SIR Section G.pdf

PART I – SECTION G – SIR #: DTFAWA-16-R-00016

PART I – SECTION G Page 1

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 (CO) 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 (COR), April 2012

G.2 PRIMARY CONTRACT ADMINISTRATION POINTS OF CONTACT

Contracting Officer Federal Aviation Administration ATTN: Dwayne Berry 800 Independence Avenue, S.W.

Washington, D.C. 20591 Phone: 202-267-9910 Email: dwayne.berry@faa.gov

Contracting Officer’s Representative (COR)

Federal Aviation Administration Kevin Teel, Kevin.Teel@faa.gov 800 Independence Avenue, S.W.

Washington, D.C. 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, 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 if there is even the appearance of any technical direction that is or may be outside the scope of the contract. 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 and the designated Contract Specialist. Routine issues are related to shipments, billing, administrative clarifications, CDRL submissions, and coordination correspondence.

http://conwrite.faa.gov/ mailto:Kevin.Teel@faa.gov

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a. 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 and designated Contract Specialist.

a. All correspondence must include the contract number and a Delivery or Task Order number (if applicable).

G.5 QUALITY RELIABILITY OFFICER (QRO) OR ALTERNATE

The FAA will designate a QRO, and possible Alternate QRO, with the authority to perform surveillance of the contract work, and conduct such inspections as are necessary to assure compliance with the contract terms and conditions and accept or reject the required material, equipment, or services in accordance with the terms of the contract. The QRO or Alternate does not have authority to change the contract price, schedule, quantities, or any terms and conditions of the contract.

G.6 CONTRACT ADMINISTRATION REPRESENTATIVES

a. All correspondence regarding Contract Administration must be addressed per the guidance in Section G.4.

b. The Contractor must use one of the following Government contacts as specified in Section G for contract administrative, technical, quality control, or administrative, as the focal point for all matters regarding this contract:

1. FAA Contracting Officer (CO):

Dwayne Berry Phone: 202-267-9910 Email: dwayne.berry@faa.gov

2. FAA Contracting Specialist (CS):

Victor Jefferson Telephone Number: 202.267.5984 Email: Victor.Jefferson@faa.gov

3. FAA Contract Officer’s Representative (COR) Kevin Teel Telephone Number: 202.267.3444 Email : Kevin.Teel@faa.gov

Alternate Contract Officer’s Representative (ACOR) Andrea Scott Telephone Number: 202.267.4890 Email: Andrea.Scott@faa.gov

4. FAA Quality Reliability Officer (QRO)

TBD

Telephone Number:

Email:

G.7 DELIVERY/TASK ORDER PROCEDURES

a. Orders may be issued at any time during the effective Period of Performance (POP) for this contract; however, the POP for any effort ordered may not exceed a period of twelve (12) months beyond the expiration date of the contract. An Order is considered “issued” when the Government transmits the Order regardless of the mode of transmission. All Orders are subject to—and will not change the terms and conditions of—this contract. In the event of a conflict between an Order and this contract, the contract will take precedence.

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b. Only the Contracting Officer may issue an Order, providing specific authorization or direction to perform work within the scope of the contract, and as specified in the schedule.

c. Delivery Orders will contain, as a minimum, the following:

(1) Date of the order;

(2) Contract number and order number;

(3) Appropriation and Accounting Data;

(4) CLIN(s) and Description of Services to Be Performed;

(5) Place of Delivery/Performance (as applicable);

(6) Period of time in which the services are to be performed, including start and end dates;

(7) The fixed price of the Order; and

(8) A functional description of the work—identifying the objectives or results desired from the Order—including special instructions or other information necessary for performance.

G.8 EXERCISE OF OPTION YEAR REQUIREMENTS

At the Government’s option, contract options may be exercised unilaterally by the Contracting Officer in accordance with AMS Clause 3.2.4-35, Option to Extend the Term of the Contract.

G.9 Billing Instructions

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

(1) The Contract Number;

(2) The Invoice Number and Date prepared;

(3) The Contractor’s name, mailing address, and telephone number;

(4) Billing period covered by month, day, and year;

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

(6) Cumulative dollar amount for the contract grouped and totaled by Task Order number and CLIN number; the Contractor must itemize labor by individual name, CLIN, labor category, labor rate, hours, and extended cost; additionally, when applicable, 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;

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(7) Supporting or backup documentation as follows:

Travel Expense Claims (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.

G.10 Procedures for the Submission of Invoices

The Contractor must provide an electronic copy of each certified invoice along with attachments, to the Contracting Team and Accounts Payable listed below. The Federal Aviation Administration intends to make payment within 30 days of receipt of a properly prepared invoice submitted electronically (regular overnight mail is appropriate in unanticipated event of electronic mail failure). Invoices are to be sent electronically to the billing email provided below:

FAA Accounts Payable:

Name: TBD Email:TBD@faa.gov

The following list must be copied on the email to consider the invoice submitted:

Contracting Officer; Contract Administrator/Specialist; Quality Reliability Officer;

Contract Officers Representative and other contract support supplied by the Contracting Officer, IAW G.6-b.

The Contractor must submit an invoice to the above designated billing office not more than once monthly and will submit invoices after all deliverables are approved by FAA or otherwise specified.

All invoices must comply with the FAA Acquisition Management System (FAA AMS), Clause 3.3.1-17, Prompt Payment.

The Contracting Officer will authorize payment in amounts determined to be allowable, allocable, and reasonable in accordance with the FAA AMS. In the event of questioned costs, the CO may withhold any or all invoice amounts until the Contractor provides all required data to the satisfaction of the COR and CO. The payment will be made pursuant to the “Payment by Electronic Funds Transfer - Central Contractor Registration” clause in Section I of this contract.

Invoices for each CLIN must contain the following information:

1. FAA Form 256 (Inspection Report of Material and/or Services) and a copy of FAA form 4500-1, signed by the FAA QRO (applicable to CLINs requiring the form) will accompany invoices for equipment. Failure to include this documentation may delay payment.

2. Contract Number with Delivery Order or Task Order Number and CLIN

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3. CLIN description of work

4. Quantity of items billed (if Applicable)

5. Contractual Firm Fixed Price

6. Serial Numbers of individuals items

7. The Contractor must include the following certification on all invoices, signed by a duly authorized company official:

“This is to certify that the services set forth herein were performed during the period stated, in the support of the CLIN identified”.

Signature of Contractor’s Authorized Official Date

Signer's name typed or printed and title

END OF SECTION G