United States
Environmental Protection Agency August, 1991
ion and Resources Management
USER'S GUIDE FOR THE
TOSS CONTRACT
TECHNICAL OPERATIONAL SUPPORT SERVICES (TOSS)
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INTRODUCTION
The purpose of this document is to assist Delivery Order
Project Officers (DOPOs) in using services provided under EPA's
Technical Operational Support Services (TOSS) contract. The TOSS
contract was awarded to Computer Services Corporation (CSC) in
September 1990. EPA may exercise options to secure up to $347
million in services under the contract through September 1995.
This User's Guide is structured to cover topics common to all
fixed price/indefinite delivery indefinite quantity (FP/IDIQ)
contracts as well as information specific to the TOSS contract. The
guide is organized into three major sections:
• Section I provides general guidance on authorities
and responsibilities under federal regulations and
policy governing the administration of contracts
• Section n provides specific information and guidance
for users of the TOSS contract
• Section m describes the process and procedural
requirements DOPOs must observe in initiating and
managing delivery orders under the TOSS contract.
Reference materials that may facilitate understanding of topics
discussed in the Guide are organized into five appendices to facilitate
users' access to them. A Glossary and Index are also included
following Section
TOSS User's Guide August, 1991
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TABLE OF CONTENTS
SECTION I
EPA CONTRACT ADMINISTRATION AUTHORITIES
1. Overview of Contractual Roles, Responsibilities and
Authorities 3
2. Roles, Responsibilities, and Authorities of Contracting
Officers 5
3. Roles, Responsibilities, and Authorities of Project
Officers 7
4. Roles, Responsibilities, and Authorities of Delivery
Order Project Officers 9
SECTION II
TOSS CONTRACT INFORMATION
1. Background and Structure of TOSS Contract 13
* Pcnod or Pcrtonnflncc •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• 14
Contract Management Officials.._......._..._._..................._ 14
2. Services Available Under the TOSS Contract 15
Scope of Work Overview of Eight Service Areas 15
Examples of Contract Operating Sites .... 19
TOSS User's Guide August, 1991 in
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Table of Contents
SECTION III
TOSS DELIVERY ORDER LIFECYCLE
1. Phase I: Deli very Order Planning 23
Define Discrete Services Required 23
Determine Funding.......~............................................... 25
Communicate with Project Officer on Contract Usage. 27
Recommend a Delivery Order Pricing Arrangement 27
Prepare Planning Procurement Request (PR) Form 1900-8 29
2. Phase 2: Initiation of Delivery Orders 31
Obtain Required Forms and Documentation 31
Finalize Statement of Work 33
Complete a Labor Mix and Budget 41
Prepare Justifications .• 48
Reference DO Checklist Prior to Submitting PR Package
toPO 49
Establish Delivery Order Files 49
3. Phase 3: Monitoring the Delivery Order 53
Approve Contractor's Project Plan 53
Communicate Directly with Contractor Throughout
Life of DO 54
Review Draft Deliverable* Within Specified Timerrame,
Prior to Final Version 54
Monitor Performance Through Monthly Progress Reports 55
Communicate Contractor Performance Problems 57
4. Phase 4: Initiation of Modifications 59
Propose Official Changes to SOW Through a Modification 60
Prepare Modification Request Memo 62
Submit Modification Request Package to CMT for Review
Prior to Incorporating Changes - 62
Notify Contractor of Changes to the SOW 64
5. Phase 5: Monitoring and Approving Expenditures 65
Examine Monthly Invoices to Ensure Accuracy 65
Adhere to Prompt Payment Act for Paying Contractors 66
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Table of Contents
6. Phase 6: Delivery Order Close-Out 67
Deobligate Unused Funding Through Modification 67
Evaluate Contractor Performance 68
Identify Through Memo the Organization Maintaining
or Using Deliverable 68
Review Final Invoice for Payment..........................— 68
Retain DO Records for Auditing Purposes 69
• Account for Property ...•.»*.**.*».*..**..**..***»MH»*.***«»*«.»«»*..«.**....****.».»**07
Index 71
Glossary., 73
APPENDICES
Appendix A: Contract Management Issues and Concerns A-l
Appendix B: Model Delivery Order Package with
Sample Forms B-l
Appendix O TOSS Delivery Order Forms C-l
Appendix D: TOSS Contract Statement of Work-
8 Service Areas D-l
Appendix E: TOSS Contract Statement of Work -
Labor Rates and Categories £-1
TOSS User's Guide August, 1991
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Table of Contents
LIST OF EXHIBITS
H Contract Management Structure for FP/IDIQ Contracts 3
ffl-1 Delivery uraer Lifecyle ••••• 22
m-2 Delivery Order Pricing Arrangements 28
m-3 Develop Delivery Order Statement of Work 34
"m-4 Elements Contained in A Statement of Work 35-37
m-5 Formal Work Request Procedure 39
m-6 Request for Brief or Brief Support Form 40
m-7 Labor Categories ••- 43-46
in-8 Example of a Labor Mix and Budget : 47
m-9 Checklist of Items Included in a Delivery Order
Package - 50
ffl-10 Frequently Requested Modifications - 61
A-l Prohibited Contracting Activities at EPA A-4
A-2 Activities of Potential Vulnerability A'5
A-3 What to Review in Non-Team Subcontracting
Proposals • A"15
A-4 Key Points to Remember Regarding the Review
of Non-Team Subcontractor Proposals , A-16
August, 1991 TOSS User's Guide
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SECTION I
EPA CONTRACT
ADMINISTRATION
AUTHORITIES
Section I of the User's Guide focuses on the contract
management authorities, roles, and responsibilities. of EPA
Contracting Officers (CDs), Project Officers (POs),and Delivery Order
Project Officers (DOPOs) under fixed price/indefinite delivery,
indefinite quantity (FP/IDIQ) contracts. The authorities, roles, and
responsibilities of the individuals in these positions provide the
framework for effective implementation and management of these
types of contracts.
TOSS User's Guide August, 1991
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1. OVERVIEW OF CONTRACTUAL
ROLES, RESPONSIBILITIES
AND AUTHORITIES
The Federal Acquisition Regulations (FAR) define a contract as
"a mutually binding legal relationship obligating the seller to furnish
supplies or services and the buyer to pay for them (FAR 2.101)." COs
are the only persons with the authority to enter into and sign contracts
on behalf of the Government. However, within EPA, COs rely on POs
and DOPOs to assist them in. administering FP/IDIQ contracts.
Effective management of an FP/IDIQ contract requires direct liaison
between the CO, the PO, and the DOPO during the life of the contract.
Exhibit M, below, illustrates the typical organizational
structure for managing FP/IDIQ contracts.
EXHIBIT M
CONTRACT MANAGEMENT STRUCTURE FOR FP/IDIQ
CONTRACTS
CONTRACTING OFRCER
1
PROJECT
OFFICER
1
DEUVERY ORDER
PROJECT OFFICER
1
CONTRACTOR
I
1
j
TOSS User's Guide August, 1991
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2. ROLES, RESPONSIBILITIES
AND AUTHORITIES OF
CONTRACTING OFFICERS
Only the CO has the authority to enter into, administer, and/
or terminate contracts for the Government and make related
determinations and findings (FAR 1.602). In conjunction with this
authority, the CO has responsibility for a variety of pre-solidtation
and post-solicitation activities to ensure that the Government enters
into equitable transactions with contractors. Under an FP/IDIQ
contract, the CO has the following responsibilities to ensure effective
contract management
• Issue delivery orders and modifications to delivery
orders
• Negotiate and execute contract documents for
contract modification and termination
• Approve contractor requests for facility modifications
• Monitor contractor performance to ensure compliance
with quality assurance requirements and contractual
terms for schedule, cost, and technical performance
• Evaluate and approve subcontractor plans, including
the use of small businesses or small disadvantaged
businesses and monitoring subcontractor
performance
• Maintain contract records, perform related
administrative functions, and issue administrative
changes to the contract
• Perform property administration functions including
acquisition and disposal of contractor inventory.
The CO is responsible for ensuring that the Government performs
actions required by the contract The CO must also ensure that the
contractor is not unreasonably hindered or prevented from
performing the contract. The CO must act in good faith in
administering the contract and perform all duties that affect the
contractor expeditiously.
TOSS User's Guide August, 1991 5
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3. ROLES, RESPONSIBILITIES
AND AUTHORITIES OF
PROJECT OFFICERS
The FO serves a central role in ensuring effective contract
management and is the primary source of information and contact
with the DOPO. The PC's contracting authority is delegated by theCO
and limited to specific contract management tasks. EPA's Contract
Management Manual (CMM, Chapter 7) defines critical
responsibilities of the FO as follows:
• Initiates procurement actions
• Evaluates contractor proposals
• Certifies contractor monthly invoices
•
• Assists Agency officials (such as DOPOs) in writing
statements of work
• Prepares delivery order for signature by the CO
• Reviews contractor progress reports, financial reports,
and deliverables
• Reviews contractor requests (such as subcontractor
consent) and recommends approval or disapproval to
the CO
• Assists the CO in resolution of problems associated
with contractor performance
• Acts as the CO*s representative for monitoring other
technical aspects of contract performance after award.
TOSS User's Guide August, 1991
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4. ROLES, RESPONSIBILITIES
AND AUTHORITIES OF
DELIVERY ORDER PROJECT
OFFICERS
The DOPO has the most direct contact with the contractor
during the performance period and is essential in ensuring that
quality products are delivered. The DOPO has several responsibilities
specified in EPA's Contract Management Manual (CMM, Chapter 7)
as:
• Defines work requirements for the PO to use in
preparation and issuance of delivery orders under
IDIQ contracts
• Monitors contractor performance after delivery order
award
• Evaluates the technical performance of a specific
delivery order
• Reviews applicable portion of monthly technical and
financial reports, contractor invoices for payment, and
delivery order modifications.
The DOPO is the primary Agency contact for technical performance
of the delivery order and must, therefore, have strong technical
knowledge of the work to be performed.
Failure to meet these responsibilities may result in the
DOPO's decertification. This could seriously affect an EPA
employees'-ability to carry out their performance standards. The
DOPO should never mislead a contractor in such a way as to cause
work to be performed that is not included in the Statement of Work of
the Delivery Order. Specifically, the DOPO may not request the
contractor to work outside the period of performance, increase the
level of effort or cost or change deliverables and due dates without
following procedures for requesting modifications to the Delivery
Order.
TOSS User's Guide August, 1991
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Section I: Contract Administration
The Procurement and Contracts Management Division
(PCMD) has restrictions regarding the allowable workload for'
DOPOs. The restrictions are in terms of the experience required on
various Delivery Orders and the workload limitations. They apply to
the total value of two or more orders administered at any given time.
Experience
Required
0-6 months
6 months
12 months
over 18 months
Contract
Size
$0-$250K
$250K-$500K
$500K-$1M
$1M
Workload
$500K
SIM
$2M
$5M
August. 1991
TOSS User's Guide
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SECTION II
TOSS CONTRACT
TOSS User's Guide August. 1991 U
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1. BACKGROUND AND
STRUCTURE OF TOSS
CONTRACT
EPA recently awarded the Technical Operational Support
Services (TOSS) contract to Computer Sciences Corporation (CSC).
The TOSS contract, valued at $347 million, is an example of a fixed
price, indefinite delivery, indefinite quantity (FP/IDIQ) contract.
Individual delivery orders are issued under this contract and can be
either fixed price or ceiling price Delivery orders are contractually
binding documents that indicate specific services and products the
contractor is to provide to the Agency which are within the
specifications or boundaries of the TOSS contract. It is essential that
each DOPO understand the terms and conditions of the TOSS contract
and the scope of work under this contract The following section
provides basic information about TOSS. The information provided
below is not a substitute for the original contract statement of work,
with which each DOPO should be familiar.
TOSS User's Guide August. 1991 13
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Section II: TOSS Contract
TOSS CONTRACT
Period of Performance: Sept. 28,1990 - Sept. 30,1995.
Value: $347,475,453.00.
TOSS Contract Management Officials:
Contracting Officer (CO) Lawrence A. Schlosser
US EPA
(PM-214F)
Washington, DC 20460
Phone (202) 475-8508
Email: EPA 3518
FAX- (202)472-5114
Jennifer T. Johnson
Brenda Daly
US EPA
OARM
Washington, DC 20460
Phone: (202) 382-2392
Email: EPA 3763
FAX (202)475-6156
OIRM — Management Planning
and Evaluation Staff
US EPA
Washington, DC 20460
Phone: (202) 382-2381
FAX (202)475-6156
Contract Specialist
Project Officer (PO)
Contract Mgmt Team
14
August, 1991
TOSS User's Guide
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2. SERVICES AVAILABLE UNDER
THE TOSS CONTRACT
Purpose'
The purpose of the TOSS contract is to provide Information
Resources Management (IRM) technical and operational computer
system support required by EPA Headquarters Offices, Regional
Offices, Laboratories, and other Agency sites in order to meet EPA's
mission.
Scope of Work Overview
There are eight technical and operational computer system
support service areas included under the TOSS contract. They are:
• Facilities Management/Operational Support
• Document Processing, Publication, Graphic and
Micrographic Support
• Office Automation and Records Management
• Telecommunications Support
• LAN Support
• Microcomputer/Personal Computer Technical
Support
• Information Center Support
• Applications/Systems Development Support.
Each service area is briefly described on the following pages. The
TOSS Contract Statement of Work in Appendix D has detailed
descriptions of each service area.
TOSS User's Guide August, 1991 25
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Section U: TOSS Contract
The contractor will provide facilities management and operations
support that includes operation and management of computer
centers. Within the scope of Facilities Management computer
operations services shall include but not be limited to: .
• Computer Room Support
• Controlling and
Monitoring the Computer
Systems Hardware
• Data Entry /Data
Management
• Machine Edit
• Data Analysis/Verification
Database User Support
System Hardware Logistical
Support
Managing Tape and Disk
Resources
Record Keeping
Reference Library.
ft ."' «^"- ^..:j
^f^;
This area of service includes document processing, publication,
graphic, and micrographic support as directed by individual
delivery orders. Support services may include, but are not limited
to:
Operation of Data Plotting •
Equipment
Analyses of Graphic Needs •
Printing of Documents
Documents Processing •
Micrographics •
General Art and Original •
Drafting •
Still Photography
Typing of Manuscript
Covers
Checking and Marking
Page Proofs
Mechanical Editing
Substantive Editing
Proofreading
Documentation.
16
August, 1991
TOSS User's Guide
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Services Available Under the Contract
This area of service includes, but is not limited to:
File Maintenance
Automation of Office Functions
Maintenance of Library Collections
Maintenance of Clearinghouses of Information on
Special Subject Areas or Initiatives of Concern to EPA
Management, Maintenance, Retrieval, etcr of Records
Maintenance of Dockets of Official Legal Activities.
,
This area of service shall provide technical services related to voice
and data telecommunications support, including technical
assistance and advice on telecommunications requirements, and
definition of new service specifications. The contractor shall
identify system needs, support requirements and problems, and
shall monitor the quality of system service to individual site
locations.
The contractor shall provide technical support services necessary
for the design of LAN hardware and software configurations and
presentation of functional capabilities,' requirements,
implementation, operation, modification, and logistical support
during the LAN life-cycle. The contract will not be utilized to
acquire workstations or other LAN system components which
may be available through EPA national contracts.
TOSS User's Guide
August, 1991
17
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Section II: TOSS Contract
This area of service requires the contractor to provide PC technical
support services in the areas of PC system hardware configuration
and software design, installation, implementation, operation,
modification, problem diagnosis and resolution, and related
training.
TOSS Contract AHadunentA-
Under this area of service, the contractor shall provide end- user
computer support of EPA staff at selected Agency locations during
scheduled Information Center hours. Software support and
instruction shall be given both in formal classes and on a walk-in
basis, and shall include basic computer applications, spreadsheet,
database, desktop publishing, PC networking, graphics, word-
processing and other technologies.
; . • « • d« i . • •• y" ' "«• • •*. ** i*"1" '"—,'"" • % ? • fmmf; . ' ' '
AppIicaild^Syfiibeiiill^
'"^roSS-Conttt^;JaMS«ntt^r: ^" '"
*/:
This area of service will require the contractor to design, develop
and/or implement application systems comprised of multiple
software modules, or single purpose, stand alone software.
Services shall include, but not be limited to:
Statistical Analysis
Requirements Analysis
Systems Analysis
System Design
Program Design
Implementation
System Installation
System Evaluation and
Audit
Training
Documentation
Software Quality
Assurance.
August, 1991
TOSS User's Guide
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Services Available Under the Contract
Examples of Contract Operating Sites
Under the TOSS contract, technical support and management
services and/or the establishment of a local office can occur at any
EPA field location, including, but not limited to, the following EPA
sites:
Ada, OK
Anchorage, AK
Annapolis, MD
Ann Arbor, MI
Athens, GA
Atlanta, GA '
Bay Saint Louise, MO
Beltsville, MD
Boise, ID
Boston, MA
Chapel Hill, NC
Chicago, IL
Cindnnati, OH
Corvallis, OR
Dallas, TX
Denver, CO
Duluth, MN
Durham, NC
Edison, NJ
Grosse Isle, MI
Gulf Breeze, Fl
Honolulu, HI
Houston, TX
HuntsvUle, AL
Juneau, AK
Kansas City, MO
Las Vegas, NV
Lexington, MA
Manchester, WA
Montgomery, AL
Monticello, MN
Newport, OR
Newton, OK
New York, NY
Olympia,WA
Philadelphia, PA
Portland, OR
RTP,NC
Sacramento, C A
San Francisco, CA
Santurce, PR
Seattle, W A
Warrenton, VA
Washington, DC
Westlake,OH
Wheeling, WV.
TOSS User's Guide
August.1991
19
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SECTION III
TOSS DELIVERY
ORDER LIFECYCLE
DOPOs have primary responsibilities for six major phases of
delivery order (DO) management under FP/IDIQ contracts in EPA as
show in Exhibit EM:
• Delivery Order Planning
• Initiation of Delivery Order
• Monitoring the Delivery Order
• Initiation of Modifications
• Monitoring and Approving Expenditures
• Delivery Order dose-Out.
Exhibit ffl-1 indicates the key decisions to be made and the primary
documentation required during each major phase from the initial
planning and definition of work through doseout.
Effective planning is essential to successful performance of
contract services and products. Building the quality into the work
from the initiation of the DO not only facilitates management and
decision making throughout the DO lif ecyde but also is in accord
with EPA's emphasis on Total Quality Management The DOPO
should dearly specify the work to be performed, define performance
and quality standards to be met and communicate these expectations
to the contractor.
TOSS User's Guide August, 1991 21
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Section fit Delivery Order Lifecycle
EXHIBIT m-1
DELIVERY ORDER LIFECYCLE
Key Decisions
Phases Required Documentation
What
services are
required from
contractor?
is the best
way to describe the
work require*
merits?
Do any
parts of the
SOW need
to change?
1. Delivery
Order
Planning
2. Initiation of
Delivery
Orders
3. Monitoring
the Delivery
Order
Statement of non-duplication of effort
Procurement Rationale (Form 1900-8)
• Designation of DOPO/Alternate
(Form 190045)
• Administrators screens for Prohibited
and Vulnerable Activities
• Procurement Rafionale(Form 1900-8)
• Statement of Work
• Labor Mix and Budget
Memo
Description of SOW changes, or
budget or Form 1900-8 or 1900-65
performance
satisfactory?
4. Initiation of
Modifications
• Project Plan
(or revised Project Plan)
• Project Plan approval form
• Progress/Financial reports
Do the
tone work
«tormed?>
5. Monitoring
and Approving
Expenditures
Invoice approval term
Did the
COIIB actor
fulfil DO
^requirements?/
6. Delivery
Order
Close Out
• Form 190W (for deoWgalion)
• Memo
• Evaluation Form
22
August, 1991
TOSS User's Guide
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PHASE 1. DELIVERY ORDER
PLANNING
The DOPO starts the delivery order process with a series of
steps to define what work EPA needs and how the delivery order will
be structured and funded. Key steps include:
• Define discrete services required
• - Determine funding
• Communicate with Project Officer
• Recommend a delivery order pricing arrangement
• Prepare planning procurement request (Summer
Planning Cycle).
The information and decisions that the DOPO needs to provide to
facilitate approval of the DO are discussed below for each of these
major steps.
Step 1: Define Discrete Services Required
The first planning step is to define what services are needed.
There are three major considerations—specification of services,
mission support and non-duplication of effort
Specify Services and Products Needed
The more dearly a DOPO identifies the Agency's
requirements, the more knowledge all parties to the delivery
order can share about the quality of the work to be performed.
The DOPO should develop a list of needed services and/or
products and the corresponding program areas they support
and enhance. This early definition of the Agency's needs
becomes the foundation for developing the DO statement of
work (SOW).
TOSS User's Guide August, 1991 23
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Section HI: Delivery Order Ufecycle
Emphasize Mission Support
The DOPO should also dearly define how the proposed
services support an overall program mission. It is important to
identify these services in1 terms of their contributions to EPA's
strategic mission and goals as well as their immediate value to
the office requesting the services. Some delivery orders may be
one segment of a larger effort attempting to achieve a long-term
program goal. The DOPO should assess and document the
immediate as well as the longer-term contributions the Agency
wants from proposed services and/or products, particularly
how they promote the achievement of strategic IRM program
goals and policy objectives.
Ensure Non-Duplication of Effort
Before the DO can be processed, the DOPO must ensure
that no other efforts exist which would duplicate or contradict
the intentions of the proposed services and/or products. This
requires investigation into other related procurement
activities, past or present, to determine if similar work is being
performed. If similar work is identified, the DOPO must
evaluate whether these services and products could fulfill the
requirements of the proposed delivery order. The purpose of
this inquiry is to ensure that the Agency avoids paying for an
existing service or product more than once. The DOPO must
document through a memorandum that there is no duplication
of effort, or that there are complementary, but not duplicative
efforts. This memorandum becomes a part of the DO package.
Appendix B provides an example of this memo.
24 August, 1991 TOSS User's Guide
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Delivery Order Planning
Step 2: Determine Funding
One of the most critical decisions the DOPO must make is to
determine the appropriate level and type of funding for the delivery
order. Several issues may need to be considered, including whether:
• Services are severable or non-severable
• Multiple appropriations are appropriate
• Partial funding from Superfund resources is
- appropriate.
The decision that delivery order services are either severable or
non-severable affects how specific services may be organized to
promote continuity of support. Services are classified as severable if:
• Work can be interrupted without affecting the overall
program mission or specific purposes of the delivery -
order
• The scope of work is general
• Work tasks are repetitive and provide routine
continuous products and/or services
• Services are provided throughout a specified period
of time corresponding to the beginning and end of the
fiscal year.
Services are generally considered non-severable if:
• Interruption of the work may deny EPA of an end
product or completed service critical to program
mission
• The scope of work is definitive
• Tasks or products are non-repetitive
• Service is for a single project that may cross fiscal
years.
TOSS User's Guide Augiat.1991 25
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Section III: Delivery Order Lifecycle
Questions about severable and non-severable services should be
directed to the PO for specific interpretation and advice.
Given the scope of the statement of work, it may be appropriate
to fund the delivery order from multiple appropriations rather than a
single source. The DOPO should determine if there is sufficient
evidence to justify that the delivery order will benefit more than one
appropriation. If the DOPO does conclude there is a convincing
argument, then the DOPO should allocate delivery order costs
according to a clearly defined methodology. Two methods include:
• Direct Association - invoiced costs for each
appropriation can be easily identified on the invoice
• Allocation Method - used for severable services where
separate appropriation cannot be distinguished on the
invoice. The allocation is based on funding
appropriations provided by each program office.
Superfund resources may fully or partially support a delivery
order. There are three major rationales for allocating Superfund
resources depending upon how the Superfund program is supported
by the delivery order services and products:
• Percentage of EPA staff (as measured by salary and
expense estimates) working directly on Superfund
program activities
• Percentage of actual Superfund work supported
directly by the activities of the delivery order (for
example, if one-third of the delivery order services or
products benefit staff in the Superfund program)
• Percentage of total fiscal year EPA appropriations
allocated to the Superfund program.
Again, the DOPO should consult with the PO to determine the
appropriate application of Superfund resources to the delivery order.
26 August, 1991 TOSS User's Guide
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Delivery Order Planning
Step 3: Communicate with Project Officer on Contract
Usage
The FO is the DOPCXs initial resource in developing the DO.
The DOPO should notify the appropriate FO of the intent to use a
particular contract as soon as the scope of proposed services and/or
products is defined. The FO can provide feedback on whether the
proposed DO falls within the scope of the contract or redirect the
DOPO to other contract vehicles if necessary. The PO can answer
specific questions such as those pertaining to the available contract
dollar ceiling or whether the proposed services are within the contract
scope. The FO will also alert the DOPO to any restrictions or
approvals that may be required for using the contract.
Step 4: Recommend a Delivery Order Pricing
Arrangement
Many FP/IDIQ contracts offer alternative pricing
arrangements for individual DOs. The TOSS contract, for example,
offers either a fixed price or a ceiling price arrangement. These two
pricing arrangements are different in the level of detail and emphasis
placed on the services and/or products under the DO. Fixed price
DOs are generally used when work specifications can be dearly
defined. Ceiling price DOs, on the other hand, are more appropriate
when the work requirements cannot be dearly defined in advance,
such as when a system applying a new technology being introduced
to EPA is being designed.
Exhibit m-2 will highlight the criteria for using either the fixed
price or the ceiling price DO, the advantages of each type, and
examples of services which lend themselves to either the fixed price or
the ceiling price delivery order. The TOSS Contract, Attachment A -
Sections 5.6.1 and 5.6.2 contain more specific information about fixed
and ceiling price DOs.
TOSS User's Guide August, 1991 27
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Section IE: Delivery Order Ufecyde
EXHIBIT III-2
DELIVERY ORDER PRICING ARRANGEMENTS
Recommended
Use
Criteria
Specifications for the
service or product to be
delivered an be defined
in detail.
Professional standards
or experience provide
measures for evaluating
performance.
Price for development of
the serivce or product to
be delivered can be
estimated reliably.
Specifications for the work
to be pei fuilined cannot be
defined in detail.
More complex and
performance sensitive tasks
where performance and
quality'are critical to
acceptability of the work.
Performance criteria and
price cannot be specified
due to lack of experience.
Contractor assumes
greater risk for
Advantages
rtc
Management of delivery
order tasks is expedited.
•Government assumes
greater risk for
performance.
Continuity and delivery of
services and support are
Examples
System design
system programming
System implementation/
testing
Systems training
System documentation/
Manual preparation.
System hardware/software
maintenance
Data entry
Concept feasibility studies
Requirements definition.
28
August, 1991
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Delivery Order Planning
Step 5: Prepare Planning Procurement Request (PR),
Form 1900-8 for Summer Planning Cycle Only
The results of the planning cycle are communicated to the PO
through the Planning Procurement Request (PR)- The PR/Form
1900-8 is required for procuring products or services and indicates
what items are to be procured, their cost, and associated accounting
data. The PO usually requests the submission of the planning PR
during the summer as a complementary activity to EPA's budget
planning process. The early submission of PRs from all DOPOs who
plan to use the contract during the upcoming budget year helps the PO
determine how to manage the contract and the workflow of DOs to
ensure responsive service.
Because the planning PR is usually submitted several months
before the DOPO needs to initiate the DO process, it must be updated
to reflect the DOPOs current needs, funding arrangements and
milestones. The planning PR can be used as an input for preparing the
PR that will be included with the DO submission package. An
example of a completed form is contained in Appendix B, and a blank
copy can be found in Appendix C.
TOSS User'a Guide Augiut,1991 29
-------
PHASE 2. INITIATION OF
DELIVERY ORDER
The second phase in the delivery order lifecyde is the actual
production of the delivery order. The six steps included in this phase
are described below:
• Obtain required forms and documentation
• Finalize statement of work
• Complete labor mix and budget
• Prepare justifications
• Reference DO checklist
• Establish DO files.
These steps will result in a complete package ready for the PC's
review. Appendix B contains a completed model delivery order
package.
Step 1: Obtain Required Forms and Documentation
The first step in this stage is to ensure that the forms and
supporting documentation required for the DO package are
completed accurately. In this step, the components that must be
included in every DO package are:
• Form 1900-8, which is the Procurement Request
• Form 1900-65, which is the designation of the
Delivery Order Project Officer
• Administrator's screens
• Rationale for ceiling price if applicable
• Non-duplication of effort.
TOSS User's Gidde August, 1991 31
-------
Section III: Delivery Order Lifecycle
Examples of the completed forms can be found in Appendix B'and
blank copies are located in Appendix C
As discussed in Phase 1, Form 1900-8, the Procurement
Request, should be prepared as early as possible. The DOPO may need
to follow up during the signature process to ensure that no delays are
encountered and to answer any questions.
In addition to Form 1900-8, the DOPO must also prepare Form
1900-65, which is the Designation and Appointment of Delivery Order
Project Officer. The purpose of this form is to nominate individuals to
the positions of DOPO and Alternate DOPO for each new DO. There
are several key points to keep in mind when preparing Form 1900-65:
• Nominees must be certified to act as DOPOs and
Alternate DOPOs through contract administration
training
• Uncertified nominees can request interim certification
as a DOPO prior to training
• Uncertified nominees can request a waiver to become
exempt from training
• Any nominee assuming DOPO authority prior to
approval must notify the PO of this action.
Nominees must prepare a memo to request either an interim
certification or waiver and explain the circumstances that necessitate
the special request. The PO can provide additional information
needed for these request memos.
The DOPO must also fill out the Administrator's screens which
are checklists used to determine whether the work to be completed
for EPA is considered a prohibited or potentially vulnerable activity.
Further discussion of the Administrator's screens can be found in
Appendix A, and a completed example is contained in Appendix B.
As previously discussed in Phase 1, Delivery Order Plannning,
the rationale for ceiling price delivery order should be completed if
necessary, as well as the non-duplication of effort statement. After the
required documentation has been completed and signed, all
paperwork should be retained for inclusion in the DO package.
32 August, 1991 TOSS User's Guide
-------
Jm'hahon of Delivery Order
Step 2: Finalize Statement of Work (SOW)
Step two of initiating a DO is to draft the delivery order
statement of work. The SOW describes the services or products
required from the contractor, and indicates when they are to be
provided. It is important that the services or products described fall
within the contract scope of work, and that prohibited contracting
activities are avoided. Reference "Prohibited Use of Contracting
Services/' Appendix A, and Section H, Toss Contract Information, for
details.
The SOW is the vehicle that details the contractor's
responsibilities. Therefore, producing a well-written SOW is essential
to me effectiveness of the contract Services are provided based on the
contractor's understanding of task descriptions in the SOW. The table
presented in Exhibit ni-3 presents some basic guidelines for
producing a well-written SOW. Appendix D contains a model SOW
in the DO package to be used for reference.
All SOWs must contain certain information. The chart in
Exhibit m-4 describes 14 elements that should be included in all DOs.
The title of the elements are indicated, along with a description of the
required content and level of detail to be provided for each element.
DOPOs should refer to these 14 elements as an outline when drafting
a SOW. After the SOW has been prepared, DOPOs are advised to
submit the SOW to the PO for initial review and comments.
Incorporating changes to the SOW may reduce the need for further
clarifications during the CO/PO review process.
Under ceiling price delivery orders for the TOSS contract, a
formal work request procedure is employed when work can not be
adequately specified at the task level. The formal work request
procedure is particularly appropriate when the task involves the
performance of repetitive, short-duration services. The success of the
formal work request procedure is dependent upon how well it is
managed by the DOPO.
TOSS User's Guide August. 1991 33
-------
Section III; Delivery Order Lifecycle
EXHIBIT m-3
DEVELOP DELIVERY ORDER STATEMENT OF WORK
• Direct and to the point
sentences
• The use of active voice,
such as "shall," rather than
"should"
• Definitions for uncommon
terms and acronyms
• Gear and precise
definitions of the services
and products to be
acquired
• Specific references to the
general contract terms and
conditions
• Explanations of concepts
that are central to the SOW
• Criteria which permit
inspection and acceptance
to take place
• Enough specification to
allow for an independent
contractor relationship
• Complete work
descriptions
••' fc'.jjfW&'K'S' •'.;'••'? ;* .•".». •' ' .-, '. . v»
.. ' .^^WSUtWKII"l.liN'SOWS:- .-*"• •
*%\^^fe^li*»OID JSli^l?''"* -'<•'•"• '
• Long or complicated
sentences
• Ambiguous phrases like "as
required" or "as necessary"
• 'Bureaucratic' terms
• Excessive abbreviations
• Internal inconsistencies
in the substance of work
requirements
• Underlying assumptions
in the SOW, without
explanation
• Language which would
increase the potential for
a personal services
relationship to develop
• Phrases like "will work
closely with the DOPO,"
which fail to identify the
nature and extent of the
EPA/contractor relationship
• Using technical direction as
a substitute for a complete
specification
34
August, 2992
TOSS User's Guide
-------
Initiation of Delivery Order
EXHIBIT m-4
ELEMENTS CONTAINED IN A STATEMENT OF WORK
1. Title
• Name that references
the DO
• DOobjeeUvw
* Nttncs of systems to be
supported
Short and
CWSOJTIptlVC
2* Period snd
Place of
date CO
signa DO and date last
oeJiversBw 0 ctiM
• Where DO work will
uke place
• Beginning and end dates
* uocstton of wofli
premisei
Exact data
3. DO Project
Officer
approved to function as
DOPO en DO
DOPO aid Alternate DOPO
DOPOroune
- addresses at EPA
- commercial phone «s
- FI5 phone «s
• Email «s
- Faxts
4. Project
Background
Histories! orison of the
* Envnoiisient
surrounding me project
• Events leading to
development of project
• How project helps meet
•WBlfliMftWMI*A ffMt*aVitfWl
Desoriptive
• Otfe
the project'
Obfscttvts of pragnm
5. Purpose
Sbrtemntoiwh.it
of the tautt viduu
9OOO9
DO)
• Objectives of this DO
• Related to project
Mcka^ound
Spedflc
6. Task
• Outline of spedflc work
pBTOffll 10 aKOOOIpiUn
OOJBCDVC9
• What is to be
aoDOOipushed
• Direction on any spedflc
im>thjvtfJj^j*t^^ ftn IM*
imfarawJ
• DeveJopoient of Prosxt
Plan as first task
* Functtonax perfofBianos
and ocslsjn speoncstions
Spedflc
enouyi so
OOflttSjCtOT
en work
TOSS User's Gride
August, 1991
35
-------
Section m Delivery Order Lifecyde
EXHIBIT III-4
ELEMENTS CONTAINED IN A STATEMENT OF WORK
(CONTD)
^r^ri^^^
7. DcsQiption
DeUverables
Procedures
for
DeUverables
9. Schedule of
Talks*
DeUverables
10. Remrttfiff
n_i_i i
11. Labor Mix
'iK$&iie^&$aMii>*
• Identifies the material
requirements related
to submission of items
• Identifies what criteria
will be used to judge
the contractor's results
• Timefnmes given to
complete individual
requirements in the
SOW
and DOPOs whether
In written or nenng
ram
their qualifications
MoesBvy to cuBipute
' the DO work
i^tiatttiiil***' ' * "^'':
• -What" Is due to
and *How Many*
opinions
• Identifies references
* Reviews periods
of draft snd finsi
• Task numbers
coordinated with
individual deliverable*
• Due dates given in
days, weeks, months
reports
• Schedule of Briefings
• Form in which rcpoiti
are to be deUvered (disk
version or paper copy)
• Specific reports
• Names of categories
•i&.-Qfr^i^-: -x.
^SSl^
Specific (or
determinable)
dates and
other specific
&w4Hr
information
Define schedule
within the POP
Realistic
lAlUTJI Amfi^aA
Specific
August, 1991
TOSS User's Guide
-------
Initiation of Delivery Order
EXHIBIT IH-4
ELEMENTS CONTAINED IN A STATEMENT OF WORK
(CONTTJ)
11 Estimate of
Staffing by Task
in Ubor Hours
• Estimate of
contractor time
needed to complete
etch task
• Ink number
• Labor categories
• Hours far each Ubor
category
SpedBe
13. Areas of
SpedalConom
• Identifies any
potential Issues or
problems that could
on
• Privacy conskieraDOiis
• Conflict of interest
• Areas of vulnerable
Stated in
general terms
14. Sections of
Contract So
of Work
Authorizing
this DO
nto stated
in the contract which
the DO will fulfill
• Contract sections
• Contract subsections
Specific
TOSS User's Guide
August, 1991
37
-------
Section UL Delivery Order Lifecycle
The formal work request is an extension of the statement of
work set forth in the delivery order. Exhibit ffl-5 illustrates the
relationship between the formal work request procedure, the delivery
order, and the TOSS contract Formal work requests are made by the
DOPO using a form such as the one provided in Exhibit ffl-6 as an
example. All formal work requests must include:
• A detailed description of the services requested
• The specific deliverables requested
• The dates by which all deliverables are required
• Evidence of authorization by the DOPO
• Performance/Oversight notes
• Evidence of deliverable acceptance or rejection
• Other refinements to account for the peculiarities of the
specific activity involved.
38 Atigust.1991 TOSS User's Guide
-------
Initiation of Delivery Order
EXHIBIT m-5
FORMAL WORK REQUEST PROCEDURE
(FIXED PRICE/INDEFINITE
DELIVERY, INDEFINITE QUANTITY)
Defines Broad Areas
in which the
Contractor will be
Tasked
CONTRACT LEVEL
(FIXED PRICE OR
CEILING PRICE)
Defines the
Specific Task
DELIVERY ORDER LEVEL
(CEILING PRICE
ONLY)
Extension of
Delivery Order for
Repetitive or
Short-Duration Tasks
FORMAL WORK REQUEST
SYSTEM LEVEL
TOSS User's Guide
August, 1991
39
-------
Section 1IL Delivery Order Lifecycle
EXHIBIT m-6
FORMAL WORK REQUEST FORM
FORMAL WORK REQUEST FORM
OQ/WfcMUMMb tt§K I
IPUCb HMI *V •OUHMVOi NIMOUOi RU
Mill
II lOtMOHMI M
40 August, 1991 TOSS User's Guide
-------
Initiation of Delivery Order
Step 3: Complete a Labor Mix and Budget
A labor mix and budget must be included in every DO package
as an attachment to the SOW. The labor mix is the DOPO's best
estimate of the contract staffing levels that will be required to complete
the work specifications. The budget includes estimates of staffing time
and resources needed to complete the work.
In order to develop the labor mix, the DOFO should review the
work requirements and identify the contract labor categories that will
be used to fulfill the DO objectives. The budget is developed by
indicating both direct labor costs and other direct costs (ODCs). Direct
labor costs are the estimated hours and contract costs for each labor
category indicated in the labor mix. ODCs are non-labor expenses
approved for contractor use, such as copying, travel, or computer
time. Depending on the contract type, limitations and fees may apply
to direct labor and ODCs.
The budget for all TOSS Delivery Orders should include an
estimate for:
• Total Technical Labor
• Other Direct Costs (travel, training, equipment,
software).
To estimate the costs associated with a proposed delivery
order, first determine the type of professional support required for
assignment completion. Reference Exhibit ffl-7 for a brief description
of the personnel skill categories and requirements specified under the
TOSS contract Section 73.6 (pages 44-92) of the SOW provides more
detailed descriptions of all labor categories.
Once the type of labor required has been determined, estimate
the number of hours required by each labor category. Clerical hours
should not be included. Multiply the total number of hours for each
labor category by the rate per hour listed for the category. A list of
current CSC labor category rates can be found in Appendix E. The
Total Technical Labor Amount is the sum of each technical labor
category added together.
TOSS User's Guide August, 1991 41
-------
Section HI: Delivery Order Lifecycle
In addition to the Total Technical Labor amount, the budget
also needs to include an estimate of ODCs, which may be designated
as 'Travel and ODCs." If the ODCs exceed 10% of the total Delivery
Order amount, a written explanation of the costs needs to be provided
along with the budget. When determining the ODCs for a delivery
order, remember mat there are printing restrictions (reference Appen-
dix A - Section 7). The total value of the delivery order is the sum of
line items 1 and 2. Exhibit ffl-8 provides a sample TOSS budget and
labor mix
42 August. 1991 TOSS User's Guide
-------
Initiation of Delivery Order
EXHIBIT IH-7
LABOR CATEGORIES
l':-*>p
Tide
Program Manager - 1
Assistant Program Manager - 1
Quality Assurance Coordinator
Site Manager - Level IV
Site Manager - Level m
Site Manager - Level n
Site Manager - Level I
Technical Project Leader
liCEMENT^UKiPOk'r^FOJSn
Basic Education Quals
4 -year degree
4 -year degree
4 -year degree
4 -year degree
4 -year degree
4 -year degree
4 -year degree
4 -year degree
IUNS'&V/|::::.
Experience
10 years
8 years
4 years
6 years
5 years
4 years
3 years
7 years
:'- ANALYSIS/PROGRAMMINGnDATABASBSUPPORTPOSrnONS
Tide
Senior Database Management
Systems Specialist
Database Management Systems
Specialist
Senior Computer Specialist
Computer Specialist
Senior Minicomputer Specialist
Mioocomputer apco&iist
OA/WP Specialist
Basic Education Quals
4 -year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
4 .year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
Experience
9 years
5 years
6 years
4 years
6 years
4 years
6 years
TOSS User's Guide
August ,1991
43
-------
Section III Delivery Order Lifecycle
•run A az-9
TOMS (eoafd)
Title
Basic Education Quals
Experience
Senior Systems Analyst
Systems Analyst
Data Analyst
Senior Programmer Analyst
Programmer/ Analyst
Senior Programmer
Prugunumii
Associate Programmer
Programmer Technician
KM Security Specialist
4 -year degree
4 -year degree or Associates
in Computer Science
N/A
4-year degree
4 -year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
4 -year degree or Associates
in Computer Science
Current attendance at an
accredited university
N/A
9 years
5 years
lyear
9 years
5 years
8 years
4 years
None
4 years
' ^^ S^^^^^^^^^^^&^^^^^W TKt ff^4
Title
Caninr Vffomonmlum QrMwialict
9CIUUI MlwUgrdpniu JJJcUiUlal
Micrographics Specialist
Senior Technical Writer
Technical Writer
Senior WP Operator
WP Operator
md^.scH^;;!||igi:;*
Basic Education Quals
HS. diploma or equivalent
4 -year degree
4 -year degree
H.S. diploma or equivalent
H.S. diploma or equivalent
«^^tf;:-":'
Experience
2 years
5 years
3 years
3 years
lyea-
44
August, 1991
TOSS User's Guide
-------
Initiation of Delivery Order
' v*: * i&n^SMi^^'KiKB^I^Sin^l.^Ai^sn^iJ^ii'f^^^'^' "*~
i^^^^^^^^S^^^^^^!^^^t^^.^^^^^^^^^^^^^^&^^
Title
Senior Equipment Installation &
Logistical Support Technician
Equipment Installation &
Logistical Support Technician
Junior Equipment Installation &
Logistical Support Technician
Baste Education Quals
Associates Degree or
equivalent
Associates Degree or
equivalent
Associates Degree or
equivalent
Experience
8 years
6 years
4 years
X%^^&£^
" ff •' k '"¥, '** iv ?w <*X?i?Jwvi " • . .77. \fm jv x . .... , ~*. • JI..P . i w ^ •••>. • • . f. • . ^$?%\A.ffAvlfjVF,'llvt, • fA"1"..1,, , •
Title
Telecommunications
Management Analyst
Senior LAN Specialist
LAN Specialist
Telephone Service and
Equipment Specialist
Basic Education Quals
4 -year degree or equivalent
4 -year degree or equivalent
4 -year degree or equivalent
4 -year degree or equivalent
Experience
5 years
5 years '
3 years
4 years
f 'v'w.^ • -wx " :.*••• • . • •> •• •• '•?• •!** '^v • '•*<.&*• *i.".v •f.-Mfkf. •. •.. v . .' .f { :. ^ . . •
• ^^.^^'^^^^^^^mK^^^^ffftyK^^^
Title
Operations Supervisor
Senior Computer Operator
Computer Operator
Junior Computer Operator
Data Entry Operator
Computer Disk/Tape Librarian
Senior Data Control Clerk
Data Control Clerk
Basic Education Quals
4 -year degree or Associates
in Computer Science
H5. diploma or equivalent
H5. diploma or equivalent
KS. diploma or equivalent
N/A
N/A
N/A
N/A
•.J4j™ v..^> .•v,.:
f^OT^W"'
Experience
8 years
5 years
-
-
lyear
1 year
5 years
3 years
TOSS User's Guide
45
-------
Section ID: Delivery Order Lifecycle
Title
Basic Education Quals
Experience
Senior Information Center
Specialist
Information Center Specialist
4.year degree
4-year degree
5 years
4 years
Title
Basic Education Quals
Experience
Senior Statistician
Statistician
Senior Science Specialist
Science Specialist
Senior Lab Automation Specialist
Lab Automation Specialist
4-year degree
4 -year degree
4 -year degree
4-year degree
4-year degree
4 -year degree
6 years
3 years
6 years
4 years
6 years
4 years
m^mf*toOO&S^MAW&
Title
Senior Technical Information
Specialist
Technical Information Specialist
Document Abstractor
Document Indexer
Lead Information Processing
Specialist
Information Processing Specialist
Information Management
Specialist
Microfilm Equipment Operator
Microfilm Specialist
Document uintroi uern
Science Information Specialist
ZMElfft-SUPfOXtVQSXftOb
Basic Education Quals
4 -year degree or equivalent
4 -year degree or equivalent
.
4 -year degree
4 -year degree
N/A
N/A
4 -year degree or equivalent
N/A
I/A
n^> uip
-------
Initiation of Delivery Order
EXHIBIT III-8
EXAMPLE OF A LABOR MIX AND BUDGET
Keml. Technical Labor
Qutnttty
Labor Cateqorlea In Hours x Unit Coat B Amount
Examples
Senior Programmer/Analyst $__•_ S
Systems Analyst . .
Data Analyst . .
Programmer . .
Technical Writer ._ ._
Total Technical Labor
Hem 2. EPA-Approved MIscellaneous/ODCs
Total Labor and ODCtt
Item 3. Program Support Labor (5.5%)
(Hem 1 + Hem 2 x SJS% s Kern 3)
Total torthto Delivery Order
TOSS User's Guide August, 1991 47
-------
Section III: Delivery Order L/ecyc/e
Step 4: Prepare Justifications
It may be necessary to prepare justifications for the DO
package. Justifications are assurances, stated in writing, that certain
conditions exist which allow for various activities to take place under
the delivery order. For example, if the Government only uses certain
types of hardware that may be required to complete a DO, then a
justification would highlight this and indicate the need for the
Government to furnish the contractor with the hardware for their use.
When completed and signed as required, the justifications become
additional components of the .DO package. Three of the most
frequent justifications are:
• Split funding justification
• Superfund justification
• 7 Point Justification for Government Furnished
Property (GFP).
These justifications are written in memo form. Examples of each can
be found in Appendix B.
When a decision is made to fund a DO with more than one
appropriation, a justification for the funding allocation, or split, is
needed. The memo should identify each of the appropriations and
explain the methodology or ratio used for determining the allocation.
The justification memo must be approved by the Director of Financial
Management Division and submitted with the Procurement Request.
Superfund justifications are required when Superfund monies
will be used to partially or fully fund a DO. The justification memo
should explain how the DO effort relates to, and is necessary for the
Superfund program, and indicate the ratio used to determine the
funding split. This memo is also used as documentation to support the
Procurement Request.
The DOPO must prepare a 7 point justification for GFP when
the contractor is required to use government property to complete the
DO. Although only contract modifications formally authorize the use
of GFP, the justification is required to establish the need for a
contractortouseGFPtoaccomplishthetasksdescribedintheDO. The
DOPO should review the SOW task specifications to determine what
government property will be needed by the contractor. Appendix A
48 August, 1991 TOSS User's Guide
-------
Initiation of Delivery Order
provides further details needed to complete a seven point justification
for GEP. The justifications are reviewed by the PO, but only the CO can
approve a contractor's use of GFP.
Step 5: Reference DO Checklist Prior to Submitting
DO Package to PO
The DOPO should assemble all material to be included in a
complete DO package. Check the material for inclusion of required
items and accurate information. Exhibit in- 9 contains a checklist of six
required components and four additional components that may also
be required, depending on the type of delivery order, to be included
in the package before sending it to the PO. The more thorough a check
conducted by the DOPO, the easier the package can be reviewed.
Incomplete DO packages result in delaying the start of work. If the
SOW is found to be incomplete or inadequate, it will be returned to
you along with a completed 'TOSS SOW Review Checklist" which
will indicate the deficiencies in the SOW. A sample 'TOSS SOW
Review Checklist" can be found in Appendix C.
Step 6: Establish Delivery Order Files
According to the FAR, subpart 4.801, executive agencies are
required to establish and maintain contract files for all contractual
actions. DOPOs must create their own filing system for all DO
activities prior to receiving a signed DO. The establishment of files
helps the DOPO become familiar with record keeping and determines
what documentation will be necessary to monitor the contractor's
performance. The following list includes suggested documentation to
be contained in the DO files:
• Copy of the delivery order and modifications
• Copy of approved Form 1900-65
• Copy of the contract and modifications
• Contractor's Project Plan, all revisions and drafts, and
Project Plan approval form
TOSS User's Guide August, 1991 49
-------
Section UL Delivery Order Lifecyde
EXHIBIT III-9
CHECKLIST OF ITEMS INCLUDED IN A DELIVERY
ORDER PACKAGE
:,; ^.^pJTK^^Cinii^^^^^&^.
Form 1900-8, Procurement
Request
• Form 1900-65, Designation
of the Delivery Order
Project Officer
• Administrator's screens for
Prohibited and Vulnerable
Activities
• Statement of non-
duplication of effort
• Statement of Work
• Labor Mix and Budget
Superfund Justification
Split Funding Justification
• 7-Point Justification for
Government Furnished
Property
Rationale for Ceiling
Price Delivery Order.
50
August ,1991
TOSS User's Guide
-------
Initiation of Delivery Order
• Copies of deliverables and related correspondence
• Technical progress reports
• Financial progress reports
• Copies of invoices
• Government furnished property documentation
• Records of contractor meetings and phone calls
• - Correspondence
• Copy of evaluation of contractor's performance.
Further guidance for establishing a filing system can be found in the
FAR, subpart 4.803, (a) and (b). In addition, part of every filing system
should include a tracking system for milestones and deliverables
which can be used as a monitoring tool. The forms contained in
Appendix C are one example of a deliverable tracking system. All files
and documentation should be organized so that any individual
reviewing the file could determine the requirements and status of
current work being performed under the DO.
TOSS User's Guide August, 1991 51
-------
PHASE 3. MONITORING THE
DELIVERY ORDER
There are five steps that support the monitoring and direction
of technical performance. They are:
• Approve contractor's Project Plan
• Communicate directly with contractor
• Review draft deliverable
• Monitor work through progress reports
• Communicate contractor performance problems.
The paragraphs below highlight the main points for each action.
Step 1: Approve Contractor's Project Plan
The first monitoring tool the DOPO should refer to is the
contractor's Project Plan. The Project Plan is always the first task
leliverable due. It explains how the contractor will accomplish the
asks in the SOW, within the established timeframe and the estimated
Budget The DOPO should review the Project Plan to determine
ivhether the approach can successfully meet the DO'S objectives. By
comparing the Project Plan to the SOW the DOPO can also determine
the contractor's overall understanding of the assignment.
It is important that DOPOs review the resumes of all proposed
CSC staff before accepting them. Under the TOSS contract, the CO
and the PO only review the resumes of key personnel. Therefore, in
order to ensure the most qualified support, DOPOs should review all
resumes and check to determine that the labor category requirements
are met regarding:
• Required level of education
• Adequate amount of experience
TOSS User's Guide August, 1991 53
-------
Section III: Delivery Order Lifecycle
• Necessary skills.
The DOPO is required to complete a Project Plan Approval
Form similar to the one provided in Appendix C If the DOPO does
not approve of the contractor's approach, the DOPO should contact
the contractor to resolve the issues. If the DOPO agrees with the
contractor's approach, the Project Plan becomes the accepted guide
for completing the taskrequirements. The DOPO should also identify
any changes that the contractor made from the SOW to the Project Plan
and prepare a modification to officially incorporate the changes into
the DO.
Step 2: Communicate Directly with Contractor
Throughout Life of DO
A second way to monitor contractor progress is to
communicate directly with the contractor. This can be accomplished
through telephone conversations or face to face meetings. These
communications provide opportunity to identify changing
circumstances and ensure that both parties continue to understand the
strategy and outcomes of the task requirements. The DOPO can
clarify work specifications and reaffirm awareness to the contract
scope and limitations. While direct communication is necessary, it is
important that the DOPO not direct the contractor to perform work
outside the DO scope.
Step 3: Review Draft Deliverables Within Specified
Timeframe, Prior to Final Version
Reviewing draft and intermediate versions of deliverables is an
important means for monitoring contractor performance. The DOPO
should comment on reports prior to receiving a final version. This
ensures mat a desired product will be produced. DOPOs should
review drafts within the specified time frame stated in the SOW in
order toobtain thermal producton time. It is also useful to incorporate
sufficient EPA review time into modifications that revise the
deliverable schedule.
54 August, 1991 TOSS User's Guide
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Monitoring the Delivery Order
Step 4: Monitor Performance Through Monthly
Progress Reports
Contractor performance should also be monitored by
reviewing monthly progress reports. The contractor's written
progress provides a picture of work performed under a DO. Progress
reports generally contain information provided by the contractor
about work completed during the current period, work planned for
the following period and significant issues or problems. An example
of a completed progress report can be found in Exhibit HMO. Progress
reports confirm timeliness of deliverable progress and ensure
performance is within the DO scope and budget. Whenever the DOPO
identifies possible problems, clarification should be obtained from the
contractor.
Progress reports play a key role in the TOSS contract for the
following reasons:
• Progress reports ensure that deliverables have been
developed and presented in a timely and satisfactory
manor
• Progress reports bring to the attention of the DOPO
and other EPA contract management staff any
problems or issues of concern which may have arisen
during the reporting period
• Progress reports assist the DOPO in the evaluation of
contractor performance at the dose of the Delivery
Order
• Progress reports are an acceptable vehicle for
indicating changes in staff mix or labor hours.
Additionally, under the TOSS contract the DOPO is authorized
to approve modifications in the staff mix within the original delivery
order direct labor budget without submission of a formal modification
request to the PO and CO. Documentation of the modification and
approval of the staff mix is provided through regular progress reports.
For example, the number of hours for a computer programmer could
be increased while reducing the number of research hours in order to
perform the work effectively, as long as the changes don't affect the
total direct labor budget
TOSS User's Guide August, 1931 55
-------
Section Of: Delivery Order Lifecycle
EXHIBIT 111-10
PROGRESS REPORT
EPA Nuaaer: 0343-C82
Delivery Order Number: 0043-0
delivery Order Title: OWE Support for Superfund Systems
EPA Project Officer:
CSC Operations Director:
CSC Department Manager:
Reporting Period; 5/1/91 7 5/31/91
AMTBACT
The purpose of this Delivery Order is to provide OHPE with ADP
technical support for the continued development and enhancement
of Cerclis and ZNSITE. as will as to continue the implementation
and support of integrated office systems for OHPE.
o Converted and ran April 1991 data and reports.
o Delivered Xnsite reports to EPA.
o Transmitted March 1991 Znsite data files to EPA.
o Continued enhancement of the programs and procedures.
Exchange of information at NMI biweekly techncial meetings.
/Mutzon
None
o Conversion and delivery of the April 1991 CERCLIS data and
reports.
o Continued maintenance and enhancement to the Xnsite program*.
n&rrtve aiu
CATEGORY t Or TTwr ON THIS 00
Assistant Program Manager 4
Senior word Processing Op. 2
Senior Technical Writer 9
Technical Writer i
Senior LAN Specialist 43
Sr. Systems Analyst 24
See Attachment A
CUSlff ZCUZOV fOU
notification af eh«na«« - with respect to delivery order 0043-082
there were no changes of the type subject to the Notification of
Changes prevision of the contract during the period covered by the
progress report.
T»ennie«i Biraecian - with respect to delivery order no. 0043-082
the OOPO has not issued technical direction during the period
covered by this progress report.
August, 1991 TOSS User's Guide
-------
Monitoring the Delivery Order
Step 5: Communicate Contractor Performance Problems
On occasion, contractor performance problems may develop
during the course of the DO. The DOFO should address minor issues
directly with the contractor, such as questions regarding progress
reports, e.g., inadequate documentation of an issue. For more serious
matters, such as the failure by the contractor to produce deliverables,
the DOPO must communicate the situation to the PO. Attempts to
negotiate solutions to serious matters with the contractor may forfeit
EPA's legal rights. If there is a problem, an evaluation form similar to
the one presented in Appendix C provides needed documentation so
that the PO or CO can determine the extent or consequences of the
situation, and what negotiations or sanctions should be exercised.
TOSS User's Guide August, 1991 57
-------
PHASE 4. INITIATION OF
MODIFICATIONS
The fourth phase of the DO lifecycle is the initiation of
modifications. When initiating modifications to the SOW, the
following steps must be followed:
• Review DO parameters
• Monitor contractor performance
• Propose SOW changes
• Prepare modification request memo
• Submit modification package to DO
• Incorporate changes after modification request is
signed.
The section below describes the steps which will result in an official
change to-the SOW.
Stepl: Review DO Parameters
Upon receiving requests to modify an approved delivery
order, the DOPO must review the DO'S parameters. Parameters to be
considered are:
• Period of performance (POP)
• Deliverable due dates
• Budgets
• GFP.
These parameters establish contractual limits in which the DO
work can take place. DOPOs must ensure work is performed within
these contractually binding guidelines. Occasionally, however, a
TOSS User's Guide August.1991 59
-------
Section ni: Delivery Order Ufecycle
parameter may limit effective performance. The DOPO, for example,
may decide that the products would be higher quality if a two-week
EPA draft review was built into the deliverable schedule prior to
submission of a final deliverable. A formal change to the parameter
should occur to accommodate current conditions and revise the due
dates on the deliverable schedule.
Step 2: Propose Official Changes to SOW Through a
Modification
As indicated above, awareness of parameters and dose
monitoring of contractor performance may reveal the need to change
a SOW during the life of a project. Changes are made official through
a modification document signed by the CO. Modifications begin as
written requests to the PO to incorporate changes. Various types of
modifications exist to meet the changing needs of a project. There are
separate ways to prepare each type of request. Exhibit ffl-11 indicates
the most common types of modifications requested. Close monitoring
by the DOPO will allow paperwork to be easily generated and
submitted for processing early enough to avoid delaying work.
In addition to reviewing the DO'S parameters, the DOPO
should also monitor overall project direction and anticipate any future
requirements. The DOPO can anticipate when the SOW may need to
be changed, by routinely communicating with the contractor,
identifying situations in the program office effecting the DO tasks, and
reviewing deliverables or progress reports. For example, if it becomes
necessary to expand a task due to complexities that developed during
performance, the task description should be revised to document
what is required of the contractor. The earlier the DOPO identifies a
possible need to change the SOW, the more efficiently changes can be
formally initiated.
60 August, 1991 TOSS User's Guide
-------
Initiation of Modifications
EXHIBIT in-11
FREQUENTLY REQUESTED MODIFICATIONS
i$tt«*;^;M:« S'W
> s^**W| j^'Mf fSfi- "ST
kBQtiimEft
Alter POP
Revise
SOW
Revise
deliverables
schedule
Change
Accounting
Data
Change in
Designated
DOPO
Deobligate
or add
funding
Change
budget
Sjfcs •.•^^..••••\-*^-^-.i^
SiOBSTC&tHe;
Justify modification
of POT
Add, delete or
modify
requirements
Update deliverable
due dates or
changes in quantity,
ship to, etc.
Change the
accounts that fund
the DO
Replace DOPO
assigned to DO
Change the amount
of money obligated
to a ceiling level DO
Shift hours between
labor categories or
revise ODC ceilings
*S«fe .^L ' .*^-^*g{iaW
flii^lj^Oluc^^l^P
• Memo
• New task
descriptions
• Memo
• New schedule
or milestone
table
• Memo
• Memo
• Justifications
• Memo
• Form 190045
• Memo
• Revised budget
• Form 19004
• Memo
• Revised budget
$$$&%iMI$^&iS&^~
^^w^^^u^^^^y^^^^y^.v'^Tx^ "£
^MQrtTOMfNTS-^
• Identify old POP
end date as well as
revised end date
• Number of tasks
added in sequential
order
• Identify task #s and
names to be deleted
• If task added in
middle, renumber
subsequent tasks
• Identify task name
• Identify deliverable
name
• Identify new due
date
• Obtain appropriate
signature
• DOPOs not meeting
training
request a waiver or
interim cenuicanon
• obtain appropnate
signature
• Total authorized
amount of DO does
not change
TOSS User's Guide
August. 1991
61
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Section III: Delivery Order lifecycle
Step 3: Prepare Modification Request Memo
When the DOPO identifies the need to change the DO and
determines a modification is necessary, paperwork should be
initiated to officially incorporate'the changes to the SOW. The actual
modification request is usually prepared in the form of a memo. For
example, the memo should include the DO number and explain the
need for the modification and indicate how the SOW will change.
An example of a modification request memo can be found in Exhibit
m-12. Some types of modifications require the DOPO to complete
other paperwork in addition to the request memo. The table in Exhibit
m-11 lists attachments or forms needed for each modification type.
All paperwork must be completed prior to submitting the package to
the PO and CO for review and approval.
Step 4: Submit Modification Request Package to
Contract Management Team (CMT) for
Review Prior to Incorporating Changes
After the paperwork has been completed and checked for
accuracy, the modification is ready to be submitted for review.
Request packages should be forwarded to the CMT before the changes
are needed, so that work 'progress is not de'.-ved while the
modification is being signed. Request packages are reviewed for
completeness and accuracy of information and calculations. When the
CO reviews the modification package and determines it satisfactory,
the modification is executed. Therearetwotypesof modifications that
the CO can issue: unilateral or bilateral. Unilateral modifications can
be signed by the CO, without the contractor's consent, while bilateral
modifications require the contractor's consent and signature before
the CO can give approval. Regardless of the modification type, the
proposed changes are not official until a modification has been
approved.
62 August, 1991 TOSS User's Guide
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Initiation of Modifications
EXHIBIT 111-12
MODinCATION REQUEST MEMO
umrreo STATES ENVIRONMENTAL PROTECTION AQENCV
WASHINGTON. O.C. 20460
JUN | 0 1391
MEMORANDUM
SUBJECT: Modif-ication to Work Assignment 020. Contract 6S-WO-J3043
FROM: Don r-anklin. Delivery Order Manager
. u
Office of Federal Facilities Enforcement (DE 2261)
TO: Brenda Oaly
Project Officer
Request modification of the Statement of Work (SOW) associated with
Delivery Order 020 of Contract No. 6B-WO-0043. with Computer Sciences
Corporation, as follows:
Amend the third paragraph of item 7. GOVERNMENT FURNISHED EQUIPMENT to
read:
' EPA shall provide, either directly or through an authorized contractor
purchase agreement, a high performance pc and appropriate supporting hardware
to be used in developing the software programming for FFTS. The contractor '
snail furnish suitable Mclntosh equipment, supporting wordprocessing and
graphics software and laser printers, for production of the A- 106 report."
It is in me best interest of the Government to allow the Contractor to
purchase the eeuipment on behalf of the government with direct cost to the
contract since the equipment will continue to be used by the Office of Federal
Facilities Enforcement.
If you have any questions relative to this request, please contact me on
382-5908.
TOSS User's Guide August, 1991 63
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Section Ul: Delivery Order Lifecycle
Step 5: Notify Contractor of Changes to the SOW
Contractors do not have the authority to perform the changes
to the SOW and cannot begin any new work until a modification is
approved by the PO and CO. Modifications being reviewed by the
PO or CO do not represent formal approval. Contractors must await
formal notification by the DOPO that the DO modification has been
executed by the CO before performing the SOW as changed.
64 August, 1991 TOSS User's Guide
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PHASE 5. MONITORING
AND APPROVING
EXPENDITURES
The fifth phase of the delivery order lifecyde is the monitoring
and approving of expenditures. The DOPO should take the following
two steps:
• Examine monthly invoices to ensure accuracy
• Adhere to the Prompt Payment Act.
The key components of this phase are described below.
Step 1: Examine Monthly Invoices to Ensure Accuracy
The contractor is required to submit monthly invoices in
accordance with contract requirements. The DOPO must carefully
review invoices to ensure that contractor funds are spent for the
purposes for which they were intended. DOPOs should examine the
following items on all invoices:
• Contract and delivery order numbers
• Period of performance compared to the period of
incurred costs
• Personnel billing to the delivery order — the labor
category, rates and ceilings
• Other direct costs compared to the SOW and Project
Plan, e.g. travel, training and equipment
• Correct arithmetic.
The DOPO should accept the invoice if charges appear reasonable,
correspond to the work performed, and the work quality is acceptable.
If unreasonable charges appear on the invoice, the items in question
should be disapproved for payment. The DOPO should also seek
clarification from the contractor, and as necessary, back-up data be
provided.
TOSS User's Guide August, 1991 65
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Section III: Delivery Order Lifecycle
Step 2 Adhere to Prompt Payment Act for Paying
Contractors
According to the Prompt Payment Act as described in FAR
52.232-25, the Government is required to make invoice payments to
the contractor within 30 days of when the billing office receives a
proper invoice, or after the Government has accepted supplies or
services from the contractor. After the 30 day timeframe, the
Government must begin payinginterestonanyunpaidinvoices. In an
effort to promote efficient invoice processing, DOFOs are normally
required to approve or disapprove an invoice within five days after
receiving a copy. In an effort to comply with the timeframe, DOPOs
should first disapprove questionable charges and then attempt to
'resolve the problems with the contractor. Once the the DOPO receives
the invoice approval/disapproval recommendation, the DOPO
notifies the payment office to pay the contractor.
66 August. 1991 TOSS User's Guide
-------
PHASE 6. DELIVERY ORDER
CLOSE-OUT
The final phase of the lifecyde is the Delivery Order Closc-Out.
Functions to be performed in this phase include the following six
steps:
• Deobligate unused funding
• ' Evaluate contractor performance
• ' Identify location of deliverable
• Review final invoice
• Retain DO file
• Account for Government-furnished property (GFP).
The following sections describe these steps.
Step 1: Deobligate Unused Funding Through
Modification
Upon completion of the DO, the DOPO should review all costs
incurred by the contractor. When contractor costs are less than the
total DO funding, determine whether to initiate a modification to
remove or deobligate the unused monies. Phase 4 of the delivery
order life-cycle also provides direction on preparing modifications.
The DO type indicates whether to deobligate any remaining funds.
Unused funding should be deobligated through a modification from
a ceiling-priced DO because the contractor is only paid up to the
amount expended. Unused funding cannot be deobligated from a
f wed price DO, because the contractor is guaranteed to receive a fixed
payment regardless of whether the costs incurred were less than the
total DO funding obligation. Refer to Phase 1 for additional guidance
on TOSS DO pricing arrangements.
TOSS User's Guide August, 1991 67
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Section III: Delivery Order Lifecycle
Step 2: Evaluate Contractor Performance
After the contractor has submitted all required deliverables,
the DOPO is usually required to evaluate the contractor's overall
performance. Acceptable performance ratings are usually taken as an
indication mat the final invoice will be approved. DOPOs will
normally be required to complete a contractor evaluation form,
similar to the one contained in Appendix C. Such a form, which is
submitted to the PO, helps provide information about a contractor's
strengths and weaknesses that may be required for future solicitations
or proposal evaluation.
Step 3: Identify Through Memo the Organization
Maintaining or I"-ing Deliverables
Qoseout procedures include the need to indicate which EPA
organization will maintain or use the deliverables. The deliverables
can refer to items in the form of a report, or to services provided and
the location of performance. The DOPO may be requested to prepare
a memo, submitted with the contractor evaluation form which
documents where task deliverables can be found.
Step 4: Review Final Invoice for Payment
When the deliverables have been accepted, the DOPO will
receive a final invoice for the services rendered. If the DOPO
determines that the contractor's performance is satisfactory, the
invoice should be paid in full. Final payment signifies the end of the
contractor's obligation.
68 August, 1991 TOSS User's Guide
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Delivery Order Close-Out
Step 5: Retain DO Records for Auditing Purposes
Upon DO completion, the DOPO shall retain DO files. Files
should not only be retained for audit purposes, but also for possible
Congressional inquiries, or questions that may arise from the PO, CO,
or oversight groups. DO records are part of the necessary
documentation for a complete contract file and can establish what
products were received for the services procured. Although it may
differ for every contract, the FAR subpart 4.805 describes the retention
periods required for various documentation contained in a contract
file.
Step 6: Account for Government-Furnished Property
Upon completion of the DO, the DOPO should be aware that
the contractor will be required to perform an inventory of all residual
expendable and non-expendable government furnished or contractor
acquired property during the life of the DO. The contractor is also
responsible for reporting the findings of their inventory to the
Property Administrator, Contracting Officer and Project Officer by
using EPA'Form 1730-1, "Report of Non-Expendable Government
Property Acquired by the Contractor," and EPA Form 1700-7,
"Property Receipt and Transfer." More details concerning the
inventory and accounting for GFP can be found in EPA's Contractor's
Guide for Control of Government Property.
TOSS User's Guide August, 1991 69
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INDEX
Contract Management Officials —14
Contract Management
Technician (CMD 62
Contract Management 3-9
Contracting Officer 5
Contractor Performance 55,68
Delivery Order
Checklist.'...... 50
dose-out.... 67-69
Files 49,51
Initiation................................31-51
Package..- 50
Services & Products Needed ...23
Delivery Order Lifecyde 21-69
Delivery Order Project Officer ....9-10
Designation and Appointment of
Delivery Order Project Officer
(See Form 1900-65)
Direct Labor Costs 41
EPA Contract Management
IVulilUcU •••••••••••••••••••••••••••••••••••••• /f w
FAR 3,5,49,51,66
Form 1900-8 29,31,32
Form 190045 31,32,49,50
Formal Work Request
Procedure 33,38-40
Funding....................................... 25-26
Labor Mix & Budget 41-42,47,50
Labor Categories 42,43-47
Mission Support............................... 24
Modification Request Memo 63
Modifications — 59-64,67
Unilateral.................................... 62
Monthly Invoices 65-66,68
Non-Duplication of Effort 24,50
Non-Severable Services— - 25
Other Direct Costs, (ODCs) 41
Planning Procurement Request
(See Form 1900-8)
Pricing Arrangements 27-28
Ceiling Price 27-28
Fixed Price 27-28
Progress Reports 55-56
Prohibited Activities 33
Project Officer - 7"
Project Plan 49,53-54
Prompt Payment Act 66
Seven-point justification 48,50
Severable Services 25
Split Funding Justification 48
Statement of Work
(SOW) 33-38,50,59-60
Superfund Justification 48
TOSS Contract.......................... i, 13-19
Contract Operating Sites 19
Contract Value........ 14
Period of Performance 14
Purpose -.......—....................... 15
Scope of Work........................... 15
Total Quality Management 21
TOSS User's Guide
August, 1991
71
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GLOSSARY
bilateral modification - modifications, such as those which may
necessitate substantive changes to a contract, which require
agreement or approval by both the contractor and CO before
becomming fully executed pg.62.
budget - estimates of staffing time and resources required to complete
work specifications pg-41.
ceiling price delivery order - a type of delivery order pricing
arrangement under which the government pays for all contractor
costs up to an allowable amount and delivery order task specifications
can not be dearly defined pg. 27.
Contract Officer (CO) - individual designated with authority to enter
into, administer, and/or terminate contracts for the Government and
make related determinations and findings (FAR 1.602) pg. 5.
contract - "a mutually binding legal relationship obligating the seller
to furnish supplies or services and the buyer to pay for them." (FAR
2.101) pg. 3.
deliverables • the actual products or services, such as reports and
hardware maintenance, mat are produced by the contractor, and
turned over to the agency as indicated in a statement of work pg. 54.
Delivery Order Project Officer (DOPO) - individual serving as the
primary Agency contact for technical performance of the delivery
order and is in direct contact with the contractor during the
performance period and ensures that quality products are delivered.
P8-9-
delivery order - "an order for supplies or services placed against an
established contract or with Government sources of supply" (FAR
13.101) pg. 23.
TOSS User's Guide August, 1991 73
-------
Glossary
delivery order lifecycle • a breakdown of delivery order management
into six sequentialphases identified herein as delivery order planning,
initiation of delivery order, monitoring the delivery order, initiation of
modifications, monitoring and approving expenditures, and delivery
order close-out pg. 21.
delivery order package - completed documentation required for
submission and review by the PO and CO before formal approval is
given for the contractor to begin providing products or services as
detailed in a statement of work pg. 49.
delivery order parameters • contractual limits in which the delivery
order work can take place pg. 59.
Designation and Appointment ofDOPO/Form 1900-65 - a required
form used for nominating individuals to the position of DOPO and
alternate DOPO for each new delivery order pg. 32.
direct labor costs - estimated hours and contract costs for each labor
category indicated in a labor mix pg. 41.
EPA Contract Management Manual - an EPA internal guidance
document which provides material on procedures, definitions, and
methodology relating to procurement activities pg. 7.
FAR (Federal Acquisition Regulation) - a reference volume which
provides uniform policies and procedures for acquisitions by
executive agencies of the federal government pg. 3.
fixed price delivery order - a type of delivery order pricing
arrangement under which the government must pay a set pnce for
products or services regardless of the contractor's actual costs and
delivery order task specifications can be dearly defined pg. 27.
FP/IDIQ (fixed price/indefinite delivery, indefinite quantity) contract
- a type of contract in which the government pays a set price for a
service, regardless of the contractor's cost, but no set amount of
products or services to be furnished by the contractor is listed, except
for a minimum government order pg. 1.
formal work request - a procedure for extending a delivery order
when work can not be adequately described at the task level,
particularly for repetative, short duration services pg. 33.
74 August, 1991 TOSS User's Guide
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Glossary
interim certification - authority .given to individuals to act in the
capacity of DOPO, prior to DOPO certification, when they are enrolled
in contract administration training to receive certification pg. 32.
justification - an assurance that certain conditions exist which allow
for various activities to take place under a delivery order pg. 48.
labor mix - an estimate of contract staffing levels that will be required
to complete work specifications pg. 41.
modification - an official change to the statement of work pg. 60.
monthly invoices - reports provided by the contractor to the Agency
on the same date each month, which indicate contractor costs incurred
on each delivery order for a specified timeframe pg. 65.
mulitple appropriations - funding a delivery order with more than
one financial source pg. 26.
non-duplication of effort - a written statement indicating that no other
work efforts exist that would duplicate or contradict the intentions of
the proposed services and /or products pg. 24.
non-severable services - work that if interrupted would deny EPA of
an end product or completed service critical to program mission pg.
25.
other direct costs (ODCs) - non-labor expenses approved for
contractor use, such as copying, travel, or computer time pg. 41.
period of performance - timeframe in which work takes place under a
delivery order, usually beginning the date the CO gives approval,
until the last deliverable is due pg. 59.
Procurement Request/form 1900-8 - a required form used for
procuring products or services which indicates what items are being
procured, their cost, and corresponding accounting data pg. 29.
progress reports - written descriptions provided by contractor which
indicate work completed or planned on a delivery order during a
given timeframe, along with any outstanding issues for the Agency to
consider pg. 55.
TOSS User's Guide August, 1991 75
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Glossary
prohibited activities.- services or work which are considered
inappropriate for contractors to perform, particularly in the area of
policy decision-making, as indicated in Administrator's Reiley's
memo (Exhibit A-l) pg. 33.
Project Officer (PO) - individual serving a central role in ensuring
effective contract management and is the primary1 source of
information and contact with the Delivery Order Project Officer pg. 7.
Project Plan - a written report produced by the contractor
documenting how the tasks will be accomplished in the statement of
work, within the established timeframe and the estimated budget pg.
53.
Prompt Payment Act • the Government is required to make invoice
payments to the contractor within 30 days of when the billing office
receives a proper invoice, or after the Government has accepted
supplies or services from the contractor (FAR 52.232-25) pg. 66.
scope of work - the array of services or products that are being
procured by an Agency, which are specified in either the contract or
delivery order pg. 33.
Seven point justification for Government furnished Property (GFP)
- a written statement covering seven points which support the
contractor's need to use GFP to complete the delivery order pg. 48.
severable services - work that can be interrupted without affecting the
overall program mission or specific purposes of the delivery order pg.
25.
split funding justification - a writter ^atement explaining how and
why a deli very order will be funded \v. Ji more than one appropriation
pg.48.
statement of work - a written description that describes the services or
products required from the contractor and indicates when they are to
be provided pg. 33.
Superfund justification - a written statement explaining how and why
a delivery order will be funded either partiallyor fully withSuperfund
monies pg.48.
76 August, 1991 TOSS User's Guide
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Glossary
task (descriptions/specifications) - a detailed statement outlining a
single work effort to be performed by the contractor such as drafting
a report pg-33.
technical labor - professional or non-clerical contractor support
required for assignment completion pg. 41.
unilateral modification- • modifications, such as those that may direct
an administrative change, which only require approval by the CO
before becomming fully executed pg. 62.
waiver - authority given to individuals to function as a DOPO and
exempt them .from contract administration training pg. 32.
TOSS User's Guide August, 1991 77
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APPENDIX A
CONTRACT
MANAGEMENT ISSUES
AND CONCERNS
There are many important contracts management issues and
concerns that DOPOs need to be aware of to ensure that both the
Government and the contractor are following appropriate and*
required policies and procedures. Appendix A summarizes these
issues and concerns and describes applicable EPA and contractor
responsibilities, authorities, and requirements. Appendix A contains
information regarding:
• Prohibited Use of Contract Services
• Personal Service Contacts
• Conflict of Interest
• Subcontracting and Consulting Limitations
• Technical Direction
• Travel, Conferences, and Training
• Publications and Printing
• Government Furnished Property
• Inspection and Acceptance.
TOSS User's Guide August, 1991 A-l
-------
1. PROHIBITED USE OF
CONTRACT SERVICES
On April 17,1990, EPA Administrator William Reilly issued an
Agency-wide memorandum that discussed several new policies
regarding EPA's use of contractor support:
• All EPA managers must include in their performance
standards a requirement emphasizing contracting
controls. This is designed to improve contract
management effectiveness and ensure greater
accountability at senior management levels.
• Certain activities are considered inappropriate for
contractors to perform, and their incorporation into
all future Agency contracts and subcontracts is
therefore, prohibited. These activities are listed in the
checklist shown in Exhibit A-l, which must be
completed by the DOPO as part of every Delivery
Order package.
• DOPOs need to be aware of certain "sensitive"
activities that may place EPA in positions of
vulnerability if performed by contractor personnel.
These activities, which are listed in Exhibit A-2, are
not activities from which contractor involvement is
precluded, but are ones wherein EPA should exercise
control in contracting for them. The policy requires
that, prior to procuring support in any of these areas,
adequate control measures must be established to
ensure a final Agency product that is unbiased and
represents Agency thinking. Therefore, DOPOs are
required to complete the checklist in Exhibit A-2,
indicating whether these activities will occur in their
Delivery Orders and providing justification for those
that will.
By completing the checklists shown in Exhibits A-l and A-2,
internal controls will be established to ensure that inappropriate
contractor activities are not performed.
TOSS User's Guide August,1991 A-3
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Appendix A
EXHIBIT A-l
PROHIBITED CONTRACTING ACTIVITIES AT EPA
Prohibited Contracting AetMtlM at EPA
A« a DoDviiy Offer Prajaci Officer, you irvtxp^ Raad
each Kern and cheek • yes or No to Indent whether your order allows for the activity.
1. Tht actual preparation of Congressional testimony Y«< j NX >
i Th«im«fv<«wlngorhln^eflntfviduiJ»JDr«fnp(oyn»«ni«lEPA ¥•()*()
• 3. Developing and/or wrtttng Position Descriptions and Performance v«( ) r*( >
Standards
4. The actual determination of Agency poBcy v«( > N»< )
5. Psrttdpating as svotngmernber on a Performance Evaluation Board: v«( ) N»( )
partttipation In and/or attending Award Fee meetings
6. Preparing Award Fee Miters, even under typing eervicM commas Y«< ) »( )
7. The actual preparation of Award Fee Flam v«< ) r«( )
ft The preparatJon of documents en EPA letterhead other than routine Y«( >
•dmintstrative
ft Reviewing vouchers end Invoices for the purposes of determining Y«( )
whether cost, hours, and work performed are reasonable
10. The development of Statements of Work. Work Assignments. Technical v«( )
Direction Documents. Delivery Orders, or any other work issuance
document under a curved thai Hie contractor Is performing or may perform
11. On eehalt of EPA, ectuafly preparing ruponm to audHngort»^m the Y«< >
Inspector General, General Accounting Office, or other auttting entities
12. On behalf of EPA, acbjaty preparing responses to CongresstonaJ VMI >
13. The actual preparation el responses ta Freedom of mformatton Act v«i )>*>()
reojuests. other than nudnOi non^udgmental oorrespondence bi el
, EPA must aignft
AM A ^H* AA^^k^H^^ ^^^|^^^ ^ka ^a»A^S^k^h» ^ ^ft^h^kft^^k^^k^k* 0^ ^^k^k^^k^^^^ iB^k^kM ^kA Baft A flUfe V^M I I
14. Ally COnBMI WUCn mtOJOnUm m W§^^CiPfw Wpl^iWniWPIOaBrAw VBBI ]
OUtHOe) P8flav0
A • ^e>^k^k^e> ^^aaA^ ^k^t^_|MM^k^^^^ke>^& §^A^afla>^aai Vflai f I
la. conoucong aonwesBBflvv neBmeje *^* >
A-t August, 1991 TOSS User's Guide
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Prohibited Use of Contrtact Services
EXHIBIT A-2
ACTIVITIES OF POTENTIAL VULNERABILITY
Activities of Potential Vulnerability
/A.
The Mewing activities very often require contractor involvement In programs that are
dtpondim upon oontmctor support to accomplish tholr mission. Thoto aoivfoes may mmi in
tho Improper UM of contractors H Intamal controls to onaura prepor ovoraight havo not been
established. They may also load to tho poreoption that inherent Government functions havt
boon sasignod to contractor!. Whonovor contraflow ara uaod to portorm these tasks. Agoncy
employees must play an active role In ovorsooing tho offort and making all final decisions. This
requires doss monitoring to ensure that final outputs reflect tho Agency's positions, thoughts,
and
For each Hem. check a Yes or No to Indceto whether these activities win occur under your
Delivery Order. If yes. please attach an explanation or Justification for each Item.
1. Budget preparation support Including workload modeling, fact-finding. v«( j N»( j
efficiency studios. shoukMost analyses, etc.
2. Reorganization and planning support Y«( > NB( >
3. Support services such as analyses, fesslbnity studies, etc. to be used v«u ) NB(
by EPA personnel in developing policy
4. Regulation development support
5. Any support In the In-house evaluation of another contractor's performance
6. involvement In strategic acquisition planning Y«( ) NX
7. Support en Improving contract management veil ) NX
6. Piuvidng spedabed expertise In the contractor selections process VM( ) NX
9. Souations where contracare ehare office space with EPA employees «•( > ND(
• Jk O^^^K^^BAA MAA^^^BM^^ei AMM^nflBeAA IM AA^A je^kft^okldM^oieAflkS) jwf fie)MAAH^ek>Ma>k jhJ M^^J t B^A»I
iQ. ProviQing speoaozeo expenxw HI me oweiopmeni or sHemern 01 *•( i NH
11. Suppoit In preparing rasponsei to Freedom of Information Act requests Yei( ) M»(
12. Any sfcjsikwwfierstaacortracbxhas access to Cortdenttal vmt ) NX
Basif^ttiTforiMdonandy^anyethefMfMttveiiifofmation
Anyiupoortt^clvingEPApoleyefreouiatofyimerpretsiteasuehas «•()*()
staffing heslnfls. aasndlng conferences en behalf of EPA,
communty nlaloni efiafts. oondurtng EPA training r ~
14. Ariysitusflwi where lean NassuinedthattnecewtnKtor Is « PA. YM< j NX »
i specracafly identtlvlng tart as a i
18. lirtepsndanfjy mterpretng EPA acteloa Of regutattom on BPAls . «•( ) NX )
TOSS User's Guide August.1991
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2. PERSONAL SERVICE
CONTRACTS
A personal services contract results when the Government
assumes the right to instruct, supervise or control a contractor's
employee in how that employee performs his or her work. It is the
contractor's right to hire and fire the contractor's employees, and to
assign and organize the contracted-for work.
In drafting statements of work for Delivery Orders, DOPOs
must take care to avoid creating a Delivery Order that creates an
employer/employee relationship between the Government and the
contractor's employee. This is particularly a problem where the
contractor's employees are working on-site with EPA personnel.
Personal services are illegal and must be avoided in all situations.
While there are no definite rules for characterizing particular
services as "personal" certain indicators warrant further
investigation. The following bullets represent areas where the DOPO
should exercise caution and sensitivity to ensure that no personal
services are provided:
• Contractor performance is required on site
• Government provides principal tools and equipment
not under a 7 point justification
• Services are applied directly to the integral effort of
EPA or an organizational subpart to further its
assigned function or mission which are not contained
in the contract's SOW
*•
• Comparable services are performed in the same or
similar agencies using civil service personnel or labor
categories not contained in the contract
• The need for the type of service can reasonably be
expected to last beyond one year
TOSS User's Guide August.1991 A-7
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ApepndixA
• The inherent nature of the service, or the manner in
which it is provided, reasonably requires, directly or
indirectly, Government direction or supervision of
contract employees.
All of these elements do not have to be present to have a service
deemed personal and thus illegal. The most important element to be
avoided is the supervision of contractor employees by Government
personnel.
Personal services are more likely to occur when the contractor
has not received clear direction in the initial SOW: The DOFO can
avoid this situation by writing dear and effective SOWs.
A-8 August. 1991 TOSS User's Guide
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3. CONFLICT OF INTEREST
In preparing statements of work, EPA staff must take into
account the possibility of organizational or individual conflicts of
interest
Organizational conflicts of interest are situations that occur
from time to.time with respect to EPA contracts. It is always preferable
to prevent such conflicts from arising during contract performance by
identifying the possibilities during the pre-award phase and taking
steps at that time to avoid them. However, conflicts of interest cannot
always be foreseen or avoided prior to award and POs need to be
aware of what they are and what to do about them if such situations
do arise during the performance of a contract.
FARSubpart 9.5 defines an organizational conflict of interest as
a situation that exists "when the nature of the work to be performed
under a proposed Government contract may, without some
restriction on future activities, a) result in an unfair competitive
advantage to the contractor, or b) impair the contractor's objectivity in
performing the contract work." It is the latter situation that is of the
most concern during contract performance.
Any of the contractor's outside interests, be they
organizational, financial, contractual, or of some other type could
affect its objectivity in performing work for EPA. This is most likely
to occur in contracts involving consultant or management support
services, but the possibility exists in all contracts. Regulations require
that the CO take immediate steps to avoid, neutralize, or mitigate any
actual, potential, or apparent conflict of interest once notified of its
existence. POs and DOPOs are required to notify their CO
immediately if they see or suspect a situation where a contractor's
outside interests are affecting its independent judgment in
performing work on an EPA contract, or if the appearance of such a
conflict exists, even if the work performed by a contractor is not in fact
biased or lacking in impartial judgment.
TOSS User's Guide August, 1991 A-9
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Appendix A
What To Look For
All EPA contracts over $10,000 contain a clause requiring the
contractor to disclose in writing to the CO any actual or potential
conflict of interest discovered after contract award. Ideally, this
would take care of all such situations and the PO and DOPO need not
be further concerned. However, many times what may not be a
conflict in the mind of the contractor could be a very significant
problem in the opinion of the Agency, but if the contractor does not
notify EPA, the CO is not aware of its existence. If the contractor is
aware of such a situation and fails to notify the CO, the contract may
be terminated for default For these reasons, POs and DOPOs must be
"on the lookout" at all times during contract performance for
situations that might be classified as organizational conflicts of
interest, and must notify the CO if a potential one is discovered.
POs and DOPOs should subject all such situations to the
following tests:
• Is the contractor being asked to perform work that
will affect an industry of which it is a part, or from
which it derives a substantial portion of its income?
• Is the contractor performing an analysis for EPA that
it is also performing for a firm that will be affected by
the results of that analysis?
• Is the contractor performing consulting services for an
industry regulated by EPA at the same time as it is
under contract to EPA for any work on the same
subject?
• Do the work results provided by a contractor appear
to be lacking in complete objectivity from any aspect?
• On any Superfund contracts, can the contractor
potentially be found liable as a responsible party on
any site for which it is being asked to perform work
for EPA?
• Is there any possibility that even the appearance of
one of these situations might undermine the
credibility of the work results in the opinion of the
general public?
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Conflict of Interest
If the answer to any of these questions is in the affirmative, an
actual or potential conflict of interest probably does exist, and the CO
must be notified immediately.
Procedures to Follow
As stated above, if a determination is made that an actual
potential, or apparent conflict of interest does exist, the CO must take
immediate steps to avoid, neutralize, or mitigate the situation. This
may take the form of a bilateral contract modification, under which the
contractor agrees to refrain from performing any specific outside
work for a certain period of time, or is barred from specific future EPA
work for a specific period. Or the CO may direct the PO not to assign
a specific Delivery Order to the contractor.
If the conflict is significant and the CO is unable to resolve or •
avoid it, the contract may have to be terminated for the convenience
of the Government, either in whole or in part, depending on the nature
of the conflict. Since all of these possibilities are less than desirable, it
is far preferable to identify potential conflicts before award of the
contract, and take steps at that time to prevent any conflicts of interest
from occurring during performance of the work.
TOSS User's Guide August, 1991 A-ll
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4. SUBCONTRACTING AND
CONSULTING LIMITATIONS
Subcontracting and Consulting Limitations
A sizeable portion of many EPA contracts is performed by
subcontractors. This is often necessary for the successful
accomplishment of the program mission. It extends the expertise of
the prime contractor to respond to the needs of the Delivery Order,
and it provides specialized services for specific tasks that ordinarily
would not be needed. Prime contractors can make use of two types of
subcontractors:
• Team subcontractors, which are an integral part of
the prime contractor's technical team and perform
basic contract tasks as outlined in the prime
contractor's proposal
• Non-team subcontractors, which provide very
specialized services for the prime contractor that
cannot ordinarily be provided by the prime or its
team subcontractors
Team subcontractors can be used by the prime contractor to
work on any assignment that the prime deems appropriate. EPA
approval of team subcontractors is not required.
Non-team subcontractors are used by the prime contractor on
an as-needed basis only, and must be procured competitively by the
prime. All non-team subcontractors must be approved by EPA before
they can begin work.
Federal and EPA acquisition regulations and procedures
require that the prime contractor make reasonable advance
notification to the CO of its intent to subcontract. This notification
should provide the following information:
• Evidence mat proposals from at least 3 firms were
received and evaluated by the prime contractor
TOSS User's Guide August, 1991 A-13
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Ar
• A description of the supplies or services being
ordered.
• Name of the subcontractor that has been selected
• Explanation of why the subcontractor was selected
and the degree of competition
• Proposed cost estimate of the selected subcontractor
• Summary of negotiations
• Type of subcontract.
On receipt of this notification, the CO should request assistance
from the PO and the DOPO in reviewing the winning subcontractor
proposal for technical adequacy and reasonableness. Following the
PC's and DOPO's review, a recommendation is sent to the CO stating
whether the subcontractor should be approved for work. The
ultimate approval decision comes from the CO in the form of written
modification to the contract signed by the CO.
The Government cannot direct the contractor to subcontract
any part of the work. The Government may also not, under any
circumstance' direct the prime contractor to subcontract with a
specific firm. .. ven a suggestion of a particular firm or firms would be
improper.
Exhibit A-3 provides a list of questions that the PO and DOPO
should ask when reviewing non-team subcontractor propr ils.
Exhibit A-4 lists some key points to remember when revie rig
subcontractor proposals.
EPA should be sure to allow sufficient time for the prime
contractor to conduct its non-team subcontractor competitions. This
will enable additional organizations such as 8(a) firms to compete.
Consultant Approval
Often in the performance of EPA contracts there is a need to
bring in a consultant with a particular expertise to assist in some aspect
of the work. Usually, the technical performance benefits greatly from
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Subcontracting & Consulting Limitations
such expertise. However, hourly or daily rates charged by consultants
are often prohibitive and may not be commensurate with the technical
benefits EPA might derive. Therefore, when the use of consultants is
anticipated, the CO will insert a clause into the contract requiring the
contractor to obtain EPA approval before a consultant is used. The
technical qualifications of the proposed consultant, the benefits to be
derived from his or her use, the amount of usage, and the rate
proposed are all reviewed by EPA before approval is granted.
The same rules about directing consultant work as set forth
above for subcontractors are applicable. EPA cannot direct the
contractor to hire any consultants or influence the selection of such
consultants in any way.
EXHIBIT A-3
WHATTOREVIEW IN NON-TEAM SUBCONTRACTOR PROPOSALS
1. Are the non-team subcontractor services necessary and can they be
justified?
2. Is the non-team subcontractor better qualified than the prime contractor
or any of the team subcontractors to provide the needed services?
3. Is the selection of supplies, equipment, or services technically justified?
4. Is the technical approach adequate to meet the SOW's requirements?
5. Does the subcontractor have a potential conflict of interest with the work
to be performed?
6. Are the proposed deliverables the same as those specified in the DO
SOW?
7. Have the technical requirements of the prime contract been translated
into the subcontract?
8. Does the proposed schedule match that in the DO SOW and is it
reasonable?
9. Are the level of effort and budget reasonable? Too generous? Too tight?
10. Are the subcontractor's costs justified?
11. Will the proposed subcontract require the use of government-furnished
property or facilities and, if so, has proper consideration been obtained?
TOSS User's Guide August,1991 A-1S
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Appendix A
EXHIBIT A-4
BEMBMBBRSBGAit
1. EPA cannot direct the prime contractor to subcontract with a specific
firm.
2. Contractor requests for consent to subcontract for services or supplies
outside the scope or terms of the contract shall be denied.
3. Only the CO can give consent to a subcontract
4. EPA's only direct contractual relationship is with the prime contactor;
no relationship or communications shall exist between EPA ana any
subcontractor at any time.
5. It is the prime cr--tractor's responsibility to arbitrate any disputes it has
with the subcontractor.
6. Subcontractor consent should be in the form of a written modification to
the contract signed by the CO.
7. ne prime contractor is completely responsible for total performance and
.management of its subcontractors.
A-16 August, 1991 TOSS User's Guide
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5. TECHNICAL DIRECTION
Throughout the period of performance, the FO and/or DOPO
will often need to communicate with the contractor to direct the effort
and ensure that the desired results are achieved. Technical personnel
must be careful, however, not to provide technical direction unless the
contract contains a clause permitting them to do so.
Technical direction is the responsibility of the PO and the
DOPO, as indicated in the Technical Direction clause. It specifies that
the PO "will give technical direction on contract performance/'
including (1) direction to the contractor which assists the contractor in
accomplishing the statement of work, and (2) comments on and
approval of reports or other deliverables.
Technical Direction Must NOT:
• Order additional work outside the Delivery Order or
contractual SOW
• Constitute a change in the Delivery Order or
contractual SOW
• Increase or decrease the estimated cost of the Delivery
Order or contract
• Alter the period of performance of the Delivery Order
or contract
• Change other express terms and conditions of the
Delivery Order or contract.
Technical direction must be provided in writing. If the DOPO
provides technical direction orally to the contractor, this direction
should be confirmed in writing within 5 calendar days. Copies of
technical direction should be forwarded to the CO.
TOSS User's Guide August, 1991 A-17
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Appendix A
While there are many types of direction that are authorized for
technical personnel, the following activities are prohibited.
EXHIBIT A-5
......... •'. •».
DONT:
1. Discuss or divulge any information on a DO to a contractor or its
subcontractors/consultants prior to issuance.
2. Authorize work to begin before issuance of a DO.
3. Make changes or issue orders that will affect the terms or conditions of
the contract. Only the CO has this authority.
4. Give technical direction that will increase costs or the level of effort or
change technical direction of die contract or DO.
5. Direct or request the contractor to perform services (e.g., hire and fire,
assign and organize work) that create an employer/employee
relationship (See PEA Directive 1900.1).
6. Direct the contractor to perform servicers that are "inherently
governmental'" in nature (e.g., making policy).
7. Direct any portion of work to be performed by a subcontractor rather
than the prime contractor.
8. Instruct the prime contractor to subcontract with a specific firm.
9. Consent to a subcontract. Only the CO has that authority.
10. Provide technical direction to a subcontractor (only EPA and the prime
contractor have a contractual relationship).
11. Create a personal COI situation, such as working as a part-time
consultant in the technical field relating to the contract or approving
situations that may create a COI.
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6. TRAVEL, CONFERENCES,
AND TRAINING
DOPOs should be aware of several 'policies with regard to
travel, conferences and training:
• Time spent traveling to and from appropriate
conferences and training should not be included as
hours worked.
• The contractor shall not bill for travel not directly
'required for performance of the Delivery Order:
• The contractor shall not bill EPA for training its
employees receive, unless it is a highly specialized
training that has been approved in advance by the
CO.
• The contractor shall not bill for attendance at
conferences that are not specifically tied to the
performance of the Delivery Order. Such conferences
must be noted in advance in the Delivery Order's
Statement of Work with detail supporting the
relationship to the performance of the Delivery Order
provided.
In addition, Comptroller Transmittal 88-27, issued September
22,1988, addressed the matter of travel discounts for Government
contractors, updated by the General Services Administration Federal
Property Management Bulletin A-95, dated August 19, 1988.
Agencies are encouraged to promote the use of travel discounts
available to contractors to help reduce direct reimbursements for
travel expenses. However, the provision for such discounts is at the
discretion of each participating vendor.
The Federal Travel Directory (FTD) is the source document for
determining which vendors have agreed to extend travel discounts to
contractors. PCMD must furnish a letter of identification on Agency
letterhead, signed by the authorizing CO, in order for the contractor
to obtain such an authorization for each of the.contractor's employees
for each separate trip.
TOSS User's Guide August. 1991 A-19
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Appendix A
Recent guidance on procurement of conference support has
been issued by EPA in-the form of a draft chapter in the Contracts
Management Manual. This guidance was issued by PCMD on
February 17, 1991 and established policy and procedures for
procuring services in support of EPA-sponsored meetings and
conferences. The following requirements were issued as part of this
guidance:
• EPA's Financial Management Division must concur
on any plans to charge a registration fee to EPA
employees at an EPA-sponsored conference, either
directly or through a contractor.
• Initiators of procurement requests involving
conferences or meetings at EPA Headquarters are
responsible for contacting the Facilities Management
and Services Division for the assignment of
conference and meeting facilities.. The Agency is
required to use Government-controlled space f-.T EPA
conferences and meetings if suitable space is available
in the area. If space is not available, the FMSD may
authorize the procurement of commercial facilities.
• Generally, the cost of meals and refreshments is
considered a personal expense even when it c .curs in
a business-related setting. Therefore, contracts
should not normally include expenses related to the
serving of meals or refreshments to participants at a
meeting or conference. There are limited exceptions
to this rule, such as to provide small "samples" of
ethnic ft : as part of an ethnic awareness program.
• When it ki lecessary to pay a fee or honorarium in
addition tc the regular per diem rate in order to
obtain a speaker or presenter, the prosed fee must be
approved by the initiating program office and the CO
prior to obligating the Government.
• Whenever audiovisual equipment is needed for EPA-
sponsored meetings or conference^, the initiator
should contact the cognizant Headquarters or
Regional facilities management group to determine if
the necessary equipment is available.
A-20 August. 1931 TOSS User's Guide
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Travel, Conferences, ft Training
Transportation and lodging can be paid to non-EPA
participants for attendance at an EPA-sponsored
meeting, conference or symposium through issuance
of an Invitation Travel Authorization, in accordance
with procedures in the EPA Travel Manual
(Resources Management Directives System 2550B).
EPA will not provide funds for contractors or other
non-EPA personnel to attend non-EPA sponsored
conventions or meetings unless the Agency has
specific statutory authority to do so. However, where
travel to such conventions or meetings is incidental to
the performance of a specific contract, EPA may
reimburse travel and lodging expenses in accordance
with the applicable cost principles in FAR.
TOSS User's Guide August, 1991 A-21
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7. PUBLICATIONS
AND PRINTING
The Facilities Management and Services Division manages
EPA's printing facilities and is responsible for assuring that
appropriate EPA publications are accessible to the taxpayer as
required by the Joint Committee on Printing. The Division also
provides copies of documents to the Headquarters Library for
reference and use by EPA personnel.
There are several restrictions, based on P.L. 100-202, involving
printing, binding, and copying by contractors. "Printing" means, in
general, the artistic development of covers and the production of
entire documents, generally using equipment and producing results
that are superior to those found in day-to-day work at EPA. "Binding"
means the various methods used to pull several sheets of paper into
one document; it includes glueing, stitching, use of plastic spiral
binders, etc "Copying" means the reproduction of a document;
otherwise know as "Xeroxing".
PCMD has stated that in general, any printing or binding must
be done by either the EPA's printing plant (Room G-100D in
Headquarters), or through the printing plant under a contract
arranged with the Government Printing Offices (GPO). Apparent
exceptions to this restriction involve classes of work the Joint
Committee on Printing (JCP) considers to be urgent or necessary to
have done elsewhere, and work authorized by law, which the Public
Printer is not able or equipped to do at the GPO. For this latter case,
the work may be produced elsewhere under contractors made by the
Public Printer with the approval of the JCP.
Copying can be done by EPA contractors, within specified
limits. Contractors may duplicate less than 5,000 units (copies) of only
one page, or less than 5,000 units in the aggregate of multiple pages for
any individual "requirement", which is interpreted to mean per
delivery order. Keep in mind that copies of the monthly project status
and financial reports count against this ceiling.
TOSS User's Guide August, 1991 A-23
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8. GOVERNMENT FURNISHED
PROPERTY (GFP)
It is EPA's general policy that contractors should provide all
resources necessary to perform Agency contracts. Nevertheless,
situations do arise when it is in the best interests of the Government to
furnish certain property to the contractor. When Government
property is, or is proposed to be, in the hands of contractors, certain
policies and procedures are applicable, and POs need to be aware of
them.
Justification of Needs
Whenever a PO recommends property be provided to a
contractor, a written justification of need must be submitted to the CO.
The justification must address thefollowing seven points, and must be
signed and approved at the Division Director or equivalent level in the
program office:
(1) Identify the specific program and project for which
the property is required, as well as the contract and
the Delivery Order number. Also, identify the EPA
account numbers that the item is to be charged
against
(2) Identify the type, quantity, and estimated cost
(including any transportation or installation costs) of
each item of property required.
(3) Explain why the property is necessary for contract
performance.
(4) Explain why it is in the interest of the Government to
provide the property rather than to require the
contractor to provide the property at no direct cost to
the contract
(5) Identify the location of the contractor's facility at
which the property will be used, and the contractor's
TOSS User's Guide August, 1991 A-25
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Appendix A
personnel responsible for acquisition and
management of the property.
(6) For property to be acquired by the contractor at
Government expense, include a certification that no
in-house or GSA excess property is available and
include the concurrence of the local property office.
(7) For equipment to be acquired by the contractor at
Government expense, include a lease vs. purchase
analysis.
The CO reviews the justification and may or may not concur
withtl ^recommendation. Of particular concern is whether or not the
equipment is special purpose or general purpose. It is against
Government policy to furnish items of a general purpose nature (such
as furniture, typewriters, etc.) rather than the contractor.
Property Provided by the Government Versus Property
Acquired by a Contractor
There are several reasons why it is preferable for the
Government to provide property to the contractor rather than have
the contractor acquire it at Government expense. First, it is usually less
costly for the Government to purchase it Second, the Agency's
competitive procurement procedures should result in a better price
than the contractor could obtain. Finally, it could be perceived that
program offices are attempting to bypass budget flings on
equipment and other items by using contract funds Hain the
property.
The Contract Property Administrator
A Property Administrator is an EPA employee designated by
the CO in the contract to act as the GO'S representative in certain
matters concerning the management and control of r -vemment
property. POs sh* '.Id assure that Doth the CO ax. Property
Administrator are ays informed on all matters affect, g contract
property administx —on.
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9. INSPECTION
AND ACCEPTANCE
Inspection involves examining and testing products and
services to determine whether they conform to contract requirements.
The purpose of inspection is to ensure that the contractor complies
with all technical requirements of the specifications or SOW.
According to the FAR, acceptance is the act of an authorized
representative of the Government by which the Government assumes
ownership of equipment or supplies, or approves specific services
rendered as partial or complete contract performance.
In most cases, the CO delegates the authority and
responsibility for performing inspections and acceptance to the PO
and/or the DOPOs.
Inspection
Inspection of products and services can be performed using
both simple and complex methods. A simple method, for example,
might be to compare an actual service or product with what was
specified in the Delivery Order or contract A complex method, on the
other hand, might use special monitoring and testing equipment to
inspect a newly installed mainframe computer to ensure mat it meets
the specifications of the contract.
The types of. inspections normally performed in conjunction
with IR acquisitions include:
• Hardware acceptance testing - ensuring that the
equipment meets a certain level of performance
• Software acceptance testing - comparing the final
source code to the design specifications
• Site visits - compare actual performance with
reported performance
TOSS User's Guide August, 1991 A-27
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Appendix A
Contract clauses contain general provisions for Government
inspection, and the PO and DOPO need to know what these
provisions say. The Government has the right to perform inspections
during contract performance; however, inspections should not be
performed in such a manner as to unduly interfere with or delay
progress. Furthermore, if the Government is contractually obligated
to perform an inspection at a specific date and time, or within a
specified number of hours after request by the contractor, failure to
meet the deadline is technically a breach of the contract by the
Government, which could result in a claim from the contractor.
Acceptance
Acceptance is acknowledgement by the Government that
supplies or service* conform to applicable contract quality and
quantity requiremer 3. Acceptance should not be confused with
delivery; work may be accepted before delivery, at the time of
delivery, or after delivery, depending on the terms of the contract.
Acceptance is usually evidenced by execution of an acceptance
certificate or by whatever means is specified in the contract. Any
product that does not conform to the contract specifications may be
rejected by the Government, but this seldom occurs because
contractors are normally given the opportunity to correct defects.
If the contract cannot meet or correct the defects in time to meet
a deadline, the Government has an alternative to rejection, which may
be in its best interest The non-conforming items may be accepted in
return for some consideration, such as reduction in price. In firm
fixed-price contracts, the contractor bears all costs associated with
brining supplies into conformance.
POs and DOPOs are major participants in this process, since
COs often defer to their judgment on what course of action to take.
Therefore, POs and DOPOs should be aware of the available options
and recommend a decision that is best for their programs.
A-28
August, 1991
TOSS User's Guide
-------
APPENDIX B
Appendix B contains a Model Delivery Order Package. The
following completed forms are included:
• Procurement Request - Form 1900 - 8
• Administrator's Screens
• Split Funding Justification
• Superfund Justification
• Designation of DOPO- Form 1900 -65
• Statement of Work
• Labor Mix and Budget
• Statement of Non-Duplication of Effort
• 7 Point Justification for Government Furnished
Property
• Pricing Rationale if the Delivery Order is Ceiling Price
TOSS User's Guide August, 1991 B-l
-------
a'areas are lor use of procurement office only]
of
«EPA
Washington; DC 20460
Procurement
Request/Order
i.NameoJ{J"9"»ator
3. Mail Coda
3ES21
4. Telephone Number
301-266-9180
ne of Requniti
5. Dan Ram Required
Signature of Originator
7. Recommended Procurement MaincdNA. DO UILder existing COn
DcompaiitrM D Other thin full tnd open competition 'USotetaiircaimiiipufcniM
J. Deliver TeTrVe/ect Manager)
Dee.
839 Bestgace Road
Annapolis, Md. 21401
10. Mail Coda
3ES21
11.' Tolaphona Numbar
301/266-9188
12.
Financial
Data
a. Appropriation
g. Servicing Financa Off ic« Numbar
NOTE: Item 12(d) Document Type — Contract = "C."
Purchase Order = "P"
:FMOUsa..
Obcument
Central Number
Account Number
Amount (hi .
Dollar*
Cam
1A4E03NOAP
25.16
25.796
10.
1TFA03N700
60-190
13. Suogened Source flVa/n* Adttr«u.ZJP Codt. Phont/Contact)
Computer Sciences Corp.
6565 Arlington Blvd.
Falls Church, VA 22042
14. Amount of money
comminad ia:
D Original
D Increase
D Decrease
IB. For Smoll Purchaaa* Only: Contracting Office it autho-
rind 10 exceed the amount ahoivn in Block 12(h) by 10% or
1.100. whichavar ia lea*.
Dree DNO
d. Property Management Officer/Designee
a Branch/Office
Orter
b. Division/
Green
. Funds listecmBlock/2arft B
18. Oid^r Numb/.- -
-'r''
18. conuan numoer f/r mnyi -._•••• • •
"
23,.Person Taking Order/Quote and
22. Delivery to FOB Pwm by On or Mart (DtteJ
Reference your quote /See o/oc* 23y
.4. Contractor (Name, address. ZIP Code)
Pleeee f urhieh theebove on the terma specified on both eides of thit oroer and on
the anached sheets, if any. including delivery es indicated.
D b. Delivery provisions on the reverse ere deleted. The delivery order is
•. subject to the terms and conditions of the contract. (Sn Block 191.
"c. Dorel D Written D Confirming
26. Schedule
item
Number
lal
Supplies or Servicea
(bl
Quantity
10
Unit
Id)
Estimated
Unit Price)
(e)
Aceemed
Contract #68-WO-OOA3
Delivery order Title:
Computer Operations Support
Service to Central Regional
Laboratory, Region III.
-See Attached Statement of Work.
5,986.9
70Z charged to Superfund in accordance with existing
boratory >n«Meiim Policy. - ^_
. Total t
27. United Slates of America
By (Signature)
28. Typed Name and l
-------
Prohibited Contracting Activities at EPA
/As Specified by Administrator Reillvl
As a Delivery Order Project Officer, you are expected to avoid the following activities. Rea<
etch itJm and check a Yes or ,Np• jicate whetheryour order allows for the actmty.
1 ; The actual ipreparatiph of Congressional testimony v« ( ) NO oo
2. The interviewing or hiring of individuals tor employment at EPA Y«( ) ND; * <*
5 Participating as a voting member on a Performance Evaluation Board; Yes( ) N»Q(
'••• participation in and/or attending Award Fee-meetings
6. Preparing Award Fee letters, ey under typing services contracts w ) .ND(X
7, The actual preparation of Awar ^ee Plans Ves< >
8. The preparation of documents on EPA letterhead otherthan routine. v«< )
administrative correspondence '..-.'..
9 Reviewing vouchers and invoices for the purposes of determining v»< ). :NDO<
' whether cost, hours, and work performed are reasonable
1 0 The development of Statements of Work, Work Assignments, Technical Yes i )
Direction Documents. Delivery Orders, or any other work issuance
document under a contract that the contractor is performing or may perform
"••"''•»' *l "
11 On behalf of EPA actually preparing responses to audit reports from the Yes ( ) NO 0
^
1 2. On behalf of EPA, actually preparing responses to Congressional ves ( j NO c-
correspondence
1 3 The actual preparation of responses to Freedom of Information Act Y« ( ) MB (.
requestt^KMnan routine/non-judgmental correspondence .n all
cases. EPA must sign it
14. Any cornrtct which authorizes a contractor to represent itself as EPA to Y«( .) -MI
outside parties '
15. Conducting administrative naarings *
16. Reviewingjnd:.gs eoncemingthe eligibility of EPA employee for Y«( ) NO
security clearance
17. The actual preparation of ar slice's official budget request *«( xt
-------
Activities of Potential Vulnerability
(As specified bv Administrator Reillyt
The following activities very often require contractor involvement in programs that are
dependent upon contractor support to accomplish their mission. These activities may result m
the improper use of contractors if internal controls to ensure proper oversight have not been
established. They may also lead to the perception that inherent Government' functions have
been assigned to contractors. Whenever contractors are used to perform these tasks. Agency
employees must play an active role in overseeing the effort and making all final decisions. This
requires close monitoring to ensure that final outputs reflect the Agency's positions, thoughts.
and ideas.
For each item, check a Yes or No to indicate whether these activities will occur under your
Delivery Order. If yes, please attach an explanation or justification for each item.
1. Budget preparation support including workload modeling, fact-finding, Yes( j No(X)
efficiency studies, should-cost analyses, etc.
2. Reorganization and planning support Yes( ) NO(X)
3. Support services such as analyses, feasibility studies, etc. to be used Y«( ) No(X)
by EPA personnel in developing policy
4. Regulation development support v«( ) No(X)
5. Any support in the in-house evaluation of another contractor's performance Y«S.( ) NOOO
6. Involvement in strategic acquisition planning Y«( ) NO CO
7. Support on improving contract management vest ) No(X)
8. Providing specialized expertise in the contractor selections process vest ) NO
behalf to outside parties
-------
Justification for Split Funding
This request is for services of a Program director ar.cl
Program "Assistant to effectively aa-inister .11 of t.u.e
records management services under the LA3AT-ANDERSON,
Incorporated'(LAI) Contract, No. 65-W9-0052. The Program
Director will direct and supervise ail LAI records mar.agemen:
staff presiding services to SPA's Headquarters offices,
Regions a. d field offices with the Program Assistant alsc
providing support for this function.
M • • w • •• *v ™ V 2 *i a " * %l ^ ^ V '^•fO^COO** '*^*J •MA 3 w «« *w a •» ^ « •» A ^* • ^ w •• ^
^ ^ ••••<£ . - v " * O • • **W • .t W«C*d€»«* ^ J »«*S • • WW • fl»
-------
It is expected that this percentage will hold stable
throughout the remainder of the fiscal year. To assure tha:
this split remains an accurate representation cf orders
funded out of the Superfund appropriation and the Agency's
operating budget, this Testification .will be reviewed and,
when needed, revised to. reflect an accurate funding ratio.
Daiva 3al
-------
Justification for supeffund monies:
Delivery Order: "Computer Operations Support Service to Central
Regional Laboratory, Region III"
The Central Regional Laboratory (CRL) has established support for
a variety of EPA programs. Among the programs supported by CRL
includes supporting the Superfund program. In addition CRL has
a facility policy, supported by sample and data review loads, on
appropriate expenditures charged to the Superfund program. The
proposed delivery order supports the facility in general and
therefore would charge appropriate expenditures against the
Superfund program according to this policy.
-------
oEPA
Designation and Appointment of Project Officer/
Work Assignment Manager/Delivery Order Officer
(For Otliir Thin
Note: This form is not a Contracting Officer warrant. Delivery Order Officers and Administrative Delivery
.Order Officers require a warrant of Contracting Officer authority. Any request for a Delivery Order Officer
warrant mult be accompanied by the additional information required in Chapter 8 of the Contracts Manage-
ment Manual.
e. Qrgoniuiion
< ' Voars of Contract Exoorionca
2. Th« nomination it tor
D Proton Off icw
D w« Wr™M.n^
D OoMorv Craw Officor
LJ •dminiHiaiioo Doli»on» OrOOf Olficor
3. Tho
a. CompMiM tho
s. CompioiM mo O
•fotaa Off wtr Court*
og
flf
OOfformonco
Data
'OrdorPfoioctOff*
M0Mi JO «*i« «T
Q. if tfie) noffimeje) tUM not oofHptMetf ttie) bMic Pro*
i«et Officer Coura* or m* Contract Admni*.
tranon Caurarnn • waiver or mtorirn
cajrtif icofion ooon i
Mo
Q
a
a
a c
it m» MnMr to *
OffiCMl C«nmei M« Cop«
-------
Statement of Work to Provide:
Computer Operations Support Service To Central
B^gional Laboratory, Region III
-------
1. TITLE: Computer Operations Support Service To Central .Regional
Laboratory, Region in
2. PERIOD AND PLACE OF PERFORMANCE:
Effective Date of Delivery Order through July 1,1991.
3.
Mr. John Doe
Central Regional Laboratory
839 Bestgate Road
Annapolis, Maryland 21401
Phone (301) 999-9999
Ms. Sally Smith
Central Regional Laboratory
839 Bestgate Road
Annapolis, Maryland 21401
Phone (301) 777-7777
4. PROJECT BACKGROUND INFORMATION
The EPA Region in, Central Regional Laboratory's (CRL)
Laboratory Branch in Annapolis, Maryland provides analytical
laboratory capabilities in support of regional EPA activities. These
activities include supporting Superfund, Public Water Supply, Water
Quality Enforcement, and Water Quality Management program
efforts. The CRL Quality Assurance (QA) Branch oversees regional
EPA contract laboratories and is responsible for the development of
QA documentation in support of internal environmental data
collection activities and the review of data and QA documents for
external operations. In addition, CRL conducts facility and
discharge inspections in support of the National Permit Discharge
Elimination System (NPDES) program. As a Regional
Environmental Services Division facility, CRL is expected to be a
center of scientific excellence and knowledge base supporting the
Region's and Agency's environmental programs. In the past CRI
has invested in modernizing (by introducing computerized tracking
and reporting systems) its ability to quickly react to environmental
issues with added computerization. Commensurate with added
automation and electronic tracking is the need to maintain the
systems introduced to support our role within the Agency.
Computer Operations Support Service To Central Regional Laboratory. Region III
Pagel
-------
Due to the high degree of specialization and experience required to
operate a number of systems, CRL can not provide internal (EPA
staff) computer support staff with the experience and knowledge to
operate, maintain, repair or service this hardware and software on a
daily basis. The Central Regional Laboratory requires contractor
support and services to manage computer operations supporting
each Branch. These operations include the faculty's Laboratory
Information Management System (LIMS) and the facility's office
automation local are network (LAN). Thus CRL requires LAN and
PC maintenance, repair and operations support. The Technical
Operational Support Services Contract provides the mechanism to
perform this service. All tasks will be consistent with the Agency's
Scientific ADP modernization plans.
Contractor support is also required to assist in the development of
documentation for standardization and automation of quality
assurance activities as well as to update statistical packages and to
develop software to assist the QA Branch in its tracking efforts.
These efforts are not related to Laboratory Analytical automation
activities are are therefore not covered by other Scientific Automation
contracts that the Agency currently maintains. Further,
documentation to be developed must be consistent with EPA policies.
Requirement studies will be used to provide evaluations and
recommendations of syster .» or software which would implement
computer automation technology within the facility.
The purpose of this delivery order is obtain contractor services for the
support and management of current ADP systems. Additionally,
support is required for the production of user and technical guides.
& TASK DESCRIPTIONS
Task 1: Project Plan
The contractor shall prepare a draft project plan which describes
specific tasks to be accomplished. In the project plan, the contractor shall
include:
• A description of how all tasks will be carried out, including a
brief description of each task
• The proposed approach for completing each task
• A list of milestones, reports and deliverables
• A list of any potential problem areas or assumptions
Computer Operations Support Service To Central Regional Laboratory, Region HI
Page 2
-------
• A detailed budget, including a breakout of labor hours and
other direct costs. A rationale needs to be provided for any
changes from the budget ordered in the statement of work
• Resumes of contractor staff assigned to each task.
The draft project plan shall be delivered to the DOPO and ADOPO no later
than 15 days from start of the delivery order, for review and comment.
Once the DOPO and ADOPO have reviewed and commented, the contractor
shall revise and finalize the project plan within 5 days for EPA approval.
Deliverables: la Draft Project Plan
Ib Final Project Plan
Task 2: Maintain Frigfmgfinfl.il/HrM Pankagiaa
Existing information management systems will be managed,
maintained and possibly modified. The contractor will provide operational
support and software modifications as requested by the delivery order
project officer. Due to the uncertainty associated with this task, this
delivery order will follow a FORMAL WORK REQUEST SYSTEM employed
at this facility (see Attached Form.) The existing programs include, but are
not limited to the following systems:
A. Contract Coordinator Program (AFC)
B. Laboratory Chemical Inventory System (LCIS)
C. Regional Sample Control Center (RSCC)
D. Time Accounting System (TIME)
E. Travel Accounting System (TRAV)
F. Accounting of CRL Blanket Purchase Req. (ACCOUNT)
G. Statistical Packages for CRL Audits (SUMSTAT)
H. Metals QC Program (METQC)
I. QA Document Tracking System (QAP)
J. ESAT Tracking System (ESAT)
Deliverables: 2 Completed Formal Work Request Form
Task 3: Create a Technical Assistance Reporting Tracking System
Create a technical assistance reporting tracking system to help the
QA branch track provided technical assistance. The system is to track the
names, dates, categories of assistance, and requestor for technical activities
provided by the staff. The system must conform to CRL QA software
policies ("CRL POLICY For the Development of PC Based Software",
DEVEL.POL, 5/3/88, Attachment D to FY91 PC PLAN and "CRL POLICY
For PC Based Software Modifications, Enhancements or Alternations of
CRL Application Programs", MODIFY.POL, 3/17/88, Attachment E to FY91
PC PLAN) and will be implemented on the facility's LAN system. The
Computer Operations Support Service To Central Regional Laboratory, Region III
Page3
-------
software used to create the system must be compatible with dBase HI+ and
menu driven.
Delivc ables: 3a Menu Driven System Software
3b System User Guides
Task 4: Operate and Mnnngla Rrirfitig LAV and A Jminiata«QH^
Computers
The contractor shall operate existing systems so that these systems
are compatible with CRL operations. These systems include tape
management, disk management, equipment scheduling, communications
and communications sub-systems, maintenance and repair of hardware
and software documentation library, logging of hardware and software
errors and downtime, and corrective action for problems of a routine
nature. The contractor will provide backups on a regularly scheduled basis
and keep inventories -f ADP equipment and supplies, an operations guide
will be maintained on-line and modified as procedures change.
The functions which the contractor shall perform in the system
management and operations area include the following:
A. Maintain system backups of programs and data
B. Maintain a systems documentation library
C. Maintain user accounts
D. Develop and adhere to systems procedures, document systems
procedures in an Operations Guide
E. Evaluate system performance on the LAN(s) and
administrative computer systems
F. Install and upgrade system and application software
G. Investigate systems problems and initiate corrective actions
where appropriate
H. Make recommendations to EPA for hardware and software
purchases
I. Schedule preventative and corrective maintenance when
required
J. Manage disk and tape libraries
K. Inform users of scheduled outages
L. Provide on-site user support
M. Repair and or provide the parts necessary to fix CRL PCs and
LAN equipment.
Deliverables: 4 Modified On-line Operations Guide
Computer Operations S oort Service To Central Regional Laboratory, Region 111
Page 4
-------
Task 5: Provide Training
The contractor shall provide training to EPA staff on requested terms
such as the Concurrent Minicomputer and/or VAX training, PC-SAS, the
EPA Permit Compliance System (PCS), microprocessor systems and on
software developed or modified by the contractor. Training may include the
use of agency standard software (such as dBase in Plus, Lotus, word-
processing, communications, and graphics) targeted to actual CRL tasks.
Assist in the scheduling, preparation, and teaching of computer related
courses for CRL staff. The delivery order project officer will identify topics,
class size, target audience, class length and frequency. The delivery order
project officer will use the FORMAL WORK REQUEST SYSTEM to inform
the contractor of the desire to have training sessions. AD HOC training is
expected to provide to the end users helpful information on the efficient and
effective use of PCs. AD HOC training will be allowed if the duration of the
training is less than 1/2 hour for each instance. If the requested training is
anticipated to take longer than 1/2 hour, the FORMAL WORK REQUEST
SYSTEM will be employed.
It is anticipated that the contractor will be required to provide two (2)
scheduled PC related training sessions during the period of performance.
The topics of the courses will be determined by the delivery order officer
after consultations with Central Regional Laboratory management. The
tentative course requirements include LOTS 1-2-3 for laboratory
applications, CRL LAN practices for sharing documents, dBase in for QA
Branch tracking systems or telecommunications access to Agency
computer applications. The contractor is required to schedule and organize
classes, prepare outlines, materials and handouts. Set up equipment and
teach class. Afterwards, provide to the DOPO a list of attendees, completed
course evaluations and summary of evaluations.
Deliverables: 5a Training Session Outlines
5b Training Materials
5c List of Attendees
5d Completed Course Evaluations
5e Summary of Course Evaluations
Task 6: Develop Stsa*Hand npgraring PrMtMliiraa and Manuals
Manuals and users guides must be developed for computerized
systems concerning data handling, review, and validation. The standard
CRL format shall be adopted as provided by CRL's QC officer and all
materials shall be in conformance with EPA guidance documents and
policies. Standard operating specifications for the use of laboratory
hardware and software are expected. Again, the FORMAL WORK
REQUEST SYSTEM will be employed to identify and formalize the requested
documentation.
Computer Operations Support Service To Central Regional Laboratory, Region III
PageB
-------
Deliverables: 6a Standard Operating Specifications
6b System Manuals
6c System User Guides
Task?: Provide End User PC Support
Maintain up to date catalog for the ACI contract (EPA's PC contract)
with information provided by the delivery order project officer of the PC Site
Coordinator. Maintain a paper-electronic inventory of general use supplies
needed for the continued operation of PCs and peripherals. Notify the
delivery order officer when identified supplies need to be resupplied.
Consumable supplies will be procured through normal Agency
procurement channels by Agency personnel.
Furth-.:.- the contractor will set up, configure, troubleshoot and
repair computer equipment on ar as needed basis. Due to the infrequency
of this occurrence, FORMAL WC riK REQUEST SYSTEM procedures will be
followed. Customary PC and LAX repairs and troubleshooting are
expected to be performed under this delivery order. Computer equipment
requiring extensive, specialized or proprietary repairs will not be
performed without prior approval by the delivery order project officer.
Supplies or parts necessary to perform any repairs will be first procured
through existing contracting mechanisms (by EPA staff) and then (if
customary channels do not exist) by the contractor. One criteria on how the
parts will be procured will be determined by comparing the cost of buying
through contractor vs. Agency/GSA channels and the speed with which a
repair can be made. Due the the nature of our operations (critical
operations related to environmental enforcement), speed of repair will be
given more eight than the cost when comparing the potential source of
repair parts and service.
Deliverables: 7a Current and Amended ACI catalog
7b Monthly List of Needed PC Supplies
Task & Maintain CRL's PC Inventory
The Central Regional Laboratory PC Inventory is designed to track
specific hardware and software articles on CRL PC equipment (LAN items
are included and are inseparable from PC only items). This inventory
augments bu t is separate from the Property Inventory maintained by the
Property Custodians. The contractor therefore is charged with the te : of
maintaining a current and accurate reflection of CRL hardware anc
software distribution.
Deliverables: 8 Maintained CRL PC Inventory
Computer Operations Support Service To Central Regional Laboratory, Region III
Page 6
-------
Task 9: Develop and Maintain User Guides
The contractor shall develop and maintain Users Guides for all
contractor generated software systems developed for CRL. The user guides
must include basic information about eh developed system (date of software,
location of operation, system requirements, help features, purpose of the
software and how to use the software.) Enhancements and corrections to
existing software will require documenting the changes and updating the
user guides accordingly.
Deliverables: 9 User Guide for each Software System
Task 10: Produce In-house PC Newsletter
The contractor shall provide PC Notes for distribution to CRL staff.
The intent of the PC Notes is to inform staff on subjects related to PCs and
microcomputers in general. The notes may be of original works of a
compilation of Agency, public or copyrighted documentation. In the event
the contractor chooses to use copyrighted material all copyright laws will be
strictly followed, the newsletter is intended to support the staff in using the
computer option available. The newsletter may be provided in conjunction
with other EPA in-house publications (e.g., Infostnicture.) The publication
of the newsletter will be provided at least quarterly.
Deliverables: 10 Quarterly In-House Newsletter
Task 11: Attend the Site Managers Meeting
The contractor site management is expected to attend the annual
contractor site meeting in Atlanta, Ga. during the month of June, the
purpose of this meeting is to enlighten the management on EPA policies
and goals. Information learned at this meeting will be used to effectively
implement these delivery order.
7. DESCRIPTION OF DELIVERABLES
la Draft Project Plan
Ib Final Project Plan
2 Completed Formal Work Request Form
3a Menu Driven System Software
3b System User Guides
4 Modified On-line Operations Guide
5a Training Session Outlines
5b Training Materials
5c List of Attendees
5d Completed Course Evaluations
Computer Operations Support Service To Central Regional Laboratory, Region III
Page?
-------
5e Summary of Course Evaluations
6a Standard Operating Specifications
6b System Manuals
6c System User Guides'
7a Current and Amended ACI catalog
7b Monthly List of Needed PC Supplies
8 Maintained CRL PC Inventory
9 User Guide for each Software System
10 Quarterly In-House Newsletter
A. Task 1 - Written plan •' livered within 10 days of receipt of
Contract. The nature a* intent of the work plan will be judged by
the delivery order projec .icer (DOPO) as to whether the task
components have been
B. Task 2 • The DOPO will ensure that all points in the FORMAL
WORK REQUEST have been met. Principle analysts or staff
members assigned to provide input on the creation or modification of
existing software will be asked to review the delivered product to
determine whether the product addresses the functional
specifications outlined in the FORMAL WORK REQUEST. Upon
concurrence with the principle staff the product will be accepted after
a demonstrations of functionality.
C. Task 3 - The DOPO will ensure that all points in the task have
been met. Principle analysts or staff members assigned to provide
input on the creation or modification of existing software will be
asked to review the delivered product to determine whether the
product addresses the functional specifications outlined in the
FORMAL WORK REQUEST. The system will be accepted upon the
demonstration of functionality for a period of two months.
D. Task 4 - The contractor will pride acceptable performance if the
assigned computer systems are maintained and operating within
acceptable standards of operation. The contractor is expected to
immediately report non-operational systems to the DOPO. Failure to
immediately (within 1 hour for severe or major malfunctions and
within 8 hours for minor disruptions) report system malfunctions
would lead to an unacceptable performance.
E. Task 5 - Course evaluations by the class will determine whether
the contractor has performed with compliance and acceptability. The
evaluation forms will r. e provided by the contractor.
Computer Operations Support Service To Central Regional Laboratory. Region III
PageS
-------
F. Task 6 - The documents provided by the contractor will be
evaluated by the QC officer and principle EPA staff members to
ensure completeness and appropriateness.
G. Task 7 - The DOPO will monitor contractor performance through
the use of surveys of staff assisted by the contractor. The surveys will
include a check on whether the requested system or help was
performed in a timely and thorough manner.
H. Task 8 - The DOPO with the assistance of EPA custodial officers
will periodically spot check the validity and accuracy of the inventory.
I. Task 9 - The DOPO will ensure that the user guides meet EPA
standards. Other EPA staff will be requested to review and comment
on the documents where appropriate.
J. Task 10 - The DOPO will ensure that the publications are provided
on a quarterly basis. Quality of the information will be solicited from
facility staff to assure that the information provided is acceptable and
useful.
9. SCHEDULE OF TASKS AND TlFTT .TVFTCART .Kg
Weeks After
Taglc TV»Hvt»rnh1« Award
1 Draft Work Plan
1 Final Work Plan
2 Completed Formal Work Request Form
3 Menu Driven System Software
3 System User Guides
4 Modified On-line Operations Guide
5 Training Session Outlines
5 Training Materials
5 List of Attendees
5 Completed Course Evaluations
5 Summary of Course Evaluations
6 Standard Operating Specifications
6 System Manuals
6 System User Guides
7 Current and Amended ACI catalog
7 Monthly List of Needed PC Supplies
8 Maintained CRL PC Inventory
9 User Guide for each Software System
10 Quarterly In-House Newsletter
Computer Operations Support Service To Central Regional Laboratory, Region III
Page 9
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10. REPORTING REQUIREMENTS
The contractor shall submit .standard delivery order reports due by
the tenth day of the following month. The monthly reports will
include graphic representation of percent of money spent to money
available with an indication of when 60% of contract funds have been
used.
The contractor will meet on a bi-monthly (once every two weeks) basis
to review contractor performance. The meeting will be held to
ascertain the status of work in progress and deliverables.
1 1. LABOR MIX REQUIREMENTS/STAFF QUALIFICATIONS
'The contract requires the use of a Site Manager that is
experienced and has a demonstrated ability to supervise a small
number of employees. The manager must be able to rely on the
contractor's support team for essential services such as time keeping
and programmatic support. Three years of ADP experience is
required. Knowledge of LAN operations, small minicomputer
operations are essential.
The manager must be assisted by an in-house support team of
computer experienced individuals. Since experience on computer
systems are extremely time sensitive the following additional
requirements have been identified: Individuals supporting LAN
applications or tasks must have at least one year of LAN -
programming, design, or analysis experience within the past 15
months. Experience with Novell's Netware 286 version 2.15 is
required. Individuals supporting the LIMS system must have at
least four years of computer related experience and at least two years
of Perkin Elmer Concurrent LIMS experience within the last 12
months.
12. ESTIMATE OF STAFFING BY TASK IN LABOR HOURS
HmmhyTaak
123456789 10 11
Site Manager IV
Technical Project Leader
Senior Systems Analyst
Data Analyst
Database Management Systems
Specialist
Computer Operations Support Service To Central Regional Laboratory, Region HI
Page 10
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Senior Computer Specialist
Technical Writer
Total
13. SPECIAL AREAS OF CONCERN
As with contracts of this type and scope the delivery order
project officer must protect against the appearance of personal
services.
14. SECTIONS OF CONTRACT SCOPE OF WORK AUTHORIZING
THIS WORK
This work is authorized under Attachment A of the TOSS contract as
follows:
Task 1 - Section 2.0
Task 2 - Sections 3.8 and 3.6
Task 3 - Sections 3.8 and 3.6
Task 4 - Sections 3.1 and 3.5
Task 5 • Sections 3.6 and 3.7
Task 6 - Section 3.8
Task 7 - Sections 3.6 and 3.7
Task 8 • Sections 3.3 and 3.1
Task 9 • Sections 3.8 and 3.6
Task 10 • Section 3.7
Task 11-Section 3.1
Computer Operations Support Service To Central Regional Laboratory, Region III
Page 11
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Proposed Budget for Computer Operations Support Service to Central
Regional Laboratory, Region ffl
Budget (1/1/91- 7/1/91)
Technical Operations and System Support
1. Technical Labor Hours
Position Rate Hours Coat
SiteMngr. I $2931 150 $4,396.50
Senior Sys. Analyst 37.99 585 22,224.15
Programmer Technician 13.17 1280 16357.60
Lab Auto Specialist 24.62 1280 31,513.60
LAN Specialist 22.47 100 2,247.00
Tech Labor $77,238.85
5.5% Program Management 44248.14
Other Direct Charge 4,500.00
DELIVERY ORDER TOTAL $8538639
Computer Operation* Support Service To Central Regional Laboratory, Region III
Page 12
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MEMORANDUM
SUBJECT: Statement of Non-duplication of Effort
FROM: John Doe
CRL (Mail Code 9398)
TO: Pat Garvey
Project Officer
I have determined that the work being ordered under Contract 68-wo-
0043 for computer operations support services for the Central
Regional Laboratory in Region III does not duplicate any previous
work efforts of our office.
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
UJN loai
OFFICE OF ENFORCEMENT
MEMORANDUM
SUBJECT:
FROM:
THRU:
TO:
Justification of need to Furnish Property to
Computer Sciences Corporation,
Contract No. 68-WO-0043
Doe,
Delivery Order Project Officer
Clarence Dade, Contract Property Administrator
Facilities and Support Services Division (PM-215)
Harry Schlosser, Contract Officer, Procurement and
Contracts Management Division (PM-214-F)
In accordance with Chapter 5 of the Contracts Management Manual, a seven-
point justification to furnish property to Computer Sciences Corporation under
Contract 68-WO-0043 Delivery Order 000 follows:
1. This project provides technical and operations support for -s Office
of Federal Facilities Enforcement (OFFE). including operations, maintenance and
enhancement of the Federal Facilities Information System (FFIS) and the Federal
Facilities 'racking System (FFTS). This configuration is needed to complete the
scheduled enhancements to FFTS. This configuration will be used to support
software development, system documentation, mainframe communications, and data
transfer fc>- the National FFTS data base.
2. The items to be 'urnished can be contractor acquired through a purchasing
agreement. A quote fo- the above options are listed below, one from a retail
vendor (whirh includes onsite maintenance):
ALR Business YEISA 386/33 Model 101
Sony 1.44 MB 3.5" Floppy
NEC SuperVGA Monitor w/VGA card
120 ME Hard Disk
Mountain 80 MB Tape Backup
$ 1700
70
680
490
250
Proud on Rtcycitd Papir
-------
Intel 80387-33 Math Coprocessor 54.0
2400 Baud External Modem 170
4 MB Additional RAM 224
Logitech Serial Mouse 100
MSDOS 4.01 92
EMI/RFI/Noise/Surge Protector 45
Onsite Maintenance 175
4 Boxes 1.2 MB 5.25" Diskettes 40
2 Boxes 1.44 MB 3.5" Diskettes 30
3 80 MB Tapes 75
Miscellaneous Cables 70
Taxes 214
Total $ 4965
3. The equipment is required in order to perform the services described in
the Statement of Work for Delivery Order 020 under Contract 68-WO-0043.
4. It is in the best interest of the Government to allow the Contractor to
purchase the equipment on behalf of the government with direct cost to the
contract since the equipment will continue to be used by the Office of Federal
Facilities Enforcement.
5. The equipment described above will be located at:
Computer Sciences Corporation
Software Services Department
6565 Arlington Blvd
Falls Church. Va 22042
6. In house excess equipment is available: yes X no
• ^
f ' '
Concurrence: V^i >---»'• ^ --^ Date: ^_
Clarence Oade
Contract Property Administrator
Facilities and Support Services Division
-------
7. The cost -f the equipment is approximately 54,965, which ir-.lude
maintanience for the first year. Lease of the same equipment ",
approximately $789 per month or $9,468 per year".
The purchase of the equipment will provide for the ongoing needs
the Federal Facilities Regional Coordinators (FFCs). as well as OFFE.
Please allow the Contractor to purchase the equipment as Contractor ft
Property.
**&
Concurrence: '*k -w^g^** •• /^^T/%^./^^, Date:
Bruce Rothrock
Senior Information Management Officer
Concurrence:
13 /4~vLs
l
Brenda Daly
Project Officer
Date:
Concurrence:
Larry Schlosser
Contract Officer
Date:
Attachment
cc: Mike Kurgan
Lyn Burcnfielc .CSC)
Dro Der Minassian
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RATIONALE Wt BSUANCE OP A CHUNG PRICED DfUVEKT ORDER
CONTRACT NUMBER,
FAIT I • IDENTIFYING ^FORMATION
JO - &041> _ DELIVERY ORDER NUMBER ' m3>
DELIVERY ORDER TITU
MtAijtar O ftir-»*.V% CR (PROVIDE SUPPORTMG NARRATIVE BELOW).
PART • - SIGNATURES
A
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APPENDIX C
Appendix C contains a blank copy of all the forms used during
the Delivery Order process. They include:
• Rationale for Issuing a Ceiling Priced DO
• Procurement Request - Form 1900-8
• Designation of Delivery Order Officer
-Form 1900-65
• DO Statement of Work Review
• TOSS SOW Review Checklist
• Contract Deliverable List
• Project Plan Approval Form
• Request for Brief or Brief Support
• Contractor Performance Review
TOSS User's Guide August.1991 C-I
-------
RATIONALE POt BSUANa Of A CBUNO PRJCEO OOJVDTf ORB I
CONTRACT NUMBER
PAKTI • DINTIFYMe MPOIMATION
OBJVERY ORDER NUMBER
DEUVERY ORDER TIM
DEUVERY ORDER PROJECT OFFICER (DOPO),
PROJECT OFHCER
PHONE,
PHONE
PART I • UTIONAlt (CHECK APFROMUA1I BOJQ
DEVELOPMENT OP SYSTEM CONCEPT OMENTED PEASHflY SIUDCS
P6VBOPMENT OP PUNCTIONAL RgOUBEMENTS DOCUMtNT Ot DESIGN SPtORCATONS
I I OW5OING SYSTEM MANTENANCE AND MNOR ENHANCEMENTS
[""I CONTRACTOR MANAGEMENT SUPPORT. E.G^ BENTfCATION OP OPPORTUNmES POR
IMPROVEMENT OP MPORMATION SYSYTEMS MANAGEMENT; RESOURCE OPTIMIZATION
IPROVIDE SUPPORHNG NARRATIVE laowj.
nutr •
-------
Procurement
RaquaM/Ordar
L
ii.
•tea »imm,mmm
Dfm CU.
it. ^
IMMVI9
Da.
Uk.
Do-
ITTUMMft
-------
Designation and Appointment of Project Officer/
Work Assignment Manager/Delivery Order Officer
(For Othar Than Small Purehatatt
Note: This form is not a Contracting Officer ^warrant Delivery Order Officers and Administrative Delivery
Order Officers require a warrant of Contracting Officer minority. Any request for a Delivery Order Officer
warrant must be accompanied by the additional information required in Chapter 8 of the Contracts Manage*
mem Manual.
c. organuaiion
a. Man COM
tun of Comrvei Euorionca
I
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9 Nomination n tor rC/wct ontr
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r on Contract No.
MO./I
The undersigned nominee and requesting official certify that the designation of. this
nominee complies with the workload limitations and other requirements set forth in
Chapter 7 of the Contracts Management Manual.
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DOPO: DO #:
TOSS SOW Review Checklist •
Your Statement of Work is inadequate in the following areas:
1. Title
Is inappropriate in the context of the scope of work.
2. Period and Place of Performance
.Deliverable due dates are outside the period of performance.
.Period of performance* is not within the fiscal year.
Work site (EPA location or contractor site) is not stated.
3. DOPO and Alternate Information
Missing for DOPO and/or Alternate DOPO:
Name, address. mail code. FTS and commercial telephone
numbers, and Email number
4. Project Background
.It is not clear how this project fits in your organizational mission.
.Other related (past, present, and planned) efforts are not described.
.Referenced systems are not defined or described.
5. Purpose
.Is not clear.
.Does not flow logically from the project background.
6. Task Descriptions
.First task is not the development of a management plan.
.Requirements of the management plan are not outlined.
.Tasks not sufficiently defined to allow contractor to work independently.
.Are not within the contract scope of work.
.Task! are inherently government functions.
The following taska require these additional revisions:
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7. Description of deliverables
Are not clear and understandable.
Do not relate to -specific tasks.
8. Acceptance Procedures for Deliverables
Criteria for acceptance are not provided.
9. Schedule of Tasks and Deliverables
Schedule is not within the period of performance.
Deliverables are not included in the schedule.
Specific due dates are not given.
Schedule is not realistic.
10. Reporting Requirements.
None are provided.
No reporting schedule is provided.
Required contents of written reports are not specified.
11. Labor Mix and Estimate of staffing in labor hours.
Labor mix requirements and staff qualifications are not clearly stated.
Clearances have not been addressed.
12. Estimate of Staffing by Task in Labor Hours
Labor categories and estimated hours for each task are not given.
Labor categories are not valid.
13. Special areas of Concern
Personal services.
Conflicts of interest.
Activities prohibited by the Administrator are included.
Activities listed as "vulnerable" by the Administrator are included.
Vulnerable activities do not indicate the necessary control measures.
14. Sections of contract Scope of Work Authorizing the Work
Specific sections or subsections are not referenced.
Additional requirements to make this SOW acceptable:
' See TOSS User Guide for specifics on preparation of a SOW
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fcONTRACT DELIVERABLES LIST
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CONTRACT MMO*
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fcONTRACT DELIVERABLES LIST
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PROJECT PLAN APPROVAL FORM
Part 1 - Overall Approach
A. Does the contractor demonstrate a complete understanding of all
project elements?
B. Has the contractor identified and supported all of the assumptions
underlying its approach?
C. Has the contractor identified all questions and problems which will need
to be resolved as well as the manner in which they will be resolved?
Part 2 - Staffing Plan
A. Does the staffing plan provide personnel qualified to perform the SOW?
B. Is the labor mix appropriate?
C. Is the proposed level of effort realistic?
D. Are the labor rates those contained in the contract?
Part 3 - Subcontracts (for Each Subcontract Proposed)
A. Does the Project Work Plan specify what portion of the SOW will be
subcontracted?
(1) Does the staffing plan provide personnel qualified to perform
the SOW?
(2) Is the labor mix appropriate?
(3) Is the proposed level of effort realistic?
(4) For those subcontracts approved for use under the contract,
are the labor rates those contained in the contract?
B. What is the level of subcontracting?
( )<10% OF ESTIMATED COST
( ) 10% -29% OF ESTIMATED COST
( )>2S% OF ESTIMATED COST
C. K the contractor has proposed more than 25% of the estimated cost in
subcontracts, is there too much subcontracting? Can the contractor
retain adequate control over the project?
Part 4 - Other Direr*
( )YES ( )NO
( )COMMENT ATTACHED
( )YES ( )NO
( JCOMMENT ATTACHED
( )YES ( )NO
( )COMMENT ATTACHED
( )YES ( )NO
( JCOMMENT ATTACHED
( )YES ( )NO
( JCOMMENT ATTACHED
( )YES ( )NO
( )COMMENT ATTACHED
( )YES ( )NO
( )COMMENT ATTACHED
)YES ( )NO
)COMMENT ATTACHED
)YES ( )NO
)COMMENT ATTACHED
)YES ( )NO
)COMMENT ATTACHED
( )YES ( )NO
( )COMMENT ATTACHED
( )YES ( )NO
( JCOMMENT ATTACHED
A. Does the level of ODCs exceed 10% of the total estimated cost of
performance?
( )YES ( )NO
( JCOMMENT ATTACHED
( )YES ( )NO
( JCOMMENT ATTACHED
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B. If 4.A is a yes and you concur in the proposed ODCs. attach an appro-
priate justification (unless this was done prior to issuance of the DO). •
( )CONCUR, JUSTIFICATION ASTTACHED
( JCONCUR, JUSTIFICATION PREVIOUSLY SUBMITTED
() NON-CONCUR. COMMENT ATTACHED
C. Is the amount of travel reasonable?
D. Has the contractor proposed any training for its personnel (remember,.
the contractor is required to provide fully qualified personnel)?
E. If 4.D is yes, what is the nature of this training?
Part S. Schedule
A. Has the contractor taken exception to the EPA's delivery schedule?
B. Are the proposed milestones supporting the deliverables reasonable?
C. Do the delta-rabies specified in the subcontracts, if any, support
deliverable? required by the prime? Do they provide for adequate
leadtime where they are to be incorporated into the prime contractor's
deliverable.
Part 6 • Oner Areas of Concern
A. If this is a fixed price DO, has the contractor identified any contingent
costs?
B. If 6.A is yes, v.tat what are the contlgent costs and what can be done to
reduce or eliminate the contigency?
( )CONTIGENCY CAN NOT BE REDUCED OR ELIMINATED
C. If this application has privacy concerns, have these issues been
adequately addressed?
D. If this application has CBI concerns, have these issues been adequately
addressed?
E. If this appflcaflon has conflct of interest concerns, have these issues
been adequately addressed?
F. ff this appflcadon has work areas identified In the Attachment's'of the
i (See of the manual) as Vulnerable",
( )YES ( )NO
( )COMMENTATT/
( )YES ( )NO
( )COMMENTATT/
ATTACH COMMEN
)YES ()NO
)COMMENTATT/
)YES ( )NO
JCOMMENTATT/
)YES ( )NO
)COMMENTATT/
have the Issue* relating to the identification of an audit trail regarding
opinions and recommendations offered by the contractor been
adequately addressed?
( )YES ( )NO
( )COMMENTATT,
( JCOMMENTATT,
( )YES ( )NO
( )COMMENTATT
( )YES ( )NO
( JCOMMF'TATT
( )YES I )NO
( )COMMENTAT1
( JYES ( )NO
( )COMMENTAT1
TYPED NAME, TITLE. AND SIGNATURE OF DOPO
Jt
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CONTRACTOR PERFORMANCE REVIEW
Questionnaire
Contractor: - Contractor No.:
DOPOName: Delivery Order No. ___
Timeframe: __________________
PROGRAM MANAGEMENT:
1. Has the Program Manager/Assistant Program Manager provided sufficient overnight of the project?
More than adequate Adequate Inadequate
2. Has the Program Manager/Assistant Program Manager managed subcontractors ffecttvety?
Wefl managed Adequate Poorly managed
3. Has the Program Manager/Assistant Program Manager been actively involved In problem detection and
problem resolution?
Actively involved Not involved
TECHNICAL LEADERSHIP:
4. Has the Technical Project Leader demonstrated an understanding of the technical requirements of the
project?
Sound understanding Average understanding
Deficient understanding _____
5. Do the project plans contain a technical approach, a management approach and project controls?
Yes. all three Two of the three Just one
6. What is the quality of the overall schedule?
Too ambitious __ Appropriate Too generous
STAFFING:
7. Have the quilflcattons of assigned staff matched those of me needs of the project?
Always Sometimes Very seldom
8. Have recruitment methods resulted in timeliness of staff assignments?
Always Ganeraly Very seldom
9. is there excessive turnover of staff?
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DELIVERABLES:
10. Are delrverattts produced on time?
/Hwjn_^_ Generally __^
11 what is me qua«y of durables?
Complete and thorough Adequate __ Poor.
REPORTS:
12. Are contractor progress reports:
Timely? Yes No
Accurate? Yes No
Do they:
Identify problems?" Yes No
Recommend solutions? Yes No ___
13. Are financial reports:
Timely? Yes No
Accurate? Yes No
Do they reflect:
Expenditures to date? Yes No
Identification of ODC's? Yes No
Conformance with cost Yes No
projections?
INVOICES:
14 Are monthly vouchers received routinely?
Always Sometimes ___ Never
15 Are charges properly supported with documentation?
Always ^_^_ Sometimes ^^_^
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APPENDIX D
Appendix D contains Attachment A of the Statement of
Work from the TOSS contract.
TOSS User's Guide August, 1991 D-l
-------
3.0 Scope. This contract will provide the IRM technical and
operational computer systems support required by EPA's Headquarters
Program Offices, Regional Offices, Laboratories, and other Agency
sites to meet EPA's mission. EPA has other XRM-related contracts
vhich may be the preferred vehicle for some areas of support
services included in this contract._ These contracts will be
indicated in the appropriate section.
Service areas covered by this contract include:
o 3.1 Facilities Management/Operations Support;
o 3.2 Document Processing, Publication, Graphic, and
Micrographic support!
o 3.3 OA and Records Management;
o 3.4 Telecommunications Support;
o 3.5 LAM Support;
o 3.6 Microcomputer/Personal Computer (PC) Technical
Support;
o 3.7 Information Center Support; and
o 3.8 Applications/Systems Development Support.
3.1 Facilities Management/Operations Support. The contractor
shall provide facilities management and operations support at
various facilities throughout the Agency, to include operation and
management of the various facility computer centers. This contract
may be used in addition to the national contract at a local level.
EPA does not intend that this contract be the only support for its
facilities management and operations requirements. EPA utilises
other contracts as preferred sources for support of selective re-
quirements and may expand their utilisation in the future.
-------
Within the scope of Facilities Management, and when direct
specific task delivery order, computer operations servie
include, but not be limited to:
o Computer Room Support. The contractor shall -ens
clean, safe, and orderly environment is maint
within computer room and data preparation areas re
to ongoing delivery order tasks. The contractor
also order computer supplies as specified by indiv
delivery orders.
The contractor shall control the flow of data v:
the computer center. This includes, but is not lii
to, review of regularly scheduled IRM system prc
runs for abnormal job endings (ABEND); notifyinc
EPA Delivery order Project Officer (DOPO) of all AX
and the action taken to eliminate the cause of t
ABENDs; when requested, notifying system users of
completion or problems; distributing system ou
reports via U.S. mail or through distribution to
bins for local user pickup; development of proeed
for computer jobs assigned to the computer center
production basis; maintaining production schedu
performing regularly scheduled quality control ch
of work produced by computer operations personnel;
output administrative functions (e.g., photocopy.
binding, booking, bursting, microfilming, and de| :
ing reports).
Contractor provided computer operators shall pro<
all data according to established, documented prc
dures or detailed written operation instructions i
mitted with a delivery order, specific job or, i
task involves a production run, by procedures
instructions contained in the manual or job runshe«
Additions, deletions, and changes to procedures si
be specified by the EPA DOPO.
o Controlling and Monitoring the Computer Systems
Hardware. The contractor shall operate EPA compi
systems and associated hardware according to polic
and procedures specified in approved delivery orde
The contractor's operations staff's technical pro
eiency shall be at a level consistent with resolut
of basic system-related computer hardware and softw
operations problems.
o Data Entry/Data Management. The contractor sh
provide data entry/data management services as spe«
fied by individual delivery order. This shall inclu*
but not be limited to, entering data into automai
tracking systems or databases, maintaining data fill
8
-------
and producing system-generated reports.
If a data error is noted by the data entry operator,
and if a correction can be readily accomplished; it
shall be corrected, otherwise, the record shall be
flagged for update* after a detailed analysis of the
problem.
o Machine Edit. The contractor shall, as part of any
software development support, include programming
capability to perform -automated data entry edits
wherever possible (e.g., comparison of input to an
established table of acceptable data; and checking for
alpha, numeric, or alpha/numeric data input).
o Data Analysis/Verification. The contractor shall
analyze and verify data entry items according to
established delivery order criteria.
o Database User Support. The contractor shall provide
database user support through background information
analysis; data searches; data retrieval and report
assembly; support for ad hoc projects; and provision of
hardcopy and micrographic reporting through on-line
retrieval techniques. The contractor may also be
required to assist in analysis of database contents and
data-access techniques.
o system Hardware Logistical support. The contractor
shall perform logistical services which shall be
limited to functions such as diagnostic testing of
software; addition or exchange of externally eonneeted
accessories; installation and replacement of internal
circuit boards, batteries, and disk drives; and attach-
ment, relocation, or detachment of cabling. These
services shall exclude functions such as replacement of
chips, resistors, and straps on a board; making
mechanical printer adjustments; and equipment or
component customization or alteration which would
permanently change a unit relative to a manufacturer's
design or originally intended function.
The contractor shall notify the EPA DOPO when existing
EPA maintenance contracts are required for depot level
repair or replacement of system-related hardware. The
contractor shall disconnect such hardware, arrange to
transfer it to a depot maintenance site, and reinstall
it once a repaired or replacement unit is received.
o Managing Tape and Disk Resources. When directed by
delivery order, the contractor shall manage tape and
disk resources. This includes providing incremental
and full system backup tapes and the operation and
-------
maintenance of a magnetic tape and/or disk library in
support of uninterrupted computer operations'. Library
operation includes, but is not limited to, storage,
distribution, cleaning, degaussing, and filing.
Record Keeping. The contractor shall maintain all
records related to IRM systems involved vith an auth-
orized delivery order task. Records include, but are
not limited to, downtime logs, sy tern activities log,
hours of operation, equipment malfunction log, daily
task sheets, spool unload tape log, stand-alone dump
log, and data management logs. EPA will inspect these
records at least quarterly.
Reference Library. The contractor shall maintain an
organized reference library of all manuals and guides
necessary to assist agency and contractor personnel in
the operation of EPA IRM systems. The library shall be
located at EPA facilities.
3.2 Pyffyfflant Processing* Publication . Graphic* and Microcrraphic
Support. The contractor shall provide document processing, publi-
cation, graphic, and micrographic support as directed by individual
delivery order. The contractor shall provide personnel capable of
producing high quality, effective visual communication tools used
for management presentations (e.g., speeches, meetings, training
courses, and public display and special exhibits) , and publicati
of documents (e.g., research papers and users' manuals).
Support services may include, but are not limited to:
o Operation of Data Plotting Equipment. Includes, fcjt is
not limited to, cleaning equipment and loading the
plotting fluids, inks, paper, toner, and pens; receiv-
ing and mounting plot data tapes; identification and
labeling of plots; storage of plot output and plot fiat a
tapes; and the keeping of plot usage/ jobs records .
o Analysis of graphic Meeds. The contractor shall be
able to provide computer graphics expertise including
interfacing of graphics to mainframe systems, wit I
particular emphasis on Geographic Information System:
(6IS), PCs, and workstations; however, eonsiderabli
emphasis will be on development and implementation o:
GI8. This includes recommendation of graphic presenta-
tion styles.
The requirement to write programs producing origina
graphics will range in complexity from the very simpl
to those requiring the production of interactive, higl
10
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resolution, color graphical displays on various term-
inals and workstations.
Graphics and operating software will include IGL, GDDM,
other graphics software, DOS, UNIX, and other operating
systems. Knowledge of ARC/INFO software, its operation
in DEC and PRIME environments, and operation in PC and
workstation environments is desirable. Programs must
incorporate the ability to drive these machines from a
host with original software having multiple graphic
features (e.g., local display lists, segment image
transformations, multiple surfaces and views, color
blending, and 3-dimensional imagery with realtime
graphic rotation). Developed graphics programs must
display data and accept input using full-screen (IBM
3270) protocols, requiring the vendor to use the IBM
Graphics Display Manager program and XSPF.
Additional program requirements include production of
plots using noninteractive equipment such as CALCOMP
plotters.
Printing of Documents. When delivery orders require
production of camera-ready copy, for printing, the
contractor shall prepare documents in a style and
format consistent with Federal standards and as
described in the applicable delivery order. If there
are no directions to the contrary, camera-ready copy
shall be submitted unbounded on 8-1/2" x 11" paper and
include as a minimum a title sheet, index, reference
section, and, if applicable, figures, tables, appen-
dices, and other illustrative materials.
Printing documents may require use of normal, bold, or
italic type; portrait or landscape text page position-
ing; the use of subscripts or superscripts; and Greek
and math charactersets in any of several typefaces
(e.g., Letter Gothic, Pica, and Elite).
Documents Processing. Documents processing includes,
but is not limited to receiving, certifying, logging,
data editing, indexing, abstracting, paginating, separ-
ating, filing, microfilming, accessing, and the coding
of documents received or generated in response to EPA
regulations or requirements. Processing of unique
documents may require development of unique procedures
and methodology. Document processing may also include
the operation and staffing of a reading room whose
primary purpose is to provide access to hardcopy refer-
ence material and microfilm files in support of review
or regulatory processes.
11
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Tbe contractor nay also be required to operate document
processing centers that receive, process, control, a:
organize data collected in response to EPA regulations
or requirements. Functions include receipt and dis-
tribution of all mail and documents containing confi-
dential business information (CBZ) or other staff-
generated classified material; tracking these docu-
ments; retrieving documents for users; mailing of CBZ
documents; typing, and telephone support; telefaxing of
documents; and document archiving/micrographic/optical
disk operations related to preparing the documents for
permanent storage.
Micrographics. The contractor shall provide archival
quality microfilm, microfiche or microform of docu-
ments, as specified in each delivery order. The micro-
graphics may include document filming, microfilm and
microfiche duplicating, optical disk scanning, document
bar-coding, hardcopy production, and maintaining an
archival master film file of all microfilm, including
associated indices.
General Art and Original Drafting. Includes finished
art in black and white or color; and may include simple
line drawing to full color illustration of complex
nature. Black and white charts, graphs, and maps shaJ 1
include all of the basic methods (e.g., bar, line,
pie). Callouts shall be set in type and striped 01.
the original. (Computer graphics may have eliminat
the need for this.) Unless otherwise specified, hana
lettering, Varitype, LeRoy, and similar lettering will
not be acceptable. The contractor shall furnish the
original artwork for all figures or graphics, and the
original pasts-ups of any oversized tables, together
with reduced versions of these tables for inclusion in
the document. The maximum image area for all text and
tabular material shall not exceed 7" x 9-1/2*', includ-
ing the page number.
Still Photography. Includes the camera work for the
furnishing of negatives, prints, or slides in black and
white or color, and other related services.
Typing of Manuscript Copy. Includes proofreading for
typographical errors; correcting errors, and typing of
camera copy, as specified. Typing shall be performed
on a PC or wordprooessor using the most current version
of WordPerfect, or whatever WP package is specified in
the applicable delivery order. Floppy-disks shall be
returned to the originator if requested.
12
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Checking and Martina Page Proofs, includes, .but is not
limited to, tasks sucb as checking corrections from
galley proofs; placement of illustrations, legends, and
captions; page make-up, folios, and running heads; add-
ition of page numbers to contents and indexes; and the
preparation of instructions to the printer.
Mechanical Editing. Includes close reading of manu-
script to ensure correct grammar, spelling, and punctu-
ation; consistency of capitalization, spelling and
hyphenation; verb and subject agreement; agreement of
pronouns; correct adverbs and adjective use; beginning
and ending quotation marks and parentheses; correct use
of ellipsis; and many other details of style as speci-
fied in the Government Printing Office (GPO) style
Manual; crosschecking contents with text to verify
accuracy and consistency of heading, subheadings, and
page numbers.
Substantive Editing, involves, but is not limited to,
rewriting or reorganizing sentences, paragraphs, and
sections; arranging or rearranging tabular material;
assessing illustrations to determine, the clarity of a
presentation, and the need for redrawing and retouch-
ing; standardizing symbols; verifying and restyling
reference citations; crosschecking information in the
text to tables, figures, appendices, and references and
correcting apparent disagreements; correcting inconsis-
tencies in format and style; rewriting as needed to
assure tone and complexity of document are appropriate
for the intended audience; writing transitional
sentences where necessary.
Checking References. Ensuring all references cited in
a document, and only those references, are included in
the reference section of the document, and verifying
accuracy, completeness, and adherence to established
format. In the event information is missing, consult-
ing authors or procuring copies of cited material to
complete reference. Whenever possible, references are
checked against original sources to ensure accuracy.
Proofreading. Requires two (2) people crossreading,
one reading from the manuscript and the other checking
the final document for errors. Government-accepted
rules governing spacing, spelling, division of words,
and other standards of good English shall be observed.
Proofreading shall include assuring consistency and
accuracy of chemical formulae, mathematical express-
ions, tables, figures, equations, chemical and bio-
logical names, and other technical details of the
document, standard proofreaders* marks shall be used.
13
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o Other Support Functions. Includes, but is not limited
to, performance of other support functions such as
reproduction, collating, and assembling into 'final
publications.
o ••paatmia^tation. The contractor shall develop and main-
tain current documentation for all Document Processing
Center and Micrographics operations, including mainte-
nance and standard operating procedures. Documentation
updates shall be made at the time system modifications,
enhancements, or additions are made.
3.3 Office Automation (OA1 and Records Management. EPA does
not intend that this contract be the only support for its office
automation (OA) and records management requirements. EPA utilizes
other contracts as preferred sources for support of selective re-
quirements and may expand their utilization in the future.
The contractor shall provide OA and records management support.
This support includes, but is not limited to:
o File maintenance (automated and manual);
o Automation of office functions including requirements
analysis and definition, system design, software
development and maintenance, and the development of
system documentation and operating manuals;
o Maintenance of library collections of books, journals,
and micrographics at EPA locations;
o Maintenance of clearinghouses of information on special
subject areas or initiatives of concern to EPA to aid
communications and facilitate technology transfer;
o Managing, maintaining, cataloging, retrieving, and
controlling acquisition/disposition of records; and
o Maintaining dockets of official legal activities?.
3.4 Telecafm|Mi'>ication8 Technical Support. EPA does not intend
that this contract be the only support for its telecommunications
technical support requirements. EPA utilizes other contracts as
preferred sources for support of selective requirements and may
expand their utilization in the future. EPA continuously reviews
the opportunities to update its voice and data telecommunications
configurations to optimize system capabilities through advances in
digital technologies, alternate vendor offerings, and opportunities
to reduce costs. This contract shall provide technical services
related to voice and data telecommunications support, including
technical assistance and advice on telecommunications requirements,
14
-------
and definition of new service specifications. The contractor shall
identify system needs, support requirements and problems, and shall
monitor the quality of system service to individual site locations*
Contractor support includes, but is not limited to:
o Routine system hardware and software problem isolation,
evaluation, and resolution;
o Advising the site manager and the DOPO of system
problem areas and .actions taken or recommended for
problem resolution;
o Technical and operational assistance in the implementa-
tion of major phases of new systems or substantial mod-
ifications to existing systems or services;
o Installation, relocation, and deinstallation of voice
and data telecommunications cabling (subject to local
restrictions imposed by unions, building owners, 68A,
municipal codes, etc...);
o Attachment, detachment, and exchange of voice and data
telecommunications cabling to workstations, servers and
other ZRM equipment;
o Installation, modification, in-house relocation, opera-
tion, and deinstallation of voice and data telecommuni-
cations hardware;
o Assuring thorough implementation of both physical and
data system security procedures;
o Providing EPA users with assistance (e.g., answering
questions and suggesting solutions) and training in the
areas of voice and data telecommunications purposes,
uses, capabilities and operating procedures;
o Developing and maintaining current documentation for
all systems standard operating procedures, operation,
and maintenance (Documentation updates shall be made
. whenever system modifications/enhancements/additions
are made);
o Providing on-site technical support of EPA's data com-
munications network, to include data switch, multi-
plexor, modems, and all interconnect lines;
o Developing and maintaining a telecommunications data-
base inventory to include hardware and software;
15
-------
o Developing and maintaining a database capahi
mapping design needs; and
o Sending and receiving data via telefax.
3.5 IAN Technical Support. An integral part of the agency
telecommunications effort, EPA continues to upgrade LANs open
at its Headquarters, Regional Offices, and Laboratory sites.
new LAN requirements are identified, EPA shall initiate deli
orders to meet these needs. The contractor shall provide techc
support services necessary for the design of LAN hardware
software configurations and presentation of functional capabili
requirements, implementation, operation, modification, and logi
cal support during the LAN life-cycle. The contract will no
utilized to acquire workstations or other LAN system compon
which may be available through EPA national contracts.
The LAN life-cycle consists of:
o Requirements analysis;
o Network design;
o Approval;
o Equipment ordering;
o Training;
o Installation;
o Acceptance;
o operation;
o Troubleshooting;
o Modification; and
o User support.
Contractor support shall include, but is not limited to:
o Routine system hardware and software problem isolatio
evaluation, and resolution;
o Installation, relocation, and deinstallation of L
cabling (subject to local restrictions imposed
ur .,ms, building owners, GSA, municipal codes, NDPD L
Operational Policies, etc...);
16
-------
Attachment/ detachment, or exchange of LAN cabling to.
workstations, servers and other IRM equipment;
Installation, modification, in-house relocation, oper-
ation, and deinstallation of LAN-related hardware;
Familiarizing EPA personnel with LAN purposes, uses,
capabilities and operating .procedures; providing user
assistance and training; identifying problems and
recommending solutions to those problems;
Developing and maintaining current documentation for
all LAN standard operating procedures, operation, and
maintenance. Updates to the documentation shall be
made whenever system modifications/enhancements/addi-
tions are made;
Assuring thorough implementation of both physical and
data system security procedures;
Assisting in hardware/software upgrades, including
requirements analysis and researching product availabi-
lity;
Providing on-site technical support of EPA's LANs.
This includes all related hardware, software, and the
interconnect cables;
Evaluating systems capabilities against user requests
for new requirements. Make recommendations for system
enhancements and procedural changes. Work with users
to define new requirements and perform initial system
design;
Developing and maintaining, a network database inventory
to include hardware and software;
Developing and maintaining a database capable of
mapping design needs;
Developing and maintaining a computerized system to
transfer. LAN topology through menu driven access
screens for EPA LAN users;
Aiding backup and recovery management for LAN-related
software and data;
Helping establish a LAN Administrator's group for
various EPA locations. Provide information to these
groups on particular LAN requirements;
17
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o Helping establish a LAN user group a&d LAN bulletin
board serving various EPA locations; and
o Development and presentation of user training for all
EPA LANs.
3.6 Microcomputer/Personal Computer (PC) Technical Support.
The Environmental Protection Agency (EPA) accumulates large amounts
of data at the local. municipality, state, and EPA Headquarters,
Regional Office, and Laboratory ..levels. This data is passed in
various formats (e.g., printed reports, computer magnetic tape,
computer floppy disk) to the EPA National Computer. Center (NCC)
located at Research Triangle Park in North Carolina, and/or the
appropriate Program Offices at EPA's Washington D.C. Headquarters,
and/or the Regional Offices, for storage, evaluation, manipulation
(e.g. sorting and consolidating data), and production of reports
required for proper management and monitoring of EPA environmental
programs. -
There is an increasing agency emphasis on program offices* use of
local microcomputers to process and manipulate data residing on
either NCC mainframe computers or on local office microcomputers/
Personal Computers (PC). The PC is a component of EPA's ZRM,
telecommunications, and LAN initiatives, and is able to provide a
cost and time-effective means for local data management which has
resulted in an uprc /ed overall EPA program response.
The contractor shall provide PC technical support services in the
areas of PC system hardware configuration and software design, in-
stallation, implementation, operation, modification, problem diag-
nosis and resolution, and related training.
Support includes, but is not limited to:
o Design of PC hardware configurations and associated
software application programs able to meet individual
Program Office delivery order requirements;
o coordinating with the DOPO all PC system hardware and
software repairs under the current depot maintenance
contract;
o Installation, operation, modification, in-house reloca-
tion, and deinstallation of PC system related hardware
(e.g., PCs, circuit boards, printers, modems, cables,
disk drives, and all associated multiplexing equipment)
and software application programming;
o Development and updating of PC software program
documentation;
18
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o Identification, diagnosis, and resolution of PC system
hardware and software problems; and
o Development and presentation of user training for all
EPA PCs, related software packages, and individual
Program Office applications.
3.7 Information center support. EPA, as a critical element of
an agencywide ZRN initiative, anticipates establishing Information
Centers at several remote sites listed in Section 3.9. EPA pro-
motes end-user computing at its Headquarters, Regional office, and
Laboratory sites through this Information Center concept.
The contractor shall provide end-user computer support to EPA staff
at selected Agency locations during scheduled Information Center
hours. Software support and instructions shall be given both in
formal classes and on a walk-in basis, and shall include basic
computer applications, spreadsheet, database, desktop publishing,
PC networking, graphics, wordprocessing and other technologies.
Information Center support shall include, but is not limited to:
o Operation of the Information Center Help Desk. This
includes answering and tracking all calls, questioning
callers to determine the area of expertise necessary to
respond to their problems, scheduling of appointments,
ensuring call follow-up, and maintaining a Help Desk
database;
o Organization and conducting agencywide training in
general use of PCs, electronic mail (E-Mail), major
application/spreadsheet software packages (e.g., Basic,
dBase Ill-f, LOTUS 1-2-3, FOCUS, and INFO); and other
selected software (e.g., WordPerfect, Crosstalk, Pree-
lance/Graphwriter, and Sidekick). Additionally, the
logistics associated with training are also the respon-
sibility of the Information Center support staff;
o Helping users develop their own applications using
commercially available software packages (e.g., dBase
III, Basic, INFO, FOCUS, and Lotus 1-2-3);
o Development and updating of training materials (e.g.,
hardware/software user guides, classroom texts, auto-
mated tutorials, and self-help instructional lessons);
o Assistance in the selection of appropriate hardware and
software before the initiation of a project (e.g.,
mainframe vs. PC, and FOCUS vs. dBase III) in response
to Agency and Program office IRM needs;
19
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Assistance with establishment, operation, and enhance-
ment of Agency LANs;
Development and maintenance of a PC database containing
course-related data (e.g., tha course name, location,
date, and student names and phone numbers) for all
Information Center training activities. The database
shall be maintained on a realtime basis and reports
shall be made available as requested by the EPA Project
Officer or his designee;
Consultation service for analysis of agency and Program
Office physical and electronic security requirements,
including determination of sensitivity of data, and
identification of alternative solutions to identified
deficiencies;
Assistance in identifying Agency and Program Office IRM
support requirements, and proposing automated alterna-
tives able to meet those requirements;
Development of selected PC-based software applications
in areas which could benefit several Agency organisa-
tions (e.g., budgetary and administrative tracking
systems);
Producing reports from procurement and inventory data-
bases as requested by the EPA project officer or his
authorized designee;
Providing technical assistance to end-users on the
transfer of files to and from PCs using Crosstalk or to
and from an MCC mainframe using PCs equipped with IBM
3270 protocol emulation boards;
Assisting end users seeking to install new equipment or
to move existing equipment;
Providing direction on performing system backups using
local tape backup units;
Providing troubleshooting assistance to help diagnose
software and hardware problems concerning the PC,
either solving the problem directly, or recommending a
service call be placed if there is a suspected hardware
malfunction beyond the capability of contractor staff;
Development and maintenance of an inventory of all
databases developed;
20
-------
o Maintenance of a PC-based procurement tracking database
containing all relevant procurement identification
numbers, dates, items descriptions, quantities, costs,
and delivery/receipt data. The contractor shall be
responsible for prompt.handling of receiving reports,
immediately identifying incomplete or unacceptable
deliveries to the EPA Project Officer or his authorized
designee. The contractor shall also ensure conversion
of information from the procurement database to the
inventory database is timely and complete; and
o Providing instruction to EPA personnel in IRM system
preventive maintenance procedures, including scheduling
of backups of hard disks, establishment of controls for
the use of high and low density floppy diskettes, the
periodic cleaning of equipment, . and monitoring to
ensure necessary procedures are regularly followed.
3.8 Applications/Systems Development Support. EPA does not
intend that this contract be the only support for its applica-
tions/systems development support requirements. EPA utilizes other
contracts as preferred sources for support of selective require-
ments and may expand their utilization in the future. The contrac-
tor shall design, develop and/or implement application systems
comprised of multiple software modules, or single purpose, stand-
alone software.
Services shall include, but not be limited to:
o Statistical Analysis. The contractor shall provide
technical services using mathematical, statistical and
ZRM-related skills to review requirements for data
reduction and analysis, to apply statistical methods
and standard software packages, and for development of
statistical and mathematical models and algorithms as
required by individual delivery orders.
o Requirements Analysis. The contractor shall review
management and functional requirements specified by EPA
and develop detailed technical requirements which lead
to system design and development.
o Systems Analysis. The contractor shall perform
detailed analysis of the user's information processing
requirements related organizational mission objectives
and functional activities. The contractor shall review
the use of existing systems, interview system users and
other designated personnel, review available documenta-
tion, develop data element requirements, and determine
if existing tools, data integration techniques, and
procedures may be used to meet user requirements. The
contractor shall review existing systems and hardware/
21
-------
software resources for efficiency of operation, cost
effectiveness, and ability to satisfy delivery orde:
requirements.
system Design. Using system analysis results, the
contractor shall complete the definition of functional
requirements and data specifications, identify required
system modules, and develop detailed design specifica-
tions. The design specifications shall definitize data
sources and format, systems module interfaces, data
flow through the system, information processing steps,
data generation, and output reporting.. The contractor
shall also specify the user system interface and shall
provide an overview of system operating procedures.
Design. The contractor shall refine design
specifications applicable to individual system modules
and include information related to hardware/software
physical characteristics, database and datafile struc-
tures, schema, record layouts, data linkages, data
integration techniques and data processing specifica-
tions.
Implementation, using program design specifications,
the contractor develops coded instructions using an
approved procedural or nonprocedural program language.
The contractor shall test individual modules, integrat-
ing all functional and general design specifications,
using suitable test data and formal test plans.
System Installation. The contractor shall perform all
steps necessary to load, test, and operate IRM system
and software modules for EPA approved computer systems.
Installation includes an installation plan, program
compilations, development and cataloging of job control
language procedures and load modules, initialization of
source data files, preparation of production runbooks
and development of diagnostic test procedures.
system Evaluation and Audit. The contractor shall
perform all steps necessary for complete evaluation and
audit of specified EPA IRM application systems. This
may include interviewing systems users; reviewing and
analyzing systems design documentation, user manuals,
program source code and system output reports to deter-
mine the degree to which a system performs the intended
functions; the efficiency and cost effectiveness of
system operation; and design quality and integrity.
Training. The contractor shall provide IRM system
users and other interested Program Office personnel
training in the use and operation of application
22
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systems, and shall provide technical and management
briefings on system functional capabilities and design
as required..
Documentation. The'contractor shall provide technical
writing and text editing necessary to provide an
accurate record and description of the system design
and its functional capabilities. This includes the
provision of instruction documents for operation and
use. Typical documents developed include the system
description; detailed program design specifications;
user manual; database dictionary; and a program main-
tenance manual.
Boftvare Quality Assurance. The contractor shall
provide a Software Quality Assurance (SQA) plan for use
in the development, validation/ and maintenance of
software products for EPA. The BQA plan shall encom-
pass all phases of the software development life-cycle
and shall include the EPA System Design and Development
Guidance Manual (OIRN 87-02) by reference.
23
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APPENDIX E
Appendix E contains the Labor Rate Schedule for CSC
employees, as taken from the original TOSS contract Statement of
Work.
TOSS User's Guide August, 1991 E-l
-------
Contract 68-WO-0043
Fixed Labor Rates
OPTION PERIOD ONE
Attachment B
*••• 1 of 30
eta
DUOLXmOV
IS"'
1.100
li
s
1
li
44J.J
-------
contract 68-WO-0043
Flxod labor R«tM
OPTION PERIOD ONE
AttachMnt B
2 of 30
Subcontractori
NKI/CRC SYSTEMS, ZNC.
CL1N DESCRIPTION
10020 PROGRAM MANAGER
10080 TECH PROJECT LEADER
10130 SR MICROCOMPUTER SPEC
10140 MICROCOMPUTER SPEC
10150 OA/WP SPEC
10160 SR SYS ANALYST
10170 SYS ANALYST
10190 SR PRGMR/ANALYST
10200 PRGMR/ANALYST
10220 PRGMR
10270 SR TECH WRITER
10280 TECH WRITER
10290 SR HP OPERATOR
10300 WP OPERATOR
10310 SR LAN SPEC
10320 LAN SPEC
10340 EQUIP INST i LOG SUP
10370 TELE SVC « EQUIP SPEC
TOTAL
—-ON-SITE—
BST FIXED
HOURS RATE
900
1,800
3,600
1,800
2,700
3,600
3,600
2,700
9,000
37.24
32.70
24.83
31.42
36.11
27.53
33.60
24.29
22.13
40.67
27.42
19.88
34.37
EST
HOURS
•SITE-
FIXED
RATE
1,800
1,800
1,800
2,520
1,260
1,800
2,520
2,520
1,890
3,200
900
1,800
900
900
630
1,890
1,260
61.24
42.81
37.57
26.54
96.10
ftl.50
31.6.'
38. C
27.9k
25.44
34.01
28.54
22.54
18.50
46.75
31.51
22.86
36,100
29.390
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Contract 68-WO-0043
Subcontractor!
ATLZS FEDERAL SERVICES,
Fixed Labo^Ratai
OPTION PERIOD ONE
INC
Attachment B
Pag* 3 of 30
CLIN DESCRIPTION
—ON-SITE—-
EST FIXED
HOURS RATE
OFF-SITE—
EST FIXED
HOURS RATE
10020 ASST PROGRAM MANAGER
10130 SR MICROCOMPUTER SPEC
10160 SR SYS ANALYST
10170 SYS ANALYST
10190 SR PRGMR/ANALYST
10200 PRGMR/ANALYST
10220 PRGMR
10270 SR TECH WRITER
10280 TECH WRITER
10290 SR WP OPERATOR
10300 WP OPERATOR
10440 SR DATA CONTROL CLERK
10450 DATA CONTROL CLERK
10550 TECH INFO SPEC
10560 DOCUMENT ABSTRACTOR
10570 DOCUMENT INDEXER
10580 LEAD INFO PROC SPEC
10610 MICROFILM EQUIP OPERATOR
10620 MICROFILM SPEC
10630 DOCUMENT CONTROL CLERK
1,800
1,800
3,600
4,500
1,800
900
5,400
900
1,800
900
900
18,000
11,700
400
1,400
1,800
2,700
BOO
450
14,400
69.54
49.78
49.78
40.24
36.57
30.23
2-7.48
• 6.57
90.23
25.97
22.68
24.71
22.68
27.48
27.47
24.99
20.64
16.16
18.50
16.16
TOTAL
75,950
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Contract 68-WO-0043
Fixad Labor Ratas
OPTION PERIOD ONE
Attachaant B
Paga 4 of 30
Subcontractors
AUTOMATED SCIENCES GROUP, INC
CLIN DESCRIPTION
10020 ASST PROGRAM MANAGER
10130 SR MICROCOMPUTER SPEC
10150 OA/WP SPEC
10160 SR SYS ANALYST
10220 PRGMR
10290 SR WP OPERATOR
10300 WP OPERATOR
10310 SR ;AN SPEC
10320 LAN SPEC
10440 SR DATA CONTROL CLERK
10450 DATA CONTROL CLERK
10560 DOCUMENT ABSTRACTOR
10570 DOCUMENT INDEXER
10610 MICROFILM EQUIP OPERATOR
10620 MICROFILM SPEC
TOTAL
—-ON-SITE---
ZST FIXED
HOURS RATE
—-OFF-SITE—
EST FIXED
HOURS RATE
1,800
1,800
400
2,700
1,800
900
900
450
900
18,000
6,300
1,400
3,600
1,500
450
51.93
37.35
33.96
41.54
26.36
4)0.20
17.37
37.35
30.lt
23.37
17.37
23.37
23.37
17.37
17.37
42,900
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Contract 68-WO-0043
Fix«d
OPTION PERIOD ONE
Attachment B
P*g« 5 of 30
Subcontractor!
META, INCORPORATED
CLIN DESCRIPTION
10020 ASST PROGRAM MANAGER
10130 SR MICROCOMPUTER SPEC
10140 MICROCOMPUTER SPEC
10160 SR SYS ANALYST
10170 SYS ANALYST
10200 PRGMR/ANALYST
10220 PRGMR
10290 SR HP OPERATOR
10300 HP OPERATOR
—ON-SITE—
EST FIXED
HOURS RATE
-—OFF-SITE—
EST FIXED
HOURS RATE
900
3,600
2,700
4,500
7,200
3,600
1,§00
450
450
71.16
45.06
35.56
54.60
47.43
43.87
33.20
17.29
22.23
TOTAL
25,200
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Contract 68-WO-00;3
OPTION PERIOD ONE
P*g« 6 of 30
EDVAftfi V. BIAD. COISULTABT
......
CLZN DESCUPTZOR
ioiio" SI'STS'AMALTST
KTDU
•OOIS IATI
ESTIMATED FIXED
.10D1S IATE
1.200 $43.37
Tioo"
-------
Contract 63-WO-00-13
P»g« 7 of 30
OPTION. PERIOD TOO
COMPUTER sczncis CORPORATION
CLZN
DESCRIPTION
ON-SITE
"SSSF*
10010
10020
10030
: 0040
0030
0060
: 0070
0080
10090
10100
10:
103.
103J
ios:
10340
10330
103«0
PROGRAM MANAGER
ASST PROGRAM MANAGER
~ SURANCE COORD
F
S
s
TEC
SR
NCI
MCI
MGl
DBXS S
. LOJ1
)BMS S
EC
CT LEADEI
'EC
ICOMPUTER SPEC
ICOKPUTEH SPEC
SR MICROCOMPUTER SPEC
MICROCOMPUTER SPEC
0 S
STS ANALYST
DATA ANALYST
7YST
TECH
CURZTT
ROGRAPH
RGMR
PRGMR
IRM SECURITY SPEC
SR MICROGRAPH SPEC
MICROGRAPH SPEC
SR TECH WRITER
TECH WRITER
" WP OPERATOR
OPERATOR
R LAN SPEC
f tiSi im *
ijj .
^COMM ...
LEPHONE I
ERATIONS
COMWTIi, OPgATOi,
MyPTER OPERATOR _
JR COMPOTE!
DAT4
_|UP TEC!
tree
l.flO
I
1.A7I.IOO
S14.4M
-------
Contract 68-WO-0043
Fixad Labor Rataa
OPTION PERIOD TWO
Subcontractor!
NMI/CRC SYSTEMS,
INC.
Attachnent B
Paga 8 of 30
CLZN DESCRIPTION
10020 PROGRAM MANAGER
10080 TECH PROJECT LEADER
10130 SR MICROCOMPUTER SPEC
10140 MICROCOMPUTER SPEC
10150 OA/WP SPEC
10160 SR SYS ANALYST
10170 SYS ANALYST
10190 SR PRGMR/ANALYST
10200 PRGMR/ANALYST
10220 PRGMR
10270 SR TECH WRITER
10280 TECH WRITER
10290 SR WP OPERATOR
10300 WP OPERATOR
10310 SR LAN SPEC
10320 LAN SPEC
10340 EQUIP INST ft LOG SUP
10370 TELE SVC ft EQUIP SPEC
TOTAL
---ON-SITE—-
EST FIXED
HOURS RATE
990
1,980
3,960
1,980
2,970
3,960
3,960
2,970
9,900
990
2,970
1,980
1,100
38.75
34.01
25.82
32.66
37.55
28.63
34.94
25.27
23.01
42.29
28.50
20.69
35.75
—-OFF-SITE—
EST FIXED
HOURS RATE
1,800
1,980
1,980
2,772
1,386
1,980
2,772
2,772
2,079
3,520
990
1,980
990
990
693
2,079
1,386
63.69
44.54
39.09
29.69
37.55
43.1
32.90
40.18
29.03
26.46
35.36
29.69
23.43
19.25
48.61
32.75
23.77
39,710
32,149
-------
Contract 68-WO-0043
Subcontractori
ATLIS FEDERAL SERVICES,
Fixad Labor Ratt*
OPTION PERIOD TWO
INC
Attachment B
Pag« 9 of 30
CLZN DESCRIPTION
10020 ASST PROGRAM MANAGER
10130 SR MICROCOMPUTER SPEC
10160 SR SYS ANALYST
10170 SYS ANALYST
10190 SR PRGMR/ANALYST
10200 PRGMR/ANALYST
10220 PRGMR
10270 SR TECH WRITER
10280 TECH WRITER
10290 SR WP OPERATOR
10300 WP OPERATOR
10440 SR DATA CONTROL CLERK
10450 DATA CONTROL CLERK
10550 TECH INFO SPEC
10560 DOCUMENT ABSTRACTOR
10570 DOCUMENT INDEXZR
10580 LEAD INFO PROC SPEC
10610 MICROFILM EQUIP OPERATOR
10620 MICROFILM SPEC
10630 DOCUMENT CONTROL CLERK
—ON-SITE-—
EST FIXED
HOURS RATE
—-OFF-SITE—
EST FIXED
HOURS RATE
1,800
1,980
3,960
4,950
1,980
990
5,940
990
1,980
990
990
19,800
12,870
440
1,540
1,980
2,970
880
495
15,840
72.34
51.78
51.78
41.84
£8.02
91.44
28. 58
38.02
31.44
27.02
23.59
25.72
23.59
28.58
28.56
25.98
21.46
16.81
19.25
16.81
TOTAL
83,365
-------
Contract 68-WO-0043
Fixed Labor natas
OPTION PERIOD TWO
Attachment B
Pag* 10 off 30
•ubooatractors
AUTOMATED SCIENCES GROUP, INC
CLIN DESCRIPTION
10020 ASST PROGRAM MANAGER
10130 SR MICROCOMPUTER SPEC
10150 OA/WP SPEC
10160 SR SYS ANALYST
10220 PRGMR
10290 SR HP OPERATOR
10300 WP OPERATOR
10310 SR LAN SPEC
10320 LAN SPEC
10440 SR DATA CONTROL CLERK
10450 DATA CONTROL CLERK
10560 DOCUMENT ABSTRACTOR
10570 DOCUMENT INDEXER
10610 MICROFILM EQUIP OPERATOR
10620 MICROFILM SPEC
—-ON-SITE
EST FIXBD
HOURS RATE
—OFF-SITE—
EST FIXED
HOURS RATE
1,800
1,980
440
2,970
1,980
990
990
495
990
19,800
6,930
1,540
3,960
1,650
495
53.74
38.67
35.14
43.00
27.30
20.90
17.97
38.6"
31.1
24.1*
17.97
24.19
24.19
17.97
17.97
TOTAL
47,010
-------
Contract 68-WO-0043
Fixed Labor Rat««
OPTION PERIOD TWO
Attachaent B
Page 11 of 30
•ubcontraotors
META, INCORPORATED
CLIN DESCRIPTION
10020 ASST PROGRAM MANAGER
10130 SR MICROCOMPUTER SPEC
10140 MICROCOMPUTER SPEC
10160 SR SYS ANALYST
10170 SYS ANALYST
10200 PRCMR/ANALYST
10220 PRCMR
10290 SR WP OPERATOR
10300 WP OPERATOR
—ON-SITE
EST FIXED
HOURS RATE
OFF-SITE--
EST FIXED
HOURS RATE
900
3,960
2,970
4,950
7,920
3,960
1,980
495
495
74.72
47.30
37.33
57.33
49.79
46.07
34.84
28.63
23.34
TOTAL
27,630
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Crr.trac- 63-W3-0043
OPTION PERIOD TWO
P*|« 12 ef 30
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