Contracting Officer Podcast

SlidesKnowledge & Insights From Contracting Officers

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Episode 106What is the ‘Honeymoon Zone?’

Original Air Date: November 6, 2016 Hosts: Kevin Jans & Paul Schauer

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Formatting notes

• Hyperlinks: Blue font indicates hyperlinks – presentation must be in ‘Slide Show’ mode to activate the link

• Red bold font indicates a point of emphasis

• Green bold font indicates CO’s personal comment or perspective

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Introduction

• Purpose of this podcast: Explain the “Honeymoon Phase” of contract execution

• The honeymoon phase can be just that…a honeymoon period where Government and the contractor are not quite sure what life together is really going to be like after they get home (i.e. back to their offices)

• The honeymoon can be• A fictional, fairytale experience that leads to delusional expectations, OR• An open, effective, and positive start to a great relationship • NOTE: we need the intention to be to make it #2

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Recap of the ‘Time Zones’

• Acquisition Time Zones (from Podcast Episode 003)

• Requirements Zone

• Market Research Zone

• RFP Zone (proposal zone)

• Source Selection Zone

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• Execution Time Zones (from Podcast Episode 084)

• Kick Off Zone

• Performance Zone

• Re-compete Zone

• Wrap-up Zone

Requirement

Market Research

RFP

Source SelectionHoneymoon

Performance

Wrap-up

Re-Compete

Appearance

Reality

Wrap-up

Requirement

MarketResearch

RFP

Source Selection

HoneymoonPerformance

Re-Compete

Honeymoon Zone

• Timeframe• From: Contract Award (hard date)• To: End of “start up” or “transition” process (soft date)• Relative length: a SLIVER of the Execution Zones (less than 5%, or 1%)

• Charactistics:• Both sides are ready to go (we hope)• Likely the most optimistic time for both (unless one side has remorse, or is

surprised by the win) • Sets the tone for the relationship (and performance)• Communication is still very important, and now it’s free flow! (but...don't

forget to document anything that deviates from the contract as written)8

What’s in the Honeymoon Zone?

• Signing the contract and the ‘win party’ (The Wedding)

• Let's get to work (The Hangover)

• A flurry of activity: kickoff meeting, job offers/staffing, facilities, order materials (The Fun Vacation)

• Performance begins (Back to the new normal: Co-habitation)

• And now you're in the next Zone…

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Why is the Honeymoon Zone important?

• The Kick-off meeting is just step one; the Honeymoon Zone goes until the contractor is “transitioned”

• This may be 3 months for complex re-competes

• Or 2 days for a commercial item or service that is readily available

• Goal = humanize the contract now (pre-award process can feel stilted and sterile)

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Why is the Honeymoon Zone important?

• First impressions matter

• Communication starts now

• Planning 101: 1 day here = 10, 20, 100 days later

• The government gets to SEE what they bought

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Why Should Government Care?

• You want contract management to be easy (ish); Start here

• This is an ideal chance to see the contractors as people

• Need to emphasize something? This is a great time

• Need to change something? This is the best time

• Negotiation

• Give them a debrief

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Why Should Industry Care?

• Learn what the Government really wants / meant by the RFP

• Build relationships with Government counterparts that can determine how future performance is perceived

• Blind compliance to requirements/contract vs. Cooperative interpretation

• May be time to hire lots of people (on task and admin perhaps)

• Do your priorities match theirs? Has anything changed?

• Who are these people? (There will be new faces)13

Success tips: Hold a meaningful contract kick-off with Government and Contractor• "Meaningful" varies depending on the complexity, history, differences unique to

this contract

• First time this has ever been done, or follow-on?

• “One and done,” or long term R&D?

• Program office and contractor worked together before?

• Major change in technology?

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Contract Kick-off Meeting

• What:• Agenda (expectations of who will be there and why)• Introduce Teams, counterparts, and POCs• Confirm all have seen (and understand) the contract• Confirm schedules, milestones and deliverables• Meeting times, locations if needed (PMRs, etc). (This may not apply)• Obstacles? Changed conditions (on either side)?• Who is the ‘recorder’ for minutes and action items?• Web-Portals, access to Government or contractor buildings• Structure, frequency, location, and lead of future meetings

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Contract Kick-off Meeting

• Some items to cover:• Performance Reviews, Quality Control, and/or Quality Assurance• Maintenance manuals, parts lists, and as-built drawings• Clear understanding of all warranties or bonding commitments• Whom to notify if changes are needed• Follow-up maintenance or other services• Acceptance and approval• Approval of payment and Funds availability• Contractor’s critical contract performance milestones (e.g., checklist,

progress reports or other written deliverables)• Tracking reports or mechanism• Definition of success, and what is the process if the contractor falls short?

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Contract Kick-off Meeting

• Who is there (probably some, or many, new faces):

• Government

• Needed: CO, User, Program Manager (customer) (probably NOT the economic decider (see previous episode about “The 3 deciders”)

• Suggested: evaluators, lawyers, more users, contract specialist (who will likely interface with the contractor), more depending on size of contract.

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Contract Kick-off Meeting

• Who is there (probably some, or many, new faces):• Government

• Needed: CO, User, Program Manager (customer) (probably NOT the economic decider (see previous episode about “The 3 deciders”)

• Suggested: evaluators, lawyers, more users, contract specialist (who will likely interface with the contractor), more depending on size of contract.

• Industry• Needed: Program Manager, the contract manager (SUPPORTS the PM),

key personnel doing the work• Suggested: CEO, Pres, etc (the economic decider), leadership from PM,

Eng, Contract Dept as appropriate, support personnel whom the Government team will interface with

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How to do it well, or not?

• What to do• Set an agenda and send it out early• Meet face to face• Establish communication rules• Set (or review) expectations

• What not to do• Just ‘show up and throw up’• Spend more time building slide decks than actually talking• Continuing to sell• Make changes to the contract (yet, unless there’s a dire need)

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Summary

• The “Kick Off Meeting” is the official title for the first meeting

• The Honeymoon Zone may be short, or long, depending on the contract

• Be intentional about how to make the most of this zone

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Contact us

• We are on LinkedIn, Twitter and Facebook

• We also started the Government Contracting Network Group on Facebook. Join us there!

• Send your topics to paul@Contractingofficerpodcast.com

• For Community support, contact Shelley Hall at shelley.hall@skywayacquisition.com

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