Attachment2CAP.doc

Updated 2/2018

FIRM FIXED PRICE/INDEFINITE DELIVERY, INDEFINITE

QUANTITY SERVICE CONTRACT

CONTRACT ADMINISTRATION PLAN

CONTRACT NO. TBD

In order to expedite administration of this contract, the following delineation of duties is provided. The individual/position designated as having responsibility should be contacted for any questions, clarification, or information regarding the functions assigned.

1. PROCURING CONTRACTING OFFICER (PCO) is responsible for:

a. All pre-award information, questions, data, or Freedom of

Information inquiries.

b. Post award conference

c. All post-award changes or interpretations regarding the scope terms, or conditions of the basic contract and/or delivery orders

(unless technical clarifications/questions can be resolved by the COR).

d. Request, obtain, and evaluate proposals for delivery orders to be issued.

e. Negotiate/determine the price/estimated cost of the order is fair and reasonable for the effort proposed (may require COR assistance)

f. Issue order and obligate funds

g. Authorize overtime (only if provided for in contract)

h. Authorize performance to begin (includes emergencies)

i. Maintains oversight to assure that funds and contract scope are not exceeded.

j. Monitoring the Contracting Officer’s Representative (COR)

k. Meet annually (may be changed to reflect your desired frequency) with COR to review contract performance (joint responsibility of COR). This may be satisfied telephonically, depending on the circumstances.

l. Perform all Contracting Officer functions not delegated to

CAO.

2. CONTRACT ADMINISTRATION OFFICE (CAO) is responsible for matters specified in FAR 42.302 and DFARS 242.302 except in those areas otherwise designated herein.

3. PAYING OFFICE is responsible for payment of proper invoices after acceptance (constructive or actual) or approved provisional payment.

4. CONTRACTING OFFICER'S REPRESENTATIVE (COR) is responsible for:

a. Controlling all government technical interface with the contractor and providing technical advice and clarifications on the statement of work (SOW) or performance work statement (PWS).

b. Providing copies of all government/contractor technical correspondence to the PCO.

c. Promptly furnishing the PCO with documentation/comment on any request for change, deviation or waiver (whether generated by the government or the contractor)

d. Promptly review contractor invoices. This includes monitoring of cost of labor, material, travel, etc. to assure invoice is consistent with the delivery order and the progress made to date and that the charges appear proper. If the COR disagrees with any of the costs in the invoice, he/she will immediately notify the contractor.

e. Monitoring (a) the types of labor categories and number of hours ordered, and (b) that which is actually performed, to assure that neither result in the use of a predominance of the higher cost labor categories, unless actually required. Maintaining a log, by delivery order, of the hours ordered, and the hours performed (received and accepted), the value of the delivery order as issued and the amount invoiced and approved. (Provide log with annual report).

f. Quality assurance, inspection and acceptance of services and deliverable data.

g. In the event of contractor delay, or failure to perform, determine the cause, and make recommendations to the PCO for corrective action.

h. Meeting annually (may be changed to reflect your desired frequency) with the PCO to review contract performance. This may be satisfied telephonically, depending upon the circumstance.

i. Preparing Statement of Work (SOW) for delivery orders. The SOW for a delivery order should be prepared by Government personnel other than the COR who is responsible for acceptance of services and approval of invoices. In this instance, the COR is responsible for final review and submission of the request for delivery order.

j. Preparing Independent Government Cost Estimate (IGCE) prior to submitting requisitions or funding documents to PCO to request delivery order.

Assist PCO in negotiations if requested. The estimate must be in detail and must include specific breakdown of hours, travel (with estimates and destinations), material (items and costs), other (as applicable).

k. Orders based solely on Government Estimate.

(i) When the government determines, in circumstances of emergency or exigency, that the need for specific supplies or services is unusually urgent, the Contracting Officer may issue an order based solely on the Government estimate, requiring the contractor to provide the supplies or services specified without having an opportunity to review the Government estimate before the order is issued. This type of order shall be a unilaterally priced order.

(ii) The unilaterally priced order shall specify the estimated cost and fee and the desired delivery schedule for the work being ordered. The Government's desired delivery shall apply unless the Contracting Officer receives written notification from the Contractor within fifteen (15) days after receipt of the order that the proposed delivery schedule is not acceptable. Such notification shall propose an alternative delivery schedule. The Contractor shall either provide written acceptance of the order or submit its cost proposal within thirty (30) days after receipt of the order. If the contractor provides written acceptance of the order as issued, it shall be considered negotiated and no bilateral modification shall be required.

(iii) The Government has no obligation to pay for the supplies or services ordered until the actual price and delivery schedule have been negotiated. In no event shall the costs incurred exceed the estimated cost of the order before the proposal is submitted.

(iv) The contractor shall include in its proposal a statement of costs incurred and an estimate of costs expected to complete the work. Data supporting the accuracy and reliability of the cost estimate should also be included. After submission of the contractor's cost proposal and supporting data, the contractor and the Contracting Officer shall negotiate a bilateral modification to the original order finalizing the price and delivery schedule, which will be specified in a bilateral modification to the original order within 60 days after submission of the contractor's proposal.

(v) Failure to arrive at an agreement shall be considered a dispute in accordance with the clause entitled "Disputes."

l. Issuing orders using streamlined procedures.

1. In general, orders will be issued under this contract using the following streamlined procedures:

(i) For each proposed order, the contracting officer will provide the contractor with a statement of work (SOW) and an independent Government cost estimate (IGCE).

(ii) Within three (3) working days of receipt of the SOW and IGCE, the contractor will respond with a confirmation letter agreeing to perform the SOW within the IGCE. If the requirement remains valid and the contracting officer determines the IGCE to represent a fair and reasonable price, a fully negotiated, priced order will be issued to the contractor.

(iii) If the contractor does not agree with the SOW and/or IGCE, a proposal will be submitted to the contracting officer within five (5) working days of receipt of the SOW and IGCE, addressing only the specific areas of differences. Once the differences are resolved between the contracting officer and the contractor, and the contracting officer determines that the price is fair and reasonable, a fully negotiated, priced order will be issued to the contractor.

2. There may be occasions when the Government determines, in circumstances of emergency or exigency, that the need for specific supplies or services is unusually urgent. On such occasions, the Ordering Officer may issue an order based solely on the Government estimate, requiring the contractor to provide the supplies or services specified without having an opportunity to review the Government estimate before the order is issued. This type of order shall be a unilaterally priced order.

3. The unilaterally priced order shall specify the estimated cost and fee and the desired delivery schedule for the work being ordered. The Government's desired delivery shall apply unless the Ordering Officer receives written notification from the Contractor within fifteen (15) days after receipt of the order that the proposed delivery schedule is not acceptable. Such notification shall propose an alternative delivery schedule. The Contractor shall either provide written acceptance of the order or submit its cost proposal within thirty (30) days after receipt of the order.

4. The Government has no obligation to pay for the supplies or services ordered until the actual price and delivery schedule have been negotiated. In no event shall the costs incurred exceed the estimated cost of the order before the proposal is submitted.

5. The contractor shall include in its proposal a statement of costs incurred and an estimate of costs expected to complete the work. Data supporting the accuracy and reliability of the cost estimate should also be included. After submission of the contractor's cost proposal and supporting data, the contractor and the Ordering Officer shall negotiate a bilateral modification to the original order finalizing the price and delivery schedule, which will be specified in a bilateral modification to the original order.

6. Should the Ordering Officer and the contractor be unable to reach an agreement as to the terms of the order, the conflict shall be referred to the Contracting officer who shall issue such direction as is required by the circumstances. If a bilateral agreement is not negotiated within sixty (60) days after submission of the contractor's cost proposal, the Contracting Officer will issue a modification to the unilaterally priced order which establishes the Government's total estimated cost for the order. This price will remain in effect unless the contractor requests the price to be negotiated by submission of a proposal.

7. Failure to arrive at an agreement shall be considered a dispute in accordance with the clause entitled "Disputes."

m. Maintaining a COR file of all correspondence with the PCO and contractor and copies of all invoices.

n. Monitoring the level of effort performed to be sure it is consistent with with the contract and that overall variation of the level of effort between labor categories is within that allowed by the contract. COR cannot authorize deviations from the existing labor categories, this type of action requires PCO modification.

o. If the delivery order is incrementally funded, the COR shall provide funding, as necessary, to assure required continuity of services.

p. Complying with NAVSEAINST 4200.17F Contracting Officer’s Representative, NAVSEAINST 4200.19A "Planning, Use, and Control of Service Contracting", and the

Contracting Officer's COR Appointment Letter uploaded to the CORT tool.

q. Submission of written report on contractor performance within 60 days of contract completion, but not less often than annually. The report should address all aspects of contractor performance including cost performance including cost effectiveness, quality and timeliness of contractor performance (and shall include delivery order log).

r. Anticipating and submitting requests for follow-on contract requirements in sufficient time to allow for award prior to the expiration of this contract.

s. Contract Performance Assessment System (CPARS).

( ) This contract WILL be registered in the CPARS database by the

Contracts Department with the assistance of the COR. As stated in the

COR appointment letter the COR is responsible for updating the

CPARS database.

(X) CPARS does NOT apply to this contract.

NAMES/ADDRESSES/CODES/TELEPHONE NUMBER OF COGNIZANT INDIVIDUALS

COR _______TBD ___________________________________________________

Name Code Telephone

PCO (refer to Contracting Officer who signed contract documents)

_______ TBD _____________________________________________________

Name Code Telephone

PAYING OFFICE (refer to page one of contract document)

CAO (refer to page one of contract document)