1. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 Unit 5 “Task Order Manager’s Role in an Active Solicitation”

2. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 2 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” Receive questions from the Contractors during an Active Solicitation........................ CO Pass along to the CO any questions from the Contractors during an Active Solicitation without answering them......................... TOM Provide responses to questions from Contractors during an Active Solicitation.............. CO Roles & Responsibilities

3. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 3 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” As explained in Unit 4, a complete Task Order package is sent by the Contracting Officer to each of the four vendors participating in the NWPP Multiple-Award Contract. An example of an email from the CO which announces a Solicitation is found on the following slide.

4. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 4 Tracy Waters/CI/USEPA/US Tracking Number Type of Task Order SOW TEC Factors Surveillance Plan Closing Date for Bids The CO’s email will include the following elements:

5. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 5 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” When a Task Order is placed out for bids - generally for a period of 10 business days - the Task Order Manager is responsible for observing certain Protocols during this Period of Active Solicitation. Protocols (1)

6. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 6 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” There are important Protocols to be followed when receiving questions from the Contractors during an Active Solicitation. The Task Order Manager’s role is to assist the Contracting Officer in preparing responses to the questions received from the Contractors during the Active Solicitation. The Task Order Manager’s role is NOT to discuss or answer any questions received from the Contractors during the Active Solicitation, or to provide any information to any of the Contractors regarding any questions that may be received during an Active Solicitation. Protocols (2)

7. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 7 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” Any questions received by the TOM from Contractors should be directed to the Contracting Officer. The Contractors know this. If the TOM receives any questions concerning the Task Order, these should be forwarded to the CO without comment. Protocols (3)

8. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 8 Here is an example of a question from a Contractor during the Solicitation period: Notice that the question is directed to the CO, NOT the TOM.

9. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 9 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” The Task Order Manager’s role is to assist the Contracting Officer in preparing responses to the questions received from the Contractors during an Active Solicitation. The Contractors know to expect responses to their questions from EPA at the discretion of the Contracting Officer. It is the Contracting Officer’s role to exercise discretion in the preparation of responses based on the Contracting Officer’s understanding and interpretation of all clauses of the Federal Contract. Accordingly, information is not provided by EPA in the case of some questions, and the Contractors will be directed by the CO to proceed with developing bids at their own risk as “the cost of doing business”. Protocols (4)

10. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 10 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” If the CO elects to answer questions from Contractors during an Active Solicitation, the CO will notify the Task Order Manager via email and request input as necessary. The CO will further advise the TOM of the specific information which the TOM should provide to the CO for the response. The TOM should provide information via email only as requested by the Contracting Officer and only to the Contracting Officer. The TOM should NOT, under any circumstances, provide to any of the Contractors any items of information in response to the questions received from any of the Contractors. Protocols (5)

11. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 11 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” If at any time during the 10 business days of an Active Solicitation a question is received from any of the Contractors, the clock is stopped on the 10-business-day-solicitation-period until: The Contracting Officer comes to closure with the TOM on the response. The Contracting Officer provides the Question & Response to each of the participating Contractors. Each of the participating Contractors has an opportunity to provide the CO in writing via email any follow-up questions. Responses to the follow-up questions are prepared at the discretion of the CO. Protocols (6) It is important to remember:

12. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 12 The TOM needs to be available during the period of Active Solicitation to assist the CO, if requested, in preparing responses to the Contractor’s questions. If the TOM is “unavailable”, then the clock remains stopped until the TOM is able to come to closure with the CO on the responses to the questions. Unit 5 – “Task Order Manager’s Role in an Active Solicitation” Protocols (7)

13. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 13 Unit 5 – “Task Order Manager’s Role in an Active Solicitation” FAQs Q. I have an urgent need for deliverables. It looks like my Task Order will be put out for bid while I am out of the office on business. What should I do? A. The TOM needs to be available during the period of Active Solicitation to assist the CO, if requested, in preparing responses to the Contractor’s questions. If the TOM is “unavailable”, then the clock remains stopped until the TOM is able to come to closure with the CO on the responses to the questions.

14. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 5 14 If you have a question about the information in this unit please click on the link below to send an email to the Project Officer. FAQs Unit 5 – “Task Order Manager’s Role in an Active Solicitation” Zabawa.Christopher@epamail.epa.gov