CONTRACT ADMINISTRATION - BEST PRACTICESUS Federal Government Contracting
Webinar Series - 2016
Presented By:Joseph D. Moore, CPCM
JUNE 13, 2016
J.D. Moore & Associates, LLC
CALENDAR OF EVENTS:(All Webinars are at 12pm EST & Recorded)
JUNE 1 - Maximizing The Value of Your GovCon Business https://attendee.gotowebinar.com/register/74156936435694851
JUNE 2 - Capture Planning - To Bid Or Not To Bid https://attendee.gotowebinar.com/register/7051206926535220483
JUNE 3 - Teaming Agreements - The Good, The Bad & The Enforceable https://attendee.gotowebinar.com/register/7352313683359938307
JUNE 6 - Teaming With Tribally Owned 8(a) Businesseshttps://attendee.gotowebinar.com/register/4324839202604449539
JUNE 7 - Color Reviews For Successful Proposals https://attendee.gotowebinar.com/register/3973323136181419267
JUNE 8 - Preparing The FSO for a DSS Audit https://attendee.gotowebinar.com/register/423786240906737667
JUNE 9 - Life After 8(a) - Best Practices & Case Study https://attendee.gotowebinar.com/register/6473232146721067779
JUNE 10 - The Politics Of Procurement https://attendee.gotowebinar.com/register/3924758807094447107
JUNE 13 - Contract Administration - Best Practices https://attendee.gotowebinar.com/register/2132047978959217667
JUNE 14 - So You Have A Facility Clearance, Now What? https://attendee.gotowebinar.com/register/9028972158695833091
JUNE 15 - Unsolicited Proposals - Why, What & How.https://attendee.gotowebinar.com/register/4729436391901262849
JUNE 17 - SBIR's - The Good, The Bad & The "How"https://attendee.gotowebinar.com/register/6337198369128857857
2016 US Federal Government Contracting Webinar Series
AGENDA
2016 US Federal Government Contracting Webinar Series
AGENDA:
• Introduction – HOST
•Introduction - GUEST
• Presentation
•Conclusions
• Q & A
2016 US Federal Government Contracting Webinar Series
INTRODUCTIONHost
2016 US Federal Government Contracting Webinar Series
Jennifer SchausAbout The Host
2016 US Federal Government Contracting Webinar Series
* Approx 20 Yrs in Gov Contracting
* Career: D&B (Govt Division)
Federal Sales & GSA Scheds
* Frequent Speaker: Chambers, NCMA, AFCEA, etc
* Member: WIPG
* Education: Towson University – B.A.
UC Berkeley - Leadership Accelerator
Cornell University - Exec Leadership
Jennifer SchausJennifer Schaus & Associates
2016 US Federal Government Contracting Webinar Series
* DC Based Consulting Firm
* Over 10 Yrs in Business
* Support Services for Gov Cons
Proposal Writing / Contract Vehicles (GSA)
Sales & Biz Dev
Certifications – SBA 8(a); SDVO; etc.
Events
INTRODUCTIONGuest
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
Joseph D. Moore, CPCMABOUT OUR SPEAKER
2016 US Federal Government Contracting Webinar Series
• Over 30 year experience in all phases of Federal Government Contracting
• Prior Contracting Officer for the Federal Government and Private Industry
• Retired Naval Supply Officer
• Part Time Procurement Counselor for the Virginia PTAP Program – Hampton, VA
• Certified Professional Contract Manager
J.D. Moore & Associates, LLC
J.D. MOORE & ASSOCIATES, LLC
2016 US Federal Government Contracting Webinar Series
A service firm with a number of Subject Matter Experts with experience in:
* Project – Program Management
* Proposal Analysis Support
* Compliance Reviews
* Strategic Sourcing and Planning
* Indirect Rate Development
* Contract Administration
* Commonwealth of Virginia Contracts
J.D. Moore & Associates, LLC
PRESENTATION
2016 US Federal Government Contracting Webinar Series
CONTRACT ADMINISTRATION – BEST PRACTICES
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION – REQUIREMENTS
“ensuring that both parties fulfill their contractual obligations”
Federal Acquisition Regulation (FAR) FAR 2.101 Definitions
May – denotes the permissive. However the words“no person may…” means that no person is required, authorized, or permitted to do the act
described. (50) (141)
Shall - means the imperative (59) (151)
Must - see the definition for shall (54) (91)
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION - PERFORMANCE
The government desires that its contracted good or service is delivered on time in accordance with
the terms of the contract.
This is evaluated by the day to day performance of the contractor, timely and meaningful
submission of the required monthly reports, Quality assurance issues, the correspondence
with the Contracting Officer.
And by MBWA.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION - SECURITY
A MAJOR effort for the contractor to keep up with.May be both internal and external reporting – ever
changing environment.
Issues are Individuals needing to obtaining access to Government facilities or bases.
Documentation that employees have taken the mandatory training courses to obtain and
maintain access.
Badge control and access to Government Computer Systems. Preparedness for Security violation
on Contractors computer systems. FOUO information.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISITRATION - COMPLIANCE
Meeting the requirements:
Contract Terms and Conditions
Regulations
Executive Orders
FAR Clauses
WHAT IS YOUR RESPONSIBIITY TO MEET THE REPORTING REQUIREMENTS?
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION - FUNDING
Some contracts are “incrementally funded” which means the Government will add additional
funding at future date to the contract.
Written notification to the Contracting Officer when you reach a specified % expenditure of current funding along with a projection as to when you
will be out of funds.
This % amount is specified in the contract under a clause that included in full text or incorporated
by reference.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION – INVOICES
Know and understand the EXACT procedures that you have to follow to get paid.
Ensure that you know who is the invoice approval authority for the agency that you should be
dealing with in the event of an issue.
DOD uses a system call Wide Area Work Flow.Other agencies use other systems.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION – FRAUD PREVENTION
Strong Internal controls, such as time monitoring time keeping systems, limited access to
various areas, restrictions on possessing or use of cell phones in specific restricted areas, restrictions on access to unauthorized internet
sites, suspected antitrust violations, and conflicts of interest.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION – EXTERNAL REPORTING
An increasing level of oversight by all agencies.
Reports to the Department of Labor, Department of Veterans Affairs, to the May Department of
Defense Agencies (Army/Navy/Marine Corps/Air Force)
In some cases, recently, federal agencies have made contact with contractor via SAM and inquired as to why a report was not filed.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION – GOV’T PROPERTYFAR PART 45
When Government Property (GP) is placed with the contractor, strict accountability rules and procedures must be followed.
Contractor is responsible for the replacement cost of any GP that is not accounted for.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION – CLOSE OUT FAR PART 42, SECTION 708
More instense effort for a Cost Type Contract, but some form of contract close out is required for all contract types with action above the micro
purchase level.
Allows for the Government to withhold a percentage of the contract value until close out action is
completed.
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTRACT ADMINISTRATION - MODIFICATIONS TO THE CONTRACT
A critical and extremely important function.
Each modification needs to be reviewed “with a fine tooth comb” before it is signed, making sure
that you fully understand all the language that is included and that you check each all the
numbers, especially when it is related to contract funding.
Government contracting officers can make mistakes!
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONCLUSIONS
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONCLUSIONS
2016 US Federal Government Contracting Webinar Series
Advantages of Contract Administration:
You are compliant, you know what to expect as the next event to take place in the contract – no major surprises.
You are better prepared to submit a more precise response to any Request for Proposal.
J.D. Moore & Associates, LLC
Q & A
2016 US Federal Government Contracting Webinar Series
J.D. Moore & Associates, LLC
CONTACT DETAILS
Ms. Jennifer L. SchausWashington DC
+ 1 - 2 0 2 – 3 6 5 – 0 5 9 [email protected]
www.JenniferSchaus.com
------------------------------
Joseph D. Moore, CPCMWilliamsburg, VA
7 5 7 – 5 6 1 – 9 4 3 3 [email protected]
jdcontractconsulting.com
J.D. Moore & Associates, LLC
CALENDAR OF EVENTS:(All Webinars are at 12pm EST & Recorded)
JUNE 1 - Maximizing The Value of Your GovCon Business https://attendee.gotowebinar.com/register/74156936435694851
JUNE 2 - Capture Planning - To Bid Or Not To Bid https://attendee.gotowebinar.com/register/7051206926535220483
JUNE 3 - Teaming Agreements - The Good, The Bad & The Enforceable https://attendee.gotowebinar.com/register/7352313683359938307
JUNE 6 - Teaming With Tribally Owned 8(a) Businesseshttps://attendee.gotowebinar.com/register/4324839202604449539
JUNE 7 - Color Reviews For Successful Proposals https://attendee.gotowebinar.com/register/3973323136181419267
JUNE 8 - Preparing The FSO for a DSS Audit https://attendee.gotowebinar.com/register/423786240906737667
JUNE 9 - Life After 8(a) - Best Practices & Case Study https://attendee.gotowebinar.com/register/6473232146721067779
JUNE 10 - The Politics Of Procurement https://attendee.gotowebinar.com/register/3924758807094447107
JUNE 13 - Contract Administration - Best Practices https://attendee.gotowebinar.com/register/2132047978959217667
JUNE 14 - So You Have A Facility Clearance, Now What? https://attendee.gotowebinar.com/register/9028972158695833091
JUNE 15 - Unsolicited Proposals - Why, What & How.https://attendee.gotowebinar.com/register/4729436391901262849
JUNE 17 - SBIR's - The Good, The Bad & The "How"https://attendee.gotowebinar.com/register/6337198369128857857
2016 US Federal Government Contracting Webinar Series