Attachment E Sample TORP 2 AMISON

ATTACHMENT E: Sample Task Order 2 to RFP SAMMMA08R0237

Department of State

Bureau of African Affairs

Sample Task Order Request for Proposal 2 (Operations and Maintenance Support for the African Union Mission in Somalia (AMISOM)

This is a task order request for proposal (TORP) to provide offeror’s with an example of the format and content of TORP’s to be issued under the contract resulting from RFP and to solicit a specific technical and price proposal for the work described below. The offeror’s response to this TORP will be evaluated as indicated in Section M of the RFP ,this task order announcement will not be awarded with award of the IDIQ’s.

Task Order Requirements

1. Requirements

Operation and Maintenance of Base Camps and Infrastructure:

· Provide operations and maintenance services, support and expertise needed to operate and maintain all AMISOM base camps in Somalia, including:

· Facilities maintenance and repair of office and housing accommodations at each location, as well as the support infrastructure

· Maintenance of ablution facilities.

· Maintenance of mess facilities.

· Maintaining existing water infrastructure and buildings, if necessary

· Provision of laundry, waste disposal, electrical power supply, sewerage, and water

· Provide maintenance support for generators at AMISOM camps supported by the contractor

· Maintain, review and upgrade security barriers with materials, such as barbed wire, staves, and concertina

· Maintain consumption logs

· Maintain procurement logs

· Provide spot reports

· Provide operations and maintenance support for partner requirements

· Maintain an inventory of all contractor acquired and government furnished equipment and supplies over $2,500, to include such items as:

· water tanks, hoses, pumps, water bladders and water and fuel cans

· generators

· refrigerators

· deep freezers

· refrigerated containers

· electric fans

· kitchen utensils and equipment

· eating tables and chairs

· electric/gas cookers

· beds

· digital and video cameras

· foot lockers

· tents

· air conditioning units

· maintenance equipment Communications/Information Technology Equipment, Maintenance and Repairs at all sector/camp sites:

· Provide an inventory of communications IT equipment.

· Provide full preventive and corrective maintenance and testing to include operator level maintenance for operational communications equipment (regardless of donor) used in conjunction with AMISOM including, but not limited to:

· Portable VHF and HF systems

· VHF repeaters

· IT equipment such as computers, copiers, printers, faxes, and scanners

· Provide mobile technical support for tactical and strategic networks.

· Provide inventory management services for communications equipment, spare parts and consumables including, but not limited to:

· HF Base Stations

· HF vehicular radios

· Handheld VHF radios, repeaters, and Thuraya and/or VSAT telephones

Vehicle Maintenance and Repairs:

· Provide full preventive and corrective maintenance (except operator level maintenance) and spare parts supply for all heavy and light vehicles used by AMISOM, regardless of donor nation or group providing vehicles.

· Provide preventive and corrective maintenance (except operator level maintenance) and repairs for armored vehicles.

· Incorporate fleet management program listing existing level of vehicles and vehicles outside current scope.

Procurement and Equipment Services to AMIS Forces:

· Provide procurement, installation and inventory management services for replacement of office equipment, office furniture, and other equipment in support of operations, including but not limited to:

· Cartridges and batteries

· Office furnishings (such as desks, chairs, tables, filing cabinets, and safes)

· Office supplies and consumables

2. Place of Performance

Work shall be performed at the contractor’s own facilities and on-site in Somalia.

3. Period of Performance

Base period through month 12.

Period Two (Option) Month 13-24

Period Three (Option) Month 25-36

Period Four (Option) Month 37-48

Period Five (Option) Month 49-60

4. Invoicing Procedures The Contractors shall submit their invoices in a timely manner to the Contracting Officer’s Representative for the Bureau of African Affairs.

NAME

Office of Regional and Security Affairs

Bureau of African Affairs

U.S. Department of State

2201 C. St. NW – Room ___

Washington, DC, 20520

PHONE

EMAIL

5. Security Requirements

There are no additional security requirements beyond those stipulated in the contract under which this task order is issued.

6. Government Furnished Property or Information All items procured under this order on a cost-reimbursable basis are the property of the USG. The Contractor shall maintain all Government-owned property in accordance with the procedures prescribed by FAR Part 45.

The Contractor shall maintain a detailed listing of all items acquired under this task order separated by country.

7. Government Task Manager (GTM_

The GTM serves as the Government’s on-the-ground representative overseeing contractor performance. The GTM monitors task order compliance, answers the contractor’s task order-level technical questions, and provides direction for all task order-level technical matters.

The GTM is not authorized to direct the contractor to begin work, change task order funding, alter periods of performance, authorize deviations from Government requirements or direct the contractor to take any action with cost/price implications, or otherwise modify the task order in any way. Only the contracting officer may take such actions.

The GTM for this task order will be:

NAME TBD

Office of Regional and Security Affairs

Bureau of African Affairs

U.S. Department of State

2201 C. St. NW – Room ___

Washington, DC, 20520

PHONE

EMAIL

8. General Provisions

All contract clauses contained in the supplies and equipment IDIQ contract are hereby incorporated into this solicitation and the resultant task order. If there are any conflicts between the contract clauses and the information outlined in the resultant task order, the contract language takes precedence over the information in the task order.

9. Performance Standards and DoS Monitoring Method

In addition to the performance standards contained in IDIQ Contract #??????????, the following performance standards apply to this task order:

Performance Objective

Performance Standard

Monitoring Method

Development of Standard Operating Procedures (SOP) for Program Management and Support services, including:

· Staffing

· Reporting

· Briefings and communication

· Security and evacuation

· Safety and health

· Interdependencies and third party interventions

· Response times to interrupted services or problems The draft SOP is submitted to the COR within twenty (20) working days of contract start and contains:

· Detailed, cost-effective procedures for performing all tasks under the PWS.

· Reporting requirements and templates that:

· Provide for effective escalation of high priority communications to the COR/DOS management.

· Effectively consolidate reporting of data required by this PWS.

· Minimize the review burden on the COR and DOS management.

· An aggressive and achievable schedule and a sound process for transitioning from previous support arrangements to that required by this PWS.

· Uniform operating procedures whenever possible.

· Details of activities that are routinely coordinated with other offices at the Department of State (DOS) and third parties.

· Provisions for recruiting and retaining properly trained personnel and a management and supervisory structure and systems to maintain, manage and operate each camp.

· Practical, cost-effective processes for ensuring that adequate staffing is provided.

· Aggressive performance standards/metrics for providing all services required by this PWS and reporting mechanisms that depict the contractor’s performance in meeting those standards/metrics.

· Proposed procedures for assessing satisfaction with all services provided.

· 100% inspection by the COR.

Timely, accurate and complete reports, to include:

· Weekly reports on the status of all major activities

· Monthly activity report that includes a report of all key performance metrics

· Specified spot reports, as required

· Presentations at designated management review sessions

· Reports are timely, complete and accurate, conform to the approved SOP in terms of content and format. Reports are delivered as follows:

· Weekly Report-Last business day of the week.

· Monthly Report-3rd business day of the month.

· Others-In accordance with COR work request.

· 100% inspection by the COR, GTM or designee.

Efficient operations and maintenance services All support services are provided in accordance with the approved SOP or individual work assignments received from the COR or designee. Support provided ensures:

· Sufficient facilities are adequately maintained to support the number of deployed personnel.

· Uninterrupted adequate electrical power supply is maintained at each camp, on a twenty-four hours a day basis.

· A system is established for reporting service interruptions/problems and tracking their resolution.

· Interrupted services or problems that immediately threaten the safety and health of camp occupants are resolved in accordance with the SOP.

· Other problems are resolved in accordance with performance metrics for categories established in the approved SOP.

· Accurate and active identification of problems is provided.

· Partner O&M support is provided in accordance with SOP’s and after CO approval.

· Periodic random inspection by the COR, GTM or designee.

Inventory of communications IT equipment A complete and accurate inventory is provided within 60 days of task order award

· Review of inventory and random inspection of its accuracy by the COR, GTM or designee.

Maintain inventory of all equipment

· All delivered supplies and equipment are properly inspected and accepted in accordance with SOP and FAR Part 45.

· Accurate, complete and current database records are maintained concerning all accountable delivered material.

· All equipment is properly marked, labeled and controlled.

· Periodic random inspection by the COR, GTM or designee.

Full preventive and corrective maintenance and testing

· Maintenance is available on a 24/7 basis and performed IAW the approved SOP, International Traffic in Arms Regulation (ITAR), and the Department of Defense Trade and Control Act (DDTC). Preventive maintenance is:

· consistent with the applicable schedule or intervals established by the Original Equipment Manufacturer (OEM) for each type and model of equipment maintained at the site.

· Scheduled in advance and at times that minimize impact on equipment users.

· Problems requiring corrective maintenance are resolved IAW the performance metrics established in the approved SOP.

· Accurate, complete and current records of all equipment testing and maintenance are maintained.

· Periodic random inspection by the COR, GTM or designee.

Mobile technical support for tactical and strategic networks

· Support is provided in accordance with the approved SOP.

· Periodic random inspection by the COR, GTM or designee.

Inventory management services for communications equipment, spare parts and consumables

· All transactions are accomplished in accordance with the approved purchasing processes contained in the approved SOP.

· All delivered supplies and equipment are properly inspected, accepted, and installed (if appropriate) in accordance with the approved SOP. Accurate, complete and current database records are maintained concerning all accountable delivered material.

· Periodic random inspection by the COR, GTM or designee.

Full preventive and corrective maintenance (except operator level maintenance) and spare parts supply for all heavy and light vehicles

· Vehicle maintenance is provided in accordance with the approved SOP. Preventive maintenance is:

· Consistent with the applicable schedule or intervals established by the vehicle manufacturer.

· Scheduled in advance and at times that minimizes impact on equipment users.

· Problems requiring corrective maintenance are resolved in accordance with the performance metrics established in the approved SOP.

· Periodic random inspection by the COR, GTM or designee.

Incorporate fleet management program listing existing level of vehicles and vehicles outside current scope

· Documentation is maintained on both sets of vehicles

· Periodic random inspection by the COR, GTM or designee.

Procurement, installation and inventory management services

· All support is accomplished in accordance with the approved purchasing processes contained in the approved SOP.

· All delivered supplies and equipment are properly inspected, accepted, and installed (if appropriate) in accordance with the approved SOP. Accurate, complete and current database records are maintained concerning all accountable delivered material.

· Procurement/disbursement control procedures for office supplies and consumables are submitted to the CO for approval no later than 30 days after contract award. The procedures may include disbursement limits and should provide for bi-weekly reporting of expenditures. Upon approval by the CO the controls should be implemented immediately.

· Periodic random inspection by the COR, GTM or designee.

Proposal Submission Requirements

The contractor shall submit a proposal for the above requirements in two parts as follows:

Volume One –Technical Proposal (not to exceed 25 pages): Outline technical approach to task. Explain how you will monitor and report performance against all performance standards in Activity 2 of the IDIQ and the performance standards contained in this specific task order proposal. In preparing your technical proposal, you should:

· Discuss the steps you will take to ensure that all subtasks are adequately executed in accordance with USG timetables;

· Discuss how quickly you could commence major deployment operations, demonstrating your ability to meet that timeframe;

· Discuss your firm’s capabilities and experience with conducting similar work on a similar scale on short notice;

· Identify all labor categories under which the work will be completed;

· Discuss your employees’ experience and expertise with similar work, and identify and provide resumes for all proposed key personnel either proposed by the contractor or identified in this statement of work; Identify any subcontractor(s), if any, who will be used in performing under the task order, specifying what role each will play; and

· Any other information that you feel materially supports your Technical Proposal

Volume Two-Price Proposal (not to exceed 5 pages): This volume must provide a detailed breakdown of all proposed costs and fee. This is the only volume in which cost information may appear. In preparing your cost proposal, you should:

· Identify all estimated costs (direct and indirect) for the base and each option period;

· As a separate line item, clearly indicate your proposed total fixed fee for the base period and each option period;

· Provide supporting rational showing how your costs and fee were calculated; and

· Any other information that you feel materially supports your cost proposal.

· Each of the above volumes shall be labeled as a response to Task Order Request for Proposal 4 and submitted as corresponding parts of the technical and cost proposals in response to the RFP.

Each of the above volumes shall be labeled as a response to Task Order 4 and submitted as corresponding parts of the technical and cost proposals in response to the RFP.

Proposal Evaluation

Proposals in response to the sample task order will be considered as described in Section M of the RFP.