This session is sponsored by the Federal Acquisition Institute

1. This session is sponsored by the Federal Acquisition Institute The primary organization providing knowledge and support to the federal civilian acquisition workforce. For more information about FAI, please visit our website at www.fai.gov

2. Contracting Officer Technical Representative:What you need to know to be successful GSA Training Conference and Expo 2010 Otis W. Langford, Jr. Learning & Training Manager Federal Acquisition Institute

3. Overview • By the end of this session, you will be able to: • Review COTR related regulations • Explain the duties and responsibilities of a COTR • Review the key roles in the procurement process • Review key ethics rules

4. Complicated Environment 4

5. The Federal Workforce is:

6. Procurement Workforce 2008 Total: 91,000 Ave grade: GS 11 Ave Age: 48 Gender: 53% female 47% male Ave Salary Range: $43-79K Organization: 54% DoD 46% Civilian College Grads: 59%

7. Where Are the Buyers? Contract Specialists DC Metro 21% Philadelphia Metro 5% Huntsville AL 3% New York Metro 3% Norfolk Metro 3% Dayton, OH 2% Other 63% (including Albuquerque, Atlanta, Boston, Chicago, Denver) Purchasing Specialists DC Metro 12% Norfolk Metro3% San Diego Metro 2% Baltimore Metro 2% Philadelphia Metro 2% Other 79% (including Phoenix, Portland, San Francisco, St. Louis) General Business and Industry DC Metro 17% Norfolk Metro3% St. Louis3% New York Metro 2% Dallas Metro 2% Other 73% (Including: Atlanta, Boston, Los Angeles, Nashville)

8. The Workforce is more complex, multiple generations, and more diverse • Traditionalists (born <1946) • Boomers (born 1946-64) • Gen Xers (1965-81) • Millennials (>1982)

9. The Procurement System Congress President Statutes Initiatives Office of Federal Procurement Policy Small Business Administration Department of Defense Federal Acquisition Regulation National Aeronautics &Space Administration Department of Labor General Services Administration Department Of Commerce

10. What is a COR ?

11. “But I have only served as the COTR for less than a year”

12. Authority: • OFPP Memorandum, dated Nov 26, 2007, The Federal Acquisition Certification for Contracting Officer Technical Representatives, establishes: • A structured training program • All COTRs must be certified and must maintain their currency • The Chief Acquisition Officer of each agency is responsible for the certification program policies and programs.

13. A COTR is… …a non-contracting person who is given the chief role in the technical monitoring and administrative aspects of a statement of work or specification of contract.

14. Who can be a COTR?

15. COTR Eligibility: • Must be a Federal employee • Must have necessary technical expertise • Must meet training and certification requirements • Must satisfy agency ethics training requirements

16. On-Line, Free, Self-Paced, Continuous Learning Modules: http://clc.dau.mil/ or www.fai.gov CLC 106 COR with a Mission Focus CLC 013 Performance Based Services Acquisition CLM 013 Work Breakdown Structure CLE 003 Technical Reviews CLC 004 Market Research CLM 012 Scheduling CLC 007 Contract Source Selection CLB 018 Earned Value and Financial Mgt Reports

17. What are the COTR Certification Requirements? Initial Training – 40 hours Continuous Leaning – 40 CLPs every 2 years • FAC-COTR Program • OFPP November 2007 Memorandum – • “The Federal Acquisition Certification for • Contracting Officer Technical Representatives”

18. I understand your position, but in case your friend ask may I count on your support?”

19. Now that we are certified, I can’t wait for my first appointment.

20. How is the COTR Appointed? • Program Office: • Nominates technical expert • CO: • Verify eligibility • Appoints in writing • Nominee: • Accepts and signs appointment letter

21. The source of the COTR’s authority is defined in the Letter of Appointment from the Contracting Officer or in specific provisions of the contract. • COTRs are appointed: • When technical guidance is needed for a contract • When testing approval is required • When continuous surveillance of the contractor's work is required • To perform inspection functions

22. When Does the COTR Appointment End? Contract is successfully brought to closure COTR leaves agency due to retirement or transfer CO revokes delegation in writing

23. COTR Duties and Responsibilities

24. COR Duties: ….Number 1 is you should: Read The Contract!

25. COTR Duties Know the contract Work with your contractors Provide technical direction and guidance Liaison on technical matters between the KO and the contractor Support the mission and recommend changes to the KO Monitor and evaluate performance Ensure satisfactory, timely, delivery within the financial constraints of the contract

26. Limits of COTR Authority • COTRs are prohibited from: • Committing to a change in price, performance, quality, quantity, or delivery • Providing guidance that changes scope or terms of contract • Directing Contractors how they will perform work • Disclosing source selection information

27. What are the Attributes of a Successful COTR? Technical expertise skills Familiarity withprocurement Communication skills Organizational skills

28. COTR Business Competencies • Attention to Detail • Decision-Making • Flexibility • Planning and Evaluating • Problem Solving • Project Management • Reasoning • Self-Management / Initiative • Influencing / Negotiating • Integrity / Honesty • Interpersonal Skills • Oral Communication • Teamwork • Writing

29. The Team

30. 1. Which office determines the agency’s need for a solicitation? • Office of the Contracting Officer • The Program Office • Office of the Chief Financial Officer • The Acquisition Workforce Office

31. 1. Which office determines the agency’s need for a solicitation? • Office of the Contracting Officer • The Program Office • Office of the Chief Financial Officer • The Acquisition Workforce Office

32. The Program Office determines the agency’s need for a solicitation. • The Program Office: • Is responsible for decisions on: • What to buy • When to buy • Program personnel use the contracting process to: • Accomplish their programs • Support the Contracting Officer

33. The Program Manager forms a team consisting of all those who will be responsible for significant aspects of the acquisition. • The acquisition planning team: • Ensures the Government needs are met: • Effectively • Economically • Timely manner • Promotes and prescribes use of: • Commercial items • Non-developmental items • Full and open competition • Identifies strategy and Statement of Need

34. The Contract Specialist and COTR are key team members. Procurement Roles: Responsibility: Contracting Officer Obligates the Government Program Office Prepares acquisition plan and evaluation factors Contract Specialist Perform procurement duties and COTR

35. COTR acts as a Liaison • COTR communicates orally and in writing with: • Contracting Officer • Program Manager • Contractor • Government personnel • End-users

36. Putting the Pieces Together Planning Evaluation Administration Closeout

37. COTR Involvement in Acquisition Process COTR may participate in ALL phases

38. Acquisition Planning and Proposal Solicitation • COTR offers support in: • Defining technical requirements • Developing acquisition plan • Conducting market research • Developing Independent Government Cost Estimate (IGCE) • Developing source selection factors • Developing Quality Assurance Surveillance Plan (QASP) • Considering government property issues • Selecting appropriate contract type • Responding to solicitation questions • Providing suggested sources

39. COTR during the planning phase provide: • Provides the IGCE • Provides the sources on GSA Schedules for the Procurement Request package • Use the Central Contractor Registration system for verifying and obtaining vendor information • Prepare and submit a JOFOC for sole source or brand name requests • Perform market research • Perform pre-award debriefings

40. COTR during the pre-award phase provide: • Provide the IGCE • Provide the sources on GSA Schedules for the Procurement Request package • Use the Central Contractor Registration system as the primary source for verifying and obtaining vendor information • Prepare and submit a JOFOC for sole source or brand name requests • Perform market research • Perform pre-award debriefings

41. 2. Acquisition plans must be completed and approved before which of the following occur? • Release or issue the solicitation • Notifying the Contracting Officer • Transfer of funds within or outside the Agency • Begin the Independent Government Cost Estimate

42. 2. Acquisition plans must be completed and approved before which of the following occur? • Release or issuance of a solicitation • Notifying the Contracting Officer • Transfer of funds within or outside the Agency • Beginning the Independent Government Cost Estimate

43. The acquisition plans must be completed and approved before: • Release or issuance of a solicitation • Transfer of funds within or outside the Agency • The acquisition plan must: • Include all proposed contractual actions • Document the annual budget • Demonstrate how each contractual action will meet objectives

44. Acquisition Plan Elements

45. Conduct Market Research Conduct Market Research

46. Conduct Market Research • COTRs are responsible for: • Ongoing market research for changes in: • Market conditions • Technology • Socioeconomic opportunities • Technical information on product availability and industry capability, including: • Competitive market forces • Alternative sources COMPETITION IS KING! FIND OUT WHATS OUT THERE!

47. Proposal Evaluation and Post Award Orientation • During proposal evaluation, COTRs: • Apply non-price factors in evaluating proposals • Provide technical support in negotiations • Document evaluation results and reasoning • After contract has been awarded, COTRs: • Participate in post-award orientation meetings • Provide support in protests

48. Determine Sourcing Strategy

49. Conduct Source Selection Process • Select team, tailored for the particular acquisition to ensure a comprehensive evaluation of offers • Select the source or sources • Approve the source selection strategy • Ensure consistency among the: • Solicitation requirements • Proposal preparation instructions • Evaluation factors and sub-factors • Solicitation provisions or contract clauses

50. Request for Debrief • Debriefing information shall include: • Evaluation of the weaknesses/ deficiencies • Successful offeror’s overall evaluated cost or price and technical rating • Overall ranking of all offerors Summary of rationale for award • Make/model of commercial item to be delivered • Reasonable responses to relevant questions