FEDERAL JOB ORDER CONTRACTING – An Outline


Federal Sector Job Order Contracting – 2015[1]

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The following is a listing of considerations when implementing, managing, and /or working with Federal Government Job Order Contracts.  It is intended as a basic overview of relevant terms and processes.  Each individual Federal Department or Agency has specific requirements and must be research independently.

Overview of JOC Organization, Responsibilities, and Authorities

Ordering Officer

Officer’s Representative

Contracting Considerations

Location of Contracting Office

Contract Option Years

JOC Implementation

Analysis of Appropriateness

Acquisition Strategy

Planning and Contract Award

Work Execution

Contract Administration

Limitations

ANALYSIS OF APPROPRIATENESS

Applicability Analysis

Feasibility Analysis

Appropriateness and Feasibility Report

JOC ACQUISITION STRATEGY

Acquisition Plan

Acquisition Timeline

Government and Contractor Furnished Property

Bonding Requirements

Contract Administration Functions

Milestones

Plan of Action

 

JOC ACQUISITION PROCESS

Research / Sources Sought

Source Selection

Source Selection Team

Source Selection Evaluation Plan

Presolicitation Review

Pre-award Activities

Preparing for the Pre-proposal Conference

Contract Funding

Preproposal Conference

Proposal Evaluation

Competitive Range

Pre-award Survey

Negotiations and Source Selection

Debriefing Unsuccessful Offerors

PLANNING

The Unit Price Book and Specifications

Modifying after Award

Technical Specifications

Statement of Work for the Contract

Use of Government-Furnished Material

Economic and Local Price Adjustment

Environmental Coordination. Source

Source Selection Team

Source Selection Evaluation Plan

Preaward Activities

Preproposal Conference

Base Support for the Contractor

Contractor Phase-In Plan

Contractor Phase-Out Plan

Identification of Special Contract Requirements

JOC PROGRAM SUPPORT REQUIREMENTS

Staffing

Facilities

Training

Standard Operating Procedures

Internal Controls

JOC Contract

The Unit Price Book – UPB

Unit Price Line Items

Content, Quantity

Considerations

Commercial and/or customer cost data

Line item addition/deletion

Demolition line items

Support

Technology

Software and hardware requirements / deployment methods.

Approval for Federal computer networks (DOD, non-DOD)

Localization

Update frequency

Data format (CSI Masterformat2014)

Quantity breaks

Technical Specifications

Modifications

Use of Government-Furnished Material

Economic Price Adjustment

Environmental Considerations/Coordination

Identification of Special Contract Requirements

 job order contracting

JOC CONTRACT WORK EXECUTION AND CONTRACT ADMINISTRATION

Job Order Execution

Initiating and Reviewing Job Orders

In-House and Contract Performance

Job Order Contracting

Items not Authorized under JOC

Job Routing

Assignment of a Project Manager

Scope of Work

Scope Validation Meeting

Request for Contractor’s Proposal

Task Order Proposal Package Contents

Proposal Preparation

Independent Government Estimate Preparation

Revisions to Government Estimate

Evaluate Contractor’s Proposal

NPP Items in Contractor’s Proposal

Negotiation of Task Order

Memorandum of Negotiations

Changes in Proposals and Scope of Work

When NPP Work Exceeds 10% Threshold

Task Order Award Package Preparation

Task Order Support Package Contents

Shelved Projects

Task Order File Checklist

Placing the Order

Use of Notice to Proceed

Task Order Authorities

Pre-Construction Meeting

Administrative Responsibilities

Prepriced Items

Use of Indirect Costs & Profit Rate

Adding NPP Items to JOC UPB

Contractor Performance

Use of DD Form 2626

Significant Events

Task Order Close-Out

Payroll Review

Timely Accomplishment of Requirements

Contract Status Report

Bonding Payments

Partial Payments/Progress Payment

Release of Claims Statement

Small Business Utilization Reporting

Quality Assurance/Quality Control

Task Order Modifications

Equitable Adjustments

Ordering Officers Executing Modifications

Changes to Task Order Requirements

Formal Request for Proposal Modification

Fiscal Year-End Planning

Task Orders Issued Against the Guaranteed Minimum

Crossing Fiscal Years

Task Orders Issued After Guaranteed Minimum

Task Order Status Report

Exercising Options

Follow-On Contracting For A New Contract

 

Glossary / Definitions

ACSIM = Assistant Chief of Staff for Installation

ACA = Army Contracting Agency

A-E = Architect and Engineer

AFARS = Army Federal Acquisition Regulation Supplement

BCI = Building Cost Index

CA = Commercial Activity

CAP = Contract Administration Plan

CCASS= Construction Contractor Appraisal Support System

CONUS= Continental U.S.

COR = Contracting Officer’s Representative

CSI = Construction Specifications Institute

D&F = Determination and Findings

DFARS= DOD FAR Supplement

DOC = Directorate of Contracting

DOD = Department of Defense

DPW = Directorate of Public Works

EPA = Economic Price Adjustment

EPS = Engineered Performance Standards

EPSD = Engineering Plans and Services Division

ERMD = Engineer Resource Management Division

FAR = Federal Acquisition Regulation

FedBizOpps = Federal Business Opportunities

FY = Fiscal Year

GAO = Government Accounting Office

GFE = Government Furnished Equipment

GFM = Government Furnished Material

HCA = Head of Contracting Activity

HQDA = Headquarters Department of Army

IG = Inspector General

IGE = Independent Government Estimate

IJO = Individual Job Order

ISTD = Installation Support Training Division

JOC = Job Order Contracting

KO = Contracting Officer

MCA = Military Construction Army

MFR = Memorandum for Record

MOA = Memorandum of Agreement

NAF = Non-Appropriated Fund

NPP = Non-Prepriced

NTP = Notice to

OMA = Operations and Maintenance, Army

OMB = Office of Management and Budget

OSHA = Occupational Safety and Health Administration

PARC = Principle Assistant Responsible for Contracting

QA = Quality Assurance

QC = Quality Control

QCP = Quality Control Plan

RFP = Request for Proposal

SDB = Small and Small Disadvantaged Business

SF = Standard Form

SJA = Staff Judge Advocate

SOP = Standing Operating Procedure

SOW = Statement of Work

SRM = Sustainment, Restoration, Modernization

SSA = Source Selection Authority

SSEP = Source Selection Evaluation Plan

T.O. = Task Order

UPB = Unit Price Book

USAAA= U.S. Army Audit Agency

USACE = U.S. Army Corps of Engineers

DEFINITIONS

Acquisition. The acquiring by contract with appropriated funds for supplies or services (including construction) through purchase or lease. Acquisition begins at the point when needs are established and includes the description of requirements to satisfy the needs, solicitation and selection of sources, award of contracts (and task orders), contract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling the needs by contract.

Acquisition planning. Acquisition planning is the process by which the efforts of all personnel responsible for an acquisition are coordinated and integrated through a comprehensive plan for fulfilling the need in a timely manner and at a reasonable cost. It includes developing the overall strategy for managing the acquisition.

Bilateral. A bilateral document is one signed by both the contractor’s and the government’s authorized representatives, as contrasted to a unilateral document, usually signed only by the government’s representative. Coefficient. A coefficient is a factor bid by the contractor, which is multiplied against the quantity of work and the prices in the UPB. Two factors are usually bid – one for normal working hours, the second for other than normal working hours. The total price for a task order is the product of the quantity of work units, the unit price, and the contractor’s coefficient, resulting in a firm-fixed price for the task orders issued against the contract. The coefficient represents the contractor’s overhead costs and profit.

Contract. “Contract” means a mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them. It includes all types of commitments that obligate the government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications.

Contracting Officer. The term “contracting officer” is defined broadly in FAR 2.101. Ordering officers are included in the definition as “Authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.” Orders placed by ordering officers are included in the FAR definition of “contract.”

Job Order Contract. A job order contract is a competitively bid, fixed-price, indefinite-quantity contract. It includes a collection of detailed engineering tasks and specifications with their established unit prices. It is placed with a single contractor to accomplish sustainment, restoration, and modernization projects.

Non-prepriced Items. Non-prepriced (NPP) items are tasks not included in the UPB but within the intent and general scope of the contract. NPP work may also include items that are included in the UPB but require adjustments because of unusual site conditions differing from those contemplated in the contract. NPP work is negotiated separately from tasks included in the UPB.

Task Order. A task order is an order for sustainment, restoration, and modernization projects against an active contract. These projects are obtained through task orders under the terms of the contract and are not small purchase transactions.

Unit Price Book and Technical Specifications. A unit price book (UPB) contains task listings, descriptions, units of measure, and total installed unit prices. Technical specifications establish the quality of workmanship and materials required for the engineering and construction tasks in the UPB.

(Source: Materials adapted from Job Order Contracting Guide, 2003, Job Order Contracting Steering Committee, Assistant Chief of Army Contracting, Staff for Installation Agency Management)

[1] (Source: Materials adapted from Job Order Contracting Guide, 2003, Job Order Contracting Steering Committee, Assistant Chief of Army Contracting, Staff for Installation Agency Management)

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