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This training aims to familiarize FEDSIM TOS users with the new and updated functionality released on July 12, 2013. It includes changes to acquisition types and TOS period of performance.
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NBA Release 12.8.0 Training • TOS POP Changes • Updated Acquisition Types • NBA IDV Management July 23, 2013
Training Purpose • The purpose of this training is to expose FEDSIM TOS users to the new/updated functionality released on July 12, 2013. • These include: • New/Updated Acquisition Types • Changes to TOS Period of Performance • NBA Indefinite Delivery Vehicles IDVs (or contracts) • Initiating Procurements against NBA IDVs
New/Updated Acquisition Types • The list of available acquisition types in TOS has remained unchanged since last updated to include the Alliant GWACs. • In many cases, the available acquisition types have not kept pace with the number and types of acquisitions that FEDSIM wanted to award. • This release represents an overhaul to the Acquisition Type pick list selections available for the PM when initiating a new procurement request.
New/Updated Acquisition Types • This portion of the training not intended to provide a description of each acquisition type nor guidance on when one should be selected over another. • FEDSIM PMs should consult with their team during the acquisition planning process to determine the appropriate acquisition type to select when initiating a new procurement request.
New Funding Thresholds • This release also brings current the following funding thresholds. • TOS will perform validations to enforce them at PM Working.
Relating Old Acquisition Types to New • Following are a few examples of how old acquisition types relate to new types.
Relating Old Acquisition Types to New • Following are a few examples of how old acquisition types relate to new types.
Important Distinction • Later in this training we will be discussing • Initiating and Awarding IDVs (Contracts) in TOS, and • Initiating and Awarding Task Orders/Calls Against these IDVs. • It’s critical that the PM know whether they are starting a procurement that will be referencing an contract that was awarded outside of TOS (JEIDO IDIQ) or one awarded in TOS (CMaaS BPA).
Important Distinction • When initiating a procurement referencing an IDV external to TOS. • When initiating a procurement referencing an IDV awarded in TOS. Button to Press
Awarded Orders with Retired Acquisition Types • Orders awarded prior to July 12, 3013 referencing retired acquisition types will retain those types on all modifications for the life of the order.
In-Process Order Requests with Retired Acquisition Types • If an ORIGINAL order request was initiated prior to July 12, 2013, it will retain the old acquisition type through award and all subsequent mods for the life of the order unless…… • Someone (PM, PR, GM, CS, CO) presses the Change Contracting Information Button on the Contract Office Document and selects a new acquisition type.
In-Process Order Requests with Retired Acquisition Types • As of 7/12/13, TOS can only display the new acquisition types. • If selected, this in-process order MUST adopt the new type and all associated rules.
Period of Performance in TOS • Since the inception of TOS, period of performance has been expressed through the use of discrete start and end dates. PMs would enter estimated dates/days at PM Working
Period of Performance in TOS Contracting would review and adjust to the actual POP that would be presented on the awarded order.
Previous POP Changes • Many years ago, TOS was changed to only allow Contracting personnel to change period of performance on modifications. • This was done to ensure that the POP on an awarded order was only changed when Contracting determined it appropriate to make the change.
POP Concerns • Throughout the years, and when a task order contained multiple option periods, there existed some inconsistencies in how the actual period of performance was expressed. • Some orders expressed the POP as the starting and ending dates for the exercised base/option period. • Other orders contained POP dates with the start date as the From date on the base period and the To date as the last date in the option period table (regardless of whether the option was exercised).
Why Have We Changed? • Beginning in November 2012, GSA began expressing the need to exert tighter control over the performance dates captured by TOS with an overarching goal of normalizing the concept of POP dates across the AASBS (TOS and ITSS). • On July 12, 2013, the method for expressing period of performance in TOS changed.
POP Responsibilities • With this release, all PM editing capabilities on the Dates document have been removed. • The responsibility for period of performance now falls exclusively to Contracting personnel for both original order requests and modifications. • Period of performance will now be expressed by the dates contracting personnel enter into the Options Period Table.
Dates Document at CS Working • When the order request package arrives at CS Working, the CS must indicate whether the procurement contains option periods. • Answering this question Yes, opens a single row options period table allowing Contracting to construct a table for the base period and all options.
Dates Document at CS Working • Users will now notice that the row contains an additional column called Active?
Dates Document at CS Working • The position of this Active marker will determine the current period of performance. The POP for this example is: Start = 07/05/2013 End = 07/09/2013
POP Explanation • Directly below the options table, TOS presents the following POP explanation: The FROM date contained in the table’s first row will establish either the Task Order Period of Performance Start Date or the IDV Begin Date. The TO date contained in the ACTIVE row will establish the Task order Period of Performance End Date or the IDV Last Date to Order.
Exercising an Option Extends the POP • If an order has option periods and a modification is initiated, the CS is required to indicate whether the purpose of a modification is to exercise an option period. • If the CS answers this question Yes, TOS will move the active marker to the next row.
Exercising an Option Extends the POP • The Active marker moved from Row 1 to Row 2. The POP for this example is: Start = 07/05/2013 End = 07/08/2014
Whoops Button • If the CS inadvertently answered Yes to exercise the option and extended the POP, just change the answer to NO and the Active marker will return to the previous row and the POP will remain unchanged.
Orders with No Options • For orders that do not have option periods, TOS will present a single-row option table to contracting. • The From and To dates entered into this single row represent the order’s POP for the life of the order.
Changing the POP on Orders with No Options • Both the FROM and TO dates in the table are editable on modifications allowing the CS to change (extend) the POP.
First, what is an IDV? • According to FAR 4.601 Definitions: “Indefinite delivery vehicle (IDV)” means an indefinite delivery contract or agreement that has one or more of the following clauses: (1) 52.216-18, Ordering. (2) 52.216-19, Order Limitations. (3) 52.216-20, Definite Quantity. (4) 52.216-21, Requirements. (5) 52.216-22, Indefinite Quantity. (6) Any other clause allowing ordering.
What is an IDV? • According to FAR 4.606 Reporting Data Indefinite delivery vehicle (identified as an “IDV” in FPDS). Examples of IDVs include the following: (A) Task and Delivery Order Contracts (see Subpart 16.5), including— (1) Government-wide acquisition contracts. (2) Multi-agency contracts. (B) GSA Federal supply schedules. (C) Blanket Purchase Agreements (see 13.303). (D) Basic Ordering Agreements (see 16.703). (E) Any other agreement or contract against which individual orders or purchases may be placed.
Overview • Historically, TOS was designed to allow FEDSIM to award a wide variety of task, purchase, delivery/task orders and BPA calls. • In the past if FEDSIM Acquisition wanted to award an IDV or contract, such as a BPA, it had to be done outside of the system followed by BPA call within the system. • Additionally, to support these types of procurements, FEDSIM Acquisition had to ask the BPA awardee to add the BPA to their contract profile before they could award the BPA call. In essence you had to tip your hand about the award before it was made.
Overview • On July 12, 2013 TechFlow deployed an enhancement to TOS allowing the organization to begin initiating and awarding Indefinite Delivery Vehicles (IDVs) or contracts. • Additionally, functionality is being provided to initiate and award procurement requests against these IDVs. • The design approach for IDVs was to leverage, to the maximum extent practical, current TOS form and workflow functionality. You should find that awarding an IDV is virtually identical to how TOS has always functioned.
New IDV Request • Click on the New IDV Request button to initiate an IDV. Create a new “regular” TOS Order Request Create a new IDV
Types of Supported IDVs • Blanket Purchase Agreement Under a Schedule Contract. • Basic Agreement • Basic Ordering Agreement • Blanket Purchase Agreement Using Simplified Acquisition Methods • Indefinite Delivery / Requirements Contract • Indefinite Delivery / Definite Quantity
Non-Supported IDV • At the moment, TOS will not support initiating and awarding Indefinite Delivery / Indefinite Quantity (IDIQ) IDVs. • FEDSIM Acquisition requested that this type of IDV be deferred until awards can be done on a SF26. • The functionality is built, but is currently inactive until the ASSIST Central Award Service extends SF26 form functionality to TOS. (Anticipated FY14 Q1)
Boundaries and Limitations • An IDV may have one or more awardees. • TOS supports creating IDVs for the individual awardees. • TOS supports creating task orders against these IDVs.
Boundaries and Limitations Acquisition Planning and Solicitation BPA Solicitation determines multiple awardees. I want to do an BPA TOS Supports Creating These IDVs Holder 1 Holder 2 Holder 3 Holder 4 Holder 5 Call #1 Call #3 Call #2 Call #4 Call #5 TOS Supports Creating Calls
Initiating an IDV PM Responsibilities
Select Contracting Office Information for IDV • The IDV is presented as an Acquisition Type on Select Contracting Office Information for IDV pop up. • Select information as appropriate and press Create Package.
Select Contracting Office Information for IDV • TOS will allow an obligation at the IDV level for the Indefinite Delivery IDVs only. Acquisitions such as a Blanket Purchase Agreement under a Schedule Contract do not.
Order Request Basics • The PM will be required to assign a Request Number • TOS will generate a PIID based on the type of IDV selected.
Contracting Office Document • PMs have the ability to change the acquisition type, but they can only change the selected IDV to another type of IDV. • PMs cannot change an IDV to a ‘regular’ task order (e.g., GSA Schedule). • If this is desired, the IDV must be cancelled and new procurement request initiated.
