Step

Principals Involved

Description of  Step

1

Ordering Contracting Officer (OCO)

The agency VETS GWAC Ordering Contracting Officer appoints in writing the OCO Contracting Officer's Representative (OCO COR) and/or OCO Contracting Officer's Technical Representative (OCO COTR) for a task order.

2

OCO COR / OCO COTR

Develops Task Order Statement of Work / Request for Quote / Request for Proposal which should include:

• Title
• Background
• Objectives
• Scope
• VETS GWAC Functional Area
• Specific Tasks
• Period of Performance
• Place of Performance
• Security Requirements
• Performance Criteria, if any
• Suggested Contract Type (FP, FPAF, T&M, LH)
• Requirements for submission of response to SOW / RFQ / RFP/
• Due date for submission of contractor responses
• Time frame for evaluation and selection of contractor responses by agency for award of Task Order.

3

OCO

Task Order SOW / RFQ / RFP posted for eligible VETS GWAC Contractors to review and submit responses using the OCO's Agency documented Fair Opportunity Process in accordance with FAR 16.505 or through GSA on behalf of the agency.
Note:  Each Task Order must fall with the scope of Functional Area 1 or Functional Area 2 of the VETS GWAC.

4

VETS GWAC Contractors

Review and responded to Task Order SOW / RFQ / RFP

• VETS GWAC Contractors are not required to respond to a SOW / RFQ / RFP.
• VETS GWAC Contractors may propose sub-contractors for a specific task order other than the pre-award sub-contractors with justification.
• If required approval of sub-contractors is done on a task order by task order bases and falls upon the OCO to perform this task.

5

OCO / OCO COR / OCO COTR

Task Order evaluation, selection, and award.

• Reviews submissions and selects contractor to be awarded the Task Order
• OCO / OCO COR / OCO COTR shall document rationale for placement and price of each order.
• OCO notifies PCO of task order award

Note:  each agency is expected to have developed and document their process that is compliant with the Fair Opportunity Process and OCO's should be familiar with FAR 16.505.

6

OCO

Task Order Award

• OCO awards task order to contractor using either:
• GSA Form 300,
• SF-1449, or
• DoD Form 1155.

Note:  Agency specific forms must be pre-approved by the PCO prior to issuance.
All Task Orders must include the following information to a valid bona-fide Task Order:

• Date of Order
• GSA Contract number
• Government Order number
• Appropriation and accounting data
• Description of service(s) to be performed (preferably a performance based  statement of work)
• Period(s) of performance, performance timeframe(s) and performance deadline(s)
• Place(s) of performance
• Price/risk arrangements (order terms, i.e. FP or T&M)
• Definitive order pricing
• Definitive ceilings, if any
• Signature of duly warranted and delegated OCO
• Billing/Invoice address
• Name of issuing Agency
• Name, signature and phone number of OCO
• Name of Client Agency (if different from issuing Agency)
• Name of Contractor

The lack of a single applicable element makes the order defective and a contactor is not obligate to perform the work and is to notify the PCO of the defective task order
Note: No Protests under FAR Subpart 33.1 is authorized with issuance or proposed issuance of an order under the VETS GWAC except for a protest on the grounds that the order increases the scope, period, or maximum value of the contract.

7

OCO / OCO COR / OCO COTR
 

Task Order Management

• Monitors the contractor's performance
• Inspects and accepts all deliverables.
• Reviews and Approves Invoices

Note: Invoices must include the following information:

• Description of line items, unit prices, quantities and extended prices conforming to their structure in the applicable Order
• Total invoice amount
• Prompt payment discount offered
• Name of the business concern and invoice date
• Government Order number
• GSA Contract number
• Government Project Number & Title
• Accounting Control Transaction (ACT) number (for GSA FTS Orders)
• Period of Performance covered
• Contractor Invoice Number
• Government Client name and address
• Name, title, phone number, and complete mailing address of the responsible Contractor official to whom payment is to be sent. The "remit to" address must correspond to the remittance address in the Contract
• Information necessary to enable the Government to make payment by wire transfer

Note: Ordering agencies may specify additional mandatory invoice data elements

8

OCO
 

Task Order Closeout
The OCO will be responsible for closing out their orders. Notification that a closeout of a Task Order is completed must be provided to the PCO. Order closeout will be accomplished within the guidelines set forth in:

• FAR Part 4 Administrative Matters
• FAR Part 42 Contract Administration and Audit Services

The OCO will determine that the following conditions have been met:
(1) The contractor has completed provision of the required services, service has been terminated, and no additional deliverables will be provided.
(2) The contractor's final invoice has been submitted.
(3) The contractor has been paid and all billing dispute issues have been resolved.
(4) The Task Order is neither in litigation nor under appeal. (5) The Task Order period has expired.
The contractor agrees to work in partnership with the contracting officer to closeout Task Orders as soon as possible after they are physically complete by using the "Quick Closeout" procedures described in FAR 42.708 as much as practical.

9

OCO / OCO COR / OCO COTR

It is the government's intent to collect performance evaluations for each Order. The requiring office will assess the Contractor's performance in areas such as quality, quantity and timeliness. Such ratings may have bearing on the Contractor's likelihood to receive future Orders.

• It is incumbent upon the requiring OCO, or the OCO COR if directed by the OCO, to complete a performance record for each Order after completion of work, and at least annually for Orders having a performance period in excess of one year. Performance evaluations should be submitted to the PCO. Contractors should be cognizant of this requirement and exercise their right to contribute to the final performance record.
• Organizations of caliber will not only plan for good performance, but also be aware of their current performance as perceived by the Government, and take steps (i.e., requesting interim evaluations, holding meetings with the Government, performing required corrective action, etc.) to ensure performance is satisfactory throughout the life of each Order so that there will be no surprises at the completion of work.
• Contractors are invited to document their performance under each Contract Order and submit it to the PCO. This standing invitation constitutes the Government's effort to afford an opportunity for Contractors to address adverse ratings before they are utilized in a future selection process. A file of all received performance records received by the PCO and any Contractor supplemental information received by the PCO will be maintained and made available to interested parties having a bona-fide need to know.