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Managing Subcontractors: Yes, there IS an easy way !

Learn how to effectively manage subcontractors and streamline processes to mitigate risk. Topics include statement of work, terms and conditions, risk assessment, site visits, liability, records management, and asset disposition. Presented by Pamela McFarland, CPPM, CF Consulting Property Manager at Raytheon Technical Services Co., LLC.

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Managing Subcontractors: Yes, there IS an easy way !

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  1. Managing Subcontractors:Yes, there IS an easy way ! Pamela McFarland, CPPM CF Consulting Property Manager Raytheon Technical Services Co., LLC

  2. AGENDA • Statement of Work (SOW) • Terms and Conditions • Risk Assessment • Site Visits • Liability • Records • Disposition

  3. STATEMENT OF WORK • Incorporate requirements into SOW as deliverable line items • Physical Inventory Requirements • Financial Reporting Requirements • Gov’t Property System “Adequate” Letters • Property Plans/Procedure Requirements • Disposal Requirements

  4. STATEMENT OF WORK • Requires Close working relationship with: • Procurement • Contracts • Engineering • Cost Accounting Managers • Quality (to incorporate possible property audits with quality audits ……cost effective!)

  5. TERMS and CONDITIONS • Flow all property requirements (FAR 52.245, and NASA or DoD Supplements) into the Terms and Conditions of Every Contract • May seem redundant, but acquisition or furnishing GP/CP may not be known at time of SOW. • Be careful on flowing Limited Risk of Loss.

  6. RISK ASSESSMENT • Once the subcontract is in place and property is accountable. • Assessments should consider the following: • Total Dollar Value of property • Is there a Property Plan? • Does the sub have an “adequate” system? • Have they had LDD’s? • Do they have lower tier subs? • Have they implemented UID? (DoD) • Do they have procedures? • Does the sub use Metrics?

  7. RISK ASSESSMENT • Assessments should be completed annually: • To ascertain surveillance requirements (i.e., “on-site” versus desk surveillance) • Review for support property administration delegation • DCMA is NOT going to approve 99% of the requests for SPA delegation. Oversight is a requirement of the Prime.

  8. RISK ASSESSMENT • PURPOSE To provide an objective and disciplined risk assessment analysis of subcontractors • METHODOLOGY • Identify areas of vulnerability • Focus on optimal levels of risk • Efficient commitment of resources • KEY ATTRIBUTES The risk categories and the corresponding measurements have been identified in the following charts

  9. RISK ASSESSMENT • Property Clause or Provision Flowed? (Y=0, N=20) • $$ Value of Gov’t Property (<$500K=0, >$500K=4) • Procedures Adequate? (Y=0, N=3) • Inventory Accuracy (>98%=0, <98%=3) • # of Losses during last year (1 point each occurrence with a max of 5 points) • UID Compliant? (Y=0, N=2) • Lower Tier Subs? (N=0, Y=3) • Metrics Maintained by Sub? (Y=0, N=3) Total Max Points = 43

  10. RISK ASSESSMENT

  11. SITE VISITS • If the risk assessment determines a site visit is required, prior preparation is essential. • Limit the scope to 5 functional elements or less • Request property listings at least 1 week prior for random sample selection and preparation • Complete audit spreadsheets and entrance briefings prior to start of visit

  12. LIABILITY • Limited Risk of Loss • If the Prime has limited risk, the potential exists to flowdown these requirements.

  13. (c) 2012 GP Consultants USED WITH PERMISSION

  14. LIABILITY Remember…………….. If the subcontractor does NOT have the limited risk clause, then YOU, as the prime, are responsible for obtaining payment.

  15. RECORDS • Subcontractor Records • Two methods exist pertaining to records • The subcontractor maintains the record, or …… • YOU, the prime, maintain the record • Pros and Cons for both methods • You must rely on the subcontractor for everything, when the sub keeps the records. • If you keep the records, are they “up to date”? How do you get notified when the property moves, gets issued, or ships?

  16. DISPOSITION • Program Screening MUST be completed first. • Several Methods of Disposal • PCARSS (Plant Clearance Reutilization Screening System) • Ship back to Prime for retention/reutilization • Ship back to Prime for disposal (Yikes!)

  17. MANAGING SUBCONTRACTORS • REMEMBER …………We must reflect the value that property management adds to the company “bottom line”. We must be resourceful and flexible, and we can NOT do it alone. Creating and maintaining a good working rapport with your subcontractor is ……. ESSENTIAL !!

  18. QUESTIONS • QUESTIONS ? • CONCERNS ? • COMMENTS ? Thank You Pamela McFarland, Raytheon Technical Services Co., LLC Work: 260-486-5237 Cell: 260-446-7190

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