Justice Management Division...Serving Justice - Securing Results
PROFESSIONAL
ASSISTANCE CONTRACTS
(PACS)
TYPE OF CONTRACT | CONTRACT SCOPE
LABOR CATEGORIES AND EXPERIENCE REQUIREMENTS
CONTRACTOR INFORMATION | CONTRACT ADMINISTRATION
ORDERING PROCEDURES
OTHER INFORMATION
| Administrative Fee: |
The Asset Forfeiture Management Staff MAY elect to collect an administrative fee from non-DOJ agencies. Customers should be aware that collection of an administrative fee is under discussion within the AFMS office. If an administration fee is to be collected, it will not exceed 2% and will cover the Department's costs of administering the PACS program, including overall consultation and technical guidance in the development of SOWs, coordination of the source selection process, issuance of task orders, cost of coordinating contract and/or task order amendments, resolving contractual issues concerning Contractor performance, maintaining a database containing information such as task order status and Contractors' past performance ratings. |
| INVOICES: |
Customers will maintain direct control over their own projects and will be responsible for taking receipt of any deliverables and paying all task related invoices. |
Contracting Officer (CO):
DOJ's PACS Contracting Officer has the overall responsibility for the administration of these contracts. Only he/she can amend, modify or deviate from contract terms, conditions, and requirements.
As necessary the CO works with the COTR, the PACS Contractors, and customer organizations to ensure that Contractors' performance conforms to the terms and conditions as specified in the contract and all task orders issued under the contract.
The CO maintains a separate contract file for each PACS contract. The file contains the basic contract, all contract modifications, and all contract related documentation. The CO also maintains a file for every task order issued under every PACS contract. The task order file contains a copy of the Statement of Work (SOW), technical and cost proposals submitted by Contractors, evaluation results of technical and cost proposals, a copy of the task order issued to the Contractor, all task order modifications, monthly progress reports, all task order related documentation, and the customer's evaluation of the Contractor's past performance on the task order at its completion.
The CO for the program is:
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David D. Johnson
US DOJ Justice Management Division
Procurement Services Staff
1331 Pennsylvania Avenue, NW
National Place Building, Suite 1000
Washington, DC 20530
Telephone: (202)307-1967, Fax: (202)307-1933
Email Address: Dave.D.Johnson@USDOJ.gov |
Contracting Officer's Technical Representative (COTR):
The PACS COTR acts as a liaison between customer organizations, Contractors, and the Contracting Officer, and coordinates the technical aspects of the PACS contracts.
As necessary, the COTR works with the CO, Contractors, and customer organizations to ensure that the Contractors' performance conforms to the terms and conditions as specified in the contract and all task orders issued under the contract.
The COTR maintains a contract file for each of the PACS contracts. The COTR also maintains a file for every task order issued under the PACS contracts in a manner similar to that used by the CO, except that the COTR's file also contains information related to monthly invoice payments and subsequent financial reimbursements from customer organizations. The COTR's file may also contain information related to the Contractor's technical performance activities.
The COTR works very closely with customer organizations and the Contractors to make sure that the customers are satisfied with Contractor performance on each task and that there are no outstanding technical or contractual issues that need to be resolved. The COTR maintains a database that contains information on the status of each task order, the Contractor's expenditures, invoice payments, reimbursements billed to the customer organization, and Contractor past performance.
The COTR for the program is:
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Michaelene W. Clarke
US DOJ, Justice Management Division
Asset Forfeiture Management Staff
20 Massachusetts Avenue NW, Suite 6400
Washington, DC 20530
Telephone: (202)305-9932, Fax: (202)616-8100
Email Address: michaelene.clarke@usdoj.gov |
Government Task Managers:
The Government Task Manager (GTM) serves as a focal point on activities on a task order that he/she manages. The GTM is appointed by the customer organization. The GTM prepares statements of work, coordinates an evaluation of technical proposals, obtains funding for the project, ensures that all Contractor personnel have proper security clearances before they start working on the project, provides technical guidance to Contractors, reviews Contractors' performance (technical, timeliness, and cost control) on all task orders, accepts deliverables to ensure that all requirements set forth in the contract as well as the task order have been met, certifies all task order invoices, and evaluates the Contractor's past performance.
The GTM ensures that the Contractor's project management is effective, quality of work meets or exceeds the Government's requirements, scheduled deadlines are met, work is completed within the authorized budget, and the Contractor has an acceptable business relationship with the Government.
The GTM is responsible for reviewing and accepting the Contractor's monthly progress report that documents accomplishments and expenditures during the month and plans for the next month's work. The GTM's acceptance of a monthly progress report is his/her certification that the Contractor accomplished the work as reported, and that labor hours and dollar expenditures are accurate as reported.
At the completion of the task, the GTM conducts an evaluation of the Contractor's past performance and submits it to the COTR.
Contractors:
Contractors receive Task Order specific Statements of Work from the COTR, and review the government's requirements as outlined. In response to each TO work statement, Contractors will be asked to prepare Technical and Cost proposals.
If some technical deficiencies are identified by the Government in a Contractor's initial proposal, the Contractor will be afforded an opportunity to respond to the Government's request to submit a best and final proposal.
When the CO issues an executed (signed) task order which authorizes a Contractor to start working on the task, the Contractor will perform work as described in the SOW of the awarded task order. Contractor performance must conform to all terms and conditions of the contract as well as the task order.
On all task orders, Contractors must ensure that their personnel do not perform any work which is outside the scope of the SOW, outside the period of performance, and above the authorized budget as stated in the task order.
Contractors submit monthly progress reports and invoices in a timely manner.
Contractors will be evaluated on their performance by their customers on an annual basis. At the Government's request, Contractors may provide comments on the customer's evaluation of a completed task.
Financial Administration:
Contractors can perform work, submit invoices and be paid only for work that has been authorized by a task order. To initiate a task order, the customer agency first must provide the Contracting Officer with proof that agency funding has been committed to the task.
Obligating Funds: Funds for services to be obtained under a task order are obligated separately for each individual task order. The GTM prepares a Requisition/Order for Supplies or Services, Form DOJ-551, or other to obligate funds for the task, and forwards it to the CO for issuance of a task order.
Paying Contractor Invoices: Each customer Office/Bureau/Division or Agency is responsible for reviewing and certifying invoices for all work performed under these contracts. The AFMS will only be responsible for invoices for tasks performed for and managed by the Asset Forfeiture Management Staff.
Electronic Commerce:
DOJ intends to use electronic commerce methods to the maximum practical extent in conducting business with its Contractors and all customer organizations, including for the following:
To receive Statements of Work (SOWs) from customers;
To issue requests to Contractors for preparation of technical and cost proposals;
To receive technical and cost proposals from Contractors;
To receive monthly progress reports and invoices from Contractors;
To receive customer approval of monthly progress reports, and,
To communicate information among all parties on issuance of task orders and contract/program administration.
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