Federal Acquisition Service - GSA SmartPay

Federal Acquisition Service - GSA SmartPay

Federal Acquisition Service U.S. General Services Administration Federal Acquisition Service GSA SmartPay 3 Training Task Order Guide Center for Charge Card Management Federal Acquisition Service Introduction and Purpose The Task Order Guide is intended to help A/OPCs and/or their Contracting Officers with developing and awarding their GSA SmartPay 3 (SP3) task orders, as they conduct their agencies/organizations task order pre-award transition activities. The Task Order Guide includes the following: Master Contract Information and Task Order Timing Activities to Complete in Advance Task Order Information Instructions for Developing a GSA SmartPay 3 Task Order 2 Federal Acquisition Service Background Master Contract Information The GSA SmartPay 3 (SP3) Master Contract is an Indefinite Delivery/Indefinite Quantity Contract Agencies/Organizations must issue task orders against the Master Contract Task Order Timing Task orders must be in place in time to allow

agencies/organization to transition by November 30, 2018 A sample transition timeline is provided on page 6 of the Task Order Guide Tool (Figure 1) 3 Federal Acquisition Service Activities to Complete in Advance Complete the appropriate prerequisite transition tools Complete the Needs Assessment Tool and document requirements Complete the Task Order Type Tool to determine your task order type Task Order Considerations Determine whether task orders will be placed at the agency/organization level or component level Develop an Acquisition Plan Develop Evaluation process (Tailored Task Tool Tip Your Contracting personnel should be involved early and Orders only) often throughout the task order development process. 4 Federal Acquisition Service

How to Use This Tool 1. Have a copy of your completed Needs Assessment Tool which will contain an overview of the requirements to include in your task order request document. 2. Make sure you have decided on the type of task order you would like to put in place (e.g. standard or tailored) 3. Read through instructions on developing a task order request and utilize the sample task order requests as a guide to develop your final document. Tool Tip Be sure to check with your Contracting Officer to see if your agency/organization has a specific format to use for task order requests. 5 Federal Acquisition Service Task Order Information Task Order Rules Fair Opportunity: Agency/organization MUST provide fair opportunity to all SP3 Contractors awarded the required business lines/CLINs A task order may not increase the scope, period of performance, or maximum value of the Master Contract Task Order Size and Length Minimum task order sizes are established by business lines and are stated in Sections H.12.4 and H.12.5 of the GSA SP3 RFP. Maximum task order size for standard and tailored task orders is $500 billion Task orders may not exceed the total period of performance for the Master Contract as outlined in F.1 GSA SmartPay Contract Period of Performance

6 Federal Acquisition Service Instructions for Developing a Task Order Placing a Task Order as a Pool or Tag Pooled task orders are for a group of two or more agencies that combine resources and volume under a combined order. Agencies/organizations may join a GSA-pooled order or may choose to arrange their own pooled task orders Tag-Along task orders are for those agencies/organizations that would like to join another agency/organizations task order. Those interested in tagging along should directly contact the lead agency 7 Federal Acquisition Service Instructions for Developing a Task Order Ordering Process Standard Task Order: At a minimum, must review presentation packages and request pricing proposals. Agency/organizations contracting officer may conduct price negotiations. Tailored Task Order: Request includes agency specific requirements and a pricing proposal request. A more formal evaluation process takes place based on agency/organization established evaluation criteria. Agency/organizations contracting officer may conduct negotiations Tool Tip Section H.12 of the SP3

Master Contract contains Ordering Procedures. 8 Federal Acquisition Service Instructions for Developing a Task Order Standard Task Order Step 1: Develop Task Order Request Information included in the Standard Task Order Request: Services Required Specify business line(s) Activities Authorized/Place of Delivery or Performance Historical Information Primary Points of Contact and Agency/Organizational Structure Standard Task Order Requirements Standard Task Order Pricing Date and Location for Submittal of Task Order Proposal 9 Federal Acquisition Service Instructions for Developing a Task Order Standard Task Order Step 1: Develop Task Order Request Historical Information Agencies/organizations MUST include information regarding historical average billing cycle, speed of payment, and delinquency information Standard Task Order Requirements RFP contains defaults that provide flexibility at the task order level. Any variances from defaults must be stated Standard Task Order Pricing Request more favorable pricing from the Contractor based on historical information provided

10 Federal Acquisition Service Standard Task Order Example Example Purchasing History (Spend) Type Period Accounts Transactions Amount Purchase Card FY 14 1,000 32,000 $9,600,000 Purchase Card FY 15 1,150 35,000 $10,500,000

Purchase Card FY 16 1,375 38,000 $11,400,000 Purchase Card FY 17 (est.) 1,400 42,000 $12,600,000 Travel Card (CBA) FY 14 100 30,000 $13,800,000 Travel Card (CBA) FY 15

108 31,000 $15,000,000 Travel Card (CBA) FY 16 112 33,000 $17,500,000 Travel Card (CBA) FY 17 (est.) 113 39,000 $19,100,000 Travel Card (IBA) FY 14 10,000 50,000 $25,000,000

Travel Card (IBA) FY 15 10,100 51,000 $27,500,000 Travel Card (IBA) FY 16 10,250 53,000 $32,000,000 Travel Card (IBA) FY 17 (est.) 10,300 56,000 $35,000,000 11 Federal Acquisition Service

Standard Task Order Example Example Purchasing History (Payment) Type Period Write-Offs Delinquencies (%) Avg. Days to Pay Purchase Card FY 14 Not Available Not Available Not Available Purchase Card FY 15 $20,000 1.65% 8 Purchase Card FY 16

$23,000 1.20% 10 Purchase Card FY 17 (est.) $26,000 1.70% 7 Travel Card (CBA) FY 14 Not Available Not Available Not Available Travel Card (CBA) FY 15 $15,000 2.10%

9 Travel Card (CBA) FY 16 $18,000 3.10% 11 Travel Card (CBA) FY 17 (est.) $19,000 3.40% 10 Travel Card (IBA) FY 14 Not Available Not Available Not Available Travel Card (IBA) FY 15

$4,500,000 3.30% 30 Travel Card (IBA) FY 16 $5,000,000 3.15% 32 Travel Card (IBA) FY 17 (est.) $6,000,000 3.85% 31 12 Federal Acquisition Service Standard Task Order Example Example Standard Task Order Requirements 13

Federal Acquisition Service Standard Task Order Example Example Standard Task Order Requirements 14 Federal Acquisition Service Standard Task Order Example Example Standard Task Order Pricing Agency/organization ABC anticipates more competitive task order pricing than the pricing provided in the Master Contracts. Agency/organization ABC requires Contractors to submit task order-specific pricing for all ordered CLINs. The Contractor shall include completed pricing tables for base and option periods for the following CLINs: 0001-0024 (Base Period), 1001-024 (Option Period 1), 2001-2024 (Option Period 2), and 3001-3024 (Option Period 3) for the purchase business line AND CLINs 0040-0063 (Base Period), 1040-1063 (Option Period 1), 2040-2063 (Option Period 2), and 3040-3063 (Option Period 3) for the travel business line. Tool Tip GSA recommends you take current and future needs into consideration when determining CLINs to include in the task order request. 15 Federal Acquisition Service Instructions for Developing a Task Order Standard Task Order Step 2: Evaluation

Process is lead by the Contracting Officer Recommendation to give Contractors a short period of time to respond with pricing proposals (e.g. 1-2 weeks) May allow Contractors to submit questions Contracting Officer may choose to conduct price negotiations or award without conducting price negoations 16 Federal Acquisition Service Instructions for Developing a Task Order Standard Task Order Step 3: Develop Task Order Award Document Award documents (e.g. SF 1449) must be completed and signed by the Ordering Contracting Officer Award documents should include items such as: Date of order GSA Contract and Task Order Numbers Period of Performance Accounting and Appropriation Data Primary Points of Contact Awarded Price/CLINs Tool Tip Your Contracting Officer will determine which sections of the proposal to incorporate into final award. 17 Federal Acquisition Service Instructions for Developing a Task Order Tailored Task Order

Step 1: Develop Task Order Request Information included in the Standard Task Order Request: Services Required Specify business line(s) Activities Authorized/Place of Delivery or Performance Historical Information Primary Points of Contact and Agency/Organizational Structure Tailored Task Order Requirements/Statement of Work Tailored Task Order Pricing Date and Location for Submittal of Task Order Proposal 18 Federal Acquisition Service Instructions for Developing a Task Order Tailored Task Order Step 1: Develop Task Order Request Historical Information Agencies/organizations MUST include information regarding historical average billing cycle, speed of payment, and delinquency information Tailored Task Order Requirements/Statement of Work Include all responses that vary from the defaults in the Master Contract and also any ADDITIONAL agency/organization specific needs that fall within the general scope of the SP3 Master Contract Tailored Task Order Pricing Request more favorable pricing from the Contractor based on historical information provided 19 Federal Acquisition Service Tailored Task Order Example Example Purchasing History (Spend) Type

Period Accounts Transactions Amount Purchase Card FY 14 1,000 32,000 $9,600,000 Purchase Card FY 15 1,150 35,000 $10,500,000 Purchase Card FY 16 1,375

38,000 $11,400,000 Purchase Card FY 17 (est.) 1,400 42,000 $12,600,000 Travel Card (CBA) FY 14 100 30,000 $13,800,000 Travel Card (CBA) FY 15 108 31,000 $15,000,000 Travel Card (CBA)

FY 16 112 33,000 $17,500,000 Travel Card (CBA) FY 17 (est.) 113 39,000 $19,100,000 Travel Card (IBA) FY 14 10,000 50,000 $25,000,000 Travel Card (IBA) FY 15 10,100

51,000 $27,500,000 Travel Card (IBA) FY 16 10,250 53,000 $32,000,000 Travel Card (IBA) FY 17 (est.) 10,300 56,000 $35,000,000 20 Federal Acquisition Service Tailored Task Order Example Example Purchasing History (Payment) Type Purchase Card Period FY 14

Write-Offs Not Available Delinquencies (%) Not Available Avg. Days to Pay Not Available Purchase Card FY 15 $20,000 1.65% 8 Purchase Card FY 16 $23,000 1.20% 10 Purchase Card FY 17 (est.) $26,000

1.70% 7 Travel Card (CBA) FY 14 Not Available Not Available Not Available Travel Card (CBA) FY 15 $15,000 2.10% 9 Travel Card (CBA) FY 16 $18,000 3.10% 11

Travel Card (CBA) FY 17 (est.) $19,000 3.40% 10 Travel Card (IBA) FY 14 Not Available Not Available Not Available Travel Card (IBA) FY 15 $4,500,000 3.30% 30 Travel Card (IBA) FY 16 $5,000,000

3.15% 32 Travel Card (IBA) FY 17 (est.) $6,000,000 3.85% 31 21 Federal Acquisition Service Tailored Task Order Example Example Tailored Task Order Requirements 22 Federal Acquisition Service Tailored Task Order Example Example Tailored Task Order Requirements 23 Federal Acquisition Service Tailored Task Order Example Example Tailored Task Order Evaluation Criteria

24 Federal Acquisition Service Tailored Task Order Example Example Tailored Task Order Pricing Agency/organization ABC anticipates more competitive task order pricing than the pricing provided in the Master Contracts. Agency/organization ABC requires Contractors to submit task order-specific pricing for all ordered CLINs. The Contractor shall include completed pricing tables for base and option periods for the following CLINs: 0001-0024 (Base Period), 1001-024 (Option Period 1), 2001-2024 (Option Period 2), and 3001-3024 (Option Period 3) for the purchase business line AND CLINs 0040-0063 (Base Period), 1040-1063 (Option Period 1), 2040-2063 (Option Period 2), and 3040-3063 (Option Period 3) for the travel business line. 25 Federal Acquisition Service Instructions for Developing a Task Order Tailored Task Order Step 2: Evaluation Process is lead by the Contracting Officer Agency/organization should consider developing a formal evaluation process and a Technical Evaluation Board (TEB) May consider oral presentations in addition to the written task order responses Contracting Officer may choose conduct negotiations or award without discussions Tool Tip Debriefings of unsuccessful offerors are required for task orders exceeding $5.5 million.

Check agency policy for more details. 26 Federal Acquisition Service Instructions for Developing a Task Order Tailored Task Order Step 3: Develop Task Order Award Document Award documents (e.g. SF 1449) must be completed and signed by the Ordering Contracting Officer Award documents should include items such as: Date of order GSA Contract and Task Order Numbers Period of Performance Accounting and Appropriation Data Primary Points of Contact Awarded Price/CLINs Tool Tip Your Contracting Officer will determine which section of the proposal to incorporate into final award. 27 Federal Acquisition Service Additional Guidance Tool Purpose Pre-Award Transition

Checklist This checklist covers tasks up to (but not after) placing the agencys task order. Post-Award Transition Checklist This checklist covers transition tasks that should be performed after an agency/organization has awarded its task order. Transition Communications Planning Tool This tool is a communications resource to use through the SP3 Transition. During the planning and execution of the transition to SP3, each agency/organization will need to communicate with various stakeholders to complete a successful transition. Transition Tracking Tool The purpose of this tool is to enable GSA to keep an updated record of agency transitions so that we can use this information to ensure that everyone has a smooth experience. Transition Executive Briefing This presentation is meant to be used as a guiding document for a discussion between an agency/organizations Lead A/OPC(s) and Agency Executives. Task Order Guide The guide is intended to help A/OPCs and/or their Contracting Officers with developing and awarding task orders, as they conduct task order pre-award

transition activities. Frequently Asked Questions (FAQs) This document addresses a number of the most common questions program participants may have about the transition to the new contract. Additional Guidance can be found at the GSA SmartPay Training Site: https://smartpay.gsa.gov/ 28

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