1. Explain the circumstances that make the collection of information necessary. Identify any legal or administrative requirements that necessitate the collection. Attach a copy of the appropriate section of each statute and regulation mandating or authorizing the collection of information.
Monthly payments of building service contractors
may be adjusted if the services do not conform to contract
requirements. The contractor is notified of the proposed deductions
and may provide facts, which justify reconsideration and/or
adjustment of the proposed amount to be deducted. However, payments
are not delayed or withheld pending resolution of disputes regarding
proposed deductions. The contracting officer shall insert the clause
at GSAR 552.232-72, Final Payment in all solicitations and contracts
for recurring building services expected to exceed the simplified
acquisition threshold. This clause requires building services
contractors to submit GSA Form 1142, Release of Claims before final
payment is made. A similar release is required for construction
contractors under FAR clause 52.532-5, Payments Under Fixed Price
Construction Contracts.
2. Indicate how, by whom, and for what purpose the information is to be used. Except for a new collection, indicate the actual use the agency has made of the information received from the current collection.
The contracting officer will not approve final
payment on a construction or building service contract prior to
receipt of GSA Form 1142, Release of Claims.
3. Describe whether, and to what extent, the collection of information involves the use of automated, electronic, mechanical, or other technological collection techniques or other forms of information technology, e.g., permitting electronic submission of responses, and the basis for the decision for adopting this means of collection. Also describe any consideration of using information technology to reduce burden.
Improved information technology to obtain this information has not been developed. GSA Form 1142, Release of Claims may be completed online and submitted electronically to the Contracting Officer. Savings potential is minimal due to the limited scope of this collection.
4. Describe efforts to identify duplication. Show specifically why any similar information already available cannot be used or modified for use for the purposes described in Item 2 above.
The
nature of this requirement is such that it relates to a single
contract and cannot be duplicated.
5. If the collection of information impacts small businesses or other small entities, describe any methods used to minimize burden.
The burden applied
to small business is the minimum burden consistent with applicable
laws, Executive Orders, regulations and prudent business practices.
6. Describe the consequence to Federal program or policy activities if the collection is not conducted or is conducted less frequently, as well as any technical or legal obstacles to reducing burden.
Collection of the information on a basis other than per contract is not practicable. GSA Form 1142, Release of Claims is used to achieve uniformity and consistency in the release of claims process. Completion of GSA Form 1142, Release of Claims ensures that construction and building services contractors are paid in accordance with their contract requirements and for work performed.
7. Explain any special circumstances for this information collection.
Collection of the information is not
inconsistent with guidelines contained in 5 CFR 1320.6
8. If applicable, provide a copy and identify the date and page number of publication in the Federal Register of the agency’s notice, required by 5 CFR 1320.8(d), soliciting comments on the information collection prior to submission to OMB. Summarize public comments received in response to that notice and describe actions taken by the agency in response to these comments. Specifically address comments received on cost and hour burden.
Describe efforts to consult with persons outside the agency to obtain their views on the availability of data, frequency of collection, the clarity of instructions and recordkeeping, disclosure, or reporting format (if any), and on the data elements to be recorded, disclosed, or reported. Consultation with representatives of those from whom information is to be obtained or those who must compile records should occur at least once every 3 years – even if the collection of information activity is the same as in prior periods. There may be circumstances that may preclude consultation in a specific situation. These circumstances should be explained.
A notice published in the Federal Register at 80 FR10684, on February 27, 2015, and again at 80 FR 30249, on May 27, 2015. No comments were received.
9. Explain any decision to provide any payment or gift to respondents, other than reenumeration of contractors or grantees.
Not applicable.
10. Describe any assurance of confidentiality provided to respondents and the basis for assurance in statute, regulation, or agency policy.
This information is disclosed only to the extent consistent with agency regulations and applicable statutes.
11. Provide additional justification for any questions of a sensitive nature, such as sexual behavior and attitudes, religious beliefs, and other matters that are commonly considered private. This justification should include the reasons why the agency considers the questions necessary, the specific uses to be made of the information, the explanation to be given to persons from whom the information is requested, and any steps to be taken to obtain their consent.
No sensitive questions are involved.
12. Provide estimates of the hour burden of the collection of information. The statement should:
Indicate the number of respondents, frequency of response, annual hour burden, and an explanation of how the burden was estimated. Unless directed to do so, agencies should not conduct special surveys to obtain information on which to base hour burden estimates. Consultation with a sample (fewer than 10) of potential respondents is desirable. If the hour burden on respondents is expected to vary widely because of differences in activity, size, or complexity, show the range of estimated hour burden, and explain the reasons for the variance. Generally, estimates should not include burden hours for customary and usual business practices.
If this request for approval covers more than one form, provide separate hour burden estimates for each form and aggregate the hour burdens in Item 13.
Provide estimates of annualized cost to respondents for the hour burdens for collections of information, identifying and using appropriate wage rate categories. The cost of contracting out or paying outside parties for information collection activities should not be included here. Instead, this cost should be included in Item 13.
The estimated number of respondents annually is 2000 service contracts with each response requiring 6 minutes (.10) to complete the form, for a total of 200 hours annually. Based on aforementioned information, we estimate the total burden as follows:
Number of respondents: 2000
Responses per respondent: x 1
Number of responses: 2000
Avg. hours per response: x .10
Estimated hours: 200
13. Provide an estimate for the total annual cost burden to respondents or recordkeepers resulting from the collection of information. (Do not include the cost of any hour burden shown in Items 12 and 14.)
The estimated annualized cost to the public is $13,600. (2000 annual responses * .10 hours per response = 200 * $68 ($50.00+36% overhead).
Respondents: 2000
Responses per respondent: x 1
Total annual responses: 2000
Preparation hours per response: x .10
Total burden hours: 200
Average hourly wages($50.00+36% overhead): x $68.00
Total annual recordkeeping cost: $13,600.00
.
14. Provide estimates of annualized costs to the Federal Government. Also, provide a description of the method used to estimate cost, which should include qualification of hours, operational expenses (such as equipment, overhead, printing, and support staff), and any other expense that would not have been incurred without this collection of information. Agencies may also aggregate cost estimates from Items 12, 13, and 14 in a single table.
The estimated cost to the Federal Government is $8296.00. (200 estimated burden hours * $41.48).
Number of responses 2,000
Avg. hours per response x .10
Estimated Hours 200
Cost per hour x $ 41.48
Total annual Government cost $8296.00
The cost of $41.48 per hour is based on the GS-12, step 5 salary. (Salary Table 2015-DCB Washington-Baltimore-Northern Virginia, DC-MD-VA-WV-PA Effective January 2015).
15. Explain the reasons for any program changes or adjustments reported in Items 13 or 14.
No changes have been made to item 14.
16. For collections of information whose results will be published, outline plans for tabulation and publication. Address any complex analytical techniques that will be used. Provide the time schedule for the entire project, including beginning and ending dates of the collection of information, completion of report, publication dates, and other actions.
The results will not be published.
17. If seeking approval to not display the expiration date for OMB approval of the information collection, explain the reasons that display would be inappropriate.
GSA is not seeking approval to not display the expiration date for OMB approval of the information collection.
18. Explain each exception to the certification statement identified in Item 19,
“Certification for
Paperwork Reduction Act Submissions”.
There
are no exceptions to the certification statement identified in item
19, "Certification for Paperwork Reduction Act Submissions".
B. Collections of Information Employing Statistical Methods
Not applicable. This collection does not employ statistical methods.
| File Type | application/msword |
| File Title | JUSTIFICATION |
| Author | STEPHANIEAMORRIS |
| Last Modified By | HelenCHeinrich |
| File Modified | 2015-05-28 |
| File Created | 2015-02-19 |