1. YOU’VE WON A CONTRACT,……NOW WHAT Dennis casey Colorado PTAC Procurement Counselor

2. Overview Understanding the Contract Post Award Debrief People to Know – The Team How to Proceed Common Pitfalls Contract Remedies Getting Paid

3. Learn the Language Quando mi sono trasferita a Italia ho dovuto imparare la lingua

4. The Rule Book Federal Acquisition Regulation (FAR) Provides policies and procedures for acquisitions by executive agencies of the federal government (http://farsite.hill.af.mil/) Based on United States Code, laws written by Congress Many supplements written by individual agencies States have their own purchasing rules

5. Uniform Contract Format (UCF) Standardized format for structuring Government solicitations and contracts. The UCF is a table of contents for organizing contractual documents. You can open up and read almost any Government contract and it will be structured the same way as other Government contracts. Once you understand this format, reading contracts is much easier.

6. Uniform Contract Format (UCF) PART I – SCHEDULE Section A. Solicitation/Contract Form A cover sheet that contains basic information such as the issuing office, address and contract number. Section B. Supplies or Services and Prices/Cost A brief description of the contract deliverable (item, quantity, etc.), each covered by a contract line-item number. Section C. Description/Specifications/Work Statement Actual tasks to be completed for the contract, including the Statement of Work (SOW) or Statement of Objectives (SOO) Section D. Packaging and Marking Special packaging/marking requirements such as preservation, protection and bar coding.

7. Uniform Contract Format (UCF) Section E. Inspection and Acceptance Place of inspection, who will inspect and acceptance criteria. Section F. Deliveries or Performance The time, place, method of delivery or performance Section G. Contract Administration Data Accounting and paying office information Section H. Special Contract Requirements Requirements unique to the program and the contract such as security clearances, warranties, options, incentives, government-furnished equipment, etc..

8. Uniform Contract Format (UCF) PART II – CONTRACT CLAUSES Section I. Contact Clauses Commonly referred to as "boilerplate" and not to be overlooked. Includes standard clauses of considerable power defining rights and responsibilities of contracting parties. It also contains clauses required by procurement regulations or law which pertains to this procurement

9. Uniform Contract Format (UCF) PART III – LIST OF COMMENTS, EXHIBITS AND OTHER ATTACHMENTS Section J. List of Attachments A list of all attached forms and specifications, including: Security Form Data Orders CDRL SOW Specifications Financial Data

10. How Good Was Our Winning Proposal? The Post-Award Debriefing Done in accordance with FAR 15.506 Provide a written request to the Contracting Officer within 3 days of award Debriefing within 5 days of receipt of request Conducted in person, via phone or e-mail

11. Post-award Debriefing What you’re entitled to be told Significant weaknesses or deficiencies Overall evaluated price (including unit prices) and technical rating Past Performance information Summary of the rationale for the award

12. Post-award Debriefing What you’re not going to be told Point-by-point comparisons of your proposal with those of the other bidders Commercial and financial information that is privileged or confidential Names of the individuals that provided information about your company’s past performance

13. Questions to Ask How did the presentation and appearance of my proposal stack up against the competition? Was my proposal easy to score and to navigate? What separated my proposal from the competition? Did it contain any fluff or content that should have been substantiated better? Improvement recommendations?

14. Kick-Off Meeting You are One of Several Competitors Introduce Your Team Discuss Your Approach and Schedule Ask for Feedback i.e. Base Exercises Logistical Concerns

15. Who’s in Charge? Key Government Players Contracting Officer Has the authority to commit the government Awards contracts based on customer defined requirements COTR The end customer, has money and technical knowledge Can advise CO but cannot commit the government DFAS Pays proper invoice after approval of CO and COTR

16. The Field of Play Bad Weather Facility Closures Supply Outs Labor Issues Contractor Accounting PM Subcontractors COTR Poor QA Re-Work Scope Creep Unforeseen Site Conditions

17. The Contracting Officer

18. PTAC’s Role

19. Issues and Problems are Going to Occur Understand your rights and obligations Assertively approach difficult situations and resolve problems Resolution must be to the mutual benefit of both parties

20. The Big One - Managing Contract Change (Scope Creep) Sometimes Inevitable Failure to properly manage can result in Legally unenforceable agreements Claims Disputes Significant damage to past performance record

21. Stay Ahead of Scope Creep Constantly communicate with your customer When in doubt about direction that is given by the COTR, contact the Contracting Officer Keep costs, schedule and performance as your primary focus

22. The 6 Rules to Control Scope Creep Know – The contract value and its ceiling amount Know – The incurred cost to date and commitments Know – The scope of work (what you’re supposed to be doing under the contract) and whether or not your current efforts are supporting it or some other objectives.

23. The 6 Rules to Control Scope Creep Know – The estimated cost at completion based on where you are at today Know – Your customer and who among the customer population is prone to direct added work that’s not stipulated in the contract Know – When to say “No” to scope creep and say it officially, in writing, to the CO for your contract

25. If cannot be corrected by re-performance, contractor must take action to ensure future performance conforms to contract’s requirements

27. Bad Things the Government Can Do The Government may terminate performance in whole or in part if it’s in the Government’s interest Termination for Convenience (Fixed Price 52.249-2) (Cost-Reimbursement 52.249-6) Termination for Default (52.249-8) – Government may terminate contract if contractor fails to Deliver supplies or services within time specified in the contract Progress “so as to endanger performance of the contract”

28. Getting Paid Prompt Payment (FAR 52.232-25) – Payment is due on the 30th day after receipt of a “proper” invoice If payment not made by the due date, payment office will pay an interest penalty without request from the contractor Most Contracts are Invoiced Using WAWF

29. More Common Government Contract Definitions Contractor - A gambler who never gets to shuffle, cut or deal. Bid Opening - A poker game in which the losing hand wins. Bid - A wild guess carried out to two decimal places. Low Bidder - A contractor who is wondering what they left out. Government Estimate - The cost of a project in heaven. Project Manager - The conductor of an orchestra in which every musician is in a different union. Critical Path Method - A management technique for losing your shirt under perfect control. OSHA - A protective coating made by half-baking a mixture of fine print, red tape, split hairs and baloney--usually applied at random with a shotgun. Strike - An effort to increase egg production by strangling the chicken. Delayed Payment - A tourniquet applied at the pockets. Completion Date - The point at which liquidated damages begin. Liquidated Damages - A penalty for failing to achieve the impossible. Auditor - Person who goes in after the war is lost and bayonets the wounded. Lawyer - Person who goes in after the auditors to strip the bodies. Found posted in the Physical Planning Office at Indiana University Author unknown

30. The Most Important Tip I Can Leave You With COMMUNICATE

31. On to the Next Project Questions?