FEDERAL Govt Contracting - Contract Administration Best Practices

CONTRACT ADMINISTRATION - BEST PRACTICES

US Federal Government Contracting Webinar Series - 2016 Presented By: Joseph D. Moore, CPCM JUNE 13, 2016

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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) Businesses https://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

INTRODUCTION Host

2016 US Federal Government Contracting Webinar Series

Jennifer Schaus About The Host * 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

2016 US Federal Government Contracting Webinar Series

Jennifer Schaus Jennifer Schaus & Associates * 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

2016 US Federal Government Contracting Webinar Series

INTRODUCTION Guest

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series

Joseph D. Moore, CPCM ABOUT OUR SPEAKER • •

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

2016 US Federal Government Contracting Webinar Series

J.D. MOORE & ASSOCIATES, LLC 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

2016 US Federal Government Contracting Webinar Series

PRESENTATION CONTRACT ADMINISTRATION – BEST PRACTICES

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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)

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series CONTRACT ADMINISITRATION - COMPLIANCE Meeting the requirements: Contract Terms and Conditions Regulations Executive Orders FAR Clauses WHAT IS YOUR RESPONSIBIITY TO MEET THE REPORTING REQUIREMENTS?

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series CONTRACT ADMINISTRATION – GOV’T PROPERTY FAR 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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.

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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!

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series

CONCLUSIONS

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series

CONCLUSIONS

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

2016 US Federal Government Contracting Webinar Series

Q&A

J.D. Moore & Associates, LLC

CONTACT DETAILS Ms. Jennifer L. Schaus

Washington DC +1-202–365–0598 jschaus@jenniferschaus.com www.JenniferSchaus.com ------------------------------

Joseph D. Moore, CPCM Williamsburg, VA 757–561–9433 joe.moore@jdcontractconsulting.com jdcontractconsulting.com

J.D. Moore & Associates, LLC

2016 US Federal Government Contracting Webinar Series 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) Businesses https://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