Appendix A - Control Clauses for ITS JPO Contracts and Orders.pdf
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- 693JJ3-25-BAA-0004
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This document is an Appendix A detailing Control Clauses for ITS JPO (Intelligent Transportation Systems Joint Program Office) Contracts, Orders, and Cooperative Agreements. The document outlines comprehensive reporting requirements for contractors and managing members, including specific guidelines for invoice reporting, schedules and performance reporting, and deliverables submission.
Key requirements include monthly submissions of status reports, project schedules in Microsoft Project format, and risk registers, with all documentation to be sent to ITSProjects@dot.gov and the Contracting Officer Representative (COR/AOR). For procurements over $2,000,000, earned value management is mandatory. All reports, data, and software codes developed must be published through specific ITS JPO platforms: reports through ITS JPO, data on ITS DataHub, and software codes on ITS CodeHub, with prior approval required for alternative publication methods. The document provides detailed instructions for formatting, submission procedures, and the specific information required in each type of report.
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Appendix A
Control Clauses for ITS JPO Contracts and Orders / Cooperative Agreements
In order to facilitate the tracking and reporting of cost, schedule, and performance information, the following information shall be submitted in accordance with specified formats and procedures and may be amended periodically:
1. Invoice Reporting
The contractor shall submit invoices according to the specified monthly period addressing work completed and hours expended. The contractor shall submit invoices in accordance with the invoice guidance and billing instructions included in the contract and/or order.
The Contractor shall submit invoices directly to the Delphi system or as otherwise specified.
Additionally, the Contractor shall submit invoices concurrently to the COR, the TOCOR (if applicable), ITSProjects@dot.gov, and other recipient(s) (if applicable) as directed by the COR or TOCOR. The Contractor shall include the contract number and order number (if applicable) in the subject line of emails to ITSProjects@dot.gov, as well as, any specified keywords requested by the Government.
2. Schedules and Performance Reporting
The Contractor shall provide monthly progress reports:
a) Monthly Status Reports – the Contractor shall submit monthly status reports in accordance with the contract and order (if applicable) in the format specified by the COR or TOCOR.
b) Project Schedule – the Contractor shall submit, an initial project schedule in Microsoft Project format within sixty (60) days after the effective date of the contract or order and updates showing the percent complete of major deliverables every thirty (30) days thereafter. The schedule shall include at a minimum, the major deliverables and milestones and adhere to the Microsoft Project template structure provided by the COR or TOCOR. Any changes to due dates after the initial project schedule baseline must be approved by the COR or TOCOR. The Contractor shall support the identification of schedule dependencies related to the project and in accordance with the Government defined process.
c) Risk Register – the Contractor shall document risks that might affect the project and the characteristics of the risk defined by the ITS JPO. The COR or TOCOR will provide a Microsoft Excel-based Risk Register template for the Contractor to populate and update as necessary. Each risk shall have a unique number, probability of occurrence and impact of occurrence rating. The risk log shall be updated monthly and submitted with monthly progress reports.
ITS JPO templates are available at http://www.its.dot.gov/project_mang/index.htm.
http://www.its.dot.gov/project_mang/index.htm
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3. Deliverables
The Contractor shall submit Interim and Final Deliverables concurrently to the COR, the TOCOR (if applicable) and to ITSProjects@dot.gov. The Contractor shall include the contract number (and order number if applicable) in the email subject line for each deliverable. The Government may request the Contractor to include additional specified keywords in the subject line of emails containing deliverables. Additionally, the Government may request the Contractor to submit Deliverables to an electronic repository as specified by the COR or TOCOR.
Specific directions for reports, data, and software codes are provided below:
a) Reports – all the reports developed from the subject project shall be published through the ITS JPO. Detailed information, including ITS JPO Publication Template and 508 Compliance Guidance, is available on the Publication Editorial Guidelines page at https://www.its.dot.gov/communications/pubsguidance.htm. If the Contractor wants to publish the report(s) through a different publication procedure, the Contractor shall first consult and obtain an approval from the ITS JPO Program Manager (PM) through the COR or TOCOR, and later submit a link to the final published report to the COR or TOCOR who will then forward the link to the ITS JPO PM.
b) Data – all the data collected or produced from the subject project shall be uploaded to the ITS DataHub at https://its.dot.gov/data/. Detailed directions on how to submit a data set is presented on the page titled “DataHub Metadata Requirements” at https://its.dot.gov/data/data-submission/. If the Contractor wants to upload the data at a different location, the Contractor shall first consult and obtain an approval from the ITS JPO PM through the COR or TOCOR, and later submit a link to the final published data to the COR or TOCOR who will then forward the link to the ITS JPO PM.
c) Software Codes – all the software codes developed from the subject project shall be uploaded to the ITS CodeHub at https://its.dot.gov/code/. Detailed directions on how to upload a code(s) is presented on the page titled “Repository Registration” at https://its.dot.gov/code/registration/. If the Contractor wants to upload the software codes at a different location, the Contractor shall first consult and obtain an approval from the ITS JPO PM through the COR or TOCOR, and later submit a link to the final published software codes to the COR or TOCOR who will then forward the link to the ITS JPO
PM.
Earned Value Reporting (For orders greater than $2,000,000/year in estimated value) For procurements over $2,000,000, earned value management is required.
The Contractor shall submit invoices, all deliverables, and all required reporting to the COR, the TOCOR (if applicable), and to ITSProjects@dot.gov.
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TS JPO Control Clauses for Cooperative Agreements
ITS JPO funded projects, of which this procurement is funded, agree to track and report cost, schedule, and performance information. To enable this information flow, the participating parties within the agreement agree to provide the ITS JPO the following information using specified ITS JPO formats and procedures.
4. Invoice Reporting
The Managing Member, as defined in the Cooperative Agreement, agrees to provide invoices according to the specified monthly period addressing work completed and hours expended. The invoices will be submitted in accordance with the invoice guidance and billing instructions included in the cooperative agreement.
The Managing Member shall submit invoices directly to the Delphi system as specified. Additionally, the Managing Member shall submit invoices concurrently to the Agreement Officer Representative (AOR), the ITSProjects@dot.gov, and other recipient(s) (if applicable) as directed by the AOR. The Managing Member shall include the agreement number in the subject line of emails to ITSProjects@dot.gov, as well as any specified keywords requested by the Government.
5. Schedules and Performance Reporting
The Managing Member shall provide monthly progress reports:
a) Monthly Status Reports – the Managing Member shall submit monthly status reports in accordance with the agreement in the format specified by the AOR.
b) Project Schedule – the Managing Member shall submit, an initial project schedule in
Microsoft Project format within sixty (60) days after the effective date of the cooperative agreement and updates showing the percent complete of major deliverables every thirty
(30) days thereafter. The schedule shall include at a minimum, the major deliverables and milestones and adhere to the Microsoft Project template structure provided by the AOR.
Any changes to due dates after the initial project schedule baseline must be approved by the AOR. The Managing Member shall support the identification of schedule dependencies related to the project and in accordance with the Government defined process.
c) Risk Register – the Managing Member shall document risks that might affect the project and the characteristics of the risk defined by the ITS JPO. The AOR will provide a Microsoft Excel-based Risk Register template for the Managing Member to populate and update as necessary. Each risk shall have a unique number, probability of occurrence and impact of occurrence rating. The risk log shall be updated monthly and submitted with monthly progress reports.
ITS JPO templates are available at http://www.its.dot.gov/project_mang/index.htm http://www.its.dot.gov/project_mang/index.htm
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6. Deliverables
The Managing Member shall submit Interim and Final Deliverables concurrently to the AOR and to ITSProjects@dot.gov. The Managing Member shall include the agreement number in the email subject line for each deliverable. The Government may request the Managing Member to include additional specified keywords in the subject line of emails containing deliverables.
Additionally, the Government may request the Managing Member to submit Deliverables to an electronic repository as specified by the AOR.
Specific directions for reports, data, and software codes are provided below:
a) Reports – all the reports developed from the subject project shall be published through the ITS JPO. Detailed information, including ITS JPO Publication Template and 508 Compliance Guidance, is available on the Publication Editorial Guidelines page at https://www.its.dot.gov/communications/pubsguidance.htm. If the Managing Member wants to publish the report(s) through a different publication procedure, the Managing Member shall first consult and obtain an approval from the ITS JPO Program Manager (PM) through the AOR, and later submit a link to the final published report to the AOR who will then forward the link to the ITS JPO PM.
b) Data – all the data collected or produced from the subject project shall be uploaded to the ITS DataHub at https://its.dot.gov/data/. Detailed directions on how to submit a data set is presented on the page titled “DataHub Metadata Requirements” at https://its.dot.gov/data/data-submission/. If the Managing Member wants to upload the data at a different location, the Managing Member shall first consult and obtain an approval from the ITS JPO PM through the AOR, and later submit a link to the final published data to the AOR who will then forward the link to the ITS JPO PM.
c) Software Codes – all the software codes developed from the subject project shall be uploaded to the ITS CodeHub at https://its.dot.gov/code/. Detailed directions on how to upload a code(s) is presented on the page titled “Repository Registration” at https://its.dot.gov/code/registration/. If the Managing Member wants to upload the software codes at a different location, the Managing Member shall first consult and obtain an approval from the ITS JPO PM through the AOR, and later submit a link to the final published software codes to the AOR who will then forward the link to the ITS JPO
PM.
Earned Value Reporting (For procurements greater than $2,000,000)
For procurements over $2,000,000, earned value management is required.
The Managing Member shall submit invoices, all deliverables, and all required reporting to the AOR and to ITSProjects@dot.gov.
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