Section G Contract Administration_Amendment_05.pdf

SECTION G

CONTRACT ADMINISTRATION DATA

(JUN 2016)

1. IDENTIFICATION OF PROCURING CONTRACTING OFFICER/ORDERING OFFICER

The Procuring Contracting Office (PCO) is located at the NAVFAC Southwest (SW), Facilities Support Contracts (FSC) Team, Code RAQ2, 1220 Pacific Highway, San Diego, CA 92132. Overall administration of the basic contract will be the responsibility of the office. The PCO is responsible for the contract in its entirety and possesses complete authority to modify the terms of the basic contract. NAVFAC SW Contracting Officers and authorized ordering officers/individuals designated in writing will be responsible for ordering and administration of the individual Task Orders. The terms “Contracting Officer” and “Ordering Officer” may be used interchangeably when referring to individual Task Orders. All correspondence for the basic contract shall be addressed to the PCO and shall include the contract number assigned.

2. ADMINISTRATIVE CONTRACTING OFFICERS

Administrative Contracting Officers (ACO) will be designated, in writing, upon award of individual Task Orders.

These individuals may include the Resident Officer In Charge of Construction (ROICC), Facilities Engineering Acquisition Division (FEAD), and Contracting Officer located where the work is to be accomplished. These individuals will be responsible and possess the authority to act on behalf of the Government with respect to the specific Task Order.

All post award/administrative correspondence, i.e., insurance, Preliminary Notices, etc., shall be addressed to the ACO for the specific Task Order to which it relates. Additionally, all correspondence and Task Orders/modifications, etc. shall include both the Task Order number and the Proposed Task Order (PTO) number as applicable.

3. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The COR for the basic contract functions as the technical representative of the Contracting Officer in the administration of the basic contract, providing technical direction and discussion as necessary, with respect to the specifications or statement of work, and monitoring the performance of work under the contract.

The Contracting Officer hereby designates the following individual as COR for the basic contract:

Name: [Pending] Mailing Address: NAVFAC SW, [ENTER TEAM CODE]

[Pending / Enter Street Address Here] [Pending / Enter City, State and Zip Code Here]

Phone Number: [Pending / Enter COR’s Telephone Number Here] Email Address: [Pending / Enter COR’s E-mail Here]

The COR for each Task Order will be designated, in writing, upon award of individual Task Orders. Each Task Order COR functions as the technical representative for the administration of the individual Task Order and provides technical direction as necessary, with respect to the specifications or statement of work for the Task Order.

Each Task Order COR will monitor the performance of the work on assigned Task Orders.

CORs are not authorized to take any action, either directly or indirectly, that could result in a change in the pricing, quantity, quality, place of performance, delivery schedule, or other terms and conditions of the basic contract or Task Orders, or to direct the accomplishment of efforts which would exceed the scope of the basic contract or Task Orders. If the contractor believes that a COR’s interpretation of specifications is erroneous, the contractor shall notify the responsible Contracting Officer in writing of this position.

It is emphasized that only the Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding agreement, modification, change order, or other matter deviating from the terms of the basic contract between the Contractor and any other person be effective or binding on the Government. When/If, in the opinion of the Contractor, an effort outside the existing scope of the contract is requested, the Contractor shall promptly notify the PCO in writing. No action shall be taken by the Contractor unless the Procuring Contracting

Officer (PCO) or the Administrative Contracting Officer (ACO) has issued a contractual change.

4. OMBUDSMAN

The agency's designated Task Order Ombudsman is the NAVFAC SW Commanding Officer (CO). The CO is located at 1220 Pacific Highway, San Diego, CA 92132 and is responsible for reviewing complaints from contractors and ensuring that all contractors are afforded a fair opportunity to be considered for award of Task Orders, in accordance with the requirements of the contract.

5. ORDER ISSUANCE PROCEDURES

Non-recurring work may be ordered at the prices offered, in two ways:

1) A FedMall order placed by an authorized Government user; or

2) A task order by the issuing activity using a SF Form 1449 “Order for Supplies and Services.”

FedMall Order Placement In accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 213.270, all micro-purchases for services falling below the threshold of the Service Contract Labor Standards shall be acquired using the Governmentwide Commercial Purchase Card (GCPC).

Orders placed through the FedMall require payment by an authorized GCPC user. When receiving a GCPC orders against ELINs the Contractor shall provide the supplies and services at the offered price without additional markup or handling fee.

The Contractor will be required to support FedMall orders in accordance with NFAS 16.504-103 Contractor Support of Electronic Contracting (FEDMALL).

Task Order Placement When work exceeds the micro-purchase threshold and/or a GCPC Holder is not available, requirements can be acquired via a task order.

a. When the Contracting Officer requires work under the contract, a Request for Quote (RFQ) or Request for

Proposal (RFP) will be issued as appropriate. RFQ/RFP (including amendments and other communications) will normally be issued electronically, but may also be placed via telephone, facsimile or other electronic means.

b. Orders will be placed on a Standard Form (SF) 1449.

c. Modifications to Task Orders will be issued on a Standard Form (SF) 30.

d. Performance-based acquisition methods will be used to the maximum extent practicable.

e. Individual orders shall clearly describe all services to be performed or supplies to be delivered so the full cost or price for the performance of the work can be established when the order is placed. Orders shall be within the scope, issued within the period of performance, and be within the maximum value of the contract.

f. Each task order shall include as a minimum the following information:

i. Date of order.

ii. Contract number and order number.

iii. For supplies and services, contract item number and description, quantity, and unit price or estimated

iv. Cost or fee.

v. Delivery or performance schedule.

vi. Place of delivery or performance.

vii. Any packaging, packing, and shipping instructions.

viii. Accounting and appropriation data.

ix. Method of payment and payment office, if not specified in the contract.

6. CONTRACT REPORTING REQUIREMENTS

Monthly Capacity Report: Awardee shall not accept task orders that exceed the estimated maximum contract value and/or the performance period. Awardee shall submit a report on the fifth day of each month immediately after award of the basic contract identifying total orders received/awarded.

The capacity report shall be submitted on the fifth of each month immediately after award of the basic contract in the format provided to the Procuring Contracting Officer and the Capacity Report Point of Contact (POC). Capacity Report POC and format/excel monthly sheet will be provided to the awardee upon award. Negative responses are also required each month.

A capacity report shall be provided separately to the ordering officer for each task order. The capacity report must be sent beginning on the fifth of the month following task order award through the fifth of the month following task order completion.

Failure to submit this report on time each month will result in a lower rating on the monthly Performance Assessment Summary Evaluation Form will be provided by the Contracting Officer upon award.

7. MAXIMUM NOT TO EXCEED (NTE) AND MINIMUM GUARANTEE

The maximum NTE value of an ordering period is the total of all the CLINs in that ordering period. The maximum or NTE value of the contract is the total value of all CLINs in the Schedule. Orders shall not be made that exceed the maximum NTE value for any ordering period. The maximum NTE value of an ordering period and of the contract may be increased by written modification to the contract in conjunction with any modification that increases the value of an existing task order that is authorized by a contract clause. Orders in excess of the estimated quantity set forth for any particular CLIN shall not be exceeded without the Contractor’s agreement which shall be indicated by signing or beginning performance of the order.

Concurrently with the award of the basic contract, the Government intends to issue a task order to obligate the contract minimum guarantee of the recurring portion for CLIN 0001, Base Period; the minimum guarantee does not apply to the option periods.

The contract price on the award document shall be marked "Not to Exceed."

8. CONTRACTOR REPORT REQUIREMENTS

Monthly Capacity Report: Awardee shall not accept task orders that exceed the estimated maximum contract value and/or the performance period. Awardee shall submit a report on the fifth day of each month immediately after award of the basic contract identifying total orders received/awarded.

The capacity report shall be submitted on the fifth of each month immediately after award of the basic contract in the format provided to the Procuring Contracting Officer and the Capacity Report Point of Contact (POC). Capacity Report POC and format/excel monthly sheet will be provided to the awardee upon award. Negative responses are also required each month.

A capacity report shall be provided separately to the ordering officer for each task order. The capacity report must be sent beginning on the fifth of the month following task order award through the fifth of the month following task order completion.

Failure to submit this report on time each month will result in a lower rating on the monthly Performance Assessment Summary Evaluation Form will be provided by the Contracting Officer upon award.

9. PAYMENT INSTRUCTIONS

Payment Instructions: Standard Payment Instructions: The standard payment instructions identified in the link below are applicable. https://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/PGI1204_71htm#payment_instructions https://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/PGI1204_71htm#payment_instructions