Title: Unit 3
1Unit 3 Assembling the Task Order Package
2Unit 3 Assembling the Task Order Package
Overview
This unit contains information on the nine
elements which constitute a complete Task Order
Package following
- 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
3Unit 3 - Assembling the Task Order Package
Roles and Responsibilities
Unit 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 / TOMS Duly Authorized Supervisor Unit
3.8 SOW. . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . .TOM /
PO / CO Unit 3.9 IGCE. . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . TOM
4Unit 3.1Task Order Review Checklist
5 - 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.
6 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.
7 - 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 TOMs
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
8 - 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.
9Key Points
- 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.
10Unit 3.2Work Plan Review Checklist
11- 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 - Cost is more important than Technical Quality
- Technical Quality is more important than Cost
- 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.
12 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.
13- 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.
14Key Points
- 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 TOMs review of the Contractors
proposals will not be considered in the final
selection of a successful bidder. - Dont 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)
15Unit 3.3TEC Factors
16- 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.
17 You can download sample sets of TEC Factors from
the NWPP webpage.
- The sample TEC Factors are available for the
following general topics including - TMDL Preparation
- Training / Outreach
- Written Guidance Document Preparation
- Workgroup Support
18- Also on the NWPP webpage, you can see specific
TEC sheets which were used in previously awarded
Task Orders.
19Key Points
- Typically, from 3-5 factors are developed by the
Work Plan Review Panel to use in the evaluation
of contractors 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.
20 - 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.
21Unit 3.4Task Order Quality Assurance Review
Form
22What do I need to know? (1)
- As part of OAMs 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 QMPs were approved by EPA as part of the
review of proposals.
23- The QMPs for the four successful bidders are
posted at the NWPP Contract Webpage.
http//intranet.epa.gov/waters/nwpp/qa.html
24What do I need to know? (2)
- 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 TOMs QA/QC officer to ensure the
Task Order Quality Assurance Review Form is
completed satisfactorily for the scope of
requested services in the SOW.
25What do I need to know? (3)
- For some types of Task Orders, the QA procedures
outlined in the QMP may be adequate to ensure
implementation of EPAs QA policies. This will
depend, in a case-by-case situation, on the QA
Officers 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 EPAs QA policies will require
the preparation of a QAPP for the Task Order.
26What do I need to know? (4)
- Whether or not a QAPP is required will depend on
the consultation of the TOM with the TOMs 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 TOMs QA Officer.
27 Quality Assurance Review Form (1)
- 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 TOMs QA Officer
28 QA Review Form (2)
- Once the form prepared, the following are added
- TOM signature date
- QA/QC Officers signature and date
- This document is then forwarded to the Project
Officer (PO) for signature as part of the Final
Task Order Package.
29Key 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 TOMs File-of-Record.
30Quality Assurance Review FormFAQ
Q Once the Task Order is awarded, who is responsible for ensuring implementation of the QA requirements and completion of any QAPPs that are identified on the Quality Assurance Review Form?
A QA is viewed as a program office issue, not a contracting issue. The COs 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 TOMs QA Officer to assure the requirements on the QA review form are fulfilled during the Contractors performance of the Task Order.
31Unit 3.5Surveillance Plan
32 - 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
Contractors 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.
33 - 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.
34Here is a sample Surveillance Plan.
Points to Remember
- 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
Contractors performance of each task.
35Here is a sample Surveillance Plan.
- The Surveillance Plan (Column 3) describes how
the TOM will document the Contractors
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 Contractors performance as
satisfactory or unsatisfactory.
36Key Points
- 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.
37Key Points
- 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.
38Unit 3.6CBI Form
39- 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/
40Unit 3.7COR Certification
41COR Form
- A Contracting Officers Representative (COR) Form
is required from the TOM. This form certifies
that the TOMs 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.
42- 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
Officers Representative.
43Unit 3.8SOW
44Statement 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. - TOMs 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).
45- 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
Contractors success in achieving the projects
objectives.
46- On the NWPP webpage you can find sample SOWs for
many of the commonly requested tasks (i.e.
holding a conference/workshop, developing a
model).
47- Also on the NWPP webpage, you can see specific
Scopes of Work which were used in previously
awarded Task Orders.
48- Finally, the NWPP webpage offers a SOW Fact Sheet
to assist you in the development of your own SOW.
49Unit 3.9IGCE
50- The Independent Government Cost Estimate (IGCE)
is the governments 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.
51- 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.
52- 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.
53Unit 3Next Steps
A complete Task Order Package consists of
- Task Order Review Checklist
- Work Plan Review Checklist
- TEC Factors
- Task Order Quality Assurance Review Form
- Surveillance Plan
- CBI Form
- COR Certification
- SOW
- IGCE
54Unit 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.