SOLICITATION_SAQMMA17R0193.pdf

SOLICITATION, OFFER, AND AWARD

1. THIS CONTRACT IS A RATED ORDER UNDER DPAS (15 CFR

700)

RATING

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

SAQMMA17R0193 SEALED BID (IFB)

X NEGOTIATED (RFP)

4. TYPE OF SOLICITATION 5. DATE ISSUED

06/16/2017

6. REQUISITION/PURCHASE NUMBER

CODE: LMAQM

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

7. ISSUED BY 8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

9. Sealed offers in original and ____ copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if handcarried, in the depository located in __SEE SECTION L__ until __01:00:00__ local time __07/17/2017 __

10. FOR

INFORMATION

E-MAIL:

A. NAME

Pete Jones 843-746-0650

B. TELEPHONE (NO COLLECT

CALLS)

C. E-MAIL ADDRESS

jonespw@state.gov

11. TABLE OF CONTENTS (See Table of Contents on page 2)

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 35

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C DESCRIPTION/SPECS./WORK STATEMENT 7 X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING 11 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 12 X K REPRESENTATIONS CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 14

X L INSTRS., CONDS., AND NOTICES TO OFFERORS 55X G CONTRACT ADMINISTRATION DATA 16

X M EVALUATION FACTORS FOR AWARD 71X H SPECIAL CONTRACT REQUIREMENTS 20

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

In compliance with the above, the undersigned agrees, if this offer is accepted within __________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12.

13. DISCOUNT FOR PROMPT PAYMENT (See Section I, Clause No.

52.232-8)

10 CALENDAR DAYS(%)

0.00 %

20 CALENDAR DAYS(%)

0.00 %

30 CALENDAR DAYS(%)

0.00 %

0 CALENDER DAYS(%)

0.00 %

14. ACKNOWLEDGEMENT OF AMENDMENTS (The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS OF

OFFEROR

CONTACT: DUNS: 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or Print)

15B. TELEPHONE NUMBER

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c) ( )

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN (4 copies unless otherwise specified)

ITEM

CODE:24. ADMINISTERED BY (if other than Item 7) CODE:25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

Pete Jones

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA 28. DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

SAQMMA17R0193

001 Please see Attachment E for the Schedule of Supplies/Services.

1.00 LT

Doc Ref No:

Delivery Date FOB:

B SCOPE

The U.S. Department of State, Bureau of the Comptroller and Global Financial Services, Charleston has a follow-on requirement for a contractor to provide integrated financial support services to CGFS Offices in Charleston, Bangkok and Washington, Sofia, Manila, Athens, and Paris. In order to fulfill these requirements the contractor is responsible for providing trained and certified financial and information technology professionals and supporting administrative services staff. CGFS-Charleston (CGFS-C) provides global fin-ancial services to the Department of State, including domestic organizations and overseas posts.

Financial services are provided by U.S. Government (USG) personnel, USG third party contractors, and authorized foreign nationals.

In order to fulfill these requirements the contractor is responsible for providing trained and certified financial and information techno-logy professionals and supporting administrative services staff.

******SEE SECTION J ATTACHMENT E FOR LABOR HOURS ESTIMATES AND POSTION DESCRIPTIONS

B-001 TYPE OF CONTRACT

a. This is an indefinite-delivery, indefinite-quantity (IDIQ), labor hour contract allowing for tasks orders to be fixed-price for labor hours. The obligation of funds for the performance of services under this contract will be affected by the issuance of task orders. The initial dollar limitation on the obligating document cannot be ex-ceeded unless the obligating document is modified to add additional funding.

(end of clause)

B-002 MINIMUM AND MAXIMUM QUANTITIES

The Government, through issuance of task order(s) or otherwise, shall pay a one-time minimum of $ ________ (inclusive of all direct costs, indirect costs, and profit/fee) within the contract's [Insert Time Period of Contract] period of performance (base period of [Insert Time Period of Base] plus [Insert number of Option Periods] op-tion periods consisting of [Insert Time Period of Each Option Period] each).

The maximum for the contract's [Insert Time Period of Contract] period of performance (base period of [Insert Time Period of Base Period] plus [Insert Number of Option Periods] option periods consisting of [Insert Time Period of Each Option Period] each) shall be any quantity or combination of supplies and services not exceed-ing $________ (inclusive of all direct costs, indirect costs, and profit/fee).

(end of clause)

B-003 Labor Rates

SAQMMA17R0193

Line Item Summary

Solicitation Number:

SAQMMA17R0193

Contract Number: Title: FINANCIAL SERVICES CGFS Date of Solicitation:

06/16/2017

Line Item No. Description Quantity Unit Unit Price Total Cost

a. Task orders issued under this contract may fall under the coverage of various labor laws and labor provisions contained in the FAR as shown below. The Contractor will be responsible for adhering to the applicable labor standards as required and, for matters which the Contracting Officer (CO) is responsible, assisting and cooperating completely with the CO or designee to ensure that this contract is fully compliant with the applicable labor standards.

(1) Subpart 22.11, Professional Employee Compensation

(2) Subpart 22.10, Service Contract Act of 1965, as Amended

b. For each task order proposal, the Contractor will propose those labor categories needed to complete the work most efficiently and clearly indicate coverage under the above-indicated labor provisions.

c. Applicable wage determinations will be obtained by the Government as necessary.

B-004 Rates for Indefinite Delivery Contract (Time and Material/Labor Hours)

(a) The labor rates specified herein are fixed hourly rates which include the following: wages, indirect costs (including overhead, fringe benefits and general and administrative expenses), and profit.

(b) In accordance with FAR 52.232-7 “PAYMENTS UNDER TIME AND MATERIAL AND LABOR HOUR CONTRACTS,” the contractor shall only voucher for the time of the personnel whose services are applied directly to the work called for in individual delivery orders and ac-cepted by the Contracting Officer’s Representative (COR). The Government shall pay the Con-tractor for the life of the delivery at rates effective when the delivery order was issued, unless the delivery order is modified to incorporate rates adjusted pursuant to FAR 52.222-44 “FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT PRICE ADJUSTMENT, as applicable. The contractor shall maintain time and labor distribution records for all employees who work under the contract. These records shall document time worked and work performed by each individual on each delivery order.

B-005 Travel Cost (Time and Material/Labor Hour Contract)

(a) Except as otherwise provided herein, the contractor shall be reimbursed for its reasonable actual travel cost in accordance with FAR 31.205-46. Travel must be directly related to and re-quired for performance of this contract, and authorized in advance and in writing by the Con-tracting Officer’s Representative (COR). In no event shall cost associated with employee com-muting be reimbursable as a direct cost under this contract.

This contract is based on FAR Clauses 52.232-18 Availability of Funds and FAR 52.232-19 Availability of Funds for the Next Fiscal Year. The dates as seen for the base year and each option year is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any pay-ment may arise for performance under this contract beyond the current Government fiscal year;

until funds are made available to the Contracting Officer for performance and until the Con-tractor receives notice of availability, to be confirmed by giving a verbal or in writing by the Contracting Officer or a funded Task Order.

B-006 Contractor Responsibilities

As part of providing services under this contract, the Contractor shall meet the following re-sponsibilities:

a. Management. The Contractor shall employ management practices that ensure all contract-level and task order requirements are fulfilled in a technically compliant and timely manner.

b. Supervision

(1) Differing task order requirements, as well as the number and types of skills involved, will necessarily result in a variety of approaches to supervision.

(2) This contract may not be used to provide personal services. Government personnel may not perform any supervisory functions for Contractor personnel, such as interviewing, appraising performance, scheduling leave, or directing how to perform work. The contract personnel as-signed to render services shall at all times be employees of the Contractor and under the direc-tion and control of the Contractor. Notwithstanding any other provision of this contract, the Contractor shall at all times be responsible for the supervision of its employees in the perform-ance of the services required. At no time shall the Contractor’s personnel be employees of the United States Government.

(3) Local rules, regulations, directives, and requirements issued by military and civilian author-ities pursuant to their responsibility for the administration and security of Government and mil-itary installations are applicable to Contractor personnel entering the offices or installations or traveling via Government-owned transportation. The Contractor agrees that compliance will not be construed to establish any degree of Government control consistent with a personal ser-vices contract.

c. Contractor Personnel. The Contractor shall provide English-speaking, skilled personnel, with the supervision/management and administrative services necessary to successfully meet Government requirements. Required skill categories are defined in terms of typical duties and performance level standards.

(1) The Contractor shall provide the skill levels and labor mixes appropriate for the task(s) to be performed.

(2) Contractor personnel shall conduct only business covered by this contract during periods paid for by the Government and shall not conduct any other business on Government premises.

(3) Contractor personnel shall be United States citizens. Any exceptions to the citizenship re-quirement in the United States, territories, and possessions must involve individuals legally in the country, holding valid work permits. The use of persons who are not United States citizens requires the prior written approval of the CO.

(4) Contractor personnel are expected to conduct themselves in a professional and courteous manner at all times. Inappropriate conduct and/or substance abuse will not be tolerated. The Contractor will be responsible for removing the individual from the facility and taking such oth-er action as is appropriate.

(5) If the Contractor personnel must speak and read in a language other than English, or have other required skills, the Government will state those requirements in the task order request and subsequent task order.

d. Materials and Equipment. The Contractor shall furnish as described in the individual task orders the necessary materials and equipment necessary to successfully meet Government re-quirements.

e. Training. The Contractor, at its own expense, shall perform training, except:

(1) The Government, when necessary, will provide orientation and training on specific systems peculiar to the work to be performed by the Contractor. In the event the Contractor is required to replace an employee for reasons unrelated to the Government, the hours the employee spends in this orientation will not be chargeable. If the Contractor changes employees during the per-formance of tasks frequently enough to interfere with Government operations and impose a bur-den on Government training staff, the Contractor will be subject to training cost negotiation, in addition to a review of whether performance levels have been met.

(2) Limited training of Contractor employees may be authorized. For example, when the client agency changes software systems during the performance of an ongoing task and it is determ-ined to be in the best interest of the Government to retain a Contractor employee for corporate experience and familiarity with the project in progress.

(3) When the Government has given prior approval for training to meet special requirements that are peculiar to a particular task order, the Government will reimburse the Contractor for tu-ition, travel, and per diem as required, as well as for labor hours at the rate designated in the task for the particular skill level.

f. Contractor Training of Government Employees. As required by individual task orders, the Contractor may be required to train designated Government personnel to utilize the products/ systems developed. This training shall be sufficient to provide a basic understanding of the methods and processes needed for employees to manage the function. The objectives for this training will be outlined in the task order.

g. Workload Management. The Contractor shall implement management systems and controls for recording and monitoring workloads for all tasks. This system shall include a means for ac-quiring signed time cards which allows the contractor to maintain the time sheets on file and have them available for an audit or when requested by the CO or COR. The systems shall be capable of providing historical and in-process workload data segregated by task order and shall address the areas covered by the Quality Assurance Plan.

h. Security Requirements

(1) Any security requirements for information technology (IT)-related task orders will comply with the Computer Security Act of 1987.

(2) The highest level of security required under this contract is Top Secret/Sensitive Compart-ment Information (SCI). In order to be eligible for work requiring facility and individual secur-ity clearances, the Contractor shall acquire and maintain security clearances up to and at this level. The Contractor shall obtain facility and personnel clearances as required by the Depart-ment of Industrial Security Program prior to starting any “classified” portion of work. All per-sonnel performing classified duties shall possess, a DoD Industrial Security Clearance of the re-quired clearance specified in each task order, complying with all applicable provisions of DoD 5220.22M, National Security Program Operating Manual (NISPOM), January 1995; Industrial Security Manual Safeguarding Classified Information, Manual 1991; and DoD 5200.1-R, In-formation Security Program Regulation, June 1986.

(3) Task orders will reflect any security requirements. If the proposed contracted employee already has a security clearance, the acceptability of that clearance will be reviewed at that time by the customer agency. The same security clearances will apply to any subcontractor as to the prime Contractor. If security clearances are required, the Prime Contractor will be responsible for having the individual complete the security clearance form and submit the form in accord-ance with government procedures (which can vary depending upon the type of security clear-ance). The clearance process generally takes from six months to a year, inclusive of the invest-igation, depending upon the clearance level required.

Section C- Descriptions/Specifications/Statement of Work

C STATEMENT OF WORK

C.1 PURPOSE

The purpose of this solicitation is to provide financial support and administrative services to the Department of State (DoS), Bureau of the Comptroller and Global Financial Services (CGFS) Global Financial Services organization in Charleston, South Carolina (CGFS Charleston). CGFS provides financial services to the Department of State, including domestic organizations and overseas posts. CGFS Charleston has grown dramatically over the past ten years in response to changes in the way in which financial services are provided.

CGFS began as a consolidation platform for overseas financial activities supported by heterogeneous applications and has grown into a single organization providing world-wide financial services supported by modern systems that provide increasing functionality through the internet and the DoS Intranet.

Led by the Department’s Comptroller, the Bureau’s strategic focus is largely derived from the Chief Financial Officers (CFO) Act of 1990, President’s Management Agenda, and Department’s Strategic Plan. CGFS currently provides financial and administrative ser-vices in support of overseas and domestic operations primarily in Charleston, SC, but also has operations in: Washington, DC; Paris, France; Bangkok, Thailand; Manila, Philippines; Athens, Greece; and, Sofia, Bulgaria. We operate a global 24/7 financial platform with financial services and support operations that are ISO-9001:2008 certified. These services include Disbursing, Accounting, Payroll, Payments, Accounts Receivable, Treasury Reporting and operations in support of these activities, including services related to the operation and maintenance of local area networks, maintenance of installed systems supporting automated financial systems and systems analyses, user support and training related to installed automated financial and payroll systems.

While this Statement of Work provides a best projection of current and near-term requirements, the specific evolutionary paths of how financial services will be provided in the future cannot be precisely predicted. The labor categories and descriptions are likewise based on the best projections of current and near-term needs. Even so, the scope of this requirement will continue to focus on the three foundational functions: performing the Department’s basic financial accounting (domestic and overseas); disbursing (paying Depart-ment’s bills, both commercial invoices and reimbursements to individuals); and, performing the Department’s payroll function for Foreign Service Officers (active and retired), Civil Service personnel and Locally Employed Staff supporting the Department’s over-seas posts. In addition to these three basic functions, CGFS Charleston operates the supporting data systems and infrastructure that support these primary functions.

C.2 BACKGROUND

The above activities currently employs a mixture of government employees and contract personnel; most of whom support opera-tions in Charleston with approximately 40 employees positioned in Bangkok, Thailand, and Rosslyn, Virginia. The amount of future growth in these areas is unknown at this time. However, in order to anticipate the potential usage by other CGFS organizations, the Washington DC metropolitan area and Bangkok, Thailand will be secondary places of performance, with approximately 5% of the total contract designated for Washington and Thailand area usage. A need will exist to provide temporary services in the Washington area in support of the CGFS Charleston Continuity of Operations Plan (COOP Plan). These services would be provided by designated personnel traveling to the COOP sites, currently located in State Department Annex 15, Rosslyn, Virginia, and at the DoS Beltsville Information Management Center, State Department Annex 26, Beltsville, Maryland during times of COOP training and/or activation if CGFS Charleston is closes because of a local emergency.

C.2.1 The CGFS Bureau serves as the Department’s comptroller and provider of all financial services. Included in the CGFS Charle-ston mission is the operation of automated systems that support these activities as well as administrative functions that provide support to CGFS Charleston. CGFS Charleston along with offices in Bangkok and Paris conducts the financial operations for the Department and includes the following organizations:

• Global Systems Operations: Hosts and operates the Department’s corporate financial applications, including the Joint Financial Management System (USAID’s Momentum core-accounting system).

• Global Financial Operations: Global accounting for bureaus, posts, and customer agencies; corporate receivable op-erations and travel card management, domestic vendor and employee payments, and Treasury reporting.

• Global Compensation: Payroll operations for American Civil and Foreign Service employees, Department and other agency Locally Employed (LE) Staff worldwide, and Foreign Service retirees.

• Overseas Disbursing: Delegated disbursing authority for overseas payments in US Dollars and 137 foreign currencies through 214 bank accounts in 174 countries, including cashier management for 354 cashiers worldwide.

• Management Controls and Oversight Analysis: Department-wide administration of FMFIA, FFMIA, OMB Circular A- 123 Appendices A (financial reporting) and C (improper payments) program, external and financial audit coordination support, internal audit and program review operations.

• Customer Support and Financial Training: Functional and technical financial management training, tailored to meet the needs of Foreign National financial management staff (over 3,100 students per year) and global help desk activit-ies.

• Post Support Unit: centralized financial transaction processing support for all overseas posts supporting regionaliza-tion and innovation in the delivery of remote financial services.

• Executive Office: Administrative, management, planning and resource allocation activities and operations, including budget, human resources, internal and external ISSO support for systems, and general service operations.

C.2.1.1 CGFS Quality Management System. CGFS is an ISO 9001 certified activity with a commitment to customer service and con-tinuous improvement.

C.3 SCOPE OF WORK

Section J Attachments A thru D outline the initial transition task and three sample tasks. A sample of each is further detailed in sec-tion C. 4, below. CGFS is an ISO 9001:2008 certified activity and each task will identify the Quality Management System (QMS) documentation that is required to successfully perform the task activities. The QMS documentation includes Quality Work Instruc-tions (QWI), external and internal reference documents, forms and Standard Operating Procedures. All tasks will be performed in government facilities using government furnished equipment. Contractor personnel will be integrated with government personnel who will provide such detailed guidance as may be needed concerning specific tasks, schedules and priorities to ensure the overall success-ful execution of the CGFS Charleston mission.

C.3.1 Transition Task Section J Attachment A. This task will provide for an orderly transition of services from the current contractor to the new contractor. This task will provide the incoming contractor with an opportunity to better understand the details of CGFS Charleston operations and processes; hire, orient and train new personnel; and develop the schedule for assuming responsibility for performance of services from the outgoing contractor.

C.3.2 Sample Financial Services Performance Task, Section J, Attachment B. This task constitutes the preponderance of services and supports the accounting, disbursing, bill paying, payroll, cash management, training and related services.

C.3.3 Sample Executive Office Task Performance Task, Section J, Attachment C. This task provides for those administrative ser-vices that the contractor will perform in support of the CGFS organization.

C.3.4 Sample Information Technology Performance Task, Section J, Attachment D. This task describes the automated data systems support the contractor will provide, including operations and maintenance of hardware and software systems that support CGFS Char-leston’s financial services.

C.3.5 The contractor shall provide all necessary personnel per the attached spreadsheet of negotiated labor categories at the full-time work locations in Charleston, Washington, DC metro-area and overseas locations. The Contractor shall provide the following ser-vices: business process analysis; financial systems analysis, design; testing; implementation support; database management; configura-tion management; system integration and operations support; technical and operational analysis; help desk; enterprise resource analys-is and processing; security; accounting services; budgeting; financial reporting and analysis; audit follow-up services; planning and performance measurement services; reconciliation; and training. The Contracting Officer may add requirements and/or labor categor-ies during the contract period to address changes and/or advances in technology, or meet the government’s needs provided that the new or changed requirements fall within the Statement of Work. Each labor category will have documented education and experience requirements.

C.3.6 The contractor shall provide all materials necessary to furnish the services and deliverables profiled below in accordance with the delivery schedule and specified standards of performance. The contractor shall be responsible for controlling the quality of work performed under this task order and shall deliver all work products and services in a manner that will meet or exceed the contract re-quirements. In addition, the contractor shall be responsible for regular reporting and review requirements as specified within the res-ulting contract and/or task orders. The Contractor shall perform all the planning, management, and technical functions described herein and shall provide all the resources required to fulfill the requirements of the SOW or the task order. Additionally, the contract-or must be capable of performing the tasks and providing all labor categories associated with their support area.

Contract personnel may be required to perform domestic or international travel in the performance of the different tasks. All travel must be in accordance with the Federal Travel Regulations (FTR) and the Department of State Travel Regulations and approved by the COR of CGFS prior to the travel being started.

C.3.7 In addition to the task areas of activity mentioned, the offeror may provide support to other areas within the Bureau of Comp-troller and Global Financial Services, and other bureaus and posts throughout the DoS.

C.4 LABOR CATEGORIES

The labor categories provide for a range of financial services and information technology support services. A specific task may use any labor category provided in this contract, regardless of task grouping. In addition to the education and experience described for each labor category below, all must be proficient in the use of personal computers and be familiar with the basic Microsoft Office Suite of products including Word, Excel and Outlook. Individuals must be able to work with conflicting demands in a high stress en-vironment, possess an eye for detail and have knowledge of database structures and data privacy. Contractor personnel must possess excellent written and oral communications skills and have a pleasant demeanor in order to maintain high standards of customer ser-vice.

(The labor category descriptions are in Section J, Attachment F.)

C.5 TRAVEL

The following provides an estimate of travel required to perform the services. Most domestic travel will be between Charleston, SC, and the Washington Metropolitan Area. Provision is made for the potential for overseas travel in support of CGFS Charleston re-quirements, to Paris, France; Bangkok, Thailand, Manila Philippines and Sofia, Bulgaria. Overseas travel in support of training, workshops and post assistance is also required and will be identified in the task orders. Travel of designated personnel to the Wash-ington Metropolitan Area will be required to support the CGFS Charleston COOP Plan. This plan provides for selected individuals to travel to the COOP sites in Roslyn, Virginia and Beltsville, Maryland to sustain essential operations in the event facilities in Charle-ston are rendered unavailable for operations. Any travel required will be performed at the government’s request and approval. Allow-able expenses in accordance with Federal Travel Regulations will be billed and paid as Other Direct Charges. Preliminary travel plans and estimated expenses will be pre-approved by CGFS before the contractor begins travel. The Contractor shall be responsible for making all travel arrangements and ensuring that all personnel who may be required to travel outside the United States have current and valid passports. The Contractor shall also be responsible for obtaining any visas required for travel to foreign countries under this contract. The Contractor shall make no direct labor charges for costs associated with arranging travel for contractor personnel.

**ESTIMATED TRAVEL COST:

Base Year Opt. YR 1 OPT. YR 2 OPT. YR 3 OPT. YR 4 OPT. YR

OPT YR 6

$125K $130K $135K $140K $145K $150K $155K

(a) Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR 31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in advance and in writing by the Contracting Officer's Representative

(COR).

(b) Travel costs - FAR 31.205-46 Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in this subsec-tion. Costs for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge.

Costs for lodging, meals, and incidental expenses may be based on per diem, actual expenses, or a combination thereof, provided the method used results in a reasonable charge. Except as provided in subparagraph (a)(3) of this subsection, costs incurred for lodging, meals, and incidental expenses (as defined in the regulations cited in (a)(2)(i) through (iii) of this subparagraph) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulations, prescribed by the General Services Administration, for travel in the con-tiguous United States, available on the internet.

Travel costs shall not be burdened with any indirect costs unless specifically allowable in accordance with the Contractor's usual ac-counting practices consistent with FAR Subpart 31.2. In no event shall travel costs be burdened with fee/profit.

(c) The Contractor shall include a breakout of all authorized travel expenses as an attachment to invoices. Administrative support (coordination of travel arrangements, etc.) will be the responsibility of the Contractor.

(d) When local travel between the Contractor employee's regular place of performance and other locations is specifically author-ized by the COR, transportation expenses shall be allowable costs under this contract. For the purposes of this clause, local travel means travel within a 50 mile radius of the Contractor employee's regular place of performance and does not include daily commuting or associated costs.

(e) For travel where use of a personal automobile has been specifically authorized by the COR in advance, reimbursement shall be computed on the basis of actual miles traveled from starting point to destination. Mileage can be obtained per Map Quest. Other re-lated miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this contract, will be reimbursed. Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for four Contractor per-sonnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent COR approval is ob-tained.

(f) The Contractor shall not be reimbursed for time spent in stand down or temporary layover for the convenience of the Contract-or except as authorized by the FTR Federal Trade Regulations. The Contractor shall be allowed one travel day going to and one travel day returning from Bangkok, Sofia and Paris. Only standard class air travel is authorized for overseas locations.

All travel must be in accordance with Federal Travel Regulation (available: www.gsa.gov). The Contractor shall obtain the express approval of the Contracting Officer’s Representative prior to incurring any travel-related costs.

C.6 ACCEPTANCE CRITERIA

The Contracting Officer Representative (COR) and/or the Government Technical Monitor will review all deliverables for their com-pleteness and accuracy. The contractor shall correct any deficiencies as directed by the (COR) and shall resubmit the deliverable item in accordance with a mutually agreed to schedule.

The Bureau of Comptroller and Global Financial Services is an ISO 9001:2008 certified activity. Contractor staff must practice con-tinuous improvement.

C-005 SYSTEMS OF RECORDS ON INDIVIDUALS

This contract requires the design, development or operation of one or more Systems of Records on Individuals subject to the Privacy Act of 1974. Performance of work under this contract shall be in accordance with FAR 52.224-1 "PRIVACY ACT NOTIFICATION," FAR 52.224-2 "PRIVACY ACT," and the following agency rules and regulations: Department of State Privacy Act Guidelines and 5 FAM 400. The Systems of Records on Individuals pertinent to this contract are as follows:

[SYSTEM OF RECORDS] (State-[#]) (end of clause)

Section D- Packaging and Marking

D-002 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) All reports become the property of the Department. Reports shall not contain any markings or legends which restrict the Department's use of such reports in any way.

(end of clause)

Section E- Inspection and Acceptance

Clause Title

52.246-2 Inspection of Supplies - Fixed-Price (Aug 1996)

52.246-4 Inspection of Services - Fixed-Price (Aug 1996)

(a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material fur-nished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practic-able at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reason-able facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contract-or to perform the services again in conformity with contract requirements, at no increase in contract amount.

When the defects in services cannot be corrected by reperformance, the Government may--

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract re-quirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may--

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Gov-ernment that is directly related to the performance of such service; or

(2) Terminate the contract for default.

(End of clause)

E-004 INSPECTION AND ACCEPTANCE (Services)

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

(end of clause)

E-005 Quality Control

The Contractor is required to maintain a system of quality control commensurate with the task order requirements. At a minimum, historical and in-process workloads segregated by task or-der and general task category is required. The quality of services performed under this contract shall conform to the highest standards in the industry. The performance standards for each task order will be specified in the task order request. The Contractor is required to immediately no-tify the COR of problems or situations that could negatively impact compliance with the provi-sions of the contract and to inform the COR of the plan the Contractor will implement to re-solve problems.

E-006 Acceptance Review and Quality

The Government will conduct a review of the contract deliverables for completeness, correct-ness, and compliance with SOW requirements. Quality control standards will be specified for each task order and be dependent upon the complexity of the task to be performed. Acceptance criteria for services include quality, frequency, timeliness, and management responsiveness.

The Government will provide written notice to the Contractor of deficiencies or necessary cor-rections to deliverables within 30 calendar days of receipt of any one deliverable. This notice will state the action the Government requires of the Contractor in accordance with provisions of 52.246-20, Warranty of Services.

Section F- Deliveries or Performance

Clause Title

52.242-15 Stop-Work Order (Aug 1989)

F-006 PERIOD OF PERFORMANCE

This contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect until

Period/Option Year Period of Performance

Base Year To be Determined at time of Award Option Yeat One To be Determined at time of Award Option Year Two To be Determined at time of Award Option Year Three To be Determined at time of Award Option Year Four To be Determined at time of Award Option Year Five To be Determined at time of Award Option Year Six To be Determined at time of Award

(end of clause)

F-007 PLACE OF PERFORMANCE

The principal place of performance for this contract shall be: CGFS Charleston, SC, Washington, DC with two integrated financial service centers located in Charleston, SC and Bangkok, Thailand, and support offices in Paris, France, Manila, Philippines, Athen, Greece, and Sofia, Bulgaria.

[LOCATION]

(end of clause)

F-008 TIME OF PERFORMANCE

The Contractor shall perform the stated services for eight hours per day between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding Government holidays. Some Contractor personnel may be required to work alternate eight hour shifts as specified in the task order. The task orders will specify the specific hours that the CGFS Office requires the contract employees to work.

The contractor will provide staff for on-call and on-site evening and weekend coverage that is needed fre-quently by CGFS and will be identified in the task order and determined by the task manager. Administrative access to the financial systems requires the use of the PKI Id Card and the contractor staff to be at the CGFS fa-cility. When on-call and on-site support is required, the contractor is authorized to bill for the labor category a minimum of two (2) hours. If the work required of the contractor is greater than two (2) hours, then the con-tractor will bill for the actual time required to accomplish the work on site. Mileage to and from the facility and travel time for on-call responses are not reimbursable/billable items.

(end of clause)

F-009 Reporting Requirements

Specific reporting formats and content detail will be jointly established by the Contractor and COR/GTM in each task order.

F-010 Unforeseen Government Facilities Closures- Work at a Government Facility

For work done at a Government facility, when an unforeseen Government facility closure occurs on a scheduled day of work, the Con-tractor shall not be required to perform any services on the day of the closure and shall receive no payment (unless the COR desig-nates these services are essential during the time of facility closure). In the event of a partial day unforeseen Government facility clos-ure, the Government will notify the Contractor within one hour after notification of the facility closure is received. Payment on a par-tial day closure will be made for the actual time worked.

Section G- Contract Administration Data

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name and posi-tion 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, un-less the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR is [insert job title of COR] .

(End of clause)

01INV DEPARTMENT OF STATE INVOICE INSTRUCTIONS

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free num-ber: 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 documenta-tion:

(1) Name and Address of the Contractor

(2) Dun and Bradstreet 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 con-tain 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 Con-tract 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.

All payment to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are re-gistered in the System for Award Management (SAM) should verify and re-confirm their financial in-formation in the database prior to invoicing. Vendors who wish to request a waiver of SAM 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 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)

SUBMISSION OF INVOICES TO CGFS CHARLESTON

G.14. INVOICE SUBMISSION

a. (1) The invoice and supporting documentation (i.e., time sheets and subcontractor invoices) shall be submitted in an Excel format to the Government via the Internet or in diskette form via FedEx at Contractor expense.

(2) The supporting documentation shall be sent electronically if possible.

(3) As indicated in the individual task order, additional hardcopy submittals may also be required.

(4) The Contractor shall render monthly invoices and supporting documentation in arrears by the 7th calendar day of the following month or the next business day if the 7th calendar day is on a weekend or holiday.

(5) The cut-off date for the invoicing periods will be the last calendar day of the month. The start date will be the first day of the month.

b. The invoices will be grouped by type of order and include the following information:

(1) Labor-Hour Task Orders. Detailed costs shall be provided in the following categories:

(a) For labor hours, labor expended for each skill level. The amount invoiced shall include labor charges for actual hours worked and other actual expenses based upon contract rates. Copies of timesheets shall be included.

(b) Total labor charges.

(c) Total invoice amount.

(2) Time-and-Materials Task Orders. Data shall be provided in the following categories:

(a) For time-and-materials tasks, labor expended for each skill level. The amount invoiced shall include labor charges for actual hours worked and other actual expenses based upon contract rates. Copies of timesheets shall be included.

(b) Total labor charges.

(c) Travel and per diem charges. Appropriate receipts shall be included.

(d) Total other direct costs. Invoices and receipts shall be included.

(e) Total invoice amount.

(3) Fixed-Price Task Orders. Invoicing will be based on the payment schedule shown in the task order.

c. For reimbursable charges such as equipment, travel, per diem and other direct costs, invoices shall reflect the Contractor’s actual ex-pense for the item. Any material handling rate may be applied to these items. These reimbursable charges must be accompanied by receipts. Receipts for travel and per diem will be submitted as required by the Federal Travel Regulations. The Contractor will be re-imbursed for travel and per diem expenses as specifically authorized in a task order. Charges cannot exceed those stipulated in the Federal Travel Regulations unless documented by conditions listed in FAR 31.205-46, Travel Costs. (Labor-hour payments will be made for actual authorized travel time in support of approved task orders using the same criteria as for Government personnel travel-ing under the same circumstances. The Contractor is responsible for ensuring that travel time outside of normal work hours is kept to a minimum.)

d. The Contractor agrees to include the following information on each invoice, as well as the information detailed above:

(1) Name and address of the Contractor

(2) Invoice date and number

(3) Contract and task order number (task orders will be on separate pages within the invoice)

(4) Period of performance

(5) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed

(6) Shipping and payment terms

(7) Name and address of Contractor official to which payment is to be directed (must be the same as that in the contract or in a proper notice of assignment)

(8) Name, title, phone number, e-mail address, and mailing address of person to be notified in the event of a…