SINLEC-11-Q-B002 - ILEA Roswell RFP.docx

Table of contents

SECTION B: Supplies or Services and Prices/Costs

B.1 Price Summary

The Contractor shall provide firm, fixed pricing for all Training Courses. Travel and Other Direct Costs (ODC) shall be cost reimbursable. Optional Services shall be priced as time and materials. The Contractor is not authorized to charge a fee for Travel or Other Direct Costs.

B.2 Type of Contract

This will be a firm, fixed price contract with cost reimbursable and time and material CLINs. The travel portion of the task order will be on a reimbursable basis and paid in accordance with the Federal Travel Regulation (FTR).

B.3 Labor Categories

Section C, Description / Performance Work Statement, contains the specific training tasks for which the Contractor shall determine personnel requirements needed in the performance of this contract. The Contractor will utilize the appropriate labor categories for each of the positions and derive a firm, fixed price to the training categories. If optional services are exercised the contract will be modified after award to fund the time and materials and additional labor position(s).

SECTION C: Performance Work Statement

C.1 Introduction

C.1.1 Department of State, Bureau of International Narcotics and Law Enforcement Affairs (INL)

The Bureau of International Narcotics and Law Enforcement Affairs (INL) advises the President, Secretary of State, other bureaus in the Department of State, and other departments and agencies within the U.S. Government on the development of policies and programs to combat international narcotics and crime. INL programs support two of the Department's strategic goals: (1) to reduce the entry of illegal drugs into the United States; and (2) to minimize the impact of international crime on the United States and its citizens. Counternarcotics and anticrime programs also complement counterterrorism efforts, both directly and indirectly, by promoting modernization of and supporting operations by foreign criminal justice systems and law enforcement agencies charged with the counter-terrorism mission.

C.1.2 International Law Enforcement Academy (ILEA) Background

INL works to reinforce the international network of laws and conventions against the narcotics trade, corruption, gang-related and transnational organized crime, demonstrating the real-world value of cooperation. The Bureau's policies and programs work to promote stable environments, good governance, and stronger civic institutions for our partners.

A world-wide network of International Law Enforcement Academies (ILEAs) was created to combat international drug trafficking, criminality, and terrorism through strengthened international cooperation. Serving four regions: Europe, Africa, Latin America, and Asia; ILEAs help protect American citizens and businesses, buttress democratic governance through the rule of law, enhance the functioning of free markets through improved legislation and law enforcement, and increase social, political, and economic stability.

A major goal of the U.S. is the enhancement of the professionalism of foreign criminal justice officials to enable them to efficiently combat crime in their respective countries and, at the same time, prevent the movement of transnational criminal elements into the United States and throughout the world. An effective and efficient way to accomplish this goal was the creation of an ILEA providing training to a global student body. In furtherance of this effort the Department of State established an International Law Enforcement Academy located in Roswell, New Mexico. The ILEA in Roswell became operational in 2001. The Academy has a dedicated campus facility with two training rooms, a series of small break-out rooms, administrative offices, a computer lab, and office space for instructors.

C.2 Scope The contractor shall provide criminal justice academic instruction, legal and regulatory workshop facilitation, criminal policy program development & facilitation, law enforcement training development, law enforcement instruction and overall program monitoring and evaluation in support of INL’s ILEA Roswell program. The contractor shall conduct multiple capacity building courses, workshops and technical exchanges each contract year. The contractor shall provide no less than 10 training events during each contract year at the Roswell facility in NM.

ILEA Roswell will be a global outreach program. Most participants will have gone through regional training at one of ILEA’s programs in Budapest, Bangkok, Gaborone, San Salvador and Lima. That said the ILEA program supports U.S. foreign policy and national security missions that are dynamic in nature and are not limited to a set of static partner countries. For reference please see a relevant sample of partner countries on the INL website at:

http://www.state.gov/p/inl/c/crime/ilea/c11287.htm The Government shall furnish all in-bound logistic support and facility management services for the ILEA Roswell program under a separate contract which will cover the management of the ILEA Roswell building and all operational tasks outside of the development and delivery of training.

The training contractor shall fully coordinate implementation of the ILEA Roswell program with the facility maintenance and logistic support contract provider. The facility maintenance and logistic support contract provider will also be required to fully coordinate all activities closely with the training support contractor.

The contractor shall provide all necessary training services to deliver the full year training schedule provided in section C.2.1.

C.2.1. ILEA Roswell Year 1 Training Schedule

DoS will implement the training schedule listed above during the contract’s first year period of performance. That said DoS understands there will be phase-in and pilot program factors to the year-one schedule implementation that will require program delivery revisions and adjustments to improve training implementations based on lessons learned--which may push the attached schedule delivery outside of a one year period.

The scheduled training dates are also dependent on re-furnishing and re-equipping the ILEA Roswell building under a separate operations and maintenance contract. The offeror shall work with the Government on any date changes below as they relate to preparing the ILEA Rowell facility to host international participants.

* Schedule Note: DoS envisions having about 15 senior officials attend the policy forums that would not stay for the follow-on academic criminal justice course. DoS envisions having 35 policy forum attendees remain in Roswell for the corresponding academic criminal justice instruction. Additionally DoS envisions having attendees from the academic criminal justice instruction stay-on for a model law workshop.

DoS envisions Criminal Policy Forums (CPF) as a 5 business day program, the Academic Criminal Justice Program (ACJI) as a 15 business day program and the Model Law Workshop (LR) as a 5 business day training program.

C.2.2 Academic Criminal Justice Instruction

The contractor shall provide an academic criminal justice program to assist mid-career, foreign criminal justice government officials with academic and professional development through a criminal justice and public policy training program that links the theory and science of criminal justice to the formulation and execution of effective and responsible public policy. The contractor provided criminal justice course shall equip participants with the knowledge and skills necessary for successful criminal justice careers. The contractor provided criminal justice program shall also focus on constructing an international network of like minded U.S. and foreign counterparts with the objective of enhancing anti-crime global cooperation.

The Department is looking for creative and unique responses for assembling a three-week contemporary criminal justice program utilizing existing academic criminal justice material, i.e. existing university/college curriculum. DoS does not have any pre-existing ILEA Roswell training material. The contractor shall propose and utilize existing academic criminal justice course material to assemble programs to deliver to ILEA participants. This will be a non-degree program designed to provide broad professional enrichment through a combination of academic and capacity building activities. Offerors should seek to link and complement the academic course with the international criminal legal and regulatory consultations, criminal policy workshops and other law enforcement capacity building requirements listed in this statement of work.

The Contractor shall plan to conduct the first Academic Criminal Justice Instruction program as soon as practicable in 2011. Each Academic Criminal Justice Training program will accommodate approximately 35 international participants at the Roswell, NM facility.

C.2.2 Objectives for Academic Criminal Justice Instruction (ACJI):

ACJI 1: To deliver a global program that improves criminal justice policy awareness with ILEA partner countries.

ACJI 2: To improve the ability of ILEA partner countries to adhere to international criminal justice laws and standards.

ACJI 3: To work with ILEA participants to support implementation of improved criminal justice policies.

ACJI 4: To provide information on ILEA partner country institution (s) responsible for introducing, implementing and enforcing criminal justice laws and regulations.

ACJI 5: To develop a professional core of senior law enforcement executives within ILEA partner countries.

ACJI 6: To work with ILEA participants to create an expert ILEA liaison group to disseminate the criminal justice and law enforcement information provided by the ILEA program.

ACJI 7: To work with ILEA participants to establish a senior level mechanism(s) for government and industry to collaborate on countering transnational crimes within ILEA partner countries.

ACJI 8: To work with ILEA participants to establish an inter-ministerial mechanism to coordinate criminal justice policy and law enforcement activities delivered by the ILEA program.

ACJI 9: To customize, translate and refine the criminal justice curriculum to meet evolving transnational criminal threats.

C.2.3 Criminal Policy Forum

The contractor shall develop and Facilitate Criminal Policy Forums across various law enforcement functional areas including Transnational Crimes, Cyber Crimes, Violent Extremism and Anti-Corruption.

In furtherance of INL missions, the contractor shall develop program material to facilitate Criminal Policy Forums. Criminal Policy Forum proceedings will focus on introducing new criminal justice and law enforcement outreach programs, on familiarizing high-level officials with what the international community believes are essential elements to counter emerging criminal threats and on encouraging partner country officials to work inter and intra regionally to establish cooperative means to counter criminal activity consistent with international standards.

The Contractor shall plan to conduct the first Criminal Policy Forum program as soon as practicable in 2011. Each Criminal Policy Forum program will accommodate approximately 50 international participants at the Roswell, NM facility.

Objectives for Criminal Policy Forums (CPF):

CPF 1: To create awareness at the national policy level about the forum topic and the need for national action and international cooperation.

CPF 2: Identify the appropriate experts and policy makers within participating government ministries to lead further cooperative efforts with the ILEA program.

CPF 3: To obtain commitment of government organizations responsible for criminal justice and law enforcement to further cooperate with ILEA programs.

CPF 4: Identify further cooperative arrangements for and among all forum participants.

C.2.4 Criminal Justice Model Law and Implementing Regulations Development

In furtherance of INL missions, the contractor shall develop Legal Technical and Implementing Regulations training workshops with partner governments. INL is concerned that many partner governments’ criminal justice authorities do not adequately understand international legal and regulatory best practices and that their criminal justice legal and regulatory systems could substantially benefit from workshops in this area. Contract support shall be required to engage ILEA partner countries on enhancing their legal and regulatory framework, and instilling a deep-seated appreciation for the importance of implementing modern, effective criminal justice legislation.

The Contractor shall plan to conduct the first Model Law Program as soon as practicable in 2011. Each Model Law program will accommodate approximately 35 international participants at the Roswell, NM facility.

Objectives for Legal and Regulatory Programs (LR):

LR 1: To create an awareness of the authorities necessary to maintain an effective criminal justice system consistent with international standards.

LR 2: To assess the adequacy of the authorities for an effective criminal justice system.

LR 3: To draft and/or amend authorities as necessary to support an effective criminal justice system.

LR 4: To establish a process for review and comment on new or amended legal frameworks by appropriate governmental bodies, such as legislative, judiciary and executive, as well as industry.

LR 5: To obtain participation of all relevant governmental bodies in the process of assessing and improving partner country’s criminal justice legal framework.

LR 6: To draft and or amend laws to establish a framework for combating transnational criminal entities, cyber crimes, violent extremism and internal corruption.

LR 7: To draft and adopt regulations to implement the new or updated criminal justice legislation.

Legal and Regulatory Program Short Term Goals

· Partner countries will understand and appreciate the importance of modern criminal justice laws;

· Partner country experts and authorities will be able to recognize their own legal vacancies; and

· A core group of partner government officials will have basic knowledge, skills, and reference resources necessary to address those vacancies.

Legal and Regulatory Program Long Term Goals

· Facilitate partner countries adoption of an updated criminal justice law complying with accepted international standards; and

· Render partner countries as impractical options for would-be transnational criminal organizations.

C.2.5 Optional Service Areas

The contractor shall demonstrate the technical capabilities to perform the following optional services that may be required by INL. DoS may have the need to develop functional law enforcement training material to assist partner countries in implementing improved criminal justice policies, laws or updated regulations corresponding to our criminal justice program themes. The program officer for ILEA Roswell will work through the contracting officer to notify the contractor of any intent (and scope) by DoS to utilize the optional services as listed in this RFP.

Law Enforcement Functional Capacity Building

In furtherance of the INL Criminal Justice office missions, the ILEA program may have a need to develop law enforcement training material. If INL exercises this service option the contractor shall develop training material following Instructional Systems Design methodology with attention to best practices of adult learning. Specifically, the contractor shall connect program content to specific law enforcement functions, shall link new information to previous learning, shall have a clear structure not only within the individual programs but also among all materials developed and shall focus on practical exercises that stress learning by doing.

The contractor shall provide each product for every course/training program development:

Course Design Document: The template used to capture the Course Description, Course Structure/Content Outline, Course Design Matrix and the Course Agenda.

Procedure Based Instructor Guide: The template used to create a procedure based instructor guide that includes the following sections: Introduction, Administration Page, Facilitator Speaking Notes and the Course Content

Procedure Based Participant Guide: The template used to create a procedure based participant guide and includes the following sections: Introduction, Administration Page and the course content.

Objectives for Law Enforcement Functional Capacity Building (FCB):

FCB 1: To develop an implementation plan with regional governments

FCB 2: To develop specific training material for law enforcement functions.

FCB 3: To provide instructor led training for law enforcement materials

FCB 4: To enable ILEA partners to deploy law enforcement training materials within each partner country.

FCB 5: To obtain government commitment to establish an enforcement unit(s), with full law enforcement authorities that is specifically responsible for enforcing the particular law.

FCB 6: To delineate, by law and regulation, duties and responsibilities for enforcing criminal laws.

FCB 7: To develop and train a professional core of law enforcement officers.

FCB 8: To establish a partnership between enforcement and industry in order to improve industry compliance and enforcement effectiveness in combating transnational crime.

FCB 9: To create government willingness to engage in cooperative investigations and enforcement activities with other responsible countries.

FCB 10: To engage enforcement officials involved in efforts to strengthen law enforcement training tools and programs.

FCB 11: To improve awareness on updated criminal laws and regulations at the enforcement unit level.

C.2.6 Post Activity Deliverables, Quarterly Reports and General Communication:

The contractor shall submit a reporting package to the designated COR after each training activity has been performed. The reporting package will include:

· Program Agenda

· Participant List

· Training Material

· Participant Evaluations / Feedback

· Pre and Post Test Scores

· Reporting Cable

· Financial Report The contractor shall provide the COR a quarterly technical and financial report. In addition to the post activity packages and quarterly reports the contractor shall communicate regularly with the State Department on day-to-day operations, inform the COR of any operational/training issues and provide timely communication on any development that requires State Department input.

C.2.7 Travel Arrangements

With approval of the COR the contractor shall make all necessary travel arrangements for travel required of Contractor personnel to deliver academic criminal justice training and other training services required. All travel must comply with Federal Travel Regulations. The Government will not pay for academic contractor instructors to travel home and return to Roswell, NM between Academic Criminal Justice Instruction courses.

The Government, via United States Embassies, will provide travel services for all foreign government participants to travel from their home of record to and from the United States.

C.2.8 Program Monitoring and Evaluation

The contractor shall provide a systematic and objective approach or process for monitoring project performance toward its objectives over time. Complete proposals shall include a detailed plan on how the project’s progress and impact will be monitored and evaluated throughout the project. The contractor shall develop key performance indicators that include baselines and benchmarks or targets and measure realistic progress towards all strategic objectives and program activities.

C.2.9. Interpretation and Translation Services

The offer shall provide simultaneous interpretation services in support of the ILEA Roswell training program. The contractor shall demonstrate their technical ability and associated costs to provide conference level simultaneous interpretation services in support of the training schedule provided in section C.2.1. Contractor shall provide interpretation and translation into and from English into and from following, but not limited to, languages:

C.2.11 Contractor Furnished Resources

The Contractor shall provide all qualified personnel, equipment, material and supplies necessary to accomplish the work under this contract, except that specifically identified in this contract as Government furnished.

Service providers delivering INL ILEA training programs shall have professional academic instruction experience, professional instructor certification and/or demonstrate real world experience leading governmental criminal justice institutions.

C.2.12 Government Furnished Resources

The Government shall furnish an academy building in Roswell, NM. Specifically the building is a dedicated campus facility that includes administrative offices, two large classrooms with built in simultaneous interpretation equipment, a computer lab, and office space for instructors. There are three instructor designated offices and a production room on-site for the assembly of course materials. The production room will be available for the training contractor to produce hand-outs and additional material as needed during the courses.

The Government shall furnish all in-bound logistic support and facility management services for the ILEA Roswell program under a separate contract which will cover the management of the ILEA Roswell building and all operational tasks outside of the development and delivery of training.

The Government shall provide travel services for all foreign government participants to travel from their home of record to and from Roswell, NM.

C.2.13 Plan of Operation

The contractor shall provide a comprehensive Plan of Operation containing the proposed levels of staffing, showing numbers and types of personnel. The Plan shall provide in detail, methods and procedures that will be utilized to accomplish all required services under this SOW, and which will ensure that all security requirements, start-up, qualification, and certification requirements will be accomplished both before the commencement date for services and satisfactorily maintained. The contractor shall provide details on how personnel will be brought on-site to familiarize themselves with the building, equipment, and systems so that all services shall operate and be performed without interruption starting with the first day of the contract. Through the Plan of Operation, the contractor shall demonstrate their understanding of the requirements by outlining methods/plans for staffing and scheduling personnel so that adequate supervision will be provided, a reserve pool of qualified personnel will be maintained for all services, and personnel will be available to respond to emergencies. The Plan of Operation shall demonstrate in sufficient detail how the deliverables and required reports will be prepared for submittal and who will be responsible for tracking their completion. In the Plan of Operation, the contractor shall specify how they will respond to, and accomplish all service calls during normal core work hours, and during outside core work hours. The Plan of Operation shall also contain resume(s) (no longer than 3 (three) pages per proposed personnel) for all proposed key personnel that lists relevant past experience and complies with the minimum required experience and education listed in Section C.3.3.1.

C.3 General Requirements

C.3.1 Hours of Operation The core hours of operation shall be from 9.00 am to 5.00 pm Mountain Time, Monday through Friday. The Contractor shall perform services on the weekends and on some Federal holidays in support on multi-week programs, delegation arrivals/departures and weekend cultural activities.

C.3.2 Federal Holidays The ILEA Roswell Academy will be closed Christmas Day and New Years Day. The service provider may have to schedule routine course and program deliveries on some other Federal Holidays. The ten Federal Holidays per year are as follows:

New Years Day Martin Luther King, Jr. Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

C.3.3 Key Personnel Requirements The contractor shall assign sufficient experienced personnel who are qualified in the conduct of similar operations and who have appropriate background and experience. Key personnel may not be replaced by the service provider without the review and approval of the Contracting Officer. Key personnel include the Project Manager and those individuals responsible for managing work. These shall include, but may not be limited to:

C.3.3.1 Project Manager The contractor shall provide a full time Project Manager who shall be responsible for the performance of the work and coordinate all activities with the Contracting Officer. The Project Manager shall have no less than three years of management experience in international programs supporting U.S. foreign policies and missions and a minimum of a bachelor’s degree. The name of the Project Manager, and an alternate or alternates, who shall act for the Project Manager when the Project Manager is absent, and the phone number to contact the prime and alternate Project Manager(s), shall be designated in writing to the Contracting Officer prior to the contract start date.

C.3.3.2 Other Key Personnel Although the instructors are not designated as key personnel, the contractor shall provide resumes for instructors who will be utilized during performance of the contract.

C.3.4 Employee Conduct

The contractor and subcontractor employees shall put forth honest effort in the performance of their duties; disclose waste, fraud, abuse and corruption to appropriate authorities; adhere to all equal opportunity laws and regulations; and satisfy in good faith their obligations as citizens, including all just financial obligations, especially those imposed by law (i.e., taxes) or by court order (i.e., alimony or child support).

The contractor and subcontractor employees must not use nonpublic government information in private financial transactions; use Federal property for other than authorized purposes; hold financial interests that conflict with the performance of their duties; make unauthorized commitments purporting to bind the government; and engage in outside activities that conflict with their official government services contract responsibilities.

C.3.5 Termination of Employee Service Provider employees shall return ID badges, keys and any key cards to the Government immediately upon termination of employment with the Service Provider.

C.3.8 Conflict of Interest If for any reason the Contracting Officer or the Service Provider determines that a Service Provider employee faces a potential, perceived or real conflict of interest, the Contracting Officer will notify the Service Provider or the Service Provider shall notify the Contracting Officer of the potential, perceived or real conflict of interest. The Service provider shall proceed at the direction of the Contracting Officer, which may include, but not be limited to, reassignment of the task to another employee.

C.3.9 Additional Administrative Requirements Upon request from the Government, the contractor shall provide management and technical information to the Government including but not limited to:

· Technical Evaluations

· Congressional Inquiries

· One-time reports

· Material, equipment, facilities and other property listings or inventories

· Equipment maintenance records

· Financial records

· Audits

· Recommendations for amending, revising or originating Government regulations or policies within the scope of this contract

· Information requested by the Contracting Officer or Contracting Officer’s Representative

· Service provider’s account of its day-to-day expenditures.

C.4 Quality Assurance Surveillance Plan (QAP)

The contractor shall submit a Quality Assurance Plan (QAP) to measure its activities and outputs. The QAP recognizes the responsibility of the contractor to carry out its quality control obligations and contains measurable inspection and acceptance criteria, Acceptable Quality Level (AQL), corresponding to performance standards. The QAP shall focus on the level of performance required rather than the methodology used to achieve the level of performance.

The Quality Assurance Surveillance Plan for this statement of work, including the AQL for each service, and the governments monitoring mechanism can be found below.

Acceptable Quality Level (AQL):

The AQL represents the maximum percent defects that can be considered satisfactory on the average and note the allowable leeway or variance from a standard before the government will reject the specific service. The AQL does not say that the contractor may knowingly offer defective service but implies that the government recognizes that defective performance sometimes happens unintentionally. As long as the percent of defective performance does not exceed the AQL, the service will not be rejected by the government. The contractor, however, must re-perform the defective service when possible.

Training and Technical Outreach

C.2.4 Provide Professionally Certified Instructors

One hundred percent. Service provider delivering INL ILEA developed training modules must have professional instructor certification or demonstrate real world experience providing law enforcement instruction.

COR will validate instructor training on a case by case basis

C.5. Incorporation of Contractor’s Technical Proposal (05/95)

(a) The Contractor shall perform this contract in accordance with its technical proposal dated ______________ and any revisions thereto submitted in response to this solicitation. In the event of any inconsistency between the contract and the technical proposal, the contract will have precedence.

(b) The Contractor's technical proposal is incorporated by reference and hereby made subject to the provisions of the "ORDER OF PRECEDENCE" clause in SECTION I of this contract. Under the "ORDER OF PRECEDENCE" clause, the Contractor's technical proposal shall follow "the specifications" in the order of precedence.

C.6. Special Requirement

Planning Constraints: The personnel designated as “key personnel” to this task order will be considered essential to the work being performed.

No substitution of designated key personnel shall be made without prior notification and concurrence of the COR (the COR shall be notified in writing of any proposed substitution at least fourteen days in advance of the proposed substitution. Such notification shall include: (1) an explanation of the circumstances necessitating the substitution; (2) a complete resume of the proposed substitute; and (3) any other information requested by the COR to enable that person to judge whether or not the Contractor is maintaining the same high quality of personnel and to permit evaluation of the impact of the proposed change on the program and its schedule).

During the first ninety days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. In case of these occurrences, the Contractor shall notify the DoS COR promptly and submit documentation (resumes, security clearance information, etc) pertaining to the proposed substitution.

The Department reserves the right to interview candidates replacing key personnel.

Special Format Requirements: Mutually agreed upon between COR and Contractor.

U.S. Department of State International Narcotics and Law Enforcement Affairs ILEA Roswell Program

SINLEC-11-Q-B002

SECTION D: RESERVED

SECTION E. Inspection and Acceptance

E.1 Inspection Clauses

The following contract clauses are incorporated by reference and have the same force and effect as if they were incorporated in full text.

E.2 Acceptable Levels of Performance

When the Contractor fails to provide the services required under this contract, the Government shall annotate the contract record of the deficiency for use in the annual appraisal and past performance record of the Quality Assurance and Surveillance Plan (QASP). Unless the deficiencies were not reasonably discoverable by the Government, the Government will notify the Contractor and request a plan for correcting the non conformance.

If the Contractor believes that mitigating circumstances precluded the Contractor from meeting the terms and conditions of the contract as it relates to performance or administration of the contract, a request for waiver can be requested. The Contractor shall provide a detailed explanation as to why the circumstances surrounding the contract noncompliance occurred and why this action could not have been prevented. This request should be submitted to the Government within seven (7) calendar days from receipt of notice of noncompliant performance, unless otherwise approved by the Contracting Officer.

E.3 Incorporation of Quality Assurance Plan Metrics

Contractor shall propose performance metrics for quality assurance purposes. Those metrics will be incorporated, by mutual agreement and in whole or in part, into the QASP.

E.4 Place of Inspection and Acceptance

Inspection and acceptance will primarily occur in Roswell, New Mexico and secondarily in Washington, D.C.

SECTION F: Deliveries or Performance

F.1 Period of Performance

This contract will consist of a base period of one year plus two (2) one year options.

F.2 Place of Performance

Work under this contract will primarily be performed in Roswell, NM.

F.3 Notice Regarding Late Delivery

The Contractor shall notify the Contracting Officer’s Representative, Program Officer, or other authorized representative designated in each task order as soon as it becomes apparent to the Contractor that a scheduled delivery will be late. The Contractor shall include in the notification the rationale for late delivery, the expected date for the delivery and the project impact of the late delivery. Such notification in no way limits the Government's right to any and all rights and remedies but not limited to termination.

SECTION G: Contract Administration Data

G.1 Contract Administration Data

This contract will be administered as follows:

Brian Schoellkopf, INL/RM/MS 2430 E St NW, SA-4 South Washington, DC 20037

Written communications regarding the administration of this contract shall make reference to the contract number and modification number, if applicable, shall be submitted to the CO, COR and alternate points of contact, as delineated herein.

G.2 Mailing

First Class Mailing:

U.S. Department of State INL/RM/MS, SA-4 South 2430 E St NW Washington, DC 20037 Courier or Hand Delivery:

Same as above

G.3 Invoicing

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free number: 866-483-3436, 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

(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 Task Order/Award Number, with modification number if applicable.

(11) Task 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 task 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 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)

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 task 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. Offerors who are registered in the Central Contractor Registration (CCR) should verify and re-confirm their financial information in the database prior to invoicing. Offerors 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 Offerors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the Offeror record cited in the award.

A copy of the invoice shall be sent concurrently to:

Name: Catherine Dalton U.S. Department of State

INL/C SA - 22

1800 G Street NW Suite 2107 Washington, D.C. 20006 Telephone Number:

To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service E-mail: commercialclaims@state.gov Phone: 877-704-9473 Toll Free

Person to Contact: Supervisor, Vendor Claims E-mail: GFS-ChiefVC@state.gov Phone: 843-202-3881

Additional information will be provided on the individual task order.

G.4 Contracting Officer’s Representative (COR) Responsibilities

G.4.1 The Task Order Contracting Officer will appoint a COR in writing for this contract. The COR will receive, for the Government, all work called for and will represent the CO in the technical phases of the work.

G.4.2 The COR is not authorized to change any of the terms and conditions of the Contract or the TO. Changes in the scope of work will be made only by the CO by properly executed modifications to the Contract or the TO. Additional responsibilities of the COR include:

1) Monitoring the Contractor’s performance to ensure compliance with technical requirements of the Contract

2) Review and approval of progress reports, technical reports, etc., which require Government approval

3) Verifying and certifying that the items and services have been inspected and meet the requirements of the Contract

4) Immediately notifying the CO if performance is not proceeding satisfactorily

5) Ensuring that changes in work under the Contract are not initiated before written authorization or a modification is issued by the CO

6) Providing the CO a written request and justification for changes

7) Furnishing interpretations relative to the meaning of technical specifications and technical advice relative to CO approvals

8) Inspecting and accepting service, including visiting the Contractor’s facilities to check performance as authorized by Contract inspection clause on a non-interference basis. This may include, but is not limited to, evaluation of the following:

i. Actual performance versus schedule and reported performance

ii. Changes in technical performance which may affect financial status, personnel or labor difficulties, overextension of resources, etc.

iii. Verify that the number and level of employees charged to the Contract/TO are actually performing work under the Contract/TO

9) At the completion of the Contract, advising the CO concerning the following:

i. All articles and services required to be furnished and/or performed under the Contract have been technically accepted

ii. Contractor compliance with patent rights and royalties clauses of the Contract

iii. Recommend disposition of any Government-furnished property in possession of the Contractor

iv. Verify proper consumption and use of Government-furnished property by the Contractor

v. Prepare a performance report detailing compliance with requirement, quality assurance, timely completion, and any problems associated with the Contract/TO

G.4.3. The Contractor is advised that only the CO, acting within the scope of this Contract and the CO's authority, has the authority to make changes which affect Contract prices, quality, quantities, or delivery terms.

G.4.4. The COR will furnish technical advice to the Contractor to provide specific details, milestones to be met within the terms of the Contract, and any other advice of a technical nature necessary to perform the work specified in the Contract. The COR shall not issue any instructions which would constitute a contractual change.

G.5 Invoices for Cost Reimbursement CLINS

G.5.1 Cost Reimbursable/ Other Direct Costs CLINs

The following applies to submission of invoices for payment of Cost Reimbursement CLINs.

The Contractor may invoice monthly on the basis of cost incurred for Cost Reimbursement CLINs. The invoice shall include the period of performance covered by the invoice and the CLIN number and name. In addition, the Contractor shall provide the following detailed information for each invoice submitted, as applicable.

· If required a copy of the authorization for the item purchased.

· A list of the items purchased with unit costs

· Copies of receipts for items with an aggregate cost of $1000. The government reserves the right to request receipts for any purchases under this contract.

All cost proposals provided by the Contractor shall also be fully burdened including Overhead Charges, General and Administrative Charges. No profit and/or fee is authorized in connection with other direct costs

G.5.2 Travel

The Contractor shall invoice monthly on the basis of cost incurred for travel in accordance with the FTR. The invoice shall include:

· Travel Authorization Request identifier, approver name and approval date

· Current invoice period

· Names of travelers

· Number of travel days

· Dates of travel

· Number of days per diem charged

· Per diem rate used

· Total per diem charged

· Transportation costs (rental car, air fare, etc)

· Total charges

· Explanation of variances exceeding 10% of the approved versus actual costs

· Indirect Handling Rate

Contractor Invoices shall include any General and Administrative charges.

G.5.3 Other Direct Costs (ODCs)

The Contractor shall invoice monthly on the basis of cost incurred for ODC CLINs. The invoice shall include the period of performance covered by the invoice, the CLIN number and title and the task order number. In addition, the Contractor shall provide the following detailed information for each invoice submitted, as applicable. Separate, searchable worksheets, in MS Excel format, are required.

· ODCs purchased

· Date delivery accepted by the Government

· Associated CLIN

· Project to date totals by CLIN

· Cost incurred not billed

· Remaining balance of each CLIN

· Indirect Handling Rate

Invoices shall include any General and Administrative charges.

SECTION H: Special Contract Requirements

H.1 Security

The Government reserves the right to deny access to U.S. operated facilities to any individual.

Contractor shall maintain a record of the identity cards which have been issued and provide this record to the COR upon request. The Contractor will notify the COR if an identity card is lost or stolen. The Contractor shall retrieve issued identity cards when the contract is completed, a Contractor employee leaves this contract, or at the request of the Government.

H.2 Approval and Acceptance of Contractor Employees

1) The…