FCHS2_Section_G_Contract_Administration_Data.pdf

Foundation Cloud Hosting Services II (FCHS2) Section G

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Section G – Contract Administration Data

G.1 Authorities

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, administration of the contract will require maximum coordination between the Government and the Contractor. The following information identifies the individuals responsible for this coordination.

G.2 Authority

The following Government positions have the authority for this contract:

Contracting Officer (CO)/Administrator, Contracting Officer’s Representative (COR) and

Contractor’s Project Manager

G.2.1 Contracting Officers (CO) and Contract Specialist (CS) for this contract:

The official address of the Contracting team is located below. Individuals telework away from their duty station. Unless otherwise directed, all correspondence should be submitted electronically addressed to the individual(s) at their respective email address.

Department of the Interior

Interior Business Center

Division I, Branch II

381 Elden Street, Suite 2000A

Herndon, VA 20170

Name/Title Phone Email Address

Tonya Lovelace, Branch Chief

Division I, Branch II

Office: 703-964-3630

Mobile: 571-926-0537

Tonya_Lovelace@ibc.doi.gov

Christopher Morningstar, Contracting Officer

Office: 703-964-8444, Mobile: 703-943-0062

Christopher_S_Morningstar@ibc.doi.gov

Carla Mosley, Contracting Officer

703-964-8853 Carla_Mosley@ibc.doi.gov

Chiketta Dennis, Contract Specialist

703-964-3623 chiketta_dennis@ibc.doi.gov

Jaleeza Smith, Contract Specialist

703-964-8818 jaleeza_smith@ibc.doi.gov

A Contracting Officer, in accordance with Subpart 1.6 of the Federal Acquisition

Regulation (FAR), is the only person authorized to make or approve any changes in any of the requirements of this contract, and notwithstanding any clauses contained elsewhere in this contract, the said authority remains solely with a Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than a Contracting mailto:Tonya_Lovelace@ibc.doi.gov mailto:Christopher_S_Morningstar@ibc.doi.gov mailto:Carla_Mosley@ibc.doi.gov mailto:chiketta_dennis@ibc.doi.gov mailto:jaleeza_smith@ibc.doi.gov

Foundation Cloud Hosting Services Section G

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Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

G.2.2 Contracting Officer’s Representative (COR)

A COR will be identified at the base IDIQ level at time of award.

Individual Task Orders will be assigned specific COR at time of award of the individual task order

COR appointment letters will identify roles and responsibilities at time of award.

G.2.2.1 Contractor’s Representative

The Contractor shall provide a Contracts Manager at the IDIQ level to facilitate

Government-Contractor communications, herein after referred to as the Base IDIQ

Contracts Manager. The IDIQ Contracts Manager shall be the managerial interface between the Contractor and Contracting Officer (CO) and the Base IDIQ COR. The name of this person, and an alternate or alternates, who shall act for the contractor when the

Manager is absent, be designated in writing to the CO. The Base IDIQ Contracts

Manager or alternate will have full authority to act for the contractor on all contract matters relating to daily operations. The Contractor's designated Base IDIQ Contracts

Manager for this contract is:

Name: TO BE DETERMINED AT TIME OF AWARD

Address:

Phone:

Fax:

Email:

The Contractor's designated Project manager for this contract shall have the authority to make any no-cost contract technical, hiring and dismissal decision, or special arrangements regarding this contract.

Project Manager or Managers will be identified at the task order level as necessary.

G.3 Other Administrative Considerations

G.3.1 Correspondence

To promote timely and effective administration, correspondence shall be subject to the following procedures:

a. Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the Contracting Officer’s

Representative (COR) with an information copy to the Contracting Officer (CO).

b. All other correspondence, including invoices, (that which proposes or otherwise

G-3 involves waivers, deviations or modifications to the requirements, terms or conditions of this SOW) shall be addressed to the CO with an information copy to the COR.

G.4 Invoice Submission

Upon delivery of services in accordance with this IDIQ contract, the Contractor is authorized to submit a valid electronic invoice for payment in the Internet Payment

Platform (IPP). The Contractor shall bill no more than once a month after the completion of services. The Contractor agrees that the submission of an invoice to the Government for payment is a certification that the services for which the Government is being billed are in the quantity and of the quality designated by the contract.

The Contractor is responsible for ensuring invoices submitted are accurate, complete, and are in accordance with the federal guidelines and other Government mandates and directives.

G.4.1 Electronic Invoicing and Payment Requirements – Invoice Processing

Platform (IPP) (April 2013)

Payment requests must be submitted electronically through the U. S. Department of the

Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial Services included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Invoices are to be submitted no later than 45 calendar days from the end of the billing cycle.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice:

At a minimum, the following information shall be included on the invoice:

a. Name and address of the Contractor

b. Invoice number and date

c. Task Order number

d. Start and end dates covered in the invoice

e. Description by Line Item

f. Quantity by Line Item

g. Price and unit price by Line Item

h. Other substantiating documentation or information as required by the Task Order

i. Any ODCs or Travel incurred (including approvals, supporting documentation, and receipts for all charges) for the billing period and cumulative to date https://www.ipp.gov/

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j. The line item being invoiced against Labor Hour/Time & Materials Line Items:

At minimum, the following information shall be included on or as an attachment to the invoice:

1) Billing Period Covered for services performed

2) Name of Employee

3) Productive Direct Labor Hours for Current Billing Period

4) Labor Category

5) Hourly Rate

6) Total Dollar Amount

7) Cumulative Direct Labor Hours to Date

8) Not-To-Exceed hours

The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in

SAM) will receive enrollment instructions via email from the Federal Reserve Bank of

St. Louis (FRBSTL) within 3 – 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the

Contracting Officer with its proposal or quotation.

G.4.2 Final Invoice

Within 60 calendar days of completion of services:

a. The Contractor shall submit a final invoice, designated as such by a clear statement of “FINAL INVOICE” on the face of the invoice document.

b. The Contractor shall provide a certificate of completion, which certifies all goods and services have been provided as required by the Task Order.

c. The Contractor shall provide a release of claims against the Government for any further payment under the Task Order.

The 60-calendar day submission timeframe shall not be extended without written authorization from the CO. In the event items a, b, or c above are not submitted within the authorized timeframe, the CO will make a final cost determination in order to make final payment and closeout the contract unilaterally.

G.5 Method of Payment

The Department of the Interior has adopted the Department of Defense’s Central

Contractor Registration database as its database for contractor information. All payments by the Government under this contract shall be made by electronic funds transfer (EFT).

Therefore, the provisions of FAR 52-232.33, Payment by Electronic Funds Transfer –

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Central Contractor Registration, apply and are hereby incorporated by reference in

Section I of this contract.

G.6 Payment for Unauthorized Work

No payments will be made for any unauthorized supplies and/or services, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

G.7 Failure to Submit Quotes and/or Sub-Contract

Prime Contractors are expected to fully participate in this Contract. Contractors should evaluate task order requests, submit offers and partner with small businesses in accordance with FAR 52.219-8, Utilization of Small Business Concerns and FAR

52.219-9,Small Business Subcontracting Plan, when applicable, to meet task order objectives as well as small business goals. It is expected that contractors will respond to all task orders and/or provide a valid reason for non-participation. During each Option exercise, the Government will evaluate activity, participation, offerings aligned with ongoing and prospective requirements. If the Contractor is absent from (1) submitting quotes, (2) has no open or prospective task order awards, (3) their participation in the solicitation process is minimal, (4) offerings are no longer in alignment with requirements, (5) or is not meeting the goals established in their Small Business

Participation Commitment Document, the Government may choose to not exercise their next option.

G.8 DIAR 1452.201-70 Authorities and Delegations (SEP 2011)

a. The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work.

b. The Contracting Officer will designate a Contracting Officer's Representative

(COR) at time of award. The COR will be responsible for technical monitoring of the contractor's performance and deliveries. The COR will be appointed in writing, and a copy of the appointment will be furnished to the Contractor.

Changes to this delegation will be made by written changes to the existing appointment or by issuance of a new appointment.

c. The COR is not authorized to perform, formally or informally, any of the following actions:

1. Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract;

2. Waive or agree to modification of the delivery schedule;

3. Make any final decision on any contract matter subject to the Disputes Clause;

4. Terminate, for any reason, the Contractor's right to proceed;

5. Obligate in any way, the payment of money by the Government.

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d. The Contractor shall comply with the written or oral direction of the Contracting

Officer or authorized representative(s) acting within the scope and authority of the appointment memorandum. The Contractor need not proceed with direction that it considers to have been issued without proper authority. The Contractor shall notify the Contracting Officer in writing, with as much detail as possible, when the COR has taken an action or has issued direction (written or oral) that the Contractor considers to exceed the COR's appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the Contracting Officer's response issued under paragraph (e) of this clause.

e. The Contracting Officer shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the Disputes clause of this contract.

f. The Contractor shall provide copies of all correspondence to the Contracting

Officer and the COR.

g. Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the Contracting Officer or the COR acting within his or her appointment, shall be at the Contractor's risk.

(End of clause)