GOVERNMENT EQUIPMENT The Government will provide forklifts or other heavy lifting equipment at (insert origin, destination, or both) to assist in (insert loading, unloading, or both), when required. SUPERVISION AND MARKING The agency being moved will tag or mark property, showing floor, room number, and location where property is to be placed within the new building. The agency will provide sufficient personnel to supervise and direct Contractor's personnel in the placement of the property at destination. § 1-19.702-9 Inspection of shipping and receiving facilities. To insure the receipt of realistic bids, inspection of the shipping and receiving facilities should be permitted and should be encouraged. Therefore, a schedule shall be provided showing the dates (and hours, if appropriate) when the shipping facilities at origin and the receiving facilities at destination will be available for inspection by prospective bidders. Also, if appropriate, the supplemental clauses shall include the names, addresses, titles, and telephone numbers of the Government representatives to be contacted at origin and destination to make arrangements for inspecting the facilities. § 1-19.702-10 Rates and charges. (a) A provision shall be included permitting the offeror to insert prices for items bid upon in accordance with the appropriate basis or bases set forth below. Such basis may be on an hourly rate, a rate per specified unit of weight, a total charge for all services required, or on a combination of factors. Certain other requirements relating to rates, as set forth below, shall be considered in connection with each solicitation, and the indicated provisions shall be used under the specified conditions. (1) The following clause shall be used in all solicitations: CHARGES In no event are charges to be assessed under this contract in excess of charges based on the Contractor's lowest regular applicable rate available to the general public or in excess of charges based on rates otherwise tendered to the Government by the Contractor for the same type of service. (2) When there are various types of services to be provided under one contract and the basis for assessing charges varies with the service, the supplemental provisions shall set forth the basis for submitting bids or proposals on each type of service. (3) Whenever rates are requested on an hourly basis, a provision shall be made for charging for fractions of an hour; for example, a period of 30 minutes or less would be charged at onehalf the hourly rate, and a period of more than 30 minutes but less than an hour would be charged at the full hourly rate. (4) When shipments will vary in weight; e.g., under 1,000 pounds to over 40,000 pounds, rates shall be requested on a graduated basis, and an appropriate reference shall be made to the table of graduated weights which would be provided in the section in the shall set forth the basis on which the rates and/or charges will be evaluated; i.e., the formula to be used by the contracting officer to determine the lowest overall price quoted or offered. When multiple origins and/or destinations are involved, and the quantities or weights to be shipped between each origin and destination cannot be redetermined, estimated quantities or weights shall be established for the purpose of evaluating bids or proposals and an appropriate clause, in substantially the following language, shall be included: ESTIMATED WEIGHT For the purpose of evaluating bids, and for no other purpose, the following estimated quantities or weights will be considered as the quantities or weights to be shipped between each origin and destination listed: (Insert origin, destination, and estimated quantity or weight.) (6) When procurement of transportation services is by negotiation, provision shall be made for accepting the most favorable proposal without further negotiation. A clause, in substantially the following language, shall be included: ACCEPTANCE OF LOWEST OFFER If it is determined by the Government that the most favorable proposal received in response to this request is fair and reasonable, award may be made to the carrier submitting such proposal without further negotiation. Accordingly, proposals should be submitted on the most favorable terms, from both a price and technical standpoint, which the offeror can initially submit to the Government. (7) When it is anticipated that labor, in addition to that of the driver, will be required for loading or unloading shipments which, because of bulk or weight, are beyond the ability of the driver alone to handle, or when other circumstances will require services of the contractor which are not included in the basic rate, the conditions under which payment will be made for additional services shall be stated. (b) When a solicitation involves multiple origins and/or destinations, detailed information shall be provided as to whether rates should be quoted for all origins and destinations or whether rates can be quoted for specific groups of origins and/or destinations. (c) When multiple shipments will be tendered at one time from one origin to two or more consignees at the same destination or to various destinations along the one route, provision shall be made for charging the rate applicable to the aggregate weight; and, if otherwise appropriate, when more than one destination is involved, provision shall be made for payment of a stopoff charge for each of the intermediate destinations. The following clauses shall be included, as applicable: MULTIPLE SHIPMENTS When multiple shipments are tendered at one time to the Contractor for movement from one origin to multiple consignees at the same destination, the rate charged for each shipment will be the rate applicable to the aggregate weight. STOPPING IN TRANSIT FOR PARTIAL UNLOADING When multiple shipments are tendered at one time to the Contractor for movement from one origin to two or more consignees along the route between the origin and the last destination, the rate charged will be the rate applicable to the aggregate weight, plus a charge of $for each shipment unloaded at an intermediate point en route to the last destination. PART - clauses included in contracts and subcontracts as prescribed by the provisions of the Federal Procurement Regulations described and enumerated in § 1-20.201(a). § 1-20.102-2 Exemption of Atomic Energy Commission contracts. The requirements of this Part 1-20 are not mandatory on the Atomic Energy Commission. § 1-20.102-3 Application to contracts entered into prior to April 28, 1969. Contractors and subcontractors may follow the provisions of this Part 1-20 with respect to contracts and subcontracts entered into prior to April 28, 1969, in complying with any of the following contractual clauses: (a) General Accounting Office records examination clauses pursuant to 41 U.S.C. 254(c) and (b) records examination clauses relating to cost and pricing data pursuant to § 1-3.814-2. Subpart 1-20.2—General Provisions § 1-20.201 General retention requirements. (a) Contractors and subcontractors are required to retain and make available books, records, documents, and other supporting evidence to satisfy contract negotiations, administration, and audit requirements of the contracting agency and the Comptroller General of the United States as set forth in the contract clauses prescribed under §§ 1-3.814-2, 1-7.103-3, 1-7.103-18, 1-7.603-20, and 1-7.603-7. (b) These contract clauses prior to April 28, 1969, require contractors and subcontractors to retain the records identified therein and make them available to the Comptroller General of the United States or the contracting officer, respectively, or their representatives, until the expiration of 3 years after final payment under the contract or subcontract. As revised effective April 28, 1969, the clauses also provide that certain of these records, enumerated under § 1-20.301, need only be retained until the expiration of the applicable records retention period authorized by this Part 1-20, if such period expires earlier than 3 years after final payment under the contract or subcontract. (c) Section 1-20.301 identifies specific records and designates retention periods for each. These retention periods may be applied by contractors and subcontractors in complying with the general records retention requirements of § 1-20.201 if longer retention periods are not otherwise required (see § 1-20.202). [34 FR 7148, May 1, 1969, as amended at 38 FR 6675, Mar. 12, 1973; 41 FR 19317, May 12, 1976] § 1-20.202 Other record retention requirements. (a) Compliance with the records retention requirements of the contract clauses set forth in the sections cited in § 1-20.201 does not relieve a contractor or subcontractor from retaining any records for whatever longer periods may be required by any other clause of the contract or subcontract, or by other applicable statute lawful requirement. (For example, contract clauses and related regulations issued by the Department of Labor require contractors and subcontractors to retain certain records for a stated period, such as 29 CFR 1516.3.) nothing in this Part 1-20 shall be con- (a) Authorizing the destruction or (b) Requiring the contractor or sub- § 1-20.204 Costs of certain retentions (b) In this regard, contractors and subcontractors may find helpful the "Guide to Retention Requirements" published annually in the FEDERAL REGISTER and codified in 1 CFR, Appendix A. This is a guide in digest form to the provisions of Federal laws and regulations relating to the keeping of records by the public. It tells the user what records must be kept, who must keep them, and how long they must be kept. The guide does not have the effect of law, but is published to point out legal requirements that appear to be in effect as of January 1 of the calendar year. § 1-20.203 Disposition of records after retention period. At the conclusion of the applicable time period for which any records must be retained, destruction or other disposition of the records is at the discretion of the contractor or subcontractor, and requires no authorization from the contracting agency. However, Where the contractor or subcontractor retains any records identified in § 1-20.301 beyond the retention periods applicable thereto (a) because of other records retention requirements, or (b) at the request of the Comptroller General of the United States, the contracting officer, or their representatives, or (c) for his own purposes, such records shall be available for examination by the Comptroller General of the United States or the contracting officer, respectively, or their representatives, for the extended period of retention up to the expiration of 3 years after final payment under the contract or subcontract. less, these identifications apply to all records kept by the contractor or subcontractor which come within the description. § 1-20.207 Interfiled records. If two or more of the record categories described in § 1-20.201 are interfiled and screening for disposal is not practical, the contractor or subcontractor shall retain the entire record series for the longest period prescribed for any category of records filed within the series. § 1-20.208 Calculation of records retention periods. (a) The prescribed retention periods for the records described in § 1-20.201 shall be calculated from the end of the contractor's or subcontractor's fiscal year in which an entry is made charging or allocating a cost to a Government contract or a subcontract thereunder. Where there is a series of such entries involving a specific record, the retention period shall be calculated from the end of the contractor's or subcontractor's fiscal year in which the final entry is made. To apply these retention periods, the contractor or subcontractor should cut off the records in annual blocks and retain them for block disposal in accordance with the prescribed retention periods under the related contract or subcontract. (b) An exception to the foregoing starting time for the retention periods shall be made where records generated during a prior contract are relied upon by a contractor for cost and pricing data in negotiation of a succeeding contract; here the 2- and 4-year periods shall run from the date of the succeeding contract. 81-20.209 Duplicate copies of records and intermediate data. (a) Duplicate copies of records or supporting documents need not be retained. However, if a duplicate copy contains significant information not shown on the record copy maintained by the contractor or subcontractor, it shall be retained as if it were the record copy. (b) Intermediate data records consisting of punched cards, electronic tape, or comparable media need not be retained if printouts or listings are prepared and maintained showing the details of the transactions charged or allocated to individual Government contracts and identifying the supporting source documents. Subpart 1-20.3-Retention Requirements § 1-20.301 Retention periods. The records listed in this Subpart 120.3 shall be retained by contractors and subcontractors for the periods designated, provided retention is required under § 1-20.201. The designated retention periods shall be calculated as shown in §§ 1-20.207 and 120.208. § 1-20.301-1 Financial and cost accounting records. (a) Accounts receivable invoices, adjustments to the accounts, invoice registers, carrier freight bills, shipping orders, or other documents which detail the material or services billed on the related invoices: Retain 4 years. (b) Material, work order, or service order files, consisting of purchase requisitions or purchase orders for material or services, or orders for transfer of material or supplies: Retain 4 years. (c) Cash advance recapitulations, prepared as posting entries to accounts receivable ledgers for amounts of expense vouchers prepared for employees' travel and related expenses: Retain 4 years. (d) Paid, canceled, and voided checks, other than those issued for the payment of salary and wages: Retain 4 years. (e) Accounts payable records to support disbursements of funds for materials, equipment, supplies, and services, containing originals or copies of the following and related documents; remittance advices and statements, vendors' invoices, invoice audits and distribution slips, receiving and inspection reports or comparable certifications of receipt and inspection of material or services, and debit and credit memoranda: Retain 4 years. (f) Labor cost distribution cards or equivalent documents: Retain 2 years. |