Att_5_Delivery_Order_Procedures-Work_Request_Procedures.pdf

DELIVERY ORDER PROCEDURES

WORK REQUEST PROCEDURES & FORM

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Attachment 5

The Government requirements for delivery 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 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 a delivery 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.

A delivery 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 delivery order, as applicable:

(1) Date of order;

(2) Contract and delivery 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) as applicable;

(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) as applicable;

(10) List of Government furnished property (GFP) as applicable;

(11) Invoice and payment provisions Wide Area Workflow Payment Instructions (WAWF);

(12) Accounting and appropriation data;

(13) Period of performance/Delivery Dates;

(14) Organizational Conflict of Interest provisions as applicable;

(15) Type of order (e.g., Firm Fixed Price, Cost-plus-fixed-fee, etc)

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

In addition to the delivery order procedures, issuance of delivery orders will also follow these streamlined procedures to establish an estimated 65 calendar day process for delivery 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

Letter-RFP Package Released 0

Proposal Receipt 30

Government Technical Review 15

Negotiations 5

Government Reviews/Contract 10

Contractor Review/Signature 5

Total Calendar Days 65

(1) Letter – Request for Proposal (Letter-RFP) Package: For requirements that fall within the scope of the

LCPM basic ID/IQ Statement of Work (SOW) for the purpose of establishing a new delivery order, the

Contracting Officer will issue a Letter-RFP and provide a package that consist of: Delivery Order SOW/PWS, Exhibit, DD Form 1423-Contract Data Requirements List/s (CDRL/s), draft delivery order Sections B through J to include Contract Line Item Numbers (CLIN/s), desired delivery schedule, place and manner of

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Attachment 5 inspection and acceptance and all other relevant delivery order documentation and attachments that will make up the Letter-RFP package. The Contracting Officer has the option of providing a Not-to Exceed

(NTE) total amount if necessary. The Letter-RFP initiates the start date of the streamline procedure process.

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

(3) Letter-RFP Confirmation: The Contractor shall provide a written/email confirmation to the Contract

Specialist upon receipt of Letter-RFP package.

(4) Letter-RFP Clarifications: The Contractor shall have seven calendar days from receipt of Letter-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 calendar days from Contractor receipt of Letter-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 Letter-RFP package as a result of the fact-finding session, an Amendment to the Letter-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 15 calendar 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 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 calendar days from negotiation initiation.

(8) Contract Award. The Contract Officer will issue a bi-lateral delivery order within an estimated 10 calendar days, upon conclusion of negotiations, for Contractor review/signature. The Contractor shall have an estimated five calendar days to return the signed delivery order. The delivery order will be released upon

Contractor signature.

Specific Proposal Instructions for Cost/Price.

(1) Submit the proposal to the Contracts Specialist as designated in the Letter-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 delivery 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.

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Attachment 5

(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 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 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.

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.

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Attachment 5

TIME AND MATERIAL WORK REQUEST PROCEDURES

Requirements. The contractor shall perform work on a time and materials basis as required by Work Requests issued pursuant to this provision.

Limitations. Such work as may be required citing this provision shall not be performed until a Work Request is issued by the PCO (see subparagraph (c)(4)).

Procedure.

(1) The Contractor shall prepare and submit a work request to the PCO when directed by the COR or at the contractor's own initiative as necessary to effectively support the performance of this contract. The authorized representative of the PCO shall be responsible for on-site surveillance. A Work Request shall set forth a description of the work to be performed, include any necessary materials, with estimated cost, in such sufficient detail as may be reasonably required for evaluation.

It shall also include the hours, by labor category, estimated to perform the work and a proposed delivery schedule with an assumed approval date.

(2) The Work Request will be validated, as to the necessity of the work, by the COR.

(3) The PCO shall, within a reasonable time (not to exceed five (5) working days for on-call field services or fifteen

(15) calendar days for Material Changes) after receipt of the complete Work Request, take one of the following actions:

i. Disapprove the request. If the work request is disapproved, the contractor shall not proceed with the work.

ii. Approve the request in writing. The PCO will issue the Work Request utilizing a letter, which incorporates a Not-

To-Exceed (NTE) price and delineates the labor hours, labor categories and material costs approved for the work request. Upon issuance, the contractor shall proceed with the work, charging the cost to the applicable Work Request.

Each Work Request will include the following information:

A. Reference to the Work Request/Modification number and any later modification numbers issued which relates to and/or provides additional information or funding.

B. The applicable ACRN and fund citation provided in the Accounting and Appropriation Data block. If applicable, any excess funds are to be de-obligated. If there are no excess funds, "No Change" will be cited.

(1) Oral Work Requests may be issued by the PCO in emergency circumstances. The oral Work Request shall be confirmed by the PCO through issuance of a written Work Request. Oral Work Requests may be utilized to authorize initial travel to the device site for on-call field services. Notice of oral Work Requests by the PCO shall be approved by the PCO within three working days. Upon receipt of such notice, the PCO shall affect all processing procedures relative to the Work Request. In the event work initiated under an oral Work Request subsequently is disapproved by the PCO, the Contractor shall immediately stop work. Allowable costs incurred prior to disapproval will be charged in accordance with Paragraph 1 entitled, “Supplies, Services and Price”, the T&M CLINs.

Ceiling Amount: For each Work Request, the "ceiling price" as referred to in the FAR clause 52.232-7 entitled

"Payments under Time-and-Material and Labor-Hour Contracts (AUG 2012)" to include "Alternate I (AUG 2012)" hereinafter referred to as the "Payments" clause, will be the ceiling stated in each Work Request. The ceiling price is a

NTE price. The Contractor shall not exceed the NTE price except at its own risk. Notice that payment is authorized upon submission of a proper invoice to the payment office.

Payment: Billing for effort completed under this provision shall identify the Work Request being charged and the applicable contract line/sub-line items. The contractor shall prepare and submit the DD Form 250/Invoice/Voucher for payment as specified in Section G.

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Attachment 5

WORK REQUEST FORM

Sequential Task Number ______ Date _________

To: PCO

Subj: REQUEST FOR AUTHORIZATION TO PROCEED WITH A WORK REQUIREMENT

Ref: (a) _________________________________________(Device/Site)

1. The undersigned Contractor requests authorization to proceed with a work requirement under

Contract Line Item Number ____________________ of Contract__________________________

Delivery Order __________________________ in accordance with Attachment 5, Work Request

Procedures, of the basic contract as described below:

WORK REQUIREMENT: ______________________________________________

ESTIMATED MAN-HOURS: ___________________________________________

ESTIMATED COST: $_____________

Detailed cost breakdown: (submit on separate sheet)

(include any necessary parts and materials)

SUBMITTED BY: (Contractor) REVIEWED BY: (COR)

(Date) (Date)

COR RECOMMENDENDATION:

[ ] Approval

[ ] Disapproval

2. [ ] Approved

[ ] Disapproved for the following reason(s) _______________________________

Contracting Officer Date