54
Unit 3 “Assembling the Task Order Package”

Unit 3 “Assembling the Task Order Package”

  • Upload
    aizza

  • View
    56

  • Download
    1

Embed Size (px)

DESCRIPTION

Unit 3 “Assembling the Task Order Package”. Unit 3 – “Assembling the Task Order Package” Overview. Unit 3.1: Task Order Review Checklist Unit 3.2 : Work Plan Review Checklist Unit 3.3 : TEC Factors Unit 3.4 : Task Order Quality Assurance Review Form Unit 3.5 : Surveillance Plan - PowerPoint PPT Presentation

Citation preview

Page 1: Unit 3 “Assembling the Task Order Package”

Unit 3

“Assembling the Task Order Package”

Page 2: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 32

Unit 3 – “Assembling the Task Order Package”

Overview

Unit 3.1: Task Order Review Checklist

Unit 3.2 : Work Plan Review Checklist

Unit 3.3 : TEC Factors

Unit 3.4 : Task Order Quality Assurance Review Form

Unit 3.5 : Surveillance Plan

Unit 3.6 : CBI Form

Unit 3.7 : COR Certification

Unit 3.8 : SOW

Unit 3.9 : IGCE

This unit contains information on the nine elements which constitute a complete Task Order Package following :

Page 3: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 33

Unit 3 - “Assembling the Task Order Package”

Roles and ResponsibilitiesUnit 3.1: Task Order Review Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM / PO

Unit 3.2 : Work Plan Review Checklist . . . . . . . . . . . . . . . . . . . . . . . .TOM / PO / CO

Unit 3.3: TEC Factors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM / PO

Unit 3.4 : Quality Assurance Review Form. . . . . . . . . . . . . TOM / QA OFFICER / PO

Unit 3.5 : Surveillance Plan .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM / PO

Unit 3.6 : CBI Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM / PO

Unit 3.7 : COR Certification. . . . . . . . . . .TOM / TOM’S Duly Authorized Supervisor

Unit 3.8 : SOW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .TOM / PO / CO

Unit 3.9 : IGCE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM

Page 4: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 34

Unit 3.1

Task Order Review Checklist

Page 5: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 35

• The Task Order Review Checklist contains several questions which must be answered by the TOM. Most of the questions on the checklist require a simple “Yes or No” response.

Page 6: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 36

A copy of the Checklist can be easily downloaded from the NWPP Contract webpage.

• Leave blank the number of the contract (#1) and Task Order (#2).

• Enter the name of the TOM in #3.

• Enter the name of the project in #4.

• If you are unsure about the kind of Task Order, leave section #6 blank. The CO will contact you to discuss this after the CO has reviewed the TO Package and the SOW.

Page 7: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 37

• Answer all other questions.

• Be sure to fill in #10, which will specify the section of the NWPP contract SOW that applies to the work to be performed in this task order.*

• If #14 is “yes”, then the approval of the TOM’s Senior Information Resource Management Officer (SIRMO) must be attached to the Task Order Package.

* To answer #10, you can refer to a copy of the overall contract SOW at the NWPP Webpage

Page 8: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 38

• Once the Task Order

Review Checklist is complete, the TOM will sign and date the document.

• This document will be forwarded to the Project Officer (PO) for signature as part of the Final Task Order Package.

Page 9: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 39

Remember:

• The section of the NWPP SOW that pertains to the Task Order must be entered by the TOM in item 10.

• SIRMO approval must be sought by the TOM if necessary for the scope of requested services in the Task Order.

• Reponses to the QA / QC questions must be consistent with the responses on the QA / QC form.

Key Points

Page 10: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 310

Unit 3.2

Work Plan Review Checklist

Page 11: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 311

• The Work Plan Review Checklist describes the team who will review the proposals once they are received from the Contractors.

• The Work Plan Review Checklist also specifies the approach that will be used in evaluating the Contractors’ proposals such as:

1. Cost is more important than Technical Quality

2. Technical Quality is more important than Cost

3. Cost and Technical Quality are equally important

• Please be aware that as the TOM for a Task Order you are still required to list yourself as a reviewer if you intend to review the Contractors’ proposals.

Page 12: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 312

A copy of the Checklist can be easily downloaded from the NWPP Contract webpage.

• Leave blank the number of the contract (#1) and the Task Order (#2).

• Enter the name of the TOM in #3.

• Enter the name of the project in #4.

• Enter the names of the members of the review panel in #5.

• Place a check () next to the type of Task Order Review criteria in Item 6. There should be a check () next to only one (1) set of criteria.

Page 13: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 313

• Once the Task Order Review Checklist is complete, the TOM will sign and date the document.

• This document will be forwarded to the Project Officer (PO) for signature as part of the Final Task Order Package.

Page 14: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 314

• In most cases the TOM should be listed as a member of the Work Plan Review Panel.

• At least one other person must be included on the Review Panel for a minimum of two panel members.

• If the TOM is not listed on the review panel, then the TOM’s review of the Contractors’ proposals will not be considered in the final selection of a successful bidder.

• Don’t forget: the category of Task Order Review Criteria checked () in Item 6 on this form must match the TEC review criteria sheet. (See Unit 3.3)

Key Points

Page 15: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 315

Unit 3.3

TEC Factors

Page 16: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 316

• The Technical Evaluation Criteria (TEC) are the factors which will be used by the Work Plan Review Panel to review and evaluate the bids which are received from the Contractors in response to the solicitation.

Page 17: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 317

You can download sample sets of TEC Factors from the NWPP webpage.

• The sample TEC Factors are available for the following general topics including: o TMDL Preparation

o Training / Outreach

o Written Guidance Document Preparation

o Workgroup Support

Page 18: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 318

• Also on the NWPP webpage, you can see specific TEC sheets which were used in previously awarded Task Orders.

Page 19: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 319

• Typically, from 3-5 factors are developed by the Work Plan Review Panel to use in the evaluation of contractor’s proposals.

• The combined total of all factors must equal 100 points.

• Each of the examples of TEC guidance presented at the NWPP web page suggest a “Work Plan” factor in Item #1. If the TOM wishes to have a Work Plan from the contractor, the requirement for a work plan must either be included as a TEC factor, or included as the first task in the SOW on which the contractors will submit a bid price. The NWPP Multiple-Award contracts do not allow for any other mechanism to obtain a Work Plan from the vendors.

Key Points

Page 20: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 320

• Once the TOM

completes the TEC Factor sheet, this document will be forwarded to the Project Officer (PO) for acceptance as part of the Final Task Order Package.

Page 21: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 321

Unit 3.4

Task Order Quality Assurance Review Form

Page 22: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 322

What do I need to know? (1)

• As part of OAM’s initial solicitation for the Multiple Award Watershed Protection Program Contract Vehicle, each company submitting proposals was required to submit a Quality Management Plan (QMP). The QMP is a generic plan on how the company, when eventually selected as a contractor, would ensure that "quality" is managed.

• These QMP’s were approved by EPA as part of the review of proposals.

Page 23: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 323

• The QMP’s for the four successful bidders are posted at the NWPP Contract Webpage.

http://intranet.epa.gov/waters/nwpp/qa.html

Page 24: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 324

• All work performed or funded by EPA that involves the acquisition or analysis of environmental data must have an approved Quality Assurance Project Plan.

• In preparing a Task Order Package, the TOM must consult w/ the TOM’s QA/QC officer to ensure the Task Order Quality Assurance Review Form is completed satisfactorily for the scope of requested services in the SOW.

What do I need to know? (2)

Page 25: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 325

• For some types of Task Orders, the QA procedures outlined in the QMP may be adequate to ensure implementation of EPA’s QA policies. This will depend, in a case-by-case situation, on the QA Officer’s review of the items of work in the SOW which has been prepared by the TOM.

• For other types of Task Orders, the implementation of EPA’s QA policies will require the preparation of a QAPP for the Task Order.

What do I need to know? (3)

Page 26: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 326

• Whether or not a QAPP is required will depend on the consultation of the TOM with the TOM’s QA Officer while the items of work are being assembled in the Scope of Work.

• The results of this consultation will be reflected in the Quality Assurance Review Form, signed by the TOM and the TOM’s QA Officer.

What do I need to know? (4)

Page 27: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 327

• The TOM enters the title of the proposed project and answers the first question.

• If the answer to the first question is “no”, the TOM proceeds to the end of the QA Review Form.

• If the answer to the first question is “Yes”, the TOM proceeds to answer the remaining questions in consultation with the TOM’s QA Officer

Quality Assurance Review Form (1)

Page 28: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 328

• Once the form prepared, the

following are added:

– TOM signature & date

– QA/QC Officer’s signature and date

• This document is then forwarded to the Project Officer (PO) for signature as part of the Final Task Order Package.

QA Review Form (2)

Page 29: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 329

Key Points• The QA Review Form is an essential element of the

final Task Order Package. • The Contracting Officer must ensure a copy of the

QA Review Form with all dated signatures is present in the Task Order File-of-Record before the Contracting Officer will place the package out for bid in a solicitation.

• The TOM should also keep a signed copy of the QA Form in the TOM’s File-of-Record.

Page 30: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 330

Quality Assurance Review FormFAQ

Q: Once the Task Order is awarded, who is responsible for ensuring implementation of the QA requirements and completion of any QAPP’s that are identified on the Quality Assurance Review Form?

A: • QA is viewed as a program office issue, not a contracting issue.

• The CO’s role in the process is to ensure that the Task Order packages have QA review forms signed by the QA Officer prior to the Task Order packages being sent to the vendors for a bid.

• Ultimately, it is the responsibility of the TOM and the TOM’s QA Officer to assure the requirements on the QA review form are fulfilled during the Contractor’s performance of the Task Order.

Page 31: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 331

Unit 3.5

Surveillance Plan

Page 32: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 332

• As discussed in Unit 1, a particular feature of the NWPP

Multiple-Award Contract is that it is a Performance-Based vehicle. Accordingly, a requirement for Performance-Based vehicles is that each Task Order contain a Surveillance Plan.

• A surveillance plans details measurable standards by which the government will evaluate the Contractor’s performance. As a TOM, it is your responsibility to ensure that clear and measurable objectives are communicated in the Surveillance Plan. Typically this includes the quality, quantity, timeliness, etc. of the outputs.

Page 33: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 333

• You can find templates for Surveillance Plans at the NWPP Intranet page.

• You can also find examples of Surveillance Plans for Task Orders already awarded.

Page 34: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 334

Here is a sample Surveillance Plan.

• There must be a STRONG LINKAGE between the Performance Objectives (Column 1) and the Tasks in the SOW.

• The Performance Standard (Column 2) is the measure that the TOM will apply to the Contractor’s performance of each task.

Points to Remember:

Page 35: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 335

• The Surveillance Plan (Column 3): describes how the TOM will document the Contractor’s performance.

• “Contractor Incentive” (Column 4) customarily reads “TOM will address compliance in the Past Performance Review.” (See Unit 10)

• As each task is completed the TOM will use Column 5 to certify the Contractor’s performance as satisfactory or unsatisfactory.

Here is a sample Surveillance Plan.

Page 36: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 336

• In order for a Surveillance Plan to be effective, there must be a strong linkage between the SURV Plan and the “Schedule of Benchmarks & Deliverables” in the SOW. This will be discussed in Unit 3.8.

• The Surveillance Plan is one of three documents (along with the TEC sheet and the SOW) which the Contractors will consider in preparation of their bid.

Key Points

Page 37: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 337

It is important to note:

The completed Surveillance Plan will become part of the File-of-Record maintained by the TOM and CO at the end of the Task Order.

Key Points

Page 38: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 338

Unit 3.6

CBI Form

Page 39: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 339

• The CBI Review form is completed by the Task Order Manager.

• For more information on CBI please see the Contracts Management Manual.

• This document will be forwarded to the Project Officer (PO) for acceptance as part of the Final Task Order Package.

http://epawww.epa.gov/oamintra/policy/

Page 40: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 340

Unit 3.7

COR Certification

Page 41: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 341

COR Form

• A Contracting Officer’s Representative (COR) Form is required from the TOM. This form certifies that the TOM’s COR certification is up-to-date.

• If you are not COR certified, or if you think your COR certification may have expired, refer to Unit 2 for instructions on securing an active certification.

Page 42: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 342

• All Task Order Managers are urged to appoint an Associate TOM to each Task Order. In the event that you are unavailable to manage your Task Order, the Associate TOM can supervise the work and approve the invoice payments.

• The Associate TOM must also furnish a COR form, showing active certification as a Contracting Officer’s Representative.

Page 43: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 343

Unit 3.8

SOW

Page 44: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 344

Statement of Work• The Statement of Work (SOW) in an integral

component of a Task Order package. The SOW describes the tasks to be performed as well as the schedule of when the tasks are to be completed.

• TOM’s should use extreme care when composing the SOW. The SOW managed by the Task Order Manager and Contracting Officer as a binding document between the Contractor and the EPA; any changes or revisions to the SOW are subject to the agreement of both parties and must proceed through a formal amendment process (see Unit 8).

Page 45: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 345

• Consistent with Performance-Based contracting, the SOW should be written in a “results-oriented” fashion. This means that the SOW should clearly and thoroughly describe the desired output /deliverable of each task. However, the SOW is not intended to be a set of instructions for the Contractor. Rather, Performance-Based Contracting gives the Contractor the flexibility to develop the most efficient means of achieving the objectives of the project.

• This simple truth underscores the relationship between the SOW and the Surveillance Plan (SURV), for it is the SURV which documents the Contractor’s success in achieving the project’s objectives.

Page 46: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 346

• On the NWPP webpage you can find sample SOW’s for many of the commonly requested tasks (i.e. holding a conference/workshop, developing a model).

Page 47: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 347

• Also on the NWPP webpage, you can see specific Scopes of Work which were used in previously awarded Task Orders.

Page 48: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 348

• Finally, the NWPP webpage offers a SOW Fact Sheet to assist you in the development of your own SOW.

Page 49: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 349

Unit 3.9

IGCE

Page 50: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 350

• The Independent Government Cost Estimate (IGCE) is the government’s estimate of the cost to complete the tasks described in the Statement of Work.

• The IGCE should account for technical staff labor categories, hours, and rates; direct material and supplies; subcontracting; consultant services; travel; indirect rates; and profit and fee.

• The primary purpose of an IGCE is as a benchmark in evaluating Contractors’ cost proposals*.

Page 51: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 351

• IGCE templates are available on the NWPP Contract Webpage in Excel and Lotus-1-2-3 format.

• Each template is specific to a single calendar year and has the hourly rates approximated for the various labor categories.

• When developing an IGCE you must apportion the costs among the calendar years in which the costs are expected to be incurred.

Page 52: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 352

• To fill out the IGCE template simply enter the estimated number of hours for each labor category.

• The total cost will be automatically calculated based on the labor rates.

Page 53: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 353

Unit 3“Next Steps”

• Task Order Review Checklist• Work Plan Review Checklist• TEC Factors• Task Order Quality Assurance Review Form• Surveillance Plan• CBI Form• COR Certification• SOW• IGCE

A complete Task Order Package consists of:

Page 54: Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005)

Unit 354

Unit 3 “Next Steps”

• After the TOM has assembled a complete Task Order package, it is sent to the Project Officer for review and then on to the Contracting Officer. These steps are discussed in Unit 4.

• Unlike other EPA Contract Vehicles, the Procurement Request is not submitted at the time the Task Order package is submitted.

• The Procurement Request will be requested after the bid process for the amount of the selected bid.