Section G_LCS08R0001.DOC

Federal Law Enforcement Training Center Charleston SC

HSFLCS08R0001

SECTION G – CONTRACT ADMINISTRATION DATA

TABLE OF CONTENTS

No.

Title

Page No.

G.1

ADDRESS TO WHICH PAYMENT SHALL BE MAILED ---------------------

G-2 G.2

ACCOUNTING AND APPROPRIATION DATA ---------------------------------

G-2 G.3

PROCURING CONTRACTING OFFICER ---------------------------------------

G-2 G.4

CONTRACT ADMINISTRATION OFFICE --------------------------------------

G-2 G.5

ROLE OF GOVERNMENT PERSONNEL IN CONTRACT

ADMINISTRATION

a.

Contracting Officer ------------------------------------------------- G-2 b.

Contracting Officer's Technical Representative (COTR) ----- G-3 c.

Property Administrator -------------------------------------------- G-3

G.6

INVOICES

Invoice Content ----------------------------------------------------- G-3 b.

Invoicing Instructions --------------------------------------------- G-4 G.7

PAYMENTS

Basis for Payment -------------------------------------------------- G-4 b.

Payment Schedule -------------------------------------------------- G-4 c.

Method of Payment ------------------------------------------------ G-4 d.

Contractor's Payment Information ------------------------------- G-4 e.

Interest on Overdue Payment ------------------------------------ G-4 G.8

PRICING OF ADJUSTMENTS -----------------------------------------------------

G-5 G.9

MODIFICATION OF PROPOSALS - PRICE BREAKDOWN ----------------

G-5 G.10

COTR DESIGNATION AND AUTHORITY………………………………… G-5

G.11

SPECIAL NOTES ---------------------------------------------------------------------- G-6 G.12

ORDERING ACTIVITIES------------------------------------------------------------

G-6 G.13

DELIVERY ORDER FORM----------------------------------------------------------

G-6 G-14

ORAL ORDERS------------------------------------------------------------------------ G-6 G-15

DELIVERY ORDER PRICING………………………………………………

G-6 G-16

MODIFICATIONS TO DELIVERY ORDERS------------------------------------

G-6

TECHNICAL EXHIBITS

G-1

OF-347 – ORDER FOR SUPPLIES OR SERVICES

G.1

ADDRESS TO WHICH PAYMENT SHALL BE MAILED

Offeror shall indicate in the space provided below the address to which payment should be mailed, if such address is different from that shown for the offeror in Address Block of award document.

Name and Address (Street, City, County, State and Zip Code)

G.2

ACCOUNTING AND APPROPRIATION DATA

The accounting appropriation data applicable for this acquisition will be provided in any resulting contract.

ACRN

AA: See award document (SF26 or SF33, as appropriate)

G.3

PROCURING CONTRACTING OFFICER(S)

The Procuring Contracting Officer (PCO) is:

Lori J. Prater, Contracting Officer

Federal Law Enforcement Training Center

Procurement Field Division, Building #1 Charleston, SC 29405 Telephone: (843) 566-8564 G.4

CONTRACT ADMINISTRATION OFFICE

a.

The Contract Administration Office for this procurement is:

Department of Homeland Security

Federal Law Enforcement Training Center

Procurement Field Division, Building #1

Charleston, SC 29405

Telephone: (843) 566-8564 b.

The Administrative Contracting Officer (ACO) is:

Lori J. Prater, Contracting Officer

Federal Law Enforcement Training Center

Procurement Field Division, Building #1

Charleston, SC 29405

Telephone: (843) 566-8564

G.5

ROLE OF GOVERNMENT PERSONNEL IN CONTRACT ADMINISTRATION

a. Contracting Officer. The Contracting Officer has the overall responsibility for the administration of this contract. All communication pertaining to contractual or administrative matters under the contract shall be addressed to the Contracting Officer. The Contracting Officer alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or schedules. However, he may delegate certain other responsibilities to his authorized representatives.

b. Contracting Officer's Technical Representative (COTR). The COTR and Alternate COTR for this contract will be designated at award. The Contractor may direct all questions of a technical nature to the COTR. On all matters that pertain to the contract terms the Contractor must communicate with the Contracting Officer. The COTR's responsibility is to clarify technical requirements of the contract, as needed, to ensure understanding by the Contractor, and to provide the Contractor access to working data to assure useful expenditures of the Contractor's effort. The COTR monitors the Contractor's performance through use of established surveillance procedures to ensure compliance with all technical requirements and informs the Contracting Officer of all discrepancies and deviations noted.

c. Property Administrator. An individual designated in writing by the Contracting Officer to perform evaluations concerning Government furnished Property assigned to the Contractor and to act as a technical advisor to the Contractor in those areas.

NOTE: A list of Government point of contact(s) and phone numbers will be provided at the post award conference.

G.6

INVOICES

a.

Invoice Content

(1) An invoice is a written request for payment under the contract for services rendered. A proper invoice must include:

(a) Name and address of Contractor;

(b) Invoice date and itemized back-up data (if applicable);

(c) Contract number

(d) Itemized contract line item, contract description of services, quantity, contract unit of measure and unit price, and extended totals

(e) Payment/discount terms

(f) Tax ID Number and DUNS Number

(g) Name and address to which payment is to be sent (which must be the same as that in the contract or on a proper notice of assignment);

(h) Name, title, phone number and mailing address of person to be notified in event of a defective invoice; and

(i) Any other information or documentation required by other provisions of the contract (such as evidence of shipment).

(j) Upon contract completion, the Contractor shall submit an invoice annotated "Final Invoice".

b. The original invoice shall be prepared and submitted to the following address. Government certification on the invoice is required prior to payment.

Department of Homeland Security

Federal Law Enforcement Training Center

Procurement Field Division, Building #1 Charleston, SC 29405 c.

Invoicing Instructions

(1) The Contractor shall submit to the Contracting Officer an invoice on the first of the month for services performed the previous month.

(2) For purposes of calculating interest on overdue payments under paragraph G.7.e, the Contract Administration office is the designated office for receipt of invoices. Payment will be based on invoices submitted by the Contractor for satisfactorily completed work. The Contractor shall include all pertinent documentation. Upon verification of work actually performed and receipt of required Contractor submittals, the Government will process invoices for payment. Random sample inspections by the COTR and reports by other authorized Government officials will serve as the principal basis for verification of work actually performed. Reductions will be made for non-performed or unsatisfactory work in accordance with the Quality Assurance Surveillance Plan (QASP) and PRS (See Section E).

(3) On the 12th, or last invoice, received each fiscal year, an anticipated amount of reductions will be withheld until the actual reductions have been established. When actual reductions are established, an invoice will be processed to make any required adjustments.

G.7

PAYMENTS

Basis for Payment. Payment will be based upon:

(1) The actual quantities of work performed which are authorized under the contract.

(2) The months actual charge less appropriate reductions for the entire preceding month.

(3) On the last invoice received each fiscal year, an anticipated amount of deductions will be held until the actual deductions required can be established. When actual deductions are established, an invoice will be processed to make any required adjustments.

b.

Payment Schedule. The Government will make payments to the Contractor on a monthly basis in arrears upon the submission of a proper itemized invoice to the Contracting Officer.

c.

Method of Payment. The Government will make payments under this contract either by check or by wire transfer through the Treasury Financial Communications System. Method of payment will be at the option of the Government.

d.

Contractor's Payment Information.

(1) The Contractor shall forward the following information in writing to the Contract Administration Office (see Section G.4) not later than seven (7) days after receipt of award:

(a) Full name, title, phone number and complete mailing address of responsible official(s), to whom check payments are to be sent, and who may be contacted concerning the bank account information requested below.

(b) To accomplish wire transfers bank account information must loaded in the Contractor’s CCR database.

(2) Any changes to the information provided under this clause shall be furnished to the Federal Law Enforcement Training Center, Contract Administration Office, in writing at least 30 days before the effective date of the change. It is the Contractor's responsibility to furnish these changes promptly to avoid payments to erroneous addresses or bank accounts.

e.

Interest on Overdue Payments

(1) The Prompt Payment Act, Public Law 97-177 is applicable under this contract and requires the payment of interest on overdue payments and improperly taken discounts.

(2) The date of the check issued in payment or the date of payment by wire transfer through the Treasury Financial Communication Systems shall be considered to be the date payment is made.

(3) Determinations of interest due will be made in accordance with the provisions of the Prompt Payment Act and Office of Management and Budget Circular A-125.

G.8

PRICING OF ADJUSTMENTS

When costs are a factor in any determination of contract price adjustments under the "CHANGES" clause, or any other clauses of this contract, such costs shall be in accordance with the contract cost principles and procedures in Part 31 of the Federal Acquisition Regulation (FAR) (48CFR Part 31) in effect on the award date of this contract.

G.9

MODIFICATION OF PROPOSALS - PRICE BREAKDOWN

The Contractor, in connection with any proposal it makes for a contract modification, shall furnish a price breakdown, itemized as required by the Contracting Officer. Unless otherwise directed, the breakdown shall be in sufficient detail to permit an analysis of all material, labor, equipment, and overhead costs, as well as profit, and shall cover all work involved in the modification, whether such work was deleted, added or changed. Any amount claimed for subcontracts shall be supported by a similar price breakdown. In addition, if the proposal includes a time extension, a justification shall also be furnished. The proposal, together with the price breakdown and any time extension justification, shall be furnished by the date specified by the Contracting Officer.

G.10

CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR) DESIGNATION AND AUTHORITY

(a) The contracting officer's technical representative is [to be named at time of award].

(b) Performance of work under this contract must be subject to the technical direction of the COTR identified above, or a representative designated in writing. The term “technical direction" includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(c) Technical direction must be within the scope of the specification(s)/work statement. The COTR DOES NOT have authority to issue technical direction that:

(1) constitutes a change of assignment or additional work outside the specification(s)/work statement;

(2) constitutes a change as defined in the clause entitled “Changes";

(3) in any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) directs, supervises or otherwise controls the actions of the contractor's employees.

(d) Technical direction may be oral or in writing. The COTR shall confirm oral direction in writing within five work days, with a copy to the contracting officer.

(e) The contractor shall proceed promptly with performance resulting from the technical direction issued by the COTR. If, in the opinion of the contractor, any direction of the COTR, or his/her designee, falls within the limitations in (c), above, the contractor shall immediately notify the contracting officer no later than the beginning of the next Government work day.

(f) Failure of the contractor and the contracting officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes."

G.11

SPECIAL NOTES

Section K, L, and M of this solicitation will be physically removed from any resultant award, but will be deemed to be incorporated by reference.

G.12

ORDERING ACTIVITIES

The following activities have authority to issue Delivery Orders in accordance with the terms and conditions of this contract:

Authorized Personnel

Authority Limit Contracting Officers of

Delivery Order Maximum

FLETC Procurement Division G.13

DELIVERY ORDER FORM

Delivery Orders will be issued using the Optional Form (OF) 347 (See Section J, Exhibit G-1). Each OF-347 will be processed as described on the form. A warranted Contracting Officer must sign each delivery order. Delivery orders will be issued to the Contractor in triplicate. The original shall be submitted by the Contractor with the invoice for payment, one copy shall be submitted to the COTR to document product acceptance, and one copy retained by the Contractor. Orders may be issued electronically (e.g., as a PDF file).

G.14

ORAL ORDERS

In emergency situations, the Contracting Officer may issue oral order. Oral orders will be confirmed within two (2) workdays by issuance of a written delivery order or delivery order modification.

G.15

DELIVERY ORDER PRICING

Delivery orders will be issued in accordance with the pricing schedule(s) of Section B.

G.16

MODIFICATIONS TO DELIVERY ORDERS

Delivery orders may be modified by the Administrative Contracting Officer of the basic contract.

Offeror shall indicate in the space provided below the address to which payment should be mailed, if such address is different from that shown for the offeror in Address block of award document.

Name and Address (Street, City, County, State and Zip Code)

END OF SECTION G

G-1