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15th Annual OSC Readiness Training Program www.oscreadiness.org 1-1
Course Objectives
After taking this course, participants will be able to: Describe the purpose of an IGCE Identify the elements of an IGCE Connect the importance of proper scoping to
development of an IGCE Identify tools and resources to assist in preparing
an IGCE
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-2
Meet the Instructors
John Gilbert – EPA ERT Michelle Jaster – EPA Region 5 Rich Messimer – EPA Region 3 Carl Norman – EPA Region 5
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-3
Course Topics
Module 1 – Introduction and Background Module 2 – Scoping Exercise Part 1 Module 3 – Scoping Exercise Part 2 Module 4 – Examining IGCEs and Exercise
Debrief Module 5 – Wrap Up
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-4
Before We Dive In – Logistics
Emergency procedures Location of restrooms Reminder to set cell phones
& pagers to silent mode Breaks Conference reminders
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-5
Background Topics
Definition of an IGCE Requirements for preparing an IGCE Uses of an IGCE Components of an IGCE Resources and tools for scoping and
preparing an IGCE
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-6
What is an IGCE?
A detailed estimate of the cost to the Government for services and/or supplies to be acquired
Government’s own estimate of the cost of work Should not be based on information from a
contractor who will be bidding on the work Should never be disclosed to the contractor prior
to Work Plan/Cost Estimation submission
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-7
When is an IGCE Required?
Contract actions greater than FAR threshold for simplified acquisitions - >$150,000 “Contract actions” include:
• New contract awards• Modifications to increase the scope of work of the
contract, work assignments/task orders, and delivery orders
In Removal program, IGCEs should be prepared for Most ERRS delivery/task orders Large START task orders/TDDs For existing TOs and TDDs with increase in
scope
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-8
What Are IGCEs Used For?
Budget purposes prior to awarding contracts or issuing TOs, DOs, TDDs, and WAs Feeds into Action Memo
Evaluating proposals for new contracts Evaluating proposals for TOs, TDDs, DOs,
and WAs Basis for discussions/negotiations with
contractor Documenting decisions
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-9
Who Prepares IGCEs?
Program office Technical personnel most familiar with the work
OSCs
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-10
Three Keys to Good IGCE
SCOPING ! Begins with thorough scoping Thorough scoping involves
breaking the work down into tasks – bottom up method
Breaking tasks down into subtasks
SCOPING !! Identifies subtasks per task Personnel and equipment Time, travel, other direct costs
SCOPING !!! Demonstrates how well project
requirements are understood
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-11
Good Scoping Leads to Adequate . . .
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Recent OIG Audit on IGCEs
Audit performed as follow-up to findings cited in a 2007 GAO report
Evaluated overall quality of IGCEs and if they served as effective tools to determine the best value for dollars expended on Superfund contracts
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-14
Audit Explored Five Areas
Clear identification of tasks Relevant data identified and used to develop
IGCE Use of a defined/structured estimating
process IGCE revised as necessary IGCE assumptions properly documented
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-15
Removal Contracts Were Evaluated
Region 2 ERRS Region 4 ERRS and START Region 5 START Region 7 START Region 10 ERRS
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-16
Major Audit Findings
EPA needs to improve IGCEs and cost estimating processes
Overall lack of emphasis from management related to IGCE development
Internal guides and other resources related to IGCEs are outdated
Employees responsible for preparing/reviewing IGCEs are undertrained
Program staff not sufficiently documenting rationale, assumptions, and changes relating to IGCEs.
Program staff over reliance on the contractor’s cost estimates
Failure to prepare an IGCE for contract actions in excess of the simplified acquisition threshold
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-17
Recommendations and Actions
Audit Recommendations OAM update IGCE Guidance Require compliance with and
update guidance as part of Quality Assurance Programs
Cease current practice of accepting contractor estimates without explanation of difference from IGCE
Periodically update, distribute, and maintain tools and guidance used to develop IGCEs
Provide training to Program Staff
OAM Actions Taken Reviewed existing cost
estimating practices Redesigned IGCE templates to
address audit findings Developed an IGCE
preparation training module More to come….
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-18
Typical Problems with IGCEs Part 1
Statement of Work and individual tasks are not clearly defined
Not accounting for all project tasks Undetermined or poorly scoped site needs Not considering local and state government
and neighborhood concerns Davis Bacon Act v. SCA
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-19
Typical Problems With IGCEsPart 2
Contract differences – personnel and equipment rates, travel
Cost and frequency of mobilization and demobilization
Costs for temporary site closure Costs of after-hour and weekend security
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-20
Typical Problems With IGCEsPart 3
Cost of initial contractor on-scene survey and detailed work plan
Off-site hours prior to mobilization, during active operations, and after site closure
Major changes encountered that change IGCE Increasing project costs and time due to limited
regional extramural funding or contract capacity Unknown or undetermined waste quantities or
waste streams
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-21
Personnel Resources for Preparing IGCEs
Project Officer Field Accountant ERT Other OSCs
Contractor
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Tools for Preparing IGCEs
RCMS Available to every Region Can look at historical data
Excel spreadsheets Region-specific
Existing IGCEs for similar work POLREPs for similar work
15th Annual OSC Readiness Training Program www.oscreadiness.org 1-23
Summary
IGCEs are required for most projects Scoping is the key There are resources and tools for preparing
IGCEs Don’t recreate the wheel!
Find a tool you like and use it. Repeatedly. Use previous similar sites as your starting point
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