Unit 9 “Modifying the Task Order”

Unit 9“Modifying the Task Order” NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Roles & Responsibilities • Request a Modification to the Task Order . . . . . . . . . TOM • Prepare the Modification to the Task Order . . . . . . . . . CO • Issue the Modification . . . . . . . . . . . . . . . . . . . . . . . . . . CO • QA / QC the Modification . . . . . . . . . . . . . . . . . . . . . . TOM NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Reasons to Modify a Task Order (1) • Incremental Funding – The existing LOE in the Task Order has not been fully funded and the Task Order Manager wishes to add additional funds to enable the work to continue. • Change the TOM – The existing Task Order Manager wishes to nominate a colleague as a replacement TOM. • Add an Alternate TOM – The existing Task Order Manager wishes to nominate a colleague who will take on the responsibility of managing the Task Order in the TOM’s absence. • Revise the Requirement – The Task Order Manager wishes to alter the Statement of Work in a way that is not expected to increase the Contractor’s costs or to increase the LOE in the Task Order. • More reasons next page… Here are frequent reasons why TOM’s need to modify an existing Task Order: NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Reasons to Modify a Task Order (2) • Expand the Requirement – The Task Order Manager wishes to alter the Statement of Work in a way that will increase the LOE and probably increase the Contractor’s cost. • Change the Period of Performance* – The Task Order Manager wishes to extend the time period in which the Contractor will be allowed to complete the items of work. The Tasks in the Statement of Work will not change, just the time period that will be allowed for the contractor to complete the work. • No Cost Extension* – Another term used to describe a modification which will change the period of performance. However, No Cost Extensions are typically requested rather late in the period of performance after the TOM has reviewed draft deliverables and has the flexibility to allow extra time for the contractor to accomplish the items of work. A modification to Change the Period of Performance (see previous bullet) would be proposed somewhat earlier in the duration of the Task Order once the TOM realizes that the on-going project might benefit from an extension of time. * See Unit 4 regarding types of Task Orders NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order In all cases: • When the Task Order Manager wants to modify a Task Order, the TOM should send an email to the Contracting Officer and to the Project Officer. The email should contain the following information: • The Contract number and Task Order number. • The kind of modification that is being requested. • The reasons for the request for the modification. Request a Modification to the Task Order (1) NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Here is an example: • Contract # and Task Order # • The kind of modification being requested • The reasons for the request for the modification NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Once the TOM’s e-mail request has been received… • The CO will respond. The following slides describe different scenarios depending upon the type of modification that is being requested. • The PO will add the modification request to the tracking spreadsheet (MOTS) and ensure the Task Order Manager receives periodic updates via email. • As long as the item is carried on the MOTS, the Task Order Manager’s request is in the queue. Items are removed from MOTS as the modifications are issued. Prepare the Modification to the Task Order (1) NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order • Modification requests are generally handled “at the head of the line,” since many of the requests are important to the continued operation of active task orders. • Thus, the MOD requests are frequently processed ahead of new Task Order packages. Prepare the Modification to the Task Order (2) NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (3) • For modification requests to provide incremental funding: • The TOM will arrange with the CO to fax a copy of the Procurement Request (PR) to CPOD. • The TOM should NOT fax the PR to CPOD until the CO is ready to receive the PR. • The PR should contain the Contract and Task Order Number. • After faxing the PR, the TOM should come to closure with the CO that the fax has been received satisfactorily and no further information is required. • The CO will issue a MOD and send the TOM a copy. • It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (4) For modification Requests to change the TOM : • The TOM will arrange with the CO to fax to CPOD the COR Certification of the “TOM Nominee.” • The COR Certification of the “TOM Nominee”should NOT be faxed to CPOD until the CO is ready to receive the document. • After faxing the COR Certification, the TOM should come to closure with the CO that the fax has been received satisfactorily and no further information is required. • The CO will issue a MOD and send the TOM a copy. It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. Remember: • Nominees must have current valid certification as COR’s in order to be Task Order Managers. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (5) For modification requests to appoint an Alternate TOM: • The TOM will arrange with the CO to fax to CPOD the COR Certification of the “TOM Nominee.” • The COR Certification of the “TOM Nominee”should NOT be faxed to CPOD / Cincinnati until the CO is ready to receive the document. • After faxing the COR Certification, the TOM should come to closure with the CO that the fax has been received satisfactorily and no further information is required. • The CO will issue a MOD and send the TOM a copy. It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. Remember: • Nominees must have current valid certification as COR’s in order to be TOMs. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (6) For modification requests to revise the requirement: • The TOM will send via email to the CO & PO a request for a MOD, and include a new SOW or other written explanation of how the existing requirement is to be revised and an IGCE. • Keep in mind that SOWs consist of a series of tasks, so the written request should be itemized according to changes in each of the existing tasks that are being requested. • Also remember that revisions to existing Task Order SOW’s potentially cost money as they prolong the contractor’s efforts. • The CO will forward the request to revise the requirement to the contractor for concurrence. • If the contractor concurs, the CO will issue a MOD and send the TOM a copy. It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (7) For modification requests to expand the requirement: • The TOM will send via email to the CO & PO a request for a MOD, and include a supplement to the existing SOW and an IGCE for new work that is requested. • Keep in mind that SOWs consist of a series of tasks, so the written request should be itemized according to changes in each of the existing tasks that are being requested. • The CO will forward the request to expand the requirement to the contractor for acceptance and request the contractor to prepare an estimate of the anticipated costs. • The CO will forward the contractor’s cost estimate to the TOM for review and acceptance. • Once closure is reached between the CO, the TOM, and the contractor, then the CO will request incremental funding from the TOM. • Once the TOM provides funding, then the CO will issue a MOD and send the TOM a copy. It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (8) • The TOM will send via email to the CO & PO a request for a MOD, and include the new period of performance that is requested. • Keep in mind extensions potentially can cost money as they prolong the contractor’s efforts. Thus, a Contractor may not honor a request to change the period of performance simply as a No-Cost Extension. • The CO will forward the request to change the period of performance to the contractor for concurrence. • If the contractor concurs then the CO will issue a MOD and send the TOM a copy. It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. For modification requests to change the period of performance: NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order Prepare the Modification to the Task Order (9) Modification Requests for a No-Cost Extension: • The TOM sends via email to the CO & PO a request for a MOD, and includes the reasons why a No-Cost Extension is necessary. • If the CO concurs, then the CO will issue a MOD and send the TOM a copy. • It is the TOM’s responsibility to check the MOD to ensure the MOD reflects the TOM’s initial request. Remember: • Requests for a No-Cost Extension are not an “entitlement.” The CO has the discretion to NOT concur with the TOM’s request. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order • Prepare and sign a formal modification. • Transmit an electronic copy of the formal modification to the Vendor and to the Task Order Manager. Issue the Modification When the modification is ready to be issued, the CO will: NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Here is a copy of the email sent by the CO to transmit a modification to the Task Order. Note the following: • The contract number • The Task Order Number • The Purpose of the Modification NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order QA/QC the Modification • Upon receiving the email containing the CO’s Task Order Modification, it is important that the Task Order Manager open the electronic file and review the following: • Task Order Number. • CO has signed and dated the modification. • Details of the modification are as per the initial request. • The Task Order Manager will then save the electronic copy (or hard copy) for the TOM’s File-of-Record. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order FAQs Q. How can I get someone to give me a status on my request for a modification? A. A Task Order Manager can contact the Project Officer at any time and request a copy of the modification tracking spreadsheet (MOTS). Considerable effort is made to ensure MOTS is updated every 2-3 business days, and modifications are removed from MOTS once they are formally awarded. Since the Contracts were awarded in September 2002, there has been, on average, a Task Order or Modification issued by the Contracting Officer every 1.7 business days. Every effort is made to issue Modifications on a timely basis, but it is not possible to project on any given day the precise schedule for issuance of future modifications. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order FAQ’s Q: As a Task Order Manager, I would like to provide incremental funding to my Task Order. I have obtained a Procurement Request (PR). Since my funding is now connected to a DCN number, why isn’t there incremental funding in the Task Order? A: The Contracting Officer must issue a formal modification to the existing Task Order. To do this the Contracting Officer must receive a complete copy of the PR, from the Task Order Manager, including the REQL screen. Contractors work at their own risk if they incur costs above the level of funding that has been placed in the Task Order by the Contracting Officer. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 – Modifying the Task Order FAQ’s If you have a question about the information in this unit please click here to send an email to the Project Officer. Zabawa.Christopher@epamail.epa.gov NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 9

Unit 9 “Modifying the Task Order”