RFP DTFH61-09-R-00026 Attach 1-4.doc

DTFH61-09-R-00026

Attachment No. 1

Department of Transportation

Federal Highway Administration

Office of Acquisition Management Billing Instructions

Cost Reimbursement Contracts

1. Introduction Reimbursement procedures related to negotiated cost-type contracts involve the preparation and submission by Contractors of properly prepared vouchers to the Government. These instructions are provided for the use of Contractors in the preparation and submission of vouchers requesting reimbursement for work performed under the contract. The submission of vouchers as suggested herein will keep the correspondence and other causes for delay to a minimum and will thus assure prompt payment to the Contractor.

2. Forms to be Used In requesting reimbursement, Contractors are urged to use the regular Government voucher forms, Public Voucher for Purchases and Services Other than Personal, SF-1034 and Continuation Sheet, SF-1035. Or the Contractor may use its own forms, provided the Contractor’s forms follow the format of the SF-1034 and SF-1035.

3.

Preparation Each billing shall be prepared in an original and two copies, arranged in two parts as follows and submitted at intervals as specified by the terms of the contract. Each billing must be sequentially numbered, beginning with 1 for each contract. Billings for different contracts may not be co-mingled on a single billing.

Part I - Summary of All Costs This portion consists of a listing of cost elements, by general categories, i.e., direct labor, overhead, etc., showing the amounts incurred during the period covered by the billing. The reimbursement costs incurred, and the dates for the period for which billing is made, must fall within the period as set forth in the contract.

The Contractor shall include the following signed certification for support service contracts:

“I certify that the hours and/or materials identified are allocable to the job being billed and that the costs are justified as attributable solely to the performance of this

Government contract.”

Attachment No. 1

The Contractor shall include the following signed certification for all other cost reimbursement contracts other than support services:

“I certify that all payments requested have been incurred, are allocable to this contract and have not been billed previously.”

Part II - Details of Direct and Indirect Costs:

This part consists of a detailed statement of direct and indirect costs and supports each category of costs shown in Part I. The Contractor shall include a breakdown for the current billing period and cumulative totals since contract execution. The detailed information to be continued in Part II is to assist the Contracting Officer and program office personnel in verifying voucher vis-a-vis contract performance. The categories of costs should be itemized and described as follows:

a. Direct Labor Direct labor costs consist of salaries and wages paid for scientific, technical and other work performed pursuant to the terms of the contract and shall be billed as follows:

List employees whose salaries or wages, or portions thereof, were charged to the contract; show the name, title, rate, days (or hours) worked and amount for each individual. Indicate if the labor rates include fringe benefits. If it is the Contractor’s established practice to treat fringe benefits as a direct cost at a percentage of total labor costs, show the rate and amount as a separate item. If it is the Contractor’s established practice to treat fringe benefits as an indirect cost, such costs shall be billed separately as an indirect cost item.

The cost of direct labor charged directly to the contract shall be supported by time records maintained in the Contractor’s office.

(NOTE: Fringe benefits, bonuses, etc., are usually treated as indirect costs for inclusion in the overhead pool; however, they may be treated as direct labor costs or as “Other Direct Costs” if this treatment is in accordance with generally accepted accounting standards).

Premium pay is the difference between the rates normally paid on a straight time basis, and amounts paid for overtime or shift work. Such pay is not included in the direct labor and shall not be included in the billing for “direct labor” unless the Contractor has permission to utilize premium rates.

Unless provided for in the contract, premium pay must be authorized by the Contracting Officer in advance. Billings for unauthorized premium pay cause delays in payment due to suspensions and exchange of correspondence. Citations to authorizations for premium pay will avoid delays in payment.

DTFH61-09-R-00026

Attachment No. 1

Authorized premium pay may be shown in Part I as a single item; in Part II it must be separately itemized for each position or job category showing the amount and a citation of the Contracting Officer’s letter of authorization.

If there is an annual escalation clause for direct labor in the contract, these rates shall not be exceeded in the billings.

b.

Materials and Supplies Only those items which the Contractor normally treats as “direct costs” shall be claimed under this heading. Items costing less than $25 should be listed by category of materials or supplies (e.g., film, rentals, office supplies). Materials and supplies which exceed a unit price of $25 should be billed separately. Show the description and dollar amount of individual items. All materials and supplies charges must be supported by the Contractor’s records.

c.

Other Direct Costs NOTE: Other direct costs represent expenses related directly to the contract, provided such expenses are consistently treated as direct costs rather than indirect costs.

d.

Travel When authorized in the contract as a direct cost, travel costs directly related to specific contract performance may be billed as a direct cost. Travel costs detail in Part II shall include:

1.

Name of traveler and official title.

2.

Purpose of trip.

3.

Dates of departure and return to starting point (station or airport).

4.

Transportation costs, identified as to rail, air, private automobile (including mileage and rate) and taxi.

5. Unless otherwise authorized, travel costs will be reimbursed based on DOT Travel Regulations. This regulation provides for CONUS Per Diem reimbursement prescribed by GSA. Current regulation limits first and last days of travel to 3/4 Per Diem for each day.

If travel is made at other than economy fares, a statement shall be included indicating the reason for the deviation. Also, a copy of the air or rail ticket shall be included.

DTFH61-09-R-00026

Attachment No. 1 e.

Consultant Fees

Part II of the voucher shall include the consultant’s name, rate, number of days or parts of days and the total amount of charges.

f. Subcontract Payments The voucher shall include the name of the subcontractor and the total amount of charges, supported by a break-down by elements of cost.

g. Equipment Nonexpendable equipment must be identified, showing name of article, make, model, number of units, unit cost, and total cost.

h. Indirect Costs Pending the establishment of final negotiated indirect rates for the Contractor’s fiscal year or period of contract, whichever is applicable, indirect costs, i.e., overhead, fringe benefits and general and administrative expense must be billed at rates set forth in the contract. Rates can be changed during performance of the contract only by contract modification. When the rates are changed, the Contractor shall show revised rates on succeeding vouchers.

i. Fixed-Fee Fixed-Fee, is to be billed in accordance with the terms of the contract.

j. Cost of Money

If applicable, cost of money shall be billed at rates set forth in the contract.

k. Withholding Indicate the amount of cost/fee to be deducted from the cost subtotal, along with the percentage of withholding, as set forth in the contract.

DTFH61-09-R-00026

Attachment No. 2 OF-17 (12/93) Offer Label FAR (48) CFR 53.214(g)) FAR (48) CFR 53.215-1(h))

NOTICE TO OFFEROR

1.

This label may only be used on envelopes larger than 156 mm (6 1/8 inches) in height and 292 mm (11 1/2 inches) in length.

2.

Print or type your name and address in the UPPER left corner of the envelope containing your offer.

OFFER

SOLICITATION NO.: DTFH61-09-R-00026

DATE FOR RECEIPT OF OFFERS:

____September 11, 2009______ TIME FOR RECEIPT OF OFFERS: ______4:15 pm__________

OFFICE DESIGNATED TO RECEIVE OFFERS:

Federal Highway Administration

Office of Acquisition Management

1200 New Jersey Avenue, SE Washington, DC 20590

Attention: Jennifer Johnson, HAAM-30A

3.

Complete the bottom portion of this form and paste it on the LOWER left corner of the envelope, unless the envelope is 156 mm by 292 mm ( 6 1/8 inches by 11 1/2 inches) or smaller.

DTFH61-09-R-00026

Attachment No. 3

PAST PERFORMANCE QUESTIONNAIRE

Source Selection Sensitive (when completed)

OFFEROR/TEAM:____________________________________________________________________

1. REFERENCE INFORMATION FOR:

Contractor:

Contract Number:

( ) Cost-Reimbursement Type ( ) Other:

Period of Performance:

(current)..$

2. CONTACT INFORMATION: Please provide the following information for the person(s) providing the reference (to assist us in tracking responses received and resolving any conflicts in the evaluation process if necessary)

Name of Contact:

Phone & Fax Numbers:

Organization/Office:

Position Title/Grade:

Period of involvement in contract:

Questionnaire Completion Date:

Attachment No. 3

PAST PERFORMANCE QUESTIONAIRE

For the following questions, please circle/check the appropriate rating. Comment lines are provided for additional information if the #2 or #1 rating is given (however the comment lines may be used to provide any additional information deemed noteworthy).

High

Low

This area deals with compliance of contract requirements, to include appropriateness of personnel and technical excellence.

High

Low

This area deals with the contractor’s ability to meet milestones and delivery schedules, to include responsiveness to technical direction, completion of efforts on time including wrap-up and contract administration.

High

Low

This area deals with the contractor’s ability to control price/cost escalation during performance to include appropriate budgetary estimates, current/accurate/complete billings/invoices, relationship of negotiated costs to actual, claim submissions, cost efficiencies, and change order issues.

High

Low

This area deals with the contractor’s commitment to satisfaction and cooperative/reasonable businesslike behavior with own staff and customers to include: effective management, responsiveness to clients or Government program personnel, operates with honesty and integrity, prompt notification of problems, flexible and proactive qualities, effective contractor-recommended solutions, and effective subcontracting and teaming arrangements.

Comments (attach additional pages as necessary):

Attachment No. 3

GENERAL INFORMATION: Please provide answers to the following questions.

5.

Has the contractor ever been given a cure notice, show cause notice, suspension of progress payments, or other letters directing the correction of a performance problem; or has this contract been partially or completely terminated, or is there any pending termination actions? ( ) No ( ) Yes

If yes: ( ) Default ( ) Convenience; and please explain:

6.

Changes in contract dollar value throughout the life of the contract are/were attributable, for the most part, to:

( ) Government-issued change orders ( ) claims submitted by the contractor

( ) other Government actions

( ) other contractor actions (please explain below)

7.

Based on this contractor’s overall performance, would you award this contractor another Government contract?

( ) Yes ( ) No If no, please explain:

8.

If any of the above responses are based on adverse past performance, have you discussed it with the contractor and has the contractor had an opportunity to comment?

( ) Not Applicable ( ) Yes ( ) No If yes or no, please explain:

DTFH61-09-R-00026

Attachment No. 4

CONTRACT PRICING SUMMARY

(For New Contracts Including Letter Contracts)

(See Instructions on Reverse)

This form is for use in support of Standard Form 1411 prescribed by GSA, FAR (48 CFR) 53.215‑2(c), Format 7A

PAGE

OF

PAGES

OMB Control No. 2105‑0517

Expiration Date: 5/31/00

This collection of information is mandatory and will be used to fulfill the requirements of the Transportation Acquisition Regulation (TAR). Public reporting burden is estimated to average 5 hours per response, including the time for reviewing instructions searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any aspect of this collection of information, including suggestions for reducing this burden, to the FAR Secretariat (VRS), Office of Federal Acquisition and Regulatory Policy, GSA, Washington, D.C. 20405; and to the Office of Management and Budget,, Information and Regulatory Offices, 725 17th Street, NW, Washington, DC 20503. Please note that an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. The OMB control number for this collection is 2105‑0517.

NAME OF OFFEROR

SUPPLIES AND/OR SERVICES TO BE FURNISHED

HOME OFFICE ADDRESS

DIVISION(S) AND LOCATIONS(S) WHERE WORK IS TO BE PERFORMED

GOV'T SOLICITATION NO.

DTFH61-99-R-00025

.DETAIL DESCRIPTION OF COST ELEMENTS

A. PURCHASED PARTS

B. SUBCONTRACTED ITEMS

C. OTHER ‑‑

(1) RAW MATERIAL

(2) STANDARD COMMERCIAL ITEMS

TOTAL DIRECT MATERIAL

HOURS

RATE/

HOUR

EST COST ($)

TOTAL DIRECT LABOR

TOTAL LABOR OVERHEAD

A. SPECIAL TOOLING/EQUIPMENT

TOTAL SPECIAL TOOLING\EQUIPMENT

(1) TRANSPORTATION

(2) PER DIEM OR SUBSISTENCE

TOTAL TRAVEL

TOTAL INDIVIDUAL CONSULTANT SERVICES

TOTAL OTHER

SUBTOTAL DIRECT COST AND OVERHEAD

DTFH61-09-R-00026

Attachment No. 4

INSTRUCTIONS FOR COMPLETING CONTRACT PRICING SUMMARY

Offerors are instructed to prepare their cost proposals in sufficient detail to permit thorough and complete evaluation by the Government. A separate DOT F 4220.44 is required for the basic and each option period (if applicable). The supporting data for the DOT F 4220.44 shall be as follows. (NOTE: The DOT F 4220.44 shall be used to implement the requirements of the SF 1411 and does not relieve offerors from complying with FAR 15.804‑6 requirements.)

(a) The basis for all proposed rates (including a copy of the indirect cost pool and a computational trail used to arrive at the proposed rate shall be clearly identified when the proposed rates are not approved by a Government audit agency for use in proposals; or approved by the Government audit agency, but the approval is 12 months or more old. State rather an approved (within 12 months) Government audit agency rate was used.

(b) The information below clarifies FAR 15.804‑6 requirements for specific cost elements. The cost elements listed below shall be supported, as a minimum, with the following:

1.

DIRECT MATERIAL.

A.

Purchased Parts: Provide a consolidated priced summary of individual material quantities included in the various tasks, orders, or contract line items being proposed and the basis for pricing (vendor quotes, invoices prices, etc.). Give details on an attached schedule.

B.

Subcontracted Items: Show the total cost of subcontract effort and provide a separate SF 1411 and supporting DOT F 4220.44 for each subcontractor or written quotations from the prospective subcontractor in accordance with FAR 15.806‑2.

C.

Other.

(1) Raw Material: Consists of material in a form or state that requires further processing. Provide priced quantities of items required for the proposal. Show total cost and give details on an attached schedule.

(2) Standard Commercial Items: Consists of items that the offeror normally fabricates, in whole or in part, and that are generally stocked in inventory. Provide an appropriate explanation of the basis for pricing. If price is based on cost, provide a cost breakdown; if priced at other than cost, provide justification for exemption from submission of cost or pricing data, as required by FAR 15.804‑3(e). Show total cost and give details on an attached schedule.

2.

MATERIAL OVERHEAD. Show cost here only if your accounting system provides for such cost segregation and only if this cost is not computed as part of labor overhead (item 4) or General and Administrative (G&A) (item 6).

3.

DIRECT LABOR. Show the hourly rate and the total hours for each individual (if known) and discipline of direct labor proposed. Indicate whether actual rates or escalated rates are used. If escalation is included, state the degree (percent) and rationale used.

4.

LABOR OVERHEAD. See paragraph (a) above.

DTFH61-09-R-00026

Attachment No. 4

5.

OTHER DIRECT COSTS.

A.

Special Tooling/Equipment. Identify and support specific equipment and unit prices. Use a separate schedule if necessary.

B.

Travel. Identify and support each trip proposed and the persons (or disciplines) designated to make each trip. Identify and support transportation and per diem rates.

C.

Individual Consultant Services. Identify and support the proposed contemplated consultants. State the amount of service estimated to be required and the consultant's quoted daily or hourly rate.

D.

Other Costs. List all other direct charge costs not otherwise included in the categories described above (e.g., services of specialized trades, computer services, preservation, packaging and packing, leasing of equipment) and provide bases for pricing.

6.

GENERAL AND ADMINISTRATIVE EXPENSE. See paragraph (a) above and base approved by a Government audit agency for use in proposals.

7.

ROYALTIES. If more than $250, provide the following information on a separate page for each separate royalty or license fee; name and address of licensor; date of license agreement; patent numbers, patent application serial numbers, or other basis on which the royalty is payable; brief description (including any part of model numbers of each contract item or component on which the royalty is payable); percentage or dollar rate of royalty per unit; unit price of contract item; number of units; and total dollar amount of royalties. In addition, if specifically requested by the Contracting Officer, provide a copy of the current license agreement and identification of applicable claims of specific patents. (See FAR 27.204 and 31.205‑37)

8.

SUBTOTAL ESTIMATED COST. Enter the total of all direct and indirect costs excluding Contract Facilities Capital and Cost of Money and Fee or Profit.

9.

CONTRACT FACILITIES CAPITAL AND COST OF MONEY. Show total cost on line 9 and attach supporting calculations on the CASB‑CMF forms. (See FAR 31.205‑10).

10.

SUBTOTAL ESTIMATED COST. Enter the total of all proposed costs excluding Fee or Profit and insert this amount in Section 6.A. of SF 1411.

11.

FEE OR PROFIT. Enter this proposed Fee or Profit and insert this amount in Section 6.B. of SF 1411.

12.

TOTAL ESTIMATED COST AND FEE OR PROFIT. Enter the total estimated cost including Fee or Profit.

(c) Under the column entitled, "Reference," identify the attachment where information supporting the specific cost element may be found.