Steps

Tasks

Sources

POST AWARD

7

(a) Deleting Surge Items (i.e., Obsolete items, item no longer needed, etc.) - IAW Add/Delete Clause

(i) CO notifies the IS via email before deleting surge coverage or item(s) from the LTC;

(ii) CO follows the surge waiver process under Section 5(m) above when excluding or deleting surge coverage or item(s) from the LTC;

(iii) IS assesses and determines impact to surge support and WS investment (if applicable, and advises the CO;

(iv) CO proceeds with deleting surge coverage or item (s) from the LTC via a modification after receiving approval from the IB Chief. Modification (mod) will include disposition and instructions for WS or Government investment, if applicable);

(v) CO documents the contract file by including waiver request, IB Chief approval and a copy of the mod;

(vi) CO updates the OA in SAP by removing the surge coverage or item(s) from LTC;

(vii) CO notifies the IS via email when mod becomes available in the ECF;

(viii) IS obtains a copy of the mod from ECF and updates the appropriate IB tool;

(ix) IS advises the Services.

(b) Adding Items (Phased Pricing) IAW Add/Delete Clause

(i) CO conducts surge check using the appropriate IB tool or by consulting IS. Refer to Section 1 for the surge check procedure. If surge requirement applies, CO obtains surge pricing and CAP from the vendor:

(ii) CO evaluates surge Pricing, and IS reviews the CAP and advises the CO. Refer to Section 4 above for procedures on CAP and surge price evaluation;

(iii) CO negotiates if necessary to obtain surge coverage for the added items. Refer to Section 5 above for negotiation or discussion procedures;

(iv) CO incorporates surge coverage via a mod. Follow the procedure under Section 6 when adding surge coverage or item(s) on LTC;

(v) CO notifies the IS when mod is available in the ECF and provides the awarded surge items;

(vi) IS obtains a copy of the mod from the ECF and updates the appropriate IB tool.

17.9303(c)(6)

(c) Decreasing or Increasing MWR

(i) If CO intends to decrease/increase the surge coverage, notify the IS before making any changes;

(ii) IS reviews and determines the impact to the customer, surge support, and WS investment (if applicable);

(iii) IS collaborates with the Services if necessary and advises the CO via email;

(iv) CO proceeds with decreasing or increasing surge coverage after receiving IS recommendation;

(A) If increasing MWR or D1-D6, negotiate with vendor if necessary to lower surge prices and update the CAP;

(B) CO issues the mod reflecting the change and include instruction for WS investment adjustment (if applicable);

(v) CO documents the contract file by incorporating all related email transactions in the ECF;

(vi) CO updates the surge coverage in SAP OA when changes are made and notifies the IS when mod is available in ECF;

(vii) IS updates the appropriate IB tool.

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(d) Exercising Option Periods

(i) CO notifies the IS before making any changes to the surge coverage i.e., add/delete items or increase/decrease);

(ii) Follows the procedures under (a), (b), (c) above when adding, deleting, increasing, or decreasing surge coverage;

(iii) Remember to update the OA and document the contract file when changes are made to surge coverage;

(iv) CO notifies the IS when the option mod is available in the ECF to update appropriate IB tool.