Transcript Slide 1

GSA Expo 2009
I’m a COTR,
What Do I Do Now?
Craig Curtis
Contracts & COTR Career
Manager
Department of Homeland
Security
I’m a COTR,
What Do I Do Now?
Department of Homeland Security
June 2009
Contact Information:
Craig Curtis
202 447-0512
[email protected]
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Outline
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About DHS
DHS COTR Nuances
Attributes of the Successful COTR
Nomination
Appointment
DHS COTR Training
1st Actions
Daily Responsibilities
Pre Award
Post Award
Contract Administration
COTR Don’ts
Closeout
COTR Management
Questions
Recruiting… DHS is HIRING!
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About DHS
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From 22 component organizations, formed March 1, 2003
Mission: we will lead the unified national effort to secure America. We will
prevent and deter terrorist attacks and protect against and respond to
threats and hazards to the nation. We will ensure safe and secure borders,
welcome lawful immigrants and visitors, and promote the free-flow of
commerce.
Prior to the creation of the Department, Homeland security functions were
traditionally dispersed among various Federal agencies and 1,000s of 1st
responder groups across America
One corporate umbrella
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Transportation Security Agency (TSA)
United States Customs and Border Protection (CBP)
United States Immigration and Customs Enforcement (ICE)
United States Coast Guard
Federal Emergency Management Agency
United States Secret Service
Federal Law Enforcement Training Center
United States Citizenship and Immigration Services
Along with 14 others
Director’s priority: “Establish One DHS”
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DHS COTR Nuances
• Lust to Dust
• 70% services contracting
• There is disparity in how COTRs perform at each of the
Components
• COTRs are drawn from any and all career fields
• Filling vacancies in procurement across the Department
• COTR serves as interface between program and contracts
• The COTR works closely in the requirements process
• Supplements the CO
• Due to close working relationship with Contracts, must ensure that
they do not cross the line into CO’s responsibilities
• Easily can be a full time responsibility
There is a strong desire to work in a COTR capacity
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Attributes of the Successful COTR
• Someone with strong technical skills to represent the requiring office
• Basic familiarity with procurement—the more the better but lack is
not a show-stopper
• People skills
• Technical expertise
• Quick study
• Availability
• Proactive
• Self-starter
• Strong communicator
• Organized
• Good at documenting & keeping records
• Empathetic—
– Two sides to every story
– Enough blame to share…
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Nomination
• Program / Program Office nominates
• DHS appropriations law requires COTRs receive
required training before their salary can be paid
(Title V. Section 523)
• To serve as a intermediary between Contracts
and Program Manager / Requiring Office
• Recommend / nominate an alternate in the
event primary is unavailable for extended
periods… this would depend upon program /
contract
– Specify when the alternate should engage– to avoid
confusion
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Appointment
• Contracting Officer appoints
• Bilateral agreement- Formal appointment by CO with COTR written
acceptance. Details authority delegated to the COTR and cites
responsibilities including:
• Effective date… no expiration
• Appointment should remain in place for full term of the procurement
• Appointment must be revoked if not current in annual and biennial
training requirements
• Must complete Confidential Financial Disclosure (SF 450) within 30
days upon appointment and then annually
• Appointment responsibilities delegated to the HCAs / ACMs as
delegated, at each of our Components
• Documentation kept at each of the DHS Components
• Effective the appointment, HCA, ACM and COTR are responsible for
continuous learning / skills currency training
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DHS COTR Training
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We train IAW Federal Acquisition Institute requirements and to Defense Acquisition
University and Defense Acquisition Workforce Improvement Act (DAWIA) course
standards
Ongoing certification requirements are to a 40 hour biennial requirement (22 technical
and 18 business)
Currency training is to the 9 technical and 14 business OFPP-established competencies
DHS strongly recommends 12 hours annual currency training
Mandatory 1 hour procurement ethics annually
HCA / ACM, as delegated, is encouraged to tailor these training opportunities to meet
the technical and business requirements as well as that which will help the requirements
/ program office. There is considerable discretion to tailor
FAI, DAU, private vendors and other Federal Government agencies offer a rich variety of
online and resident courses that meet or exceed essential competencies and that also
offer other needed and very worthwhile supplemental and reference information
HCA / ACM, as delegated, validates the training and then documents the COTR’s official
Component COTR Training / Appointment Record
DHS has 260 Classes scheduled for 2009. 7,280 seats managed. 37 different resident
courses. 5-fold increase over 2008 course offerings. Includes Excellence in Acquisition
Seminar.
We also offer:
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We offer a 40 hour COTR course (resident) Online coming soon
We offer a 12 hour COTR refresher course (resident) Online coming soon
We offer every class needed to get FAC-C certified through Level III
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1st Actions
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Know what your appointment letter requires of you
Meet the players
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Get contact information
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Government / requiring office
Contracting shop
Industry
Get the contract (if there is one) with all modifications
Read and understand the contract and what is required of all parties
Get the files, if there are any
Establish ground rules to keep you and everyone appropriately informed and engaged
Start documenting for your successor
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Key is information regarding agreements made or contentious issues dealt with
All correspondence
Document significant conversations / meetings
Copies of invoices
Performance/inspection/acceptance
All records of contractor performance such as performance monitoring, inspection, service
reports and other documents
Appointment letter
A robust filing system will be your legacy!
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Daily Responsibilities
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Manage requirements
Manage expectations
Provide technical direction
Working to make sure flow of communication between requirements and
contracts is fluid
Arranging meetings/facilitating
Advising
Reviewing
Inspecting
Monitoring delivery and performance
Technical representative
Dealing with barriers and roadblocks
Emphasize Procurement Integrity
Avoid Conflicts of Interest
Increasingly important to oversee contractor personnel assigned to a
contract
– HSPD 12… controlling and knowing access to Government facilities and data
– Badge control
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COTR is key to a program’s success… or failure
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Pre Award
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Develop a program plan
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Ticklers
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Key dates
Deliveries
Invoice due dates
Option renewal dates
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Reports
Other data submission dates
Completion dates
Contract requirements and anticipated deliverables
Key assigned tasks
Quality inspections
Government Furnished Property (GFP)
Providing required information
Reports / report outs
Identify key Terms and Conditions
Key contract clauses and requirements
Proactive scheduling and planning
Identify records keeping requirements by government and contractor
Support market research
Provide / support development of Independent Government Cost Estimates (IGCE)
Support development of Advanced Acquisition Plans
Assist in selection of contract type and whether / how to compete / if set aside is feasible
Translate Performance Based Outcome requirements
Assist in source selection factors
Support pre-award debriefings
Answer solicitation questions, working through the CO and with the program office
Safeguard source selection information
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Post Award
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Understand process for the review and approval of invoices (varies widely at DHS)
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Manual processes
Automated processes (WebView at DHS—Corporate)
Hybrid
Manage contractor personnel assigned to perform on a contract using government facilities
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Security in and out processing
Badges
Appropriate access to systems, clearances & facilities
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Track and report use and care of government-furnished assets or contractor acquired assets
Acceptance use and return
Disposal recommendations of excess government furnished assets or contractor acquired assets
Support valuation of lost, damaged or destroyed government furnished assets or contractor acquired assets
Maintain a current list of employees who will be working in your facilities
Ensure email / phone contact information is accurate
Ensure contractor status is known / recognized in the workplace (e-mail / badging / etc.)
Ensure contractor performs as required
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Adheres to key employee assignments
Timely response to Government-perceived performance problems
Performs to contract requirements: Monitoring and surveillance
Quick resolution to perceived performance problems
Support Qualify Assurance
Provide quality supplies and or services… on time and on budget
Appropriate travel, overtime, use of assets / facilities, and subcontracting
Accurate and timely reports
Supports small business subcontracting, as appropriate
Monitor compliance with safety, security, labor and environmental law requirements (report issues
immediately)
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Post Award (con’t)
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Ensure Government performs as required
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Ensure any changes are pursuant to contract mods and through the CO
Report improper conduct to appropriate authorities
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Fraud, waste, abuse, conflict of interest, etc.
Report issues, problems or concerns to CO and program
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Ensures funding is in place
Provides GFP
Timely processing of invoices
Ensures no constructive changes
Responds quickly to negative performance indicators / trends
Change in key personnel
Labor / workforce issues
Disagreements on statement of work / objectives
Lack of performance
Evaluate and track progress payment requests
Interim cost voucher verification
Coordinate any correspondence to contractor through CO
Safeguard vendor information as appropriate
– Ensure all Contractors and Subcontractors, as applicable, have signed
nondisclosure forms as appropriate
Maintain robust files
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Contract Administration
• Provide frequent feedback on contract performance to
CO
– Including supporting past performance assessments
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Manages deliveries
Identifies modifications needed
Support contractor in interpreting Ts & Cs
Works with CO to get the mods in place
Track funding
Will also work closeouts
Depending upon the contract, “COTR-ing” can be a
heavy burden
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COTR Don’ts
• Committing the Government to a change in price,
performance, quality, quantity, or delivery
• Providing guidance that changes scope or terms of the
contract
• Signing changes or modifications
• Directing the contractor how they will accomplish
performance
• Substitutions not originally on the contract
• Increasing the dollar limit or adding expenditures
• Conduct prejudicial to the Government
• Making a Government decision outside official channels
• Sharing procurement or advance acquisition information
that could provide preferential treatment to one firm
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Closeout
• This is an area we can improve (as
everywhere)
• Each component handles
• Varies also with CO
• More focus on this area to ensure
appropriate closeout of funds
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COTR Management
• COTR appointment is on a contract by contract basis
• Advise all parties with interest, COTR information
– On initiation of appointment
– On termination of appointment
• Important to track COTRs to contract and contracts to
COTRs
• Tenure ends:
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On contract closure
Upon CO notice… must be in writing
Upon COTR reassignment or transfer
If COTR does not remain current in certification training
In situations where a conflict of interest issue occurs
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Questions?
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Recruiting… DHS is Hiring!
• DHS is hiring and is an outstanding place to
work with significant growth opportunities
• For information, send your resume to:
[email protected] and state that
Craig Curtis referred at GSA Expo.
• Great site for additional information about DHS
acquisition employment opportunities is:
http://www.dhs.gov/xabout/careers/ Click on
Homeland Security Acquisition Career
Opportunities for acquisition/procurementspecific information
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