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Greg Crider Office of Acquisition Management and Financial Assistance

Department of Commerce Information Technology Conference April 12-14, 2005 Acquisitions for the Department of Commerce. Greg Crider Office of Acquisition Management and Financial Assistance “Business Brokers for Program Success”. Acquisitions for the Department of Commerce.

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Greg Crider Office of Acquisition Management and Financial Assistance

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  1. Department of CommerceInformation Technology Conference April 12-14, 2005Acquisitions for the Department of Commerce Greg Crider Office of Acquisition Management and Financial Assistance “Business Brokers for Program Success”

  2. Acquisitions for the Department of Commerce • What Commerce Buys • Acquisition Planning and Review • Contracting Officer Representatives: Acquisition’s Partner • Standards and Other Recent Items

  3. What Commerce Buys $178 million $639 million $126 million $573 million $234 million FY04 Obligations Total: $1,750 million Source: Enterprise Acquisition Reporting System (EARS), Federal Procurement Data System NexGen

  4. What Commerce Buys Source: Enterprise Acquisition Reporting System (EARS) Federal Procurement Data System NexGen

  5. The Acquisition Process Phases A W A R D Customer Customer Procurement Office A W A R D Procurement Office Distribution of Effort Customer Procurement Office Post Award Admin. Phase Presolicitation Phase Solicitation Phase 1. Contact procurement and inform them of your needs. 2. Conduct market analysis. 3. Define the technical requirement and $ est. 4. Obtain funds certification. 1. Solicit Offers. 2. Evaluate Offers. 3. Award. 1. Contract Surveillance. 2. Modifications. 3. Closeout The required level of effort shifts between each phase.

  6. The New Acquisition Model Performance Management Procurement/ Contract Award Strategic Sourcing/ Acquisition Strategy Where the Acquisition Community is currently engaged Acquisition Community engagement under the New Model Requirements Definition Budget/ Strategic Plan

  7. Department of Commerce Review Boards • Commerce Information Technology Review Board (CITRB) • IT systems meriting special attention due to their sensitivity, mission criticality, or risk potential; • Department-wide IT systems; • IT systems with life cycle costs over $25 million • Commerce Acquisition Review Board • Acquisitions over $10 million • Interagency Agreements over $5 million (both incoming and outgoing funds)

  8. Documentation for Commerce Review Boards • Exhibit 300 – Capital Asset Plan and Business Case • Attachment A, Additional Acquisition Planning Information • Briefing Presentation • Resumes • Program Manager, if applicable • Contracting Officer • Contracting Officer’s Representative • Same documentation for either CITRB or Acquisition Review Board one week prior to Board meeting

  9. Acquisition Approvals • Delegation of Procurement Authority (DPA) for IT • Varies by Operating Unit or major component • Acquisitions < $10 million – most operating unit or major component CIO’s • Acquisitions >$10 million – Commerce CIO • Acquisition Plan (i.e., Attachment A) signed by: • Program Official • Contracting Officer • Attorney assigned to the acquisition • Head of Contracting Office • Bureau Senior Procurement Officer (over $5 million) • Procurement Executive (over $10 million)

  10. COR:Acquisition’s Partner • Contracting Officer’s Representative (COR) is • a Federal employee that ensures program success by partnering with the Contracting Officer (CO) and Contractors to achieve contract objective. • delegated limited authority by the CO to monitor and perform contract management duties related to: • Management and oversight • Contractor’s performance and meeting the standards set forth in the contract • Technical requirements are met by the delivery date at the price or costs in the contract • Contract closeout

  11. COR Certification Program:Major Changes • COR Concept • 4 Designations • POC • COTR Level 1 • COTR Level 2 • COTR Level 3 • Competency Based • Business/Industry • General Management • Project Management • Procurement Knowledge • Training • Project Management • Procurement Knowledge • Performance Plan –COR functions are part of the employee’s plan

  12. COR:Levels of Certification • Point of Contact • Simplified Acquisitions ($25,000 to $100,000) • Level 1 • Up to $1 million • Level 2 • $1million up to $10 million • Level 3 • $10 million and above

  13. COR:Performance Plan • If an individual spends more than 20% of their time working on contracts, the COR element must be included in their performance plan (Level 1 certification). • All Level 2 and 3 COR must have the COR element in their performance plan. • DOC policy since December 2002. • New and current CORs have until December 31, 2005 to meet training requirements

  14. Training Requirements:Project ManagementKnowledge and Performance

  15. Training Requirements:ProcurementKnowledge and Performance

  16. COR:Nomination/Certification • Program official nominates an individual to serve as a COR. • Head of the Contracting Office (HCO) issues a “Certificate of Eligibility.” • CO appoints an individual as a COR after he/she has completed the appropriate training and has a “Certificate of Eligibility.” • Procurement Executive (PE) may waive the training requirements in special situations.

  17. Standards & other Recent Items • Internet Protocol Version 6 (IPv6) • An emerging standard in the Department of Commerce Federated Enterprise Architecture • A criterion for CITRB approval of all investments • Directed in the OMB passback for FY06 • Include IPv6 as required component in Operating Unit Standards profile • Applies to acquisition of new technology and upgrade of existing capabilities • Specify IPv6 compliance as a technical requirement in the statement of work or statement of objectives for contracts

  18. Standards & other Recent Items • Section 508 • Extension of exception for micro-purchases (under $2500) expired April 1, 2005 • All purchases must now comply. Primary impact on purchase card holders • http://www.section508.gov • Earned Value Management System • Proposed rule will apply Government-wide • Federal Register April 8, 2005 • Comments due June 7, 2005

  19. Web Site Addresses • Commerce Information Technology Review Board (CITRB)http://www.osec.doc.gov/cio/oipr/ITPLANPAGE.HTM • Acquisition Planning and Reviewhttp://oamweb.osec.doc.gov/CAPPS_performanceManagement.html • Interagency Agreementshttp://oamweb.osec.doc.gov/CAS_agreement_mou.html • Exhibit 300 – Capital Asset Plan and Business Casehttp://www.osec.doc.gov/cio/oipr/Ex300_instructions.htm • Attachment A, Additional Acquisition Planning Informationhttp://oamweb.osec.doc.gov/CAPPS_performanceManagement.html • COR Certification Program http://oamweb.osec.doc.gov/docs/COR_Certification_Program_3-31-04.pdf

  20. Points of Contact • Acquisition Review Board • Greg Crider, gcrider@doc.gov • CITRB • Diana Hynek, dhynek@doc.gov • COR Policy • Curtina Smith, csmith2@doc.gov • Virna Evans, vevans@doc.gov • Earned Value Management System • Jerry Harper, jharper@doc.gov

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