Section_G_-_DRAFT_Posting.docx

ExPRESS RFP TIB-2016-RFP-0002 DRAFT Section G – Contract Administration Data

Table of Contents

ExPRESS RFP TIB-2016-RFP-0002 DRAFT Section G

ExPRESS RFP TIB-2016-RFP-0002 DRAFT Section G i

G.1 INVOICING

Invoicing and payment for services rendered through this contract shall be made electronically in accordance with FAR 52.232-33. The Contractor shall submit a final invoice within ninety calendar days after the expiration of this contract, unless the Contractor requests and is granted an extension by the Contracting Officer, in writing.

For billing purposes, the invoice template [see Attachment J.2(d)] shall be completed with all required blocks filled in. Invoices shall be accompanied by all supporting documentation.

Invoices submitted for payment shall be submitted electronically to: invoice@tsp.gov

Applicable payment instructions will be incorporated at the Delivery Order level and will be detailed in the final RFP.

Fixed Fee shall be invoiced each month in equal amounts over the entire period of performance.

G.2 FRTIB POINTS OF CONTACT

G.2.1 Contracting Officer (CO) Responsibility for contracting activities rests solely with the FRTIB CO. The CO is responsible for directing any changes in the terms, conditions, or amounts cited in the award. No conversation, recommendations, or direction, whether given directly by, or implied by FRTIB personnel, that will affect the scope, schedule, or price of this award, shall be acted upon by the Contractor unless specifically approved by the FRTIB’s CO. In the event that the Contractor implements changes to this order at the direction of any person other than the CO, the Contractor will not receive reimbursement for work performed pursuant to those unauthorized changes. Contractual interpretation and assistance may be obtained by contacting the CO.

Procurement Point of Contact Contracting Officer Name: Ms. Linda Bethke-Cyr E-Mail: ExPRESS@tsp.gov

G.2.2 Contracting Officer's Representative (COR) The Contracting Officer shall designate a COR, who is responsible for administering the performance of work under this award by:

(a) Monitoring the Contractor's progress;

(b) Assessing performance;

(c) Recommending to the CO changes in requirements;

(d) Evaluating the scope of the Contractor’s work;

(e) Performing inspections and acceptances of required data items;

(f) Assisting the Contractor in the resolution of technical problems encountered during performance;

(g) Assisting the Contractor in obtaining technical and physical access to FRTIB information and FRTIB information systems; and,

(h) Assisting in setting up any meetings with FRTIB technical staff.

COR (to be completed at time of award by FRTIB) Name:

Phone No:

E-Mail:

G.3 FUNDING DATA

CLINs may be individually and incrementally funded. Task Orders under CLINs 0003, 1003, and 2003 shall be individually funded. An overall funding summary shall be maintained in the below table.

G.4 GOVERNMENT FURNISHED PROPERTY AND INFORMATION

If Government Furnished Property (GFP) or Government Furnished Information (GFI) (participant data files, FRTIB templates, and FRTIB product [e.g., forms, booklets, leaflets]) becomes required under this contract, it will be identified and then FRTIB will furnish or make available to the Contractor this property or information deemed necessary to accomplish requirements of the contract.

(a) The Contractor shall ensure accurate control and accountability of all Government Furnished Information (GFI) in accordance with the terms and conditions of the contract.

(b) FRTIB will furnish or make available to the Contractor any documentation/material deemed necessary to accomplish requirements of the contract.

The Government will provide the Contractor a list of GFE at the time GFE is provided. The Government will not provide any hardware or software licenses required for performance.

G.5 DISCLOSURE OF CONTRACT INFORMATION

(a) The Contractor shall not release to anyone outside the Contractor’s organization any unclassified information (e.g., announcement of contract award), pertaining to any part of this contract or any program related to this contract, unless the Contracting Officer has given prior written approval.

(b) Requests for approval shall identify the specific information to be released, the medium to be used, and the purpose of the release. The Contractor shall submit its request to the Contracting Officer (CO) at least ten (10) days before the proposed date of release.

(c) The Contractor agrees to include a similar requirement in each subcontract under this contract. Subcontractors shall submit requests for authorization to release to the CO through the Prime Contractor.

G.6 TRAVEL

(a) Travel shall be pre-approved by the CO and COR(s) by submitting a detailed travel requests with names, dates, locations, and estimated expenses at least two weeks in advance of the planned travel. Reimbursement is subject to the following:

1. Travel must be planned, estimated and conducted in the most economically manner feasible in conjunction with the adherence of the Federal Travel Regulations (FTR), which can be accessed electronically at http://www.gsa.gov/ftr.

2. Reimbursement for costs incurred during official travel under this contract is limited to the per diem allowance prescribed by the Federal per diem schedule at http://www.gsa.gov/perdiem.

3. Expenses incurred as a result of official travel using a personal automobile are reimbursed as prescribed at http://www.gsa.gov/mileage.

4. Reimbursement of air and train travel is limited to the most economical rate and reasonably traveled route from the vendor facility directly to the travel location and back to the vendor facility. Contractors will bear the cost burden of any deviations from this route.

5. FRTIB will limit reimbursement of costs. Travel costs shall be based on estimated costs per FAR 31.205.46. A Contractor employee must provide receipts for all travel expenses being reimbursed by FRTIB.

(b) Actual expenses exceeding more than 10% of the estimated expenses require a detailed summary of actual expenses to include all receipts.

(c) Invoicing for travel shall not be submitted until after travel is complete. Invoices shall be subject to complete invoice audits.

(d) The FRTIB will not reimburse any cost or fee incurred due to deviations from the pre-approved travel plan.

G.9 STANDARD REQUIREMENTS

(a) FRTIB normal duty hour range is Monday through Friday, 0700 – 1800, Eastern Time. Many of the FRTIB’s systems are operational 24 hours per day. The Contractor shall operate this contract on a 24-hour basis, Monday through Saturday (excepting Holidays listed in the Table below).

(b) Legal Holidays - The following Federal holidays are observed by the FRTIB:

(c) In events such as an FRTIB shutdown due to severe weather, security issues, or unforeseen circumstances, the Contractor is expected to complete and send deliverables on time.

(d) If the Contractor believes there is an FRTIB caused (potential or actual) delay in completing the services, tasks, and deliverables required under this contract, the CO and COR(s) are to be notified immediately verbally and in writing (via email). At a minimum, all delays that the Contractor believes are caused by the FRTIB shall be sufficiently documented and communicated in writing (via e-mail) to the CO and COR(s) within 24 hours of when the Contractor became aware or should have become aware of the potential for delay.

(End of clause)

G.10 TASK ORDERING

(a) TASK ORDERING PROCEDURE

These procedures are to be followed for the incorporation of all transformational requirements into the ExPRESS operational environment. Task orders will be initiated on a schedule of transformational changes discussed and agreed to by FRTIB Contracting Officer and the Contractor. FRTIB expects this to be a collaborative effort that identifies the timing and management of changes to the operating environment. All changes to the operating environment are subject to a test and acceptance process defined by FRTIB before integration and implementation.

(1) Only the Contracting Officer may issue task orders to the Contractor, providing specific authorization or direction to perform work within the scope of the Contract and as specified in CLINs 0003, 1003 and 2003. The Contractor may only incur costs under CLINs 0003, 1003, and 2003 of this Contract in performance of task orders and task order modifications that have been issued in accordance with this clause. No other costs are authorized unless expressly authorized by the Contracting Officer.

(2) Prior to issuing a task order, the Contracting Officer shall provide the Contractor with the following data:

(i) A functional description of the work identifying the objectives or results desired from the contemplated task order.

(ii) Performance standards to be used as criteria for determining whether the work requirements have been met.

(iii) A request for a task plan from the Contractor to include the technical approach, period of performance, complete cost information, and any other information required to determine the reasonableness of the Contractor's proposal.

(3) The Contracting Officer will determine on a task order basis the amount of time the Contractor has to respond to that Task Order with a proposed technical approach and cost.

(4) After review and any necessary discussions, the Contracting Officer may issue a task order to the Contractor containing, as a minimum, the following:

(i) Date of the order.

(ii) Contract number and order number.

(iii) Functional description of the work identifying the objectives or results desired from the task order, including special instructions or other information necessary for performance of the task.

(iv) Performance/quality assurance standards, as required.

(v) Maximum dollar amount authorized and type of Task Order, i.e., CPFF, CPIF, T&M, or FFP.

(vi) Any other resources (travel, materials, equipment, facilities, etc.) authorized.

(vii) Delivery/performance schedule including start and end dates.

(viii) The test and acceptance criteria to which the Contractor is subject before integration and implementation.

(5) The Contractor shall provide acknowledgment of receipt to the Contracting Officer within 1 business day after receipt of the task order.

(6) On rare occasions, if time constraints do not permit issuance of a fully defined task order in accordance with the procedures described in paragraphs (a) through (d), a task order including a ceiling price may be issued. The task order will be definitized within 30 calendar days of the issuance of the task order.

(7) The Contracting Officer may amend tasks in the same manner in which they were issued.

(b) TECHNOLOGY INSERTION AND PROCESS IMPROVEMENT CHANGE PROCEDURES

(1) All technology insertions and process improvements associated with incorporating or integrating transformational requirements into the operational (Steady State) environment are subject to the oversight and approval of the FRTIB ExPRESS configuration control process [see Attachmenet J.2(e)].

(2) No work shall occur prior to FRTIB CO approval.

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