RFQ N0042120Q0542.pdf

NAVAL AIR SYSTEMS COMMAND

JOHN BOHNER

21983 BUNDY ROAD BLDG #441

PATUXENT RIVER MD 20670-1127

TEL: 301-757-7035 FAX:

1300878184

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER) 1

PAGE OF PAGES

1. REQUEST NO. 2. DATE ISSUED RATING

N0042120Q0542 03-Sep-2020 5a. ISSUED BY

8. TO: NAME AND ADDRESS, INCLUDING ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this

Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State, and local taxes)

ITEM NO.

(a)

SUPPLIES/ SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e) (f)

SEE SCHEDULE

AMOUNT

% No. %

NOTE: Additional provisions and representations [ ] are [ ] are not attached.

13. NAME AND ADDRESS OF QUOTER (Street, City, County, State, and ZIP Code)

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15. DATE OF

QUOTATION

16. NAME AND TITLE OF SIGNER (Type or print) (Include area code)

TELEPHONE NO.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 18 (REV. 6-95)

PREVIOUS EDITION NOT USABLE Prescribed by GSA FAR (48 CFR) 53.215-1(a)

THIS RFQ X[ ] IS [ ] IS NOT A SMALL BUSINESS SET-ASIDE

6. DELIVER BY (Date)

SEE SCHEDULE

AND/OR DMS REG. 1

UNDER BDSA REG. 2

4. CERT. FOR NAT. DEF.3. REQUISITION/PURCHASE

REQUEST NO.

PROCUREMENT GROUP

21983 BUNDY ROAD, BLDG 441

PATUXENT RIVER MD 20670

9. DESTINATION (Consignee and address, including ZIP Code)

7. DELIVERY

[ ]X FOB

DESTINATION

[ ] OTHER

(See Schedule)

09-Sep-2020(Date)

PLEASE FURNISH QUOTATIONS TO THE ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS:10.

301-342-8551MICHAEL WOODS

(Name and Telephone no.) (No collect calls)5b. FOR INFORMATION CALL:

d. CALENDAR DAYSc. 30 CALENDAR DAYSb. 20 CALENDAR DAYS12. DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

N0042120Q0542

Section A - Solicitation/Contract Form

SECTION A

Solicitation N0042120Q0542 is issued as a combined synopsis/solicitation. The Government intends to purchase on a firm fixed-price basis and to solicit and negotiate the proposed purchase order on sole source basis with National Institute for the Blind, under the authority of FAR Part 12, FAR Part 13, and FAR Part 52.219-6. Offerors must be registered in the System for Award Management (https://www.sam.gov/sam/) database prior to submission of an offer to be considered for award of any DoD contract.

Interested persons may identify their interest and capability to respond to the requirement or submit proposals. This notice of intent is not a request for competitive proposals. However, the Government will consider all proposals received by 8:00am on Sept 9, 2020. A determination by the Government not to compete this proposed contract based upon the responses to this notice is solely within the discretion of the government. Information received will normally be considered for determining whether to conduct a competitive procurement. The Government will not pay for any information received. For information contact: Michael Woods via email:

michael.d.woods@navy.mil.

*YOU MUST SUBMIT SIGNED DOCUMENTATION VERIFYING YOU ARE AN AUTHORIZED DISTRIBUTOR*

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Lite Closeout Team Support

FFP

FOB: Destination

PURCHASE REQUEST NUMBER: 1300878184

PSC CD: R499

NET AMT

Section C - Descriptions and Specifications

STATEMENT OF WORK

Performance-Based Work Statement For

NAVAIR 2.5.1 Contract File Support Services

1.0 Introduction

The Naval Air Systems Command (NAVAIR), Naval Air Warfare Center, Aircraft Division (NAWCAD), Aircraft Support Contracts Division 2.5.1 (hereafter referred to as “AIR-2.5.1”) has a requirement to procure support for contract file maintenance, contract delivery and retrieval to/from Central Files and contract closeout. AIR-2.5.1 supports NAVAIR by providing key trained, skilled contracting expertise to Integrated Program Teams (IPTs), Enterprise Teams (ETs), Business Units and Externally Directed Teams (EDTs), by providing business and procurement leadership, and by executing quality and timely contract actions in an ethical manner.

2.0 Background

2.1 This requirement arises from regulatory requirements, FAR Part 4 – Administrative Matters, to maintain complete, accurate and organized documentation of all contractual actions entered into by warranted Contracting Officers. AIR 2.5.1 currently maintains approximately 19,500 (active and complete) contract files at the local records center consisting of Basic Ordering Agreements (G) (BOA); Blanket Purchase Agreements (A) (BPA);

Contracts (C); Educational Contracts (H); Facilities Contracts (E); Grants, Cooperative Agreements, or Other Transactions (1, 2, 3); Indefinite Delivery Indefinite Quantity Contracts (D) (IDIQ); Simplified Acquisition Contracts (F, M & P); Solicitations (R, T, Q); task and delivery orders.

2.1.1 The contracts are currently stored in Building 515 (aka “Central Files”), Naval Air Station, Patuxent River, Maryland under the cognizance of a contracting workforce of approximately 201 people, located at Buildings 441, 433 and 505 on the Naval Air Station, Patuxent River,MD.

3.0 Scope

3.1 The Contractor shall support AIR 2.5.1 by performing contract file maintenance, local contract file retrieval and delivery, contract file delivery/retrieval to/from the Washington National Records Center (WNRC), Suitland, Maryland contract closeout and customer service.

4.0 Applicable Regulations/Directives/Forms/Terms/Websites

4.1 Applicable Regulations/Directives

4.1.1 Federal Acquisition Regulation (current version applies). (Reference Part 3.104 – Procurement Integrity Part

4.7 – Contractor Records Retention and Part 4.8 – Government Contract Files)

4.1.2 Department of Defense FAR Supplement 9current version applies0. (Reference Part 204.8 – Contract Files)

4.1.3 DoD Financial Management Regulation (DoD 7000-14R), Volume 2B, Chapter 9, Defense Working Capital Funds Activity Group Analysis & Volume 11B, Reimbursable Operations, Policy and Procedures – Working Capital Funds (WCF)

4.1.4 Department of Defense Grant and Agreement Regulations DOD 3210.6 series, (current version applies).

4.1.5 Defense Contract Management Agency (DCMA) Contract Closeout Guidebook, (current version applies).

4.1.6 SECNAVINST 5212.5D series, Navy And Marine Corps Records Disposition Manual (current version applies).

4.1.7 Joint Travel Regulation, Volume 2 – DoD Civilian Personnel (current version applies).

4.1.8 NAVAIR Instruction 4330.5 series, Closeout of Naval Air Systems Command Contract Files (current version applies).

4.1.9 NASPAXRIV Instruction 5510.15 series, Regulations Governing Admission to the Naval Air Station Patuxent River, Navy Recreation Center Solomons and Webster Field (current version applies).

4.1.10 NAVAIR 2.0 Standard Procurement System (SPS) Standard Operating Procedure (SOP) – Contract Closeout (current version) (Attachment 7)

4.1.11 NAVAIR Standard Operating Procedure (SOP) for NAVAIR Central Files, current version applies (excluding section on EDA) (Attachment 6)

4.2 Forms:

4.2.1 Contractor Base Access Form

4.2.2 System Authorization Access Request - Navy (SAAR-N), OPNAV form 5239/14 (current version applies).

4.2.3 Contractor Verification System Registration Request

4.2.4 SF135 “Records Transmittal Receipt”

4.2.5 Requisition and Invoice/Shipping Document , DD Form 1149 (current version applies).

4.2.6 Application for Department of Defense Common Access Card DEERS Enrollment, DD Form 1172-2 (current version applies).

4.2.7 DD Form 1593 Contract Administration Completion Record (current version applies)

4.2.8 DD Form 1594 Contract Completion Statement (current version applies).

4.2.9 DD Form 1597 Contract Closeout Checklist (current version applies).

4.2.10 AIR 2.0 web-based contract request form

4.2.11 AIR 2.5.1 Contract Closeout Worksheet

4.3 Terms

4.3.1 “Abbreviated File” – When a contract is transferred from AIR-2.5.1 to another activity, the official contract files are physically transferred to the new activity. A new file in a letter size file folder will be created to contain a copy of the final executed modification of the transfer. A copy of the executed DD1149 sending the files and the signed DD1149 receipt from the receiving activity shall also be retained in the file.

4.3.2 “Authorized Pickup Point” – at each Building housing AIR 2.5.1 personnel there is a single authorized pickup point with a logbook and bins for files.

4.3.3 “Box” – A Box is used as a method of storage of additional pre-award or post award documentation that is not included in the official contract file, due to size and practicality. For example all the unsuccessful offerors’ proposals maybe stored in a Box vice being in the official contract file due their voluminous nature. Only in exceptional circumstances should all the files of a contract be stored as a box if the contract is “open.” If a “Box” is organized/assembled by Government contracting official, it should contain an inventory sheet for the box.

4.3.3.1 Only new boxes with National Stock Number 8115-00-117-8249, (dimensions of 14.75 inches x

12.0 inches x 9.5 inches) are authorized for storage of files for Washington National Records Center, Suitland, MD.

4.3.3.2 “Used” and “old” boxes with National Stock Number 8115-00-117-8249 may be utilized for storage of files in Central Files, Building 515.

4.3.3.3 Due to safety and shelving constraints, other boxes (e.g., copier paper, miscellaneous shipping boxes) are not acceptable for file storage at Central Files, Building 515.

4.3.4 “Closed” –

4.3.4.1 A “closed” contract, BPA, BOA, purchase order, task order or delivery order which has gone through the close-out process and has a fully executed DD form 1594, but is still in the Central Files Building.

4.3.4.2 An “archived” is a closed contract, BPA, BOA, purchase order, task order or delivery order which has been sent to WNRC for storage.

4.3.4.2.1 Prior to September 2009, contracts, BPAs, BOAs, purchase orders, task orders and delivery orders may have been sent to WNRC prior to be closed due to space constraints in Central Files Building 515.

4.3.4.3 A “canceled” solicitation or contract is one which has been canceled by the contracting officer and will not be acted upon.

4.3.5 “Closeout” is the term for the process followed under FAR 4.8.4-5, procedures for closing the contract.

4.3.6 “Consolidated” is the situation when multiple contract actions such as task or delivery orders are filed in a single file, vice one independent file for each action.

4.3.7 “Current” is the “status” of the inventory

4.3.8 “File” means the physical file that contains the documents of a contract, BPA, BOA, purchase order, task order or delivery order

4.3.9 “Oldest” contract, BPA, BOA, purchase order, task order or delivery order means a contract, BPA, BOA, purchase order, task order or delivery order that is complete and has been eligible for being processed for closeout for more than three years and or 1200 calendar days.

4.3.10 “Open” ” contract, BPA, BOA, purchase order, task order or delivery order which maybe in one of the following statuses:

4.3.10.1 ““Active”- A “Active” contract, BPA, BOA, purchase order, task order or delivery order which still has an open or on-going period of performance, options to be exercised, or ordering period has not expired.

4.3.10.2 “Completed” - A “completed” contract, BPA, BOA, purchase order, task order or delivery order which still has an expired period of performance or ordering period, or delivery has been received.

4.3.10.3 “New” – A “new” contract, BPA, BOA, purchase order, task order or delivery order is one which is being inventoried into the Data Base and Central Files facility for the first time.

4.3.10.4 “In-process of being closed” – An “in-process of being closed” is a contract, BPA, BOA, purchase order, task order or delivery order that has been identified as complete and the close-out process has been initiated by either DCMA or the Closeout Contractor.

4.3.10.5 “Transferred file” – When a contract, BPA, BOA, purchase order , task order or delivery order is transferred from AIR-2.5.1 to another activity by formal modification.

4.3.11 “Returned File” – A “returned file refers to a file that has already been entered into the Inventory Database, and has had all the appropriate marked and identifications placed on the file.

4.3.12 “Yellow tote” – Corrugated yellow plastic totes the approximate size of the “boxes” are used to move files around the Command. The yellow totes reside at Central Files.

4.4 Acronyms

ACO Administrative Contracting Officer ACRN Accounting Classification Reference Number BASICS II Base Access Security Information Control System BAA Broad Agency Announcement BPA Blanket Purchase Agreement BOA Basic Ordering Agreements CAC Common Access Card CD Compact Disk CDRL Contract Data Requirements List CHOOSE Cash History On-Line Operator Search Engine CLIN Contract Line Item Number COR Contracting Officer’s Representative CWS Compressed Work Schedule DCAA Defense Contract Audit Agency DCMA Defense Contract Management Agency DD Form Department of Defense Form DoD Department of Defense DEERS Defense Entitlement Eligibility Reporting System EDA Electronic Document Access EDT Externally Directed Team ET Enterprise Team FAR Federal Acquisition Regulation FBI Federal Bureau of Investigation IDIQ Indefinite delivery Indefinite Quantity IPT Integrated Program Team JTR Joint Travel Regulation MD Maryland MOCAS Mechanization of Contract Administration Services NACI National Agency Check with Inquiries NACLC National Agency Check with Law and Credit Check NAS Naval Air Station NASPAXRIVINST Naval Air Station Patuxent River Instruction NAWCAD Naval Air Warfare Center Aircraft Division NAVAIR Naval Air Systems Command NDA Non-Disclosure Agreement NMCI Navy Marine Corps Intranet ODC Other Direct Costs OPM Office of Personnel Management OPNAV Office of the Chief of Naval Operations PCO Procuring Contracting Officer

PIIN Procurement Instrument Identification Number SAAR-N System Authorization Access Request-Navy SECNAVINST Secretary of the Navy Instruction SF Standard Form SLIN Sub Line Item Number SOP Standard Operating Procedure SPS Standard Procurement System ULO Unliquidated Obligations US United States WAWF Wide Area Work Flow WCF Working Capital Funds WNRC Washington National Records Center

4.5 Websites:

4.5.1 NAVAIR 2.0 Contracts (Secure) Website - https://contracts.navair.navy.mil

4.5.2 MOCAS: https://miap.csd.disa.mil/

4.5.3 CHOOSE: https://choose.csd.disa.mil

4.5.4 BASICS II Base Access Security Information Control System: https://basics.navair.navy.mil

4.5.5 Trusted Associate Sponsorship System: https://www.dmdc.osd.mil/tass/

4.5.6 Washington National Records Center, Suitland, MD http://www.archives.gov/dc-metro/suitland/agencies/index.html

4.5.7 Standard Procurement System PD2 (SPS):

https://navairappsclo.navair.navy.mil/Citrix/navairappsclo/site/default.aspx

5.0 Performance Requirements

The Contractor shall provide the technical effort in the work areas listed below:

5.1 Contract File Maintenance, Delivery and Retrieval

5.1.1 The Contractor shall maintain physical inventory of open, cancelled and closed AIR-2.5.1 contract files locally at Bldg. 515, NAS Patuxent River, MD as space allows.

5.1.1.1 The Contractor shall maintain the electronic master database listing contracts of AIR-2.5.1 which are stored in Building 515 and issued; this database shall be used to generate the Annual Current & Active Inventory Report, CDRL A002.

5.1.1.2 The master database listing of contracts of AIR-2.5.1 shall maintain the same data elements and be compatible to the electronic master database listing of contracts for the Naval Air Systems Command Headquarters for Contracts Departments 2.1, 2.2, 2.3, 2.4 and 2.6.

5.1.1.3 The Contractor shall regularly back-up the electronic master database listing of contracts of AIR-2.5.1 at least quarterly to the “2.5.1 Inventory” Cabinet in the “Active Inventory” folder in SPS on the last working day of the month after 5 p.m. or before 7 a.m. the first working day of the next month.

5.1.1.4 The Contractor shall maintain an electronic master database listing contracts of AIR-2.5.1 which are stored at the WNRC; this database shall be used to generate the WNRC Inventory Report, CDRL A003.

5.1.1.5 The Contractor shall regularly back-up the electronic master database listing of contracts of AIR-2.5.1 at least quarterly to the “2.5.1 Inventory” Cabinet in the “WNRC Inventory” folder in SPS on the last working day of the month after 5 p.m. or before 7 a.m. the first working day of the next month.

5.1.1.6 The Contractor shall maintain an electronic master database listing contracts of AIR-2.5.1 which are transferred to other activities; this database shall be used to generate the Transferred Inventory Report, CDRL A004.

5.1.1.7 The Contractor shall regularly back-up the electronic master database listing of contracts of AIR-2.5.1 transferred to other activities at least quarterly to the “2.5.1 Inventory” Cabinet in the “Transferred Inventory” folder in SPS on the last working day of the month after 5 p.m. or before 7 a.m. the first working day of the next month.

5.1.2 Local Contract Retrieval and Delivery and Inventory – Patuxent River

5.1.2.1 Upon receipt of a request for files, the Contractor shall retrieve the files from inventory and deliver the files to authorized Government personnel within the allocated time period. The current methods of requesting files are: a) utilizing the 2.0 web-based contract request form, b) submission of email directly to the Contractor staff, c) requests via telephone and d) walk-in requests.

5.1.2.2 The Contractor shall deliver the file(s) to the requestor(s) located at Buildings 441, 433 and 505 on NAS Patuxent River MD within twenty-four hours of the request being made, or the next working day, if request is the end of the work week.

5.1.2.2.1 In the event the file(s) is not locatable at Central Files an email shall be sent to the requestor within one working day of the initial request notifying the requestor that:

5.1.2.2.1.1 the file(s) is not at Central Files and has been checked out to another person, providing the name of the person currently listed as having the file;

5.1.2.2.1.2 the file(s) is not at Central Files and is currently at the WNRC and will have to be requested;

5.1.2.2.1.3 the file(s) is not at Central Files and has been transferred to another activity; or

5.1.2.2.1.4 the file(s) are not Central Files and there is no record of them ever being added to the inventory.

5.1.2.3 The Contractor shall deliver files to the NAVAIR 2.1 Policy Department to support audits and other requests by the due date as specified in the request.

5.1.2.3.1 The Contractor shall follow up monthly on any files provided to NAVAIR 2.1 for the return of those files, until the files have been returned.

5.1.2.3.2 The Contractor shall provide a copy of the request and the evidence of the files being provided to AIR-2.1 to the COR via email.

5.1.2.4 Authorized Government personnel are those individuals holding a valid Department of Defense badge and employed by NAVAIR in the AIR-2.5.1 Contracts Department. Only these individuals are permitted to either check out or review files on site. Other requests for official contract files must be vetted through the Procuring Contract Officer responsible for the files or this Contract’s COR before access or check-out is permitted.

5.1.2.4.1 The Contractor shall follow up monthly on any files provided to authorized Government personnel not located in the AIR-2.5.1 Contracts Department, for the return of those files, until the files have been returned to Central Files, Building 515.

5.1.2.4.2 The Contractor shall report quarterly on all files checked-out for more than 180 days, per the electronic master database of contract files, by all Government personnel including AIR-2.5.1 personnel, CDRL A005 .

5.1.2.5 The Contractor shall add all new contracts and orders of AIR-2.5.1 into the physical and electronic inventory in accordance with the NAVAIR SOP for Central Files within one working days of receiving the files from a designated pickup point in Buildings 441, 433 and 505.

5.1.2.5.1 If any file left at the “pick-up” point has not been logged in properly or is not in a proper contract file or folder, it should not be taken to Central Files. The COR should be notified of the problem, and may request the item be brought to them for review.

5.1.2.6 The Contractor shall add any contracts or orders transferred to AIR-2.5.1 into the physical and electronic inventory within four working days of receipt of the files at Central Files Building 515.

5.1.2.7 A list of names of individuals departing AIR-2.5.1 will be provided to the Contractor on a case-by-case basis to AIR-2.5.1 Central Files, Building 515. The Contractor shall provide a list of files currently checked out to those employees within two working days of receiving the list of names from the COR or Procuring Contracting Officer, CDRL A006

5.1.2.8 The Central Files contract personnel shall coordinate with the Closeout Contractor personnel for contract files being selected from the inventory in Building 515 and going to Closeout team in Building 588 to being processed for closeout.

5.1.2.8.1 The Closeout Contractor shall request and receive files from Central Files in a manner that will not jeopardize the accuracy of the physical inventory nor the Central Files record keeping.

5.1.3 File Delivery to Washington National Records Center (WNRC)

5.1.3.1 The Contractor shall remove closed contracts from the Central Files Inventory of AIR-2.5.1 to be processed and transferred to the WNRC.

5.1.3.2 The Contractor shall obtain SF135 “Records Transmittal Receipt” from NAVAIR Policy Department (AIR- 2.1) and complete the form to accompany closed files/boxes ready to be transferred to the WNRC.

5.1.3.3 The Contractor shall provide a copy of SF135 to AIR-2.1 and AIR-2.5.1 COR. An electronic copy of all SF135 shall be loaded to the “AIR-2.5.1 Closeout” cabinet, “SF 135 “ folder of SPS, CDRL A007.

5.1.3.4 Deliveries to the WNRC shall be coordinated with AIR-2.2, 2.3, & 2.4 once a minimum of 50 boxes are collectively filled.

5.1.3.5 The Contractor shall maintain a master database listing contracts stored at WNRC. This database shall be used to generate the WNRC Annual Inventory Report.

5.1.4 File Retrieval from Washington National Records Center (WNRC)

5.1.4.1 The Contractor shall request files from WNRC upon request from authorized Government personnel. Once received from WNRC, the Contractor shall deliver the files/boxes to the requestor.

5.1.4.2 When files stored at WNRC are received back at Central Files, they shall be entered into the inventory database of files before being issued to the requestor.

5.1.4.3 The retrieved files shall be handled in accordance with NAVAIR SOP for Central Files.

5.1.4.4 Additionally when any box is retrieved from WNRC, the Central Files Contractor shall notify the Closeout Contractor that the specific box has been retrieved from WNRC.

5.1.4.4.1 The Central Files Contractor shall provide a list of the files in the box to the Closeout Contractor and the COR within two working days of the box being received at Building 515 that have not been closeout.

5.1.4.4.2 The Central Files Contractor shall work with the Closeout Contractor to provide these files for the closeout processing.

5.1.4.4.3 The box shall not be returned to the WNRC until all the files in the box eligible for close out have been closed.

5.1.5 File Return to Washington National Records Center (WNRC)

5.1.5.1 The Contractor shall return files/boxes to WNRC once retrieved from requestor. Returns to WNRC shall be coordinated with AIR-2.2, 2.3, & 2.4 on a quarterly basis.

5.1.5.1.1 The Central Files Contractor shall ensure that prior to returning a box to WNRC all the completed actions in the box have been closed by the Closeout Contractor.

5.1.5.2 The returned files shall be handled in accordance with NAVAIR SOP for Central Files.

5.1.6 Files Transferred from AIR-2.5.1

5.1.6.1 When a contract, BPA, BOA, purchase order , task order or delivery order is transferred from AIR-2.5.1 to another activity, by formal modification, the Contractor shall prepare the Requisition and Invoice/Shipping Document , DD Form 1149 as the tracking document for the transfer of custody of the official contract files.

5.1.6.1.1 The DD Form 1149 shall include the description of the contract files being transferred. The description, at a minimum, shall include:

5.1.6.1.1.1 the Contractor name

5.1.6.1.1.2 contract numbers

5.1.6.1.1.3 deliver or task order numbers

5.1.6.1.1.4 number of files

5.1.6.2 The cognizant Procuring Contracting Officer will execute a modification for each contract and/or order being transferred to another activity. The modification shall delineate what has been transferred, and what has retained.

5.1.6.3 For all transferred files, a new file will be created to contain a copy of the final executed modification of the transfer. It will be included in the inventory and placed on the shelf and be the source file for the close-out of the file. A copy of the executed DD1149 sending the files and the signed DD1149 receipt from the receiving activity shall also be retained in the file.

5.1.6.4 The electronic master database shall be updated to reflect the transfer and to indicate the “abbreviated file” for the purposes of closeout.

5.1.7 Customer Service

5.1.7.1 The Contractor shall routinely respond to inquiries from DCMA, DCAA, AIR-2.1, AIR-2.5.1 and other government officials on status of a specific contract.

5.1.7.2 The Contractor shall provide data when requested on numbers of contracts in inventory.

5.1.7.3 When requested the Contractor shall respond to requests for information for various purposes by AIR-2.5.1 and 2.1, with concurrence of the COR. The requests may be for information on processes and practices in file maintenance.

5.1.8 Completion of Final Period of Performance

5.1.8.1 Starting on 1 May 2020, the Contractor will start the transfer of functions from their cognizance to be completed by 28 June 2020.

5.1.8.2 The Contractor will provide an inventory of the files to the COR by 28 June 2020.

5.1.8.3 The Contractor central files team will put the “out of office” notification on their outlook account as of 01 June 2020 to refer all contract communications to the COR. A similar message shall be placed on their telephone voicemail.

5.1.8.4 The Contractors will clean the documents from their computers, after making CDs of any information that should be carried forth for future activities.

5.1.8.5 All government provided and contract reimbursed equipment and materials shall be inventoried and placed in a designated location.

5.1.8.6 The Contractors will surrender their Government issued CAC/ID card and stickers from their cars to NAS Patuxent River Security when departing the facility on the last working day, or the next day if Security is not open at the point of their departure.

5.2 Closeout

5.2.1 Contract Closeout

5.2.1.1 The Contractor shall maintain an electronic master database listing contracts of AIR-2.5.1; this database shall be used to generate the Annual Contract Closeout Inventory Report, CDRL A009.

5.2.1.1.1 The initial data for this electronic inventory maybe copies from the electronic master database listing contracts of AIR-2.5.1 which are stored in Building 515 and issued; this database that is used to generate the Annual Current & Active Inventory Report by the Central Files Contractor. The database shall contain, at a minimum, the following data elements:

5.2.1.1.1.1 contract number

5.2.1.1.1.2 order number

5.2.1.1.1.3 contract value at time performance is completed

5.2.1.1.1.4 end date of final period of performance or deliverable due

5.2.1.1.1.5 final invoice number

5.2.1.1.1.6 date of final invoice

5.2.1.1.1.7 process of close-out

5.2.1.1.1.7.1 DCMA administered

5.2.1.1.1.7.2 Date DCMA closed action

5.2.1.1.1.7.3 date close-out was initiated by Closeout Contractor locally

5.2.1.1.1.7.4 if an “expediting closeout clause was cited for funds to remain on contract at time of being closed

5.2.1.1.1.7.5 amount of funds remaining on order as an ULO

5.2.1.1.1.7.6 method of removal of ULO

5.2.1.1.1.7.7 date close-out documents were available for PCO signature

5.2.1.1.1.7.8 manually (not in SPS) eligible for PCO signature

5.2.1.1.1.7.9 manually (not in SPS) with PCO signature

5.2.1.1.1.7.10 SPS eligible for PCO signature

5.2.1.1.1.7.11 SPS with PCO signature

5.2.1.1.1.8 administering contracting office

5.2.1.1.1.9 paying office

5.2.1.1.1.10 contract value at time close-out process is completed

5.2.1.1.2 The file shall be loaded to the SPS “2.5.1 Closeout” cabinet, “Inventory“ folder in SPS on the last working day of the month after 5 p.m. or before 7 a.m. the first working day of the next month.

5.2.1.2 The Contractor shall obtain the MOCAS Contract Closed List Database from the DCMA website for contracts administered by DCMA.

5.2.1.3 The NAVAIR 2.0 SPS Closeout Report identifying contracts ready for closeout will be provided to the Contractor quarterly by the COR.

5.2.1.3.1 The Contractor shall focus on closing the oldest contracts of AIR-2.5.1 in accordance with the priority as provided by the COR on quarterly basis by the 15th of October, January, April and July during the Period of Performance.

5.2.1.3.2 The closeout Contractor shall also be notified by the Central Files Contractor of when a box of contract files has been retrieved from WNRC and if there are files that have not been closed.

5.2.1.3.3 The COR will provide an update to the priorities based on the files, retrieved from WNRC, being available for closeout.

5.2.1.4 The Contractor shall review the contract file to ensure the contract file meets the FAR 4.804-4 “physically complete” definition and determine the closeout requirements of the contract in accordance with NAVAIRINST

4330.5 series. The Contractor shall ensure, at a minimum, that:

5.2.1.4.1 Excess funds have been removed

5.2.1.4.2 Government Furnished Property has been transferred from the contract/order to another contract/order or returned to the Government

5.2.1.4.3 Final invoices have been paid; and

5.2.1.4.4 there are no outstanding issues to preclude closeout.

5.2.1.5 If the contract was created in SPS, then closeout shall be documented in SPS. If the contract was not created in SPS, then manual closeout shall be initiated.

5.2.1.5.1 There maybe contracts that were closed manually, outside of SPS, even though the original action was created within SPS. These contracts must be closed a second time inside SPS. On the DD Form 1594, in Block 8 “Remarks” document the prior close-out.

5.2.1.5.2 If the contract contains an “Expediting Closeout” clause that permits a nominal residual value to be forfeited by both the Contractor and the Government, and it is being cited as a basis for not de-obligating the funds, it should be documented on the DD Form 1594, in Block 8 “Remarks.”

5.2.1.5.3 If there are any other issues (e.g., changes in Contractor name, address, DCMA, cancellation of contract/order) to be disclosed concerning the closeout, they should be documented on the DD Form 1594, in Block 8 “Remarks.”

5.2.1.5.3.1 Even if a contract/order has been transferred to another activity, it may be necessary for the local closeout to be processed for administrative purposes to remove the contract from the inventory.

5.2.1.5.3.2 If a contract/order utilizes the Government Purchase Card or Credit Card as method of payment, they too must be processed for closeout. In these cases there will be no invoice/voucher for proof of payment. The DD Form 1594, in block 8 “Remarks” will cite the “PAYMENT TO BE MADE BY GOVERNMENT WIDE COMMERCIAL PURCHASE CARD” provision contained in the contract/order.

5.2.1.6 The Contractor shall complete an “AIR-2.5.1 Contract Closeout Worksheet”, Attachment 3, for each closeout being processed and attach a copy of all supporting documentation (e.g., MOCAS screen prints, CHOOSE reports, ACO modification) for the closeout in the hard file.

5.2.1.6.1 The AIR-2.5.1 Contract Closeout Worksheet shall be loaded to SPS for any action being closed in SPS and be filed with the DD Form 1594.

5.2.1.7 Files that are closed shall be marked “□ closed” on folder if not in SPS or “□ SPS closed” on folder ;

otherwise, marking on folder shall indicate that file is active.

5.2.1.8 As the Contractor has prepared files for closeout that require the Contracting Officer’s signature on the DD Form 1594, the file(s) with their completed AIR-2.5.1 Contract Closeout Worksheet and supporting documentation shall be placed in a “yellow tote.” As the yellow totes are filled, they shall be delivered to the COR for review and Contracting Officer signature on the DD Form 1594.

5.2.1.8.1 Upon review/approval of the Contracting Officer, the DD Form 1594 will be signed. The contracting officer will place a “√” in the appropriate block on the contract file jacket.

5.2.1.8.2 If upon review of the file documentation, the Contracting Officer determines there is an issue or error that precludes the signing of the DD Form 1594, the issue or error should be noted and the file returned for re-work.

5.2.1.8.3 Any file and documentation returned for re-work is considered a rejection. Any rejection shall be re-worked and resubmitted with all necessary information and documentation to permit execution of the DD Form 1594.

5.2.1.8.4 The Contractor shall be required to closeout the following in whole or in combination to reach their monthly requirement:

(A, B, D, P&F) Contracts (650) (Legacy System Contracts – Prior to SPS initiation 2004) – 850 (Seaport (N00178) Task Orders – 240

(C) Contracts - 240

The above that qualify for closeout, with expedited closeout on those contracts with funds nearing cancellation. Closeout procedures include all actions necessary up to the point of signature by the contracting officer.

5.2.1.9 The “closed” and “rejected” files will be returned to a yellow tote, and the Contractor will be notified by the COR of their availability for pick-up.

5.2.1.10 The closeout Contractor shall coordinate with the Contractor in Central Files for the delivery and retrieval of files to the COR for execution of the DD Form 1594.

5.2.2 Customer Service

5.2.2.1 The Contractor shall routinely respond to any inquires from DCMA, DCAA, AIR-2.1, AIR-2.5.1 and other government officials on the status of a specific contract.

5.2.2.2 The Contractor shall provide data when requested on numbers and types of closeouts in process, status, backlogged and completed.

5.2.2.3 When requested the Contractor shall respond to requests for information for various purposes by AIR-2.1, with concurrence of the COR. The requests may be for information on processes and practices in completing closeouts.

5.2.3 Completion of Final Period of Performance

5.2.3.1 Starting on 1 May 2020, the Contractor will start the transfer of functions from their cognizant to be completed by 28 June 2020.

5.2.3.2 Files in the Process of Contract Close-out shall be documented on an AIR-2.5.1 Contract Closeout Worksheet. Additionally:

5.2.3.2.1 The contract close-out team will print all email communications for in process close-outs, as well as another computer documentation that they have on their computers as related to a specific file. They will also include the name, email and phone number of all the parties they have been in contact regarding the specific action.

5.2.3.2.2 The Contractor will provide an inventory of the files in process of being closed to the COR by 1 June 2020.

5.2.3.3 The contract close-out team will organize and move all the files from their desktop in SPS to the “2.5.1 closeout” cabinet. Files that are still in process of being closed but DD Form 1594 has not been signed by the preparing will be filed within that folder. Files that are ready for the Contracting Officer’s signature will be placed in the other folders as appropriate.

5.2.3.4 The Contractor close-out team will put the “out of office” notification on their outlook account as of 1 June 2020 to refer all contract close-out communications to the COR. A similar message shall be placed on their telephone voicemail.

5.2.3.5 The Contractors will clean the documents from their computers, after making CDs of any information that should be carried forth for future close-outs.

5.2.3.6 The physical files shall be returned to Central Files and stored.

5.2.3.7 All government provided and contract reimbursed equipment and materials shall be inventoried and placed in a designated location.

5.2.3.8 The Contractors will surrender their Government issued CAC/ID card and stickers from their cars to NAS Patuxent River Security when departing the facility on the last working day, or the next day if Security is not open at the point of their departure.

5.3 Quality Surveillance and Performance Standards

5.3.1 The government will conduct quality surveillance via various methods including formal and informal meetings, review of technical reports, review of monthly progress reports, and review of deliverables.

5.3.2 The Government will evaluate Contractor performance in the areas of technical quality, responsiveness, timeliness and cost. Technical quality will be evaluated against the performance standards defined in task paragraphs. Responsiveness will be evaluated based upon the government interaction with the Contractor during performance. Timeliness will be evaluated based on the Contractor's ability to meet Task Order and/or CDRL schedules. Cost will be evaluated based upon the contactor’s ability to manage to the negotiated costs. See Attachment 5.

6.0 Contractor Personnel.

6.1 Contract File Maintenance, Delivery and Retrieval. The Contractor personnel supporting the Contract File Maintenance, Delivery and Retrieval services shall:

6.1.1 Have completed an FBI fingerprint check with favorable results before the employee begins performance.

6.1.2 Have a NACI has been submitted to the OPM; or possesses a DoD-determined NACI equivalent investigation:

NACLC before the employee begins performance.

6.1.3 Provide a signed Non-Disclosure Agreement (NDA) for each individual Contractor employee before the employee begins performance. The NDA shall be re-submitted annually prior to exercise of any option, CDRL A012.

6.1.4 Take required on-line Government training required for performance on a Government Installation or have access to Government Information Technology Resources as email dissemination states that the training shall be taken by Contractor personnel.

6.1.5 Have a valid driver’s license and insurance to operate a motor vehicle in performance of the services under this contract.

6.1.6 Have the necessary qualifications to obtain a “courier card” via NAVAIR for delivery and retrieval of files from the WNRC.

6.1.7 Be well experienced in Microsoft Office Excel, Access, Word, Outlook, and the Standard Procurement System PD2.

6.1.8 Be attired in clean presentable clothing suitable for the tasking they are assigned, considering safety, interaction with the public, other commands, other Contractors and the Naval Air Systems Command employees.

6.1.9 Follow safety rules for the lifting, carrying, storage and handling of files, totes and boxes.

6.1.10 Be able to lift boxes weighing approximately 40 pounds.

6.2 Closeout. The Contractor personnel supporting Closeout services shall:

6.2.1 Have completed an FBI fingerprint check with favorable results before the employee begins performance.

6.2.2 Have a NACI has been submitted to the OPM; or possess a DoD-determined NACI equivalent investigation:

NACLC before the employee begins performance.

6.2.3 Provide a signed NDA for each individual Contractor employee before the employee begins performance.

The NDA shall be re-submitted annually prior to exercise of any option. Improper disclosure of sensitive information shall be grounds for removal of Contractor personnel, CDRL A012.

6.2.4 Take required on-line Government training required for performance on a Government Installation or to have access to Government Information Technology Resources as email dissemination states that the training shall be taken by Contractor personnel.

6.2.5 Be experience in Microsoft Office Excel, Access, Word, Outlook, and the Standard Procurement System PD2.

6.2.5.1 Have at least one year of experience utilizing SPS performing contract closeout on DOD contracts.

6.2.6 Be attired in clean presentable clothing suitable for the tasking they are assigned, considering safety, interaction with the public, other commands, other Contractors and the Naval Air Systems Command employees.

6.2.7 Follow safety rules for the lifting, carrying, storage and handling of files, totes and boxes.

6.2.8 Be able to lift boxes weighing approximately 40 pounds.

7.0 Security & Procurement Integrity

7.1 The Contractor shall maintain security measures to protect all proprietary information from unauthorized disclosure. This shall include but not be limited to: Contractor bid or proposal information, source selection information, technical data, cost or pricing data, labor rates and manufacturing processes. Refer to FAR, Part 3.104 – Procurement Integrity.

7.2 Improper disclosure of sensitive information shall be grounds for removal of Contractor personnel.

8.0 Place of Performance

8.1 Performance of contract shall take place at the Naval Air Station, Patuxent River. Proof of U.S. citizenship is required to obtain proper badges and be permitted to access the Government installations.

8.2 The Contractor shall provide the motor vehicle/transportation for its employees to retrieve and deliver contract files from Buildings 441, 433 and 505 on a twice a day basis. The volume of files picked-up from designated pick-up points maybe a low as one file or as many as 10 “yellow totes” per occasion.

8.3 The Contractor shall provide the motor vehicle and manpower to transport files to WNRC, when a lot of 50 boxes has been processed for shipment.

9.0 Work Schedules /Telework

9.1 Compressed Work Schedule (CWS) is an alternative work schedule to the traditional five 8.5- hour workdays (which includes a 30-minute lunch) worked per week. Under a CWS schedule an employee completes the following schedule within a two-week time period: eight weekdays are worked at 9.5 hours each (which includes a 30-minute lunch), one Friday is alternately worked as 8.5 hours (which includes a 30-minute lunch), and one Friday is not worked by the employee.

9.1.1 The CWS off day for contactor employees is either the first or second Friday in a two week period of performance. It cannot be switched out for another day of the week.

9.2 The result is 80 hours worked every two weeks, with 44 work hours one week and 36 work hours the other. The Contractor may allow its employees to work a CWS schedule provided that the schedule does not interfere with necessary staffing and services coverage required by the Government facility.

9.2.1 The Contractor’s workday time on-site shall not start before 0530 and no later than 0800.

9.3 Any Contractor that chooses to allow its employees to work a CWS schedule in support of this contract agrees that any additional costs associated with the implementation of the CWS schedule vice the standard schedule are unallowable and will not be reimbursed by the government. All Contractors shall comply with the requirements of the Fair Labor Standards Act and particularly with Section 7 regarding compensatory overtime.

9.4 Contractor work schedules shall be coordinated with the COR to ensure: 1) coverage during normal working hours and critical periods, 2) coordination of tasks involving other Contractors, 3) security compliance for Buildings/areas where access is controlled, 4) notification of any absence of Contractor employees.

9.4.1 A work schedule for the employees under the task order shall be provided to the COR prior to the first day of work. It shall be regularly updated, if any changes occur.

9.4.2 In the event of the number of contract employees falling below five, the contact employees shall revert to straight work schedule vice a compressed work schedule.

9.5 The Contractor employees are not permitted to telework under this contract. The Contractor personnel shall not remove any files from the workspace with the intent of teleworking.

10.0 Travel

10.1 In support of contract closeout tasks, travel to Contractor facilities, disbursing offices, Defense Contract Management Agency (DCMA), or Defense Contract Audit Agency (DCAA) offices may be necessary to resolve delivery and other discrepancies.

10.2 If travel is required, authorization by the COR shall be requested in writing in advance of being performed.

The request for travel shall include rational for the travel as well as an estimated cost. If the travel is approved, it will be invoiced for in accordance with the JTR Travel is included in a separate, cost-reimbursable contract CLIN labeled “ODCs in support of CLINs 0010, 0011, and 0012, in Section B.

10.3 The Contractor will provide a truck with sufficient cargo space to carry the 50 boxes of contracts to WNRC.

11.0 Furnished Property & Facilities

11.1 Government Furnished Property and Facilities.

11.1.1 The Government furnished facilities and property provided to and utilized by the Contractor to perform under the contract will Building 515 & 588 work space with desks and other office furniture, computers, telephones, equipment maintenance, access document reproduction equipment.

11.1.1.1 For the central files work, a single workstation with a computer is provided for the two Contractor employees located in Central Files.

11.1.11.2 For the contract closeout work, four workstations with computers is provided for the supervisor and three contract closeout employees.

11.1.2 Requirements will be performed at the NAVAIR facility. The work space allocated for the provision of all services requested will be consistent with those provided to employees of the NAVAIR activity performing like or similar duties.

11.2 Contractor Furnished Property.

11.2.1 The Contractor shall provide a dedicated titled, tagged and insured motor vehicle/transportation for its employees to retrieve and deliver contract files from Buildings 441, 433 and 505 on a twice a day basis.

11.2.1 The Contractor shall provide a dedicated titled, tagged and insured motor vehicle to transport files to WNRC when a lot of 50 boxes has been processed for shipment.

11.2.2 The Contractor shall maintain a Vehicle Log detailing all usage of the Vehicle, CDRL A0008. The log should detail origin location, destinations, time of departure, time of arrival to locations, mileage reading at each location to Central Files, name of driver, and mileage at a minimum. A copy of the report should be submitted via WAWF and accompany the invoice for any reimbursement for gas.

12.0 Material in Support of Contract Performance

12.1 The Government shall obtain and maintain the appropriate amount of office supplies to perform the requirements of the contract.

12.2 Travel will be reimbursable under the contract CLIN labeled “ODCs in support of CLINs 0010, 0011, and 0012 in Section B. The Contractor must provide receipts of all purchases when invoicing for reimbursement via the Wide Area Work Flow (WAWF). Prior to purchasing any items under the ODC CLIN, the Contractor must obtain the consent of the COR, if it intends to seek reimbursement thereof.

13.0 Navy Marine Corps Intranet (NMCI)

NMCI seats in Building 515 and 588 will be provided and paid for by AIR-2.5.1. A Common Access Card is required to gain access to NMCI computers by completing DD Form 1172-2, CDRL A013.

14.0 Identification Badges/Common Access Card (CAC)

14.1 Contractor identification badges shall be issued by the Government to on-site Contractor personnel and shall be visible at all times while personnel are at the Government sites.

14.2 The Contractor shall furnish all requested information required to facilitate issuance of identification badges and shall conform to NASPAXRIVINST 5510.15 concerning the use and possession of badges.

14.3 The Contractor is responsible for ensuring that all identification badges issued to their employees are returned to the Security Department at the Government site in accordance with NASPAXRIVINST 5510.15, following completion of the contract, relocation or termination of an employee, or upon request from the COR.

14.4 The Contractor is responsible to ensure that their employees in Government spaces, utilizing Government phones and computers always identify themselves as Contractor employees supporting AIR-2.5.1, and do not ever give the impression that they are Government employees.

15.0 Deliverables

The Contractor shall provide data deliverables in accordance with agency-specified reporting requirements and format as noted on each DD Form 1423. DD Form 1423’s can be found under Exhibit A in Section J of the contract.

All deliverable s shall be submitted in hard copy and electronic copy.

15.1 Monthly Progress Report – Contract File Maintenance, Delivery and Retrieval - CDRL A001

This report shall indicate (a) delivery requests received and accomplished, (b) new file receipts, and (c) a list of files delivered to and received from WNRC. The report shall be submitted to the COR monthly for the prior month of activities, by the 7th of each month to coincide with the invoice/shipping document for the prior month’s services.

15.1.1 File Delivery. When reporting (a) delivery requests received and accomplished, the requests/receipts should be organized in the following manner: (Suspend until further notice)

15.1.1.1 files requested which were delivered and returned;

15.1.1.2 files requested which were delivered, but have not been returned to Central Files Building 515;

15.