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Ordering Procedure - 5. Additional Task Order Information: - Information Technology Services (ITS)

a. Task Order Debriefings:

The CO shall conduct debriefings of unsuccessful offerors in accordance with FAR Sub Part 16.505(b)(4). Task order debriefs may be conducted orally either by conference call or in person at the discretion of the CO. The CO is not authorized to release source selection documentation to any offeror.

b. Task Order Protests:

In accordance with FAR Subparts 16.505(a)(9)(i)(A)&(B).  TIPSS task orders will follow the appropriate procedures that are set forth for this action.

c.  Task Order Ombudsman:

Ombudsman responsibilities:

   (1)  Address contractor concerns regarding compliance with the award procedures for task/delivery orders;
   (2)  Review contractor complaints on task/delivery order contracts;
   (3)  Ensure all contractors are afforded a fair opportunity to be considered for each task/delivery order, consistent with 41 U.S.C. 253j(b); and
   (4)  When requested, maintain strict confidentiality of the contractor/vendor requesting assistance.

(a) Exceptions:

The Ombudsman shall not participate in:

   (1) The evaluation of proposals submitted on the basic contract;
   (2) The source selection process on the basic contract; or
   (3) The adjudication of formal contract disputes arising under the basic contract or any individual order issued under it.

(b) Interested parties may contact the Task/Delivery Order Contract Ombudsman by calling the Office of Procurement Policy at 240-613-8470 or in writing at:

Internal Revenue Service
Office of Procurement Policy A:P:P
6009 Oxon Hill Road
Oxon Hill, MD 20745

d.  Task Order Level Earned Value Management System (EVMS):

CO shall issue task orders under TIPSS-4 in compliance with Treasury established policy and procedures.  Contractors on TIPSS-4 have identified their capability of meeting or planning to meet the ANSI standards for EVMS either by CFA acceptance, Contractor Self-Validation, or Contractor Plan; however, their ability to perform work is limited by the Criteria Standards evaluated at the contract level.  If necessary, they may submit up-to -date information on their capability of meeting ANSI standards at  the contract level to flow down to the task order level.  The Department of Treasury is not a Cognizant Federal Agency for contractors that perform work for the Department or its Bureaus. 

The following information will provide guidance for applying EVMS standards at the task order level:

Treasury has established thresholds and conditions IT investments must meet to be considered “major”.  In accordance with OMB Circular A-11, the contractor shall utilize an EVMS on Task Orders identified as “major acquisitions” with Development,
Modernization, and Enhancement (DME).  This includes prototypes and tests to select the most cost effective alternative, the acquisition requirements, and any developmental modification or upgrade work done during the Operational/Steady State.  When EVM is required, it will be applied at the Task Order level regardless of contract type.  As outlined in AB No. 09-01, EVMS, the following Treasury thresholds apply to DME costs at the Contract Line Item Number (CLIN) level for performance based Task Orders and to DME costs at the Task Order for non-performance based contracts:

 TABLE No. 1

 Contract,
Task Order,
IAG, or
CLIN  Value

 Reporting
Requirements for
IT Investments

Applicable
ANSI/EIA
Criteria

 Level of
EVMS Validation/-
Acceptance

 IBR
Required

Level of EVMS Surveillance
(Contractor)
 

 ›$50 M

 Full

 32

CFA Acceptance/1

 Yes

CFA Surveillance unless another interested party alternative is requested by the Bureau and approved by the Treasury CIO

Between $20M and $50 M

 Full

 32

Contractor Self-Validation

Yes

CFA Surveillance unless another interested party alternative is requested by the Bureau and approved by the Treasury CIO

 ‹$20M

 Core

 10

Contractor Self- Validation

 Independent Baseline Validation
(IBV)/IBR (Core)

Treasury and Bureau Surveillance*

  *    In accordance with Bureau Annual Surveillance Strategy
• 1/CFA – Cognizant Federal Agency (See FAR 42.003)  

Regardless of the threshold value or competitive review, any EVMS developed by the contractor shall not be billed to the IRS as a direct cost.  The IRS will reimburse the contractor for its share of the allocable and allowable indirect costs.

e.  Performance Based Acquisition (PBA)

The performance based acquisition methodology will be applied to task orders issued under this contract to the maximum extent practicable.  This methodology shall be considered for applicable requirements.  To achieve the best result of PBA, the following information is established to provide a baseline effort; however, PBA includes but not limited to:  
       
   (a) Requirements that define the work in measurable, mission-related terms;
   (b) Performance standards (i.e., quality, quantity, timeliness) tied to the performance requirements;
   (c) Performance outcome (i.e., reports, system performance, documents) tied to the performance requirements; and
   (d) Monitoring methods (i.e., Quality Assurance Surveillance Plan, monitoring plan) to describe how the contractor’s performance will be measured against the performance standards.

In addition, contracting officers will ensure IRS Procurement Policies and Procedures are followed as well as other applicable guidance.  PBA website.


f.  Information Technology Accessibility Section 508

All task orders issued under the TIPSS-4 contract will be applicable to Section 508 Compliance, under Section 508 of the Rehabilitation Act Amendments of 1998, and the Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology (EIT) Accessibility Standards at 36 Code of Federal Regulations Part 1194.   Federal agencies, when developing, procuring, maintaining or using EIT are required to ensure that EIT products and/or services provide access to both Federal employees and members of the public with disabilities. Federal employees and members of the public with disabilities must have access to and use of information and data comparable to those without disabilities.

The contracting officer shall apply the applicable Internal Revenue Services Acquisition Procedures (IRSAP) to comply with each task order. 

g.   Excessive Pass-Through Costs

The Government will not pay excessive pass-through charges.  The Contracting Officer shall determine if excessive pass-through charges exist.

The contractor shall notify the Contracting Officer in writing if:

   (1)  The contractor changes the amount of subcontract effort after award such that it exceeds 65 percent of the total cost of work to be performed under the contract and/or task order.  The notification shall identify the revised cost of the subcontract effort and shall include verification that the contractor will provide added value; or

   (2)  Any subcontractor changes the amount of lower-tier subcontractor effort after award such that it exceeds 65 percent of the total cost of work to be performed under the contract and/or task order.  The notification shall identify the revised cost of the subcontract effort and shall include verification that the contractor will provide added value as related to the work to be performed by the lower-tier subcontractors.

If the CO determines excessive pass-through charges exist, then:

   (1) For fixed price contracts, the Government shall be entitled to a price reduction for the amount of excessive pass-through charges included in the contract price; and

   (2)  For other than fixed price contracts, the excessive pass-through charges
 are unallowable in accordance with the provisions in FAR Subpart 31.2.

Records available to the CO

In accordance to FAR Subpart 52.215-2(a), the Contracting Officer or authorized representative, shall have the right to examine and audit all the contractor’s records necessary to determine whether the contractor proposed, billed, or claimed excessive pass through charges.

h.  Key Personnel

The offeror shall identify Corporate and Task Order Level Key Personnel for assignment to TIPSS-4, as described in Section C.7. 

            Name:             
            Telephone:
            E-Mail Address:

The offeror’s proposal will identify key personnel to be assigned for participation in the performance at the corporate level and task order level and who may, at the discretion of the Government, be interviewed to verify résumé representations.

i.  Quick-Closeout Procedure

The CO is authorized to use the quick-closeout procedure for Task Orders issued under this contract in accordance with FAR 42.708, Quick-Closeout Procedures when applicable.

      (a)  In accordance with FAR Subpart 42.708(a), the CO shall negotiate the settlement of indirect costs, in advance of the determination of final indirect cost rates, if;

  (1) The task order is physically complete;

  (2) The amount of unsettled indirect cost to be allocated to the contract is
relatively insignificant.  Indirect cost amounts will be considered
Insignificant when – FAR Subpart 42.708(a)(2)(i)(ii) apply.                             
      
      (b) In accordance with FAR Subpart 42.708(b), a determination of final
Indirect costs under the quick-closeout procedures shall be final for
the TO it covers and no adjustment shall be made to other contracts
for over – or under recoveries of cost allocated or allocable to the
contract covered by the agreement.

     ( c )  Complex TO will be evaluated on a case-by-case basis for applicability
              to use quick-closeout procedures.

      (d)   Modification for quick-closeout shall include the following statement:
The bilateral execution of this modification releases the Government
 and [insert contractor name/TO number applicable] from any further
 Obligations.     

Page Last Reviewed or Updated: 04-Jun-2014