1 MODULE 2 Types of Federal Contracts and Project Management Requirements for Each Please charge...

1

MODULE

2Types of Federal Contracts and Project Management Requirements for Each

Please charge your time to:30FDPMTR.0000

(and your division code)

Certified Project ManagementFederal PM Training

2

ARCADIS Certified Project

Management

Federal PM Training

Lee Ann Smith

• Director of Strategic Program Delivery since 2006

• 30 years experience in the environmental field

• First 20 years were exclusively as government contractor (EPA, DoD, FWS, NPS, etc.); last 10 with ARCADIS have been both government and private sector

• CPM with more than 25 years experience as a Project Manager

3

Strategic Program Delivery

(SPD)

formerly At – Risks- Project

Program (ARP)

SPD Mission:• Oversee implementation of ‘high risk’

projects in ENV • Establish/oversee Federal Project

Management office• Lead federal ‘high risk’

pursuits/implementation• Support federal ‘low risk’

pursuits/implementation

SPD Goals:• Minimize risk/maximize profits on projects• Instill culture of continuous improvement• Serve as incubator of Project

Management excellence/innovation

4

Strategic Program Delivery

Notes:• “High Risk” Projects – lead role on pursuit and execution of Federal projects deemed “high risk” (e.g., PBC,

PBA, GFPR• “Low Risk” Projects – supporting role to Operations on pursuit and execution of Federal projects deemed “low

risk”• Commercial Projects - Current GRiP / Future GO Projects• Others Projects - as assigned (e.g., high $, extended duration, implementation of innovative technologies, etc.)

MODULE

2

5

How SPD Supports the Federal PMs:

Project Pursuits:• Lead role on pursuit of Federal Task Order opportunities that meet the “high risk” criteria • Supporting role to Federal Program and Operations on pursuit of “low risk” Federal task orders

Project Delivery:• Participate in each Contract-Specific Program Management Organization (PMO) • Lead role on execution of “high risk” Federal projects (i.e., assigns PM, oversees all work,

conducts routine reviews, etc.)• Oversight role on execution of “low risk” Federal projects

• Project Reviews• Work with Federal Contracts Group to ensure FAR, Contract, and ARCADIS project

management compliance• Focus on maintaining positive cash flow, proactively addressing warranted contract

modifications, and compliance with division Quality Manual

MODULE

2

6

Strategic Program Delivery Team

Lee Ann Smith 410.923.7827 [email protected]

Donna Florom 404.952.1608 [email protected]

Avram Frankel 415.432.6904 [email protected]

Richard Collins 410.923.7765 [email protected]

Don Bradshaw 512.451.1188 [email protected]

MODULE

2

Internal website link for SPD - http://team/ENV/ARP/default.aspx

http://team/ENV/ARP/default.aspx

7

ARCADIS Certified Project

Management

Federal PM Training

Rick deVivero, PMP

Market Sector Manager – Federal Environmental in Client Development

Over 30 years of experience in Federal Management and Contracting

Deputy Program Manager for our AFCEE WERC Contract

8

ARCADISFEDERALPROJECT

MANAGEMENTTRAINING:

Roadmap

Module Title Date

Introduction to working with Federal Government

27 July 201212 pm EST

2 Types of Federal Contracts & PM Requirements for Each

August 17th

12pm EST

3 Federal Contract Structure and Key Aspects

August 24th 12 pm EST

4 Federal Contract/Subcontract Mgmt & Administration

Sept 21st

12 pm EST

5 Overview of Federal PM Compliance Issues

Sept 28th 12 pm EST

6 Ethics Training Oct 19th

12 pm EST

7 Managing & Executing Federal Gov’t Projects

Oct 26th

12 pm EST

8 PM Training, Wrap-up, Case Studies

Nov 30th

12 pm EST

9

Learning Objectives:

Module 2:Types of Federal

Contracts and Project

Management Requirements for

Each

• Understand roles and differentiators between a Federal Contracting Officer and the Contracting Officer Representative

• Be familiar with the different types of contracts & contracting mechanisms and their associated risks

−Firm-Fixed price (FFP)−Cost Plus−Time & Materials−Contracting mechanisms

•Basic Purchase or Order Agreement• Indefinite Delivery / Indefinite Quantity (IDIQ)•Multiple Award Task Order Contract (MATOC)

• Know how the Government/Military enters into contracts for ARCADIS services

• Understand the legally binding agreement between ARCADIS and the Federal Government

• Be able to identify the key members of the Federal Contracts Group

MODULE

2

10

Standard Form 1449

(SF1449)

MODULE

2

11

Example– Federal

ContractStandard Form 33

(SF 33)

MODULE

2

12

GENERAL CHARACTERISTICS OF COR• Appointed by the CO, as a Member of the Team, to

assist in the technical matters• Agencies and departments have different phrases to

describe the COR− Contracting Officer’s Technical Representative (COTR)− Government Technical Representative (GTR)− Government Technical Evaluator (GTE)

ROLES AND RESPONSIBILITIES (defined in COR designation letter)• Maintains communications• Monitors and evaluates performance• Exercises technical direction within the scope of the

contract• Inspects and accepts completed work for the

Government • Recommends to the CO contract modifications and

termination actions• Provides technical interpretation of the requirements

Role of Federal Government Contracting

Officer Representative

(COR)

MODULE

2

13

Example of Appointment of

Contracting Officer

Representative (COR)

MODULE

2

14

Sections within a Standard Federal Government ContractProject Manager needs to read ENTIRE contract with assistance from

Federal Contracts Group if needed.

Section Description

Section A: Solicitation/Contract Form Basic solicitation information, including agency, its address and POC, contract type, due date, index of contentsSF 33 / SF 1449* signed by both parties (the Contractor and the Contracting Officer)

Section B: Supplies or Services and Prices Outlines specific items & quantities under unique Contract Line Item Numbers (CLINS), each to be priced separately

Section C: Statement of Work / Scope of Work (SOW)

Further descriptions & specifications of requirements outlined in Section B. Contains the Statement/Scope of Work

Section D: Packaging, Marking, Shipping Outlines specific packaging and labeling requirements, may provide details on prohibited packing materials, and the packaging and marking of hazardous materials

Section E: Inspection/Acceptance Describes inspection process and quality assurance requirements

Section F: Deliveries or Performance Describes location of work, term of contract or period of performance, delivery of data, work schedules, time extensions, liquidated damages

Section G – Contract Administration Data Describes applicable contract holidays, task order procedures, provisions for technical direction from the COR, invoicing instructions

Section H: Special Contract Requirements

Details special contract requirements; i.e., special security needs

Section I: Contract Clauses Lists/references required & optional contract & FAR clauses

Section J: Any Attachments List of all attachments, exhibits and documents appended to RFP

MODULE

2

15

Types of Federal Government

Contracts (FAR Part 16)

FAR Website

• https://www.acquisition.gov/far/index.html

• Firm Fixed-Price or Lump Sum

• Cost-Reimbursement

• Incentive

• Time and Materials

• Labor Hour Contracts

• Letter Contracts

• Basic Ordering Agreements

MODULE

2

https://www.acquisition.gov/far/index.html


http://farsite.hill.af.mil/

16

Federal Government

Contracts (FAR Part 16.2)

Fixed-Price (FP) Contracts

FAR Website


Definition:• Price is fixed regardless of actual/real costs

• Used for well-defined product/service

• Performance risk high for contractor, low for Gov't

Examples: Firm-fixed price contracts (FFP)

• Fixed-price w/ economic price adjustment

o Adjusted periodically

o Used when stability of market/labor conditions exist

• Fixed-Price Award Fee (FPAF)

o Contractor receives negotiated fixed price

o Award fee paid in addition

• Fixed-Price Incentive Fee (FPIF)

o Applies formula based on relationship of final negotiated total cost to total cost target

o Final price subject to price ceiling negotiated at onset of contract

MODULE

2




17

FAR Website


Federal Government


Cost-Reimbursement Contracts

Definition:• Price based on actual, reasonable, allowable and

applicable direct and indirect costs• Used when performance uncertainties exist,

precluding fixed price contract.

Examples:• Cost Plus Fixed Fee (CPFF)

• Negotiated on estimated cost & other considerations• Does not vary in relationship to actual cost of work

performed in original scope• Fee “pot” fixed at inception, not altered unless original

scope changes• Cost Plus Incentive Fee (CPIF)

• Target cost, fee, min/max, ceiling price & feed adjustment

• Gov’t incentivize cost control, quality, time, safety, delivery, performance

• Cost Plus award fee (CPAF)• Award based upon evaluation by Gov’t• Suitable when predetermined objects applicable to

cost, technical performance, schedule is not appropriate

MODULE

2




18

FAR Website


Federal Government


Incentive Contracts

Application of Incentive Contracts• Firm-fixed-price contract not appropriate

• Required supplies or services can be acquired at lower costs

• With improved delivery or technical performance, by relating the amount of profit or fee payable under the contract to the contractor’s performance. Incentive contracts:

• Establish reasonable and attainable targets that are clearly communicated to the contractor; and

• Include appropriate incentive arrangements designed to

• motivate contractor efforts

• discourage contractor inefficiency and waste

Performance Based Contracts use incentive contract mechanisms

MODULE

2




19

Federal Government Contracts (FAR Part 16.5)Indefinite-Delivery Contracts

MODULE

2

Contract Types Definition Applicability

Definite-quantity

Provides for delivery of a definite quantity of specific supplies or services for a fixed period, with deliveries or performance to be scheduled at designated locations

The government knows how much of a supply or services will be required during the contract period; and the supplies or services are regularly available or will be available after a short lead time.

Requirements Provides for filling all actual purchase requirements for supplies or services during a specified contract period (from one contractor), with deliveries or performance to be scheduled by placing orders with the contractor.

May permit faster deliveries when production lead time is involved, contractors are willing to maintain limited stocks when the government will make all of the purchase requirements from the contractor.

Indefinite-quantity

Provides for an indefinite quantity, within stated limits (number of units or dollar values), of supplies or services during a fixed period. The Government places orders for individual requirements. There are several requirements minimums and maximums for base and options, statement of work, procedures to issue orders (including notice of fair opportunity)

Cannot predetermine, above a minimum, the precise quantities of supplies or services that will be required during the contract period - give preference to making multiple awards of indefinite-quantity contracts under a single solicitation for the same or similar supplies or services to two or more sources.- avoid situations in which awardees specialize in only one area thus creating sole source situations, but recognize every selectee does not need to equally perform all elements.

The FAR prescribes policies and procedures for making awards of indefinite-delivery contracts and establishes a preference for making multiple awards of indefinite-quantity contracts. This part of the FAR does not preclude or apply to architect-engineer contracts. Indefinite delivery contracts limit the Government’s obligation to the minimum quantity specified in the contract and the three types include:

•Both requirements contracts, and Indefinite-quantity contracts provide flexibility in both quantities and delivery scheduling; and ordering of supplies or services after requirements materialize.

•Task-order contracts: for services that does not procure or specify a firm quantity of services requirements contracts and indefinite-quantity contracts are also known as delivery-order contracts or task-order contracts.

20

What is a Federal Indefinite Delivery /Indefinite

Quantity (IDIQ) Contract

FAR Website: https://www.acquisition.gov/far/index.html

DEFINITION:Type of multiple-award IDIQ Contract, where multiple contractors are awarded IDIQ contract schedules and the government competes individual Task Orders(TOs) among the awardees for actual work. (FAR 16.504, 16.505)

EXAMPLES:•Contract usually has predetermined pricing schedule/rate

•Exact times and/or quantities unknown at time of award

•Task orders and modifications can be placed in the future

MODULE

2



21

What is a Federal Multiple Award

Task Order Contract

(MATOC)

DEFINITION:Type of IDIQ where Task Orders are competed among multiple pre-approved entities (firms). Type of multiple-award IDIQ Contract, where multiple contractors are awarded IDIQ contract schedules and the govt. competes individual Task Orders(TOs) among the awardees for actual work. (FAR 16.504, 16.505).

EXAMPLES:• Huntsville Corps of Engineers, Worldwide

Environmental Remediation Services (WERS)

• AFCEE, Worldwide Environmental Remediation Contract (WERC)

• NAVFAC, Performance Based Environmental Multiple Award Contract (PERMAC)


MODULE

2



22

Role of ARCADIS Project Manager on Federal IDIQ

or MATOC Contracts

Role of ARCADIS Project Manager• Capture Manager• Site Visit Attendance• Pricing & Proposal Quality• Excellent ACASS on project• Consider possibility of awards,

follow-on work & opportunity for relationship building

• Debrief Attendance (win or loss)


MODULE

2



23

Other Single Award ID/IQ

Contracts

Contract:

Single Award Task Order Contract (SATOC)

Definition:• Single Award• Only one firm receives a contract

MODULE

2

24

FAR Website


Federal Government


Time-and- Materials,

Labor-Hour, and Letter Contracts

Definition:

Time-and-Materials (T&M) and Labor Hour contracts -

• Hybrid of both FP and CR, where labor is reimbursed at fixed rates x duration and other direct & indirect costs are reimbursable.

• Used when not possible to accurately estimate the extent or duration of the work or to anticipate costs with any reasonable degree of confidence.

• Performance risk high for government, low for contractor, thus T&M contracts provide little incentive to contractor for cost control

Letter Contracts –

• Contractual instrument that authorizes a contractor to immediately begin providing supplies or services

MODULE

2




25

Federal Government


DEFINITION:• A shell document the Government uses to establish

the clauses and provisions that will apply to the orders it may order in the future under these documents.

• By signing the BOA, the parties agree to the provisions.

• There is no guarantee of work and they are generally used for small orders.

EXAMPLES:• Repetitive goods/services • Stated pricing methods, terms and conditions• Future orders can be placed during defined period

of time


MODULE

2

Basic Ordering

Agreements



26

Performance Based

Contract (PBC)


External Term Agency

PBA Army

PBC USACE

PBR AF

Acquisition structured around the results to be achieved as opposed to the manner by which the work is to be performed, where Govt. describes the problem to be solved, and contractors provide detailed proposed solutions. (FAR 37.6). PBC shall include:

•Performance Work Statement (PWS) or Statement of objective (SOO)•Measurable performance standards•Method of assessing actual performance against performance standards and Performance incentives (if appropriate).

Also called GFPR, GFPRI, GRiP

Key notes:1.True performance based contracts may be considered At-Risk2.Support from Strategic Program Delivery3.Understand client, delivery & expectations of “PBA”4.Understand Contract, deliver to meet performance metric

MODULE

2




27

Understand the Varying Risks based on Contract Types

(not financial only)

CPFF

Cost reimbursable

T&M

Time and Materials

FFP

fixed price

high low

highlow

Government risk

Contractor risk

The PMs ability to impact multiplier performance increases as the Contractor Risk increases.

MODULE

2

28

Current ARCADIS

Federal Contract Directory

Contract Directory - Updated April & September of each year

http://team/SD/FP/Collateral%20Materials/Federal%20Collateral/Brochures/Federal%20Contract%20Directory%20(04.2012).pdf

Note: you will receive a hard copy of the directory atthe end of module 8

MODULE

2



29

Federal Contracting and Proposal ResourcesFederal Contracts Group

Lori Dishneau Federal Contract Manager 720.344.3783 [email protected]

Dave Lamoureux Deputy Federal Contract Manager

757.873.4495 [email protected]

Terry Huber Small Business Liaison Officer/Subcontract Administrator

303.471.3432 [email protected]

Joyce Williams Subcontract Administrator 720.344.3764 [email protected]

Kathy Howald Contracts Dept Administrator 720.344.3792 [email protected]

Federal Proposal Team

Wendy Hickman Federal Proposal Manager 720.344.3716 [email protected]

Debra Carter Deputy Federal Proposal Leader 757.873.4403 [email protected]

Please be sure to invite someone from our Federal Contracting Team to status calls, etc. It will help them help you!

MODULE

2

mailto:[email protected]










30

MODULE

2

QUESTIONS & ANSWERS

Types of Federal Contracts & PM Requirements for Each


END OF

Thank You… Module 3 – August 24th @ 12pm EST

31

MODULE

2

TIME TO TAKE THE QUIZ

Types of Federal Contracts & PM Requirements for Each

Thank You…


END OF

1 MODULE 2 Types of Federal Contracts and Project Management Requirements for Each Please charge...

Documents

Transcript of 1 MODULE 2 Types of Federal Contracts and Project Management Requirements for Each Please charge...