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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).
- 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.
- Agency
can request better pricing,
but Contractors are not obligated
to provide better pricing.
- Agency
should complete all information
relative to their organization
then forward the Task Order
to the Contractor for completion.
- Contractor
will return the Task Order
to the Federal agency for
the Contracting Officer’s
signature.
- 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.
- Service
should not begin until the
Task Order Number has been
assigned.
- 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
- Contract City-Pair usage
- 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
____ ________________ ______________
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