Section G_Contract Administration.pdf

REFM LOGISTICS SERVICES TIRNO-11-R-00009

SECTION G – CONTRACT ADMINISTRATION

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G.1 AUTHORITY – CONTRACTING OFFICER (CO), CONTRACTING OFFICER’S

TECHNICAL REPRESENTATIVE (COTR) AND CONTRACTOR’S PROJECT

MANAGER

G.1.1 CONTRACTING OFFICER (CO)

The CO for administration of this contract is:

Debra Jacobs

The telephone number for the CO is:

202-283-1277

The e-mail address is:

Debra.Jacobs@irs.gov

The CO, in accordance with Subpart 1.6 of the Federal Acquisition Regulation, is the only person authorized to make or approve any changes in any of the requirements of this contract, and notwithstanding any clauses contained elsewhere in this contract, the said authority remains solely with the CO. In the event the SP makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

G.1.2 DTAR 1052.201-70 CONTRACTING OFFICER’S TECHNICAL

REPRESENTATIVE (COTR) DESIGNATION AND AUTHORITY

(APR 2004)

The Contracting Officer’s Technical Representatives are:

Gale V. Ellis Melinda L. Geddes Internal Revenue Service (REFM) Internal Revenue Service (REFM) 2345 Crystal Drive, CP-4, Suite 400 525 West Monroe Arlington, VA 22202-4801 Chicago, IL 60661 v: (301) 674-0228 v: (202) 368-8366 e: gale.v.ellis@irs.gov e: Melinda.geddes@irs.gov

Milling F. Canon Internal Revenue Service (REFM) 333 W. Pershing Road Kansas City, MO 54108 v: (816) 564-1905 e: milling.f.canon@irs.gov

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Performance of work under this contract shall be subject to the technical direction of the COTR(s) identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

Technical direction must be within the scope of the specification(s)/work statement.

The COTR does not have authority to issue technical direction that:

• constitutes a change of assignment or additional work outside the specification(s)/work statement;

• constitutes a change as defined in the clause entitled “Changes”;

• in any manner causes an increase or decrease in the contract price, or the time required for contract performance;

• changes any of the terms, conditions, or specification(s)/work statement of the contract;

• interferes with the Contractor’s right to perform under the terms and conditions of the contract; or,

• directs, supervises or otherwise controls the actions of the Contractor’s employees.

a) Technical direction may be oral or in writing. The COTR shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

b) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COTR. If, in the opinion of the Contractor, any direction of the COTR, or his/her designee, does not fall within the limitations stated above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

c) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of clause, entitled “Disputes”.

G.1.3 PROGRAM MANAGER AND PROJECT LEADERS

The contractor's designated overall Logistics Services Operations Program Manager and the Project Leaders for each Logistics Services site for this contract are:

TBD

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The contractor's designated On-Site Project Leader for this contract shall have the authority to make any no-cost contract technical, hiring, and dismissal decision, or special arrangements regarding this contract per each Logistics Services site. The Program Manager shall be responsible for the overall management and coordination of this contract and shall act as the central point(s) of contact with the Government.

The Project Leaders shall have full authority to act for the contractor in the performance of the required services. The Project Leaders or designated representatives shall meet with the COTR to discuss problem areas as they occur.

The Project Leaders or designated representatives shall respond within the times specified in the contract requirements after notification of the existence of a problem.

The Program Manager, Project Leaders, and all designated representatives, shall have the ability to effectively communicate, both verbally and in writing, to all applicable parties.

At a minimum, Project Leaders will be initially established at the following locations:

Andover Campus, Atlanta Campus, Austin Campus, Brookhaven Campus, Covington Campus, Detroit Computing Center, Fresno Campus, Kansas City Campus, Main IR (Washington, DC), Martinsburg Computing Center, Memphis Computing Center, New Carrollton, Ogden Campus, Oakland and Philadelphia Campus.

G.2 INVOICES

a. The original invoice shall be submitted monthly to the Beckley Finance Center using the invoice link at CFOBFC.InvoiceLink@irs.gov. To improve the timeliness of the inspection and acceptance of delivered goods and/or services and receipt of payment by the contractor, copies of the invoice, clearly identified as information copies, shall be submitted to the COTR and the CO concurrently.

b. To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

1) Name of the business concern and invoice date;

2) Contract number, and/or delivery order number, or other authorization for delivery of property or performance of services;

3) Type and description, Contract Line Item Number (CLIN) , price and quantity of property, and services actually delivered or rendered;

4) Shipping and payment terms;

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5) Name (where practicable), title, phone number, and complete mailing address of responsible official to whom payment is to be sent;

6) Taxpayer Identification Number (TIN);

7) Copies of subcontractor invoices for Cost Reimbursable costs.

G.3 SUBMISSION OF “PUBLIC VOUCHERS FOR PURCHASES AND SERVICES

OTHER THAN PERSONAL,” STANDARD FORM 1034 OR 1034(A) AND

1035 OR 1035(A) CONTINUATION

In addition to other contract requirements on contractor payments, to be considered a proper invoice, the contractor must submit the Standard Form 1034 or 1034(A) entitled "Public Vouchers for Purchases and Services Other Than Personal" concurrently with the invoice and/or payment voucher, in the same number of copies as the invoice and/or payment voucher, to the addressee(s) specified in this contract for submission of the invoice and/or payment voucher. In lieu of the use of the SF-1034 and SF-1035, the contractor may submit suitable self-designed forms that contain the required information. The SF-1034 and SF-1035 are available from the Superintendent of Documents, Government Printing Office, Washington, DC 20402 or FAR Part 53, Forms. The continuation sheet shall be submitted as directed by the CO if additional information is required. All information will be filled in as specified on the form, including the following information:

� VOUCHER NO.: Show the numerical sequence number of the voucher submitted to the applicable addressee for the contract, regardless of the funding document. The first voucher submitted to the addressee will begin with the number "1" and the next voucher submitted to that addressee will be number "2", etc., throughout the life of the contract. Vouchers submitted to each of the other addressees, if applicable, will also begin with the number "1" and will be numbered sequentially as aforementioned throughout the life of the contract.

� U.S. DEPARTMENT, BUREAU, and OR ESTABLISHMENT AND

LOCATION: The Contractor is to complete all information in this block in relation to the designated payment office, which is the accounting office designated to make payments.

� DATE VOUCHER PREPARED: Show the mailing date to the paying office.

� CONTRACT NUMBER AND DATE: Show the contract number and date.

� REQUISITION NUMBER AND DATE: Show the requisition number of the contract, modification or delivery order that is funding the contract payment.

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� PAYEE'S NAME AND ADDRESS: Show the complete address of the company, including the ZIP code.

� NUMBER AND DATE OF ORDER: Show the number and date of the delivery order funding this payment or contract modification number funding the payment if no delivery orders are applicable. Insert the words, "Basic Contract" if only the basic contract is funding the payment.

� DATE OF DELIVERY OR SERVICE: Show the date delivery or service was completed.

� ARTICLE OR SERVICES: Show a synopsis of the articles delivered and/or services completed. There is no need to go into detail since this form will be attached to the invoice. Also show in this block the total amount of payments requested including this request for payment, and all other payments made for these articles and/or services for which this request for payment is being made. QUANTITY, UNIT PRICE AND AMOUNT BLOCKS SHOULD BE ON

THE INVOICE AND/OR PAYMENT VOUCHER.

� TOTAL: Show the total amount requested for this payment.

G.4 CORRESPONDENCE PROCEDURES AFTER CONTRACT AWARD

To promote timely and effective administration, correspondence (except for invoices) submitted under the contract shall be subject to the following procedures, unless otherwise stated in the contract:

� Technical Correspondence: Technical correspondence (where technical data issues are involved) shall be addressed to the COTR, with an informational copy of the correspondence to the CO.

� Other Correspondence: All other correspondence, which proposes or otherwise involves waivers, deviations, or modifications to the requirements, terms, or conditions of this contract, shall be addressed to the CO.

G.5 IR 1052.242-9000 POST AWARD EVALUATION OF CONTRACTOR

PERFORMANCE (MAR 2011)

Contractor Performance Evaluations

Interim and final evaluations of contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. A final performance evaluation will be prepared at the time of completion of work. In addition to the final evaluation, interim evaluations will be prepared annually, at the end of each period of performance, to coincide with the anniversary date of the contract.

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Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. Any disagreement between the parties regarding an evaluation will be referred to the Reviewing Official (e.g., an individual one level above the Contracting Officer) whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

Electronic Access to Contractor Performance Evaluations

Contractors that have Internet capability may access evaluations through a secure Web site for review and comment via the Internet at https://cpars.csd.disa.mil/cpars/app/home.do.

The contractor is required to identify an individual that will serve as a primary contact and who will be authorized access to the evaluation for review and comment. In addition, the Contractor shall identify an alternate contact that will be responsible for notifying the cognizant contracting official in the event the primary contact is unavailable to process the evaluation within the required 30-day time frame.

(End of Clause)