cs & co roles & responsibilities us fda presentatioin - scott rawls

OAGS Acquisition Training Event

Contract Specialist (CS) & Contracting Officer (CO) Roles & Responsibilities

Scott Rawls1

Quick Story

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Overview

• CS Key Roles & Responsibilities– GS-1102 Classification Standard– HHS Employee Performance Plan– FAI Core CS Capabilities & Competencies

• CO Key Roles & Responsibilities• Senior Federal Acquisition Leadership Insight

– Top-3 Desired CS/CO Characteristics– Challenges Facing The 1102 Workforce– Words of Encouragement

• Summary

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CS Key Roles & Responsibilities(GS-1102 Position Classification Standard)

• Series Definition: “Positions which require a knowledge of pre-award and post-award procedures to plan and conduct the contracting process from the description of the requirements through contract delivery.”– Requirements Determination– Methods of Contracting– Types of Contracts– Business Evaluation– Contract Administration– Contract Termination

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• Requirements Determination– Program Office initiates Requisition Package (RP)

• Availability of funding• Specs/Work Statements

– OAGS Staff Manual Guides 2610.7 and 2610.1• Delivery Schedule, IGCE, Evaluation Criteria, etc.

– CS Responsibilities• Screens RP for completeness• Develops overall plan for entire procurement process

– Market research, contracting method, contract type, source selection facilitation, contract administration, etc.

• Most Critical “Shared” Step: Collaboration is a must!5


• Methods of Contracting– Two basic methods for acquiring services & products

• Formal Advertising• Negotiation

– Formal advertising is the preferred method by Statute

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• Types of Contracts– Numerous contract types afford flexibility

• Fixed Price• Labor Hour• Cost Reimbursement, etc.

– Balance risk factors to the Government & Contractor• Cost• Schedule• Technical

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• Business Evaluations (Pre-award)– Program Office

• Responsible for “technical” evaluations

– Contract Specialist• Responsible for “business” evaluations

– Responsiveness of bids/offers to the solicitation– Evaluation of cost/price proposals– Responsibility of contractor to perform the work in terms of:

» Business operations» Qualifications

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• Contract Administration– Commences upon contract award– Includes all actions with respect to the contractor until:

• Material/Service has been delivered, accepted, & paid for, and– The contract is withdrawn, closed out, or terminated

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• Contract Termination– Common reasons

• Technological advances in the state-of-the-art• Changes in strategic planning• Budget and funding limitations• Failure of the contractor to perform

– Types of termination• Termination for convenience• Termination for cause• Termination for default

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CS Key Roles & Responsibilities(HHS Employee Performance Plan)

• Work Management Evaluation Elements– Manner of individual work performance– Communication– Teamwork– Cooperation– Leadership– Commitment to branch effort

• Customer Service Evaluation Element

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• Manner of individual work performance– Works independently– Follows management policies and procedures– Timely status updates– Adheres to OAGS Service Level Agreement & Milestones– Adjusts positively to workload changes, priorities, etc.– Timely release of awards in PRISM

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• Communications– Clear and effective orally and in writing– Seeks opinions to produce balanced work products– Keeps supervisor apprised of progress and barriers– Effective representation of OAGS– Willingly conveys info to peers & leaders– Responds promptly to inquiries and data calls

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• Teamwork– Working with others in formal teams or ad hoc groups

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• Cooperation– Works well with other agency groups & organizations– Works with others to implement solutions to problems– Assists others to meet objectives– Maintains good working relationships within the branch– Strives to solicit inputs of others

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• Leadership– Leads or follows within the branch– Take initiative to arbitrate & resolve disagreements– Recognize important and sensitive issue, advise

supervisor, & provide recommendation for resolution

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• Commitment to Branch Effort– Shares info willingly with peers & leaders– Supports & promotes branch decisions & initiatives– Works well with others to accomplish the job– Displays a positive attitude towards projects– Partners & promotes teamwork– Supports decisions of OAGS & OO management– Participates in Branch/Division meetings– Mentors & assists other specialist

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• Customer Service Element– Deliver high quality services to customers– Employ the OAGS Customer Service Standards (4-step

Model)• Receive Information • Take Responsibility• Take Action• Follow-up

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CS Key Roles & Responsibilities(FAI Core CS Capabilities & Competencies)

• Develop, negotiate and manage business deals• Communicate effectively• Manage & lead change• Solve problems in an ambiguous environment• Analyze and understand the marketplace• Build & manage relationships across functions• Understand & effectively operate in the customer environment• Develop & implement outcome oriented solutions• Execute

19 See your OAGS Individual Development Plan (IDP)

CS Key Roles & Responsibilities(FAI Core CS Capabilities & Competencies)

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Professional Business Competencies

Oral Communication Decision-Making Interpersonal Skills Problem Solving Teamwork Reasoning (analysis) Customer Service Reading Attention to Detail Contracting/Procurement Influencing/Negotiating Integrity/Honesty

Planning and Evaluating Flexibility Self-Management/Initiative Stress Tolerance Writing Creative Thinking Learning Self-Esteem Information Management Memory Arithmetic Math Reasoning

Technical Competencies (by acquisition phase) Acquisition Planning Contract Formation Contract Administration

Strategic Planning Understanding the

Marketplace Understanding Sourcing Defining Government

Requirements in Commercial and Non-commercial Terms

Effective Communication

Defining Business Relationships

Detailed Evaluation Skills Effective Negotiation and

Analytical Skills Effective Award Resolution

Effective Communication of Contract Requirements

Effective Performance Management

Effective Financial Management

Determining Allowability of Contract Costs

Effectively Resolving Contract Termination and/or Closeout

CS Key Roles & Responsibilities(One-to-Many Relationship)

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CO

Finance

Contractors

Program Offices

CORs

CS

CS Key Roles & Responsibilities(Section Wrap-up)

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Is it any wonder this picture most likely resembles how a typical CS feels?

CO Key Roles & Responsibilities

• Think of CS roles & responsibilities to a power of 10• FAR Subpart 1.6: Career Development, Contracting

Authority, and Responsibilities– FAR Subpart 1.602-1: Authority– FAR Subpart 1.602-2: Responsibilities

• FAR Subpart 4.1: CO’s Signature

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• FAR Subpart 1.602-1: Authority– A person with delegated “authority” to enter into,

administer, and/or terminate contracts and make related determinations & findings

– In order to be a CO, one must meet certain qualifications and be issued a warrant that identifies the scope & limits his/her authority

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• FAR Subpart 1.602-2: Responsibilities– Sign contracts– Obligate government funds– Commit government property– Authorize contract deviations– Direct changes– Suspend or terminate performance– Recoup funds from contractor– Suspend payment to contractor– Ensure contractors receive impartial, fair, and equitable

treatment• Comply with CFR, FAR, EOs, etc.

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• FAR Subpart 4.1: CO’s Signature– “Only COs shall sign contracts on behalf of the U.S.”

26LAST LINE OF DEFENSE – SAFETY NET

Senior Acquisition Leadership Insight• Gleaned from recent phone call with:

– Ms. Lesley Field: Deputy Administrator for Federal Procurement Policy, OMB, Executive Office of the President, and Chair, FAR Council

• The Office of Federal Procurement Policy (OFPP) is responsible for developing and implementing acquisition policies to support over $400 billion in Federal procurements each year

– Ms. Joanie Newhart: Associate Administrator for Acquisition Workforce Programs

• The Obama administration's point person for federal procurement reform; charged with making sure the government has the best possible workers on the front lines of government acquisition

• Top-3 Desired CS/CO Characteristics• Challenges Facing The 1102 Workforce

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Senior Acquisition Leadership InsightTop-3 Desired CS/CO Characteristics

• Life-long learner – Think beyond FAC-C level certifications– Real-world application

• Solid communicator and effective relationship building

• Innovative

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Senior Acquisition Leadership InsightChallenges Facing 1102 Workforce

• Buying smarter• Strategic sourcing

– Top OFPP priority (Congressional emphasis)– With limited resources, it is more critical

• Doing business with the “right” suppliers– 100% PPIRS entered by FY15

• Step 1: Get quantity up• Step 2: Get quality up

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• Innovation– Workforce tends to have a culture of compliance with

fear of repercussions– Change to a norm that fosters innovation– If an idea is not expressly forbidden in the FAR, and it is

a good business practice, 1102s should be able to implement that idea

• FPDS– We have to get the data right

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• Recruitment & Retention– 22% of 1102s plan to retire in the next 4 years– 1102s are scarce– Some 1102s do not have practical experience– Shortfall of robust capabilities and capacity– Mentoring programs need to be strengthened

• Having the right people as mentors is key

• Harnessing Knowledge and Knowledge Transfer– “None of us is as smart as all of us” (Dr. K. Blanchard)

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• 2012 Competency Survey (HHS 1102s)– My workload is reasonable – 49.3%– Employees have a feeling of personal empowerment –

45.9%– Creativity & innovation are rewarded – 38.3%– Leaders generate high levels of motivation &

commitment in the workforce – 43.7%– How satisfied are you with the recognition you receive

for doing a good job – 51% http://www.fai.gov/drupal/node/58

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http://www.fai.gov/drupal/node/58



Senior Acquisition Leadership InsightWords of Encouragement

• OFPP Frontline Forum– Has presidential visibility– Second term management agenda has 4 pillars

• Effectiveness• Efficiency• Economic growth• People & culture

– Allows for focused feedback from 1102s• In-the-trenches perspective

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Summary

• CS Key Roles & Responsibilities• CO Key Roles & Responsibilities• Senior Federal Acquisition Leadership Insight• Personal Observations & Takeaways

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“There's a difference between interest and commitment. When you're interested in doing something, you do it only when it's convenient. When you're committed to

something, you accept no excuses - only results.”

Dr. Kenneth H. Blanchard

cs & co roles & responsibilities us fda presentatioin - scott rawls

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