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INNOVATIONS IN ENGINEERING Post Award Contract Administration An Industry Perspective The Customer Service Model for Effective Contract Administration.

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Presentation on theme: "INNOVATIONS IN ENGINEERING Post Award Contract Administration An Industry Perspective The Customer Service Model for Effective Contract Administration."— Presentation transcript:

1 INNOVATIONS IN ENGINEERING Post Award Contract Administration An Industry Perspective The Customer Service Model for Effective Contract Administration (For NCMA-Bostons March Workshop) David Barr, CPCM Director of Contracts, Procurement & Property The Charles Stark Draper Laboratory, Inc. 16 March 2011

2 1.0 Customer Service Elements 1.1 Focus 1.2 Definitions 2.0 Identifying the Customers 2.1 Internal 2.2 External 3.0 Core Contract Administration Functions 4.0 Examples of Standard T&Cs 5.0 Routine Contract Administration Activities AGENDA 2 16 March 2011

3 6.0 Example of more challenging T&Cs 7.0 Keys to Successful Contract Administration 8.0 Meeting Management Practices 9.0 The Contracts File 10.0 Audits 10.1 Audit Entities 10.2 Audit Activities 11.0 Career Development Suggestions 12.0 Closing Remarks AGENDA (contd) 3 16 March 2011

4 Effective Contract Administration begins with a Customer Service mindset The Contract Administrator is in the business of providing Customer Service Contract Administrators have many customers with different priorities and needs Contract Administrators advise and assist their customers Contract Administrators translate and share information with their customers Contract Administrators bridge communication gaps and solve problems 1.1 Customer Service Focus 4 16 March 2011

5 Persistent and Patient Calm and Approachable Flexible and Responsive Consistent and Reliable Pleasant and Attentive Knowledgeable and Professional 1.2 Customer Service Means Being: 5 16 March 2011

6 Confident and Creative Proactive and Assertive Willing to go above and beyond expectations Willing to communicate face-to-face as often as possible 1.2 Customer Service Means Being (contd): 6 16 March 2011

7 Program Management Finance and Accounting Legal Internal Audit and Compliance Subcontracts/Procurement Property Control Security Human Resources 2.1 Internal Customers/Departments 7 16 March 2011

8 The Contracts counterpart at the customer/sponsor location (PCO/ACO) The cognizant DCMA Representative The cognizant DCAA Representative The sponsor COTR The end user of the companys product or service 2.2 External Customers 8 16 March 2011

9 Serve as primary point of contact with the Contracting Officer (ACO/PCO) Develop and implement the Contract Administration Plan for each contract Monitor and administer company compliance with contract terms and conditions Monitor and administer company compliance with its own policies and procedures 3.0 Core Functions to Perform 9 16 March 2011

10 Set up the contract in the contracts module of company enterprise accounting system Maintain the Contract File and all contract related correspondences Represent the company in negotiations Maintain proficiency with the FAR, DFAR and Agency Supplements 3.0 Core Functions to Perform (contd) March 2011

11 Interpret contract provisions for company personnel Stay current on changes to Government Contract laws, statutes and regulations Attend and support monthly or quarterly program review meetings Work with Subcontracts Department to assure proper flow down provisions are included in Subcontract Agreements 3.0 Core Functions to Perform (contd) March 2011

12 Limitation of Funds (i.e. 75% letters) Change Orders and Modifications Disputes Resolution ITAR – Export Control Consent to Subcontract Termination for Convenience or Default 4.0 Examples of Standard T&C to Administer March 2011

13 Process Stop Work Orders Key Personnel Clause EEO Compliance Reporting Service Contract Act Compliance U.S. Flag Air Carrier Clause Organizational Conflict of Interest Inspection and Acceptance Terms 4.0 Examples of Standard T&C to Administer (contd) March 2011

14 Make sure all costs charged to the contract are allowable and billable Make sure Program does not overrun Prepare Contract Summary/Synopsis/Brief for each Contract Prepare Contract Administration Plan for each contract Prepare Transmittal Letters for Deliverables 5.0 Routine Contract Admin. Activities March 2011

15 Change in Key Personnel Notification Negotiation of Award Fee or Incentive Fee Negotiate Contract Modifications Requests for Release of Public Information Maintain and Update the Central Contractor Register (CCR) 5.0 Routine Contracts Admin. Activities (contd) March 2011

16 Maintain and Update ORCA Respond to CPARs Work with F&A on billing and collection matters Provide timely Patent Disclosure Notification Prepare Contract Close-Out documentation 5.0 Routine Contracts Admin. Activities (contd) March 2011

17 Intellectual Property Warranty Indemnification Limitation of Liability 6.0 Examples of More Challenging Terms and Conditions March 2011

18 Establish a strong working relationship with Program Manager, PCO, and ACO Educate, Educate, Educate – first yourself, then those you support and your peers Communicate, Communicate, Communicate – up, down and across organizations, inside and outside the company 7.0 Keys to Success March 2011

19 Know who the key stakeholders are and keep them informed Obtain buy-in from key internal stakeholders on sensitive issues before presenting to external stakeholders Deliver on Promises – Meet Deadlines 7.0 Keys to Success (contd) March 2011

20 Accept that meetings are a necessary evil Be prepared for lots of meetings Prepare and stick to an agenda Know who to invite, and who not to invite Keep meeting short and on task After a meeting send out meeting minutes with action items Tenaciously follow-up and bring issues to closure 8.0 Meeting Management Practices March 2011

21 The fully executed Contract and all Modifications Contract Briefing/Synopsis of overall contract Contract Administration Plan Cost, Technical and Management Proposal Basis of Estimate (BOE) and Negotiation Memorandum RFP and all Amendments Key internal and external correspondences 9.0 What to Keep in each Contract File March 2011

22 DCMA DCAA SBA Company assigned CPA Firm ISO Consultants Internal Financial and Quality Auditors 10.1 Work with these Auditing Entities March 2011

23 Contractor Purchasing System Review (CPSR) Incurred Cost Audit Small Business Subcontracting Plan Indirect Rate Audits Property Audits 10.2 Support these Audit Activities March 2011

24 Sarbanes/Oxley Audits Security Audits Quality Control Audits (IQMS or ISO) A-133 Audits (for Non-Profits) 10.2 Support these Audit Activities (contd) March 2011

25 Join NCMA today Regularly attend NCMA monthly events Volunteer to help at an NCMA event Obtain NCMA Professional Certification Read the NCMA Monthly Magazine Attend Contract Courses Develop public speaking skills 11.0 Career Development Suggestions March 2011

26 Build a professional network of mentors and colleagues Develop collaboration skills Maintain a thirst for knowledge Develop a tolerance for ambiguity Understand at a very top level your peers role/responsibility Maintain a Healthy Lifestyle – this job takes a lot of energy and commitment 11.0 Career Development Suggestions (contd) March 2011

27 RECONGNIZE YOUR CONTRIBUTION MAKES A HUGE DIFFERENCE! Strive for Excellence in Customer Service Dont get overwhelmed with body of knowledge to learn Dont get overwhelmed with the number or variety of tasks to perform Stick with it - you are in a high demand career field Take charge of your career Enjoy the ride Contact me 12.0 Closing Remarks March 2011

28 Questions? March 2011

29 Thank you! David G. Barr Director, Contracts, Procurement and Property The Charles Stark Draper Laboratory, Inc. 555 Technology Square, Cambridge, MA Phone: Thank you! March 2011


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