Okaloosa County BOCC — July 6, 2016 — Revisions — reading text

Transit Agency organizational units and/or key individuals involved in managing the project  Alternative solutions or implementation strategies evaluated a) Transit Agency requires these products and/or services due to: b) Transit Agency is attempting to complete a project on and requires supplier/contractor assistance in the: c) The completion of this work will help Transit Agency: Statement of Work Title: [Type text] 1.0 Project Background Describe the need for the goods or services, the current environment, and the Transit Agency’s key objective(s) as it relates to this requirement. Provide a brief description/summary of the goods or services sought. Short statement of the problem to be resolved Expected project duration Transit Agency organizational units and/or key individuals involved in managing the project Alternative solutions or implementation strategies evaluated a) Transit Agency requires these products and/or services due to: b) Transit Agency is attempting to complete a project on and requires supplier/contractor assistance in the: c) The completion of this work will help Transit Agency: 2.1 Results Indicate the key end results that the project will achieve when successfully executed. Measurable performance indicators for anticipated benefits may also be listed here. 2.2 Anticipated Benefits Describe what the organization will gain through completion of this project. 2.3 Business Processes Impacted Review major changes in the way work will be conducted once the project is complete (if any). 2.4 Customers / End Users Impacted Identify the specific individuals or groups whose work will be most affected during and after the project’s execution. 3.0 Applicable Documents List legal, regulatory, policy, security, and similar relevant documents. Include publication number, title, version, date and where the document can be obtained. If only certain portions of documents apply, state this. Indicate the definition of terms, if needed. List any publications, manuals, and regulations that the supplier / contractor must abide by: a) [Type text] b) [Type text] c) [Type text] Definitions and Acronyms: 4.0 Summary of Requirements These are the key tasks expected of the supplier / contractor according to the Schedule and the Statement of Work. List the key technical and functional requirements for the project. Highlight up to 20 requirements that you consider to be essential to the ultimate success of the project. Include the expected outputs / outcomes and performance standards. Write tasks to be performed in a logical and sequential arrangement of work to the extent possible. Describe the tasks in terms of outcomes expected, such as response time, cleanliness level, equipment up-time and functionality. Use “work” words, such as: 1) Review… 2) Analyze… 3) Repair… 4) Install… 5) Construct… All tasks should have quantifiable or observable results. 5.0 Schedule and Deliverables List all outputs / outcomes and submittals with specific due dates or time frames. Include type, quantity and delivery point (s). Include the acceptance criteria for each. Milestone or Major Project Deliverable Planned Completion Date 6.0 Quality Assurance Plan Explain what the Transit Agency’s quality expectations are, how (and how often) deliverables or services will be monitored and evaluated, and the process to follow when the outputs / outcomes are below performance standards. The following levels of quality are to be judged acceptable under this contract: a) All milestones or services will be achieved and all reports will be submitted on time in accordance with Section 5.0 of this SOW. a) All milestones, services, products or reports will meet the outcomes noted in Section 4.0 of this document. c) Supplier / Contractor work will be monitored by Transit Agency project and Contract Management Staff. d) Specific quality requirements for this contract are as follows: 1) On time delivery= [Type text] 2) Acceptable quality = [Type text] 3) Responsiveness = [Type text] 4) Service Level = [Type text] Sole Source Justification Form Procurement by noncompetitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed bids, or competitive proposals and at least one of the following circumstances applies: Check one: _____ The item is available only from a single source (sole source justification is attached). _____ The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation (documented emergency condition is attached). _____ FTA authorizes noncompetitive negotiations (letter of authorization is attached). _____ After solicitation of a number of sources, competition is determined inadequate (record of source contacts is attached). _____ The item is an associated capital maintenance item as defined in 49 U.S.C. §5307(a)(1) that is procured directly from the original manufacturer or supplier of the time to be replaced (price certification attached). Comments: ______ Independent Estimate and Cost Analysis are attached. _____________________________ __________________________ Purchasing Agent Senior Manager _____________________________ __________________________ Date Date  Cost Analysis Form PAGE OF PGS COST ANALYSIS SUMMARY (For New Contracts Including Letter Contracts) (See Instructions below) SOLICITATION # SUPPLIES AND/OR SERVICES TO BE FURNISHED PREPARER'S NAME, DEPARTMENT, TITLE, PHONE DIVISION(S) AND LOCATION(S) WHERE WORK IS TO BE PERFORMED APPROVAL SIGNATURE DETAIL DESCRIPTION OF COST ELEMENTS Vendor A Vendor B Independent 1. DIRECT MATERIAL Proposal Proposal Estimate Analysis A. PURCHASED PARTS B. SUBCONTRACTED ITEMS C. OTHER - (1) RAW MATERIAL (2) STANDARD COMMERCIAL ITEMS TOTAL DIRECT MATERIAL 2. MATERIAL OVERHEAD (RATE % x $ BASE *) ESTIMATED RATE/ Vendor Vendor Independent Variance 3. DIRECT LABOR HOURS HOUR A ($) B ($) Estimate TOTAL DIRECT LABOR Vendor Vendor Independent Variance 4. LABOR OVERHEAD A $) B $) Estimate OH Rate X BASE (labor total above) TOTAL LABOR OVERHEAD Vendor A Independent Variance Vendor B ($) 5. OTHER DIRECT COSTS ($) Estimate A. SPECIAL TOOLING/EQUIPMENT TOTAL SPECIAL TOOLING/EQUIPMENT B. TRAVEL (1) TRANSPORTATION (2) PER DIEM OR SUBSISTENCE TOTAL TRAVEL DETAIL DESCRIPTION OF COST ELEMENTS (continued) Vendor A Vendor Independent Variance ($) B ($) Estimate C. INDIVIDUAL CONSULTANT SERVICES TOTAL INDIVIDUAL CONSULTANT SERVICES D. OTHER TOTAL OTHER E. SUBTOTAL DIRECT COST AND OVERHEAD 6. GENERAL AND ADMINISTRATIVE (G&A) RATE % X $ BASE (Use 5.E above) 7. ROYALTIES (if any) 8.SUBTOTAL ESTIMATED COST 9. CONTRACT FACILITIES CAPITAL AND COST OF MONEY 10. SUBTOTAL ESTIMATED COST 11. FEE OR PROFIT 12.TOTAL ESTIMATED COST AND FEE OR PROFIT 13. Discounts 14. Option Costs (specify) 15. ADJUSTED COST ANALYSIS GUIDELINES 1. DIRECT MATERIAL A. Analyze Purchased Parts: Provide a consolidated price analysis of material quantities included in the various tasks, orders, or contract line items being proposed and the basis for pricing (vendor quotes, invoice prices, etc.). B. Subcontracted Items: Analyze the total cost of subcontract effort and supporting written quotations from the prospective subcontractors C. Other: (1) Raw Material: Review any materials in a form or state that requires further processing. Analyze priced quantities of items required for the proposal. Consider alternatives and total cost impact. (2) Standard Commercial Items: Analyze proposed items that the offeror will provide, in whole or in part, and review the basis for pricing. Consider whether these could be provided at lower cost from another source. 2. MATERIAL OVERHEAD Verify that this cost is not computed as part of labor overhead (item 4) or General and Administrative (G&A) (Item 6). 3. DIRECT LABOR Analyze the hourly rate and the total hours for each individual (if known) and discipline of direct labor proposed. Determine whether actual rates or escalated rates are used . If escalation is included, analyze the degree (percent) and rationale used. Compare percentage of total that labor represents for each bid. 4. LABOR OVERHEAD Analyze comparative rates and ensure these costs are not computed as part of G&A. Determine if Government Audited rates are available, 5. OTHER DIRECT COSTS A. Special Tooling/Equipment. Analyze price and necessity of specific equipment and unit prices. B. Travel. Analyze each trip proposed and the persons (or disciplines) designated to make each trip. Compare and check costs. C. Individual Consultant Services. Analyze the proposed contemplated consulting. Compare to independent estimate of the amount of services estimated to be required and match the consultants' quoted daily or hourly rate to known benchmarks. D. Other Costs. Review all other direct charge costs not otherwise included in the categories described above (e.g., services of specialized trades, computer services, preservation, packaging and packing, leasing of equipment and provide bases for pricing. Scan for duplication or omissions.  6. GENERAL AND ADMINISTRATIVE EXPENSE See notes on labor overhead above and check whether the base has been approved by a Government audit agency for use in proposals. 7. ROYALTIES If more than $250, analyze the following information for each separate royalty or license fee; name and address of licenser; date of license agreement; patent numbers, patent application serial numbers, or other basis on which the royalty is payable; brief description (including any part of model numbers or each contract item or component on which the royalty is payable); percentage or dollar rate of royalty per unit; unit price of contract item; number of units; and total dollar amount of royalties, 8. SUBTOTAL ESTIMATED COST Compare the total of all direct and indirect costs excluding Cost of Money and Fee or Profit. Note reasons for differences. 9. CONTRACT FACILITIES CAPITAL AND COST OF MONEY Analyze the offerors' supporting calculations and compare to known standards. 10. SUBTOTAL ESTIMATED COST This is the total of all proposed costs excluding Fee or Profit. Determine the competitive range. Question outliers. 11. FEE OR PROFIT Review the total of all proposed Fees or Profit. 12. TOTAL ESTIMATED COST AND FEE OR PROFIT Analyze the range of total