Attachment A- Performance Work Statement.pdf

OCM ADMINISTRATIVE AND PROFESSIONAL SERVICES/FELLOWSHIP PROGRAMS

PERFORMANCE WORK STATEMENT

Table of Contents

1. General Information

1.1. Introduction/Background:

1.1.1 Coastal Management Program

1.1.2. Digital Coast Fellowship Program

2. Objective

2.1. Scope of Work

3. Requirements

3.1. Administration of Fellowship Programs

3.1.1. Administration of Fellowship Programs Requirements

3.1.2. Administration of Fellowship Programs Funding Requirements

3.1.3. Administration of Fellowship Programs Project Manager Requirements

3.1.4. Administration of Fellowship Programs Marketing Requirements

3.1.5. Annual Reporting Requirements

3.2. Professional Development & Training

3.2.1. Professional Development & Training Requirements

4. Performance Requirement Summary (PRS)

5. Fellows Term of Performance

6. Security Requirements

7. Travel Requirements

8. Personnel Qualifications

9. Service Contract Reporting Requirements .............. Error! Bookmark not defined.

10. Contract Administration Plan (CAP) ....................... Error! Bookmark not defined.

ADMINISTRATIVE AND PROFESSIONAL SERVICES FOR

COASTAL FELLOWSHIP PROGRAMS for

NOAA National Ocean Service (NOS) Office for Coastal Management

(OCM)

CONTRACT ORDERING PERIOD:

The resulting contract will be for a five (5) year ordering period The resultant contract will also contain the FAR 52.217-8 clause, thereby allowing a six (6) month extension if circumstances necessitate this option.

Period Dates

Year 1 03 August 2023 through 02 August 2024

Year 2 03 August 2024 through 02 August 2025

Year 3 03 August 2025 through 02 August 2026

Year 4 03 August 2026 through 02 August 2027

Year 5 03 August 2027 through 02 August 2028

The Contractor shall furnish the necessary personnel, materials, equipment, services, and facilities (except as otherwise specified) to provide the required administrative and professional services in support of the Office for Coastal Management’s Fellowship Programs.

1.0 GENERAL

Organization to be supported: Office for Coastal Management (OCM)

1.1 BACKGROUND

Guiding the conservation and wise management of the nation’s coastal resources is a primary function of the federal government’s National Oceanic and Atmospheric Administration (NOAA). This is accomplished through a variety of mechanisms, including collaboration with other federal agencies, state and local coastal resource management programs, nonprofit organizations, academic institutions and private industry. The NOAA Office for Coastal Management (Office) brings federal, regional, state, local, international, private, and nongovernmental entities together in strategic short- and long-term partnerships to direct knowledge, technical capacity, and financial resources to important coastal and ocean issues.

Current programmatic directions reflect the Office’s primary interest in addressing priority issues identified by constituents and partners, Congress, the Administration, the Department of Commerce, and NOAA-wide strategic planning teams. The Office emphasizes three priority outcomes: healthy coastal ecosystems, resilient coastal communities, and vibrant and sustainable coastal economies. Products and services are tailored primarily to meet the needs of the coastal resource community. As part of the emphasis on coastal issues, the Office pursues strategies that will improve general understanding, as well as the ability to manage, protect, and utilize valuable coastal resources.

The Office coordinates and leads four (4) fellowship programs, two (2) of which are covered under this Performance Work Statement (PWS).

1.1.1 Coastal Management Fellowship Program

Since 1996, the Office has coordinated the NOAA Coastal Fellowship program. This program provides professional on-the-job education and training opportunities for post-graduate U.S. citizen students in coastal resource management and policy and provides specific technical assistance for state/territory coastal zone management (CZM) programs.

Highly qualified, recently graduated masters, doctoral, and professional degree recipients (fellows) are matched with state/territory CZM programs around the mainland U.S., the Pacific and the Caribbean for two (2) years. State/territory CZM programs provide project proposals in a competition for placement of one (1) of the fellows. All states and territories with federally approved coastal zone management programs (there are currently 34 approved CZM programs) are eligible to submit one (1) project proposal annually for the program. The States include Alabama, California, Connecticut, Delaware, Florida, Georgia, Hawaii, Illinois, Indiana, Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Mississippi, New Hampshire, New Jersey, New York, North Carolina, Ohio, Oregon, Pennsylvania, Rhode Island, South Carolina, Texas, Virginia, Washington, and Wisconsin. Also included are the territories of American Samoa, Guam, Puerto Rico, U.S.

Virgin Islands, and the Commonwealth of the Northern Mariana Islands. Although Alaska does not participate in the federal coastal zone management program, beginning in 2023 they will also be eligible to receive a fellow.

Interested post-graduate students submit their applications to participating state and territory Sea Grant offices. Each Sea Grant office interviews applicants and submits their top candidates to NOAA. NOAA convenes a panel to review the nominations and select finalist candidates. Currently, the selection process includes an in-person matching workshop, coordinated by NOAA, where the state hosts conduct a series of interviews with the finalists. At the end of the week, the fellows are selected.

Historically, anywhere from four to nine fellows have been selected each year, depending on available funding. In the future, if more funding is available, more fellows may be selected to provide support to more state and coastal territories. For two (2) years, selected fellows work on the substantive state/territory-level coastal resource management issues identified by the selected states/territories’ proposals. Past projects have included providing underserved communities in Delaware with resources and tools to adapt to climate change impacts, developing resources for vulnerable communities in Hawaii that require support for coastal hazard adaptation, and providing data, tools, and resources to practitioners and landowners addressing Lake Superior erosion. Since its inception in 1996, the program has matched 144 post-graduate students with 31 State/Territory CZM programs.

1.1.2 Digital Coast Fellowship Program

In 2012, the Office initiated another two (2)-year fellowship program, the Digital Coast Fellowship Program. This program was modeled after the Coastal Fellowship program, but instead of placing fellows at state/territory CZM offices, this program places three (3) fellows with our Digital Coast partners. Digital Coast is a NOAA-sponsored website, managed by NOAA’s Office for Coastal Management and first released in 2007. It was developed to meet the unique needs of the coastal management community. The website provides coastal data and the tools, training, and information needed to make these data useful. The Digital Coast Partnership is a group of eight (8) national organizations that represent the primary website users and keep the effort focused on customer needs. They work with NOAA to ensure coastal managers have the relevant data, tools, training and information needed to make informed decisions about our nation’s coastal resources. The eight (8) partners include:

American Planning Association, Association of State Floodplain Managers, Coastal States Organization, National Association of Counties, National Estuarine Research Reserve Association, National States Geographic Information Council, The Nature Conservancy, and Urban Land Institute.

While the Coastal Fellows are selected each year, Digital Coast Fellows are selected every other year (in the even years). Just like the state/territory hosts for the coastal fellowship program, Digital Coast Partners submit a proposal to host a fellow, and three (3) partners are competitively selected. Finalists for the Digital Coast Fellowship are drawn from the same pool of nominees submitted by state Sea Grant offices. In the even years, the pool of finalists selected increases to accommodate the Digital Coast fellow selection. The three

(3) Digital Coast Fellows are considered as part of the same cohort as the Coastal Management Fellows and are provided with all the same professional development opportunities, pay, and benefits (with one exception, see travel funding).

To date, 15 Digital Coast fellows have been selected and placed with seven (7) different Digital Coast partners. They have worked on a variety of projects such as supporting coastal communities for enhancing resilience through the Community Rating System, assessing and raising awareness of county coastal management policies and disaster spending, and increasing communication networks with Alaskan communities to map 66,000 miles of coastline, and seeking engagement, inclusion, and equity among partners to enhance data sharing and access.

Other Information For the majority of fellows, they reside at the host site for their entire two (2) years. In very rare instances, a fellow will reside in a location outside of the host site, either temporarily or for the duration of their fellowship, due to extraordinary circumstances such as a family emergency or health reasons. In these cases, the fellow will coordinate requests and approvals with the host, the contractor, and NOAA.

If a fellow goes out on extended leave, due to an extraordinary situation such as a medical condition or birth or adoption of a child, the fellow will be allowed to extend their fellowship by the number of weeks they are on leave.

All fellows are required to work full time, no part-time work is allowed. Fellows follow the policy of the host office regarding telework.

Most fellows are expected to start on or around August 1 but their exact start date is negotiated with the fellow, host, the contractor, and NOAA.

If a fellow resigns during their fellowship, NOAA will coordinate with the host and contractor regarding replacement of the fellow. Depending on when a fellow resigns, they may or may not be replaced.

2.0 OBJECTIVE:

The objective of this effort is to procure non-personal contractor support services to provide administrative and professional support services under a single contractual vehicle. This vehicle will be used to support OCM’s overall mission to provide professional on-the-job education and training opportunities to post-graduate U.S. citizen students in coastal resource management and policy and provide specific technical assistance for state/territory coastal zone management (CZM) programs.

2.1 SCOPE OF WORK:

The Office requires the contractor to administer all the pay and benefits (including health insurance and paid annual and sick leave) to the Coastal Management and Digital Coast Fellows.

The selected contractor shall have the ability to administratively manage the fellows who are located in different locations across the U.S. and in the Pacific and Caribbean Islands. The contractor must have a network of contacts in universities, including Minority Serving Institutions and the ability to widely advertise the program to locate interested fellowship candidates. The administrator must also have the ability to provide expert professional development services (such as leadership, management, and facilitation) to the fellows through annual training and career counseling and be available to answer fellow’s professional development questions.

3.0 REQUIREMENTS:

The following generally identifies the services and support required under the resultant contract:

3.1 Administration of Fellowship programs:

3.1.1 The contractor shall administer the Fellowship programs to include:

o Payment of annual salary of $42,000 (gross) to each fellow. The salary may be adjusted in the future based upon the salary of other comparable fellowship programs.

Currently, the federal government provides $34,500 annually while the host provides the other $7,500 annually. This cost share may be adjusted or eliminated in the future.

Currently, in the second year of the fellowship, those fellows that qualify (based on the location of the host site) may be provided with a locality pay or a cost of living adjustment. The adjustment will be based on the current Federal Employees General Schedule Locality Pay Tables. In the future, this adjustment may be provided for both years of the fellowship program.

o Arrangement and payment of medical insurance (100% by the contractor) to include both physical and mental health coverage. Keep in mind that some fellows may be located on a Caribbean or Pacific island so medical insurance may need to be addressed in a separate way for them. Also payment of worker’s compensation insurance, state and federal income tax withholdings, and FICA withholdings to each fellow. Worker’s compensation and liability insurance coverage shall also be provided for the fellows that may be going out on state-operated boats or driving state-owned vehicles.

o Arrangement for and payment of annual and sick-leave, minimum of 15 personal days per year and 11 federal holidays. Note that in those instances where a state holiday exists that is different from a federal holiday, the fellow can either swap a federal holiday for the state one, or telework from home on the state holiday. Also note on those days where host-site workers are not working due to inclement weather or due to mandatory host furlough days, the fellows shall have the ability to telework from home.

o Reimbursement for professional development travel (transportation including airfare, rental, or mileage for personal vehicle, lodging, per diem, and miscellaneous expenses) to also include professional development courses and textbooks. Fellows are required to attend several meetings and conferences each year and are provided additional travel funds for their own professional development. For Coastal Management fellows, they are currently provided up to $8400 total for their two years to cover both the required meetings and their professional development. For Digital Coast fellows, because there are several additional required meetings for them to attend during their fellowship, they are currently provided up to $11,600 total for their two years to cover both their required meetings and their professional development. This difference in travel reimbursement is the only difference in benefits between the two programs. For either program, if a fellow is located in Alaska or on a Pacific Island, NOAA will determine if they receive additional travel funds to cover expenses associated with traveling from those states and territories.

The travel allotment for both Coastal Management and Digital Coast fellows may increase in future years.

o Relocation allowance of $1,000 per year. This money is used to help move the fellow to their host site in the first year and then move the fellow from their host site at the end of the fellowship. If a fellow is located in Alaska or on a Pacific Island, NOAA will determine if they may receive additional relocation funds to cover expenses associated with traveling to those states and territories.

o Reimbursement to newly selected fellows to cover their airfare (or mileage if driving) to make a visit to their host site. The site visit normally occurs in May, June or July prior to the fellow’s start of the fellowship in August. The contractor will be responsible for only reimbursement of travel expenses related to getting to and from the site visit. All other expenses associated with the site visit will be covered by the host and reimbursed directly from the host to the fellow. NOAA will not be responsible for paying any other costs associated with the fellow’s visit to their selected host site.

o Reimbursement of travel for all fellowship finalists (double the number of how many fellows will ultimately be placed) to attend the matching workshop (four to five days in duration) in Charleston, South Carolina each April or May.

3.1.2 The contractor shall have a mechanism in place to accept matching funds from the host.

Currently each year the hosts are required to provide $7,500 towards the fellow’s salary and expenses associated with the above. This money must be transferred directly to the contractor from the host. The host may provide $7,500 per year or provide $15,000 in the first year to cover both years. In the future, the cost share amount may be adjusted or eliminated.

3.1.3 The contractor shall provide a Project Manager to work directly with the fellows on all administrative functions.

o The Project Manager shall attend the matching workshop in late April/early May each year (to be held in Charleston, South Carolina) to answer questions from fellow finalists on the contractor’s role in the administration of the fellowship.

This will include information on salary pay schedule, reimbursement mechanisms, and health benefits.

o The Project Manager shall attend the biennial (on the odd years) summer meeting of the fellows (which occurs in Charleston, South Carolina) to answer any questions the fellows may have on fellowship administration.

o The Project Manager shall attend the required winter conferences the fellows attend each year. These conferences are the Social Coast Forum (in even years) and the Coastal GeoTools conference (in odd years). Currently the Forum and Geotool are held in Charleston, South Carolina, but the locations may change in the future. The fellows attend the conferences and following the Social Coast Forum, the fellows stay for an additional day for a fellows meeting.

o The Project Manager shall attend, as appropriate, regularly scheduled (usually every other month) virtual one-hour meetings with the fellows that are organized by NOAA.

3.1.4 The contractor shall assist with publicity and marketing of the fellowship to universities by providing information to websites, e-mail list serves, and university contacts throughout the United States. It is expected that the contractor will have established relationships with universities and e-mail list serves, and access to appropriate websites for posting of fellowship information. The Office will provide copies of all marketing material, such as brochures, flyers, and posters to the contractor to use for publicity and marketing of the fellowship program. The Office has a strong commitment to diversity, equity, and inclusion in the fellowship programs.

As such, the contractor shall ensure that Minority Serving Institutions with applicable graduate programs, including the social and physical and biological sciences, communications, public health, environmental sciences, marine affairs, and coastal sciences are provided information about the fellowship programs.

3.1.5 The contractor shall provide an annual report to include start date and expected end date of each fellow, notable achievements over the past year, concerns or issues and how they were addressed (or planned to be addressed); recommendations on professional development needs or training of the fellows; and other activities or issues over the past year including a list of fellowship meetings attended and the contractor roles and responsibilities at those meetings, and recommendations for future interaction with fellows.

3.2 Professional Development/Training:

3.2.1 The contractor shall provide professional development training to include career counseling and training to the fellows. The professional development trainer shall:

o Provide separate virtual two-hour training sessions following the matching workshop to provide mentor and mentee training to the mentors and new fellows.

This training shall describe the mentoring relationship and the expectations of being a mentor or a mentee.

o Provide a virtual two-hour communication style training to the matched fellow and mentor following the matching workshop o Provide a virtual one- to two-hour refresher mentor training, to the first year mentors at the end of year one of the two-year fellowship. This training shall be a refresher for the fellowship mentors, to remind them of the mentoring relationship and the expectations of being a mentor.

o Provide an eight-hour to ten-hour course(s) on professional development and career planning to the fellows during their biennial (held on the odd years) summer meeting in Charleston, South Carolina. This course shall be tailored to the needs of the fellows.

o Provide a three-to four-hour course on professional development and career planning to the fellows during their winter meeting in Charleston following the Social Coast Forum (held in the even years). This course shall be tailored to the needs of the fellows.

o Provide one-on-one career counseling to fellows towards the end of their fellowship. This one-on-one career counseling might include answering career questions, reviewing resumes, and offering resources. It is not anticipated that this follow up will exceed three hours per fellow.

o Serve as a reviewer for the host (state and Digital Coast partners) and candidate (to identify fellow finalists) proposals. NOAA will identify other reviewers for the host and candidate proposals.

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The performance standards for this contract are stated in the PRS below.

Deliverable Standards Acceptable Quality Level

Method of Surveillance

Monthly Invoice

By the 10th of Every Month. Monthly invoices per contract procedures are timely and accurate.

Correct documentation for Travel and proper FFP billing. Invoicing at the task order level.

98% Accuracy (minimal rework required)

100% inspection

Annual Progress Report

Annual completion. 12 months after contract award and annually thereafter.

Timely, accurate and reflective of all Task Orders issued against IDIQ

98% Accuracy

100% inspection

5.0 FELLOWS TERM OF PERFORMANCE

The fellowship program provides the fellows a 24-month opportunity. Historically forty-one percent (41%) of the fellows have left earlier than their 24-months. Of those ones that have left early, they have left, on average, 5 months early. As a result, the government reserves the right to decrease the number of fellows anytime during the performance of the contract without incurring additional costs.

6.0 SECURITY REQUIREMENTS

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

7.0 TRAVEL REQUIREMENTS

Travel will be defined at the task order level.

Contractor travel may be required for the purposes of performing this requirement. All travel will be in compliance with the Federal Travel Regulations (FTR). All travel will be Government directed and must be pre-approved by the Contracting Officer Representative (COR) in writing.

The contractor is responsible for the planning, coordination, and funding of travel for its employees in support of the performance of requirements outlined in each task order. The contractor shall separately indicate travel expenses in each task order cost proposal.

8.0 PERSONNEL QUALIFICATIONS:

Certain skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. Key Personnel are those persons whose credentials were submitted for evaluation of the proposal. The contractor agrees that such personnel shall not be removed from the contract work or replaced without immediately notifying the Contracting Officer; and shall, subject to the concurrence of the Contracting Officer or his authorized representative, promptly replace such personnel with personnel of at least substantially equal ability and qualifications.

All requests for approval of substitutions of personnel hereunder must be in writing in accordance with CAR 1352.237-75 and provide a detailed explanation of the circumstances necessitating the proposed substitutions. The Government retains the right to request a complete resume for the proposed substitute, and any other information requested by the Contracting Officer or needed to approve or disapprove the proposed substitution. The Contracting Officer or his authorized representative will evaluate such requests and promptly notify the contractor of his approval or disapproval thereof in writing.

Candidates are expected to be high-level self-starters with demonstrated technical, operational, and project management experience in the appropriate functions as detailed in the labor category descriptions below. The Government anticipates that much of the work shall require independent performance.

The majority of the contractor employees, under the provisions of the contract, shall perform functions in direct support of the OCM Fellowship Program. The skill sets of the contractor personnel shall enable fulfillment of the responsibilities identified in Section 3.

The contractor is responsible for providing personnel with expertise and experience as identified below:

1) Program Manager Education: No minimum degree required.

Minimum Experience: Minimum of 10 years’ experience coordinating the administration of similar environmental fellowship programs. Or Bachelors plus 5 years’ experience coordinating the administration of similar environmental fellowship programs.

Duties: Serves as the contract company's principal interface to the fellows. Provides day-to-day administration and coordination for the fellows on pay, benefits, and professional development.

Serves as the point of contact for the host sites regarding host cost-share agreements. Advertises the fellowship to their network of universities. Coordinates with the government directly on fellows' travel and professional development approval. Attends specific meetings, both virtual and in-person, with the fellows as appropriate. Coordinates with the trainer as appropriate.

2) Professional Development Trainer:

Education: BA/BS or higher.

Minimum Experience: BA/BS or higher with minimum of 10 years’ experience providing career and professional development training for similar environmental fellows; Or Masters plus 5 years’ experience providing career and professional development training for similar environmental fellows.

Duties: Serves as the contract company's trainer, providing targeted career and professional development training to the fellows at their annual meetings. Provide mentor/mentee training to the incoming class of fellows and provide follow up training at the beginning of the second year. Training may be conducted virtually or in-person and must be tailored to meet the specific needs of the current fellows. Provide one-on-one career counseling to fellows, virtually, before they depart the program. Serve on the review panel for selection of fellow finalists each year.

9.0 SERVICE CONTRACT REPORTING REQUIREMENTS:

Services Contract Reporting (SCR) requirements apply to this contract. The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at the following web address: https://sam.gov/SAM/ .

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://sam.gov/SAM/.

10.0 CONTRACT ADMINISTRATION PLAN (CAP):

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications or information regarding the administration function assigned.

https://sam.gov/SAM/ https://sam.gov/SAM/

1. The Procuring Contract Office (PCO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement.

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference.

2. The Contract Administration Office (CAO) is responsible for matters specified in FAR 42.302, except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Ordering Officer is responsible for:

a. Requesting, obtaining and evaluating proposals for orders to be issued.

b. Select the most advantageous offer to the Government for individual Task Orders in accordance with contract provisions. Determining that the price/estimated cost of the order is fair and reasonable for the effort proposed.

c. Obligating the funds by issuance of the delivery order/task order.

d. Authorizing the contractor to begin performance.

e. Providing subcontract approval.

f. Monitoring direct costs on orders issued.

NOTE: The PCO and the Ordering Officer may be the same individual, but in no case shall the COR perform the duties of the Ordering Officer.

5. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing. No action may be taken by the contractor unless the PCO or CAO has issued a contractual change. The COR duties are as follows:

a. Technical Interface

(1) The COR is responsible for all Government technical interface concerning the contractor and furnishing technical istructions to the contractor. These instructions may include: technical advice/recommendations/clarifications of specific details relating to technical aspects of contract requirements; milestones to be met within the general terms of the contract or specific subtasks of the contract; or, any other interface of a technical nature necessary for the contractor to perform the work specified in the contract or order. The COR is the point of contact through whom the contractor can relay questions and problems of a technical nature to the PCO.

(2) The COR is prohibited from issuing any instruction which would constitute a contractual change. The COR shall not instruct the contractor how to perform. If there is any doubt whether technical instructions contemplated fall within the scope of work, contact the PCO for guidance before transmitting the instructions to the contractor.

b. Contract Surveillance

(1) The COR shall monitor the contractor's performance and progress under the contract. In performing contract surveillance duties, the COR should exercise extreme care to ensure that he/she does not cross the line of personal services. The COR must be able to distinguish between surveillance (which is proper and necessary) and supervision (which is not permitted). Surveillance becomes supervision when you go beyond enforcing the terms of the contract. If the contractor is directed to perform the contract services in a specific manner, the line is being crossed. In such as situation, the COR's actions would be equivalent to using the contractor's personnel as if they were government employees and would constitute transforming the contract into one for personal services.

(2) The COR shall monitor the contractor's performance to see that inefficient or wasteful methods are not being used. If such practices are observed, the COR is responsible for taking reasonable and timely action to alert the contractor and the PCO to the situation.

(3) The COR will take timely action to alert the PCO to any potential performance problems. If performance schedule slippage is detected, the COR should determine the factors causing the delay and report them to the PCO, along with the contractor's proposed actions to eliminate or overcome these factors and recover the slippage.

Once a recovery plan has been put in place, the COR is responsible for monitoring the recovery and keeping the PCO advised of progress.

(4) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a Contractor Performance Assessment Report (CPAR) in the CPARS Automated Information System (AIS).

The initial CPAR, under an eligible contract, must reflect evaluation of at least 180 days of contractor performance. The completed CPAR, including contractor comments if any, (NOTE: contractors are allowed 30 days to input their comments) should be available in the CPARS AIS for reviewing official (PCO) review no later than 270 days after start of contract performance. Subsequent CPARs covering any contract option periods should be ready at 1-year intervals thereafter.

c. Invoice Review and Approval/Inspection and Acceptance

(1) The COR is responsible for quality assurance of services performed and acceptance of the services or deliverables. The COR shall expeditiously review copies of the contractor's invoices or vouchers, certificate of performance and all other supporting documentation to determine the reasonableness of the billing. In making this determination, the COR must take into consideration all documentary information available and any information developed from personal observations.

(2) The COR must indicate either complete or partial concurrence with the contractor's invoice/voucher by executing the applicable certificate of performance furnished by the contractor.

(3) The COR will provide the PCO and the CAO with copies of acceptance documents such as Certificates of Performance.

(4) Upon completion of all services under the contract, the COR shall work with the Contractor to obtain and execute a final invoice no more than 60 days after completion of contract performance. The COR shall ensure that the invoice is clearly marked as a “Final Invoice.”

d. Contract Modifications/Orders Under Indefinite Delivery Contracts.

(1) The COR is responsible (if necessary) for developing the statement of work for tasking orders, change orders, or modifications and for preparing an independent government cost estimate of the effort described in the proposed statement of work.

(2) The COR shall provide available and relevant Past Performance information with each request for new Task Orders. The COR shall review and evaluate the contractor’s proposal and furnish comments and recommendations

e. Administrative Duties

(1) The COR is responsible for taking appropriate action on technical correspondence pertaining to the contract and for maintaining files on each contract. This includes all modifications, government cost estimates, contractor invoices/vouchers, certificates of performance, DD 250 forms and contractor's status reports.

(2) The COR shall maintain files on all correspondence relating to contractor performance, whether satisfactory or unsatisfactory, and on trip reports for all government personnel visiting the contractor's place of business for the purpose of discussing the contract.

(3) The COR must take prompt action to provide the PCO with any contractor or technical code request for change, deviation or waiver, along with any supporting analysis or other required documentation.

f. Government Furnished Property. When government property is to be furnished to the contractor, the COR will take the necessary steps to ensure that it is furnished in a timely fashion and in proper condition for use. The COR will maintain adequate records to ensure that property furnished is returned and/or that material has been consumed in the performance of work.

g. Security. The COR is responsible for ensuring that any applicable security requirements are strictly adhered to.

h. Standards of Conduct. The COR is responsible for reading and complying with all applicable agency standards of conduct and conflict of interest instructions.

i. Written Report/Contract Completion Statement.

(1) The COR is responsible for timely preparation and submission to the PCO, of a written, annual evaluation of the contractors performance. The report shall be submitted within 30 days prior to the exercise of any contract option and 60 days after contract completion. The report shall include a written statement that services were received in accordance with the Contract terms and that the contract is now available for close-out. The report shall also include a statement as to the use made of any deliverables furnished by the contractor. For contracts where delivery orders are issued, one consolidated report which addresses all actions under the contract may be submitted.

(2) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a final Contractor

Performance Assessment Report (CPAR) in the CPARS with 30 days of contract completion.

(3) The COR is responsible for providing necessary assistance to the Contracting Officer in performing Contract Close-out in accordance with FAR 4.804, Closeout of Contract Files.

7. The Technical Assistant (TA), if appointed, is responsible for providing routine administration and monitoring assistance to the COR. The TA does not have the authority to provide any technical direction or clarification to the contract. Duties that may be performed by the TA are as follows:

a. Identify contractor deficiencies to the COR.

b. Review contract/delivery order deliverables, recommend acceptance/rejection, and provide the COR with documentation to support the recommendation.

c. Assist in preparing the final report on contractor performance for the applicable contract/delivery order in accordance with the format and procedures prescribed by the

COR.

d. Identify contract noncompliance with reporting requirements to the COR.

e. Evaluate the contractor's proposals for specific delivery orders and identify, for the COR, any potential problems, areas of concern, or issues to be discussed during negotiations.

f. Review contractor status and progress reports, identify deficiencies to the COR, and provide the COR with recommendations regarding acceptance, rejection, and/or Government technical clarification requests.

g. Review invoices for the appropriate mix of types and quantities of labor, materials, and other direct costs, and provide the COR with recommendations to facilitate COR certification of the invoice.

h. Provide the COR with timely input regarding technical clarifications for the statement of work, possible technical direction to provide the contractor, and recommend corrective actions.

i. Provide detailed written reports of any trip, meeting, or conversation to the COR subsequent to any interface between the TA and contractor.

Deliverable