DRAFT_FIAR_ORDERING_GUIDE.docx

FA7014-17-R-5002

FIAR

Quality Assurance Surveillance Plan

AIR FORCE

FINANCIAL IMPROVEMENT & AUDIT READINESS (FIAR)

FOLLOW ON SUPPORT

INDEFINITE DELIVERY / INDEFINITE QUANTITY (ID/IQ)

TASK ORDERING GUIDE

Solicitation Number: FA7014-17-R-5002

FIAR

TABLE OF CONTENTS

FIAR IDIQ SUPPORT CONTRACT

FINANCIAL IMPROVEMENT AND AUDIT READINESS (FIAR) ORDERING PROCESS

1. BACKGROUND

Mission. The Financial Improvement and Audit Readiness (FIAR) requirement is owned by the Assistant Secretary of the Air Force (Financial Management and Comptroller) (SAF/FM), and the contract is managed by Air Force District of Washington. SAF/FM has the responsibility for providing the financial management and analytical services necessary for the effective and efficient use of Air Force (AF) resources, to include more than 650,000 military and civilian personnel and a budget of more than $160 billion. SAF/FM serves as the Secretary of the AF's trusted advisor by providing high-quality support to decision makers on budgetary, financial, cost and economic issues while continuously improving the quality, efficiency and customer-focus of AF financial services and operations. The Deputy Assistant Secretary for Financial Operations (SAF/FMF) is responsible at the executive level for ensuring the AF complies with legislative and executive financial management mandates leading to the effective and efficient use of AF resources. SAF/FM produces AF financial statements to assist financial managers in their decision- making processes by providing relevant and reliable financial information to help the AF meet the requirements of the FIAR. A major objective of SAF/FM is for these financial statements to achieve an unmodified or “clean” audit opinion for each AF financial statement. The Air Force began full financial statement audits in FY 2018.

The AF FIAR Support contract will provide Advisory & Assistance Services (A&AS) support in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 37.2 in the areas of Management and Professional Support Services and Studies, Analyses and Evaluations.

IAW FAR 37.202, A&AS services acquired under this contract may not include routine information technology services, unless they are an integral part of an A&AS contract; architectural and engineering services as defined in the Brooks Architect-Engineers Act (40 U.S.C. 1102); and research on theoretical mathematics and basic research involving medical biological, physical, social, psychological, or other phenomena.

1.1 Authority

Air Force District of Washington (AFDW) is authorized to purchase non-personal services on behalf the Department of the Air Force. AFDW/PK personnel will be the only personnel authorized to request proposals from the Contractor.

Hereafter, the “FIAR Contracting Officer” will be referred to as the “FIAR CO” and the “Procuring Contracting Officer” at the task order level will be referred to as the “PCO”.

1.2 Economy Act

In accordance with FAR 17.502-2(b), the Economy Act does not apply to task orders awarded under FIAR under the authority of 40 U.S.C. 501.

1.3 Contract Type

FIAR is a firm fixed priced, Indefinite Delivery, Indefinite Quantity (IDIQ) task order contract for professional, executive financial management, analytical services, budgeting reviews and auditing service based requirements which supports SAF/FM. FAR Part 16.5 and its applicable supplements, “Ordering Procedures” will be followed in the awarding of task orders.

1.4 Minimum Guarantee and Maximum Ceiling

The minimum dollar limitation for the FIAR IDIQ is $100 million (includes the aggregate total of all task orders for base year). There is no minimum or maximum dollar ceiling for each individual task order placed under FIAR. An unlimited number of task orders may be placed under FIAR for the term of FIAR, including all options, if exercised. The maximum ceiling for the entirety of the FIAR IDIQ is $800 million.

2. TASK ORDER PRICING

FIAR provides AFDW with the flexibility to determine fair and reasonable pricing tailored to the ordering agency’s requirement dependent upon level of competition, risk, uncertainties, complexity, urgency, and contract type. The PCO has the authority and responsibility for the determination of cost or price reasonableness for their agency’s task order requirements. Adequate price competition at the task order level, in response to an individual requirement, establishes the most accurate, fair, and reasonable pricing for that requirement.

2.1 Standardized Labor Categories

FIAR provides standardized labor categories that are provided to this ordering guide at Appendix A. These labor categories match the labor categories proposed and attached to the contract.

2.2 Fixed Price Task Orders

Fixed price is defined under Federal Acquisition Regulation (FAR) Subpart 16.2, Fixed-Price Contracts, and other applicable agency-specific regulatory supplements.

The FIAR ceiling rates that are in effect at the time a task order is awarded shall remain with the task order award during the entire term of the task order, including task orders with option periods.

2.2.1 Service Contract Labor Standards

The FIAR labor categories, identified in Appendix A, are considered bona fide executive, administrative, and professional labor that are exempt from service contract labor standards.

2.2.2 Labor outside the Continental United States (OCONUS)

“OCONUS” is defined as other than the 48 contiguous states plus the District of Columbia. It is anticipated that there may be task orders for work OCONUS.

The U.S. Department of State’s Bureau of Administration, Office of Allowances, publishes quarterly report indexes of living costs abroad, per-diem rate maximums, quarter’s allowances, hardship differentials, and danger pay allowances.

The Department of State Standardized Regulations (DSSR) is the controlling regulations for allowances and benefits available to all U.S. Government civilians assigned to foreign areas. For task orders issued under FIAR, Contractor civilians assigned to foreign areas may receive the allowances and benefits in the DSSR but, shall not receive allowance and benefits in excess of those identified in the DSSR.

For OCONUS task orders where costs are not specifically addressed in the DSSR, the Government will reimburse the Contractor for all reasonable, allowable, and allocable costs in accordance with FAR 31, Contract Cost Principles and Procedures, and other applicable agency specific regulatory supplements.

2.2.3 Travel

Travel costs are cost reimbursed at actual cost in accordance with the limitations set forth in FAR 31.205-46 and the Joint Travel Regulation.

2.2.4 Subcontracting

For commercial items, subcontracting shall follow the procedures set forth in FAR Part 12, Acquisition of Commercial Items, and other applicable agency-specific regulatory supplements.

The Contractor shall meet the requirements agreed upon at Contract award.

3. DESCRIPTION / SPECIFICATIONS /PERFORMANCE WORK STATEMENT

3.1 Objective

The objective of FIAR is to provide the Air Force with total integrated solutions for professional service based requirements IAW the Performance Work Statement (PWS).

These professional service requirements are commercial services and will be awarded under a FFP task order to meet the requirement.

3.2 Scope

SAF/FM produces AF financial statements to assist financial managers in their decision- making processes by providing relevant and reliable financial information to help the AF meet the requirements of the FIAR. A major objective of SAF/FM is for these financial statements to achieve an unmodified or “clean” audit opinion for each AF financial statement. The Air Force began full financial statement audits in FY 2018.

3.2.1 The AF FIAR Support contract will provide Advisory & Assistance Services (A&AS) support in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 37.2 in the areas of Management and Professional Support Services and Studies, Analyses and Evaluations.

3.2.2 IAW FAR 37.202, A&AS services acquired under this contract may not include routine information technology services, unless they are an integral part of an A&AS contract.

3.3 Services Not In Scope

The PCO will not issue a task order and a Contractor shall not accept or perform work for the following services when the predominate task order scope of work is:

a. A requirement that primarily uses employees not employed in a bona fide executive, administrative, or professional capacity as defined in 29 CFR Part 541 and/or employees primarily employed as labor or mechanics as defined in FAR Subpart 22.401

b. Inherently Governmental Functions as defined in FAR Subpart 2.101

c. Personal Services as defined in FAR Subpart 2.101

d. Architect & Engineering (A&E) Services as defined in FAR Subpart 2.101 and subject to the Brooks Architect- Engineers Act (40 U.S.C. 1102)

4. PACKAGING AND MARKING

Packaging and marking of all Contract Data Requirement List (CDRL) or deliverables must conform to normal commercial packing standards to assure safe delivery at destination. Clauses and other requirements regarding packaging and marking shall be designated by the PCO at the task order level.

5. INSPECTION AND ACCEPTANCE

5.1 INSPECTION AND ACCEPTANCE

Inspection and acceptance for FIAR is:

6. PERFORMANCE

6.1 Place of Performance

The services to be provided under FIAR shall be accomplished at the locations identified in the task order and may include locations in the Continental United States (CONUS) and Outside the CONUS (OCONUS).

6.2 Period of Performance

The term for FIAR is 23 July 2018 – 22 July 2023 (base plus four (4) one year options thereafter). The final date to be able to utilize FIAR is 22 July 2023. The Period of performance for each task order will be dictated at the task order level. Each task order will not exceed a one year period of performance. Options on task orders is authorized.

The period of performance for each task order awarded under FIAR shall be specified in the task order by the ordering agency. Task orders must be solicited and awarded prior to the FIAR term expiring and may extend up to 5 years after the FIAR term expires.

Task order option periods may be exercised after the FIAR term expires as long as the final task order option period does not extend the cumulative term of the task order beyond 5 years after the FIAR term expires.

After the FIAR term expires, FIAR will remain an active contract until the final task order is closed-out and shall govern the terms and conditions with respect to active task orders to the same extent as if it were completed during the FIAR term.

6.3 Performance Standards

FIAR is a performance based contract with measurable standards in terms of quality and timeliness of deliverables and compliances.

See Appendix B for the Services Summary

The FIAR CO or an authorized representative shall have the right to examine and audit all supporting records and materials, regardless of whether such items are in written form, in the form of computer data, or in any other form, for the purpose of enforcing all deliverables and compliances herein.

Acceptable Accounting Systems are mandatory for all Contractors on FIAR. Cost Accounting Standards (CAS) are mandatory unless, covered by exemption under 48 CR 9903.201-1 and 48 CFR 9903.201-2. All other systems and certifications are optional; however, Contractors are encouraged to acquire these systems and certifications.

All Systems, Compliances, and Certifications must be maintained at the Contractors current level at time of award or higher throughout the period of performance of FIAR. For example, if a Contractor received an evaluation credit for having an Approved Purchasing System and CMMI Level 3 certification at time of award, then the Contractor must maintain an Approved Purchasing System and CMMI Level 3 certification level or higher for the life of FIAR .

Failure to meet the following deliverables, CDRLs, reports, or compliance standards may result in actions being taken by the CO for performance issues.

6.4 Contract Data Requirements List (CDRLS) and Reporting Requirements IAW the DoD

The following table contains the CDRLs, deliverables and reports required for FIAR. Task order CDRLs, deliverables and reporting will be specified in the task order. The Government does not waive its right to request other deliverables or reports not specifically listed in the table below. Deliverables or reports are required until the final task order is closed-out for each Contractor. If a CDRL, deliverable or report is due on a calendar day that falls on a weekend day or a Government holiday, the deliverable or report is due the following business day.

<<<Insert the CDRL Schedule>>>>

6.5 Compliances

The following table contains compliances required for FIAR. Task Order compliances will be specified in the task order. The Government does not waive its right to request other compliances in order to align the FIAR contract with new statuary or regulatory requirements. The Government will provide the Contractor with at least 90 days' notice of these requirements.

and maintain sufficient financial resources and meet the responsibility standards and qualifications set forth in FAR Part 9

$100M (total estimated value of all task orders inclusive of all options) prior to the exercise of Option 1 under FIAR.

7. CONTRACT ADMINISTRATION DATA

7.1 Background

This section provides roles, responsibilities, and contract administration requirements for FIAR and each task order placed under FIAR. Clauses and other requirements regarding contract administration may be designated by the PCO.

7.2 Roles and Responsibilities of Key Personnel

This section describes the roles and responsibilities of Government and Contractor personnel. The current point of contact information of AFDW’s Key Personnel for FIAR will be designated in writing and updated as personnel change.

7.3 Program Manager (PM)

The FIAR PM is an AF Government official (Civilian or Military) who performs various programmatic functions for the overall success of the FIAR program. The PM will be appointed in writing and provided to the Contract. If the PM changes, the Contractor will be informed in writing.

7.4 Contracting Officer (CO)

The FIAR CO is the sole and exclusive AF Government official with actual authority to administer and/or modify the terms of FIAR, monitor the Contractor's performance in the areas of contract compliance and contract administration, and assist the Contractor and PCO on matters related to the FIAR terms and conditions.

The FIAR CO may delegate routine administrative functions to an authorized FIAR representative. The FIAR PCO, CO, and CM will be provided to the Contractor in writing. If any of these positions change, the Contractor will be informed in writing.

7.5 Ombudsman

5352.201-9101 Ombudsman

As prescribed in 5301.9103, insert the following clause:

OMBUDSMAN (APR 2014)

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offers, potential offers, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the AFDW/PK Ombudsman; Primary: Yolanda B. Felder, yolanda.b.felder.civ@mail.mil, (240) 612-6112, or Alternate: Jorge L. Manresa, Lt Col, USAF, jorge.l.manresa.mil@mail.mil , 240-612-6152, 1500 West Perimeter Rd, Suite 5750, Joint Base Andrews, Maryland, 20762. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/HQ AFICA/AFISRA/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer.

7.6 Procuring Contracting Office (PCO)

For purposes of FIAR, authorized users are identified as PCOs. Only an authorized user, who is a delegated PCO, may solicit, award, and administer a task order under FIAR. Personnel authorized to use FIAR will be provided to the Contractor in writing.

The PCO for each task order is the sole and exclusive Government official with actual authority to solicit, award, administer, and/or modify a task order under FIAR.

The PCO is encouraged to contact the FIAR CO or FIAR PM for any FIAR related assistance including but, not limited to, the following:

1. Training on the FIAR program and ordering procedures

2. Task order scope compliance with FIAR

3. Task order solicitation development

4. Assistance on disputes, claims, or protests under FIAR

5. Contractor performance under FIAR

The PCO duties include, but are not limited to:

1. Complying with the terms and conditions of FIAR

2. Complying with the ordering procedures outlined in FAR Subpart 16.505, and other agency specific regulatory supplements

3. Issuing task orders solicitations under the proper NAICS Code and corresponding FIAR IDIQ Contract

4. Allowing a reasonable time for proposal submission

5. Resolving any performance issues, disputes, claims or protests at the task order level

6. Responding to all Freedom of Information Act (FOIA) requests

7. Entering task order performance evaluation in the Contractor Performance Assessment Reporting System (CPARS) or alternative past performance assessment reporting system mandated by customer agencies that do not require the use of CPARS

8. Entering task order award data in the Federal Procurement Data System – Next Generation (FPDS-NG) upon task order award, if applicable

9. Providing solicitation and task order award data to the FIAR Contracting Officer in accordance with the FIAR Ordering Guide and Appendices

10. Closing out task orders in a timely manner

7.7 Contracting Officer’s Representative (COR)

The PCO for each task order may designate a Contracting Officer Representative (COR) or Contracting Officer Technical Representative (COTR) to perform specific administrative or technical functions.

The specific rights and responsibilities of the COR or COTR for each task order shall be described in writing, which upon request, shall be provided to the Contractor. A COR/COTR has no actual, apparent, or implied authority to bind the Government.

7.8 Contractor Key Personnel

The Contractor shall assign a Corporate FIAR Program Manager (COPM) and Corporate FIAR Contract Manager (COCM) as Contractor Key Personnel to represent the Contractor as primary points-of-contact to resolve issues, perform administrative duties, and other functions that may arise relating to FIAR and task orders solicited and awarded under FIAR. Additional Key Personnel requirements may be designated by the PCO at the task order level.

There is no minimum qualification requirements established for Contractor Key Personnel. Additionally, Contractor Key Personnel do not have to be full-time positions; however, the Contractor Key Personnel are expected to be fully proficient in the performance of their duties.

The Contractor shall ensure that the FIAR CO has current point-of-contact information for both the COPM and COCM. In the event of a change to Contractor Key Personnel, the Contractor shall notify the FIAR CO in writing, and provide all Point of Contact information for the new Key Personnel within five (5) calendar days of the change.

All costs associated with Contractor Key Personnel duties shall be handled in accordance with the Contractor’s standard accounting practices; however, no costs for Contractor Key Personnel may be billed to the FIAR Program Office.

Failure of Contractor Key Personnel to effectively and efficiently perform their duties will be construed as conduct detrimental to contract performance and may result in lower performance ratings reported to CPARS.

7.9 Corporate FIAR Program Manager (COPM)

The Contractor’s corporate management structure shall guarantee senior, high-level, program management of the FIAR Program, including a COPM to represent the company in all FIAR program-related matters.

The COPM duties include, but are not limited to:

1. Advising and assisting FIAR customers regarding the technical scope of FIAR and the overall attributes of the FIAR Program

2. Being ultimately responsible for ensuring that all reporting information required under FIAR is provided accurately, thoroughly and timely

3. Responsible for all performance issues related to FIAR and task orders awarded under FIAR

4. Attending all FIAR Program Management Review (PMR) Meetings and other FIAR meetings as scheduled

7.10 Corporate FIAR Contract Manager (COCM)

The Contractor’s corporate management structure shall guarantee senior, high-level, program management of the FIAR Program, including a COCM to represent the company in all FIAR contract-related matters.

The COCM duties include, but are not limited to:

1. Ensuring the company’s task order awards under FIAR are contractually in compliance with FIAR

2. Ensuring contract administrative functions and meeting all the performance reporting and compliance standards listed under TBD, are maintained

3. Ultimately responsible for ensuring that all contractual agreements, including modifications, are negotiated and put in place expeditiously

4. Ultimately responsible for ensuring that all task order invoicing is accurate and timely

5. Attending all FIAR Program Management Review Meetings (PMR) and other FIAR meetings as scheduled

8. CONTRACTOR ADMINISTRATION REQUIREMENTS

The following sections describe the administration requirements for FIAR and task orders awarded under FIAR. The COCM shall be the primary point-of-contact for these requirements.

Failure to meet administration requirements may result in an adverse performance rating on CPARS.

8.1 Invoice Data

The Contractor shall report invoice data from each paid or remitted invoice within 30 calendar days after the end of the reporting quarter, including the invoice data on task orders issued through the Wide Area Work Flow (WAWF) System Portal. (Note: Whatever method the Contractor chooses (e.g., “each paid” or “remitted”), the Contractor must be consistent in their reporting method throughout the term of the FIAR Contract)

If no Invoice Data was received during a required reporting period for a specific task order, the Contractor shall report in the “Zero Invoice Data” screen located in the WAWF system for that particular task order.

Regardless of contract type, the Contractor shall report the following into the WAWF System as a ‘2-N-1’ or ‘Combo’ submission per the base award directions – see 252.232-7006 Wide Area WorkFlow Payment Instructions:

1. FIAR Contract Number

2. Task Order Award Number (NOT the Solicitation Number)

3. Contractor Invoice Number

4. Date Invoice Paid

5. Amount of Invoice that was Labor

6. Amount of Invoice that was Other Direct Costs (if identified as separate CLIN(s) in the task order)

7. Amount of Invoice that was Travel (if identified as a separate CLIN in the task order)

8.2 Closeout Data

The Contractor shall submit task order close-out data quarterly following the expiration of a task order. This shall be accomplished for each and every task order. This data shall include:

1. Final Task Order Dollar Value

2. Cumulative Invoiced Amount

3. Final Invoice Paid (Y/N)

4. Release of Claims Date

5. Pending Actions Preventing Close-out

8.3 Subcontracting Plan

The Contractor shall comply with the Contractor’s Subcontracting Plan and Subcontracting Plan Participation Plan, incorporated into the FIAR contract by reference, to ensure that small business, small disadvantage business (SDB), women-owned business (WOSB), HUBZone small business (HUBZone), veteran-owned small business (VOSB), and service-disabled veteran-owned small business (SDVOSB), are provided the maximum practicable opportunity to participate as Subcontractors.

As stated in 15 U.S.C. 637(d)(8), any Contractor or Subcontractor failing to comply in good faith with the requirements of the subcontracting plan is in material breach of its contract. Further, 15 U.S.C. 637(d)(4)(F) directs that a Contractor’s failure to make a good faith effort to comply with the requirements of the subcontracting plan shall result in the imposition of liquidated damages.

The FIAR Program Office requires use of the electronic Subcontracting Reporting System (eSRS) modules as the secure, confidential, information management tool to evaluate subcontracting goal performance for FIAR.

The Subcontracting Plan covers the FIAR program as whole, however, the Contractor shall submit Individual Subcontract Reports (ISR) for Individual Subcontracting Plans, if applicable, and Summary Subcontract Reports (SSR) per each individual Pool the Contractor has a contract award using the web-based eSRS at http://www.esrs.gov.

Affiliates of the Prime Contractor or Subcontractor are not included in these reports. Subcontract award data reported by Prime Contractors and Subcontractors shall be limited to awards made to their immediate next-tier Subcontractors.

Contractors are required to adhere to their Subcontracting Plan, incorporated into the basic contract by reference. When a Contractor does not meet any one or more of their Subcontracting Goals for a given reporting period, the Contractor shall explain, in writing, the rationale for not meeting the goals in the comments section of the ISR/SSR.

8.4 Task Order CPARS

The FIAR CO does not administer or evaluate task order performance unless the task order exceeds $10 million. It is the sole responsibility of the PCO to evaluate each task order under FIAR using the process and criteria in the Contractor Performance Assessment Reporting System (CPARS) or alternative past performance assessment reporting system. PCOs and AF customer organizations or divisions must use CPARS for task orders awarded under FIAR.

At a minimum, the PCO will be responsible for evaluating final Contractor performance upon task order completion. Interim performance evaluations may be conducted as prescribed by the customer agency’s procedures on any task order with a period of performance exceeding one year.

Evaluations of Contractor performance will be provided to the Contractor as soon as practicable after completion of the evaluation. Contractors will be given a minimum of thirty (30) days to submit comments, rebutting statements, or additional information.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the task order file, and may be used by Federal agencies to support future award decisions.

8.5 Insurance

The insurance coverage specified in FAR Subpart 28.3, Insurance, is the minimum insurance requirement for FIAR. Insurance coverage applies to the FIAR program as a whole (e.g. this requirement is cumulative across Pool(s) the Contractor has been awarded FIAR contracts under).

The PCO may require additional insurance coverage or higher limits specific to a task order awarded under FIAR. If the task order does not specify any insurance coverage amounts, the minimum insurance requirements in FAR Subpart 28.3 shall apply to the task order. PCOs must tailor insurance coverage clauses, provisions, and other applicable terms and conditions specific to each task order’s contract type, solicitation, and award.

The Contractor must maintain the minimum insurance coverage for the entire term of FIAR. The Contractor shall notify the FIAR CO and designated PCO for affected task orders, in writing, if there are any changes in the status of their insurance coverage and provide the reasons for the change and copies of ACORD Form, Certificate of Liability Insurance, as applicable.

The FIAR CO will maintain a record of each FIAR Contractor’s status of insurance coverage for the PCO.

8.6 Mergers, Acquisitions, Novation’s, and Change-Of-Name Agreements

If a Contractor merges, is acquired, or recognizes a successor in interest to Government contracts when Contractor assets are transferred; or, recognizes a change in a Contractor’s name; or, executes novation agreements and change-of-name agreements by a CO other than the FIAR CO, the Contractor must notify the FIAR CO and provide a copy of the novation or other any other agreement that changes the status of the Contractor.

8.7 Responsibility and FAPIIS

The Contractor shall maintain sufficient resources and meet the responsibility standards and Contractor qualifications set forth in FAR Part 9, Contractor Qualifications, to continue performance under the FIAR program.

Subject to FAR 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters, the Contractor shall update the information in the Federal Awardee Performance and Integrity Information System (FAPIIS) on a semi-annual basis, throughout the term of FIAR, by posting the required information in the System for Award Management (SAM) database. This update applies for each Pool the Contractor has an award under.

8.8 FIAR AND TASK ORDER CLOSE-OUTS

FIAR contracts will be closed out upon the close-out of all task orders awarded under FIAR submitted.

The PCO is responsible for closing out their task orders under FIAR. Task order close-out will be accomplished within the procedures set forth in FAR Part 4, Administrative Matters, and FAR Part 42, Contract Administration and Audit Services, and other agency specific regulatory supplements.

The PCO is encouraged to utilize FAR Subpart 42.708, Quick-Closeout Procedures, to the maximum extent practicable. The PCO has the authority to negotiate settlement of indirect costs in advance of the determination of final indirect cost rates if the task order is physically complete and the amount of unsettled indirect cost to be allocated to the task order is relatively insignificant. A determination of final indirect costs under quick-closeout procedures shall be final for the task order it covers and no adjustment shall be made to other task orders for over-or under-recoveries of costs allocated or allocable to the task order covered by the agreement. Once agreement for quick-closeout is reached on an individual task order, a bilateral modification will be issued to close out the task order.

The Contractor agrees to cooperate with the PCO to close out task orders as soon as practical after expiration, cancellation, or termination. The Contractor must report all task order close outs in the CPRM (See Section G.3.2.5.).

8.9 OPTION DETERMINATION

After the base contract term of 12 months, FIAR has included an option to extend the term of the contract in order to demonstrate the value it places on quality performance by providing a mechanism for continuing a contractual relationship with a successful Contractor that performs at a level which meets or exceeds AF’s quality performance expectations.

In recognition of exceptional contract and task order performance of a particular Contractor during their base term of performance, the Government will consider exercising a Contractor’s Option.

The option determination for each Contractor will be based on FAR Subpart 17.207 for exercising the option term; the overall quality of the Contractor’s past performance under FIAR and task orders awarded against FIAR; meeting the CDRL, deliverable and compliance standards; and maintaining a strategic partnership between the FIAR Contractors, Air Force personnel, and AF customers to identify and achieve reciprocal goals.

9. CONTRACT REQUIREMENTS

9.1 Background

This section provides special contract requirements for FIAR and each task order placed under FIAR for the most effective and efficient streamlined ordering processes for customer agencies and to facilitate the overall quality and success of professional service based solutions.

Clauses and other requirements regarding special contract requirements may be designated by the PCO at the task order level.

9.2 Observance of Federal Holidays

The Contractor shall observe Federal holidays and other days identified in this section unless otherwise indicated in individual task orders. The Government observes the following days as holidays:

New Year’s Day Birthday of Martin Luther King Jr. Day Washington’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day, and Christmas Day

In addition to the days designated as holidays, the Government may also observe the following days:

1. Any day designated by Federal Statute; Executive Order; or President’s Proclamation

Notwithstanding holidays and Government closures, the Contractor shall perform in accordance with the terms established in FIAR and associated task orders.

9.3 Ordering Procedures

All task orders under FIAR must:

1. Be awarded by a PCO

2. Be within the scope of the IDIQ and all other terms and conditions of the FIAR contract

3. Be solicited and awarded under the proper NAICS Code and corresponding FIAR Contract Number

4. Identify the proper Product Service Code and,

5. Comply with the FIAR Contract, FIAR Ordering Guide, and the Ordering Procedures in FAR Subpart 16.505, Ordering, and other applicable AF specific regulatory supplements.

The PCO must tailor all optional and agency supplemental clauses, provisions, and other applicable terms and conditions specific to the task order; however, all clauses or applicable terms and conditions from the base IDIQ award will flow down to each individual task order and need not be called out separately.

All costs associated with the preparation, presentation, and discussion of the Contractor’s proposal in response to a task order solicitation will be at the Contractor’s sole and exclusive expense and each task order will be funded by the ordering agency at the task order level.

The Contractor will receive a Task Order Pricing Sheet (Attachment X) and will have five (5) business days to respond with the proposed labor categories, hours, and price. The pricing proposed will be compared to the accepted Pricing Sheet attached to the contract. The Contractor SHALL not exceed the agreed upon hourly rate for each labor category; however, discounting is acceptable and encouraged.

9.3.2 Systems, Certifications, and Clearances

Acceptable Accounting Systems are mandatory for all Contractors on FIAR. Cost Accounting Standards (CAS) are mandatory unless, covered by exemption under 48 CR 9903.201-1 and 48 CFR 9903.201-2. All other Systems, Certifications, and Clearances are optional; however, Contractors are encouraged to acquire the following Systems, Certifications, and Clearances for the benefit of customer agencies.

All Systems, Certifications, and Clearances must be maintained at the Contractors current level at time of award or higher throughout the period of performance of FIAR. For example, if a Contractor received an evaluation credit for having an Approved Purchasing System and CMMI Level 3 certification at time of award, then the Contractor must maintain an Approved Purchasing System and CMMI Level 3 certification level or higher for the life of FIAR .

Failure to meet the following deliverables, reports, or compliance standards may result in activation of Dormant Status and/or result in a Contractor being Off-Ramped (See Sections H.16. and H.17.).

For each Contractor, the FIAR Program Office will maintain a current list of all applicable Systems, Certifications, and Clearances for the PCO upon request.

9.3.3 Acceptable Accounting System

An acceptable accounting system is a system that is approved by the FIAR CO, in consultation with the Defense Contract Audit Agency (DCAA) and provides for the proper segregation, identification, accumulation, and allocation of direct and indirect costs for government procurements

Acceptable Accounting Systems are mandatory. The Contractor must maintain an acceptable accounting system for the entire term of FIAR. The Contractor shall notify the FIAR CO and designated PCO for affected task orders, in writing, if there are any changes in the status of their accounting system and provide the reasons for the change and copies of audit reports, as applicable.

Only those Contractors that maintain an acceptable accounting system, as approved by the FIAR CO, shall be eligible for task order solicitations.

9.3.4 Acceptable Estimating System

An estimating system is a system that includes policies, procedures, and practices for budgeting and planning controls, and generating estimates of costs and other data included in proposals submitted to customers in the expectation of receiving contract awards.

An acceptable estimating system means an estimating system that is:

1. Maintained, reliable, and consistently applied

2. Produces, verifiable, supportable, documented, and timely cost estimates that are an acceptable basis for negotiation of fair and reasonable prices

3. Is consistent with and integrated with the Contractor’s related management systems

4. Is subject to applicable financial control systems

An Acceptable Estimating System is not mandatory; however, Contractors are encouraged to have an acceptable estimating system approved by the Defense Contract Management Agency (DCMA) or other cognizant auditor for the entire term of FIAR. The Contractor shall notify the FIAR CO and designated PCO for affected task orders, in writing, if there are any changes in the status of their estimating system and provide the reasons for the change and copies of audit reports, as applicable.

9.3.5 Cost Accounting Standards (CAS)

Cost Accounting Standards (CAS) are a set of 19 standards and rules promulgated by the Government for use in determining costs on procurements and for Contractors to disclose in writing and follow consistently their cost accounting practices.

The Contractor and its Subcontractors may be subject to "full" CAS coverage which requires all 19 standards, "modified" CAS coverage which requires Standards 401, 402, 405, and 406, or be “exempt” from CAS coverage under 48 CFR 9903.201-1 and 48 CFR 9903.201-2. Also, a Contractor under "full" coverage is not subject to a standard where it does not apply.

When a Contractor is subject to CAS, the Contractor must comply with CAS coverage for task orders awarded under FIAR. CAS does not apply to task orders and subcontracts for the acquisition of commercial items under FAR Part 12 or when task orders and subcontracts are firm-fixed-price or fixed-price with economic price adjustment provided that the price adjustment is not based on actual costs incurred.

When a Contractor is subject to CAS, the Contractor must maintain CAS compliance by DCAA or other cognizant auditor for the entire term of FIAR. The Contractor shall notify the FIAR CO and designated PCO for affected task orders, in writing, if there are any changes to their CAS Disclosure Statements, Administration of CAS, or Cost Accounting Practice Changes, and provide the reasons for the change and copies of audit reports, as applicable.

CAS does not apply to task orders for the acquisition of commercial items when the task orders are firm-fixed-price or fixed- price with economic price adjustment provided that the price adjustment is not based on actual costs incurred.

9.3.6 Approved Purchasing System

An approved purchasing system means the Contractor’s purchasing system has been approved under a Contractor Purchasing System Review (CPSR) for efficiency and effectiveness with which the Contractor spends Government funds and complies with Government policy when subcontracting.

Advance notification requirements for subcontracting and consent to subcontract are not required when a Contractor has an approved purchasing system unless otherwise requested by the PCO on an individual task order or task orders with no subcontracting possibilities or for commercial items acquired under FAR Part 12.

An Approved Purchasing System is not mandatory; however, Contractors are encouraged to have a purchasing system approved by the Defense Contract Management Agency (DCMA) or other…