Best Practices for Contract Management

Transcription

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2 Best Practices for Contract anagement Breakout ession #: 0 Presented by: r. David Irwin, Opportunity Development (OD) Director, Air orce Office of Energy Assurance (OEA) Date: uesday, July ime: :00pm

3 Agenda About OEA ission and Vision Objectives Approach Organizational tructure Business Operations cope Contracting Administration Priorities Contractor anagement ramework OEA Contracting Administration Challenges uture Contracting Administration Priorities Questions OEA Contacts

4 OEA ission and Vision ission tatement: Deliver creative installation energy resiliency solutions to meet st century threats Vision tatement: he recognized leader for implementing innovative energy assurance solutions and providing the Air orce with mission-ready installations Enhancing ission Assurance hrough Energy Assurance

5 OEA Objectives OEA promotes mission assurance by: Executing Energy Projects Pursuing costeffective, more resilient, and cleaner projects with installations Improving Resiliency Ensuring A has the ability to sustain the mission and recover from energy interruptions itigating Limited Capital Assuring upply Using rd party financing with utilities and energy developers Combining funding sources to maximize resiliency Diversifying types of energy and securing necessary quantities

6 OEA Approach Crosswalk OEA market outlook with AJCO priorities to downselect installations ork with installations to understand existing conditions Explore procurement options Partner with authorities and external stakeholders to execute innovative projects

7 Organizational tructure Executive Director Innovation & trategic Integration Business Operations Opportunity Development enior Advisor inance / Economics Acquisition / Real Estate LEGEND: - CIV - IL Engineering / Resiliency Project Development

8 Business Operations eam cope anaging OEA s Internal Business Processes Budget and inancial Oversight Contract Oversight Contractor anagement ramework Acquisition Alignment Contract Administration upport Guidance and Policy Alignment Business Process anagement Budget Oversight Guidance Alignment Contract anagement

9 OEA Contracting Administration Priorities Contractor anagement ramework Holding monthly program reviews with each contract team () to ensure accountability for deliverables, financial forecasts, and workload/personnel management Acquisition Alignment Providing support for Opportunity Development projects through coordinating acquisition strategies and funding sources Contract Administration upport Leveraging United tates Army Corps of Engineers (UACE) partnerships to meet procurement requirements Align dollars to execute identified procurements

10 Contractor anagement ramework Purpose: Provides standardized process for obtaining regular status updates from each contract team Benefits: Audit Readiness ransparency into Deliverables implified and tandardized Approach tructured Cadence for Updates Contractor anagement ramework chedule: Electronic ubmission onthly by the th Quarterly eeting with OEA Executive Director and Program Analyst irst month of each quarter by the 0th

11 Reporting emplate: Deliverable tatus Update Company: COR: PoP: Projected Completion Date Deliverables Risks/Issues Related to Deliverables Actual Completion Date tatus Additional Comments Related to Deliverables tatus Legend 0 = Completed = On rack = Risk for Delay = Delayed

12 Reporting emplate: ravel tatus Update ravel unding Estimates vs. Actuals $00,000 Dollars $0,000 $0,000 Y Budget $0,000 Cumulative Estimates $0,000 $- tart End Q End Q End Q End Q $00,000 $00,000 $00,000 $00,000 $00,000 Cumulative Estimates $- $, $, $,0 $, Cumulative Actuals $- $0, $,0 Y Budget Current ravel unding Burn Rate: $X/onth Upcoming rips (Location) Cumulative Actuals Linear (Cumulative Actuals) ravel unding Run Out Date: DD ON YY Description Dates Number of Attendees

13 Reporting emplate: Contractor eam tatus Update Personnel Updates orkload anagement Onboarding/Offboarding Other/iscellaneous

14 Y tatus Update chedule October 0 November 0 December 0 January ebruary 0 arch 0 April 0 ay June 0 0 Legend July August = Electronic ubmission* eptember = Quarterly eeting with OEA Executive Director and Program Analyst *Ad hoc meetings can be held as necessary to discuss pertinent information in monthly electronic submissions

15 OEA Contracting Administration Challenges Developing a standardized acquisition strategy for energy projects Establishing relationships with government acquisition partners Partnering with multiple A organizations anaging a large budget with limited staff Relying on reach back to energy contracting professionals

16 uture Contracting Administration Priorities Refine Acquisition trategy Utilize both traditional and non-traditional acquisition methods for federal energy projects Develop standardized methods to determine appropriate acquisition strategies for each A installation trengthen Relationships Leverage partnerships with DLA, GA, and A Contracting Es Partner with greater A organizations to ensure alignment of developed acquisition strategies Increase Contracting Professionals taff upport Hire Business Operations Director and Judge Advocate General s Corps (JAG) Individual obilization Augmentee (IA) aintain A Contracting Officers (i.e., IA) Invest in continuing education focused on contracting

17 Questions?

18 Contact OEA r. David J. Irwin, P.E., DAC Air orce Office of Energy Assurance (OEA) Director of Opportunity Development 0--0 aj andra C. artinez Air orce Office of Energy Assurance (OEA) Director of Business Operations 0--0 Resources: ebsite: eeting Requests:

19 ission Assurance through Energy Assurance

20 Back-Up lides

21 tatus Update Instructions Deliverable tatus Update lide Instructions: ravel tatus Update lide Instructions: Updates should pertain to deliverables outlined in the tatement of ork o color the cells in the tatus column, click in the cell you wish to color, navigate to the Design tab at the top of the PowerPoint window, click the down arrow next to the hading button and select Eyedropper, then click on the appropriate colored box in the tatus Legend at the bottom of the slide Copy the ravel unding Estimates vs. Actuals graph from the Graph tab of the Y ravel Budget spreadsheet and paste it into the slide Use the Graph tab of the Y ravel Budget spreadsheet to update Current ravel unding Burn Rate and ravel unding Run Out Date on the green banner, then change red text to black Capture any future travel occurring over the upcoming month Contractor eam tatus Update lide Instructions: Updates should pertain to specific team activities (e.g., re-prioritizing team member workload, new team members onboarding, etc.) 0