Section G - Contract Administration.docx

Global Canine Support (GCS) IDIQ Contract Section G

U.S. DEPARTMENT OF STATE

GLOBAL CANINE SERVICES (GCS) IDIQ

SECTION G

CONTRACT ADMINISTRATION

Version: 4/26/2022

G-001 GENERAL

This section provides guidance regarding contract administration, and where applicable. Costs associated with these requirements shall not be billed as a direct cost to the Government.

G-002 CONTRACT ADMINISTRATIVE DATA

Ms. Abigail Gustafson GustafsonAB@state.gov U.S. Department of State Office of Acquisitions Management, 16th Floor 1801 North Lynn St, Arlington, VA 22209

G-003 AUTHORIZED USERS

Pursuant to FAR 16.504(a)(4)(vi), only authorized users may utilize this contract. In order to qualify as an authorized user, a duly warranted Contracting Officer (as that term is defined in FAR 2.1) in good standing must have an appropriate signed delegation of authority from the US Department of State Contracting Office. This contract is for use by Department of State, Bureau of Diplomatic Security only.

G-004 ROLES AND RESPONSIBILITIES

This section describes the roles and responsibilities of Government personnel after contract award. The Government may modify the roles and responsibilities at any time during the period of performance of the contract.

G-004.1 Contracting Officer The Department of State Contracting Officer is the sole and exclusive government official with actual authority to award the contract, task orders, and execute modifications.

G-004.2 Contracting Officer's Representative, Alternative Contracting Officer’s Representatives, and Government Task Managers The Department of State Contracting Officer (CO) may designate a Contract Specialist (CS), Contracting Officer’s Representative (COR), Alternate Contracting Officers Representative (ACOR), and/or Government Technical Monitor (GTM) to provide certain assistance to the CO for the contract. The specific rights and responsibilities of the CS, COR, ACOR and/or GTM shall be described in writing, which upon request shall be provided to the Contractor. The CS, COR, ACOR and GTM has no actual, apparent, or implied authority to bind the USG.

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

a) The Contracting Officer (CO) may designate in writing one or more Government employees, by name and position title, to take action for the CO under this contract.

b) Each designee shall be identified as a Contracting Officer's Representative (COR) or Alternative Contracting Officer’s Representative (ACOR). 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 or ACOR is a warranted Contracting Officer and this authority is delegated in the designation.

c) The IDIQ CTOC COR Is designated per a CO Delegation Letter.

G-005 ADVERTISING AND MARKETING

The contractor shall not allow the names, phone numbers, etc. of Government employees involved in the contract and task orders, to be used for publicity or advertising purposes. Further, no article, book, pamphlet, recording, broadcast, speech, television appearance, and or film concerning any aspect of work performed under the contract and task orders shall be published or disseminated through any media, including social media by individuals, without the prior written authorization of the contracting officer and the Director of DS Public Affairs.

All marketing and promotional materials, including information of the contractor webpage must be approved by the Department of State Contracting Officer and the Director of DS Public Affairs prior to distribution.

Individual contractor employees shall be counseled against misrepresenting their roles supporting the Department in any media, including social media.

G-006 MEETINGS

The Government may require contractor staff to attend meetings in support of the IDIQ, within the Metropolitan Washington, D.C., area at no additional cost to the USG.

Program Office Meetings Program Office meetings provide a platform for Contractors and Department representatives to communicate current issues, resolve potential problems, discuss business and marketing opportunities, review future and ongoing Department initiatives, and address basic contract fundamentals.

The Government may hold meetings on a quarterly, monthly, and/or weekly basis via video teleconferencing or at a government facility or a mutually agreed upon contractor facility on a rotational basis. The participants at these meetings shall include the Contractor and the Department Contracting Officer, CS, COR and/or GTM and other program representatives.

Performance Reviews The Contracting Officer will evaluate contractor performance in accordance with the criteria under FAR Subpart 42.15.

G-007 CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM

Past performance evaluations pertaining to the IDIQ will reside in the Department of Defense managed Contractor Performance Assessment System (CPARS). The CPARS process includes procedures for collecting and using Past Performance information, and is the Department’s single, mandatory solution for collecting contractor performance information.

Contractors will be required to review and respond in CPARS to their Contractor Performance Assessment Report as prescribed by the Contracting Officer at the IDIQ level.

A Contractor Performance Assessment Report assesses a contractor’s performance, both positive and negative, and provides a record on a given contract during a specified period of time.

Contractor access and login instructions to review and comment on a Contractor Performance Assessment Report are available at www.cpars.gov.

G-008 SUBCONTRACTORS

The Contractor shall submit a Subcontracting Plan as part of the proposal. The Contractor shall list all anticipated subcontracts in their proposal and the Government shall approve all subcontracts made prior to award. All terms and conditions requirements of the prime contractor will be required to flow down to the subcontractor.

The Government will pre-approve subcontractors in making award for the contract and all associated task orders. If a Contractor proposes other than pre-approved subcontractors for work performed under the contract, the Contractor must comply with FAR 52.244-2 and FAR 44.2.

Services that may be subcontracted: Veterinarian services, Cleaning/Facility Services, and Information Technology Services.

Services that shall be subcontracted: Illegal drug and steroid testing, DOS formatted NPSS training, and facility leasing.

G-009 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:

The name and UEI 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:

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.

All payments to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are registered in the System for Award Management (SAM) should verify and re-confirm their financial information 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

SBU - CONTRACTING AND ACQUISITIONS

SBU - CONTRACTING AND ACQUISITIONS

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