oEPA
Unittd State*
Environmental Protection
Agency
Off ice of
Solid Waste and
Emergency Response
DIRECTIVE NUMBER: 9871.0
TITLE: Roles and Responsibilities of Deputy Project
Officers and Work Assignment Managers under the Technical
Enforcement Support (TES) contracts.
APPROVAL DATE: Ptb ' 7 l988
EFFECTIVE DATE:
FEB 17
ORIGINATING OFFICE: office of Waste Programs Enforce
_ment; Contracts Management Section
S FINAL
D DRAFT
LEVEL OF DRAFT
13 A — Signed by AA or DAA
D 8 — Signed by Office Director
DC — Review & Comment
REFERENCE (other documents):
OS WER OS WER OS WER
VE DIRECTIVE DIRECTIVE Di
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United states environmental Protection Agency
Washington. OC 20460
QSWER Directive Initiation Request
1. Directive Numoer
9871.0
2. Originator Information
Name of Contact Person
Linda Y. Boornazian
Mail Code jOffice , Telephone Ccce
WH-527 IWastePgms. Enforcenfent 475-9317
3. Title
Roles and Responsibilities of Deputy Project Officers and
Work Assignment Managers under the Technical Enforcement
Support (TES) Contracts.
4. Summary of Directive (induce bnef statement of purpose)
Provides a list of duties and responsibilities that regional contacts who will now
serve as Deputy Project Officers under Headquarters Project Officers for the TES
contracts, must now perform in managing and administering these contracts.
5. Keywords . •
Deputy Project Officer, Work Assignment Managers, TES, signature authority, contract
Sa. Does This Directive Supersede Previous Directive(s)?
b. Does It Supplement Previous Oirective(s)?
No
No
Yes What directive (number, title)
Yes What directive (number, title)
Draft Level
A - Signed by AA/DAA
B - Signed by Office Director
C - for Review & Comment
i - In Oevetopm.
8.
Document to
be
distributed
to
States
by
Headquarters?
Yes |_X_
No
This Request Meets OSWER Directives System Format Standards.
9. Signature of Lead Office Directives Coordinator
"
Date
73/7 f
10. Name andTitle of Approving Official
Date
EPA Form 1315-17 (Rev. 5-87) Previous editions are obsolete.
OSWER OSWER OSWER
VE DIRECTIVE DIRECTIVE DIRECTIVE
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1 UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. O.C. 20460
OSWER Directive No. 9871.0
OFPICEOF
SOLID WASTE AND EMERGENCv RESPONSE
MEMORANDUM
SUBJECT: Roles and Responsibilities of Regional Project Officers
and Work Assignment Managers. Under the Technical
Enforcement Supoprt (TES) Contracts
._ .
FROM: J. Winston Porter
Assistant Administrator
TO: Regional Administrators, Regions I - X
This Directive describes the duties and responsibilities
associated with the positions of Regional Project Officer and
Work Assignment Manager. These positions are established to
assist the Office of Waste Programs Enforcement (OWPE) to
administer two contracts for conducting technical enforcement
support activities. These two contracts are valued at $110
million and are referred to as TES III and TES IV. Because of
the substantial dollar value of the TES contracts and because of
their award fee nature, an increased effort is needed to monitor
them. Close Regional oversight of contract operations is needed
to ensure their effective and efficient implementation.
EPA's Procurement and Contracts Management Division (PCMD)
has developed a list of duties and responsibilities associated
with the positions of Regional Project Officer and Work
Assignment Manager (i.e., Primary Contact). A copy of this list
is presented as Attachments A and B, respectively. Also included
on Attachment A is an estimate of the expected amount of time
that will be required of Regional Project Officers to carry out
each of their duties and responsibilities.
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OSWER Directive No. 9871.0
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It is clear from these estimates, and from the large number
of work assignments expected to be issued under the TES
contracts, that successful management and oversight of contract
operations will require the full-time attention of TES Regional
Project Officers for CERCLA and half-time for RCRA. These FTE's
have been accounted for in the FY88 and 89 budget. Additional
support will also be required in larger regions to assure
effective contract management. Delegation of the Regional
Project Officer duties to the TES Regional contacts is targeted
for February 1, 1988. This additional authority would include
submitting work assignments directly to the Contracting Officer
for approval rather than through the Headquarters Project
Officer. Regions would have to assure that packages submitted to;
the Contracting Officer were accurate, appropriate, complete and
more detailed than that which is currently submitted. This would
require quality time from the Regional Project Officer.
In light of the responsibilities associated with the
Regional Project Officer position, and because the EPA
Administrator has recently emphasized the importance of strong
contract management, I urge you to give favorable consideration
to assigning these responsibilities as full-time staff positions.
I also urge you to ensure that Regional Project Officers are
given sufficient authority to accomplish their assigned duties
and responsibilities. " ' .
In addition to the responsibilities listed'on Attachment A,
Regional Project Officers are required to:
* Complete the three and a half day Project Officer
certification training course
* Complete the three-day contract administration course
(see Attachment F)
* Attend the semi-annual national contracts meetings
* Assist in conducting Regional TES contracts management
"reviews and training
Work Assignment Managers (Primary Contacts) are required to:
* Complete the three-day contract administration course
* Attend Regional TES contracts training
* Participate in Regional TES contracts management reviews
and training.
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OSWER Directive No. 9871.0
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The primary duties of the Regional Project Officer involve:
(1) Approving work assignments for the Region and performing all
administrative duties;
(2) Coordinating work with the Contractor's Regional Manager, HQ
Project Officers and the Contracting Officer and key
personnel in the Region;
(3) Assuring that work conducted by the contractor is within the
Scope of Work, adheres to Agency guidance, is cost effective
and is done safely and in a quality manner.
These duties and responsibilities must be incorporated into
the performance standards of Regional Project Officers and Work
Assignment Managers, as stipulated in Chapter 7 of the Contracts
Management Manual. This will help to facilitate a high quality
of performance in carrying out their duties and responsibilities
and will result in successful management of the TES contracts.
Attachments to the memorandum are identified below:
(1) Attachment A - Description of TES Regional Project
Officer duties. ' • .
(2) Attachment B - Description of TES Work Assignment
Managers (i.e., Primary contact) duties.
(3) Attachment C is a form for designation of Regional
Project Officers. This form is to be used by the
Regional Division Director when appointing a person to
serve as a Regional Project Officer for the TES
contract.
(4) Attachment D is a form for approval/disapproval of
contractor's monthly vouchers for Work Assignment
Managers. A copy of this form is to be filled out by
the respective TES Work Assignment Managers at the end
of each month. Attachment D is used by the TES
Regional Project Officers to assure the accuracy of the
contractor's monthly vouchers prior to their completion
of Attachment E.
(5) Attachment E is a form which is to be used by the TES
contracts Regional Project Officers to notify the
e* , Project Officer that invoices have been reviewed by the
Primary Contacts and to identify any questions or
discrepancies in the invoice. This form is to be
forwarded to the Project Officer at the end of each
month.
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OSWER Directive No. 9871.0
-4-
(6) Attachment F - Schedule for 3-day Contract
Administration Course Training.
(7) Attachment G - Experience Profile. This profile
is to be completed by all TES Work Assignment
Managers and forwarded to the appropriate TES
Project Officer through the TES Regional Project
Officer.
Thank you for your cooperation in this matter. Should you
have any questions, please contact Michael Kosakowski at (FTS)
382-5611.
Attachments
cc:
Directors, Waste Management Division, Regions I,IV,V,VII,VIII
Directors, Hazardous Waste Management Division, Regions III,VI
Director, Toxics and Waste Management Division, Region IX
Director, Air & Waste Management Division, Region II
Director, Emergency & Remedial Response Division, Region II
Director, Hazardous Waste Division, Region X
CERCLA Enforcement Branch Chiefs, Regions I-X
RCRA Enforcement Branch Chiefs, Regions I-X
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OSWER Directive No. 9871.0
ATTACHMENT A
DUTIES AND RESPONSIBILITIES OF REGIONAL PROJECT OFFICERS
Pre-Work Assignment Approval Average Time Required
Ensures Work Assignments (WA)
are within the scope of the
contract and Regional budget
allocation
Ensures the WA Statements of .
work are sufficiently detailed
and are within the scope of work
of the contract
Ensures that WA form is properly
completed and signed. This includes
assuring that the WA level of effort
(LOE) and cost, period of performance
(POP), and appropriation are proper.
In addition, CERCLA contracts must include
appropriate site ID'S and SCAP activity
links.
Ensures that WA is a priority proj ect
and should be funded with Regional
allocations
Reviews conflict of interest disclosure
submitted by the contractor and coordinates
regional review with management
and attorneys and other programs
10 minutes/WA
30 minutes/WA
30 mimites/WA
20 minutes/WA
20 minutes/WA
Post Work Assignment Approval
* Ensures that work plans are
received and approved/dis-
approved on time (prior to
45 day-period)
* Ensures that amendments to
change cost, hours, period of
performance or to add work are
justified, done properly and on
time (not after the fact)
Average Time Required
60 minutes/WA
60 minutes/WA
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OSWER Directive No. 9871.0
Attachment A, page 2
* Reports any cost, performance, 10 minutes/WA
schedule, subcontractor, or conflict
of interest problems that cannot be
resolved quickly on a Regional level
to the Project Officer/Contracting Officer
* Ensures that all deliverables are 60 minutes/WA
received and approved/ disapproved
in a timely manner. Ensures that
format and level of effort of .
deliverables is consistent with
Regional needs
.* Reviews all progress reports to ensure 60 minutes/WA
proper cost control within each WA and
within Regional allocation
* Coordinates Regional Award fee process 120 minutes/WA
-Reviews Contractor and Work Assignment
Manager evaluations for each WA and makes
a determination of rating
-Meets with the Regional Contract
Manager to discuss Regional work
assignments and contract management
issues
-Evaluates contractor performance
and provides these award fee
evaluations in summary form to
Project Officer, commensurate with
contractor performance
* Ensures that costs incurred/reported 60 minutes/WA
in monthly financial reports are
accurate
* Serves as Regional representative to 60 minutes/WA
Project Officer/Contracting Officer
on all WA issues
* Assists in closeout process 90 minutes/WA
SUBTOTAL PER WORK ASSIGNMENT 11.5 hours/WA
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OSWER Directive No. 9871.0
ATTACHMENT A, page 3
OTHER DUTIES AND RESPONSIBILITIES OF TES Regional PROJECT
OFFICERS
Other Contract Management Duties
* Provides other information required 100 hours/year
by Project Officer/Contracting Officer.
Attends biannual meetings and participates
in conference calls
* Meets with Contractor's Regional 100 hours/year
Manager on a regular basis to assure-
pro jects are progressing, resolves outstanding
issues, addresses health and
safety concerns, and discusses quality
assurance reviews
* Provides training .and guidance to 75 hours/year
Work Assignment Managers, ensures that Work
Assignment Managers have attended
the three-day contracts administration
training course, and that Work Assignment
Managers assignments do not exceed the
limitations set in The Contract Administration
Manual. Assures that Work Assignment Manager's
profiles are submitted to the Project Officer
(Attachment H)
* Coordinates review of future work 50 hours/year
requests submitted by the contractor.
Reviews include technical staff,
management, Regional Counsel and
other programs
* Maintains appropriate regional contract 100 hours/year
filing system for WA forms, work plans,
products, award fee forms, conflict of
interest and future work requests,
discussions and recommendations
* Manages an 8(a) contractor after award, 200 hours/year
by initiating work assignments, approving
work plans and amendments, and closing out
work assignments. Pays monthly vouchers,
based on satisfactory performance as reviewed
in monthly progress reports. Meets on a regular
basis with contractor to discuss issues.
SUBTOTAL OF MANAGEMENT 625 hours/year
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OSWER Directive No. 9871.0
Attachment A, page 4
Although it is difficult to accurately predict the number of.
work assignments that will be issued under the contracts, it is
estimated that there will be 1,800 work assignments per year.
Given this assumption, and assuming that 1,560 hours represent
one person year ( 52 weeks X 40 hours/week X .75 budget
assumption for work hour available per person), it can be
concluded that fulfillment of the duties and responsibilities of
a Regional Project Officer will require approximately one person
year in most Regions. The table below summarizes the projected
number of work assignments in each Region.
ASSUMED NUMBER OF WORK ASSIGNMENTS
REGION CERCIA RCRA
I 120 30
II 120 30
III 150 100
IV 250 30
V 220 120
VI 80 40
VII 200 20
VIII 50 . 40
IX 100 20
X 50 30
TOTALS 1,340 460
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OSWER Directive No. 9871.0
ATTACHMENT B
DUTIES AND RESPONSIBILITIES OF TES WORK ASSIGNMENT MANAGERS
Pre-Award Responsibilities
* Defines/prepares Statement of Work for Work Assignment (WA)
* Ensures that scope of WA is within contract's scope of work
* . Develops Government's estimate of level of effort and cost
* Identifies applicable appropriation (RCRA or CERCLA)
* Develops and identifies WA: ' . .
-Period of Performance
-Project schedule/milestones
-Travel requirements
-Government property or equipment needs
* Discusses WA with Section Chief for priority determination
Post Award Responsibilities
* Recommends approval/disapproval of work plans, both technical
and cost aspects
* Assures that contractor has appropriate guidance to complete
the assignment consistent with current policy and format.
* Monitors and oversees performance of WA
* Provides necessary technical direction (within limits)
* Reviews and recommends approval or disapproval of vouchers
* Reviews all progress reports to ensure cost control and
technical quality; helps identify problems in advance
* Reports any cost, performance, schedule, subcontractor or
conflict of interest problems to Regional Project Officer.
* Reviews and approves/disapproves all WA deliverables. Review
shall include at a minimum: completeness, consistency with
policy and guidance, technical adequacy, and format
* Provides award fee evaluations to Regional Project Officer
every four months summarizing contractors performance
* Provides any other information required by Regional Project
Officer/Project Officer/Contracting Officer
* Assists in closeout process
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