draft_BLISS_RFP_Nov16.pdf

DRAFT

UNITED STATES DEPARTMENT OF STATE

BAGHDAD

LIFE SUPPORT SERVICES

(BLISS)

SOLICITATION SAQMMA-12-R-0130

November 16, 2012

This Draft RFP Release is for information purposes only and does not constitute an invitation for bids, a request for proposals, a solicitation, a request for quotes, or an indication the US Government will contract for services and items contained in this notice. The Government does not reimburse respondents for any costs associated with this Draft RFP release.

Department of State SAQMMA-12-R-0130 Baghdad Life

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SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 OVERVIEW

This requirement is in support of the U.S. Department of State (DoS) mission in Iraq, providing life support functions for State Department compounds.

The current U.S. Mission, Iraq (USMI) sites are broken down below by regions. USMI sites within Iraq may be added or removed under this contract as future conditions change:

Central – Baghdad Embassy Compound (BEC) o Olympia o Embassy Heliport (EHP)

Central - Baghdad Diplomatic Support Center (BDSC), at the Baghdad International

Airport

South – U.S. Consulate General in Basrah, o Basrah Air Hub, North o Erbil Diplomatic Support Center (EDSC) o Erbil Air Hub at the Erbil International Airport (EIA)

B.2 TYPE OF CONTRACT

This is an indefinite-delivery, indefinite-quantity (IDIQ) contract, as defined in FAR 16.504

(Indefinite-Quantity Contracts), for non-commercial items. Contract types for the individual task orders will fall under one or more of the following, depending on the type, complexity, and urgency of the task order requirement: fixed-price, cost-reimbursement, labor-hour, and/or time-and-materials. If a task order will be performance-based, its requirements will be conveyed and administered at the task order level.

B.3 MINIMUM AND MAXIMUM QUANTITIES

a) The Government, through the issuance of task order(s) or otherwise, shall pay a one-time minimum quantity of $100,000 (inclusive of all direct costs, indirect costs, and profit/fee) within the contract’s five-year period of performance (base year plus four option years).

b) The maximum quantity for the contract’s five-year period of performance (base year plus four option years) shall be any quantity or combination of supplies and services not exceeding (TO

BE DETERMINED) (inclusive of all direct costs, indirect costs, and profit/fee).

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SECTION C – STATEMENT OF WORK

C.1 STATEMENT OF WORK

C.1.A General Background

This requirement is in support of the U.S. Department of State (DoS) mission in Iraq, providing life support functions for State Department compounds. This document defines the contract scope and will serve as the basis for all task orders issued for support services.

This SOW establishes general Contractor requirements for Baghdad Life Support Services

(BLiSS) contract for support functions to the DoS in the country of Iraq. The Contractor shall furnish all supervision, labor, housing (unless provided by the USG for a limited number of contractor employees providing critical services), and transportation required for the satisfactory performance of work, as specified in each task order.

For the purpose of this contract, the current U.S. Mission, Iraq (USMI) sites are broken down below by regions. USMI sites within Iraq may be added or removed under this contract as future conditions changes.

• Central - Baghdad Embassy Compound (BEC)

• Olympia

• Embassy Heliport (EHP)

• Central - Baghdad Diplomatic Support Center (BDSC), at the Baghdad International Airport

• South –

• U.S. Consulate General in Basrah,

• Basrah Air Hub,

• North

• Erbil Diplomatic Support Center (EDSC)

• Erbil Air Hub at the Erbil International Airport (EIA)

The Government reserves the right to expand the list of sites within Iraq during the life of this contract. This may be in the form of a comprehensive assignment of BLISS tasks to a specific location, or a menu of tasks assigned on an as-needed basis.

A general description of each site is provided below:

Baghdad Embassy Compound –

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The BEC is located in the International Zone (IZ) in Baghdad, Iraq and consists of 104 acres.

This is the largest U.S. Embassy in the world. The mission of the United States Embassy in

Baghdad is to represent the United States of America to the Government of Iraq (GOI).

The U.S. Ambassador COM (Chief of Mission) is the U.S. President's representation to the GOI.

The BEC contains several different dining facilities: 2 major cafeterias with one on the main Embassy compound and the second at Camp Condor and 3 snack bar type operations located in the Embassy compound.

The main dining facility cafeteria area on the Embassy Compound is a 3,000 square meter facility that currently has a feeding and seating capacity of roughly 2,500 personnel. This area does not include the various refrigerated vans and containers used for storage of frozen, chilled and dry storage of food, or supplies. The dining area is 2100m2, kitchen 760m2, and serving lines 460m2. The food preparation areas and equipment are state-of-the-art, and all equipment and furnishings are in serviceable condition. Additional feeding capacity projects are being contemplated to accommodate personnel surges. The maximum occupancy on the BEC is 2600, while Camp Condor houses 1129 and has its own dining facility.

Local Nationals (LNs) are only entitled to lunch meals, not breakfast or dinner. The largest feeding requirement occurs during lunch time during week days as LN direct hire personnel are entitled to eat lunch meals. Three snack bar operations located on the Embassy compound (1 within Annex 1, 1 in Annex 2, and 1 in the Chancery) alleviate the feeding demand during the lunch meal at the cafeterias. Two of the snack bar operations serve only cold sandwiches and hot soup. The Annex 1 snack bar is equipped with a grill that provides a hot entre lunch item 5 days a week: Sunday through Thursday.

Hours of Operation: Hours of operation will follow the established hours for food service operations within the BEC:

Cafeteria: Breakfast: Weekday – 5:30 am – 8:30 am

Weekend- Lunch/ Dinner

Snack Bar Annex 1 Breakfast/Lunch/Dinner

Snack Bar Annex 2 Breakfast/Lunch/Dinner

Snack Bar Chancery Breakfast/Lunch/Dinner

When BEC is used in this document, it includes Camp Olympia and the Embassy Heliport, unless otherwise stated.

Camp Olympia –

Is a 45-acre site, consisting of the Embassy HeliPort (EHP), the RSO Firing

Range, and lay down Yard, located within the International Zone.

Embassy Heliport –

Located within the International Zone, consists of a landing strip, control tower, passenger control area, hangar, and a large concrete apron for rotary wing operations.

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Baghdad Diplomatic Support Center (BDSC) –

This is a 350-acre State Department-managed facility located next to the Baghdad International

Airport (not within the IZ). BDSC is the U.S. Mission to Iraq’s primary platform for aviation, medical, maintenance, munitions storage, and property disposition services.

Currently, BDSC houses 41 individual agencies or groups, totaling approximately 1600 personnel. The BDSC dining facility is a 2244 square meter facility that serves 1800* residents and transient personnel three meals per day. A grab-in-go (soup and sandwich bar) is open 14 hours daily (0830 – 2230). The dining area is 1182 m2, kitchen 531 m2 (warehouse 531 m2, which is connected to the kitchen) and serving lines 55 linear meter. The food preparation areas and equipment are state-of-the-art, and all equipment and furnishings are in serviceable condition.

Erbil Diplomatic Support Center (EDSC) –

Is a 2760-acre compound that supports the logistic and programmatic needs of the Erbil

Consulate General. It has an office building, gym, warehouse, motor vehicle center, 800-plus containerized housing units, a fire station and other facilities. The EDSC DFAC is a 915square meter facility that serves 790 residents three meals per day the dining area is 423 square meters

(m2), kitchen 376 m2, and serving lines 116 m2.

The food preparation areas and equipment are limited to some cooking and reheating, and all equipment and furnishings are in serviceable condition.

U.S. Consulate General Basrah -

Located on 53 acres, with the Consulate General building occupying 119 acres and the Air Hub occupying 34 acres. The Consulate area has a warehouse, a dining facility, and offices, while the

Air Hub consists of a passenger waiting area, a landing strip, hangar as well as a fire station and housing for firefighters.

The Basrah dining facility currently serves 790 residents three meals per day. The food preparation areas and equipment are state-of-the-art, and all equipment and furnishings are in serviceable condition.

The BLiSS Statement of Objectives (SOO) is furnished in Section J (TO BE DETERMINED).

This SOO defines the objectives by services and site locations. Offerors are to propose a

Performance Work Statement (PWS) to include all performance metrics, as a part of their technical proposal for evaluation for each site (BEC, BDSC, EDSC and Basrah).

Current life support for these sites is provided by the U.S. Army Materiel Command's "LOGCAP

IV" (Logistic Civil Augmentation Program), Defense Logistics Agency (DLA), and Army

Sustainment Command (ASC) Green Equipment Maintenance contract. These contracts are due

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C.1.B Objectives

Life Support- The life support services requirements may include services in the following areas as specified under each individual task orders:

• Postal Services

• Food Services, to include o Procurement of food and supplies o Storage o Preparation o Serving o Cleaning of facility

• Waste Management

• Laundry Services

• Fuel Services, to include Procurement and Delivery

• Recreation Services

• Airfield Services to include o air crash and rescue

• Transportation Services

• Warehouse Operations

• Supplemental Staffing and Maintenance Services to Regional Security Office (RSO)

The Contractor shall comply with U.S. and GOI laws and regulations. The Contractor shall also plan for and provide all personnel, transportation, supervision, and other items and services necessary to accomplish the requirements of this contract. The Contractor shall insure adequately trained personnel are available to meet the stated workload to avoid delays to work services throughout the contract.

Program Management- The Contractor will be required to establish and perform program management functions that cover the overall resulting task orders issued under this contract. The

Statement of Objectives (SOO) is provided Section J (TO BE DETERMINED) ensure the DoS receives quality and timely services, effective cost controls, and which are transparent throughout the life of this contract.

The Contractor shall develop a Local National hiring program as specified under each task order in order to "normalize" Embassy operations in Iraq and to further establish faith and good will with the country of Iraq.

"Normalize" is a concept that is mentioned frequently in this document. The term references an effort by the DoS to bring the conditions and operations of the Embassy and its consulates in Iraq into an environment that is more in line with how U.S. embassies operate around the world.

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The contractor shall provide life support services for their employees as specified under each task order. At sites where it is not feasible or safe as determined by the DoS for the contractors to live off of the DoS site, the contractor will lease LSAs (Life Support Areas) from the US DoS at a negotiated fee or an agreed upon services in kind. Embassy Air, a US DoS Air courier & transportation service in Iraq may be used through coordination with DoS COR (Contracting

Officer's Representative)/GSO (General Services Officer) or designated representative at a fair and reasonable cost per person as listed under each task order. These services are available to move employees throughout the country of Iraq. The cost of the initial personnel transition will be borne by DoS.

Facilities Clearance- The contractor shall have a Facility Clearance at the Secret level. Certain positions will require personnel with Secret clearances. Moderate Risk Public Trust (MRPT) investigations are required as shown elsewhere in this contract. The offeror will possess a Secret

Facility Clearance prior to submission of proposal. All personnel must possess the proper clearances prior to assuming their duties.

Definitions-

• Contracting Officer's Representative (COR) -- A Federal employee to whom a Contracting

Officer has delegated authority in writing to act as his or her representative in monitoring specified aspects of contractor performance. These aspects may include ensuring that the contractor's performance meets the standards set forth in the contract, ensuring the contractor meets the technical requirements under the contract by the delivery date(s) and/or within the period of performance, and ensuring that the contractor performs within the price or estimated cost stated in the contract.

• Emergency Services - Work orders which require immediate attention. May require working other than the standard work hours or work days. Contractor is required to respond to call within a reasonable time, but not later than within 4 hours and take action to minimize the emergency situation.

• Facility Clearance (FCL) - An administrative determination that a contractor facility is eligible for access to classified information at the same or lower classification category as the clearance being granted, either CONFIDENTIAL,OR SECRET level. The FCL includes the execution of a

Department of State Security Agreement. Pursuant to these agreements, the government agrees to issue the FCL and inform the contractor as to the security classification to which the contractor will have access. The contractor agrees to abide by the security requirements set forth in the National Industrial Security Program Operating Manual (NISPOM).

• Facility/System Replacement - Design, acquisition, installation and/or construction of an entire facility and/or system (e.g. - replacing or repaving a road; replacing a system such as a whole building chiller; construction of a new building; addition to the footprint of an existing building.)

• General Instructions - Instructions, directives and guidelines that apply to all personnel.

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• Independent Verification and Validation (IV&V) - Independent procedures performed by a disinterested third party that are used together for checking that a product, service, or system meets requirements and specifications and that it fulfills its intended purpose.

• International Zone (IZ) - A 10 square kilometers (3.9 sq mi) area of central Baghdad, Iraq, that was the governmental center of the Coalition Provisional Authority and remains the center of the international presence in the city. Its official name beginning under the Iraqi Interim Government was the Green Zone.

• Local Nationals (LNs) - Personnel who are indigenous to the area of operations.

• Normalization - refers to the effort by the DoS to bring the conditions and operations of the

Embassy and its consulates in Iraq into an environment that is more in line with how U.S.

embassies operate around the world.

• Platts - A source of benchmark price assessments for commodity markets, including petrochemicals. Refer to http://www.platts.com/.

• Third Country Nationals (TCNs) - TCN or Third Country National - those personnel of a separate nationality to both the contracting government and the AO or "Area of operations".

http://www.platts.com/

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SECTION D – PACKAGING AND MARKING

D.1 MARKING OF REPORTS

All reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

(a) Name and Business address of the Contractor;

(b) Contract number and delivery order number, if applicable;

(c) Date of report; and

(d) Program office(s).

(e) Classification, Sensitivity or Handling Instructions

D.2 RESERVED

D.3 PACKING LIST(S)

A packing list or other suitable shipping document shall accompany each shipment and shall include the following information:

(a) Name and address of consignor.

(b) Name and address of consignee.

(c) Government contract number (and delivery order number, if used).

(d) Government bill of lading number covering the shipment, if any.

(e) Description of the items shipped, including item number, quantity, number of containers, and package number, if any.

D.4 WARRANTY NOTIFICATION

In accordance with FAR 46.706 (b)(5), the Contractor shall stamp or mark the supplies delivered, or otherwise furnish notice with the supplies, of the existence of a warranty, if any.

Sufficient information shall be presented duration of the warranty and the name and telephone number of the Contracting Officer to be notified if the supplies are found to be defective.

D.5 DATA PACKAGING REQUIREMENTS (11/96)

(a) All unclassified data shall be prepared for shipment in accordance with best commercial practices.

(b) Classified reports, data, and documentation shall be transmitted via the Regional Security

Office or COR via DOS approved channels only.

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SECTION E – INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE FAR 52.252-2 (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

FAR: www.acquisition.gov/far

DOSAR: www.statebuy.state.gov/DOSar

Clause Title Date

52.246-2 Inspection of Supplies – Fixed Price Aug 1996

52.246-3 Inspection of Supplies – Cost-Reimbursement May 2001

52.246-4 Inspection of Services – Fixed-Price Aug 1996

52.246-5 Inspection of Services – Cost-Reimbursement Apr 1984

52.246-6 Inspection – Time-and-Material and Labor-Hour May 2001

52.246-16 Responsibility for Supplies Apr 1984

E.2 ACCEPTABLE LEVELS OF PERFORMANCE

The Contracting Officer and his/her representatives are responsible for acceptance and inspection of the Contractor’s effort under this contract.

E.3 CONTRACTOR SELF REPORTING OF NON-COMPLIANT SERVICES

The Contractor shall identify and explain the cause of any non-compliant action and the

Contractor’s plan to resolve the issue(s).

E.4 INSPECTION AND ACCEPTANCE –SERVICES

Inspection and acceptance of the services to be provided hereunder shall be made by the Contracting Officer's Representative.

Contracting Officer's Representative (COR) to monitor contractor performance, advise the contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The contractor, not the Government, is responsible for management and quality control to meet the terms of the contract.

SURVEILLANCE The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

STANDARD The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause http://www.acquisition.gov/far http://www.statebuy.state.gov/dosar

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(FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

PROCEDURES

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

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SECTION F – DELIVERIES OR PERFORMANCE

F.1 CLAUSES INCORPORATED BY REFERENCE FAR 52.252-2 (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

FAR: www.acquisition.gov/far DOSAR: www.statebuy.state.gov/DOSar

Clause Title Date

52.211-8 Time of Delivery Jun 1997

52.242-15 Stop-Work Order Aug 1989

52.242-15 Stop-Work Order Alt. I Apr 1984

52.242-17 Government Delay of Work Apr 1984

52.247-30 F.O.B. Origin Feb 2006

52.247-34 F.O.B. Destination Nov 1991

52.247-35 F.O.B. Destination, within Consignee’s Premises Apr 1984

52.247-48 F.O.B. Destination – Evidence of Shipment Feb 1999

F.2 PERIOD OF PERFORMANCE

This contract is comprised of an approximately 90-days transition period as part of the first year base period and four, one-year option periods.

The CO can extend the term of the contract for an additional six months in accordance with FAR

52.217-8, Option to Extend Services clause contained in Section I of this contract.

F.3 NOTICE OF CONTRACT AWARD

After receiving the Notice of Contract Award in writing from the CO, the Contractor shall provide all representation, certifications and deliverables required by the contract. Upon the acceptance of these documents, the Contracting Officer shall then issue a Notice to Proceed and at that time the Contractor shall begin transition. The Contractor shall, upon completion of the

Transition Period, assume full responsibility for the performance of this contract.

F.4 DELIVERABLES

(TO BE DETERMINED UNDER EACH TASK ORDER)

http://www.acquisition.gov/far http://www.statebuy.state.gov/dosar

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SECTION G – CONTRACT ADMINISTRATION DATA

G.1 DESIGNATION OF ADMINISTRATIVE CONTRACTING OFFICE

This contract will be administered as follows:

Contracting Officer (CO):

Paul Desilets

Department of State

Office of Acquisition Management

A/LM/AQM/IT SA-6

1701 North Fort Myer Drive

Arlington, VA 22209

Office: (703) 875-5250

Administrative Contract Specialist:

Department of State

Office of Acquisition Management

A/LM/AQM/IT

Attn: Stephen Law

1701 North Fort Myer Drive

Arlington, Virginia 22209

Office: (703) 516-1961

Written communications regarding the administration of this contract shall make reference to the contract number and shall be mailed to the above address or emailed to Laws2@state.gov.

G.2 CONTRACTING OFFICER (CO)

The CO has sole authority to modify the terms of this contract. The Contractor is responsible for ensuring that all modifications to or deviations from contract requirements are approved by the

CO. The CO will appoint the usual and customary contracting representatives, such as a

Contracting Officer’s Representative (COR) and Government Technical Monitors (GTMs) to help carry out the CO’s responsibilities under this contract.

G.3 CONTRACTING OFFICERS REPRESENTATIVE DOSAR 652.242-70 (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a

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(b) The COR will be identified following Contract Award.

G.4 GOVERNMENT TECHNICAL MONITORS (GTM)

A GTM may be designated to provide technical monitoring, advice and assistance, in the monitoring and evaluation of a contractor’s performance at separate consular locations. The

GTM is appointed by the CO.

G.5 INVOICE AND REPORTING REQUIREMENTS

The Contractor is required to provide a hard copy and an electronic copy of each invoice. The electronic copy shall be generated in Microsoft Excel 2007®. The Contractor shall be required to work closely with the Government to track, report, and invoice costs to facilitate effective program and project management over the life course of this contract.

The contractor shall prepare and submit a monthly Cost Analysis Report in Microsoft Excel.

The report is due no later than the 10th day following the last day of the reporting month. The contractor will work with the Government to finalize a format.

The contractor shall submit all invoices on a monthly basis within 30 days after the end of the billing month.

G6 REQUIRED INVOICE INFORMATION

a) The invoice shall contain all information required in Sections G and I, including, when applicable, FAR 52.216-7 (Allowable Cost and Payment) and FAR 52.232-7 (Payments under Time-and-Materials and Labor-Hour Contracts).

b) The invoice shall include a listing of each service and supply in accordance with the CLIN and sub-CLIN structure identified in Sections B.4 through B.8.

c) The invoice shall list, in part, the following:

Contract's maximum quantity

Billed total for each CLIN (contract-wide)

Billed total for each sub-CLIN (contract-wide)

Contract-year-to-date billed

Contract-year-to-date paid by Government

Contract cumulative billed (since contract effective date)

Contract cumulative paid by Government (since contract effective date)

Task order name

Task order number

Task order obligated dollar amount

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Billed total for the CLIN (for the task order)

Billed total for each sub-CLIN (for the task order)

Task order-year-to-date billed

Task order-year-to-date paid by Government

Task order cumulative billed (since task order effective date)

Task order cumulative paid by Government (since task order effective date)

d) For fixed-price arrangements (i.e., task orders or line items in a task order) when payment is made not based on actual costs incurred, the Contractor shall submit the monthly apportionment of the awarded fixed-price. The monthly apportionment shall be the awarded fixed-price for the task order period divided by the number of months in the task order period. For example, if a task order includes a base period of one year, the monthly apportionment during the base period shall be the awarded fixed-price for the base period divided by 12 months.

e) For each direct labor cost under labor-hour arrangements and under the time portion of time-and-materials arrangements, the Contractor shall submit the following:

Contract-specified labor category

Internal labor category/employee title

Name of employee

Negotiated fixed fully-loaded hourly labor rate

Actual incurred hours

Subtotal

f) For each direct labor cost under arrangements when payment is made based on actual costs incurred (e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, the Contractor shall submit the following:

Contract-specified labor category

Internal labor category/employee title

Name of employee

Actual incurred unloaded hourly labor rate

Actual incurred hours

Applicable provisional billing indirect cost rate description

Negotiated applicable provisional billing indirect cost rate(s)

Provisional billing indirect cost

g) For each supply (i.e., direct non-labor cost/other direct cost (ODC) and material [as defined in FAR 52.232-7(b)(1)(ii)(A), (B), and (C) (Payments under Time-and-Materials and Labor-

Hour Contracts)]) under arrangements when payment is made based on actual costs incurred

(e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the

Contractor shall submit the following:

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Description of the supply

Actual incurred unit cost

Unit of measurement

Actual incurred units

Applicable provisional billing indirect cost rate description

Negotiated applicable provisional billing indirect cost rate(s)

Provisional billing indirect cost

h) For travel costs under arrangements when payment is made based on actual costs incurred

(e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the

Contractor shall include a Travel Expense Report (TER) by trip that includes a daily breakdown of all actual incurred travel costs. The breakdown shall consist of at least the following:

CLIN

Sub-CLIN

Contract-specified labor category

Internal labor category

Traveler name

Title of traveler or relationship of traveler to contractor

Purpose of trip

Dates of travel

Number of days of travel

Origin

Destination

Airfare or train fare

Lodging cost per night

Lodging per diem, as indicated in FTR, JTR, or DSSR

Meals and incidental expenses (M&IE) cost

Meals and incidental expenses (M&IE) per diem, as indicated in FTR, JTR, or DSSR

Ground transportation cost per day

Parking cost per day

Tolls cost per day

The Contractor shall note that, pursuant to FAR 31.205-46(a)(1), the contractor’s costs for lodging, and meals and incidental expenses may be based on actual costs incurred, per diem, or a combination thereof, as long as the method used results in a reasonable charge.

Similarly, the contractor’s costs for transportation may be based on actual costs incurred, mileage rates, or a combination thereof, as long as the method used results in a reasonable charge. The Contractor shall note in its invoice the respective methods used.

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i) For travel costs under arrangements when payment is made based on actual costs incurred

(e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), if the

Contractor did not use a U.S-flag air carrier, the Contractor shall, pursuant to FAR 47.402, 47.403, and the Fly America Act, submit with its invoice a memorandum citing the specific conditions which prevented it from using a U.S.-flag air carrier service. Reimbursement is contingent upon Government acceptance of such explanation.

j) For Post Hardship Differential Pay and Danger Pay costs under arrangements when payment is made based on actual costs incurred (e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the Contractor shall submit a breakdown of the actual costs incurred.

k) For Defense Base Act (DBA) Insurance costs under arrangements when payment is made based on actual costs incurred (e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the Contractor shall submit a breakdown of the actual costs incurred. The breakdown shall consist of at least the following:

Each applicable labor category identified in the contract

Each covered employee name

Each covered employee title/internal labor category

Each covered employee designation (i.e., U.S. citizen, U.S. resident, hired in U.S. or its possessions, local national, or third-country national)

Number of actual incurred hours per covered employee

Actual incurred unloaded hourly labor rate per covered employee

Each ―other taxable compensation‖ description(s) per covered employee

Each ―other taxable compensation‖ cost per covered employee

DBA Insurance rate

―Other taxable compensation‖ is compensation considered by the Internal Revenue Service as gross income for income tax purposes (e.g., Bonus, Post Hardship Differential Pay, and

Danger Pay).

l) For arrangements when payment is made based on actual hours incurred (e.g., labor-hour arrangements and the time portion of time-and-materials arrangements) or actual costs incurred (e.g., cost-reimbursement arrangements, materials portion of time-and-materials arrangements, and progress payments based on costs under fixed-price arrangements), the

Contractor shall attach, as applicable, the following documentation to each invoice:

Individual time sheets for employees billed directly, signed by the employee and an official DS representative, to support the number of hours worked for the invoice period.

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The total of all hours worked from the time sheets must match the summary of hours on the invoice.

Invoices claiming reimbursement for supplies ordered through vendors shall include copies of receipts showing payment to the respective vendors.

If paying Post Hardship Differential Pay and Danger Pay is part of the Contractor’s established incentive compensation plan or policy, and followed consistently, pursuant to

FAR 31.205-6(f)(1)(i) (Bonuses and Incentive Compensation), the first invoice for each task order shall include a copy of such plan or policy that describes in detail the

Contractor’s payment of Post Hardship Differential Pay and Danger Pay to its eligible employees, including calculation method(s) of such payment.

The first invoice for each task order shall also include a description of how the plan or policy is followed consistently, and how the basis for the Contractor’s payment of Post

Hardship Differential Pay and Danger Pay is supported, pursuant to FAR 31.205-

6(f)(1)(ii) (Bonuses and Incentive Compensation).

If paying Post Hardship Differential Pay and Danger Pay is part of the employer/employee agreement entered into in good faith between the Contractor and its employees before the services are rendered, pursuant to FAR 31.205-6(f)(1)(i) (Bonuses and Incentive Compensation), each invoice for each task order shall include a copy of the employer/employee agreement for each employee billed in that invoice.

The first invoice for each task order shall also include a description of how the basis for the Contractor’s payment of Post Hardship Differential Pay and Danger Pay is supported, pursuant to FAR 31.205-6(f)(1)(ii) (Bonuses and Incentive Compensation).

The first invoice for each task order shall include a copy of the DBA Insurance policy negotiated between the Contractor and DOS' DBA Insurance carrier, or copy of the self-insured program and Department of Labor approval if the Contractor is a Department of

Labor-approved self-insurer. In either case, such copy shall show that sufficient DBA

Insurance coverage has been obtained for the entire period of performance for the task order.

Invoices claiming reimbursement for DBA Insurance costs shall include copies of the invoice from and evidence of payment to the DBA Insurance carrier.

The Contractor shall submit evidence that it determined its actual incurred costs for supplies (i.e., direct non-labor cost/other direct cost (ODC) and material [as defined in

FAR 52.232-7(b)(1)(ii)(A), (B), and (C) (Payments under Time-and-Materials and Labor-

Hour Contracts)]) to be fair and reasonable.

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G.7 01INV DEPARTMENT OF STATE INVOICE INSTRUCTIONS

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free number: 866-483-3436, or DOSpayments@state.gov , unless otherwise indicated. Each invoice must be transmitted separately.

To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and Address of the Contractor

(2) Dun and Brad Street Universal Number System (DUNS)

(3) Date of invoice

(4) Unique Vendor Invoice Number - Our Financial System cannot accept the following characters: @ (at symbol), ~ (Tilde), & (Ampersand), ' (Apostrophe), " (Quotation) and spaces. Please do not include any of these characters as part of your invoice number.

(5) Remittance Contact Information

(6) Shipping Terms, Ship to Address

(7) Payment Terms

(8) Total Quantity of Items

(9) Total Invoice Amount

(10) Requisition Number, Contract Number and Order/Award Number, with modification number if applicable.

(11) Order line item number and information (see below instructions)

The name and DUNS of the contractor on the invoice must match the information indicated on the order/award for proper payment.

IMPORTANT: For proper payment, the invoice must detail products and/or services delivered on a line item basis in direct accordance with the corresponding order/award/contract. Each line item must contain the following information:

(1) Description of the services rendered for each line item

(2) Line Item Quantity

(3) Line Item Unit Price

(4) Total Line Item Invoicing Amount

(5) Delivery Date

(6) Contract Line Item Number (CLIN)

(7) Order/Award Line Item Number if invoicing against a task or delivery order or Blanket

Purchase Agreement (BPA)

Please note that many task or delivery orders against Department of State or GSA contracts or blanket purchase agreements may have a separate and unique line item number in addition to the umbrella Contract Line Item Number (CLIN). The order line item number as well as the umbrella award CLIN must be referenced at each invoice line item level in such cases.

mailto:dospayments@state.gov

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All payment to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are registered in the Central Contractor Registration (CCR) should verify and re-confirm their financial information in the database prior to invoicing. Vendors who wish to request a waiver of CCR or payment by check must submit their justification to their assigned contracting officer for consideration at least 30 days prior to billing. For vendors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the vendor record cited in the award.

Additional correspondence should be addressed to:

Name:

U.S. Department of State

Global Financial Services

Attn: Office of Claims (RM/GFS/F/C)

Charleston Financial Service Center

Mailing Address:

Post Office Box 150008

Charleston, SC 29415-5008

Telephone Numbers:

Director’s Secretary Voice 843-202-3761

Fax 843-746-0749

Official Office Hours: 8:00 am – 5:00 pm

To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service

Email: commercialclaims@state.gov

Phone: 877-704-9473 Toll Free

Person to Contact: Supervisor, Vendor Claims

Email: GFS-ChiefVC@state.gov

(End of clause)

G.8 FINAL INVOICE

The Contractor shall specifically identify the last invoice as the ―Final Invoice.‖ The final invoice shall include the remaining amounts claimed to be due under the contract. It shall include a certification that all subcontractors, suppliers, and consultants have been paid (or will be paid upon Contractor’s receipt of payment), and that all Government Furnished or Contractor

Acquired Property has been disposed of in accordance with COR direction. This includes return of all ID badges, keys, and any other Government furnished property. A full and accurate inventory, accounting for all lost, stolen or damaged property must also be furnished to the COR before final payment is authorized. The final invoice shall include the Contractor’s Release of

Claims.

mailto:commercialclaims@state.gov mailto:GFS-ChiefVC@state.gov

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SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 ISSUANCE OF TASK ORDERS FOR UNSCHEDULED/EMERGENCY WORK

(a) Unscheduled work and emergency work shall be authorized only through the issuance of task orders executed by the CO. Task orders shall be established on a firm fixed-price basis to the maximum extent practicable and shall be modified solely by a written modification executed by the CO. Emergency services may require the use of oral orders; however, a written order shall be provided within 3 business days of the verbal authorization.

(b) The contractor shall perform only those unscheduled/emergency services specifically authorized in the individual delivery or task orders issued under this contract. The contractor shall complete all work and services under this contract within the period of performance specified in the delivery orders, except that no delivery order shall be issued hereunder after the expiration of this contract. (See H.67)

H.2 MEDICAL SERVICES

The U.S. Government will provide primary and emergency medical care for contractor personnel on site. The Contractor must provide medical evacuation and healthcare insurance for all employees. In the event extensive and urgent medical attention is needed, timely emergency transportation (medevac) of the Contractor’s employees may be determined to be critical.

Therefore, to protect the life, limb, sight, and safety of the patient; when adequate care is locally unavailable or unsuitable; and at the sole discretion and judgment of the on-site Department of

State (DOS) Foreign Service Medical Provider, DOS reserves the right to arrange medevac transportation without prior authorization from the medevac insurance carrier. The Contractor will reimburse the DOS within 45 days of the event.

H.3 TRAVEL AND TRANSPORTATION

(a) GOVERNMENT PROVIDED QUARTERS The Contractor, except for local nationals will be required to utilize Government provided lodging in a man-camp or east end housing area adjacent to the NEC site. Government provided quarters may not be shared with or occupied by anyone not specifically authorized to do so by the COR. If local accommodations become available in the future, the contractor may be required to move out of the man-camp/east end housing area and into local accommodations. During turnover under the transition period, the Contractor will be provided quarters as space is made available by balancing out-bound incumbent with in-bound Contractor personnel.

Following full deployment, the Contractor will be limited to 350 lodging quarters. .

(b) OVERSEAS CREDENTIALS The Contractor shall be responsible for obtaining and maintaining an up-to-date passport for all personnel who will be required to travel outside

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FOR OFFICIAL USE ONLY Page 22 the United States to accomplish work assigned under this contract. Official passports issued under this contract are for use by contractor personnel only when they are traveling on official DOS business/task orders associated with this contract. Official passports must be returned to the COR when an employee leaves the contractor's employment, when employee is no longer performing on the contract or when the contract has been completed. The Contractor shall be responsible for obtaining any passports and visas required for travel to foreign countries to accomplish work assigned under this contract, but costs for such obtainment will be generally allowable [see Section

B.13(l)].

(c) APPROVAL OF INTERNATIONAL TRAVEL Approval of International Travel -- The

Contractor shall provide the COR an itinerary for each planned international trip, showing the name of the traveler, purpose of the trip, origin/destination (and intervening stops), and dates of travel, as far in advance of the proposed travel as possible. The

COR's written approval may be in the form of a letter or telegram or similar device, or may be specifically incorporated into the schedule of the task orders. The COR may provide verbal direction under emergency conditions.

(d) COORDINATION AND ADVANCE PLANNING The Contractor shall be responsible for the coordination and advanced planning of all authorized DOS travel. The DOS will not provide Official Passports to any Contractor personnel. The Contractor is responsible for ensuring that personnel assigned to work overseas have all the necessary credentials

(i.e., active passport, work visa, etc) to perform work at the required location. If certain extraneous circumstances arise in locations that work has been mandated to be performed and the Contractor is unable to obtain a work visa because of restrictions set by the host country, the Contracting Officer may make the determination to provide an Official or

Diplomatic Passport. The Contractor is prohibited from utilizing an Official Passport for unauthorized travel. Approval for authorized travel shall be granted by the COR, subject to the following:

(1) The Contractor applied for the visa within the processing lead time prescribed by the host country embassy or consulate. Failure to submit the visa application within the timeframe specified may result in the Contractor's inability to obtain a visa prior to departure. Any travel expenses incurred will not be reimbursed in the event the travel is cancelled or modified due to the Contractor's failure to obtain a visa. The USG shall not reimburse the Contractor for the use of private visa procurement services provided by a third party.

(2) The Contractor received authorization from the host country embassy/consulate

Regional Security Office (RSO) through the DOS E-country clearance system.

(3) The Contractor shall coordinate all travel arrangements with the respective government personnel.

(4) All hotel reservations were made by embassy or consulate personnel.

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(5) The Contractor provided a written travel estimate within ten (10) business days of the scheduled departure date of travel.

H.4 INSURANCE REQUIREMENTS

In accordance with FAR 52.228-5 "INSURANCE--WORK ON A GOVERNMENT

INSTALLATION," the Contractor shall, at no additional expense to this contract provide and maintain, in addition to any other insurance coverage required elsewhere in this contract, the following types of insurance in the amounts specified. Before commencing work under this contract, the Contractor shall certify to the CO in writing that at least the kinds and minimum amounts of insurance required below have been obtained.

(a) Workers' Compensation and Employer's Liability -- The Contractor is required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least

$100,000.00 is required, except in States with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers.

(b) General Liability -- The Contractor shall provide bodily injury liability insurance coverage written on the comprehensive form policy of at least $500,000.00 per occurrence.

(c) Automobile Liability -- The Contractor shall provide automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the

United States shall provide coverage of at least $200,000.00 per person and $500,000.00 per occurrence for bodily injury and $20,000.00 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

(d) Aircraft Public and Passenger Liability -- When aircraft are used in connection with performing the contract, the Contractor shall provide aircraft public and passenger liability insurance. Coverage shall be at least $200,000.00 per occurrence for property damage. Coverage of passenger liability bodily injury shall be at least $200,000.00 multiplied by the number of seats or passengers, whichever is greater.

(e) Vessel Liability -- When contract performance involves use of vessels, the Contractor shall provide vessel collision liability and protection and indemnity liability insurance.

(f) Defense Base Act -- Before beginning performance of each task order, the Contractor shall submit a copy of the DBA Insurance policy negotiated between the Contractor and

DOS' DBA Insurance carrier, or copy of the self-insured program and Department of

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Labor approval if the Contractor is a Department of…