Sol_140A1118Q0058.pdf

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Coolidge AZ 85128

13805 NORTH ARIZONA BOULEVARD

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DOI, BIA SAN CARLOS IRRIGATION

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06/15/2018 1700 ET

05/24/2018

520-723-6208Randall Brown (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

140A1118Q0058

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 58 0040382248OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

COOLIDGE AZ 85128

13805 NORTH ARIZONA BOULEVARD

BIA SCIP POWER

15. DELIVER TO

Phoenix AZ 85004

SUITE 400 MAILROOM

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2600 N CENTRAL AVENUE

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Description: Request for consultant services for Electric-Arizona Utility Scale Resource and Power Pooling Optimization, Base Year with 4 option years; COR: Michael Miller, 520-723-6260 Legacy Doc #: IA Delivery: 08/31/2019

00010 Consultant Services-Electric AZ utility

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Renee Holly

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ITEM NO.

Period of Performance: 09/01/2018 to 08/31/2019

Base plus four (4) option years. Please see bid schedule on page 3 of this solicitation.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

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58 2 of

BIA San Carlos Irrigation Project SOLICITATION NO. 140A1118Q0058

SUPPLIES OR SERVICES AND PRICES/COSTS

Provide all labor, equipment, and materials for Arizona scale resdource and power cooling optimization consultant services.

Item no. Item Description Quantity Unit of

Measure Unit Price Total 0001 Task 1: assist SCIP managing its power contracts

1 JB $ $

0002 Task 2: revenue requirements and rate design, as needed

1 HR $ $

0003 Task 3: technical planning, reporting and special studies services, as needed

1 HR $ $

O P T I O N Y E A R 0 1 0004 Task 1: assist SCIP managing its power contracts

1 JB $ $

0005 Task 2: revenue requirements and rate design, as needed

1 HR $ $

0006 Task 3: technical planning, reporting and special studies services, as needed

1 HR $ $

O P T I O N Y E A R 0 2 0007 Task 1: assist SCIP managing its power contracts

1 JB $ $

0008 Task 2: revenue requirements and rate design, as needed

1 HR $ $

0009 Task 3: technical planning, reporting and special studies services, as needed

1 HR $ $

O P T I O N Y E A R 0 3 0010 Task 1: assist SCIP managing its power contracts

1 JB $ $

0011 Task 2: revenue requirements and rate design, as needed

1 HR $ $

0012 Task 3: technical planning, reporting and special studies services, as needed

1 HR $ $

O P T I O N Y E A R 0 4 0013 Task 1: assist SCIP managing its power contracts

1 JB $ $

0014 Task 2: revenue requirements and rate design, as needed

1 HR $ $

0015 Task 3: technical planning, reporting and special studies services, as needed

1 HR $ $

TOTAL $

PERIOD OF PERFORMANCE: Base plus four (4) option years.

(End of Supplies/Services and Prices/Costs)

Electric – Arizona Utility Scale Resource and Power Pooling Optimization Consultant Services – Statement of Work

The Bureau of Indian Affairs / San Carlos Irrigation Project (“SCIP”) operates an electric utility as part of their duties as a Federal Agency. SCIP is seeking a consultant that is knowledgeable of SCIP’s historical and present day technical, financial, and operational needs in support of the utility. SCIP has a requirement to comply with Electrical Utilities Standards and CFR 25 175.10(b) which states that “Rates and Fees shall be reviewed at least annually to determine if project revenues are sufficient to meet the requirements set forth in paragraph (a) of this section.” SCIP also participates in coordinated hydropower resource scheduling with other regional preference utilities, and is seeking resource scheduling support.

SCIP is requesting a qualified Electric – Arizona Utility Scale Resource and Power Pooling Optimization Consultant who will furnish all necessary labor, supervision, materials, licenses, insurance, transportation, and equipment necessary to support high level utility regulatory and technical consulting for current and future SCIP electric operations. Qualified firm must specialize in utility rate and cost-of-service studies, hydropower resource scheduling, coordinated resource scheduling with similarly situated preference power entities, energy accounting at both retail and wholesale levels in support of power contract administration, power resource planning and procurement, power system planning studies, and demonstrated working relationships with the Arizona transmission providers. Firms who are unable to demonstrate existing power scheduling services utilizing high voltage transmission system in Arizona should not apply.

Qualified firm will be required to have extensive knowledge with SCIP’s statutory requirements as specified in CFR 25 and be able to work with SCIP management, within those requirements, to improve the utility’s competitive position by reducing power supply costs and improving system reliability. Qualified firm must demonstrate to SCIP their knowledge, skills and ability to: perform long- term power resource acquisitions, develop and manage pooling opportunities, and specifically demonstrate existing working relationships with SCIP’s partners in the Integrated Resource Scheduling (“IRS”) Program, the Southwest Power Pool Resources Group (SPPR),Western Area Power Administration (Western), Bureau of Reclamation (BOR), Arizona Electrical Power Cooperative (AEPCO) and the Southwest Public Power Agency (SPPA).

SCIP requires qualified firm to be a well-established engineering consulting, pooling and scheduling firm licensed and registered in Arizona with permanent in-house staff located within the Phoenix metropolitan area, with a minimum 25 year experience in Arizona electric utility consulting. SCIP intends to utilize a single firm to provide the specialized work identified in this solicitation, and applicant qualifications must be supported by examples of past experience for all work requested and that demonstrate established relationships with the many regional and Arizona utility organizations, Federal Power Agencies, and the Western Electricity Coordinating Council

(“WECC”).

Qualified firm must have a history of quality, dependable studies especially suited to the unique needs of federal government agencies operating utilities.

Moreover, qualified firm must have familiarity with SCIP’s current power supply, load characteristics and operating procedures, pooling, power scheduling and possess the knowledge base and a level of experience with SCIP that will eliminate a protracted learning curve and those associated costs. Qualified firm must possess combined knowledge and experience working with other Arizona electrical utilities, the regulatory environment as well as the Southwest regional power system, particularly as they relate to a Federal Power entity identical to

SCIP.

Scope of Work

SCIP will contract to obtain the following Electric – Arizona Utility Scale Resource and Power Pooling Optimization Consultant services

TASK1: Assist SCIP in managing its power contracts and resource pooling, including:

• Forecasting and preparing resource requirements - requires specific knowledge of SCIP’s transmission/distribution interconnections and supply routes to effectively supply power to the appropriate point of receipt on the SCIP system. Also requires a thorough understanding of SCIP’s historical load patterns and trends.

Forecasting and preparing annual/monthly/hourly power schedules with appropriate offices (Western Area Power Administration (“Western”) and Arizona Electric Power Cooperative (“AEPCO”), Southwest Power Pool Resources Group (“SPPR”), and the Southwest Public Power Agency (“SPPA”) - requires extensive knowledge of the various SCIP power purchase and transmission agreements, and how the resources can be most economically and efficiently scheduled under these contracts. Also requires a deep understanding of SCIP’s historical loads patterns, as well as those of the San Carlos Irrigation Project, San Carlos Irrigation District, the San Carlos Apache Tribe, and the Gila River Indian Community Utility Authority (GRICUA).

• Coordinating resource deliveries and transmission tags with Western, SPPA, AEPCO and others - requires experience and a working relationship with SCIP suppliers on power pre-schedules and experience responding to short term curtailments or other operational challenges during the scheduled month. Qualified firm has to be qualified power scheduling agency for pre-schedule and schedule SCIP’s loads.

• Coordinate resource scheduling/pooling activities with similar Arizona load serving entities - In 2013, SCIP received approximately 50,000 Megawatt hours (“MWh”) of Federal hydropower, with 88% provided from SCIP’s participation in the contracted power pool. This interaction requires specialized experience working with all of the other participating power pool entities to analyze their needs in relation to SCIP’s needs, in order to effectively coordinate the available resources to the benefit of all parties. Also, requires working relationships with existing Arizona Balancing Authorities. Qualified Firm must have an excellent working relationships with SCIP’s existing Arizona Balancing Authorities.

• Review resource invoices for accuracy including reconciling deliveries, schedules, tags and proper itemization with G i l a R i v e r I n d i a n C o m mu n i t y U t i l i t y A u t ho r i ty ( “ GRICUA”), SPPA, and AEPCO – requires detailed knowledge of supplier invoice parameters, SCIP system scheduling dynamics, and transmission delivery procedures.

• Provide billing audits for SCIP’s customer(s) on a monthly basis with (GRICUA) – requires knowledge of SCIP and GRICUA dynamic systems interaction, loads and loss factors.

• Assist SCIP with long term power resource acquisition, participation in pooling opportunities such as resource exchange programs (Integrated Resource Schedule (IRS), Southwest Public Power Resources Group (“SPPR”) and Southwest Public Power Agency (SPPA) – requires on-going participation in identified resource exchange programs. Also requires current involvement in the SPPR/SPPA Joint Action Agency process.

• Attend Power Marketing Meetings on SCIP’s behalf that potentially could impact SCIP’s power supplies and delivery options [Colorado River Storage Project (“CRSP”), Irrigation and Electrical Districts Association of Arizona (“IEDA”), SPPR, IRS, Parker-Davis Project (“PDP”), Western and WECC] – vendor should already be providing this service to other utilities/ load serving entities to maximize the value to SCIP, as well as minimize the cost burden of this crucial activity by sharing the cost with the other entities when possible.

*Deliverables associated with this task that must be demonstrated:

• Monthly- Scheduling letter to Western Area Power Administration for CRSP and PDP power

• Monthly- IRS Group email documenting final distribution of resources and special conditions

• Monthly- Western Billing Allocation Worksheet

• Monthly- Daily CRSP Power Schedules

• Monthly- Summary of Integrated Federal Resource and Power Transactions

• Monthly- SCIP Attachment I to Exhibit A Loads and Resources Forecast

• Monthly- SCIP hourly CRSP pre-schedule to AEPCO balancing authority

• Monthly- SCIP hourly CRSP pre-schedule to Western

• Annual- Parker-Davis Project energy exchange request to Western

• Annual- SCIP Attachment P – 10 year forecast to Western

• Annual- EIA 861 form data

• Monthly-AEPCO hourly price sheet

• Monthly- GRICUA Wheeling audit report

• Monthly- SCIP-GRICUA settlement invoice breakout

• Request for proposal (RFP) support for resource acquisition

TASK 2: Revenue Requirements and Rate Design (Annually):

• Study the current operations and the status of revenue requirements of the electric power utility program at SCIP - The study will determine the cost-of-service and must incorporate the concept of unbundled cost for providing electricity- requires knowledge of the various SCIP power purchase, transmission, and wheeling agreements and a strong understanding of the requirements under CFR 25. Requires a thorough understanding of SCIP's historical loads and patterns to accurately forecast future purchase power costs. Also requires an understanding of "preference power" principles and their applicability for cost allocation and rate setting. Vendor must demonstrate the ability to work with reports and data formats provided from SCIP's accounting system.

• Develop electric power rates and service fee schedules that incorporate the cost-of-service and unbundled costs of electricity in accordance with the 25 CFR 175.10(b) requirements – requires participation in Federal Power Marketing rate processes and the ability to coordinate rate changes with SCIP's fuel adjuster surcharge.

• Provide informal presentations and fact-finding sessions with government officials and interested parties to assure that federal requirements [25 CFR 175.12(b)] and customer concerns are considered in the decision making process – requires demonstrated ability to conduct public meetings in accordance with public processes outlined with the 25CFR 175.12(b) and Western Federal Register Notice / Public Process.

• Prepare a written report on the items listed above, including a discussion of issues and concerns, finding and conclusions, and recommendations – requires appropriate level of technical writing for the intended use by SCIP.

*Deliverables associated with this task that must be demonstrated:

• Wheeling Sales report

• Breakdown of Sales Forecast, Year-over- year Changes, Summary of Sales Changes

• Financial Pro-Forma

• Cost of Service model

• Executive Summary of Rate Changes

• Customer Impact Report

• Rate Comparison Report

• New Rate Tariff Sheets

• Cost-of-Service and Rate Design Report

• Public Information Meetings (Coolidge, Oracle, San Carlos)

• Report Package for WRO Director

TASK 3: Provide technical planning, reporting and special studies services:

• Work with SCIP on: developing and supporting renewable resource integration, resource conservation plans, and formal Integrated Resource Plan (“IRP”) filing – requires experience developing and filing Integrated Resource plans. Requires registered professional engineer to supervise and approve any technical work.

• Work with SCIP on Power System Planning Studies – requires extensive experience and detailed knowledge of sub-regional and regional transmission systems [including experience dealing with the ACC, WECC, North American Electric Reliability Corporation (“NERC”) and Federal Energy Regulatory Commission (“FERC”)] and knowledge of SCIP’s transmission and distribution system.

• Assist SCIP with NERC/FERC reliability compliance requirements – requires registered professional engineer to supervise and approve the technical work. Firm must provide examples of completed service to other utilities/ load serving entities.

• Assist SCIP in regional planning/operational requirements – requires registered professional engineer to supervise and approve the technical work.

• Special requests for studies and/or audits will be made by the Power Manager – requires knowledge of SCIP operations, systems, rates, loads, and resources. Also, requires extensive experience and detailed knowledge of sub-regional and regional transmission systems [include experience with dealing with the Arizona Corporation Commission (“ACC”), WECC, NERC and

FERC]

*Deliverables associated with this task that must be demonstrated by interested firm:

• Engineering studies associated with Power System Planning

• Five year Integrated Resource Plan (“IRP”)

• Annual update to Five Year IRP

• Documentation of compliance with NERC Reliability Standards for the following:

Standard Standard Standard Standard

CIP-002-3 R1. CIP-005-3a R4.2. CIP-007-3a R5.3.3. PRC-015-0 R1.

CIP-002-3 R1.1. CIP-005-3a R4.3. CIP-007-3a R6. PRC-017-0 R1.

CIP-002-3 R1.2. CIP-005-3a R4.4. CIP-007-3a R6.1. PRC-017-0 R1.1.

CIP-002-3 R1.2.1. CIP-005-3a R4.5. CIP-007-3a R6.2. PRC-017-0 R1.1.1.

CIP-002-3 R1.2.2. CIP-006-3c R1. CIP-007-3a R6.3. PRC-017-0 R1.1.2.

CIP-002-3 R1.2.3. CIP-006-3c R1.1. CIP-007-3a R6.4. PRC-017-0 R1.1.3.

CIP-002-3 R1.2.4. CIP-006-3c R1.2. CIP-007-3a R6.5. PRC-017-0 R1.1.4.

CIP-002-3 R1.2.5. CIP-006-3c R1.3. CIP-007-3a R8. PRC-017-0 R1.2.

CIP-002-3 R1.2.6. CIP-006-3c R1.4. CIP-007-3a R8.1. PRC-017-0 R1.3.

CIP-002-3 R1.2.7. CIP-006-3c R1.5. CIP-007-3a R8.2. PRC-017-0 R1.4.

CIP-002-3 R2. CIP-006-3c R1.6. CIP-007-3a R8.3. PRC-017-0 R1.5.

CIP-002-3 R3. CIP-006-3c R1.6.1. CIP-007-3a R8.4. PRC-017-0 R1.6.

CIP-002-3 R3.1. CIP-006-3c R1.6.2. CIP-008-3 R1. PRC-021-1 R1.

CIP-002-3 R3.2. CIP-006-3c R1.7. CIP-008-3 R1.1. PRC-021-1 R1.1.

CIP-002-3 R3.3. CIP-006-3c R1.8. CIP-008-3 R1.2. PRC-021-1 R1.2.

CIP-002-3 R4. CIP-006-3c R2. CIP-008-3 R1.3. PRC-021-1 R1.3.

CIP-003-3 R2. CIP-006-3c R2.1. CIP-008-3 R1.4. PRC-021-1 R1.4.

CIP-003-3 R2.1. CIP-006-3c R2.2. CIP-008-3 R1.5. PRC-021-1 R1.5.

CIP-003-3 R2.2. CIP-006-3c R3. CIP-008-3 R1.6. PRC-023-1 R1.1.

CIP-003-3 R2.3. CIP-006-3c R4. CIP-008-3 R2. PRC-023-1 R1.2.

CIP-003-3 R2.4. CIP-006-3c R5. CIP-009-3 R1. PRC-023-1 R1.3.

CIP-003-3 R6. CIP-006-3c R6. CIP-009-3 R1.1. PRC-023-1 R1.3.1.

CIP-004-3a R4. CIP-007-3a R1. CIP-009-3 R1.2. PRC-023-1 R1.3.2.

CIP-004-3a R4.1. CIP-007-3a R1.1. CIP-009-3 R2. PRC-023-1 R1.4.

CIP-004-3a R4.2. CIP-007-3a R1.2. CIP-009-3 R5. PRC-023-1 R1.5.

CIP-005-3a R1. CIP-007-3a R1.3. EOP-002-

3.1

R9. PRC-023-1 R1.6.

CIP-005-3a R1.1. CIP-007-3a R2. EOP-002- 3.1

R9.1. PRC-023-1 R1.7.

CIP-005-3a R1.2. CIP-007-3a R2.1. EOP-004-2 R2. PRC-023-1 R1.8.

CIP-005-3a R1.3. CIP-007-3a R2.2. IRO-001-1.1 R8. PRC-023-1 R1.9.

CIP-005-3a R1.4. CIP-007-3a R2.3. MOD-004-1 R3. PRC-023-1 R1.10.

CIP-005-3a R1.5. CIP-007-3a R3. MOD-004-1 R3.1. PRC-023-1 R1.11.

CIP-005-3a R1.6. CIP-007-3a R3.1. MOD-004-1 R3.2. PRC-023-1 R1.12.

CIP-005-3a R2. CIP-007-3a R3.2. MOD-004-1 R10. PRC-023-1 R1.12.1.

CIP-005-3a R2.1. CIP-007-3a R4. NUC-001-2 R4. PRC-023-1 R1.12.2.

CIP-005-3a R2.2. CIP-007-3a R4.1. NUC-001-2 R4.1. PRC-023-1 R1.12.3.

CIP-005-3a R2.3. CIP-007-3a R4.2. NUC-001-2 R4.2. PRC-023-1 R1.13.

CIP-005-3a R2.4. CIP-007-3a R5. NUC-001-2 R4.3. PRC-023-2 R1.

CIP-005-3a R2.5. CIP-007-3a R5.1. NUC-001-2 R8. PRC-023-2 R2.

CIP-005-3a R2.5.1. CIP-007-3a R5.1.1. PRC-004-2a R1. PRC-023-2 R5.

CIP-005-3a R2.5.2. CIP-007-3a R5.1.2. PRC-004-2a R3. TOP-001-1a R4.

CIP-005-3a R2.5.3. CIP-007-3a R5.1.3. PRC-005-1b R1. TOP-002-

2.1b R18.

CIP-005-3a R2.5.4. CIP-007-3a R5.2. PRC-005-1b R1.1. VAR-001-3 R5.

CIP-005-3a R2.6. CIP-007-3a R5.2.1. PRC-005-1b R1.2.

CIP-005-3a R3. CIP-007-3a R5.2.2. PRC-005-1b R2.

CIP-005-3a R3.1. CIP-007-3a R5.2.3. PRC-005-1b R2.1.

CIP-005-3a R3.2. CIP-007-3a R5.3. PRC-005-1b R2.2.

CIP-005-3a R4. CIP-007-3a R5.3.1. PRC-006-1 R9.

CIP-005-3a R4.1. CIP-007-3a R5.3.2. PRC-007-0 R2.

*Examples associated with each deliverable for all Tasks will be required with bid package.

(End of Statement of Work)

INSPECTION AND ACCEPTANCE

The following clause is incorporated by reference:

Clause Title Date

52.246-1 CONTRACTOR INSPECTION REQUIREMENTS APR 1984

(End of Inspection and Acceptance)

DELIVERIES OR PERFORMANCE

PERIOD OF PERFORMANCE

The contract shall commence from date of award for a period up to 5 years if options are exercised.

The following clause is incorporated by reference:

Clause Title Date

52.242-15 STOP WORK ORDER AUG 1989

The following clauses are provided n full text:

(End of Deliveries or Performance)

CONTRACT ADMINISTRATION DATA

1.0 CONTRACTING OFFICER'S REPRESENTATIVE DEFINITION

The “Contracting Officer’s Representative (COR)” is delegated expressed limited authority by the Contracting Officer to assist in the technical monitoring and administration of the contract.

2.0 RESPONSIBILITIES OF THE CONTRACTING OFFICER'S REPRESENTATIVE

2.1 The COR’s authorities and responsibilities are defined in the COR’s Designation Letter. The COR is authorized to clarify technical requirements, and to review and approve work which is clearly within the scope of work but in no way deviate from the contract terms and conditions. The COR is NOT authorized to issue changes pursuant to the changes clause or to in any other way modify the contract.

2.2 The COR is responsible for verifying the Contractor’s compliance with the technical specifications, drawings, work schedule, and labor provisions at the site of the work.

The following local clauses are provided in full text:

CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (JULY 2010)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Interior (DOI) has implemented the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, systems requirements, and training information for CPARS is available at http://www.cpars.csd.disa.milJ. The CPARS User Manual, registration for On Line Training for Contractor Representatives, and a practice application may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation, and the report will be accessible at http://www.cpars.csd.disa.mil/. Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official's narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1 - 17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source http://www.cpars.csd.disa.milj/ http://www.cpars.csd.disa.mil/ selection actions. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating ''No comment" in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: "The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment." Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, preaward surveys, responsibility determinations, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30- day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been finalized.

(End of clause)

ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP)

(APR 2013

Payment requests must be submitted electronically through the U.S. Department of the Treasury’s Invoice Processing Platform System (IPP).

“Payment request” means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice:

1. Invoice billed according to contract line items and rates.

2. If partial payment is billed and the invoice states a lump sum, the invoice shall include an itemized breakdown and narrative progress summary of the work performed during this invoice period.

3. If final payment is billed, the last invoice shall state “FINAL”.

4. Contractor’s Release of Claims shall be submitted with the final invoice.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contract (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) prior to the contract award date, but no more than 3 – 5 business https://www.ipp.gov/ days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Local Clause)

(End of Contract Administration Data) mailto:ippgroup@bos.frb.org

CONTRACT CLAUSES

The following clauses are incorporated by reference:

Clause Title Date

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE JUL 2013

52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC

CORPORATIONS - REPRESENTATION

NOV 2015

52.232-11 EXTRAS APR 1984

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS

CONTRACTORS

DEC 2013

52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS DEC 2015

52.253-1 COMPUTER GENERATED FORMS JAN 1991

1452.226-70 INDIAN PREFERENCE – DEPARTMENT OF THE INTERIOR APR 1984

1452.280-3 SUBCONTRACTING LIMITATIONS JUL 2013

The following clauses are provided in full text:

52.203-99, PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS (DEVIATION 2015-02) (FEB 2015)

(a) The contractor shall not require employees or subcontractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such fraud, waste, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(b) The contractor shall notify employees that the prohibition and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect.

(c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard

Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information.

(d)(1) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated (or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the contractor is not in compliance with the provisions of this clause.

(2) The Government may seek any available remedies in the event the contractor fails to comply with the provisions of this clause.

52.212-4 – CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (JAN 2017)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any request for relief, claim, appeal, or action arising under or relating to the contract, and comply with any decision of the Contracting Officer.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include --

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer— System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt Payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period at fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause.

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments.

(9) The specification.

(t) System for Award Management (SAM).

(1) Unless exempted by an addendum to this contract, the Contractor is responsible during performance and through final payment of any contract for the accuracy and completeness of the data within the SAM database, and for any liability resulting from the Government’s reliance on inaccurate or incomplete data.

To remain registered in the SAM database after the initial registration, the Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Updating information in the SAM does not alter the terms and conditions of this contract and is not a substitute for a properly executed contractual document.

(2)

(i) If a Contractor has legally changed its business name, “doing business as” name, or division name (whichever is shown on the contract), or has transferred the assets used in performing the contract, but has not completed the necessary requirements regarding novation and change-of-name agreements in Subpart 42.12, the Contractor shall provide the responsible Contracting Officer a minimum of one business day’s written notification of its intention to:

(A) Change the name in the SAM database;

(B) Comply with the requirements of Subpart 42.12 of the FAR;

(C) Agree in writing to the timeline and procedures specified by the responsible Contracting Officer. The Contractor must provide with the notification sufficient documentation to support the legally changed name.

(ii) If the Contractor fails to comply with the requirements of paragraph (t)(2)(i) of this clause, or fails to perform the agreement at paragraph (t)(2)(i)(C) of this clause, and, in the absence of a properly executed novation or change-of-name agreement, the SAM information that shows the Contractor to be other than the Contractor indicated in the contract will be considered to be incorrect information within the meaning of the “Suspension of Payment” paragraph of the electronic funds transfer (EFT) clause of this contract.

(3) The Contractor shall not change the name or address for EFT payments or manual payments, as appropriate, in the SAM record to reflect an assignee for the purpose of assignment of claims (see FAR Subpart 32.8, Assignment of Claims). Assignees shall be separately registered in the SAM database.

Information provided to the Contractor’s SAM record that indicates payments, including those made by EFT, to an ultimate recipient other than that Contractor will be considered to be incorrect information within the meaning of the “Suspension of payment” paragraph of the EFT clause of this contract.

(4) Offerors and Contractors may obtain information on registration and annual confirmation requirements via SAM accessed through https://www.acquisition.gov.

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End Use License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti- Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

52.212-5 – CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS -- COMMERCIAL ITEMS (JAN 2017)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are…