Section_G_Contract_Administration_Data_.pdf

Federal Law Enforcement Training Centers Charleston SC

HSFLCS-l6-R-00001

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SECTION G - CONTRACT ADMINISTRATION DATA

TABLE OF CONTENTS

Page No.

ACCOUNTING AND APPROPRIATION DAT A --------------------------------- G-2

PROCURING CONTRACTING OFFICER I CONTRACT

ADMINISTRATION OFFICE --------------------------------------------------------- G-2 INVOICES -----------------------------------------------------------------------------. --- G-2 PAYMENTS------------------------------------------------------------------------------- G-3

PRICING OF ADJUSTMENTS ----------------------------------------------------- G-4

MODIFICATION OF PROPOSALS - PRICE BREAKDOWN ---------------- G-4

·SPECIAL NOTES -------------------------------------· ---------------------------- ·--- G-4 ORDERING ACTIVITIES------------------------------------------------------------ G-4 DELIVERY ORDER FORM---------------------------------------------------------- G-4

ORAL ORDERS------------------------------------------------------------------------ G-4

DELIVERY ORDER PRICING...................................................... G-4

INDEFINITE DELIVERY/INDEFINITE QUANTITY ORDERING--------- G-5

DEPARTMENT OF LABOR WAGE DETERMINATION(S)................ G-5

TECHNICAL EXHIBITS

OF-347 - ORDER FOR SUPPLIES OR SERVICES

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G.1 ACCOUNTING AND APPROPRIATION DATA

Funds are currently subject to availability, the accounting appropriation data applicable for this acquisition will be provided in any resulting contract.

G.2 PROCURING CONTRACTING OFFICER I CONTRACT ADMINISTRATION OFFICE

Procuring/Administrative Contracting Officer

Grace D. Brown Federal Law Enforcement Training Center 2000 Bainbridge Ave., Building #1 Charleston, SC 29405 Telephone: (843) 566-7709

G.3 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 (including Task Order number, if any)

( 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 ofa defective invoice; and

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

U) 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 ce1tification on the invoice is required prior to payment.

Depa1tment of Homeland Security Federal Law Enforcement Training Center 2000 Bainbridge Ave., Building #1 Charleston, SC 29405

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c. Invoicing Instructions

(1) The Contractor shall submit to the Contracting Officer an invoice on the first of the month for services perf01med the previous month. The Conh·actor may also submit semi-monthly invoices on the 15th of each month.

The conh·actor shall include a summary of charges by CLIN and any supp01ting documentation with each invoice submitted.

(2) For purposes of calculating interest on overdue payments under paragraph G .4.e, the Conh·act Adminish·ation office is the designated office for receipt of invoices. Payment will be based on invoices submitted by the Conh·actor for satisfactorily completed work. The Conh·actor shall include all pe1tinent documentation. Upon verification of work actually perfmmed and receipt of required Conh·actor submittals, the Government will process invoices for payment. Random sample inspections by the COR 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 perf01med or unsatisfact01y 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 ofreductions 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.4 PAYMENTS

a. Basis for Payment. Payment will be based upon:

( 1) The actual quantities of work perfmmed 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 for services completed upon the submission of a proper itemized invoice to the Contracting Officer accompanied by documentation required in G .3 above.

c. Contractor's Payment lnfo1mation.

( 1) The Conh·actor shall forward the following inf01mation in writing to the Conh·act Adminish·ation Office

(see Section G.2) not later than seven (7) days after receipt of award:

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

(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 eIToneous addresses or bank accounts.

e. Interest on Overdue Payments

(1) The Prompt Payment Act, Public Law 97-177 is applicable under this conh·act 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 h·ansfer through the Treasury Financial Communication Systems shall be considered to be the date payment is made.

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(3) Deteiminations 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.5 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 Pait 31) in effect on the award date of this contract.

G.6 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 Conh·acting 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 subconh·acts shall be suppotted 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 Conh·acting Officer.

G.7 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.8 ORDERING ACTIVITIES

The following activities have authority to issue Delivery Orders or modifications in accordance with the terms and conditions of this conh·act:

Authorized Personnel Contracting Officers of FLETC Procurement Division

G.9 DELIVERY ORDER FORM

Authority Limit Delivery Order Maximum

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 wananted Contracting Officer must sign each delive1y 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 Conh·actor. Orders may be issued elech·onically (e.g., as a PDF file).

G.10 ORAL ORDERS

In emergency situations, the Conh·acting Officer may issue oral order. Oral orders will be 'confnmed within1 two (2) workdays by issuance of a written delive1y order or delivery order modification.

G.11 DELIVERY ORDER PRICING

Delive1y orders will be issued in accordance with the pricing schedule(s) of Section B.

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G.12 INDEFINITE DELIVERY/INDEFINITE QUANTITY ORDERING

CLINS 0015-0020 are performed on an indefmite delivery/indefinite quantity basis and will be ordered by the issuance ofa delivery order on Form OF347 "Order for Supplies or Services" (See Section J, Exhibit G-1), signed by the Contracting Officer.

G.13 DEPARTMENT OF LABOR WAGE DETERMINATION (S)

(a) In the performance of this contract, the contractor shall comply with the requirements of U.S.

Department of Labor Wage Determination Number 2005-2473. The cmTent Wage Determination, Rev. No. 19 is provided as Exhibit H-2, Section J. Clauses entitled "Service Contract Labor Standards", and "Statement of Equivalent Rates for Federal Hires," located in Section I, are applicable.

(b) Prior to exercising the option to extend the term of a contract, the Contracting Officer shall, in accordance with the Fair Labor Standards Act and Service Contract Act - Price Adjustment, request a cunent Wage and Labor rDetermination fom the Department of Labor. The clauses prescribed in FAR 22. l 006( c )(1) cover situations in which revised minimum wage rates are applied to contracts by operation of law, or by revision of a wage determination. The Contracting Officer shall ensure that contract prices or contract unit price labor rates are adjusted only to the extent that a contractor's increases or decreases in applicable wages and fringe benefits are made to comply with the requirements set fmth in FAR clause 52.222-43 subparagraphs (c) (1), (2) and (3).

END OF SECTION G

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