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mPhilly127

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About mPhilly127

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  1. Thanks, Todd. This acquisition will be well below SAT, and well below $25K for that matter, so I won't have to synopsis. That's also good because I would like to solicit only contractors local to that area so that mobilization is more feasible when they are given notice, not to mention, prices would likely be lower with local firms anyhow. Good point on having the successful offeror sign the PO. I've been a bit pidgeon-holed in recent years as far as contracting goes; I administer services contracts and only perform procurements maybe once or twice a year, and they're multi-million dollar ones, so the process is far more complex than a buy of this nature, but I'm still rusty with SAP. From what I read at FAR 13.106, CO's are given a broad authority in source selections under FAR Part 13... I was thinking utilizing a LPTA would be the quickest/easiest way to go about it. I would also include something requiring the offeror to submit at least 3 projects of similar magnitude as references. Do you think there's a better approach?
  2. Hello fellow 1102'ers, I just wanted to reach out to everyone and see if I can get some ideas... I have to be somewhat vague about this procurement due to its nature (not classified), but I'll be as specific as I can be. I have a customer in the field who is a building manager... one of the tenant agencies requires temporary security bollards around the building (crowd control barriers, rented). The issue is that we don't know exactly when they will need them, and the requiring agency can't divulge it at this time due to the unique nature of their work... the need for these barriers revolves around a pending case that's been in the national news. When they are ready to make an announcement about the case, they want these barriers in place about 24-48 hrs ahead of time. As I was saying, we aren't sure when the need will be, but we will supposedly have 10 days notice from the customer agency ahead of when the barriers are needed. Given the gov't estimate, I can utilize simplified acquisition methods, so I'm going to do that and solicit a minimum of 3 firms local to the area where the bollards are needed. I've identified seven possible sources as of now, but only one is registered within sam.gov, so I will need to ensure that all of the contractors solicited understand that they need to be registered by a certain date or time in order to be eligible for award. Also, I plan to utilize LPTA source selection for efficiency's sake. The main thing I'm wrestling with is how to approach the unknown timeframe within the solicitation and contract. We can likely include verbiage that we will give the contractor a few days notice when the bollards are needed, but beyond that, I can't even narrow it down to a small timeframe (weeks or months). My best guess is that it will happen in the next 3 months, but that's a total guess. Any ideas or other suggestions out there?
  3. Thanks for your reply... no proposal is necessary, as all labor rates and materials costs are negotiated prior to award of the BPA, and the scope of basic services is clearly defined up-front. Additional services are necessary from time-to-time (for services such as boiler repair, window washing, etc.), and when that occurs, individual calls are issued for specific tasks. It's pretty much assumed by both parties that the call orders for basic, routine o&m services will be issued annually.
  4. Good morning all, This is my second go-around typing this post, as my first attempt was somehow completely deleted just before I had a chance to post? ugh! So, take 2? I?m administering a BPA for operations & maintenance (o&m) services for facilities in my agency?s (not DOD) region; I inherited the BPA earlier this year. It was awarded as a 10-year BPA, and doesn?t include options (BPA expires in 2020). Typically BPAs/contracts don?t exceed 5 years; however, in the past, my agency allowed for BPAs to extend for 10, even 15 years. I?m going to explain my little hang-up, and hopefully a few of you good folks will weigh-in. On an annual basis, we issue 1-year call orders for basic o&m services for the facilities. The previous CO treated the process much alike exercising an option of an IDIQ contract; he issued a 60-day preliminary notice of intent to exercise the option, and cited FAR 52.217-9, Option to Extend the term of the Contract, which is included in Section I of the BPA. It?s coming time for me to begin the process of issuing next year?s call, but I?m not too crazy about sending a 60-day letter of intent to the contractor because, (a.) this isn?t a contract, it?s a BPA, and (2) this was awarded as a 10-year BPA, not 1-year w/ 9 1-year option periods, so there really isn't an option to exercise. If we wanted to cancel the BPA, we simply could elect to not issue an annual call. I?m likely going to follow a similar procedure as the previous CO, for the sake of consistency, but I was hoping I could gain a little knowledge from you folks as to some other methods of handling similar scenarios in the future. It is necessary to provide the contractor with some kind of advanced notice that the Government does intend to issue an annual call order for basic services. After all, they have plenty of employees on their payroll whose employment depends upon issuance of that annual call; so it?s only fair/practical to give them a heads-up, and not leave them hanging and wondering if it will be issued. I just don?t believe this BPA, or other similar ones I have, should be treated like an IDIQ contract with exercising options. Is there a clause out there that anyone?s aware of that is similar to FAR 52.217-9, but specific to call orders? I?m just not very comfortable citing that clause in an instance like this. I think the previous CO may have grown too accustomed to administering IDIQ contracts, and just administered BPAs in the same manner. Again, I?d sure appreciate any insight the members of this forum can provide, thanks!
  5. Good afternoon all, I've had a username for quite a while it appears, however, I don't believe I've posted here. I'm a somewhat regular visitor to these forums, and find the input/opinions from other users helpful. I have a question I would like some members to weigh in on. It pertains to fixed-price building services contracts (recurring services for O&M and/or Custodial). They are all performance-based, and include criteria for taking deductions. The issue at hand in my organization is whether a contract modification should also be completed with each deduction. For example, we have vacant space deductions taken (short-term reductions), which is obviously not the cause of the contractor. They are usually caused by someone moving offices, or vacating any other space, where the Government will no longer require services for that space in the short-term. Also, we have contractor-caused deductions for contractor-caused performance deficiencies. We have Contracting Officer's Representatives out in the field who serve as our eyes and ears, and, on a monthly-basis, will inform the COs of deductions taken for a given month. We're having a debate in my organization as to whether we should, upon notification of the deduction, initiate a modification to deduct the money each month, or keep a payment log that includes a record of deductions taken during a given period of performance, and then, upon the end of that period, process one modification that encompasses the entire performance period's deductions. This consolidated modification could be completed either on an annual basis, when exercising an option, or even at the end of a 5 year contract. The main debate is whether to complete a modification monthly and/or for each deduction taken vs. whether to allow the deductions to accumulate over a performance period (either an option/follow-period, or even at the end of the fourth option year). One consideration is the administrative cost to process a modification. Obviously, it would be ridiculous to do a modification for $18. We're curious as to the cost of the average modification of this type (considering the time it would take to do the paperwork). Some of us (including me) believe that if payment logs are maintained during contract administration, including deductions within the logs, that it would be simple to do a modification at the end of each period (either every year, or at the very end of the contract). If we've over-looked any other factors that you deem important, or if any fellow COs have other ideas, I'd be very appreciative of anyone's insight.
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