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Unit 4 “Preparing and Issuing the Solicitation ”

Unit 4 “Preparing and Issuing the Solicitation ”. Unit 4 – “Preparing the Solicitation”. Roles & Responsibilities. Prepare the Task Order Package . . . . . .. . . . . . . . . . .. . TOM Review the Task Order Package . . . . . . . . . . . . . . . . . . . .PO

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Unit 4 “Preparing and Issuing the Solicitation ”

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  1. Unit 4“Preparing and Issuing the Solicitation” NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  2. Unit 4 – “Preparing the Solicitation” Roles & Responsibilities Prepare the Task Order Package . . . . . .. . . . . . . . . . .. . TOM Review the Task Order Package . . . . . . . . . . . . . . . . . . . .PO Send the Task Order Package to the CO. . . . . . . . . . . . .TOM Assign Tracking Number . . . . . . . . . . . . . . . . . . . . . . . . . . PO Finalize the Solicitation . . . . . . . . . . . . . . . . . . . . . .CO / TOM Issue the Solicitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CO QA / QC the Solicitation . . . . . . . . . . . . . . . . . . . . . . . . . .TOM NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  3. Unit 4 – “Preparing the Solicitation” Step 1 - Prepare the Task Order Package • The Task Order Manager (TOM) has the principal responsibility for assembling all information and preparing all forms which will be needed for a full Task Order Package. • Unit 3 contains a step-by-step procedure for completing each of the 9 items in the Task Order Package. • The Project Officer is available to answer any questions which the Task Order Manager may have while the TOM is preparing the Task Order Package. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  4. Unit 4 – “Preparing the Solicitation” Step 2 - Review the Task Order Package (1) • When the Task Order Package is “reasonably complete,” the Task Order Manager forwards the package to the Project Officer (PO) for review. • The Task Order Manager can either send an email to the PO with electronic files of the Task Order Package items or send a paper package to the Project Officer via U.S. Mail or EPA Pouch Mail. The NWPP webpage contains mailing labels to the PO which can be downloaded and printed out for this purpose. • Either way, the PO will acknowledge receipt of the Task Order Package and respond with written comments in an email. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  5. Unit 4 – “Preparing the Solicitation” Step 2 - Review the Task Order Package (2) • For packages which are “reasonably complete,” the PO will add all necessary signatures and return the package via EPA Pouch Mail to the TOM. • The Task Order Package returned to the TOM will contain two items: • A written set of comments from the PO of “next steps”. • The Task Order Package returned from the PO will also contain a manila envelope addressed to the Contracting Officer at CPOD (OAM / Cincinnati, OH). • The TOM will revise the Task Order Package according to the PO’s comments. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  6. Unit 4 – “Preparing the Solicitation” Step 3 – Send the Task Order Package to the Contracting Officer (1) • When the package is complete, the TOM can use the manila envelope (provided by the PO) to transmit the Task Order Package to the Contracting Officer. • Before transmitting the package, the Task Order Manager should make a photocopy of the Task Order Package for the TOM’s File-of-Record. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  7. Unit 4 – “Preparing the Solicitation” Step 3 – Send the Task Order Package to the Contracting Officer (2) • The Task Order Package should be sent to CPOD in paper form with all necessary signatures. • The TOM should send e-files of the SOW, Surveillance Plan, and Technical Evaluation Criteria via email to the Contracting Officer at this point. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  8. Unit 4 – “Preparing the Solicitation” Step 4 – Assign Tracking Number (1) • Once the Task Order Package is received at CPOD (OAM / Cincinnati, OH) the Contracting Officer will review the documentation to ensure the Task Order Package is complete. • The Tracking Number for the Task Order Package will be assigned when CPOD confirms receipt of a complete Task Order Package. • The TOM will be notified via email when the package has been assigned a tracking number. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  9. Unit 4 – “Preparing the Solicitation” Step 4 – Assign Tracking Number (2) • It is the TOM’s responsibility to transmit a complete Task Order Package to CPOD. Generally the approach of sending fragments of a Task Order Package to CPOD in multiple mailings only results in a delay in final receipt of a complete Task Order Package. Thus, it is suggested that the TOM ensure the package is complete before any documents are mailed or emails are sent to Cincinnati. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  10. Unit 4 – “Preparing the Solicitation” Step 5 – Finalize the Solicitation (1) • Once complete paper versions of Task Order Packages are received at CPOD (OAM / Cincinnati, OH), they are generally processed in order of Tracking Number. The one exception is Task Orders whose scope of requested services is intended to meet court-ordered TMDL deadlines. • For a Task Order Package with a Tracking Number, the Contracting Officer will review the information on the forms and in the Statement of Work. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  11. Unit 4 – “Preparing the Solicitation” The Contracting Officer will frequently contact the Task Order Manager via email or phone to request clarification of any of the following: NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  12. Unit 4 – “Preparing the Solicitation” Step 5 - Finalize the Solicitation (2) Once the CO and TOM reach closure on all terms, conditions, and other information in the Task Order Package, the CO may request a final set of e-files from the TOM for all forms and enclosures in the Task Order Package. • The TOM will send these to the CO via email. • A courtesy copy sent to the PO is also appreciated. • The CO will use the information in the e-files to complete the Solicitation. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  13. Unit 4 – “Preparing the Solicitation” Step 6 - Issue the Solicitation • Once the CO and TOM reach closure on all terms, conditions, and other information in the Task Order Package, the CO will issue the Solicitation. • This will take the form of an email sent by the CO to each of the four vendors participating in the National Watershed Protection Program Multiple-Award Contract. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  14. Tracy Waters/CI/USEPA/US Here is an example of an email from the CO which announces a Solicitation. The CO’s email will include the following elements: • Tracking Number • Type of Task Order • SOW • TEC Factors • Surveillance Plan • Closing Date for Bids NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  15. Unit 4 – “Preparing the Solicitation” Step 7 - QA / QC the Solicitation • Once the Contracting Officer issues the Solicitation to the four vendors, the Task Order Manager should check the CO’s email message to ensure the accuracy of the following items: • Tracking Number • Type of Task Order (Level of Effort, Fixed Price, etc.) • Statement of Work (Correct Version?) • Technical Evaluation Criteria (TEC Factors) (Correct Version?) • Surveillance Plan (Correct Version?) • The TOM must notify the CO immediately if any information in the Solicitation is not identical to the final package developed by the TOM. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  16. Unit 4 – “Preparing the Solicitation” FAQs Q. I prepared my Task Order Package as a Level-of-Effort and after it was awarded I discovered that it was issued as a Fixed Price. What should I do? A.It is really important that the TOM carefully review the Solicitation Package for accuracy before the vendors prepare the bids. In many cases the solution to this question will likely be to re-bid the entire Task Order. This can be avoided easily if the TOM reviews the Solicitation at the point it is issued by the Contracting Officer. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  17. Unit 4 – “Preparing the Solicitation” FAQs Q. I have an urgent need for deliverables. Why must there be a waiting period of 10 business days for the vendors to prepare their bids on my Task Order Package? A. It is a condition of the overall contract that each of the four vendors have signed with the Federal Government that they will be allowed ten(10) business days to consider their bid for each Solicitation. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

  18. Unit 4 – “Preparing the Solicitation” Next Steps • TOM’s Role in an Active Solicitation……..……….Unit 5 • Reviewing the Contractors’ Proposals.…………...Unit 6 • Issuing the Task Order...…………………………...Unit 7 • Managing the Task Order…………………...……..Unit 8 • Modifying the Task Order…….…..…………...…...Unit 9 • Closing Out the Task Order.……………………….Unit 10 NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 4

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