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Waste Isolation Pilot Plant Subcontractor Technical Representative Training Best Practice Presentation February 23, 2009 Marty Gonzales Washington TRU.

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Presentation on theme: "Waste Isolation Pilot Plant Subcontractor Technical Representative Training Best Practice Presentation February 23, 2009 Marty Gonzales Washington TRU."— Presentation transcript:

1 Waste Isolation Pilot Plant Subcontractor Technical Representative Training Best Practice Presentation February 23, 2009 Marty Gonzales Washington TRU Solutions LLC

2 Identification of a Need In FY2007 it was determined that roles and responsibilities were growing for STRs including: Increased responsibility for Approval/Variation Requests and new fabrication procurements Subcontractor Safety Growth of support at other DOE sites through technical service subcontractors

3 Inception of Best Practice FY Subcontract Technical Representatives were trained the summer of 2007 FY A formal technical training classroom course was developed and implemented FY A formal procedure was published December 2008

4 What else did we do? Basic STR duties are incorporated in the subcontract A self-paced refresher course has been implemented List of trained STRs is available to the Buyers

5 Formal Procedure Excerpt from Formal training procedure

6 Refresher Course Excerpt from Self-Paced Refresher Course

7 For more information on this program, please contact: M. P. (Marty) Gonzales Contracts & Procurement Services Washington TRU Solutions LLC for the Waste Isolation Pilot Plant or Lynn J. Whiting, Manager Contracts & Procurement Services Washington TRU Solutions LLC for the Waste Isolation Pilot Plant

8 Subcontract Technical Representative (STR) Training

9 General Administration Guidelines The STR Coordinates with other organizations Provides technical assistance Ensures subcontractor compliance Refers disagreements to the Buyer for resolution

10 Pre-Award Responsibilities

11 Requisitions Familiarize yourself with WP 15-PC3609 Discusses planning and preparing PRs and PRCNs within IFMS®

12 Contact with Potential Subcontractors Contact must be approved by procurement Make no apparent commitment for a resulting subcontract Pre-award information is to be used only on a need-to-know basis within WTS

13 Responsibilities after Award

14 Pre-performance Conferences Attend pre-performance conferences Attend other meetings discussing instructions DOE personnel do not have a contractual relationship direction must be presented by the STR or confirmed by the buyer

15 Maintain a file of all reports, and pertinent documentation Determining and obtaining documentation Determining what documents are quality- affecting At completion they should be dispositioned in accordance the RIDS Documentation and Records

16 Approval and Payment for Work Monitor work in process Review invoices and any applicable documents The Buyer will send approvals for payment to Accounting Resolve all problems in a timely manner

17 Technical Documents That Require Approval by WTS Use the AR/VR process, if the documents submitted by the subcontractor are critical to the success WTS Procedure WP 15-PC3041 provides instructions for processing individual and/or multiple supplier submittals

18 AR/VR Process Added administrative time and cost should be considered Often less formal communication is appropriate and more cost effective. The approved time by WTS needs to have the appropriate attention to be compliant with the commitment in the subcontract

19 Changes to the Subcontract The STR is not authorized to give direction that changes any contractual requirement Recommendations for those types of changes may be presented to Procurement A cognizant WTS managers and project leads may give technical direction if confirmed by STR

20 For Field Directed Changes Make recommendations via the Field Directed Change Notice form The buyer will process any required change notice(s)

21 Responsibilities During the Re- competition of a Subcontract Be sure not to give the incumbent subcontractor an unfair competitive advantage Help prepare SOW or Schedule Budget information Other inside information

22 Differences Between Fabrication and Services Subcontracts Fabrication/construction subcontract STR’s role is to have equal or more knowledge regarding the SOW Services contract The subcontractor is the expert STR’s role is to monitor the performance

23 Delegation of STR Duties Duties may only be delegated to another qualified STR nominated by manager and Delegated approval by Procurement Longer-term/large subcontracts: an alternate or back-up STR is appropriate Recommendation: alternate STRs be appointed at the inception of a subcontract

24 Quality Assurance Requirements The STR is responsible for notifying Quality Assurance

25 Dealing with Affiliates Organizational Conflict of Interest Mitigation Plan Governing Actions Involving Affiliates STRs need to be aware of and sensitive to the requirements, commitments, and limitations included in this plan. It is intended to prevent the existence of conflicting roles Any communication by WTS regarding potential work shall be exclusively through with the OCI Procurement POC (the Procurement Manager)

26 Any communication by WTS personnel regarding potential work shall be exclusively through or in coordination with the OCI Procurement POC If an affiliate initiates requests formal or informal communication with WTS management shall promptly notify the OCI Procurement POC and the Procurement Manager

27 Closeout Documentation of completed work Documentation on the subcontractor’s performance Construction subcontracts require completion of an Acceptance of Completed Construction Work form

28 Unsolicited Proposals Should be submitted immediately through appropriate management channels to the Procurement Department The OCI Procurement POC shall provide guidance and shall process of the unsolicited proposal

29 Personal Conflicts of Interest STRs need to be sensitive to a personal conflict of interest Corporate Ethics training and the Conflict of Interest forms apply If changes arise questionnaire needs to be updated and resubmitted

30 CONCLUSION The STR is NOT just: The Requisitioner: The STR should understand and be able to interpret the technical requirements of the statement of work, drawings, or specifications

31 The person that pushes the paperwork between people The STR confirms that he/she has the technical knowledge that substantiates the approval of that request If there is a dispute with the subcontractor, the STR is able to defend his/her position


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