Acquisition Strategy
Working through the Small Business Liaison Office, we support the development of the acquisition strategy of the Contracting Officer as well as the technical requirements of the Contracting Officer Representative. Our strategy development process guides each stakeholder through the steps that produce the end result that the Agency desires in service to their mission.
Acquisition Training
We tailor our training to the specific needs of an Agency's acquisition community. We use the Analysis, Design, Development, Implementation, and Evaluation (ADDIE) model for instructional design and five-step process to develop iterative learning and training activities.
Acquisition Document Preparation
As a response to a surge when demand exceeds an Agency's resources, we provide the skilled resources to augment the workload to draft the solicitation requirements for further review. Working as a collaborator, we can efficiently build these documents to maintain the Agency's schedule.
Acquisition Support Services
We provide assistance in the day-to-day acquisition operations and personnel in the maintenance of acquisition files; development of documentation for contracts and purchase orders; working as a liaison between the acquisition and program office personnel and its vendors. In general, we support Contract Specialists and Contracting Officers as necessary to maintain the workload schedule.
Additional representative activities include providing support and expertise to:
• Develop Statements of Work (SOWs) and other technical documentation / specifications, in order to ensure that documentation complies with Federal statutes, regulations, Agency staff manual guides (SMGs), and policies;
• Review plans and specifications for restrictive, subjective, and/or ambiguous requirements and resolves problems and conditions requiring clarification and if needed, appropriate corrective action;
• Analyze the impact of the current economic climate within the supply, service, construction, IT, and A-E industries for appropriate procurement action.
• Obtain necessary pre-solicitation approvals and clearances from OMB, General Services Administration (GSA), Department of Labor, Small Business Administration, and other agencies, states, and regulatory authorities.
• Input assigned requisition data into the Agency's PSC Workload Module on a weekly basis.
• Process procurements with various dollar thresholds, size, & complexity; advertising requirements, obtains quotations/proposals from vendors, & analyzes responses; prepare purchase orders, and prepares supporting documentation for the file.
• Prepare special provisions and clauses; formulate proposal preparation instructions and evaluation criteria for complex contracts; evaluates and rates the proposals of competing offers to recommend how the competitive range should be determined.
• Provide a full range of contract scheduling, development, administration, and termination services.
• Maintain current acquisition plans, milestone charts, and related schedules to ensure adequate resources are available to meet the Government need(s). Participate in pre solicitation planning and coordinating with Government officials to develop a solicitation package, including the design of special provisions and clauses that incorporates the acquisition strategy.
• Process administration actions to include processing modifications, processing of vouchers/invoices for payment and monitoring contractor progress;
• Ensure that assigned procurement actions meet the established deadlines as outlined in the Agency's Service Level Agreements;
• Maintain and updates various contract files;
• Perform special assignments and projects as tasked;
• Complete various procurement reports, monitor accordingly and summarize;
• Respond to inquiries on the status of various procurement actions;
• Research various regulatory sources in the fulfillment of assigned requirements;
• Respond to Agency program office personnel and vendor questions and complaints;
• Performs related work as required; and
• Attend training courses as directed and sponsored by the Government.
Contract Acquisition Support
We assist in preparing contract actions per the Agency's procedures to include acquisitions that exceed Simplified Acquisition Threshold (SAT) and task orders/delivery orders issued under existing contracts. We operate in compliance with the FAR, Agency Regulations, requisite Agency staff manual guides, and policies.
Simplified Acquisition Support
We assist in preparing simplified acquisitions per the Agency's procedures which include purchase orders issued up to the SAT as well as GSA and GWAC orders. We remain in compliance with the FAR, the requisite Agency staff manual guides, and policies.
Grants and Cooperative Agreements Support
We assist in preparing grant and cooperative agreements actions, in accordance with the Grants Policy Administration Manual (GPAM), requisite Agency staff manual guides, and policies as well as the OMB’s Guidance for Grants and Agreements. Grant and cooperative agreement representative activities include:
• Process grant actions with various dollar thresholds, size, & complexity; obtains & analyzes responses; and prepares supporting documentation for the file;
• Provide a full range of grant related scheduling, development, award, administration, and termination services;
• Maintain and updates various office files and spreadsheets;
• Perform special assignments and projects to support Agency leadership;
• Complete various reports, monitor accordingly and summarize;
• Respond to inquiries on the status of various grant actions;
• Research various regulatory sources in the fulfillment of assigned requirements;
• Respond to Agency program office personnel and vendor questions and complaints;
• Performs related work as required; and
• Attend training courses as directed and sponsored by the Government.
Interagency Agreement Support
We assist in preparing Interagency Agreements (IAAs) which include forming agreements with other Federal Agencies to support the creation of formal agreements between the Agency and other agencies. Additionally, this may involve the Government providing or receiving a transfer of funds, provision of services, loan of staff, use of property, facilities, or equipment, or exchange of information. We remain in compliance with requisite Agency staff manual guides and policies.
Interagency agreement representative activities include, but are not limited to:
• Process IAA actions with various dollar thresholds, size, & complexity; obtains & analyzes responses; and prepares supporting documentation for the file;
• Provide a full range of IAA related scheduling, development, award, administration, and termination services;
• Maintain and updates various office files and spreadsheets;
• Perform special assignments and projects to support Agency leadership;
• Complete various reports, monitor accordingly and summarize;
• Respond to inquiries on the status of various IAA actions;
• Research various regulatory sources in the fulfillment of assigned requirements;
• Respond to Agency program office personnel and vendor questions and complaints;
• Performs related work as required; and
• Attend training courses as directed and sponsored by the Government.
Government Purchase Card Administration Support
We assist with the Agency's Purchase Card Program. The Purchase Card Program is the preferred mechanism for micro-purchases of $3,500 and below; $2000 for construction subject to the Davis Bacon Act; or, $2,500 for services subject to the Service Contract Act. Purchase Card Administration representative activities include:
• Conduct various oversight activities including the conduct of data mining and random sampling of the complete purchase file;
• Assist and support the Issuing of cards and/or convenience check accounts;
• Provide training and communicate guidance to cardholders and approving officials;
• Provide guidance on development of OPDIV internal controls, policies, and procedures;
• Conduct program management as identified in the Agency Purchase Card Directive and internal guidance.
Contract Closeout Support
We provide contract close-out support services and activities that include:
• Close-out expired contracts above the Simplified Acquisition Threshold, in accordance with FAR Part 4.804 and the current Agency Closeout Policies;
• Close-out expired contracts at or below the Simplified Acquisition Threshold, in accordance with FAR Part 4.804 and the current Agency Closeout Policies;
• Determine the disposition of Government Furnished Equipment and Property (GFE/GFP) addressed in FAR Part 45.603;
• Confirm all deliveries were accepted and payment received by the vendor;
• Identify and coordinate de-obligations of excess funds and resolve any related receiving issues;
• Complete any pricing revisions, if applicable;
• Ensure all subcontract payments are settled by the prime contractor;
• Assist in resolving indirect costs on cost type contracts;
• Review process and status of contract closeout files for quality assurance purposes;
• Confirm that there are no outstanding value engineering change proposals (VECP);
• Confirm final patent report is cleared;
• Confirm final royalty report is cleared;
• Verify Contractor’s final closing statement is completed;
• Verify Contractor’s final invoice, if any, has been submitted;
• Verify Assignments of Claims, if any, are completed;
• Coordinate financial reconciliation efforts such as cancelling funds, inactive obligations, and using the Standard Operating Procedures (SOPs) with the COR;
• Communicate with program officials (i.e. CORs) assigned to the contract for closeout as necessary to finalize contract closeout;
• Enter all zero dollar requisitions requesting the closeout of an award in the Workload Tracking System and updating on a weekly basis until the action is closed;
• Measure number of closed-out actions on a monthly basis and noted in MSR.
Acquisition Support Services
We provide assistance in the day-to-day acquisition operations and personnel in the maintenance of acquisition files; development of documentation for contracts and purchase orders; working as a liaison between the acquisition and program office personnel and its vendors. In general, we support Contract Specialists and Contracting Officers as necessary to maintain the workload schedule.
Training
We provide gap analysis to identifying areas of need then create instructional design to deliver one-on-one training, agency wide training, or any customized package as needed to meet requirements.
Lean Six Sigma
We partner with International Association For Six Sigma Certification (IASSC) to deliver lean six sigma certification. Since 2009, IASSC has provided Lean Six Sigma as a team-focused managerial approach that seeks to improve performance by eliminating waste and defect. It combines Six Sigma methods and tools and the lean manufacturing/lean enterprise philosophy, striving to eliminate waste of physical resources, time, effort and talent, while assuring quality in production and organizational processes.
https://iassc.org/
Project Management Training
We partner with GLO Solutions Inc. to deliver project management training. GLO is SBA HubZone Certified, Small Disadvantaged Business (SDB), Minority, and Woman-Owned Business providing support services to government and commercial clients. Their staff consists of Certified Project Management Professionals (PMP), Information Technology Infrastructure Library (ITIL), Certified Enterprise Architects (CEA, and Certified Information System Security Professionals (CISSP) professionals.
http://www.glosolutionsinc.com/
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