DTFAWA-16-R-00015_Section G_final.pdf

DTFAWA-16-R-00015

PART I – THE SCHEDULE

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE

FAA AMS 3.1-1 CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE

(JULY 2011)

This screening information request (SIR) or contract, as applicable, incorporates by reference the provisions or clauses listed below with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make the full text available, or Offerors and contractors may obtain the full text via Internet at: http://conwrite.faa.gov.

The following contract clause or clauses pertinent to this section are hereby incorporated by reference:

Clause Title

3.10.1-22 Contracting Officer’s Representative (April 2012)

G.2 CONTRACT ADMINISTRATION POINTS OF CONTACT

Contracting Officer Federal Aviation Administration

ATTN: TBD

800 Independence Ave SW Washington, DC 20591

Phone: TBD Email: TBD

Contracting Officer’s Representative (COR) Federal Aviation Administration

ATTN: TBD

800 Independence Ave SW Washington, DC 20591

G.3 CONTRACTING OFFICER’S AUTHORITY

The FAA Contracting Officer (Contracting Officer) assigned to this contract has responsibility for ensuring the performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States in its contractual relationships. 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 requirements under this contract, G-1 http://conwrite.faa.gov/ and notwithstanding any provision contained elsewhere in this contract, the said authority remains solely with the Contracting Officer.

The Contractor must immediately notify the Contracting Officer for clarification when a question arises regarding the authority of any person to act for the Contracting Officer under the contract or when the Contractor receives direction that appears outside contract scope.

The Contractor must contact the Contracting Officer immediately in the case of any technical direction that is or may be outside the scope of the contract or any appearance thereof. Costs incurred that were not authorized by the Contracting Officer and work outside the scope of the contract are unallowable costs and will not be reimbursed by the Government.

G.4 CORRESPONDENCE PROCEDURES

To promote timely and effective contract administration, correspondence submitted under this contract (except invoices and deliverable items) must be subject to the following procedures:

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

(b) Other correspondence, including technical correspondence involving technical issues and correspondence proposing or otherwise involving waivers, deviations, or modifications to the contract, must be addressed to the Contracting Officer with information copies to the COR.

(c) All correspondence must include the contract number and a task-order number (if applicable).

G.5 ELECTRONIC COMMUNICATIONS

The Contractor must assure an electronic means for communicating with FAA personnel. The Contractor must ensure that the communications are compatible with the FAA’s electronic mail system, which is currently Microsoft Outlook. The Contractor must also ensure that the Contractor’s electronic mail has the capability to send and receive attachments.

All contract reports and deliverables, including invoices, must be provided in electronic format with all linkages and interdependencies functional and readily traceable.

G.6 ORDERING PROCEDURES

Performance under this contract must be subject to the following ordering procedures:

(a) All work to be performed under this contract must be within the scope of Section C and must not commence until authorized by the Contracting Officer via task order (TO). The Contractor must incur costs only in the performance of TOs issued in accordance with these ordering procedures. No other costs are authorized under this contract without the express written consent of the Contracting Officer.

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(b) During the period of performance of this contract, the Contracting Officer will request Task Order Proposals from the Contractor. The Contractor must submit a Task Order Proposal within fourteen (14) calendar days of receipt of a request by the Contracting Officer unless the request specifically states otherwise. The Contracting Officer may allow for additional time to submit the Task Order Proposal if requested by the Contractor. The Task Order Proposal is the Contractor’s proposal to accomplish the FAA’s requirements. At a minimum, the Contractor’s Task Order Proposal must include the following:

1. Contractor’s approach to accomplishing the FAA requirements;

2. Date of commencement of work completion schedule for planned activities, and any necessary revisions to earlier schedules of performance;

3. Estimated labor hours by applicable labor category to complete the effort;

4. Rationale for estimated labor hours by applicable labor category; the rationale must include a basis of estimate for the proposed hours;

5. Travel and material costs, including a rationale for each; the rationale must include a detailed justification for each proposed trip or other ODC proposed; and

6. The total estimated cost for completion of the work, broken out by labor, travel, and material costs.

(c) The Task Order Proposal is subject to the review and approval of the Contracting Officer.

The Contracting Officer will issue a Task Order once the Contracting Officer approves an acceptable Task Order Proposal.

(d) Task Orders will be issued by the Contracting Officer to cover specific work assignments within the scope of the contract. Each TO will contain the following information:

1. TO number;

2. FAA technical point of contact and phone number;

3. Period of performance;

4. Description of the work to be performed;

5. Ceiling price;

6. Estimated labor hours by category;

7. Anticipated travel and ODC requirements;

8. Start and completion dates, with major milestones;

9. Deliverables with required delivery dates;

10. Applicable security requirements; and

11. List of government-furnished property, equipment, and information (GFP, GFE, and GFI).

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G.7 TASK-ORDER AWARD PROCESS

The FAA may award TOs through directed awards or through competitive awards.

G.7.1 Task Order Competitions

The FAA reserves the right to compete a TO between EPICS Contractors.

G.7.2 Directed Awards

The FAA may consider the following when determining which Contractor will receive a directed award:

• Best fit for technical requirements of the task,

• Organizational Conflict of Interest (OCI) issues,

• Performance evaluations on previous task orders,

• Continuity of efforts,

• Ongoing task orders on each contract,

• Minimum award requirements, and

• Agency Small Business policy.

G.7.3 Other TO-Award Conditions

(a) The FAA will decide which contracts a specific TO will be issued against. This decision will be final and conclusive and is not subject to clause 3.9.1-1, Contract Disputes Clause.

(b) The Contractor must not dispute or protest any placement of any work under any contract resulting from a task order competition.

G.8 BILLING INSTRUCTIONS

(a) The Contractor must submit invoices no more often than monthly unless otherwise authorized, in writing, by the Contracting Officer. Each invoice for payment under this contract must include the following information:

1. Contract number;

2. Invoice number and date prepared;

3. Contractor’s name, mailing address, and telephone number;

4. Billing period covered by month, day, and year;

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5. Dollar amount for the current billing period grouped and totaled by TO number and CLIN number; the Contractor must itemize labor by individual name, TO, CLIN, labor category, labor rate, hours, and total cost;

6. Cumulative dollar amount for the contract grouped and totaled by TO number and CLIN number; the Contractor must itemize labor by individual name, CLIN, labor category, labor rate, hours, and total cost; additionally, the invoice must break out dollar amounts by subtask and type of funding as obligated on the task order by the FAA, e.g. F&E or Operations, when applicable;

7. Supporting or backup documentation as follows:

• Travel-expense claims, which must include receipts for lodging, rental car, airfare, and other expenses greater than $75;

• Receipts for all invoiced purchases and ODCs greater than $75; and

• Copies of the COR’s authorizations for each trip and ODC expense invoiced;

8. Certification and signature of an appropriate management official as follows:

“I certify that this invoice is correct and in accordance with the terms of the contract. I further certify that the costs included herein have been incurred, represent payments made by the Contractor, and properly reflect the work performed.

[Signature of official] [Date of signature] [Signer’s name typed or printed] [Signer’s title]; and

9. Name and telephone number of the Contractor’s contact for resolution of questions.

(b) The Contractor must deliver its invoices, via email, to the following:

Dan K. Johnson, Mike Monroney Aeronautical Center (MMAC) dan.k.johnson@faa.gov

Contracting Officer Email: TBD

Contracting Officer’s Representative Email: TBD

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Prior to travel or material costs being incurred, the Contractor must receive written approval from the Contracting Officer or COR.

The Contracting Officer will authorize payments in amounts determined to be allowable in accordance with AMS Guidance T3.3.2(A)(2).

G.9 METHOD OF PAYMENT

(a) Payments under this contract will be made by wire transfer through the Treasury Financial

Communications System.

(b) The Contractor must forward a complete ACH Vendor/Miscellaneous Payment Enrollment

Form and the Delphi Vendor Entry Worksheet to TBD not later than seven days after receipt of notice of award.

(c) Any changes to the information furnished under paragraph (b) of this clause must be furnished in writing to the Contracting Officer at least thirty (30) days before the effective date of the change.

(d) Upon completion, termination, or expiration of the contract, the Contractor must submit a final voucher clearly marked “FINAL.” The final voucher must contain an itemized accounting of total contract costs that includes

1. Certification that all contractual requirements have been satisfied and

2. Certification that all previous Contractor vouchers have been paid.

G.10 TRAVEL

All Contractor travel must be authorized in a Task Order and specifically approved by the Contracting Officer or COR in writing before commencing travel. The contractor will be reimbursed for travel expenses in accordance with the Federal Travel Regulation and the following:

(a) The contractor must use alternate airports when available and within a reasonable commuting distance if it will result in lower costs;

(b) The contractor must conduct a cost analysis prior to the start of travel to determine the overall most cost-effective means and then use the most cost-effective means; and

(c) The Contractor must, when possible, use discount hotel rates, marked CRC in the Federal Travel Directory, which the GSA publishes monthly.

Questions on travel must be addressed to the CO.

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G.11 OTHER DIRECT COST (ODC) REIMBURSEMENT

(a) Any ODC must be preapproved by the Contracting Officer or COR and is subject to the limits defined in the associated TO. If preapproved, the contractor will be reimbursed for allocable, allowable, and reasonable ODCs.

(b) The Contractor’s facility costs (including but not limited to office space, office equipment, utilities, office supplies, and office furniture) are not an allowable ODC expense.

(c) Mobile phone usage charges are not an allowable ODC expense unless required to perform time-critical duties and roles and preapproved by the Task-Order Manager and either the Contracting Officer or COR.

(d) All ODC expenses must be consistent with the costs of comparable items or services.

(e) When invoicing an ODC expense, the Contractor must submit a copy of the Contracting Officer’s or COR’s authorization for the expense and a copy of the receipt.

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