Section_G_Contract_Administration.pdf

270 WMEC SLEP 70Z02319AVS03000

Part I – The Schedule

Section G – Contract Administration Data

Section G - Contract Administration Data Page 1 of 5

TABLE OF CONTENTS

G.1 CONTRACT ADMINISTRATION

G.2 AUTHORITY OF GOVERNMENT PERSONNEL

G.3 ADDRESS OF CORRESPONDENCE

G.4 COAST GUARD ACTIVITY AUTHORIZED TO PLACE ORDERS

G.5 GOVERNMENT REPRESENTATIVES

G.6 CONTRACTOR REPRESENTATIVES AUTHORIZED TO SIGN DOCUMENTS

G.7 RESPONSIVLE OFFICIAL(S) WHO CAN RECEIVE NOTIFICATION OF AN

IMPROPER INVICE AND ANSWER QUESTIONS REGARDING THE INVOICE

G.8 REQUEST FOR PAYMENT – INVOICING PROCEDURES

G.9 TECHNICAL MONITORS

G.10 CONTRACTOR PERFORMANCE EVALUATION

G.1 CONTRACT ADMINISTRATION

The Contracting Officer, located at the U.S. Coast Guard, SFLC 707 E. Ordnance Road, Baltimore, MD 21226-5000, shall be the contract administrator of this contract.

Contracting Officer – Kelly Wyatt (410) 582-4720, Kelly.A.Wyatt@uscg.mil

Contracting Officer Representative (COR) - Anne-Marie Simon, (410 762-6944, Anne-

Marie.Simon@uscg.mil

G.2 AUTHORITY OF GOVERNMENT PERSONNEL

The Contracting Officer (KO) is the only person authorized to approve all changes in any of the requirements under this contract. No other individuals other than the KO have the authority to issue any direction under this contract, either technical or otherwise, which constitutes a change to terms, conditions, price, or delivery schedule of this contract.

G.3 ADDRESS OF CORRESPONDENCE

All correspondence, except as otherwise specified, shall be delivered to the following address:

Contracting Officer (KO):

USCG Surface Forces Logistics Center

SFLC-CPD-C&P3-SSP – ISVS

Attn: Kelly Wyatt, Contracting Officer

707 E. Ordnance Road, Suite 410

Baltimore, MD 21226

M/F: Contact Number (to be provided upon contract award)

Delivery Order Number (to be provided with each individual delivery order) mailto:Kelly.A.Wyatt@uscg.mil mailto:Anne-Marie.Simon@uscg.mil mailto:Anne-Marie.Simon@uscg.mil

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G.4. COAST GUARD ACTIVITY AUTHORIZED TO PLACE ORDERS

Delivery orders will be issued by Contracting Officers the following Coast Guard activity:

USCG Surface Forces Logistics Center

SFLC-CPD-C&P3-SSP – ISVS

USCG Formal Contracts Division V (CG-9125)

G.5. GOVERNMENT REPRESENTATIVES

(a) The Coast Guard may, upon contract award or thereafter, name representatives with titles such as Contracting Officer's Representative(s), Technical Monitor, etc. Such individuals, if appointed, will be named in writing by the Contracting Officer. The letter of appointment will indicate the individuals and their titles, and stipulate the rights, responsibilities, and limitations of their appointment.

(b) No such named individual above in G.4(a), except the limited authority of the COR as described in G.2(b), has the authority to issue any direction under this contract either technical or otherwise, which constitutes a change to the terms, conditions, price or delivery schedule of the contract. Only the Contracting Officer and the limited authority of the COR is authorized to alter the contract in any manner.

G.6. CONTRACTOR REPRESENTATIVES AUTHORIZED TO SIGN DOCUMENTS

(a) Upon execution of the Contract, the Contractor shall provide a list to the Contracting

Officer, which identifies those Contractor representatives who are authorized to sign written communications on behalf of the Contractor. The report shall specifically contain the following:

(1) Name of individual authorized to sign Contractor-generated technical data and

Contractor management type documentation, and

(2) Type of documentation each individual is authorized to sign. Upon addition or deletion of one or more names, the list shall be revised accordingly.

G.7. RESPONSIBLE OFFICIAL(S) WHO CAN RECEIVE NOTIFICATION OF AN

IMPROPER INVOICE AND ANSWER QUESTIONS REGARDING THE INVOICE

For use in the event your firm receives a contract as a result of the Solicitation, designated below the responsible official(s) who can receive notification of an improper invoice and answer any questions regarding the invoice.

Name: [TO BE COMPLETED AT CONTRACT AWARD]

Title:

Address:

Section G - Contract Administration Data Page 3 of 5

Telephone Number:

Email address:

G.8. REQUEST FOR PAYMENT – INVOICING PROCEDURES

(a) A request for payment is proper if it includes the items required by the clause at FAR

52.232-25, Prompt Payment [(a)(3)(i) through (a)(3)(ix)] and those items are accurate. If a request for payment does not include all the items required by the clause at FAR 52.232-25, Prompt

Payment, or any information is inaccurate, then the request is not proper and shall be returned to the contractor with a statement of the reason(s) it is not proper.

(b) Each invoice shall contain the following information:

(1) Complete Business Name

(2) Contract Number and Delivery Order Number

(Delivery Order Number will be furnished with each individual delivery order)

(3) Invoice Number and Invoice Date

(4) Invoice Routing Code (IRC) provided in paragraph (c) below.

(5) DUNS number

(6) Contract Line Item Number (CLIN)

(7) Business size

(8) Full description, including the price and quantity of supplies actually delivered or rendered. NOTE: Invoices SHALL match the delivery order.

(9) Shipping and payment terms

(10) Name, title, phone number, e-mail address, and mailing address of person to notify in the event of defective invoice

REMITTANCE ADDRESS: Payment will be made to the financial institution listed in

SAM by the contractor.

https://www.sam/gov/portal/public/SAM/

(c) An original invoice shall be submitted to the payment office designated on each delivery order, and a copy shall be sent to the Contract Specialist. The copy sent to the Contract Specialist should be clearly marked “Information Only”.

The Coast Guard unique Invoice Routing Code (IRC) for this contract is SFLC3. Each invoice must be submitted to the designated billing office via one of the following modes listed in descending order of preference:

(1) FINCEN Website invoice receipt form:

http://www.fincen.uscg.mil.centralinv/central_inv_contr.cfm

(2) Fax: (757-523-6900)

(3) Mailed to: Commercial Invoices

U.S. Coast Guard Finance Center

1430A Kristina Way https://www.sam/gov/portal/public/SAM/ http://www.fincen.uscg.mil.centralinv/central_inv_contr.cfm

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Chesapeake, VA 23326

Failure to submit invoices directly to this office will delay prompt payment of your invoice.

(d) To facilitate processing, all proper invoices and any supporting information submitted electronically using the FINCEN web based invoice submission capability must be submitted as a single Adobe .pdf formatted file, or as otherwise specified in the contract.

(e) In accordance with the Prompt Payment Act, for the purposes of determining a payment due date and the date on which interest will begin to accrue if a payment is late, a proper invoice shall be deemed to have been received:

(1) On the later of:

(i) For invoices that are mailed or transmitted via facsimile, the date a proper invoice is actually received by the designated billing office and annotates the invoice with date of receipt at the time of receipt;

(ii) For invoices electronically transmitted by the contractor via web based submission, the date a transmission is received by the designated billing office, and receipt confirmation is provided to the designated recipient; or

(iii) The seventh day after the date on which the property is actually delivered or performance of the services is actually completed; unless—

(A) The agency has actually accepted the property or services before the seventh day in which case the acceptance date shall substitute for the seventh day after the delivery date; or

(B) A longer acceptance period is specified in the contract, in which case the date of actual acceptance or the date on which such longer acceptance period ends shall substitute for the seventh day after the delivery date.

(2) On the date placed on the invoice by the contractor, when the agency fails to annotate the invoice with date of receipt of the invoice at the time of receipt (such invoice must be a proper invoice); or

(3) On the date of delivery, when the contract specifies that the delivery ticket may serve as an invoice.

(h) Web-based submission by the contractor and receipt confirmation does not reflect

Government review or acceptance of the invoice.

(i) Payment inquiries and status may be obtained - at the following website: -https://www.fincen.uscg.mil/secure/payment.htm.

http://www.fincen.uscg.mil/electron.htm http://www.fincen.uscg.mil/electron.htm

Section G - Contract Administration Data Page 5 of 5

G.9. TECHNICAL MONITORS

(a) Technical monitors are responsible for coordinating review of contractor developed technical documentation to ensure compliance with contract technical specification requirements.

The technical monitor shall advise the contracting officer and COR of any nonconformance issues.

Technical monitors have no authority to interact with the contractor directly, but shall provide information to the COR.

G. 10. CONTRACTOR PERFORMANCE EVALUATION

Contractor Performance Assessment Report (CPAR)

Interim and final evaluations of performance of the Contractor shall be conducted on this contract in accordance with FAR 42.15. The final performance evaluation shall be completed at the time of completion of work. Interim and final evaluations will be submitted to the Contractor as soon as practicable. The Contractor will be permitted thirty (30) calendar days to review the document and to submit additional information or a rebutting statement.