federal govt contracting - contract administration best practices

CONTRACT ADMINISTRATION - BEST PRACTICESUS Federal Government Contracting

Webinar Series - 2016

Presented By:Joseph D. Moore, CPCM

JUNE 13, 2016

J.D. Moore & Associates, LLC

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CALENDAR OF EVENTS:(All Webinars are at 12pm EST & Recorded)

JUNE 1 - Maximizing The Value of Your GovCon Business https://attendee.gotowebinar.com/register/74156936435694851

JUNE 2 - Capture Planning - To Bid Or Not To Bid https://attendee.gotowebinar.com/register/7051206926535220483

JUNE 3 - Teaming Agreements - The Good, The Bad & The Enforceable https://attendee.gotowebinar.com/register/7352313683359938307

JUNE 6 - Teaming With Tribally Owned 8(a) Businesseshttps://attendee.gotowebinar.com/register/4324839202604449539

JUNE 7 - Color Reviews For Successful Proposals https://attendee.gotowebinar.com/register/3973323136181419267

JUNE 8 - Preparing The FSO for a DSS Audit https://attendee.gotowebinar.com/register/423786240906737667

JUNE 9 - Life After 8(a) - Best Practices & Case Study https://attendee.gotowebinar.com/register/6473232146721067779

JUNE 10 - The Politics Of Procurement https://attendee.gotowebinar.com/register/3924758807094447107

JUNE 13 - Contract Administration - Best Practices https://attendee.gotowebinar.com/register/2132047978959217667

JUNE 14 - So You Have A Facility Clearance, Now What? https://attendee.gotowebinar.com/register/9028972158695833091

JUNE 15 - Unsolicited Proposals - Why, What & How.https://attendee.gotowebinar.com/register/4729436391901262849

JUNE 17 - SBIR's - The Good, The Bad & The "How"https://attendee.gotowebinar.com/register/6337198369128857857

2016 US Federal Government Contracting Webinar Series

https://attendee.gotowebinar.com/register/74156936435694851













AGENDA







AGENDA:

• Introduction – HOST

•Introduction - GUEST

• Presentation

•Conclusions

• Q & A






INTRODUCTIONHost







Jennifer SchausAbout The Host


* Approx 20 Yrs in Gov Contracting

* Career: D&B (Govt Division)

Federal Sales & GSA Scheds

* Frequent Speaker: Chambers, NCMA, AFCEA, etc

* Member: WIPG

* Education: Towson University – B.A.

UC Berkeley - Leadership Accelerator

Cornell University - Exec Leadership





Jennifer SchausJennifer Schaus & Associates


* DC Based Consulting Firm

* Over 10 Yrs in Business

* Support Services for Gov Cons

Proposal Writing / Contract Vehicles (GSA)

Sales & Biz Dev

Certifications – SBA 8(a); SDVO; etc.

Events





INTRODUCTIONGuest








Joseph D. Moore, CPCMABOUT OUR SPEAKER


• Over 30 year experience in all phases of Federal Government Contracting

• Prior Contracting Officer for the Federal Government and Private Industry

• Retired Naval Supply Officer

• Part Time Procurement Counselor for the Virginia PTAP Program – Hampton, VA

• Certified Professional Contract Manager






J.D. MOORE & ASSOCIATES, LLC


A service firm with a number of Subject Matter Experts with experience in:

* Project – Program Management

* Proposal Analysis Support

* Compliance Reviews

* Strategic Sourcing and Planning

* Indirect Rate Development

* Contract Administration

* Commonwealth of Virginia Contracts






PRESENTATION


CONTRACT ADMINISTRATION – BEST PRACTICES








CONTRACT ADMINISTRATION – REQUIREMENTS

“ensuring that both parties fulfill their contractual obligations”

Federal Acquisition Regulation (FAR) FAR 2.101 Definitions

May – denotes the permissive. However the words“no person may…” means that no person is required, authorized, or permitted to do the act

described. (50) (141)

Shall - means the imperative (59) (151)

Must - see the definition for shall (54) (91)







CONTRACT ADMINISTRATION - PERFORMANCE

The government desires that its contracted good or service is delivered on time in accordance with

the terms of the contract.

This is evaluated by the day to day performance of the contractor, timely and meaningful

submission of the required monthly reports, Quality assurance issues, the correspondence

with the Contracting Officer.

And by MBWA.







CONTRACT ADMINISTRATION - SECURITY

A MAJOR effort for the contractor to keep up with.May be both internal and external reporting – ever

changing environment.

Issues are Individuals needing to obtaining access to Government facilities or bases.

Documentation that employees have taken the mandatory training courses to obtain and

maintain access.

Badge control and access to Government Computer Systems. Preparedness for Security violation

on Contractors computer systems. FOUO information.







CONTRACT ADMINISITRATION - COMPLIANCE

Meeting the requirements:

Contract Terms and Conditions

Regulations

Executive Orders

FAR Clauses

WHAT IS YOUR RESPONSIBIITY TO MEET THE REPORTING REQUIREMENTS?







CONTRACT ADMINISTRATION - FUNDING

Some contracts are “incrementally funded” which means the Government will add additional

funding at future date to the contract.

Written notification to the Contracting Officer when you reach a specified % expenditure of current funding along with a projection as to when you

will be out of funds.

This % amount is specified in the contract under a clause that included in full text or incorporated

by reference.







CONTRACT ADMINISTRATION – INVOICES

Know and understand the EXACT procedures that you have to follow to get paid.

Ensure that you know who is the invoice approval authority for the agency that you should be

dealing with in the event of an issue.

DOD uses a system call Wide Area Work Flow.Other agencies use other systems.







CONTRACT ADMINISTRATION – FRAUD PREVENTION

Strong Internal controls, such as time monitoring time keeping systems, limited access to

various areas, restrictions on possessing or use of cell phones in specific restricted areas, restrictions on access to unauthorized internet

sites, suspected antitrust violations, and conflicts of interest.







CONTRACT ADMINISTRATION – EXTERNAL REPORTING

An increasing level of oversight by all agencies.

Reports to the Department of Labor, Department of Veterans Affairs, to the May Department of

Defense Agencies (Army/Navy/Marine Corps/Air Force)

In some cases, recently, federal agencies have made contact with contractor via SAM and inquired as to why a report was not filed.







CONTRACT ADMINISTRATION – GOV’T PROPERTYFAR PART 45

When Government Property (GP) is placed with the contractor, strict accountability rules and procedures must be followed.

Contractor is responsible for the replacement cost of any GP that is not accounted for.







CONTRACT ADMINISTRATION – CLOSE OUT FAR PART 42, SECTION 708

More instense effort for a Cost Type Contract, but some form of contract close out is required for all contract types with action above the micro

purchase level.

Allows for the Government to withhold a percentage of the contract value until close out action is

completed.







CONTRACT ADMINISTRATION - MODIFICATIONS TO THE CONTRACT

A critical and extremely important function.

Each modification needs to be reviewed “with a fine tooth comb” before it is signed, making sure

that you fully understand all the language that is included and that you check each all the

numbers, especially when it is related to contract funding.

Government contracting officers can make mistakes!







CONCLUSIONS








CONCLUSIONS


Advantages of Contract Administration:

You are compliant, you know what to expect as the next event to take place in the contract – no major surprises.

You are better prepared to submit a more precise response to any Request for Proposal.




Q & A








CONTACT DETAILS

Ms. Jennifer L. SchausWashington DC

+ 1 - 2 0 2 – 3 6 5 – 0 5 9 [email protected]

www.JenniferSchaus.com

------------------------------

Joseph D. Moore, CPCMWilliamsburg, VA

7 5 7 – 5 6 1 – 9 4 3 3 [email protected]

jdcontractconsulting.com


mailto:[email protected]

http://www.jenniferschaus.com/



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CALENDAR OF EVENTS:(All Webinars are at 12pm EST & Recorded)

JUNE 1 - Maximizing The Value of Your GovCon Business https://attendee.gotowebinar.com/register/74156936435694851

JUNE 2 - Capture Planning - To Bid Or Not To Bid https://attendee.gotowebinar.com/register/7051206926535220483

JUNE 3 - Teaming Agreements - The Good, The Bad & The Enforceable https://attendee.gotowebinar.com/register/7352313683359938307

JUNE 6 - Teaming With Tribally Owned 8(a) Businesseshttps://attendee.gotowebinar.com/register/4324839202604449539

JUNE 7 - Color Reviews For Successful Proposals https://attendee.gotowebinar.com/register/3973323136181419267

JUNE 8 - Preparing The FSO for a DSS Audit https://attendee.gotowebinar.com/register/423786240906737667

JUNE 9 - Life After 8(a) - Best Practices & Case Study https://attendee.gotowebinar.com/register/6473232146721067779

JUNE 10 - The Politics Of Procurement https://attendee.gotowebinar.com/register/3924758807094447107

JUNE 13 - Contract Administration - Best Practices https://attendee.gotowebinar.com/register/2132047978959217667

JUNE 14 - So You Have A Facility Clearance, Now What? https://attendee.gotowebinar.com/register/9028972158695833091

JUNE 15 - Unsolicited Proposals - Why, What & How.https://attendee.gotowebinar.com/register/4729436391901262849

JUNE 17 - SBIR's - The Good, The Bad & The "How"https://attendee.gotowebinar.com/register/6337198369128857857















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