Contract Admin Plan.docx

Updated 7/2017

INDEFINITE QUANTITY SUPPLY CONTRACT WITH ORDERS PLACED

BY PCO (for IDIQ contracts that contain additional provisions for maintenance or performance acceptance criteria)

CONTRACT ADMINISTRATION PLAN

CONTRACT NO. N00174 TBD

In order to expedite administration of this contract, the following delineation of duties is provided. The individual/position designated as having responsibility should be contacted for any questions, clarifications, or information regarding the functions assigned.

1. PROCURING CONTRACTING OFFICER (PCO) is responsible for:

a. All pre-award information, questions, data, or Freedom of Information inquiries.

b. Post-award conference

c. All post-award changes or interpretations regarding the scope, terms or conditions of the basic contract and delivery orders (unless technical clarifications/ questions can be resolved by the COR).

d. Placing of delivery orders against the contract.

e. Maintaining a log of delivery orders placed, assuring that any stated "minimum" is ordered and that the "maximum" is not exceeded.

f. Monitoring of the COR

g. Meeting annually with COR to review contract performance (joint responsibility of the COR). This may be satisfied telephonically, depending on the circumstances.

2. CONTRACT ADMINISTRATION OFFICE (CAO) is responsible for matters specified in FAR 42.302 and DFARS 242.302 except in those areas otherwise designated herein.

3. DEFENSE CONTRACT AUDIT AGENCY (DCAA). If the contract contains any contract line items (CLINS) which are invoiced on a cost reimbursable basis, DCAA is responsible for audit verification/ provisional approval of invoices and final audit of the costs before final payment of such costs to the contractor.

4. PAYING OFFICE is responsible for payment of approved proper invoices after acceptance is documented.

5. CONTRACTING OFFICER'S REPRESENTATIVE (COR) is responsible for:

a. Controlling all government technical interface with the contractor and providing technical advice and clarifications of the specifications/statement of work.

b. Providing copies of all government/contractor technical correspondence to the PCO.

c. Promptly furnishing the PCO with documentation/comment on any request for change, deviation or waiver (whether generated by the government or the contractor).

d. Assuring that items ordered are delivered on time, and promptly notifying the PCO if any contractor delay in delivery is experienced.

e. If applicable, coordination of site preparation and installation to the extent specified in the contract as the government's responsibility.

f. Quality assurance, inspection and acceptances of supplies, or services (if applicable).

g. If applicable, monitoring standard of performance testing or effectiveness level acceptance criteria.

h. If applicable, monitoring of credits, such as downtime credits for maintenance if provided for in the contract, and making appropriate adjustments on contractor reimbursement.

i. Promptly reviewing the contractor's invoices for goods/services received and accepted, to assure that they conform to the contract pricing and the delivery order. Improper invoices shall be returned immediately to the contractor. Proper correct invoices and/or DD250's, as applicable, shall be approved and forwarded to the paying office.

j. If multiple activities will be ordering under the contract, the COR shall be the central point through which all requests for delivery orders must be submitted.

k. Monitoring of the quantity of items ordered to assure that no requests are submitted to the PCO to order items in excess of that authorized by the contract (by contract line item).

1. Maintain a COR file of all correspondence with the PCO and contractor and copies of all invoices.

m. Meeting annually with the PCO to review contract performance. This may be satisfied telephonically, depending upon the circumstances.

n. Complying with NAVSEAINST 4200.17F Contracting Officer’s Representative, NAVSEAINST 4200.19A "Planning, Use, and Control of Service Contracting", and the Contracting Officer's COR Appointment Letter uploaded to the DoD CORT tool.

o. Submission of written report on contractor performance within 60 days of contract completion, but not less often than annually.

p. Anticipating and submitting requests for follow-on contract requirements in sufficient time to allow for award prior to the expiration of this contract.

q. Contract Performance Assessment System (CPARS).

( ) This contract WILL be registered in the CPARS database by the Contracts Department with the assistance of the COR. As stated in the COR appointment letter the COR is responsible for updating the CPARS database.

( ) CPARS does NOT apply to this contract.

6. Government Furnished Property (GFP):

a. The individual(s) accountable for managing Government furnished assets so that they meet contract requirements: __________________

b. The Contractor shall establish and maintain procedures necessary to assess its property management system effectiveness and shall perform periodic internal reviews, surveillances, self assessments, or audits of Government property in accordance with FAR 52.245-1.

c. The name of the Government property official is:_____________ . The type, method and frequency of contractor reporting to the Government property contact is: _____(monthly status reports etc.) __.

d. The method of disposing of excess government-furnished assets and/or contractor acquired assets is: ____(returned upon contract completion etc.)_____.

NAMES/ADDRESS/TELEPHONE NUMBERS OF COGNIZANT INDIVIDUAL/OFFICE

COR__________________________________________________________________

NAME CODE TELEPHONE

PCO (refer to Contracting Officer who Signed contract documents)

NAME CODE TELEPHONE

PAYING OFFICE (refer to page one of the contract document)

CAO (refer to page one of the contract document)

DCAA (if applicable)__________________________________________________ Office/Branch Address