Att_13_Ordering_Procedures.pdf

W900KK-19-R-0021

Attachment 13

DELIVERY/TASK ORDER PROCEDURES

The Government requirements for orders issued under this Indefinite-Delivery/Indefinite-Quantity (ID/IQ) contract will be in accordance with these procedures specified herein, and issued on a sole-source basis. Delivery/Task Orders will be issued on DD Form 1155 (Order for Supplies or/Request for Quotations) or on Standard Form 30

(Amendment of Solicitation/Modification of Contract) in the case of modifications to an existing order.

All orders issued hereunder are subject to the terms and conditions of this contract. The contract shall control in the event of conflict with any order.

An order shall be issued for each materialized requirement. In addition to any other data that may be called for in the contract, the following information shall be specified in each order, as applicable:

(1) Date of order.

(2) Contract and order number.

(3) Applicable contract line item number (CLIN).

(4) Statement of Work (SOW)/Performance Work Statement (PWS)/Specifications

(5) DD Form 254 (Contract Security Classification Specification).

(6) DD Form 1423 (Contract Data Requirements List).

(7) Exact place of performance/delivery location.

(8) The inspecting and accepting terms.

(9) Estimated cost and fee and level of effort by labor category (and billing rate if known).

(10) List of Government furnished property (GFP) via GFP Smart Form.

(11) Invoice and payment provisions to the extent not covered by the contract/Wide Area Workflow Payment

Instructions (WAWF).

(12) Accounting and appropriation data.

(13) Period of performance/Delivery Dates.

(14) Organizational Conflict of Interest provisions.

(15) Type of order (e.g., Cost-Plus-Fixed-Fee (completion/term), Firm-Fixed-Price)

Delivery/Task Orders shall be placed in writing and distributed to the contractor by facsimile or by electronic commerce methods.

In addition to the order procedures, issuance of orders will also follow these streamlined procedures to establish an estimated 85 business day process for Delivery/Task Order awards from date of solicitation issuance. This process will involve the collaboration of both the Government and the Contractor to streamline the ordering process.

Event Estimated

Calendar

Days

L-RFP Package Released 5

Proposal Receipt 30

Government Technical Review 15

Negotiations 10

Government Reviews/Contract 20 Contractor Review/Signature 5

Total Business Days 85

(1) Letter – Request for Proposal (L-RFP) Package: For requirements that fall within the scope of the CPM Plus basic ID/IQ Statement of Work (SOW) for the purpose of establishing a new order, the Contracting Officer will issue a L-RFP and provide a package that consist of: SOW/PWS, Exhibit, DD Form 1423-Contract

Data Requirements List/s (CDRL/s), draft order Sections B through J to include Contract Line Item

Numbers (CLIN/s),desired delivery schedule, place and manner of inspection and acceptance and all other relevant order documentation and attachments that will make up the L-RFP package.

Attachment 13

The Contracting Officer has the option of providing a Not-to Exceed (NTE) total amount if necessary.

The L-RFP initiates the start date of the streamline procedure process.

(2) Proposal Receipt: The Contractor shall have 30 business days from L-RFP receipt to provide a written proposal unless otherwise stated in the L-RFP or in an Amendment. The contractor shall follow specific proposal instructions as outlined in paragraphs (a) and (b).

(3) L-RFP Confirmation: The Contractor shall provide a written/email confirmation to the Contract Specialist upon receipt of L-RFP package.

(4) L-RFP Clarifications: The Contractor shall have seven business days from receipt of L-RFP to provide the

Contract Specialist with questions/concerns/clarifications.

(5) Fact Finding Meeting/s: The Contract Specialist will arrange and lead a fact-finding session within ten business days from Contractor receipt of L-RFP to answer questions and to clarify requirements. The

Contractor shall not discuss their proposal with Government personnel without representation of the

Contracting Officer and/or the Contract Specialist. The fact finding session can be telephonic or face-to-face.

Both the Government and Contractor are required to have contracting, program management and technical representation at the session. If several fact-finding sessions are necessary, the Contract Specialist will arrange follow-on sessions. If the Government acknowledges changes to the L-RFP package as a result of the fact-finding session, an Amendment to the L-RFP will be issued and a change to the proposal receipt date adjusted, if Contracting Officer determines the extension necessary.

(6) Government Technical Review: Upon receipt of Proposal, the Government Technical Team will perform a technical evaluation of the proposal within ten business days and provide a written technical evaluation report to the Government Contract Specialist.

(7) Negotiations: If the Contracting Officer determines negotiations are necessary, the Contract Specialist will notify the Contractor and negotiations will take place telephonically, electronically, or fact-to-face. Decision makers for the Contractor and Government teams are required to attend negotiations to expedite the process.

The Government/Contractor team shall conclude negotiations with an agreement to the terms/conditions of the contract and the contract cost/price within ten business days from negotiation initiation.

(8) Contract Award. The Contract Officer will issue a bi-lateral order within an estimated twenty four business days, upon conclusion of negotiations, for Contractor review/signature. The Contractor shall have an estimated three business days to return the signed order. The Delivery/Task Order will be released upon

Contractor signature.

(a) Specific Proposal Instructions for Cost/Price.

(1) Submit the proposal to the Contracts Specialist as designated in the L-RFP in electronic format/email and label each Section/document appropriately. Provide a contents page with page numbers for each Section.

(2) Submit a completed Section B, Supplies or Services and Prices. Cost/Price amounts shall be placed in

Section B of the draft order to include Unit Price, Net Amount for FFP and Estimated Cost for Cost reimbursable CLINs. Provide a breakout of costs for each CLIN, in Section B; do not combine line item costs together in your proposal; they must be separate.

(3) Cost/Price data must be logically displayed and fully supported by data sufficient to determine reasonableness, realism and completeness.

(4) Submit supporting Cost/Price “data” for each CLIN in Section B. Data presented in chart format shall be in Excel format. Data in excel spreadsheets shall have formulas included and be accessible by the

Government; data should not be read/write protected. Provide an executable spreadsheet, with formulas, for prime/subcontractor/s. Disclose rates in percentages and associated cost for prime/subcontractor/s in the spreadsheet/s.

(5) Follow specific instructions for submitting Cost/Price proposals when Cost or Pricing data is required in accordance with FAR 15.403-5(b)(1) and FAR 15.408 Table 15-2 of the FAR.

i. Provide relationship between contract line-item prices and the total contract price. Attach cost-element breakdowns for each proposed line item, using the appropriate format prescribed in the “ Formats for submission of Line Item Summaries” section in Table 15-2. You must furnish supporting breakdown for each cost element, consistent with your cost accounting system.

ii. Provide summary total amounts covering all line items for each element of cost when more than one contract line item is proposed.

(6) Prepare and submit a Certificate of Current Cost or Pricing data as prescribed by FAR 15.406-2 and supporting attachments in accordance with Table 15-2 of FAR 15.408 unless the Contractor is granted an

Attachment 13 exception in writing by the Contracting Officer IAW 52.215-20. The Certificate of Cost or Pricing data shall be submitted as soon as practicable after agreement on price, but before contract award.

(7) Utilize formats for submission of Line Item Summaries and provide specific information per each Cost

Element summarized and not limited to the following: (See FAR 15.408 for more details)

i. Materials. Provide a priced summary of individual material quantities for each contract line item being proposed and the basis for pricing. Include a priced Bill of Materials (if applicable) for each

CLIN, with supporting data which includes the basis for the proposed costs. The proposed material cost shall be supported with vendor quotes, purchase order, engineering estimates, etc. Provide the basis for the price on any subcontracted items. Additionally, as required by FAR Part 15, provide the extent of competition and the analysis of the subcontractor proposal received. If competition was not obtained provide a brief rationale.

ii. Direct Labor. Provide a time-phased (monthly, quarterly, etc) breakdown of labor hours, rates, and cost by appropriate labor category, and furnish bases for estimates. At a minimum, the proposal for the labor hours shall include an assessment of the mix of labor categories proposed relative to the effort proposed and any overtime hours by labor category.

iii. Direct Labor Rates. Identify base rates in cost/price section in accordance with current established rates.

iv. Indirect Rates. Identify indirect rates in cost/price section in accordance with current established rates.

v. Other Direct Costs (ODCs). List all other costs not otherwise included in the categories described above for each contract line item. Provide a complete pricing breakout of each ODC item(s) proposed (i.e., travel costs shall be supported by rationale for purpose of trip, number of trips, number of people and duration of trips, etc.) All allowable costs associated with ODCs can be applied.

vi. Subcontractor/s. For any non-competitive subcontract that is $2,000,000 or greater submit the same cost information as identified above. In accordance with FAR 15.403(b), the prime contractor shall conduct appropriate cost or price analysis to establish the reasonableness of proposed subcontract prices and include the results of the analysis in your price proposal.

vii. Facilities Capital Cost of Money. When electing to claim facilities capital cost of money as an allowable cost, the contractor shall submit a form CASB-CMF and show the calculation of the proposed amount (See FAR 31.205-10).

viii. Non-commercial Technical Documents, Computer software and Computer Software

Documentation: in accordance with Defense Federal Acquisition Regulation provision

252.227-7017 and 7028, list all technical data or computer software that will be provided with restricted rights.

(b) Specific Proposal Instruction for Technical Approach.

(1) The technical proposal must clearly present sufficient information to allow evaluation based on the requirements stated herein: Labor hours and categories will be evaluated for technical acceptability for this effort. Material required for each effort shall be available in a sufficient time period to meet the requirements of the Period of Performance. Engineering hours shall be clearly displayed for each effort in a time-phased format. Labor allocations shall be traceable in the project plan to the resource allocations.

(2) Details of your technical approach must be presented as a basis of estimate. The basis of estimate in your technical proposal must refer back to SOW paragraph(s) in the solicitation.