Section G - Contract Administration_WCC 043021.docx
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- Attached to
- US Coast Guard Waterways Commerce Cutter Program
- Solicitation number
- 70Z02321RPRT00300
About this file
This document outlines the terms for a federal contract solicitation for the design and production of Waterways Commerce Cutters for the U.S. Coast Guard. The solicitation seeks proposals for up to twenty-seven cutters to replace the agency's fleet of inland buoy tenders, inland construction tenders, and river buoy tenders. Offerors must propose solutions for tasks including preliminary and detailed design, production, delivery, training, long lead time materials, and spare parts. Proposals are due by July 30, 2021, with an award planned for one indefinite delivery, indefinite quantity fixed-price contract. The solicitation is set aside for small businesses and offers access to restricted technical data subject to international arms regulations and joint certification requirements.
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| USCG Waterways Commerce Cutter | 70Z02321RPRT00300 | |
| Part I – The Schedule | ||
| Section G – Contract Administration Data |
TABLE OF CONTENTS
| G.1 | CONTRACT ADMINISTRATION | 1 |
| G.2 | AUTHORITY OF GOVERNMENT PERSONNEL | 2 |
| G.3 | ADDRESS OF CORRESPONDENCE | 2 |
| G.4 | GOVERNMENT REPRESENTATIVES | 3 |
| G.5 | USCG ACTIVITY AUTHORIZED TO PLACE ORDERS | 3 |
| G.6 | CONTRACTOR REPRESENTATIVES AUTHORIZED TO SIGN DOCUMENTS | 3 |
| G.7 | RESPONSIBLE OFFICIAL(S) WHO CAN RECEIVE NOTIFICATION OF AN IMPROPER INVOICE AND ANSWER QUESTIONS REGARDING THE INVOICE | 3 |
| G.8 | REQUEST FOR PAYMENT – INVOICING PROCEDURES | 4 |
| G.9 | PAYMENTS AND INVOICE INFORMATION | 6 |
| G.10 | PERFORMANCE BASED PAYMENT SCHEDULE FOR PRELIMINARY AND DETAIL DESIGN | 6 |
| G.11 | TECHNICAL INSTRUCTIONS BY THE COR | 8 |
| G.12 | TECHNICAL MONITORS | 9 |
| G.13 | PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS | 9 |
| G.14 | ACCOUNTING AND APPROPRIATION DATA | 10 |
| G.15 | CONTRACTOR PERFORMANCE EVALUATION | 10 |
G.1 CONTRACT ADMINISTRATION
The following individuals are the Contracting Officer (KO), Contract Specialist and the Contracting Officer’s Representative (COR) who will be administering the contract.
Procuring Contracting Officer:
Sarah E. Marsiglia Phone: 202-475-3710 Email: Sarah.E.Marsiglia@uscg.mil Administrative Contracting Officer:
TBD
Phone: 202-475-XXXX Email: TBD@uscg.mil Contract Specialist:
Rhonda Duncan Phone: 202-475-3016 Email: Rhonda.R.Duncan2@uscg.mil Contract Specialist:
Ashley Thomas Phone: 202-475-3714 Email: ashley.thomas@uscg.mil Contracting Officer’s Representative (COR):
Greg Blewett Phone: 202-475-3269 Email: Greg.D.Blewett@uscg.mil
Alternate Contracting Officer’s Representative (COR):
TBD
Phone: 202-475-XXXX Email: TBD@uscg.mil
| G.2 | AUTHORITY OF GOVERNMENT PERSONNEL |
| (a) | The Contracting Officer (KO) is the only person authorized to incorporate changes within the contract. In any event, no individual has the authority to issue any direction under this contract, either technical or otherwise, which constitutes a change to the terms, conditions, price, or delivery schedule of this contract. |
| (b) | The Contract Specialist (KS) is authorized to approve invoices, accept data deliverables and to sign routine contract administration documentation. |
| (c) | The Contracting Officer’s Representative (COR) is responsible for monitoring the performance of work under this contract. Under no circumstances, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms and conditions of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the KO prior to completion of the contract. |
G.3 ADDRESS OF CORRESPONDENCE
All correspondence, except as otherwise specified, shall be delivered to the Contracting Officer at the following address:
USCG Headquarters Commandant (CG-9125) ATTN: Sarah Marsiglia 2703 Martin Luther King Jr Ave SE Washington, DC 20593-7828 M/F: Contact Number (to be provided upon contract award) Delivery Order Number (to be provided with each individual delivery order)
G.4 GOVERNMENT REPRESENTATIVES
(a) The USCG may, upon contract award or thereafter, name representatives with titles such as Contracting Officer's Representative(s), Technical Monitor, Technical Authority Representative, ABS Surveyor, Project Residence Office representative, etc. Such individuals, if appointed, will be named in writing by the Contracting Officer. The letter of appointment will indicate the individuals and their titles, and stipulate the rights, responsibilities, and limitations of their appointment.
(b) No such named individual above in G.4(a), except the limited authority of the COR as described in G.2(b), has the authority to issue any direction under this contract either technical or otherwise, which constitutes a change to the terms, conditions, price or delivery schedule of the contract. Only the Contracting Officer and the limited authority of the COR is authorized to alter the contract in any manner.
G.5 USCG ACTIVITY AUTHORIZED TO PLACE ORDERS
Orders will be issued by Contracting Officers within the USCG.
G.6 CONTRACTOR REPRESENTATIVES AUTHORIZED TO SIGN DOCUMENTS
(a) Upon execution of the Contract, the Contractor shall provide a list to the Contracting Officer, which identifies those Contractor representatives who are authorized to sign written communications on behalf of the Contractor. The report shall specifically contain the following:
(1) Name of individual authorized to sign Contractor-generated technical data and Contractor management type documentation, and
(2) Type of documentation each individual is authorized to sign. Upon addition or deletion of one or more names, the list shall be revised accordingly.
G.7 RESPONSIBLE OFFICIAL(S) WHO CAN RECEIVE NOTIFICATION OF AN IMPROPER INVOICE AND ANSWER QUESTIONS REGARDING THE INVOICE
For use in the event your firm receives a contract as a result of the Solicitation, designate below the responsible official(s) who can receive notification of an improper invoice and answer any questions regarding the invoice.
Name: [TO BE COMPLETED AT CONTRACT AWARD] Title:
Address:
Telephone Number:
Email address:
G.8 REQUEST FOR PAYMENT – INVOICING PROCEDURES
| (a) | A request for payment is proper if it includes the items required by the clause at FAR 52.232-25, Prompt Payment [(a)(3)(i) through (a)(3)(ix)] and those items are accurate. If a request for payment does not include all the items required by the clause at FAR 52.232-25, Prompt Payment, or if any information is inaccurate, then the request is not proper and shall be returned to the Contractor with a statement of the reason(s) it is not proper. |
| (b) | Each invoice shall contain the following information: |
(1) Complete Business Name
(2) Contract Number and Delivery Order Number (Delivery Order Number will be furnished with each individual delivery order)
(3) Invoice Number and Invoice Date
(4) Invoice Routing Code (IRC) provided in paragraph (c) below.
(5) DUNS number
(6) Contract Line Item Number (CLIN)
(7) Business size. NOTE: Indication that the Contractor represents a Small Business is for accelerated payment purposes.
(8) Full description, including the price and quantity of supplies actually delivered or rendered. NOTE: Invoices SHALL match the delivery order.
(9) Shipping and payment terms
(10) Name, title, phone number, e-mail address, and mailing address of person to notify in the event of defective invoice
REMITTANCE ADDRESS: Payment will be made to the financial institution listed in SAM by the Contractor.
https://www.sam/gov/portal/public/SAM/
(c) An original invoice shall be submitted to the payment office designated on each delivery order, and copies shall be sent to the COR and to the Contract Specialist. The copy sent to the Contract Specialist should be clearly marked “Information Only”.
The USCG unique Invoice Routing Code (IRC) for this contract is CG-9125. Each invoice must be submitted to the designated billing office via one of the following modes listed in descending order of preference:
| (1) FINCEN Website invoice receipt form: |
| http://www.fincen.uscg.mil.centralinv/central_inv_contr.cfm |
| (2) Mailed to: | Commercial Invoices | |
| U.S. USCG Finance Center | ||
| 1430A Kristina Way | ||
| Chesapeake, VA 23326 |
Failure to submit invoices directly to this office will delay prompt payment of your invoice.
| (d) | To facilitate processing, all proper invoices and any supporting information submitted electronically using the FINCEN web based invoice submission capability must be submitted as a single Adobe .pdf formatted file, or as otherwise specified in the contract. |
| (e) | In accordance with the Prompt Payment Act, for the purposes of determining a payment due date and the date on which interest will begin to accrue if a payment is late, a proper invoice shall be deemed to have been received: |
(1) On the later of:
(i) For invoices that are mailed or transmitted via facsimile, the date a proper invoice is actually received by the designated billing office and annotates the invoice with date of receipt at the time of receipt;
(ii) For invoices electronically transmitted by the Contractor via web based submission, the date a transmission is received by the designated billing office, and receipt confirmation is provided to the designated recipient; or
(iii) The seventh day after the date on which the property is actually delivered or performance of the services is actually completed; unless—
(A) The agency has actually accepted the property or services before the seventh day in which case the acceptance date shall substitute for the seventh day after the delivery date; or
(B) A longer acceptance period is specified in the contract, in which case the date of actual acceptance or the date on which such longer acceptance period ends shall substitute for the seventh day after the delivery date.
(2) On the date placed on the invoice by the Contractor, when the agency fails to annotate the invoice with date of receipt of the invoice at the time of receipt (such invoice must be a proper invoice); or
(3) On the date of delivery, when the contract specifies that the delivery ticket may serve as an invoice.
(h) Web-based submission by the Contractor and receipt confirmation does not reflect Government review or acceptance of the invoice.
(i) Payment inquiries and status may be obtained at the following website: .
G.9 PAYMENTS AND INVOICE INFORMATION
The Government shall make payments to the Contractor, subject to and in accordance with the clause in this contract titled "FIXED FEE" (FAR 52.216-8). Such payments shall be equal to [TO BE COMPLETED AT ISSUANCE OF ORDER]% of the allowable cost of each invoice submitted by and payable to the Contractor pursuant to the clause of this contract titled "ALLOWABLE COST AND PAYMENT" (FAR 52.216-7), subject to the withholding terms and conditions of the "FIXED FEE" clause, as applicable. Total fee(s) paid to the Contractor shall not exceed the fee amount(s) set forth in this contract.
| G.10 | PERFORMANCE BASED PAYMENT SCHEDULE FOR PRELIMINARY AND DETAIL DESIGN |
| (a) | The Contractor shall invoice in accordance with the PERFORMANCE BASED Payment clause included in Section H, “Performance Based Payment”. Percentage of progress for detail design shall be based on the percentage of progress attached to each milestone in table (c) below. |
| (b) | Milestones are designated either as Severable or Cumulative and are assigned a percentage of completion relative to the overall detail design. A Milestone is considered complete and percentage of progress is considered met when the evidence/basis for payment is approved by the Contracting Officer. The evidence/basis for payment is the objective measure for completing the milestone, such as an approved final data deliverable required by a CDRL, a report documenting engine tests, or a signed DD-250 acknowledging acceptance of an item or asset. The evidence/basis for payment for Milestones with subordinate elements shall be the evidence/basis for payment of all subordinate elements. Milestones designated as Severable may be paid independent of the completion of other milestones at the same level. Milestones designated as Cumulative are listed in order of dependency and may not be paid until all previous dependent milestones at the same level have been completed. |
| Milestone Number |
| Milestone Description |
| Estimated Milestone Date |
| % of CLIN Value To Be Paid To KTR |
| Cumulative % of CLIN Value |
| 1.1 |
| Program Management Review (PMR) #1 |
| Note 1 |
| 10% |
| 10% |
| 1.2 |
| Preliminary Design Review (PDR) |
| Note 2 |
| 20% |
| 30% |
| 1.3 |
| Critical Design Review (CDR) |
| Note 3 |
| 25% |
| 55% |
| 1.4 |
| Production Readiness Review (PRR) |
| Note 4 |
| 20% |
| 75% |
| 1.5 |
| Final Transitional Designs complete |
| Note 5 |
| 20% |
| 95% |
| 2.1 |
| Display model delivered |
| Note 6 |
| 2% |
| 97% |
| 3.1 |
| Payment Retention |
| Note 7 |
| 3% |
| 100% |
Notes:
| 1 |
| Milestone 1.1 Program Management Review (PMR) #1 Completed: Upon successful completion of the PMR #1 and the U.S. Government’s acceptance of the PMR #1 final submittal of CDRL 040-003 “Meeting and Review Presentation Materials and Action Items”, the Contactor may invoice for 10% of the value of the applicable CLIN. |
| 2 |
| Milestone 1.2 Preliminary Design Review (PDR) Completed: Upon successful completion of the PDR and the US Government’s acceptance of the PDR final submittal of CDRL 040-003 “Meeting and Review Presentation Materials and Action Items”, the Contractor may invoice for 20% of the value of the applicable CLIN. |
| 3 |
| Milestone 1.3 Critical Design Review (CDR) Completed: Upon successful completion of the CDR and the US Government’s acceptance of the CDR final submittal of CDRL 040-003 “Meeting and Review Presentation Materials and Action Items”, the Contractor may invoice for 25% of the value of the applicable CLIN. |
| 4 |
| Milestone 1.4 Production Readiness Review (PRR) Complete; Authorization to Start Construction: Upon successful completion of the PRR and the Contractor receiving written authorization to start construction from the US Government; the Contractor may invoice for 20% of the value of the applicable CLIN. |
| 5 |
| Milestone 1.5 Final Transitional Designs complete: Upon successful completion of the transitional design and drawings and the US Government acceptance of final CDRL 085-002 “Construction Drawings” submission and acceptance of CDRL 085-003 “3-Dimensional Technical Data Package (3D TDP)”, the Contractor may invoice for 20% of the value of the applicable CLIN. |
| 6 |
| Milestone 2.1 Display Model Delivery: Upon successful delivery and acceptance of 2 each WLR and WLIC display models to the specified delivery site; the Contractor may invoice for 2% of the value of the applicable CLIN. |
| 7 |
| Milestone 3.1 Payment Retention: The payment schedule includes a 3% withholding to be used as a performance reserve. This reserve will remain until all deliverables are received and accepted by the Government, for the applicable CLINs. |
| Milestone Number |
| Milestone Description |
| Percentage of Progress |
| Estimated Milestone Date |
| Event Type (severable (S) or cumulative (C)) |
| 3.1* |
| First Hull Unit Erected |
| 5% |
| Note 1 |
| S |
| 3.2* |
| Hull Units Joined – All Welding Accepted |
| 10% |
| Note 2 |
| C |
| 3.3 |
| Launch** |
| 10% |
| Note 3 |
| C |
| 3.4* |
| Superstructure Joined – All Welding Accepted |
| 10% |
| Note 4 |
| S |
| 3.5 |
| Engines Light-Off after Installation |
| 10% |
| Note 5 |
| S |
| 3.6 |
| Builders Dock Trials Completed |
| 10% |
| Note 6 |
| C |
| 3.7 |
| Builders Sea Trials Completed |
| 10% |
| Note 7 |
| C |
| 3.8 |
| Acceptance Trials Completed |
| 15% |
| Note 8 |
| C |
| 3.9 |
| Delivery |
| 10% |
| Note 9 |
| C |
| 4.1 |
| Payment Retention |
| 10% |
| Note 10 |
| S |
Notes:
| 1 |
| Milestone 3.1 First Hull Unit Erected: Upon the Contractor erecting the first complete hull unit on the erection slab or building ways and all welding of the unit has been accepted by the Government; the Contractor may invoice the US Government for 5% of the value of the applicable CLIN. |
| 2 |
| Milestone 3.2 Hull Units Joined – All Welding Accepted: Upon the Contractor joining all Units that constitute the hull and all welding of the units has been accepted by the Government; the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
| 3 |
| Milestone 3.3 Launch: After the vessel has been placed in the water and secured pier side, and US Government inspection confirms the absence of any hull and through hull system leakage; then the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
** This Milestone payment may be moved to a later stage if Zone Outfitting approach is employed.
| 4 |
| Milestone 3.4 Superstructure Joined – All Welding Accepted: Upon the Contractor joining the superstructure to the hull and all welding of the units has been accepted by the Government, the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
| 5 |
| Milestone 3.5 Engines Light-Off After Installation: Upon US Government acceptance of the successful light-off test of the engines while the engines are installed in the hull, the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
| 6 |
| Milestone 3.6 Builders Dock Trials Completed: Upon successful completion of the Builders Dock Trials and US Government acceptance of all Builders Dock Trials testing documentation, the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
| 7 |
| Milestone 3.7 Builders Sea Trials Completed: Upon successful completion of the Builders Sea Trials and US Government acceptance of all Builders Sea Trials testing documentation, the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
| 8 |
| Milestone 3.8 Acceptance Trials Completed: Upon successful completion of the Acceptance Trials and US Government acceptance of all Acceptance Trials testing documentation, the Contractor may invoice the US Government for 13% of the value of the applicable CLIN. |
| 9 |
| Milestone 3.9 Delivery: After the US Government clears outstanding actions or discrepancies listed at the conclusion of Acceptance Trials and the US Government accepts Delivery of the vessel at destination, the Contractor may invoice the US Government for 10% of the value of the applicable CLIN. |
| 10 |
| Milestone 4.1 Payment Retention: The payment schedule includes a 10% withholding to be used as a performance reserve. This reserve will remain until all unresolved discrepancy items identified in preliminary acceptance are resolved/adjudicated. |
| G.11 | TECHNICAL INSTRUCTIONS BY THE COR |
| (a) | Performance of work may be subject to written technical instructions signed (e-mail is sufficient) by the COR specified in Section G.1 of this contract. As used herein, technical instructions are defined to include the following: |
| (1) | Directions to the Contractor which direct pursuit of certain lines of inquiry, shift work emphasis, fill in details, or otherwise serve to accomplish the contractual statement of work. |
| (2) | Guidelines to the Contractor which assist in the interpretation of statements of Work, Specifications or technical portions of work description as long as no change to scope occurs. |
| (b) | Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to: (1) assign additional work under the contract; (2) direct a change as defined in the "CHANGES" clause of this contract; (3) increase or decrease the contract price or Target contract amount, as applicable, the level of effort, or the time required for contract performance; or (4) change any of the terms, conditions or specifications of the contract. |
| (c) | If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting Officer in writing within five business days after the receipt of any such instruction, with a copy of that notification provided to the COR by email. The Contractor shall not proceed with the work affected by the technical instruction unless and until the Contractor is notified by the Contracting Officer that the technical instruction is within the scope of this contract. |
| (d) | Nothing in the foregoing paragraph shall be construed to excuse the Contractor from performing that portion of the contractual work statement, which is not affected by the disputed technical instruction. |
| (e) | The Alternate COR identified in Section G.1 of this contract serves as an alternate to the COR when he/she is unavailable. Any COR interactions shall only be directed to the Alternate COR when the COR is unavailable. |
G.12 TECHNICAL MONITORS
(a) Technical monitors are responsible for coordinating review of Contractor developed technical documentation to ensure compliance with contract technical specification requirements. The technical monitor shall advise the contracting officer and COR of any nonconformance issues. Technical monitors have no authority to interact with the Contractor directly, but shall provide information to the COR.
| G.13 | PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS |
| (a) | Upon receipt of accelerated payments from the Government, the Contractor is required to make accelerated payments to small business subcontractors to the maximum extent practicable after receipt of a proper invoice and all proper documentation from the small business subcontractor. |
| (b) | Include the substance of this clause, including this paragraph (b), in all subcontracts with small business concerns. |
| (c) | The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act. |
| G.14 | ACCOUNTING AND APPROPRIATION DATA |
| (a) | The accounting and appropriation data for this contract is shown below: TBD |
| CLIN/ |
SLIN
| Mod Exercised |
| Line Item Amount |
| Accounting and Appropriation Data |
| Amount Funded |
G.15 CONTRACTOR PERFORMANCE EVALUATION
Contractor Performance Assessment Reporting System (CPARS) Interim and final evaluations of performance of the Contractor shall be conducted on this contract in accordance with FAR 42.15. The final performance evaluation shall be completed at the time of completion of work. Interim and final evaluations will be submitted to the Contractor as soon as practicable. The Contractor will be permitted thirty (30) calendar days to review the document and to submit additional information or a rebutting statement.
G-1
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