|
Pre-award to award:
The requestor (usually an NPS department chair, administrator, principal investigator, program manager or other administrator) identifies a need for services that cannot be provided by existing NPS personnel.
The requestor develops a Statement of Work (SOW) that includes the following information:
- Scope of work to be performed (basic introduction to the general nature of the work and an overview of the specific work to be performed)
- Tasks to be performed by contractor (specific descriptions of the tasks)
- Deliverables the contractor is to provide
- Period of Performance (beginning and ending dates for contract)
- Place of Performance (contractor site or government site)
- Schedule of Deliverables (if required)
- Acceptance of Deliverables (who will review and approve the deliverables from the contractor)
- Government Technical Point of Contact (name/phone and fax/e-mail)
- Government Furnished Property (will the government provide space, equipment, data, etc.)
- Travel (will travel be required in performance of the contract; if yes, details of travel must be provided such as number of trips, destination, duration, and purpose)
- Identification of classified nature and level of work, if necessary. (DD Form 254 Contract Security Classification Specification must also be completed)
- Suggested Vendor, if applicable (name/address/phone and fax/e-mail)
- Payment Schedule to contractor (single payment at completion of contract or schedule of payments which usually coincides with deliverable schedule)
- Cost estimate for the contract (labor and other direct costs). If a contracting office other than FSIC-San Diego is utilized, a fee should be added to the cost estimate.
- Non-Personal Services Statement
The requestor develops an Independent Government Estimate (IGE). This is a cost estimate for the contract, including labor and other direct costs. Contracting agencies other than FISC may have fees. These are in addition to the IGE.
A DD Form 254 Contract Security Classification Specification (PDF), is required if the contracted work is classified. The requestor will complete blocks 7, (if known) and 8 -13.
The requestor develops a sole source justification (SSJ), if a specific source has already been identified.
If the requestor is in an academic department, school, institute or center, the requestor sends a request package including SOW, IGE, SSJ (if needed), and Form DD254 (if needed) to his or her chair/director and dean, or dean in the case of GSBPP, for approval. The approval should be returned by email to the requestor.
Upon approval, the requestor prepares an NPS Purchase Request Form (PRF). The contract request package, approvals, and PRF are forwarded to the appropriate funds administrator (FA). For reimbursable accounts, this will be a Sponsored Programs Financial Analyst (SPFA). For direct accounts, this will be an Administrative Support Assistant (ASA). The FA ensures funds availability in the account to be charged and if necessary works with the responsible party for funding to initiate a budget page change or budget transfer. Once the funds are in place, the FA sends an Outlook task with the entire package (including a document number from the account(s) to be charged) to contracts@nps.edu.
The RSPO contracts staff will review the package, and contact the requestor if any additional information is needed or discussion is required on any aspects of the request.
The RSPO contracts staff will complete the necessary funding document(s) for signature by the Comptroller.
The contract package will be forwarded to the contracting office. Please see the table for estimated time frames for contract awards.
The requestor will receive three updates during the contracting process. The first is generated when the contract request package is received by the RSPO contracts staff. The second will be provided when the RSPO staff submits the contract package to the NPS Comptroller, and the third when the contract is awarded. The FA will receive updates from the RSPO and will forward these updates to the requestors.
Invoicing (post-award):
The contractor will submit invoices on pre-determined intervals. Invoices will include number of hours worked, dates worked and the billing rate. If other direct costs are being billed, receipts will also be included.
The RSPO contracts staff will receive these invoices from the contractor and email the appropriate acceptor of deliverables for approval. Any questions or problems with the invoice will be resolved at this time, if necessary.
The RSPO contracts staff will maintain an excel spreadsheet containing financial information related to the contract. This will include total amount of the contract (labor and non-labor categories), amount funded and to be funded, and total billings to date. The spreadsheet will be provided to the requestor along with invoice, so the certifier knows the overall financial status of the contract.
The RSPO contracts staff will also provide this information to the requestor if asked. The staff will also supply the spreadsheet to the requestor as a reminder of pending expiration and/or need to request incremental funds.
Contract Close Out:
The RSPO contracts staff will facilitate contract closeout, including requests to return residual funding back to NPS. Residual funds cannot be recovered until all payments are made to the contractor. This may occur after the account funding the contract has expired.
The technical point of contact may be asked to evaluate the performance of the contractor.
Return to Contracting for Support Personnel
|
