SOL-DC-16-00050_IMCSIV_RFP.pdf

Information Management Center Services (IMCS IV)

SOL-DC-16-00023

Date: 08/12/16

Table of Contents

PART I – THE SCHEDULE

Section B – Supplies and Services and Prices/Costs....………………………...Page 3

Section C – Description/Specifications/Work Statement..…………………......Page 9

Section D – Packaging and Marking…..………….……………………………Page 10

Section E – Inspection and Acceptance…..………….………………………....Page 11

Section F – Deliveries or Performance…..………….…………….…………....Page 12

Section G – Contract Administration Act…..………….…………………........Page 15

Section H – Special Contract Requirements…..………….…………………....Page 25

PART II – CONTRACT CLAUSES

Section I – Contract Clauses…..………….…………………………………....Page 39

PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

Section J – List of Attachments …………………………….………………....Page 48

PART IV – REPRESENTATIONS AND INSTRUCTIONS

Section K – Representations, Certifications & Other Statements of Offerors…Page 49

Section L – Instructions, Conditions and Notices to Offerors or Respondents...Page 58

Section M – Evaluation Factors for Award…………………………………….Page 71

ATTACHMENTS

1 – Performance Work Statement (PWS)

2 – Quality Assurance Surveillance Plan (QASP)

3 – Past Performance Questionnaire (PPQ)

4-23 – Draft IMCS IV Task Order SOWs: Docket Center, FOIA, ORCR, Libraries: Ann Arbor, AWBERC, HQChem, R3, R5, WebInfo Architecture, Las Vegas, Records: OEI OTOP, Cincinnati, HQ ORD, HQ OAR, NCEA, R1, HQ OLEM, R5, OEI, and HQ OPP.

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 FAR 216.18 ORDERING (OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from

__TBD________ through ____TBD________ [insert dates].

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered “issued” when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the

Schedule.

B.2 FAR 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $25,000, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of TBD;

(2) Any order for a combination of items in excess of TBD; or

(3) A series of orders from the same ordering office within TBD days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal

Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the

Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within

TBD days after issuance, with written notice stating the Contractor’s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

B.2 FAR 52.216-22 INDEFINITE QUANTITY (OCT 1995)

a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the

Schedule up to and including the quantity designated in the Schedule as the “maximum.” The Government shall order at least the quantity of supplies or services designated in the Schedule as the “minimum.”

https://www.acquisition.gov/far/html/52_216.html#wp1115057

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and

Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 6 months.

B.3 LOCAL CLAUSE EPA-B-16-101 MINIMUM AND MAXIMUM AMOUNTS

During the period specified in the "Ordering" clause, the Government shall place orders totaling a minimum of

$25,000.00. The amount of all orders shall not exceed [TBD].

B.4 LOCAL CLAUSE EPA-B-31-101 OTHER DIRECT COSTS

(a) Other Direct Costs (ODC) (for example, travel and/or training) in the amount listed below shall be included as a total maximum dollar value for each period of performance of the task order. Contractors shall include the amounts shown below in the Contractor’s total estimated cost for each period of performance. These amounts are maximum ceiling dollar amounts that the Contractor shall not exceed. These amounts are not guaranteed but are the maximum dollar ceilings for each year of the period of performance. ODC’s are specific to each period of performance and do not carry over into following periods of performance. Other Direct Costs in excess of the following are not allowable as a charge to this contract without prior written approval of the Contracting Officer: For this contract, the maximum ODC ceiling amount will be $757,250.00 during the five year period of performance of the contract.

(b) When the COR or CO notifies the Contractor of an EPA requirement, the Contractor shall submit all requests, in writing, for ODC items to the CO for approval before the ODC item is procured, unless otherwise authorized by the

CO. All requests for long distance travel and Contractor training shall be in accordance with Approval of Contractor

Travel and Approval of Contractor Training, see section H.18 and H.19. The Contractor shall not incur any costs for an

ODC prior to receiving the CO’s written approval of the Contractor’s request.

(c) Any costs that the Contractor incurs prior to receiving the CO’s written/e-mail approval can be disallowed by the CO.

(d) For cost efficiencies, the COR or CO shall determine with the Contractor whether meetings can be held via telephone conference call, video conference call or in person, prior to any meeting between the Contractor and

Government personnel, including the Contractor’s subcontractor personnel (if applicable).

(e) The Contractor shall be allowed to apply only its G&A indirect rate to ODCs, and the Contractor shall not apply any other fees or rates unless expressly authorized by the CO in the task order.

(f) Other Direct Costs--(ODCs) are items which are allowable and allocable direct costs to the task order for which EPA may reimburse the Contractor. Such items shall be charged in accordance with the Contractor's established and accepted accounting practices except as stated below. The Task Order COR (TOCOR) may provide approval for materials and supplies up to $500.00 (for a single item or a related group of items). For costs beyond $500, the EPA Contracting

Officer's approval is required. This consent is only intended to be a determination of technical reasonableness and is not a pre-determination as to the allowability of these costs. Equipment is considered to be “facilities” for the purpose of Part

45 of the Federal Acquisition Regulation and, with certain exceptions, may not be reimbursed as a direct charge to the contract.

(g) The Contractor shall include a clause with language that is substantially the same in all of the Contractor’s subcontract agreements under this task order.

B.5 EPA-B-16-104 Fixed Rates for Services – ID/IQ Contract

The following fixed rates for labor and routine equipment, which are inclusive of all indirect costs and profit, shall apply for the duration of the applicable contract year:

TBD

TBD

A. FIXED LABOR RATE

1. The proposed fixed labor rates shall include all costs for all PWS tasks. The fixed rates for the labor categories set forth in the schedule shall be inclusive of all expenses including contract level required reports**, wages or salaries, labor costs, fringe benefits, overhead, program management, training, general and administrative expenses, and profit.

2. If a fixed rate has been established for a labor category set forth in the schedule for the contractor or subcontractor, but the contractor or subcontractor decides to provide that labor category through a third-party subcontractor, reimbursement for that labor category shall be reimbursed at cost (including any applicable indirect rates) but will not, in any event, exceed the rate set forth in this contract for that labor category for the contractor or subcontractor, depending upon which entity (contractor or subcontractor) acquires the labor.

3. When an individual employee's normally assigned category of labor is higher than the function he/she is performing during any period of work at a specific site, the rate charged for that employee shall be based on the function that the employee is performing (e.g., Senior Scientist who is performing the duties of a Junior Technician shall be charged at the loaded fixed labor rate for a Junior Technician during the period of time he/she is performing these duties).

4. When an individual employee's normally assigned category of labor is at a rate lower than the function he/she is performing during any period of work at a specific site, the rate charged for that employee shall be based on the actual rate paid to that employee (e.g., Junior Technician performing the duties of a Senior Scientist shall be charged at the fixed labor rate for a Senior Scientist only if the employee is paid by the contractor at the rate of a Senior

Scientist). If the employee is not paid at the higher rate, the contractor shall only bill at the rate of the employee's normally assigned category of labor. The employee must meet the qualifications set forth in the contract for the labor category being performed.

5. In the event that on-going work on-site is interrupted at any time due to inclement weather, unsafe condition, or other conditions beyond either the control of the contractor or the control of the Government, as determined by the on-scene coordinator, EPA will not pay the contractor for any labor costs during such interruptions; that is, EPA will not reimburse the contractor in excess of those hours actually worked on the site. The contractor shall not be reimbursed for standby.

B. COST REIMBURSEMENT PORTION - OTHER DIRECT COSTS

The cost reimbursement portion of the contract consists of travel, specialized labor, non-routine equipment, field subcontracts, and other direct costs which are reasonable, allocable and allowable. All costs that do not come within these limited categories are considered to be part of the fixed labor and equipment rates portion of the contract.

Therefore, these costs are separate and distinct from the fixed rates and fixed price portions of the contract. The cost reimbursement portion of the contract will be estimated and funded at the task order level on an as-needed basis.

The contractor will only be reimbursed for actual costs incurred, as required to accomplish the services specified in each task order. These costs will be treated in accordance with the clause entitled, "ALLOWABLE COST AND

PAYMENT (FAR 52.216-7)." Such costs shall be charged in accordance with the Contractor's established and accepted accounting practices. The Government will compensate the contractor for incurred costs that are determined to be reasonable, allowable, and allocable.

NTE

Travel - $TBD at the task order level

Misc ODCs - $TBD at the task order level

TRAVEL

1. (a) The amount specified in the schedule for travel is an estimate only. The actual amount for travel may be greater or less than the amount estimated as long as the maximum travel ceiling amount is not exceeded. Travel is limited to site specific or other travel, as authorized by the Task Order.

(b)The Contractor's primary mobilization point for establishing reasonableness for personnel travel-associated costs shall be located within TBD_____________________ .

This primary mobilization point is listed below:

_______TBD_________________________________

(c)The Contractor agrees to make every effort to mobilize field personnel from the nearest available location to the site; however, in no event shall the travel charges exceed what the charge would be if the employees were mobilized from the Contractor's primary mobilization point.

2. Allowable travel expenses shall be determined in accordance with Federal Acquisition Regulation (FAR) subpart

31.205-46, Travel Costs, and the Federal Travel Regulations (FTRs). Travel expenses include costs for transportation, lodging, meals, and incidental expenses incurred by contractor personnel in performance of this contract. Travel expenses are allowable for each employee required on-site if the work site is in excess of fifty (50) miles one way from the individual's place of employment or residence, whichever is less, and total work day

(including travel time) exceeds 12 hours per day. The "50 miles in 12 hours" is the current stipulation for travel costs and may be superseded by later editions of the FAR and/or FTRs. The "50 miles in 12 hours" shall not be exceeded without the approval of the CO. The regulations in effect at any given time govern travel costs under this contract. Travel expenses may include General and Administrative expenses to the extent that it is the Contractor's normal accounting practice to charge on such a basis. In the performance of necessary travel allocable to a particular task order, the Contractor shall use the least expensive means available to the extent consistent with the requirements of each response action. Once employees are working on site, the Contractor may elect to make personnel substitutions. However, EPA will not pay any associated travel charges for any such substitution unless determined to be appropriate by the OSC or authorized Contracting Officer Representative (COR). On occasions where an employee takes sick or vacation leave from an EPA site, the government will not pay any travel costs associated with the departing employee or for the employee designated as the replacement. Reimbursement of travel expenses by EPA will be consistent with the FTRs and subject to the following: Costs incurred for lodging, meals and incidental expenses 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 FTRs. NOTE:

The FTRs include a daily ceiling amount that is not to be exceeded. Within the total ""daily"" amount, there are two separate ceilings (one for per diem and one for lodging) that also cannot be exceeded. For example, if a city has a daily total allowable travel amount listed at $100.00-- consisting of $75.00 for lodging and $25.00 for meals and incidental expenses (M&IE)--the allowable costs for lodging shall not exceed $75.00 and the allowable costs for

MI&E shall not exceed $25.00. Documentation to support actual costs incurred shall be in accordance with the contractor's established practice; however, notwithstanding the contractor's policy, a receipt is required for all incidental travel expenditures in excess of $75.00, including receipts for common carrier transportation expenditures and hotel receipts. Thus, lodging costs will be reimbursed by EPA for only actual costs incurred and paid by the contractor up to the ceiling established in the FTRs. The contractor may elect to reimburse its employees for meals and incidental expenses on a per diem basis, and the Contractor will be reimbursed for such PAYMENTS, provided the employees are actually paid on a per diem basis. In no event shall the reimbursement be more than what is paid to the recipient employee.

3. When an employee is required to travel in excess of fifty (50) miles one way from his/her residence or place of employment (whichever is less) to a site and return, such travel is considered work time for which reimbursement by the Government should be made at appropriate straight time rates. Reimbursement for travel time shall not be made by EPA if the contractor's employee(s) is/are not paid for travel time. Miles shall be measured in radial miles or actual miles as determined by the contracting officer.

4. For any employee, routine daily commuting time (less than 50 miles one-way) to and from the work site is not an allowable charge under the contract. The Contractor agrees to make every effort to utilize employees from the nearest possible location.

5. Except as explicitly set forth below, the Contractor shall be reimbursed for reasonable and allocable travel costs actually incurred by and paid to the Contractor's employees.

6. (a)Consistent with the expected duration of the site, the contractor shall ensure to the extent practicable that lodging is secured on ""other than a daily rate basis"" so that maximum quantity and term discounts are achieved.

(b)Further, on long-term sites, to the maximum extent practicable, the contractor shall secure full service lodging suites inclusive of kitchen facilities. A long-term site is defined as an active site with a duration of greater than sixty days.

(c)Personnel subject to this limitation include alternate relief personnel mobilizing to an existing long-term site.

OTHER DIRECT COSTS (ODCs)

Materials and supplies are separate and distinct from those items included in the fixed rate or fixed price portions of the contract or included in the contractor's indirect rates. The contractor shall not charge the Government as materials/supplies those items that are priced in the fixed rates or fixed price portions of the contract or included in the indirect rates.

B.6 LOCAL CLAUSE EPA-B-32-103 LIMITATION OF GOVERNMENT’S OBLIGATION

(a) Contract line items TBD through TBD are incrementally funded. For this item, the sum of $TBD of the total price is presently available for payment and allotted to this contract.

(b) For items identified in paragraph (a) of this clause, the Contractor agrees to perform up to the point at which the total amount payable by the Government, including reimbursement in the event of termination of those items for the Government's convenience, approximates the total amount currently allotted to the contract. The Contractor will not be obligated to continue work on those items beyond that point. Subject to the clause entitled, "Termination for Convenience of the Government", the Government will not be obligated, under any circumstances, to reimburse the Contractor in excess of the amount payable by the

Government in the event of termination of applicable contract line items for convenience including costs, profit, and estimated termination costs for those line items.

(c) Notwithstanding the dates specified in the allotment schedule in paragraph (i) of this clause, the

Contractor will notify the Contracting Officer, in writing, at least 5 days prior to the date when, in the

Contractor's best judgment, the work will reach the point at which the total amount payable by the

Government, including any cost for termination for convenience, will approximate 85% of the total amount currently allotted to the contract for performance of the applicable items. The notification will state (1) the estimated date when that point will be reached and (2) an estimate of additional funding, if any, needed to continue performance of applicable line items up to the next scheduled date for allotment of funds identified in paragraph (a) of this clause, or to a substitute date as determined by the Government pursuant to paragraph (d) of this clause. If after such notification, additional funds are not allotted by the date identified in the Contractor's notification, or by an agreed substitute date, the Contracting Officer will terminate any item(s) for which additional funds have not been allotted, pursuant to the clause entitled

"Termination for Convenience of the Government".

(d) The parties contemplate that the Government will allot additional funds for continued performance of the contract line items identified in paragraph (a) for this clause and will determine the estimated period of contract performance which will be covered by the funds. The provisions of paragraphs (b) through (d) of this clause will apply in like manner to the additional allotted funds and to the new estimated period of contract performance. The contract will be modified accordingly.

(e) If, solely by reason of failure of the Government to allot additional funds, by the dates indicated below, in amounts sufficient for timely performance of the contract line items identified in paragraph (a) of this clause, the Contractor incurs additional costs or is delayed in the performance of the work under this contract and if additional funds are allotted, an equitable adjustment will be made in the price of the items, or in the time of delivery, or both. Failure to agree to any such equitable adjustment hereunder will be a dispute concerning a question of fact within the meaning of the clause entitled "Disputes".

(f) The Government may at any time prior to termination allot additional funds for the performance of the contract line items identified in paragraph (a) of this clause.

(g) The termination provisions of this clause do not limit the rights of the Government under the clause entitled "Default". The provisions of this clause are limited to the work and allotment of funds for the contract line items set forth in paragraph (a) of this clause. This clause no longer applies once the contract is fully funded except with the regard to the rights or obligations of the parties concerning equitable adjustments negotiated under paragraph (d) or (e) of this clause.

(h) Nothing in this clause affects the right of the Government to terminate this contract pursuant to the contract clause entitled "Termination for Convenience of the Government".

(i) The parties contemplate that the Government will obligate funds to this contract in accordance with the following schedule:

RECAPITULATION:

PRIOR THIS NEW

AMOUNT MOD.

AMOUNT

BASE PERIOD

Total Maximum Amount:[FILLIN#4#insert dollar amount]

Funded Amount:[FILLIN#5#insert dollar amount]

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 LOCAL CLAUSE EPA-C-10-101 STATEMENT OF WORK/PERFORMANCE WORK

STATEMENT /SPECIFICATIONS

The Contractor shall furnish the necessary personnel, material, equipment, services and facilities (except as otherwise specified), to perform the scope of work/specifications included in RFP Attachment # 1 – Performance

Work Statement (PWS). The Contractor shall perform work under this task order only as directed in the tasks detailed in the PWS.

EPA intends to make a single indefinite delivery/indefinite quantity contract award for the following services:

Program Management

Management and Administration

Web Development and Maintenance

Presentations and Trainings

Customer Service

Information Technology Systems

Collection Management and Modernization

Records Management

Docket Workflow

Library Services for the Office of General Counsel Law Library

Library Services for the Fort Meade Library

Freedom of Information Act (FOIA) Support Services

C.2 LOCAL CLAUSE EPA-C-10-102 INCORPORATION OF CONTRACTOR’S TECHNICAL

PROPOSAL

Section(s) TBD of the Contractor's technical proposal entitled, TBD dated TBD is/are incorporated by reference and made a part of this contract. In the event of any inconsistency between the clauses of this contract and the

Contractor's technical proposal, the contract clauses take precedence.

SECTION D - PACKAGING AND MARKING

For this RFP, there are NO additional clauses in this Section

[END OF SECTION D]

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE Listing Contract Clauses Incorporated by Reference

The following solicitation provisions and/or contract clauses pertinent to this section are hereby incorporated by reference:

FAR 52.246-2 MAY 2001 INSPECTION – TIME AND MATERIAL AND LABOR HOUR

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE Listing Contract Clauses Incorporated by Reference

The following solicitation provisions and/or contract clauses pertinent to this section are hereby incorporated by reference:

FAR 52.242-15 AUG 1989 STOP WORK ORDER

F.2 EPAAR 1552.211-70 Reports of work (OCT 2000)

The Contractor shall prepare and deliver reports, including plans, evaluations, studies, analyses and manuals in accordance with Attachment 1 (PWS). Each report shall cite the contract number, identify the U.S. Environmental

Protection Agency as the sponsoring agency, and identify the name of the Contractor preparing the report.

The OMB clearance number for progress reports delivered under this contract is 2030-0005.

F.3 EPAAR 1552.211-72 Monthly Progress Report (JUNE 1996)

(a) The Contractor shall furnish _1_ copies of the combined monthly technical and financial progress report stating the progress made, including the percentage of the project completed, and a description of the work accomplished to support the cost. If the work is ordered using work assignments or delivery orders, include the estimated percentage of task completed during the reporting period for each work assignment or delivery order.

(b) Specific discussions shall include difficulties encountered and remedial action taken during the reporting period, and anticipated activity with a schedule of deliverables for the subsequent reporting period.

(c) The Contractor shall provide a list of outstanding actions awaiting Contracting Officer authorization, noted with the corresponding work assignment, such as subcontractor consents, overtime approvals, and work plan approvals.

(d) The report shall specify financial status at the contract level as follows:

(1) For the current reporting period, display the amount claimed.

(2) For the cumulative period and the cumulative contract life display: the amount obligated, amount originally invoiced, amount paid, amount suspended, amount disallowed, and remaining approved amount. The remaining approved amount is defined as the total obligated amount, less the total amount originally invoiced, plus total amount disallowed.

(3) Labor hours.

(i) A list of employees, their labor categories, and the numbers of hours worked for the reporting period.

(ii) For the current reporting period display the expended direct labor hours (by EPA contract labor category), and the total loaded direct labor costs.

(iii) For the cumulative contract period display: The negotiated and expended direct labor hours (by EPA labor category) and the total loaded direct labor costs.

(iv) Display the estimated direct labor hours and costs to be expended during the next reporting period.

(4) Display the current dollar ceilings in the contract, net amount invoiced, and remaining amounts for the following categories: Direct labor hours, total estimated cost, award fee pool (if applicable), subcontracts by individual subcontractor, travel, program management, and Other Direct Costs (ODCs).

(5) Unbilled allowable costs. Display the total costs incurred but unbilled for the current reporting period and cumulative for the contract.

(6) Average total cost per labor hour. For the current contract period, compare the actual cost per hour to date with the average total cost per hour of the approved work plans.

(e) The report shall specify financial status at the work assignment or delivery order level as follows:

(1) For the current period, display the amount claimed.

(2) For the cumulative period display: amount shown on workplan, or latest work assignment/delivery order amendment amount (whichever is later); amount currently claimed; amount paid; amount suspended; amount disallowed; and remaining approved amount. The remaining approved amount is defined as: the workplan amount or latest work assignment or delivery order amount (whichever is later), less total amounts originally invoiced, plus total amount disallowed.

(3) Labor hours.

(i) A list of employees, their labor categories, and the number of hours worked for the reporting period.

(ii) For the current reporting period display the expended direct labor hours (by EPA contract labor category), and the total loaded direct labor hours.

(iii) For the cumulative reporting period and the cumulative contract period display: The negotiated and expended direct labor hours (by EPA labor hour category) and the loaded direct labor rate.

(iv) Display the estimated direct labor hours and costs to be expended during the next reporting period.

(v) Display the estimates of remaining direct labor hours and costs required to complete the work assignment or delivery order.

(4) Unbilled allowable costs. Display the total costs incurred but unbilled for the current reporting period and cumulative for the work assignment.

(5) Average total cost labor hour. For the current contract period, compare the actual total cost per hour to date with the average total cost per hour of the approved workplans.

(6) A list of deliverables for each work assignment or delivery order during the reporting period.

(f) This submission does not change the notification requirements of the “Limitation of Cost” or “Limitation of Funds” clauses requiring separate written notice to the Contracting Officer.

(g) The reports shall be submitted to the following addresses on or before the __ of each month following the first complete reporting period of the contract. See EPAAR 1552.232-70, Submission of Invoices, paragraph (e), for details on the timing of submittals. Distribute reports as follows:

No. of copies Addressee Address (email and/or shipping)

1 Contracting Officer's Representative TBD

1 Contracting Officer TBD

F.4 WORKING FILES (EPAAR 1552.211-75) (APR 1984)

The Contractor shall maintain accurate working files (by task or work assignment) on all work documentation including calculations, assumptions, interpretations of regulations, sources of information, and other raw data required in the performance of this contract. The Contractor shall provide the information contained in its working files upon request of the Contracting Officer.

F.5 LOCAL CLAUSE EPA-F-101 PERIOD OF PERFORMANCE

The effective period of this contract is from effective date of award through 60 months thereafter, with a five year base period. Task orders may be placed at any point during the stated period of the contract.

Each individual task order will have its own stated period of performance. Task orders may extend for a period no longer than six (6) months beyond the end of the period of the contract.

[END OF SECTION F]

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 EPAAR 1552.232-70 SUBMISSION OF INVOICES

In order to be considered properly submitted, an invoice or request for contract financing payment must meet the following contract requirements in addition to the requirements of FAR 32.905:

(a) Unless otherwise specified in the contract, an invoice or request for contract financing payment shall be submitted as an original and five copies. The Contractor shall submit the invoice or request for contract financing payment to the following offices/individuals designated in the contract: the original and two copies to the

Accounting Operations Office shown in Block __ on the cover of the contract; two copies to the Contracting

Officer's Representative (the Contracting Officer's Representative may direct one of these copies to a separate address); and one copy to the Contracting Officer.

(b) The Contractor shall prepare its invoice or request for contract financing payment on the prescribed

Government forms. Standard Forms Number 1034, Public Voucher for Purchases and Services other than Personal, shall be used by contractors to show the amount claimed for reimbursement. Standard Form 1035, Public Voucher for Purchases and Services other than Personal—Continuation Sheet, shall be used to furnish the necessary supporting detail or additional information required by the Contracting Officer. The Contractor may submit self-designed forms which contain the required information.

(c)(1) The Contractor shall prepare a contract level invoice or request for contract financing payment in accordance with the invoice preparation instructions identified as a separate attachment in Section J of the contract.

If contract work is authorized by individual work assignments, the invoice or request for contract financing payment shall also include a summary of the current and cumulative amounts claimed by cost element for each work assignment and for the contract total, as well as any supporting data for each work assignment as identified in the instructions.

(2) The invoice or request for contract financing payment shall include current and cumulative charges by major cost element such as direct labor, overhead, travel, equipment, and other direct costs. For current costs, each major cost element shall include the appropriate supporting schedule identified in the invoice preparation instructions. Cumulative charges represent the net sum of current charges by cost element for the contract period.

(3) The charges for subcontracts shall be further detailed in a supporting schedule showing the major cost elements for each subcontract. The degree of detail for any subcontract exceeding $5,000 is to be the same as that set forth under (c)(2).

(4) The charges for consultants shall be further detailed in the supporting schedule showing the major cost elements of each consultant. For current costs, each major cost element of the consulting agreement shall also include the supporting schedule identified in the invoice preparation instructions.

(d) Invoices or requests for contract financing payment must clearly indicate the period of performance for which payment is requested. Separate invoices or requests for contract financing payment are required for charges applicable to the basic contract and each option period.

(e)(1) Notwithstanding the provisions of the clause of this contract at FAR 52.216-7, Allowable Cost and

Payment, invoices or requests for contract financing payment shall be submitted once per month unless there has been a demonstrated need and Contracting Officer approval for more frequent billings. When submitted on a monthly basis, the period covered by invoices or requests for contractor financing payments shall be the same as the period for monthly progress reports required under this contract.

(2) If the Contracting Officer allows submissions more frequently than monthly, one submittal each month shall have the same ending period of performance as the monthly progress report.

(3) Where cumulative amounts on the monthly progress report differ from the aggregate amounts claimed in the invoice(s) or request(s) for contract financing payments covering the same period, the contractor shall provide a reconciliation of the difference as part of the payment request.

Invoices shall be prepared containing the following information:

Date of Invoice

Invoice number

Total amount billed

EPA contract and task order number

Complete company name and billing address as stated on the task order

Period of performance, where applicable

Description of commodities/services furnished

DUNS & Taxpayer Identification Number Bank for EFT payment, bank name, address, account number and routing number, if not in the System for Award Management (SAM)

Point of contact (POC) name, phone number and email address

Invoice content and formatting:

Bill only within the period of performance

Bill for only one option period per invoice

Bill only for only one delivery order per invoice

Use the original invoice number followed by an 'R' (resubmitted or revised) when billing for reclaimed, revised or returned billings

Bill the net amount only when billing for revised or suspended amounts

Never bill in excess of the contract funded amount

Do not bill for state and local taxes unless authorized - EPA Tax Exempt #: 520852695

Contract Invoices Submission:

• Complete and sign EPA's Agreement for Email Submission of Contract Invoices and email the completed form to ContractPaymentInfo@epa.gov (phone: (919) 541-1148).

• Wait for authorization. Please do not submit a contract bill via email until you receive an authorization email from the RTP Finance Center.

• After receiving authorization from the RTP Finance Center, submit your invoice in PDF format via email using the following procedures.

o Put the contract number, invoice number and delivery order number in the SUBJECT line of the email.

• Example: I_68w09999_234B_00005.pdf. If multiple invoices are attached, please put the contract number only. If you are attaching multiple invoices, please limit the number of attachments/invoices to 10 per email. Please submit separate emails per contract.

o Do not submit correspondence in the body of the email, and do not include any attachments which are not invoices.

• It is suggested that the following statement be included in email body: NOTICE: this email data is for the designated recipient only and may contain privileged or confidential information. If you have received it in error, please notify the sender immediately and delete the original. Any unauthorized use of this email is prohibited.

o Invoices must be in PDF format and attached to the email. A separate attachment for each invoice is required. If the invoice is a scanned document, the size should be standard 8.5” x 11”. The first page of the PDF document must contain the first page of the invoice.

http://www2.epa.gov/financial/agreement-submission-contract-invoices mailto:ContractPaymentInfo@epa.gov o Each invoice must be signed by a representative of the Contractor that is fully and completely authorized to sign on behalf of the Contractor. The representative must also print his/her name, direct dial phone number, and email address on the invoice.

o Invoices in PDF format must be named as follows:

contractnumber_invoicenumber_ordernumber.pdf. Invoices may be rejected if the file name is incorrect.

• Contract number: Field is 8 digits (for non-EPA contracts we use the first two digits and the last six digits)

• Invoice number: Field is 11 digits. Please do not exceed 11 digits per invoice number.

Any invoice that exceeds the 11 digit limit will be entered using the first 11 digits starting from the right. Numbers should not begin with a zero or with a special character. Invoice numbers should not include an underscore or a ‘/’.

• Order number: Field is 5 digits (if there is no order number, please enter ‘00000’ or simply end with the .pdf)

• Example:

I_EPXX9999_STB-300_00001.pfd

I_68XX0000_7.pdf (no order number required)

I_261D00XX_54678994999_00000.pdf (using zeros as placeholders; no order number required)

I_GSF0440G_B345_01100.pfd

I_EPW01111_1.pdf

• Email your invoice to DDC-KInvoices@epa.gov after you receive the authorization email and as instructed.

• You will receive an auto reply message once the RTP Finance Center receives your email. If for some reason the RTP Finance Center cannot accept your electronic invoice, you will be notified as soon as possible. You are required to contact the RTP Finance Center at 919-541-1148 if your email submission is rejected.

• Receipt date for invoices will be the date the RTP Finance Center retrieves and successfully opens the invoice attachments. If invoices are sent on a weekend or federal holiday, or after 3 p.m. (EST or EDT) on a regular work day, the receipt will be dated for the next business day.

• Attachment file name protocol is very important (invoice may be rejected if PDF naming protocol is incorrect). Please contact EPA's Financial Office Customer Service for invoice instructions at: (919) 541-

1148, or via email at: ContractPaymentInfo@epa.gov.

Receipt date for invoices will be the date RTP-Finance retrieves and successfully opens the invoice attachments. If invoices are sent on a weekend or federal holiday, or after 3 p.m. (EST or EDT) on a regular work day, the receipt will be dated for the next business day.

Submitted invoices which do not conform to these procedures may be determined to be an inappropriate submission and are subject to rejection.

The Contractor shall carbon copy (cc:) both the COR/ACOR and CO on the email when the Contractor submits its electronic invoice to EPA’s Research Triangle Park Finance Center.

If you are unable to submit your task order invoice via email, please use the mailing addresses below:

U.S. Postal Service

U.S. Environmental Protection Agency

RTP Finance Center (AA216-01)

Durham, NC 27711

UPS, Federal Express, or Overnight Mail

U.S. Environmental Protection Agency

RTP Finance Center

4930 Old Page Road (AA216-01)

Durham, NC 27703

For task order invoicing or other issues, please contact EPA's Financial Office Customer Service at: (919) 541-1148, mailto:DDC-KInvoices@epamail.epa.gov or via email at: ContractPaymentInfo@epa.gov.

Payment information and notification may be accessed by registering with the Department of Treasury's Internet

Payment Platform (IPP) system at: https://www.ipp.gov/

G.2 EPAAR 1552.216-72 PLACEMENT OF DELIVERY ORDERS ORDERING-BY DESIGNATED

ORDERING OFFICERS (APR 1984)

(a) The Government will order any supplies to be furnished under this contract by issuing delivery orders on

Optional Form 347, or any agency prescribed form, throughout the life of the contract. In addition to the

Contracting Officer, the following individuals are authorized ordering officers: TBD.

(b) A Standard Form 30 will be the method of amending delivery orders.

(c) The Contractor shall acknowledge receipt of each order and shall prepare and forward to the Ordering Officer within ten (10) calendar days the proposed staffing plan for accomplishing the assigned task within the period specified.

(d) If the Contractor considers the estimated labor hours or specified work completion date to be unreasonable, he/she shall promptly notify the Ordering Officer and Contracting Officer in writing within 10 calendar days, stating why the estimated labor hours or specified completion date is considered unreasonable.

(e) Each delivery order will have a ceiling price, which the Contractor may not exceed. When the Contractor has reason to believe that the labor payment and support costs for the order, which will accrue in the next thirty (30) days, will bring total cost to over 85 percent of the ceiling price specified in the order, the Contractor shall notify the

Ordering Officer.

(f) Paragraphs (c), (d), and (e) of this clause apply only when services are being ordered.

AWARD OF TASK ORDER INSTRUCTIONS:

(g) The Contracting Officer (CO) will follow the procedures of FAR 16.505 in conjunction with the procedures in this section when placing task orders under this contract.

(h) Time and Material task orders will be issued under this contract.

(i) EPA shall issue task orders in accordance with the tasks listed under the PWS.

(j) Request for Task Order Proposals

1. The Contracting Officer will initiate task orders by submitting a request for a task order proposal and cost estimate from the Contractor. The request will include: the task order statement of work (SOW), attachments or supplemental information (if any), task order terms and conditions (if any), submission instructions, and the due date for the task order proposal. Requesting a task order proposal does not commit the Government to awarding a task order.

2. The Contractor shall submit a task order proposal and cost estimate in accordance with the submission instructions. The Government will evaluate the task order proposal and cost estimate received. The

Government may request revisions to the task order proposal if deemed necessary. Once the Government has accepted the task order proposal and cost estimate, the CO will award a task order with the task order

SOW to the Contractor. The Contractor shall acknowledge receipt of each task order to the CO within three days of receipt.

https://www.ipp.gov/

3. Task Orders may include their own special terms and conditions including clauses to which the contractor shall adhere. Task orders may include optional periods and/or optional quantities. All special terms and conditions will be included in the CO’s request for task order proposal and in the awarded task order.

4. Task orders may be placed at any point during the ordering period of the contract. Individual orders will have unique periods of performance which may include optional periods. No task order may have a period of performance that goes longer than 180 days beyond the end of the date of this contract.

(End of clause)

G.3 EPAAR 1552.237-72 KEY PERSONNEL (APR 1984)

(a) The Contractor shall assign to this task order the Key Personnel:

Title of Position Name _ _

Program Manager TBD

(b) During the first 180 calendar days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer (CO) within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) of this clause. After the initial 180 day period, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 30 calendar days prior to making any permanent substitutions.

(c) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO.

Proposed substitutes shall have equivalent qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. This clause will be modified to reflect any approved changes of key personnel.

G.4 FINANCIAL ADMINISTRATIVE CONTRACTING OFFICER (EPAAR 1552.242-72) (OCT 2000)

(a) A Financial Administrative Contracting Officer (FACO) is responsible for performing certain post-award functions related to the financial aspects of this contract when the EPA is the cognizant federal agency. These functions include the following duties:

(1) Review the contractor's compensation structure and insurance plan.

(2) Negotiate advance agreements applicable to treatment of costs and to Independent Research &

Development/Bid and Proposal costs.

(3) Negotiate changes to interim billing rates and establish final indirect cost rates and billing rates.

(4) Prepare findings of fact and issue decisions related to financial matters under the Disputes clause, if appropriate.

(5) In connection with Cost Accounting Standards:

(A) Determine the adequacy of the contractor's disclosure statements;

(B) Determine whether the disclosure statements are in compliance with Cost Accounting Standards and

FAR Part 31;

(C) Determine the contractor's compliance with Cost Accounting Standards and disclosure statements, if applicable; and

(D) Negotiate price adjustments and execute supplemental agreements under the Cost Accounting

Standards clauses at FAR 52.230-3, 52.230-4, and 52.230-5.

(6) Review, approve or disapprove, and maintain surveillance of the contractor's purchasing system.

(7) Perform surveillance, resolve issues, and establish any necessary agreements related to the contractor's cost/schedule control system, including travel policies/procedures, allocation and cost charging methodology, timekeeping and labor distribution policies and procedures, subcontract payment practices, matters concerning relationships between the contractor and its affiliates and subsidiaries, and consistency between bid and accounting classifications.

(8) Review, resolve issues, and establish any necessary agreements related to the contractor's estimating system.

(b) The FACO shall consult with the contracting officer whenever necessary or appropriate and shall forward a copy of all agreements/ decisions to the contracting officer upon execution.

(c) The FACO for this contract is: TBD

G.5 LOCAL CLAUSE EPA-G-42-101 CONTRACT ADMINISTRATION REPRESENTATIVES

Contracting Officer’s Representative (COR) (formerly Project Officer(s)) for this contract:

Contract Specialist(s) responsible for administering this contract:

Administrative Contracting Officer:

G.6 LOCAL CLAUSE EPA-G-45-101 DESIGNATION OF A PROPERTY OFFICER

The property administrator for this contract is as follows:

[TBD- Property Administrator's name, organization, address, email address, and phone number (if applicable)]

The property administrator is the Contracting Officer's designated representative on property matters. The

Contractor shall furnish all required information on property to the property administrator.

G.7 GOVERNMENT PROPERTY (EPAAR 1552.245-70)

(a) The contractor shall not fabricate or acquire, on behalf of the Government, either directly or indirectly through a subcontract, any item of property without prior written approval from the Contracting Officer. If the Contracting

Officer authorizes the contractor to…