GPS Attachment 0004 - Ordering Guide - Draft 1.pdf

Standard Operating Procedures

Ordering Guide for

Global Protective Services (GPS)

Decentralized Ordering Process

19 August 2024

PREFACE

The GPS Ordering Guide contains information needed to properly use the GPS contract vehicle to award a Task Order (TO) responsive to the customer’s requirements. The purpose of this document is to provide ordering procedures and usage guidance for

Indefinite Delivery Indefinite Quantity (IDIQ) Multiple Award Task Order Contract

(MATOC) for Global Protective Services (Private Security Contractors). The Ordering

Guide also describes the steps for preparing a requirements package, the roles and responsibilities of key individuals, and positions for initiating and managing GPS Task

Orders. It also provides guidance, oversight, review, and approval procedures.

The GPS Decentralized Ordering Guide is applicable to all DOD organizations and activities with delegated authority to award and administer Task Orders against the GPS contracts. Sample documents and forms will be added/deleted as required, and revisions will be made to this Ordering Guide as necessary.

TABLE OF CONTENTS

PART 1: GENERAL INFORMARTION

SCOPE OF GPS MATOC

CONTRACT PERFORMANCE PERIOD

TASK ORDER PERFORMANCE PERIOD

CONTRACT CAPACITY

AUTHORITY TO PLACE TASK ORDERS

TASK ORDER FUNDING AND FEES

CONFLICTS OF INTEREST

PART 2 ROLES AND RESPONSIBILITIES

GPS PROCURING CONTRACTING OFFICER (GPS PCO)

TASK ORDER PROCURING CONTRACTING OFFICER (TO PCO)

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

GPS CONTRACTOR(S)

CONTRACT & TASK ORDER ADMINISTRATION

CONTRACT PERFORMANCE ASSESSMENT REPORT (CPAR)

GOVERNMENT FURNISHED PROPERTY (GFP)

PART 3 PLACING ORDERS

TASK ORDER PERFORMANCE WORK STATEMENT (PWS)

ADDITION OF CLAUSES AT THE TASK ORDER LEVEL

TASK ORDER COMPETITIONS

STEP ONE: CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION LICENSE

STEP TWO: LPTA OR BEST VALUE TRADEOFF

INSTRUCTIONS TO OFFERORS

a. CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION LICENSES

i. FACTOR ONE: TECHNICAL CAPABILITY

ii. FACTOR TWO: PRICE

PAR 4: AUTHORIZED ORDERING AGENCIES:

409th CSB

Navy Contracting Office (NCO)/ FEAD

ATTACHMENT A

PART 1: GENERAL INFORMARTION

SCOPE OF GPS MATOC

The objective of the GPS Contract vehicle is to provide Private Security Contractors

(PSCs), contracted by the U.S. Government (USG), who will support peace and stability initiatives in areas of armed conflict, post conflict, and comparable situations. Where military or other government security forces are unavailable, insufficient, or inappropriate. PSCs protect relief, recovery, and reconstruction activities from theft, extortion, vandalism, terrorism, and other unlawful activities.

Effective discipline, training, and oversight of GUSG contracted PSCs builds the confidence of the local population, reduces the risk of civilians and civilian activities becoming military targets, and supports the restoration of the rule of law. GPS provides a full spectrum of private security functions in support of contingency operations, other significant military operations, humanitarian and peace operations, or exercises for all DOD branches and agencies, in all Outside the Continental

United States (OCONUS) Combatant Commands’ (COCOMs) Areas of

Responsibility (AORs).

CONTRACT PERFORMANCE PERIOD

The GPS MATOC contract provides for a five-year base ordering period and a five-year optional ordering period, for a maximum total ordering period of 10 years.

TASK ORDER PERFORMANCE PERIOD

Individual Task Order performance periods may extend beyond the Base Contract period of performance. If a Task Order performance period extends past that of its

Base Contract, all terms and conditions of that Base Contract are still applicable to the Task Order for the entirety of its performance.

CONTRACT CAPACITY

The USG makes no guarantee as to the total amount of services to be required beyond the minimum guarantee. The USG reserves the right to require no additional services during the contract period and to obtain similar services from other sources.

Each GPS MATOC IDIQ Contract will share a not to exceed (NTE) program ceiling of $10,330,446,190.46.

AUTHORITY TO PLACE TASK ORDERS

All warranted Procuring Contracting Officers (PCOs) are delegated authority to award and administer Task Orders under this Contract provided that the Pre-Award

Information Form (see Attachment A) is approved by the Office of the Under

Secretary of Defense for Acquisition and Sustainment (OUSD A&S). Attachment A should be submitted to the GPS Contracting Officer at usarmy.ria.acc.mbx.gps@army.mil, prior to developing the Solicitation.

The United States Army is responsible for providing all GPS Contractors with fair opportunities as required by FAR 16.505 and may intervene in cases where a Task

Order PCO is not providing a fair opportunity to one or more GPS Contractors. ACC-

RI may award Contracts to Contractors that are part of the Small Business program so long as the Contractor meets the HTRO threshold and provides documentary evidence of its ability to perform all of the requirements of the GPS acquisition. ACC-

RI will abide by all applicable competition limitations set forth in FAR Part 19 and

DFARS Part 219, as may be amended from time to time, and any other pertinent acquisition regulation regarding Contracting with Small Businesses.

IAW FAR 16.505(b), the Procuring Contracting Officer (PCO) will provide each IDIQ awardee a fair opportunity to be considered for each subsequent Task Order exceeding $3,500.00, except as provided for in FAR 16.505(b)(2), which states:

a. The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

b. Only one awardee is capable of providing the services required at the level of quality required because the services are unique or highly specialized.

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

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

e. For orders exceeding the simplified acquisition threshold, a statute expressly authorizes or requires that the purchase be made from a specified source.

f. In accordance with section 1331 of Public Law 111-240 (15 U.S.C. 644(r)), PCOs may, at their discretion, set aside orders for any of the small business concerns identified in 19.000(a)(3). When setting aside orders for small business concerns, the specific small business program eligibility requirements identified in part 19 apply.

Questions regarding the placement of Task Orders against the GPS program should be directed to the GPS PCO at usarmy.ria.acc.mbx.gps@army.mil.

TASK ORDER FUNDING AND FEES

Funding shall be authorized at the Task Order level and shall be the type deemed appropriate for the services to be acquired. No unfunded Task Orders are authorized. Specifics regarding funding streams (e.g., full funding or partial/incremental funding) will be provided with each Task Order.

mailto:usarmy.ria.acc.mbx.gps@army.mil

CONFLICTS OF INTEREST

All applicable federal laws and regulations relating to conflicts of interest apply to solicitations and awards of Task Orders under GPS contracts.

PART 2 ROLES AND RESPONSIBILITIES

GPS PROCURING CONTRACTING OFFICER (GPS PCO)

The MATOC GPS PCO has overall responsibility for management and administration of the MATOC Contract, as well as the following:

a. Serving as a general information point of contact for MATOC customers.

b. Providing information regarding the services available under the Contracts.

c. Providing administrative procedures for placing orders.

d. Providing advice and guidance to Ordering Offices as appropriate.

e. Gathering, and compiling GPS Contractor reviews for evaluation purposes.

f. Monitoring base year and option year contract capacities; and

g. Ensuring fair opportunity is provided to all GPS Contractors IAW FAR 16.505.

TASK ORDER PROCURING CONTRACTING OFFICER (TO PCO)

The Task Order PCO is responsible for the following:

a. Serves as the local contracting focal point for coordination and award of Task

Orders;

b. Negotiating Task Order terms to fit the government’s needs;

c. Ensuring that all Task Order request packages are properly prepared, and provide all required information;

d. Coordinating Task Order requests with the GPS PCO, in order to monitor and track primary Contract capacity;

e. Submit Attachment A to the GPS PCO to have OUSD A&S conduct a scope review;

f. Providing notice to the GPS PCO of all Task Order awards on the forms provided;

g. Completing Contractor Performance Assessment Reporting System (CPARS) reviews and reporting;

h. Completing all Task Order administration and monitoring [ Task Order PCOs may delegate this down to an Administrating Contracting Officer (ACO)];

i. Ensure a Contracting Officer’s Representative (COR) is assigned, as required; and

j. Perform appropriate actions to closeout Task Order.

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Task Order PCO may delegate authority to a COR. This authority is typically to:

a. Accomplish day-to-day surveillance of GPS Contractors’ performance;

b. Inform the TO PCO of any potential performance problems;

c. Prepare and submit to the PCO a written evaluation of the GPS Contractor’s performance upon completion of a Task Order; and

d. Review invoices in comparison to actual completed performance.

The Task Order PCO should consider the nomination submitted by the requiring activity that identifies a Government employee who is technically qualified and trained to become a COR. The COR nomination letter shall indicate the time that will be allocated to perform COR duties.

Task Order COR delegation shall require CORs to ensure that GPS Contractor’s performance is properly documented and that required reports are provided to the

Contracting Activity for contract administration and oversight purposes, and to properly document the official contract file.

GPS CONTRACTOR(S)

The GPS Contractor(s) is/are responsible for the following:

a. Ensuring that performance and deliverables meet the requires set forth in the primary Contract and each individual Task Order;

b. Performing services in accordance with the terms and conditions of the Task

Order, and at prescribed levels of quality control; and

c. Submitting a proposal in accordance with the request from the Ordering

Office.

CONTRACT & TASK ORDER ADMINISTRATION

The GPS PCO is responsible for contract administration and management of the primary MATOC Contracts. Under no circumstances shall any understanding, agreement, contract modification, or any other action deviating from the terms and conditions of the Base Contract be effective or binding upon the Government. All such actions must be initiated and executed by the GPS PCO.

The GPS PCO is available to answer questions concerning planning and developing

Task Order, review and approval procedures, and can provide overall guidance and oversight for MATOC Task Order, including general information regarding the MATOC

Contract.

All Contract administration associated with individual Task Orders will be performed by the PCO issuing the Task Order, or subsequent PCO assigned to the Task Order.

CONTRACT PERFORMANCE ASSESSMENT REPORT (CPAR)

A CPAR will be completed for each MATOC Task Order valued at greater than

$1,000,000.00. In the event a Task Order Period of Performance exceeds one year, CPARs will be completed every six months until the Task Order ends (including the closeout period). The Task Order PCO shall ensure a CPAR is completed in accordance with FAR 42.1502 and forwarded to: usarmy.ria.acc.mbx.gps@army.mil. The GPS PCO will include completed CPARs in the primary Contract file. The preparation and completion of the CPAR is the responsibility of the Task Order PCO/COR.

GOVERNMENT FURNISHED PROPERTY (GFP)

Each Task Order may require the USG to furnish GFP for the performance of the Task

Order. The Task Order PCO will make the determination whether the use of GFP is in the best interest of the Government for each Task Order, based on the specific location, Host Nation laws, complexity, and needs of the Contractor in performance of the Task

Order. All Task Orders that include GFP will include FAR clause 52.245-1, or its

Alternate I as appropriate, and FAR clause 52.245-9, as required by FAR 45.107. Task

Order PCOs shall be required to abide by FAR 45.105, titled Contractor’s property management system compliance. The USG shall retain title to all GFP IAW FAR

Subpart 45.4, titled Title to Government Property.

PART 3 PLACING ORDERS

TASK ORDER PERFORMANCE WORK STATEMENT (PWS)

The Base Contract PWS provides a general framework for the type of work, ordering limitations, and geographical limitations (IAW 10 U.S. Code § 2465) that can be ordered against this Contract. Specific Task Order PWSs will be tailored to identify specific requirements at the Task Order level and may be any format and for any type of work that comports with the general framework/intent/scope of the base Contract PWS.

ADDITION OF CLAUSES AT THE TASK ORDER LEVEL

All clauses and provisions included in the Base Contracts are also applicable by reference to all Task Orders awarded against that Base Contract; clauses may be added at the Task Order level so long as they do not conflict with clauses included in the

Base Contract. For example, Option clause 52.217-8, titled Option to Extend Services, and clause 52.217-9, titled Option to Extend the Term of the Contract, may be included and tailored at the Task Order level. Other clauses may be included where required or necessary as determined at the TO level.

TASK ORDER COMPETITIONS

At a minimum, Task Order competitions will define the following:

a. Quantity of positions, by position type and security clearance requirement;

b. Period of performance;

c. Country of performance;

mailto:usarmy.ria.acc.mbx.gps@army.mil

d. Risk associated with the place of performance (e.g.., Military Engagement, Other Significant Military Operation, or Area of Combat Operations); and

e. Government Furnished Property/Equipment, as applicable (e.g., housing).

STEP ONE: CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION

LICENSE

GO: Very little doubt or no doubt exists that the Contractor will successfully perform the required Task Order effort. The Contractor has been able to timely mobilize personnel into the theater of operations, or handle surge, or simultaneous operations. Current customers and contract officials have found the Contractor to have no delays in schedules, for either performance or deliverables, to include staffing at the required

PWS levels by the FOC date. Current customers and contract officials have found the

Contractor to be consistently responsive and extremely easy to work with and has, in the past, responded proactively to problems and provided their resolutions.

The Contractor submitted proof of an operating business license or proof the Contractor initiated the licensing process for performance within the country of the Task Order requirement.

NO GO: There is doubt that the Contractor will successfully perform the required effort in accordance with the PWS for the Task Order. Any of the following findings would be considered evidence to create sufficient doubt: the Contractor has been unable to timely mobilize personnel into theater of operations or handle surge and simultaneous operations; current customers and/or contract officials found the Contractor to have numerous delays in schedules, for both performance and deliverables; and current customers and/or contract officials found the Contractor to be non-responsive and difficult to work with regarding problems and their resolutions.

The Contractor failed to submit proof of an operating business license or proof the

Contractor initiated the licensing process for performance within the country of the Task

Order requirement.

STEP TWO: LPTA OR BEST VALUE TRADEOFF

If a Contractor receives a ‘GO’ on current performance for the Contract, the evaluators will next evaluate proposals on either a Lowest Price Technically Acceptable (LPTA) or

Best Value Tradeoff approach, which will be determined at the Task Order level, depending on the nature and complexity of the specific requirement.

A ‘NO GO’ in current performance for the Contract will make the Contractor ineligible for

Task Order Award.

If a Best Value Tradeoff approach is utilized, the relative importance of factors will be determined at the Task Order level.

Note: Although the USG anticipates these are the procedures for Task Order competitions, they are subject to change at the USG’s discretion.

INSTRUCTIONS TO OFFERORS

Task Orders will be competed among all IDIQ contract awardees utilizing either a LPTA or Best Value Tradeoff approach, which will be determined at Task Order level, based on the complexity, risk, and location of the Task Order requirement.

The USG may issue one or more Task Orders during the performance period of this

Contract. In accordance with the Federal Acquisition Streamlining Act, the PCO will consider and give each awardee a fair opportunity for each Task Order unless conditions prevent the PCO from doing so. For Task Order competitions, Contractors will have, at minimum, three calendar days, unless noted otherwise, to submit Task

Order proposals in writing to the PCO. The following factors will be evaluated in accordance with the Basis for Award Section above:

a. CURRENT CONTRACT PERFORMANCE AND BUSINESS OPERATION LICENSES

The Contractor shall submit a five-page narrative detailing its current GPS

Contract performance and the Business Operations Licenses for the country identified in the Task Order requirement.

If the Contractor does not have current GPS contract performance, the

Contractor may use performance on another Contract with a Foreign

Government, or applicable entity, or use past performance that is relevant to the type of service/support, complexity, dollar value, contract type, and degree of subcontracting/team for the Task Order.

Additionally, Theater Business Clearance approval will be executed at this time, prior to award. Note: New requests are required when exercising an option or extending a Period of Performance beyond 12 months.

i. FACTOR ONE: TECHNICAL CAPABILITY

The USG will define Technical Capability factors at the individual Task

Order level, taking into consideration capacity of labor and equipment assets, management plan, and housing plan (the extent to which it meets

Host Nation housing and safety standards).

ii. FACTOR TWO: PRICE

THE GPS MATOC was awarded without evaluating price IAW 10 U.S.C.

3206(c) and FAR 15.304(C)(1)(ii)(A). The Procuring Contracting Officer shall consider price or cost as one of the factors in the selection decision for each Task Order to be awarded under the Contract.

For requirements awarded under each Task Order, the Contractor(s) shall submit a pricing matrix consisting of either the original proposed prices or lower prices.

At the Task Order level, the USG will define a minimum staffing quantity for successful mission execution. That minimum staffing will not account for personnel who may be on R&R, Surge, Sick Leave, Personal or

Emergency Leave, Attrition, or other factors. It is the Contractor’s responsibility to populate the CLINs in the price matrix to account for the defined staffing and the number of personnel needed to cover instances of

R&R, Surge, Sick Leave, Personal or Emergency Leave, Attrition and other factors.

PART 4: AUTHORIZED ORDERING AGENCIES:

409th Contract Support Brigade (CSB)

414th CSB

Navy Contracting Office (NCO)/ FEAD

PART 5: CONTRACTOR POCs

ATTACHMENT A

1. Contract Background and Task Description: Provide a comprehensive overview of the project or contract, whether it's a new effort or a follow-on (if it's a follow-on, please include the Contract or Task Order number). Include a clear and detailed description of the tasks to be performed by the Private Security

Contractor under the Decentralized Task Order.

2. Budget: Please provide an Independent Government Estimate for the task order.

This estimate should detail the expected costs associated with the tasks to be performed.

3. Project Schedule: Clearly state the timeline for the project, including the desired award date for the task order.

4. Project Location: Specify where the services outlined in the task order will be performed.

5. COCOMs Arming Policy: Provide the most recent Arming policy, along with the relevant SIRs and CCIRs that will be included.

6. Supporting Documents: Please attach all relevant documents such as

PWS/SOW/SOO & QASP. These documents should provide additional context and detail about the tasks to be performed and the expected outcomes.

7. Points of Contact: List all points of contact (POCs) who are involved in this proposed contract action. This will ensure clear and efficient communication throughout the process.

8. Review and Response: Allow for a two-week review period for your inquiry.

During this time, you may also receive a meeting invite to discuss the task order in more detail with the Office of the Assistant Secretary of Defense for Logistics

ODASD(LOG) Office.

9. Performance Metrics: Detailed information about how the success of the task will be measured. This can help the Private Security Contractor understand the expectations and deliverables required.

10. Technical Approach: A detailed explanation of the methodology or approach that will be used to complete the task. This can help the Private Security Contractor understand how the tasks align with their capabilities and resources.

11. Risk Assessment: Information about any potential risks associated with the task and how these will be mitigated. This can help the Private Security Contractor understand the challenges and complexities of the task and how to prepare for them.

12. Resource Requirements: Detailed information about the resources (human, technical, or otherwise) that will be needed to complete the task. This can help the Private Security Contractor understand if they have the capacity to support the task.

13. Compliance Requirements: Information about any regulatory or compliance requirements related to the task. This can help the Private Security Contractor understand if they can comply with these requirements within the constraints of the task.

14. Past Performance: Information about relevant experience that the end user has with similar tasks or projects. This can help the Private Security Contractor understand the end user's expectations and performance standards.

15. Deliverables and Milestones: Clear expectations about the deliverables required and the milestones that need to be achieved to consider the task completed.

16. Evaluation Criteria: Information about how the proposal will be evaluated. This can help the Private Security Contractor understand the priorities and preferences of the end user and tailor their proposal accordingly.