Section G_TIPSS-4 ITS.rtf

SOLICITATION NUMBER TIRNO-09-R-00012

PART I - THE SCHEDULE

SECTION G - CONTRACT ADMINISTRATION DATA

G-1

TABLE OF CONTENTS

G.1 ACCOUNTING AND APPROPRIATION DATA………..…………G-2

G.2 POINTS OF CONTACT..…………………………..…………………G-2

G.3 EXCEPTIONAL CONTRACT ADMINISTRATION…..……….….G-2

G.4 ORDERING SERVICES……………………………….……………...G-3

G.5 FAIR OPPORTUNITY….……………………………………..….…...G-3

G.6 CONTRACT/TASK ORDER OMBUDSMAN………..……………..G-4

G.7 METHOD OF PAYMENT……………………………….……………G-5

G.8 VOUCHER/PAYMENT………………………………………………..G-5

G.9 UNSOLICITED PROPOSAL…………………………………..……G-10

G.10 QUICK-CLOSEOUT PROCEDURES….………………………...…G-11

G.1 ACCOUNTING AND APPROPRIATION DATA

Accounting and appropriation data for obligations under this contract will be set forth on individual task orders.

G.2 POINTS OF CONTACT (POC)

The following information describes the roles and responsibilities of individuals who will be the primary points of contact for TIPSS-4 on matters regarding contract administration. The Government reserves the right to unilaterally change any of these POC’s assignments at anytime.

CONTRACT LEVEL – Contracting Officer (CO)

The Contracting Officer (CO) within the Office of Information Technology Acquisition has the overall responsibility for the TIPSS contract. The contract level CO is the only authorized individual to take actions on behalf of the Government to amend the contract terms, conditions, requirements and/or specifications that are set within this contract.

CONTRACT LEVEL

CONTRACTING OFFICER

TANIA B. DAVIS

ADDRESS:

Internal Revenue Service 6009 Oxon Hill Road Oxon Hill, Md. 20745

EMAIL

TANIA.B.DAVIS@IRS.GOV

The CO at task order level is delegated authority to perform negotiations, administration, management and oversight of task orders they issue within the terms and conditions set forth in the basic contract.

G.3 EXCEPTIONAL CONTRACT ADMINISTRATION

Duties of the Basic Contract Level Contracting Officer

The Contract Level Contracting Officer is responsible for all administration and final closeout of the basic contract, but not limited to, the following duties:

Ensure compliance with contract requirements;

Issue the Contracting Officer’s final decision and handle all contract level contractual disputes under the Contract Disputes Act, and;

Issue all contract modifications against the basic contract Duties of the Task Order Level Contracting Officer and Contracting Officer Technical Representative

The Task Order Level Contracting Officer is responsible for all, but not limited to, the following duties:

Ensure that task orders are within the scope of the contract;

Administration and final closeout of task orders;

Ensure Fair Opportunity is exercised, and;

Perform inspection and acceptance.

The Task Order Level Contracting Officer’s Technical Representative is responsible for all but not limited to the following duties:

Prepare a complete acquisition package for submission;

To obtain technical competencies of requirement;

Knowledge of Federal Acquisition Regulation Laws;

Ensure requirements are within scope of the base contract, and;

Perform duties outlined in COTR designation letter from CO.

G.4 ORDERING OF SERVICES

Task Orders will be issued in accordance with the Federal Acquisition Regulation (FAR) Subpart 16.505(b), Orders under Multiple Award Contracts.

The TIPSS-4 Contract Management Plan will provide guidance for task order award and administration.

G.5 FAIR OPPORTUNITY

TIPSS-4 CO’s will issue orders in pursuant to Federal Acquisition Regulation (FAR) Subpart 16.505(b)(1), Orders under Multiple Award Contracts. The Fair Opportunity Exceptions are in accordance with FAR Subpart 16.505(b)(2).

G.6 CONTRACT/TASK ORDER OMBUDSMAN

IRSAP 1052.216-9000--Task/Delivery Order Contract Ombudsman. (MAR 1996)

As prescribed in 1016.505(b)(4), include the following clause in all multiple-award task/delivery order contracts:

TASK/DELIVERY ORDER CONTRACT OMBUDSMAN (MAR 1996)

(a) In accordance with 41 U.S.C. 253j(e), the IRS Task/Delivery Order Contract Ombudsman is the Chief, Policy and Procedures Branch, Office of Procurement Policy.

(b) Ombudsman responsibilities:

(c) Exceptions:

The Ombudsman shall not participate in:

(d) Interested parties may contact the Task/Delivery Order Contract Ombudsman by calling the Office of Procurement Policy at

(202) 283-1310 or in writing at:

Internal Revenue Service Office of Procurement Policy A:P:P 6009 Oxon Hill Road Oxon Hill, MD 20745

[End of clause]

G.7 METHOD OF PAYMENT

(a) All payments by the IRS under this contract shall be made by electronic funds transfer (EFT) through either the Automated Clearing House (ACH) network, subject to the rules of the National Automated Clearing House Association, or the Fedwire Transfer System using the EFT information contained in the Central Contractor Registration (CCR) database. This requirement is also mandated by the Debt Collection Improvement Act of 1996, which requires Federal Agencies to pay vendors by EFT/Direct Deposit. In the event that EFT information changes, the contractor shall be responsible for providing the updated information to the CCR database in accordance with the requirements of the clause 52.232-33 (Oct 2003), "Payment by Electronic Funds Transfer – Central Contractor Registration ".

The contractor shall complete and submit a Standard Form (SF) 3881, ACH Vendor/Miscellaneous Payment Enrollment Form”, subject to the “Code of Federal Regulations (CFR)”, (Title 31 CFR Part 210), to the address identified at contract award.

(b) The date of payment by electronic funds transfer shall be hereby considered the date that payment is made.

G.8 VOUCHER/PAYMENT

For purposes of reference, the Standard Form (SF) 1034/1035, "Public Voucher for Purchases and Services Other Than Personal" as required below shall be considered the contractor's voucher for the period, and shall be accompanied by detailed cost data sufficient to support all costs claimed. Submittal of 1034's/1035's with proper detailed supporting documentation as described herein will be considered an adequate basis for the Contracting Officer to judge whether or not the costs invoiced are allowable, allocable, and reasonable.

However, the Contracting Officer may request, and the contractor shall furnish any other supporting documentation deemed necessary by the Contracting Officer to complete processing of any vouchers. In addition, the contractor may, at its option, and consistent with its own billing practices, submit a voucher on its own letterhead as a supplement to the 1034/1035 and supporting documentation.

The term "billing" will henceforth be generically used to represent the total monthly claim for reimbursement, inclusive of the 1034/1035, supporting documentation, and contractor voucher, if submitted.

Adequate documentation includes, but is not limited to, the information listed below. (Failure to submit the requested supporting documentation will result in a delay in payment. All unsatisfactory invoices will be returned to the vendor.)

Monthly status reports or equivalents (where applicable);

Receipts for approved contractor employee travel;

Any receipts for other direct costs (ODC) included on the voucher; and Time Sheets identifying direct labor costs to match the project the contractor’s employee worked

Though the IRS will function as the executive agency for this contract, payments under task orders fulfilling needs of organizations outside of the IRS will be made by the agency receiving the services. Each task order will specify the address to which billings shall be sent.

The contractor shall submit billings no more frequently than once monthly. Payment for actual work and services rendered under a given task order will be made on a monthly and provisional basis in accordance with the clause entitled, "Allowable Cost and Payment", FAR 52.216-7 (Dec 2002). As part of its monthly billings, the contractor shall render separate vouchers for each task order under which it claims reimbursement during the applicable billing period.

In addition, a monthly contract level summary consolidating the separate task order level vouchers, as directly submitted to each payment office, shall be furnished on contractor letterhead concurrently to the Contracting Officer, COTRs, and Program Manager. All contract level summaries shall be stamped "For Information Purposes Only-Not For Payment". As an option, the contractor may provide this information electronically by emailing the requested information to the Contracting Officer.

G.8.1 VOUCHER INFORMATION

In addition to other contract requirements, the contractor shall submit Standard Form 1034 or 1034(A) and 1035 or 1035(A) entitled "Public Voucher for Purchases and Services Other Than Personal" concurrently with the voucher and/or payment voucher, in the same number of copies as the voucher and/or payment voucher, to the accounting office listed below:

FOR INTERNAL REVENUE SERVICE:

Internal Revenue Service, Administrative Services Center Beckley Finance Center – OS:CFO:I:BFC Post Office Box 9002 110 N. Hebert Street Beckley, WV 25802-9002

OR, as provided per awarded individual task orders for the Department of the Treasury and other Treasury Bureaus.

It is encouraged that the vouchers be submitted to the accounting office electronically. Vouchers submitted to Beckley Finance Center via email should use the following email address: CFOBFC.InvoiceLink@irs.gov. However, if the voucher is submitted by mail, the contractor must notify the Contracting Officer, COTR and the Program Manager, via email, the date and the method in which the voucher was submitted.

One copy of each voucher shall be submitted to the Contracting Officer and COTR marked "information only". All copies will contain the same information including direct and indirect information. The vendor shall include all detailed costs including travel, subcontract and other direct cost items and the fully loaded bottom line total. The Standard Form (SF) 1034 and Standard Form (SF) 1035 are available from the Superintendent of Documents, United States Government Printing Office located in Washington, DC 20402.

All Continuation Sheets shall be submitted as directed by the Contracting Officer if additional information is required. All information will be filled in as specified on the form, including the following information:

(a) Voucher Number: Show the numerical sequence number of the voucher submitted for the specified task order. The first voucher submitted to the addressee will begin with the number "1" and the next voucher submitted to that addressee(s) will be number "2" and so forth, throughout the life of the contract. Each voucher shall reference the applicable task order number.

(b) U. S. Department, Bureau, or Establishment and Location: The contractor is to complete all information in this block in relation to the designated payment office.

(c) Date Voucher Prepared: Show the mailing date to the paying office.

(d) Contract Number: Show the contract number.

(e) Requisition Number and Date: Show the requisition number of the task order that is funding the contract payment and period of performance.

(f) Payee's complete mailing address: Show the complete name and address of the company, including the ZIP Code. In addition, provide the name, title, and telephone number of the vendor contact.

(g) Number and Date of Order: Show the number and date of the task order funding this payment.

(h) Date of Delivery or Service: Show the beginning and ending period for which the service was performed or the Task or service was completed.

(i) Article or Services: Show a synopsis of the articles delivered and/or services completed. There is no need to go into detail on this form provided adequate supporting documentation as described below is provided.

(j) Amount: Show the total amount requested for this payment.

(k) The contractor must include their Employer Identification Number for other entities on each voucher submitted for payment under this contract. This information is required to comply with requirements to file Internal Revenue Service Information returns pursuant to the Internal Revenue Code. Vouchers received that do not include the required information will be returned to the contractor without payment. (Note: This information should be entered in the address block on the voucher).

G.8.2 STANDARD FORM (SF) 1035 REQUIREMENTS FOR OTHER THAN

FIXED PRICE TASK ORDERS

On Standard Form (SF) 1035 or other appropriate format of the contractor's choosing, the following additional supporting documentation is required:

(a) Task order Number and Title of Project: List the full title of the task order and the task order Number performed under the contract.

(b) COTR: Include name and address of the COTR for task order including office code and phone number.

(c) Task Order Amount: Insert the total estimated cost of the contract or task order, as applicable, exclusive of fixed fee.

(d) Fixed Fee: Insert total fixed fee for the contract or task order, as applicable.

(e) Billing Period: Insert the beginning and ending dates of the period during which costs were incurred and for which reimbursement is claimed.

(f) Direct Costs: Insert the major cost elements as follows:

(1) Direct Labor. This consists of salaries and wages paid (or accrued) for direct performance of the contract itemized as follows (names of individuals being billed should be specified):

Labor Category Name Current Hours Cumulative Hours Unburdened Rate Fringe Benefits. This represents fringe benefits applicable to direct labor and billed as a direct cost. Where a rate is used, indicate the rate. Fringe benefits included in direct labor or in other indirect cost pools should not be identified here.

Incidental equipment/hardware: List only those items of equipment for which reimbursement is requested. Identify each item costing more than $200 and having a life expectancy of more than one year. The following information shall be included (when applicable): (a) the item number for the specific piece of equipment; (b) the unit and, if applicable, extended price; (c) the vendor’s name; be required for items having specific limitation set forth in the contract.

Software: Separately identify any claimed costs for licensing agreements and software maintenance. The following information shall be included (when applicable):

the associated software;

the length of the agreement; and a brief statement of the maintenance effort(s) performed.

(5) Materials, Supplies, or Other Expendable Items. These are consumable materials, supplies, and equipment other than that described in (3) above.

(6) Premium Pay. This is remuneration in excess of the basic hourly rate. (Requires written approval of the Contracting Officer.)

(7) Consultant's Fee. The supporting information must include the name, hourly or daily rate of the consultant, and reference the IRS approval (if not specifically approved in the original contract.)

Travel. Domestic travel is travel within the U.S., its territories, and possessions. All costs associated with each trip must be shown in the following format:

Dates of Departure and Return Place of Origination and Destination No. of Travelers Purpose Transportation Costs Car Rental Cost Per Diem (Food & Lodging) Other (Parking, Cab Fare, etc.)

(9) Subcontracts. Include separate detailed breakdown of all costs paid to approve subcontractors during the billing period. (If a cost type subcontract is executed, then the cost detail associated with that subcontract approximating that required herein for the prime contract must be submitted.)

(10) Other. List all Other Direct Costs by cost element and dollar amount separately.

(g) Indirect Costs - Overhead. Cite the formula (rate and base) in effect during the time the cost was incurred and for which reimbursement is claimed.

(h) Fixed Fee. If the contract provides for a fixed fee, it must be claimed as provided for by the contract. Cite the formula or method of computation. The contractor may bill for fixed fee only up to 85% of total fee.

(i) Amount Billed for Current Period. Insert the amount billed for the major cost elements, adjustments, and total amount for the period.

(j) Cumulative Amount from Inception to Date of Current Billing. Insert the cumulative amounts billed for the major cost elements and adjusted amounts claimed during this contract.

(k) Total Amounts Claimed. Insert the total amounts claimed for the current and cumulative periods.

(l) Adjustments. This includes cumulative amounts billed that have been suspended or disallowed.

(m) Grand Totals.

NOTE: The Government may require electronic submission of vouchers. This submission shall be made in an ASCII format with details to be determined at a later date.

G.9 UNSOLICITED PROPOSAL

In accordance with FAR Subpart 15.606, the IRS has established procedures for this subpart, however if those procedures are not followed then the unsolicited proposals will not be eligible for consideration from the IRS organization.

The unsolicited proposal is developed on the initiative of the submitter, the Government is not responsible for any costs incurred in the preparation or processing of an unsolicited proposal. For this reason, the IRS recommends that you contact agency personnel before expending extensive effort on a detailed unsolicited proposal or before submitting proprietary data to the Government.

The contractor’s preliminary contacts should include inquiries as to the general need for the type of effort contemplated. Agency technical personnel may only be contacted for the limited purpose of obtaining an understanding of the agency mission and the responsibilities relative to fulfilling that mission. Any such meetings between you and agency technical personnel are strictly informal discussions. You may not construe these discussions in any way as authority to begin contractual work performance.

In addition be advised that detailed discussions may also be limited, depending on the circumstances, by particular laws that govern the conduct of lobbying efforts in connection with the expenditure of Congressionally-appropriated funds (see Public Law 101-121, Restrictions on Lobbying), and that control the exchange of information in connection with procurements already underway (see Public-Law 101-189, Procurement Integrity).

G.9.1 PROCEDURES FOR UNSOLICITED PROPOSALS

IRS procedures are published in A Guide for Preparing and Submitting Unsolicited Proposals, available via the internet at http://www.irs.gov/pub/irs-procure