I-B-7_Attachment_0010_CASS_Ordering_Guide_25_April_2017.docx

Contract Acquisition Support Services (CASS)

ORDERING GUIDE

Mission & Installation Contracting Command Fort Sam Houston, Texas

Last Updated: 1 April 2017

TABLE OF CONTENTS

Page Number

Contract Acquisition Support Services (CASS) Ordering Guide

CHAPTER 1

GENERAL INFORMATION

I. OVERVIEW

The objective of Contract Acquisition Support Services (CASS) is to provide trained personnel and personal services necessary to perform Acquisition Services, Information Technology Services, Property Administration Support, and Quality Assurance as defined in this Performance Work Statement (PWS) throughout the Central Command (CENTCOM) Area of Responsibility (AOR). The scope of coverage is the CENTCOM AOR; however, the primary locations to be covered are Afghanistan, Iraq, Jordan, Kuwait, and Qatar. The contract is structured for maximum flexibility in providing for an expedited ordering process in order to satisfy customer needs. The total ceiling value of this five-year program is $99 million.

II. PURPOSE

This Ordering Guide establishes procedures for using the Single Award, Labor Hour, Indefinite Delivery, Indefinite Quantity (IDIQ) to issue Task Orders. It explains contract terms, conditions, requirements, ceiling, ordering period, ordering procedures, and funding requirements.

III. APPLICABILITY

This Ordering Guide is applicable to all Task Orders issued by the Mission and Installation Contracting Command (MICC).

IV. SCOPE

The CASS IDIQ will provide support services for customers in the following labor categories:

· Contract Specialist

· Procurement Analyst

· Procurement Technician

· Information Technology Specialist

· Industrial Property Management Specialist

· Quality Assurance Specialist

V. ORDERING PERIOD AND PERIOD OF PERFORMANCE FOR TASK ORDERS

The CASS IDIQ provides for a five year ordering period, from 1 August 2017 to 31 July 2022. Should the extension of services clause, FAR 52.217-8, be exercised, the ordering period may be extended to 28 February 2023. Performance under task orders may extend beyond the ordering period by not more than 12 months.

VI. PROGRAM CEILING

The CASS IDIQ has a ceiling of $99 million that shall be measured against all task orders awarded over the entire ordering period. Once the ceiling is reached, no new task orders, modifications or options shall be awarded or exercised thereafter. Only existing orders and options already in effect shall continue in performance.

VII. AUTHORITY TO PLACE TASK ORDERS

Only contracting organizations under the command of the Mission and Installation Contracting Command (MICC) may place orders against the CASS IDIQ.

CHAPTER 2

ROLES AND RESPONSIBILITIES

I. PROGRAM CONTRACTING OFFICER (PCO)

The PCO, located within the MICC--Fort Sam Houston, is responsible for the administration of the CASS IDIQ, along with the following responsibilities:

· Serving as point of contact for CASS IDIQ customers.

· Providing information regarding the services available under the contracts.

· Providing the administrative procedures for placing orders, contract administration and issuing contract modifications to the master contract.

· Establishing and maintaining central contract files and databases, as appropriate.

· Monitoring the CASS IDIQ ceiling.

· Provide oversight on the task order scope for new requirements under CASS.

II. TASK ORDER CONTRACTING OFFICERS (TOCO)

The TOCO shall be responsible for the following:

· Serving as the local contracting focal point for coordination and awarding task orders for their customers.

· Ensuring the task order requirements are within the CASS IDIQ scope.

· Obtaining approval for the estimated task order amount from the CASS PCO.

· Ensuring the Service Contract Approval Request (SCAR) is part of the requirement package.

· Ensuring that Contractor Manpower Reporting (CMR) requirement is a part of the request for task order response requirements package and that the requirement is included in the PWS of the resultant task order.

· Ensuring that the requirement to monitor the contractor’s reporting of the required information obtained for the CMR is included in the Contracting Officer’s Representative (COR) appointment letter.

· Ensuring that Quality Assurance Surveillance Plans (QASP) is provided by the requiring activity prior to issuing a Request for Task Order Proposal (RTOP).

· Ensuring AT/OPSEC Cover Sheet is part of the requirements package, and incorporates AT/OPSEC language into the PWS.

· Preparing a Contractor Performance Assessment Report (CPAR), as required.

· Ensuring that closeout procedures (FAR 4.804 & 4.805) are completed and shall include a release of claims from the contractor. The TOCO is required to provide an order completion statement to the PCO verifying that all terms of the contract have been met and there are no remaining open items.

· Maintain Task Order file in the Virtual Contracting Enterprise’s (VCE) Paperless Contract Files (PCF) Module. Access to PCF files shall be granted to CASS Program Contracting Officer upon request.

· Maintain COR information in the VCE’s COR Module.

III. TASK ORDER CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Task Order Contracting Officer (TOCO) shall appoint a properly trained COR prior to award for each task order. See Army Contracting Command Pamphlet 70-1, Contract Operations Interim Army Contracting Command – Contracting Officer’s Representative Policy Guide.

· CORs shall self-nominate using the VCE’s CORT Module.

· The TOCO should consider the nomination submitted by the requiring activity that identifies a Government employee who is technically qualified and trained to become a COR.

· Task order COR delegations should require that the contractor’s performance is properly documented and that required reports are provided to the contracting activity for contract administration, monitoring and official contract file.

· The CORs shall use the measures and standards set forth in the Performance Requirement Summary (PRS) and Quality Assurance Surveillance Plan (QASP) to assess contractor performance.

IV. CASS CONTRACTOR

The CASS contractor is responsible for the following:

· Submitting reports to the CASS PCO, covering task orders and contract status as specified in the Performance Work Statement (PWS).

· Ensuring that performance and deliverables meet the requirements set forth in the master contract and individual task orders.

· Perform work and provide the services in accordance with the terms and conditions of the task order and prescribed levels of quality control.

· Segregating cost data by task order and within each task order pursuant to the terms of the task order.

· Collecting and reporting data for the CMR requirement.

CHAPTER 3

THE REQUIREMENTS PROCESS

The Contract Acquisition Support Services contracts include an approved acquisition strategy and acquisition plan. As such, they are not required at the task order level.

CHAPTER 4

PLACING ORDERS

I. PERFORMANCE WORK STATEMENT

The first step in the CASS process must begin with the customer’s preparation of a requirements package. The TOCO must ensure that the task is within the general scope of the CASS contract (e.g., task areas, contract maximums, ordering limits). TOCOs are encouraged to work with their customers early with their preparation of required documents. At a minimum, the PWS shall address the required labor categories, number of contractor employees required, location of the work, period of performance, and any special requirements (i.e., resumes, security clearances, reports, etc.).

II. FUNDING

Funding shall be authorized and provided 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) shall be provided with each task order.

III. REQUEST FOR TASK ORDER PROPOSAL (RTOP)

The TOCO may solicit a response to requirements from the CASS contractor. The RTOP and supporting documents should clearly define:

· the requirement (see Section I above);

· the labor category(ies);

· the period of performance and CLIN structure instructions;

· place(s) of performance;

· the number of hours to be worked per week at each place of performance; and

· any additional clauses/provisions unique to the task order.

IV. PAST PERFORMANCE

Past performance should not be an evaluation factor for a requirement under CASS because the contractor’s past performance was evaluated at time of award of the IDIQ and was found to be acceptable, and presents a low to moderate risk of failure.

V. RELEVANT TECHNICAL EXPERTISE

The technical aspects of this requirement are well defined in the PWS. The Contractor’s staffing plan shall include resumes of personnel capable of performing the tasks and must meet the minimum qualifications for the relevant labor categories.

VI. ORDERING LIMITATIONS

A. The minimum task order amount for required personal services covered by this contract should not be an amount less than $100,000. The Government is not obligated to purchase, nor is the Contractor obligated to furnish, personal services for less than this amount per the contract clause FAR 52.216-19, Order Limitations.

B. The entire program maximum is $99 million and is monitored by the CASS PCO.

VII. TASK ORDER PRICING

Each task order will be priced individually per requirement. All labor categories listed in Chapter 1, paragraph IV, are pre-priced for the five year ordering period for the following locations: Afghanistan, Kuwait, and Qatar. Pricing for other locations, if needed, will be negotiated at the task order level. No Fee Cost CLINS for mobilization, demobilization and ODCs are estimated by the contractor, and approved by the TOCO in advance. ODCs shall be authorized in accordance with FAR 31.202.

VIII. TASK ORDER DOCUMENTATION

A. The evaluation team designated by the TOCO will evaluate the contractor’s response submitted in accordance with the evaluation criteria set forth in the RTOP. The TOCO should ensure all evaluators have no conflicts of interest. Documentation should have clear ties back to the evaluation criteria provided in the RTOP.

B. Technical support to assist in the evaluation procedures must be provided by the local Garrison/customer. Technical evaluators must be capable of providing knowledge and expertise required to accurately determine adequacy of the response. Technical evaluations shall be conducted on the task order response to the terms of the RTOP.

C. Evaluation of price is not necessary for the hourly rates for all labor categories listed in Chapter 1, paragraph IV, as they are pre-priced for the five year ordering period for the following locations: Afghanistan, Kuwait, and Qatar. Pricing for other locations, if needed, will be negotiated at the task order level. The following information must be submitted by the contractor in their pricing proposal for all applicable labor categories in locations other than Afghanistan, Kuwait, and Qatar: A cost breakdown is required for each fully burdened labor rate included in the CLIN structure; the following information is required:

a. Base Labor Rates: The proposal shall show base labor rates associated with each labor category. Base rates are the hourly rates that the employees will actually be paid for performance under the contract. Explain the basis for the proposed labor rates. Some common basis for proposed rates is the actual rate the employee is currently being paid, Bureau of Labor Statistics, Payscale, etc. The method used to escalate rates for additional periods will need to be explained, to include the basis for the escalation factors used and the date that pay increases are effective.

b. Indirect Rates: Common indirect rates are Labor Overhead, Fringe Benefits, General and Administrative (G&A), etc. In the proposal, show each individual rate and describe the allocation base. The allocation base is the cost category that the rate is multiplied by to calculate the indirect dollars. An example is a labor overhead rate applied to direct labor dollars; the latter being the allocation base. Provide the base and pool calculations for the fringe benefit rate to include support documentation for common expenses included in the pool, such as Payroll taxes, Paid Time Off, Defense Base Insurance, Medical and Disability Insurance, Retirement benefits, etc. For example, the support documentation for insurance can be in the form of quotes received from insurance companies that identify the premium paid for Defense Base Insurance, Medical and Disability Insurance. Other support documentation can be in the form of the company’s policy for retirement contributions, paid time off, etc. The base and pool calculations are not required for any other indirect rates proposed.

c. Profit: Must be separately identified.

D. The TOCO may conduct negotiations to finalize task order terms, conditions, and price/cost.

E. The Task Order Decision Document (TODD) should be well documented and provide the reader with a clear picture as to how the TOCO determined the contractor’s proposal to be technically acceptable and the price fair and reasonable.

F. The review and approval procedures are established in the MICC Desk Book. This Desk Book is published on the MICC Sharepoint.

G. The Contractor is not authorized to commence task order performance without a signed task order or written or oral direction by a TOCO. Notwithstanding any of the other provisions of the CASS contract, a TOCO shall be the only individual authorized on behalf of the Government to:

1. Accept nonconforming work;

2. Waive any requirement of the task order; or,

3. Modify or waive any term or condition of the task order.

H. The official task order file shall be maintained and administered by each Ordering Office in the VCE’s PCF Module.

I. Upon release of the task order, a copy of that task order shall be forwarded to the PCO.

CHAPTER 5

ADDITIONAL RTOP CONSIDERATIONS

I. GOVERNMENT PROPERTY AND INFORMATION

A. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use.

B. The work called for under the CASS IDIQ involves exposure to highly sensitive information of the Department of Defense (DoD) and associated contractors, and therefore, task orders must include a stringent Non-Disclosure and Conflict of Interest clauses.

II. REQUIRED TRAINING

IAW DoD and DA policy, Contractor personnel will be required to complete deployment training at designated Continental U.S. (CONUS deployment centers, such as the CONUS Replacement Center (CRC) currently at Fort Bliss, TX (or other alternate/designated site), and redeploy through such centers upon completion of their assignments. Additional training may be required in accordance with the PWS.

III. THEATER IN AND OUT PROCESSING

Contractor employees shall complete Theater in/out processing as quickly as possible; however, in-processing shall be complete within 10 days from arrival in Theater. Out-processing shall be complete before the contractor employee departs Theater. If the contractor cannot complete the required Theater in/out processing within the aforementioned times, the Contractor shall notify the Contracting Officer immediately.

IV. PERSONNEL CLEARANCE LEVEL (PCL)

All Contractor personnel performing under this contract shall be US Citizens and require a FINAL SECRET Personnel Clearance Level (PCL) prior to performance on this contract.

V. DIRECTION OF THE THEATER COMMANDER AND OTHER GOVERNMENT OFFICIALS

The Contractor shall ensure that all Contractor personnel comply with all general orders, directives, and instructions applicable to DoD civilian personnel issued by the ranking military commander and subordinate commanders. Failure to abide by any such order, directive, or instruction will require immediate repatriation of the individual(s), at the Contractor’s expense. Personnel shall adhere to all Force Protection measures and Personal Protective Equipment (PPE) requirements. Repatriation due to non-compliance will not excuse the Contractor for full performance under the contract.

VI. SECURITY REQUIREMENTS

The preliminary DD Form 254, Contract Security Classification Specification, establishes security classification requirements for contractor to use in preparing responses. It is provided to the TOCO for review and incorporation into the requirements package. The preliminary DD Form 254 includes the what, why, when, and where for a contractor that will need classified information or access to classified information. The requiring activity should staff any changes to the security requirement through the requiring activity Security Manager to the TOCO for incorporation into the solicitation.

VII. CONTRACTOR MANPOWER REPORTING

The CMR requirement was implemented by the Assistant Secretary of the Army, Manpower and Reserve Affairs through memorandum dated March 8, 2005. The CASS IDIQ includes the required provisions. However, all task orders and delivery orders, regardless of dollar amount, must include a separate Contract Line Item Number for CMR in order to obtain better visibility of the Contractor service workforce from Contractors supporting the Army. The CMR was designed to collect and report data regarding labor costs associated with the contract workforce and the organizations and missions that the contract workforce support. The CMR will ensure that the Army is getting full value from our contract workforce. Therefore, requiring activities shall add accounting for contract services to their requirement packages that are submitted to the TOCO.

VIII. ADDITION OF CLAUSES AT TASK ORDER LEVEL

Clauses may be added at the task order level as long as they do not conflict with clauses included in the basic contract at ID/IQ level. For example, FAR Option Clauses 52.217-8, Option to Extend Services and, clause 52.217-9, Option to Extend the Term of the Contract may be included and tailored at the task order level as well as clauses related to government furnished property.