Sample Tailored 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 Tailored Task Order can be used to negotiate for services not covered under the Core, Section C, Statement of Work, of the Master Contract, or Value Added Services. It cannot increase the scope or time period of the Master Contract.
  2. Federal agency should complete all information relative to its organization and include procedures and selection criteria, and provide identical information to all qualified Contractors. It is recommended the Federal agency include its agency contract ombudsman.
  3. Agency must allow a reasonable period for Contractors to submit requests for clarification (normally 5 working days).
  4. Contractor will return the Task Order Request to the Federal agency within the specified time frames.
  5. Federal agency will evaluate the offers and make an award.
  6. 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.
  7. Service should not begin until the Task Order Number has been assigned.
  8. GSA will return the original to the Federal agency and a copy to the Contractor.

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ATTACHMENT D

Sample Tailored 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 TAILORED TASK REQUEST FOR QUOTE

PLEASE RETURN THIS COMPLETED REQUEST TO THE FOLLOWING ADDRESS BY CLOSE OF BUSINESS . Any questions/clarifications must be submitted to this office, in writing, by close of business .

The Federal agency designated Task Order ombudsman is:

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 Task Order period is one (1) year.)

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:

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

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

HISTORICAL DATA:

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 number:__________

_____Individual cards

Government Transportation Request (GTR)

Information to be captured for each reservation:

accounting and appropriation data ___________________________

Billing Address:

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:

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

TASK ORDER REQUIREMENTS:

CORE SERVICES

CONTRACT LINE ITEM NUMBERS (CLINS) ORDERED AND PRICE:

Contract Line Item Number:________________ Description:_____________________________

TAILORED 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 FEES:

VALUE ADDED SERVICES:

SPECIALIZED REQUIREMENTS:

EVALUATION FACTORS AND RELATIVE IMPORTANCE:

ATTACHMENT D-1 (cont.)

NUMBER:_______________________________

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

Date of Request/Order:_____________________

THIS IS A TAILORED TASK ORDER

Ordering Agency:

Contractor:________________ GSA Master Contract Number: GS-09F-_______CLIN: _______

Services to be provided:

See the attached signed Task Order Request from the selected Contractor.

SIGNATURES:

____________________________________ _________________

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 has been assigned.

___________________________________ _________________

Assigned by GSA COTR Date

CLIN Contract Effective Date Task Order Number

____ ____________________ ______________

ATTACHMENT D-1

Sample

NUMBER:_______________________________

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

Date of Request/Order:_____________________

THIS IS A TAILORED TASK REQUEST FOR QUOTE

PLEASE RETURN THIS COMPLETED REQUEST TO THE FOLLOWING ADDRESS BY CLOSE OF BUSINESS NOVEMBER 5, 1999. Any questions/clarifications must be submitted to this office, in writing, by close of business October 31, 1999.

Jane Doe

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

The federal agency designated Task Order ombudsman is:

Joe Smith

DNM, Office of Procurement

111 18th St.

Washington, DC 20001

Ordering Agency: DEPARTMENT OF THE NEW MILLENNIUM

Contractor: GSA Master Contract Number: GS-09F-

CLIN: 5 Description: California

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

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

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

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

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

Option 4: 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 $):$500,000

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

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

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 - 3

Travel Authorization Number (example) G1234567

Billing Address:

National Finance Center

333 Government Way

Ft. Worth TX 99999

Federal Agency 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 Contact for Billing Issues:

Name:

Address:

Telephone:

Fax:

E-mail:

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

TASK ORDER ADMINISTRATION:

Contractor Project Manager:

Name:

Address:

Telephone:

Fax:

E-mail:

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: _____ Description: ____________

TAILORED 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: $_________

MANAGEMENT REPORTS:

Automated Reconciliation

Reports will be provided electronically or on disk – samples attached

1. Contract City-Pair usage

2. Fire Safety Act compliance

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

SERVICES REQUIRED:

THE FOLLOWING ARE REQUIREMENTS NEEDED IN ADDITION TO THOSE CORE REQUIREMENTS ALREADY OUTLINED IN THE MASTER CONTRACT FOR TRAVEL MANAGEMENT CENTER SERVICES. THE ADDITIONAL REQUIREMENTS ARE IN DESCENDING ORDER OF IMPORTANCE. PRICE IS MOST IMPORTANT IN REGARDS TO EVALUATION EXCEPT FOR ITEM 2 (MANAGEMENT REPORTS), WHERE TECHNICAL IS MORE IMPORTANT THAN PRICE. WILL EVALUATE COMPATIBILITY WITH EXISTING COMPUTER SYSTEMS, TURN AROUND TIMES, AND RECONCILIATION WITH CHARGE CARD CONTRACTOR.

  1. FREQUENT FLYER MILEAGE TRACKING PROGRAM. REQUIRE QUARTERLY REPORTS ON FREQUENT FLYER MILES AND SPECIAL OFFERS.
  2. We have 600 employees. 15% of these employees travel an average of once a month.

    $________ Per Year

  3. MANAGEMENT REPORTS: MONTHLY MANAGEMENT REPORTS WHICH CAPTURES THE FOLLOWING ESSENTIAL DATA, ALONG WITH AN ANALYSIS AND RECOMMENDATION OF AREAS FOR POTENTIAL COST SAVINGS:
  4. PASSENGER NAME/ADDRESS

    ACTIVITY

    PURPOSE OF TRIP

    FUNDING CODES

    COST BREAKDOWN OF AIR, HOTEL AND CAR COSTS

    TOTAL COSTS

    ACCUMULATED FREQUENT FLYER MILEAGE

    REPORTS MUST BE SUBMITTED ON DISK. DATA MUST BE ACCESSIBLE BY PASSENGER NAME AND FUNDING CODES.

    $______________Per Year

  5. SATELLITE TICKET PRINTERS. A SATELLITE TICKET PRINTER WILL BE REQUIRED FOR OUR LOCATION IN LODI, CALIFORNIA. THERE ARE 30 EMPLOYEES AT THIS LOCATION WHO TRAVEL AT A MINIMUM OF TWICE A MONTH.

$_____________Per Year

THE FOLLOWING ARE REQUIREMENTS NEEDED IN ADDITION TO THOSE CORE REQUIREMENTS ALREADY OUTLINED IN THE MASTER CONTRACT FOR TRAVEL MANAGEMENT CENTER SERVICES. THE ADDITIONAL REQUIREMENTS ARE IN DESCENDING ORDER OF IMPORTANCE. PRICE IS MOST IMPORTANT IN REGARDS TO EVALUATION EXCEPT FOR ITEM 2 (MANAGEMENT REPORTS), WHERE TECHNICAL IS MORE IMPORTANT THAN PRICE. WILL EVALUATE COMPATIBILITY WITH EXISTING COMPUTER SYSTEMS, TURN AROUND TIMES, AND RECONCILIATION WITH CHARGE CARD CONTRACTOR.

  1. FREQUENT FLYER MILEAGE TRACKING PROGRAM. REQUIRE QUARTERLY REPORTS ON FREQUENT FLYER MILES AND SPECIAL OFFERS.
  2. We have 600 employees. 15% of these employees travel an average of once a month.

    $________ Per Year

     

  3. MANAGEMENT REPORTS: MONTHLY MANAGEMENT REPORTS WHICH CAPTURES THE FOLLOWING ESSENTIAL DATA, ALONG WITH AN ANALYSIS AND RECOMMENDATION OF AREAS FOR POTENTIAL COST SAVINGS:
  4. PASSENGER NAME/ADDRESS

    ACTIVITY

    PURPOSE OF TRIP

    FUNDING CODES

    COST BREAKDOWN OF AIR, HOTEL AND CAR COSTS

    TOTAL COSTS

    ACCUMULATED FREQUENT FLYER MILEAGE

    REPORTS MUST BE SUBMITTED ON DISK. DATA MUST BE ACCESSIBLE BY PASSENGER NAME AND FUNDING CODES.

    $______________Per Year

  5. SATELLITE TICKET PRINTERS. A SATELLITE TICKET PRINTER WILL BE REQUIRED FOR OUR LOCATION IN LODI, CALIFORNIA. THERE ARE 30 EMPLOYEES AT THIS LOCATION WHO TRAVEL AT A MINIMUM OF TWICE A MONTH.

$_____________Per Year