FEMA’s Contracting Officer Technical Representative Program

1. Office of Chief Procurement Officer Acquisition Program & Planning Division Program Management Operations Branch FEMA’s Contracting Officer Technical Representative Program Kimberly C. Brown COTR Program Lead

2. COTR Program Background Case for Change: • Government Accountability Office (GAO) Acquisition findings and a COTR assessment pointed to the need for better coordination, training, and management of FEMA COTRs • GAO Findings: • COTRs did not understand contract oversight responsibilities • Insufficient number of trained COTRs to oversee contractor performance • COTR Assessment Findings: • Found that COTRs are essential to FEMA’s ability to carry out it’s mission and it was imperative that a program be created that is organized to meet the specific needs of COTRs • Found that 66% of FEMA COTRs had 0-3 year’s of Acquisition experience • Found that FEMA needed to development of COTR policies and procedures beyond those in MD-780-1 • Resulted in the creation of FEMA’s COTR Program in June 2007

3. Strategy for Improving the Effectiveness of COTRs Accountability and Mechanics of the Program Understanding DHS MD 780.1 COTR Community Website COTR Assessment COTR Tiered Certification Implementation of FEMA Directive 228-1 and COTR Manual 2281-1 COTR Handbook SOP for Terminating COTR Certification and Revocation of COTR Certification COTR of the Year Program COTR File Compliance Review COs input to COTR performance rating Minimizing Risk to Contract Execution

4. Timeline for Improving COTR Effectiveness Today COTR Certification based on both demonstrated knowledge and experience February 2010 COs input to COTR Performance Review Mature COTR Program March 2010 COTR File Compliance Review February 2009 Implementation of SOP for Terminating COTR Appointment and Revocation Procedures November 2009 Implementation of the COTR Handbook

5. Tiered COTR Training • The tiered COTR training benefits FEMA by improving contract administration. • Matches COTR competency with contract complexity • Better written requirements, fewer errors, and a greater degree of oversight • OCPO made commitment by dedicating funding in FY 2008 to begin implementation of the COTR tiered certification program • OCPO continued commitment of funding allows COTRs to obtain Level II and III certifications to match contract complexity for which they are assigned

6. COTR Tiered Certification Requirements

7. FEMA COTR Community Intranet Site Home Page An online resource site for the FEMA COTR Community offering information and tools for: • COTR Certification and Training • Contract Administration • Communicating Initiatives • DHS Certification Status • Tools and Templates • Feedback • Access provided to all FEMA • Employees http://online.fema.net/mgmt_acquisition/

8. FEMA COTR Community Intranet Site Home Page (Con’t) Tools For COTRS COs and Supervisors can verify COTR’s Certification Status

9. Visionary End State COTRs Seasoned and well trained Certified based on experience and training Recognized as equalswith the CO in contract administration Mandatory participant in the Pre-Award Contracting Phase Ensuring taxpayer dollars are prudently spent Recognized as a community of professionals

10. Questions Please Contact: Kimberly C. Brown COTR Program Lead Office of Chief Procurement Officer Kimberly.C.Brown@dhs.gov 202-646-2902