COTR Training for Information Technology (IT) Acquisitions

Course ID: 445 Course Length: 5 day(s)

Overview:

Information Technology (IT) acquisitions are pervasive in the federal government and present unique challenges for ensuring successful delivery of systems within scope, budget, and schedule constraints. Due to the complex nature of IT systems and software, these acquisitions require increased monitoring by specialized representatives trained in both IT systems and federal acquisition rules. This workshop enables Contracting Officer Technical Representatives (COTR) responsible for IT acquisitions to understand his/her role in supporting the contracting officer in executing legal contract authority and ensuring successful execution of contracts for IT systems and services. This workshop focuses on implementing the Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) in Performance Based Acquisitions (PBA). This workshop is also aligned with the Office of Management and Budget (OMB) Letter identifying COTR General Business Competencies relating to each area for the acquisition of IT systems and software.

Objectives:
At the end of the workshop participants should be able to:

Identify COTR Roles, Responsibilities and General
Business Competencies
Understand the Acquisition Cycle and its relationship
to the System Development Life Cycle (SDLC)
Identify the key laws and regulations that affect
IT acquisitions
Understand COTR ethical responsibilities and possible
conflicts of interest
Identify key elements and features of a contract
Understand various types of government contracts
Identify Key elements and features of PBA
Understand the Relationship between the contract
and the PWS
Identify the goals and requirements of a detailed
PWS and QASP
Produce a clear and detailed PWS and QASP for various
IT products and services
Develop a work breakdown structure (WBS), Schedule,
and Budget
Conduct market research and Independent Government
Cost Estimates
Understand the COTR's role in monitoring contractor
performance and risks, including Earned Value Management

Topics:

Module 1 - Introduction
Importance of IT and Software Management
Software-Intensive Systems
Software Development Paradigms
Acquiring Technology Systems, Software, and Software Embedded Systems
COTR Roles and Responsibilities in IT Acquisitions
Limits on the COTR's authority

Module 2 - The Legal and Regulatory Environment for IT Acquisitions and PBA
Federal Information Systems Management Act (FISMA)
Clinger-Cohen Act of 1996 (Public Law 104-106)
Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d)
Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 CFR Part 1194).
OMB Circular No. A-127 and A-130
Federal Acquisition Regulation (FAR) 1.102, Statement of Guiding Principles for the Federal Acquisition System
FAR Part 7, Part 10, Part 11, Part 37, Subpart 37.6, Part 39 and Part 46

Module 3 - Ethics in Government Contracting
Executive Order 12674 and 5 CFR 2635
Basic prohibition on gifts between employees
Procurement Integrity Act, FAR 3.104-3
Contractor bid or proposal information
Source Selection Information (FAR 3.104)
Criminal and Civil Penalties, Administrative Actions
Organizational Conflicts of Interest (FAR 2.101)
Identifying Fraud in Government Contracts

Module 4 - Acquisition Planning (FAR 2.101)
Market Research Requirement
Elements of the plan (FAR 7.105)
Planning for funding, the budget process
Commitment/Obligation
Contract Modifications
Availability of Funds Clause (FAR 52.232-18)
The Anti-Deficiency Act of 1982, 31 USC1341 (a)
PBA Overview and Planning
Job,Work,Performance and Evaluation Analysis
Cost Estimation
Writing the Performance Work Statement (PWS)

Module 5 - Developing the Acquisition Strategy
Contracting Methods
Contract Types
Competition
Source Selection Strategies

Module 6 - Acquisitions/Procedures
Service Contracts
Typical service contract areas
Civil Service Laws and Regulations and the Classification Act
Criteria for recognizing personal services
Permissible personal service contracts
Office of Personal Management (OPM) Rule
Unsolicited Proposals

Module 7 - Socioeconomic Programs
Small Business Program
Set-Asides for Small Business Concerns
Small Disadvantaged Business Participation Programs
Contracting with the Small Business Administration
Section 8(a) Contracting Procedures
Provisions relating to minority business
HUBZone Program
Equal Employment Opportunity
Service Contract Act

Module 8 - Preparing the Solicitation and Publicizing
Streamlined Solicitation for Commercial Items; Standard Form 1449
Response Time
Uniform Contract Format (UCF)
Description of UCF sections
Government-wide Point of Entry; FedBizOpps
Required methods for disseminating information
Publicizing
Exchanges of information with potential Offerors

Module 9 - Evaluation and Award
COTR Assistance to the CO; questions of responsibility
Responsiveness
Contracting by negotiation
Evaluation of proposals and Technical Evaluation
Elements of the evaluation process
Providing narrative justification
Deficiencies and/or significant weaknesses in proposals and unacceptable proposals
Technical analysis of cost proposals
Consultation with program personnel
Limitations
Evaluating final proposal revisions

Module 10 - Notifications and Post-award Actions
Pre-award notices of exclusion from the competitive range
Pre-award debriefings
Post-award notices
Post-award debriefings
Protest Forums
Timely resolution of protests

Module 11 - Contract Administration
COTR contract review and administration planning
Post-award orientation
Custodial Responsibilities for Government Furnished Equipment (GFE)
Safety, security, and privacy compliance monitoring
Monitoring performance and risks
Dealing with delinquencies and taking remedial actions
Actions to enforce contract requirements (Requirement Validation)
Reviewing invoices - Prompt Payment Act
Socioeconomic programs affecting the COTR's role
Deliverables, testing, inspection and quality control requirements
Contractor Performance Information/Evaluation

Module 12 - Disputes and Appeals
Disputes Clause (FAR 52.233-1)
Claim definition
Requirements and jurisdiction
Administration Dispute Resolution Act of 1996
The COTR’s Role
Initiation of claim
Preparation of written decision by the Contracting Officer
Contract Disputes Act; timeliness of decision
Certification Requirements
Appeal Process
Dispute provisions in subcontracts
Alternative Dispute Resolution (FAR 33.201)

Module 13 - Contract Closeout
Termination for convenience, default, expiration and completion
COTR involvement in closeout

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