5d - Ordering Procedures - SIMPLIFIED - Amd 1.docx

HOLLOMAN MACC ORDERING PROCEDURES Attachment to MACC SOW 2, BTV FOPR Holloman MACC FOPR #X, Project Title Attachment 2 – Evaluation Methodology (SIMPLIFIED) and Criteria

SIMPLIFIED ORDERING PROCEDURE

Dated: 28 Sep 2023

Basis for Award, Proposal Submission Requirements, and Evaluation Areas & Criteria

1. Basis for Award. In accordance with FAR 16.505(b)(1)(ii) Fair Opportunity, the Contracting Officer may use these simplified procedures for selection of a MACC prime contractor to perform a task order without contacting all prime contractors when the award amount is expected to be less than the Simplified Acquisition Threshold ($250,000) if the Contracting Officer has information available to ensure that each awardee is provided a fair opportunity to be considered for each order. The competition requirements in FAR Part 6 and the policies in subpart 15.3 do not apply to this ordering process.

2. Overall Process:

a. Using the placement procedures below, the Government will review all MACC primes’ capabilities and select a MACC prime to negotiate the project.

b. The selected MACC prime will receive a Simplified Task Order Request for Proposal.

c. The selected MACC prime contractor will create its proposal and price it using the Unit Pricing Guide and the prime’s Coefficient.

d. Negotiations will take place, resulting in award of a Task Order or another outcome as described below.

3. Placement procedures.

a. General: The Government team (at a minimum Contracting and Civil Engineering representatives) shall:

i. Review the requirement package provided by the Government requirement owner

ii. Review the capabilities of all MACC prime contractors as presented in the original MACC proposals

iii. Review other aspects of the contracting environment such as current market conditions, availability of local subcontractors, current Government performance with respect to socio-economic goals, etc

iv. Not use any method that would not result in fair consideration being given to all awardees prior to placing each order (such as allocation or designation of any preferred awardee)

v. Tailor this procedure to each requirement

vi. Include this procedure in the (basic MACC) solicitation and contract

vii. Consider price or cost under each order as one of the factors in the selection decision

b. Evaluation factors.

i. Technical Capability

ii. Past Performance

iii. Contracting Environment

iv. Price

1. Technical Capability

a. Technical Capability as demonstrated in the original MACC proposal shall be reviewed and compared to the capabilities demanded by the requirement. If the original MACC proposal demonstrates a clear capability to perform the requirement, that MACC prime contractor shall receive a rating of “satisfactory”

2. Past Performance

a. The contractor’s performance on other MACC task orders shall be reviewed. MACC prime contractors with no task order awards on the current MACC shall receive a “neutral” rating. MACC prime contractors with “marginal” or “unsatisfactory” CPARs ratings on task order awards under the current MACC shall receive a “unsatisfactory” rating and be excluded from further consideration. MACC prime contractors with task orders under the current MACC that have performed satisfactorily or better shall receive a rating of “satisfactory”

3. Contracting Environment

a. Each MACC prime contractor’s current MACC task order load will be assessed. If a prime contractor currently has three or less MACC task orders underway, it reduces performance risk so it the MACC prime contractor will receive an “Extra benefit to the Government” ratingvalue rating of 10%

b. The requirement will be reviewed for materials or equipment items that may be experiencing supply chain delays or excessive amounts of price inflation. If such a condition exists and the prime contractors’ capability to mitigate or manage such condition would offer an advantage, in the opinion of the Government team, and as described in the original MACC proposal, it reduces performance risk so the MACC prime contractor will receive an “Extra benefit to the Government”value rating of 10%

c. If the Government identifies a socio-economic category goal in need of improvement and a MACC prime contractor represents itself in occupies the identified socio-economic category, the MACC prime contractor will receive an “Extra benefit to the Government”value rating of 10%

d. For evaluation purposes, a MACC prime contractor’s Total “Extra benefit to the Government”value rating will be the sum of paragraph’s a, b and c above

4. Placement Price

a. Each MACC prime contractor’s Placement Total Evaluated Price shall be calculated as follows:

i. Multiply the Government IGE total cost by the MACC prime contractor’s current co-efficient rate (as proposed in its original MACC contract = Subtotal Placement Price

ii. Multiply the Subtotal Placement Price by the Total Value Extra Benefit to the Government rating from para 6. above to get the Total ValueExtra Benefit Discount ValueAmount

iii. Subtract the Extra Benefit Discount ValueTotal Value Amount from the Subtotal Price = Total Evaluated Price Placement Price

4. Importance of Price. Placement Price is more important than all other factors combined.

5. Task Order placement shall be offered toshall be placed with the lowest placement-priced MACC prime contractor with otherwise satisfactory ratings.

6. The Contracting Officer is the placement decision authority and shall document the task order file with a memorandum outlining the placement decision.

7. A Simpified Task Order Request (STOR) shall be sent to the placement contractor with instructions. This shall initiate the proposal and negotiation process for the Task Order. The Contracting Officer need not notify the other MACC prime contractors of the decision.

8. Direct costs only shall be negotiated. The contractor shall create its proposal in accordance with instructions in the STOR and use the Unit Pricing Guide (described below) and its Coefficient (also described below) to propose its actual price for the project. The Government may accept the proposal as proposed or the Government may negotiate the proposal with the offeror. The final price shall be determined by multiplying the total direct costs times the contractor’s coefficient rate in effect at the time of the STOR. If the parties fail to reach a negotiated agreement for the Task Order, the Contracting Officer may move on to the next lowest priced MACC prime contractor with otherwise satisfactory ratings, and so on, until the Contracting Officer either successful+ly awards a task order or cancels the process.

4. Coefficient.

4.1 A “Coefficient” is a multiplier which is applied against the Total (total including overhead and profit column) in calculating the Task Order (TO) price. It is proposed by offerors as a percentage increase (or decrease) (e.g., 1.05) to the current edition of the Unit Priced Guide (UPG). The Unit Price Guide (UPG) will be dynamic with quarterly location factors and annual RS Means Cost Data updates throughout the life of the contract.

The Contractor’s Coefficient may include all cost elements not included in the current UPG such as cost for (but not limited to):

- Profit, design costs (except P.E stamped drawings as requested), G&A expenses, insurance, gross receipts taxes, qualitycontrol, clean-up, labor burden, initial mobilization/demobilization,licenses,depreciation, as-built drawings copies/CD , submittals, sketches, drawings, proposals, site security;

- Home office and field overhead, all Contractor personnel, office equipment;

- Employee payroll taxes and all payments mandated by law in connection with labor including, without limitation, social security and Medicare taxes, workers compensation and unemployment insurance, material sales tax, business taxes, contributions, memberships, corporate support;

-Contractor office generated debris, cost of financing work and Subcontractors;-Business risk such as the risk of a lower than expected volume of work;

-Contingencies such as changes in wage rate and geographical location of the work;

-Startup cost for the contract, Close-out for the contract and each task order;

-Poor subcontractor performance and inflation;

-Engineering and Architectural services; except when Engineered/stamped drawings are required -Compliance with environmental laws, Eglin AFB Environmental, permits, preparation of reports, correspondence and documentation required by law or these specifications, tax laws;

-Product/submittal samples, AF Form 103 Base Work Clearance Requests, Safety/Work Site-Non-standard hour coefficient applies to “labor” only.

-Labels/Markings for equipment, wire, cables, shall be part of the contractorscoefficient-If equipment cost is included in the UPG line item equipment rental line items shallnot be allowedSafety;

-Section 4.2; Applicable Codes, Cost Data Guides and References;

-Section 4.3; RSMeans Electronic Cost Databases;

-Section 5.1; Cost Estimating Software Requirements;-Section 5.5.3 UPG Division 1 Exclusions;

-Section 22 Cleaning/Housekeeping;-Interface with Government representatives, and coordination with occupants, etc.

-All other sections of this statement of work that reference therefore shall be part of the Contractor’s Coefficient or at no additional cost to the Government;

This list is not all-inclusive and is intended to provide general examples of cost items that may be included in the Contractor’s Coefficient.

5. Pre-Priced Unit Price Guide.

5.1. Unit Price Guide (UPG): The unit price guide shall consist of the most current RSMeans Facilities Cost Data and the RSMeans Master Composite Cost Data Guides– consisting of Building Construction, Electrical, Mechanical, Plumbing, Green Book, Interior, Site Work & Landscape, Concrete & Masonry and Heavy Construction Cost Data. All costs used from the databases shall Overhead and Profit costs.

5.2. The Government and Contractor shall each procure its own copies, software and/or licenses to be used with its cost estimating software.

5.3.The UPG consists of Division 1 through 48, which are based on the Master CSI. Division 1, as contained in any of the RSMeans databases, SHALL NOT be used as line items in pricing Task Orders issued under this contract (and therefore shall be part of the Contractor’s Coefficient) unless specifically stated in this paragraph below. The following Division 1 subdivisions may be used as line items, as noted:

(1)01 11 31.10 Subdivision – Architectural Fees (when specified by the Government for complex designs) (2)01 11 31.30 Subdivision – Engineering Fees (when specified by the Government for complex designs) (3)01 45 23.50 Subdivision – Testing: Asphalt testing 0200-0470, Concrete testing 0600-3100, Masonry testing 3300-3550, and Soil testing 4400-5350 (4)01 51 13.80 Subdivision – Temporary Utilities unless approved by the Contracting Officer (5)01 54 23 Subdivision – Temporary Scaffolding and Platforms. Except as noted in the SOW (6)01 54 26 Subdivision – Temporary Swing Staging unless approved by the Contracting Officer (7)01 54 36.50 Subdivision – Equipment Mobilization or Demobilization 1300-2500. If equipment is included in the crew code, mobilization and de-mobilization, operator is included. If additional equipment is required that is not in the crew code mob and de-mob, it should be included.

(8)01 56 Subdivisions – Temporary Barriers and Enclosures: 01 56 13 Temporary Air Barriers, 01 56 16 Temporary Dust Barriers, 01 56 23 Temporary Barricades, 01 56 26 Temporary Fencing, 01 56 29 Temporary Protective Walkways. If these items are not included in the UPG line item or Crew Code they are permissible.

(9)01 58 13 Subdivision – Temporary Project Signage (10)01 76 13 Subdivision – Temporary Protection of installed construction (11)01 93 09.50 Subdivision – Moving Equipment (12)01 93 13 Subdivision Facility Maintenance Procedures: 01 93 13.03 Subdivision – Concrete Facilities Maintenance – 01 93 13.10 Specialties, Facilities Maintenance (13)01 54 33 40 6410 Toilet, portable chemical and only when there is not an available restroom in reasonable distance as determined by the Contracting Officer. Note: These subdivisions and descriptions are from RSMeans 2023 Facilities Construction Cost Data. Subdivision descriptions take precedence in case of any future numbering changes.

5.4.Rental Equipment. Equipment costs associated with line items include rental of equipment and operating costs such as fuel, oil and routine maintenance. If rental equipment is covered in the UPG line item, the Contractor will not receive additional payment for rental equipment unless approved by the Contracting Officer. Circumstances may arise when it will be allowable for the Contractor to receive payment for rental of special equipment required to complete a task, i.e. rental of crane, hoist or lift for material handling over 10’ above finish floor (AFF).

5.5. Prices listed in the Unit Price Guide (UPG) include the following: direct labor through the foreman level at prevailing wage rates for the area; equipment to include, but not limited to, bobcats, compacters, backhoes, dozers, trucks, compressors, excavators, tools, cords, ladders and scaffolding, etc.; materials costs including all incidentals, unless otherwise stated in the contract. (Incidentals are items such as, but not limited to, nails, screws, nuts, washers, fasteners, weldments, adhesives, transition strips, connectors and hangers and therefore shall be part of the Contractor’s Coefficient.) Line items are for end finishes. Line items within the UPG are considered complete and in-place construction, unless explicitly described otherwise

5.6. IAW DFARS 252.236-7008 Contract Prices—Bidding Schedules, all prices in the UPG are for complete and in-place construction, unless explicitly described otherwise.

5.7. Material unit costs include delivery to and from the typical project site unless explicitly described otherwise, and handling material up to a two-story height with attic (2-1/2 stories). Material unit costs are provided at no additional cost to the Government unless approved by the Contracting Officer.

5.8. Demolition costs in the UPG include, but are not limited to, the complete removal of the required item and loading into a truck or dumpster. If determined by the CO, turn-in of salvageable items will be required. When required, the Contractor shall provide and maintain dumpsters of sufficient size at each project site. If the component to be demolished is an attached part of another item being removed and can be removed as one item, then that component would not be priced as a separate demolition line item, e.g., demo pipe includes pipe fittings unless that fitting must be demolished to accomplish the work task. Another example is demo a wood door not the hinges, hardware, closures, kick plates, etc, unless that component alone must be demolished to accomplish the work task. The description “replace/replacement” in the UPG includes the demolition of the existing items and the installation of the new item. Demolition costs are provided within these line items, therefore at no additional cost to the Government.

5.9. Demolition costs include disposal of all non-salvageable items. Demolition hauling and permits are included in the cost of dumpsters and are provided at no additional cost to the Government. Trash chutes may be necessary for rubbish handling for work above 2-1/2 stories.

5.10.Typical working height can be up to 10’ above finished floor (AFF) Typically, working heights below 10’ AFF will not require any scaffolding line items and is provided at no additional cost to the Government.

5.11. Typical masonry working height below 4’ does not require any scaffolding line items and is provided at no additional cost to the Government. Line items for scaffolding above 4’ for masonry will be acceptable.

5.12. All fasteners, such as anchor bolts and adhesive are included in line item costs for door jambs, carpeting, VCT, plumbing fixtures, and toilet partitions and are provided at no additional cost to the Government.

5.13. Line items for installation of door and window frames, ductwork, plumbing fixtures, seamless floors, and countertops include sealant, caulking, and silicone at no additional cost to the Government.

5.14. Line items for floor and wall finishes include design pattern such as borders and interior field design at no additional cost to the Government. When matching material design pattern, exact measurements apply at no additional cost to the Government.

5.15. Average line item: An item that is created by using a minimum and maximum line item. If an average line item can be found in the UPG, that line item will be used. If there is no line item for an average, but there is a line item for minimum and maximum and the average line item is applicable, theC ontractor shall locate the two(2) line items, the minimum and the maximum in the UPG. Then the Contractor shall create an alternate pre-priced line item using the average total cost of the two line items. This will be used as a means to create an average line item when none exists. This line item will be pre- priced. If the minimum and maximum line item cannot be found in the UPG, the average line item will be an NPI. The Government will specify any exception to this averaging based on product type required, i.e. upgraded cabinetry for commander area or basic cabinetry for warehouse.

5.16. All prices in the UPG are for completed and in-place construction unless explicitly described otherwise. Incidental fasteners, such as, nails, screws, bolts, weldments, connectors, and adhesives are included in the bare material cost. Unless specifically omitted in the UPG line item description, testing, adjusting, balancing, and start-up of installed equipment other than HVAC systems is included in the unit price line number cost found in the UPG. Line items are for end finishes. For example, the line item price for concrete broom finish includes all finishes necessary to result in the broom finish.

5.17. The UPG prices certain line items with a “minimum labor/equipment charge.” This minimum charge is often the price a tradesman would charge to make a special visit to perform that work. If the Contractor is already on-site and the minimum is met, then this item shall not be used as an adjustment to the Unit Price line items.

5.18. All line item prices assume the installation of the material under normal working conditions. This includes working from scaffolding when appropriate. In other words, the productivity for brick veneer is based upon working not only from the ground, but also from working on scaffolding. Therefore unless the division has specific height exceptions, no allowance or change to the unit price is required for working at different heights. The cost to rent and erect the scaffolding is acceptable when determined appropriate by the Government. All scaffolding line items are based upon a one(1) month rental of the scaffolding. Scaffolding is measured by the square foot of face area where the work is being performed (working height in feet multiplied by the length of the wall in feet) or, in the case of when scaffolding must be erected inside a structure in order to access the ceiling, by the cubic feet (volume) of the actual scaffolding components. Scaffolding is priced separately. There are line items for the material costs and line items for erection/dismantling. It is not appropriate to use the scaffolding line items separately for each Sub- contractor. Scaffolding should be applied to the job cost once, and the Sub-contractors are “allowed” to use it.

5.19. Line items for equipment mobilization and demobilization are for one or the other unless noted otherwise. Normally, a piece of equipment will need to be mobilized and demobilized. Therefore, the line item would normally be included twice per piece of equipment used. Small equipment placed in rear of truck or towed by a pickup truck is limited to those items included in the RSMeans crews. If equipment is included in the crew code mobilization and de-mobilization, operator is included. If additional equipment is required that is not in the crew code mob and de-mob should be included.

5.20. Selective Demolition Line Item. If a line item can be found in the UPG for selective demolition, that line item will be used. If there is no line item for selective demolition, the Contractor will locate the installation line item in the UPG. Then the Contractor will create an alternate pre-priced line item removing the cost for the material, and the remaining amounts in labor and equipment shall be multiplied by 50% (.50). This shall be used as the means to demolish that item. This calculated line item will be considered pre-priced. If the installation line item cannot be found in the UPG, the demolition will be an NPI.

5.21. Removal and Replacement Line Item. If a line item can be found in the UPG for removal and replacement, that line item shall be used. If there is no installation line item for removal and replacement, the Contractor will locate the line item in the UPG. Then the Contractor will create an alternate pre-priced line item removing the cost for the material, and the remaining amounts in labor and equipment will be multiplied by 150% (1.50). This will be used as the means to remove and replace that UPG line item. This calculated line item will be considered pre-priced. If the line item cannot be found in the UPG, the removal and replacement will be an NPI.

6. Non-Pre-priced Unit Price Determination

6.1. Line items not covered in the pre-priced UPG, but within the scope and general intent of the contract and necessary to complete the requirements of a specific Task Order, may be negotiated and incorporated into the TO by the Contracting Officer. These non-pre-priced line items (NPIs) shall only be allowed if the Government deems that an appropriate line item is not provided by the pre-priced UPG. These added items of work shall be incorporated into and made a part of the Task Order and shall be performed at the negotiated unit price. The Contractor, in negotiating a price for NPI, should provide only its actually anticipated material, labor, and equipment costs exclusive of any profit or overhead. NPI prices include only direct costs. The Contractor shall apply the NPI coefficient to the non-priced line items to account for Prime Contractor profit and overhead.

6.2. NPI work shall be noted on the negotiated proposal of each Task Order. All non-pre-priced line items shall be submitted with the three (3) lowest price quotes including line item number, description, material, labor, and equipment breakdowns. List the supplier name and telephone number for each non-pre-priced item. Do not apply any type of markup to these line items.

6.3. To permit recurrent use, a non-pre-priced line item must be incorporated by supplemental agreement into the non-pre-priced UPB. This may be done at any time during the contract period.

6.4. If there is a similar line item in the UPG for the NPI item that line item shall be used for the labor and equipment cost.

6.5.All NPI quotes will be valid for a minimum of 90 days.