ATT3_88310322Q00001_06222021_PO_ADMIN_NHL.docx

ATTACHMENT 3

PURCHASE ORDER ADMINISTRATION

1. VENDOR RESPONSIBILITY

The Vendor is responsible for the day-to-day inspection and monitoring of the Vendor work performed to ensure compliance with purchase order requirements. The results of all the Vendor quality control inspections conducted must be documented on inspection checklists and be made available to the Government during the term of the purchase order.

2. GOVERNMENT PURCHASE ORDER ADMINISTRATION

(a) This purchase order will be administered by:

National Archives and Records Administration Office of the Chief Acquisition Officer, Code Z 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

(b) Purchase order Administration:

Kevin Schumacher, Contracting Specialist (CS) Telephone: 314-801-0596

The Contracting Officer (CO) has the overall responsibility for the administration of this FSS order. Written communication to the Contract Specialist (CS) must make reference to the FSS order number and must be mailed, postage prepaid, to the above address.

(c) Contracting Officer (CO)

Any Z Warranted Contracting Officer (CO)

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the purchase order terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from purchase order payments for non-performance or unsatisfactory performance; terminate the purchase order for convenience or default; and issue final decisions regarding purchase order questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

88310322Q00001 HST Janitorial Services HS TRUMAN Library

3. DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE (COR)

b. The individual named above is designated as the Contracting Officer’s Representative (COR) to assist the Contract Specialist (CO) in the discharge of the CO’s responsibilities. The COR is responsible for monitoring, giving progress reports to the CO, and overall technical surveillance of services to be performed under this purchase order and should be contacted regarding questions or problems of a technical nature. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the purchase order between the Vendor and any person other than the CO be effective or binding upon the Government.

c. When, in the opinion of the Vendor, the COR requests effort outside the existing scope of the purchase order, the Vendor must promptly notify the CO in writing.

d. No action will be taken by the Vendor under such technical instruction unless the CO has issued a contractual change.

e. The responsibilities of the COR include, but are not limited to, the following:

(1) Serve as the point-of-contact through which the Vendor can relay questions or problems of a technical nature to the CS and the CO;

(2) Be responsible for the inspection and acceptance of the services performed and determining the adequacy of performance by the Vendor in accordance with the terms and conditions of this purchase order;

(3) Confer with representatives of the Vendor regarding any non-performance or unsatisfactory performance; following through to assure that all non-performance or unsatisfactory performance is performed/corrected or payment adjustment is recommended to the CS and the CO;

(4) Review and certify invoices in accordance with invoicing instructions of the purchase order. Maintain a file with copies of these documents;

(5) Review and evaluate Vendor’s cost estimates, furnish comments, and recommendations to the CS and the CO;

(6) Advise the CS of any performance problems and make recommendations for corrective action to correct performance issues;

(7) Furnish the CS with any requests for change, deviation, or waiver (whether generated by Government personnel or Vendor personnel), including all supporting paperwork in connection with such change, deviation, or waiver; and

8) Submit a written evaluation to the CS and the CO within 60 days of purchase order completion or annually on the anniversary for purchase orders that include options. The evaluation must include:

(i) The quality and timeliness of the Vendor’s performance; and

(ii) A statement as to the uses made of any deliverables furnished by the Vendor.

f. In addition to the specific duties as listed above, you are also responsible for knowing the employment status of the Vendor’s employees working at the Truman Presidential Library & Museum. When you are notified that the Vendor’s employee is leaving the purchase order or the work site has changed, you must notify BX of the new status. You should also ensure that the Vendor’s employee returns the NARA issued identification when they no longer need access to the buildings. Your signature is required on the Vendor’s Identification Card Authorization in order for the Vendor’s employee to be issued a NARA identification badge and a proximity card. An identification badge a proximity card will not be issued without a signed Authorization that includes an expiration date. Please refer to NARA Directive 275 for more information on Vendor’s employees’ identification badge issuance.

4. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP) (JANUARY 2020)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this order/contract, the following documents are required to be submitted as an attachment to the IPP invoice: Invoice shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g).

Vendor Invoice to include:

1. Award number

2. CLIN//Item number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection if applicable

7. Serial number/part number if applicable The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. Contractor assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to IPPCustomerSupport@ fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Clause)

5. FINAL PAYMENT

Before final NARA payment is made, the Vendor must furnish to the CO a written release of all claims against the Government arising by virtue of the purchase order, other than claims in stated amounts as may be specifically excluded by the Vendor from the operation of the release. If the Vendor’s claim to amounts payable under the purchase order has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. 203, 41 U.S.C. 15), a release may also be requested of the assignee. To ensure that all necessary adjustments for non-performance or unsatisfactory performance have been made and a release of claims has been submitted before the purchase order is closed out, the final NARA payment will be made in thirty (30) calendar days after receipt of a proper invoice, date of completion of performance, or receipt of release of claims by the CO, whichever is later.