W9124J22R0003 Atch F IMS Ordering Guide.pdf

Medical Center of Excellance

Instructor/Multimedia Support (IMS)

ORDERING GUIDE

Mission & Installation Contracting

Command Fort Sam Houston, Texas

15 March 2022

TABLE OF CONTENTS

CHAPTER 1 – GENERAL INFORMATION

I. Overview

II. Purpose

III. Applicability

IV. Scope

V. Centralized or Decentralized MA IDIQ Contracts

VI. Ordering Period

VII. On/Off Ramps

VIII. Period of Performance (POP) for Task Orders (TOs)

IX. Program Ceiling

X. Authority to Place TOs

XI. Fee for Use

XII. Prime Contractors

XIII. Protests

CHAPTER 2 – ROLES AND RESPONSIBILITIES

I. Contracting Officer (KO)

II. Delegated Procuring Contracting Officer (DPCO)

III. Defense Contract Management Agency (DCMA)

IV, Contracting Officer's Representative (COR)……..…………………………………12

V. MA IDIQ Contractors

VI. Principal Assistant Responsible for Contracting (PARC). .... Error! Bookmark not defined.3

VII. Program Management Office (PMO). ................. Error! Bookmark not defined.3

VIII. Task and Delivery Order Ombudsman

CHAPTER 3 – REQUIREMENTS PROCESS

I. Acquisition Planning

II. Competition in Contracting Act (CICA) Bundling and Contract Consolidation

III. Suite Decision, Small Business Reserves, and Requirement Value

IV. Socio-Economic Goals and Small Business Participation

V. North American Industry Classification System (NAICS) Selection

VI. AbilityOne

VII. Product and Service Codes (PSC)

CHAPTER 4 – PLACING TOs

I. Performance Work Statement (PWS)

II. Funding

III. Metrics

IV. TO Types

V. Contract Line Item Number (CLIN) Structure

VI. Fair Opportunity

VII. Ordering Procedures

VIII. Task Order Request (TOR)

IX. Best Value Approach

X. Teaming Arrangement & Changes in Contractor Team Members

XI. Ordering Limitations

XII. Past Performance

XIII. Relevant Technical Experience

XIV. TO Pricing

XV. TOP Evaluation and Documentation

CHAPTER 5 – ADDITIONAL TOR CONSIDERATIONS

I. Contract Manpower Reporting

II. Organizational Conflict of Interest (OCI) at TO Level

III. Contractor Advisory and Assistance Services (CAAS)

IV. Addition of Clauses at TO Level

V. Government Property. Government Property

VI. Security Requirements

VII. Other Direct Costs

VIII. Travel

CHAPTER 6, TO PROCESS

I. TOR Preparation

II. TOR Evaluation

III. TOR Award and Administration

CHAPTER 7, TO MONITORING AND CONTRACT ADMINISTRATION

I. On/Off Ramps

II. Competition Review

III. Exercise of Contract Options

ATTACHMENTS

CHAPTER 1 – GENERAL INFORMATION

I. Overview. The is a non-personnal contract to provide Instructor Multimedia Support (IMS) to the Medical Center of Excellance. This is a multiple award indefinite delivery, indefinite quantity (MA IDIQ) contract. The contact was competed as an 8(a) set aside.

The ceiling value of this contract for the five year ordering period is $TBD. This contract is for services on Fort Sam Houston.

II. Purpose. This IMS MA IDIQ Ordering Guide establishes mandatory procedures for ordering against the IMS MA IDIQ contracts. All applicable terms, conditions, requirements, ceilings, periods of performance, types of task orders (TO), ordering procedures, competition thresholds, basis for award of TOs, funding, quality assurance and metrics are provided in this guide.

III. Applicability. This Ordering Guide is applicable to MICC Fort Sam Houston Only.

No other Agency/Office has delegation authority.

IV. Scope. The MEDCoE has a requirement for a broad variety of instructor, project management, training/curriculum development and multimedia services and products to support military medical training throughout the U.S. Army Training and Doctrine Command (TRADOC)/MEDCoE. Services that are required are listed in the chart below:

1. Instructional Design includes Support instructional system design activities of systematically transferring principles, concepts, and best practices of learning methodologies and strategies that result in the acquisition and application of knowledge and skill. The instructional design process consists of determining the needs of the learner, defining the end goal of instruction, and designing, developing and delivering instructional products and experiences, both digital and physical, toward effective and inspiring acquisition of knowledge.

Teaching Methods and Strategies: Resident Delivery – (Student-centered, Direct Instruction, Kinesthetic Learning, etc.), Online Delivery – (Asynchronous, Synchronous – Blended learning)

Strategies – Encompasses implementation of varying techniques to facilitate learning (Flipped classrooms, gamification, group-based, active-learning, problem-based learning, etc.).

2. Multimedia Design Development includes: Design and development of communication materials using a wide range of media products such as text, audio, animations, images, and videos. Multimedia professionals are comprised of Graphic Artists/Illustrators, video producers/editors, animators, developers and programmers using a wide variety of computer software applications and systems.

3. Instructor Services includes: Instructors that plan, coordinate, implement, and evaluate student education competencies. Training developers that execute curriculum

Medical Specialties:

Physician Assistants Medical Coding/Patient Administrations Nursing Paramedics Occupational/Physical Therapists Veterinarians DL (Blended Learning) Facilitators

4. Classroom Delivery includes: Training Support to facilitate the delivery of instruction by providing subject matter expertise (SME) to instructors and students during classroom instruction. SMES include Veterinary Technicians and Tactical Combat SMEs. Training Specialist, such as Veterinary Technicians and Tactical Combat/Medical specialist, support-training activities by providing a customer service functions that facilitates customer interface, instructor-student interface, accurate and timely information on available courses and maintaining training resources and produces satisfied customers.

5. Project Managers includes: Support the implementation of applicable project plans in support of the MEDCoE lines effort to include program level integration of training strategies across multiple domains. Work with client subject matter experts to define project scope, task, durations and deliverables and milestones. The Project Manager shall monitor the timely completion of planned project tasks with all affected departments and communicate delays that occur.

6. Analysts includes: Support the improvement of business processes, as well as conduct analytical studies to include industry requirements from positions to program evaluation, and program-specific training requirements analysis.

Collects, analyzes, and prepares occupational information to facilitate personnel, administration, and management functions of the organization.

Perform a variety of projects or tasks, which are broad in nature and are concerned with the planning, analysis, development, implementation and evaluation of training initiatives and requirements.

V. Centralized or Decentralized MA IDIQ Contracts. This MA IDIQ is centralized as it supports a specific customer. Ordering authority is not delegated outside of the contracting office that awarded the MA IDIQ contracts.

VI. Ordering Period. The MA IDIQ contract provides for a 5-year ordering period.

VII. On/Off Ramps. N/A

VIII. Period of Performance (POP) for Task Orders/Delivery Orders (TOs/DOs).

Performance under TOs may extend up to 12 months beyond the ordering periods.

IX. Program Ceiling. The IMS MATOC has a collective ceiling of TBD 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 already in effect shall continue in performance.

X. Authority to Place TOs/DOs.

1. All pre-award actions for Task Orders will be conducted by the MICC-FSH Contracting Office.

2. Requireing activities must coordinate their draft PWS with MEDCoE COR for this contract. Presently, that person is Karlita Baker, Karlita.baker.civ@army.mil.

3. Once PWS is approved, the customer must then take the following steps:

a. Requiring Activities (RAs) MUST create a cabinet in the Paperless Contract File (PCF) system through the Virtual Contracting Enterprise (VCE) system. (https://vce.army.mil/Portal/Modules) and load all requirement documents.

MICC-FSH will not accept any requests for task orders outside of

PCF.

b. A requirements package consists of the following items:

i. A draft PWS (85% solution is acceptable)

ii. All applicable Technical Exhibits

iii. A signed Independent Government Estimate which contains:

1. the signature, title, organization, and phone number or email address for the preparer and the preparer’s first-level supervisor.

2. The IGCE must clearly state the following two things:

i. The basis for how the estimate was arrived at (labor rates of the existing contract, market research, etc.

ii. A certification that the Government independently developed the IGE prior to seeking formal proposals from contractors.

3. The IGCE must clearly show the labor categories which the requiring activity believes will be necessary for performance along with the quantity of hours for each labor category.

a. The labor categories must be in-sync with the

PWS.

iv. An AT/OPSEC coversheet which is completely signed.

v. A Request for Services Contract Approval (RSCA) signed by the authorized person. The RSCA must be at least close to the value of the IGCE and reflect the same number of option periods.

vi. A Quality Assurance Surveillance Plan (QASP) that is in sync with the PWS.

vii. A funding document (Purchase Request) or at least a PR for $0.01 which has been L4’d by your G8 and is earmarked for your program.

viii. If required, A DD254 signed by your S2/G2 if your task order will require personnel who hold at least a SECRET clearance or higher.

ix. Identification of the Contracting Officer’s Representative (COR) and providing copies of the COR’s training certificates.

x. Any other documents the requiring activity feels is necessary.

c. Once the PCF package has been received and accepted by MICC-FSH, the customer will then be given milestones for the acquisition and an expected award date for their task order.

XI. Fee for Use. There is no fee for the use of the contract by any activity to solicit, award and administer task orders under this contract.

XII. Prime Contractors. TBD.

TBD

XIII. Protests. No protest under subpart 33.1 is authorized in connection with the issuance or proposed issuance of an order under a task-order contract or delivery-order contract.

CHAPTER 2 – ROLES AND RESPONSIBILITIES

I. Contracting Officer (KO). An individual who is duly appointed and designated with specific authority to enter into, administer, and terminate contracts and to make related determinations and findings on behalf of the U.S. Government. Detail responsibilities, e.g.:

a. Administration of MA IDIQ contracts.

b. POC for IDIQ customers for scope questions; makes in-scope/out-of-scope determinations etc.

c. Establish administrative procedures for placing orders.

d. Administer contracts and issue contract modification to the MA IDIQ contracts.

e. Make changes to the basic MA IDIQ/Ordering Guide.

f. Establish and maintain central contract files and databases, as appropriate.

g. Review and approve requests for Delegated Procurement Authority (DPA).

h. Maintain a list of Delegated Procuring Contracting Officers (DPCOs) who were issued DPAs.

i. Develop and ensure training for DPCOs prior to their using the MA IDIQ, as applicable (document titled “Delegation of Procurement Authority Training, Sample" is located in the ACC MAP APP, Samples and Templates tab.)

j. Gather semi-annual usage data from the field and report upward.

k. Track and report contract level metrics.

l. Monitor effect of protests on metrics and fair opportunity.

m. Monitor IDIQ ceiling.

n. Close-out of MA IDIQ.

II. Delegated Procuring Contracting Officer (DPCO), if applicable. N/A

III. Defense Contract Management Agency (DCMA). N/A

IV. Contracting Officer’s Representative (COR). A COR shall be appointed prior to the award. The appointment letter shall designate a detailed description of COR responsibilities. The appointment letter will include a description of the requirement, instructions for maintaining COR qualifications, and roles and responsibilities:

COR will be appointed at MA IDIQ Level and will:

a. Assist the KO in developing the PRS, PWS, QASP, surveillance checklists with measureable outcomes, etc.

b. Prepare CPARS, if the info is being gathered as a combined document (e.g. all TOs under the MATOC.

c. Recommend to KO whether contracts are still needed and provide information and documents to exercise option.

d. Provides day-to-day surveillance of Contractor performance.

e. Prepares TO performance report.

f. Ensures reporting under the Contractor Manpower Reporting System is loaded on the prescribed websites IAW the terms of the basic contract and TO.

g. Authorizes travel.

h. Reviews invoices in comparison to actual performance accomplished.

i. Interfaces with Contractor personnel.

j. Submits CPAR input annually (services with an aggregate value of <$1M).

V. MA IDIQ Contractors. These Contractors are all highly technically qualified and have satisfied the full competition and past performance requirements of the MA IDIQ award process. Contractor responsibilities:

a. Ensures performance and deliverables meet the requirements set forth in the master contract and individual TOs.

b. Performs work and provides the services/supplies in accordance with the terms and conditions of the TOs and prescribed levels of quality control.

c. Segregates cost data by TO and within each TO pursuant to the terms of the

TO.

d. Submits a TOP IAW the request from the ordering office.

e. Notifies the Government KO in writing stating no bid (when the Contractor decides to not submit a TOP.)

f. Collect and report data for the Contractor Manpower Reporting requirement.

VI. Task and Delivery Order Ombudsman. IAW FAR 16.505(b)(6) and 16.504(a)(4)(v), disputes related to matters affecting task order award may be filed with the MICC Ombudsman.

The current MICC Ombudsman is:

Ms. Christine Barge usarmy.jbsa.acc-micc.mbx.micc-to-do-ombudsman@mail.mil 210-466-2408

CHAPTER 3 – REQUIREMENTS PROCESS.

I. Acquisition Planning. The MA IDIQ includes an approved strategy/plan. These documents are not required at the order level.

II. Competition in Contracting Act (CICA) Bundling and Contract Consolidation.

N/A

III. Suite Decision, Small Business Reserves, and Requirement Value. N/A

IV. Socio-Economic Goals and Small Business Participation. N/A

V. North American Industry Classification System (NAICS) Selection. 611710:

Educational Support Services. This industry comprises establishments primarily engaged in providing non-instructional services that support educational processes or systems. A corresponding Index Entry is Educational curriculum development services.

NAICS 611710 fully encompass all of the educational support services required such as Instructional Design and Instructor Services, which when combined comprises approximately 80% of the total requirement. Instructional Design/Instruction support is also estimated to make up about 81.65% of the total contract cost. It is also supported by Industry as an appropriate NAICS for this requirement. Size Standard: $16.5M.

VI. AbilityOne.N/A

VII. Product and Service Codes (PSC). U008, Training/Curriculum Development

CHAPTER 4 – PLACING TOs.

I. Performance Work Statement (PWS). The KO shall ensure that the task is within the general scope of the MA IDIQ contract (e.g., task areas, contract maximums, ordering limits). The contract shall be performance-based unless approved by the designated authority as specified in DFARS 237.170-2 and AFARS 5137.170-2(a). A performance-based PWS shall identify the customer’s entire needs and address those needs with statements describing the required services in terms of output. The requirements should not be presented in such a manner that limits fair opportunity to compete for the TOs and should not impose requirements that are not specifically required to ensure successful satisfaction of the TO requirements. The requirements should be stated in clear, concise, easily understood and measurable terms. Detailed procedures should not be included that dictate how the work is to be accomplished;

rather, the requirements should allow the Contractor the latitude to work in a manner suited for innovation and creativity.

At a minimum, the PWS should address the work to be performed, location of the work, period of performance, delivery schedule, applicable standards, acceptable criteria, and any special requirements (i.e., security clearances, travel, reports, unique or professional qualifications, special knowledge, etc.). See FAR 37.6 for additional requirements for Performance-Based Contracting.

Performance based metrics will be used to the greatest extent possible to ensure that the required performance quality levels are achieved. Metrics at the TO level should be clear, unambiguous and linked to incentives and penalties, and should be provided to the KO. Contract level metrics should also be provided to the MA IDIQ KO.

II. Funding. Funding for the MA IDIQ shall be authorized at the TO level and shall be the type deemed appropriate for services to be acquired; A bona fide need for the minimum quantity of an IDIQ contract shall exist in the fiscal year that the contract is awarded AND the contract shall be awarded for at least that minimum quantity using the appropriate fiscal year funding.

III. Metrics. Metrics shall be captured at both the MA IDIQ and TO levels. Program Level metrics measure the success of the entire program, across all TOs issued and are stated in the master contracts. Task Order metrics measure success against performance in a specific TO, and are included in each TO. Ensure metrics are value-added, achievable, measureable, and effective in meeting end-user needs in terms of cost, schedule, performance, small business participation and customer satisfaction

CONTRACT LEVEL METRICS.

a. Competition: Data will be collected on an annual basis by the MA IDIQ KO on competition.

METRIC: Fair Opportunity to Compete.

TARGET/GOAL: 100% of all TOs issued will be awarded under the fair opportunity process.

b. Quality of Work: Data will be collected on an annual basis that illustrates the degree of satisfaction of the clients for overall performance of the work as well as the quality of services performed.

METRIC: Client satisfaction and quality rating.

TARGET/GOAL: 80% of comments express overall satisfaction. Feedback may be obtained via customer satisfaction survey.

c. Quality of Documentation: Data will be collected on an annual basis that illustrates the degree of satisfaction of the project managers for overall acceptance for deliverables submitted as part of all TOs awarded to a particular Contractor.

Documentation is critical to the completion of a successful project and shows competency to our stakeholders (customers, regulatory agencies, etc.)

METRIC: Quality of Final Deliverables.

TARGET/GOAL: 80% of all final deliverables received are accepted within 2 submissions.

TASK ORDER LEVEL METRICS.

a. Performance: Data will be collected on an annual basis that captures the number of Non-Conformance Reports (NCRs) given to the Contractor.

METRIC: Compliance with PWS.

TARGET/GOAL: No more than 5 NCRs received by the Contractor within a given TO.

IV. TO Types. The MA IDIQ contract type is firm-fixed-price (FFP) with, cost reimbursable traval CLINS.

Most TOs/DOs will be solicited, negotiated, and awarded as bilateral orders. If TO/DO cannot otherwise be issued in a timely manner, the Government reserves the right to issue unilateral TOs/DOs on an undefinitized basis (DFARS 252.217-7027), utilizing a not-to-exceed ceiling amount provided by the Contractor in the TO/DO.

V. Contract Line Item Number (CLIN) Structure. CLIN structure shall follow DFARS

204.71 Uniform Contract Line Item Numbering guidance and shall be in accordance with the format of the basic contract. If applicable, the CLINs also shall be structured to facilitate progress payments. In order to obtain better visibility of the Contractor service workforce from Contractors supporting the Army, TOs must include a separate Contract Line Item Number for Contractor Manpower Reporting. Numbering of TOs/DOs shall be IAW DFARS 204.7004.

VI. Fair Opportunity.

a. General. IAW FAR 16.505(b) Ordering, the KO must provide each MA IDIQ

Contractor a fair opportunity to be considered for each TO/ exceeding $5,000, except as provided for at FAR 16.505(b)(2). Pursuant to DFARS 216.505-70, Orders Under Multiple Award Contracts, each order exceeding the Simplified Acquisition Threshold shall be placed on a competitive basis in accordance with paragraph DFARS 216.505-70(c), unless this requirement is waived on the basis of a justification that is prepared and approved in accordance with FAR 8.405-665 and includes a written determination. The competition requirements in FAR Part 6 and the policies in FAR Subpart 15.3 DO NOT APPLY to the ordering process.

b. The Task Order Contracting Officer shall:

- Provide a fair notice of the intent to make the purchase, including a description of the work the Contractor shall perform and the basis upon which the selection decision will be made to all IMS Contractors;

- Afford all IMS Contractors responding to the notice a fair opportunity to submit an offer and have that offer fairly considered;

- Consider price and cost under each order as one of the factors in the selection decision;

- Keep Contractor submission requirements to a minimum;

- Use streamlined procedures, including oral presentations; and

- Consider past performance on earlier task orders under the master contracts, if available. Past performance considerations may include the Contractor’s performance regarding quality, timeliness, and cost control.

c. Single Offer Receipt. If at any time the fair opportunity process does not result in at least two responses at the task order level, the TOCO will meet with the customer to carefully discuss and review the requirements for clarity, ambiguity, and possible favoritism as applicable. Further, the TOCO will review the instructions, guidance, and/or directions to the contractors to ensure accuracy. If after a thorough review of the requirement, circumstances and facts reveal a trend that restricts or bars competition, the RTOP will be amended, cancelled and/or re-solicited.

d. Monitoring. Fair Opportunity will also be monitored at the program level by reviewing the response rate on the various RTOPs that get published to all IMS contractors. The Government may also meet individually with contractors who are not actively submitting responses to gain a better understanding of their reasons for not competing at task order level.

VII. Ordering Procedures. When ordering services over the Simplified Acquisition Threshold, the MA IDIQ KO shall follow the policies and procedures in the DFARS 216.505-70, Orders under Multiple Award Contracts. The DFARS 216.505-70 procedures take precedence over all other ordering procedures.

The MA IDIQ KO should keep submission requirements to a minimum. Oral task order responses may be considered. Streamlined evaluation approaches are encouraged.

Information from responders should be tailored to the evaluation criteria and should be sufficient to conduct the evaluation..

VIII. Task Order Request (TOR). The KO may solicit responses to requirements from IMS MA IDIQ Contractors in written or oral format. The nature of the requirement and detail of response required may serve as guides to determine which medium is most appropriate. For example, urgent requirements that can be clearly articulated may be solicited orally.

A TOR should be prepared and issued for each TO requirement conveyed in writing.

The TOR and supporting documents should clearly define:

a. The requirement;

b. The task/function area;

c. The anticipated TO type;

d. Instructions for completing submissions in response to the request and for order placement procedures;

e. Additional clauses/provisions unique to the TO;

f. Period of performance and CLIN structure instructions;

g. The order placement procedures defining the method in which the TO award will be made;

h. The basis of award that will be used to select a Contractor, as well as criteria that will form the award decision.

IX. Best Value Approach. The KOs may exercise broad discretion in developing the most appropriate order placement procedures. Formal evaluation plans or scoring of quotes or offers are not required for orders competed under the MA IDIQ contracts;

however sufficient documentation shall be maintained to clearly support the selection decision. KOs should consider the nature, value, duration, extent of existing information (e.g., past performance information, existing quality control plans, etc.), and the extent of information requested when determining the order placement approach, submission requirements and response time.

Using the LPTA process is appropriate when best value is expected to result from the selection of the technically acceptable TOP with the lowest evaluated price. The LPTA process will allow the user to evaluate the TOPs faster for the basis for award will be made on the basis of the lowest evaluated price meeting the acceptability standards for technical factor. TO requirement using LPTA should be completed for 15 days.

When best value trade-off approaches are contemplated, the KO should consider what is being traded off. For example, for requirements that are routine in nature but require considerable management emphasis to ensure effective and efficient operation under time and fiscal constraints, the Government might consider a trade-off between price and management approach. The benefits of awarding to an offeror with a higher-rated technical factor and a higher-priced proposal must be justified. The offer selected must be that response that provides the best overall value to the Government.

While FAR Part 15 does not apply to the MA IDIQ ordering process in general, refer to FAR 16.505 regarding post award notices (FAR 15.503) and debriefing of awardees (FAR 15.506) for TOs/DOs exceeding $5.5 million dollars.

X. Teaming Arrangement & Changes in Contractor Team Members.

A. A part of the ID/IQ contract is the composition of the team members (subcontractors) proposed. The contractor may not add permanent team members without prior approval from the PCO at the ID/IQ contract level.

B. Contractors are permitted to add team members on a one-time basis as required to meet the unique requirements of task orders. These actions are viewed as single events.

C. Contractors may also be permitted to add a long-term subcontractor to their team. This request shall be made to the IMS Contracting Officer and approval shall be in writing.

D. Contractors are reminded that FAR 52.219-14 applies to this contract and is monitored at the labor dollar value of the task orders.

XI. Ordering Limitations. The Government is not obligated to purchase, nor is the Contractor obligated to furnish, supplies or services for less than amount per the contract, clause FAR 52.216-19, Order Limitations. Program maximum for all contracts by dollar value will be monitored by quarterly Contractor reports, and will be monitored by the MA IDIQ KO.

XII. Past Performance. Past performance should not be an evaluation factor for a requirement under IMS because the past performance of all IMS contractors was evaluated at the ID/IQ level and found to be acceptable and presents a low to moderate risk of failure. AFARS 5116.505-90(d) which in part reads - “Requests for contractor submission of past performance information with response submission under Multiple Awards Task Order Contracts shall be eliminated.” IAW DFARS 216.505-70(d)(5), the contracting officer should consider past performance on earlier orders under the contract, including quality, timeliness, and cost control.

XIII. Relevant Technical Experience. KOs may choose to request information from offerors regarding relevant technical experience. This may include the extent and relevance of current and previous experience performing services/providing supplies similar in size, scope and complexity to the requirements identified in the TOR, e.g.:

Prior Technical Experience. Experience is the opportunity to learn by doing. The Government will evaluate each offeror’s prior technical experience on the basis of its number of opportunities, not number of years, and its relevance to the work that will be required under the prospective contract to determine the likelihood that the offeror will be able to perform this contract in a fully successful manner. Work of similar nature, scope, complexity, and difficulty to that which must be performed under the prospective TOR contemplated by this solicitation. The objective of the evaluation is to determine the degree to which the offeror has previously encountered the kinds of work, uncertainties, challenges, and risks that it is likely to encounter under the prospective TOs, and to develop insight into the offeror’s relative capability and the relative risk associated with contracting with the offeror.

XIV. TO/DO Pricing. TO will be priced individually per the price matrix in the MA IDIQ, and how this relates to the TO pricing. Rates are inclusive of prime labor, subcontract labor, overhead and other burdens, fee and profit. All TOP cost/price proposals shall be evaluated for each TO requirement based on evaluation criteria established in the

TOR.

XV. TOP/DOP Evaluation and Documentation.

a. The evaluation team designated by the KO will evaluate the TOPs submitted

IAW the evaluation criteria set forth in the TOR and determine the Contractor awardee IAW the specified evaluation criteria. The KO should ensure all evaluators have no conflicts of interest or preconceived outcomes. Documentation should directly relate to the evaluation criteria provided in the TOR.

b. Technical support to assist in the evaluation procedure must be provided by the requiring activity. Technical evaluators must be capable of providing knowledge and expertise required to accurately determine adequacy of the TOPs. Technical evaluation shall be conducted on each TOR IAW the terms of the TOR. Evaluation of price will usually be based upon competition except when only a single offeror is received, reference procedures at Chapter 4. VI. b, Single Offer Receipt. In-depth price analysis or cost evaluation is not typically required, but depends on the TO contract type. To support a fair and reasonable price/cost finding, the price/cost analysis should include feedback from the technical evaluators that the skills mix and level of effort proposed appropriately represent the Contractor’s proposed approach and is adequate to successfully satisfy the TO requirements. The KO shall evaluate the proposed price/cost as stated in the evaluation criteria in the TOR.

c. The KO shall control all exchanges with Contractors. A competitive range decision is not required prior to conducting exchanges, nor must the KO conduct exchanges with each Contractor. The KO may conduct negotiations to finalize order terms, conditions and price/cost.

Task Order/Delivery Order Decision Document (TODD/DODD). This is the single record that details the KO’s integrated assessment and decision supporting selection of the best value proposal consistent with the stated evaluation criteria.

a. The review and approval procedures are established in the MICC Desk Book.

This Desk Book is published on the MICC Sharepoint.

b. The KO is required under FAR 16.505 to provide notifications to unsuccessful awardees and debriefings for orders IAW FAR 15.503 and 15.506 for all orders exceeding $5.5 million dollars. The debriefings may be provided orally, in writing or by any other method deemed appropriate to the KO. A best practice is to provide debriefings in writing.

c. The Contractor is not authorized to commence performance without a signed TO or direction by a KO. Notwithstanding any of the other provisions of the MA IDIQ contracts, a KO shall be the only individual authorized on behalf of the Government to:

accept nonconforming work; waive any requirement of the TO; or, modify or waive any term or condition of the TO.

d. The official TO file will be maintained and administered at each Ordering Office, to include close-outs.

e. Upon release of the initial TO award, a copy of the document shall be forwarded to the MA IDIQ KO.

CHAPTER 5 – ADDITIONAL TOR CONSIDERATIONS.

I. Contract Manpower Reporting. The Contract Manpower Reporting (CMR) requirement was established by the Assistant Secretary of the Army, Manpower and Reserve Affairs through memorandum dated March 8, 2005 , and implemented by PARC Policy Alert 08-29, dated 13 June 2008 & PARC Policy Alert 08-29-R1, dated 11 August 2008, Subject: Contractor Manpower Reporting. The MA IDIQ contract includes the required provisions. However, all TOs, regardless of dollar amount, shall 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 Contracting Officer.

The Contractor shall report all contractor labor hours (including subcontractor labor hours) required to perform services under this Army contract. The Contractor shall access the secure data collection site (http://www.ecmra.mil/) and complete all required data fields.

The Contractor inputs shall include the labor executed during the period of performance for each Government fiscal year (FY), which runs October 1 through September 30. The Contractor inputs shall be reported any time during the FY, but must be reported no later than October 31 of each calendar year. Contractors shall direct questions to the help desk at: http://www.ecmra.mil.

II. Organizational Conflict of Interest (OCI) at TO Level. OCI at the Task Order Level is contained in the IMS Contract. Task Orders are responsible for determining and issuing specific OCI restrictions for each requirement.

III. Contractor Advisory and Assistance Services (CAAS). N/A

IV. Addition of Clauses at TO/DO Level. Clauses may be added at the TO level as long as they do not conflict with clauses included in the basic contract at IDIQ level.

For example, Option Clauses 52.217-8, Option to Extend Services, and 52.217-9, Option to Extend the Term of the Contract, may be included and tailored at the TO level as well as clauses related to Government-furnished property.

V. Government Property. Government Property means all property owned or leased by the Government. Government property includes both Government-furnished property and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software (see FAR 45.101).

Contractors are ordinarily required to furnish all property necessary to perform Government contracts. Contracting Officers shall provide property to Contractors only when it is clearly demonstrated- (1) To be in the Government’s best interest, (2) That the overall benefit to the acquisition significantly outweighs the increased cost of administration, including ultimate property disposal, (3) That providing the property does not substantially increase the Government’s assumption of risk; and (4) That Government requirements cannot otherwise be met. If the Government anticipates that Government Property will be provided for use by the Contractor under the contract, the KO shall incorporate all appropriate clauses and provisions into the MA IDIQ solicitation and resulting TOs/DOs in accordance with FAR Part 45, 52.245-1, and DFARS 252.211-7003, and DFARS 252.245-7002. Each order requiring the use of Government property shall include a complete list of all property to be provided to the Contractors.

VI. Security Requirements. Ensure that security requirements have been coordinated with the customer and the Security Specialist. Ensure that the requirements of PGI 204.403, Responsibilities of Contracting Officers, are met.

Contractors shall conform to all security requirements as specified in the DD Form 254 included in each order. If a security clearance is required, interim coverage may be obtained from the Department of Defense. Surveillance of DD Form 254 requirements will be executed at the TO level.

VII. Other Direct Costs. Other Direct Costs (ODC) may be included at the order level should conditions warrant. ODCs shall be authorized IAW FAR 31.202.

VIII. Travel. An allowance for travel may be included at the TO level. The basis for allowable travel costs will comply with FAR 31.205-46.

CHAPTER 6, TO/DO PROCESS.

I. TOR Preparation.

a. Ideally, the KO will have coordinated with the customer in advance to discuss the requirement with regard to issues such as: funding; contract type; CICA Bundling, selection of task/function/value in the event that a suite determination is required, and any impediments to competition. The advanced coordination is highly recommended to establish realistic milestones, especially for situations requiring additional documentation and approval prior to issuance of the TOR, e.g. D&F for use of T&M contracts, bundling analysis, etc. The KO is responsible for ensuring required approvals are obtained timely.

b. The Customer submits the procurement package to the Ordering Office and provides documents to the KO, e.g. Independent Government Estimate; Funding Document; Performance Work Statement/Statement of Work/Statement of Objective (PWS/SOW/SOO); Evaluation Criteria consistent with the basic contract; Quality Assurance Surveillance Plan (QASP); TO metrics; and COR nomination IAW AR 70-13 and ACC Pamphlet 70-1. Examples of other documents that may be applicable are:

Service Contract Approval/Inherently Governmental Function determination, within-scope statement, and Workload Data.

c. The KO determines whether the TO requirement is within the MA IDIQ scope.

The KO conducts market research to determine whether the MA IDIQ is the appropriate vehicle to satisfy the customer’s requirement.

d. The KO prepares TOR to include applicable attachments, e.g.

(PWS/SOW/SOO), Workload Data, etc., due date for TOR return, period of performance and CLIN structure, discussion of TO type, evaluation factors and basis for TO award.

e. The KO submits TOR and attachments for appropriate reviews depending on applicable thresholds, e.g. to local legal office, SCO, etc.

f. The KO submits TOR to MA IDIQ contract holders.

II. TOP Evaluation.

a. The solicited Contractors submit TOP prior to due date.

b. The KO assembles Evaluation Team to evaluate TOP in response to TOR.

c. The Evaluation Team evaluates TOPs in response to TOR and documents evaluation in accordance with the streamlined evaluation criteria established in the

TOR.

d. The KO determines whether discussions are required, if so; notifies Offerors regarding discussions, conducts discussions and requests revised responses. The evaluation board evaluates and documents revised responses. If discussions are not conducted, the KO prepares TODD.

III. TOR Award and Administration.

a. The KO prepares TODD and submits for appropriate reviews, depending on applicable thresholds, e.g. to local legal office, SCO, etc.

b. The KO awards TO in local PD2 system.

c. The KO provides notification of award decision to TO awardee as well as unsuccessful TO participants.

d. The KO conducts debriefings sessions to unsuccessful awardees IAW FAR

15.506 for actions exceeding $5.5 million dollars.

e. Contractor submits quarterly reports summarizing awarded and pending TO requirements on MA IDIQ to MA IDIQ KO.

f. Respond to any requests for information pertaining to orders awarded or administered by your office including but - not limited to, Freedom of Information Act requests, and inquiries/audits by: Congress, Inspectors General, the Small Business Administration, the General Accountability Office, and the MA IDIQ KO.

CHAPTER 7- TO MONITORING AND CONTRACT ADMINISTRATION.

I. On/Off Ramps. The Government will conduct an annual assessment of the Contractor’s performance using the Contract level metrics for both suites. The annual assessment will examine performance results using the appropriate type of surveillance. If the Government determines that the Contractor(s) failed to meet standards as required by the Contract level metrics at the end of the 1st year or subsequent years, the Government may forego any future Task Order in favor of refreshing the pool of qualified contractors.

If the Government determines that Contractor(s) failed to meet standards as prescribed by the Contract level metrics and/or a Contractor is no longer considered to be a small business, new competitions within the restricted suite will follow the same procedures and processes used for the initial restricted suite solicitation and basic award(s).

II. Competition Review. The Government will conduct a fresh round of market research 5 years after award of the ID/IQ contracts to determine if the $16.5 threshold for competitions within the small business suite is still appropriate. If at this time the amount is not appropriate and the extent of competition is lower than expected, the existing MA IDIQ contracts will be modified to add language that will notify MA IDIQ Contractors that the threshold for the small business suite may be increased to generate more competition for small business concerns at the TO level.

III. Exercise of Contract Options. N/A