Sample Standard Task Order Format

 Guidelines for completing the Task Order (see the Task Order Guide at http://www.region9.gsa.gov/fss/tmcservices for more detailed information).
  1. The Standard Task Order can be used if all the services you require are included in the core services, Section C, Statement of Work, of the Master Contract, and/or listed under the Value Added Services.
  2. Agency can request better pricing, but Contractors are not obligated to provide better pricing.
  3. Agency should complete all information relative to their organization then forward the Task Order to the Contractor for completion.
  4. Contractor will return the Task Order to the Federal agency for the Contracting Officer’s signature.
  5. After the Task Order is completed, the Federal agency shall forward a copy to the appropriate GSA Zone Office for administrative review and assignment of the Task Order Number.
  6. Service should not begin until the Task Order Number has been assigned.
  7. GSA will return the original to the Federal agency and a copy to the Contractor.

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 ATTACHMENT C (Revised 2/28/00)

Sample Standard Task Order Format

TASK ORDER NUMBER:__________________

(To be assigned by GSA after Task Order is placed with Contractor.)

Date of Request/Order:_____________________

THIS IS A STANDARD TASK ORDER

 

Ordering Agency: ____________________________________________________________

Contractor: __________________________________________________________________

GSA Master Contract Number: GS-09F-___________________________ (Insert GSA contract number)

Contract Line Item Number: _______________ Description: _____________________

INITIAL PERIOD OF PERFORMANCE: FROM:_________________________

TO: ___________________ (Minimum initial Task Order period is one (1) year.)

It is recommended you include options. Renewal Option(s): Intent to renew Task Order will be sent 60 days prior to end of the performance period. The Federal agency can decide to negotiate options now or at a later date.

1st option period of performance                      FROM:              TO:

2nd option period of performance                     FROM:              TO:

3rd option period of performance                      FROM:             TO:

4th option period of performance                      FROM:             TO:

ESTIMATED $ VOLUME OF TASK ORDER (estimated air travel $):________________

HISTORICAL DATA:

Number of Travelers -

Annual international air travel: - $

Annual domestic air travel: $

Annual number of trips:

Annual number of rental cars:

Annual number of hotel reservations:

Conference and meeting planning

Reservations are made by telephone , fax

ACTIVITIES AUTHORIZED TO USE THIS TASK ORDER: [Insert authorized users, location, point of contact, telephone, fax, email]. The following activities are authorized to use this Task Order; however, none of those identified may change the terms and conditions of the Task Order.

PLACE OF DELIVERY OR PERFORMANCE (where will the Contractor service this account.):

BILLING AND PAYMENT INSTRUCTIONS:

Form of payment:

Government Charge Card

Centrally Billed Account_____ Account number:__________

Individual cards __________

Government Transportation Request (GTR)

Information to be captured for each reservation:

accounting and appropriation data_________________________________

Billing Address:

Commission remittance (provide instructions on how commissions from domestic and international fares will be processed.)

Contact for Billing Issues:

Agency:

Name:

Address:

Telephone:

Fax:

E-mail:

Contractor:

Name:

Address:

Telephone:

Fax:

E-mail:

TASK ORDER ADMINISTRATION:

Contractor Project Manager:

Name:

Address:

Telephone:

Fax:

E-mail:

Agency Project Coordinator:

Name:

Address:

Telephone:

Fax:

E-mail:

STANDARD TASK ORDER REQUIREMENTS:

CORE SERVICES IN ACCORDANCE WITH THE GSA MASTER CONTRACT

CONTRACT LINE ITEM NUMBERS (CLIN’S) ORDERED AND PRICE:

CLIN: ________________________________

CORE SERVICES:

Base Year: Domestic Transaction Fee $__________

International Transaction Fee $__________

1st option: Domestic Transaction Fee $__________

International Transaction Fee $__________

2nd option: Domestic Transaction Fee $__________

International Transaction Fee $__________

3rd option: Domestic Transaction Fee $__________

International Transaction Fee $__________

4th option Domestic Transaction Fee $__________

International Transaction Fee $__________

DELIVERY FEES:

VALUE ADDED SERVICES:

PERFORMANCE STANDARDS (Optional):

IMPLEMENTATION SCHEDULE:

SIGNATURES:

_____________________________ ________

Contractor’s Authorizing Official Date

____________________________ ________

Agency Contracting Officer Date

After Task Order is completed, the Federal agency shall forward a copy to the appropriate GSA Zone Office for administrative review and assignment of the Task Order Number. Service should not begin until the Task Order has been assigned.

__________________________ ________

Assigned by GSA COTR Date

CLIN Number Contract Effective Date Task Order Number

____ ________________ ______________

ATTACHMENT C-1

Sample

 

NUMBER:____________________

(To be assigned by GSA after Task Order is placed with Contractor. )

Date of Order: November 10, 1999

THIS IS A STANDARD TASK ORDER

Ordering Agency: DEPARTMENT OF THE NEW MILLENNIUM

Contractor: Y2K TRAVEL GSA Master Contract Number: GS-09F-2000

Contract Line Item Number: 5 Description: State of California

PERIOD OF PERFORMANCE: From January 1, 2000, to December 31, 2000

(Minimum Task Order period is one (1) year.)

1st Option : From January 1, 2001 to December 31, 2001

2nd Option: From January 1, 2002 to December 31, 2002

3rd Option: From January 1, 2003 to December 31, 2003

4th Option: From January 1, 2004 to December 31, 2004

Intent to renew Task Order will be sent 60 days prior to end of the performance period.

ESTIMATED $ VOLUME OF TASK ORDER (estimated air travel $): $300,000

HISTORICAL DATA (estimated volumes based on FY-99):

Number of Travelers - 500

Annual international air travel: - $10,000

Annual domestic air travel: $500,000

Annual number of trips: 2500

Annual number of rental cars: 1000

Annual number of hotel reservations: 3000

Conference and meeting planning: 3 conferences per year with attendance of 100 to 300

Reservations are made by telephone 80%, fax 20%

ACTIVITIES AUTHORIZED TO USE THIS TASK ORDER:

The following activities are authorized to use this Task Order; however, none of those identified may change the terms and conditions of the Task Order.

All DNM offices in the State of California

Address: Contact: Telephone/fax/email

222 Hollywood Blvd., Los Angeles Jane Doe

333 Main Drive, San Jose John Q. Public

444 Goldrush Street, Sacramento Gorden Bear

ATTACHMENT C-1 (cont.)

PLACE OF PERFORMANCE (where will the Contractor service this account.):

Y2K Travel will service this account from their central reservation site at:

666 Gates Way

Seattle Washington

Telephone: (206) 333-4444

FAX: (206) 333-5555

Site Manager: Mary Jones

BILLING AND PAYMENT INSTRUCTIONS:

Form of payment:

Government Charge Card

Travelers will use their individual government charge card

Travelers without individual cards will bill air fares to Centrally Billed Account –

CitiBank - VISA Account number:333-444-555-6666

Automated reconciliation is required.

Information to be captured for each reservation:

Accounting Data:

APPROPRIATION DATA: (example: 255B.X00Y1111.22.33.G44.555)

Number of characters

Fund Code – 4

Organization Code 8

Budget Activity - 2

Object Class - 2

Function Code - 3

Cost Element - 3

Cost Center

Travel Authorization Number (example) G1234567

Commission remittance (instructions on how commissions from domestic and international fares will be processed.)

Remit commissions by check, clearly marked with the Task Order Number, on a monthly basis, to the following address:

National Finance Center

333 Government Way, Box 666

Ft. Worth TX 99999

Billing Address:

National Finance Center

333 Government Way

Ft. Worth TX 99999

Contact for Billing Issues:

Name: Beth Adler

Address: National Finance Center

333 Government Way

Ft. Worth TX 99999

Telephone: (817) 555-2222

Fax: (817) 555-2223

E-mail: b.adler@dnm.gov

Contractor: Y2K Travel

Name: Sally Sumner - Acct. Dept.

Address: 666 Gates Way

Seattle, WA 66666

Telephone: (206) 333-4444

Fax: (206) 333-4445

E-mail: s.sumner@y2k.com

TASK ORDER ADMINISTRATION:

Contractor Project Manager

Name: Sara Smith - Y2K Travel

Address:

666 Gates Way

Seattle Washington

Telephone: (206) 222-3333

Fax: (206) 222-4444

E-mail: ssmith@y2k.com

Agency Project Coordinator:

Name: Jane Doe

Address:

DNM, Office of the Administrator

222 Hollywood Blvd., Los Angeles, CA 90012

Telephone: (213) 555-6666

Fax: (213) 555-7777

E-mail: jdoe@dnm.gov Name:

CONTRACT LINE ITEM NUMBERS (CLIN’S) ORDERED AND PRICE:

Contract Line Item Number: 5 Description: State of California

STANDARD TASK ORDER REQUIREMENTS:

CORE SERVICES IN ACCORDANCE WITH THE GSA MASTER CONTRACT

CORE SERVICES:

Base Year: Domestic Transaction Fee $__________

International Transaction Fee $__________

1st option: Domestic Transaction Fee $__________

International Transaction Fee $__________

2nd option: Domestic Transaction Fee $__________

International Transaction Fee $__________

3rd option: Domestic Transaction Fee $__________

International Transaction Fee $__________

4th option Domestic Transaction Fee $__________

International Transaction Fee $__________

DELIVERY INSTRUCTIONS:

Electronic ticketing where available.

Paper tickets will be by overnight delivery.

Tickets will be delivered per traveler profiles.

Delivery fees per transaction $__________

MANAGEMENT REPORTS:

Automated Reconciliation

Reports will be provided electronically or on disk – samples attached

    1. Contract City-Pair usage
    2. Fire Safety Act compliance

VALUE ADDED SERVICES:

Online Booking System Price:

PERFORMANCE STANDARDS (Optional):

Annual survey will be conducted by Federal agency. Contractor must receive an overall satisfactory rating in the following areas:

Timely telephone response

Timely ticket delivery

Accuracy of reservations

Accuracy of billing

Satisfactory complaint resolution

IMPLEMENTATION SCHEDULE: Proposed Start Date: January 1, 2000

TASK

COMPLETION DATE

Meeting with contractor and agency representatives

45 days prior to start date

Traveler Information collection/distribution of profiles

40 days prior to start date

Orientation and training of contractor personnel

30 days prior to start date

Traveler profile input into system

15 days prior to start date

Traveler orientation and training

15 days prior to start date

Approval of reporting/reconciliation format

30 days prior to start date

Transition from previous contractor to new TMC Contractor

January 1, 2000

SIGNATURES:

____________________________________ _________________

Contractor's Authorizing Official Date

____________________________________ _________________

Agency Contracting Officer Date

After Task Order is complete forward a copy to the appropriate GSA Zone Office for administrative review and assignment of the Task Order Number. Service should not begin until the Task Order Number has been assigned.

___________________________________ _________________

Assigned by GSA COTR Date

CLIN Number Contract Effective Date Task Order Number

____ ________________ ______________