Transcript MP Concept of Operations

DCMA and the Mentor-Protégé
Program
Sunny Thompson, Division Chief
Mentor-Protégé Division
DCMAC-CP
DoD Northeast Regional SB Council
June 8, 2006
OUTLINE
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What We Do and Why
DCMA Direction
Concept of Operations
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Reimbursable Agreements
Credit Agreements
Post Agreement Review
Issues Impacting Concept of Operations
Team Assignments
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DFARS Appendix I
I-113 Agreement reviews.
• DCMA will conduct annual performance reviews of the progress
and accomplishments realized under approved mentor-protégé
agreements. These reviews must verify data provided on the
semiannual reports and must provide information as to-
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DFARS Appendix I
(a) Whether all costs reimbursed to the mentor firm under the
agreement were reasonably incurred to furnish assistance to the
protégé firm in accordance with the mentor-protégé agreement
and applicable regulations and procedures; and
(b) Whether the mentor firm and protégé accurately reported
progress made by the protégé in employment, revenues, and
participation in DoD contracts during the Program participation
term and for 2 fiscal years following the expiration of the
Program participation term. [Protégé only]
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DCMA Direction
• Develop a strategy that places the customer
at the center of our processes, activities and
culture
• Align ourselves to better support customers
• Execute Customer Engagement Strategy
• Teaming & Communications
• Operational Centers created to centralize
management and focus scarce resources to provide
performance paybacks
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OBJECTIVES
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Provide a more timely and qualitative analysis on agreement
performance to customer for budgetary requirements
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Increase percentage of Mentors with successful performance
under agreements
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Provide recommendations for corrective actions to put
agreements back on target
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Increase dialogue with customer
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Customer focus on metrics
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Mentor-Protégé Major Changes
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Develop Protégé Review Form for Annual Review
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Develop Protégé Post Agreement Review Form
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Reviews to provide more analytical data and
recommended corrective actions
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DCMA to approve Credit Agreements
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Division will conduct reviews on both Mentor and
Protégé
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CONCEPT OF OPERATIONS
Reimbursable Agreements
• Military Services and Other Defense Agencies (ODAs) will approve
agreements
• DCMA Small Business Center (DCMAC-CP) personnel will sit on
evaluation boards as requested
• Military Services and ODAs will provide DCMAC-CP with a copy of
the agreement and associated contract/modifications
• DCMAC-CP will notify Mentor of assigned DCMA Program Manager
• Mentor contractors will send quarterly reports to both the Military
Service POC, ODA POC and DCMAC-CP Program Manager
• DCMAC-CP will review quarterly reports and provide a status report
to the Military Service and ODA POC
• DCMAC-CP will participate in Customer Program reviews
The Center Director will notify the OSD Small Business Office
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of any performance or political issues
CONCEPT OF OPERATIONS
Reimbursable Agreements
• DCMAC-CP will advise the Military Services of corrective action
required to bring agreement back on target
• Annual reviews will be based on nine (9) months of performance and
kicked off at start of 4th Qtr
• Annual Reviews will address at a minimum:
• Performance against metrics
• Performance against contract
• Defense Contract Audit Agency (DCAA) report
• Executive summary
• DCMAC-CP reviews will be completed and comments provided to
the Military Services three (3) weeks prior to funding requirements
• All reports must have concurrence of DCMAC-CP Division Chief
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CONCEPT OF OPERATIONS
Approval of Credit Agreements
• DCMAC-CP will approve agreements
• Requests for credit agreements will be sent directly to Small
Business Operations Center, Mentor-Protégé Division (DCMACCP) for review and approval
• Credit agreements will be approved within thirty (30) days of
receipt of a complete package
• Approval Letter will be signed by the Director, Small Business
Operations Center (DCMAC-C)
• DCMAC-CP will notify Mentor of assigned DCMA Program
Manager
• DCMAC-CP will provide copy of agreement to OSD and DCMA
Program Manager
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Credit Agreements
• Credit agreements must follow the template dated
Nov 05 at the OSD Web site:
http://www.acq.osd.mil/sadbu/mentor_protege/dow
nloads/AgreeAppTempFY05-WEB.pdf
• Developmental assistance (Section 12) should
define expected outcome
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Credit Agreements
• There must be a correlation between
developmental assistance to be provided and
milestones
• Value to the Department of Defense (Section 13)
should state how the Mentor, Protégé and DoD will
benefit.
NO GENERIC STATEMENTS!!!!!
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CONCEPT OF OPERATIONS
Credit Agreement Review
• Mentor contractors will send quarterly reports to the DCMACCP Program Manager
• DCMAC-CP Program Manager will review quarterly reports
and provide a status report and recommendations to the
Division Chief, DCMAC-CP
• Annual reviews will be based on nine (9) months of
performance and kicked off at start of 4th Qtr
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CONCEPT OF OPERATIONS
Credit Agreement Review (Continued)
• On site reviews will be conducted for agreements not on
target with agreement metrics
• Annual Reviews will address at a minimum:
• Performance against metrics as established in agreement
• Executive summary
• DCMAC-CP Program Manager will complete reports and send
to the Division Chief, DCMAC-CP for concurrence two weeks
prior to end of performance period
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Post Agreement Review Form
• Form to be completed with Protégé Information
• Required for two years after completion of agreement
unless Protégé entered into another agreement or
agreement was terminated
• Addresses number of employees and revenues
• Number of contracts/subcontracts awarded
• Number of solicitations responded to post agreement
• Impact of agreement
• Certifications received, capabilities realized, etc
• Where these a direct result of the agreement?
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ISSUES IMPACTING CONCEPT OF OPERATIONS
• Concurrence received by OSD to change reporting period:
• Reports to coincide with start date of agreement
• Develop new formats for reporting
• DCAA Audit time frame – need to shorten lead time
• Coordination with Military Services
• Notification of changes to Mentor contractors
• Transfer of documentation to DCMAC-CP Program Managers
• DFARS Changes to Appendix I
• Current review process and format will be followed for FY05
• New Format to be utilized for FY06 – Agreements signed
October 1, 2005 and later
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Semi-Annual Reports - Mentors
Reports must include:
• Dollars obligated (reimbursable only)
• Expenditures
• Dollars credited to subcontracting goals (include copy of SF
294/295)
• Actual dollars expended
• Amount credited to subcontracting goals
• Number and Dollar value of subcontracts awarded to the protégé
• Description of developmental assistance provided
• Impact of the agreement in terms of capabilities enhanced,
certifications received and/or technology transferred
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SF 294 / 295 - Mentors
Amounts credited for unreimbursed costs toward
subcontracting goals must be separately identified on
the SF 294/295 reports
Subcontracts awarded to protégé qualified under
DFARS I-101.3 or I-101.5 count toward SDB goals
FAR 52.219-26, SDB Participation Program / Incentive
Contracting – only actual subcontract awards may be
included
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Metrics
• Quarterly metrics required per agreement
(Section 15)
• Metrics should provide:
• Expenditures to date
• Planned tasks on and off schedule
• Certifications in process/completed
• Agreement Budget Variance Report by task
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TEAM ASSIGNMENTS
• Air Force
• Michael Cullen, St Petersburg, FL
Phone: (727) 579-3087 Email: [email protected]
• Ronald Nave, St. Louis, MO
Phone: (314) 331-5033 E-Mail: [email protected]
• Army
• David Jorza, Carson, CA
Phone: (310) 900-6027 E-Mail: [email protected]
• Patrick Manny, Twin Cities, MN
Phone:
(612) 605-4103 E-Mail: [email protected]
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TEAM ASSIGNMENTS
• Navy
• Enid Allen, San Diego, CA
Phone: (858) 637-4933 E-Mail: [email protected]
• Shirley Clark, Orlando, FL
Phone: (407) 228-5232 E-Mail: [email protected]
• Other Defense Agencies (ODAs)
• Barbara McCarten, Chicago, IL
Phone: (224) 625-8203 E-Mail: [email protected]
• All Team Members will review Credit agreements
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Questions ?
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