Section G 20161222.pdf

DTFAWA-17-R-00010

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PART I - SECTION G

CONTRACT ADMINISTRATION DATA

TABLE OF CONTENTS

G.1 CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE

G.2 CONTRACT ADMINISTRATION

G.3 INTERPRETATION OR MODIFICATION

G.4 CONTRACTING OFFICER’S AUTHORITY

G.5 AMS 3.10.1-22 CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE

(APRIL 2012)

G.6 CORRESPONDENCE PROCEDURES

G.7 PROCEDURES FOR SUBMISSION OF INVOICES

G.8 TRAVEL COSTS

G.9 ACCOUNTING AND APPROPRIATION DATA

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G.1 CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE

3.1-1 Clauses and Provisions Incorporated by Reference (October 2016) 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.

AMS CLAUSE TITLE DATE

3.10.1-22 Contracting Officer’s Representative April 2012

(End of clause)

G.2 CONTRACT ADMINISTRATION

a. CONTRACTING OFFICER: The FAA Contracting Officer’s name and address are as follows:

Federal Aviation Administration Attn: Charles McGovern, AAQ-335 800 Independence Ave.

Washington, DC 20591 Telephone (202) 267-8468 Email: Charles.mcgovern@faa.gov

b. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

Federal Aviation Administration Clarissa Riffe, ATO-W, Mail Stop: AJM-315 800 Independence Ave.

Washington, DC 20591 Telephone (202) 267-7487 Email: clarissa.riffe@faa.gov

c. QUALITY RELIABILITY OFFICER (QRO)

TBD

The Contracting Officer will assign the Quality and Reliability Officer (QRO) by separate correspondence.

http://conwrite.faa.gov/ mailto:clarissa.riffe@faa.gov

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G.3 INTERPRETATION OR MODIFICATION

No verbal statement by any person, and no written statement by anyone other than the Contracting Officer, or his/her authorized representative acting within the scope of his/her authority, must be interpreted as modifying or otherwise affecting the terms of this solicitation or any resulting contract. All requests for interpretation or modification must be made in writing to the Contracting Officer.

G.4 CONTRACTING OFFICER’S AUTHORITY

CO Responsibility The CO 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. Accordingly, the CO is the only individual who has the authority to enter into, administer, or terminate this contract, including but not limited to

(1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor of any costs incurred during the performance for this contract; or (5) otherwise change any terms and conditions of this contract.

In addition, the CO is the only person authorized to approve changes to any of the requirements under this contract, and notwithstanding any provision contained elsewhere in this contract, this authority remains solely with the CO.

CO Designations The CO may designate, in writing, representatives to perform functions required to administer this contract; however, any implied or expressed actions taken by these representatives must be within the CO’s written designations. The CO will provide the Contractor copies of all relevant written designations. If any individual alleges to be a representative of the CO and Contractor as not received a copy of the document designating that representative, the Contractor must refrain from acting upon the representative’s requirements and immediately contact the CO to obtain a copy of the document designating that individual as a representative of the CO. The Government may unilaterally change any of these designations.

Notifications The Contractor must immediately notify the CO for clarification when a question arises regarding the authority of any person to act for the CO under the contract. It is the responsibility of the Contractor to contact the CO immediately if there is 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 CO and/or work outside the scope of the contract will be considered unallowable costs and will not be reimbursed by the FAA.

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G.5 AMS 3.10.1-22 CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE

(APRIL 2012)

(a) 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. The 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 create any commitment or liability on the part of the Government different from that set forth in the contract.

(b) The Contractor shall 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.

(End of Clause)

AMS Clause 3.10.1-22 Expanded. The COR is responsible for the technical administration of the contract as well as being the technical liaison with the Contractor. The COR is not authorized to change the scope of work or specifications in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance, or other terms and conditions of the contract.

The COR is responsible for monitoring progress and overall technical management of the work hereunder and shall be contacted regarding questions or problems of a technical nature. In no event, however, will any understanding or agreement, modification, change order, or other matter deviating from the terms of the contract between the Contractor and any person other than the Contracting Officer be effective or binding upon the Government, unless a contract modification or letter of direction is executed by the Contracting Officer prior to completion of this contract.

On all matters that pertain to contract terms, the Contractor shall contact the Contracting Officer.

When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the contract, the Contractor will promptly notify the Contracting Officer. The Contractor under such request shall take no action unless and until the Contracting Officer has issued a letter of direction or a contract modification.

G.6 CORRESPONDENCE PROCEDURES

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

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(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 CO.

(c) Other correspondence including technical correspondence where patent or technical data issues (if any) are involved, and correspondence which proposes or otherwise involves waivers, deviations, or modifications to the contract requirements, terms or conditions, etc., must be addressed to the Contracting Officer, with an information copy of the correspondence to the COR.

(d) The Contractor must not use “express” or “overnight” mail for the day-to-day transfer of correspondence. The premium services should only be used sparingly and in situations when the regular US mail delivery system would not be adequate for the timely transfer of technical or contract related documentation.

(e) The FAA and the Contractor may use email to transmit correspondence and/or data when deemed necessary. The date of the email will be considered the delivery date of the document.

(f) All correspondence regarding contract administration must be addressed in accordance with this clause, unless otherwise requested by the Contracting Officer.

G.7 PROCEDURES FOR SUBMISSION OF INVOICES

a. Submission. The Federal Aviation Administration intends to make payment within 30 days of receipt of a properly prepared invoice submitted to the billing office below:

Invoices may be delivered by either of the methods - addresses that follow:

U.S. Mail:

FAA Accounts Payable Branch, AMZ-110 PO Box 25710 Oklahoma City, OK 73125

OR

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Express Delivery Service:

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

Oklahoma City, OK 73169

In addition, send, via email, copies of the invoice(s) in PDF file format to (1) the Contracting Officer’s Representative (COR); and (2) the Contracting Officer.

b. Payment. Provided that the contractor submits a proper invoice, payment for work performed under this contract will be made 30 days after receipt of invoices at the Accounts Payable Office.

Should any cost reflected on submitted invoices be questioned, the Contracting Officer may withhold all amounts in question until such time as the Contracting Officer determines the costs are valid. Invoices must provide an itemized breakdown of ordered CLIN’s per task/delivery order, including supporting documentation.

Payments under this contract will be made either by check or by wire transfer through the Treasury Financial Communications System at the option of the Government. Payments will be made monthly, in arrears, in accordance with AMS 3.3.1-17, “Prompt Payment.”

The Contractor must input the information required in AMS clause 3.3.1-34, Payment by Electronic Funds Transfer- System for Award Management (August 2012).

For invoice inquiries, please contact the FAA Accounts Payable Branch, AMZ-100 at telephone number 405-954-5200. The payment will be made pursuant to the “Mandatory Information for Electronic Funds Transfer Payment Methods” clause of this contract.

c. System/Materials Delivery Order Invoices. Invoices for equipment must show the contract number, site name, Contract Line Item Numbers (CLIN), and quantities of items billed. A copy of a FAA customer signed FAA Form 256, (Inspection Report of Material and/or Services), or for DOD sites a signed copy of the DD Form 250, (Material Inspection and Receiving Report) must accompany invoices for accepted equipment. Failure to include this documentation may delay payment.

d. Task Order Invoices. Invoices must not be submitted more frequently than monthly per Task Order/CLIN and must only reflect incurred cost data accumulated through the Contractor’s normal month-end accounting period.

Engineering support services invoices for authorized work must cite the assigned task number and must be submitted after completion of the task. The amounts billed must be accompanied by supporting documentation. The FAA identifies and tracks specific funds expended under each Task order. Invoices must be structured to easily identify the required information below:

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1. The contract number;

2. Period covered by the invoice;

3. Amount(s) due sorted by, the Individual worker(s); labor category/skill level; labor hours expended; labor Rates; the total due that invoice e and the cumulative amount due as of that invoice;

4. Itemized travel costs sorted by individuals; labor category/ skill level; the line total due for the invoiced period and the cumulative amount due as of that invoice;

5. Other direct costs must be identified with summarized data for the invoiced period cumulative amount(s) due as of that invoice; and

6. Itemized total of material handling costs with General and Administrative expenses for the invoice period and the cumulative amount due as of that invoice.

e. Certification. Invoice certification will be made by an authorized official of the contractor as follows:

Certification: I certify that this invoice is correct and in accordance with the terms of the contract and the costs included herein properly reflect the work performed.

Signature: _______________________ Date: ___________ Typed Name: ____________________ Title: _________ Telephone Number: _______________________

All data cited on invoices must be supported by substantiating documentation which, upon Government request, the Contractor must make available for review and audit by Government-authorized parties.

G.8 TRAVEL COSTS

Travel will be reimbursed on a cost plus general and administrative expense (no fee) basis, subject to Joint Federal Travel Regulations (JFTR) guidelines and any other limitations cited below. The estimated ceiling amount for all travel is indicated in Section B.

a. The Government will reimburse the Contractor, up to amounts allowed by the JFTR, for reasonable travel expenditures, incurred in the performance of this contract. In maintaining a policy of keeping travel costs ‘reasonable’ in the performance of this contract, the Contractor agrees to use a cost effective approach and continuously pursue opportunities to lower and contain travel costs using, where practical, group rate arrangements, off-peak travel itineraries and other similar travel cost containment methods. Further, the Contractor agrees to effect procedures to ensure Government reimbursable travel expenditures are only incurred when absolutely necessary.

b. Incurred travel costs, listed below, will be disallowed for Government reimbursement and considered as being expenditures to be absorbed by the Contractor. Included are costs:

(i) in excess of amounts allowed by the JFTR;

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(ii) within a Government installation, where Government transportation is available;

(iii) for personal convenience, including daily travel to and from work;

(iv) in the case of urgent emergent travel, in excess of amounts allowed by the JFTR, due to the Contractor not requesting Contracting Officer assistance reasonably in advance except for justifiable and documented circumstances which prevented such advance contact from being possible;

(v) in the replacement of personnel; and

(vi) for local travel, which is defined as travel originating and terminating within a 50 mile radius of the Washington DC area.

c. In the case of urgent emergent travel, if the Contracting Officer’s assistance has been reasonably requested in advance, or if requested as soon as practical after commencement of travel and properly justified and documented, the Contracting Officer may authorize, on a case-by-case basis, reimbursement for amounts in excess of JFTR rates. The Contractor must implement procedures to minimize urgent emergent travel. Any Contracting Officer decision regarding reimbursement of travel costs in excess of amounts allowed by JFTR, for urgent emergent travel, must be a unilateral decision, not subject to dispute or any right contained in the Disputes Clause of this contract.

d. Employee relocation costs are not authorized for reimbursement.

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Modification 001

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G.9 ACCOUNTING AND APPROPRIATION DATA

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