Revised PWS with track changes.pdf

36C24622Q0476

1.00 JB ________________

2 COMPUTERS WITH DUAL MONITOR

Contract Period: Base POP Begin: 08-25-2022 POP End: 08-24-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: Z2AA - Repair or Alteration of Office Buildings

1.00 JB ________________

INSTALLATION

Contract Period: Base POP Begin: 08-25-2022 POP End: 08-24-2023 PRINCIPAL NAICS CODE: 238290 - Other Building Equipment Contractors PRODUCT/SERVICE CODE: Z2AA - Repair or Alteration of Office Buildings

GRAND TOTAL ________________

B.3 PERFORMANCE WORK STATEMENT (PWS)

The Durham Department of Veterans Affairs Health Care System currently has the need to replace our outdated physical keying and mechanical locking components at the Durham Veterans Affairs Health Care System (VAHCS), 508 Fulton St, Durham, NC 27705 in accordance with the terms and conditions herein.

1. DESCRIPTION OF WORK

The contractor shall furnish all labor, material, equipment, parts, supervision quality control, training., necessary to upgrade lock and key system at the Durham VA Health Care System (DVAHCS) intends to improve the physical security of its main campus and other outlying buildings (Community Based Outpatient Clinics or CBOCs/ Hospital Based Outpatient Clinic HBOCs) by conducting an upgrade to its existing mechanical locking and keying system. This shall include the replacement/re-implementation of a Restricted, Patented (Utility) Keyway system that is assigned to the end user (DVAHCS), upgrading deficient door hardware to Architectural Barriers Act Accessibility Standard (ABAAS) compliance in specified locations, and implementing an electronically automated Key Control software program.

2. PERFORMANCE WORK STATEMENT:

a. Conduct a full inventory of existing locks at Durham Veterans Affairs Health Care System (DVAHCS), and eight (8) associated Community Based Outpatient Clinics (CBOCs). The intent of this is to determine final counts for required cores. This shall include all building doors as well as any other locks (including padlocks) with the 7-pin removable core system currently in use. The currently anticipated required number of combinated cores is 12,000 with a total of 10,000 keys anticipated to be cut. Provide additional uncombinated spare cores (5,000) and additional blank keys (2,500). In the event that the required combinated core count is less than 12,000 the cores which are not required to be combinated shall be added to the 5,000 spare core count to be turned over to the Contracting Officer Representative (COR). If the required combinated core count exceeds 12,000 the additional cores required shall be deducted from the 5,000 spares.

b. Develop a new 4 control level keying hierarchy chart in close consultation with

DVAHCS personnel and in accordance with VA Handbook 0730 Appendix B and existing system keying. The contractor shall also develop an acceptable phasing plan for transitioning to the new keying system and shall provide services to manage that plan through completion. The plan shall minimize inconvenience to Medical Center employees and especially minimize interference with Medical Center operations. The phasing plan shall include no more than five different departments converted to the new keying system per phase, with some exceptions allowed for smaller, minimally staffed departments. Adjustments to this phasing limitations may be requested by the contractor for approval by the (COR). Phase 1 shall begin with service only, lessons learned shall be applied to future phases until conversion is complete.

c. Install new cores and issue keys to personnel in coordination with the VA (COR) and the Durham DVAHCS locksmith, and in compliance with the approved phasing plan including all required tracking and documentation of cores and keys. Contractor’s employees shall produce evidence of a minimum of Special Agreement Check (SAC) level background check (to be verified by the Contracting Officer) and shall be required to have DVAHCS escorts for installation of cores in critical areas of the Medical Center (this requirement shall apply to an estimated 17,000 cores). See Paragraph 6.a. for information regarding areas requiring DVAHCS escorts. All cores, keys, and installation equipment for these critical locations shall be held by the DVAHCS locksmith, M&O Manager and shall be documented and released to the qualified contractor employees only upon establishment of an available escort on a daily basis. Availability of the escort may be subject to workload but shall be provided within two days of notification of the need by the contractor. The contractor shall be responsible for the cost of the Background Investigation.

d. Install new hardware and new cores in locations designated for hardware replacement to bring the locations into conformance with Architectural Barriers Act (ABA), ABAAS, and Life Safety requirements of National Fire Protection Association (NFPA) 101. This hardware replacement is required in an anticipated eight locations.

d.

Eight (8) Associated CBOC’s:

Formatted: Indent: Left: 0.25"

Formatted: Indent: Left: 0.25", Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Indent at: 0.75"

Raleigh, I CBOC: 3305 Sungate Blvd, Raleigh, NC 27610

Raleigh II CBOC: 3040 Hammond Business Place, STE 105, Raleigh, NC 27603

Raleigh III CBOC: 2600 Atlantic Ave, STE 200, Raleigh, NC 27604

Brier Creek Dialysis Clinic: 8081 Arco Corporate Dr, STE 130, Raleigh, NC 27617

Hillandale Road Clinics I and II: 1824 Hillandale Rd, Durham, NC 27705

Morehead City, N.C. New CBOC: Morehead City, N.C. 2900 Arendell St. Unit 119

Greenville CBOC: 401 Moye Blvd, Greenville, NC 27834

e. The contractor shall provide the Patented Keying system hardware, locking hardware, and software from the same manufacturer to be interchangeable into the existing SFIC cored cylindrical, mortised, and padlock lockset. This shall ensure continuity for warranty support and maintenance inventory control, offering lowered total cost of ownership. Any software provided shall be compatible with DVAHCS Office of Information and Technology (OI&T) requirements and based on operating systems as required by OI&T. This software shall be placed on the VA network.

f. Proposed Patented keying system shall be an American-made, restricted, patented (utility) keyway system to fit the small format, interchangeable core (SFIC) system currently in use at these facilities. The key system shall be proprietary and assigned to DVAHCS who will retain access to all key records. All applicable requirements of VA Handbook 0730/4 titled Security and Law Enforcement shall be required in the new keying system and any other work performed under this contract.

3. CONTRACTOR RESPONSIBILITIES.

a. The contractor shall inventory the current sites, develop a new keying plan, develop a phasing plan for install of the new system, install new system in accordance with approved phasing plan, and track all installed cores and keys issued with regards to implementation of a comprehensive patented keying system at the Durham DVAHCS campus and Eight (8) Community-Based Outpatient Clinics (CBOCs) associated with the Durham VAHCS. Work shall include managing replacements as well as actual replacement of the keying system for all the facilities with a Restricted, Patented (Utility) Keyway SFIC system, upgrading designated locking hardware to ABAAS compliant hardware for nine (9) different properties at different locations, and implementation of Key Control software program. This shall specifically require the contractor to inventory existing cores across the Medical Center campus, CBOC’s and HBOC’s develop a rekeying phasing plan acceptable to the Medical Center, provide and install new combinated cores and distribute new keys in accordance with the phasing plan, provide additional uncombinated cores and blank keys, provide replacement door hardware where non-compliant hardware exists, and provide/install /train for new Key Control software. Contractor shall provide all spare keying materials directly to the DVAHCS locksmith in the presence of the COR and M&O Manger.

Contractor shall supply two computers, dual monitors with AU require software and operating system shall be provided to house the new keying software.

Software shall be approved to be installed on the VA governments network.

b. Contractor shall provide unit cost pricing for all keys, cores, and other hardware to establish a basis for deduction or addition of product in the event quantities differ from those listed herein. Currently we have Falcon Keyways/F1 cores.

c. Provide 12,000 combinated patented cores with the Core mark stamped on face of cores in a manner acceptable to the VA. Final quantity of combinated cores may vary after completion of inventory survey, but quantities shall not exceed 17,000 combinated cores. If the number of required cores is less than 12,000, the contractor shall provide the difference between the required 12,000 and the number actually required as uncombinated extra cores in addition to those noted in Paragraph 3. e. If combinated cores beyond the 12,000 are required, the contractor shall draw from the 5,000 spare cores to complete the requirement.

d. Provide 10,000 cut keys per keying schedule for use with combinated cores. Final quantities may vary after completion of survey/keying meeting after award but are not expected to exceed 12,500. Keys shall be stamped with a core stamp and with an identification number unique to the individual or entity to which the keys are issued and shall state DO NOT DUPLICATE. Any keys not required to be cut between the actual number and 12,500 required shall be supplied as blank keys to the Medical Center for stock.

e. Provide 5,000 uncombinated cores and 2,500 blank keys to DVAHCS locksmith for future use. Final quantities may vary after completion of survey/keying meeting after award. Total count of cores shall be 17,000 and total count of keys shall be 12,500.

f. The contractor shall supply to the DVAHCS two (2) new key cutters and core combinating equipment necessary to support the new patented system following installation of the requisite number of cores and hardware by the contractor, but the contractor shall provide up to 17,000 combinated cores and up to 12,500 cut keys. In addition, nine (9) locations shall require new ADA-compliant hardware to bring the locations to compliance with ABAAS and Life Safety Code requirements. The contractor shall identify any and all additional equipment required to support their new proposed system as it shall impact current Locksmith inventory and training requirements.

g. Contractor shall provide each cut key and combinated core as follows: keys shall be labeled (stamped) with the core mark in such a location on the key bow to ensure that a serial number can also be stamped on the same side of the key. For the 10,000 keys to be cut by the contractor, the serial number shall also be stamped by the contractor to indicate identity of the issue recipient. The core label shall be by core mark codes within the keying system to identify each key within the system. The recipient code shall be as defined in the software system for the person of issue. All cores are to be stamped with a core mark code on the face of the cylinder in a font and fashion acceptable to the VA. A detailed list of individuals who the new keys are issued to shall be provided to the COR by the end of each day during the rekeying process. Each key shall also have the words DO NOT DUPLICATE stamped on the face of the key.

h. Provide and program Key Control software equal to or better than Stanley

Keystone Web Key Control software program. Provide one-time data import of new keying data into new Key Control software provided in the VA-specified operating system on two contractor-provided computers which shall become the property of the VA. The computer shall be VA gold imaged before allowed on our network. Contractor is responsible for ensuring that resultant updated keying data is accurate and fully functional. As noted in Paragraph 1.C, this shall require that all contractor employees working on this project have Background Investigations (minimum SAC level) performed prior to initiating the contract.

i. Provide ABAAS compliant mortise or cylindrical hardware per specifications to replace non-compliant hardware in DVAHCS buildings located on the Durham DVAHCS campus. This shall also be performed for eight (8) other door locations.

j. At minimum prime shall be certified as a Master Locksmith Certification, hold a Certified Protection Professional (CPP). Hold certification on the software providing.

k. Contractor to provide one year warranty on materials with warranty to be provided to the COR upon substantial contract completion with the dates of warranty and coverage noted.

4. DEFINITIONS

a. COR: Contracting Officers Representative

b. SFIC: Small Format Interchangeable Core

c. VA: Veterans Administration

d. DVAHCS: Durham VA Health Care System

e. CBOC’s: Community Based Outpatient Clinics

f. HBOC’s: Hospital Based Outpatient Clinic g.e. M&O Manager: Maintenance and Operations Manager h.f. ABAAS: Architectural Barriers Act Accessibility Standard i.g. SAC: Special Agreement Check

Minimal Work Activities

A. Conduct Contractor Responsibility meeting and key system design meeting with VA.

To be conducted NLT 14 days after award.

B. Conduct full site survey of existing cores at the DVAHCS, Durham and eight (8) CBOC/ HBOCs sites with counts of core designation and counts. Also, conduct key requirements analysis utilizing VA records and other appropriate sources with regards to issued keys. Complete survey within 45 days, including providing documents detailing results of survey.

C. Develop a new keying chart for implementation utilizing the existing keying system as a foundation.

D. Develop a Phasing Plan for transition to the new keying system which transitions no more than Five (5) different departments during a particular timeframe.

E. Implement, conduct the necessary work, and manage the Phased transitioning to the new keying system based upon the approved Phasing Plan developed in the prior step.

F. Provide/install Key Control software program on the VA network. Conduct training on software as necessary and document names, dates, times and outline of training.

Delivery of all new patented key system key cutting and core combinating equipment.

G. Provide and install new cylindrical and mortise hardware and new cores in the locations designated for hardware replacement. This shall include door locations for cylindrical replacement and door locations for mortise replacement.

H. Delivery of spare cores, keys and any other locking hardware or devices called for but not installed.

5. PERFORMANCE MONITORING

a. The Contractor shall quality check each core with the applicable cut keys. All keys shall also be verified by the Contractor as functional prior to turning over to the keyholder or COR. A detailed list of individuals who the new keys are provided to shall be provided to the COR and entered into the new keying software by the end of each day during the rekeying process.

6. SECURITY REQUIREMENTS

a. Contractor may be in the immediate vicinity of VA personal information, patient records, research documents, pharmaceuticals, and consumer goods during the performance of this project and shall also be directly responsible (subject to escort requirements noted in Paragraph 2.c. for keys which may access these areas. For areas deemed sensitive or critical, an escort shall be designated to escort the contract employee for core replacement and any required access in those areas.

Areas requiring DVAHCS escort are as documented in VA Handbook 0730, Appendix B (see Table included as Attachment 1 to this PWS) and which contain security requirements C or K designated as “X – Applicable Requirements.” All contractor activity within these noted areas shall require escorts. These escorts shall be made available for these areas within 5 days of the contractor’s request for work in these areas. All activity shall be coordinated directly with DVAHCS COR and/or locksmith prior to commencement of any on-site work. All contractor personnel working on this Project shall have VA-approved Background Investigations (minimum SAC level) prior to initiating any contract work.

The C&A requirements do not apply, and a Security Accreditation Package is not required for this procurement.

7. PATENTED KEYING SYSTEM

a. The key system shall be an American-made, restricted, patented (utility) keyway that will be assigned to the end user (DVAHCS). DVAHCS will retain ownership of the key system and have complete access to the key records for the system.

b. The key system shall be patent protected through a minimum of 2027, but the manufacturer shall continue to enforce its key control policies for ordering authorization/verification of all cylinders, cores and key blanks for the life of the key system assigned to DVAHCS even after patent expiration.

c. The key system shall be field serviceable by DVAHCS personnel and able to be immediately recombinated at any time. Removal and installation of cores shall not require any modifications to the cylinders and be accomplished through the use of only a control key or control tool.

d. The selected key system shall incorporate unique internal components to allow future expansion to more than 64,000 useable combinations from a single keyway profile.

e. The contractor shall develop in coordination with the DVAHCS Locksmith, M&O Manager and the COR, a 4 control level Great Grand Master Key hierarchy for the main campus and 2 control level Master Key hierarchy for outlying facilities IAW VA Handbook 0730 Appendix B.

f. Stamp permanent keys and cores with the applicable key mark for identification.

These visual key control marks or codes shall not include the actual key cuts.

Initially issued keys shall also be stamped with a serial number identifying the person/entity to whom the key is issued, and each key shall also have stamped on the face of the key “DO NOT DUPLICATE”. A detailed list of individuals who the new keys are provided to, entered into the new keying software and provided to the COR by the end of each day during the rekeying process.

g. Contractor shall have a documented Patented Keying process for ordering current and future patented keying materials. This shall include a verification process to ensure that authorized personnel are listed as Registered Key Custodian before order is processed.

h. The Durham VA Health Care system currently has Falcon Keyways/F1 cylinders.

8. KEY CONTROL SOFTWARE

a. Key Control software shall provide salient characteristics equal to or greater than

Stanley Keystone Web, Key software, including the following:

1. Provide password restricted logins, allowing for multiple users to access program at same time.

2. Provide all required administrative support for management of the rekeying effort and transition of the Medical Center to the new keying system and program.

3. Provide graphic display capable of showing buildings with doors, cores and locks in the building.

4. List keys that have been issued, along with their key holders; list keys due back by date, records issuance of keys/key rings/cores and locks

5. Lists all cores and their locations, buildings and doors

6. Capability to cross-reference key holders and search records by cores, doors and buildings

7. Key inventory program shall provide for periodic, regular backup of all key data and maintain timestamp of last system back-up.

8. Contractor shall provide 2 computers, monitors, software etc. that have approved operations systems to be installed on the VA network.

b. Contractor shall ensure all key inventory data is current and complete in the Key Control software program prior to training and implementation of this system

c. Contractor shall provide factory direct Technical Support line for Key Control software program and all applicable software licenses required

9. MECHANICAL LOCKSETS

a. SPECIFICATIONS

1. Cylindrical locksets shall be extra heavy-duty cylindrical type with 2 3/4-inch backset, with a 9/16 inch throw latch bolt.

2. Cylindrical locksets shall conform to ANSI A156.2, Series 4000, Grade 1, and be UL listed for use on 3 Hr A Label swinging door.

3. Mortise lock case shall conform to ANSI A156.13, Series 1000, Grade 1 Operational and Grade 2 Security. Latch bolt shall be solid stainless steel, ¾” throw & reversible without opening case. Deadbolt is stainless steel, 1” throw.

4. Locksets shall meet or exceed ANSI A117.1

5. Permanent core face shall be the same finish as the lockset finish

6. Finish shall match existing finishing where hardware is to be replaced.

See General Specs attached 01-00-00, 01-35-26, 01-45-00.

Attachment 1

SPECIAL CONTRACT REQUIREMENTS

10. KEY PERSONNEL.

Key personnel will be identified in the quote and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least 30 days prior to such change.

11. BACKGROUND INVESTIGATIONS.

The contractor employee Background Investigations shall be completed, and results returned to the Contracting Officer within 90 days of the Notice to Proceed. The Contractor shall cover all costs of the Background Investigation requirement within the contract.

12. HOURS OF OPERATION.

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours are Monday through Friday, 7:30AM – 4:00PM, excluding federal holidays which are as follows:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Juneteenth

Any other day specifically declared by the President of the United States to be a federal holiday.

When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

NOTE: Any deviation from the normal working schedule shall be approved in advance by the COR or Facilities Engineering Department. The identification of federal holidays is controlled by the United States Office of Personnel Management (OPM).

13. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR COMBATTING

COVID-19

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with VHA

Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

14. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS).

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of 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 FAR 42.15.

(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) Please 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, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) You have 14 calendar days following the Assessing Official signature date to submit comments before the evaluation is made available in the Past Performance Information Retrieval System (PPIRS). You have a total of 60 calendar days following the Assessing Official signature date to submit comments. Any comments that you submit will be posted to PPIRS. If you do not sign and return the evaluation within 60 calendar days the evaluation will be returned to the Assessing Official, you will no longer be able to provide comments and the evaluation will be annotated as follows: 'The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this evaluation.' Partially completed comments that were not signed and returned to the Government within 60 calendar days will be removed from the evaluation.

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

(1) Protect the evaluation as “source selection information.” After review, transit 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 determination, 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 60-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 completed.

15. QUALITY ASSURANCE SURVEILLANCE PLAN.

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the QASP will help to ensure that service quality levels reach and maintain the required quality levels throughout the duration of the contract. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

16. BILLING AND PAYMENT.

Payment shall be made in arrears of the specified billing period after receipt of a proper invoice, provided all required work, including preventive maintenance, scheduled and unscheduled repairs, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COR or designee.

The Veterans Affairs Financial Services Center (FSC) require Contractors to submit payment requests in electronic form in order to enhance customer service, departmental productivity, and adoption of innovative information technology, including the appropriate use of commercial best practices via the Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/fsc/einvoice.asp.

Invoices shall be submitted in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

Contract Number Obligation/Purchase Order Number Invoice Number CLIN (contract line item number) Date of Service Description of Work Performed

17. CONTRACT ADMINISTRATION.

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

In the event the contractor effects any such change at the direction of any person other than the contracting officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.