Service Contract

Service Contract Requirements

• Service contract requests can originate from CEOES (self-generated) or be assigned by the CEO.
• The Service Contracts Manager/COR defines the requirements for service contracts.

Roles and Responsibilities

• Service Contracts Manager/COR: Determines contract requirements.
• Service Contracts Manager: Works with Chief of Materiel Control to determine execution agent and assigns OPR/COR.
• Chief of Materiel Control: Works with Service Contracts Manager to determine execution agent.
• COR: Develops draft requirements, IGE cost, and funding documents; confirms execution agent.

Determining Contract Requirements

• The Service Contracts Manager determines requirements based on the request category:
  • New contract creation.
  • Work/service under an existing contract.
  • Modification of an existing contract.
  • Complaint about an existing service contract.
• For new contracts, the Service Contracts Manager determines if the requirement is recurring or non-recurring.
• For existing contracts (categories 2-4), the COR monitors the contract or initiates a modification if needed.
• Non-Recurring goes to Process 1.2
• Recurring goes to Process 1.3
• Monitor goes to Process 3.0
• Modify goes to Process 3.3

Non-Recurring Contract Requirement

• Non-recurring requirements have unique quantities specific to the time they are needed.
• Payment is upon completion of the service and should be contracted individually.
• Operations Engineering (CEOER) or Customer Service Unit (CSU) sets the Request Classification to “Services” and assigns the Work Task to the appropriate COR.
• Work Task should be associated with the correct Service Contract and Contract Line-Item Number (CLIN) for on demand work.
• CEOES captures the cost of on demand work on the Work Task in NexGen.
• Invoices will be created against the applicable Non-Recurring CLIN if associated with a service contract.

Determining Non-Recurring Execution Agent

• Service contracts engage a contractor’s time and effort to perform an identifiable task rather than furnish an end item of supply.
• The Service Contracts Manager and Chief of Materiel Control decide which section (CEOES or Materiel Control) executes the contract based on complexity.
• Materiel Control may handle equipment rental and services available through Prime Vendor.
• Examples of non-recurring Service Contracts:
  • Mold/Asbestos abatement
  • Vertical transportation equipment repair
  • Kitchen hood and duct repair
  • Lawn irrigation repair
  • Facility landscape renovation
  • Facility roof repair
  • Facility HVAC repair
  • Bowling Alley lane resurfacing
  • Gymnasium floor resurfacing
  • Electric Motor rewind
  • Fire extinguisher certification and charging
• A combined effort between Service Contracts and Materiel Control will be utilized for services that should be executed in Materiel Control but require assistance from Service Contracts in developing requirements and IGE

Assigning OPR and Developing Requirements

• The Service Contracts Manager assigns an Office of Primary Responsibility (OPR).
• The COR develops a draft of requirements, often in a Performance Work Statement (PWS), but a Statement of Work (SOW), statement of objective, or statement of need can be used
• Market research may be needed per FAR Part 10, and research within 18 months prior to award can be used if still current, accurate, and relevant.

Developing IGE and Confirming Execution Agent

• The COR develops a draft Independent Government Estimate (IGE) for services.
• IGE is used as a benchmark by Contracting to evaluate contractor bids.
• Variance between the contractor bid and the IGE, along with the COR’s technical opinion, influences the contract award process.
• After drafting requirements and IGE, the COR confirms the execution agent decision.
• If still Materiel Control, the COR forwards the documents to Materiel Control..
• The COR determines if a Government Purchase Card (GPC) can be used based on regulations like DAFI 64-117 and FAR 13.301.
• The ceiling for GPC acquisition of services is the micro-purchase limit of $2,500 where the Service Contract Act applies, or up to $25,000 for pre-priced services on established contracts.
• Acquisitions exceeding the micro-purchase threshold require using the local Contracting Organization.

Funding and Contacting

• The COR coordinates with the Civil Engineer Financial Manager (CE FM) to complete and submit a Funding Document, such as AF Form 9 or DD Form 448 (MIPR), to the Comptroller Squadron (CPTS).
• The CE FM may create the funding document.
• The Funding Document Unique Identifier (FDUI) will be used on the AF Form 9 or DD Form 448 MIPR that is submitted in ABSS or DEAMS.
• The CE FM requires a description of the service (PWS/SOW), IGE, and COR POC information before submitting the Funding Document.
• The COR contacts the CO to initiate the solicitation process.

Recurring Contract Requirement

• Recurring service contracts have known work quantities, established timelines, and contractors are paid on a set schedule.
• Contracts may be awarded annually with option years.
• Actions to exercise an option or award a new contract must be completed months or years in advance of the existing contract’s Period of Performance (PoP) expiration.
• CEOER or the CSU evaluates requests to determine if they are covered by a recurring service, an on-demand service tied to an existing contract, or if a new service contract is needed.
• Examples of recurring service contracts:
• Big 3
• Automatic Door Operation and Maintenance
• Elevator Certification, Operation and Maintenance
• Floor Lift Certification, Operation and Maintenance
• Hoist/Mobile Crane Certification, Operation and Maintenance
• Grease Trap Cleaning
• Oil Water Separator Cleaning
• Chemical Toilet Rental
• Protective Coatings (Painting)
• Carpet and Tile Installation
• Lead Based Paint Abatement
• Kitchen Exhaust Hood and Duct Cleaning
• Recurring service contract requirements managed by the CEOES will be captured in NexGen using the Service Contract’s CLIN and Sub-CLINs.
• Costs are captured when an Invoice is created against the Recurring CLIN(s).

Determining Recurring Contract

• The assigned COR reviews the Service Request in NexGen, and A Service Contract-related Service Request falls into one of four basic categories:
• A complaint regarding an existing contract.
• A request for work/service covered under an existing contract.
• A request pointing to the modification of an existing contract.
• A request pointing to the creation of a new contract or the known need to award a new contract based on the end of the current contract life.
• The Service Contracts Manager determines if a new COR needs to be nominated/appointed to manage the task and coordinates with the CO.
• CORs act as a technical liaison between the CO and the contractor and are nominated by the requesting organization and appointed in writing by the CO
• Qualifications, resources, understanding of the function, and performance evaluation considerations of the COR are to be addressed
• The COR develops a draft of requirements, often in a PWS or SOW.
• Contracted services may require a Requirements Approval Document (RAD) before contracting is authorized to solicit.
• The COR develops a cost estimate (IGE) using standard estimating tools, industry knowledge, and information from functional managers.
• The CO uses the IGE to determine a fair and reasonable price.
• Variances in the Contractors proposal and the IGE will require analysis to ensure there are no disconnects between the needed requirement and the way it is described in the PWS.

This outlines the process for service contract requests, detailing roles of the Service Contracts Manager, COR, and Chief of Materiel Control. It covers determining contract requirements for new contracts, modifications, and existing services.