G_TFM2_2016-07-11.pdf

TFM-2 SIR DTFAWA-16-R-00010 Section G

PART I - SECTION G: CONTRACT ADMINISTRATION DATA

Table of Contents

G.1 ACCOUNTING AND APPROPRIATION DATA

G.2 INVOICING

G.3 PAYMENT

G.4 CONTRACT ADMINISTRATION POINTS OF CONTACT

G.5 CONTRACTING OFFICER'S AUTHORITY

G.6 CONTRACTING OFFICER’S REPRESENTATIVE

G.7 TECHNICAL DIRECTION

G.8 ORDERING PROCEDURES

G.9 CORRESPONDENCE PROCEDURES

G.10 INDIRECT RATE SUMBISSIONS FOR COST TYPE CLINS

G.1 ACCOUNTING AND APPROPRIATION DATA

Initial obligation information will be provided in this section at contract award. Details of accounting and appropriation data will be captured on subsequent funding modifications and individual task orders.

[Update at Contract Award]

G.2 INVOICING

The Contractor must submit on a monthly basis, one (1) original of all invoices by electronic submission in a pdf format via email to the billing technician office at the e-mail address provided by the Contracting Officer. Temporary exceptions to this process must be approved in writing by the Contracting Officer. If approved, the U.S. Mail and FEDEX addresses are provided for the FAA Accounting Office (AMZ-110) below:

Via U.S. Mail:

FAA AC ACCTG OFC

DOT/FAA AMZ-110

PO Box 25710 Oklahoma City, OK 73125

Via FEDEX:

FAA Accounts Payable Branch, AMZ-110 6500 S MacArthur Blvd.

Oklahoma City, OK 73169

In addition, in order to expedite the processing of invoices, the Contractor must submit one (1) copy of all invoices to the Contracting Officer indicated in section G.4, and one (1) copy to the Contracting Officer’s Representative (COR) indicated in section G.4 in pdf format via e-mail.

The Contractor must submit the official invoice submission(s) electronically, in pdf format (via e-mail), to the FAA Accounting Office (AMZ-110), the contractor is responsible for ensuring that the FAA properly and promptly receives the invoice and attachments through the FAA e-mail system. The Contracting Officer must provide the e-mail addresses to allow for and support prompt electronic submission of official invoices to the FAA Accounting Office (AMZ- 110), CO and COR. The Contractor must ensure that the submitted invoices (pdf files) successfully arrives at its intended destination. Furthermore, the Contractor must ensure that the pdf documents are clearly and easily understandable and decipherable when printed out on 8 ½ inch by 11 inch paper or 8 ½ inch by 14 inch (as that is the format used for the review and for the official file). Electronic invoice submissions that do not meet these constraints will not be considered to have been received by the FAA.

The contractor must submit separate invoices for each active CLIN and each active task order under the contract each month where costs have been incurred during that month and invoicing is therefore appropriate.

Invoices must contain the following minimum information:

(a) Contract number, CLIN number, and task order number (as applicable);

(b) Description of work, period covered by the invoice, type CLIN (CPIF, T&M FFP, etc.), contract value (cost, fee and total), funded value (cost, fee and total);

(c) Straight time labor charges by hours, classification, employee names and labor rates for all employees and sub-contractor and current hours billed, current amount, cumulative hours and cumulative amount billed;

(d) Other costs incurred and allowable under the contract and identification of such costs, and supporting documentation for hardware and software purchases; and

(e) Itemized travel dollars including list showing the names of individual that travel for that period, all cost allowed, documentation stating the reason and destination of the travel, and all travel receipts.

The invoice must contain the following statement signed by an authorized company representative:

I certify this invoice reflects an accurate statement of the services set forth herein, were performed during the period stated and payment has not been received.

Contractor's authorized representative’s name, title, e-mail address, phone number and date of signature

The Contractor must maintain and submit separate cost records for each CLIN and awarded Task Order. The Contractor must not accrue costs exceeding the authorized amount for any CLIN or awarded Task Order without written authorization from the Contracting Officer.

G.3 PAYMENT

The Government’s payment/remittance preference is via wire transfer.

Contractor’s information:

Receiving bank’s address:

[add at contract award]

Receiving bank’s American Bankers Association (ABA) nine-digit routing number:

Contractor’s account number: [add at contract award]

In the event that payment via wire transfer is not available, payments should be sent to the following address:

G.4 CONTRACT ADMINISTRATION POINTS OF CONTACT

Contracting Officer (CO) Sharonda Holmes Contracting Officer, AAQ-240 Federal Aviation Administration 3701 Macintosh Drive Room 2257 Warrenton, VA 20187

Contracting Officer’s Representative (COR) C.O. will issue designation letter to contractor after award.

Alternate COR(s) C.O. will issue designation letter to contractor after award.

G.5 CONTRACTING OFFICER'S AUTHORITY

The Contracting Officer assigned to this contract has responsibility for ensuring the performance of all necessary actions required under this contract; for ensuring compliance with the terms and conditions of the contract and safeguarding the interests of the United States in this contractual relationship. In this regard, the Contracting Officer is the only individual who has the authority to enter into, administer, or terminate this contract. In addition, the Contracting Officer is the only person authorized to approve changes to any of the requirements, terms or conditions under this contract, and notwithstanding any provision contained elsewhere in this contract, the said authority remains solely with the Contracting Officer.

The Contractor must immediately contact the Contracting Officer for clarification when a question arises regarding the authority of any person or persons act for the Contracting Officer under the contract in select areas, or when the Contractor receives direction that appears outside the contract scope or materially alters the requirements, terms or conditions.

G.6 CONTRACTING OFFICER’S REPRESENTATIVE

The Contracting Officer may designate other Government personnel (known as the Contracting Officer's Representative) to act as his or her authorized representative for contract administration functions which do not involve changes to the scope, price, schedule, or terms and conditions of the contract. This designation will be in writing, signed by the Contracting Officer, and will set forth the authorities and limitations of the representative(s) under the contract. Such designation will not contain authority to sign contractual documents, order contract changes, modify contract terms or conditions, or create any commitment or liability on the part of the Government different from that set forth under CO authority in the contract.

The Contractor must immediately contact the Contracting Officer if there is any question regarding the authority of an individual to act on behalf of the Contracting Officer under this contract.

The COR is responsible for monitoring the performance of work performed under the contract as stated in the paragraph above and for providing technical direction and other duties as prescribed in the letter of appointment. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms and conditions of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer must be informed as soon as possible of any action(s) or inaction by the Contractor or the Government which will change the required delivery or completion times stated in this order unless the order is modified accordingly (this does not apply to technical direction issued by the COR provided they are within the authorization delegated in the appointment letter).

The Contractor must communicate with the contracting officer for resolution on all matters that pertain to the contract terms and conditions. Whenever, in the opinion of the Contractor, the government requests effort outside the scope of the contract, the Contractor should advise the requesting party and the COR. If the requesting party persists and a disagreement exists as to proper contractual coverage or direction, the contracting officer must be notified immediately, preferably in writing. Proceeding with work without proper contractual coverage or direction could result in nonpayment or necessitate the submittal of a claim.

G.7 TECHNICAL DIRECTION

Performance of the work under this contract must be subject to the technical direction of the Contracting Officer's Representative (COR) or his/her designated alternate. The term "technical direction" is defined to include, without limitation, the following:

(a) Directions to the Contractor which redirect the contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual Statement of Work;

(b) Providing of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work description; and,

(c) Review and, where required by the contract, approval of technical reports, drawings, specifications, and technical information to be delivered by the Contractor to the Government under the contract.

Technical direction must be issued in writing by the COR and must be within the scope of the contract. The COR does not have the authority to issue any direction which:

(a) Constitutes an assignment of additional work outside the Statement of Work or already authorized for performance;

(b) Constitutes a change as defined in the FAA AMS;

(c) In any manner causes an increase or decrease in the total estimated cost or the time required for performance of the contract;

(d) Changes any of the expressed terms, conditions, or specifications of the contract;

or,

(e) Interferes with the Contractor's right to perform the terms and conditions of the contract.

The Contractor must proceed promptly with the performance of technical direction duly issued by the COR in the manner prescribed by this clause and within his authority under the provisions of this clause.

G.8 ORDERING PROCEDURES

In accordance with FAA AMS 3.2.4-20, the Contractor must furnish to the Government, when and if ordered, the supplies or services specified in Section B; up to and including the quantity designated in the Section B.2.5 as the maximum. All orders and tasking awarded under this contract must be within the scope of the TFM2 Statement of Work (Section C). The Government may issue orders requiring delivery and/or performance at multiple locations. An order is defined as specific tasking that is required and authorized through a task order, or CLIN definitization or change.

For Time and Materials (T&M) CLINs, the Government, at its sole discretion, will issue Task Order Requests (TORs) in writing for work within the scope of the Statement of Work (Section C). The TOR will include information regarding specific tasking required for the contractor to deliver their proposal IAW the procedures prescribed herein. In response, the contractor must submit a proposal response, including a Task Work Plan and Estimate to Accomplish the Work in accordance with the related CDRL/DID E13. Performance on task order must not begin until authorized by the FAA Contracting Officer. Modifications to existing task orders are subject to the same procedures herein.

For undefinitized optional CLINs, or changes to existing CLINs, the Government, at its sole discretion, will issue written Requests for Proposals (RFPs) for work within the scope of the Statement of Work (Section C). This process is normally initiated after satisfactory completion of the system-level design phase or where there is sufficient GFI to support the request. See Section F.4, Key Milestones, for the typical TFMS release timeline.

The Government’s TOR or RFP will contain:

• A reference to the applicable Section C paragraph(s);

• A detailed task statement or release specific requirements describing the work to be accomplished;

• The contract type (e.g., cost-plus, fixed price or T&M);

• The period of performance;

• Required deliverables and associated requirements and success/completion criteria;

• Any applicable assumptions (e.g. anticipated travel or ODCs); and

• Proposal due date and preparation instructions.

• Unless otherwise directed, the contractor must charge proposal preparation costs to the related contract line item or task order.

The contractor must return their response to the TOR or RFP within 30 days of receipt. Where unable, the contractor must propose an alternative delivery date for government approval. The government reserves the right to reduce the response time to 14 days to meet essential milestones/targets.

Proposals submitted by the Contractor in response to the Government’s TOR or RFP must include the following minimum information:

• A description of the technical approach to accomplishing the work;

• The planned date for the commencement of work and any proposed revisions to the Government’s original schedule of performance;

• A basis of estimate for the proposed price identifying the labor categories, hours and rates;

• Any assumptions the proposed technical approach and proposed price are based on; and

• Travel, material and Other Direct Costs (ODC) needed to perform the task including.

• For task order modifications, the contractor must include both a cumulative estimate, and an estimate for the pending task(s). In addition, a summary of funding obligated to the task order including the impact of the modification ( must show amount increase/decrease and new total) on the total estimated value task order.

Performance under this contract’s CLINs must adhere to the following:

(a) All awarded work performed on this contract is subject to the terms and conditions of this contract.

(b) The Contractor must maintain and submit separate cost records for all work performed on this contract as directed by the government. The Contractor must not incur costs exceeding the authorized amount without written authorization from the Contracting Officer.

(c) With respect to effort associated with task orders, the Contractor may only incur costs in the performance of orders issued by the CO. No other costs are authorized under this contract without the expressed written consent of the CO.

(d) The Contractor must notify the CO and the COR when it is determined that the ordered work cannot be accomplished within the required delivery date and/or within the authorized funding.

G.9 CORRESPONDENCE PROCEDURES

To promote timely and effective contract administration, correspondence related to this contract must adhere to the following:

(a) All correspondence must contain a subject line commencing with the contract number.

(b) Technical correspondence of a routine nature must be addressed to the designated COR with an information copy of the correspondence to the Contracting Officer.

(c) Correspondence regarding potential patent or technical data rights issues, waivers, deviations, or modifications to the contract requirements, terms, or conditions must be addressed to the Contracting Officer with an information copy of the correspondence to the COR.

G.10 INDIRECT RATE SUMBISSIONS FOR COST TYPE CLINs

(a) The Contractor must submit final indirect rates, together with supporting data, for the Contractor’s fiscal year, as soon as possible, but not later than 180 days after the expiration of the contractor’s fiscal year, for the proposed year just completed. This information must be based on the Contractor’s actual cost experience during that period. This information must be submitted to the Contracting Officer, specified in paragraph G.4. The data will be used for financial planning purposes only.

(b) The cognizant Corporate Administrative Contracting Officer (CACO) is delegated responsibility to negotiate the Contractor’s billing and final indirect rates, in accordance with appropriate guidelines and procedures, and to administer Cost Accounting Standards and applicable Department of Defense Instruction (DODI) 5000.2 compliance.

(c) Allowability of costs and acceptability of cost allocation methods must be determined in accordance with the cost principles in effect as of the date of this contract.

(d) The settlement of the final indirect rates and indirect costs must be accomplished prior to the Contracting Officer’s approval of the final payment.

(e) Pending settlement of final indirect expense rates for any period, the Contractor will be reimbursed at billing rates acceptable to the Contracting Officer. These billing rates are subject to appropriate adjustments when the final indirect rates are settled. On an annual basis the Contractor must provide to the Contracting Officer, within 90 days after the expiration of his fiscal year, a billing rate proposal with supporting data. If billing rates change substantially at any time during the contract performance period, the Contractor must notify the Contracting Officer in writing. Upon review of the annual billing rate proposal or any modification of substantial rate change during the contract performance period, the Contracting Officer may adjust the approved billing rate(s). Such adjustment may apply retroactively and/or prospectively. In the event the adjustment is to be applied retroactively, the Contractor must make appropriate adjustments on its next invoice.

END OF SECTION G