693KA8-24-DRAFTSIR-INVERSE_Section G Administration Data.pdf

INVERSE DRAFT SIR 693KA8-R-XXXXX

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SECTION G - CONTRACTS ADMINISTRATION DATA

G.1 AMS 3.1-1 CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE

(JULY 2019)

This screening information request (SIR) or contract, as applicable, incorporates by reference the provisions or clauses listed below with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make the full text available, or offerors and contractors may obtain the full text via Internet at: https://fast.faa.gov/contractclauses.cfm

Table G-1. AMS Clauses Incorporated by Reference

Clause Title

3.10.1-22 Contracting Officer's Representative (Apr-2012)

G.2 CONTRACT ADMINISTRATION POINTS OF CONTACT

Contracting Officer (CO) Maria Ashby

Mailing Address:

Federal Aviation Administration

800 Independence Ave SW

Washington, DC 20591

Phone: 202-267-3428

E-mail: maria.j.ashby@faa.gov

Contracting Officer’s Representative (COR)

TBD

Mailing Address:

Federal Aviation Administration

800 Independence Ave SW

Washington, DC 20591

Phone: TBD

E-mail: TBD

G.3 CONTRACTING OFFICER’S AUTHORITY

The CO assigned to this contract has responsibility for ensuring the performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States in its contractual relationships. In this regard, the

CO is the only individual who has the authority to enter into, administer, or terminate this contract. In addition, the CO is the only person authorized to approve changes to any requirements under this contract, and notwithstanding any provision contained elsewhere in this contract, the said authority remains solely with the CO.

https://fast.faa.gov/contractclauses.cfm

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The Contractor must immediately notify the CO for clarification when a question arises regarding the authority of any person to act for the CO under the contract or when the Contractor receives direction that appears outside contract scope.

The Contractor must contact the CO immediately in the case of any technical direction that is or may be outside the scope of the contract or any appearance thereof. Costs incurred that were not authorized by the CO and work outside the scope of the contract are unallowable costs and will not be reimbursed by the Government.

G.4 CORRESPONDENCE PROCEDURES

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

(a) All correspondence must include the contract number, and – if applicable – the task order number.

(b) Routine technical correspondence pertaining to an individual task order must be addressed to the COR.

(c) Routine correspondence about funding levels or other administrative matters pertaining to a particular task order must be sent to the COR, and to the CO.

(d) Correspondence that involves matters that have the potential to affect overall contract administration or to impact multiple task orders must be sent to the CO with a copy to the

COR.

Unless otherwise specified in the contract (or a task order) the contractor must use electronic correspondence (email) and must ensure that its email system can send emails and attachments to and receive emails and attachments from FAA’s email system (currently Microsoft Outlook).

G.5 ORDERING PROCEDURES

The AMS clause 3.2.4-16 - Ordering (October 2019) is incorporated in full text in Section I.2 of this contract. Oral orders are not authorized under this contract. Additional ordering procedures are as follows:

G.5.1 CLINs in Section B

(a) The CO will order the appropriate CLIN in Section B via contract letter.

(1) Per month unit CLINs will be ordered at the beginning of each contract year and the contractor can bill quantity 1 each month for the remaining contract year unless directed by the CO otherwise.

(2) Per Service Per Month unit CLINs will be ordered at the beginning of each contract year with a maximum quantity ordered based on the estimated number of services. The

CO may increase the maximum ordered quantity during the year if needed.

(3) As Ordered unit CLINs will be ordered based on the FAA’s need and are expected to be performed within 30 days from the date of the order.

(4) Lot unit CLINs will be ordered at the beginning of the contract year.

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G.5.2 Task Orders

(a) When the need for additional services arises, the CO will send a Task Order Request for

Proposal (TORFP) to the INVERSE contractor. The TORFP will include:

(1) A SOW that identifies the work to be performed, the period of performance, the place of performance, any GFI/GFP/GFE to be provided, and any supplementary terms and conditions specific to the work to be performed.

(2) Instructions for submission of the technical proposal.

(3) Instructions for submission of the price proposal.

(b) Unless the TORFP specifies a different timeframe the Contractor must, within fourteen (14) days of receipt of the TORFP, submit a Task Order proposal that includes:

(1) A narrative identifying any potential Organization Conflicts of Interest (OCI) or a certification that the Contractor is not aware of any potential OCIs.

(2) A technical proposal that complies with the TORFP instructions, including the submission of resumes.

(3) A price proposal that complies with the TORFP instructions.

(4) Any other information requested in the TORFP.

(c) The FAA will evaluate Task Order proposals to ensure that the proposed:

(1) Approach is technically feasible.

(2) Approach represents an efficient solution to performing the work.

(3) Pricing is fair and reasonable.

(4) Utilizes established CLINs in Section B, Table B-2 if applicable.

The FAA may, at its sole discretion:

(1) Request clarification, further information, or a revised proposal from the Contractor; or

(2) Determine that the proposal is unacceptable, withdraw the TORFP, and obtain the services through another vehicle outside of INVERSE.

(d) Upon receipt of an acceptable proposal the FAA will issue a Task Order that includes the following:

(1) Task Order number.

(2) COR, CO, and FAA technical point-of-contact (if applicable).

(3) Place/period of performance.

(4) A description of the work to be performed (SOW) and deliverables with required delivery dates.

(5) ODCs and/or Travel Not-to-Exceed (if applicable).

(6) Supplementary terms and conditions.

(7) Time-and-Materials Task Orders will include estimated labor hours/mix and a not-to-exceed labor ceiling.

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G.6 BILLING INSTRUCTIONS

Unless otherwise specified in a task order, the Contractor must submit a monthly invoice in accordance with the clause at 3.3.1-40 Electronic Submission of Payment Requests (April 2022), incorporated into Section I.

Unless otherwise specified, the contractor must bill for services in the month following the services being performed not later than the 10th of the month. For example, the contractor will bill by the 10th of February for services performed in the month of January.

For CLINs with a Billing Unit of Per Service Per Month (if defined in Section B Appendix A), the contractor must bill based on the number of services processed in the month being billed.

For example, if the contractor processed the FENS invoice which had 2,000 services in January, the contractor would put a quantity of 2,000 on the invoice sent by the 10th of February.

While unit CLIN prices in Section B may be defined up to 6 decimal places, invoice charges must be rounded to the nearest $0.01.

G.7 METHOD OF PAYMENT

(a) Payments under this contract will be made by wire transfer through the Treasury Financial

Communications System.

(b) The Contractor must establish an account within the FAA e-invoicing system within 14 days after receipt of notice of award.

G.8 TRAVEL REIMBURSEMENT

This section applies to Travel costs, not recovered through fixed price CLINs. The FAA will reimburse the Contractor for expenses for pre-approved travel in accordance with the Federal

Travel Regulation (FTR), https://www.ecfr.gov/current/title-41/subtitle-F , the pricing terms in

Section B, and the invoicing and payments clause(s) incorporated into Section I of this contract.

The Contractor must obtain written approval from the CO or COR prior to commencing travel.

To obtain approval, the Contractor must:

(a) Identify the reason (business need) for the travel.

(b) Provide a cost estimate to the COR.

(c) Validate that there are sufficient funds on contract to cover the cost of the trip(s).

The contractor will be reimbursed for Travel expenses based on actual expenses defined in

G.8 plus the handling rate in Section B.

Travel expenses incurred without written approval by CO or COR will be at the Contractor’s risk of not being reimbursed.

G.9 OTHER DIRECT COST (ODC) REIMBURSEMENT

This section applies to ODCs not recovered through fixed price CLINs.

(a) Any ODC must be pre-approved by the CO or COR. If pre-approved, the contractor will be reimbursed for allocable, allowable, and reasonable ODCs, subject to the limits of the approval.

https://www.ecfr.gov/current/title-41/subtitle-F

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(b) The Contractor’s facility costs (including but not limited to office space, office equipment, utilities, office supplies, and office furniture) are not an allowable ODC expense.

(c) All ODC expenses must be consistent with the costs of comparable items or services.

(d) The contractor will be reimbursed for ODCs based on actual expenses plus the handling rate in Section B.

(e) When invoicing an ODC expense, the Contractor must submit a copy of the CO’s or COR’s authorization for the expense and a copy of the receipt.