bilaterally signed. The contracting office is required to notify the Medical Treatment Facility affected, the contractor, and the field engineer upon notice to proceed.

2.7.2 Contracting Officer's Representative: (TIs at or below $2,500) The COR, after notification from the CS, that the CO has definitized the TI advises the contractor by e-mail, that the CO has approved the TI for implementation. The COR is responsible for scheduling of the maintenance activity at the Medical Treatment Facility site.

2.7.3 Contractor:

For all TIs other than Emergency and Special Priority the contractor upon receipt of Notice to Proceed, immediately contacts the affected Medical Treatment Facility and/or the assigned SRM and schedules the start of work. The contractor advises the affected Medical Treatment Facility and SRM of any changes in the planned repair schedule. Once the SOO has been completed the contractor is to produce for signature by the Quality Surveillance representative (QSR) / COR a completed DD250. The contractor is to attach the COR signed DD250 to the TI invoice, to be submitted electronically to GSA's designated finance center.

2.7.4 Client:

The COR, upon Notice to Proceed, will advise the affected Medical Treatment Facility , the QSR, and the assigned SRM (if not the COR).

2.8 Ordering Procedures: (See Section 4.5)

The CO and CO's Representative (COR) are the only warranted government representatives authorized under this task order to commit the government for items exceeding $2,500.00. The COR possesses limited delegated authority to issue verbal authorizations within the Micro Purchase threshold.

The CO's Representative (COR) duties include monitoring of contractor technical performance for the client agency, the initiation of maintenance service requests and supporting the GSA CO. The COR's have no express or apparent authority under the task order to make commitments for the government, or to authorize changes to any task order terms and conditions.

All service orders shall be within the scope of this task order and are to be placed using only the following ordering procedures. Failure to follow these procedures may result in an unauthorized commitment and be subject to the ratification process.

The AFMSA Enterprise Medical Treatment Facility IDIQ’s and Task Orders break services down into four basic levels as follows:

Preventative Maintenance Services

Emergency Maintenance Services

Unscheduled Maintenance Services

Repair and Alteration Services

Preventative Maintenance Services:

There are no ordering procedures for Preventative Maintenance; these services are set by contract and not subject to "ordering".

2.9 TI Closeouts:

The Region 8 Closeout Procedure for Firm Fixed Priced technical instructions is written to comply with the requirements of FAR 4.804-1(a)(1)&(2) "Close-out by the office administering the contract". The contract file will be updated according to the requirements as stated in FAR 4.804-5 "Procedures for closing out contract files". This procedure also complies with GSAM 504.804-5 "Detailed procedures for closing out contract files and the requirements of DFAR 204.80-2" “Close-out by the office administering the contract" and DFAR 204.805 "Disposal of contract files".

Close-out procedures for Firm Fixed Priced TIs are to commence when the CO receives evidence of

Government acceptance and final payment. Firm Fixed Priced TIs above the simplified acquisition threshold ($100,000) should be closed within six (6) months after the date that the CO receives evidence of receipt of Government acceptance and final payment.

The following series of steps must be completed before any order is considered closed:

1. Verify all interim or disallowed costs are settled.

2. Confirm all subcontracts are settled by the Prime.

3. Complete MFR order close-out (Ref. Template 3.5.2).

4. Complete GSA Region 8 TI Close-out Checklist (Ref. Template 3.5.1).

5. Place all completed/CO signed closeout forms in the contract file.

6. Mark the TI contract file "TI IS CLOSED" and "RETAIN UNTIL month, day, year", the actual date being 6 years and 3 months from the present date at the time of closure.

3.0 Templates

3.1 Technical Instructions

3.1.1 Technical Instruction Template:

3.1.2 Technical Instruction DD250 Template:

3.2 Technical Analysis Template:

3.3 Statement of Objectives (SOO):

Statement of Objectives (SOO) Preparation

Guide

1. INTRODUCTION:

This document provides guidance in the preparation of a Statement of Objectives (SOO) for the

Management Information Systems Technical Support (MISTS) program. This document complements the DoD Handbook for Preparation of Statement of Work, MIL-HDBK-245D, 20 Feb 1996. It also addresses relationships and compatibility of the SOO with other Request For Proposal (RFP) elements.

This guide is not meant to be a checklist. It contains guidance only, there are no requirements established by the document.

The SOO is a Government prepared document incorporated into the RFP that states the overall solicitation objectives. It can be used in those solicitations where the intent is to provide the maximum flexibility to each offeror to propose an innovative development approach. Offerors use the RFP, product performance requirements, and SOO as a basis for preparing their proposals including a SOW and CDRL.

2. PURPOSE:

The SOO expresses the basic, top-level objectives of the delivery order and is provided in the Request for Proposal (RFP) in lieu of a government-written Statement of Work (SOW). This approach gives potential Offerors the flexibility to develop cost effective solutions with the opportunity to propose innovative alternatives that meet those objectives. The SOO reduces the inherent instructions to

Offerors regarding "how to" accomplish the procured work typically found in the Statement of Work.

3. APPROACH:

The preferred approach is for the government to include a brief (2 to 4 pages) SOO in the RFP and request that the offerors provide a SOW in their proposal. The SOO is included as an attachment to the

RFP, typically appended to section L. The SOO does not become part of the contract.

4. PROCESS:

http://www.hanscom.af.mil/MISTSII/sooindex.htm (1 of 4) [10/17/2001 12:13:14 PM]

SOO Preparation Guide The following steps provide the conceptual process for developing the SOO.

Step I. The site RFP team develops a set of objectives compatible with the overall program direction including the following:

l the user (s) basic requirements for service l draft technical requirements (system spec), and l a draft WBS and dictionary.

Step II. Once the program objectives are defined, they will need to be distilled or focused to arrive at the SOO addresses product oriented goals, rather than performance oriented requirements. As a goal, the SOO should not exceed 4 pages, longer documents may be providing too much detail.

5. CONTENT:

SOO content depends both on the type of services and on the program phase. It is possible that a

"mature" program, such as a software product which is the maintenance phase, could require slightly more detail in the SOO to properly integrate with other software program under development or operation. In any case, the key is to keep the document short and concise. The SOO should not address each WBS element, but each WBS element should be traceable to do something in the SOO. For example, a SOO may instruct the bidder to address his engineering approach. That is not a particular WBS element, but several WBS elements might be created to breakout the engineering tasks. Try not to group all WBS elements in the same objective.

MISTS users will get the best service and competition will be maintained if dissimilar objectives are submitted on separate SOOs for bidding by the contractors.

6. RFP RELATIONSHIPS:

6.1 SECTION L:

Section L of the RFP must include instructions to the offeror that require using the SOO to construct and submit a SOO. Suggested Section L wording follows:

The Statement of Objectives (SOO), included as (site location in the RFP), provides the Government’s overall objectives, and the Offeror’s required support to achieve those objectives. The offeror shall use the SOO, together with other applicable portions of the RFP as a basis for preparing a proposed statement of work (SOW). The specific efforts defined in the SOW shall be structured according to the

Contract Work Breakdown Structure (CWBS) and traceable to the SOO. The SOW shall be submitted as part of the proposal and will become an attachment to the contract at award.

The offeror’s SOW shall include appropriate compliance and reference documents. The documents that are included shall be listed in a fashion sufficient to properly identify the revision that will be used, and shall include appropriate tailoring. The offeror shall comply with all requirements contained in compliance documents, as tailored. The offeror shall obtain information from reference documents as tailored, but is not required to comply with any requirement contained in a reference document.

As a minimum, the SOW shall include the compliance documents listed in the RFP, including tailoring.

The offeror may propose additional compliance documents, provided such documents are existing, or propose Government or industry specifications or standards.

The offeror’s SOW shall also include data requirements in the form of a Contract Data Requirement

List (CDRL), including appropriately tailored data item description (DID) references. As a minimum, the SOW shall include the CDRL and DID requirements specified in the RFP. The offeror may include additional data requirements. All data requirements shall be http://www.hanscom.af.mil/MISTSII/sooindex.htm (2 of 4) [10/17/2001 12:13:14 PM] SOO

Preparation Guide traceable to specific tasks defined in the SOW. Each specific data requirement shall be specified using the DD Form 1423-1.

Contract Data Requirements List. The successful offeror shall submit data in accordance with the information specified in the

DD Form 1423-1.

6.2 SECTION M:

When writing Section M evaluation criteria, the program office should include sufficient criteria for evaluating the offeror’s ability to reflect the objectives of the SOO in the resulting proposal (i.e., SOW, Integrated Master Plan (IMP), CWBS, etc.).

Since the concept of asking the contractor to propose a SOW without strict guidance is new, the government’s intention to evaluate the proposed SOW should be stressed in Sections L and M.

7. TEMPLATE FOR WRITING A STATEMENT OF OBJECTIVES (SOO):

Program Objectives - Define Objectives of Program on a global scope:

· multi phased program

· one program, multi-contractor

· one phase contract

Data Source: Minutes from Roundtable(s) and ASP

Sample 1: The objective of the Evolved Expendable Launch Vehicle (EELV) program is to design and develop a spacelift system, evolved from current launch vehicle systems or major subsystems thereof, in accordance with the EELV System Performance

Document (SPD) requirements. This spacelift system will reserve or improve reliability, maintainability, and operability and reduce cost over current systems.

Sample 2 - The objective of the Space Based Infra-red System (SBIRS) is to procure an integrated, cost-effective, flexible system that will meet United States infrared space surveillance needs through the next two to three decades.

Management Objectives

Describe the management objectives for the overall program or for each of the contract phases as appropriate.

The following is an example of a facilities maintenance SOO for electrical services:

In order to provide the additional circuits needed to support the PKI program, DISA would like to ask for the following items to be priced for installation as soon as possible. The originally submitted requirements document was in some way distilled to a point that the work provided on TI #9 is insufficient to meet the workload's needs.

What we have from TI #9:

Six (6) power whips with L21-20R

Two (2) power whips with L6-30R

Three (3) SRG bonds

What we still require:

Eighteen (18) power whips with L21-20R, nine from each PDU

Ensure 13 racks are bonded together to provide SRG connection

Racks and MPDUs have been acquired separately. KoldLok brushed floor grommets have been acquired separately. Installation of the MPDUs and grommets is still needed.

We understand that a minimum number of circuits could technically provide enough power to support the workload, but have a requirement for individual (dedicated) power to each rack location. This is implied by section 26 60 00 of the Facility Standards. Optimizing to the point where we have to daisy-chain MPDUs together is economizing more than intended.

3.4 Statement of Work (SOW):

The contractor SOW should be a logical presentation of appropriate task beginning with removal of the failed equipment through the reinstallation and testing of the replacement equipment. Pay close attention that proper disposal is mentioned for all controlled materials. The following is an example of

The SOW response to the Section 3.3 example SOO for electrical facilities maintenance:

6. Specific Tasks:

The following tasks represent the total scope of the work to be accomplished under TI # 01-0009:

A. PROVIDE POWER FOR EACH RACK AS STATED BELOW:

AI12

One 90’ whips with L6-30R fed from PDU-12 (PROVIDED UNDER ORIGINAL TI#9)

One 60’ whips with L6-30R fed from PDU-37 (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished MPDU. (PROVIDED UNDER ORIGINAL TI#9)

One 1/0 bonding jumper to signal reference grid (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished KoldLok #2020 air block fitting. (PROVIDED UNDER ORIGINAL

TI#9)

AJ12

One 90’ whip with L21-20R fed from PDU-12 (PROVIDED UNDER ORIGINAL TI#9)

One 60’ whip with L21-20R fed from PDU-37 (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished MPDU. (PROVIDED UNDER ORIGINAL TI#9)

One 1/0 bonding jumper to signal reference grid (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished KoldLok #2020 air block fitting (PROVIDED UNDER ORIGINAL

AK12

One 60’ whip with L21-20R fed from PDU-37 (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished MPDU. (PROVIDED UNDER ORIGINAL TI#9)

One 1/0 bonding jumper to signal reference grid (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished KoldLok #2020 air block fitting (PROVIDED UNDER ORIGINAL

AL12

One 60’ whip with L21-20R fed from PDU-37 (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished MPDU. (PROVIDED UNDER ORIGINAL TI#9)

One 1/0 bonding jumper to signal reference grid (PROVIDED UNDER ORIGINAL TI#9)

Install one Government furnished KoldLok #2020 air block fitting

AM12

One 90’ whip with L21-20R fed from PDU-12

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU. (PROVIDED UNDER ORIGINAL TI#9)

AN12

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU. (PROVIDED UNDER ORIGINAL TI#9)

AO12

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

One 1/0 bonding jumper to signal reference grid

AJ15

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

AK15

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

AL15

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

AM15

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

AN15

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

AO15

One 60’ whip with L21-20R fed from PDU-37

Install one Government furnished MPDU.

One 1/0 bonding jumper to signal reference grid

Install one Government furnished KoldLok #2020 air block fitting

B. Provide and install two exit lights in room 145, to match existing.

C. Provide and install one PIR motion detector in room 145 and connect to facility security system.

GENERAL NOTES

1) Maintain a clean work area at all times. Clean area at conclusion of each day’s work.

2) All circuits are to be tested for continuity and for shorts in the presence of on-site DISA personnel prior to energization.

3) Cable assemblies to be color coded (green and yellow) as requested by the facility. If green and yellow raceways are not available in a timely manner, color coded tape at each end will be used.

4) All underfloor cabling will be kept below all low voltage cabling wherever possible. Where new cabling must cross above existing utilities there will be “bridges” (3/4” EMT supported from floor pedestals) built to suspend them above the utilities.

5) Stranded copper conductors will be used for all circuits. #10AWG will be used for all 20 amp and 30 amp circuits. #6 AWG will be used for all 60 amp circuits. #10 AWG will be used for the ground conductor of 20, 30, and 60 amp circuits as permitted in NFPA 70.

6) Power cables are to be assembled off-site and delivered to the site ready for installation.

3.5 TI Closeout Documentation:

3.5.1 TI Closeout Checklist:

Technical Instruction No: 23-XX-XXXX

Name of Contractor:

ACTION ITEMS N/A Yes No Notes

1. All Interim or Disallowed Costs for TI are settled

2. Subcontracts are settled by the Prime Contractor

3. Contractor’s Closing Statement is completed

4. Contractor’s Final Invoice has been submitted

5. CCR & EPLS Database review completed

6. Contract Funds Review completed; any Excess Funds to be Deobligated (GSAP, ITSS, IPRO & FM ready for closeout)

7. Final Invoice / Voucher paid / FSC completed

8. Deliverables received and accepted

9. Client Acceptance – Release Letter submitted

10. Contractor Acceptance – Release Letter submitted

11. Closeout Modification prepared

12. Closeout Memo for the Record (MFR) prepared

13. Disposition of Government Property

14. Please state if the documents were available for review: Order, Mods, SOW & Proposal – available

Other:

Name of Person Reviewing Task Order:

Date Checklist Completed:

Name & Signature of Contracting Officer:

Date Order Contract Closed:

Note: Bolded items are to be completed by CS/CO.

3.5.2 TI Closed Memorandum (TCM):

MEMORANDUM FOR RECORD

TECHNICAL INSTRUCTION CLOSEOUT

No.: XX-XX-XXXX

Modification No. N/A

Title:

Contracting Officer:

Date:

Change in Performance Time: Closeout

Change in Value: Closeout

1. Introduction. This Memorandum has been prepared to document the background resulting in the need to close the technical instruction.

2. Background. The above technical instruction was awarded XX/XX/XXX by GSA, FAS, Region 8 to provide maintenance services for Medical Treatment Facility XX to repair the XXXX Subsystem.

3. Current Procurement Situation. The repair has been completed, the contractor has invoiced, the Government has accepted the services and no unresolved issues remain.

4. The Modification: PS00001

Project Title: TI Title

Purpose of Modification: Technical Instruction Closeout

Adjustment in Price: The TI's firm fixed price remains unchanged.

Adjustment in Funds Reservation: The TI's funds reservation remains unchanged.

Adjustment in Period of Performance: The TI’s Period of Performance remains unchanged.

5. Authorities.

Modification Authority. The proposed closeout is to be executed by unilateral right granted to the office administering the

TI under FAR Subpart 4.804-1, Closeout by the office administering the contract.

Funding Availability. This closeout will not affect the agreement price or the funds reserved there under.

Contract and Modification Type. This is a firm fixed price hybrid task order. This action does not change the contract order type and remains as a firm fixed hybrid task order.

Price Reasonableness. The TI closeout is administrative and no price changes were made.

Determination of Responsibility. Pursuant to FAR Subpart 9.1, the determination of responsibility which was made at time of contract award is still applicable to this Contractor. This is based on the fact that (a) the contractor's performance has been satisfactory, (b) no new information exists which would lead us to the conclusion that they are not a responsible firm and (c) the contractor is not included in the current versions of the "List of Parties Excluded from Federal Procurement and

Non-procurement Programs," (confirmed by electronic search @ https://www.sam.gov/portal/sam; Database current as of current date (See attachment 01).

6. Recommendations.

Based on the foregoing, I recommend that approval be granted to execute closeout to TI no. XX-XX-XXX under task order 08RT0063 - GST0808BP0063. This modification will contain the price, Performance period and funding adjustments set forth in paragraph 4 above.

7. Approval.

Contracting Officer Date

4.0 ATTACHMENTS

4.1 Typical SOO E-Mail

4.2 COR Service Ordering Instructions

CLASS I EMERGENCY TECHNICAL INSTRUCTION

Authority:

Each duly appointed AMFSA Contracting Officer Representative (COR) has authority to verbally authorize emergency technical instructions (TI) up to $2,500.

EMERGENCY Conditions for Use: At least one of the following conditions must exist to declare an emergency:

• The potential for imminent loss of perishable goods if repair is not made to the subsystem.

• Failure to immediately repair will likely result in damage to Medical Treatment Facility.

• Failure to immediately repair will likely result in injury or death to customer or staff personnel.

COR Procedure: AFMSA COR initiates a service call to the Contract Maintenance Manager (CMM) or online through the contractor’s web-based administration system and provides following information:

Provide Medical Treatment Facility Name and Site #.

Give a brief description of the problem.

Is it Routine, Urgent, or an Emergency?

Technician arrives and checks in with you.

Technician diagnoses the problem.

Technician develops a Firm Fixed Price (FFP) Technical Instruction.

COR requesting Emergency Technical Instruction must review and either approve or disapprove (up to

$2,500), if approved the Contract Maintenance Manager has authorization to proceed with the repairs.

If generated Technical Instruction is over $2,500, then the TI is referred to the SRM/PM responsible for the Medical Treatment Facility for further analysis whom then requests

Contracting Office the Class II Emergency Technical Instruction process.

Responsibilities:

Contractor: Creates the Emergency TI after diagnosis, by completing all associated blocks required on

TI form to provide a complete description of the proposed effort to accomplish the statement of objectives. Contractor attaches DD250 to TI.