RFP_47PA0118R0004_-Internet-Based_Computer_Accessible.pdf

REQUEST FOR PROPOSAL (RFP):47PA0118R0004

Internet-Based Computer Accessible Real Property Informational Services Procurement

GENERAL SERVICES ADMINISTRATION

PUBLIC BUILDING SERVICES

TABLE OF CONTENTS

Section/Title

• SECTION A STANDARD FORM 1449

• SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Offer

B.2 Contract Type

B.3 Maximum Order Limitation

B.4 Minimum Order Limitation

• SECTION C – PERFFORMANCE WORK STATEMENT

• SECTION D – PACKAGING AND MARKING

D.1 Shipment / Packaging

D.2 Packaging

D.3 Marking (Delivery or Data Items)

• SECTION E – INSPECTION AND ACCEPTANCE

E.1 Documentation of Inspection and Acceptance

E.2 Documentation of Inspection and Acceptance

E.3 FAR 52.246-4 Inspection of Services – Fixed Price (AUG 1996)

• SECTION F – DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

F.2 Period of Performance

F.2.1 Base Year

REQUEST FOR PROPOSAL (RFP): 47PA0118R0004

Internet-Based Computer Accessible Real Property Informational Services

GENERAL SERVICES ADMINISTRATION

F.2.2 Option Year I

F.2.3 Option Year II

F.2.4 Option Year III

F.2.5 Option Year IV

F.3 Place of Performance

• SECTION G – CONTRACT ADMINISTRATION DATA

G.1 General

G.2 Contract Administration

G.2.1 Contracting Officer (CO)

G.2.2 Contracting Officer’s Representative (COR)

G.2.3 Contractor’s Representative

G.3 Delivery Order Procedures

G.3.1 Issuance of Delivery Orders

G.3.2 Commencement of Delivery Orders / Change Orders Against this Contract

G.4 Change of Revisions

G.5 Requirements for Prompt Payment Meetings and Submission of Invoices

G.6 Payments

G.7 Payment Increments

G.8 Information for Electronic Funds Transfer Payment

G.9 GSAM 552.232-1 Payments (APR 1984)

G.10 GSAM 552.232-23 Assignment of Claims (SEP 1999)

G.11 GSAM 552.232-70 Invoice Requirements (SEP 1999)

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G.12 GSAM 552.232-71 Adjusting Payments (SEP 1999)

G.13 GSAM 552.232-72 Final Payment (SEP 1999)

G.14 GSAM 552.232-73 Availability of Funds (SEP 1999)

• SECTION H – SPECIAL CONTRACT REQUIRMEMENTS

H.1 Security Clearances

H.2 Section 508 Requirements

H.3 Conflict of Interest

H.4 Contract Insurance Requirements

H.5 Permit and Licenses

H.6 Proprietary Information

H.7 Protection and Control of Government Records and Proprietary Information

• SECTION I – SERVICE CONTRACT CLAUSES

FAR Clause 52-212-4, Commercial Terms and Conditions – Commercial Items (JAN 2017)

Addendum to FAR Clause 52.212-4, Contract Terms and Conditions –Commercial Items

(JAN 2017)

FAR Clause 52-212-5, Contract Terms and Conditions Required to Implement Status or Executive Orders—Commercial Items (JAN 2018)

Additional FAR Clauses Incorporated by Reference

Additional FAR Clauses Incorporated by Full Text

Additional Agency –Specific Terms and Conditions

• SECTION J – LIST OF ATTACHMENTS

GENERAL SERVICES ADMINISTRATION

Standard Form 1449, Solicitation/Contract/Order for Commercial Items

B1. Offer- Price/Costs

• SECTION K – REPRESENTATIONS AND CERTIFICATIONS

K.1 FAR 52.252.-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

K.2 Annual Representations and Certifications

K.3 FAR 52.203- 2 – Certificate of Independent Price Determination (APR 1985)

K.4 FAR 52.203-11 – Certification and Disclosure regarding Payments to Influence

Certain Federal Transactions (SEP 2007) (Deviation)

K.5 FAR 52.204-5 – Women-Owned Business (Other than Small Business)

(OCT 2014)

K.6 FAR 52.204-8 - Annual Representations and Certifications (FEB 2009)

K.7 FAR 52.209-5 – Certification Responsibility Matters (DEC 2008)

K.8 FAR 52.215.-6 – Place of Performance (OCT 1997)

K.9 FAR 52.219-1 – Small Business Program Representations (MAY 2004)

K.10 FAR 52.222.22 – Previous Contracts and Compliance Reports (FEB 1999)

K.11 FAR 52.222-25 – Affirmative Action Compliance (APR 1984)

K.12 FAR 52.222-38 – Compliance with Veteran’s Employment Reporting

Requirements (DEC 2001)

K.14 REMITTANCE ADDRESS

• SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS OR

RESPONDENTS

L.1 FAR 52.252-1 – Solicitation Provisions by Reference (FEB 1998)

L.2 FAR 52.216-1 – Type of Contract (APR 1984)

L.3 Telecopier of Facsimile Submissions, Modifications, or Withdrawals of Proposals

GENERAL SERVICES ADMINISTRATION

L.4 Required Post Award Orientation Conference

L.5 FAR 52.233-2 – Service of Protest (SEP 2006)

L.6 GSAM 552.252-5 – Authorized Deviation in Provisions (SEP 1999)

(DEVIATION FAR 52.252-5)

L7 Materials Submitted

L.8 Instructions

L.9 Proposal Preparation

L.10 Volume I: Price Proposal

L.10.1 Volume II: Technical Proposal (Experience, Technical Competence & Project

Examples

L.10.2 Volume III: Past Performance

L.11 Miscellaneous Items

L.12 Additional Instructions

• SECTION M – EVALUATION FACTORS FOR AWARD

M.1 General

M.2 Evaluation Process

M.3 Technical Evaluation

M.4 Price Evaluation

M.5 FAR 52.217-5 – Evaluation of Options (JUL 1990)

M.6 Contract Award

GENERAL SERVICES ADMINISTRATION

SECTION A – STANDARD FORM 1449

See Attachments for Standard Form 1449

GENERAL SERVICES ADMINISTRATION

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1.OFFER

To be considered for award, the Contractor must propose total firm-fixed price to perform the services in this Request for Proposal (RFP) in accordance with Section C.

NATIONAL COVERAGE

Part Description

Price per User per Annum

Quantity Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 3 Total

Total Price

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

PT User Licenses

PR User Licenses

R1 User Licenses

R2 User Licenses

R3 User Licenses

R4 User Licenses

R5 User Licenses

R6 User Licenses

R7 User Licenses

R8 User Licenses

RF9 User Licenses

R10 User Licenses

R11 User Licenses

Total Evaluated Price _____________________________________

GENERAL SERVICES ADMINISTRATION

REGIONAL COVERAGE (if available)

Description

Price per User per Annum

Quantity Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 3 Total

Total Price

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

PT User Licenses

PR User Licenses

R1 User Licenses

R2 User Licenses

R3 User Licenses

R4 User Licenses

R5 User Licenses

R6 User Licenses

R7 User Licenses

R8 User Licenses

RF9 User Licenses

R10 User Licenses

R11 User

GENERAL SERVICES ADMINISTRATION

LOCAL COVERAGE (if available)

Description

Price per User per Annum

Quantity Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 3 Total

Total Price

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

Price per Unit x Quantity

PT User Licenses

PR User Licenses

R1 User Licenses

R2 User Licenses

R3 User Licenses

R4 User Licenses

R5 User Licenses

R6 User Licenses

R7 User Licenses

R8 User Licenses

RF9 User Licenses

R10 User Licenses

R11 User

GENERAL SERVICES ADMINISTRATION

B.2 CONTRACT TYPE

(a) The contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract against which firm fixed price delivery orders will be issued. The contract will consist of a base year, extending one full year (365 calendar days, 366 calendar days if a leap year occurs) from the date of contract award (As an example, if contract award occurred on February 1, 2017, the base year is effective through January 31, 2018), and four (4) additional one full year options, to be exercised at the discretion of the Contracting Officer, for a potential total contract duration of five (5) full years from the contract award date.

B.3 MAXIMUM ORDER LIMITATION

Maximum Total Contract. The base year and each of the four potential option years will each have a Maximum Order Limit (MOL) of 200 licenses for a total potential aggregate contract total of $8,200,000,000.

B.4 MINIMUM ORDER LIMITATION

Guaranteed Minimum. The Government will order at least $5,000.00 in services during the base year of the contract. The guaranteed minimum order amount applies to the base year only. There is no guaranteed minimum for the option years, if exercised.

GENERAL SERVICES ADMINISTRATION

SECTION C – PERFORAMNCE WORK STATEMENT

1.0 Introduction

1.1 Purpose

The General Services Administration (GSA), Public Buildings Service (PBS), Office of Portfolio Management and Customer Engagement (PT), Real Property Valuation Division (PTA), 1800 F Street, NW, Washington, DC is pursuing a new national IDIQ contract with an established Real Property Informational Services company.

1.2 Objective

This contract will provide valuable commercial real estate data and information resources to enable individual and portfolio-wide management and evaluation of GSA’s owned and leased properties by the various PBS divisions and regions listed below:

• Office of Portfolio Management and Customer Engagement: The market data, leasing data and comparable sale data (hereafter referred to as market data) allows PBS to better determine the appropriate strategy for an asset based on its competitive position in the market. The Real Property Valuation Division uses the information to cross-check appraisals to confirm the subject/comparable property/buildings and that projected rental rates and/or sales prices are comparable to recent market transactions. It will also aid in monitoring how well PBS is operating its owned buildings.

• Office of Property Disposal: The market data helps PBS validate independent appraiser valuations to ensure that GSA receives a fair price for properties that are selected for disposal.

• Capital Investment Division: Provides knowledge of the local real estate markets to aid in ensuring that any new construction, major R&A or modernization projects will be cost effective.

• Leasing and Analysis Divisions: Provides information on the rents and expenses in comparable buildings in local markets to ensure that the rents GSA charges to customer agencies, whether in leased or owned buildings, are consistent with the market.

GENERAL SERVICES ADMINISTRATION

1.3 Background

The U.S. General Services Administration (GSA), Public Building Services (PBS) requires a nationwide contract to provide national, regional and local real estate market and property information, which provides both macro and micro market data down to the local comparable level to properly evaluate property specific investment options for owned and leased buildings, property acquisitions and disposals nationwide. This acquisition is managed by the Office of Portfolio Management and Customer Engagement (PT), Real Property Valuation Division (PTA), but is funded by each user’s organization, division, or region.

Work will be primarily performed in the Washington, D.C. Metro area, and in GSA Regional Offices:

Region 1 = Boston;

Region 2 = New York;

Region 3 = Philadelphia;

Region 4 = Atlanta;

Region 5 = Chicago;

Region 6 = Kansas City;

Region 7 = Fort Worth;

Region 8 = Denver;

Region 9 = San Francisco;

Region 10= Auburn, WA;

Region 11= Washington, DC;

Additionally, this includes any field office for these Regional Offices. PBS (Portfolio and Leasing Divisions and the Regional Leasing, Portfolio, Appraisal and Disposal Divisions) require local comparable real estate market information to validate lease rates, appraisal information and valuations obtained from private sector appraisers, and to evaluate FAR appraisals and set the Fair Annual Rents for its owned inventory, annually. In addition, the Real Property Valuation Division continually performs a myriad of consultations for various projects that require such market data and forecasts.

The current Indefinite Delivery Indefinite Quantity (IDIQ) contract number: GS- 00P-13-CY-D-0033, which was executed on February 6, 2013 and was to expire February 5, 2018, but was extended six months to August 5, 2018. Numerous delivery orders under this contract (base and all options) were executed with a current total of approximately 115 nation-wide GSA users. The current IDIQ contract procures only one type of license for nation-wide coverage. This solicitation seeks pricing for not only national coverage, but regional and local coverages as well.

GENERAL SERVICES ADMINISTRATION

2.0 Scope of Work

GSA-PBS's Office of Portfolio Management and Customer Engagement and National Office of Leasing along with their regional counterparts are in need of internet-based computer accessible real property informational services. The Contractor shall provide a continuously updated data base of real estate market data and transactional information to include:

• comprehensive market/submarket/building inventories, trends, and analytics, market and building size, and a variety of other data fields;

• mapping and aerial photographs of buildings and comparable data;

• building specific data including floor plate information, building photographs, and tenant floor-by-floor information;

• Historic trend analytics including rent, vacancy and absorption. GSA-PBS requires a broad geographic and demographic informational base;

• submarket statistics and boundary maps; a variety of interactive custom and demographic reports as well as quarterly major market overview reports of building vacancy and absorption by market and submarket;

confirmed comparable sales transaction, comparable rental rates and lease expirations sort able by property type, property class, geographic location, dates of sale;

• on-site system training available during normal business hours, telephone and computer-based technical support with 24 hour 7 days a week access;

• the ability for the Contractor to provide research on specific real property to include current and historical building specific rent rates, vacancy and major improvements;

• the information should aggregate to the national level for the national offices and regionally/market specific for the GSA-PBS regions;

• And all information must be directly accessible by GSA-PBS's employee or its Contractors.

All GSA-PBS users currently have National Coverage – most GSA Central Office and Regional users will require access to the information described above for the full geographic markets available in the United States and its territories. However, some Regions and satellite branches may prefer regional or local coverage, so the offering of such coverage should be detailed within the response to this solicitation.

3.0 Specific Requirements or Tasks

The Contractor shall provide a license (or another means of access) and web access to each GSA user for its exclusive products and individual property data in the contracted major metropolitan markets and submarkets in the US, provide market and sub-market reports, comparable sales, lease offerings and transactions, and the http://insite.pbs.gsa.gov/PV/Office_of_Real_Property_Asset_Management.asp

GENERAL SERVICES ADMINISTRATION

ability to perform ad-hoc research on individual properties, sub-markets, markets, regions and nationally (ad-hoc research may require an additional fee).

Licenses: The individual licenses for the Authorized Users may be transferred to other designated employees or Contractors of GSA during the contract term, as needed.

Condition: Contractor shall provide extensive training in the use of its service at no additional expense to GSA (including on/off-site trainings/workshops) to both Central Office and Regional office staff for the life of the contract.

4.0 Deliverables

The Contractor shall provide continuously updated commercial property information (e.g., rental rates, sales data, transactional data, property location, operating expenses, rent projections, vacancy rates, etc.) for major markets and submarkets across the USA (and its territories). The information will be provided via the internet to a list of designated GSA employees who obtain access to the database/service through this contract. The service hours of the contractor’s website shall be a minimum of 6:00 am to 11:00 pm EST/EDT, Monday through Friday and 7:00 am to 5:00 pm Saturday. Delivery will be tracked on an ongoing basis by the COR using his/her own access, as well as soliciting selected users in each region to verify the website is active and functioning correctly.

5.0 Place and Period of Performance

Work shall be primarily performed in the Washington, D.C. Metro area, and in GSA Regional Offices. Additionally, this includes any field office for these Regional Offices.

The Period of Performance is base year and four one-year options. The anticipated base period of performance shall be August 6, 2018 to August 5, 2019.

6.0 Travel

Travel is not required for this contract

7.0 Government Furnished Equipment (GFE)/ Government Furnished

Information (GFI)

There is no GFE and GFI required for this contract

8.0 Security

This contract does not require contractor physical access to Federally-controlled information system.

GENERAL SERVICES ADMINISTRATION

8.1 Protection of Information

The Contractor shall be responsible for properly protecting all information used, gathered, or developed as a result of work under the contract. In addition, the Contractor shall protect all Government data, equipment, or information by treating the material as sensitive. SBU information, data, and/or equipment shall only be disclosed to authorize personnel. The Contractor shall ensure that appropriate administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, and/or equipment is properly protected. When no longer required, this information, data, and/or equipment shall be returned to Government control, destroyed, or held until otherwise directed. Items returned to the Government will be hand carried or mailed to the COR using certified mail. The Contractor shall destroy unneeded items by burning, shredding, or any other method that precludes the reconstruction of the material.

9.0 Administration

9.1 GSA Electronic Invoicing

All invoicing shall be done electronically. Password and electronic invoice access shall be obtained through GSA web site http://www.finance.gsa.gov. Invoices shall be itemized as per the specific line items utilized during that billing period.

Billing and payment shall be accomplished in accordance with this clause. The Contractor shall have the invoice certified by the client representative. The Contractor’s invoice shall be for no less than one month. The Contractor shall invoice only for the hours, travel, and/or unique services ordered by GSA and actually used in direct support of the client representative’s project. A copy of the Government’s document (receiving report) accepting the covered services shall accompany invoices submitted for payment. A copy of the invoice shall be submitted via email to the Government PM, along with the monthly status reports, at the same time that it is submitted for payment. Failure to comply with the procedures outlined above shall result in your payment being delayed.

The Contractor shall submit with a GSA Form 1142- Release of Claims with submission of the final invoice at the end of the period of performance. A copy of the form should be sent via email to the Contracting Officer identified in Block 26A of the award document (GSA Form 300) and to the Contract Specialist and COR identified as the Government POCs in this SOW.

Delivery Schedule The Contractor’s delivery schedule shall be as follows:

Progress Report Monthly Not Required Invoices

10th calendar day of Month - Original to http://www.finance.gsa.gov http://www.finance.gsa.gov/ http://www.finance.gsa.gov/

GENERAL SERVICES ADMINISTRATION

- Copy to Government PM

- Copy to CO/ Contract Specialist

- Copy to COR Invoices shall identify the hours worked and /or deliverables and their associated costs in dollars.

Inspection and Acceptance

The Government will have fifteen (15) business days to complete the review of each deliverable and accept or reject the deliverable by giving written notice.

When the Government fails to complete the review within the review period, the deliverable shall become acceptable, unless an extension of the review period is requested and mutually agreed upon. In the event of rejection of any deliverable, the Contractor shall be so notified in writing by the Government PM or CO, giving the specific reason(s) for the rejection. The Contractor shall have five (5) business days to correct the rejected deliverable and return it to the Government PM. The Contractor shall be allowed one (1) resubmission of deliverables.

Cancellation of Orders The Government has the right to cancel Delivery Orders if the requirement is eliminated, changed, or no longer needed. The Government will notify the contractor, in writing thirty (30) calendar days prior to the stop work date.

GENERAL SERVICES ADMINISTRATION

SECTION D - PACKAGING AND MARKING

The Offeror is advised that all deliverables will become the property of the U.S.

Government. Therefore, the Contractor shall not place any legends on deliverables that limit copying or distribution.

D.1 SHIPMENTS/PACKAGING

D.1.1 Payment of Shipments, Postage and Fees

Not applicable

D.1.2 Packaging

Not applicable

D.2 MARKING (DELIVERY OR DATA ITEMS)

All documentation, reports and other deliverables shall be clearly marked with the project title, the sender, contract number, and delivery order number (when applicable). Unless other specified, all items shall be packaged and packed in accordance with normal commercial practices, e.g., if magnetic media is involved, extra marking shall be considered for protection against exposure to magnetic fields or temperature.

GENERAL SERVICES ADMINISTRATION

SECTION E – INSPECTION AND ACCEPTANCE

E.1. DOCUMENTATION OF INSPECTION AND ACCEPTANCE

(a) The COR is responsible for the performance of inspections of deliverables upon receipt by the Government.

E.2. FAR 52.246-4 - INSPECTION OF SERVICES - FIXED PRICE (Aug 1996)

(a) Definitions. "Services," as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract.

The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with the contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the Government may:

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements, and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service, or

GENERAL SERVICES ADMINISTRATION

(2) Terminate the contract for default.

SECTION F – DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This IDIQ incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisiton.gov

Clause Number Clause Title Date

FAR 52.242-14 Suspension of Work Apr 1984 FAR 52.242-15 Stop-Work Order Aug 1989 FAR 52.242-17 Government Delay of Work Apr 1984

F.2 PERIOD OF PERFORMANCE

The contract is effective from the date of award for a period of one full year(365 calendar days, 366 calendar days if a leap year occurs) from the date of contract award (As an example, if contract award occurred on February 1, 2018, the full year extends through January 31, 2019). This is the Base Year of the contract. The contract also has provisions for four (4) one full-year options to be exercised at the discretion of the Contracting Officer making the potential total duration of the project a maximum of five

(5) years. Work on issued delivery orders may extend beyond this effective period (The effective period runs from the contract award date to the end of the last exercised option year). However, no new delivery orders may be issued once the base year plus any exercised option periods have expired.

(a) The contract consists of a Base Year with provisions for four (4) consecutive one calendar year options to be exercised at the discretion of the Contracting Officer.

(b) The Government shall have the right to unilaterally modify the contract to exercise the options contained in the contract. All terms and conditions contained in this contract shall apply to each option exercised. Options shall be exercised upon written notification (mailed or otherwise furnished) to the contractor prior to the expiration of the contract.

(c) The exercise of options is a Government prerogative, not a contractual right on the part of the Contractor. If the Government exercises the option(s) within the prescribed time frames, the contractor shall be bound to perform the services for the option period(s) or be subject to the default provisions of this contract.

https://www.acquisiton/

GENERAL SERVICES ADMINISTRATION

F.2.1 Base Year:

The base year is for a period of 12 months from date of award.

August 20, 2018 – August 19, 2019

F.2.2 Option Year I:

Option Year I, if exercised by the Government, is for a period of 12 months from the end of the Base Year.

August 20, 2019 – August 19, 2020

F.2.3 Option Year II:

Option Year II, if exercised by the Government, is for a period of 12 months from the end of Option Year I.

August 20, 2020 – August 19, 2021

F.2.4 Option Year III:

Option Year III, if exercised by the Government, is for a period of 12 months from the end of the Option Year II.

August 20, 2021 – August 19, 2022

F.2.5 Option Year IV:

Option Year IV, if exercised by the Government, is for a period of 12 months from the end of the Option Year IIII.

August 20, 2022 – August 19, 2023

F.3 PLACE OF PERFORMACE

Unless otherwise approved by the COR and CO, work will be performed at the Contractor’s site.

GENERAL SERVICES ADMINISTRATION

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 GENERAL

The Contracting Officer (CO) is the Contractor’s primary point of contact during the performance of the IDIQ contract. Upon award, the CO may delegate certain functions to the Contracting Officer’s Representative (COR).

G.2 CONTRACT ADMINISTRATION

The administration of this IDIQ will require the maximum coordination between the U.S.

General Services Administration (GSA), Public Buildings Service (PBS) and the Contractor. All contract administration will be effected by the Contracting Officer except as may be re-delegated. In no event will any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this IDIQ between the Contractor and a person other than the Contracting Officer will be effective or binding upon the GSA, PBS. All such actions shall be formalized by a proper contractual document executed by the Contracting Officer.

G.2.1 Contracting Officer (CO)

The CO has the overall responsibility for the administration of this IDIQ. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and/or schedules; make final decisions on disputed deductions from contract payments for nonperformance; terminate the contract for convenience or default; issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to his/her authorized representatives.

The Contracting Officer is Theophilus Y. Hlovor unless otherwise stated in writing.

Communications pertaining to contract administration matters will be addressed to the Contracting Officer. Written communications from the Contractor shall make reference to the IDIQ number and shall be emailed to the address provided below:

Mr. Theophilus Y. Hlovor Contracting Officer (CO) Email: theophilus.hlovor@gsa.gov U.S. General Services Administration (GSA) Public Buildings Service (PBS) Contracting and Facilities Division (PGE) 1800 F Streets, NW Room 5127 Washington, DC 20405

G.2.2 Contracting Officer’s Representative (COR)

GENERAL SERVICES ADMINISTRATION

The COR assists the CO by performing the following duties including but not limited to:

determining the adequacy of performance by the Contractor and Contractor’s employees, personnel and subcontractors in accordance with the terms and conditions of this IDIQ;

ensuring compliance with IDIQ requirements insofar as the work is concerned; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; and advising the CO of any factors which may cause modifications or cancellation of the IDIQ.

Upon award, the CO will delegate a Contracting Officer’s Representative (COR) under this IDIQ. The COR will be responsible for coordinating the technical aspects of this IDIQ and inspecting products/services furnished hereunder; however, the COR will not be authorized to change any terms and conditions of the resultant IDIQ, including price.

The performance of all contract work is subject to the technical instructions given by the GSA Project Director and/or Project Manager. These instructions will consist of available design assumptions, general guidance, supplemental details affecting projects, coordination issues/requirements, and liaison matters involving GSA’s client agencies.

Cooperation with the GSA personnel is of paramount importance in performing contract work.

Mr. Frank Tassche Contracting Officer Representative (COR) Office of Portfolio Management and Customer Engagement Real Property Valuation Division 1800 F Street, NW, Room 5150 frank.tassche@gsa.gov

Mr. Nicholas S. Hufford Alternate Contracting Officer Representative (ACOR) Office of Portfolio Management and Customer Engagement Real Property Valuation Division 1800 F Street, NW, Room 5150 nicholas.hufford@gsa.gov

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G.2.3 Contractor’s Representative

The Contractor shall assign a Contractor’s Representative for this IDIQ. The Contractor’s Representative shall act as the central point of contact with GSA, PBS. The Representative shall be responsible for all contract administration issues relative to this IDIQ, and shall have full authority to act for and legally bind the Contractor on all such issues regarding this IDIQ. The Contractor’s Representative is:

Name of Firm: __________________________________________ Address: __________________________________________

Individual having authority to submit this proposal:

Print: ___________________________________________ Signature: ___________________________________________ Title: ___________________________________________ Date: ___________________________________________

Phone Number: ________________

The Contractor shall identify a Contract Executive who shall be responsible for the overall administration and coordination of Contractor’s activities on the contract. The Contract Executive shall be the principal point of contact between the Contractor, and the Contracting Officer as well as the principal point of contact for task order proposal requests, contract correspondence, etc.

(a) The Contract Executive shall assume the general responsibility, for assuring timely submission of proposals, availability of work teams, and the quality of the services provided.

(b) The Contract Executive shall assure that a written quarterly report is provided to the

Contracting Officer beginning 3 months after contract award. The quarterly report shall summarize the contract status identifying pending and issued delivery orders for each Center in the Office of the Chief Architect. The report shall also provide a summary indicating the value of the pending and issued delivery orders with respect to the established Maximum Order Limitation amount.

G.3 TASK ORDER PROCEDURES

(a) The contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract under which firm fixed price delivery orders will be issued for specific professional and technical services related to the work and activities of the GSA, Public Buildings Service, Office of Portfolio Management and Customer Engagement.

(b) Delivery orders will be based on specific statements of work. Rates established under this contract (See Section B.1) for various Regional support shall be used for pricing the

GENERAL SERVICES ADMINISTRATION

effort associated with each Performance Work Statement. Delivery orders must also define the period for performance of the required services.

(c) Upon execution of a contract task order, the Contractor is required to operate in both the anticipatory and reactive modes in performing the required services.

(d) The Contractor is expected to establish all necessary liaisons, coordination, and support with any project related agencies and representatives as appropriate for each task order.

G.3.1 ISSUANCE OF DELIVERY ORDERS

(a) All services will be procured through the issuance of contract delivery orders as requirements occur. Contract delivery orders will be issued using the GSA Form 300, titled “Order for Supplies and Services”. A GSA Form 300-A may be used for continuation sheets when necessary. Attachments forming part of each contract work order may also be used for lengthy statements of work, etc. All contract delivery orders will be priced with an appropriate fixed dollar value and indicate a performance period for the required services. The task order performance period may extend beyond the expiration date of the current contract effective period (The end date for either the base year or exercised option years whichever is latest). Delivery orders, and associated modifications, must be signed by the Contracting Officer to be valid. The Standard Form 30 will be used to modify issued delivery orders when necessary.

(b) Price proposals for delivery orders shall typically be submitted within five (5) working days after receipt of the Government proposal request and scope of work unless a longer time is requested or granted due to the complexity of the request.

Typically, the Contractor will be provided with a project-specific Performance Work Statement with a proposal request as initiation of a task order. When authorized or requested by the Government, reimbursable incidental expenses required in connection with the work scope shall be included as part of the cost breakdown in the proposal. The firm fixed price for each contract task order will be based on fixed hourly rates established in the contract for the effective period(s) when they will be performed, the negotiated level of effort for each required discipline, travel (if authorized), miscellaneous items, reproduction costs, deliverables, and all other terms agreed upon by the parties.

(c) When urgencies occur, the Contracting Officer may unilaterally issue contract delivery orders on a not-to-exceed price basis and the Contractor is required to immediately proceed with performing all such work. Definitized pricing for such delivery orders shall be resolved as quickly as possible after the order is issued through negotiations between the parties.

(d) Work shall not commence in relation to a project-specific task order until the task order has been signed by the Contracting Officer or their designated representative

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(COR). Issued delivery orders will serve as the notices to proceed with the corresponding work.

(e) All warranted Contracting Officers (Central Office and Regions, 1, 2, 3,4,5, 6, 7, 8, 9, 10, and11) may order services from this contract up to their individual warrant limits.

G.3.2 COMMENCEMENT OF DELIVERY ORDERS/CHANGE ORDERS

AGAINST THIS CONTRACT

(a) The Contractor shall, within five (5) working days after receipt of a task order or associated change order (also modifications initiated by the CO), initiate the actions necessary for responding to the requirements specified.

(b) All initial fee proposals relative to any task order or associated change orders must be prepared by the Contractor, and submitted to the ordering official within five (5) working days after receipt of the task order or draft change order, unless a longer period is specified by the Government. Any revisions to initial fee proposals must be submitted by the Contractor and received by the ordering official within three (3) working days after the date on which discussions were held with the ordering official.

(c)Task order projects under the contract affected by change orders will be considered separately as to work requirements, time for completion, payments, etc.

(e) Indefinite Delivery Indefinite Quantity (IDIQ) contracts will be awarded for the services. Firm fixed price delivery orders will be issued under the respective contracts for project specific services where and when needed.

(f) Individual delivery orders will specify the services to be provided, which will be priced on an order-by-order basis.

Task Order Ombudsman: The GSA Ombudsman will exercise jurisdiction on any matters pertaining to IDIQ contracts awarded by GSA. The ombudsman will review complaints from contractors and ensure that they are afforded a fair opportunity to be considered for award, consistent with the procedures in the contract.

For this contract, the Task Order Ombudsman is Millisa L. Gary, GSAOmbudsman@gsa.gov.

G.4 CHANGES OR REVISIONS

The Contracting Officer is the only authorized official to issue modifications to the IDIQ.

The GSA, PBS shall not be liable for any costs due to changes or revisions not originally negotiated under the IDIQ or authorized by issuance of a task order. Requests for changes or revisions received from the Contractor shall be referred to the Contracting

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Officer or COR for review. Upon approval, a formal modification to the IDIQ will be issued on a Standard Form 30 (SF30).

G.5 REQUIREMENTS FOR PROMPT PAYMENT MEETINGS AND

SUBMISSION OF INVOICES

(a) Progress payments will be made on individual delivery orders as work proceeds upon submission of an acceptable invoice. The Contractor is encouraged to participate in pre-invoice payment meetings or discussions, with the designated Government representative, before the Contractor submits payment requests (progress or final) to resolve any problems with the invoice and assure that payment is expedited once the invoice is received. These payment meetings may be conducted in person or by telephone.

(b) The Contractor shall submit its invoices to the designated Government representative (in the form specified in paragraph G.6). Instructions on a mailing address for payment invoices will be provided in the individual delivery orders when they are issued (Specifically, Block 24 of the GSA Form 300). Separate payment requests shall be submitted for progress payments, payments of retainage, or final payments, on each individual task order.

(c) If the Contractor and the Government do not hold pre-invoice meetings or discussions, the Government will make payment on the Contractor's payment request based upon the results of the Government inspection, in an amount of no more than the Government's estimate of the amount due. The balance of the Contractor's payment request will remain in dispute and will not be subject to any late penalty, until such time that an invoice including the disputed amount is resubmitted and agreement is reached with the COR/PM on any payment amount being due.

(d) Payment will normally be made within 30 calendar days after receipt of a proper invoice by the Government. If the invoice is defective (see FAR Clause 52.232-25, Prompt Payment and GSAR Clause 552.232-70, Invoice Requirements), it will be returned to the Contractor for appropriate action. If there is a disagreement over the payment amount, the Government may pay the portion of the requested payment that is not in question. Upon contract award, the Contractor shall submit the information necessary to permit all payments to be made by Electronic Funds Transfer (EFT).

Any inquiries on payments are to be directed to the appropriate Project Manager first. If a timely response is not received, inquiries shall be directed to the designated COR or the Contracting Officer.

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G.6 PAYMENTS

(a) Progress payments will be made on individual delivery orders as the work proceeds upon submission of a signed invoice, on company letterhead, by the Contractor.

The invoice must be signed by an appropriate representative of the Contractor and should also reflect the “ACT No.” assigned to the task order (in Block 4 of the GSA Form 300).

Pre-invoice payment meetings or discussions are encouraged to resolve any problems with the invoice and assure that payment is expedited once the invoice is received.

Payment will normally be made within 30 calendar days from receipt of the invoice by the Government unless a different timeframe is specified in the task order. Upon contract award, the Contractor shall provide the information necessary to permit all payments to be made by Electronic Funds Transfers (EFT).

(b) Final payment for each contract task order will only be made when the services required in the order are completed and accepted by the Government. To receive final payment for each individual task order, the Contractor must include a completed GSA Form 1142, Release of Claims, with their final invoice. To be accepted, the GSA Form 1142 must be signed, witnessed, and affixed with either the firm’s Corporate Seal or the seal of a Notary Public

G.7 PAYMENT INCREMENTS

(a) Payments for services provided under individual contract delivery orders will be made by the Government in periodic installments, normally monthly, as work proceeds, unless a different time period is established through negotiations between the Contractor and the Government representative with day-to-day responsibility for the task order.

(b) The Government may require, in a format chosen by the COR, documentation such as timesheets, invoices, etc. in support of the Contractor’s invoiced amounts before the issuance of any progress or final payments under individual delivery orders.

(c) The Government may require, in a format chosen by the COR, cost breakdowns of pricing related to performance of services under individual delivery orders for the purpose of arranging the most appropriate schedule of progress payments.

(d) The Contractor’s request (invoice) for final payment under each contract task order must include a completed GSA Form 1142, Release of Claims. To be accepted, the GSA Form 1142 must be signed, witnessed, and affixed with either the Contractor’s Corporate Seal or the seal of a Notary Public.

G.8 INFORMATION FOR ELECTRONIC FUNDS TRANSFER PAYMENT

(a) Method of payment. Payments by the Government under this contract, including invoice and contract financing payments, may be made by electronic funds transfer (EFT) at the option of the Government. If payment is made by EFT, the Government may, at its

GENERAL SERVICES ADMINISTRATION

option, also forward the associated payment information by electronic transfer. As used in this clause, the term "EFT" refers to the funds transfer and may also include the information transfer.

(b) Contractor 's EFT information. Prior to submission of the first request for payment (whether for invoice or contract financing payment) under this contract, the Contractor shall provide the information required to make contract payment by EFT, as described in paragraph (c) below, directly to the GSA Office of Finance, Fort Worth, Texas. In the event that the EFT information changes, the Contractor shall be responsible for providing the changed information to the designated payment office(s).

(c) Required EFT information. The Government may make payment by EFT through either an Automated Clearing House (ACH) subject to the banking laws of the United States or the Federal Reserve Wire Transfer System at the Government's option. The Contractor shall provide the following information for both methods in a form acceptable to the designated payment office. The Contractor may supply this data for this or multiple contracts.

(1) The contract number to which this notice applies.

(2) The Contractor 's name and remittance address, as stated in the contract, and account number at the Contractor's financial agent.

(3) The signature (manual or electronic, as appropriate), title, and telephone number of the Contractor official authorized to provide this information.

(4) For ACH payments only:

(i) Name, address, and 9-digit Routing Transit Number of the Contractor's financial agent.

(ii) Contractor's account number and the type of account (checking, saving, or lockbox).

(5) For Federal Reserve Wire Transfer System payments only:

(i) Name, address, telegraphic abbreviation, and the 9-digit Routing Transit Number for the Contractor's financial agent.

(ii) If the Contractor's financial agent is not directly on-line to the Federal Reserve Wire Transfer System and, therefore, not the receiver of the wire transfer payment, the Contractor shall also provide the name, address, and 9-digit Routing Transit Number of the correspondent financial institution receiving the wire transfer payment.

(d) Contractor EFT arrangements. The Contractor shall designate a single financial agent capable of receiving and processing the electronic funds transfer using the EFT methods described in paragraph (c) of this clause. The Contractor shall pay all fees and charges for receipt and processing of transfers.

(e) Liability for uncompleted or erroneous transfers.

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(1) If an uncompleted or erroneous payment transfer occurs because the Government failed to use the provided EFT information in the correct manner, the Government remains responsible for:

(i) Making a correct payment;

(ii) Paying any prompt payment penalty due; and

(iii) Recovering any erroneously directed funds.

(2) If an uncompleted or erroneous transfer occurs because Contractor-provided EFT information was incorrect at the time of Government release of the EFT payment transaction instruction to the Federal Reserve System, and--

(i) If the funds are no longer under the control of the payment office, the Government is deemed to have made payment and the Contractor is responsible for recovery of any erroneously directed funds; or

(ii) If the funds remain under the control of the payment office, the Government retains the right to either make payment by mail or suspend the payment.

(f) EFT and prompt payment.

(1) A payment shall be deemed to have been made in a timely manner in accordance with the Prompt Payment clause of this contract if, in the EFT payment transaction instruction given to the Federal Reserve System, the date specified for settlement of the payment is on or before the prompt payment due date, provided the specified payment date is a valid date under the rules of the Federal Reserve System.

(2) When payment cannot be made by EFT because of incorrect EFT information provided by the Contractor, no interest penalty is due after the date of the uncompleted or erroneous payment transaction; provided that notice of the defective EFT information is issued to the Contractor within seven (7) days after the Government is notified of the defective EFT information.

(i) EFT and assignment of claims. If the Contractor assigns the proceeds of this contract as provided for in the Assignment of Claims clause of this contract, the assignee shall provide the assignee EFT information required by paragraph (d) of this clause. In all respects, the requirements of this clause shall apply to the assignee as if it were the Contractor. EFT information which shows the ultimate recipient of the transfer to be other than the Contractor, in the absence of a proper assignment of claims acceptable to the Government, is incorrect EFT information within the meaning of paragraph (e) of this clause.

(g) Payment office discretion. If the Contractor does not wish to receive payment by EFT methods for one or more payments, the Contractor may submit a request to the designated payment office to refrain from requiring EFT information or using the EFT payment method. The decision to grant the request is solely that of the Government.

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(h) Change of EFT information by financial agent. The Contractor agrees that the Contractor’s financial agent may notify the Government of a change to the routing transit number, Contractor account number, or account type. The Government shall use the changed data in accordance with paragraph (e)(2) of this clause. The Contractor agrees that the information provided by the agent is deemed to be correct information as if it were provided by the Contractor. The agrees that the agent's notice of changed EFT data is deemed to be a request by the Contractor in accordance with paragraph (e)(2) that no further payments be made until the changed EFT information is implemented by the payment office.

G.9 GSAM 552.232-1 - PAYMENTS (NOV 2009)

The…