am_3.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04 EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The solicitation for the Fort Polk FY13 Job Order Contract (JOC) is amended as follows:

See SF30 Continuation Sheet(s)

NOTE: Proposal Receipt date is 01 Aug 2013, 2:00 p.m. Central Time, as previously stated.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 2

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY

16B. UNITED STATES OF AMERICA 15C. DATE SIGNED 15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer) (Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X 9A. AMENDMENT OF SOLICITATION NO.

W9126G-13-R-0084

X 9B. DATED (SEE ITEM 11)

31-May-2013

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

29-Juiy-2013

CODE

US ARMY ENGINEER DISTRICT, FORT WORTH

ATTN: CESWF-CT

819 TAYLOR ST, ROOM 2A19

P.O. BOX 17300

FORT WORTH TX 76102-0300

W9126G 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODE CODE

EMAIL: TEL:

W9126G-13-R-0084

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

1. Replacement Sections: Replace the following attachments with the new attachments, bearing the notation “W9126G-13-R-0084, Amendment No. 0003”:

• 01 10 00.30 44 – JOC STATEMENT OF WORK

2. Write In Changes: The following write in changes are applicable to Section 00 22 10 - Proposal Submission Requirements, Evaluation Criteria, & Basis of Award:

Under Factor #3 PERSONNEL, Paragraph - PERSONNEL WILL BE EVALUATED BASED ON THE FOLLOWING CRITERIA:, has been changed to the following:

The Government will review the resumes provided in response to the Personnel Factor. Offerors must demonstrate all of the following minimum acceptability standards to receive an “ACCEPTABLE” on this factor. The offeror must demonstrate in all resumes that the key personnel proposed have:

A minimum of Six (6) Years Experience is required for a Site Superintendent.

A minimum of Six (6) Years Experience is required for a Project Manager.

CQC must provide copies of the certificate of completion of required training identifying date completed SSHO shall have the following level of experience:

1. A minimum of 5 years safety work on similar projects.

2. 30-hour OSHA construction safety class or equivalent within the last 5 years.

3. An average of at least 24 hours of formal safety training each year for the past 4 years.

4. Competent person training as needed.

SSHO must provide copies of the certificate of completion of required training identifying date completed CQC must provide copies of the certificate of completion of required training identifying date completed

3. Deleted Attachments: Delete the following attachments from the solicitation in its entirety:

In Section 00 22 10 – Proposal Submission Requirements, Evaluation Criteria, & Basis of Award, delete the following attachments.

• ATTACHMENT 2, COMPANY PAST PERFORMANCE – CONSTRUCTION OR PRIME

CONTRACTOR

• ATTACHMENT 3, COMPANY PAST PERFORMANCE – DESIGN FIRM OR IN-HOUSE

DESIGN

End of Summary of Changes

Job Order Contract for Fort Polk FY13 FPJOC13

SECTION 01 10 00.30 44

JOC STATEMENT OF WORK

Maintenance, Repair, Upgrade and Construction of Real Property Facilities for Army and Civil Facilities at Fort Polk, Louisiana, FY13

03/2013

PART 1 GENERAL

1.1 SCOPE OF WORK

The Contractor shall provide, upon receipt of a task order, all work, materials, supplies, parts (to include system components), plant, supervision, labor, transportation, and equipment (except when specified as Government Furnished), for maintenance, repair, upgrade and construction of real property facilities for Army and civil facilities, primarily in the Fort Polk, Louisiana Area, and the related services as specified in strict accordance with all the terms, conditions, special contract requirements, specifications, drawings, attachments, and exhibits contained in the contract or incorporated by reference as follows.

The Contractor's work and responsibility shall include all contractor planning, programming, administration, and management necessary to provide all facets of work for the construction and related services as specified.

The work shall be conducted by the Contractor in strict accordance with the contract and all applicable Federal, State of Texas, and local laws, regulations, codes or directives. The Contractor shall ensure that all work provided meets, or exceeds the critical reliability rates or tolerances specified or included in the applicable documents. The Contractor shall provide related services such as preparing and submitting required reports, performing administrative work, and submitting necessary information as specified under this contract and within individual task orders.

1.2 PERIOD OF PERFORMANCE

All performance periods listed are calendar days from date of Contract Award for the project. The performance period to complete all work associated with this RFP for each item of work as shown on the drawings shall be as follows:

A. Base year - $8,000,000

B. Optional year 1 - $8,000,000

C. Optional year 2 - $8,000,000

D. Each task order under this contract will have negotiated completion date.

1.3 GENERAL INFORMATION

The Contractor shall perform major repair, maintenance, and minor construction defined in each task order. The Contractor shall provide all labor, material and equipment in sufficient quantities to meet approved

SECTION 01 10 00.30 44 Page 1

W9126G-13-R-0084, Amendment No. 0003 requirements.

The Contracting Officer's Representative (COR) will issue to the Contractor a Request for Proposal (RFP). The Contractor shall be responsible for estimating the level of effort required to perform the requested work. The Government will provide the basic requirement to the Contractor detailing the task to be accomplished. The detail provided will vary from a general idea of what is required with no drawings to complete design documents, depending on the complexity of the project. The Contractor will be required to use and expand on the information provided by the Government utilizing office staff as described in Section 00 73 10 SUPPLEMENTAL CONTRACT REQUIREMENTS, paragraph Personnel Qualifications. The Contractor shall submit a complete detailed proposal of items required to perform requirements including items described in Section 00 73 10 SUPPLEMENTAL CONTRACT REQUIREMENTS, paragraph Ordering Procedures, within the time frame stated in the RFP. The proposal must be of sufficient detail and broken out so that the Government can readily determine if estimated quantities and level of effort is adequate to meet requirements for each task and subtask.

1.4 DOCUMENTS

Use the following documents in the execution of the work under this contract:

Job Order Contract (JOC) Division 01 General Requirements Job Order Contract (JOC) Technical Specifications Building Codes Unit Price Book (UPB) And Software Job Order Contracting (JOC) Standard Operating Procedures

1.5 Job Order Contract DIVISION 01 GENERAL REQUIREMENTS

1.6 Job Order Contract TECHNICAL SPECIFICATIONS

Furnish materials and equipment conforming to the requirements specified in the task order, or if not in the task order, in the Unified Facilities Guide Specifications (UFGS) which can be downloaded from the Whole Building Design Guide website at http://www.wbdg.org/ccb/browse_org.php?o=70. The UFGS are unedited guide specifications that require editing to fit the requirements of the task order. They are in the Specsintact format (.sec) and can only be edited using the Specsintact software which can be downloaded free from the website http://specsintact.ksc.nasa.gov/. The guides are numbered and organized in accordance with the Construction Specification Institute's (CSI) 2010 MasterFormat, from Division 01 through

48. The intent of these specifications is to furnish concise industrial and/or commercial standards for maintenance and repair of Government facilities.

1.7 BUILDING CODES

All work shall meet or exceed applicable Building Codes, refer to Section 00 73 10 SUPPLEMENTAL CONTRACT REQUIREMENTS, "BUILDING CODES" for additional information.

1.8 UNIT PRICE BOOK (UPB) AND SOFTWARE REQUIREMENTS

The UPB contains pricing information for the description of work to be accomplished for the unit of measure specified.

SECTION 01 10 00.30 44 Page 2

1.8.1 Cost Estimating Software Requirements:

The Contractor shall purchase a license for, maintain, and use the latest version of 4CLICKS for this contract. The Contractor shall use 4CLICKS software to estimate and submit all of their estimates, both electronically and on paper.

1.8.1.1 Information on Software

Information on this software and pricing can be obtained at www.4clicks.com. This requirement is for the Fort Polk, Louisiana Area and Secondarily Within the Southwestern Division Geographic Boundaries, Job Order Contract. Contractors can contact 4CLICKS to request and see if they qualify for a 60 day trial version of 4CLICKS and 4CLICKS electronic pricing. FAR Part 51 allows the Contracting officer to issue a Letter of Authorization to give us permission to provide the awarded contractor with GSA pricing. You will need to request, obtain and submit this to us should you be the successful contractor.

1.8.1.2 Software

The Contractor shall provide both the most current version of the software program and databases and the annual updates to both, as they become available from 4CLICKS, for the life of the contract. The Contractor and the Government shall both have the most current version of the software and databases at all times.

1.8.2 DEFINITIONS

1.8.2.1 Unit Price Book (UPB)

The list and price information for all pre-priced items covered in this contract. The UPB shall include the base cost pricing from the 4CLICKS Facilities Cost Data Guide, 4CLICKS Assemblies and the 4CLICKS Master Composite Cost Data Guides – consisting of Building Construction, Electrical, Mechanical, Plumbing, Green Book, Interior, Site Work & Landscape, Concrete & Masonry and Heavy Construction Cost Data. The UPB shall also include 4CLICKS trades line items, selective demolition line items, removal and replacement line items, average line items, and Government Furnished Materials line items.

1.8.2.2 Line Item

An item or system denoted in the UPB by a unique line item number.

1.8.2.3 Bare Costs

The cost of a line item without any multiplier.

1.8.2.4 Multipliers

All factors added to the bare cost pricing of the UPB. This includes the City Cost Index (CCI) and the Contractor’s coefficients.

1.8.2.5 Pre-Priced Line Item

A line item from the UPB with approved changes.

SECTION 01 10 00.30 44 Page 3

1.8.2.6 Non-Pre-Priced Line Item (NPI)

A line item that is not a pre-priced line item.

1.8.2.7 Conventional Line Item

A line item listed directly from an 4CLICKS Cost Data Guide(s).

1.8.2.8 4CLICKS Trades Line Item

These are the bare cost hourly rates found in the back of the annually published 4CLICKS hardback books.

1.8.2.9 Selective Demolition Line Item

The removal of material with no concern for its replacement. If a line item can be found in the UPB for selective demolition, that line item will be used. If there is no line item for selective demolition, the Contractor will locate the line item in the UPB. Then the Contractor will create an alternate pre-priced line item removing the cost for the material and equipment, and the remaining labor amount will be multiplied by 50%. This will be used as the means to demolish that item. This line item will be pre-priced. If the line item cannot be found in the UPB, the demolition will be an NPI.

1.8.2.10 Removal and Replacement Line Item

An item that is to be removed and then replaced without damaging the item.

If a line item can be found in the UPB for removal and replacement, that line item will be used. If there is no line item for removal and replacement, the Contractor will locate the line item in the UPB. Then the Contractor will create an alternate pre-priced line item removing the cost for the material and equipment, and the remaining labor amount will be multiplied by 150%. This will be used as the means to demolish that item.

This line item will be pre-priced. If the line item cannot be found in the UPB, the demolition will be an NPI.

1.8.2.11 Average Line Item

An item that is created by using a minimum and maximum line item. If an average line item can be found in the UPB, that line item will be used. If there is no line item for an average, but there is a line item for minimum and maximum and the average line item is applicable the Contractor will locate the two line items, the minimum and the maximum in the UPB. Then the Contractor will create an alternate pre-priced line item using the average total cost of the two line items. This will be used as a means to create an average line item when none exists. This line item will be pre-priced. If the minimum and maximum line item cannot be found in the UPB, the average line item will be an NPI.

1.8.2.12 Government Furnished Materials (GFM)

On occasion, the government may choose to supply the Contractor with materials to accomplish project requirements. If this occurs, the line item prices for labor and equipment only will be used. They are considered as pre-priced. The Contractor will not adjust the labor and equipment pricing. The materials are to be cared for by the Contractor, and excess materials are to be returned to the government.

SECTION 01 10 00.30 44 Page 4

1.8.2.13 All UPB Prices

All prices in the UPB are for completed and in-place construction unless explicitly described otherwise. Incidental fasteners, such as, nails, screws, bolts, weldments, connectors, and adhesives are included in the bare material cost. Unless specifically omitted in the UPB line item description, testing, adjusting, balancing, and start-up of installed equipment is included in the unit price line number cost found in the UPB.

Line items are for end finishes. For example, the line item price for concrete broom finish included all finishes necessary to result in the broom finish.

1.8.2.14 The UPB prices

The UPB prices contain line items with a “Minimum labor/equipment charge.”

This minimum charge is often the price a tradesman would charge to make a special visit to perform that work. If the Contractor is already on-site and the minimum is met, then this item shall not be used as an adjustment to the Unit Price line items.

1.8.2.15 All Line Item Prices

All line item prices assume the installation of the material under normal working conditions. This includes working from scaffolding when appropriate. In other words, the productivity for brick veneer is based upon working not only from the ground, but also from working on scaffolding. Therefore unless the division has specific height exceptions, no allowance or change to the unit price is required for working at different heights. The cost to rent and erect the scaffolding is required. All scaffolding line items are based upon a one month rental of the scaffolding. Scaffolding is measured by the square foot of face area where the work is being performed (working height in feet multiplied by the length of the wall in feet) or, in the case of when scaffolding must be erected inside a structure in order to access the ceiling, by the cubic feet (volume) of the actual scaffolding components. Scaffolding is priced separately. There are line items for the material costs and line items for erection/dismantling. It is not appropriate to use the scaffolding line items separately for each subcontractor. Scaffolding should be applied to the job cost once, and the subcontractors are “allowed” to use it.

1.8.2.16 Line Items for Mobilization and Demobilization

Line items for mobilization and demobilization are for one or the other unless noted otherwise. Normally, a piece of equipment will need to be mobilized and demobilized. Therefore, the line item would normally be included twice per piece of equipment used. Small equipment placed in rear of truck or towed by a pickup truck is limited to those items included in the 4CLICKS crews.

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1.8.2.17 The UPB Prices do not include state and local sales taxes on construction materials. These fees shall be accounted for in the Contractor's Coefficient.

1.8.3 PRICE DETERMINATION

1.8.3.1 City Cost Index (CCI)

The CCI has been applied directly to the bare cost of each line items in

SECTION 01 10 00.30 44 Page 5 the Unit Price Book (UPB).

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a. The CCI for task orders

The CCI for task orders at Fort Polk, Louisiana Area will use the most current published CCI for their particular areas.

b. Weighted Average Total CCI

Conventional line items will use the Weighted Average Total CCI.

The 4CLICKS trades, selective demolition, removal and replacement, average, and GFM lines items will be summated and multiplied by the most current quarterly published Weighted Average Total CCI.

1.8.3.2 Prepriced Line Items

Bare cost line items from the Unit Price Book (UPB) will be summated with the CCI applied as described above. The appropriate coefficient shall then be applied to the total. This is the pre-priced line item total.

1.8.3.3 Non-Prepriced Line Items

The non-pre-priced line items shall be summated and the appropriate coefficient applied. This is the non-pre-priced line item total.

1.8.3.4 Final Project Price

The summation of the pre-priced and non-pre-priced line item totals shall result in the final project price.

1.8.4 COST ESTIMATE ORGANIZATION

Cost Estimates will be comprised of three sections: 1) Division Summary, 2) Totaling Components and 3) Line Item Estimate.

1.8.4.1 SECTION 1, DIVISION SUMMARY

This section shall include the 4CLICKS pre-priced divisions, Trades, Assemblies and Alternates (both pre-priced and non-pre-priced). These items shall make up the Bare Total. No markups shall be applied at this level.

(CCI’s shall be applied as described above.)

1.8.4.2 SECTION 2, TOTALLING COMPONENTS

This section includes totaling components setup for all applicable markups, including contractor coefficients. (CCI’s shall be applied as described above.)

1.8.4.3 SECTION 3, LINE ITEM ESTIMATE

This section shall include all of the estimate line items. The report shall include a sequential line item number, full 4CLICKS item number, unit of measure, quantity, and bare unit cost, total amount (quantity multiplied by bare unit cost). The report will print: pre-priced line items by division for all 4CLICKS pre-priced line items found in the UPB, with division breaks and division subtotals, and a listing of the Trades, Assemblies and Alternates, both pre-priced and non-pre-priced. (CCI’s shall be applied as

SECTION 01 10 00.30 44 Page 6 described above.)

All non-pre-priced line items will be submitted with three independent price quotes including line item number, description, material, labor, and equipment breakdowns. List the supplier names and telephone numbers for each non-pre-priced item. Do not apply any type of markup to these line items.

1.8.5 PREPRICED UNIT PRICE BOOK

1.8.5.1 UNIT PRICE BOOK: The unit price book shall consist of the most current 4CLICKS Facilities Cost Data Guide, 4CLICKS Assemblies and the 4CLICKS Master Composite Cost Data Guides – consisting of Building Construction, Electrical, Mechanical, Plumbing, Green Book, Interior, Site Work & Landscape, Concrete & Masonry and Heavy Construction Cost Data.

1.8.5.1.1 The following Subdivisions/Major Classifications, as contained in any of the 4CLICKS bound or electronic databases shall not be used as line items in pricing task orders issued under this contract. These costs shall be covered in the contractor’s coefficients:

1.8.5.1.1.1 Subdivision 01-31 – Project Management and Coordination, excluded in its entirety.

1.8.5.1.1.2 Subdivision 01-32 – Construction Progress Documentation, excluded in its entirety.

1.8.5.1.1.3 Subdivision 01-41 – Regulatory Requirements, excluded in its entirety.

1.8.5.1.1.4 Subdivision 01-52 – Construction Facilities, excluded in its entirety.

1.8.5.1.1.5. Subdivision 01-54-39 – Construction Equipment, excluded in its entirety.

1.8.5.1.2 No informational portion of 4CLICKS books (introduction, chapter tips, etc) shall be construed as permitting cost changes or deviations from the 4CLICKS line items used for the UPB.

1.8.6 NON-PREPRICED UNIT PRICE GUIDES

1.8.6.1 Line items not covered in the pre-priced UPB but within the scope and general intent of the contract and necessary to complete the requirements of a specific task order may be negotiated and incorporated into the task order by the Contracting Officer. These non-prepriced line items (NPI’s) shall only be allowed if the Government deems that an appropriate line item is not provided by the pre-priced UPB.

1.8.6.2 To permit recurrent use, a non-pre-priced line item must be incorporated by supplemental agreement into the non-pre-priced UPB. This may be done at any time during the contract period.

1.9 Job Order Contracting (JOC) STANDARD OPERATING PROCEDURES

FACILITIES ENGINEERING DIVISION JOC SOP

Ordering Officer Responsibilities. The distribution of functions associated with contract operations, including issuance of task orders

SECTION 01 10 00.30 44 Page 7 and actions required by the Contracting Officer, shall be planned and discussed to ensure smooth and orderly accomplishment of functions.

Contract Administration Functions. Responsibilities for the contract administration functions, including such areas as payment disputes, appeals, total or partial contract termination (including task order termination) and contract closeout. A contract administration plan will be written by the contract administration office and Fort Polk as part of a JOC execution SOP.

Contract Inspection Functions. Responsibilities for the inspection, acceptance and delivery of assigned task orders to the Facilities customer in accordance with the scope of work, specifications, drawings and Fort Polk safety, environmental and fire department requirements.

Fort Polk customers, tenant activities, preventive maintenance programs, and other in-house facilities inspection programs generate requirements for sustainment, restoration, and modernization work. Completed IJO's are submitted to the Fort Polk Facilities Work Reception Office in accordance with installation regulations and standard procedures. The initial step is to prepare an IJO on a DA Form 4283, Work Request. The Fort Polk work management office is responsible for assessing the validity of the work request, checking for duplication with other requests, classifying the category of work, checking the customer's scope of work for sufficient detail, identifying and confirming a funding source, and assigning a priority and project number. The work management office also completes a desk estimate of the project cost to help determine the best method for executing the work request (in-house shops, competitively bid individual contracts or JOC).

In-House or Contract Performance Review The Facilities Management Operations Officer considers the availability of in-house personnel, self-help capabilities or other means to determine whether the project should be performed in-house or by contract. At any time during the process, the IJO can be returned to the work management office for additional information. The IJO must be analyzed to determine the most suitable method of accomplishing the work. In addition to these responsibilities, Fort Polk will log in the IJO, validate the requirement, set priorities, and obtain appropriate approvals.

Requirements Review If an existing eligible requirements contract (as defined in FAR 16.503) totally covers the job order's work requirement, the work may be awarded to the contractor holding that contract. If only part of the IJO's requirement is covered by a requirements contract, the work management office must decide whether to obtain the appropriate portion from the requirements contractor and the rest from the JOC contractor, or to have all the work done by the JOC contractor.

Job Order Contracting JOC contract can be used to accomplish SRM/RT&D projects of buildings, structures, or other real property. JOC cannot be used to purchase supplies, services. The work management office must ensure that requests for work other than construction are not sent to the JOC section. For example, the following items are not authorized for acquisition under a JOC contract task order:

o Fuels o Utilities o Construction equipment

SECTION 01 10 00.30 44 Page 8 o Administrative equipment o Furnishings o Construction materials only (lumber, concrete, etc.), for other than valid JOC projects o Administrative services such as typing, transportation, reproduction, graphics, and interior design services not part of a JOC contractor construction proposal o Maintenance, overhaul, or repair of equipment o Housekeeping services

Job Order Routing Upon receipt, the office responsible for JOC will review the IJO to make sure that the JOC contract is the appropriate contracting tool (given the same criteria as above), and develop a preliminary scope of work, and ascertain that the IJO is a valid requirement. If the IJO is found to be inappropriate for JOC, it is returned to the work management office for reassignment to the proper office.

Assignment of a Project Manager Once the IJO has been approved for accomplishment by the JOC contract, a project manager will be assigned. This assignment will be based upon the scope of the project, its complexity, and the predominant construction discipline required. The project manager will be responsible for ensuring successful and timely completion of the IJO under the JOC contract.

The project manager must become familiar with the job by visiting the construction site with the customer to determine the relevant aspects of the project. The project manager must review the applicable standards and regulations governing the required type of work. If the project manager determines that JOC is not the appropriate method for completing the IJO, it should be returned to the work management office so that the job order can be accomplished by some other method.

Scope of Work The scope of work should contain all significant quantities, methods of construction, and quality levels required. These important items of consequence if not performed or accounted for by the Contractor, would relate to a less than fully satisfactory completion of the task order requirement. This scope must be in sufficient detail to be the basis of the contractor's proposal and the government's IGE. The scope of work will be refined during the T.O. preparation and finalized during T.O. negotiation.

The final scope of work will be the basis of the T.O. This updated scope of work may also include a statement that the work must be performed in accordance with the method and quality of construction specified in the contractor's proposal. Other pertinent aspects of the contractor's proposal may also be specifically cited as deemed appropriate. A sample scope of work can be found at Appendix E.

Scope Validation Meeting When the project manager is satisfied that the IJO can be accomplished under the JOC contract, he should set up a scope validation meeting with the customer, and the JOC contractor to review the job order and to refine the scope of the project. The Contracting Officer/ordering officer and quality assurance personnel (inspectors) may also attend this meeting. This meeting should take place at the construction site. The project manager is responsible for developing the scope of work. The following topics should be discussed, as appropriate:

o Existing site conditions o Methods and alternatives for accomplishing the work

SECTION 01 10 00.30 44 Page 9 o Definitions and requirements o Detailed scope of work o The contractor's requirement for plans, sketches, shop drawings, as-builts, etc. or the government provided plans, sketches, drawings etc.

o Tentative construction schedule

In addition, the parties should tentatively agree upon a target performance period during the meeting. This target may be modified after the Contractor has prepared a detailed proposal. After the meeting, the project manager should prepare a memorandum for record (MFR) describing the details of the meeting. This memorandum will be used later as a guide to prepare the task order package, the independent government estimate and refine the scope of work. The MFR will be included in the task order support file.

Request for Contractor's Proposal The Contracting Officer and ordering officer (when authorized) are the only people who have the responsibility and authority to place JOC task orders.

The Contracting Officer, ordering officer, or Contracting Officer's representative, may issue requests for contractor's proposal. JOC personnel must adhere to the authorities delegated to them by the Contracting Officer.

Before issuing the request for proposal, the following conditions should be met. Once satisfied that these conditions are met, check to see that the requirement is within the delegation of the ordering officer authority.

o The requirement is within the scope of the JOC contract.

o The request for proposal and support file are complete.

o The requirement is not subject to the provisions of another existing contract.

Once satisfied that these conditions are met, check to see that all of the following items are included in the task order proposal package:

o Name of project o Project number o Scope of work o Date of request o Date proposal is due o Special instructions, such as identifying work that must be performed during other-than-normal working hours and the need for drawings, samples, etc.

o Preliminary construction schedule o Liquidated damages assessment, if appropriate o Number of copies of the proposal required o Copy of the site visit MFR

After reviewing the material, the request for proposal can be issued to the Contractor. This request to the Contractor shall instruct the Contractor to return the task order proposal to the Contracting Officer/ordering officer by a specified date.

Proposal Preparation Upon receipt of the request for task order proposal, the Contractor will prepare a detailed proposal identifying the required construction tasks from the UPB, refine the quantities, propose prices for NPP tasks, prepare working drawings, develop performance schedules, and prepare the proposal document in the specified format. The contractor's task order proposal must be based on the UPB, using the predetermined prices and technical

SECTION 01 10 00.30 44 Page 10 specifications to the maximum extent possible. The Contractor will separately identify work requested by the government that must be performed during other-than-normal working hours.

Non-prepriced (NPP) work may arise from tasks that were not included in the UPB at contract initiation, but are within the scope of the contract. The Contractor shall develop a detailed proposal supporting any portions of the work requirement that are NPP so that these items can be compared with the same items in the government estimate. The Contractor shall provide adequate information (e.g., at least two vendor quotes) for the Contracting Officer/ordering officer to determine the reasonableness of the cost for the NPP work requirements. The Contractor shall submit the completed task order proposal and supporting documentation to the Contracting Officer/ordering officer on the date stipulated.

Independent Government Estimate Preparation While the Contractor is developing a detailed proposal, the project manager will prepare an independent government estimate (IGE) for projects $100,000 or more. This IGE is in addition to the earlier gross estimate, which helped determine whether the proposed work was appropriate for JOC. A detailed analysis of all task orders is required for orders less than $100,000 in order to aid in the determination of a fair and reasonable price. The IGE or detailed analysis must be completed before receipt of the contractor's proposal and before negotiations take place. The IGE will be used to evaluate the reasonableness of the contractor's proposal and will serve as the government's pricing and quantity objective during negotiations. The IGE should normally be prepared using the UPB so that a common basis exists to compare with the contractor's proposal. A separate government estimate, using an alternative method such as R.S. Means may be used in order to determine whether the proposed work is appropriate for a JOC contract or a separate contract. A lump-sum IGE for a total job is not acceptable. Major significant components of work and all NPP items must be identified separately, their quantities enumerated, and their costs estimated independently. The IGE must identify the source from which it was generated and the name of the preparer. .

Evaluate Contractor's Proposal When the contractor's task order proposal is received, the Contracting Officer/ordering officer must record the date and forward the proposal to the project manager for review. The project manager must perform a detailed review of the contractor's proposal. Simply comparing the total cost of the task order to the total cost shown on the government estimate is not sufficient. The proposal will be checked for scope completeness, method of construction, proper identification of tasks and quantities and NPP pricing data as applicable. The project manager should also review the contractor's specifications and drawings for acceptability. The Contracting Officer/ordering officer and the technical personnel will evaluate and determine the reasonableness of the contractor's proposal by comparing it with the IGE or detailed analysis, the scope validation visit and the detailed scope of work. Each proposed construction task must be reviewed in detail by the project manager. The review of items found in the UPB will determine whether they are required and whether the proposed quantities are accurate, reasonable, and consistent with the scope of work. The project manager will review any additions to the scope of work beyond that which was requested and approved. The review of all NPP items will verify the need for the items and the accuracy of the proposed quantities and will determine if the proposed direct cost for the items is fair and reasonable.

The project manager will ensure that the contractor's performance schedule is realistic and meets the requirements of the job order.

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If the contractor's proposal is completely unacceptable, it can either be returned to the Contractor with supporting documentation for revision or be determined inappropriate for a JOC contract. A transmittal letter will explain why the proposal is being returned and what changes are needed to make the proposal acceptable, or why the proposal is no longer required. If the project manager and Contracting Officer/ordering officer agree that the proposal is not only unacceptable but also inappropriate for job order contracting, the JOC project file will be closed and the IJO returned to the work management office for accomplishment by some other means.

Negotiation of Task Order Following the detailed review of a proposed task order, the Contracting Officer/ordering officer will conduct a negotiations meeting with the Contractor to reconcile differences in the performance schedule, construction tasks quantities, and/or method of performance for prepriced tasks. If necessary, the government and Contractor must also negotiate the NPP tasks to include quantities, methods of performance, and costs. A memorandum of negotiations shall be prepared by the ordering officer/ Contracting Officer at the conclusion of the negotiations and be included in the project file to support the government's position. Differences between the scope of work, the IGE, and the contractor's proposal shall be reconciled and documented.

If changes are required, the Contractor must modify his proposal to incorporate them and resubmit it to signify concurrence with those changes.

The scope of work will also be revised to incorporate any changes as a result of negotiations. Normally, if the value of the non-prepriced work exceeds 10 percent, then the non-prepriced work should be reduced, eliminated or performed in-house or the job must be acquired using other contracting methods. However, Contracting Officers may exceed 10 percent if the non-prepriced portion of the order involves urgent or emergency situations or if the Contracting Officer determines it is a good business decision. The Contracting Officer shall negotiate the task order and make a determination that the price is fair and reasonable.

Task Order Award Package Preparation Following successful completion of negotiations with the Contractor, the project manager/contract administrator initiates a DD Form 1155 DFARS 213.5051(b), Order for Supplies or Services, and includes it in the task order package for review and approval by the Contracting Officer/ordering officer.

The task order support package will include the following:

o Approved DA Form 4283, Work Request o Scope validation site visit memorandum for record o Preliminary and final scope of work o Request for task order proposal o Contractor's signed proposal o Memorandum of Negotiations o Determination and findings, if applicable o Independent government estimate, if applicable o DA Form 3953, Purchase Request and Commitment o The DD Form 1155, signed by the Contracting Officer/ordering officer o Other documentation appropriate to the order (e.g., documentation regarding government-furnished property) The Contracting Officer/ordering officer may now place the order, considering the following guidance:

o A copy of all task orders will be forwarded to the Contracting

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Officer for preparation of the DD Form 350, Individual Contracting Action Report or reporting on the 1057 within 3 days of issue.

o If the task order exceeds the limitations of the ordering officer appointment, the T.O. package must be sent to the Contracting Officer for issuance of the T.O.

If funding is not available at this time, the task order and support file can be held until funding becomes available or the project is canceled.

Projects held for available funding may be good candidates for year-end funding and should be prioritized so that the year-end funds can be applied most effectively. If projects are put on hold for an extended period, it may be necessary to go back to the Contractor for application of a new option year coefficient (as amended by the economic price adjustment).

All valid task orders and support files shall be sent to the Contracting Officer/ordering officer for final review, award, and distribution in accordance with the procedures in FAR 4.804. A task order file checklist is useful to ensure all components of the task order package are included and properly executed.

Placing the Order After negotiation and prior to the Contracting Officer/ordering officer signing the task order, the DD Form 1155 is mailed, electronically mailed or otherwise delivered to the Contractor who formally accepts the task order, as mutually agreed during negotiations, by signing in block 16 of the DD Form 1155. The task order is then signed by the Contracting Officer/ordering officer and issued to the Contractor. The signed, issued task order constitutes the contractor's notice to proceed unless a separate Notice to Proceed (NTP) is specified in the task order. The Contractor must begin work in the time period specified in the order. A duplicate of all task order documentation packages issued by the ordering officer is sent to the contracting office and likewise all T.O.s issued by the Contracting Officer will be forwarded to the ordering officer for monitoring contract performance.

Task Order Authorities

(1) JOC ordering officers may be authorized to sign task orders of greater value, not to exceed the limits authorized in the AFARs, on behalf of the government, if determined necessary to realize the benefits of JOC, provided that the criteria in AFARS 5117.9006(c)(2)(i)-(iv) are met.

(2) The maximum T.O. value is limited to the SRM approval authority, as delegated by HQDA.

(3) KOs may exceed 10% limit if it involves urgent or emergency situations or if the KO determines it is a good business decision.

If task orders contain NPP work in excess of $2,500 or otherwise exceed the ordering officer's limits, the Contracting Officer is responsible for negotiating and placing the order and obtaining any required approvals.

Preconstruction Meeting The project manager will conduct a preconstruction meeting with the customer and the Contractor for final project coordination. This meeting will follow receipt of the signed task order and/or the contractor's notice to proceed. Construction should begin as specified in the task order.

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CONTRACT ADMINISTRATIVE RESPONSIBILITIES

The contract administrator responsibilities will be accomplished in accordance with the FAR, its supplements, and the contract administration plan (CAP). The ordering officer and other Fort Polk personnel involved with the contract will oversee contract administration functions and quality assurance inspection and acceptance as delegated by the Contracting Officer.

Non-Prepriced Items Non-prepriced (NPP) work may arise from tasks that were not included in the UPB at contract initiation, but are within the scope of the contract. To streamline the negotiation of non-prepriced items during task order negotiations with the Contractor, an "indirect costs and profit rate" will be used, if the contract allows. This rate will be solicited during the solicitation phase of the basic JOC contract. Indirect costs and profit is defined as all costs associated with performing the tasks, other than direct labor, equipment and material costs. NPP proposals shall be supported with verifiable documentation supporting competitive quotes (minimum of two), catalog price, etc., for all NPP work. NPP items shall be proposed in bare costs only (material, equipment and labor) multiplied by the quantity and the NPP indirect costs and profit rate (if applicable) to arrive at the total price for the NPP work.

When prices for NPP items are negotiated and incorporated in a task order, this does not incorporate the item in the UPB for subsequent use as a priced item. To permit subsequent use under the UPB as a prepriced item, repetitive NPP items will be incorporated by supplemental agreement to the JOC contract. Also, a contract provision will be developed to permit regular (such as quarterly or annually) incorporation of negotiated NPP items into the UPB.

NPP items may be added as a modifier to an existing line item or as a new line item.

Contractor Performance JOC personnel shall create and maintain a contractor performance file that will be used to support the government's decision as to whether or not to exercise its option for the following year. Evaluation of the contractor's performance must be supported in writing based on observations made by the Fort Polk JOC TEAM and contracting personnel, or customers. Fort Polk personnel will meet with the Contracting Officer no later than six months before the option exercise date to review contractor performance and recommend whether or not to exercise the option.

The FAR requires Contracting Officers to evaluate contractor performance and prepare a performance report for each construction contract over $500,000. However, for JOC contracts, IAW AFARS 5136.201, the Contracting Officer shall complete a performance evaluation form on all specific task orders of $100,000 or more and evaluate the Contractor annually, following the base year and each option year. Reports will be submitted for any dollar threshold for unsatisfactory or outstanding performance. In accordance with DFARS 236.201,DD Form 2626, Performance Evaluation (Construction), is to be used for reporting performance evaluations. These reports are entered electronically by the reporting activity into the DOD database, Construction Contractor Appraisal Support System (CCASS). Before awarding a JOC contract, Contracting Officers will retrieve all performance evaluations in the CCASS on those offerors in range or award.

Significant Events

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JOC personnel will document all significant events. A significant event is defined as anything that occurs pertaining to a contract that has a material impact on cost, quality or delivery. Significant events can be caused by the government or by contractors. Some examples include:

o Completion schedule changes o Changes in method or sequence of work o Late or defective government-furnished property or information o Delays in government actions such as processing engineering change proposals and review of technical data

When a significant event occurs, it will be analyzed and documented immediately. Information to be generated for each significant event should include, as a minimum:

o The nature and pertinent circumstance of the event;

o The date of the event and the identification of government and contractor personnel involved, including name and function of the respective individuals;

o Identification of any relevant documents involved;

o The substance of any oral communications;

o A statement concerning the possible consequences or effects of the event described upon the contract cost, schedule, or technical performance, including manner or sequence of performance.

Task Order Close Out Task orders will be closed out within a reasonable amount of time. The ordering officer will close out task orders as part of contract administration if the responsibility for close out was delegated by the Chief, Contracting Office. If not, the task order will be closed out by the Contracting Officer.

Payroll Review The Contracting Officer is responsible for ensuring that the Contractor complies with the Davis-Bacon Act as part of contract administration responsibilities. The Contractor will be required to submit weekly payroll records to the Contracting Officer, who may require support from the Fort Polk personnel to review these reports. The Contracting Officer will be given a report of deficiencies, if any, for transmittal to the Contractor and will decide whether corrective actions are needed. When withholdings must be made from payments to the Contractor, the cognizant labor relation's personnel must be contacted. The Contracting Officer is responsible for conducting labor interviews, or he can delegate the duties to Facilities JOC TEAM.

Timely Accomplishment of Requirements The ordering officer/COR will ensure that the schedule requirements are met and that the Contracting Officer is notified if it appears that the Contractor will not complete the requirement on time. If the task order package includes a liquidated damages clause, the Government, in coordination with legal counsel, begin the required actions in accordance with that clause.

Contract Status Report A contract status report will be used to track fund obligations under the JOC contract and to make sure orders do not exceed performance and payment bonding or the annual maximum amount. The ordering officer will maintain the contract status report, if delegated, to show the original funds obligated and the task orders issued against the funds. As orders are

SECTION 01 10 00.30 44 Page 15 received, the report balance will be checked to make sure funds are still available. .

Bonding The solicitation shall clearly notify offerors of initial and continuing bonding requirements. Initial bonding must be sufficient to cover the stated estimated annual maximum contract value.