Guide 2: Task Order Modification Process

HBITS Agency How To Guide 2
Form 5 — Task Order Modification Request
The Candidate Replacement Process
Contract Reference Section 6.5.4. Consultant Replacements


NOTE: Label correspondence SUBJECT lines as: HBITS-01-00# FORM 5 – Candidate Replacement

 

Step 1

The State Agency will contact the vendor to discuss the replacement and make all the arrangements to follow through with the process.

 

Step 2

The Contractor will provide the State Agency with original Form 2s for the specific HBITS request. Candidates must meet or exceed ALL Requested Qualifications from the original Task Order. The HBITS Team recommends that the State Agency request a minimum of three candidate Form 2s for review and consideration.

 

Step 3

The State Agency will process the Form 2s in the same manner as they would for an original candidate request. (Forms 3A and 3B process)

 

Step 4

Upon selection of the replacement candidate, the State Agency will provide the HBITS Team with the following:

  • Form 5: Task Order Modification Request (NOTE: Per the Contract terms, the Contractor is required to submit the Task Order Modification Request Form 5 to HBITS. However, the State Agency has the option to prepare the Form 5 if they prefer to be descriptive in the changes. In this event, they would send the form to the HBITS mailbox with a cc to the Contractor.)

 

  • Candidate Form 2s and, if provided, resumes and other attachments.

 

  • 3A Candidate Technical Evaluation(s) and Summary Sheet. (The Summary Sheet is not necessary if there is a single candidate.)

 

  • 3B Candidate Post Interview(s) and Summary Sheet. (The Summary Sheet is not necessary if there is a single candidate.)

 

  • Onboard determination to include (For your convenience, a table is provided below to assist in this task.): previous candidate information (for invoicing purposes), replacement candidate information, and whether the Agency is requesting or waiving their right as outlined in Contract Sections 6.5.4.1 and 6.5.4.2 — "…the Authorized User has the right to receive up to two working weeks (80 hours) of work from the replacement Consultant, at no cost to the Authorized User, during a transition/ramp-up period.”

 

PREVIOUS CANDIDATE
Name:  
Onboard Date:  
Notice Given Date:  
End Date:  


 

REPLACEMENT CANDIDATE
Name:  
Start Date:  

 

SECTION 6.5.4.1 and 6.5.4.2 (up to 80 hours) (Specify YES or NO)
Requested:  
Documentation Included:  
Waived:  

  

In the event the Agency is requesting this right, include the final vendor correspondence confirming the agreement including the number of hours agreed upon. Or, notice of cancellation with the submission of a complete Form 5.

 

NOTE: Any documentation gathered in this process would be included with the Form 5 cancellation request.

 

Step 5

All Form 5 requests are subject to HBITS approval. Once approved, a signed Form 5 will be forwarded to the State Agency and the Vendor.


(Please note the above process is subject to change based on the need of each request.)

 

 

The Task Order Cancelation Process with Candidate Onboard
Contract Reference Section 5.3.2.1 Appendix B Amendments (e)


NOTE: Label correspondence SUBJECT lines as: HBITS-01-00# FORM 5 – Onboard Cancellation

 

Step 1

The State Agency retains the right to cancel a Task Order for convenience upon at least thirty (30) calendar days written notice to the Vendor. CC the HBITS mailbox with this notification to the vendor.

 

Step 2

Upon receipt of such notice, the State Agency can contact the vendor to determine a suitable candidate end date.

 

Step 3

Upon determination of a candidate end date, the State Agency will provide the HBITS Team with the:

  • Form 5: Task Order Modification Request (NOTE: Per the Contract terms, the Contractor is required to submit the Task Order Modification Request Form 5 to HBITS. However, the State Agency has the option to prepare the Form 5 if they prefer to be descriptive in the changes. In this event, they would send the form to the HBITS mailbox with a cc to the Contractor.)

 

  • Cancellation candidate's name and end date.

 

Step 4

All Form 5 requests are subject to HBITS approval. Once approved, a signed Form 5 will be forwarded to the State Agency and the Vendor.


(Please note the above process is subject to change based on the need of each request.)


Changes in Candidate Status
Contract Reference Section 5.2 General Requirements

NOTE: Label correspondence SUBJECT lines as: HBITS-01-00# FORM 5 – TO Change

 

Step 1

Any relevant changes in a candidate’s status (schedule change, change in visa status, etc.)

 

Step 2

The State Agency will provide the HBITS Team with Form 5: Task Order Modification Request.

 

NOTE: Per the Contract terms, the Contractor is required to submit the Task Order
Modification Request Form 5 to HBITS. However, the State Agency has the option to
prepare the Form 5 if they prefer to be descriptive in the changes. In this event, they would send the form to the HBITS mailbox with a cc to the Contractor.

 

Step 3

All Form 5 requests are subject to HBITS approval. Once approved, a signed Form 5 will be forwarded to the State Agency and the Vendor.


(Please note the above process is subject to change based on the need of each request.)

 

Download the guide

Form 5: Task Order Modification Request