Draft Section G.docx

TFM-2 DRAFT SIR Section G

PART I - SECTION G: CONTRACT ADMINISTRATION DATA

G.1 ACCOUNTING AND APPROPRIATION DATA

TBD

G.2 INVOICING

The Contractor shall submit on a monthly basis, one (1) original of all invoices by electronic submission in a pdf format via email to the billing technician office at the e-mail address provided by the Contracting Officer or in hard copy to address provided. The U.S. Mail and FEDEX addresses are provided for the FAA Accounting Office (AMZ-110) below:

U.S. MAIL

FAA AC ACCTG OFC

DOT/FAA AMZ-110

PO Box 25710 Oklahoma City, OK 73125

FEDEX

FAA Accounts Payable Branch, AMZ-110 6500 S MacArthur Blvd.

Oklahoma City, OK 73169

In addition, in order to expedite the processing of invoices, the Contractor shall submit one (1) copy of all invoices to the Contracting Officer indicated under G.4, and one (1) copy to the Contracting Officer’s Representative (COR) indicated under G.4 in a pdf format via e-mail.

Should the Contractor choose to submit the official invoice submission(s) electronically, in pdf format (via e-mail), to the FAA Accounting Office (AMZ-110), the contractor is responsible for ensuring that the FAA properly and promptly receives the invoice and attachments through the FAA e-mail system. The Contractor must obtain the correct e-mail address from the Contracting Officer to allow for and support electronic submission of official invoices to the FAA Accounting Office (AMZ-110). Should the Contractor choose to submit invoices electronically, the Contractor must ensure that the submitted invoices (pdf files) submitted as attachments to e-mails are of a size that will be permitted access through the FAA e-mail system. Furthermore, the Contractor must ensure that the pdf documents are clearly and easily understandable and decipherable when printed out on 8 ½ inch by 11 inch paper or 8 ½ inch by 14 inch (as that is the format used for the review and for the official file). Electronic invoice submissions that do not meet these constraints will not be considered to have been received by the FAA.

G.3 ADDITIONAL INVOICE/PAYMENT INSTRUCTIONS

The contractor must submit separate invoices each month for each active CLIN and each active task order under the contract where costs have been incurred during that month and invoicing is therefore appropriate.

Invoices will contain the following information:

(a) Contract number, CLIN number, and task order number (if applicable),

(b) Description of work,

(c) Straight time labor charges by man-hours, classification, employee names and labor rates, and

(d) Other costs incurred and allowable under the contract and identification of such costs.

The invoice shall contain the following statement signed by an authorized company representative:

This is to certify that the services set forth herein were performed during the period stated.

Contractor's Authorized Representative Date of the invoice

CONTRACTOR’S PAYMENT INFORMATION:

Remittance Addresses:

Primary payment preference is via wire transfer in accordance with the following information:

Wire Transfers

Contractor’s Wire Transfer Information goes here . . .

American Bankers Association (ABA) nine-digit identifier of the receiving bank:

Recipient Contractor’s Account Number:

In the event that payment by way of wire transfer is not available, payments should be sent to the following address:

Other Transfers

Contractor’s Banking information to go here

G.4 CONTRACT ADMINISTRATION POINTS OF CONTACT

Contracting Officer, AAQ-240 Federal Aviation Administration 3701 Macintosh Drive Room 2257 Warrenton, VA 20187

G.5 CONTRACTING OFFICER'S AUTHORITY

The Contracting Officer assigned to this contract has responsibility for ensuring the performance of all necessary actions for effective contracting; ensuring compliance with the terms of the contract and safeguarding the interests of the United States in its contractual relationships. In this regard, the Contracting Officer is the only individual who has the authority to enter into, administer, or terminate this contract. In addition, the Contracting Officer is the only person authorized to approve changes to any of the requirements under this contract, and notwithstanding any provision contained elsewhere in this contract, the said authority remains solely with the Contracting Officer.

The Contractor shall immediately notify the Contracting Officer for clarification when a question arises regarding the authority of any person to act for the Contracting Officer under the contract in select areas, or when the Contractor receives direction that appears outside contract scope.

G.6 Contracting Officer’s Representative (April 2012)

The Contracting Officer may designate other Government personnel (known as the Contracting Officer's Representative) to act as his or her authorized representative for contract administration functions which do not involve changes to the scope, price, schedule, or terms and conditions of the contract. The designation will be in writing, signed by the Contracting Officer, and will set forth the authorities and limitations of the representative(s) under the contract. Such designation will not contain authority to sign contractual documents, order contract changes, modify contract terms, or create any commitment or liability on the part of the Government different from that set forth in the contract.

The Contractor shall immediately contact the Contracting Officer if there is any question regarding the authority of an individual to act on behalf of the Contracting Officer under this contract.

The COR is responsible for monitoring the performance of work under the contract as stated in the paragraph above and for providing technical direction. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inaction by the Contractor or the Government which will change the required delivery or completion times stated in the order and the order will be modified accordingly. (This does not apply to individual assignments issued by the COR provided they do not affect the delivery schedule or performance period stated in the contract.)

On all matters that pertain to the contract terms the Contractor must communicate with the contracting officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the contracting officer should be notified immediately, preferably in writing. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate the submittal of a claim.

G.7 TECHNICAL DIRECTION

Performance of the work under this contract shall be subject to the technical direction of the Contracting Officer's Representative (COR) or his/her designated alternate. The term "technical direction" is defined to include, without limitation, the following:

(a) Directions to the Contractor which redirect the contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual Statement of Work;

(b) Providing of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work description; and,

(c) Review and, where required by the contract, approval of technical reports, drawings, specifications, and technical information to be delivered by the Contractor to the Government under the contract.

Technical direction should be issued in writing by the COR and must be within the scope of Section C. The COR does not have the authority to, and may not issue any technical direction which:

(a) Constitutes an assignment of additional work outside the Statement of Work;

(b) Constitutes a change as defined in the FAA AMS;

(c) In any manner causes an increase or decrease in the total estimated cost or the time required for performance of the contract;

(d) Changes any of the expressed terms, conditions, or specifications of the contract; or,

(e) Interferes with the Contractor's right to perform the terms and conditions of the contract.

The Contractor shall proceed promptly with the performance of technical direction duly issued by the COR in the manner prescribed by this clause and within his authority under the provisions of this clause.

G.8 ORDERING PROCEDURES

At time of contract award, Section B of the contract defines only an anticipated ceiling for the undefinitized CLINs/sub-CLINs since the future requirements are not detailed enough to support firm pricing.

For the IDIQ CLINs, the Government, at its discretion, will issue Task Order Requests in writing for work within the scope of the Statement of Work (Section C). In response, the contractor must submit proposals which may result in the issuance of bilateral task orders.

For undefinitized optional Cost Plus sub-CLINs, the Government, at its discretion, will request in writing Engineering Change Proposals (ECPs) for work within the scope of the Statement of Work (Section C). This will generally occur after satisfactory completion of system engineering work performed under awarded Task Orders which will include hours for ECP preparation.

The Government intends to review Contractor proposals and negotiate in good faith The government intends to negotiate with the contractor and may issue bilateral modifications to the contract to add the precise terms, conditions and pricing for the undefinitized optional Sub-CLINs. After successful negotiations, the government may direct the contractor to perform the respective work (per CLIN and/or sub-CLIN).

Performance under this contract’s CLINs must adhere to the following:

(a) The Contractor can incur costs against active CLINs only in the performance of awarded Task Orders, Advance Agreements, and definitized CLINs after issuance by the Contracting Officer with authorization to begin work. No other costs are authorized without the written consent of the Contracting Officer.

(b) All awarded Task Orders and definitized CLINs are subject to the terms and conditions of this contract. In the event of discrepancies, the contract takes precedence.

(c) The Contractor must maintain and submit separate cost records for each sub-CLIN and awarded Task Order. The Contractor must not accrue costs exceeding the authorized amount for any sub-CLIN or awarded Task Order without written authorization from the Contracting Officer.

G.9 CORRESPONDENCE PROCEDURES

To promote timely and effective contract administration, correspondence (except for invoices and deliverable items) submitted under this contract shall be subject to the following procedures:

(a) All correspondence shall contain a subject line commencing with the contract number.

(b) Technical correspondence of a routine nature shall be addressed to the designated COR with an information copy of the correspondence to the Contracting Officer.

Other correspondence, including technical correspondence where patent or technical data issues are involved and correspondence which proposes or otherwise involves waivers, deviations, or modifications to the contract requirements, terms, or conditions shall be addressed to the Contracting Officer with an information copy of the correspondence to the COR.

END OF SECTION G