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GSA Expo 2009

I’m a COTR, What Do I Do Now?

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Panel Members

GSA Expo 2009

Craig Curtis, Contracts & COTR Career ManagerDepartment of Homeland Security

Virna Edwards,Director, Acquisition Workforce & Policy DevelopmentU. S. Department of Commerce

Eleanor Nolan,Acquisition Career Manager, Policy & Training DivisionU.S. Environmental Protection Agency

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Overview

• Info on DHS, DOC, and EPA COTRs• Attributes of a Successful COTR• Federal Training Requirements for COTRs• Nomination and Appointment• Roles and Responsibilities• Technical Expertise• Limitations of Authority aka “COTR Dont’s”• Keys to Success• Questions

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Department of Homeland Security

• From 22 component organizations, formed March 1, 2003• Mission: we will lead the unified national effort to secure America. We will prevent

and deter terrorist attacks and protect against and respond to threats and hazards to the nation. We will ensure safe and secure borders, welcome lawful immigrants and visitors, and promote the free-flow of commerce.

• Prior to the creation of the Department, Homeland security functions were traditionally dispersed among various Federal agencies and 1,000s of 1st responder groups across America

• One corporate umbrella• Transportation Security Agency (TSA)• United States Customs and Border Protection (CBP)• United States Immigration and Customs Enforcement (ICE)• United States Coast Guard• Federal Emergency Management Agency• United States Secret Service• Federal Law Enforcement Training Center• United States Citizenship and Immigration Services• Along with 14 others

• Director’s priority: “Establish One DHS”

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DHS COTR Nuances

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• Lust to Dust• 70% services contracting• There is disparity in how COTRs perform at each of the

Components• COTRs are drawn from any and all career fields• Filling vacancies in procurement across the Department• COTR serves as interface between program and contracts• The COTR works closely in the requirements process• Supplements the CO• Due to close working relationship with Contracts, must ensure that

they do not cross the line into CO’s responsibilities• Easily can be a full time responsibility

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Department of Commerce

• Mission: Foster, serve, and promote, the Nation’s economic development and technological advancement through:• Creation of National Policy• Promoting International Trade• Promoting Domestic Business Policy• Improving Uses of Oceanic Life• Ensuring Growth of Scientific and Technical

Resources• Analyzing Economic Information

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DOC COTR Nuances

• 36,000 employees across 12 Bureaus• 1,500 COTRs• COTR Certification Program Includes

• Four (4) Certification Levels• Project Management Competency• Performance Plan Element

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Environmental Protection Agency

The mission of the Environmental Protection Agency is to protect human health and the environment. Since 1970, EPA has been working for a cleaner, healthier environment for the American people.

– Develop and Enforce Regulations– Give Grants– Study Environmental Issues– Sponsor Partnerships– Teach People About the Environment– Publish Information

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EPA COTR Nuances

• 17,000 employees across ten regions and HQ• 5,500 certified COTRs• COTRs are mainly scientists • Most COTRs are not continually serving on a

contract• Robust training program for over 15 years

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Attributes of a Successful COTR

• Strong technical skills• Basic familiarity with • People skills• Proactive• Strong communicator• Good at documenting & keeping records

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Federal Training Requirements

Courses will vary depending on your experience, your agency, and the requirements of the contract. Contact your agency’s ACM for specifics.

OMB requires:– 22 hours of training in a specific set of

competencies– register and use ACMIS– Maintain 40 CLPs every training cycle

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Nomination & Appointment

• Program Office nominates• COTR serves as a technical expert

between Contracts and Program Office• Nominate an alternate in the event primary

is unavailable for extended periods.• Alternates should only engage when

needed in order to avoid confusion

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COTR Roles & Responsibilities

• Develop Requirements Document• Conduct Market Research• Plan Technical Aspects of Source Selection• Monitor and Evaluate Contractor Performance• Perform Inspection and Acceptance• Review and Approve Invoices• Perform Performance Assessment

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The “T” in COTR:Technical Expertise

• Provide Technical and Business Advice• Establish Technical Terms and Conditions• Participate in Negotiations• Perform Technical Evaluation of Proposals• Provide Technical Direction

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Limitations of Authority

COTRs may never:• Modify Contract Terms or Conditions

– Waive Requirements– Give Direction outside Scope– Change Period of Performance

• Obligate the Government– Require Additional Tasks– Increase Dollar Limit of Contract– Approve Shifts of Funding

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COTR “Don’t’s”

Do NOT• Commit the Government to changes in price,

performance, quality, quantity, or delivery• Provide guidance that changes scope or terms of the

contract• Sign changes or modifications• Direct the contractor how to perform• Allow substitutions• Increase the dollar limit or add expenditures• Share procurement or advance acquisition information

that could provide preferential treatment to any one firm

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Keys to Success

• Early Involvement in the Contracting Process

• Adequate Time for COTR Duties• Communicate Early and Often• Write an Effective Statement of Work• READ your Contract• Maintain your records and files

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Key to Success: Write an Effective Statement of Work

• SOW: States the Objective, Identifies the Work to be Performed, and Defines how Results are Evaluated

• Should be clear, complete, concise, specific and express only functional needs

• Define acronyms, use words consistently, label references as either “mandatory” or “advisory”

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Key to Success: Achieve Maximum Results

• Provide Technical Direction• Keep track of what the contractor is doing• Enforce contract requirements• Verify invoices

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Questions?

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