Section_G.doc

Solicitation No. HSCGG3-10-R-PWV500 USCG-Operations Systems Center (OSC), APLES

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Contract Administrative Authority

Contracting Officer (KO)

Kathy P. Klein

Phone: 304-264-2566

FAX:

304-264-3817

E-mail: Kathy.p.klein@uscg.mil

Contract Specialist

Sherrie D. Walters

Phone: 304-264-5128

FAX: 304-264-3817

G.2 Appointment and Authority of Contracting Officer’s Technical Representative

(COTR)

a.

The Contracting Officer shall appoint, in writing, a COTR, for all task orders issued. The Contractor shall be provided a copy of the appointment letter identifying the tasks for which the COTR is responsible. The COTR may not re-delegate his/her authority.

b.

The COTR will act as the liaison to coordinate activities between the Contractor and the Contracting Officer, as required, in the performance of the work under this contract. The COTR has authority to provide technical clarification of the contract requirements but does not have authority to modify any contract provisions, including, without limitation, changing the scope of the work, the cost/price thereof, or the performance delivery schedule(s). Technical clarification will be issued in writing by the COTR or confirmed by the COTR in writing within five calendar days after verbal issuance.

c.

Only the Contracting Officer has the authority to change the terms and conditions of this contract or task orders issued. In the event the Contractor effects changes to the contract at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without any authority and no adjustments will be made to the contract.

d.

If the Contractor deems technical direction to modify or conflict with any contract provision, the Contractor shall refer the matter to the Contracting Officer.

G.3 Address of Correspondence All correspondence except as otherwise specified shall be directed to the Contracting Officer at the following address:

U. S. Coast Operations Systems Center

408 Coast Guard Drive

Kearneysville, WV 25430-3002

Contract No. ________________________ Task Order No. ________________________

G.4 Ordering Procedures a.

Each Task Order shall:

1.

Incorporate any additional terms and conditions applicable to the task order .

2.

Set forth a detailed statement of work and description of the requirements to be provided.

3.

Set forth any additional terms and conditions relative to the services to be performed.

4.

Set forth the obligated Task Order amount, and applicable appropriation, accounting, and financial data.

5.

Include the Contracting Officer’s signature.

b.

Under no circumstances shall an order or a modification to an order be issued if the delivery requirements extend beyond 1 year after the expiration of the initial contract or any option year.

c.

Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering Clause. The Contractor shall furnish to the Government, the services or supplies specified in the schedule up to and including the quantity designated in the schedule as the “maximum.”

d.

There is no limit on the number of Task Orders that may be issued provided the maximum ceiling of the IDIQ Contract is not exceeded.

G.5 Payment Information The Coast Guard requires the Contractor to submit certain information to the United States Coast Guard Finance Center in order to facilitate Electronic Funds Transfer (EFT) payment for deliveries or performance under this Task Order. Accordingly, prior to submitting the first invoice for payment, the Contractor shall complete the EFT/ACH Vendor Payment Enrollment Form provided in Section J, Attachment 2 of this Task Order. The form shall be provided directly to the United States Coast Guard Finance Center (“payment office”) at the address below:

Commanding Officer

USCG Finance Center

1430A Kristina Way

Chesapeake, VA 23326

Failure to submit the EFT/ACH Vendor Payment Enrollment Form to the above USCG Finance Center address as soon as possible after award may result in nonpayment of invoices.

G.6 Request for Payment A request for payment, whether referred to as an invoice or voucher, is proper if it complies with FAR 52.232-25, Prompt Payment [(a) (3) (i) through (a) (3) (viii)] and the information provided in this section.

a.

If a request for payment does not include all the items required by FAR 52.232-25, entitled “Prompt Payment,” then the request is not proper and shall be returned with a statement of the reason(s) it is not proper.

b.

If a request for payment includes all the items required by FAR 52.232-25, entitled “Prompt Payment”, but is inaccurate, then the request is not proper, and the Contractor shall be notified, in writing, of the error(s). The Government reserves the right to return an inaccurate request for payment with a statement of the reason(s) it is not proper.

The Contractor shall submit SF 1034, Public Voucher for Purchases and Services Other Than Personal, and Summary Cost Reports (as described in G.8 below) to request payments under this contract. The Summary Cost Reports are required in lieu of SF 1035, Public Voucher for Purchases and Services Other Than Personal (Continuation Sheet). The SF 1034 and Summary Cost Reports must be completed as required by this clause.

The SF 1034, Summary Cost Reports, and Cost Price Reports shall be submitted monthly and incorporate a single period of performance (a calendar month) for the prime Contractor as well as any subcontractors. The Summary Cost Report by GFY shall be submitted monthly and incorporate Government Fiscal Year-to-Date (FYTD) period of performance.

All cost data invoiced in forms SF 1034 and the Summary Cost Reports shall be in complete agreement with the details provided in the Detailed Cost Report and Project Cost Code Report. Additionally, the amount on the submitted SF 1034 must be equal to the grand total of the Summary Cost Report for the invoice to be considered accurate and proper.

The SF 1034 shall be completed in accordance with the instructions provided in the Section G, Attachments.

G.7 Project Cost Code Report

The Government may require the Contractor to segregate maintenance and development activities that allow for the tracking of costs associated with discrete quantities of work. It may be necessary to separately track all incurred costs allocable to a specific body of work. Additionally, the Government may require the Contractor to segregate maintenance and development costs associated with discrete quantities of work. It may be necessary to separately track all incurred costs allocable to a specific body of work. These costs shall be tracked in the Project Cost Code Report.

As directed by the Government, the Contractor shall report performance against the plan, labor utilization and costs, and all variations from plan with associated explanations, for each open Project Code in the Monthly Progress Brief. The Contractor shall provide reports coinciding with the monthly invoices and cost reports.

G.8 Monthly Cost Invoices and Cost Reports The Contractor shall produce three categories of cost reports to be delivered monthly in hard copy format: 1) Summary Cost Reports, 2) Sub-CLIN Cost Reports, and 3) System Cost Reports. In addition, the Contractor shall provide a Detailed Cost Report as an electronic spreadsheet report only. The specific data elements to be included in each report are outlined in G.8 to follow. The following instructions shall apply to all three reports, where applicable.

The Contractor shall provide two copies and an electronic copy of Invoices and Cost Reports to the Contracting Officer at the address listed in Section G.3. Invoices and Cost Reports should be delivered no later than the 15th calendar day of every month for the proceeding performance month.

The reports shall cover the exact same performance period as the Contractor’s Contract invoice submitted in accordance with the requirements described.

Each report shall include both prime Contractor and subcontractor labor and cost data for the same period of performance.

Subcontractor labor shall be reported as labor and not as ODCs for the Prime Contractor.

Prime Contractor and subcontractor ODCs shall not be differentiated as to which contractor incurred the cost.

All costs shall be reported as fully burdened

Two copies of each of these reports shall be submitted to the Contracting Officer.

All material, labor, and other direct costs will be calculated to a total estimated direct cost. The Contractor shall then apply appropriate overhead rates, general and administrative costs, and fees to produce a total estimated cost.

Failure to provide the required information shall be cause for rejection of the invoice for the same reporting period.

G.9 Cost Reports - Other than Fixed Price Task Orders:

For all Task Orders issued, the following cost reports shall be delivered monthly:

Summary Cost Report by Option Period Summary Cost Report by Government Fiscal Year (GFY) Sub-CLIN Cost Report by Option Period

Sub-CLIN Cost Report by GFY

System Cost Report by Option Period

System Cost Report by GFY

Sub-CLIN Total Personnel Staffing Report by Option Period

System Total Personnel Staffing Report by Option Period

Sub-CLIN Cumulative Cost Report by Option Period

System Cumulative Cost Report by Option Period

Electronic cost file detailing all cost data for the current reporting and cumulative costs for GFY

The data elements that must be included in each Cost Report are listed below. The Contractor shall propose their Cost Report format to be approved by the Government. Cost Reports are to be provided for each SF 1034 as a hard copy report for the voucher period and shall be prepared in accordance with the following instructions.

The Summary Cost Reports by Option Period and Summary Cost Reports by GFY shall include both the prime Contractor’s and all subcontractors’ labor costs and other cost data for the same period of performance. The period of performance for all Summary Cost Reports shall be a calendar month. The Summary Cost Reports shall be cumulative by Option Period. The Summary Cost Reports by GFY shall be cumulative by Government Fiscal Year. The Contracting Officer shall approve any changes in the format for the Summary Cost Reports in advance.

All subcontractor labor shall be reported under the labor category heading and shall not be reported as Other Direct Costs (ODCs) for the prime Contractor.

The prime Contractor and any subcontractors shall report labor rates for each labor category as a composite burdened labor rate.

Prime Contractor and subcontractor ODCs shall not be differentiated as to which contractor incurred the cost but shall be reported as a single item cost under the Task Order.

Labor costs and ODCs shall be reported for every Sub-CLIN and System as identified in the Performance Work Statement.

The Summary Cost Report by Option Period and Summary Cost Report by GFY provide a roll up of the cumulative costs for all Task Order Sub-CLINs for both the current reporting period (current month) as well as the Option Period and GFY. The Summary Cost Report by Option Period and Summary Cost Report by GFY shall include the following data elements:

Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Estimated Task Order Cost

Estimated Fixed Fee

Estimated Total Cost Plus Fixed Fee Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Estimated Task Order Cost

Estimated Fixed Fee

Estimated Total Cost Plus Fixed Fee

For each labor category supporting the task order:

Labor category name and level

Burdened hourly rate

Current month hours

Current month dollars

Cumulative Option Period hours

Cumulative Option Period dollars For each labor category supporting the task order:

Labor category name and level

Burdened hourly rate

Current month hours

Current month dollars

Cumulative GFY hours

Cumulative GFY dollars

ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs Miscellaneous

Total current month cost Total cumulative Option Period cost

Current month fixed fee Cumulative Option Period fixed fee

Total current month cost plus Fixed Fee

Cumulative Option Period cost plus Fixed Fee Total current month cost

Total cumulative GFY cost

Current month fixed fee

Cumulative GFY fixed fee

Total current month cost plus Fixed Fee

Cumulative GFY cost plus Fixed Fee

The Sub-CLIN Cost Report by Option Period and the Sub-CLIN Cost Report by GFY provide the costs for each Sub-CLIN for both the current reporting period (current month) as well as the Option Period and GFY. The Sub-CLIN Cost Report by Option Period and the Sub-CLIN Cost Report by GFY shall include the following data elements:

Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Estimated Task Order Cost

Estimated Fixed Fee

Estimated Total Cost Plus Fixed Fee Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Estimated Task Order Cost

Estimated Fixed Fee

Estimated Total Cost Plus Fixed Fee

For each labor category supporting the task order:

Labor category name and level

Burdened hourly rate

Current month hours

Current month dollars

Cumulative Option Period hours

Cumulative Option Period dollars For each labor category supporting the task order:

Labor category name and level

Burdened hourly rate

Current month hours

Current month dollars

Cumulative GFY hours

Cumulative GFY dollars

ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs

Total current month cost

Total cumulative Option Period cost

Current month fixed fee

Cumulative Option Period fixed fee

Total current month cost plus Fixed Fee

Cumulative Option Period cost plus Fixed Fee Total current month cost

Total cumulative GFY cost

Current month fixed fee

Cumulative GFY fixed fee

The System Cost Report by Option Period and the System Cost Report by GFY provide the costs for each System for both the current reporting period (current month) as well as the Option Period and GFY. The System Cost Report by Option Period and the System Cost Report by GFY shall include the following data elements:

Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Estimated Task Order Cost

Estimated Fixed Fee

Estimated Total Cost Plus Fixed Fee Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Estimated Task Order Cost

Estimated Fixed Fee

Estimated Total Cost Plus Fixed Fee

For each labor category supporting the task order:

Labor category name and level

Burdened hourly rate

Current month hours

Current month dollars

Cumulative Option Period hours

Cumulative Option Period dollars For each labor category supporting the task order:

Labor category name and level

Burdened hourly rate

Current month hours

Current month dollars

Cumulative GFY hours

Cumulative GFY dollars

ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs

Total current month cost

Total cumulative Option Period cost

Current month fixed fee

Cumulative Option Period fixed fee

Total current month cost plus Fixed Fee

Cumulative Option Period cost plus Fixed Fee Total current month cost

Total cumulative GFY cost

Current month fixed fee

Cumulative GFY fixed fee

The Sub-CLIN Total Personnel Staffing Report and System Total Personnel Staffing Report provide details on all Contractor employees charging labor hours to a particular Sub-CLIN or System. The Sub-CLIN Total Personnel Staffing Report and System Total Personnel Staffing Report shall include the following data elements:

Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

For each labor category supporting the task order:

Labor category name and level

Employee name

Current month hours for each employee

Cumulative Option Period hours for each employee

Current month hours for each labor category level

Cumulative Option Period hours for each labor category level For each labor category supporting the task order:

Labor category name and level

Employee name

Current month hours for each employee

Cumulative Option Period hours for each employee

Current month hours for each labor category level

Cumulative Option Period hours for each labor category level

Total current month hours

Total cumulative Option Period hours Total current month hours

Total cumulative Option Period hours

The Sub-CLIN Cumulative Cost Report and System Cumulative Cost Report provide a roll up of all costs for each Sub-CLIN and System, respectively, as well as a breakdown of total cost by maintenance and enhancement charges. The Sub-CLIN Cumulative Cost Report and System Cumulative Cost Report shall include the following data elements:

Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Contract Period Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

Contract Period

For each Sub-CLIN supporting the task order:

Estimated ceiling (including Fixed Fee)

Total cost to date (including Fixed Fee)

% expended

Maintenance costs to date

Enhancement costs to date For each System supporting the task order:

Estimated ceiling (including Fixed Fee)

Total cost to date (including Fixed Fee)

% expended

Maintenance costs to date

Enhancement costs to date

Total CLIN cost for:

Estimated ceiling (including Fixed Fee)

Total cost to date (including Fixed Fee)

% expended

Maintenance costs to date

Enhancement costs to date Total Sub-CLIN cost for:

Estimated ceiling (including Fixed Fee)

Total cost to date (including Fixed Fee)

% expended

Maintenance costs to date

Enhancement costs to date

The Electronic cost file shall be delivered in .xls format and shall include the following data elements (note: sample data is provided for exemplary purposes only):

Electronic Cost File

Field Name:

Sample Data:

Option Period

OP1

Labor Category

Applications Engineer I

Labor Category group

Applications Engineer Sub-CLIN/Service

0002AF

Sub-CLIN Name

Operations Systems

System Name

MISLE

Project Code

AF-M001

Project Code Description

MISLE Modernization

Project Type

M (maintenance) or E (enhancement)

Employee Name

Milton Waddams

Burdened Rate

$0.00

FYTD Hours

0.00

FYTD Cost

$0.00

Current Month Hours

0.00

Current Month Costs

$0.00

OCT Hours

0.00

OCT Cost

$0.00

NOV Hours

0.00

NOV Cost

$0.00

DEC Hours

0.00

DEC Cost

$0.00

JAN Hours

0.00

JAN Cost

$0.00

FEB Hours

0.00

FEB Cost

$0.00

MAR Hours

0.00

MAR Cost

$0.00

APR Hours

0.00

APR Cost

$0.00

MAY Hours

0.00

MAY Cost

$0.00

JUN Hours

0.00

JUN Cost

$0.00

JUL Hours

0.00

JUL Cost

$0.00

AUG Hours

0.00

AUG Cost

$0.00

SEP Hours

0.00

SEP Cost

$0.00

G.10 Cost Report - Fixed Price Task Orders For all Task Orders issued, cost reports must include:

Fixed Price Cost Report by Option Period

Fixed Price Cost Report by Government Fiscal Year (GFY) Fixed Price Cost Report and Fixed Price Cost Report by GFY shall include the data elements listed below. The Fixed Price Cost Reports are to include costs for all fixed price Sub-CLINs.

Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period Report Name

Contract Number

Task Order Number

Vendor Name

CLIN

Invoice Period

For each labor category supporting the task order:

Labor category name and level

Current month dollars

Cumulative Option Period dollars

Fixed price For each labor category supporting the task order:

Labor category name and level

Current month dollars

Cumulative Option Period dollars

Fixed price

ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs ODCs detailed by the following categories:

Software licenses Software maintenance

Consulting services

Travel Miscellaneous ODCs

Indirect Costs

Total current month cost

Total cumulative Option Period cost

Total fixed price Total current month cost

Total cumulative Option Period cost

Total fixed price

Completion Voucher: The completion (final) voucher also referred to as the final invoice, is the last voucher to be submitted for incurred, allocable, and allowable costs expended to perform the contract or Task Order. This voucher should include all contract or Task Order reserves, allowable cost withholdings, balance of fixed fee, etc. However, the amount of the completion voucher when added to the total amount previously paid cannot exceed the total amount of the contract.

The following additional data must be submitted with the final request for payment, if applicable:

DHS Form 700-1, Cumulative Claim and Reconciliation Statement.

DHS Form 700-2, Contractor’s Assignment of Refunds, Rebates, Credits, and Other Amounts.

DHS Form 700-3, Contractor’s Release.

DD Form 882, Report of Inventions and Subcontracts.

The original with one copy of the Cost Reports and Invoices plus an electronic copy shall be submitted to the COTR at the address cited in the COTR appointment letter or in any subsequent letter from the Contracting Officer that cites a different address. Any ambiguity concerning the COTR address shall be referred to the OSC Contracting Officer for resolution.

Failure to provide the required information shall be cause for rejection of the invoice.

Note: Cost reports and cost-tracking reports may be subject to change based on OMB 300 Earned Value Management System (EVMS) requirements. This standard is based on the policy in OMB Circular A-11, Part 7, requiring agencies to use earned value management (EVM) to plan and manage major IT development efforts to achieve, on average, 90 percent of approved cost, schedule, and performance goals.

G.11 Request For Payment - Fixed-Price Contracts and Delivery Orders For Non-Commercial Items A request for payment is proper if it includes the items required by FAR 52.232-25, Prompt Payment [(a)(3)(i) through (a)(3)(ix)] and those items are accurate. A request for payment may be on a form, such as a DD Form 250, or company letterhead as long as it meets the requirements of this clause.

If a request for payment does not include all the items required by FAR 52.232-25, Prompt Payment, then the request is not proper and shall be returned with a statement of the reason(s) it is not proper.

If a request for payment includes all the items required by FAR 52.232-25, Prompt Payment but is inaccurate, then the request is not proper and the contractor shall be notified in writing of the error(s); the Government reserves the right to return an inaccurate request for payment with a statement of the reason(s) it is not proper.

Each original invoice and two copies shall be submitted to the Contracting Officer at the address listed in Section G.3.

ATTACHMENTS

These attachments include the Standard Form (SF) 1034 and the instructions for completion of the SF 1034.

_1326532696.doc

INVOICE PREPARATION INSTRUCTIONS SF 1034

The information which a contractor is required to submit in its Standard Form 1034 is set forth as follows:

1. U.S. Department, Bureau, or establishment and location - insert the names and address of the servicing finance office unless the contract specifically provides otherwise.

2. Date Voucher Prepared - insert date on which the public voucher is prepared and submitted.

3. Contract/Delivery Order Number and Date -insert the number and date of the contract and delivery order, if applicable, under which reimbursement is claimed.

4. Requisition Number and Date -leave blank.

5. Voucher Number - insert the appropriate serial number of the voucher. A separate series of consecutive numbers, beginning with Number 1, shall be used by the contractor for each new contract. When an original voucher was submitted, but not paid in full because of suspended costs, resubmission vouchers should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" as the last character of the number. If there is more than one resubmission, use the appropriate suffix (R2, R3, etc.)

6. Schedule Number; Paid By, Date Invoice Received - leave blank.

7. Discount Terms -enter terms of discount, if applicable.

8. Payee's Account Number -this space may be used by the contractor to record the account or job number(s) assigned to the contract or may be left blank.

9. Payee's Name and Address -show the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

10. Shipped From: To: Weight: Government B/L Number -insert for supply contracts.

11. Date of Delivery or Service -show the month, day and year, beginning and ending dates of incurrence of costs claimed for reimbursement. Adjustments to costs for prior periods should identify the period applicable to their incurrence, e.g., revised provisional or final indirect costs rates, award fee, etc.

12. Articles and Services - insert the following: "For detail, see Standard Form 1035 total amount claimed transferred from Page ______ of Standard Form 1035." Type "COST REIMBURSABLE -PROVISIONAL PAYMENT” or "INDEFINITE QUANTITY/INDEFINITE DELIVERY -PROVISIONAL PAYMENT" on the interim public vouchers. Type "COST REIMBURSABLE-COMPLETION VOUCHER" or "INDEFINITE QUANTITY/INDEFINITE DELIVERY-COMPLETIONVOUCHER" on the Completion public voucher. Type "COST REIMBURSABLE-FINAL VOUCHER" or "INDEFINITE QUANTITY/INDEFINITE DELIVERY-FINAL VOUCHER" on the Final public voucher. Type the following certification, signed by an authorized official, on the face of the Standard Form 1034.

"I certify that all payments requested are for appropriate purposes and in accordance with the agreements set forth in the contract."

(Name of Official) (Title)

13. Quantity: Unit Price - insert for supply contracts.

14. Amount - insert the amount claimed for the period indicated in (11) above.

INVOICE PREPARATION INSTRUCTIONS SF 1035

The information which a contractor is required to submit in its Standard Form 1035 is set forth as follows:

1. U.S. Department, Bureau, or Establishment -insert the name and address of the servicing finance office.

2. Voucher Number -insert the voucher number as shown on the Standard Form 1034.

3. Schedule Number -leave blank.

4. Sheet Number -insert the sheet number if more than one sheet is used in numerical sequence. Use as many sheets as necessary to show the information required.

5. Number and Date of Order -insert payee's name and address as in the Standard Form 1034.

6. Articles or Services -insert the contract number as in the Standard Form 1034.

7. Amount -insert the latest estimated cost, fee (fixed, base, or award, as applicable), total contract value, and amount and type of fee payable (as applicable).

8. A Summary of Claimed Current and Cumulative Costs and Fee by Major Cost Element. Include the rate(s) at which indirect costs are claimed and indicate the base of each by identifying the line of costs to which each is applied. The rates invoiced should be as specified in the contract or by a rate agreement negotiated by EPA's Cost Policy and Rate Negotiation Branch.

9. The fee shall be determined in accordance with instructions appearing in the contract.

NOTE: Amounts claimed on vouchers must be based on records maintained by the contractor to show by major cost element the amounts claimed for reimbursement for each applicable contract. The records must be maintained based on the contractor's fiscal year and should include reconciliations of any differences between the costs incurred per books and amounts claimed for reimbursement. A memorandum record reconciling the total indirect costs(s) claimed should also be maintained.

SUPPORTING SCHEDULES FOR COST REIMBURSEMENT CONTRACTS

The following backup information is required as an attachment to the invoice as shown by category of cost:

Direct labor - identify by contractor labor category the number of hours, hourly rate and total dollars billed for the period in the invoice. Indirect Cost Rates -identify by cost center, the indirect cost rate, the period, and the cost base to which it is applied.

Subcontracts -by subcontractor, provide detailed supporting schedules of each element of cost as provided herein for prime contract costs.

Other Direct Costs - identify by item the quantities, unit prices. and total dollars billed.

Consultants - by consultant, detailed supporting schedules of each element of cost.

Contractor Acquired Equipment (if authorized by the contract) - identify by item the quantities, unit prices, and total dollars billed.

Travel - identify by trip, the number of travelers, the duration of travel, the point of origin, destination, purpose of trip, transportation by unit price, per diem rates on daily basis and total dollars billed.

The manner of breakdown, e.g., work assignment basis with/without separate program management, contract period will be specified in the contract instructions.

NOTE: For other than small business concerns, amounts claimed for purchased material and subcontracted items should be based on the Gash disbursed by the contractor. These costs cannot be billed to the Government until paid for by the contractor. Any of these costs billed to the Government prior to being paid in cash, in addition to their associated indirect costs, will be considered improper charges and will be suspended until evidence of cash payment is provided. Similarly, any costs requiring advance consent by the Contracting Officer will be considered improper and will be suspended, if claimed prior to receipt of Contracting Officer consent. Include the total cost claimed for the current and cumulative-to-date periods. After the total amount claimed, provide summary dollar amounts of cumulative costs: (1) suspended as of the date of the invoice; and (2) disallowed on the contract as of the date of the invoice. The amount under (2) shall include costs originally suspended and later disallowed. Also include an explanation of the changes in cumulative costs suspended or disallowed by addressing each adjustment in terms of: voucher number, date, dollar amount, and reason for the adjustment. Disallowed costs should be identified as unallowable accounts in the contractor's accounting system.

RE-SUBMISSIONS

When an original voucher was submitted, but not paid in full because of suspended costs and after receipt of a letter of removal of suspension, re-submissions of any previously claimed amounts which were suspended should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" with the copy of the removal of suspension notice. The amounts should be shown under the appropriate cost category and include all appropriate supplemental schedules. All disallowances must be identified as such in the accounting system through journal entries.

Voucher re-submittals may also occur as a result of: (1) a new indirect cost rate agreement; or (2) adjustments to previously billed direct cost rates due to audit resolution. Such claims should be submitted in a separate invoice or request for contractor financing payment number. They should include supplemental schedules showing the previously adjusted amounts by contract period. If the re-submission is based on a new rate agreement, a copy of the agreement should be attached. Costs must be identified by delivery order or work assignment where appropriate. If the contract is Superfund-related, voucher re- submittals shall also identify the amount claimed against each Superfund site and non-site-specific activity.

COMPLETION VOUCHERS

Submit a completion voucher when all performance provisions of the contract are physically complete, when the final report (if required) is accepted, and when all direct costs have been incurred and booked. Indirect costs may be claimed at the provisional rates, if final rates are not yet available. Contractors must identify these vouchers by typing "Completion Voucher" next to the voucher number. For contracts separately invoiced by delivery order, provide a schedule showing total costs claimed by delivery order and in total for the contract.

In addition to the completion voucher, the contractor must submit an original and two copies of EPA Form 1900-10 (Attachment 3), Contractor's Cumulative Claim and Reconciliation showing the total cumulative costs claimed under the contract.

1. Contractor's Name and Address -s how the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

2. Contract Number -insert the number of the contract under which reimbursement is claimed.

3. First voucher number an~ completion voucher number

4. Total amount of cost claimed for each cost element category through the completion voucher

5. Total fee awarded

6. Amount of indirect costs calcu1ated using negotiated final indirect cost rate(s) and/or provisional rate(s) as specified in the contract, if final rate(s) are not yet negotiated for any fiscal period

7. Fiscal year

8. Indirect cost center

9. Appropriate basis for allocation

10. Negotiated final indirect cost rate(s) or provisional indirect cost rate(s)

11. Signature

12. Official title

13. Date

FINAL VOUCHER AND CLOSING DOCUMENTS

After completion of the final audit and all suspensions and/or audit exceptions have been resolved as to the final allowable costs and fee, including establishment of final indirect cost rate(s) for all periods the contractor shall prepare a final voucher including any adjustments to vouchered costs necessitated by the final settlement of the contract price. Contractors must identify these vouchers by typing "Final Voucher" next to the voucher number. For contracts separately invoiced by delivery order, provide a schedule showing final total costs claimed by delivery order and in total for the contract. The contractor shall also provide an original and two copies of anupdated EPA Form 1900-10, Contractor's Cumulative Claim and Reconciliation, showing the total negotiated, cumulative costs for the contract. Indirect costs shall be included at the final negotiated rates.

In addition to the final voucher, the contractor must submit an original and two copies of the Contractor's Release; Assignee's Release, if applicable; the Contractor's Assignment of Refunds, Rebates, Credits and other Amounts; the Assignee's Assignment of Refunds, Rebates, Credits and other Amounts, if applicable; and the Contractor's Affidavit of Waiver of Lien, when required by the contract.

_1325669372.doc Standard Form 1034

Revised October 1987

Department of the Treasury

1 TFM 4-2000

1034-122

PUBLIC VOUCHER FOR PURCHASES AND

SERVICES OTHER THAN PERSONAL

VOUCHER NO.

U.S.DEPARTMENT, BUREAU, OR ESTABLISHMENT AND LOCATION

DATE VOUCHER PREPARED

SCHEDULE NO.

CONTRACT NUMBER AND DATE

PAID BY

REQUISITION NUMBER AND DATE

PAYEE’S

NAME

AND

ADDRESS

DATE INVOICE RECEIVED

DISCOUNT TERMS

PAYEE’S ACCOUNT NUMBER

SHIPPED FROM

TO

WEIGHT

GOVERNMENT B/L NUMBER

NUMBER

AND DATE

OF ORDER

DATE OF

DELIVERY

OR SERVICE

ARTICLES OR SERVICES

(Enter description, item number of contract or Federal supply schedule, and other information deemed necessary)

QUAN-

TITY

UNIT PRICE

AMOUNT

COST

PER

(1)

(Use continuation sheets if necessary)

(Payee must NOT use the space below)

TOTAL

PAYMENT:

APPROVED FOR

EXCHANGE RATE

DIFFERENCES

FORMCHECKBOX

PROVISIONAL

=$1.00

FORMCHECKBOX

COMPLETE

BY2

FORMCHECKBOX

PARTIAL

FORMCHECKBOX

FINAL

Amount verified; correct for

FORMCHECKBOX

PROGRESS

TITLE

(Signature or initials)

FORMCHECKBOX

ADVANCE

Pursuant to authority vested in me, I certify that this voucher is correct and proper for payment.

(Date)

(Authorized Certifying Officer)2

(Title)

ACCOUNTING CLASSIFICATION

CHECK NUMBER

ON ACCOUNT OF U.S. TREASURY

CHECK NUMBER

ON (Name of bank)

CASH

DATE

PAYEE3

1 When stated in foreign currently, insert name of currency.

2 If the ability to certify and authority to approve are combined in one person, one signature only is necessary; otherwise the approving officer will sign in the space provided, over his official title.

3 When a voucher is receipted in the name of a company or corporation, the name of the person writing the company or corporate name, as well as the capacity in which he signs, must appear. For example: "John Doe Company, per John Smith, Secretary" or

"Treasurer", as the case may be.

PER

TITLE

Previous edition usable

NSN 7650-00-634-4206

PRIVACY ACT STATEMENT

The information requested on this form is required under the provisions of 31 U.S.C. 82b and 82c, for the purpose of disbursing Federal money. The information requested is to identify the particular creditor and the amounts to be paid. Failure to furnish this information will hinder discharge of the payment obligation.