Sec_D_04Admin.doc

Solicitation #14-00103

Section D Part 04 Contract Administration Data D.4.1 Government and Contractor Representatives

This section describes the roles and responsibilities of individuals who will be the points of contact for the Government and the Contractor on matters concerning contract administration. The parties shall address all communications and correspondence pertaining to this contract to the designated representatives designated herein.

D.4.1.1 Procuring Contracting Officer

The Procuring Contracting Officer (PCO), unless otherwise specified, is the government’s sole point of contact for this contract. The PCO is authorized to take all actions regarding this contract on behalf of the government as authorized by contract provisions, regulations, or laws.

The PCO may transfer contract administration authority to a General Services Administration (GSA) Administrative Contracting Officer (ACO) and either the PCO or ACO may further delegate certain technical, management, and operations authority to a GSA Contracting Officer’s Technical Representative (COTR). A copy of all delegations of authority shall be provided to the Contractor’s designated representative.

The PCO for this contract is --

Nathan Jackson Contracting Officer

GSA-FAS, 5QZA

230 S. Dearborn St., Room 3800 Chicago, IL 60604

(Office phone) 312-886-2362 (Facsimile) 312-886-3827 nathan.jackson@gsa.gov Note: In the temporary absence of the designated PCO, any warranted GSA Contracting Officer may assume contract administration responsibilities for this contract.

D.4.1.2 Administrative Contracting Officer

The GSA ACO, when appointed, is authorized to take all actions necessary to administer this contract on behalf of the government as authorized by contract provisions, regulations, or laws; i.e., resolve contractual problems, negotiate and sign contract modifications, issue terminations, settle claims, etc.

The GSA ACO is --

Name: [Not designated at this time]

Title: ACO

Address:

Telephone No:

D.4.1.3 GSA Contracting Officer’s Technical Representative

The work to be performed under this contract is subject to monitoring by an assigned Contracting Officer’s Technical Representative (COTR). The COTR appointment letter, outlining the COTR responsibilities under this contract/order, will be provided to the contractor under separate cover. Questions concerning COTR appointments should be addressed to the Contracting Officer. The GSA COTR will be responsible for technical oversight of this contract and will monitor technical and delivery compliance. The COTR(s) may also perform invoice reviews. The COTR may interface with the Contractor as authorized in his/her delegation letter. The COTR may be assisted in his/her responsibilities by other qualified specialists; however, these specialists are to interface with the COTR and do not have the authority to direct the Contractor to make any changes in, or deviate from, the statement of work or other contract terms and provisions.

The Client Agency Program Manager for this contract is --

Felicia Jones

230 S Dearborn Street

Chicago, IL 60604 (Office phone) 312-886-5899 felicia.jones@gsa.gov D.4.1.4 Client Agency Program Manager

The GSA is performing this contract on behalf of the National Marketing and Communication Division (NMCD). NMCD has designated the following Program Manager to oversee this acquisition. The Program Manager will be responsible for internal government coordination of contract issues. The Program Manager does not have the authority to direct the Contractor to make any changes in, or deviate from, the statement of work or other contract terms and provisions. Requests for contract changes from NMCD must be authorized by a warranted GSA Contracting Officer, and such changes will be affected by a properly executed contract modification.

The Client Agency Program Manager for this contract is --

Felicia Jones 230 S Dearborn Street

Chicago, IL 60604 (Office phone) 312-886-5899 felicia.jones@gsa.gov D.4.1.5 Contractor’s Points of Contact

The Contractor’s point of contact for this contract is --

[to be entered at time of contract award]

Name Title

Company Name Address City, State, Zip

Office phone Facsimile email@???.com The Contractor agrees that this company representative, or a designated alternate, will be available to communicate with government representatives regarding the administration of this contract during normal business hours (e.g., 9AM to 5PM Monday – Friday, excluding holidays).

D.4.2 Limitations to Government Representative Authority

No changes in, or deviation from, the contract terms, provisions, or Statement of Work shall be affected unless stipulated in a contract modification executed by a warranted GSA Contracting Officer. In the event the Contractor makes any changes in contract performance at the direction of any person other than a warranted GSA Contracting Officer (to include other employees of GSA, or any other Government agency), such changes shall be considered to have been made without Government authorization, and the Government will be under no obligation to make any adjustment (either up or down) in the contract price resulting from such unauthorized direction.

D.4.3 Contract Fundingtc \l1 "B.1

SERVICES BEING ACQUIRED

This requirement is being funded with FY2013 funds that must be expended prior to the end of FY 2013. The government will obligate these funds to cover the cost of the items ordered under this contract at the time of contract award. The funding citation will be added at the time of contract award.

D.4.4 Invoicing and Payment

THE FOLLOWING PROCEDURES MUST BE FOLLOWED TO ENSURE TIMELY PAYMENT:

Invoice Preparation Guidelines for GSA Processing

Invoices must clearly show the period of performance of each line item for which costs are being claimed. Simply dating the invoice is insufficient. If all requested amounts are for costs incurred during the same period of performance, the invoice should clearly state this fact.

All costs claimed must be associated with a specific Contract Line Item Number. Providing a single total amount due without showing a CLIN designation will result in Government rejection of the invoice.

An invoice can include credit amount provided the total credit (funds returned to the Government) does not exceed the amount claimed. In other words, an invoice shall not show a negative net amount due.

II.

Invoice Submission Guidelines

See Form 300 Continuation page B. To submit your invoice to the GSA Finance Office for payment, use EITHER of the following two methods.

Method 1 – Electronic Submission (PREFERABLE)

1. Log onto the GSA Finance website at www.finance.gsa.gov.

2. Click on “Click here to Login”.

3. Enter your password* and click “login.” NOTE: DO NOT USE THE ENTER KEY. USE THE MOUSE TO CLICK ON “LOGIN”. Please note that using “cut and paste” may not work; you may need to type your password. It is not case sensitive.

(*Note: If you do not have a password, go to www.finance.gsa.gov and click on “Get a Password for Payment Searches” under “Quick References” on the left side of the screen. Fill out the form and submit. You should receive your password within 24 hours.)

4. Select “submit invoice”.

5. Select “All POs”.

6. Find the ACT# or PDN# you are invoicing against and select it. (Note: The ACT# appears in the upper right corner of your contract or task order.) A form will appear that you fill in with your invoice information. Note: if you are resubmitting a rejected invoice, add an “R” or an “A” to the end of the original invoice number or use an entirely new invoice number. The GSA system will not let you use an invoice number you have used before.

7. Select the applicable Task Item (see instructions, above).

8. Fill in the information requested. All fields marked with an asterisk (*) are required fields.

9. When complete, click “continue”. If you have made any errors, you will receive an error message. (Worth noting: dates are in mm/dd/yyyy format, money amounts have no $ signs or commas, only a decimal point.) Correct the error and click “continue” again.

10. You will have an opportunity to upload any backup material as attachments after clicking “submit” on the next screen.

11. Add any invoice backup material as an attachment. (Note: Your payment may be processed more quickly if you attach a copy of the client’s acceptance, found on the ITSS “Acceptance Information” page per the acceptance instructions, above.)

If you have questions please e-mail KC-Accts-Payable.Finance@gsa.gov or call the Customer Support Desk at 816-926-7287. Anyone there will be able to assist you.

Method 2 – Hard Copy Submission

1. Return to the ITSS “Acceptance Information” page (per the above instructions) and print the page showing the client’s acceptance.

2. Mail your original invoice, accompanied by the client’s acceptance page, to –

General Services Administration

Finance Operations and Disbursement Branch (BCEB) 299X PO Box 219434 Kansas City, MO 64121-9434 United States Please ensure that the GSA Delivery Order Number and the ACT Number (found in Blocks 2 and 4 of the front page of the contract or order - GSA Form 300, respectively) are clearly shown on your invoice. (Note: Failure to attach the Client Acceptance page will not invalidate your request for payment but it may result in slower payment processing.)

If you need assistance or have any questions regarding the payment process, please contact the finance help desk at 816-926-7287 or through the toll free number 1-877 / 243-2889. Be sure to have the order number readily available.

D.4.5

REMITTANCE

Remittance under this contract shall be made electronically. The Contractor must furnish the Administrative Contracting Officer with a completed Standard Form 3881, ACH Form.

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