693KA8-19-R-00006 - Section G.pdf

693KA8-19-R-00006

PART I – THE SCHEDULE

SECTION G – CONTRACT ADMINISTRATION DATA

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G.1. FAA AMS Clauses and Provisions Incorporated by Reference

3.1-1 Clauses and Provisions Incorporated by Reference (July 2011)

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: http://conwrite.faa.gov.

(End of clause)

Clause Title

3.10.1-22 Contracting Officer’s Representative (April 2012)

G.2. Contract Administration Points of Contact

The following are the points-of-contact for contract administration under the Controller Training

Solutions (CTS) contract:

Role Contact Information

FAA Contracting Officer (CO) Wanda Mundy, AAQ-310

800 Independence Avenue, S.W.

Washington, D.C. 20591

Wanda.mundy@faa.gov

(202) 267-4449

FAA Contracting Officer’s Representative

(COR)

[TBD]

800 Independence Avenue, S.W.

Washington, D.C. 20591

[TBD]

[TBD]

All instances of “CO” in this contract refer to the Government’s CO for CTS unless otherwise indicated.

G.3. Contracting Officer’s Authority

(a) The CO assigned to this contract is responsible 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 Government 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, only the CO is authorized to approve changes to any of the requirements under this contract in the form of modifications and, notwithstanding any provision contained elsewhere in this contract, said authority remains solely with the CO.

http://conwrite.faa.gov/

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(b) 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 CTS contract.

(c) It is the responsibility of the Contractor to contact the CO immediately if there is the appearance of any technical direction that is or may be outside the scope of the contract.

Costs incurred that were not authorized by the CO and/or work outside the scope of the contract will be considered unallowable costs and will not be reimbursed by the Government.

G.4. Electronic Communications

The Contractor must provide all contract reports/deliverables, including invoices, in electronic format with any links and embedded files readily accessible from the FAA Intranet.

G.5. Procedures for Official Contractual Correspondence

(a) The Contractor must address all official contractual correspondence submitted under this contract (except invoices and deliverable items) to the CO with an information copy to the

COR.

(b) All official contractual correspondence submitted by the Contractor must include the contract number, task order (TO) number as applicable, and a sequentially-assigned letter number to uniquely identify the correspondence.

(c) The Contractor must provide all correspondence to the e-mail addresses listed in Section G.2 and to any supplemental e-mail distribution lists that may be designated by the Government for particular types of correspondence.

G.6. Ordering

G.6.1. General

All work performed under this contract must be within the scope of the CTS Statement of Work

(Section C). The Government may issue orders requiring delivery/ performance at multiple locations. There is no limit to the number of orders that may be issued, provided the total combined value of all orders does not exceed the contract ceiling listed in Section B.3. All TOs are subject to the terms and conditions of this contract.

The Contractor may only incur costs in the performance of TOs issued by the CO. No other costs are authorized under this contract without the express written consent of the CO.

In performance of TOs:

(a) The Contractor must not incur costs in excess of funding provided in association with the order;

(b) The Contractor must notify the CO in writing when it has expended 75% of the funding obligated for the performance of the TO;

(c) TOs are effective as of the date specified on the order; and

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(d) The Contractor must notify the CO and the COR when it is determined that the ordered work cannot be accomplished within the required delivery date and/or within the authorized funding.

G.6.2. Ordering Procedures

The Government anticipates awarding this requirement as an Indefinite Delivery Indefinite

Quantity (IDIQ) contract. TOs will be issued for all services to be performed as described in the following subsections.

All TOs will have a distinct period of performance and a ceiling amount that limits the costs that may be incurred in performance of the TO. TOs may either be incrementally funded or fully funded.

G.6.2.1. Task Orders for Priced CLINs

For requirements under any priced CLIN defined in Section B.7, the CO will issue a Fixed Price

TO. TOs for priced CLINs will convey the Government’s order of CLINs in Section B.7 corresponding to support services provided in a specific functional area.

G.6.2.2. Task Orders for Training Support and Associated Support Services

(a) TOs for work efforts within the scope of SOW paragraphs C.4.3 and C.4.4 will be issued on a T&M basis with a specific geographic scope. TOs will be issued to correspond to a specific grouping of Air Traffic Control facilities or the FAA Academy. The following set of FAA

Service Area partitions is one possible geographic boundary for the geographic TOs: Eastern

Service Area, Western Service Area, Central Service Area and the FAA Academy.

(b) The total amount of support across all applicable SOW areas and any planned travel and

ODCs will be used to set the ceiling for each TO.

(c) The TOs for Training Support Services (SOW paragraph C.4.4) will include an allocation of the ceiling amount to labor, travel, and ODCs. The allocations are only for planning purposes and do not represent individual ceilings on those functional elements or cost categories.

(d) Once a TO is issued, the Government and the Contractor will coordinate on a detailed training plan and schedule for a specific planning horizon in accordance with SOW paragraph C.4.3. The detailed plan will also include labor hour projections for Supervision and On-site Administrative support.

(e) Where applicable, a TO may include a schedule developed in accordance with SOW paragraph C.4.2.4. The schedule represents the Government’s order of the specific training support, supervision, and on-site administrative support. The Contractor’s acceptance of the detailed plan and schedule represents their commitment to provide the required support at the designated location(s), date(s), and time(s).

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G.6.2.3. Task Orders for Other Support Services

(a) TOs for work within the scope of SOW paragraphs C.4.5, and C.4.6 will be issued on an as needed basis. For TOs addressing the scope of work in SOW paragraphs C.4.5 and C.4.6 and other SOW areas as the Government deems necessary, the Government will issue a TO request for proposal (RFP) that contains:

– A reference to the applicable paragraph(s) in Section C;

– A detailed TO-specific SOW that describes the work to be accomplished (if necessary);

– An indication of whether the TO is expected to be priced on a fixed price or T&M basis;

– An indication of whether the Government anticipates that any travel or ODCs will be required and, if so, to what extent;

– The TO period of performance;

– The success/completion criteria (if applicable);

– Any assumptions upon which the TO proposal should be based;

– Any required deliverables and the associated delivery requirements; and

– The due date for the TO proposal.

(b) While dependent on the scope of the effort, TO proposals will generally be due within 14 calendar days of issuing the RFP. The CO may allow for additional time to submit the TO proposal if requested by the Contractor.

(c) TO proposals submitted by the Contractor must include the following at a minimum:

– A description of the technical approach to performing the associated statement of work.

– The planned date for the commencement of work and any proposed revisions to the

Government’s original schedule of performance.

– A basis of estimate for the proposed TO price/ceiling that identifies the proposed labor categories, the rationale for the labor categories proposed, the proposed number of hours per labor category, and the applicable labor rates for each labor category based on the period of performance.

– Any assumptions influencing the proposed technical approach and/or proposed TO price/ceiling.

– The travel and material costs needed to perform the task including a detailed justification for each proposed trip or ODC.

– The total estimated cost for completion of the work, broken out by labor, travel, and material costs.

(d) The Contractor’s TO proposal is subject to the review, negotiation, and approval by the CO.

The TO will be issued once the final TO proposal (as may be revised through the negotiation process) has been accepted by the CO.

(e) Once a TO is issued, the Contractor is not authorized to incur cost or expend labor hours in excess of the TO ceiling without written approval of the CO. After a TO is issued, if any revision becomes necessary to the estimated cost or level of effort, the Contractor must promptly submit a revised TO proposal to the CO with an explanation for the revision.

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G.7. Invoicing Instructions

(a) The Contractor must submit invoices no more often than monthly unless otherwise authorized in writing by the CO.

(b) The Contractor must provide a summary of the support provided during the most recent calendar month to the FAA’s designated representative. This summary must include training activities delivered, dates of training and number of students trained by training activity, labor categories, rates, and authorized hours vs. actual hours incurred by labor category per site.

(c) The Contractor must submit detailed information as part of the back-up to the invoice. The detailed information must be in accordance with CDRL 008.

(d) Charges for other types of services delivered such as FFP CLINs for Program Management, or Task Order charges for innovation support, etc., must be separately identified on the invoice.

(e) All invoices for payment under this contract must include the following information:

1. The contract number.

2. The invoice number and date submitted.

3. The Contractor’s name, mailing address, and telephone number.

4. The associated billing period (defined by the start and end dates).

5. Dollar amount for the current billing period grouped/totaled by TO number and

CLIN number.

6. Cumulative dollar amount for the contract grouped/totaled by TO number and

CLIN number.

7. Supporting back-up documentation including but not limited to the summaries of delivered training for all training provided during the period.

8. Certification and signature of an appropriate management official as follows:

“I certify that this invoice is correct and in accordance with the terms of the contract. I further certify that the costs included herein have been incurred, represent payments made by the Contractor, and properly reflect the work performed.”

Signature of Official Date of Signature

Signer's name typed or printed

Signer's Title

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9. Name and telephone number of the Contractor’s contact for resolution of questions.

(f) The Contractor must deliver invoices according to the following distribution:

AMZ-110 - Accounting original and one copy:

Email - 9-AMC-AMZ-FAA-APInvoices@faa.gov

Contracting Officer – Email original: To CO listed in G.2

Contracting Officer’s Representative - One copy: To COR listed in G.2

Prior to travel or material costs being incurred, the Contractor must receive approval from the

COR.

Upon request by the CO, the Contractor must provide additional detailed back-up information to substantiate all invoiced charges including but not limited to:

– Labor hours charged by each individual employee (identified by name), labor category, labor rate, associated CLIN, hours, and extended cost.

– Time sheets of individual employees.

– Expense reports and receipts for travel charges invoiced.

– Receipts for all invoiced purchases/ODCs greater than $75.

– Receipts for any other direct charges greater than $75 as may be listed on the invoice.

The CO will authorize payments in amounts determined to be allowable in accordance with the

"FAA Cost Principles" (AMS clause 3.3.2-1).

G.8. Method of Payment

(a) Payments under this contract will be made either by check or by wire transfer through the

Treasury Financial Communications System at the option of the FAA.

(b) The Contractor must forward the following information in writing to the Federal Aviation

Administration, Accounting Office, DOT/FAA AMZ-110, PO Box 25710, Oklahoma City, OK 73125, not later than seven days after receipt of notice of award:

1. Full name (where practicable), title, phone number, and complete mailing address of responsible official(s):

a. To whom check payments are to be sent, and

b. Who may be contacted concerning the bank account information requested below.

2. The following bank account information is required to accomplish wire transfers:

a. Name, address, and telegraphic abbreviation of the receiving financial institution;

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b. Receiving financial institution's 9-digit American Bankers Association

(ABA) identifying number for routing transfer of funds (provide the number only if the receiving financial institution has access to the

Federal Reserve Communications System);

c. Recipient's name and account number at the receiving financial institution to be credited with the funds;

d. If the receiving financial institution does not have access to the Federal

Reserve Communications System, provide the name of the correspondent financial institution through which the receiving financial institution receives electronic funds transfer messages. If a correspondent financial institution is specified, also provide:

i. Address and telegraphic abbreviation of the correspondent financial institution;

ii. The correspondent financial institution's 9-digit ABA identifying number for routing transfer of funds.

(c) Any changes to the information furnished under paragraph (b) of this clause must be furnished in writing to the Federal Aviation Administration, Accounts Payable Branch, AFM-220, 800 Independence Avenue, SW, Washington, DC 20591 at least thirty (30) days before the effective date of the change. It is the Contractor's responsibility to furnish the changes promptly to avoid payment to erroneous addresses or bank accounts.

(d) The document furnishing the information required in paragraphs (b) and (c) must be dated and contain the signature, title, and telephone number of the Contractor official authorized to provide it as well as the Contractor's name and contract number.

(e) Upon completion, termination, or expiration of the contract, the Contractor must submit a final voucher clearly marked “FINAL”. The final voucher must contain an itemized accounting of total contract costs that includes:

1. Certification that all contractual requirements have been satisfied; and

2. Certification that all previous Contractor vouchers have been paid.

G.9. Travel Reimbursement

(a) The Contractor will be reimbursed for allocable, allowable, and reasonable travel expenses and the approved handling rate defined in Section B.5. All Contractor travel must be identified in an approved TO and COR approval of individual travel itineraries is required before commencing travel. Except as otherwise provided herein, the Contractor will be reimbursed for travel on the basis of actual expenses incurred in accordance with the Federal

Joint Travel Regulation and the FAA Travel Policy, subject to the following:

1. All travel, whether within the continental United States or outside the continental

United States, must be accomplished by commercial carrier, rail, privately-owned automobile or auto rental and the cost paid by the Contractor. The Government will reimburse the Contractor in accordance with the “Federal Travel Regulation”

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Government carrier, and at the current rate per mile, plus road and bridge tolls.

2. Authorized travel reimbursement includes only that travel (commercial carrier, or private automobile or auto rental) performed from the Contractor’s plant to the site of work, between the site of work, and from the site of work to the

Contractor’s plant. Travel within a Government installation where Government transportation is available, and travel performed for personal convenience, including daily travel to and from work, will not be reimbursed.

3. Travel expenses are subject to the approved handling rates defined in Section B.5.

Per Section B.5, the handling rates are not subject to redetermination for contract close-out purposes.

4. Relocation costs and travel costs incidental to relocation are not allowable as a direct charge to the contract and will not be reimbursed as a direct charge.

5. The Contractor must use alternate airports where available and within a reasonable commuting distance if it will result in lower costs.

6. The Contractor must conduct a cost analysis prior to the start of travel to determine the overall most cost-effective means.

(b) Per Diem: The Contractor will be reimbursed for the expense of meals, lodging, transportation between places of lodging or business and places where meals are taken, and any other miscellaneous travel and living expenses incurred in the performance of this contract at the per diem rate as set forth in accordance with the GSA “Federal Travel

Regulation.” Per Diem must be payable only when the Contractor’s employee is in an authorized travel status. The per diem rate must be established in accordance with the

“Department of Transportation Travel Regulations” or a set rate agreed upon by the parties;

however, such a set rate must not exceed the maximum amount permitted by the GSA

“Federal Travel Regulations.” Receipts are required for all Per Diem Expenses exceeding

$75.00.

(c) Contractor Use of Government Discount Rates:

1. To the maximum extent practicable, and consistent with travel requirements, the

Contractor agrees to use the reduced air transportation rates and reduced hotel accommodation rates provided through available Government discount rates.

These discount rates are for bona fide employee travel that are otherwise reimbursable as a direct cost pursuant to the contract when use of such rates results in the lowest overall cost.

2. Upon receipt of a list of eligible Contractor employees, the CO will provide the

Contractor with an agency letter of identification for presentation to participating airlines and hotels.

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3. The Federal Travel Directory, which GSA publishes monthly, identifies current contract airlines and hotels. The symbol in the Federal Travel Directory for discount hotel rates is CRC.

G.10. Other Direct Cost (ODC) Reimbursement

(a) The Contractor will be reimbursed for allocable, allowable, and reasonable other direct costs

(ODCs). All ODCs must be pre-approved by the COR and are subject to the limits defined in the associated TO.

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

(c) Cellular phone or internet/air card usage charges will not be an allowable ODC expense unless required to perform the time-critical duties and roles assigned under this contract and approved in writing by the COR.

(d) The Contractor will be reimbursed for ODCs based on actual expenses and the approved handling rate defined in Section B.6. Per Section B.6, the handling rate is not subject to redetermination for contract close-out purposes.

(e) Prior to incurring an ODC expense, the Contractor must ensure that the ODC expense is consistent with the cost of comparable items or services.

(f) The Contractor must submit a copy of the COR’s authorization for the expense and a copy of the receipt when invoicing an ODC expense.

G.11. Subcontracting Reports

The Contractor must submit completed Subcontracting Reports in accordance with Section I, AMS Clause 3.6.1-4 “Small, Small Disadvantaged, Women-Owned, and Service-Disabled

Veteran Owned Small Business Subcontracting Plan.” The Contractor must provide the CO with a copy of all reports submitted IAW Clause 3.6.1-4.