SMALL_BUSINESS_RFP__FINALVERSION_FINAL.pdf

Solicitation No. 693JK419R500005, Enterprise IT Shared Services (EITSS), Small Business Set Aside

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 GENERAL

B.1.1 The Contractor shall provide all management, supervision and labor to perform the services outlined in Section C below.

B.1.2 Support services shall be provided under an Indefinite Delivery Indefinite Quantity

(IDIQ) Contract whereby Time and Material and Firm Fixed Price Task Orders may be issued.

The total not to exceed ceiling of this contract is $___________; this amount includes the base period and five option periods – if exercised.

a. Funding will be obligated at the Task Order Level.

b. If services are to be continued, each option period will be exercised and funding shall be added via subsequent Task Orders issued.

c. This contract is for OCIO and all its Operating Administrations use only and all Task Orders will be issued under the direction of the COR designated herein.

B.1.3 Task Orders may be issued on a Time and Material or Firm Fixed Price Basis.

Time and Material Task Orders shall contain the estimated hours, the Fixed Hourly Labor

(Loaded Labor Rate), associated deliverables and the estimated not to exceed amount.

Firm Fixed Price Task Order shall contain the total negotiated amount and deliverables with the associated percentage of the negotiated price for each deliverable.

B.2 PRICE SCHEDULE

(Prices tables to be attached upon award)

B.2.3 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

B.2.3.1 LOADED LABOR RATES

As used in this contract, “Loaded Labor Rates” are composed of the hourly rates paid to an individual within a specific Labor Category (plus merit and/or cost of living increases, if applicable) plus indirect costs such as Fringe Benefits, Overhead, Facilities Capital Cost of

Money (FCCM), General and Administrative (G&A), and Fee or Profit.

B.2.3.2 OVERTIME RATE

Solicitation No. 693JK418R600002, Enterprise IT Shared Services (EITSS)

a) “Normal Workweek” means, generally, a workweek of 40 hours.

b) “Overtime” means time worked by a contractor’s employee in excess of the employee’s normal workweek.

c) “Overtime Premium” means the difference between the Contractor’s regular rate of pay to an employee for the shift involved and the higher rate paid for overtime.

d) Overtime shall be used only when approved in advance by the Contracting Officer.

B.2.3.3 OTHER DIRECT COSTS (ODC)

As used in this contract, “Other Direct Costs (ODCs) are costs other than the Contractor’s labor costs. Profit or fee may never be applied to ODCs.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND AND SCOPE

C.1.1 BACKGROUND

The U.S. Department of Transportation (DOT) is the United States Government's principal agency for transportation of all Americans and providing essential transportation safety services. The mission of

DOT is to serve the United States by ensuring a fast, safe, efficient, accessible and convenient transportation system that meets our vital national interests and enhances the quality of life of the

American people, today and into the future. Integral to these responsibilities is the open sharing of information that is sensitive to the Department and national security. DOT faces the challenge of providing important services and products to the American people while simultaneously reducing costs and protecting sensitive information.

The DOT Office of the Chief Information Officer (OCIO) supports the DOT mission by leading the development and implementation of an enterprise information technology (IT) infrastructure across

DOT. The DOT OCIO Office of Information Technology Shared Services (ITSS) is responsible for providing a reliable, cost effective, scalable, secure, and flexible enterprise computing platform that supports and enhances customer IT needs and capabilities from requirements gathering through design, development, testing, and implementation.

The OCIO currently manages an IT support services contract for the DOT Common Operating

Environment (COE) which provides infrastructure and standard operations support for DOT customers.

To ensure the continuity and availability of critical IT services and in an effort to consolidate and transition DOT services to a centrally managed service provider, the OCIO is executing this requirement.

The Enterprise Information Technology Shared Services (EITSS) program will facilitate the OCIO to move forward in executing work requirements of the COE, provide visibility and transparency into provider performance, and lead the transition of IT services to support OCIO’s vision, organizational structure, personnel skills, and mission requirements.

Under the EITSS program, OCIO is re-structuring its contracting approach and moving towards a performance-based environment for all of DOT. The EITSS program includes several Performance Work

Statements including:

1) Program Management and Integration Support (Attachment J-1) (separate set-aside for a small business)

2) End User Support Operations to include seat management, help desk support and similar functions. (Attachment J-2),

3) Infrastructure Operations to include hosting, networking, cybersecurity and similar functions. (Attachment J-3).

This document describes the small business set aside component of the EITSS program which includes the scope for Program Management and Integration Support Performance Work Statement (Attachment

J-1). Scope for the End User Support and Infrastructure Operations PWS’ (Attachments J-2 and J-3) will be performed by a separate contractor. This separation will ensure complete impartiality of reporting to the OCIO on project updates, issues/concerns, and related information. DOT anticipates data from the EITSS Contractor reporting as required in the performance work statements, outputs from

DOT OCIO’s monitoring tools/dashboards including the service management system, as well as surveying techniques (to be defined) will be used to provide data to the Government on performance, service level metrics, quality assurance and etc. as required by the awardee of the Program

Management and Integration Support (Attachment J-1) requirement.

Currently, the DOT is undergoing a transformative IT consolidation called DestinationsDIGITAL and it focuses on three priorities: technology solutions that accelerate the DOT mission, leveraging security to innovate for the digital revolution, and accountability for results with complete transparency.

The EITSS program provides a contract vehicle to the DOT to include the FAA who may award task orders to meet their business needs. Initially, the EITSS may include task orders issued by Operating

Administrations (OA) as well (as performed in the previous contracts vehicles). However, through

DestinationsDIGITAL, it is anticipated that the DOT OCIO will provide and manage all IT services for the Operating Administrations. In the interim, the DOT OCIO will require a review and approval of agency specific task orders to ensure DOT is maximizing its investments and planning for continued growth and success of IT Enterprise services at DOT. This will require collaboration from OA

Contracting Officers (CO), Contracting Officer’s Representatives (COR) and Government technical monitors on their agency-specific task orders on IT requirements and deliverables as well as communication and reporting to ensure DOT’s enterprise goals and objectives are being met while maintaining cost efficiencies throughout the agency.

SCOPE

The Contractor shall provide professional IT staff to effectively administer, manage, and perform the duties and responsibilities as defined in this Performance Work Statement (PWS). Through this PWS, the

Contractor will provide re cross-functional processes, tools, metrics and reporting to perform required management oversight and governance to all tasks under this EITSS contract. Contractor personnel shall perform the work as required to accomplish the IT and related support services requirements of DOT and its customers. The Contractor shall provide personnel to effectively administer, manage, and perform the duties and responsibilities as defined in this Enterprise Information Technology Shared Services (EITSS)

Program Management and Integration Support (PM/IS) PWS. The scope of Task Orders issued against this contract will be within scope of the work as described in Attachment J-1 which include:

• Program Management Support

• Project Management Support

• Asset Management

• Business Relationship Management

• Product and Service Catalog Support

• Process, Testing and Integration Support

SECTION D - PACKAGING AND MARKING

D.1 PACKAGING AND MARKING

Packaging and marking of all deliverables shall be in accordance with the best commercial practice necessary to ensure safe and timely delivery at destination, in accordance with the applicable security requirements. All data and correspondence submitted to the Contracting Officer (CO) or the Contracting

Officer’s Representative (COR) for a task order (TO COR) shall reference the contract number, task order number, and the name of the Contract Specialist and/or TO COR as appropriate. A copy of all correspondence sent to the TO COR by the Contractor for any task order shall also be provided to the

Government's CO.

Further marking instructions may be outlined in subsequently awarded task orders.

D.2 SECURITY AND PRIVACY PROTECTION

All deliverables and services rendered under this contract/agreement must comply with Federal and DOT security and privacy protection policies and requirements.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE

This solicitation incorporates one or more solicitation provisions 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 solicitation provision may be accessed electronically at the following websites:

www.acquisition.gov.

FAR 52.246-2 Inspection of Supplies-Fixed Price (AUG 1996)

FAR 52.246-4 Inspection of Services-Fixed Price (AUG 1996)

FAR 52.246-6 Inspection of Services-Time and Material and Labor Hour (MAY 2001)

E. 2 INSPECTION AND ACCEPTANCE

http://www.acquisition.gov/

On an ongoing basis, Government personnel will conduct inspections of the Contractor's work in accordance with the Quality Assurance Plan established for this contract and for the purpose of recommending acceptance or replacement/correction of services or materials that fail to meet the contract requirements to the Contracting Officer.

Government inspection and acceptance of services, reports and other required deliverables or outputs shall take place at the Government's site, located in Washington, DC Headquarters or at any other location where the services are performed as described in the Task Orders.

E.3 INSPECTION OF SERVICES

The Contracting Officer (CO), or their duly authorized representative, is authorized to perform inspection on behalf of the Government for the purpose of acceptance of all services to be provided. In this regard, the Contracting Officer’s Representative (COR) is an authorized technical representative of the Contracting Officer. Final acceptance of all services under this contract shall be made in writing by the COR.

The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs for the base contract. For this contract, most COR functions will be at the task order level, performed by the Task Order COR (TO COR) identified in the applicable task order.

The COR may also designate another individual at different DOT locations as listed in

Attachment J-7 DOT Service Locations to provide inspection and acceptance of deliverables which will also be included in specified task order.

SECTION F - DELIVERIES OR PERFORMANCE

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

1998)

This contract 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 address:

https://www.acquisition.gov/

NOTE: These clauses are hereby incorporated by reference.

FAR 52.242-15 Stop Work Order (AUG 1989)

FAR 52.242-17 Government Delay of Work (APR 1984)

FAR 52.247-35 FOB Destination within Consignee’s Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

The period of performance shall be as follows provided that the ceiling amount is not exceeded:

https://www.acquisition.gov/?q=browsefar

Base Period: 24 months TBD

Option Period 1: 12 months TBD

Option Period 2: 12 months TBD

Option Period 3: 12 months TBD

Option Period 4: 12 months TBD

Option Period 5: 12 months TBD

Option periods may be exercised in accordance with FAR Clause 52.217-9 entitled "Option to

Extend the Term of the Contract."

F.3 PLACE OF PERFORMANCE

Work shall be performed at the DOT headquarters facility, local Contractor provided facilities within the Washington DC metropolitan area, field site locations, including disaster recovery and/or continuity of operations locations as specified at the Task

Order level. DOT sites are provided in Attachment J-7 -- DOT Service Locations.

F.4 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Specific delivery requirements and/or operating hours will be indicated within Task Orders that derive their scope from the Performance Work Statements (Attachments J-1).

F.5 REPORT(S)/DELIVERABLE AND DELIVERY SCHEDULE

The Contractor shall submit all required report(s)/deliverables in accordance with the instructions provided in each individual Task Order.

F.6 OBSERVANCE OF LEGAL HOLIDAYS AND DAYS OF

GOVERNMENT CLOSURE-ONSITE CONTRACTOR EMPLOYEES

The performance of this contract requires Contractor employees or any subcontractor, affiliate, partner, joint venture, or team member with which the Contractor is associated, including consultants engaged by any of these entities, to have access to, physical entry into, and to the extent authorized, mobility within, a Federal facility.

DOT may close and/or deny Contractor access to a Federal facility for a portion of a business day or longer due to any one of the following events:

• Federal public holidays for federal employees in accordance with 5 U.S.C. 6103.

• Fires, floods, earthquakes, unusually severe weather to include snow storms, tornadoes and hurricanes.

• Occupational safety or health hazards.

In such events, the Contractor employees may be denied access to a Federal facility, in part or in whole, to perform work required by the contract. Contractor personnel already present at a

Federal facility during such events may be required to leave the facility.

In all instances where Contractor employees are denied access or required to vacate a Federal facility, in part or in whole, the Contractor shall be responsible to ensure Contractor personnel working under the contract comply.

If the circumstances permit, the Contracting Officer will provide direction to the Contractor, which could include continuing on-site performance during the Federal facility closure period.

In the absence of such direction, the Contractor shall exercise sound judgment to minimize unnecessary contract costs and performance impacts by, for example, performing required work off-site if possible or reassigning personnel to other activities, if appropriate.

The Contractor shall be responsible for monitoring when the Federal Facility becomes accessible and shall resume contract performance as required by the contract.

For the period that Federal facilities were not accessible to Contractor employees, the

Contracting Officer may—

• Adjust the contract performance or delivery schedule for a period equivalent to the period the Federal facility was not accessible;

• Forego the work;

• Reschedule the work by mutual agreement of the parties; or

• Consider properly documented requests for equitable adjustment, claim, or any other remedy pursuant to the terms and conditions of the contract.

F7. CONTRACT ORDERING PERIOD

The ordering period of this Contract is seven years and 6 months, (if an extension is executed under FAR 52.217-8). All task orders with an expiration date beyond the performance period on the IDIQ Contract will remain active until work is completed and shall be governed by the terms and conditions of the active Task Order(s).

F.8 PERIOD OF PERFORMANCE

The period of performance for each Task Order placed under the Contract shall be specified in the individual Task Order. All the following conditions apply:

• Under no circumstances may a Task Order be placed under the IDIQ Contract if the

IDIQ Contract has expired or been terminated;

• No Task Orders may exceed seven years and 6 months, inclusive of options, from the date that the Order is placed, unless otherwise approved by the Contracting Officer;

and

• No Task Orders may extend more than 1 year and 6 months after the expiration of the

IDIQ Contract.

F.9 TASK ORDER OPTION PERIODS

Options, using FAR 52.217-8, on Task Orders may be exercised beyond the end of the IDIQ ordering period, if included and evaluated at initial issuance of the Task Order. In accordance with FAR 52.216-22, the Contract shall govern the Contractor's and Government's rights and obligations with respect to any order issued during the effective period of this Contract, including option periods that may be exercised after the Contract's ordering period has expired.

F.10 TASK ORDER TRANSITION PLANS

At the end of each Task Order’s period of performance, the incumbent Contractor shall transition activities to the incoming Contractor, to the sustainment Contractor or to the

Government with minimal disruption of services to the Government. The Contractor shall maintain sufficient qualified staff to meet all requirements of this effort. The Contractor shall submit a written transition plan unless designated otherwise by the CO.

The Contractor shall identify those actions, plans, procedures, and timelines necessary to ensure a smooth transition from the Contract and/or the TO end date to the new Contract or TO start date. The Contractor shall also identify those actions, plans, procedures, and timelines necessary to ensure a smooth transition-in for the follow-on Contractor. The Contractor shall provide a transition plan subject to Government approval. The Contractor shall provide transition information and briefings to the COR prior to expiration dates. TOs issued under the

IDIQ contact may include transitions in/out requirements.

F.11 SECTION 508 COMPLIANCE

All electronic and information technology procured, developed or delivered under this contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194. 36 CFR Part

1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

All contract deliverables shall be accessible to people with disabilities. Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems

1194.22, Web-Based Intranet and Internet Information and Applications

1194.24, Video and Multimedia Products

1194.31, Functional Performance Criteria

1194.41, Information, Documentation, and Support

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 FUNDNG

http://www.section508.gov/

Funds for this contract will be obligated at the Task Order Level. Task Orders may be incrementally funded in accordance with FAR 52.232-18, Availability of Funds. In the event of a Continuing

Resolution, the Government may issue a Notice to Proceed subject to the availability of funds which will be followed by a Funded Task Order or modification to definitize the NTP.

G.2 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

Under this contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:

XXX

Any future change or revision to the Performance Work Statement(s) or other applicable aspects of this contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.3 PROVISIONS APPLICABLE TO MATERIAL COSTS

Other provisions of this contract notwithstanding, the Contractor is hereby authorized to incur the following costs, within the limits set forth without further authorization.

G.4 GOVERNMENT PERSONNEL

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of this contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government's points of contact during the performance of this contract:

Contracting Officer: TBD

Name:

Email:

Phone:

The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this Contract shall not be construed to authorize the revision of the terms and conditions of this Contract. The Contracting Officer will authorize any such revision in writing.

All communications pertaining to contractual and/or administrative matters under this contract shall be sent to:

Contract Specialist: TBD

Address:

Contracting Officer's Representative: TBD

Phone

Note: The Contracting Officer is the only individual authorized to modify the contract.

G.5 AUTHORITIES OF CONTRACTOR PERSONNEL

The following individual authorized to communicate with the Government on behalf of the

Contractor company:

Title:

Address:

G.6 CONTRACTING OFFICER'S REPRESENTATIVE (COR) AUTHORITY

(a) Performance of work under this contract shall be subject to the technical direction of the Contracting

Officer's Representative identified above, or a representative designated in writing. The term "technical direction" includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement(s) are accomplished satisfactorily.

(b) Technical direction shall be within the scope of the specification(s)/work statement. The Contracting

Officer's Representative does not have authority to issue technical direction that:

1) Constitutes a change of assignment or additional work outside the specification(s)/performance work statement;

2) Constitutes a change as defined in the clause entitled "Changes";

3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The Contracting Officer's Representative shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

(d) The contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officers, Representative. If, in the opinion of the contractor, any direction of the

Contracting Officers, Representative, or his/her designee, falls within the limitations in (b), above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next

Government work day.

(e) Failure of the contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled "Disputes."

ALTERNATE COR

Designation of “Alternate” ACOR. In the event that the DOT/OST COR of record (identified in G.7 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties shall be fulfilled, then the person identified below has been designated by the OST Contracting Officer to perform those duties as the Alternate COR.

Contracting Officer's Representative: TBD

Phone

G.7 GOVERNMENT-FURNISHED PROPERTY

The Government may provide items(s) of Government property to the Contractor for use in the performance of this contract. The property shall be used and maintained by the Contractor in accordance with the DOT guidelines. The Contractor shall be responsible and accountable for all government property; either furnished or acquired, and also is required to keep the Government's official records of

Government property in their possession and control. For general purposes, the Offeror should assume

GFE is related to computer equipment and/or mobile devices to perform the work described in the

Performance Work Statements related to this RFP.

Additional Government property items may be furnished to the Contractor and will be indicated within each Task Order, as applicable.

G.8 TRAVEL AND PER DIEM RATES

Travel costs will be reimbursed in accordance with Far Part 31.

The Contractor shall obtain COR approval before scheduling any travel unless specifically stated otherwise in the contract. Travel and Per Diem authorized under this contract shall be reimbursed in accordance with the Government Travel Regulations currently in effect.

Travel requirements under this contract shall use the most economical form of transportation available. If economy class transportation is not available, the request for payment voucher shall be submitted with justification for use of higher class travel indicating dates, times, and flight numbers. All travel shall be scheduled sufficiently in advance to take advantage of offered discount rates, unless authorized by the

COR.

G.9 TRAVEL RELATED COSTS

When required, travel will be described within Task Orders. The Contractor will be reimbursed for all domestic travel as described below, incurred directly and specifically in the performance of this contract, claimed by the Contractor and accepted by the COR.

Domestic travel expenses incurred by the Contractor in direct performance of the contract shall be reimbursed provided such travel is necessary for the performance of this contract (i.e. field support).

Travel of staff who do not live in the Washington DC area to visit or perform work at DOT Headquarters in Washington DC are not to be covered as it is expected that personnel for positions at Headquarters should be staffed by local individuals. The following guidelines also shall apply - cost does not exceed:

The lowest customary standard, coach, or equivalent airfare offered during normal business hours for air travel except when such accommodations: 1) require circuitous routing, 2) require travel during unreasonable hours, 3) excessively prolong travel, 4) result in increased costs that would offset transportation savings, 5) are not reasonably adequate for the physical or medical needs of the traveler, or

6) are not reasonably available to meet mission requirements. In order for costs in excess of customary standard or coach airfare to be considered allowable, the applicable exception shall be documented and justified.

Costs of rail travel by most direct route, coach-class accommodations.

The prevailing mileage rate set forth in the Federal Travel Regulation (FTR) or reasonable actual expenses for travel by motor vehicle. Travel by motor vehicle, including rented automobile, shall be reimbursed on a reasonable actual expense basis, or at the Contractor's option, on a mileage basis at the prevailing FTR rate, plus any toll or ferry charges.

The prevailing rates set forth in the FTR for lodging, meals and incidental expenses.

G.10 MERGERS, ACQUISITIONS, NOVATIONS, AND CHANGE-OF-NAME

AGREEMENTS

Contract holders are required to immediately notify the CO of any agreements that would result in a change in ownership, including any mergers or acquisitions. Such notifications shall be made prior to deal closing. Failure to notify the CO within 14 calendar days of signing a purchase agreement or other document effecting a change in ownership, a merger, or an acquisition that affects the size status of a

Contract holder will be grounds for a termination for default.

The Anti-Assignment of Contracts Act, 41 USC § 6305, (Anti-Assignment Act) prohibits the transfer of any interest in a federal Contract to another party unless an exception applies. A Novation Agreement to recognize a successor in interest will only be executed if it is in the Government’s best interest and if all of the requirements of FAR 42.1204 have been met. Contractors contemplating business transactions which may require a Novation Agreement are encouraged to contact the CO in advance to discuss the impact on the Contract and any existing Task Orders, as well as the requirements of FAR 42.1204.

Contractors are also required to comply with FAR 42.1205 for any changes in their names.

G.11 CONTRACTOR TRAINING

The Contractor is generally expected to maintain the professional qualifications and certifications of its personnel through on-going training as it relates to IT expertise. Unless specifically authorized in an individual Order, the Contractor shall not directly bill the Government for any training to maintain the

Contractor’s level of expertise on tools, technology and etc.

All Contractor employees having access to (1) Department of Transportation information or a Department of Transportation information system or (2) sensitive data/information shall complete initial and periodic security training. Contractor personnel may also be required to complete annual online training courses when mandated by federal law, regulations, DOT instructions, or policies (i.e. Annual Ethics Training).

Trainings of this nature, are provided for by DOT and billable to DOT.

G.12 SUBMISSION OF INVOICES

All invoices shall be submitted to the payment office indicated on each Task Order, and if not specified the invoices should be sent to:

9-AMC-AMZ-OSTWCF@faa.gov

Or by mail to:

FAA/MMAC/OSTWCF - AMK313

6500 S. MacArthur Blvd

OKLAHOMA CITY, OK 73169

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for re-scanning and may result in payment delays.

The following data shall be included in invoices to be considered proper for payment:

• Name and address of the Contractor;

• Invoice date and invoice number.

• The Contractor should date invoices as close as possible to the date of transmission;

• Timeframe covered by the invoice;

• Contract number and associated Task or Delivery Order number;

• Contracting Officer’s Name; and Contracting Officer’s Representative’s name.

• Name and address of Contractor official to whom questions regarding payment should be referred.

• Itemization of costs to include:

o Number of hours worked for each Labor Category billed (if applicable);

o Associated Labor Rate for each Labor Category billed (if applicable);

o Other Direct Costs incurred for that invoice period and associated profit and indirect costs (if applicable);

o Total reimbursement requested for that specific invoice;

o Cumulative Total of reimbursements to date; and o Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such records to be retained by the contractor and made available for the Government’s inspection on an “as-required” basis.

The Contractor shall certify that the hours worked and individuals being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

mailto:9-AMC-AMZ-OSTWCF@faa.gov

To be acceptable for payment, each invoice shall contain the following certification:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract.”

G.13 BILLABLE COSTS TRACKING AND REPORTING

The Contractor shall maintain complete time and attendance tracking for all labor and other charge against each of this contract's task orders, to document charges and allow for effective overall contract oversight. The Contractor shall track and report monthly, all costs associated with each individual task order issued under this contract. Monthly (written) task order billing statements shall be provided to the

Government by the Contractor no later than the 15 days of the month immediately following the month period being billed. This monthly task order billing shall be submitted to:

• the applicable TO COR identified in the respective task order;

• the base contracts' COR; and,

• the cognizant Government CO.

The Contractor shall report the detail of all labor and other costs billed for the applicable task order for the reporting period, as well as cumulative to-date task order costs, as part of its monthly task order billing statement submitted

The Contractor shall not use in any manner billable time to provide or supplement contract or task order administrative functions typically covered through contract overhead. On-site project management or other billable labor under contract task orders shall only be for work performed directly on behalf of the Government, and not to support typical task order overhead functions.

On a monthly basis, the Contractor shall also summarize and report to the Government CO and COR for the base contact, in a single document and format prescribed by the CO, cumulative labor and other costs against each of the base contract's individual task orders, as well as the cumulative overall contract costs (all task orders) to date. The Contractor shall also monitor and report in the monthly summary, the cumulative cost to date against allowable ceiling by percent for both the overall contract and each of its underlying task order. This monthly summary report shall also clearly highlight, as an alert to the Government CO and COR, when the contract or any of its underlying task order reach the

75% and 90% expenditure of funds levels.

G.14 TASK ORDERS

The Government, at its sole discretion may make more than one contract award under this solicitation.

If more than one contract award is made, each award qualifies for the minimum guaranteed task order amount during the base or options years of the contract. Should multiple awards be made, the

Government will typically compete subsequent task order work among the awarded contracts as a means of maintaining an ongoing "best value" situation for the Government.

Internal task order competitions among awardees are expected to be of a relatively quick tum around nature and their awards shall not be subject to protest. With multiple awards, the Government reserves the right to direct task order work to meet the minimum contract award guarantee as outlined in the

Task Order.

Task Orders will be issued by warranted Government Contracting Officers. The CO will order initial services and request work against the base contract through the issuance of individual task orders and obligate funds to cover the work required under that task order incrementally or in total.

All Statements of Work and estimated budgets for prospective task orders must be approved by the COR for the base IDIQ contract.

Each task order will carry a specific task order number which will be cited on each invoice placed against the contract.

In no event shall the aggregate total of all task orders exceed the Maximum Ordering

Limitation authorized in the contract. All task order statements of work and performance periods shall be within the scope of work and effective period of this contract.

G. 15 TASK ORDERS, PLACEMENT, PROCESSING

The following ordering procedures shall apply to all Task Orders (TOs) issued under this contract. Any supplies and/or services to be furnished under this contract will be ordered by issuance of written Task Order Request for Proposal (TOPR) transmitted and transacted between the CO and the Contractor. TO's shall be issued in accordance with FAR provisions

(See Section I), in addition:

• Only an authorized Government Contracting Officer can issue a TO under this contract.

• All TO's are subject to the terms and conditions of the base contract. In the event of conflict between a TO and the contract, the contract will take precedence, however, task orders may include technical, performance, reporting or other requirements that differ from those of the base contract. The resolution of any conflict between the contract and task order terms and conditions shall be the unilateral right of the

Government Contracting Officer.

• All costs associated with preparation, presentation, and/or discussion of the

Contractor's TO proposal shall be at the Contractor's expense; post award TO administration (including applicable personnel cost allocations by TO) shall also be at the Contractor's expense.

The Contractor is responsible for determining the most appropriate method for recovering such costs (e.g., direct or indirect charges to Task Orders) based on its standard accounting practices.

No work will be performed and no payment will be made except as authorized by a signed Task

Order.

Task order work when multiple contract awards have been made will typically be competed internally among the awarded contracts as a means of maintaining an ongoing "best value" situation for the Government. Internal task order competitions among awardees will be of a relatively quick tum around nature and their awards shall not be subject to protest. With multiple awards, the Government reserves the right at its discretion to direct task order work to meet the minimum contract award guarantee.

Task order execution against the base contract award is expected to take place in the following general manner:

The Government entity with the IT Services requirement first determines the extent of its requirements, developing a task order statement of work with period of performance, deliverables an independent cost estimate, and TO COR designate- collectively considered a draft TO request package.

The Government entity forwards the draft TO request package with an appropriately funded procurement request to the CO for review. The CO will review the package for completeness and to verify that task(s) proposed requirements fit within the scope of the overall contract. The

CO will, in consultation with the TO COR request changes to the draft TO request package as necessary.

Given a complete draft TO request package, the CO will initiate a task order against this contract.

G.16 BASE CONTRACT AND TASK ORDER ADMINISTRATION COSTS

Any and all Contractor administrative costs associated with the base contract and/or any task order issued there under are to be borne solely by the Contractor, are not separately or otherwise billable to the Government, and must be included as part of the fully loaded (hourly) labor rates proposed and/or quoted. The Contract's task orders may include performance and administrative requirements, including financial consideration due the Government for performance and deliverable deficiencies.

G.17 TASK ORDER ADMINISTRATION

TASK ORDER AWARD.

The Contractor must not commence work until authorized by the CO through the issuance of a Task Order.

TASK ORDER EXTENSIONS (NON-FUNDED).

The CO has the authority to extend the Contractor's performance under the task order beyond the estimated completion date set forth therein, provided that:

• This approval is made in writing before the original estimated completion date set forth in the task order and clearly states that the extension is at no additional cost to the task order;

• Performance must not extend beyond 90 calendar days from the original estimated completion date set forth in the task order; and

• Performance must not extend beyond the end of the period of performance in Section

F of the base IDIQ.

TASK ORDER LABOR.

The TO COR has the authority to adjust the labor mix within existing task order labor categories as long as the total dollar value of labor ordered is not exceeded.

TASK ORDER CEILING PRICES.

The total task order ceiling price includes a monetary sub-ceiling for total labor ordered and a separate monetary sub-ceiling for all other direct costs. The applicable Task Order shall identify all labor and other direct cost sub-ceilings. The TO COR does not have the authority to approve revisions that exceed these respective sub-ceilings, or move costs from one sub-ceiling category to the other, or increase the overall total estimated cost of the TO.

G.18 CONTENTS OF TASK ORDERS

Government awarded Task Orders (TO) will include the following (as applicable):

1. Contract and Task Order Number;

2. Identify Responsible DOT Organization for the TO and TO Point of Contact, email address and phone number;

3. Identify Government officials (e. g., cognizant CO & TO COR) contact information;

4. Total TO cost (and identify funding by increment or fully funded);

5. Obligated funding amount(s) and applicable Accounting Code(s)

6. TO resources table (including labor categories by CLIN, fully loaded [hourly] labor rates, number of labor hours, total labor cost by CLIN, and other direct costs (ODCs));

7. Period of Performance;

8. Place of Performance;

9. Statement of Work (SOW) with deliverables and results to which the contractor shall be held;

10. Applicable performance and performance metrics detail

11. Special Requirements/Relevant Information (e.g., waivers);

12. Government-Furnished Property, if any, to be furnished to the contractor;

13. TO work schedule as applicable;

14. Key/essential TO personnel; and

15. Payment Office information.

G.19 CONTRACTOR PERFORMANCE

During the life of this contract, Contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. The Contractor Performance Assessment Reporting

System (CPARS) will be utilized for these reviews. Information on CPARS can be located at http://www.cpars.gov.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

http://www.cpars.gov/

H.1 SPECIAL DATA RIGHTS PROVISIONS

H.1.1 CONFIDENTIALITY OF REPORTS AND OTHER DATA (AS APPLICABLE)

Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, nor personnel thereof, must divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this Contract without the prior written approval of the Contracting Officer. The provisions of this clause must survive the expiration of the Contract.

H.1.2 OST REVIEW OF ANNOUNCEMENTS OR PUBLISHING (AS APPLICABLE)

Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, nor personnel thereof, must make public releases of information or any matter pertaining to this Contract, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the Contracting Officer. The provisions of this clause must survive the expiration of the Contract.

H.1.3 PROPRIETARY RIGHTS IN REPORTS

All proprietary rights, including publication rights, in any report produced by the Contractor in connection with the work provided for in this Contract must vest in the Government. The Contractor must not publish any of the results of the work provided for in the Contract without the prior written approval of the Contracting Officer.

H.2 ETHICS AND STANDARDS OF CONDUCT

H.2.1 DISCLOSURE OF CONFLICTS OF INTEREST

The Contractor warrants that, to the best of the Contractor's knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest (OCI), as defined in

FAR SUBPART 9.5, ORGANIZATIONAL AND CONSULTANTS CONFLICTS OF INTEREST, or that the Contractor has disclosed all such relevant information.

The Contractor agrees that if an actual or potential organizational conflict of interest is discovered after award, the Contractor shall make a full disclosure in writing to the Contracting Officer. This disclosure shall include a description of actions, which the Contractor has taken or proposes to take, after consultation with the Contracting Officer, to avoid, mitigate, or neutralize the actual or potential conflict.

The Contracting Officer may terminate this contract for convenience, in whole or in part, if it deems such termination necessary to avoid an organizational conflict of interest. If the Contractor was aware of a potential organizational conflict of interest prior to award or discovered an actual or potential conflict after award and did not disclose or misrepresented relevant information to the Contacting Office, the

Government may terminate the contract for default, debar the Contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

The Contractor shall include this clause in all subcontracts and in lower tier subcontracts unless a waiver is requested from, and granted by, the Contracting Officer.

In the event that a TO is issued to the Contractor that would require activity that would create a potential conflict of interest, the Contractor shall:

• Notify the Contracting Officer of a potential conflict, and;

• Recommend to the Government an alternate tasking approach which would avoid the potential conflict, or

• Present for approval a conflict of interest mitigation plan that will:

• Describe in detail the TO requirement that creates the potential conflict of interest; and

• Outline in detail the actions to be taken by the Contractor or the Government in the performance of the task to mitigate the conflict, division of Subcontractor effort, and limited access to information, or other acceptable means.

The Contractor shall not commence work on a TO related to a potential conflict of interest until specifically notified by the Contracting Officer to proceed.

If the Contracting Officer determines that it is in the best interest of the Government to issue a TO, notwithstanding a conflict of interest, a request for waiver shall be submitted in accordance with FAR

9.503.

H.2.2 ACCESS TO SENSITIVE INFORMATION

Work under this contract may involve access to sensitive information* which must not be disclosed by the Contractor unless authorized by the contracting officer. To protect sensitive information, the

Contractor must provide training to any Contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual’s suitability to have such authorization. Contractor employees found by the Government to be un-suitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the particular contract when requested by the contracting officer.

The Contractor must ensure that Contractor employees are citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or employment (indicated by immigration status) as evidenced by investigations in accordance with DOT Order 1632.20, Personnel Security

Management. The Contractor must include the above requirements in any subcontract awarded involving access to Government facilities, sensitive information, and/or resources.

*Sensitive Information is proprietary data or other information that, if subject to unauthorized access, modification, loss or misuse could adversely affect national interest, conduct of Federal programs, or privacy of individuals specified in the Privacy Act, but has not been specifically authorized to be kept secret in the interest of national defense or foreign policy under an Executive Order or Act of Congress.

H.2.3 CONTRACTOR IDENTIFICATION REQUIREMENTS

All Contractor personnel using DOT information technology and communications systems (including the

DOT email system), attending internal or external meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of Government employees, other

Contractor personnel or members of the public that they are Government officials, unless, in the judgment of the agency, no harm can come from failing to identify themselves. Among other things, Contractor personnel must include the DOT approved signature block for contractors on all email communications, internal or external, and in all internal written documents.

Contractor employees also must ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Under no circumstances must Contractor personnel sign letters or make other external communications on

OST letterhead, nor must Contractor personnel use the OST or DOT logos or seals in letterhead, business cards, correspondence, emails, reports, documents or other communications.

H.3 NON-PERSONAL SERVICES CONTRACT

This contract is a non-personal services contract as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor’s employees and subcontractors:

(1) Must perform the services specified herein as independent Contractors, not as employees of the

Government;

(2) Must be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract;

(3) Must be free from supervision or control by any Government employee with respect to the manner or method of performance of the services specified; but

(4) Must, pursuant to the Government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting…