Unittd State*
Environmental Protection
Agency
Off «• of
Solid W»«t* and
Em*rg*ncv Response
oEPA
DIRECTIVE NUMBER: 9871. o-la
.TITLE: Roles a,nd Responsibilities of Regional
Project Officers and Headquarters Zone '
Project Officers in the Management of The
nf0rCement SuPP°rt Contract (TES5
•.March 03, 1989
EFFECTIVE DATE:' March 03, 1989
ORIGINATING OFFICE: OWPE
Q FINAL
D DRAFT
LEVEL OF DRAFT
GQ*A — Signed by AA or QAA
OB — Signed by Office Director
-ED C — Review & Comment
Responsibilities
of Regional Project Officers and Headquarters
Zone Project Officea- LFor Managment of TES
(TES5*) Contracts
OSWER OSWER OSWER
VE DIRECTIVE DIRECTIVE Dl
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*2
OSWER Directive Initiation Request
9871.0-la
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03-510
Offle*
OWPE
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*""• Roles, and- Responsiblitias or Reglonal Project officers and
Headquarters Zone Project Officers in the Managementof tne T«
Enforcement Support Contracts- (TES 5+)
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VE DIRECTIVE -DIRECTIVE DIRECTIVE
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. O.C. 20460
MAR 3
Of t'CE Of
socio WASTE »NO
OSWER Directive No.987l.o-la
MEMORANDUM
SUBJECT: Roles and Responsibilities of Regional Project Officers
and Headquarters Zone Project Officers in the
Management of the Technical Enforcement Support
Contracts (TES 5+)
FROM: ./. J. Winston Porter ^^
CfpAssistant Administral
TO: Regional Administrators/"Tfagioris-'l - X
This Directive defines the roles and responsibilities of
Regional (RPO) and Headquarters Zone Project Officers (ZPO)
managing and administering the Technical Enforcement Support
(TES) Contracts, six of which were awarded on December 2, 1988
and two of which will be awarded in the second quarter^ FY-89.
These contracts are referred to collectively as TES 5*. My
Directive of February 17, 1988 (OSWER Directive No. 9871.0) which
describes duties and responsibilities of Regional Project
Officers and Work Assignment Managers under TES 3 and 4 remains
in effect with respect to those contracts. Its provisions
relating to Work Assignment Managers, training and certification
apply as well in the context of management of TES 5+ and are
incorporated herein. A copy is attached (Attachment A) for your
easy reference. Please refer to that Directive for detailed
guidance in these areas.
This Directive, however, reflects the responsibilities for
regional aanageaent of TES 5+ consistent_with OSWER policy of
increased delegation ofprogram-management and support functions
to Regional Offices. -
The Technical Enforcement Support Contract program and
related efforts have increased dramatically in size and scope
since the inception of the RCRA and CERCLA enforcement programs.
Currently, TES 3 and 4 are-our active contract support vehicles.
These contracts have a potential total value of $110 million,
most of which has been utilized in support of the RCRA and CERCLA
enforcement programs during their 3 year terms. TES 3 and 4 will
terminate in June and September, 1989, respectively.
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The TES 5+ contracts are Zone Contracts, with regions
distributed in Zones as follows:
ZSDSl Regions Contract Designation
l 1 and 2 TES 5 and 6
2 3 and 4 TES 7 and 8
3 5, 6, and 7 TES 9 and 10
4 8, 9, and 10 TES 11 and 12
On December 2, 1988, the Procurement and Contracts Management
Division (PCMD) awarded six of the eight TES 5+ contracts in Zones
1, 2, and 4. Detailed information concerning these awards was
provided to your Offices in a memorandum dated December 12, 1988
entitled: "Initiation of TES 5+ Contracts". The Zone 3 contracts
are scheduled for award in the second Quarter FY-89. The eight
TES 5+ contracts will have a total base and option capacity of
19.84 million level of effort hours valued at $1.09 billion for a
5 year period of performance. \
Because of the size of the TES 5+ program and increased
regional management responsibilities, management of contract
operations will require a minimum of a full time position, and,
the larger regions, two positions for CERCLA. For the RCRA
Enforcement Program, the budget does not reflect a separate line
item for contract management. However, it is factored into the
pricing factors as overhead for FY-89 and subsequent fiscal
These resources have been accounted for in the FY-89 budget and
are planned for FY-90. The Contracts Management Section in the
CERCLA Enforcement Division will provide a Headquarters Zone
Project Officer (ZPO) to assist in contract operations and provide
Quality Assurance and oversight of Zone contract management.
Each Region should also budget sufficient intramural financial
resources to respond to the increased responsibilities for
management of TES 5-*- including travel funds to facilitate
management consistent with the operation of the Zone Contract
Management Committee concept described in this Directive. Travel
funds should also b« allocated for RPO participation in the Semi-
Annual TES National Contracts Meetings as well as other training
and national coordination meetings set up from time to time by
PCMD and OWFtf to enhance management and administration of the TES
5+ contract*. _ _„_ _,_.-.-
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The following describes general procedures which will apply
to TES 5+ contract management in key administrative areas.
Funding
•
Each Region will receive an advice of allowance
quarterly to fund TES 5+ activities consistent with case budget
distributions and procedures employed by the Office of the
Comptroller and OSWER's Resource Management Staff. This funding
will be tracked and accounted for on the Technical Enforcement
Support Work Assignment Tracking Systea (TESWATS) and CERCLIS
information management systems. Accountability of this funding
with regard to obligations, TES 5* capacity acquisition and
utilization, and disbursement is of the utmost importance. Close
coordination between the RPO and ZPO, who will be monitoring the
obligation, capacity utilization and disbursements for all
Regions in the Zone will be necessary. In this regard, the RPO
will also have a greater coordinating role with Regional
financial management, Superfund enforcement case budget and
information management staffs.
Work Assignments
As is the case with TES 3 and 4, the RPO will process
TES 5+ work assignments by directly submitting them to^the
contracting officer in PCMD. The RPO should possess arclear
understanding of contractual procedures and full knowledge of the
RJP, statement of work, and contract terms for the TES 5+
contracts to effectively and accurately manage the work
assignment review and approval process. Each work assignment
must be quality checked by the RPO to ensure conformance with
Agency contract management procedures and TES 5+ requirements.
This will involve close coordination with the Regional Work
Assignment Managers as well as the ZPO and the PCMD contracting
officer.
* Invoices
... The RPOs will be responsible for processing their TES
5* contracts' invoices for all work assignments for their program
area. The invoices are normally received on a monthly basis and
involve two invoices, one each for the two prime contractors in
each zone. The RPO will refer processed invoices to the Office
of Administrative and Resources Management in Research Triangle
Park, N.C. in accordance with Agency procedures. The ZPO will
establish internal procedures for the TES contracts and monitor
this process as veil as act as liaison among RTP, PCMD, and the
contractor.
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* Contractor Performance Evaluation
TES 5+ contracts are award fee contracts and it is
essential that this important performance monitoring and
evaluation process be used effectively to ensure optimum
contractor performance.
The RPO will have the responsibility for managing the
Performance Evaluation Board (PEB) process. The Zone Contract
Management Committee described below will establish operating
procedures for the PEB. The ZPO will provide assistance and
support/ as necessary, to ensure that the PEB process occurs on
schedule and consistent with PCMO and TES 5+ contract
requirements . ".....-._.'...
nal Training
With increased responsibility for contract management in
the Regions, the RPOs must also focus on training work assignment
managers (WANs) and keeping the WAM's and RPO1 s management current
on all contractual and program directives, policy, and procedures
for the TES 5+ program. The ZPO role is to inform and assist the
RPO in this responsibility.
Information Management
The TESWATS and CERCLXS information management
will be the primary vehicles for program monitoring of^work
assignments, case budgets, and funding utilization. . With the
installation of TESWATS scheduled for completion in early 1989, it
is imperative that both RCRA and CERCLA RPOs have a dedicated
computer to input and manage the flow of TES 5+ contract
information to be exchanged among the Regions, PCMD, OWPE and the
contractors. Most of the software has been developed for the
initial implementation. of TESWATS. The Contracts Management
Section of OWPE conducted TESWATS training for RPOs in all the
Regions during the first Quarter FY-89 so that RPOs should be
fully literate with TESWATS as the TES 5* contractors initiate
program support activities. OWPE will establish periodic
management reporting procedures for tracking critical TES 5+
information in TESWATS and CERCLIS. Details will be provided to
your staff • later. —
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• Zona Management
In order to effectively manage the many aspects of TES
5+ contract administration, the ZPO and each program RPO in the
Regions comprising a zone should constitute a Zone Contract
Management Committee(ZCMC). The ZPO will act as chair of the
committee which will aanage many of the inter-regional aspects of
TES 5+ administration including capacity distribution and
performance evaluation. The ZCMC will establish operational
procedures consistent with PCMD and OWPE policies and guidelines
and the requirements of.the TES 5+ contract. The ZCMC process
will involve start-up and continuing meetings involving key
aspects of TES 5+ management in order to ensure consistency
within the Zone. The ZPOs will, be responsible for ensuring
national consistency across Zones of the TES 5+ management
procedures.
Attachment B to this Directive lists specific roles and
responsibilities of the RPOs for management of TES 5+. These^
roles and responsibilities should be incorporated in the
performance standards of RPOs. This will assist in facilitating
high quality management of TES 5+. Also attached (Attachment C)
are roles and responsibilities of the ZPO for your information.
These have been incorporated in the performance standards of the
ZPOs.
We would like to assure you that the OWPE Contracts
Management Section and other OSWER staff, as appropriate, will be
available to assist the Regions with training, orientation, and
guidance requirements in order to effectively implement this
delegation of contracts management of TES 5+.
Thank you for your cooperation in this natter. If you have
any questions about these procedures, please contact Frank Biros,
Acting Chief, Technical Support Branch at (FTS) 475-7281.
cc: Directors, Waste Management Division,
Region* I, IV, V, VII, VIII
Directors, Hazardous waste Management Division,
_Regions Iir, VI
Director, Air and Waste Management Division, Region II
Director, Emergency and Remedial Response Division,
Region XI-
Director, Toxics and Waste Management Division, Region IX
Director, Hazardous Waste Division, Region X
CERCLA Enforcement Branch Chiefs, Regions I - X
RCRA Enforceaent Branch Chiefs, Regions I - X
RPOs (RCRA/CERCLA), Regions I - X
David O'Connor, Director, Procurement and Contracts
Management Division
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A
=Sf I UNITED STATES ENVIRONMENTAL MOTECTION AGENCY
y WASHINGTON, O.C. 204(0
OSWER Oiractiva NO. 9871.0
f arm
(55
7 --
I r.
arncto*
MEMORANDUM
SUBJECT: Rolas and Raaponaibilitiaa of Regional Pro j act Officers
and WorJc Aaaignaant Managars CJndar tha Taehnical
Enforcaaant Supocrt (TES) Contracts
FROM: J. wfnaton Portar
Asalatant Adalnistrator -v
TO: Rational Administrators, Raglona X - X
Thia Diractiva daacribaa tha dutiaa and raaponaibilitiaa
asaoeiatad vita tha positions of Rational Pro j act Officar and
WorJc Aaaignaant Managar. Thaaa positions ara aatai»liahad to
aaaiat tha Offica of Wasts Programs Enforcaaant (OWFE) to
adainiatar two contracts, for conducting tachnical an^orcaaant
support actlvitiss. Thaaa two contracts ara valuad at $110
million and ars rafarrad to as TE3 III and TZS IV. Bacauaa of
tha substantial dollar valus of tha TBS contracts and bacausa of
thair award fas natura, an ineraasad affort is nasdsd to aonitor
thaa. Cloaa Ragional ovarsight of contract operations is naadad
to ansura thair affactiva and afficiant iaplaaantation.
EPA's Procursasne and contracts Kanagaaant Division (PCMD)
has davalopad a list of dutiaa-and raaponsibilitias associatad
with tha positional of Rational Pro j set Officsr and work
Assignasat JCanagsr (i.a., Priaary contact). A copy of this list
is prassatsd as Attachaanta A and B, raapactivaly. Also ineludad
on AttftdtMBt A is sn aatiaata of tha axpactad aaount of tias
that will to jraquirsd of Ragional Pro j act Officars to carry out
aach of tlMir dutlas and raaponsibilitias.
V
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OSWER Directive No. 9871.0
-2-
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 region* 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 T)
* Attend the seal-annual netionel contracts meetings
* Assist in conducting Regional TES contracts management
revievs and training
*
• t
Work Assignment Kanagers (Primary contacts}) are required to:
* Complete the three-day contract administration course
* Attend Regional TES contracts training
* Participate in Regional TES contracts management rsviews
and training.
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OSWER Directive No. 9871.o
-3-
The priaary duties of the Regional Project Officer involve:
Approving work assignment* 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 oust 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 TZS contracts.
Attachments to the memorandum arm Identified belov:
(1) Attachment A - Description of ITS Regional Project
Officer duties.
(2) Attachment a - Description of TZS Work Assignment
Managers (i.e., Primary contact) duties.
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OSWZR 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, plesse contact Michael Kosakovski at (ITS)
382-5611.
Attachments
cc:
Directors, waste Management Division, Regions X,XV,v,VIX,vxxr
Directors, Hazardous Waste Management Division, Regions XXX,VI
Director, Toxics and waste Management Division, Region XX
Director, Air ft Waste Management Division, Region XX
Director, Emergency ft Remedial Response Division, Region XX
Director, Hazardous waste Division, Region X
CERCLA Enforcement Branch Chiefs, Regions I-X
RCRA Enforcement Branch Chiefs, Region* I-X
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OSWER Directive Mo. 9871.0
ATTACHMENT A
DUTIES AND RESPONSIBILITIES OP REGIONAL PROJECT OFFICERS
Pra-WorK Assignment Approva\ Average Tina Required
* Ensures WorJc Assignments (WA) ' 10 ainutes/WA
are within the scop* of the
contract and Regional budget
allocation
Ensures the WA Statement* of
vorJe are sufficiently d«tall«d
and are within the scope of work
of the contract
Ensures that WA font i« properly
completed and signed. This include*
a««uring that the WA level of effort
(1O1) and coet, period of performance
(POP), and appropriation are proper.
In addition, CCStCLA contracts auat include
appropriate site 10'• and SCAP activity
llnJoi.
Eneuree that WA le a priority project
and ahould be funded with Regional
allocation*
Reviews conflict of interest disclosure
submitted by the contractor and coordinates
regional review with management
and attorneys and other programs
30 mlnutes/WA
30 mlnutes/WA
20 mlnutes/WA
20 minutes/WA
Post Work Assiynaent Approval
* Ensure*] that work plan* are,
received aad approved/dis-
approrsd en time (prior to
45
.
that amendments to
hotir*, period of
Average Tiae R«eruir«d
60 minutes/WA
60 minutes/WA
performance or to add work arm
justified, done properly and on
time (not after the fact) \,
• •
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OSWZR Directive No. 9871.0
Attachment A, page 2
* Report* any cost, performance, 10 minutes/WA
schedule, subcontractor, or conflict
of interest probleas that cannot be
resolved quickly on a Regional level
to the Project officer/Contracting Officer
* Ensures that all deliverable* are 60 ainutes/WA
received and approved/ disapproved
in a tiaely manner. Ensures that
format and level of effort of
deliverable* is consistent with
Regional needs
* Reviews all progress reports to ensure 60 ainutes/WA
proper cost control within each WA and
within Regional allocation
* Coordinates Regional Award fee process 120 ainutes^HA
-Reviews Contractor and Work Assignment
Manager evaluations for each WA and aaJces
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 ainutes/WA
in monthly financial reports) are
Serve* ASJ Regional representative to 60 ainutes/WA
Project Officer/Contracting -Officer
on ill Kft issues
Assists in closeout process 90 minutes/WA
v;
SUBTOTAL PER HORK ASSICNHEHT U.S hours/WA
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OSWER Directive Mo
ATTACHMENT A, page 3 "
. 98 TV.
OTHER DCTIZS AND RESPONSIBILITIES Of TES Regional PROJECT
OFFICERS
Othur Contract Manaaamant
Provides other information required 100 hours/year
by Project Officer/ Contracting Officer.
Attends biannual meetings and participates
In conference call*
Meets with contractor's Regional 100 hours/y«ar
Manager on a regular besis to assure
project* are progressing, receives 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 fl)
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 MA forms, work plans),
product*, award fee forms, conflict of
Intersjsjt and future work requests,
dlseoMloa* and recommendations
Mansge* an ffa) 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 discus* issues.
SUBTOTAL OF KAKACOCDIT 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
worJc assignments that will be issued under the contracts/ it is
estiaated 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 vorJc hour available par person), it can be
concluded that fulfillment of the duties and responsibilities of
a Regional Project Officer will require approximately one person
year in aoet Region*. The table below summarizes the projected
number of work assignments in each Region.
ASSUMED NUMBER OF WORK ASSIGNMENTS
MCTQM CTECIA RCRA
I 120 . 30
II 120 y 30
III ISO 100
IV 250 30
V 220 120
VT 80 40
VII 200 20
VIII SO 40
IX 100 20
X 'SO ^ 30
TOTALS 1,340 460
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OSWER Directive Mo. 9871.0
ATTACHMENT B
DOTIZS AND RESPONSIBILITIES OF TES WORK ASSIGNMENT MANAGERS
Pra-Avard
* Defines/prepares Statement of Work for Work Assignaent (WA)
* Ensures that scop* of WA is within contract's scope of work
* Develops Govemaent's estimate of level of effort and cost
* Identifies applicable appropriation (RCRA or CERCLA)
* Develops and identifies
•Period of Performance
•Project schedule/ailestones
•Travel requireaents
-Governaent property or equipaent needs
* Discusses WA with Section Chief for priority determination
Post Award Responsibilities
* Recoaaends approval/disapproval of work plans, both tachnicaj^
and cost aspects **?/
* Assures that contractor has appropriate guidance to compl«ti»*fey'
the assignment consistent with current policy an£ 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 problem* to Regional Project Officer.
* Revieaej and approves/disapproves all WA deliverabies. Review
shall include at a minimumi completeness, consistency with
policy and guidance, technical adequacy, and format
•Provides award fee evaluations to Regional Project Officer
every four month* summarising contractor* performance
* Provide* any other information required by Regional Project
Officer/Project Officer/Contracting Officer
• Assists in closeout process
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ATTACHMENT B
ROLES AND RESPONSIBILITIES
FOR
TES 5+ REGIONAL PROJECT OFFICERS
*
In general terms a Regional Project Officer (RPO) provides
prograaunatic oversight and technical direction for contractor
performance from a Regional perspective.
More specifically the roles and responsibilities are as
follows:
1. The RPO prepares and submits to the Contract Officer
(CO), procurement requests to obligate funds from the
Region's advice of allowance to the appropriate
contract vehicle. A copy is sent to the Headquarters
Zone Project Officer (ZPO). This process is administered
in a timely manner in order to ensure capacity needs
are met and that contractors are working within an
approved period of performance. \
2. The RPO monitors the cost, management and overall
technical performance of the Region's TES 5+ Contracts.
He/She is responsible for Quality Assurance in the
administration of TES 5+ for the Region.
3. The RPO ensures that the distribution of work to the
TES 5+ prime contractors is in compliance with thg*
requirements written in the TES 5+ Contract. He/she
coordinates this effort with the ZPO and the RPOs in
the other Regions within that Zone.
4. The RPO evaluates/ processes and approves Regional WAs.
He/she processes, approves and justifies all
amendments. He/She verifies scope of work (SOW)
accuracy (as it would need to conform to the overall
TES 5+ SOW), level of effort (LOE) and dollar
estimations. The RPO coordinates with ZPO, and the CO
in this task area. The RPO makes certain all work
plans are received and approved and that the
contractors are working with approvals from the
Contract Officers (COs) within the approved period of
performance (POP). The RPO coordinates with the work
assignment managers (WAMs) _to insure all deliverables
are received and approved within the POP.
5. The RPO informs the CO and ZPO of any contractor
failure to meet any terms and conditions of the
contract for the Region, including failure to stop work
if work plan approval has not been received.
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6. The RPO assists the CO and ZPO in all claims and appeal
actions and supports all default and termination
action* taken by the CO, as appropriate.
7. The RPO processes and approves invoices for Regional
billings. He/she coordinates with the ZPO regarding
allowability and or suspension of cost. . The RPO
complies with all guidelines established by PCMD,
Financial Management Division (FMO), and the ZPO on
procedures including process turn-around times for
invoices.
8. The RPO issues administrative direction to the
contractor from a Regional perspective where permitted
by the contract. He/she coordinates with the ZPO on
management issues of potential national significance
that may affect the management of contracts in other
zones. The RPO assists the WAMs in complying with the
Federal Acquisition Regulations (FAR) in the technical
direction given to contractors.
9. The RPO provide reports of financial obligations,
tasking and disbursements for RPOs program area of
responsibility in his/her Region. These reports may be
requested by the ZPO and Procurement and Contracts
Management Division. This effort is coordinated with
the Prime Contractors. He/she ensures that the
Regional contract utilization is at all times within
allocated capacity, i.e. capacity secured with &
obligated funding.
10. The RPO coordinates and resolves Conflict of Interest
(COI) issues in the Region. He/she alerts the WAM,
Regional Counsel, and ZPO of any potential COI when
informed by the Contractor or other source. The RPO
organize* the decision making process with the Regional
program management and Regional counsel. The Region's
written decision is provided to the appropriate CO and
a copy to ZPO.
11. The RPO assists in the preparation of appropriate
docuaents .for litigation support including invoices
"cost recovery information and other material, making
sure the release of information is consistent with
applicable statutory and Agency regulations relating to
confidsntial business and privileged information.
He/she counsels the WAM in this regard, as necessary.
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12. The RPO manages th« award fee evaluation process from
the Regional perspective consistent with PCMO
guidelines. He/She works closely with the WAM and the
contractor to insure a timely and comprehensive Award
Fee Evaluation report and assures that the reports
adequately support and reflect the qualitative scores
and award fees. The RPO arranges and coordinates the
logistics of the PEB meetings with the ZPO, CO, and all
Board members within the Zone.
13. The RPO is responsible for data input and maintenance
of the required TES 5+ information in the TESWATS
system. He/She ensures that budget, accounting data,
WA numbers, task area and all pertinent information is
entered and updated as necessary.
14. The RPO administers the official closeout process for
the TES 5* contracts for all Regional WAs and prepares
final reports and supporting documents in accordance
with PCMO policy and directives. He/She coordinates
with the appropriate Regional staff in this effort.
15. The RPO assists the ZPO and CO in the official close-
out of the Zone Contracts. In doing so, he/she
prepares and provides the PCMO CO with all evaluations
and close out reporting documents that are required.
The RPO prepares the TES 5+ files for retention (the
copying method to be determined according to the $VrPE
approved system of records management at the time of
closeout), and storage.
16. The RPO is responsible for maintaining a TES 5+ filing
system, to include but not be limited to, TESWATS
reports, PEB reports, WA actions, deliverables, and all
management and reporting documents required in order to
administer the TES 5+ Contracts.
17. The RPO assists the ZPO in the planning and logistics
of the Regional Management Reviews of TES 5+
operations/ which are held bi-annually and conducted by
the Contracts Management Section in OWPE. This
includes, scheduling WAMs and management interviews,
procuring times and meeting rooms and organizing and
attending entrance and exit interviews.
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18. The RPO attends TES Meetings that provide training,
policy and management direction for the TES Contracts
including Zone management. This includes the Semi-
Annual National TES meetings. The RPO assists the ZPO
meeting planner in suggesting meeting facilities and
assists in the identification of speakers, agenda
topics, organizing work groups, etc. He/She prepares,
and presents materials for assigned agenda topics as
appropriate.
19. The RPO must have completed all requirements for PO
status, including 3 1/2 days PO Certification Course
and the 3 day Contract Adainistration Course. He/she
completes other training as identified by OSWER and
PCMD as a contract management requirement.
20. The RPO assists in the maintenance and updating of the
TES Contract Training Manual. He/she develops a
training schedule for WAM training and coordinates this
effort with the ZPO. The ZPO will assist in the
training and the coordination with PCMD, OWPE and any
other program's participation necessary .in this
training effort.
21. The RPO maintains continuing communication and
coordination with the Contractor's Regional Manager.
He/she serves as liaison aaong the contractor, WAM, ZPO
and CO. The RPO assists in the planning of start-up
meetings for TES 5+ contractors and subsequent
management meetings as appropriate. He/She coordinates
this effort with other TES 5+ RPOs within the Zone.
The RPO conducts contractor reviews on-site and in some
instances at the Prime Contractor's corporate office.
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ATTACHMENT C
ROLES AND RESPONSIBILITIES
FOR
TES 5+ HEADQUARTERS ZONE PROJECT OFFICERS (ZPO)
In general terms the TES 5* ZPO provides programmatic
oversight and technical assistance to the Regional Project
Officer (RPO) for contract management from the overall Zone and
national TES 5* perspective.
More specifically, the roles and responsibilities are as
follows:
1. The ZPO ensures the timely submittal of all Procurement
Requests (PR) from the RPO that will obligate funds
from the Region's advice of allowance to the TES 5+
Contracts. The ZPO assists PCMD in tracking, approving .
and ensuring the availability of capacity in the TES 5+ v-
contracts for the Regional allocations.
2. The ZPO monitors the cost, management and technical
performance of the TES Contracts from a national
perspective. He/She is responsible for Quality
Assurance activities in the administration of TES 5+.
The ZPO may be required to conduct audits in the
Regions of contract management procedures. ^
3. The ZPO ensures that the distribution of work between
the two Prime Contractors in a Zone is in compliance
with the requirements in the TES 5+ RFP, scope of work
(SOW) and Contract. The ZPO coordinates this effort
with the RPOs in all Regions for that Zone and with
PCMD.
4. The ZPO oversees and provides technical assistance on
the evaluation, processing, approval, and justification
of the Zone WAs and provides guidance and assistance in
the verification of SOW provisions for conformance with
the overall TES 5+ SOW and LOE/$ estimations. The ZPO
acts) a* liaison among PCMD, the Regions and the
contractor* in this task.
5. The ZPO coordinates and informs the CO and RPO of any
contractor's failure to meat any term* and conditions
of the TES 5+ contract.
6. The ZPO assists CO* and RPO* in all claims and appeal
actions as vail as all default and termination actions
taken by the CO, where necessary.
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7. The ZPO as*i*t* the RPO* in processing and approving
invoice* for Zone Contract billing*. He/She
coordinate* with RPO*, FMD, and PCMD to «n*ur* all EPA
procedures are being followed including tiaely review
requirements of the Agency as provided by the Prompt
Payment Act. The ZPO establishes a training program
for the RPOs in invoice processing, as necessary.
8. The ZPO coordinates with all RPOs and COs on issues
involving technical direction of the TES 5+
contractors. He/She assists the RPOs in instructing
their WANs in compliance with the Federal Acquisition
Regulation (FAR) regarding technical direction given to
contractors.
9. He/She develops reports of financial obligations,
tasking and disbursements for national contract budget
management of the TES 5+ Contracts. He/She coordinates
this effort with Prime Contractors. The ZPO insures
that all Regions are within their capacity allocations
for the Zone Contracts.
10. The ZPO assists the RPOs in dealing with Conflict of
Interest (COX) issues. He/She alerts the RPO of any
prior knowledge of a COX. The ZPO coordinates among
the contractor, RPO, Regional Counsel and when
necessary HQ program management and OGC to ensure-Khat
a timely determination is made. He/She ensures that a
written determination is provided to the appropriate
CO.
11. The ZPO provides appropriate policy guidance and
assistance to the WAM, RPOs and HQ personnel regarding
assembly of contract and cost documentation for
litigation support including invoices and other
contract documentation related to the TES 5+ contracts.
He/She makes cure all information releases are in
compliance with appropriate statutes and EPA
regulations and counsels the RPO and WAN in their role
in this area. -
12. The ZPO assists in organizing and preparing the overall
award fas evaluation process for the Zone Contracts.
He/She ensures a timely and comprehensive Award Pae
Evaluation Rsport in every case and that the narratives
and scoras are supported by adequate documentation.
The ZPO coordinates the logistics of the PEB process
with RPOs, PCMD and the Board member* for sach Zone.
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13. The ZPO maintains the TESWATS database for overall Zone
contract management use, assessing accuracy of
information. He/she ensures system is current and that
all Regions have adequate training assistance. The ZPO
works closely with contractor, RPO, PCMD, and other
ZPOs to assess ongoing information management needs so
that TESWATS is enhanced to meet management
requirements.
14. The ZPO assists the RPOs in administering the official
closeout process for Regional WAS in TZS 5+. He/she
ensures that final reports and deliverable* and all
supporting documents are in accordance with PCMD
closeout policy and directives.
15. The ZPO conducts the national closeout process for the
TES 5+ Contracts. He/she prepares policy and
directives to the RPOs to assure that proper process is
followed. The ZPO prepares policy and directives for \
the contractor on the closeout process and for storage
and retention of documents; this guidance on current
EPA policy concerning records management systems to be
utilized at the time of closeout. The ZPO assists the
RPOs in doing an assessment of equipment needs for
storing and retrieving contract records in their
Regions. He/She coordinates this effort with PCMD,
OIRM, and other programs as appropriate. ^
16. The ZPO assists the RPOs in establishing and
maintaining a file system to include, but not limited
to, TESWATS reports, PEB reports, WA actions,
deliverables, and other reporting required in order to
effectively track and administer the TES Contracts.
17. The ZPO prepares, arranges and conducts the Contract
Management Reviews in the Regions within his/her zone.
18. The ZPO plans) and coordinates meetings that provide
guidance) and policy direction in the TZS 5+ contracts
including Zone Management committee meetings and the
Seal-Annual National TZS Meetings. The ZPO prepares
the agenda* and coordinate with all attendees and
presenters. He/she issues meeting notices and agendas
to Regional management in a timely manner so that RPOs
have sufficient notice.
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19. The ZPO completes all requirements for PO status,
including the 3 1/2 day PO Certification Course and the
3 day Contract Administration Course and completes
other training as identified by PCMD as a -squirement.
20. The ZPO develops training programs for RPOs and WAMs in
the technical adainistration and management of the TES
5+ contracts. He/she conducts training activities for
regional RPOs on a periodic basis and maintains and
updates the Training Manual. The ZPO assists the RPOs
in training the WAMs including arranging travel and
logistics of the training with the RPOs, PCMD and
Regional staffs within the Zone.
21. The ZPO ensures communication and coordination among
the RPOs, PCMD, OWPE, and other EPA offices including
RCRA Enforcement Division to resolve policy issues and
operation*! problems that may arise among WAMs,
Contractors and the RPOs. He/She plans on-going
meetings among the contractor's regional manager, RPOs,
WAM and COs and arranges start-up and continuing
meetings of the Zone Contract Management Committee.
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