A2K SOW Revision 6.24.11.docx

DJA11RFP0011_MOD 003

STATEMENT OF WORK

ATF Access 2000 (A2K) Revised 6/24/11

1.0 INTRODUCTION

1.1 Background

1.1.1 ATF is a law enforcement organization within the U.S. Department of Justice (DOJ) with unique responsibilities consisting of reducing violent crime, collecting revenue, and protecting the public. ATF enforces Federal laws and regulations relating to alcohol, tobacco, firearms, explosives, and arson by working directly and in cooperation with other government agencies to:

a) Suppress and prevent crime and violence through enforcement, regulation and community outreach;

b) Ensure fair and proper revenue collection;

c) Provide fair and effective industry regulation;

d) Support and assist Federal, State, Local and international law enforcement;

e) Provide innovative training programs in support of criminal and regulatory enforcement functions;

f) Help reduce the criminal use of firearms;

g) Provide for public safety by reducing the criminal misuse of explosives, combating arson, and remove safety hazards caused by improper and unsafe storage of explosive materials

1.1.2 Firearm tracing tracks a firearm involved in a crime from the source to the individual that acquired the firearm. The path or chain of distribution the firearm travels usually follows a manufacturer, importer, wholesaler and retail dealer sequence.

1.1.3 ATF has developed the Access 2000 (A2K) System as a solution to provide weapon history information from Industry Members to the National Tracing Center (NTC) in an effort to trace gun crimes more quickly and efficiently. A2K is a voluntary program in which Industry Members elect to participate. Currently, there are forty-two (42) Industry Member partners. NTC relies on A2K to query firearms manufacturer’s information pertaining to a particular trace and distribute the information to law enforcement agencies.

1.2 Organization

1.2.1 This task is to be accomplished for the Information Technology (IT) Service Delivery Division (SDD), Office of Science and Technology (OST), Bureau of Alcohol, Tobacco, Firearms, and Explosives (ATF), Department of Justice (DOJ).

1.3 Objective

1.3.1 The purpose of this Statement of Work (SOW) is to provide maintenance services for the A2K program and provide IT solutions while implementing best practices, innovation and cost effective solutions.

1.4 Conformity to ATF’s System Life Cycle (SLC) Guidelines

1.4.1 All Contractor provided work shall conform to the applicable policies, procedures, and standards described in ATF’s System Life Cycle documentation.

1.5 Conformity to Section 508 of the Rehabilitation Act

1.5.1 The Contractor shall conform to Section 508 of the Rehabilitation Act. As part of the Workforce Investment Act of 1998, the U.S. Congress re-authorized Section 508 of the Rehabilitation Act, strengthening it by establishing accessibility standards. The reauthorization dictates that Federal agencies are required to ensure that all electronic and information technology purchased, maintained, or developed meet the new accessibility standards.

1.5.2 All information systems shall be compatible with existing technology and software. Section 508 Standards have been incorporated into the Federal Acquisition Regulation (FAR), 29 U.S.C. & 794d.

1.6 Conformity to the Minimum Database Security Requirements

1.6.1 The Contractor shall conform to the minimum database security requirements as prescribed by the ATF Information Systems Security Office (ISSO).

1.7 Conformity to the Data Management Requirements

1.7.1 The Contractor shall conform to the data management requirements as prescribed by the ATF Data Management Handbook.

2.0 TECHNICAL SERVICES REQUIREMENTS

2.1 Scope of Work

2.1.1 The scope of this contract is to obtain the technical expertise, hardware, and software necessary to provide maintenance support services in order to deliver a complete turnkey solution for A2K. This support shall include implementation and maintenance of viable, up-to-date, automated cost effective and secure solutions of interconnectivity between ATF and the Firearms Industry Members (IM), software refresh, application implementation, and maintenance.

2.1.2 Maintenance services shall be performed for both ATF and the IM(s) sites. The contractor is responsible for the purchase, implementation and maintenance of the hardware and software needed to successfully run the A2K program. The National Tracing Center (NTC) requires connectivity to the IM site using state of the art, cost effective and secure connectivity solutions. Users shall be able to query gun crime history information by serial number only. Users at the National Tracing Center shall have read-only access. Total ownership of the firearm data that resides at the IM site belongs to the IM not ATF. The equipment purchased for the A2K program and installed at the IM’s site belongs to ATF, not the IM.

2.1.3 Support services for IM sites may be new industry partners or existing partners that require server maintenance, application maintenance, database administration, user account administration, technical assistance, hardware and software upgrades. System implementation services shall encompass the acquisition of all necessary hardware/software, configuration, testing, on-site installation, user familiarization, and ongoing technical support. Emergency maintenance support shall be provided on an as-needed basis.

3.0 CURRENT HARDWARE/SOFTWARE ENVIRONMENT. The hardware/software requirements for implementing each site are described below:

a) Dual Core 2.0 gHz server; (with extended service for not less than 4 years to include on-site support. See Appendix B)

b) 4 gig of internal RAM

c) Windows 2003 Server

d) Oracle 11g release 2 or later

e) Web logic

f) Remote Connection Software (PC Anywhere Version 11.5 or higher or an equivalent solution that complies with ATF’s standards for remote connectivity)

g) External modem

h) Internal Network Card

i) Backup Software for Windows 2003 server

j) Software to read large text files

k) Uninterrupted Power Supply (UPS)

l) Keyboard and Monitor

4.0 TASKS

4.1 The Contractor will be assigned work through the Contracting Officer’s Technical Representative (COTR), or the Service Delivery Division Project Lead. All tasks shall have the COTR/Project Lead’s concurrence prior to starting work.

4.1.3 Project Management Plan. Provide a project plan (Deliverable 2), that describes the technical architecture, personnel (by title and name), organizational structure, available resources, and management controls to be employed to meet the performance, schedule, and quality requirements throughout contract execution. Periodically update the project plan if there are major changes in the work and/or schedule as bilaterally agreed to by ATF and the Contractor. The project plan shall also include a work breakdown structure of all work to effectively manage the contract. Identify potential risks in the project plan(s) and ensure that appropriate mitigation procedures be put into place to address those risks. Assess risks throughout the life cycle of all processes and mitigation procedures to be updated and used when appropriate. The Contractor shall deliver a draft Project Plan within five (5) days after the kick-off meeting. The final Project Plan shall be due within 10 days after ATF review and comments.

4.1.4 Project Schedules: The Contractor shall provide a Project Schedule (Deliverable 3) for all tasks assigned under this contract. Some maintenance tasks/assignments may not require a Project Schedule. The Project and/or COTR will advise when a Project Schedule is not required. The Contractor Project Manager shall ensure the Project Schedule is developed and presented to the Project Lead/COTR within three (3) business days after assignment. The Project Schedule shall identify all tasks, resources, and schedule. The Project Schedule shall require concurrence by the Project Lead, COTR and Project Sponsor. It shall become the schedule for the task and shall be maintained and updated weekly, by the contractor, for the duration of the task to show progress completed. Tasks shall be broken down sufficiently for all design, development and unit/system integration test activities showing the granularity to meaningfully evaluate the progress and status of the work being performed. For example, tasks should have a short enough duration to update the project schedule on a weekly basis.

4.1.5 Weekly Status Report: Provide a Weekly Status Report on activities for all assigned tasks to the Project Lead and COTR (Deliverable 4). The weekly report shall include work conducted during the previous week, work planned for the coming week, issues where the government needs to intervene, and any risks identified. If there are no tasks assigned for that week, an email will suffice to report no current tasks assigned.

4.1.6 Monthly Status Report: Monitor and evaluate the program activities and report to the government the technical, financial, and operational program status in the Monthly Status Report (Deliverable 5). The report(s) shall include accounts of workload performed, to include server and application maintenance activities performed (i.e., performance tuning, patches, updates), user account administration, trouble tickets, and installations during the period. The monthly status report(s) shall also include deliverables submitted during the month, problem areas, actual versus planned schedule, schedule issues/slippages, risks and mitigation strategies, work planned for the following month, and deliverables planned for the following month. The financial summary portion of the monthly status report shall include travel for the month, installation costs (if applicable), and total invoiced costs to date for each CLIN.

4.1.6.1 The technical section of the monthly status report shall include an outline of all technical accomplishments, problems encountered and proposed solutions. In addition, include the following sections in the technical section.

a. Maintenance Section. Provide a consolidated listing of all maintenance issues requiring technical assistance during the monthly reporting period, proposed solutions, date problems reported, date problems resolved and travel costs incurred.

b. Access 2000 Report for Industry Member Records. Provide a detailed account of records added to individual Access 2000 servers by each of the Industry Members. This section shall include information relating to any anomaly regarding the data and proposed resolution.

c. Remedy Ticket Section. Provide a listing of all REMEDY tickets for the month to include the ticket number, date opened, description of problem, and date resolved.

4.1.7 Briefings/Progress Meetings: Provide briefings or attend progress meetings (Deliverable 6) to brief current status of tasks assigned, monthly financials, issues, risks, new technology solutions, or other necessary information. The Contracting Officer/COTR will determine the schedule after the kick-off meeting. Prepare and distribute briefing slides, handouts, and other supplementary materials as necessary to meet or brief ATF personnel.

4.1.8 Problem Reports: Provide a Problem Report (Deliverable 7) using a method that shall highlight problem areas that require attention along with recommended corrective actions. Problem Reports shall be delivered to ATF within 4 hours of discovering any significant issue that may have an impact on scope, cost, schedule, deliverables, or technical performance of the tasks outlined herein. Problem reports shall include a detailed explanation of the problem and the recommended approach to resolving the issue (along with alternative solutions). A corrective action plan shall be included with each notification and include a timeline for resolving the identified problem.

4.1.9 Provide SLC documentation (Deliverable 8) as required.

a) Install and Upgrade Oracle development server and applications tools

b) Analyze potential database growth and future system storage requirements for the databases

c) Create database storage structures

d) Create and modify primary objects (tables, views, indexes)

e) Enroll users, control/monitor user access and maintain system security

f) Migrate databases from legacy systems to development to test and coordinate migration to production

g) Monitor and optimize database performance

h) Plan and implement backup and restore strategies

i) Coordinate with Oracle Technical Support and provide advice regarding the appropriate use of new Oracle products and capabilities for both oracle 10g, oracle 11g, and Weblogic.

j) Troubleshoot Weblogic Application Hangs and Memory Leaks

k) Communicate with Industry side IT team to resolve Weblogic hibernation issues that result from Physical Network Problems on the Industry side.

l) Troubleshoot Weblogic problems that occur due to java and apache failures.

m) Perform critical updates/patches released by oracle.

n) Ensure compliance with Oracle License agreements

5.0 OPTIONAL TASKS.

5.1 New Implementation. The following optional tasks are based on the Government’s availability of funding. The contractor shall provide the same level support as defined in previous tasks as well as implementation tasks outlined herein.

5.2 Acquisition of Hardware / Software. Acquire all of the necessary hardware and software (as outlined in earlier Sections for each site) including standard product vendor warranties and maintenance agreements. The contractor must work with the NTC Property Custodian to ensure that all hardware is pinned prior to delivery/shipment to the IM’s site, or at the IM’s site during installation. The Contractor shall be responsible for paying for all shipping cost to the IM site. The Contractor shall submit an Installation Report listing all Hardware & Software purchased, including ATF pin #, serial #'s, models & make and site information (Deliverable No. 11). This report shall be submitted to the NTC Program Manager and Property Custodian.

5.3 System Configuration. Configure all systems and test all hardware components and software prior to delivery to the IM’s site. Follow ATF’s standard for testing servers to comply with ATF standard server configuration. Write scripts for extracting data from the IM database and uploading to the ATF server. Provide all scripts used during installation on a Compact Disk and check into Dimensions upon completion. (Deliverable No. 12)

5.4 User Familiarization. Perform initial user familiarization for key end-users at the Industry Members site, including Access 2000 System functionality, a basic overview of the total system configuration/operation, and provide system documentation.

5.5 Onsite Installations. Provide an Installation Checklist outlining the steps to be performed at the Industry site. These steps may differ from site to site. Perform onsite installation at the designated Industry Member site and run live validation tests and system demonstration to the end-user. The Contractor shall provide a Deliverable Product Acceptance Form (DPAF) to the IM site representative for signature and submit to the Project Lead, NTC Program Manager, and COTR (Deliverable No. 13).

5.6 Replacement at Existing IMs. Replace the hardware and software of existing Industry Partner whose server requires replacement. The Government shall provide the list of sites for replacement. The contractor shall comply with the same tasks outlined in Task 5.1 – 5.5 above, as applicable. A Hardware Replacement Report shall be submitted listing the new hardware (Deliverable 14) replaced at an Industry Member site shall be submitted to the NTC program manager and property custodian. All hardware replaced shall be shipped back to NTC unless otherwise instructed by the COTR.

5.7 Development of Web based Access 2000 application. If additional funding becomes available, ATF shall exercise the option of developing a Web based A2K application. This task shall be funded and exercised via a separate task statement describing the work to be performed. The application after requirements analysis, development and testing would be deployed nationwide across all IM sites.

6.0 Crosscutting Task Requirements

6.1 The Contractor shall be required to cooperate with other ATF Contractors and Industry Members., including but not limited to those responsible for system replacements or renovations.

6.2 Contractor personnel shall be able to interface effectively and professionally with ATF personnel and Industry Members.

6.3 Contractor communications shall be constructive and informative.

6.4 Ensure all work is well documented with complete, accurate, and easy to understand writing that is tailored to the audience and grammatically correct. ATF expects easy to follow, accurate, and intuitive instructions for implementing solutions.

6.5 Comply with all ATF IT security procedures.

6.6 All Contractor employees shall have background investigations conducted by ATF. The clearance process takes a minimum of two months and a maximum of four months. Contractors are reminded that ATF is a law enforcement agency when selecting personnel for this contract. All Contractor personnel must be U.S.-born or naturalized citizens. All work conducted under this contract shall be done by cleared personnel only.

7.0 DELIVERABLES

7.1 All electronic deliverables shall be prepared using Microsoft applications in formats selected by the Contractor unless specified otherwise. All deliverables shall be delivered to the COTR, Project Lead and NTC Program Manager electronically.

7.2 The COTR, Project Lead and NTC Program Manager will review all draft and final deliverables within 10 business days to ensure accuracy, functionality, completeness, professional quality, and overall compliance with contract requirements. The Contractor shall ensure the accuracy and completeness of all deliverables. The Government will consider errors, misleading statements, incomplete irrelevant information, excessive rhetoric, or repetition as deficiencies and the Contractor shall make corrections at no additional cost.

7.3 Marking and Delivery. The COTR will finalize the method in which report deliverables are to be submitted and marked for delivery. Report deliverables may be required to be submitted electronically and in hard copy.

7.4 In the event of rejection of any Deliverable the Contractor shall be notified, in writing, of the specific reasons why the Deliverable is being rejected. The Contractor shall have five (5) business days to correct the rejected Deliverable and return. The Contractor's accepted Deliverable schedule shall apply for all Deliverables unless changed by mutual agreement between the COTR and the Contractor.

8.0 The list of deliverables and their schedule is indicated below:

Project Plan Draft within 5 business days of contract award Final within 10 business days after receipt of ATF comments Draft to CO, COTR, and PL.

Final to CO, COTR, and PL

Weekly Status Reports

Monthly Reports

Problem Reports

SLC Documentation

Installation Report

As required

Dimensions

Hardware Replacement Report

9.0 Compliance with Federal, DOJ, and ATF Guidance. Comply with applicable Federal, DOJ, and ATF guidance. This includes adherence to the following regulations:

a) ATF O 7250.1 -- Automated Information Systems Security Manual.

b) NIST Special Publication 800-53A (DRAFT). Guide for Assessing the Security Controls in Federal Information Systems, April 2006

c) NIST Special Publication 800-18 (Revision 1). Guide for Developing Security Plans for Federal Information Systems, February 2006

d) Federal Information Security Management Act (FISMA) of 2002 (Title III of E-Government Act) Information Security, December 2002

e) NIST Special Publication 800-34. Contingency Planning Guide for Information Technology Systems, June 2002

f) National Institute of Standards and Technology (NIST), An Introduction to Computer Security: The NIST Handbook. Special Publication 800-12.

g) NIST Special Publication 800-18, Guide for Developing Security Plans for Information Technology Systems.

h) Other NIST and Federal Information Processing Publications (FIPS PUBs).

i) OMB Circular No. A-130 Revised. Management of Federal Information Resources, February 8, 1996

j) Appendix III to OMB Circular No. A-130. Security of Federal Automated Information Resources, February 8, 1996

10.0 PERIOD OF PERFORMANCE

10.1 The contract award period of performance is for a one-year base, with the option to extend four one-year option periods.

11.0 PLACE OF PERFORMANCE.

11.1 The primary place of performance shall be at the Contractor’s facility. Contractor staff may be expected to travel to ATF NTC located in Martinsburg, WV, or the industry Member’s site. The Contractor’s facility must be certified and approved by the Information Systems Security Office (ISSO) before any work can commence.

12.0 TRAVEL

12.1 The contractor may be required to provide support to multiple offices that may require local or long distance travel.

12.2 All travel shall be compensated in accordance with the Federal Travel Regulations (FTR). All work related travel shall be reimbursable based on actual allowable direct cost, in accordance with FAR 31.205-46 Travel Costs, and/or at the rate specified for the location and timeframe identified on http://www.gsa.gov. All contractor personnel may be required to travel on commercial and/or Government provided transportation at Government cost. The COTR or CO must authorize all travel prior to each trip via email. All contractors are encouraged to utilize the Exemption Certificate from Tax on Occupancy of Hotel, Motel, and Tourist Home Rooms Forms.

12.3 To be reimbursable, the travel expenses must be (i) other than local commuting travel expenses within the Washington, DC metropolitan area , (ii) allowable under the FTR and the provisions of this contract, (iii) approved prior to travel expenditure by the CO or COTR, and (iv) allocable and necessary for performance of this contract.

12.4 Travel reimbursement requests must be submitted in sufficient time for the CO or COTR to give prior approval, and must identify, the name of the traveler, destination (s) including itinerary, purpose of the travel, and cost breakdown.

12.5 To be reimbursed, invoices, including travel expenses must provide a detailed breakdown of the actual expenditures invoiced. Contractor shall maintain the original or legible copy of receipts for all travel expenses invoiced. ATF reserves the right to request evidence of any travel expense paid.

12.6 There will be no reimbursement for local travel within 50 radius miles of primary working site.

13.0 Other Direct Costs (ODCs)

13.1 ODCs may include, but are not limited to, copying, faxing, phone usage, package delivery, etc.

13.2 ODCs shall be reimbursed for actual costs as provided in contract. To be reimbursed, invoices, including ODCs must provide a detailed breakdown of the actual expenditures invoiced, including receipts. Contractor shall maintain the original or legible copy of receipts for all ODCs invoiced. ATF reserves the right to request evidence of any ODCs requesting reimbursement. To assure timely reimbursement of ODCs, the contractor is strongly encouraged to submit charges with the monthly invoices.

14.0 INSPECTION AND ACCEPTANCE

14.1 Inspection/Acceptance. Supplies or services delivered under this contract shall be inspected and accepted by the COTR. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance in accordance with the appropriate inspection and acceptance clause.

14.2 The basis for acceptance shall be compliance with the requirements, objectives, constraints set forth in the contract, and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses.

14.3 Acceptance Criteria. The COTR and Project Lead (if they are one in the same revise) assigned to this project shall review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements of the contract. The contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding” shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. Unless otherwise indicated, the government shall require 10 business days to review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government shall return it.

14.4 Rejection Procedures. If the COTR rejects any deliverable, that rejected document shall be handled in the following manner:

14.4.1 After notification that the deliverable did not meet the acceptance criteria, the Contractor shall resubmit an updated/corrected version within five (5) business days after receipt of Government comments.

14.4.2 Upon re-submission, by the Contractor, the Government shall reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government might consider the Contractor as having deficient performance with respect to the subject task/subtask.

15.0 PAYMENT PROCEDURES

15.1 ATF requires contractors to invoice electronically. Invoicing electronically saves time, money, and physical storage space for both the Government and the contractor.

15.2 Each invoice must be a proper invoice in accordance with FAR 32.905(e).

15.3 Electronic invoices should be submitted to finance.branch@atf.gov and the ATF COTR and CO. Electronic invoices shall serve as the official original copy. Any questions may be directed to the ATF Finance Office at 202-648-7711.

15.4 If it is determined that the amount billed is incorrect the invoice may be revised by the Government, or the Contractor may be required to submit a revised invoice.

15.5 To constitute a proper invoice, each invoice must include the guidelines obtained from the Acquisition Branch.

15.6 Contract Funding Status. The contractor should immediately notify the CO (with a copy to the COTR), in writing, when billing has reached 85% of the contract’s amount(s) or whenever remaining funds are not sufficient to cover anticipated performance through to the contract’s expiration date; whichever is sooner. The contractor is cautioned that performance of work above the contract’s ceiling is at the contractor’s own risk.

16.0 GOVERNMENT FURNISHED INFORMATION. The contractor shall conform to the following ATF guidelines, security requirements, and federal regulation and legislation throughout the life of the contract. ATF reserves the right to amend/upgrade these standards and internal guidelines, processes and procedures based on technological advances.

a) ATF H 7200.2 ATF Systems Development Life Cycle (SDLC) Handbook

b) ATF H 7200.1 Enterprise Architecture Configuration Management Handbook

c) Data Management Handbook (V2.7)

d) Minimum Database Security Requirements as prescribed by the ATF Information Systems Security Office (ATF ISSO)

e) Government Order No. ATF O 7250.1, Automated Information Systems (AIS) Security Program

f) Government Order No. ATF O 7500.4A, Computer Security Incident Response Capability

g) ATF Oracle/Designer and Oracle/Repository Utilization & Administration - Standards & Guidelines

h) NIST Special Publication 800-53

i) ATF Minimum Security Requirements for Contractor Off Site Labs

j) ATF Publication, 7500.1 Rules of Behavior and Customer Agreement for ATF Workstation Users

k) Section 508 of the Rehabilitation Act (29 U.S.C. 794d), Subpart B -- Technical Standards, 1194.21, Software Applications and Operating Systems, and 1194.22, Web-based Intranet and Internet Information and Applications, as it applies to this requirement

17.0 GOVERNMENT FURNISHED PROPERTY. ATF shall provide the necessary equipment and software tools they need to accomplish the work effectively. ATF requires that available tools be constantly evaluated for recommendations on their continued used, as well as requiring recommendations for the use of new tools. Contractors may submit recommendations for new tools.

18 CONTRACT ADMINISTRATION

18.1 POINT OF CONTACT

18.1.1 The following ATF point of contact has been established to assist in executing and administering the contract. All requests for interpretation and assistance should be referred to:

Patti Carter, Contracting Officer 99 New York Avenue, NE. Washington, DC 20001 Telephone: (202) 648-9017, FAX: (202) 648-9659 Email: Patti.Carter@atf.gov

Danielle Thompson, Contract Specialist 99 New York Ave., N.E., Washington, DC 20001 Telephone: (202) 648-9015, FAX: (202) 648-9659 Email: Danielle.thompson2@atf.gov

Robert Leighton, Contracting Officer Technical Representative (COTR):

244 Needy Road, Martinsburg, WV 25405 Telephone: (304) 616-4420 Email: Robert.Leighton@atf.gov

18.2 CONTRACT MANAGEMENT

18.2.1 Notwithstanding the contractor's responsibility for total management responsibility during the performance of this contract, the administration of the contract shall require maximum coordination between the Contracting Officer (CO), the Contracting Officer’s Technical Representative (COTR) and the contractor. The following individuals shall be the Government points of contact during performance of the contract:

18.2.2 Contracting Officer (CO): The CO is responsible for the contract administration. The CO is the only person authorized to approve changes in the terms, conditions, delivery schedules, technical requirements or price, as set forth in the contract. In the event the contractor modifies the direction of a person other than the CO, the change shall be considered to have been without authority. No adjustment shall be made in the contract price to cover any increase in charges incurred as a result thereof. The CO is Patti Carter (see 15.1). During any absence of the CO, identified for this contract, other warranted COs from ATF may authorize work under the contract.

18.2.3 Contracting Officer's Technical Representative (COTR): The COTR has the authority to monitor all technical aspects and assist in administering the contract. The COTR shall assure that the Contractor performs the technical requirements of the contract; to perform, or cause to be performed, inspections necessary in connection with performance of the contract; to maintain both written and oral communications with the Contractor concerning the aspects of the contract within his/her purview; to monitor the Contractor's performance under the contract and notify the Contractor and CO of any deficiencies observed; and to coordinate Government furnished property availability and provide for site entry of Contractor personnel, if required. A letter of designation shall be issued to the COTR, with a copy supplied to the contractor, stating the responsibilities and limitations of the COTR. This letter shall clarify to all parties of this contract the responsibilities which would result in a modification to the scope of work; changes in cost or price totals or estimates; changes in delivery dates; changes in any other mutually agreed upon term or provision of the contract.

19.0 CERTIFICATION OF INVOICES

19.1 The Payment Office listed on the first page of the Award Document shall make payment.

19.2 Invoices/vouchers shall be completed and submitted in accordance with this Section 20.2 – Electronic Invoicing. The final invoice shall be paid upon Government acceptance of the final deliverable. Please also provide a copy of the invoice to the Contracting Officer.

19.3 The COTR’s certification of acceptance is an integral part of the correct invoice/voucher discussed in the "Discounts for Prompt Payment" clause, Section I (FAR Clause 52.232-8).

19.4 Upon certification, the COTR shall forward the invoice/voucher to the Payment Office, as appropriate.

19.5 The Invoice/Voucher shall include:

a) Contract or other authorization number

b) Product or service description.

c) Quantities received, if applicable.

d) Date(s) property or services accepted.

e) Signature, printed name, title, phone number, and mailing address of the receiving official.

f) POC to discuss invoice issues.

20.0 PAYMENT. Payment for all supplies and services shall be made upon Government acceptance, in accordance with the appropriate Payments Clause, FAR 52.232-7.

21.0 INVOICE PAYMENT

21.1 The address to which payment should be made is: finance.branch@atf.gov. (See below).

21.2 Electronic Invoicing (June 2005)

a) ATF strongly encourages contractors to invoice electronically. Invoicing electronically saves time, money, and physical storage space for both the Government and the contractor.

b) Each invoice must be a proper invoice in accordance with FAR 32.905. Contractors able to submit invoices electronically should submit each invoice to finance.branch@atf.gov with a copy to the COTR. Electronic invoices shall serve as the official original copy. Any questions may be directed to the ATF Finance Office at (202) 648-7711.

22.0 MANDATORY USE OF GOVERNMENT TO GOVERNMENT ELECTRONIC MAIL. Unless exempted by the CO, in writing, communication after contract award with Government agencies shall ordinarily be transmitted via electronic mail (e-mail).