FEDERAL Govt Contracting - Contract Administration Best Practices

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CONTRACT ADMINISTRATION - BEST PRACTICES US
Federal Government Contracting Webinar Series -
2016 Presented By Joseph D. Moore, CPCM JUNE
13, 2016
J.D. Moore Associates, LLC
2
2016 US Federal Government Contracting Webinar
Series
CALENDAR OF EVENTS (All Webinars are at 12pm EST
Recorded) JUNE 1 - Maximizing The Value of
Your GovCon Business  https//attendee.gotowebinar
.com/register/74156936435694851 JUNE 2 - Capture
Planning - To Bid Or Not To Bid  https//attendee.
gotowebinar.com/register/7051206926535220483  JUN
E 3 - Teaming Agreements - The Good, The Bad
The Enforceable  https//attendee.gotowebinar.com/
register/7352313683359938307 JUNE 6 - Teaming
With Tribally Owned 8(a) Businesses https//attend
ee.gotowebinar.com/register/4324839202604449539 J
UNE 7 - Color Reviews For Successful
Proposals  https//attendee.gotowebinar.com/regist
er/3973323136181419267 JUNE 8 - Preparing The
FSO for a DSS Audit  https//attendee.gotowebinar.
com/register/423786240906737667 JUNE 9 - Life
After 8(a) - Best Practices Case
Study  https//attendee.gotowebinar.com/register/6
473232146721067779 JUNE 10 - The Politics Of
Procurement   https//attendee.gotowebinar.com/reg
ister/3924758807094447107  JUNE 13 - Contract
Administration - Best Practices  https//attendee.
gotowebinar.com/register/2132047978959217667 JUNE
14 - So You Have A Facility Clearance, Now
What?  https//attendee.gotowebinar.com/register/9
028972158695833091 JUNE 15 - Unsolicited
Proposals - Why, What How. https//attendee.goto
webinar.com/register/4729436391901262849 JUNE 17
- SBIR's - The Good, The Bad The
"How" https//attendee.gotowebinar.com/register/63
37198369128857857
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2016 US Federal Government Contracting Webinar
Series

• AGENDA

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2016 US Federal Government Contracting Webinar
Series

• AGENDA
• Introduction HOST
• Introduction - GUEST
• Presentation
• Conclusions
• Q A

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2016 US Federal Government Contracting Webinar
Series

• INTRODUCTION
• Host

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2016 US Federal Government Contracting Webinar
Series

• Jennifer Schaus
• About The Host

Approx 20 Yrs in Gov Contracting Career
DB (Govt Division) Federal
Sales GSA Scheds Frequent Speaker Chambers,
NCMA, AFCEA, etc Member WIPG Education
Towson University B.A. UC Berkeley -
Leadership Accelerator Cornell University
- Exec Leadership
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2016 US Federal Government Contracting Webinar
Series

• Jennifer Schaus
• Jennifer Schaus Associates

DC Based Consulting Firm Over 10 Yrs in
Business Support Services for Gov
Cons Proposal Writing / Contract Vehicles
(GSA) Sales Biz Dev Certifications SBA
8(a) SDVO etc. Events
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2016 US Federal Government Contracting Webinar
Series

• INTRODUCTION
• Guest

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• Joseph D. Moore, CPCM
• ABOUT OUR SPEAKER

• Over 30 year experience in all phases of
  Federal Government Contracting
• Prior Contracting Officer for the Federal
  Government and Private Industry
• Retired Naval Supply Officer
• Part Time Procurement Counselor for the
  Virginia PTAP Program Hampton, VA
• Certified Professional Contract Manager

J.D. Moore Associates, LLC
10
2016 US Federal Government Contracting Webinar
Series

• J.D. MOORE ASSOCIATES, LLC

A service firm with a number of Subject Matter
Experts with experience in Project Program
Management Proposal Analysis Support
Compliance Reviews Strategic Sourcing and
Planning Indirect Rate Development
Contract Administration Commonwealth of
Virginia Contracts
J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• PRESENTATION

• CONTRACT ADMINISTRATION BEST PRACTICES

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISTRATION REQUIREMENTS
• ensuring that both parties fulfill their
  contractual obligations
• Federal Acquisition Regulation (FAR)
• FAR 2.101 Definitions
• May denotes the permissive. However the words
• no person may means that no person is
  required, authorized, or permitted to do the act
  described. (50) (141)
• Shall - means the imperative (59) (151)
• Must - see the definition for shall (54) (91)

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISTRATION - PERFORMANCE
• The government desires that its contracted good
  or service is delivered on time in accordance
  with the terms of the contract.
• This is evaluated by the day to day performance
  of the contractor, timely and meaningful
  submission of the required monthly reports,
  Quality assurance issues, the correspondence
  with the Contracting Officer.
• And by MBWA.

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISTRATION - SECURITY
• A MAJOR effort for the contractor to keep up
  with.
• May be both internal and external reporting
  ever changing environment.
• Issues are Individuals needing to obtaining
  access to Government facilities or bases.
• Documentation that employees have taken the
  mandatory training courses to obtain and maintain
  access.
• Badge control and access to Government Computer
  Systems. Preparedness for Security violation on
  Contractors computer systems. FOUO information.

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISITRATION - COMPLIANCE
• Meeting the requirements
• Contract Terms and Conditions
• Regulations
• Executive Orders
• FAR Clauses
• WHAT IS YOUR RESPONSIBIITY TO MEET THE REPORTING
  REQUIREMENTS?

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISTRATION - FUNDING
• Some contracts are incrementally funded which
  means the Government will add additional funding
  at future date to the contract.
• Written notification to the Contracting Officer
  when you reach a specified expenditure of
  current funding along with a projection as to
  when you will be out of funds.
• This amount is specified in the contract under
  a clause that included in full text or
  incorporated by reference.

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series
CONTRACT ADMINISTRATION INVOICES Know and
understand the EXACT procedures that you have to
follow to get paid. Ensure that you know who is
the invoice approval authority for the agency
that you should be dealing with in the event of
an issue. DOD uses a system call Wide Area Work
Flow. Other agencies use other systems.
J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series
CONTRACT ADMINISTRATION FRAUD
PREVENTION Strong Internal controls, such as
time monitoring time keeping systems, limited
access to various areas, restrictions on
possessing or use of cell phones in specific
restricted areas, restrictions on access to
unauthorized internet sites, suspected antitrust
violations, and conflicts of interest.
J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISTRATION EXTERNAL REPORTING
• An increasing level of oversight by all agencies.
• Reports to the Department of Labor, Department of
  Veterans Affairs, to the May Department of
  Defense Agencies (Army/Navy/Marine Corps/Air
  Force)
• In some cases, recently, federal agencies have
  made contact with contractor via SAM and inquired
  as to why a report was not filed.

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series
CONTRACT ADMINISTRATION GOVT PROPERTY FAR PART
45 When Government Property (GP) is placed
with the contractor, strict accountability rules
and procedures must be followed. Contractor is
responsible for the replacement cost of any GP
that is not accounted for.
J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series
CONTRACT ADMINISTRATION CLOSE OUT FAR PART 42,
SECTION 708 More instense effort for a Cost Type
Contract, but some form of contract close out is
required for all contract types with action above
the micro purchase level. Allows for the
Government to withhold a percentage of the
contract value until close out action is
completed.
J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONTRACT ADMINISTRATION - MODIFICATIONS TO THE
  CONTRACT
• A critical and extremely important function.
• Each modification needs to be reviewed with a
  fine tooth comb before it is signed, making sure
  that you fully understand all the language that
  is included and that you check each all the
  numbers, especially when it is related to
  contract funding.
• Government contracting officers can make
  mistakes!

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONCLUSIONS

J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• CONCLUSIONS

Advantages of Contract Administration You are
compliant, you know what to expect as the next
event to take place in the contract no major
surprises. You are better prepared to submit a
more precise response to any
Request for Proposal.
J.D. Moore Associates, LLC
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2016 US Federal Government Contracting Webinar
Series

• Q A

J.D. Moore Associates, LLC
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CONTACT DETAILS Ms. Jennifer L.
Schaus Washington DC 1 - 2 0 2 3 6 5 0 5 9
8 jschaus_at_jenniferschaus.com www.JenniferSchaus.c
om ------------------------------ Joseph D.
Moore, CPCM Williamsburg, VA 7 5 7 5 6 1 9 4
3 3 joe.moore_at_jdcontractconsulting.com jdcontract
consulting.com
J.D. Moore Associates, LLC
27
2016 US Federal Government Contracting Webinar
Series
CALENDAR OF EVENTS (All Webinars are at 12pm EST
Recorded) JUNE 1 - Maximizing The Value of
Your GovCon Business  https//attendee.gotowebinar
.com/register/74156936435694851 JUNE 2 - Capture
Planning - To Bid Or Not To Bid  https//attendee.
gotowebinar.com/register/7051206926535220483  JUN
E 3 - Teaming Agreements - The Good, The Bad
The Enforceable  https//attendee.gotowebinar.com/
register/7352313683359938307 JUNE 6 - Teaming
With Tribally Owned 8(a) Businesses https//attend
ee.gotowebinar.com/register/4324839202604449539 J
UNE 7 - Color Reviews For Successful
Proposals  https//attendee.gotowebinar.com/regist
er/3973323136181419267 JUNE 8 - Preparing The
FSO for a DSS Audit  https//attendee.gotowebinar.
com/register/423786240906737667 JUNE 9 - Life
After 8(a) - Best Practices Case
Study  https//attendee.gotowebinar.com/register/6
473232146721067779 JUNE 10 - The Politics Of
Procurement   https//attendee.gotowebinar.com/reg
ister/3924758807094447107  JUNE 13 - Contract
Administration - Best Practices  https//attendee.
gotowebinar.com/register/2132047978959217667 JUNE
14 - So You Have A Facility Clearance, Now
What?  https//attendee.gotowebinar.com/register/9
028972158695833091 JUNE 15 - Unsolicited
Proposals - Why, What How. https//attendee.goto
webinar.com/register/4729436391901262849 JUNE 17
- SBIR's - The Good, The Bad The
"How" https//attendee.gotowebinar.com/register/63
37198369128857857