Unit 2 “Getting Started”

Unit 2 – “Getting Started”

Overview

This unit contains the following information: • • • • • • Complete COR Training Review of the NWPP Web page Understand TOPO Responsibilities Start on the SOW Implementing EPA QA Policies Ensure the Availability of Funds NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 2

Unit 2 - “Getting Started”

Roles and Responsibilities

• Complete COR Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .TOM

• Review / Orientation of NWPP Web page. . . . . . . . . . . . . . . . . . . TOM • Understanding TOPO Responsibilities. . . . . . . . . . . . . . . . . . . . . .TOM

• Start on the SOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .TOM

• Scope out Needs for QA / QC . . . . . . . . . . .TOM & TOM’s QA Officer • Ensure the Availability of Funds . . . . . . . . . . . . . . . . . . .TOM & TOM’s Funds Certifying Officer NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 3

Unit 2 – “Getting Started”

Complete COR Training (1)

Task Order Managers must be certified as a Contracting Officer’s Representative (COR) There are two choices to obtain this COR certification: •

Online certification course available at the Federal Acquisition Institute website. The link is: http://www.faionline.com

.

•

Classroom Training conducted by EPA. Information about this training is provided on the following pages.

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If you choose to complete the online COR certification, you will first need to register.

• Go to the FAI Online web page at

http://www.faionline.com

.

• In the instructions, course. click on the word register .

• You will need to register 24 – 48 hours prior to beginning the • In the meantime, you can preview the web page as a “guest” by following the instructions on the next slide.

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Logging in at www.faionline.com

: • • • •

http://www.faionline.com/kc/login/login.asp?kc_ident=kc0001

Read the instructions for visiting the website as a “guest”.

Type in the Login ID and Password to register as a “guest”.

** When your registration is processed, this is also where you will enter your own Login ID and Password.

Click “Submit”.

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This is the page you will see after clicking “Submit”.

http://www.faionline.com/kc/main/kc_frame.asp

• Click on “Learning Center”.

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Next you will see this page:

http://www.faionline.com/kc/main/kc_frame.asp

• Click on “Course Information and Enrollment”.

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You will then be brought to the “Course Information and Enrollment” page.

• • • •

http://www.faionline.com/kc/main/kc_frame.asp

In the Topic dropdown box, select “Acquisition”.

Click “Display”.

The list of the courses will display on the left after a few seconds.

When the list appears in the left window, select “COR Mentor Program”.

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This is the opening page of the COR Certification course.

http://www.faionline.com/kc/main/kc_frame.asp

• Once you have registered you can begin the COR course .

• Remember, if you logged in as “guest”, you cannot actually take the course. You may return to this page after your registration has been processed.

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Tracy Waters

• When you finish the online course the FAI website will provide a COR diploma.

*

Be sure to print a copy of the diploma and keep it in your files.

• You will need to show the diploma if OAM has questions about the status of your COR certification.

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Unit 2 – “Getting Started”

Complete COR Training (2)

Remember: • The FAI website requires a waiting period between “registration” and “login” for actual course training. Please allow 24 - 48 hours between the time you register and set your password and the time you actually plan to take the training.

• Please keep a copy of your FAI login password and a

PRINTED copy of your COR diploma

which the FAI website will provide to you once you complete the course in your files. You will need to show the diploma if OAM has questions about the status of your COR certification.

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Unit 2 – “Getting Started”

Complete COR Training (3)

Live Training Alternative • COR Certification can also be obtained by attending a live training class.

• The COR Course offerings are listed in the FY2005 Nationwide Training Schedule on OAM’s Acquisition Training website. • The following slides will show you how to get to the schedule on OAM’s website.

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How to Reach the OAM Web Page: • To reach the OAM web page, go to http://intranet.epa.gov/ .

• If you are on a regional intranet, click on “Headquarters” under “Local Intranets” on the left side of the page. Your page view will not change, but you will then be on the Headquarters server.

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How to Reach the OAM Web Page: • Once you are on the Headquarters Intranet, click on “Financial” .

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• Next, click on “Acquisition” .

• Note that additional useful Acquisition links are also available on the “Acquisition” page.

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• Then click on “Acquisition Resources and Information” .

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The COR Course offerings are listed in the FY2005 Nationwide Training Schedule on OAM’s Acquisition Training website. • To access the site, go to http://intranet.epa.gov/oamintra/ • Select “Acquisition Training” from the column on the left side.

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• When the Acquisition Training Program web page appears, select the OAM Training tab at the top to access the schedule.

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• When the OAM Training links are displayed on the left side, select the “FY2005 Nationwide Training Schedule” .

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You will now be able to view the training schedule.

• You must

pre-register

for the course

by sending an email

described in the “Important Notes” section.

as • If you haven’t received a confirmation of your registration within 3 days, it is your responsibility to follow up.

• Note that the page shown here may not contain accurate course dates as the schedule may have been updated since the revision date shown.

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Tracy Waters

• A few weeks after you finish your in-class training you will receive a diploma in the mail.

*

Be sure to keep this document in your files.

• You will need to show the diploma if OAM has questions about the status of your COR certification.

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Once you complete training as a COR, you will be able to prepare Form 1900-65A which will be part of your Task Order Package.

• • • This is an example of Form 1900-65A.

Note the “Date Completed” field in Box 3 on the form.

This will be discussed again later in Unit 3.

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Unit 2 – “Getting Started”

Complete COR Training (4) FAQs

Q. Who can be a TOM in the National Watershed Protection Program Multiple-Award Technical Support Contract?

A. Full-time Federal employees of EPA who have active COR certifications can be TOMs.

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Unit 2 – “Getting Started”

Complete COR Training (5)

FAQs

Q. I took the training more than 3 years ago. How do I get re-certified?

A. You have two choices. You can either take the COR mentor course again at www.faionline.com or you can take the live EPA Training Course.

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Unit 2 – “Getting Started”

Complete COR Training (6) FAQs

Q. My COR certification is just about to expire. What should I do?

A. If you are an EPA employee, your best option is to take the classroom refresher course. Go to the OAM website for a listing of the course schedules. If you are a Federal employee outside of EPA, contact the Contracting Officer at OAM / Cincinnati Procurement Operations Division (CPOD) to discuss your options.

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Unit 2 – “Getting Started”

Review the NWPP Contract Web Page (1)

• EPA has assembled much useful information to assist TOMs who are participating in the NWPP Technical Support Contract.

• This information is only available through the EPA Intranet.

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• • To get to the NWPP Contract page, type this URL into the address bar in your web browser: http://intranet.epa.gov/waters .

Click on “Contracts” icon. NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 28

This is the National Watershed Protection Program Technical Support Contract Web Page.

• • On this page, EPA has assembled the tools and information needed by TOMs in the NWPP Multiple-Award Contract Vehicle. Separate sections of the page will be discussed in greater detail in the following units. You can also reach this page by entering this link directly into the address bar in your browser: http://intranet.epa.gov/waters/nwpp/index.html

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The following tools are available to assist TOMs who are participating in the NWPP Multiple-Award Contract Vehicle: • Copies of Task Order forms for downloading.

• Examples of Surveillance Plans from previous Task Orders.

• Examples of TEC Criteria from previous Task Orders.

• Examples of SOWs from previous Task Orders.

• Lists of approved Task Orders.

• Fact Sheets on types of Task Orders.

• Online training package.

• Links to Performance-Based Contracting Web Information.

Most of this information is discussed in detail in Unit 3.

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Unit 2 – “Getting Started”

Understand TOPO Responsibilities (1)

In the National Watershed Protection Program Multiple-Award Contract Vehicle, the Task Order Manager is technically a TOPO.

The roles & responsibilities of a TOPO are discussed in the latest edition of the Contracts Management Manual and other useful publications posted at the OAM web page.

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How to Reach the OAM Web Page : • To reach the OAM web page, go to http://intranet.epa.gov/ and click on “Financial”. (Remember, if you are on a regional intranet, you may need to first click “Headquarters” at the bottom of the left side.) NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 32

• • Next, click on “Acquisition”.

Additional useful Acquisition links are also available on the “Acquisition” page.

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• Then click on “Acquisition Resources and Information”.

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• When the “Acquisition Resources and Information” page displays, scroll down the “What’s Hot” to section for links to updated chapters in the Contracts Management Manual.

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Once you have seen which chapters have been updated, you can view the entire Contracts Management Manual.

• Go to the intranet at http://intranet.epa.gov

Program Management.

and click on NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 36

• When the Program Management page is displayed, you will see “Popular Sites” on the left side.

• Click on “Contracts Management Manual”.

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This is the Contracts Management Manual page.

• Keep in mind that updated versions of some chapters are available on OAM’s Acquisition Resources and Information page.

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Unit 2 – “Getting Started”

Understand TOPO Responsibilities (2)

As a TOPO you will have responsibility for: • Dealing directly with the Contracting Officer on actions such as incremental funding, changes to the SOW, and no-cost extensions to the Period of Performance.

• Approving invoices and authorizing payment.

• Managing the availability of funding for the contractor’s activities. • Maintaining a File-of-Record.

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Unit 2 – “Getting Started”

Understand TOPO Responsibilities (3) FAQs

Q. I am planning a Task Order with many sub-tasks. The SOW will involve a project with many phases which are complicated and intricate. Can I have colleagues serve in place of me as TOMs for individual sub-tasks?

A. Technical direction can only be provided by the Task Order Manager. Your colleagues can be Alternate TOMs with you, but the contract does not allow for separate EPA employees to be TOMs for individual sub-tasks in the SOW. All technical direction to the vendor should be provided in writing with a courtesy copy sent to the CO for the File-of-Record.

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Unit 2 – “Getting Started”

Understand TOPO Responsibilities (4) FAQs

Q. I will be attending a 3-month seminar in China. How can I arrange for a colleague to manage my Task Order while I am away?

A. Technical direction can only be provided by the Task Order Manager. Please contact the CO and request a modification be prepared for the Task Order to add your colleague either as a replacement TOM or as an Alternate TOM. Please allow adequate time before your departure for the modification to be fully processed and accepted by the vendor.

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Unit 2 – “Getting Started”

Understand TOPO Responsibilities (5) FAQs

Q. I am taking over as TOM. What do I need to do?

A. The current TOM needs to send a request with your COR nomination form to the CO who will issue a Modification to the Task Order designating you as the official replacement TOM.

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Unit 2 – “Getting Started”

Starting to Develop a SOW (1)

As you prepare yourself to participate as a TOM in the NWPP Multiple-Award Contract Vehicle, it is important to begin developing the following information early in the process which will be included in the SOW: • A description of the proposed tasks. • An independent estimate of the costs of the proposed tasks.

• A schedule of bench-marks which the contractor should expect to achieve in order to stay on schedule.

• A description of interim and final deliverables.

• A schedule of due-dates for interim (draft) and final deliverables.

• The elements of the Surveillance Plan which you as TOM propose to use to monitor the success of the contractor’s performance.

• The technical criteria which you as TOM propose to use in evaluating the proposals you will receive from each contractor.

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Unit 2 – “Getting Started”

NWPP Contract Webpage (1)

On the NWPP webpage you can find samples of the following documents from previous Task Orders: • Surveillance Plan (SURV) examples • Technical Evaluation Criteria (TEC) examples • Scope of Work (SOW) examples • The link for this page is: http://intranet.epa.gov/wat ers/nwpp/guidance.html

You may be able to enter the link above directly into your browser. If you need help in accessing this web page, review the instructions in “Review the NWPP Contract Web Page” of this Unit on how to reach the NWPP web page.

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Unit 2 – “Getting Started”

NWPP Contract Webpage (2)

Templates and other necessary forms for a Task Order package are also available on the NWPP web page.

• Independent Government Cost Estimate (IGCE) template • Task Order Review Checklist • Workplan Review Checklist • CBI Review form • The link for this page is: http://intranet.epa.gov/wat ers/nwpp/top.html

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Unit 2 – “Getting Started”

Implementing EPA QA Policies (1)

• Since 1979, EPA policy has required that all projects supported by EPA participate in an Agency-wide Quality System.

• EPA’s Quality System uses best practices to ensure that quality environmental data are used in EPA decisions.

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Unit 2 – “Getting Started”

Implementing EPA QA Policies (2)

• The Agency-wide Quality System provides protocols to plan, implement, document, and assess the effectiveness of QA and QC activities.

• This system includes: – Policies and guidelines for the development of quality plans; – Criteria and guidelines to achieve sufficient and adequate data quality.

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Unit 2 – “Getting Started”

Implementing EPA QA Policies (3)

• A Quality Assurance Review (QAR) Form is required for each Task Order in the NWPP Multiple-Award Contract.

• This form ensures that any data or information which results from a Task Order will meet EPA’s quality standards.

• It is the responsibility of TOM’s to obtain the QA / QC Officer’s signature on a QAR Form.

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• • • QA / QC forms can be downloaded from the NWPP web page at http://intranet.epa.gov/waters/nwpp/top.html

.

You may be able to enter the link above directly into your browser. If you need help in accessing this web page, review the prior instructions on how to reach the NWPP web page in this Unit.

Please consult with your QA / QC Officer on preparation of the QAR Form on a case-by-case basis. Requirements for QA / QC are discussed more in Unit 3.

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• The QA / QC Officer may want to see the Quality Management Plans at (QMPs) from each of the four contractors participating in the NWPP Multiple-Award Contract. • Copies can be downloaded at the NWPP web page http://intranet.epa.gov/waters/nwpp/qa.html

.

You may be able to enter the link above directly into your browser. If you need help in accessing this web page, review the prior instructions on how to reach the NWPP web page.

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More information about the implementation of QA / QC practices at EPA is available through the following website on the EPA Intranet: http://intranet.epa.gov/quality/informationguidelines/ NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 51

Information on EPA’s Quality Assurance practices is also available on the EPA Internet: • Go to the EPA website at http://www.epa.gov

. • On the left side, click on “Programs”.

You may also try entering this URL directly into your browser: http://www.epa.gov/quality/ NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 52

• On the Programs page, select “Offices ”.

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• When this page appears, select “Office of Environmental Information”.

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You will now be on the OEI web page.

• Select “Improving the Quality of Our Decisions”.

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• Next, select “EPA’s Quality System”.

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• Here you will find many links to EPA Quality information. • Be sure to scroll down on the page to check out the “Common Starting Points” box for helpful information.

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EPA’s Office of Water Intranet website also contains information about EPA’s Quality Assurance practices.

http://intranet.epa.gov/ow/informationresources/quality/qualitymanage.html

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• EPA Order 5360.1 A2 details the requirements for EPA’s Quality System. • The Order can be viewed at this link: http://www.epa.gov/qua lity/qs-docs/5360-1.pdf

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Unit – 2 “Getting Started”

Implementing EPA Policies (4)

Remember:

• OAM will not send any Task Order out for bid until a copy of a Quality Assurance Review form, signed by a QA / QC Officer, is in the File-of-Record maintained by the Contracting Officer.

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Unit 2 – “Getting Started”

Ensure the Availability of Funds (1)

• The TOM is responsible for providing funding to the CO at the time of Task Order Award.

• The TOM should confer with the TOM’s Funds Certifying Officer (FCO) to ensure that adequate funds are available to cover the activities in the SOW during the Period of Performance of the Task Order.

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Unit 2 – “Getting Started”

Ensure the Availability of Funds (2)

• Funding will be provided in a document called a Procurement Request (PR).

• Funds will be identified by a

Document Control Number (DCN)

which will appear here when the PR is fully executed by the Funds Certifying Officer (FCO).

DCN NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 62

Unit 2 – “Getting Started”

Ensure the Availability of Funds (3) Key Points (1)

• Funding will only be needed at time of Task Order award. • Task Orders < $25k: OAM requests full funding at time of Task Order award.

• Task Orders > $25k: OAM will accept incremental funding with a minimum $25k at time of Task Order award.

• Incremental Funding: Minimum $25k per action is appreciated.

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Unit 2 – “Getting Started”

Ensure the Availability of Funds (4) Key Points (2)

• It is important to remember that the Contractor will only perform to complete the tasks in the SOW to the extent funding is provided. • The Contractor cannot incur costs which are not backed by available funds in the Task Order.

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End of Unit 2

Next Steps

• Preparing the Task Order Package . . . . . . . . . . . Unit 3 • Issuing the Solicitation. . . . . . . . . . . . . . . . . . . . . .Unit 4 • TOM’s Role in an Active Solicitation. . . . . . . . . . . Unit 5 • Reviewing the Contractors’ Proposals. . . . . . . . . .Unit 6 • Issuing the Task Order. . . . . . . . . . . . . . . . . . . . . .Unit 7 • Managing the Task Order . . . . . . . . . . . . . . . . . . .Unit 8 • Modifying the Task Order. . . . . . . . . . . . . . . . . . . .Unit 9 • Closing Out the Task Order. . . . . . . . . . . . . . . . . .Unit 10 NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 2 65