US EPA
RESOURCE
MANAGEMENT
COMMITTEE
UPDATES
(FORMERLY STANDING COMMITTEE
ON CONTRACTS MANAGEMENT)
Supplements to Contracts Management at
EPA: Managing our Mission, EPA/200/R-92-
001
-------
\ UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20468*
OFFICE OF
ADMINISTRATION
MEMORANDUM AND RESOURCES
MANAGEMENT
SUBJECT: Distribution of Resource Management Committee (formerly Standing Committee
, on Contracts Management) Material
..""^v '"
FROM: / ^ , ....^
Resource Management Committee Staff''
TO: All EPA Libraries
In order to keep you updated on our progress in the area of resource management
improvements, I have enclosed the quarterly status reporfof'the Resource Management
Committee (RMC) Recommendations. The report summarizes~the current status 4>£A%fi§ns in
Progress and Completed Actions.
This quarter, we completed Recommendation No. 32. This reconmenHj^on^ddressed
the need for EPA to evaluate its disciplinary systemTtb ensure"f6ugh, ec^ab^$|j0l§t)8sistent
treatment of personnel who violate Agency rules and-requirements. To improve the disciplinary
system, we have: 1) issued EPA Order-3120.2 on Cpncjuct. and Discipline for:Senior.^Executive
Service; 2) completed and distributed a Disciplinary Process Handbook for^A|e^y'e^|fo'yees;
and 3) issued an amendment to EPA Order 3120.1 on Conduct and Discipline, to include'a Table
of Penalties covering resource management violations.
Over the past three years, EPA has worked hard to improve itsTesqyree^management
practices by implementing the 40 recommendations in the SCCM Report. ^We^Have met the
charge of the SCCM to write or redefine policies and procedures and put into place new
processes that improve the way we manage and use our resources.
This memo skives as the final report on the SCCM recoinnjeifslations. We have
implemented 38 of the 40 recommendations, leaving only Recommendations No, 3.7 and 40
These recommendations require long term systems developriffot efipijs which v^^ftfto
complete in 1997. We are: 1) upgrading the Integrated Conlract§M|ffagemenf ^formation;"
System to include electronic commerce and contract award capabmU^ g^2^^(ee^giling our
Personal Property System with our Integrated Financial Managements
I can be reached at (202)260-8433 and would be hap$ ttf.tittviiV^ffiilflttSlKM
Attachment
Recycled/Recyclable .Printed with Vegetable OilBased Inks on 100% Recycled Paper (40% Postconsumer)
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FINAL STATUS REPORT
July 1995
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
(Renamed the Resource Management Committee)
This Report provides-the final update of progress made on
the forty recommendations in EPA's June 1992 report Contracts
Management at EPA: Managing Our Mission; Recommendations of the
Standing Committee on Contracts Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of ..goods and services, accountable contracts management is
essential to the overall sound management" of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections:
o Completed Actions: 38 of the 40 actions have been
completed. The report provides a contact point, if
appropriate, for the final product.
o Actions in Progress: The two actions in progress
require long-term system development efforts which will
continue through FY 1997. The approach to these
actions has been approved and progress will be
monitored by Agency resource officials.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at(202)260-4600.
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RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL THRU JUNE, 1995
ACTIONS COMPLETED
RECOMMENDATION NO.
Recommendations 1-4
5
6, 12
7
8, 9
10
11
13
ACTIONS COMPLETED'-4
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Contact: Thelma Adams, OHROS, 202-260-5000
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Tom O'Connell 202-260-8268 (Guiding Principles).
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs .
Dated: February 18, 1994 Contact: Ed Murphy, EPA/OAM 202-260-6034
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
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RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL THRU JUNE, 1995
ACTIONS COMPLETED
RECOMMENDATION
19
21
HO.
14
15
16
17
18
, 20
, 22
23
24
25
ACTIONS COMPLETED Page 2
Workforce Planning (balance of Intramural to Extramural Resources).
Final NAPA Report, dated November 1994 distributed to Agency Officials.
Contact: Terry Grindstaff, EPA/HQ 202-260-1170
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY 1994
Appointed SES to Lead Training Program
Completed revision to Chapter 7, CMM to clarify roles, responsibilities and
limitations of employees performing contract management activities.
09/27/94 Contact: Marilyn Torpey, 0AM, 202-260-5019
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Completed Compendium of Courses; Issued directive for project officer training;
developed Instituationalization Plan including automation and integration of
training efforts. Contact: William Sanders, OARM/IO, 202-260-3081
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: , William Sanders, OARM/IO, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
Contact: Don Hambric, OAM, 202-260-9404
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RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL THRU JUNE, 1995
ACTIONS COMPLETED
RECOMMENDATION NO. ACTIONS COMPLETED Page 3
26 Issue Monthly Contract Management Policy Bulletins
Contact: Ed Murphy, 0AM, 202-260-6034
27 Identified Procurement Responsibilities in Job Announcements
Contact: Hector Suarez, OHROS, 202-260-3308
28 Emphasized Contract Management in Performance Agreements
Contact: Hector Suarez, OHROS, 202-260-3308
29 Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector Suarez, OHROS, 202-260-3308
30, 31 Completed the Career Ladder Guide for Project Officers and Policy on Crediting
Extramural Mgmt. Experience. 09/30/94 Contact: Sharon Furrow, OHROS, 202-260-3735
32 Developed guidelines and tools to enhance disciplinary system that ensures
equitable,and consistent treatment of personnel who violate Agency rules and
requirements. Contact: Don Sadler, 202-260-3328
33 Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, OAM
Policy Memorandum Dated: 03/03/93 / 202-260-9032
34 Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, OHROS, 202-260-1988
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RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL THRU JUNE, 1995
ACTIONS COMPLETED
RECOMMENDATION NO.
35
36, 38
39
ACTIONS COMPLETED Page 4
Use Other Contract Types : EPA signed pledge to participate in Performance Based
Contracting. Selected pilot in RTP, NC. Contact: Ed Murphy, OAM 202-260-6034
Enactment of Federal Acquisition Streamlining Act on October 14, 1994 requires
contractors to certify (under possible penalties) that overhead does not include
unallowable costs. Contact: Don Hambric, OAM 202-260-9404
Adherence to Prompt Pay Act Contact: Doug Barrett, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
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RESOURCES MANAGEMENT COMMITTEE REPORT
APRIL THRU JUNE 1995
ACTIONS IN PROGRESS
LEAD
OFFICE
OIRM
AO
ACTIONS IN PROGRESS e OBJECTIVES
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
NEXT ACTION DATE
Implement electronic commerce
and contract management
capabilities. Accept delivery
of Contracts Management module
for FY 96 implementation. 12/30/95
Modify system to accommodate
EPA specific needs. Analysis
and design complete. 12/30/95
PROJECTED PRODUCT AND
COMPLETION DATE
Expand ICMS to the Agency's
program offices.
09/30/97
Implement Personal Property
System .
07/30796
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
5 WASHINGTON, D C 20460
May 5, 1995
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly Standing Committee
on Contracts Management) Material
FROM. June Mackey V /f ?
Resource Management Cmnmittee Staff
/
TO All EPA Libraries
In order to keep you updated on EPA's progress in the area of resource management
improvements, I have enclosed the quarterly status report of the Resource Management
Committee (RMC) Recommendations. The report summarizes the current status of Actions in
Progress and Completed Actions
This quarter, we completed Recommendations No. 21 & 22. We developed and
distributed a Compendium of Courses relating to all aspects of resources management. We also
formally established a training requirement that all potential project officers successfully
complete training before they may be formally designated as a project officer. This includes
project officers for contracts, grants, cooperative agreements and Interagency agreements. We
have also made improvements in the area of automation of training courses and reporting.
Please let me know if you have any questions (202)260-8433.
Attachment
Recycled/Recyclable • Pnnled with Vegetable Oil Based Inks on 100% Recycled Paper (40% Postconsumer)
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STATUS REPORT
STANDING COMMITTEE OK CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESQURCE MANAGEMENT COMMITTEE)
This Status Report provides an update of progress made on
the forty recommendations in EPA's June 1992 report Contracts
Management at EPA: Managing Our Mission; Recommendations of the
Standing Committee on Contracts Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded'to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202)260-0198.
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RESOURCES MANAGEMENT COMMITTEE REPORT
JANUARY THRU MARCH 1995
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AMD
COMPLETION DATE
OIRM
37 Develop an Integrated Contract
Management Information System
Implement electronic commerce
and contract award
capabilities in Cincinnati,
Regions 2 thru 10 and NEIC.
Accept delivery of Contracts
Management module for FY 96
implementation.
09/30/95
Implement Phase I of the
Integrated Contracts
Management System 03/30/96
AO
40 Reconcile Personal Property
System with Integrated
Financial Management System
Award contract to enhance the
Federal Financial System Fixed
Assets Subsystem to ,
accommodate EPA specifip 04/15/95
needs. Detailed design
document delivered to EPA. 07/01/95
Implement Personal Property
System 06/30/96
OHR08
32 Evaluate Disciplinary System
Resolve comments duo on Table
of Penalties sent out under
Green Border Revjew.
05/30/95
Complete Disciplinary System
to include table of
penalties for both SES and
non-SES workforce.
07/01/95
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RESOURCE MANAGEMENT COMMITTEE REPORT
JANUARY THRU MARCH, 1995
ACTIONS COMPLETED
RECOMMENDATION NO. ACTIONS COMPLETED
Recommendations 1-4 Reorganized Office of Administration and Resources Management
5 Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
6, 12 Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact; Paul Schaffer, EPA/QAM 202-260-9032
7 Establish Senior Resource Officials - EPA Order Signed 3/22/94
Contact: Thelma Adams, OHROS, 202-260-5000
8, 9 Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Tom O'Connell 202-260-0268 (Guiding Principles).
10 Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
11 Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Ed Murphy, EPA/QAM 202-260-6034
13 Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
14 Workforce Planning (balance of Intramural to Extramural Resources.
Final MAPA Report, dated November 1994 distributed to Agency Officials.
Contact: Terry Grindstaff, EPA/1IQ 202-260-1170
15 Revised FY.93 Budget Request
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RESOURCE MANAGEMENT COMMITTEE REPORT
JANUARY THRU MARCH, 1995
ACTIONS COMPLETED
RECOMMENDATION NO. ACTIONS COMPLETED Page 2
16 Gave Priority to Acquisition Management in FY94
17 Appointed SES to Lead Training Program
18 Completed revision to Chapter 7, CMM to clarify roles, responsibilities and
limitations of employees performing contract management activities.
09/27/94 Contact; Marilyn Torpey, QAM, 202-260-5019
19, 20 Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
21, 22 Completed Compendium of Courses; Issued directive for project officer training;
developed Instituationalization Plan including automation and integration of
training efforts. Contact; 'William Sanders, OARM/IO, 202-260-3081
23 Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact; William Sanders, OARM/IO, 202-260-3081
24 Procurement Guidance Documents Indexed, Contact; Ed Murphy, QAM, 202-260-6034
25 Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
Contact: Don Hambric, QAM, 202-260-9404
26 Issue Monthly Contract Management Policy Bulletins
' Contact: Ed Murphy, QAM, 260-6034 .
27 Identified Procurement Responsibilities in Job Announcements
Contact; Hector Suarez, OHROS, 202-260-3308
20 Emphasized Contract Management in Performance Agreements
Contact: Hector Suarez, OHROS, 202-260-3308
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RESOURCE MANAGEMENT COMMITTEE REPORT
JANUARY THRU MARCH, 1995
ACTIONS COMPLETED
RECOMMENDATION NO.
29
30, 31
33
34
35
36, 38
39
ACTIONS COMPLETED Page 3
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector Suarez, OHROS, 202-260-3308
Completed the Career Ladder Guide for Project Officers and Policy on Crediting
Extramural Mgmt. Experience. 09/30/94 Contact: Sharon Furrow, OHROS, 202-260-3735
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, OAM
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, OHROS, 202-260-1988
Use Other Contract Types: EPA signed pledge to participate in Performance Based
Contracting. Selected pilot in RTF, NC. Contact: Ed Murphy, OAM 202-260-6034
Enactment of Federal Acquisition streamlining Act on October 14, 1994 requires
contractors to certify (under possible penalties) that overhead does not include
unallowable costs. Contact: Don Hambric, OAM 202-260-9404
Adherence to Prompt Pay Act Contact: Doug Barrett, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
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UNITED STATES ENVIRONMENTAL PROTECTION AGEHCY
WASHINGTON, D.C. 20460
JAN 10 1995
OFFICE OF
. .,-f.DQUARTERS LIBRARY ADMINISTRATION
ZJMRONMEKML PROTECTION AGENCY ™° SScur S
IVflSHINGTON, D.C.' 20460 MANAGEMENT
MEMORANDUM JAN 18 1995
SUBJECT: Distribution of Resource Management Committee (formerly
Standing Committee on Contracts Management) Material
FROM: June Macke ^ . s^:..
Resource Management Committee
TO: All EPA Libraries
In order to keep you updated on EPA's progress, in tits area
of resource management improvements, I have enclosed? the
status report of the Resource Management Committee (FtSG)
Recommendations. .This report covers the months 6f November and
December. It summarizes the current status of Actions, in
Progress and Completed Actions. In December we cbiif>lfe^ 'l^s; effort
will support decisions to redirect and: "j
resources to achieve top mission priorifeliis
fiscal constraints.
Recycled/Recyclable
Printed v/lth Soy/Canola Ink on paper that
contains at least 50% reeyciad fiber
-------
-2-
For reporting purposes, milestones and reporting schedules
will be established to keep internal and external parties
informed of the progress on the workforce planning
initiative.
In addition to workforce planning, the Agency has taken the
following actions to implement Recommendation 14:
1) The FY 94 OMB budget submission included a review of the
contract workforce to better balance the mix of intramural
and extramural resources.
2) The FY 95 budget formulation included a thorough base
review and information on extramural resources management.
3) EPA undertook a formal, involved process to identify
vulnerabilities in its contractor functions and reached
decisions to convert 900 contractor workyears to in-house
FTEs.
Beginning in 1995, we plan to change our reporting cycle
from monthly to quarterly because so much progress has been made
on these actions. We have completed 35 of the 40 original
Standing Committee recommendations. Of the five remaining, two
are major system enhancements which are on track but will not be
complete until 1996. The remaining three recommendations are
scheduled for completion in the first half of 1995. If you have
any questions concerning the recommendations, please call me on
(202)260-0198.
Attachment
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STATUS REPORT
STANDING COMMITTEE OH CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESOURCE MANAGEMENT COMMITTEE)
This Status Report provides an update of progress made on
'the forty recommendations in EPA's June 1992 report Contracts
Management at EPA; Managing Our Mission; Recommendations of the
Standing Committee on Contracts Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202)260-0198.
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RESOURCES MANAGEMENT COMMITTEE REPORT
NOVEMBER AND DECEMBER, 1994
ACTIONS IN PROGRESS
OFFICE
ACTIONS IN PROGRESS* OBJECTIVES
NEXT ACTION
DMA
PROJECTED
AMD
COMPUWION DAXX
OZJUf
37 Develop an Integrated Contract
Management Information System
Implement CDOTS in HQ, Small
Purchase Electronic Data
Interchange(SPEDI) in HQ, RTP,
and Region I
3/30/95
Implement Phase I of the
Integrated Contracts
Management System 03/30/96
40 Reconcile Personal Property
System with Integrated
Financial Management System
Monitor USGS implementation of
Federal Financial System Fixed
Assets Subsystem. Complete
requirements analysis.
02/28/95
Implement Personal Property
System ' 06/30/96
8E6
21/22 Establish Mandatory
Training and develop
training for POs and WANs
Develop a plan and selected 02/15/95
courses
Publish mandatory training
requirements and issue
strategic training plan
03/15/95
00R08
32 Evaluate Disciplinary System
Comments due on Table of
Penalties sent out under Green
Border Review.
01/12/95
Complete Disciplinary System
to include table of
penalties for both SES and
non-SES workforce.
03/01/95
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RESOURCE MANAGEMENT COMMITTEE REPORT
NOVEMBER AND DECEMBER, 1994
ACTIONS COMPLETED
RECOMMENDATION MO.
Recommendations 1-4
5
6, 12
7
8, 9
10
11
13
14
15
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
.Establish Senior Resource Officials - EPA Order Signed 3/22/94
Contact: Thelma Adams, OHROS, 202-260-5000
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Tom O'Connell 202-260-8268 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Ed Murphy, EPA/OAM 202-260-6034
Co-located administrative contracting officers with OSHER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Workforce Planning (balance of Intramural to Extramural Resources.
Final NAPA Report, dated November 1994 distributed to Agency Officials.
Contact: Terry Grindstaff, EPA/HQ 202-260-1170
Revised FY93 Budget Request
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RESOURCE MANAGEMENT COMMITTEE REPORT
NOVEMBER AND DECEMBER, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
16
17
18
19, 20
23
24
25
26
27
28
29
ACTIONS COMPLETED *ag« 2
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
Completed revision to Chapter 7, CMM to clarify roles, responsibilities and
limitations of employees performing contract management activities.
09/27/94 Contact: Marilyn Torpey, OAM, 202-260-5019
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: William Sanders, OARM/IO, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
Contact: Don Hambric, OAM, 202-260-9404
Issue Monthly Contract Management Policy Bulletins
Contact: Ed Murphy, OAM, 260-6034
Identified Procurement Responsibilities in Job Announcements
Contact: Hector Suarez, OHROS, 202-260-3308
Emphasized Contract Management in Performance Agreements
Contact: Hector Suarez, OHROS, 202-260-3308
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector Suarez, OHROS, 202-260-3308
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RESOURCE MANAGEMENT COMMITTEE REPORT
NOVEMBER AMD DECEMBER, 1994
ACTIONS COMPLETED
RBCOHHEHDATION HO
30,
36,
• „
31
33
34
35
38
39
ACTIONS COMPWSTBD .?«g* *
Completed the Career Ladder Guide for Project Officers and Policy on Crediting
Extramural Mgmt. Experience. 09/30/94 Contact: Sharon Furrow, OHROS, 202-260-3735
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, OAM
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, OHROS, 202-260-1988
Use other Contract Types: EPA signed pledge to participate in Performance Based
Contracting. Selected pilot in RTP, NC. Contact: Ed Murphy, OAM 202-260-6034
Enactment of Federal Acquisition Streamlining Act on October 14, 1994 requires
contractors to certify (under possible penalties) that overhead does not include
unallowable costs. Contact: Don Hambric, OAM 202-260-9404
Adherence to Prompt Pay Act Contact: Doug Barrett, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
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UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
NOV 2 2 1994
HEADQUARTERS LIBRARY
ENVIRONMENTAL PROTECTION AGENCY OFFICE OF
WASHINGTON, D.C. 2(weo ADMINISTRATION -
AND RE SOURCES
DEC 2'( 1994 MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing Cemst^ttee on Contracts Management) Material
FROM: June Mack* ^
Resource Ma^fafepement (5ommittee Staj
TO: All EPA Libraries "
In order to keep you updated on EPA's progress in the area
of resource management improvements, I have enclosed the
October 31, 1994 status report of the Resource Management
Committee (RCM) Recommendations. The report summarizes the
current status of Actions in Progress and Completed Act,ions.
In October, we completed the following recommendations:
Recommendation No. 35. The Agency signed the Performance
Based Contracting Pledge on October 13. As a -result, we
have selected the Facilities Management Contract in Research
Triangle Park to pilot performance based contracting. The '
pilot will be monitored and the results evaluated by the
Office of Federal Procurement Policy (OFPP). In v'r.e next
few weeks we will select additional contracts to participate
in the pilot.
Recommendations NO. 36 and 38: These recommendations dealt
with allowable and unallowable costs, especially costs
normally included in contractors' overhead pools.
EPA has already implemented a requirement that contractors
certify that their overhead claims did not include a^y
unallowable costs; however, we could not assess-penalties
without legislation. The Federal Acquisition Streamlining
Act provides the penalty provision that we seeded. Also,
Section 2192 of the Act makes unallowable thos.V costs that
were of concern to the Standing Committee on Contracts
Management, i.e., employee morale and ho tilt Is, ct«d
entertainment. We are pleased that both parts &£• tiia Act
were based on recommendations made by EPA in our SWAT Teara
Report of August 1992.
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contain* at leaat 50% recycled fiber
-------
-2-
I will continue to send you regular updates for your
information. If you have any questions concerning the
recommendations, please call me on (202) 260-0198.
Attachment
-------
MONTHLY 8TATD8 REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESOURCE MANAGEMENT COMMITTEE)
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA; Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
Recomnenda t ions
6,
8,
1-4
5
12
7
9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Contact: Thelma Adams, OHROS, 202-260-5000
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O ' Brien 202-260-9650
(FMFIA process) or Tom O'Connell 202-260-8268 (Guiding Principles).
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Ed Murphy, EPA/OAM 202-260-6034
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
18
19, 20
23
24
25
26
27
28
29
ACTIONS COMPLETED Patfft *
Completed revision to Chapter 7, CMM to clarify roles, responsibilities and
limitations of employees performing contract management activities.
09/27/94 Contact: Marilyn Torpey, CAM, 202-260-5019
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: William Sanders, OARM/IO, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
Contact: Don Hambric, OAM, 202-260-9404
Issue Monthly Contract Management Policy Bulletins
Contact: Ed Murphy, OAM, 260-6034
Identified Procurement Responsibilities in Job Announcements
Contact: Hector Suarez, OHROS, 202-260-3308
Emphasized Contract Management in Performance Agreements
Contact: Hector Suarez, OHROS, 202-260-3308
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory 193-1008 Dated: 09/29/92
Contact: Hector Suarez, OHROS, 202-260-3308
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
30, 31
33
34
35
36, 38
39
.ACTIONS COMPLETED Pag* 3
Completed the Career Ladder Guide for Project Officers and Policy on Crediting
Extramural Mgmt. Experience. 09/30/94 Contact: Sharon Furrow, OHROS, 202-260-3735
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, OAM
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, OHROS, 202-260-1988
Use Other Contract Types: EPA signed pledge to participate in Performance Based
Contracting. Selected pilot in RTP, NC. Contact: Ed Murphy, OAM 202-260-6034
Enactment of Federal Acquisition Streamlining Act on October 14, 1994 requires
contractors to certify (under possible penalties) that overhead does not include
unallowable costs. Contact: Don Hambric, OAM 202-260-9404
Adherence to Prompt Pay Act Contact: Doug Barrett, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
-------
RESOURCES MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
-------
MEMORANDUM
SUBJECT:
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
NOV 2 2 1994
DEC 6 1994
HEADQUARTERS LIBRARY
EN\W»rrtt PROTECTION AGENCY
WSH!NGTON,D.C.?04CO
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
Distribution of Resource Management Committee (formerly
Standing C0mH.ittee on Contracts Management) Material
FROM: June Mack
Resource M
TO: All EPA Libraries
Jommittee StaL
In order to keep you updated on EPA's progress in the area
of resource management improvements, I have enclosed the
October 31, 1994 status report of the Resource Management
Committee (RCM) Recommendations. The report summarizes the
current status of Actions in Progress and Completed Actions.
In October, we completed the following recommendations:
Recommendation Mo. 35. The Agency signed the Performance
Based Contracting Pledge on October 13. As a result, we
have selected the Facilities Management Contract in Research
Triangle Park to pilot performance based contracting. The
pilot will be monitored and the results evaluated by the
Office of Federal Procurement Policy (OFPP). In the next
few weeks we will select additional contracts to participate
in the pilot.
Recommendations MO. 36 and 38: These recommendations dealt
with allowable and unallowable costs, especially costs
normally included in contractors' overhead pools.
EPA has already implemented a requirement that contractors
certify that their overhead claims did not include any
unallowable costs; however, we could not assess penalties
without legislation. The Federal Acquisition Streamlining
Act provides the penalty provision that we needed. Also,
Section 2192 of the Act makes unallowable those costs that
were of concern to the Standing Committee on Contracts
Management, i.e., employee morale and health, and
entertainment. We are pleased that both parts &f. the Act
were based on recommendations made by EPA in our SWAT Team
Report of August 1992.
Recycled/Recyclable
Printed with Sey/Canela Ink on paper that
contain at least 50% recycled fiber
-------
-2-
I will continue to send you regular updates for your
information. If you have any questions concerning the
recommendations, please call me on (202) 260-0198.
Attachment
-------
MONTHLY STATUS REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESOURCE MANAGEMENT COMMITTEE)
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA; Managing Our Mission*
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency..
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
Recommenda t ions
6,
8,
1-4
5
12
7
9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Contact: Thelma Adams, OHROS, 202-260-5000
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Scdlak-O'Brien 202-260-9650
(FMFIA process) or Tom O'Connell 202-260-8268 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Ed Murphy, EPA/OAM 202-260-6034
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO*
18
19, 20
23
24
25
26
27
28
29
ACTIONS COMPLETED P*4» * .
Completed revision to Chapter 7, CMM to clarify roles, responsibilities and
limitations of employees performing contract management activities.
09/27/94 Contact: Marilyn Torpey, OAM, 202-260-5019
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July. 1993
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: William Sanders, OARM/IO, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
Contact: Don Hambric, OAM, 202-260-9404
Issue Monthly Contract Management Policy Bulletins
Contact: Ed Murphy, OAM, 260-6034
Identified Procurement Responsibilities in Job Announcements
Contact: Hector Suarez, OHROS, 202-260-3308
Emphasized Contract Management in Performance Agreements
Contact: Hector Suarez, OHROS, 202-260-3308
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory 193-1008 Dated: 09/29/92
Contact: Hector Suarez, OHROS, 202-260-3308
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS COMPLETED
RECOMMENDATION
30
36
MO.
, 31
33
34
35
, 38
39
ACTIONS COMPLETED ***• 3
Completed the Career Ladder Guide for Project Officers and Policy on Crediting
Extramural Mgmt. Experience. 09/30/94 Contact: Sharon Furrow, OHROS, 202-260-3735
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, OAM
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, OHROS, 202-260-1988
Use Other Contract Types: EPA signed pledge to participate in Performance Based
Contracting. Selected pilot in RTF, NC. Contact: Ed Murphy, OAM 202-260-6034
Enactment of Federal Acquisition Streamlining Act on October 14, 1994 requires
contractors to certify (under possible penalties) that overhead does not include
unallowable costs. Contact: Don Hambric, OAM 202-260-9404
Adherence to Prompt Pay Act Contact: Doug Barrett, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
-------
RESOURCES MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
00
OIRM
Ad
6BS
DETAIXiEB
OHRO8
ACTIONS IN PROGRESS* OBJECTIVES
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
21/22 Establish Mandatory
Training and develop
training for POs and WANs
32 Evaluate Disciplinary System
NEXT ACTION DATE
Final NAPA Report 11/30/94
Implement CDOTS, Small 12/30/94
Purchase, and Contract Award
modules into I CMS for HQ
Monitor USGS implementation of 02/28/95
Federal Financial System Fixed
Assets Subsystem. Complete
requirements analysis.
Establish target audiences, 11/15/94
training objectives, and
importance ranking
Publish "User-Friendly" tools, 12/30/94
guidance and handbook.
PROJECTED PRODUCT AND
COMPLETION DAT*
Final NAPA Report 11/30/94
Implement Phase I of the
Integrated Contracts
Management System 03/30/96
Implement Personal Property
System 06/30/96
Publish mandatory training
requirements and, issue
strategic training plan
03/15/95
Complete Disciplinary System
to include table of
penalties for both 8ES and
non-SES workforce.
03/01/95
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D C. 20460
"4LPKO&
OCT I 4 1994
MOV I 8 1994 OFF1CEOF
ADMINISTRATION
AND RESOURCE5
MANAGEMENT
HEADQUARTERS LIBRARY
ENVIRONMENTAL PROTECTION AGENCY
MEMORANDUM WASHINGTON. D.C. 204CO
i
SUBJECT: Distribution of Resource Management Committee (formerly
Standing CommTbtee on Contracts Management) Material
FROM: June i-ia^^c^^^^^^^^,^ ^ ^ / j^c^C^-*v-'"
Resource Management Committee Staff ^7
TO: All EPA Libraries
I am attaching the September 30, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of Actions in Progress and
Completed Actions.
Completed Actions\
In September we completed three more recommendations. ,This
brings the number of completed recommendations to 31, leaving
nine open recommendations.
Recommendation No. 18 - On September 27, 1994, Chapter 7 of
the Contracts Management Manual was signed and is being prepared
for printing and distribution. This revised chapter strengthens
and clarifies the roles, responsibilities and limitations of
those employees involved in various contract management positions
in the Agency. The chapter defines those employees for whom
certification is required and the process for receiving and
renewing the certification.
Recommendations No. 30 & 31 - On September 30, we issued
the Career Ladder Guidance for Project Officers and Policy on
Crediting Extramural Management Experience. We have also
institutionalized the process for selecting and awarding
contracts management awards at the annual EPA award ceremony.
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled fiber
-------
- 2 -
in Progress 5
We have made progress on several initiatives, some of which
we expect to complete in the next few months . For example :
Recommendation No. 35 - We are working with the program
offices to identify pilots for the alternative contracting
methods. We believe that our participation in the Office of
Federal Procurement Policy (OFPP) pilot for using performance-
based contracts will decrease the use of cost -reimbursement
contracts in the Agency. We are scheduled to sign an agreement
with OFPP within the next few weeks to pilot this program.
Recommendation No. 14 - The NAPA Study is near ing
completion. We have met with NAPA and commented on their draft
report. We have extended the contract with NAPA to November 30
at which time we expect a final report.
Recommendation No. 36/38 - The requirements of this
recommendation will be met with the enactment of the Federal
Acquisition Streamlining Act. This Act imposes penalties on
contractors who claim unallowable costs, including employee
morale and health costs. EPA has already implemented a
requirement that contractors certify that their claims do not
include unallowable costs. The Bill is schedule'd to be signed by
President Clinton on October 14, 1994.
In addition to the above recommendations, we have five
recommendations that require longer-term implementation plans
(i.e., new Integrated Contracts Management System; Personal
Property/IFMS interface; enhanced disciplinary system; and the
resource management training initiative. We are completing a
plan, with updated milestones, to keep each of these projects on
track until completion.
I will continue to send you the monthly progress reports for
your information. This document has been sent to the
Administrator, the staffs of Senators Mikulski and Glenn,
Congressmen Dingell and Stokes, and to Rob Fairweather at OMB.
If you have questions, please contact me on (202) 260-0198.
Attachment
-------
MONTHLY STATUS REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESOURCE MANAGEMENT COMMITTEE)
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA: Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCES MANAGEMENT COMMITTEE REPORT
SEPTEMBER 30, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE ACTIONS IN PROGRESS: OBJECTIVES
OAM
OC
OIRM
AO
BBS
DETAILEE
OHROS
35 Use other contract types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
21/22 Establish Mandatory
Training and develop
training for POs and WAMs
32 Evaluate Disciplinary System
NEXT ACTION DATE
Meet with program offices to 10/15/94
discuss pilot and address
their concerns.
Enactment of the Procurement
Reform Bill (Expected in early
October) .
Final NAPA Report 11/30/94
Implement CDOTS, Small 12/30/94
Purchase, and Contract Award
modules into ICMS for HQ
Monitor USGS implementation of 02/28/95
Federal Financial System Fixed
Assets Subsystem. Complete
requirements analysis.
Establish target audiences, 11/15/94
training objectives, and
importance ranking
Circulate final draft of Table 10/31/94
of Penalties to RMC for •
comment. Prepare for Green
Border Review.
PROJECTED PRODUCT AND
COMPLETION DATE
Institute pilot for
performance based
contracting. 10/30/94
After legislation is enacted
to impose penalties for bad
claims, FAR will be amended.
Final NAPA Report 11/30/94
Implement Phase I of the
Integrated Contracts
Management System 03/30/96
Implement Personal Property
System 06/30/96
Publish mandatory training
requirements and issue
strategic training plan
03/15/95
Complete Disciplinary System
to include table of
penalties for both SES and
non-SES workforce.
03/01/95
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
8EPTEMDER 30, 1994
ACTIONS COMPLETED
RECOMMENDATION
Recommendations
6
8
NO.
1-4
5
, 12
7
, 9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February IB, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Contact: Thelma Adams, OHROS, 202-260-5000
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Tom O'Connell 202-260-8268 (Guiding Principles).
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Ed Murphy, EPA/OAM 202-260-6034
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES ^to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
8EPYEMDER 30, 1994
ACTIONS COMPLETED
RECOMMENDATION MO. ACTIONS COMPLETED Page 2
18 Completed revision to Chapter 7, CMM to clarify roles, responsibilities and
limitations of employees performing contract management activities.
09/27/94 Contact; Marilyn Torpey, QAM, 202-260-5019
19, 20 Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
23 Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact; William Sanders, OARM/IO, 202-260-3081
24 Procurement Guidance Documents Indexed, Contact: Ed Murphy, QAM, 202-260-6034
25 Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
Contact: Don Hambric, OAM, 202-260-9404
26
27
28
29
Issue Monthly Contract Management Policy Bulletins
Contact: Ed Murphy,
Identified Procurement Responsibilities in Job Announcements
Contact: Hector suarez
Emphasized Contract Management in Performance Agreements
Contact: Hector Suarez
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated:
Contact: Hector Suarez
OAM, 260-6034
, OHROS, 202-260-3308
, OHROS, 202-260-3308
09/29/92
, OHROS, 202-260-3308
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
SEPTEMBER 30, 1994
ACTIONS COMPLETED
RECOMMENDATION
30
NO.
, 31
33
34
39
ACTIONS COMPLETED Page 3
Completed the Career Ladder Guide for Project Officers and Policy on Crediting
Extramural Mgmt. Experience. 09/30/94 Contact: Sharon Furrow, OHROS, 202-260-3735
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, OAM
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, OHROS, 202-260-1988
Adherence to Prompt Pay Act Contact: Doug Barrett, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
SFP c IQ(IJ[S EPA Headquarters Library
ocr -o lyyfL,™ oo.ru M^Wirio 34.ru
&om 2904, Mailcode 3404
OFFICE OF
ADMINISTRATION
ANDRESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing Committee on Contracts Management) Material
FROM: June Mackey
Resource ManSgemenir Committee St
TO: All EPA Libraries
I am attaching the August 31, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of Actions in Progress and
Completed Actions.
During August we completed Recommendation No 3'4. We
distributed to Agency Training Coordinators, a suspension and
debarment module to include in contracts management training
courses. Additionally, we are. distributing a fact sheet to all
Senior Resource Officials•that explains services available in the
Suspension and Debarment Division when dealing with grantee non-
performance or fraud, waste, and abuse.
Beginning this month, we will combine Recommendations Nos.
21 and 22 in our monthly status report. These two training
recommendations are closely related and are on the same track for
completion. We are making good progress on our contracts
management training initiative and have expanded the program to
cover all areas of resources management. We have completed the
strategic training plan and a draft compendium of courses which
is currently being reviewed by our Senior Resource Officials.
I will continue to send you the monthly progress reports for
your information. This document has been sent to the
Administrator, the staffs of Senators Mikulski and Glenn,
Congressmen Dingell and Stokes, and to Rob Fairweather at OMB.
If you have questions, please contact me on (202)260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper tr
contains at least 50% recycled fiber
-------
MONTHLY STATUS REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESOURCE MANAGEMENT COMMITTEE)
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA: Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCES MANAGEMENT COMMITTEE REPORT
AUGUST 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
0AM
OC
Olfctt
AO
ACtlONS IN PROGRESS i OBJECTIVES
18 Certification of Agency
Project Officers
35 Use other contract types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
NEXT ACTION DATE
Revised Chapter 7 to AA/OARM 09/10/94
for signature.
Recommend to RMC that the OFPP
pilot on performance based
contracting be used to
implement this recommendation.
Soliciting comments from the 09/20/94
RMC (due 09/20/94).
Enactment of the Procurement
Refqrm Bill (Conference Report
issued) .
NAPA final draft received and
undergoing Agency review.
Demonstration of Electronic 09/30/94
Commerce for Small Purchases.
Monitor USGS implementation of 02/28/95
Federal Financial System Fixed
Assets Subsystem. Complete
requirements analysis.
PROJECTED PRODUCT 'AND
COMPIBTXOH DATE.
Issue Revised Chapter 7 of
CMM 09/30/94
Institute pilot for
performance based
contracting 09/30/94
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended.
Final NAPA Report 09/30/94
Functional prototype
completed 09/30/94
Implement Personal Property
System 06/30/96
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
8E8
DETAIL8S
OHRlf
21/22 Establish Mandatory
Training for POs and
Managers and develop
Training Courses for POs
and WANs.
3O,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Establish target audiences, 11/15/94
training objectives, and
importance ranking
RC comments incorporated into 09/30/94
nal Guidance
Incorporate RMC comments into 09/30/9 4
Table of Penalties before
sending through Green Border
Review.
Publish mandatory training
requirements and issue
strategic training plan
03/15/95
Issue final package for
implementation 09/30/94
Implement Revised
Disciplinary System to
include general workforce.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
AUGUST 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
Recommendations 1-4
5
6, 12
7
8, 9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Don Hambric 202-260-9404 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
AUGUST 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
19, 20
23
24
26
27
28
29
33
34
39
ACTIONS COMPLETED P*9* *
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acguisition Manual to specify education requirement for
Procurement Professionals. Contact: William Sanders, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, 260-6034
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum i Dated : 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
, Contact: Hector E. Suarez, 202-260-3308
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, EPA/HQ
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, 202-260-1988
Adherence to Prompt Pay Act Contact: Dennis Schur, EPA/RTP
Report Issued Dated: 12/17/92 . 919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
SEP - 6 1994
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGFMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing Committee on Contracts Management) Material
FROM: June Mackey
Resource Ma
TO: All EPA Libraries
I am attaching the August 31, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of Actions in Progress and
Completed Actions.
During August we completed Recommendation No 34. We
distributed to Agency Training Coordinators, a suspension and
debarment module to include in contracts management training
courses. Additionally, we~are. distributing a fact sheet to all
Senior Resource Officials that explains services available in the
Suspension and Debarment Division when dealing with grantee non-
performance or fraud, waste, and abuse.
Beginning this month, we will combine Recommendations Nos.
21 and 22 in our monthly status report. These two training
recommendations are closely related and are on the same track for
completion. We are making good progress on our contracts
management training initiative and have expanded the program to
cover all areas of resources management. We have completed the
strategic training plan and a draft compendium of courses which
is currently being reviewed by our Senior Resource Officials.
I will continue to send you the monthly progress reports for
your information. This document has been sent to the
Administrator, the staffs of Senators Mikulski and Glenn,
Congressmen Dingell and Stokes, and to Rob Fairweather at OMB.
If you have questions, please contact me on (202)260-0198.
Attachment
Recycled/Recyclable
Printed with Sey/Canela Ink on pvper that
contains at least 50% recycled fiber
-------
MONTHLY 8TATD8 REPORT.
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
(RENAMED THE RESOURCE MANAGEMENT COMMITTEE)
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA: Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCES MANAGEMENT COMMITTEE REPORT
AUGUST 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
0AM
OC
OIRM
AO ;
ACTIONS IN PROGRESS: OBJECTIVES
18 Certification of Agency
Project Officers
35 Use other contract types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
NEXT ACTION DATE
Revised Chapter 7 to AA/OARM 09/10/94
for signature.
Recommend to RMC that the OFPP
pilot on performance based
contracting be used to
implement this recommendation.
Soliciting comments from the 09/20/94
RMC (due 09/20/94).
Enactment of the Procurement
Reform Bill (Conference Report
issued) .
I
NAPA final draft received and
undergoing Agency review.
Demonstration of Electronic 09/30/94
Commerce for Small Purchases.
Monitor USGS implementation of 02/28/95
Federal Financial System Fixed
Assets Subsystem. Complete
reguirements analysis.
PROJECTED PRODUCT AND
COMPLBttOH J>ATB
Issue Revised Chapter 7 of
CMM 09/30/94
Institute pilot for
performance based
contracting 09/30/94
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended .
Final NAPA Report 09/30/94
Functional prototype
completed 09/30/94
Implement Personal Property
System 06/30/96
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AMD
COMPLETION DATE
8E8
DETAIU5B
OHRH
21/22 Establish Mandatory
Training for POs and
Managers and develop
Training Courses for POs
and WANs.
30,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Establish target audiences, 11/15/94
training objectives, and
importance ranking
RMC • comments incorporated into 09/30/94
final Guidance
Incorporate RMC comments into 09/30/94
Table of Penalties before
sending through Green Border
Review.
Publish mandatory training
requirements and issue
strategic training plan
03/15/95
Issue final package for
implementation 09/30/94
Implement Revised
Disciplinary System to
include general workforce.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
AUGUST 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
Recommendations
6,
8,
1-4
5
12
7
9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Don Hambric 202-260-9404 (Guiding Principles) .
r
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Good fellow, EPA/OAM 202-260-6000
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
AUGUST 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
19, 20
23
24
26
27
28
29
33
34
39
ACTIONS COMPLETED Pft«* Z
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: William Sanders, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, 260-6034
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum i Dated : 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, EPA/HQ
Policy Memorandum Dated: 03/03/93 202-260-9032
Issued Guidance and Training Materials to EPA Training Instructors on the use of
Suspension and Debarment: 08/18/94 Contact: Thomas Sullivan, 202-260-1988
-Adherence to Prompt Pay Act Contact: Dennis Schur, EPA/RTP
Report Issued Dated: 12/17/92 . 919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D.C. 20460
AUG1H994
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing CoitQtri^ttee on Contracts Management) Material
FROM: June Macke
Resource M
TO: All EPA L&Sraries
Committee StafJ
I am attaching the July 31, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of Actions in Progress and
Completed Actions.
On July 11, 1994, we began a three-year pilot to co-locate
Contracting Officers and Contract Specialists from the Office of
Acquisition Management (OAM) with program office staff from the
Office of Solid Waste and Emergency Response (OSWER). The
relocation of ten employees from the Fairchild Building to the
Crystal Gateway Building will enable OAM contracting staff to
directly interact with program managers, project officers, and
work assignment managers. We will review progress every six
months and OAM and OSWER will issue an annual report on the
pilot. This pilot responds to Resource Management Committee
Recommendation No. 13.
I will continue to send you the monthly progress reports for
your information. This document has been sent to the
Administrator, the staffs of Senators Mikulski and Glenn,
Congressmen Dingell and Stokes, and to Rob Fairweather at OMB.
If you have questions, please contact me on (202)260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled fiber
-------
STATUS REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA; Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JULY 31, 1994
ACTIONS IN PROORE8S
LEAD
OPFIC8
OAK
DC
OXfeM
AO
ACTIONS IN PKOdfttse* OBJECTIVES
18 Certification of Agency
Project Officers
35 Use other contract types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
NEXT ACTION . DAUB
Issue Revised Chapter 7, 08/30/94
Contracts Management Manual
0AM and OAR/OAQPS working 08/30/94
toward resolving issues before
proceeding with pilot in
OAQPS .
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
NAPA to provide final draft to 08/30/94
EPA for comments in August.
Contracts Delivery Order 08/15/94
Tracking System (CDOTS)
interface w/IFMS & EPAS
Monitor USGS implementation of 02/28/95
Federal Financial System Fixed
Assets Subsystem. Complete
requirements analysis.
f I r t f r ff ' *
PROJECTED PRODUCT AND
COMPLETION DATE
Issue Revised Chapter 7 of
CMM 08/30/94
Institute Pilot for awarding
multiple contracts with
identical statement of work.
09/30/94
After legislation is enacted
to impose penalties lor bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95).
Final NAPA Report 09/15/94
Functional prototype
completed 09/30/94
Implement Personal Property
System 06/30/96
-------
Z.BAD
QTfPtCK
ACTXONB XM FfKXttUBBSt OBJECTIVES
MEJW ACTION
DAMS
PROJECTED PRODUCT AND
COMPLETION DATE
BBS
DB-TAILBB
OBftM
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for Project Off icers(POs) and
Work Assignment Mgrs(HAMs)
34 Educate Contract Personnel on
Use of Procurement Sanctions
30,31 Career Track/Grade
Structure/Awards
32 Evaluate Disciplinary System
Complete Strategic Training OB/15/94
Plan
Establish target audiences, 11/15/94
training objectives, and
importance ranking
Incorporate module on 09/01/94
suspension and debarment into
the Lesson Plan.
Career Ladder Guidance and OB/23/94
Policy approved by RMC
Incorporate EPA Order and SES 08/15/94
Discipline Policy into Agency
Disciplinary System.
Issue Strategic Training
Plan 08/15/94
Issue final plan for meeting
training objectives
02/15/95
Issue revised guidance in
Contracts Management Manual
09/01/94
Issue final package for
implementation OB/30/94
Implement Revised
Disciplinary System.
08/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JULY 31, 1994
ACTIONS COMPLETED
RECOMMENDATION HO.
Recommendations 1-4
5
6, 12
7
8, 9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Don Hambric 202-260-9404 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY.93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JULY 31, 1994
ACTIONS COMPLETED
RECOMMENDATION MO.
19, 20
23
24
26
27
28
29
33
39
ACTIONS COMPLETED Fatf* 2
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: William Senders, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, 260-6034
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, EPA/HQ
Policy Memorandum D^.ted: 03/03/93 202-260-9032
Adherence to Prompt Pay Act Contact: Dennis Schur, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
AUG1H994
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
FROM:
TO:
Standing Committee on Contracts Management) Material
June Mackev
Resource M
All EPA Libraries
Committee Staf\\
I am attaching the July 31, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of Actions in Progress and
Completed Actions.
On July 11, 1994, we began a three-year pilot to co-locate
Contracting Officers and Contract Specialists from the Office of
Acquisition Management (OAM) with program office staff from the
Office of Solid Waste and Emergency Response (OSWER). The
relocation of ten employees from the Fairchild Building to the
Crystal Gateway Building will enable OAM contracting staff to
directly interact with program managers, project officers, and
work assignment managers. We will review progress every six
months and OAM and OSWER will issue an annual report on the
pilot. This pilot responds to Resource Management Committee
Recommendation No. 13.
I will continue to send you the monthly progress reports for
your information. This document has been sent to the
Administrator, the staffs of Senators Mikulski and Glenn,
Congressmen Dingell and Stokes, and to Rob Fairweather at OMB.
If you have questions, please contact me on (202)260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled liber
-------
STATUS REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
This monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA? Managing Our Mission?
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o - Actions in Progress: The approach to these
actions has been approved and implementation plans
are underway.
This chart is organized by lead office. The chart
lists the objective, the current status and
projected product completion date.
o - Completed Actions: Actions completed with a
contact point, if appropriate, for the final
product.
Copies of the June 1992 report and this Status Report are
available in EPA libraries. For further information on the
Resource Management Committee, please contact the Committee staff
at (202) 260-0198.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JULY 31, 1994
ACTIONS IN PROGRESS
XiEAD
OPPICK
0AM
OC
OIRM
AO
ACTIONS IN PROGRESS* OBJECTIVES
18 Certification of Agency
Project Officers
35 Use other contract types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
NEXT ACTION DATS
Issue Revised Chapter 7, 08/30/94
Contracts Management Manual
OAM and OAR/OAQPS working 08/30/94
toward resolving issues before
proceeding with pilot in
OAQPS .
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
NAPA to provide final draft to 08/30/94
EPA for comments in August.
Contracts Delivery Order 08/15/94
Tracking System (CDOTS)
interface w/IFMS & EPAS
Monitor USGS implementation of 02/28/95
Federal Financial System Fixed
Assets Subsystem. Complete
requirements analysis.
PROJECTED PRODUCT AND
COMPLETION DATE
Issue Revised Chapter 7 of
CMM 08/30/94
Institute Pilot for awarding
multiple contracts with
identical statement of work.
09/30/94
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95) .
Final NAPA Report 09/15/94
Functional prototype
completed 09/30/94
Implement Personal Property
System 06/30/96
-------
X.SAD
OPF1CE
ACTIONS IN PROGRESS? OBJECTIVES
NEXT ACtlON
DATE
PROJECTED PRODUCT AKD
COMPtiB* I0» DATE
«B8
DETAILED
OHRM
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for Project Officers (POs) and
Work Assignment Mgrs(WAMs)
34 Educate Contract Personnel on
Use of Procurement Sanctions
30,31 Career Track/Grade
Structure/Awards
32 Evaluate Disciplinary System
Complete Strategic Training 08/15/94
Plan
Establish target audiences, 11/15/94
training objectives, and
importance ranking
Incorporate module on 09/01/94
suspension and debarment into
the Lesson Plan.
Career Ladder Guidance and 08/23/94
Policy approved by RMC
Incorporate EPA Order and SES 08/15/94
Discipline Policy into Agency
Disciplinary System.
Issue Strategic Training
Plan 08/15/94
Issue final plan for meeting
training objectives
02/15/95
Issue revised guidance in
Contracts Management Manual
09/01/94
Issue final package for
implementation 08/30/94
Implement Revised
Disciplinary System.
08/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JULY 31, 1994
ACTIONS COMPLETED
RECOMMENDATION NO.
Recommendations 1-4
5
6, 12
7
8, 9
10
11
13
15
16
17
ACTIONS COMPLETED
Reorganized Office of Administration and Resources Management
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O'Brien 202-260-9650
(FMFIA process) or Don Hambric 202-260-9404 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Co-located administrative contracting officers with OSWER program managers, project
officers and work assignment managers in Crystal Gateway Building on July 11, 1994.
Contact: Paige Peck, EPA/HQ 202-260-2548
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JULY 31, 1994
ACTIONS COMPLETED
RECOMMENDATION MO.
19, 20
23
24
26
27
28
29
33
39
ACTIONS COMPLETED P*g» 2
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement for
Procurement Professionals. Contact: William Sanders, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, 260-6034
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
Use IGCEs to Analyze Contractor Costs Contact: Paul Schaffer, EPA/HQ
Policy Memorandum Dated: 03/03/93 202-260-9032
Adherence to Prompt Pay Act Contact: Dennis Schur, EPA/RTP
Report Issued Dated: 12/17/92 919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
JUL 21 1994
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing Committee on Contracts Management) Material
>^^5t^^^V---^"
t Committee Sfearf
FROM: June
Resource
TO: All EPA Libraries
I am attaching the June 30, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of actions in two categories:
Actions in Progress and Completed Actions. During June, we
completed four recommendations.
£ Recommendation Nos 8 & 9; On June 6, 1994, OARM announced
the reengineered Management Integrity Program and the FY
1994 Management Integrity Guidance. The new integrity
guidance states that managers are expected to address
program vulnerabilities while making planning, budgeting,
and evaluation decisions. The new process tangibly
demonstrates the Agency's strong commitment to the National
Performance Review. It eliminates paper-intensive processes
and simplifies formal reporting requirements. This will
reduce work-hours devoted to administrative reporting by
more than fifty percent.
As a tool for SROs to use in complying with the newly
streamlined management integrity process, OARM issued the
Contracts Management Guiding Principles on June 8, 1994.
These Principles integrate core integrity concepts into
existing procurement policies, regulations and procedures.
I Recommendation No. 23; On June 24, 1994, OARM issued a
revised chapter to the Agency Acquisition Manual to upgrade
the education requirements for Procurement Professionals.
This is one element of the Agency's effort to establish a
comprehensive training and education program to improve
contracts management. We are also continuing our effort to
implement other training recommendations.
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled fiber
-------
-2-
8 Recommendation No. 25: On June 27, 1994, OARM published the
Independent Government Cost Estimates Guide. This Guide
will be used to assist in developing independent government
cost estimates and determine the reasonableness of
contractors' proposals.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202)260-0198.
Attachment
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JUNE 30, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
%
oc
OIRM
13 Pilot Physical Location of
Contracting Officers and
Project Officers.
18 Certification of Agency
Project Officers
35 Use other Contract Types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
Furniture installed and move 07/15/94
to take place in mid-July
Finalize Revised Chapter 7, 07/30/94
Contracts Management Manual
Memo to OAR addressing 07/15/94
resource and timeliness issues
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
NAPA is revising first draft, 07/15/94
second draft will be provided
to EPA for comments in July.
Contracts Delivery Order 08/15/94
Tracking System (CDOTS)
interface w/IFMS & EPAS
Final Analysis of Pilot
07/15/97
Issue revised Chapter 7 of
CMM 08/30/94
Institute pilot for awarding
multiple contrcts
w/identical statement of
work 07/31/94
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95).
Final NAPA Report 08/15/94
Functional prototype
completed 09/30/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
AO 40 Reconcile Personal Property
System with Integrated
|| Financial Management System
SES
DETAILEE
OHRM
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for Project Of f icers(POs) and
Work Assignment Mgrs(WAMs)
34 Educate Contract Personnel on
Use of Procurement Sanctions
30,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Implementation Plan to 07/30/94
Resource Management Committee
(RMC) for approval
Complete Strategic Training 08/15/94
Plan
Establish target audiences, 11/15/94
training objectives, and
importance ranking
Incorporate module on 09/01/94
suspension and debarment into
the Lesson Plan.
Final Career Guidance Document 07/30/94
to RMC for approval
EPA Order on SES Conduct & 08/15/94
Discipline Policy awaiting
Administrator's Signature
Implement Personal Property
System 06/30/96
Issue strategic Training
Plan 08/15/94
Issue final plan for meeting
training objectives
02/15/95
Issue revised guidance in
Contracts Management Manual
09/01/94
Issue final package for
implementation 08/30/94
Incorporate into Agency
Disciplinary System 30 days
after Order is signed.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JUNE 30, 1994
ACTIONS COMPLETED
I ACTIONS COMPLETED:
OR6ANI2ATIONAL OBJECTIVES
I
•
Recommendations
1-4
7
15
16
17
33
39
Reorganized Office of Administration and
Resources Management
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Revised FY93 Dudget Request
Gave Priority to Acquisition Management
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
in FY94
Contact: Paul Schaffer
Telephone #:
Contact: Dennis Schur,
Telephone #:
, EPA, HQ
202-260-9032
EPA, RTP
919-541-3041
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JUNE 30, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
8, 9
10
11
19, 20
23
24
25
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O1 Brien 202-260-9650
(FMFIA process) or Don Hambric 202-260-9404 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement
for Procurement Professionals. Contact: William Sanders, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
contact: Don Hambric 202-260-9494
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory 093-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
Jtt 21 BBft
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
HEADQUARTERS LIBRARY
ENViffO.N'MCNTAL PROTECTION AGENCY
MEMORANDUM WASHINGTON, D.C. 20460
SUBJECT: Distribution of Resource Management Committee (formerly
Standing Cpmm^ttee on Contracts Management) Material
FROM: June Mack
Resource
TO: All EPA Libraries
I am attaching the June 30, 1994 update of the Resource
Management Committee Recommendations. The monthly report
summarizes the current status of actions in two categories:
Actions in Progress and Completed Actions. During June, we
completed four recommendations.
8 Recommendation Nos 8 & 9: On June 6, 1994, OARM announced
the reengineered Management Integrity Program and the FY
1994 Management Integrity Guidance. The new integrity
guidance states that managers are expected to address
program vulnerabilities while making planning, budgeting,
and evaluation decisions. The new process tangibly
demonstrates the Agency's strong commitment to the National
Performance Review. It eliminates paper-intensive processes
and simplifies formal reporting requirements. This will
reduce work-hours devoted to administrative reporting by
more than fifty percent.
As a tool for SROs to use in complying with the newly
streamlined management integrity process, OARM issued the
Contracts Management Guiding Principles on June 8, 1994.
These Principles integrate core integrity concepts into
existing procurement policies, regulations and procedures.
I Recommendation No. 23; On June 24, 1994, OARM issued a
revised chapter to the Agency Acguisition Manual to upgrade
the education requirements for Procurement Professionals.
This is one element of the Agency's effort to establish a
comprehensive training and education program to improve
contracts management. We are also continuing our effort to
implement other training recommendations.
Recycled/Recyclable
Printed with Soy/Cenola Ink on paper that
contains at least 50% recycled fiber
-------
-2-
i Recommendation No. 25: On June 27, 1994, OARM published the
Independent Government Cost Estimates Guide. This Guide
will be used to assist in developing independent government
cost estimates and determine the reasonableness of
contractors' proposals.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202)260-0198.
Attachment
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JUNE 30, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION DATE
PROJECTED PRODUCT AND '
COMPLETION DATE
OAM
oc
01 RM
13 Pilot Physical Location of
Contracting Officers and
Project Officers.
18 Certification of Agency
Project Officers
35 Use other Contract Types
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
Furniture installed and move 07/15/94
to take place in mid-July
Finalize Revised Chapter 7, 07/30/94
Contracts Management Manual
Memo to OAR addressing 07/15/94
resource and timeliness issues
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
NAPA is revising first draft, 07/15/94
second draft will be provided
to EPA for comments in July.
Contracts Delivery Order 08/15/94
Tracking System (CDOTS)
interface w/IFMS & EPAS
Final Analysis of Pilot
07/15/97
Issue revised Chapter 7 of
CMM 08/30/94
Institute pilot for awarding
multiple contrcts
w/identical statement of
work 07/31/94
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95) .
Final NAPA Report 08/15/94
Functional prototype
completed 09/30/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
AO
SES
DETAILED
OHRM
40 Reconcile Personal Property
System with Integrated
Financial Management System
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for Project Of f icers(POs) and
Work Assignment Mgrs(WAMs)
34 Educate Contract Personnel on
Use of Procurement Sanctions
30,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Implementation Plan to 07/30/94
Resource Management Committee
(RMC) for approval
Complete Strategic Training 08/15/94
Plan
Establish target audiences, 11/15/94
training objectives, and
importance ranking
Incorporate module on 09/01/94
suspension and debarment into
the Lesson Plan.
Final Career Guidance Document 07/30/94
to RMC for approval
EPA Order on SES Conduct & 08/15/94
Discipline Policy awaiting
Administrator's Signature
Implement Personal Property
System 06/30/96
Issue Strategic Training
Plan 08/15/94
Issue final plan for meeting
training objectives
02/15/95
Issue revised guidance in
Contracts Management Manual
09/01/94
Issue final package for
implementation 08/30/94
Incorporate into Agency
Disciplinary System 30 days
after Order is signed.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JUNE 30, 1994
ACTIONS COMPLETED
|| ACTIONS COMPLETED:
Recommendations 1-4
7
15
16
17
33
39
ORGANIZATIONAL OBJECTIVES
Reorganized Office of Administration and
1
Resources Management
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Revised FY93 Budget Request
Gave Priority to Acquisition Management
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
in FV94
Contact: Paul Schaffer, EPA, HQ
Telephone #: 202-260-9032
Contact: Dennis Schur, EPA, RTP
Telephone #: 919-541-3041
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JUNE 30, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
8, 9
10
11
19, 20
23
24
25
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued guidance for new FMFIA Process, and the Contracts Management Guiding
Principles, June 6 and June 8, 1994. Contact: Kathy Sedlak-O" Brien 202-260-9650
(FMFIA process) or Don Hambric 202-260-9404 (Guiding Principles) .
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Issued revision to Acquisition Manual to specify education requirement
for Procurement Professionals. Contact: William Sanders, 202-260-3081
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issued Independent Government Cost Estimates (IGCEs) on June 27, 1994
contact: Don Hambric 202-260-9494
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
y1*"*8"*
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D.C. 20460
14
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing CeJmffiittee on Contracts Management) Material
FROM: June Macke
Resource
TO: All EPA libraries
Committee Sta
Attached please find the May 31, 1994 update of the Resource
Management Committee Recommendations. The report summarizes the
current status of actions in three categories: Open Actions,
Actions in Progress, and Completed Actions.
During May, we met an important milestone under
Recommendation No. 30. We presented Contracts Management Awards
at EPA's Annual Awards Ceremony on May 11, 1994. The awards were
presented to five individuals and to a Quality Action Team for
their outstanding achievements. These awards were specifically
designed to honor those employees whose extraordinary efforts
result in improved methods to manage contracts, in significant
cost savings realized on one or more individual contracts, or in
other significant benefits to the Agency.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
OCT
1994
HEADQUARTERS LIBRARY
ENVIRUNKENTAI FROltCTION AGENCY
WASHINGTON, D.C. 20450
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled liber
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS IN PROGRESS
HEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
8,9 Strengthen FMFIA
13 Pilot Physical Location of
COs and POs
18 Certification of Agency
Project Officers
25 Independent Government Cost
Estimates (IGCEs)
35 Use other Contract Types
Issue memo with new FMFIA 06/15/94
process and Contracts
Management Guiding Principles.
Furniture installed and actual
move to take place in mid-
July. Success Measures
developed and six-month review
cycle will indicate success of
pilot. 07/15/94
Resolve one Green Broder 7/15/94
non-concur and incorporate
comments into Revised
Chapter 7.
Final Document to Printing. 06/03/94
Meet with OAR senior managers
to discuss pilot and resolve
final issues.
Issue Final Guidance
Document. 06/15/94
Final Analysis of Pilot
07/15/97
Issue revised Chapter 7 of
CMM.
08/30/94
Distribute Final IGCE "How-
to" Guide. 06/30/94
Select pilot for awarding
multiple contracts
w/ identical statement of
work. 06/30/94
-------
XiBAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95).
OC
14 Workforce Planning (Balance of
Intramural to Extramural
Resources)
NAPA is revising first draft,
second draft will be provided
to EPA for comments in July.
07/15/94
Final NAPA Report. OB/15/94
OIRH
37 Develop an Integrated Contract
Management Information System
Contracts Delivery Order
Tracking System (COOTS)
becomes operational.
06/30/94
Functional prototype
completed. 09/30/94
40 Reconcile Personal Property
System with Integrated
Financial Management System
EPA Implementation Plan
completed for system being
developed by USGS.
06/30/94
Implement Personal Property
System. 09/30/95
8E8
DETAILBB
21 Establish Mandatory
Training for all POs,
Managers, and SESs
Newly formed Resource 06/13/94
Management Training (RMT)
Committees review and discuss
strategic training plan for
all areas of resources
management.
Complete compendium that lists
and describes existing 07/15/94
training courses.
Issue Strategic Training
Plan. 08/15/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
BBS
DBTAIUBB
22 Develop Training Course
for POs and WAN
Recruit an education
specialist to develop and
design acquisition training
courses.
06/30/94
Completion date and product
will be provided after
education specialist comes
on board.
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
Issue Revised Guidance in
Acquisition Manual.
06/30/94
Issue Revised Chapter in
Manual. 06/30/94
34 Educate Contract Personnel on
Use of Procurement Sanctions
Incorporate module on
suspension and debarment into
the Lesson Plan.
09/01/94
Lesson Plan completed and
available for use at
training sessions.
09/01/94
OHRM
30,31 Career Track/Grade
Structure/Awards
Incorporate Agency comments
into Career Guidance Document.
Contract Management Awards
presented to 5 individuals and
a Quality Action Team of 13
employees at the May 11 Awards
Ceremony.
06/10/94
Issue Final Package for
Implementation. 06/17/94
OAM Issues Annual Call for
Contract Management Awards
each October.
32 Evaluate Disciplinary System
EPA Order on SES Conduct &
Discipline Policy being
revised to incorporate
decision of ERB.
06/30/94
Incorporate Into Agency
Disciplinary System
30-days after Order is
signed by Administrator.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS COMPLETED
1 ACTIONS COMPLETED!
ORGANISATIONAL OBJECTIVES
II
Recommendations 1-4
7
15
16
17
33
39
Reorganized Office of Administration and
Resources Management
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Revised FY93 Budget Request
Gave Priority to Acquisition Management
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
in FY94
Contact: Paul Schaffer
Telephone # :
Contact: Dennis Schur,
Telephone # :
, EPA, HQ
202-260-9032
EPA, RTP
919-541-3041
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
10
11
19, 20
24
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D.C. 20460
14 684
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution of Resource Management Committee (formerly
Standing GeJfiuS^ttee on Contracts Management) Material
FROM: June Macke
Resource Ma^Sgelnen^Committee
TO: All EPA libraries pjrg
Attached please find the May 31, 1994 update of the Resource
Management Committee Recommendations. The report summarizes the
current status of actions in three categories: Open Actions,
Actions in Progress, and Completed Actions.
During May, we met an important milestone under
Recommendation No. 30. We presented Contracts Management Awards
at EPA's Annual Awards Ceremony on May 11, 1994. The awards were
presented to five individuals and to a Quality Action Team for
their outstanding achievements. These awards were specifically
designed to honor those employees whose extraordinary efforts
result in improved methods to manage contracts, in significant
cost savings realized on one or more individual contracts, or in
other significant benefits to the Agency.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Cenola Ink on paper that
contains at least 50% recycled fiber
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS i OBJECTIVES
NEXT ACTION DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
8,9 Strengthen FMFIA
13 Pilot Physical Location of
COs and POs
18 Certification of Agency
Project Officers
25 Independent Government Cost
Estimates (IGCEs)
35 Use other Contract Types
Issue memo with new FMFIA 06/15/94
process and Contracts
Management Guiding Principles.
Furniture installed and actual
move to take place in mid-
July. Success Measures
developed and six-month review
cycle will indicate success of
pilot. 07/15/94
Resolve one Green Broder 7/15/94
non-concur and incorporate
comments into Revised
Chapter 7.
Final Document to Printing. 06/03/94
Meet with OAR senior managers
to discuss pilot and resolve
final issues.
Issue Final Guidance
Document. 06/15/94
Final Analysis of Pilot
07/15/97
Issue revised Chapter 7 of
CMM.
08/30/94
Distribute Final IGCE "How-
to" Guide. 06/30/94
Select pilot for awarding
multiple contracts
w/ identical statement of
work. 06/30/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NBXT ACTION
DATE
PROJECTED PRODOCT AMD
COMPLETION DATE
CAM
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95).
14 Workforce Planning (Balance of
Intramural to Extramural
Resources)
NAPA is revising first draft,
second draft will be provided
to EPA for comments in July.
07/15/94
Final NAPA Report. 08/15/94
OIRM
37 Develop an Integrated Contract
Management Information System
Contracts Delivery Order
Tracking System (CDOTS)
becomes operational.
06/30/94
Functional prototype
completed. 09/30/94
AO
40 Reconcile Personal Property
System with Integrated
Financial Management System
EPA Implementation Plan
completed for system being
developed by USGS.
06/30/94
Implement Personal Property
System. 09/30/95
8E8
DETAILEE
21 Establish Mandatory
Training for all POs,
Managers, and SESs
Newly formed Resource 06/13/94
Management Training (RMT)
Committees review and discuss
strategic training plan for
all areas of resources
management.
Complete Compendium that lists
and describes existing 07/15/94
training courses.
Issue Strategic Training
Plan. 08/15/94
-------
LEAD
OFFICE
ACflOHS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
8B8
DETAXLBB
22 Develop Training Course
for POs and WAN
Recruit an education
specialist to develop and
design acquisition training
06/30/94
courses.
Completion date and product
will be provided after
education specialist comes
on board.
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
Issue Revised Guidance in
Acquisition Manual.
06/30/94
Issue Revised Chapter in
Manual. 06/30/94
34 Educate Contract Personnel on
Use of Procurement Sanctions
Incorporate module on
suspension and debarment into
the Lesson Plan.
09/01/94
Lesson Plan completed and
available for use at
training sessions.
09/01/94
OHRM
30,31 Career Track/Grade
Structure/Awards
Incorporate Agency comments
into Career Guidance Document.
Contract Management Awards
presented to 5 individuals and
a Quality Action Team of 13
employees at the May 11 Awards
Ceremony.
06/10/94
Issue Final Package for
Implementation. 06/17/94
OAM Issues Annual Call for
Contract Management Awards
each October.
32 Evaluate Disciplinary System
EPA Order on SES conduct
Discipline Policy being
revised to incorporate
decision of ERB.
06/30/94
Incorporate Into Agency
Disciplinary System
30-days after Order is
signed by Administrator.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS COMPLETED
1 ACTIONS COMPLETED!
ORGANIZATIONAL OBJECTIVES
Recommendations 1-4
7
15
16
17
33
39
Reorganized Office of Administration and
Resources Management
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Revised FY93 Budget Request
Gave Priority to Acquisition Management
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
in FY94
Contact: Paul Schaffer
Telephone # :
Contact: Dennis Schur,
Telephone # :
, EPA, HQ
202-260-9032
EPA, RTP
919-541-3041
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
10
11
19, 20
24
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
JUN U 894
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT
FROM:
TO:
Distribution of Resource Management Committee (formerly
Standing Cerfnm^ttee on Contracts Management) Material
June Macke
Resource M
All EPA
gement
Ibraries
Committee
Attached please find the May 31, 1994 update of the Resource
Management Committee Recommendations. The report summarizes the
current status of actions in three categories: Open Actions,
Actions in Progress, and Completed Actions.
During May, we met an important milestone under
Recommendation No. 30. We presented Contracts Management Awards
at EPA's Annual Awards Ceremony on May 11, 1994. The awards were
presented to five individuals and to a Quality Action Team for
their outstanding achievements. These awards were specifically
designed to honor those employees whose extraordinary efforts
result in improved methods to manage contracts, in significant
cost savings realized on one or more individual contracts, or in
other significant benefits to the Agency.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled fiber
-------
STATUS REPORT
STANDING COMMITTEE ON CONTRACTS MANAGEMENT RECOMMENDATIONS
This Status Report provides an update of progress made on
the forty recommendations in EPA's June 1992 report Contracts
Management at EPA: Managing Our Mission; Recommendations of the
Standing Committee on Contracts Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Status Report is organized into two sections by the current
status of the actions:
o Actions in Progress: The approach to these actions
has been approved and implementation plans are
underway.
This chart is organized by lead office. The chart
lists the objective, the current status and projected
product completion date.
o Completed Actions: Actions completed with a contact
point, if appropriate, for the final product.
Copies of the June 1992 report and this Monthly Status
Reports are available in EPA libraries. For further information
on the Resource Management Committee, please contact the
Committee staff at (202) 260-4600.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS; OBJECTIVES
NEXT ACTION DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
8,9 Strengthen FMFIA
13 Pilot Physical Location of
COs and POs
18 Certification of Agency
Project Officers
25 Independent Government Cost
Estimates (IGCEs)
35 Use other Contract Types
Issue memo with new FMFIA 06/15/94
process and Contracts
Management Guiding Principles.
Furniture installed and actual
move to take place in mid-
July. Success Measures
developed and six-month review
cycle will indicate success of
pilot. 07/15/94
Resolve one Green Broder 7/15/94
non-concur and incorporate
comments into Revised
Chapter 7 .
Final Document to Printing. 06/03/94
Meet with OAR senior managers
to discuss pilot and resolve
final issues.
Issue Final Guidance
Document. 06/15/94
Final Analysis of Pilot
07/15/97
Issue revised Chapter 7 of
CMM.
08/30/94
Distribute Final IGCE "How-
to" Guide. 06/30/94
Select pilot for awarding
multiple contracts
w/ identical statement of
work. 06/30/94
-------
LEAD
OFFICE!
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95).
oc
14 Workforce Planning (Balance of
Intramural to Extramural
Resources)
NAPA is revising first draft,
second draft will be provided
to EPA for comments in July.
07/15/94
Final NAPA Report. 08/15/94
QXRH
37 Develop an Integrated Contract
Management Information System
Contracts Delivery Order
Tracking System (CDOTS)
becomes operational.
06/30/94
Functional prototype
completed. 09/30/94
40 Reconcile Personal Property
System with Integrated
Financial Management System
EPA Implementation Plan
completed for system being
developed by USGS.
06/30/94
Implement Personal Property
System. 09/30/95
8ES
DETAILEE
21 Establish Mandatory
Training for all POs,
Managers, and SESs
Newly formed Resource 06/13/94
Management Training (RMT)
Committees review and discuss
strategic training plan for
all areas of resources
management.
Complete Compendium that lists
and describes existing 07/15/94
training courses.
Issue Strategic Training
Plan. 08/15/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
8ES
DETAILEE
22 Develop Training Course
for POs and WAM
Recruit an education
specialist to develop and
design acquisition training
06/30/94
courses.
Completion date and product
will be provided after
education specialist cones
on board.
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
Issue Revised Guidance in
Acquisition Manual.
06/30/94
Issue Revised Chapter in
Manual. 06/30/94
34 Educate Contract Personnel on
Use of Procurement Sanctions
Incorporate module on
suspension and debarment into
the Lesson Plan.
09/01/94
Lesson Plan completed and
available for use at
training sessions.
09/01/94
OHRH
30,31 Career Track/Grade
Structure/Awards
Incorporate Agency comments
into Career Guidance Document.
Contract Management Awards
presented to 5 individuals and
a Quality Action Team of 13
employees at the May 11 Awards
Ceremony.
06/10/94
Issue Final Package for
Implementation. 06/17/94
OAM Issues Annual Call for
Contract Management Awards
each October.
32 Evaluate Disciplinary System
EPA Order on SES Conduct &
Discipline Policy being
revised to incorporate
decision of ERB.
06/30/94
Incorporate Into Agency
Disciplinary System
30-days after Order is
signed by Administrator.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS COMPLETED
I ACTIONS COMPLETED:
ORGANIZATIONAL OBJECTIVES
Recommendations 1-4
7
15
16
17
33
39
Reorganized Office of Administration and
Resources Management
Establish Senior Resource Officials - EPA Order Signed 3/22/94
Revised FY93 Budget Request
Gave Priority to Acquisition Management
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
in FY94
Contact: Paul Schaffer
Telephone #:
Contact: Dennis Schur,
Telephone #:
, EPA, HQ
202-260-9032
EPA, RTP
919-541-3041
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MAY 31, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
10
11
19, 20
24
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
MAY I 0 1994
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT:
FROM:
TO:
Distribution of Resource Management Committee (formerly
Standing Cpfmmrfc^ee on Contracts Management) Material
June Macke
Resource Ma
All EPA Liblfaries
mentcommittee Staff
FEB ( 1995 V
Attached please find the April 30, 1994 update of the
Resource Management Committee Recommendations. The monthly
report summarizes the current status of actions in three
categories: Open Actions, Actions in Progress, and Completed
Actions.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled fiber
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL 30, 1994
OPEN ACTIONS
LEAD
OFFICE
OPEN ACTIONS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AMD
COMPLETION DATE'
OAM
13 Pilot Physical
Location of COs and
POs
35 Use Other Contract
Types
3-year pilot with OSWER will 06/01/94
begin June 1, 1994. Success
Measures developed and six-month
review cycle will indicate
success of pilot.
Meet with OAR staff to discuss 05/19/94
pilot and resolve final issues.
Final Analysis of Pilot
06/01/97
Select pilot for awarding
multiple contracts w/identical
statement of work. 05/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL 30, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAM
1 OC
8,9 Strengthen FMFIA
18 certification of Agency
Project Officers
25 independent Government Cost
Estimates (IGCEs)
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
Issue Contracts Management 05/31/94
Guiding Principles in keeping
with reengineering of Agency's
FMFIA program.
Green Border Review in 5/30/94
progress for Revised Chapter 7
Comments due 5/30.
Green Border Review completed.
Comments incorporated and
final document awaiting
approval of OAM Director. 05/30/94
EPA/OAM is working with FAR
Council on continual basis to
explore alternative approaches
to amend FAR requirements for
cost principles for employee
morale costs.
Initial findings of NAPA Study 05/30/94
Issue Final Guidance
Document 05/31/94
Issue revised Chapter 7 of
CMM 08/30/94
Distribute Final IGCE "How-
to" Guide 06/30/94
After legislation is enacted
to impose penalties for bad
claims, FAR/EPAAR will be
amended (could be as late as
Dec. 95) .
Final NAPA Report 07/30/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COKPUTOCON DATE
OXRM
37 Develop an Integrated Contract
Management Information System
Contracts Delivery Order
Tracking System (CDOTS)
becomes operational
06/30/94
Functional prototype
completed 09/30/94
AO
40 Reconcile Personal Property
System with integrated
Financial Management System
EPA Implementation Plan
completed for system being
developed by USGS
06/30/94
Implement Personal Property
system 09/30/95
BBS
DETAILEE
21 Establish Mandatory
Training for all POs,
Managers, and SESs
Complete analysis of feedback
from Pilot Sessions of CBT
Version of New Employees
Orientation and Contracts
Overview.
05/30/94
22 Develop Training Course
for POs and WAM
A training needs analysis
being done by new training
coordinator. Request made to
recruit an education
specialist to develop and
design training courses.
06/15/94
Products and Completion
Dates will be provided upon
completion of action plan
from new training
coordinator (due June 30,
1994) for Recommendations
121, 122, and 134.
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
Issue Revised Guidance in 06/30/94
Contracts Management Manual
Issue Revised Chapter in CMM
06/30/94
34 Educate Contract Personnel on
Use of Procurement Sanctions
New Training Coordinator is
reviewing status and will
update the workplan for this
recommendation.
06/15/94
See above note.
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OHRM
30,31 Career Track/Grade
Structure/Awards
32 Evaluate Disciplinary System
Comments due on Draft Career 05/06/94
Guidance Document.
Contract Management Award 05/11/94
Winners Recognized at EPA
Awards Ceremony
EPA Order on SES Conduct & 05/15/94
Discipline Policy awaiting
Administrator's Signature
Issue Final Package for
Implementation 05/30/94
OAM Issues Annual Call for
Contract Management Awards
10/01/94
Incorporate Into Agency
Disciplinary System
05/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL 30, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
10
11
19, 20
24
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements' Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
APRIL 30, 1994
ACTIONS COMPLETED
[ ACTIONS COMPLETED!
ORGANIZATIONAL OBJECTIVES
1
Recommendations 1-4
7
15
16
17
33
39
Reorganized Office of Administration and
Establish Senior Resource Officials - EPA
Revised FY93 Budget Request
Resources Management
Order Signed 3/22/94
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
Contact: Paul Schaffer
Telephone #:
Contact: Dennis Schur,
Telephone #:
, EPA, HQ
202-260-9032
EPA, RTF
919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
APR I 2
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT:
Distribution of Resource Management Committee (formerly
Standing efoitanittee on Contracts Management) Material
FROM:
TO:
June
Resource
All EPA
rares
2£^~^
Committee StafT
r 1995 ^
FEB
Attached please find the March 31, 1994 update of the
Resource Management Committee Recommendations. The monthly
report summarizes the current status of actions in three
categories: Open Actions, Actions in Progress, and Completed
Actions.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled liber
-------
Monthly Status Report on
Standing Committee on Contracts Management Recommendations
from the Resource Management Committee Staff
This Monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA; Managing Our Mission?
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Monthly Status Report is organized into 3 sections by the
current status of the actions:
o 2 Charts for work in progress:
- Open Actions: Key decisions still need to be made by
the Committee.
- Actions in Progress: The approach to these actions
has been approved and implementation plans are
underway.
- Both of these charts are organized by lead office.
The charts list the objective, the current status and
projected product completion date.
o 1 Chart for completed work:
- Completed Actions: Actions completed with a contact
point, if appropriate, for the final product.
Copies of the June 1992 report and this Monthly Status
Report are available in EPA libraries. For further information
on the Resource Management Committee, please contact the
Committee staff at (202) 260-0198.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MARCH 31, 1994
OPEN ACTIONS
LEAD
OFFICE
OPEN ACTIONS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAM 13 Pilot Physical
Location of COs and
POs
Awaiting furniture delivery and 06/01/94
installation
Analysis of Pilot 06/01/97
35 Use Other Contract
Types
Select Candidate to Pilot
Multiple Awards
04/30/94
Draft Solicitation Provisions
and Contract Clauses on Use of
Hybrid Contracts Will be Part
of Solicitation Selected for
the Pilot 05/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MARCH 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION DATE
PROJECTED PRODUCT AND
COMPLETION DATE
0AM
oc
OIRM
AO
8,9 Strengthen FMFIA
18 Certification of Agency
Project Officers
25 Independent Government Cost
Estimates (IGCEs)
36,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
14 Workforce Planning (Balance
of Intramural to Extramural
Resources)
37 Develop an Integrated Contract
Management Information System
40 Reconcile Personal Property
System with Integrated
Financial Management System
Continue to resolve Green 04/15/94
Border Comments
Re-issue Green Border 04/08/94
Complete Green Border Review 04/30/94
Enactment of Cabinet Level
Bill which includes
recommendations made by the
SCCM/RMC for Items 36 and 38
Complete Interviews with 04/25/94
Congressional Staff
Hold second Advisory Panel 04/12/94
Meeting
Contracts Delivery Order 06/30/94
Tracking System (CDOTS)
Becomes Operational
Present Cost-Benefit Analysis 04/15/94
to Senior Management
Complete Implementation Plan 05/31/94
Issue Final Guidance
Document 05/30/94
Guidance in Chapter 7 of CMM
05/30/94
Final IGCE "How-to" Guide
06/30/94
FAR Revisions - Nine Months
After Congressional Action
EPAAR Revisions - One Year
After Congressional Action
Draft Report 05/15/94 -
Final Report 06/30/94
Functional prototype
completed 09/30/94
Implement Personal Property
System 09/30/95
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
8ES
DETAILEE
OHRM
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for POs and WANs
23 Upgrade EPAs Education
Reguirement for Procurement
Professionals
34 Educate Contract Personnel on
Use of Procurement Sanctions
30,31 Career Track/Grade
S t rue t u re/ Awa rds
32 Evaluate Disciplinary System
Pilot Session of CBT Version 04/11/94
of New Employees Orientation
Pilot Session of CBT Version 04/25/94
of Contracts Overview
Course Development and Design 05/30/94
Issue Revised Guidance in 06/30/94
Contracts Management Manual
Circulate Proposed Guidance 04/30/94
within OAM for Comments
Comments due on Draft Career 05/06/94
Guidance Document.
Contract Management Award 05/17/94
Winners Recognized at EPA (tent.)
Awards Ceremony
EPA Order on SES Conduct & 05/15/94
Discipline Policy awaiting
Administrator's Signature
Strategy, Framework, and
Transition Plan 04/94
Course Development and
Design 05/30/94
Issue Revised Chapter in CMM
06/30/94
Issue Revised Guidance in
CMM 06/30/94
Issue Final Package for
Implementation 05/30/94
OAM Issues Annual Call for
Contract Management Awards
10/01/94
Incorporate Into Agency
Disciplinary System
05/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MARCH 31, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED: PRODUCT
Recommendations 5 Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact; Document Distribution Unit, 202-260-8573
6, 12 Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated; February 18, 1994 Contact; Paul Schaffer, EPA/QAM 202-260-9032
10 Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
11 Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated; February 18, 1994 Contact: Fifi Goodfellow, EPA/QAM 202-260-6000
19, 20 Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
24 Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
26 Issue Monthly Contract Management Policy Bulletins, Contact; Ed Murphy, OAM
27 Identified Procurement Responsibilities in Job Announcements
28 Emphasized Contract Management in Performance Agreements
29 Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
MARCH 31, 1994
ACTIONS COMPLETED
I ACTIONS COMPLETED:
ORGANIZATIONAL OBJECTIVES
1
Recommendations 1-4
7
15
16
17
33
39
Reorganized Office of Administration and
Establish Senior Resource Officials - EPA
Revised FY93 Budget Request
Resources Management
Order Signed 3/22/94
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
Contact: Paul Schaffer
Telephone # :
Contact: Dennis Schur,
Telephone # :
, EPA, HQ
202-260-9032
EPA, RTP
919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. D.C. 20460
MAR 07 1994
OFFICE OF
ADMINISTRATION
ANDRESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT
FROM:
TO:
Distribution of Resource Management Committee (formerly
Standing CoHfror^tee on Contracts Management) Material
June Mackey
Resource Ma
All EPA Libraries
,
Committee
Attached please find the February 28, 1994 update of the
Resource Management Committee Recommendations. The monthly
report summarizes the current status of actions in three
categories: Open Actions, Actions in Progress, and Completed
Actions.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled fiber
-------
Monthly Status Report on
Standing Committee on Contracts Management Recommendations
from the Resource Management Committee Staff
This Monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA; Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Monthly Status Report is organized into 3 sections by the
current status of the actions:
o 2 Charts for work in progress:
- Open Actions: Key decisions still need to be made by
the Committee.
- Actions in Progress: The approach to these actions
has been approved and implementation plans are
underway.
Both of these charts are organized by lead office.
The charts list the objective, the current status and
projected product completion date.
o 1 Chart for completed work:
- Completed Actions: Actions completed with a contact
point, if appropriate, for the final product.
Copies of the June 1992 report and this Monthly Status
Report are available in EPA libraries. For further information
on the Resource Management Committee, please contact the
Committee staff at (202) 260-0198.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
FEBRUARY 28, 1994
OPEN ACTIONS
LEAD
OFFICE
OPEN ACTIONS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAM 13 Pilot Physical
Location of COs and
POs
Awaiting Crystal Gateway Lease
Renovations to Move to Two
Locations
03/31/94
Analysis of Pilot 03/31/97
35 Use Other Contract
Types
Select Candidate to Pilot
Multiple Awards
03/31/94
Draft Solicitation Provisions
and Contract Clauses on Use of
Hybrid Contracts Will be Part
of Solicitation Selected for
the Pilot 04/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
FEBRUARY 28, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS( OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
IOAM
;
I OARM
8,
18
25
36
7
9 Strengthen FMFIA
Certification of Agency
Project Officers
Independent Government Cost
Estimates (IGCEs)
,38 Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
Establish Senior Resource
Officials
Recommend New Approach Based
on Green Border Comments and
Agency Streamlining Efforts
Re-issue Green Border
Complete Green Border Review
03/15/94
03/31/94
04/30/94
Enactment of Cabinet Level
Bill which includes
recommendations made by the
SCCM/RMC for Items 36 and 38
Green Border Comments Resolved
EPA Order to be Signed
3/15/94
Issue Final Guidance
Document 05/30/94
Guidance in Chapter 7 of CMM
05/30/94
Final IGCE "How-to" Guide
06/30/94
FAR Revisions - Nine Months
After Congressional Action
EPAAR Revisions - One Year
After Congressional Action
EPA Order Signed 03/15/94
14
Workforce Planning (Balance
of Intramural to Extramural
Resources)
Interviews with EPA Regional 03/25/94
and Laboratory Personnel
Advisory Panel Meeting 04/12/94
Final Report Due 05/31/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS! OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
SES
DETAILEE
OHRM
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for POs and WAMs
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
34 Educate Contract Personnel on
Use of Procurement Sanctions
30,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Pilot Session of CBT Version 03/25/94
of New Employees Orientation
Pilot Session of CBT Version
of Contracts Overview 03/25/94
Disseminate Supervisors/ 04/40/94
Managers Module to Regions
Course Development and Design 04/30/94
Issue Revised Guidance in 06/30/94
Contracts Management Manual
Circulate Proposed Guidance 04/30/94
within OAM for Comments
Issue Draft Career Guidance 03/30/94
Document for Review and
Comment
Projected Date of Agency 05/01/94
Awards Ceremony; Contract
Management Award Winners
Recognized
EPA Order on SES Conduct & 03/01/94
Discipline Policy awaiting
Administrator's Signature
Strategy, Framework, and
Transition Plan 04/94
Course Development and
Design 04/30/94
Issue Revised Chapter in CMM
06/30/94
Issue Revised Guidance in
CMM 06/30/94
Issue Final Package for
Implementation 05/30/94
OAM Issues Handbook on
Contract Awards 04/30/94
Incorporate Into Agency
Disciplinary System
03/31/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OIRM
37 Develop an Integrated
Contract Management
Information System
First End-User's Bulletin 03/10/94
Issued
Contracts Delivery Order 06/30/94
Tracking System (CDOTS)
Becomes Operational
Functional Prototype
Completed 09/30/94
AO
40 Reconcile Personal Property
System with Integrated
Financial Management System
Present Cost-Benefit Analysis
to Senior Management for
Approval. Prepare
Implementation Plan.
03/31/94
Implementation of Personal
Property System 09/30/95
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
FEBRUARY 28, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED J
ORGANIZATIONAL OBJECTIVES
1
Recommendations 1-4
15
16
17
33
39
Reorganized Office of Administration and
Revised FY93 Budget Reguest
Gave Priority to Acguisition Management
Appointed SES to Lead Training Program
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
Resources Management
in FY94
Contact: Paul Schaffer
Telephone # :
Contact: Dennis Schur,
Telephone ft :
, EPA, HQ
202-260-9032
EPA, RTP
919-541-3041
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
FEBRUARY 28, 1994
ACTIONS COMPLETED
ACTIONS COMPLETED:
Recommendations 5
6, 12
10
11
19, 20
24
26
27
28
29
PRODUCT
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
Issued Chapter 14 to Contracts Management Manual establishing requirement for
"contracting team" concept for individual contracts from award to close out.
Dated: February 18, 1994 Contact: Paul Schaffer, EPA/OAM 202-260-9032
Issued revision to Chapter 1 to Contracts Management Manual requiring Contract
Management Plans for all major contracts.
Issued revision to Chapter 1 to the Contracts Management Manual requiring Annual
Acquisition Plans defining contract needs.
Dated: February 18, 1994 Contact: Fifi Goodfellow, EPA/OAM 202-260-6000
Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM, 202-260-6034
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy, OAM
Identified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
contact: Hector E. Suarez, 202-260-3308
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
OFFICE OF
ADMINISTRATION
AND RESOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Distribution*—of Resource Management Committee (formerly
Standing Cjommiti£ee on Contracts Management) Material
FROM: June Mackeyyv^^x^ ^f2^^^^^~]^^-
Resource Management Committee StafJL/"''^
TO: All EPA libraries
Attached please find the January 31, 1994 update of the
Resource Management Committee Recommendations. The monthly
report summarizes the current status of actions in three
categories: Open Actions, Actions in Progress, and Completed
Actions.
We will continue to send you the monthly progress reports
for your information. If you have questions, please contact me
on (202) 260-0198.
Attachment
Recycled/Recyclable
Printed with Soy/Canola Ink on paper that
contains at least 50% recycled liber
-------
Monthly Status Report on
Standing Committee on Contracts Management Recommendations
from the Resource Management Committee Staff
This Monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA: Managing Our Mission;
Recommendations of the Standing Committee on Contracts
Management.
The actions described in this Report address improvements in
EPA's contract management. Because EPA uses contracts for a wide
range of goods and services, accountable contracts management is
essential to the overall sound management of the Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Monthly Status Report is organized into 3 sections by the
current status of the actions:
o 2 Charts for work in progress:
Open Actions: Key decisions still need to be made by
the Committee.
- Actions in Progress: The approach to these actions
has been approved and implementation plans are
underway.
Both of these charts are organized by lead office.
The charts list the objective, the current status and
projected product completion date.
o 1 Chart for completed work:
Completed Actions: Actions completed with a contact
point, if appropriate, for the final product.
Copies of the June 1992 report and this Monthly Status
Report are available in EPA libraries. For further information
on the Resource Management Committee, please contact the
Committee staff at (202) 260-4600.
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JANURARY 31, 1994
OPEN ACTIONS
LEAD
OFFICE
OPEN ACTIONS: OBJECTIVES
0AM
13 Pilot Physical
Location of COs and
POs
35 Use Other Contract
Types
NEST ACTION DATE
Awaiting Crystal Gateway Lease 03/31/94
Renovations to Move to Two
Locations
Presenting Progress Report to 02/15/94
Committee
PROJECTED PRODUCT AND
COMPLETION DATE
Analysis of Pilot 03/31/97
Draft Solicitation Provisions
and Contract Clauses on Use of
Hybrid Contracts Hill be Part
of Solicitation Selected for
the Pilot 04/01/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OARM
Establish Senior Resource
Officials
Green Border comments resolved 02/25/94
final to be signed
EPA Order Signed 02/25/94
14 Workforce Planning
Complete Interviews with EPA
Regional and Laboratory
Personnel
02/22/94
Initial Report Due 02/28/94
-BBS
DETAILBB
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for POs and WAMs
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
34 Educate Contract Personnel on
Use of Procurement Sanctions
Pilot Session of CBT Version 02/28/94
of New Employees Orientation
Pilot Session of CBT Version
of Contracts Overview 02/28/94
Disseminate Supervisors/ 01/31/94
Managers Module to Regions
Course Development and Design 03/30/94
Circulate Proposed Guidance 02/01/94
within OAM for Comments
Circulate Proposed Guidance 02/01/94
within OAM for Comments
Strategy, Framework, and
Transition Plan 02/94
Course Development and
Design 03/30/94
Issue Revised Guidance in
CMM 06/30/94
Issue Revised Guidance in
CMM 06/30/94
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JANUARY 31, 1994
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS i« PROGRESS: OBJECTIVES
NEXT ACTION DATE
P.BOJ8CXBD PRODUCT AMD
CQttP&XftPXQN DATE
t
1 : om
6,12
8,9
10
11
18
25
36,38
Factory Floor Team
Strenghten FMFIA
Contract Management Plans
Annual Acquisition Plans
Certification of Agency
Project Officers
Independent Government Cost
Estimates (IGCEs)
Develop Policy on Indirect
Cost and Seek Amendments to
EPAAR and FAR
Issue Chapter 15 of CMM in
Final
Complete Re-evaluation of
Approach based on Green Border
Comments
Issue Chapter 1 of CMM in
Final
Issue Chapter 1 of CMM in
Final
Re- issue Green Border
Complete Green Border Review
Update Committee on Progress
by CAAC and Congress
02/01/94
02/15/94
02/01/94
02/01/94
02/28/94
04/30/94
03/15/94
Guidance in Chapter 15 of
CMM 02/15/94
Appendix L Incorporated in
CMM 02/28/94
Guidance in Chapter 1 of CMM
02/15/94
Guidance in Chapter 1 of CMM
02/15/94
Guidance in Chapter 7 of CMM
04/30/94
Final IGCE "How-to" Guide
06/30/94
FAR Revisions - Six Months
After Congressional Action
-------
LEAD
OFFICE
ACTIONS IN PROGRESS* OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OHRK
30,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Meet with Focus Groups to 01/24-
Collect Additional Data 02/16/94
Projected Date of Agency 05/01/94
Awards Ceremony; Contract
Management Award Winners
Recognized
Complete Reconciliation of 02/01/94
Green Border Comments
Issue Final Package for
Implementation 05/30/94
OAM Issues Handbook with
Chapter on Contract Awards
03/31/94
Incorporate Into Agency
Disciplinary System
03/31/94
OIRH
37 Develop an Integrated
Contract Management
Information System
First End-User's Bulletin 02/28/94
Issued
Contracts Delivery Order 06/30/94
Tracking System (CDOTS)
Becomes Operational
Functional Prototype
Completed 09/30/94
AO
40 Reconcile Personal Property
System with Integrated
Financial Management System
Finalize Cost-Benefit Analysis
and Clarify Requirement for
Independent Government Cost
Estimate Requirement
02/28/94
Implementation of Personal
Property System 09/30/95
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
JANUARY 31, 1994
ACTIONS COMPLETED
I ACTIONS COMPLETED:
Recommendations 1-4
15
16
17
ORGANIZATIONAL OBJECTIVES
Reorganized Office of Administration and Resources
Revised FY93 Budget Request
Gave Priority to Acquisition Management in FY94
Appointed SES to Lead Training Program
"II
Management
ACTIONS COMPLETED*? PRODUCT
Recommendations 5
19,
24
26
27
28
29
Cookbook entitled "How to Get Contracts Awarded at EPA" distributed 12/30/93
Contact: Document Distribution Unit, 202-260-8573
20 Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April, and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, OAM,
Issue Monthly Contract Management Policy Bulletins, Contact: Ed Murphy
Indentified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory #93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
202-260-6034
, OAM
-------
ACTIONS COMPLETED! ORGANISATIONAL OBJECTIVES
Recommendations 33 Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93 Contact: Paul Schaffer, EPA, HQ
Telephone #: 202-260-9032
39 Adherence to Prompt Pay Act Contact: Dennis Schur, EPA, RTP
Report Issued Dated: 12/17/92 Telephone #: 919-541-3041
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C 20460
NOV - 2 1993
OFFICE OF
ADMINISTRATION
AND RE SOURCES
MANAGEMENT
MEMORANDUM
SUBJECT: Re;
FROM: ^X&allyanne Harper, Acting Assistant Administrator
TO: Members, Resource Management Cpmmittee
Attached please find the October 31, 1993, update of the
Resource Management Committee Recommendations. The report
summarizes the current status of actions in three categories:
Open Actions, Actions in Progress, and Completed Actions.
This document has been sent to the staffs of Senator
Mikulski, Senator Glenn, Congressman Dingell, and Congressman
Stokes for their information.
Please contact Brigid Rapp of my staff at 260-9238 if you
have any guestions.
Attachment
Recycled/Recyclable
Printed with Soy/Canola ink on paper mat
contains at least 50% recycled liber
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1993
OPEN ACTIONS
LEAD
OFFICE
OPEN ACTIONSt OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATS
OAK
13 Pilot Physical
Location of COs and
POs
35 Use Other Contract
Types
Awaiting Crystal Gateway Lease 01/31/94
Renovations to Move to Two
Locations
Presenting Progress Report to 12/08/93
Committee
Analysis of Pilot 01/31/97
CMM Draft Guidance on Use of
Hybrid Contracts 12/31/93
OXRM
37 Develop an Integrated
Contract Management
Information System
New Project Manager Reviewing
Requirements and Assessing
Current Approach
11/15/93
Develop a Working Prototype
12/31/93
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1993
ACTIONS IN PROGRESS
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
1 OAM
5
6,12
8,9
10
11
18
25
26
Quality Action Team
Factory Floor Team
Strengthen FMFIA
Contract Management Plans
Annual Acquisition Plans
Certification of Agency POs
Independent Government
Estimates
Issue Uniform Contract
Management Guidance
Mass Distribution of Draft
Cookbook Throughout EPA
Resolving Internal Comments
from Green Border
Resolving Comments from Green
Border
Resolving Comments from Green
Border
Resolving Comments from Green
Border
Resolving Comments/Non-
Concurrences from Green Border
Guide with Management and
Organization Division
Currently Assessing Whether to
Proceed with Green Border
Complete Review of Existing
Guidance
11/30/93
11/15/93
12/31/93
11/15/93
11/15/93
12/31/93
11/15/93
11/30/93
Draft Cookbook Completed
11/30/93
Guidance in Chapter 15 of
CMM 11/15/93
Appendix L Incorporated in
CMM 01/31/94
Guidance in Chapter 1 of CMM
11/15/93
Guidance in Chapter 1 of CMM
11/15/93
Guidance in Chapter 7 of CMM
02/07/94
Final IGCE How-to-Guide
01/31/94
Existing Uniform Guidance
Reconciled and Regular
Policy Bulletins 11/30/93
-------
LEAD
OFFICE
ACTIONS IN PROGRESSI OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
OAK
36,38 Develop Policy on Indirect
Cost and Seek Amendments
to EPAAR and FAR
Update Committee on Progress 12/08/93
by CAAC and Congress
FAR Revisions - Six Months
after Congressional Action
7 Establish Senior Resource
Officials
Review and Reconcile Green 12/15/93
Border Comments
EPA Order Signed 12/31/93
1
14 Workforce Planning
Compiling Data and 11/30/93
Interviewing Senior Managers
Interim Report Due 12/31/93
8ES
DETAILEE
21 Establish Mandatory
Training for all POs,
Managers, and SESs
22 Develop Training Course
for POs and WAMs
23 Upgrade EPAs Education
Requirement for Procurement
Professionals
New Resource Management 11/15/93
Orientation Options to be
Selected
New Employees Orientation 11/93
New Supervisors' & Managers 11/93
Modules to be Piloted
WAN Project Management 11/01/93
Contents Developed
Reviewing Existing 12/31/93
Requirements in Acquisition
Handbook and CMM and
Correlating with new FAI
Requirements
Resource Management
Curriculum/Strategy
Developed 12/93
Proposed Curriculum Design
and Strategy 12/93
Issue Revised Guidance in
CMM 06/30/94
-------
LEAD
OFFICE
ACTIONS IN PROGRESS: OBJECTIVES
NEXT ACTION
DATE
PROJECTED PRODUCT AND
COMPLETION DATE
SES
DETAILEE
34 Education Contract Personnel
on Use of Procurement
Sanctions
Reviewing Existing
Requirements in Acquisition
Handbook and CMM and
Correlating with new FAI
Requirements
12/31/93
Issue Revised Guidance
CMM 06/30/94
in
OHRM
30,31 Career Track/Grade
Structure/ Awards
32 Evaluate Disciplinary System
Review and Input Survey 11/15/93
Questionnaire Data, Produce
Findings Report; Forward
Report to Workgroup
Subcommittees
OAM Completes 11/30/93
Evaluation/Selection in Awards
Process
Resolving Comments from Green 11/30/93
Border
Issue Final Package for
Implementation 03/25/94
OAM Issues Handbook with
Chapter on Contract
Management Awards 03/31/94
Incorporate Into Agency
Disciplinary System 12/31/93
AO
40 Reconcile Personal Property
System with Integrated
Financial Management System
Options Presented and Approved
by Committee; Options and
Recommendations to CFO for
Approval
11/30/93
Implementation of Personal
Property System 02/28/95
-------
RESOURCE MANAGEMENT COMMITTEE REPORT
OCTOBER 31, 1993
ACTIONS COMPLETED
ACTIONS COMPLETED!
ORGANIZATIONAL OBJECTIVES
Recommendations 1-4 Reorganized Office of Administration and Resources Management
15 Revised FY93 Budget Request
16 Gave Priority to Acquisition Management in FY94
17 Appointed SES to Lead Training Program
1 ACTIONS COMPLETED:
PRODUCT
Recommendations 19,
24
27
28
29
33
20 Completed Training Sessions with Deputy Ethics Officials;
Ethics Orientation Courses given January, April and July, 1993
Procurement Guidance Documents Indexed, Contact: Ed Murphy, EPA, HQ, 202-260-6034
Indentified Procurement Responsibilities in Job Announcements
Emphasized Contract Management in Performance Agreements
Described Acquisition Management in Positions Descriptions
Requirements Memorandum Dated: 09/30/92
OHRM Policy and Research Division Advisory # 93-1008 Dated: 09/29/92
Contact: Hector E. Suarez, 202-260-3308
Use IGCEs to Analyze Contractor Costs
Policy Memorandum Dated: 03/03/93 Contact: Paul Schaffer, EPA, HQ
Telephone ft: 202-260-9032
-------
ACTIONS COMPLETED:
ORGANIZATIONAL OBJECTIVES
Recommendations 39
Adherence to Prompt Pay Act
Report Issued Dated: 12/17/92
Contact: Dennis Schur, EPA, RTP
Telephone ft: 919-541-3041
-------
RECOMMENDATION UPDATE - June 30, 1993
NO.
1
2
3
4
5
6
7
8
OBJECTIVE
Consolidate Contracts,
Grants, etc. Functions in
Reorganization
Establish Acquisition
Policy Unit
Establish Separate
Suspension/ Debarment
Function
Analyze
OARM/RTP/Cincinnati
Reporting Relationship
Launch Quality Action Team
to Improve Procurement
Process
Establish Factory Floor
Teams
Institutionalize SPO
Position
Require Internal
Vulnerability Assessment
(Combined with
Recommendation #9)
LEAD
OA
OA
OA
OA
OAM
0AM
DAA-
OARM
OAM
COMPLETION
DATE
Completed
Completed
Completed
Completed
07/13/93
07/15/93
09/30/93
12/31/93
NEXT ACTION
Implement Validation
Plan
Implement Validation
Plan
Implement Validation
Plan
Implement Validation
Plan
Present Proposed
Strategy for
Implementing Top Five
Recommendations to
SCCM
Receive and Evaluate
Agency Comments
Initiate Green Border
on EPA Order
RMD Issues Technical
Guidance for Preparing
FMFIA Annual Report
NEXT
ACTION
DATE
Long-Term
Long-Term
Long-Term
Long-Term
07/13/93
07/01/93
07/12/93
09/15/93
-------
NO.
9
10
11
12
13
14
.15
16
17
OBJECTIVE
Strengthen FMFIA Process
(Combined with
Recommendation #8)
Require Contract
Management Plans
Require Offices to Submit
Annual Acquisition Plans
Define Contracting Team
Concept
Pilot Delegation of
Procurement Authority to
Program Offices
Require Workforce Planning
(Inherent Government
Functions)
Revise FY 93 Budget
Request
Give Priority to
Acquisition Management in
FY 94
Appoint SES to Lead
Training Program
LEAD
OC
OAM
OAM
OAM
OAM
OC
OC
OC
AA-
OARM
COMPLETION
DATE
12/31/93
07/30/93
07/30/93
07/15/93
03/31/96
03/01/94
Completed
Completed
Completed
NEXT ACTION
RMD Issues Technical
Guidance for Preparing
FMFIA Annual Report
Issue Revised Chapter
to CMM on Contracts
Management Plans
Issue Revised Chapter
to CMM on Contracts
Management Plans
Receive and Evaluate
Agency Comments
Working on Logistical
Details for Pilot at
two Sites
OMB Issues Decision on
FY95 Budget Submission
None
Passback has not yet
been Received
Completed
NEXT
ACTION
DATE
09/15/93
07/30/93
07/30/93
07/01/93
08/15/93
03/01/94
Completed
In
Process
Completed
-------
NO.
18
19
20
21
22
23
24
OBJECTIVE
Certify Acquisition
Management Staff
Train All Employees in
Procurement Integrity
(Combined with
Recommendation #20)
Mandatory Orientation in
Acquisition Ethics
(Combined with
Recommendation #19)
Mandatory Training for
Project Officers, etc.
Training Course on
Contract Management
Upgrade EPA's Education
Requirement for
Procurement Officials
Index Existing Guidance
Documents
LEAD
CAM
OGC
OGC
SES-
Detail
SES-
Detail
SES-
Detail
OAM
COMPLETION
DATE
08/10/93
12/31/93
12/31/93
02/01/94
02/01/94
06/30/94 ,
Completed
NEXT ACTION
Presentation of
Recommendation to
Resource Management
Committee
Provide Training in
Ethics and Procurement
Integrity for All EPA
Employees Required to
File a Financial
Disclosure Form
Provide Training in
Ethics and Procurement
Integrity for All EPA
Employees Required to
File a Financial
Disclosure Form
Proposed Curriculum
and Implementation
Schedule Completed
Proposed Curriculum
and Implementation
Schedule Completed
Reviewing Existing
Requirements
Validation Efforts to
Begin
NEXT
ACTION
DATE
07/13/93
12/31/93
12/31/93
09/30/93
09/30/93
12/31/93
Completed
-------
NO.
25
26
27
28
29
30
31~
OBJECTIVE
Prepare Cost Estimate
Guide
Issue Uniform Contract
Management Guide
Identify Procurement
Responsibilities in Job
Announcements
Emphasize Contract
Management- in Performance
Agreement
Describe Acquisition
Management in Position
Descriptions
Examine Grade Structure
for Contracts Management
Develop Career Track for
Contracting Managers
LEAD
OAM
OAM
OHRM
OHRM
OHRM
OHRM
OHRM
COMPLETION
DATE
01/31/94
09/30/93
Completed
Completed
Completed
12/30/93
12/30/93
NEXT ACTION
Incorporating
Comments; Begin Green
Border
Complete Review of
Guidance; Develop Plan
for Staffing and
Communications
Validation: Survey to
Verify Inclusion of
Contract Management
Duties
Validation: Survey to
Verify Inclusion of
Contract Management
Duties
Validation: Survey to
Verify Inclusion of
Contract Management
Duties
OHRM Issue Agencywide
Call Letter for Honor
Awards
Present Plan and
Approach to Resource
Management Committee
NEXT
ACTION
DATE
08/30/93
08/01/93
07/31/93
07/31/93
07/31/93
08/15/93
07/13/93
-------
NO.
32
33
34
35
36
37
38
39
40
OBJECTIVE
Evaluate Disciplinary
System
Use IGCE's
Educate on Procurement
Sanctions
Use Other Contract Types
Develop Policy on Indirect
Costs
Develop ICMS
Amend EPAAR and FAR
Adherence to Prompt Pay
Act
PPSA/IFMS Reconciliation
LEAD
OHRM
OAM
SES-
Detail
OAM
OAM
OIRM
OAM
OC
OA
COMPLETION
DATE
09/30/94
01/31/94
02/01/94
-08/01/93
06/30/93
09/30/95
06/30/94
09/30/93
09/30/94
NEXT ACTION
OHRM Completes and
Implements Needed
Amendments to the
Disciplinary System
Incorporate Comments;
Begin Green Border
Proposed Curriculum
and Implementation
Scheduled Completed
Present Outline of
Requirements for
Hybrid Contract Type
to Resource Management
Committee
Quarterly Update to
Resource Management
Committee Due
Definition of Phase I
Quarterly Update to
Resource Management
Committee Due
Final Analysis
Expected from QAT
Presentation to
Resource Management
Committe
NEXT
ACTION
DATE
07/30/93
08/30/93
09/30/93
07/13/93
07/13/93
07/30/93
07/13/93
07/30/93
08/18/93
-------
Monthly Status Report on
Standing Committee on Contracts Management Recommendations
from the Resource Management Committee Staff
This Monthly Status Report provides an update of progress
made on the forty recommendations in EPA's June 1992 report
Contracts Management at EPA; Managing Our Mission*
Recommendations of the Standing Committee on Contracts
Management.
The recommendations in this Report address improvements in
EPA's management of contracts. Because EPA uses contracts for a
wide range of goods and services, accountable contracts
management is essential to the overall sound management of the
Agency.
By June 1993, the scope of the Standing Committee on
Contracts Management was expanded to include assistance and
relevant aspects of financial management, as well as acquisition.
The Committee was renamed the Resource Management Committee.
The Monthly Status Report lists each recommendation,
summarizes the background and approach-, and outlines milestones
for corrective action. In addition, the status of progress is
updated monthly on each recommendation. An overview chart
provides quick reference information for the recommendations.
Copies of the June 1992 report and this Monthly Status
Report are available in EPA libraries. For further information
on the original Committee recommendations or the actions of the
Resource Management Committee, please contact the Committee staff
at (202) 260-9248.
-------
June 30, 1993
Objective:
COMMITTEE REPORT RECOMMENDATION NO. 1
Consolidate the contracts, grants, and suspension
and debarment functions in an office-level
organization reporting to a new Deputy Assistant
Administrator for Finance and Acquisition in OARM
Report Reference: Page 15, Paragraph la
Lead Office: Office of Administration
Support Offices:
Background:
None
Approach:
The Standing Committee report states that adding
a new Deputy Assistant Administrator position
will strengthen the organization and will provide
needed oversight and accountability for
procurement integrity and effectiveness at the
highest level of EPA.
OARM will reorganize its contracts functions and
consolidate them within the Office of Acquisition
Management. The grants and suspension/debarment
functions will be housed in the Office of Grants
and Debarment. All three functions wi"1"1 report to
a new Deputy Assistant Administrator for Finance
and Acquisition. The Office of the Comptroller
will report to the Deputy Assistant Administrator
for Finance and Acquisition as well. The
reorganization proposal will include transferring
the reporting relationship for the contracts
functions located in RTP and Cincinnati to
headquarters. The proposed reorganization was
circulated under green border review, and
management addressed all comments made during the
review. The reorganization package describes
organizational problems and their resolutions in
the new structure, benefits to be obtained, and the
proposed organization and functions of the new
offices and divisions.
-------
Milestones:
08/31/92 Initiate green border review of OARM
reorganization
09/29/92 Completed comment resolution from green
border review
10/08/92 Decision memo sent to the Deputy
Administrator for signature
10/23/92 Deputy Administrator signed decision
memo, for reorganization packet
10/29/92 Reorganization packet sent to union for
review
11/23/92 Union review completed; begin
implementation
Validation:
A plan for longitudinal study has been prepared
to assess the success of the reorganization. It
includes such factors as staff turnovers,
.resources for training, and completed FMFIA
milestones. In addition to quantitative data,
cultural or behavioral changes are to be assessed
through interviews, surveys and focus groups.
The study would not be completed until two years
after the reorganization was initiated to allow
time for working relationships to be fully
operational.
Current Status:
COMPLETED.
-------
June 30, 1993
Objective:
COMMITTEE REPORT RECOMMENDATION NO. 2
Establish a separate acquisition policy, training,
and oversight unit within the new office to ensure
that these critical functions compete successfully
with contract acquisition and administration for
resource and management attention.
Report Reference:
Page 15, Paragraph Ic
Staff Recommendation #34 - the new Policy,
Training and Oversight Division will have
sole responsibility for issuing guidance
for contracts management.
Lead Office: Office of Administration
Support Offices: None
Background:
Approach:
Currently not enough resources are devoted to
adequate contracts policy training and oversight,
partly due to the fact that the responsibility
for carrying out these functions are scattered
throughout different program offices, and few
resources are rtir»'-4-~d at these functions. The
Standing Committee's recommendation will create a
central office to house these functions, and
allow the office to garner more resources.
OARM will establish a separate Policy, Training and
Oversight Division within the Office of Acquisition
Management to ensure that these critical functions
compete successfully with contract acquisition and
administration-for resources and management,
attention. The proposed reorganization will be
circulated under green border review for Agency
comment. The final reorganization describes
problems that will be addressed via the new
structure, benefits to be obtained, and the
proposed organization and functions of the new
offices and divisions.
-------
Milestones:
08/31/92 Initiate green border review of OARM
reorganization
09/29/92 Comment resolution from green border
review completed
10/08/92 Decision memo sent to the Deputy
Administrator for signature
10/23/92 Deputy Administrator signed decision
memo-for reorganization packet
10/29/92 Reorganization packet sent to union for
review
11/23/92 Union review completed; begin
implementation
Validation:
A plan for longitudinal study has been prepared
to assess the success of the reorganization. It
includes such factors as staff turnovers,
resources for training, and completed FMFIA
milestones. In addition to quantitative data,
cultural or behavioral changes are to be assessed
through interviews, surveys and focus groups.
The study would not be completed until two years
after the reorganization was initiated to allow
time for working relationships to be fully
operational.
Current Status:
COMPLETED.
-------
June 30, 1993
Objective:
COMMITTEE REPORT RECOMMENDATION NO. 3
Establish a separate acquisition policy, training,
and oversight unit within the new office to ensure
that these critical functions compete successfully
with contract acquisition and administration for
resources and management attention.
Report Reference:
Page 15, Paragraph Ic
Staff Recommendation #34 - The new Policy,
Training and Oversight Division will have
sole responsibility for issuing guidance
for contracts management
Lead Office: Office of Administration
Support Offices: None
Background:
Approach:
Currently not enough resources are devoted to
adequate contracts policy training and oversight,
partly due to the fact that the responsibility
for carrying out these functions are scattered
throughout different program offices, and few
resources are directed at these functions. The
Standing Committee's ^commendation will create a
central office to house these functions, and
allow the office to garner more resources.
OARM will establish a separate Policy, Training and
Oversight Division within the Office of Acquisition
Management to ensure that these critical functions
compete successfully with contract acquisition and
administration for resources and management
attention. The proposed reorganization will be
circulated under green border review for Agency
comment. The final reorganization describes
problems that will be addressed via the new
structure, benefits to be obtained, and the
proposed organization and functions of the new
offices and divisions.
Milestones:
08/31/92 Initiate green border for OARM
reorganization
09/29/92 Comment resolution from green border
review complete
10/08/92 Decision memo sent to the Deputy
Administrator for signature
10/23/92 Deputy Administrator signed decision
memo for reorganization packet
10/29/92 Reorganization packet sent to union tor
review
11/23/92 Union review completed; begin
imp1ementat ion
-------
Validation: A plan for a longitudinal study has been prepared
to assess the success of the reoganization. It
includes such factors as staff turnover,
resources for training, and completed FMFIA
milestones. In addition to quantitative data,
cultural or behavioral changes are to be assessed
through interviews, surveys and focus groups.
The study would not be completed until two years
after the reorganization was initiated to allow
time for working relationships to be fully
operational.
Current Status: COMPLETED.
-------
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 4
Objective: Analyze the reporting relationships between the
new Office of Acquisition Management and the
contract management functions in Research Triangle
Park and Cincinnati to determine whether a direct
reporting relationship would strengthen or weaken
management accountability and support for these
field acquisition units.
Report Reference: Page 15, Paragraph Id
Lead Office: Office of Administration
Support Offices: None
Background:
Approach:
Milestones:
The Standing Committee report indicated the
importance of clarifying reporting relationships,
and consolidating the functions within one
organization.
Analyze the reporting relationships between the new
Acquisition Management office and the contract
management functions in Research Triangle Park and
Cincinnati to determine whether a direct reporting
relationship would strengthen or weaken management
accountability and support for these field
acquisition units:
COMPLETED ON 07/31/92.
Management & Organization Division presented
findings to the Assistant Administrator for
Administration and Resources Management, the
Deputy Assistant Administrator for Management,
and the Deputy Assistant Administrator for
Finance and Acquisition.
Management has decided to implement the following
reorganizations:
-To consolidate contracting operations within the
Agency, the Contracts Management Divisions from
Research Triangle Park and Cincinnati will be
transferred into OAM
-To transfer Office of the Comptroller/Financial
Management Division's functions and
responsibilities of the National Contracts
Payment Division in Research Triangle Park to the
Financial Management Division in Headquarters
-To revise OARM/RTP's proposed functional
statements to better reflect its support of
satellite facilities
-------
Validation: A plan for a longitudinal study has been prepared
to assess the success of the reorganization. It
includes such factors as staff turnover,
resources for training, and completed FMFIA
milestones. In addition to quantitative data,
cultural or behavioral changes are to be assessed
through interviews, surveys and focus groups.
The study would not be completed until two years
after the reorganization was initiated to allow
time for working relationships to be fully
operational.
Current Status: COMPLETED.
-------
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 5
Objective:
Launch an Agency-level Quality Action Team to
improve the procurement process.
Report Reference:
Page 16, Paragraph le
Staff Recommendations:
#21 — Formation of QAT to study how the
Agency can improve contracting processes
#31 - Determine where new contract attorney
resources should be placed
Lead Office: Office of Acquisition Management
Support Offices: Office of the General Counsel
Background:
Approach:
The Standing Committee recognized the fact that
the Agency has failed to provide clear guidance
to -its contracting staff in the past, and needs
to improve information sharing across the Agency
at all levels, as well as to enhance coordination
between OARM, OGC, and program offices on
important contracting matters.
Solicit high-level Agency managers t~ p- -ticipate
in the Quality Action Team (QAT). ,. imposed members
include managers from OARM, OGC, OSWER, ORD, OPPTS,
OPPE,- OW, and OAR. QAT will focus on improving the
pre-award procurement process, i.e., lead time,
competition, incorporation of better cost and
performance controls into contract document itself.
This project overlaps and dovetails with other
Standing Committee recommendations - the use of
different contract types, and the "Contracting
Team/Factory Floor" concepts.
-------
Milestones:
Validation:
08/17/92 Identify QAT members
08/31/92 Hold first meeting, select chair and
facilitator, clarify charter
10/08/92 QAT to develop milestones and timelines
10/14/92 Deliver interim products and future
milestones to the Standing Committee
10/15/92 Brainstorm major problem areas
10/15/92 Send out evaluation questions for
baseline data analysis
11/05/92 Brainstorm short-term solutions
11/24/92 Complete review of change to EPAAR
12/03/92 Collect baseline data through focus
group for baseline data analysis
12/10/92 Conduct focus group with respondents to
refine gathered data
12/17/92 QAT present revised charter to Standing
Committee to include "procurement
cookbook"
04/01/93 QAT recommendations distributed at SCCM
Meeting for discussion
05/19/93 QAT recommendations presented to SCCM
05/26/93 Draft Cookbook Completed
07/13/93 Present proposed implementation
strategy to SCCM
08/13/93 Final Cookbook presented to SCCM
An evaluation plan will be developed to ensure that
the implemented recommendations for change in the
procurement process are effective.
Current Status:
07/13/93 Present proposed strategy for
implementing top five recommendations to SCCM
-------
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 6 and 12
Objective: Establish "factory floor" quality contracting
teams to plan, implement, and evaluate individual
contracts.
Report Reference: Page 16, Paragraph l.f
Staff Recommendation:
Although this topic was not specifically
listed as one of the 68 recommendations in
the Standing Committee Staff report, pages 64
and 65 of their report contained a discussion
on the contracting team concept. The report
stated that the team should consist of a PCO,
AGO, the COTR's, the Program Office Manager,
legal counsel and a cost analyst. The team
would convene upon the conceptualization of
the contract and be active through the
placement, use, closeout and audit of each
contract.
#41 - QAT complete report to evaluate need
for additional property management personnel,
and analysis of decentralizing property
management
Lead Office: Office of Acquisition Management
Support Offices: Office of General Counsel, SPO's
Background: The Standing Committee endorsed a "contracting
team" concept to accomplish life cycle management
of contracts from award to contract completion.
Approach: OAM will develop a chapter on the quality contracting
team concept which will be placed in the Contracts
Management Manual and implement a pilot program.
Milestones: 10/21/92 Brief SCCM members
11/04/92 Receive comments from SCCM
11/24/92 Brief SCCM on revised guidance
12/18/92 Letter issued by Deputy Director,
Finance and Acquisition, asking SCCM
program offices to select an upcoming
acquisition to be used to implement a
two year pilot quality contracting team
01/01/93 Draft initial chapter
02/02/93 OAM receives pilot selections and
program points of contacts and programs
commence advance acquisition meetings
with pilot members
4/28/93 Status of pilots presented to SCCM
-------
05/07/93 Obtain OAM/OGC/SPO comments
05/15/93 Initiate Green Border Review
07/01/93 Receive and evaluate Agency comments
07/15/93 OAM issues revised chapter and
implements quality contracting teams
Agencywide
09/01/93 OAM issues evaluation forms to SCCM
asking them to critique pilot to date
09/3,0/93 First quarterly report to SCCM on both
pilot programs and Agencywide
implementation. Other reports will be
issued in January, April, July and
October of each year.
1/15/95 Pilots evaluated and chapter revised, if
necessary, to incorporate needed changes
Validation: Pilot:
-The effectiveness of the pilot will be validated
through use of surveys and questionnaires.
Short-Term:
-Starting in FY94, OAM's Quality Assurance Staff
will evaluate effectiveness of the quality
contracting team's involvement during pre-award
reviews and contract management reviews.
Long-Term:
-After award, the quality contracting team will
meet semi-annually. At each meeting, each member
of the quality contracting team will be required
to perform an evaluation as to how he/she rates
contract management to date at scheduled meetings.
In addition, a team member will act as a recorder
and document the problems addressed, and the
recommendations made to correct those problems.
-The project will be a success if the quality
contracting teams provide for: continuity in
accountability; consistency in approaches to
resolving contract problems throughout the life of
the contract; and evidence of "program buy-in" and
the use of other expertise in solving contract
management problems. By June 30, 1996, OAM will
perform an analysis to determine whether life-
cycle management is a workable and practical
concept for EPA contracts and if the above goals
have been met.
Current Status: Green border review still ongoing
-------
June 30, 1993
Objective:
COMMITTEE REPORT RECOMMENDATION NO. 7
Institutionalize Senior Procurement Official (SPO)
position in EPA programs and regions by issuing formal
guidance and delegations to define responsibilities and
define requirements for certification by OARM
Report Reference: Page 16, Paragraph 2.a
Lead Office: .Deputy Assistant Administrator, Office of
Administration and Resources Management
Support Offices: Office of Acquisition Management
Background;
Approach:
Milestones;
The Standing Committee reported that EPA should
establish and institutionalize the Senior Procurement
Official position in EPA programs and regions by
issuing formal guidance and delegations to defir°
responsibilities and defining requirements for
certification by OARM. It was determined that a
single point of management accountability should be
established for the management of contracts and that
this should be undertaken Agency wide. One individual
needed to have tne IUJ..L responsibility for the
effectiveness and integrity of all procurement
activities, including contract administration, in
his/her office. The accountability for contracting
management should not be delegated by the SPO.
OARM originally intended to prepare an expanded
definition of the SPO position including a position
description and a plan of how to proceed. After
further analysis it was decided that the Senior
Procurement Official should not only focus on contract
management but also have managerial oversight
responsibility for all extramural resources. This
position is now more appropriately called a Senior
Resource Official. An institutionalization plan will
be devised for the SRO position in programs, and
regional offices.
08/05/92 OARM developed an expanded definition of
the SPO position. COMPLETED.
08/19/92 Initial draft of SPO position description
circulated for comment. COMPLETED.
(Rough draft of SPO position description
initially discussed during RA/ARA
conference held 7/92 in Washington, D.C.)
10/30/92 Comments rendered and revisions being
made. COMPLETED.
11/10/92 Revised SPO position description
presented at SCCM meeting and circulated
for comment. COMPLETED. Memorandum
dated 11/17/92 requesting comments by
12/11/92.
-------
05/30/93 Action plan completed to establish
Senior Resource Officials.
COMPLETED. EPA Order in draft formally
designating these officials.
7/12/93 Initiate green border process on EPA
Order.
8/12/93 Complete green border process and begin
resolution of comments.
9/9/93 First Agencywide SRO meeting
9/30/93 EPA Order signed.
Validation: Short-Term:
-SRO's have been placed in every office and they.
are performing their prescribed duties.
Long Term:
-M&O should perform a management study to
verify that this position is properly interfacing
with program and procurement personnel within the
organization approximately twelve (12) months after
this position is institutionalized in the Contracts
Management Manual. Incorporate a description of the
duties and responsibilities of the SRO in current
contract management training materials - such as the
Contract Administration course hanc" :' ^s well as
the Contracts Management Manual.
Current Status: PRELIMINARY COMMENTS WERE REQUESTED BY JUNE 11,
1993 AND ARE CURRENTLY BEING REVIEWED.
EPA ORDER TO ENTER GREEN BORDER
PROCESS BY THE MIDDLE OF JULY ESTABLISHING THE
SRO ROLES AND RESPONSIBILITIES.
-------
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 8 and 9
Objective: Strengthen the Federal Managers Financial
Integrity Act (FMFIA) process to more effectively
identify weaknesses and vulnerabilities,
particularly those in the area of contract
management.
Report Reference: Page 16, Paragraph l.f
Staff Recommendation #44 - All SES managers,
OD's and Division Directors should recertify
their FMFIA responsibilities as they apply to
contract management through a course
coordinated through the EPA Institute and
conducted by their Management Control
Coordinators.
#63 - Written report submitted to DA
detailing actions taken to comply with 69
recommendations in reports along with a
schedule for compliance for any actions not
completed by 10/1/93. A similar report is
required each October 1, thereafter until all
recommendations 1 *ve been i;n->it nted
#64 - Written report submitt_eu to the Deputy
Administrator detailing the state of
contracts management in their offices
Lead Office: Office of the Comptroller, Resource Management
Division
Support Offices: Office of Acquisition Management
Background: The Standing Committee milestone #8 recommends
that EPA use the checklist in Appendix L of the
Standing Committee staff report. Milestone #9
recommends that the FMFIA process be strengthened
to more effectively identify contract management
vulnerabilities. These two milestones have been
combined because of their common management
integrity focus.
Approach: RMD will complete three actions. First, RMD will
review the FMFIA process and recommend improvements.
RMD and OAM will also revise Appendix L, as
appropriate, to be issued Agency-wide as a directive
and in conjunction with the annual FMFIA guidance. The
checklist will serve as an internal control for
managers contracts management programs. RMD will then
work with the SES training manager and OAM to develop
training on FMFIA contract management responsibilities,
-------
as well as a module to incorporate into the existing
contract management courses.
The intent of staff recommendations #63 and #64 will be
met institutionally through the FMFIA process. Because
contract management is an Agency material weakness,
each office will be required to address contract
management in their response to the Agency's technical
guidance call letter. In addition, because of the
certification process and new performance standards
which are currently being implemented, the Agency has a
mechanism in place to address contract management
performance related deficiencies.
Milestones:
Appendix L Checklist
07/15/92 . Accountable Officials (AO) Network,
EPA's cadre of senior
leaders chartered by the
Deputy Administrator to
correct. EPA's 17 material
weaknesses, discussed the
suggested checklist in
Appendix L of the
Standing Committee staff
report. Th •> AO' s
believed that while the
checklist appeared to
have merit, it should be
distributed Agency-wide
for comments first to
ensure that it had the
appropriate questions and
focus
08/04/92 RMD received comments on Appendix L from
managers. RMD and the AOs determined
that it required revisions before
releasing as a FMFIA requirement
12/30/92 RMD/CAM resolve AO comments and OAM
finalizes Appendix L
02/14/93 OAM develops a draft Agency directive,
incorporating Appendix L
03/11/93 RMD and OAM will present to the SCCM
their approach to more effectively
identify contract management weaknesses
and vulnerabilities through the FMFIA
process
05/01/93 OAM issues memo directing managers to
use the draft directive developed from
Appendix L as a management control tool.
OAM circulates draft for comment
06/01/93 OAM initiates Green Border Review for
directive developed from Appendix L and
adds it to the Contract Management
-------
Validation:
09/15/93
09/30/93
12/31/93
1994
Training
04/01/93
06/01/93
08/01/93
Manual
RMD issues technical guidance for
preparing FMFIA Annual Report requiring
offices to report the results of their
assessment in their FMFIA report
0AM completes Green Border process and
adds final chapter to CMM
RMD assures FMFIA final report is sent
to President and Congress
OAM reviews Office Appendix L directive
assessments for any office contract
management oversight audits scheduled
RMD works with designated SES manager
responsible for developing EPA's
contract management curriculum to ensure
the effective integration of management
integrity principles and
responsibilities in accordance with
FMFIA legislation.
RMD participates in test pilot of
contract management course developed by
SES manager.
RMD advises MCC of new co^^ract
management training and linkage with
FMFIA responsibilities
Through training course evaluations and analysis
of program vulnerability reports, the success of
steps to utilize the FMFIA process as a contract
management control will be evaluated.
Current Status:
Green Border process still ongoing
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 10
Objective: Require Contract Management Plans for all major
contracts as defined in Chapter 1 of the Contracts
Management Manual. Planning would include methods
for scheduling and tracking of WAs or DOs,
financial monitoring, scheduling of award fee
activities, exercise of options, etc. These plans
should also specify program roles, resources, and
responsibilities in managing the contract;
identify key vulnerabilities inherent in the
contract and describe provisions for dealing with
these; and establish milestones for key decisions
and actions.
Report Reference: Page 16, paragraph 2d
Lead Office: Office of Acquisition Management
Background;
Approach:
Milestones:
The staff report recommended that the contract
management team prepare a milestone chart for
their proposed contract. This plan would go
beyond the acquisition plan to involve post-award
activities including those items included in
"Objective" anu fac.^d"1ing team meetings for each
contract year through contract closeout.
(Paragraph IV.B.l., page 65)
OAM will develop guidance regarding the
formulation of contract management plans. Each
contract management plan should be succinct, 1 to
1 1/2 pages. As a pilot, each SCCM member will
do one plan to get experience with th"3 process.
10/14/92 Issue interim guidance and brief SCCM
11/20/92 Obtain OAM/OGC comments
01/14/93 Revised guidance provided to SCCM
02/03/93 Review comments
02/03/93 Pilot -plans drafted by SCCM members
04/01/93 Initiate Green Border review
04/15/93 OAM will brief SCCM on plans received
05/04/93 Receive and evaluate Agency comments and
disseminate model plan by OIRM
07/30/93 Issue revised chapter to Contracts
Management Manual on contracts
management plans
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Validation: Short-Term:
-By June 1, 1993, OAM's Policy and Oversight
Branch will check evidence of contract management
plans at all pre-award review.
Long-Term:
-By February 1, 1996, a study should be performed
assessing the results of audits performed on
various programs prior to and after
implementation of this recommendation to
ascertain whether this planning method has
resulted in better contract management.
Current Status: Green Border comments still being resolved.
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Objective:
June 30, 1993
COMMITTEE REPORT .RECOMMENDATION NO. 11
Require all offices to submit an Annual
Acquisition Plan to define contract needs,
beginning in FY93, including where appropriate, an
A-76 analysis, a description of how contracts will
be managed, special contracting needs (e.g., quick
response services), vulnerabilities (e.g.,
handling of sensitive data) supplier data,
supplier capabilities, and internal capacity to
manage contracts and other extramural support.
Report Reference: Page 16, paragraph 2.e
Lead Office: Office of Acquisition Management
Support Offices:
Background:
Approach:
Assistant Administrators and Regional
Administrators
Although Chapter 1 of the Contracts Management
Manual requires that contracting officers and
program officials prepare an annual acquisition
plan and an individual acquisition plan each time
they are about to' enter into a complex, high
dollar procurement, the Agancy has still been
vulnerable because of the lack of advance
planning in regards to preparing strategy for
overall contractual needs. This lack of advance
planning has resulted in restricted competition,
increased prices and not enough resources to
manage resultant contracts.
Integrate accountability for program results and
contract management at strategic levels. By
preparing an annual acquisition plan, this will
ensure that contractual needs, resources, and
vulnerabilities are defined in the early stages.
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Milestones: 10/14/92 Issue guidance to Agency; OARM to flow
chart process
11/01/92 Obtain OAM/CMD/OGC comments
01/14/93 Issue revised guidance to SCCM members
02/03/93 Receive comments from SCCM
04/01/93 Initiate green border review
05/04/93 Receive and evaluate Agency comments
06/30/93 Annual acquisition plans forwarded to
OAM
07/30/93 Issue revised Chapter to Contracts
Management Manual on acquisition
planning
Validation: Short-Term:
After revising the Contract Management Manual to
require annual acquisition plans at the beginning
of each fiscal year, each Branch Chief in OAM will
meet with the program offices to determine the
amount of appropriate resources and institute
safeguards for areas of potential vulnerabilities.
This use .of strategic planning should result in
less justifications for full and open competition
and better contract management.
Long-Term:
By March 1, 1996, OAM should conduct a management
study to assess the results of audits performed on
various programs prior to and after implementation
of this recommendation; the study should ascertain
whether this strategic planning method has
resulted in better contract, management.
Current Status: Green Border comments still being resolved.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 13
Objective: Design and implement, if appropriate, a pilot test
of more extensive and formal delegation of
procurement authority to one or more program
offices and regions to make program offices and
regions more accountable for contract management.
Report Reference: Page 17, Paragraph 2.g
Staff Recommendation:
#10 - Submit Implementation Plan to OAM
outlining the restructuring of the .roles
and responsibilities of contract
administration personnel
#38 - Implementation Plans initiated
Lead Office: Office of Acquisition Management
Support Offices: None
Background:
Approach:
The Standing Committee Staff Report recommended a
complete restructuring of the Contract
Administration function, with Administrative
Contracting Officers reporting to ,the Senior
Procurement Officials within each program office.
The Standing Committee's own report took
exception to that recommendation in the Staff
Report, and agreed only to a study of the
feasibility of the Staff recommendation. They
agreed to consider alternative models, and design
and implement, if appropriate, a pilot test of
more extensive and formal delegation of
procurement authority to one or more program
offices and regions to make program offices and
regions more accountable for contract management.
The Standing Committee will study the implications
of redelegating procurement authority to the
program offices, if appropriate, and will implement
a pilot program, consider alternatives, or elect
net to implement the recommendation of the staff.
The Office of Acquisition Management has been
working closely with the Office of Solid Waste and
Emergency Response in designing a "model" for
testing the co-location of Contracting Officers and
Contract Specialists with the Project Officers.
This model has been presented to the Standing
Committee for their consideration, and details are
being worked out between OARM and OSWER. The pilot
program is proposed for a three year period.
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Milestones: 09/24/92
09/30/92
10/14/92
10/15/92
10/21/92
11/15/92
03/01/93
08/15/93
12/01/93
03/01/94
02/31/94
06/01/94
09/31/94
CY 1995
06/31/95
06/31/96
09/31/96
OSWER DAA and Office Directors will
finalize the proposed model for "co-
location" of Contracting Officers with
program office personnel (COMPLETED)
OSWER will present its proposal for the
design of the pilot project to the
Standing Committee (COMPLETED)
Additional information, including
contracts to be included in the pilot,
will be presented to the Standing
Committee (COMPLETED)
Definition and details of pilot project
will be initiated; A and OSWER will
identify staffing needs and logistical
problems, and begin to develop
Implementation Plan (COMPLETED)
Update of Status will be provided to
Standing Committee. Pilot program will
be approved in concept by Standing
Committee (COMPLETED)
OARM and OSWER will negotiate extent
and details of pilot program
(COMPLETED)
Plans for logistics will be approved
Pilot program begins; Implementation
Plan initiated
Quarterly status reports will be
presented to Standing Committee
- 09/15/94 Management Assistance Review
will be performed to evaluate first six
months of pilot program; results will
be presented to Standing Committee
Additional validation efforts will be
performed
OSWER and OAM will present analysis of
first year of pilot program to Standing
Committee; any proposed changes will be
recommended
Changes to pilot program will be
implemented
Semiannual status reports will be
presented to Standing Committee
Further validation efforts will occur;
results will be presented to Standing
Committee
Final validation efforts will occur;
results will be presented to Standing
Committee
OAM and OSWER will submit analysis of
pilot program to Assistant
Administrator, OARM
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Validation: Validation testing will occur after the first six
months of the pilot program, through a Management
Assistance Review, and at the end of each of
the three years in the pilot. The pilot program
will be evaluated to determine the following:
1. Has the program office assumed more
accountability for contract management issues? In
particular, has the Program Management concept
been effective?
2. Have the attitudes and behavior of the Project
Officers, Work Assignment Managers, and higher-
level managers within the Program Office changed
to reflect a greater commitment to, and
understanding of, good contract management
principles?
3. Have the Administrative Contracting Officers
developed a better understanding of the program
office's issues and needs?
4. Have the Administrative Contracting Officers
retained their ability to exercise independent
judgements and make good business decisions?
5. Has the overall contract management process
improved in terms of timeliness and quality?
6. Does the pilot work better for some types of
contracts than others?
7. Are more resources necessary to properly
administer OSWER contracts? To effectively
conduct the pilot?
Validation will occur through the use of:
- a Management Assistance Review will be requested
of the Assistant Administrator, OARM, after the
first six months of the pilot program
- periodic questionnaires to CS's, ACO's, PO's,
WAM's, and PM's
- surveys and interviews with. OSWER and A
managers
- audits by the Office of Inspector General
and/or the General Accounting Office, if
appropriate (It may be determined feasible to
request the IG to come in and evaluate the
pilot, rather than wait for their periodic audit
program)
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- tracking the processing of individual work
assignment actions
Current Status: OSWER and OARM are working on logistical
details for implementing pilot at two sites
by August 1993. Space for the pilot has been
identified at two locations and logistical
arrangements are now being made for start-up
to begin as soon as possible.
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June 30, 1993
COMMITTEE RECOMMENDATION NO.,14
Objective: Require EPA program and regional strategic plans,
annual budgets, and operating plans to reflect
formal workforce planning and justify the proposed
mix of intramural and extramural resources.
Report Reference: Page 17, Paragraph 2h
Staff Recommendation:
#1 - Budget Division will be responsible
for implementation of OMB Circular A-76
activities which are currently in RMD
#32 - Prepare a plan for executing long-
term contract planning
#39 - Using guidance developed by OAM on
the appropriate use of contractors, each
program office will determine if the Agency
should perform certain tasks in-house as
opposed to contracting out, and develop its
overall resource allocation accordingly.
#59 - Develop a plan of action with
milestones to fully integrate strategic,
budget and acquisition planning processes
Lead Office: Office of Comptroller
Support Offices: Office of Acquisition Management
Background: The Standing Committee believed that EPA needed a
planning process that assured the best use of EPA
FTE's and contractors to accomplish its mission.
Approach: As part of the effort to link acquisition management
and budget, the development of the FY94 OMB budget
submission has included an effort to review the
contract workforce to bring into better balance the mix
of intramural and extramural resources.
For FY95/s budget, the budget technical call letter
will include a request for extramural resources
management information. The FY95 budget will also
include a thorough base review. It is planned that an
independent analysis of the Agency's balance of
intramural and extramural resources will be completed
in FY94. This analysis will provide another management
tool to justify proposed mix of resources.
Senior Resource Officials will provide a focal point
for extramural resources. Through an integrated
strategic leadership council of top managers, planning
and budgeting processes will be aligned with Agency
management integrity processes. In addition, contract
guidance will be issued on functions appropriate for
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contracts.
Milestones: 07/21/92
09/01/92
01/31/93
03/01/93
03/01/93
03/17/93
06/24/93
07/13/93
Validation:
Agency officials identified 'contractor
workyears that should be converted to
Government employee workyears
OMB submission of contractor conversion
request
Deputy Assistant Administrator's Office
Directors identifies program and
regional models, and researches how to
strengthen budget technical call letter
for management information
0AM issues guidance on the appropriate
use of contractors
OMB issues decision on FY94 budget
submission
Finance and Acquisition Office
Directors develop strategy and present
to SCCM
Agency call letter for FY95 issued.
Action Plan Presented to Committee for
Review and Approval
Short-Term:
-By October 1, 1995, Budget Division will perform
a study to determine if funds set aside in the
budget for contract-related issues were used for
its intended purpose (procure more contract
management resources and to allow more work to be
performed in-house)
Long-Tenn:
-By October 1, 1996, OAM will perform a
management study ascertaining whether contract
management has improved due to the increased
resources.
-By October 1, 1996, OAM will perform a study
measuring the benefits of having more work
performed in-house (i.e., more cost effective,
less contracts issued which are vulnerable to
abuse).
Current status:
Program offices in process of gathering data
for submittal in response to Agency technical
call letter dated June 24, 1993.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO.
15
Objective: Request appropriate revisions in EPA's FY93 budget
request now pending before Congress to increase
staffing levels of the central acquisitions
functions, legal counsel support, and program and
regional contract management functions.
Report Reference: Page 17, Paragraph 3a
Lead Office:
Support Office:
Background:
Office of Comptroller
None
In addition to voicing concerns over the lack of
resources available to support acquisition
functions, virtually every focus group raised the
inadequacy of staff to perform contracts
management training as a major problem. Although
EPA is committed to allocating additional
resources to strengthen contract management in
FY92 and FY93, in order to ensure the efficiency
and integrity of EFA'^ acquisitio- n-^.agement
functions, an increase in FY93/s budget is needed,
Approach:
Validation:
The Office of Comptroller (OC) informally notified
Appropriations Committees of the Agency's workforce
needs for contract management in FY93 and noted
that any FTE caps should accommodate the Agency's
contract workforce needs.
The Agency went to OMB with a formal request for
FTE for these specific purposes but there was no
increase in our FTE ceiling for FY93. However, the
Administrator reprogrammed staff throughout the
Agency to support contracts management.
'Quarterly reports are issued stating how the
reallocated resources are supporting contracts
management
Current status: COMPLETED.
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 16
Give priority to acquisition management functions
in EPA FY94 budget request to ensure appropriate
staffing for acquisition management functions
throughout EPA.
Report Reference: Page 17, paragraph 3b
Lead Office: Office of Comptroller
Support Offices: Office of Acquisition Management
Background: The Standing Committee believed that the Agency
needed to allocate more resources to increase
accountability for, and improve oversight over
contract management.
Approach:
The thrust of the Agency's FY94 request to the OMB
's its contract management workyear request. In
response to a request by the Assistant
Administrator for OARM, OAK initiated a listing
containing current and future contracts and the
FTE's devoted to them to determine if the Agency
had the appropriate staff to manage its upcoming
contracts.
The Administrator allowed critical OAM FY93
vacancies to be filled in spite of hiring freezes
in other areas. The Administrator also
reprogrammed FY93 staff throughout the. Agency to
support contract management. The Agency has
almost met its goal for reallocating positions to
contracts management for FY92 and FY9"*.
Milestones:
Validation;
Current Status:
09/01/92 FY94 budget submission forwarded to OMB
03/01/93 OMB issues decision on FY94 submission
For FY95's budget, the budget technical call
letter will include a request for extramural
resources management information. The FY95 budget
will also include a thorough base review. It is
planned that an independent analysis of the
Agency's balance of intramural and extramural
resource- will be completed in FY94. This
analysis will provide another management tool to
justify proposed mix of resources.
Completed. Additional FTE's requested;
however, FY94 budget passback has not been
received.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO.
17
Objective:
Appoint a SES-level employee with the training
qualifications and quality management experience
to lead the development of this comprehensive
training program.
Report Reference: Page 17, Paragraph 4.a
Lead Office: Office of the Assistant Administrator for
Administration and Resources Management
Support Offices: Office of Human Resources Management
Background:
Approach:
Many of the recommendations of the Standing
Committee are for the development of various
training courses in contract management. These
efforts, when completed, would amount to a major
overhaul of the contracts training program as it
exists today. The Standing Committee recommended
that, to ensure that this comprehensive training
program would receive the full-time, high level
attention required for success, and reflect the
needs of the programs, _i Senior E*- «"u^._ve Service
Member from an EPA program office be ietailed to
lead this effort over a six to twelve month
period.
The Standing Committee members will submit names
of nominees to OARM. The Acting Deputy Assistant
Administrator for Finance and Acquisition as well
as the Assistant Administrator will interview
interested candidates for this position and select
a person with the necessary background and
experience. Due to the difficulties encountered
in locating an appropriate candidate, it has been
agreed that if a qualified SES member cannot be
found, that either an individual in the SES
Candidate Program or a GM-15 will be considered.
When the individual detailed to this position
comes on board, he or she will take the approach
of assessing the entire field of contracts-related
courses wnich are being conducted throughout the
Agency, then developing a strategy for a
comprehensive effort to restructure the program.
This will include reviewing and examining training
courses developed in (and conducted by) program
and regional offices, OHRM, and OAM. After this
evaluation is completed, the SES (or GM-15)
detailee will begin to work with the appropriate
support offices t« take a comprehensive, overall
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approach to implementing Recommendations No. 19,
20, 21, 22, and 34. Since the courses covered by
these recommendations are dependent upon this
preliminary assessment and strategy development,
few milestones have been set forth at this-time
for those five recommendations. Additional
milestones for Nos. 19, 20, 21, 22, and 34 will be
created after the assessment.has been performed.
Milestones:
11/18/92 SES Candidate of GM-15 will be selected
by the Deputy Assistant Administrator
(COMPLETED)
12/07/92 Candidate will begin detail to OARM
Validation:
This recommendation will be considered to have
been successfully completed if the candidate is
detailed to OARM by 12/01/92 and successfully
leads this major training effort for the Agency.
Success will be determined by adherence to
schedule, actual development of appropriate
courses, quality of those courses, and
recognition throughout the Agency (and outside)
that EPA's training program in contracts
management meets the -~~ds of contrar*- management
personnel and those other employe*. . -.r.c are
associated with contracts. Validation efforts
performed for Recommendations No. 19, 20, 21, 22,
23, and 34 will also determine whether this
program is successful in changing the behavior
and attitudes of Agency.employees with regard to
contract management.
current Status: COMPLETED.
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June 30, 1993
COMMITTEE REPORT .RECOMMENDATION NO. 18
Objective: Require periodic certification by the Agency's
Procurement Executive of all Agency senior executives,
managers and staff who perform acquisition management
functions to ensure that their training and performance
warrant their being -entrusted with acquisition
responsibilities. Certification of SES members should
be integrated with the SES certification process.
Report Reference: Pages 16-17, paragraph 4.b
Lead Office:
Office of Administration Resources Management
(OAM - Manager)
Support Office: Office of Human Resources Management
Background:
Approach:
This recommendation ties into the staff report
discussion on training. Individuals who were certified
many years ago may not be aware of recent changes in
procurement regulations, thereby being unable to carry
out.acquisition management responsibilities in an
effective, efficient. ...-inner.
Review current certification requirements and evaluate
whether other requirements are necessary. OAM will
undertake the process of formally incorporating
certification requirements into the Agency's
directives systems by developing coverage in Chapter 7
of the Contracts Management Manual (CMM). This
coverage will: l) define those employee** for whom
certification will be required, e.g. all those with
significant acquisition management responsibilities in
their performance standards; 2) identify a process for
submission of certification data; and 3) establish a
schedule for periodic certification of those Agency
employees identified under item one above sj that all
such employees are certified at least once every three
years. SES employees are scheduled for
recertification by October 1, 1994.
Milestones: 08/12/92
09/30/92
12/30/92
OAM put together short concept document.
COMPLETED.
OHRM coordinates with OPM on
incorporating acquisition management
certification in the SES Certification
process. COMPLETED.
Disseminate results of Performance
Review {hoard meeting discussing their
recommendation for revising the SES
recertification process. COMPLETED.
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Validation:
03/30/93 OAM to provide an analysis of the best
methodology to address certification of
various Agency acquisition managers.
COMPLETED.
06/18/93 Complete development of draft Agency
directive in Contracts Management
Manual. OAM to coordinate methodology
for incorporating certification
procedures for all Agency resource
management, including grants, CFO
advisors and FMFIA officials.
^Completed. OAM scheduled to present
this recommendation before the SCCM
during the July meeting. All subsequent
milestones are revised to reflect this.
07/30/93 Incorporate SCCM comments and issue
draft CMM change for green border
review. OAM will review concurrently.
08/10/93 Receive, evaluate, and resolve internal
OAM/CMD/OGC comments.
09/10/93 Receive, evaluate, and resolve Agency
comments.
11/10/93 Issue directive.
Long-Term:
-The SPO must assure that certificatio' processes
are in place before individuals are recommended for
contract management duties. In addition they should
perform periodic random checks to verify that active
contract managers have complied with required
certification processes. These checks should include
looking at a selected number of individuals and
their certifications as well as cross referencing
with OAM Project Officer Record System to determine
that adequate records on the Agency's contract
managers are being maintained. Chapter 7 of the CMM
will be revised to require that SPO's certify to the
Procurement Executive that their contract managers
have been trained and are performing satisfactorily.
Current status:
MILESTONES REVISED. OAM MANAGEMENT, IN
CONJUNCTION WITH OHRM,(TRAINING) AND OARM
(INCORPORATING GRANTS AND FINANCIAL MANAGEMENT)
HAVE DETERMINED HOW TO APPROPRIATELY HANDLE
CERTIFICATION FOR VARIOUS LEVELS OF ACQUISITION
MANAGERS. PRESENTATION SCHEDULED BEFORE THE
COMMITTEE ON JULY 13, 1993.
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Objective;
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 19
Require that all employees receive training in
procurement integrity by January 1993 as part of
the ethics training program.
Report Reference: Page 18, paragraph 4.c
Lead Office: Office of General Counsel
Support Offices:
Office of Acquisition Management
Office of Human Resources Management
SES Detailee
Background:
Approach:
The Standing Committee has recommended the
permanent establishment of the most comprehensive
training program in the history of EPA in order
to change the embedded attitudes responsible for
"cutting corners" in contract management. The
Development of this training in procurement
integrity is one part of this overall effort.
Because of the logistical problems inherent in
attempting to train over 18,000 employees by
January 1993, "OGC is developing a package of
written material *-<•» »-~ delivered to all employees
by that date. This material will also be provided
to all new employees hired after December 31, 1992.
The longer term objective will be to put in place a
formal training course in accordance with Executive
Order No. 12674, and the Office of Government
Ethics Regulations, which provide for Government-
wide training in this area for all employees who
are required to file a Financial Disclosure
Statement.
Milestones: 10/16/92
12/31/92
12/31/93
OGC will conduct a "train the trainers"
session for the Deputy Ethics Officials
in each program office to discuss how
the training course required by the
Executive Order will be provided
(COMPLETED)
OGC will provide written material on
the subject of procurement integrity to
all EPA employees (COMPLETED)
Provide training in ethics and
procurement integrity for all EPA
employees required to file a Financial
Disclosure Statement
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Validation: Short-Term:
-In order to determine the effectiveness of this
training, all participants will be requested to
evaluate the course after each training session;
part of that evaluation will include comments on
whether additional coverage or other items should
be included in the training. The course will be
modified as necessary. In addition, if
appropriate, tests or other measures will be used
to determine whether students have achieved the
desired skill or knowledge level.
Long-Term:
-Review OGC records to determine how many
employees received Ethics training in CY 1993.
Survey employees through a questionnaire to
assess whether, in the long term, they thought
the training was valuable, and they had increased
'•'-.eir knowledge ir the subject matter.
Current Status: On target. OGC has completed the training
session with the Deputy Ethics Officials in
each program office. OGC conducted an ethics
orientation through the EPA Institute in
January and p^-^her in early April. One is
scheduled in early July. These are general
ethics courses that also touch on procurement
integrity issues.
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 20
Establish a mandatory orientation program in
acquisition ethics and operating principles for
all new EPA employees that is tailored to EPA's
specific requirements.
Report Reference: Page 18, Paragraph 4.d
Lead Office: Office of General Counsel
Support Offices:
Office of Human Resources Management Office
of Acquisition Management
SES Detailee
Background:
Approach:
Milestones:
Validation:
The Standing Committee has recommended the
permanent establishment of the most comprehensive
training program in the history of EPA in order
to change the embedded attitudes responsible for
"cutting corners" in contract management. The
development of this training in acquisition
ethics and operating principles is one part of
this overall effort.
The Standing Committee agreed that this effort
could be incorporated ir^o the ethics training.
(Recommendation #19.) See Recommendation #19 for
approach.
This recommendation has been combined with
Recommendation #19. See Recommendation #19 for
milestones.
Short-Term:
-In order to determine the effectiveness of this
training, all participants will be requested to
evaluate the course after each training session;
part of that evaluation will include comments on
whether additional coverage or other items should
be included in the training. The course will be
modified as necessary.
-If appropriate, tests or other measures will be
used to determine whether students have achieved
the desired skill or knowledge level.
Long-Term:
-Review OGC records to determine how many
employees received Ethics training in CY 1993.
Survey employees through a questionnaire to
assess whether, in the long term, they thought
the training was valuable, and they had increased
their knowledge in the subject matter.
Current Status: On target. (See Recommendation #19.)
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 21
Establish mandatory training, including periodic
refresher courses, in acquisition ethics,
policies, and management methods for all EPA
Project Officers, Managers, and Senior Executives,
Report Reference:
Page 18, Paragraph 4.e
Staff Recommendation:
#26 - Develop an orientation on contracts
management and guide for writing work
assignments, procurement requests, etc., to
acclimate newcomers to contracts management
#27 - Incorporate a COI training unit into
the contracts administration training
courses
#52 - Develop training for ACO's and COTR's
on invoice review with certification of
attendance as a standard job prerequisi^
Lead Office: SES Detailee
Support Offices:
Office of Human Resources
Office of Acquisition Management
Background:
Approach:
The Standing Committee has recommended the
permanent establishment of the most comprehensive
training program in the history of EPA in order
to change the embedded attitudes responsible for
"cutting corners" in contract management. The
development of this mandatory training and
periodic refresher courses for Project Officers,
managers, and senior executives is one part of
this overall effort.
The approach for this training will be determined
after the SES or GM-15 detailee conducts an
assessment of all existing contracts-related
training and develops a strategy for the overall
training initiative.
Milestones: 02/17/93
04/01/93
06/01/93
06/15/93
09/30/93
Overall strategy/workplan to
restructure contracts management
training program completed and
presented to Standing Committee
Preliminary assessment of existing
training programs completed and sent
out to Standing Committee
members.(COMPLETED)
Identification of desired job
performance will be completed
Objectives for training program will be
articulated. Organizational support
systems for training will be assessed
Proposed curriculum and implementation
schedule completed
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Validation: Short-Term:
-In order to determine the effectiveness of this
training, all participants will be requested to
evaluate these courses after each training
session. Part of that evaluation will include
comments on whether additional coverage or other
items, should be included in the training. The
courses will be modified as necessary. In
addition, if appropriate, tests or other measures
will be used to determine whether students have
achieved the desired skill or knowledge level.
Long-Term:
-Review C/OHRM records on an annual basis to
determine how many employees received this
training. Survey employees through a
questionnaire to assess whether, in the long
term, they thought the training was valuable, and
they had increased their knowledge in the subject
matter.
Current Status: Work on identifying desired job performance
and impediments to good performance in
contracts management is ongoing; four focus
groups in Headquarters and one in the Regions
have been conducted; input from National
Performance Review focus groups is also being
used.
A survey of training needs has been sent to
EPA SESers to determine the focus of the next
round f^f executive courses.
Work on the revised core curriculum course on
resource management has been completed; the
course is to be delivered on June 30.
Development of courses for new employees, new
appointees, now members of the SES and new
managers is underway also.
-------
Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 22
Develop a practical training course that instructs
Managers and Project Officers on how to manage
contracts, control costs, evaluate performance,
encourage quality, and negotiate terms.
Report Reference:
Page 18, Paragraph 4.f
Staff Recommendation:
#19 - Publish a "Lessons Learned" report
summarizing the results of all GAO and OIG
audits on contracts management
#22 - Develop a guidance package, including
video, for performance evaluation boards
#30 - Distribute the "Lessons Learned"
report to managers with contract
responsibilities
#36 - Prepare detailed guidance document
and videotape en policy on personal
services
#45 - Agency's contract training curriculum
is adapted to include property management
#49 - First seminar prepared on short,
topical issues in contracts management
Lead Offi.e: SES Detailee
Support Offices:
Background:
Approach:
Office of Human Resources Management Office
of Acquisition Management
The Standing Committee has recommended the
permanent establishment of the most comprehensive
training program in the history of EPA in order
to change the embedded attitudes responsible for
"cutting corners" in contract management. The
development of this practical training course for
Project Officers and managers is one part of this
overall effort.
The approach for this training will be determined
after the SES or GM-15 detailee conducts an
assessment of all existing contracts-related
training and develops a strategy for the overall
training initiative.
-------
Milestones: 02/17/93 Overall strategy/workplan to
restructure contracts management
training program completed and
presented to Standing Committee
04/01/93 Preliminary assessment of existing
training programs in contracts
management will be completed
(COMPLETED)
06/01/93 Identification of desired job
performance will be completed
06/15/93 Objectives for training program will be
articulated. Organizational support
systems for training will be assessed
09/30/93 Proposed curriculum and implementation
schedule completed
Validation: Short-Term:
-In order to determine the effectiveness of this
training, all participants will be requested to
evaluate the course after each training session.
Part of that evaluation will include comments on
whether additional coverage or other items should
be included in the training. The course will be
modified as necessary. In addition, if
appropriate, tests or other measures will be used
to determine whether students have achieved the
desired skill or knowledge level.
Long-term:
-Review IL/OHRM records on an annual basis to
determine how many employees received this
training. Survey employees through a
questionnaire to assess whether, in the long
term, they thought the training was valuable, and
they had increased their knowledge in the subject
matter.
-------
current Status: Work on identifying desired job performance
and impediments, to good performance in
contracts management is ongoing; four focus
groups in Headquarters and one in the Regions
have been conducted; input from the National
Performance Review focus groups is also being
used.
A survey of training needs has been sent to
EPA SESers to determine the focus of the next
round of executive courses.
Work on the revised core curriculum course on
resource management has been completed; the
course is to be delivered on June 30.
Development of courses for new employees, new
appointees, new members of the SES and new
managers is undexway also.
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Objective:
June 30,
COMMITTEE REPORT RECOMMENDATION NO. 23
Upgrade EPA's Education Requirement for
Procurement Professionals in EPA.
1993
Report Reference: Page 18, Paragraph 4.g
Staff Recommendation:
#20 - Individual Development Plans or
Training Plans are used to supplement the
technical expertise already found in the
organization
#47 - Examine contracts management training
courses and upgrade or replace them with
course's tailored to specific roles and
responsibilities
Lead Office: SES Detailee
Support Offices: Office of Acquisition Management
Background:
Approach:
The Standing Committee has recommended the
permanent establishment of the most comprehensive
training program in the history of EPA in order
to change the embedded attitudes responsible for
"cutting corners" in contract management. The
upgrading of EPA's education requirements for
Procurement Professionals is one part of this
overall effort.
The Office of Procurement Policy issued Policy
Letter 92-3 on June 24, 1992. The purpose of the
Letter is to establish a Government-wide standard
for skill-based training in performing contracting
duties. The Letter requires Agencies to provide a
description of the Agency's plan for prescribing
and providing training; a description of actions
taken or planned to assess the extent to which
training courses provide skill training; and a
description of the Agency's system for certifying
and reporting the completion.of training
requirements.,
The Agency's response to the Policy Letter will
form the basis for EPA's procurement career
management program and for our approach to this
Recommendation of the Standing Committee.
-------
Milestones:
Validation:
10/31/92 Integrate approach with response to the
OFPP Policy Letter No. 92-3.
(COMPLETED)
11/01/92 - 12/31/93 Perform analysis of all
current procurement training courses to
determine the extent to which they
provide training in the 78 Units of
Instruction in the Federal Acquisition
Institute's (FAI) Contract Specialist
Workbook, including the level of- skill
in each contract management duty that
the training attains.
11/01/92 - 12/31/93 Concurrently review existing
requirements in Unit 15 of the
Acquisition Handbook and Chapters 7 and
8 of the Contracts Management Manual to
identify areas where improvements are
needed for additional continuing
education requirements. As course
analyses are completed, begin
development of proposed revisions to
pertinent sections of Unit 15 and
Chapters 7 and 8.
01/31/94 Issue proposed revised Acquisition
HandLc-cX .. it and Contracts Management
Manual Chapters for internal comment.
02/28/94 Receive internal comments.
03/31/94 Assess and resolve internal comments,
initiate Green Border review process
for revised guidance.
05/30/94 Receive, assess and resolve Agency
comments.
06/30/94 Issue revised guidance.
Short-Term:
-In order to determine the effectiveness of any
new education requirements, all affected parties
(contracting personnel as well as program office
procurement professionals) will be requested to
evaluate all training courses after each training
session. Part of that evaluation will include
comments on whether additional coverage in any
subject matter or other courses should be added
or included in the education requirements. The
courses will be modified, or new courses added,
as necessary. In addition, if appropriate, tests
or other measures will be used to determine
whether students have achieved the desired skill
or knowledge level.
Long-Term:
-Survey procurement professionals to determine
whether they feel their level of training and
education requireaftnfcc are
adequate/excessive/inadequate to perform their
functions.
-------
Current Status: On target. Work on identifying desired job
performance and impediments to good
performance in contracts management is
ongoing; four focus groups in Headquarters
and one in the Regions have been conducted;
input from the National Performance Review
focus groups is also being used.
A survey of training needs has been sent to
EPA SESers to determine the focus of the next
round of executive courese.
Work on the revised core curriculum course on
resource management has been completed; the
course is delivered on June 30.
Development of courses for new employees, new
appointees, new members of the SES and new
managers is underway also.
-------
Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 24
Provide an -updated index of existing guidance documents
issued by all headquarters offices, regional offices
and field labs.
Report Reference:
Page 18, Paragraph 5.a
Staff Recommendation:
#16 - Each Office with its own guidance on
contracts management compiles notebooks and
labels guidance currently in effect and provides
copies to OARM and OGC
#46 - Review guidance notebooks compiled by the
SPOs and identify modifications required
#65 - Updated index of all existing guidance is
issued
Lead Office: Office of Acquisition Management
Background:
The Standing Committee reported that EPA should
provide an updated index of existing guidance
documents issued by all headquarters offices, regional
offices and field labs
Approach:
OAM will send out a letter to all SPOs' requesting
that they submit information about the procurement
related guidance documents currently used within
their offices. After this information is compiled,
OAM will devise an index of all these guidance
documents. This index will be disseminated
throughout the Agency. After completion of this
index, guidance should be reviewed and indexed on a
regular basis to ensure validity, consistency with
other Agency guidance, and compliance with
Procurement regulations.
Milestones: 09/01/92
11/01/92
3/15/93
4/23/93
Request SPOs to submit all existing
guidance in their respective areas.
COMPLETED. OAM issued memorandum to all
SPO's requesting responses by 11/1/92.
Compile and review submissions.
COMPLETED. Submissions received.
Compilation in process.
Prepare index and disseminate throughout
Agency for comment.
Present index to Standing Committee.
COMPLETED. Discussion to be held at
4/28/93 meeting. COMPLETED.
-------
Validation: Short-Term:
-OAM will verify through telephone inquiry that all
existing guidance documents have
been indexed, and that all regional offices and
laboratories have received the index, and can
utilize it.
Long-Term:
-Use of this index can be verified through random
checks by OAM commencing within six (6)
months after the index is disseminated throughout
the Agency. The checks will determine if the index
is relevant, is it being used, do various offices
feel they have adequate access to all the guidance
information. Librarians can validate usage by
keeping records.
-OAM will issue a letter to all SPOs in January
of each year requiring a list of contracting
management guidance documents that are utilized
within their office. These lists should be
compiled and disseminated every February to all
SPOs. This list compilation will commence in
January 1994.
Current Status: OAM IS INVESTIGATING DISSEMINATING THE
INDEX ELECTRONICALLY. VALIDATIO* EFFORTS ARE
UNDERWAY.
-------
June >30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 25
Objective: Prepare cost estimate guide and develop
corresponding data bases to assist with the
development of valid independent government cost
estimates (IGCE).
Report Reference:-, Page 18, Paragraph 5.b
Staff Recommendation:
#2 - Completion of cost estimating guides
to assist with development of valid IGCEs
#4 - Complete analysis of the IGCE
procedures used for procurement programs
and determine resource needs for specific
cost estimators to ensure compliance with
the IGCE requirement
Lead Office: Office of Acquisition Management
Support Offices:: None
Background: Independent Government Cost Estimates (IGCEs) are
used in the procurement process- to help determine
the reasonableness of contractors' proposals.
The IGCEs are developed by technical experts and
provide information on labor hours b" category,
labor rates, materials, and other ^Jt-
associated with the performance of a specific
assignment. The Standing Committee reported that
EPA utilized poor cost estimating practices and
procedures and recommended a structured
corrective approach.
Approacb: An EPA team will develop a formal IGCE guide to be
used by program and contracting personnel. The
team will be composed of technical experts from the
program offices and cost accountants from OAM.
This team will-review current EPA guidance,
guidance from other agencies, and procedures used
by private industry. The generic guide will be
distributed to the field for use, with appropriate
instructions provided. Data bases will be
established by individual programs as historical
negotiation information is generated. To be
useful, data bases will have to be continually
updated by program offices.
-------
Milestones: 08/21/92 Establish team
08/30/92 Define types of IGCE manuals
09/21/92 Review internal guidelines
11/20/92 Review other agencies' guidelines
02/09/93 First draft of guidelines issued
03/09/93 Agency comments on draft
03/26/93 Issue final draft guide for field
testing
03/26/93 - 06/15/93 Field testing of IGCE guide
by some program offices
06/15/93 Receive comments on draft from offices
that participated in field test
08/30/93 Incorporate comments and begin Green
Border
11/30/93 Complete resolution of Green Border
Review comments
01/31/94 Issue final guide
Validation: ri"-2 success of the guide will be determined by:
a) feedback from program offices, b) the actual
use by program offices, and 3) the ability of the
IGCE, developed with the help of the guide, to
assist the Government in negotiations and cost
control.
In order to evaluate the success of the guidance,
OAM will conduct a survey of program offices on
their use of the guide, and query them on how
well they feel it meets their needs.
Starting in FY 94, OAM's Quality Assurance Staff
will evaluate whether IGCEs are being properly
utilized during workplan negotiations Curing
regularly scheduled contract management reviews.
Current Status: Approximately 425 copies of the draft guide
were distributed for field testing and
critiquing. Comments were due back June 15
and now reconciliation of comments has begun.
-------
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 26
Objective: Issue Uniform Contract Management Guidance
Report Reference: Page 18, Paragraph D.S.c
Staff Recommendation:
#3 - Future contracts include provisions that
employees of contractors and, subcontractors be
trained in personal services' restrictions, and
that contractors have adequate management
structure in place to supervise and control the
performance of their employees. (Page 89,
Paragraph IV.C.lb(3))
#12 - Guidance developed for analysis of
appropriate use of contractors. (Page 86,
Paragraph IV.C.b.)
#14 - Issue Guidance on management of contracts
including preparation of SOW's, WA's, DO's and
IGE's. (Page 86, Paragraph IV.C.l.b.(1))
#23 - Review solicitations and contractors' bids
to avoid COI and prepare written finding of
analysis at each appropriate stage of the
procurement (Pages 89-90, Paragraph
IV.C.lb(4))
#29 - Amend the Acquisition Handbook to
address in more detail the roles and
responsibilities of EPA contract attorneys
(Page 83, Paragraph IV.B.5.)
#43 - Examine where it is possible to enforce
provisions for denying or reducing payments
where performance is not satisfactory and
issue a joint policy defining a strategy to
enforce the denied-payment provision. (Page
99, Paragraph IV.C.S.c.)
#53 - Issue a schedule for revising,
replacing, or clarifying all guidance
requiring modification. (Page 84, Paragraph
IV.C.I.a.(1))
#54 - Review standard contract language to
determine if it serves the needs of the
Agency. (Page 91, Paragraph IV.2.b.)
#55 - Acquisition handbook abolished and
contents merger with the Contracts Management
Manual. (Page 86, Paragraph IV.C.I.a.(3))
#56 - Information Hotline or electronic
bulletin boards established for contract
managers for quick and practical advice.
(Page 85, Paragraph IV.C.1.a.(2))
#57 - Issue schedule listing the guidance in
development and planning stages. (Page 85,
Paragraph IV.£.i.a.(1))
#60 - Develop guidance on the requisite
elements of an invoice under each major
contract type (.Page 98, Paragraph IV.C.5.a.)
-------
Lead Office:
Office of Administration Resources Management
(OAM - Manager)
Background:
Approach:
The Standing Committee reported that the agency
needs to eliminate inconsistencies in, and issue
uniform guidance on, management of contracts
including the preparation of all procurement
documents. The current guidance and policy
documents on contract management were determined to
have several flaws: the information was not easily
accessible to all Agency contracting managers, there
were inconsistencies among guidance documents, and
documents did not reflect the most current
regulatory information.
OAM will disseminate information throughout the Agency
concerning uniform practices in the preparation of
procurement documents as well as management. Also OAM
will evaluate other mediums of communication available
throughout the Agency available for dissemination of
procurement guidance. One medium to be explored is
the use of a hotline or Agency Bulletin Board. This
medium may provide Agency contract managers with the
ability to get quick and practical advice for real
situations or an interpretation of existing guidance
co address situations as L.*iey arise under contracts.
Milestones:' 09/01/92
09/30/92
11/01/92
2/15/93
03/01/93
08/01/93
09/01/93
*09/01/93
*10/01/93
Issue request for copies of any
program/regional guidance.
Initiate analysis of available
electronic bulletin board options, and
mechanisms for operating hotlines
(including interviewing existing hotline
managers, such as in FMD). COMPLETED.
Complete analysis of available bulletin
board options, and mechanisms for
operating hotlines. COMPLETED.
Receive guidance. COMPLETED.
Complete interviews with potential users
to determine topics for bulletin board,
and preference for a hotline. COMPLETED.
Select bulletin board* or hotline** for
implementation (Schedule to be provided
for implementation of each
option).COMPLETED.
Complete review of guidance, including
recommendations for change. **Develop
plan for staffing and
telecommunications.
Begin revisions (establish workplan
depending on receipt of materials)
**Announce and implement bulletin board.
Complete programming/coding of new
system.
Complete debugging and training,
implement system.
-------
Approach and Milestones for Staff Recommendations:
#3 - OAM is currently updating EPA Order 1900.1
which addresses Personal Services.
Completion of work is expected by August 1993. OAM
is scheduled to begin work on drafting a
special provision for inclusion into contract
documents that would ensure that future contracts
include a provision that contractors and
subcontractors have adequate management structures
in place to supervise and control performance of
their employees. Work on this EP clause is
scheduled to commence in July 1993. This clause
should be incorporated into APDS by 12/93.
#12 - EPA Order 1900.1 currently being updated
Update will provide guidance for appropriately
using contractor support.
#1-. - Initial guidance has been issued on the
preparation of SOW's, WA's, DO's and IGE's. Some
of that guidance has been issued as a result of the
OMB SWAT team initiative addressed under SCCM
recommendation #36. OAM is preparing a new chapter
to the Contracts Management Manual addressing these
issues as well. mcs jiirst draft is expected 9/93.
#23 - OMB is currently reviewing an Agency rule on
COI. The guidance incorporated in that rule will
fulfill this requirement. The rule is expected to
be signed and in effect by 9/93.
#29 - OAM has formed a workgroup to address and
define the roles and responsibilities ~f contract
attorneys. First meeting was held the week of
April 5, 1993. '
#43 - Recommendation #39, which addresses the Agency
invoice payment process has an outgrowth QAT which
was formed to look at various problems a/td issues
facing Project Officers in relation to invoice
review and approval. The denial or reduction of
payments for non-satisfactory work is one of the
issues they are addressing. Their problem analysis
and set of recommendations for corrective action is
expected by 7/93.
#53 - This staff recommendation is subsumed in
Standing Committee recommendation #24 which
requires that an index be compiled listing all
available guidance documents within the Agency and
that index be regularly updated, revised, and
clarified.
-------
#54 - Unit 23 of the Acquisition Handbook contains
EPAAR class deviations issued since 1984, which was
EPAAR's inception date. Unit 23 contains a total
of 22 EPAAR deviations, which were granted for
unique requirements for particular classes of
contract actions that were not provided for in the
EPAAR. OAM reviewed all the current
EPAAR deviations during FY92. Work is well
underway to incorporate these deviations into the
EPAAR. The deviations associated with the
Award Fee language, and Source Selection procedures
are being handled as a separate EPAAR amendment.
Although this effort is ongoing, completion of the
source selection and award fee language is expected
by 9/93. The milestone schedule is as follows:
11/15/92 Complete review of Unit 23 to identify
class deviations for inclusion in EPAAR.
4/30/93 Complete draft of Federal Register
proposed rule.
5/01/93 Obtain OAM/OGC comments.
6/15/93 Present Federal Register notice to
Administrative Council.
7/01/93 Initiate Red Border review.
9/1/93 Resolve Red Border comments.
10/1/93 Publish proposed rule in Federal
Register.
11/1/93 Receive public comments.
12/15/93 Initiate Red Border review of final rule.
2/15/94 Resolve Red Border comments.
4/1/94 Publish final rule in Federal Register.
**(This effort subsumes staff recommendations #48
and 66 which are a part of Standing Committee
Recommendation #38).
#55 - The Contracts Management Manual is a
procurement guidance document with information of
primary use to Agency program offices and program
acquisition managers. The Acquisition Handbook on
the other hand is a procurement guidance document
with information of primary use to procurement
personnel. There is very little if any application
to program personnel. Merging these two documents
does not therefore appear to be a viable solution
to issuing clear and consistent guidance.
#56 - Establishing a bulletin board has been
adopted as a mechanism for all Agency procurement
managers to gain access to quick and practical
procurement information as well as become updated
on policy issuances. The establishment of a "Help
Desk" is also being explored.
-------
Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 27
Identify procurement responsibilities in
recruiting materials and job announcements.
Report Reference:
Lead Office:
Pages 18-19, paragraph 6.a
Staff Recommendation #5 - All vacancy
announcements should indicate the percentage
of contracts management work to be performed
and associated duties
Office of Administration Resources Management
(OHRM - Manager)
Supporting Offices: None
Background:
Approach:
The Standing Committee noted that a number of
changes needed to be made to EPA's human resources
policies to provide a greater emphasis on
acquisition management. This recommendation,
which involves a series of steps over roughly an
18 month time .frame is deemed to be fundamental to
.permanent change in EPA. Inserting procurement
responsibilities in job announcements and
recruiting materials was one short term fix to a
long standing problem. It was felt that if
candidates had a clear, and accurate reflection of
the anticipated contract management duties and
what percentage of their work would involve
performing these duties before accepting the
position, they would enter the job with realistic
expectations of their roles and responsibilities.
This should result in better contract management
overall.
OHRM will issue a Personnel Management Advisory on
this matter, with review by the SCCM prior to
issuance. The Advisory will require that vacancy
announcements indicate the percentage of contracts
management involved in that particular position,
as well as the types of contract management
responsibilities.
The following Staff Report recommendations will
also be covered by addressing this issue:
#5 - All vacancy announcements should indicate the
percentage of contracts management work to be
performed and associated duties. (Page 79,
paragraph IV. 4 . b>. )
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#60 - The QAT formed to address Agency invoice
issues stated in recommendation #39 is looking at
developing guidance on requisite elements of an
invoice as well as the accompanying contractor
progress report.
Validation: Short-Terra:
-OAM will verify the establishment and use of a
hotline to facilitate agency contract managers in a
timely fashion by 9/30/93.
Long-Term:
-OAM will verify the issuance of uniform,
consistent, clear procurement guidance that is
disseminated throughout the Agency. This issuance
is an ongoing effort with verification being
performed by OAM. This verification will include
validating that distribution throughout the Agency
has been completed, and by surveying SPOs' to
determine that the. guidance is clear within six
months of guidance issuance. Another method to
verify whether guidance is clear is to monitor the
types and frequency of guidance problems that are
identified through the hotline.
Status: OAM REVIEWING INFORMATION RECEIVED IN THE INDEX FOR ANY
INCONSISTENCIES.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 28
Objective: Emphasize contract management in performance
agreements.
Report References: Pages 18-19, paragraph 6.b.
Staff Recommendation:
#6 - Develop model language for contracts
management performance standards for all.
employees with contracts management
responsibilities
#7 - Disseminate language in #6
#8 - Provide a. written evaluation of the
contract administration in each program for
the performance evaluation period
#9 - Review all current position descriptions
and FY 93 Performance Standards to reflect
contracts management responsibilities
#50 - Develop for Agency review performance
standards and job description elements that
accurately describe contracts management
functions for Contracting Officer Technical
Representatives
#51 - Provide informal oral or written
evaluation of contract administration in each
program at each performance evaluation period
Lead Office: Office -of Administration Resources Management
(OHRM - Manager)
supporting Offices: None
Background: The Standing Committee reported that EPA sh6uld
emphasize contracts management in performance
agreements for all employees performing acquisition
management responsibilities. It was recommended that
the model language include such items as 1. Timely
planning of work assignments/delivery orders, 2.
Thorough financial monitoring 3. Thorough invoice
reviews, and 4. Detailed evaluations of contractor
performance. This recommendation was intended to
strengthen the Agency's ability to hold
individuals accountable for their performance in the
area of acquisition management.
Approach: To use performance agreements and evaluations to give
emphasis to contract management responsibilities.
Milestones: OB/05/92 OHRM develops workplan reflecting 9/30
implementation date. COMPLETED.
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Milestones:
Validation:
08/05/92 OHRM will draft Personnel Management
Memorandum. COMPLETED.
09/01/92 Headquarters operations and regional
operations begin to include appropriate
statements in vacancy announcements.
COMPLETED. Memorandum including sample
language sent to all offices.
Requirement effective 9/30/92.
09/30/92 OHRM ensures all new brochures reflect
potential for contract management
responsibilities. COMPLETED. Guidance
issued. Requirement effective 9/30/92.
Short-Term:
-OHRM will review a percentage of vacancy
announcements, and other recruitment materials to
verify that contract management duties have been
included and that the proper percentage of effort
required to perform these duties has been stated.
The validation effort will be completed by July
1993. Review of these announcements will prove
whether any offices failed to accurately address
contract management duties. In addition to this,
OHRM must review all "ncancy anno"!-.:—'ents before
advertisement to the public.
Long-Term:
-The percentage of contracts management
responsibilities was adequately reflected in the
announcement and that a valid assessment of the
contract management duties to be undertaken was
made, would require evaluation after the positions
have been filled. This may take place one to two
years after the positions are filled. It may
involve employee interviews. This analysis should
be performed by OHRM or someone outside the
particular office to assure unbiased, un-
compromised information.
Current status:
A PERSONNEL POLICY MEMORANDUM IS
BEING DEVELOPED WHICH WILL REQUIRE THAT LANGUAGE
BE INSERTED IN ALL VACANCY ANNOUNCEMENTS
IDENTIFYING THE EXTENT AND THE TYPE OF
RESPONSIBILITIES FOR MANAGEMENT OF
EXTRAMURAL RESOURCES THAT ARE REQUIRED TO
PERFORM THE JOB. THIS LANGUAGE MUST BE INSERTED
WHERE APPROPRIATE. IT IS ANTICIPATED THAT THIS
MEMORANDUM WILL BE ISSUED BY SEPTEMBER 1, 1993.
AFTER ISSUANCE OF THIS MEMORANDUM A
VALIDATION WILL BE PERFORMED.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 29
Objective:
Describe acquisition management responsibilities in
position descriptions.
Report Reference: Pages 18-19, paragraph 6".c
Lead Office:
Office of Administration Resources Management
(OHRM - Manager)
Supporting Offices: None
Background:
Approach:
: The Standing Committee reported that EPA should
describe acquisition management responsibilities in
position descriptions thereby allowing individual
contact managers to have full knowledge of the r^ies,
responsibilities, and duties they are expected to
fulfill. Incorporating acquisition management into
position descriptions will help increase the level of
individual accountability and awareness.
OHRM will issue a Personnel Management Advisory to
include acquisition management responsibilities in all
new or revised PDs.
Milestones:
Validation:
09/30/92 OHRM will issue a Personnel Management
Memoranda requiring that position
descriptions for all positions with
acquisition management responsibilities
define those responsibilities. This
includes new and existing position
descriptions. HRO's will also begin
reviewing checklists that must be
prepared by the acquiring office as well
as certify their accuracy. These
checklists must describe the amount and
type of contract management to be
performed or certify that the position
contains no contract management.
COMPLETED.
Long-Term:
-OHRM will review a sample of position descriptions to
verify that they contain language addressing the
duties and responsibilities in contract management.
This review should be completed by June 1993.
In order to verify that position descriptions
accurately reflect the extent and type of contract
management duties performed the position descriptions
should be evaluated against work performed. This may
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Validation:
09/15/92 OHRM develops standard CJE language for
performance agreements; language will be
distributed to Agency with the Fall
guidance on performance management.
COMPLETED. Contracts management duties
were described using a functional
approach rather than developing language
for specific positions. The language
allows managers the ability to select the
standard most appropriate for the duties
of the employee.
09/30/92 OHRM will issue a notice on contract
management in performance evaluations
OHRM meets national union contract
requirements for impact and
implementation bargaining. COMPLETED.
OHRM should undertake a random sampling of
performance agreements to verify that they reflect
contracts management responsibilities within each
office and that they incorporate appropriate
language. This sampling should be completed by
6/93.
Current Status:
A PERSONNEL POLICY MEMORANDUM IS
BEING DEVELOPED WHICH WILL REQUIRE THAT LANGUAGE
BE INSERTED IN ALL PERFORMANCE STANDARDS
IDENTIFYING THE EXTENT AND THE TYPE OF
RESPONSIBILITIES FOR MANAGEMENT OF
EXTRAMURAL RESOURCES THAT ARE REQUIRED TO
PERFORM THE JOB. THIS LANGUAGE MUST BE INSERTED
WHERE APPROPRIATE. IT IS ANTICIPATED THAT THIS
MEMORANDUM WILL BE ISSUED BY SEPTEMBER 1, 1993.
AFTER ISSUANCE OF THIS MEMORANDUM A
VALIDATION WILL BE PERFORMED.
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be done by OHRM on a random selection basis with at
least 5% of position descriptions evaluated
within an office. This random review should be
completed by 9/30/93.
Current Status: A PERSONNEL POLICY MEMORANDUM IS
BEING DEVELOPED WHICH WILL REQUIRE THAT LANGUAGE
BE INSERTED IN ALL POSITION DESCRIPTIONS
IDENTIFYING THE EXTENT AND THE- TYPE OF
RESPONSIBILITIES FOR MANAGEMENT OF
EXTRAMURAL RESOURCES THAT ARE REQUIRED TO
PERFORM THE JOB. THIS LANGUAGE MUST BE INSERTED
WHERE APPROPRIATE. IT IS ANTICIPATED THAT THIS
MEMORANDUM WILL BE ISSUED BY SEPTEMBER 1, 1993.
AFTER ISSUANCE OF THIS MEMORANDUM A
VALIDATION WILL BE PERFORMED.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 30
Objective: Examine grade structure and award program to give
appropriate recognition to contract management
responsibilities.
Report Reference: Pages 18-19, Paragraph 6.d
Staff Recommendation:
#17 - Evaluate the existing grade structure for
contract managers
#62 - Correct disparities between the grade
structure for contract managers and the grade
structure for program personnel
Lead Office: Office of Administration Resources Management
(OHRM - Manager)
Support Office: -Office of Acquisition Management
Background: The Standing Committee reported that EPA's human
resources policies need to provide a greater emphasis
on acquisition management. The report addressed the
fact that there were dr.—-arities be^v/c-- the grade
structure for contract. ...anagers ar _..c*r program
personnel. The possibility of instituting rotations
through placement and administration, regions and
headquarters, and policy and training was also
discussed. Career incentive in acquisition management
needed improvement. The committee recommended that
to provide some career incentive for technical staff
at pre-supervisory levels, the Agency should give
weight to the quality of contract management skills
demonstrated by the employee, recognizing the
planning, analysis, negotiation, oversight, tracking
and evaluation abilities. These abilities should be
considered in crediting for managerial experience when
an individual applies for a supervisory or managerial
position.
Approach: A four phased approach will be undertaken. Phase one
will involve analyzing the current grade structure.
This will be undertaken by building a list of
contracts mar^gers, comparing grades and performing
some calculations based on those comparisons. Phase
two involves development of classification guidance.
This will be performed by collecting sample position
descriptions from Human Resource Officers (HRO) and
developing evaluation benchmarks. Phase three is to
develop a plan for Human Resource Officers to use the
guidance to align duties and grades. Phase four is
the implementation and follow up.
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The evaluation of the Agency awards program will
involve a separate approach. An exhaustive analysis
was performed on the EPA awards program by a QAT.
This analysis titled "An Inquiry into the
Effectiveness of the EPA Awards Program, dated June
1992 included a survey of approximately 1500 Agency
employees.
The QAT reached several conclusions that have
applicability to contract management. A workgroup was
developed to evaluate how best to award good
contract management as well as management of all
extramural resources.
Milestones:
Grade structure:
08/21/92
09/04/92
09/18/92
09/30/92
04/30/93
6/1-6/2/93
07/13/93
08/31/93
12/31/93
Collect EPA Personnel Payroll System
(EPAYS) data for target positions.
COMPLETED.
Gather sample position descriptions and
performance standards for target
positions. COMPLETED.
Perform an?1ysis to develop
scope/parameters for the overall
rev i ew. COMPLETED.
Develop an analytical plan and schedule
for a comprehensive review. COMPLETED.
*Initial meetings of the QATs.
COMPLETED.
Initial meeting of the taskforce.
COMPLETED.
Present plan and approach to the
Committee for approval.
Issue classification benchmarks.
Amend position descriptions and adjust
grades or duties.
* Initially a QAT was to be utilized. This approach has now
been revised. A task force will establish the plan with smaller
focus groups.taking on specific areas.
Awards:
10/92
11/92
2/28/93
Meeting held with OHRM and OAM to
determine the best mechanism to award
good contract management. COMPLETED.
Meetings held with OHRM and OAM to
discuss expansion of the existing
Contract Management Awards given
annually to program personnel.
COMPLETED.
Workgroup formed to determine award
structure, criteria for selection, and
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making this award a part of the
Agencywide annual awards ceremony.
COMPLETED.
3/17/93 Presentation before SCCM on awards
proposal. COMPLETED. PROPOSED PLAN OF
ACTION ADOPTED BY SCCM.
6/15/93 OAM/OHRM issue informal guidelines
describing types of awards available
for contract management, criteria, and
nominating procedures. COMPLETED.
6/15/93 OAM issues Agency-wide call letter for
Contract Management Awards. COMPLETED.
8/93 OHRM issues Agency-wide call letter for
Honor Awards.
11/93 OAM completes evaluation/selection
process.
12/93 Agency Awards ceremony
1/94 OAM and OHRM issue new chapter to
Awards Manual institutionalizing
contract management awar .. >.
3/94 OAM issues handbook.
On-Going SROs/OAM Director recognize contract
managers.
validation:
Long-Term:
OHRM will validate that the 11 recommendations
included within the Awards Program review have
been implemented. Validation of this
implementation should be accomplished by 12/30/93.
SPO's should provide information to OHRM relative
to performance in the area of contract management
and any changes noted (whether positively or
negatively) since the change of the grade
structure and award system. Changes to be reported
by SPO's include: Turnover rates among contract
managers, Morale among contract managers, Number
of contract managers receiving awards. This
analysis should be performed by OHRM within two
years after these changes have been instituted on
a headquarters and regional level.
Current Status:
CALL LETTERS AND INFORMAL GUIDANCE ISSUED.
OAM ISSUED GUIDANCE DESCRIBING THE CONTRACT
MANAGEMENT AWARDS. OHRM ISSUED GUIDANCE
PERTAINING TO THE OVERALL AGENCY CEREMONY.
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THE OHRM GUIDANCE STRESSED MANAGEMENT OF ALL
EXTRAMURAL RESOURCES IN ADDITION TO CONTRACT
MANAGEMENT.
OHRM CONVENED THE INITIAL STEERING
COMMITTEE/WORK GROUP TO DEVELOP THE
PLAN AND APPROACH FOR DEVELOPING
CAREER TRACK. GROUP CONSISTED OF
HEADQUARTERS, REGIONAL AND LABORATORY
PARTICIPANTS. MILESTONE SCHEDULE AND PLAN
WILL BE PRESENTED TO THE COMMITTEE FOR
APPROVAL DURING THE JULY 13, 1993 MEETING.
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 31
Develop a career track for contract managers in much
the same way that the Agency has for scientists and
technical personnel
Report Reference: Pages 18-19, paragraph 6.e
Lead Office:
Office of Administration Resources Management
(OHRM - Manager)
Support Office: Office of Acquisition Management
Background:
Approach:
The Standing Committee found that a career track
should be developed for contract managers in much the
same way that the Agency has for scientists and
technical personnel. Not having a career track for
contract managers caused a lack of career advancement
for technical experts participating in acquisition
management activities. By developing a career track
it was determined that in the long term, this approach
would help alleviate the problem of scientists and
engineers going into managerial careers by default,
without the motivation and interest '.n management
and administrative responsibilities such as contract
management.
The Agency plans to develop a strategy to formulate a
career track for contract managers. This effort
would first seek to identify the Knowledge, Skills,
and Abilities (KSA's) needed for each benchmark text
by each category of contract managers. A description
of the various ways KSA's could be acquired would
then be pursued. Examples are through training,
special projects, developmental assignments , etc.
Following these two steps OHRM would ask that a plan
for acquiring KSA's* and keeping them current be
developed for each contract manager.
Milestones: 11/92
12/92
01/93
5/30/93
6/1-6/2/93
Convene Steering Committee/Work Group.
COMPLETED.
Develop parameters for initiative. Plan to
be developed for GS-1102 personnel and for
other Agency contract managers.•COMPLETED.
MEMO DATED 12/10/92 REQUESTING DESIGNATED
3TAFF TO WORK ON THIS INITIATIVE.
Convene QAT Project Leaders and begin data
gathering. COMPLETED. QAT HAS CONVENED AND
DATA GATHERING HAS BEGUN.
*Initial QAT findings reported.
Initial meeting of task force. Plan of action
to be finalized.* Completed.
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7/13/93 Present plan and approach to the Committee
for approval.
10/31/93 Issue KSA package identifying KSAs for each
benchmark text and describe ways any KSA
could be acquired.
12/31/93 Develop a plan for acquiring KSAs and
keeping them current be developed for each
contract manager.
* Initially a QAT was to be utilized. This approach has now
been revised. A task force will establish the plan with smaller
focus groups taking on specific areas.
Validation: Short-Tenn:
-OHRM will validate that an appropriate career track
has been developed. Information addressing the
career ladder and career path guidance should be
disseminated throughout the agency to all contract
managers.
Long-Term:
-Validation of its success will take place after
individuals hav? ••*•?- •" 3ted this prescribed career
track. After completion of this preserved track,
the initial "completers" should be interviewed by
OHRM and their careers monitored.
Current Status: OHRM CONVENED THE INITIAL STEERING
COMMITTEE/WORK GROUP TO DEVELOP THE
PLAN AND APPROACH FOR DEVELOPING
CAREER TRACK. GROUP CONSISTED OF HEADQUARTERS,
REGIONAL AND LABORATORY PARTICIPANTS. MILESTONE
SCHEDULE AND PLAN WILL BE PRESENTED TO THE
COMMITTEE FOR APPROVAL DURING THE JULY
13, 1993 MEETING.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 32
Objective: Evaluate EPA's disciplinary system to ensure tough,
equitable, and consistent treatment of personnel who
violate Agency rules and requirements.
Report Reference: Pages 18-19, paragraph 6.e
Staff Recommendation #58 - Revise EPA's
personnel regulations to specifically
make violation of personal services a serious
offense.
Lead Office: Office of Administration Resources Management
(OHRM - Manager)
Background: The Standing Committee reported that EPA's human
resources needed to evaluate the current disciplinary
system to ensure tough, equitable, and consistent
•treatment of personnel who violate Agency rules and
requirements. It was determined that Agency managers
must take a hard stand against contract management
offenses such as Personal Services. Not taking
appropriate personnel nations when problems occurred
sent the same negative message as rewarding a
manager for only doing part of his/her job
correctly.
Approach: Evaluate the current disciplinary system for any
indications that the current policies are not tough,
equitable, and consistent. Any areas found to be
lacking will r--» modified.
Milestones: 09/15/92 OHRM conducts benchmarking analysis of
disciplinary systems in public and
private sectors. COMPLETED.
10/21/92 OHRM will discuss the proposed language
changes before the SCCM, highlighting
the pros and cons. SCCM will render
comment on proposal before amending the
disciplinary manual. COMPLETED. SCCM
ASKED FOR ADDITIONAL INFORMATION.
2/24/93 Revised presentation before SCCM
scheduled for 2/24/93. OHRM will lead a
discussion of goals and alternative
approaches to evaluate Agency
disciplinary system. COMPLETED. ANOTHER
MEETING WAS SCHEDULED FOR 3/24/93.
4/30/93 OHRM currently reviewing a list of
issues identified during 3/24/93
meeting. COMPLETED.
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6/30/93 Standing Committee subcommittee
presented a proposal for handling
discipline for SES employees. OHRM will
evaluate the feasibility of application
of this proposal to non-SES employees.
COMPLETED.
07/30/93 OHRM completes and implements any needed
amendments to the disciplinary system.
Validation:
Short Term:
-Query employees and their managers that are
involved in contract management about their
awareness of the disciplinary rules regarding
contract mismanagement. Based on responses
determine if further dissemination of information
is necessary. This should commence six months
after the disciplinary system,is altered.
Long Term:
-After making revisions to the disciplinary system
and or manual to incorporate and specify contract
management duties anr* responsibilities and the
accompanying penalties, training on the
disciplinary system has commenced, data should be
gathered to determine are there more or less
reported offenses than previous to the training
or the revisions to the disciplinary system.
Analysis will also be performed to determine if
penalties are being administered in a consistent,
and effective manner throughout the Agency. OHRM
should gather this data and perform the analysis
within six months to one year after the
disciplinary system has been revised.
-OHRM should also analyze current and past cases
of offense in the area of contract management to
determine changes in number and type.
Current Status:
A SUBCOMMITTEE OF THE STANDING COMMITTEE HAS
BEEN FORMED TO PERFORM A REVIEW OF THE AGENCY
DISCIPLINARY RULES AND PROCEDURES FOR SES STAFF.
THIS SUBCOMMITTEE PRESENTED ITS APPROACH FOR
COMMENT AND ACCEPTANCE DURING THE JUNE 18, 1993
STANDING COMMITTEE MEETING (NOW NAMED RESOURCE
MANAGEMENT COMMITTEE) . NOW THAT RMC HAS
APPROVED THE APPROACH, MILESTONE SCHEDULE FOR
GREEN BORDER REVIEW, RESOLUTIONS OF COMMENTS,
NEGOTIATIONS WITH UNIONS, AND INCORPORATION INTO
THE AGENCY SYSTEM WILL BE ESTABLISHED.
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 33
Use independent governmental cost estimates
(IGCEs) to analyze contractor costs.
Report Reference:
Page 19, Paragraph 7.a
Staff Recommendation #2 - Completion of
cost estimating guides to assist with
development of valid IGCEs
Lead Office: Office of Acquisition Management
Support Offices: None
Background:
Approach:
The Standing Committee Staff identified a number
of steps that should be taken to ensure that EPA
is aggressively pursuing every possible means of
controlling contractor costs and performance. A
very important aspect of this is the development
of independent government cost estimates (IGCEs)
before the contractor begins work on an
assignment.
Some offices have begun preparing IGCEs and are
refining the data bases and techniques. EPA is
currently performing ICC^s prior to wcrV assignmer
issuance on certain Superfund contracts (ARCS, TES)
and are endeavoring to spread this across all
Superfund contracts.
Total EPA use of IGCEs cannot be started until the
Cost Estimate guide is completed (Recommendation
#25). A draft of this guide will be completed by
4/1/93, and field tested. When the final guidance
is issued, it will include a statement that IGCEs
are critical in determining cost reasonableness,
must be used, and procurement actions will not be
processed until an IGCE has been completed.
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Milestones: 02/09/93 First draft of guidelines issued by
OAM
02/15/93 OAM issues interim guidance requiring
usage for all work assignments greater
than $25,000.
03/26/93 Final draft IGCE guide developed by OAM
(Recommendation #25) issued
03/26/93 - 06/15/93 Field testing of IGCE guide
by some program offices
08/30/93 Incorporate comments and begin Green
Border Review
11/30/93 Complete resolution of Green Border
comments
01/31/93 Final guidance issued; program offices
will be expected to use it for all work
assignments, delivery orders, and new
contracts.
Validation: The effectiveness of the use of IGCEs will be
determined by: a) amount of actual use, and u;
their usefulness in negotiations and cost
control.
OAM's Quality Assurance Staff, during its
periodic Contract Administration Reviews of
program offices' use of particular contracts,
will verify that the IGCE guide is being used by
PO's, WAM's, and/or DOPO's before issuing tasks
(work assignments or delivery orders) to the
contractor. They will also ensure that the
program office data bases are being updated with
contract cost information and are being utilized
in the development of IGCEs. OAM will also
survey program offices on how well the use of
IGCEs assists them in a) negotiation of proposed
costs for their tasks, and b) controlling costs
once performance has begun.
Current Status: IGCEs are currently required for all
Superfund actions above $25,000. Effective
with the interim guidance requirement issued
February 15, 1993, all programs are now
required to perform some type of IGCE for
actions above $25,000. After the IGCE guide
is issued early next year, contracting
officials will not process a procurement
action unless a copy of the IGCE is included
in the procurement package.
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 34
Educate contract personnel on the use of
procurement sanctions including suspension and
debarment to enforce contracts.
Report Reference:
Page 19, Paragraph 7.b
Staff Recommendation #28 - Develop training
for contracts management personnel on
enforcing contract performance, including
suspension and debarment.
Lead Office: SES Detailee
Support. Offices:
Grants Administration Division
Office of Acquisition Management
Background:
Approach:
The Standing Committee has recommended the
permanent establishment of the most comprehensive
training program in the history of EPA in orde^
to change the embedded attitudes responsible for
"cutting corners" in contract management. The
development of this training course in the use of
procurement sanctions is one part of this overall
effort.
The approach for this training will be determined
after the SES or GM-15 detailee conducts an
assessment of all existing contracts-related
training and develops a strategy for the overall
training initiative. (See recommendation #17.)
Milestones: 02/17/93
04/01/93
06/01/93
06/15/93
09/30/93
Overall strategy/workplan to
restructure contracts management
training program completed and
presented -to Standing Committee
Preliminary assessment of existing
training programs in contracts
management will be completed
(COMPLETED)
Identification of desired job
performance will be completed
Objectives for training program will be
articulated. Organizational support
systems for training will be assessed
Proposed curriculum and implementation
schedule completed
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Validation: Short-Term:
-In order to determine the effectiveness of this
training, all participants will be requested to
evaluate the course after each training session.
Part of that evaluation will include comments on
whether additional coverage or other items should
be included in the training. The course will be
modified as necessary. In addition, if
appropriate, tests or other measures will be used
to determine whether students have achieved the
desired skill or knowledge level.
Long-Term:
-Review GAD/CE records on an annual basis to
determine how many employees received this
training. Survey employees through a
questionnaire to assess whether, in the long
term, they thought the training was valuable, and
they had increased their knowledge in the suLject
matter.
Current Status: Work on identifying desired job performance
and impediments to good performance in
contracts management is ongoing; four focus
groups have been conducted; input from the
National Performance Review is also being
used.
A survey of training needs has been sent to
EPA SESers to determine the focus of the next
round of executive courses.
Work or. the revised core curriculum course on
resource management has been completed; the
course is to be delivered on June 30.
Development of courses for new employees, new
appointees, new members of the SES and new
managers is underway also.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 35
Objective:
Use contract types other than cost-reimbursement
contracts where appropriate.
Report Reference:
Page 19, Paragraph 7c
Staff Recommendation:
#24 - Review and modify policy for
determining whether an award fee contract
is appropriate
#33 - Complete guidance document on
different contract types and their
advantages and disadvantages
#61 - Prepare comprehensive course for CD's
on advantages and disadvantages' of various
types of contracts
#68 - Training of CO's completed on the
advantages and disadvantages of various
types of contracts
Lead Office: Office of Acquisition Management
Support Offices: None
Background:
Approach:
Milestone-;
The Standing Committee recognizes •'••• "°ed for
understanding the difficulties associated with
the use of cost-reimbursement contracts, the need
to provide guidance for and to train staff on the
use of different contract types.
Identify different contract types and different
methods for awarding contracts.
11/23/92 Presented status of work on alternative
contract types to Standing Committee
(COMPLETED)
12/01/92 Completed review of Prequalified
Offerers Procurement Strategy (PQOPS)
in Superfund for applicability to other
program offices (COMPLETED)
01/13/93 Workgroup on alternative contract
mechanisms meet to discuss research
findings
01/28/93 Request opinion from OGC on CICA
implications for multiple award of same
statement of work, with competition of
individual work assignments, and for
combning different contract types.
Response from OGC received 04/16/93.
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Milestones: 02/04/93-
04/23/93
07/07/93
07/13/93
08/01/93
08/18/93
09/01/93
10/01/93
Validation:
04/20/93 WACA subgroup to identify
major problem areas in current
subcontracting, including cost-
reimbursement contracts and their
problems
Present recommendation to Standing
Committee (COMPLETED)
Request for OGC opinion on
protestability and requirement for de-
briefing vendors after competition of a
work assignment
Present outline of requirements for
hybrid contract type; also addressing
problems and concerns associated with
selecting a pilot at Resource
Management Committee Meeting
Select acquisition candidates .for use
of hybrid contract and multiple award
approaches
Present recommendation for pilot to
Resource Management Committee
Draft solicitation provisions(s) and
contract clauses for hybrid contracts
and multiple awards
Prepare guidance in Contracts
Management Manual on usage
Short-Term:
-Incorporation of guidance in contract
administration training courses throughout the
Agency
Long-Term:
-Conduct survey in April 1994 to establish
baseline for 1995 study on use of other contract
types
-Conduct study in April 1995 to determine whether
the Agency has expanded use of other contract
types, and evaluate the effectiveness and cost-
savings incurred through the use of other
contract types
Current Status:
Milestones revised. Workgroup on Alternative
Contract Approaches is still looking for an
appropriate candidate. Presentation of
outline of hybrid contract type requirements
and concerns and problems with selecting a
pilot to Resource Mangement Committee on
7/13/93.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 36
Objective: Develop policy on allowable and unallowable
indirect costs.
Report Reference: Page 19, Paragraph 7.d
Staff Recommendation:
#18 - Draft policy with specific definitions
of categories of both allowable and
unallowable indirect costs
#35 - Develop invoice certification by
contractors that documents the invoice has
been reviewed and all costs determined
allowable
Lead Office: Office of Acquisition Management
Support Offices: None
Background: The Standing Committee stated that EPA needs more
aggressive methods to control indirect costs in
terms of what is considered standard practice for
the Government; and provide leadership where
standard Government practices fail to adequately
protect the public interest.
Approach: Two government-wide efforts are now underway to address
the issue of indirect costs:
1. OMB established a twelve-agency SWAT Team to make
recommendations on regulatory reforms needed to improve
the process and better define indirect costs. A final
OMB report entitled "Summary Report of the SWAT Team on
Civilian Agency Contracting" is due in the latter part
of October or early November 1992. The report will
recommend significant changes to the FAR cost
principles, most of which were recommended by EPA in
its Agency SWAT team. The initiative is important
because it attempts to provide guidance for a single
policy on interpretation and understanding of allowable
indirect costs.
OMB will take the cost principles to the FAR council
for implementation in an expeditious manner (immediate
publication in the Federal Register for comment), and
will propose.appropriate legislation to designate
penalties for false certification by contractors.
EPA will track the cost principles and legislation to
ensure expeditious implementation. This will include
bi-weekly updates from OMB when appropriate,
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to determine necessary action by EPA to accelerate
execution.
2. The Civilian Agency Acquisition Council (CAAC) has
proposed revisions to the Federal Acquisition
Regulations (FAR) to tighten the definition of
allowable indirect costs and to bring civilian agencies
into line with the stronger Department of Defense
regulati'ons governing indirect costs. This action is
currently underway and should result in proposed FAR
changes in FY93.
3. In response to the EPA SWAT team recommendations,
OAM and FMD conducted an evaluation of the complete
voucher process and determined that because FAR already
spells out Agency recourse for unallowable direct costs
charges, this was not an area requiring additional
certification; therefore, contrary to staff
recommendation #35, contractors will not be required to
certify" that all direct costs are allowable.
Milestones:
08/18/92 EPA SWAT team drafted memo on
recommendations and forwarded to OMB for
incorporation into OMB Government-wide
draft
10/06/92 OMB issued Government- "j -raft, .
including EPA recommendations
10/08/92 Congressman Dingell's staff commends EPA
on a job well done
10/16/92 OAM issued class deviation to EPAAR
requiring that EPA contractors certify
that vouchers include only costs which
are allowable and allocable to contract
10/21/92 OAM updates SCCM on status of SWAT team
initiatives
12/03/92 OMB issued its "Summary Report of the
SWAT Team on Civilian Agency
Contracting." The report recommended
significant changes to the FAR cost
principles, most of which were
recommended by EPA in its Agency Swat
Team Report
02/17/93 OAM provides the Standing Committee
on Contracts Management with a quarterly
update
04/19/93 Quarterly update due
07/13/93 Quarterly update due
10/15/93 Quarterly update due
Validation:
Short-Term:
-Effective immediately, OAM will ensure that
contracting offiows have been instructed on
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Voluntary Management Reductions (VMR's) and told
that they are not an acceptable substitute for
identifying and excluding unallowable costs.
-By October 1, 1993, OAM's Quality Assurance Staff
will review files in pre-award stage to ensure
that cost allowability issues, reliability of
contractor estimates, and other matters identified
through audits and negotiations are documented as
being considered before contract award.
-By October 1, 1993, establish an ICR progress
reporting system to be reviewed by senior level
procurement officials.
Long-Term:
-By FY 1994 auditors.will review files to
determine whether contractors have identified the
records supporting the proposed bases and pools
submitted in final indirect cost rates (ICR)
nroposals.
-By October 1, 1994 0AM will perform a study to
verify whether contractors have been identifying
all cost-type Government prime contracts and
subcontracts affected by the final indirect cost
rate when submitting the final ICR agreement.
-January 1995 • M_ FAR changes should be
implemented during 1993. The first claim
certifications will be received in 1994. Audits
which verify if the changes were effective will be
conducted beginning in 1995.
Current Status: 0AM forwarded four major recommendations
regarding employee health and welfare to the
CAC for review on March 30, 1993. OMB also
forwarded legislation regarding penalties on
unallowable costs to Congress for enactment.
OAM will give an update on the status at
7/13/93 committee meeting.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 37
Objective: Develop an integrated contract management
information system that meets the needs of both
EPA programs and the central acquisition
functions, that is linked to EPA's integrated
financial management system, and that is fully
operational by FY 1995.
Report Reference: Page 19, Paragraph 7.e
Lead Office: Office of Information Resources Management
support Offices: Office of Acquisition Management
Background:
Approach:
The Committee staff found that the Agency's
national contracts management program is
seriously lacking in effective and coordinated
communications. EPA does not adequately support
the contracting structure, processes and
personnel with management information systems.
Poor communication, and the resulting lack of
consistent information about contracts,
contractors, subcontractors, and contracting
guidance is a major weakness in the Aqency.
The I CMS team has determined necessai.^ requirements
to satisfy the contracting community, as well as
Congress and OARM management. EPA has reviewed
both commercial and other agency procurement
systems to determine their applicability to EPA.
Since none were found compatible with EPA's needs,
OIRM and OAM have begun developing an Agency
Integrated Contracts Management System. This
process has been proceeding over the past three
years. The current approach is to proceed with
development of appropriate designs, acquire
hardware/software platforms compatible with EPA
standards and construct, install, deploy, the
system and train the contracting/project officer
community. The system will be phased in gradually
over the next few years. Core contract:
requirements will comprise the first phase.
Additional in-house resources have been requested
to support the ICMS effort. The specific timing
for implementation of the various phases will be
determined as resource requirements are met.
Milestones:
7/93 Definition of Phase I.
7/93 Hardware/Software procured for prototype
12/93 Prototype completed.
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Validation: A Requirements Analysis has already been
developed and validated by the procurement
community (which includes both contracting
personnel and program offices). As the system is
"phased" in, the ICMS team (OIRM, OAM,
and NDPD) plan to continuously keep the user
community fully engaged in the review of the ICMS
effort. This iterative process will result in
higher customer satisfaction for ICMS as it is
phased in over time in various offices. This
will occur periodically as field testing is
implemented in various offices.
Current Status: OPTIONS PRESENTED TO MANAGEMENT FOR SHORT
TERM,, INTERIM SOLUTIONS ON MAY 17, 1993.
ICMS SCHEDULED TO REPORT BACK ON JULY 8 WITH
REVISED OPTIONS. IT IS THE GOAL TO DEVELOP A
WORKING PROTOTYPE DURING THE FIRST QUARTER OF
FY 94.
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June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 38
Objective: Seek amendments to EPA Acquisition Regulations
(EPAARs) and the Federal Acquisition Regulation
(FAR) indirect cost rules..
Report Reference: Page 19, Paragraph 7.f
Staff Recommendation:
#13 - OGC and OAM should draft a contract
clause providing for penalty or payment of
interest on monies paid by EPA on invoices
for unallowable costs
#40 - Place clause to incorporate policy
for recommendation #36 on allowable and
unallowable indirect costs in new contracts
and where possible, in current contracts.
Clause should contain a list of allowable
and unallowable morale costs
#67 - Amend the EPAAR to provide for
penalty or payment of interest on monies
paid by EPA based on invoices for costs not
allowable
Lead Office: Office of Ac^-i^l . in Management
Support Offices: None
Background: Certain costs which are technically allowable under
the FAR were questioned by GAO as being contrary to
the taxpayer's best interest. However, contractors
have used the "but see 31.202-1 and 31.205-13"
provision in the entertainment costs section of FAR
(FAR 31.205-14) as an argument to claim otherwise
unallowable, entertainment costs as allowable
employee morale and welfare costs. FAR 31.205-14
reads as follows: "Costs of amusement, diversion,
social activities, and any directly associated
costs such as tickets to shows or sports events,
meals, lodging, rental, transportation, and
gratuities are unallowable (but see 31.205-1 and
31.205.13). FAR 31.205.13 pertains to employee
morale, health, welfare, food service, and
dormitory costs and credits. This cost principle
is not clear on whether the cost of employee
parties is allowable. However, case law has
established that employee parties are allowable in
some case. Because of this, the standing committee
has recommended that the Agency narrow the
definition of employee morale costs in EPA
contracts, in the EPAAR, and ultimately in FAR.
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Further, some contractors claim costs that are
clearly unallowable under the FAR costs principles
and put the burden on government auditors to find
them. Under civilian agency contracts, there is
neither a requirement for the contractor to certify
that the costs are allowable nor any penalty for
claiming unallowable costs. (DOD has both the
certification and penalty authority)
Approach: OMB assembled a SWAT team consisting of
representatives from 12 Federal agencies (including
EPA). The purpose of the SWAT Teams included a
requirement to determine if the government had been
accepting unallowable costs and to make
recommendations for FAR reform including a review
of the existing cost principles. OMB accepted most
of EPA's recommendations. Among the
recommendations that were accepted by OMB, and
which will be implemented on an expedited basis are
changes to the following cost principles:
1. Employee Morale, Health, and Welfare;
2. Employee Compensation (including bonuses);
3. Uncompensated overtime; and
4. Legislative lobbying
OMB also accepted EPA's recommendations that
contractors be required to certify their indirect
cost claims and that penalties be imposed on
contractors who claim unallowable costs.
OMB expects to issue its "Summary Report of the
SWAT Team on Civilian Agency Contracting" by early
November. As soon as the report is issued, OMB
plans the following:
1. The above cost principles will be referred to
the FAR council for expedited processing by-
passing much of the normal administrative
process.
2. Proposed legislation on the certification of
indirect cost claims and penalties will be
submitted to Congress for enactment.
EPA will track the cost principles and legislation
to ensure expeditious implementation. This will
include bi-weekly updates from OMB when appropriate
so that EPA can ascertain what necessary actions
may be needed to accelerate execution.
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Milestones: 08/18/92
10/21/93
12/03/92
02/17/93
T4/16/93
06/01/93
07/13/93
10/15/93
01/15/94
04/16/94
06/01/94
EPA SWAT team drafted memo on
recommendations to 31.205-13(a), (b)
(morale costs) and 31.205-14
(entertainment costs) to be
incorporated into FAR; in accordance
with staff recommendations 13 and 67,
the EPA SWAT team also recommended that
FAR be ,revised to implement penalties
on both invoices containing unallowable
costs and interest on monies paid by
EPA based on invoices for costs that
were later found to be unallowable
SCCM members briefed on status of SWAT
team recommendations
OMB issues its "Summary Report of the
SWAT Team on Civilian Agency
Contracting" on December 3, 1992.
Quarterly update to SCCM
Quarterly update to SCCM
SWAT Team proposals will be approved by
CAAC and DAR councils, and will be
published in the Federal Register
Quarterly update to SCCM
Quarterly update to SCCM
Quarter 1.. wjr-'ate to SCCM
Quarterly update to SCCM
One-year commenting period complete;
final rule incorporation into the
Federal Acquisition Regulations
Validation:
Short-Term:
Immediately upon implementation, regularly
scheduled audits performed by EPA's auditors will
verify that the government is no longer being
billed for questionable indirect costs.
Long-Term:
01/01/95 - OAM will survey EPAAR users on utility
and effectiveness of incorporating deviations in
EPAAR.
Current Status:
OFPP sent cost principle issues to the FAR
council for action on 3/30/93. OMB also
prepared proposed legislation on
certification of indirect cost claims which
was also sent to Congress for enactment. OAM
will update Committee members on status at
7/13/93 meeting.
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June 30, 1993
Objective:
COMMITTEE REPORT RECOMMENDATION NO. 39
Review approval requirements of NCPD to determine
consistency with the Prompt Pay Act.
Report Reference: Staff Recommendation # 25 - Review approval
requirements of NCPD to determine consistency
with the Prompt Payment Act
Lead Office: Office of Administration Resources Management
(NCPD - Manager)
Background:
Approach:
Payment for most of the Agency's contract invoices are
required no later than 30 days after receipt in
accordance with the Prompt Payment Act and OMB
implementing guidance. Except for On-Scene
Coordinators, Agency Contracting officers have been
delegated authority to approve contractor invoices to
Project officers (PO's) and Delivery Order Project
Officers (DOPO's). The Agency previously allowed PO's
and DOPO's 5 workdays to review and approve/reject
invoices. This re^ow period was. increased to 15
calendar days in FY 89. However, the major reason
for late payments continues to be the late receipt
of approvals. The Standing Committee recommended
that the Agency determine adherence to the Prompt
Pay Act.
An NCPD team will be developed to examine approval
time for FY ^1 and FY 92 to determine the degree of
compliance with the current 15 day period by EPA
region and major office location. The team will
then examine NCPD processing procedures for
potential reductions in processing time. Based on
the results of the above, a report will be prepared
indicating findings and recommendations.
This was done and the conclusions were that in FY
93, through 12/31/92, the Agency compliance rate is
98.6%. Even though the Agency has such an admirable
record, there are still roughly 15% of all approving
officials who do not adhere to the internal 15
calendar day approval time. An issue identified is
that Project Officers lack the information needed to
facilitate timely reviews. A QAT was formed to look
at front-end invoice processing problems and any
other areas that hinder Project Officer approvals.
Their work products are anticipated by 7/93.
Milestones: 11/01/92
12/01/92
Complete review of compliance by
approving officials. COMPLETED.
Complete examination of NCPD processing
procedures. COMPLETED.
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12/31/92 Report on findings and recommendations
and establish schedule for instituting
any recommended changes to Prompt Pay
procedures. COMPLETED.
3/93 QAT formed to evaluate front-end invoice
processing problems and any other areas
that hinder Project Officer approvals.
COMPLETED. INITIAL FOCUS GROUP MEETINGS
SCHEDULED FOR 4/26/93. COMPLETED.
7/93 Final analysis expected from QAT
Validation: Long-Term:
-NCPD will verify adherence to Prompt Payment Act
through month to date and fiscal year to date
evaluations on the Agency's prompt payment record
-Comparisons of FY 91 and FY 92 late payments will
be made
-An analysis of the differences will be performed
-If warranted, changes to the prompt payment
guidance may be instituted and disseminated
throughout the Agency u-' December 30, "993.
Current Status: QAT REPORTED OUT ON THE RESULTS OF THE FOCUS
GROUPS. FLOW CHARTING TO BEGIN JULY 1993.
RECOMMENDED SOLUTIONS TO BE PRESENTED TO THE
COMMITTEE DURING THE AUGUST MEETING.
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Objective:
June 30, 1993
COMMITTEE REPORT RECOMMENDATION NO. 40
Complete plan for addressing the material
nonconformance of reconciling the Personal
Property Accountability System with the Integrated
Financial Management System
Report Reference:
Lead Office: Office of Administration
Page 112 of Staff Report, Recommendation
#42
Support Offices:
Office of Information Resources Management
Office of the Comptroller
Background:
Approach:
The Standing Committee Staff Report noted that,
since 1983, the Agency has listed in its letter
to the President on EPA's compliance with the
Federal Managers' Financial Integrity Act, the,,
need for reconciliation between the Personal
Property Accountability System and the Integrated
Financial Management System, as a "material
nonconformance". The Staff Report recommended
that a plan be developed for addressing this.
A Task Force, made up of representative*- from the
Office of Administration (Facilities Management and
services Division), Office of the Comptroller
(Financial Management Division), and Office of
Information Resources Management (Administrative
Services Division), has been formed to put together
a plan for addressing this issue and ensuring that
the reconciliation takes place. Over the next
several months, the plan will be finalized.
Further efforts in fiscal years 1993 and 1994 will
be devoted towards the actual implementation of the
plan.
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Milestones: 09/28/92
10/31/92
11/30/92
02/06/93
10/31/93
11/31/93
03/31/94
08/30/94-
02/28/95
02/28/95
FMSD, FMD, and OIRM Division Directors
meet to define the roles of each office
and the scope of the project; staff
designated to develop plan and
coordinate efforts (COMPLETED)
Management level working group meet to
plan development of conceptual
framework and key policy and procedural
elements of reconciliation process
(COMPLETED)
Technical-level working group meet to
evaluate present PPAS/IFMS system
capabilities, software limitations, and
common data elements. COMPLETED
QAT formed to develop options analysis
and implementation strategy for
reconciliation. COMPLETED.
Options paper and recommendation
presented to management.
Management obtains approval from Agency
CFO
Detailed implementation strategy
presented to management
Test property system
Implementation of property system (date
tentative based on final option
selected and funds availability).
Validation:
The QAT will present two deliverables to
management. The first will be an options paper.
This paper will describe in detail each option
for solving the problem. In addition to the
options, the grooup will recommend one option for
implementation. The. sacon deliverable will be an
implementation strategy. This deliverable will
provide management with the necessary steps to
implement the selected option. Once the selected
option has been implemented field testing will
determine whether these needs have been met and
the user community is satisfied. An audit could
also be performed to verify that IFMS has
accurate and complete data on personal property.
This effort should be performed by an independent
party within one year after full implementation
is completed.
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Current Status: MILESTONES REVISED. THE QAT HAS ACCOMPLISHED
THE FOLLOWING TO DATE: ESTABLISHED ITS GOALS
AND MISSION STATEMENT, IDENTIFIED WEAKNESSES
WITH THE CURRENT SYSTEM, IDENTIFIED THREE
OPTIONS FOR SOLVING THE WEAKNESSES, AND MET
WITH THE UNITED STATES GEOLOGICAL SURVEY,
WHICH IS CURRENTLY DEVELOPING AN INTEGRATED
PROPERTY SYSTEM, TO DISCUSS THEIR APPROACH.
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