An Introduction for the Client AGENDA GENERALGOVERNANCE CONTRACT MANAGEMENT TASK-ORDER PROTECH ORDERING OVERVIEW PROCEDURES QUESTIONS GOVERNANCE o Federal Acquisition System Federal Acquisition Regulation (FAR) Department of Commerce Acquisition Regulation (CAR) o Commerce Acquisition Manual (CAM) o NOAA Acquisition Manual (NAM)
o www.acquisition.gov 3 WHAT IS PROTECH? (Professional & Technical Services) o A strategic sourcing program o A suite of contracting vehicles in five separate domains Oceans Fisheries
Satellite Weather Enterprise Operations o Competed at the task order level o Reserves for small businesses o Mandatory for use o 3% ProTech fee-for-service 4 Fee includes access to the ProTech suite of contracts and PMO services as required
o o o o o o o o o o o o o PROTECH FEE FOR SERVICE Prime Contract Management Standardized Operating Procedures (SOPs) Review/Edit SOW/PWS/SOO packages Review request package to establish an RFP
Coordinate COR technical review of proposals Prepare proposal packages for COR/source selection review Award Validate funds to support requirements Award Task Order Establish Task Order Kick-Off Meeting Establish post award log Provide 90-120 day reminders for options/follow-ons, as needed Evaluate Contractors performance via Contractor Performance Assessment Reporting System (CPARS) Conduct contract management functions for all mods (i.e., Can include, POP extensions, additional scope of work, reduced scope of work, adjustment of funds, administrative) 5 PROTECH PROGRAM
Program includes access to the ProTech suite of contracts, to include the following ancillary services as required: o The ProTech program fee will be recovered through the regular PR obligation process in C.Suite o Clients shall ensure that the appropriate ProTech object class code (26-03) appears in the PR line of accounting o The system will automatically calculate and attribute the fee to the proper account at obligation o The amount on the resulting PR will not reflect the fee, so make sure your accounts contain sufficient funds. Lack of funds will halt TO award. 6 Five YR Ordering Period* YEAR
BASE with 1-YEAR OPTIONS $3 B ceiling *Contracting vehicles supporting the Enterprise Operations Domain will have own specific ordering period Strategic Sourcing Initiative Multiple-award indefinite delivery, indefinite quantity (IDIQ) contracts, multiple award and single award Blanket Purchase Agreements (BPA), and other contract types
MANDATORY for use by National Oceanic and Atmospheric Administration (NOAA) Line and Staff Offices OPTIONAL use by other Department of Commerce (DOC) Bureaus 7 OBJECTIVES Delivery of top quality, performance-based services and solutions that meet NOAA mission requirements; BENEFITS Develop an industrial base of partners Develop and maintain performance-based contracts Delivery of services and solutions with a streamlined Streamline/simplify procurement process by having contracts in place. acquisition methodology; and, Provides competitive solutions from a pool of
exceptional small and large businesses. Reduction in award time Obtain high quality professional and technical services Task Areas may include 1. Studies, Analyses and Reports 2. Applied Research and Consulting 3. Data Collection and Surveys 4. Program and Project Management 8 AUTHORIZED CLIENTS All NOAA Line and Staff offices Other Department of Commerce Bureaus Decentralized ordering (regular AGO servicing division) ProTech is not a Government-Wide Acquisition Contract (GWAC) and cannot be used by
other Federal agencies. 9 GENERAL GENERAL CONTRACT CONTRACT MANAGEMENT MANAGEMENT PROTECH OVERVIEW STRATEGIC SOURCING ACQUISITION DIVISION TASK-ORDER ORDERING
PROCEDURES QUESTIONS SSAD serves as the Program Office with oversight for the execution of the ProTech contract vehicles. The ProTech Branch within SSAD will use the ProTech Program Office and portfolio of contracts to: o Provide guidance and assistance to clients who use ProTech contracts; o Ensure that clients are aware of their responsibilities and the scope of the ProTech contracts; o Address and satisfy the needs of all participants in the acquisition process; o Maintain a level of contract and program integrity that prevents or mitigates contractual or programmatic problems and risks; and o Solicit feedback and provide continuous process improvement. 10 EFFICIENCY & EFFECTIVENESS
Mandatory usage for NOAA, available to DOC and bureaus. Exceptions will be evaluated on a Streamline the acquisition process. case-by-case basis. 005-money-bag.png Spend analysis through visibility. Consolidation of similar services; does not invoke bundling regulatory analysis Dollar savings of greater than 15% exceed regulatory guidance of 5% Reduced transaction costs Reduced Program Management costs Reduced prices paid to vendors 11 ROLES & RESPONSIBILITIES
ProTech Domain Administrativ e Contracting Officer (CO) Domain Contract Level Overall responsibility for the administration of the ProTech contracts Only authorized individual to take actions on behalf of the Government to amend, modify, or deviate from the contract ProTech Program Management Office (PMO) Assist the Requiring Activity with the development of the SOW/PWS/SOO and IGCE Development and/or adequacy determination of proposal evaluation factors
ProTech Branch Chief & Program Manager (PM) Manage the domain contracting officers and overall program office functions 12 ROLES & RESPONSIBILITIES Domain Account Manager/ Domain Level Contracting Officers Representative (COR) TO Contracting
Officer TO COR ProTech Domain Contract Level Represent the CO in the administration of technical details within the scope of the ProTech contracts as defined in the COR Appointment and Designation Letter; Ensure final inspection and acceptance of all ProTech contract level deliverables and reports and other responsibilities; and Complete the prime contractor performance evaluations using the Contractor Performance Assessment Reporting System (CPARS) or another approved agency-specific contractor performance rating system with respect to each ProTech contract. Governments central point of contact for all technical matters arising at the IDIQ contract level Liaison between the domain contract level CO and the NOAA Program and Line Offices for technical issues related to the ProTech contracts Task Order Level (TO CO) Determine/Select the appropriate Domain contract for the requirement Issue task orders in accordance with ProTech ordering procedures Task Order Level (TO COR) Day-to-day monitoring of performance under a specific task order Conduct all delegated TO administration activities
13 ROLES & RESPONSIBILITIES NOAA AGO Ombudsman Contractor Program Manager Review contractor complaints Ensure that all contractors are afforded a fair opportunity Central POC with the Government for all program-wide technical matters Resolution of all technical issues, program management, and other contract support 14 ORDERING GOVERNED
BY FAR 16.505 Must provide each awardee a "fair opportunity to be considered" for each order in excess of $3,500. The fair opportunity process is not subject to protest with exceptions. Performance-based acquisition methods must be used to the maximum extent practicable. Source selection procedures in FAR Subpart 15.3 do not apply. Simpler and more efficient process Less costly and time-consuming for both the NOAA and the contractors 15 PROTECH OVERVIEW GENERAL CONTRACT MANAGEMENT
TASK-ORDER TASK-ORDER ORDERING ORDERING PROCEDURES PROCEDURES QUESTIONS 1 Only firms awarded a contract under the relevant domain will be considered for task orders under that domain. 2 Contracting Officer will determine relevant domain. A task order shall be created in one domain only. 3
Contracting Officer will determine if the fair opportunity will be limited to a setaside or open to all firms. 4 Contracting Officer may use multiple methods to determine capabilities available from all firms within the domain. Note: All Contracting Officers must go through the CD-570 Small Business Set-Aside Review process prior to the release of a solicitation. 16 PROTECH TASK ORDER PROCESSING 1 2 TRADITIONAL MULTIPHASE FAIR OPPORTUNITY
17 PROTECH HIGH-LEVEL CONTRACT PROCEDURES 1. Request For Task Order Proposal 2. Task Order Solicitation Preparation 3. Issuance Of The Request For Task 4. Evaluation 5. Task Order Award 6. Notification To Unsuccessful Offeror(s) Development Order Proposals 18
REQUEST FOR TASK ORDER PROPOSAL DEVELOPMENT 1 At a minimum the Program Office will provide: o Appropriate Work Statement(s) (SOO/SOW/PWS) o Performance location of the work o Period of performance/deliverable schedule o Applicable performance standards o Any special regulations, including applicable Section 508 requirements or exceptions o An Independent Government Cost Estimate (IGCE) o Contractor evaluation criteria o Funded purchase request (PR) must cite ProTech object code 26-03 19 TASK ORDER SOLICITATION PREPARATION 2
TO CO o Reviews the request o Determines the application of any Fair Opportunity Exception, including SB Set-Aside o Determine the task order proposal request process approach Traditional Process Multiphase Process o Prepares a Task Order Solicitation 20 ISSUANCE OF THE REQUEST FOR TASK ORDER PROPOSALS 3 TO CO issues the request for TO proposals to the contract holders Request shall include, at a minimum: o TO identifier number and date of proposal request o Identification of Domain customer o Work statement (i.e., SOW, SOO, or PWS)
o Identification of anticipated ordering process traditional or multiphase o Task order type and proposal due date o NOAA (contracting officer/specialist) point-of-contact information o Instructions for submission of the technical and cost/price proposal o Criteria/basis for award 21 EVALUATION 4 The TO CO receives the offers in accordance with the request for offers. Technical and cost/price evaluations are conducted by the Government technical evaluation team designated according to the written evaluation plan as required. The TO CO will lead in any exchanges for the Government side, if needed. The TO CO, in coordination with the TO COR, shall prepare a completed award recommendation package 22
TASK ORDER AWARD 5 The TO CO awards the task order A copy of the award and any subsequent modifications shall be forwarded to [email protected] 23 NOTIFICATION TO UNSUCCESSFUL OFFEROR(S) 6 After award, the TO CO shall issue notification, via email, to those offerors who did not receive the award If requested by the offeror, the TO CO should discuss with them the reasons for their non-selection. The TO CO may only discuss the reasons for nonselection. The TO CO may not discuss other contract holders proposals, compare
contract holders proposals, or allow a non-selected contract holder access to the award decision documentation. For orders placed over $5.5 million, the Contracting Officer shall offer debriefings in accordance with FAR 15.506. 24 For additional questions contact [email protected] For POC information visit http://www.protechservices.noaa.gov/contacts.php
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