2014 GSFC PMR Preliminary Results

Code 210 All HandsAugust 27, 2014

PMR Process OverviewDocumentation Compliance– Contracts/Orders– File backup documentation– Simplified Acquisitions, Purchase Cards– Systems, Administration (e.g., CMM, Master Buy)

Small Business Program

PMR – Overall Preliminary Results

• 2011 PMR Findings:– 10 Strengths– 17 Weaknesses

• 2014 PMR (Preliminary) Findings– ~19 Strengths– ~10 Weaknesses

• Small Business Findings

Findings 2011 vs. 20142011 2014

Master Buy:Recommendation – Administrative Corrections needed

Master Buy:Strength – Central POC for MB and complete, accurate data

JOFOCs:No findings.

JOFOCs:Strength – Well written, sound rationale providedStrength – Consistently sound rationale in both high and low value actionsRecommendation – Ensure we issue post-award synopses; ANOSCAs

Closeouts:Strengths: ULO Analysis Tool for tracking, analyzing and prioritizing closeouts; reducing backlog of actions requiring closeout

Closeouts:Strength – Collaboration with closeout contractor, monthly reporting, office POCs;Weakness - Timeliness for transferring files to closeout contractor

Findings 2011 vs. 20142011 2014

UCAs and Letter Contracts:Recommendation – Meet 180-day definitization date

UCAs and Letter Contracts:Recommendation -- Same

Tech Evaluations:Recommendation – Ensure evaluations are performed, sufficient analysis included

Tech Evaluations:Strength – Excellent tech evaluations on very large actions;Recommendation – Ensure tech evaluations are performed and sufficient analysis included in lower dollar actions

Cost/Price Analysis - Structured Fee:Recommendation – Ensure fee rationale documented

Cost/Price Analysis - Structured Fee:Prior Recommendation resolved.

Findings 2011 vs. 20142011 2014

Self Assessments:Weakness: Self Assessments not conducted in timely manner

Self Assessments:Prior Weakness Resolved

Pre- and Post-negotiation Documentation:Strength – Thorough documentation inHigher-dollar actionsWeakness – Ensure adequate filedocumentation included in lower-dollar actions

Pre- and Post-negotiation Documentation:Strength – Documentation inhigh-dollar value actionsRecommendation – Improvements made, but must continue to ensure adequate file documentation included in lower-dollar actions; Stand-alone PNMs not justified

Evaluation of Contractor Performance:Weakness – Timeliness andcompleteness of evaluations

Evaluation of Contractor Performance:Recommendation – Improvementsmade, but need to continue diligence in both timeliness andcompleteness of evaluations

Findings 2011 vs. 20142011 2014

Interagency Acquisitions:Weakness: Ensure approved deviation is obtained in follow-on IAAs with same agency for same products/services

Interagency Acquisitions:Recommendation: Ensure that we obtain timely acceptance documents from servicing agency

Financial Management Reporting:Weakness: Ensure that analysis is conducted on monthly and quarterly 533 reports

Financial Management Reporting:Prior weakness resolved;Recommendations: Ensure that 533Qs are submitted when required by NFS; continue to be diligent with 533M and 533Q analysis

Simplified/Commercial Acquisitions:Weakness: Many FAR and NFS requirements not being met, particularly pricing rationale/support

Simplified/Commercial Acquisitions:Prior weakness resolved;Recommendation: Good progress made; still need to be diligent with justifying price reasonableness and sole source justifications

Findings 2011 vs. 20142011 2014

Workforce Certifications/Training:Strength – Strong management of career development and training program; Training Coordinator

Workforce Certifications/Training:Strength - Same

Purchase Card Program:Strength – Management of program

Purchase Card Program:Strength - Same

Award Fee/Incentive Fee:No findings

Award Fee/Incentive Fee:Recommendation – provide more detail in AFES Performance sectionWeaknesses – Late AF Determinations/mods; instances of poorly supported overall ratings in overrun situations

Policy/Guidance:Strength – Comprehensive website with relevant tools and information

Policy/Guidance:Strengths – “Clause Finder” and multiple templates/toolsWeakness – Some outdated Circulars

Findings 2011 vs. 20142011 2014

Subcontract Consent:Recommendation – Determine need for CPSRWeakness – Determination for “special” surveillance

Subcontract Consent:Weakness or Recommendation – Related to level of CO analysis of consent packages

Acquisition Planning:Strength – Thorough, complete documentation on large $ value actions

Acquisition Planning:Strength – PSM processes, documentation, and resolution of PSM issues in large $ actions

Exercise of Options:Weakness – Not meeting FAR and NFS requirements

Exercise of Options:Recommendation – Need to ensure we issue preliminary notices IAW clauseWeakness – Ensure we address all options requirements in FAR

Findings 2011 vs. 20142011 2014

Safety and Health: Safety and Health:Strength/Best Practice – Use of 23-59 FormRecommendation – Several instances where S&H Office did not review final S&H Plan before inserted into contract

Source Selection:Strength – Thorough, complete documentation on large $ value actions

Source Selection:Strength – Exceptional price/cost documentation on SEB actionsStrength – Competitive Range well documented, meaningful discussions conductedWeakness – Source Selection Statement cost evaluation non-compliant with NFS

Findings 2011 vs. 20142011 2014

COR Training, Delegations, & Surveillance Plans:

Strength – Tracking COR TrainingWeakness - Delegations not executedWeakness - Surveillance Plans not

executed

COR Training & Delegations:Prior Weaknesses Resolved;Weakness: Delegations

executed, but after award;Recommendations: Ensure we execute rescission letters; update FPDS when changes are made, and 1634 forms are accurate and complete

PMR 2014 – Take Aways

• Continue using available tools to promote consistency– GSFC forms– Clause Finder– Templates– Other information on Policy website

• Continue increased focus on quality

PMR 2014 – Next Steps

• Pick up any files you may still have in the Division Office suite

• Receipt of the Small Business Findings• 2-4 weeks – Should receive a bullet listing of

the “final” findings• 90 days – Should receive a copy of the final

PMR Report• Develop a PMR Action Plan to address findings

NICE JOB – AND THANKS FOR YOUR HELP AND HARD

WORK