Contracting Officers Representative Tracking Tool

Contracting Officers Representative Tracking Tool April 2012 Slide #1

CORT Tool Background PROBLEM: Section 813, Panel on Contracting Integrity, mandated by Congress in the NDAA 2007, required DoD to examine efforts to eliminate areas of vulnerability. Panel identified as a major vulnerabilities Lack of training and appointment/designation of Contracting Officer Representatives (CORs); Inadequate oversight of contractor performance by CORs Insufficient surveillance on contracts SOLUTION: Revise policy, procedures and training for CORs and build a COR Tracking, Maintenance, & Reporting tool Develop a DoD COR certification standard Define minimum COR competencies, experience and training requirements Development of an enterprise COR Tracking Tool (CORT TOOL) Part of existing Army Virtual Contracting Enterprise (VCE) suite Adapted for enterprise DoD-use Slide #2

Type of Contracts Requiring CORs TYPE A TYPE B TYPE C Fixed Price Low Performance Risk Requirement Agency experience 6 -Months General Relevant Other than fixed price Low Performance Risk Requirements Agency experience 12 Months General Relevant Unique requirements Professional license; Higher education Specialized Training Agency experience 12 Months General Relevant USD AT&L memo of March 29, 2010 Relevant - as determined by the supervisor. Slide #3

Training Requirements Type A CLC 106- COR with a Mission Focus Type B COR 222 Contracting Officer Representative or equivalent CLM 003 Ethics or agency equivalent Refresher Training, Hours specified Contingency CLC 206 COR in a Contingency Environment Type C COR 222 Contracting Officer Representative or equivalent Slide #4

COR & CORT Tool Policy DEPSECDEF memorandum of August 22, 2008 Requires appointment of trained COR before contract award USD AT&L memorandum dated March 29, 2010 Mandates Training and Certification Standard Requires appointment of trained COR before contract award USD AT&L memorandum dated March 31, 2011 Announces and designates CORT Tool as an enterprise capability for COR Tracking and Management Requires each department/agency to begin deployment activities DPAP memorandum dated September 30, 2011 Requires CONOUS awarded contracts to use the CORT Tool Slide #5

COR & CORT Tool Policy DoD Contracting Officers Representative Handbook Published March 22, 2012 Address the key aspects of contract quality surveillance Address the roles and responsibilities of the Contracting Officer, COR and requiring activity/management Stresses the importance of open communication between, and due diligence of the Contracting Officer, COR and requiring activity/management Draft DoD Instruction (DoDI 5000.VV) (Under legal review) Establishes policies and standards, assigns responsibilities, and provides instruction to certify CORs Establishes uniform guidance for identification, development, certification, and management of CORs within the DoD Requires enterprise use of the CORT Tool Incorporates or cancels DoD memorandums (Previous slide) Slide #6

What is the CORT Tool? A web-based application designed to track COR and COR related actions within the DoD The CORT Tool: Allows the nomination, appointment, revocation and termination of an individual as a COR against a DoD contract or a contract or order issued on behalf of a DoD assisting agency Is Common Access Card (CAC) enabled and available to all members of the DoD with an Army or Defense Knowledge Online account (AKO/DKO) Each user must have a DKO account Each user must register their CAC Card Certificates to the account Slide #7

What is the CORT Tool? Tracks and manages COR nominees, existing CORs and COR Online File Interactive/On-line COR self-nomination and approval workflow process Integrated document management system Users upload COR training certificates, appointment letters, monthly reports, termination letters, etc. Repository of COR information Integrated automated e-mail notification system Alerts COR s Supervisor and Contracting Officer of pending approvals; overdue nominations Requires users to set DKO email to auto forward to receive email alerts Slide #8

CORT Tool Homepage APRIL 10-12, 2012 Links to policy and guides Slide #9

Link to DoD COR Handbook APRIL 10-12, 2012 Slide #10

Link to CCO Handbook APRIL 10-12, 2012 Slide #11

Link to Users Guide Slide #12

Link to DPAP CORT Tool Page Slide #13

Link to DPAP CORT Tool Page Slide #14

Link to DPAP CORT Tool Page Slide #15

CORT Tool Roles Major Roles Contracting Officer Representative (COR) or COR Nominee COR Supervisor/Commander/Requiring Agency Contracting Officer (CO)/Contract Specialist (CS) Agency Subject Matter Expert (SME) Minor Roles Administrative Contracting Officer (ACO) Quality Assurance Point of Contact (PCO) Proposed (under discussion) Agency Head, Managers (Proposed) Auditor (Proposed) Slide #16

CORs Create or update a COR Profile Self nominate as a COR on a contract Nomination remains in draft status until submitted to supervisor for approval Review the status of your nomination Cancel a nomination Load and review COR documents for a specific contract or order to the Online Contract File View all COR submitted documents Slide #17

Self Nominate as a COR APRIL 10-12, 2012 Slide #18

COR Supervisor Review the COR nomination Nomination must be in the PENDING SUPERVISOR REVIEW status Cancel, approve, or reject a COR nomination View all COR submitted documents Review the status of a COR nomination Slide #19

Review Nomination APRIL 10-12, 2012 Slide #20

Contracting Official Complete a Contracting Staff Registration Review the status of a COR Nomination Cancel, approve or reject a COR nomination after Supervisor review & approval Review and complete the nomination; Appoint COR View all COR submitted documents Review and /or approve COR Documents on a specific contract or order (a COR Status Report Load COR File Inspection Checklist documents on a specific contract or order View all contracting records for a contracting center (based upon DoDAAC) Terminate an Active COR from a contract Slide #21

Complete Contracting Staff Registration APRIL 10-12, 2012 Slide #22

Review/Complete the Nomination Slide #23

Subject Matter Experts APRIL 10-12, 2012 DoD/DPAP Administrator Component Appointed by the Head of Military Departments or Defense Agencies Currently have access to Service or agency data Responsibility for deployment of CORT Tool within your department or agency Ensure that all users obtain an AKO/DKO account Ensure that all contracting officers and contract specialists are registered in the CORT Tool Ensure that all CORs create a COR Profile Ensure that all applicable contract are recorded in the CORT Tool Perform limited administrative functions in the CORT Tool Slide #24

Agency Subject Matter Expert Same roles/functions as COR, COR Supervisor and Contracting Officer/Contract Specialist View all COR records for the Department/Agency Trouble shoot problems via COR Proxy Create new COR Profile View and download Management Reports Slide #25

Links to Reports (Admin) APRIL 10-12, 2012 SME s may check on the status of their CORs and CO profiles and registration. Slide #26

CORT Tool Deployment Phase I - Q2FY 2011 and began with those agencies who participated in the pilot testing Department to Navy: NAVSEA, NAVSUP, NAVAIR and SSP Department of Air Force: Wright Patterson & Gunter AFB Defense Logistics Agency (DLA) Missile Defense Agencies (MDA) Defense Information System Agency (DISA) Phase II began in Q4FY2011 and continued with the remaining commands and subcommands of the Departments of the Navy and Air Force Phase III began in FY2012 at all other DoD agencies and commands Agencies deployment completed by 30 September 2012 Slide #27

CORT Tool Deployment Deployed Air Force DLA NAVY DARPA DCMA DISA DSCA DTRA Joint Staff MDA USTRANSCOM Deploy by 30 September 2012 Deployed/NOT Deployed In Process Tricare DHRA DECA USSOCOM DTIC DFAS NOT DEPLOYED ARMY - 2 year DoDEA SOUTHCOM DMEA DMA WHS Slide #28

CORT Tool Training APRIL 10-12, 2012 Completed June 27 Component SME Only June 29 - DLA Only July 6 2 sessions July 7 2 sessions July 12 - NAVFAC * July 13 - ONR * July 14 2 sessions July 19 2 sessions July 20 August 10 Naval Medical Logistics Command August 23 NAVSUP August 29 - DLA August 30 DLA *In Person 35 Sessions completed! Total Trained = over 1000 Completed September 14 Component SME Only September 20 September 21 September 29 October 4 - DFAS October 5 Component SME Only October 18 October 19 DISA* October 25 DTRA* October 26 December 7 Component SME Only December 14 January 18 January 23 Component SME Only January 25 February 1 March 20 DISA March 29 Component SME Only Slide #29

Upcoming Training April 25 SME Training @ DHRA May 2 CORT Tool Training via Webinar May 9 COR and PCO Training @ ONR May 16 CORT Tool Training via Webinar June 6 CORT Tool Training via Webinar June 13 SME Training via Webinar June 26 CORT Tool Training via Webinar Slide #30

As of March 30, 2012 Contract Status CORT Tool Metrics 1,505 Contracts with Active CORs 2,804 In process nominations (Draft, Pending Supervisor or PCO review) 172 Rejected Nominations /Terminated Appointment Registered CORs 5,337 Registered Contracting Personnel 3,361 Documents posted 6,227 Slide #31

Upcoming Changes Add a year function to the calendars in the CORT Tool Update COR Phone Number process Add Comments Section to COR area Add paging to all grids Make Contract and Preaward Number sortable and rename PreAward to Preaward Remove validation on phone number process in contracting staff registration Add FPDS-NG Data to Contractor Section Remove the PCO certification to load a termination Will now key off of contract completion date 2012-23 DPAP Establishment of Permanent hosting environment Slide #32

VCE-COR Module (Army) Release Schedule ACC Complete HCAA Complete INSCOM Complete JTSCC - Complete NGB In progress PEO STRI Complete SDDC - Complete USACE In progress Slide #33

VCE-COR Module (Army) Upcoming Enhancements Adobe Forms Implementation of web based forms scheduled for late May/early June (currently testing), eliminates need to manually load word/pdf documents in the process QA/1910 Sub module Requirements definition on capability for QAs/1910s to conduct detailed review of COR activities COR Global Dashboard Tracks CORs globally via VCE-BI s dashboarding capability Slide #34

Next Step CORT Hosting Moving to WAWF Platform 6 to 9 Months Complete deployment with all services 30 September 2012 Merge CORT Tool & VCE COR Ongoing Discussion CPARS/PPIRS/FAPIIS reach will out CORT Tool to send user reminders to register contracts and perform assessment Business Intelligence Reporting Slide #35

Resources CORT Tool Website: https://arc.army.mil/dodcor DoD POC Mae Bartley mae.bartley@osd.mil Component Subject Matter Expert - Training Materials will be available at http://www.acq.osd.mil/dpap/pdi/eb CORT Tool Training Presentation CORT Tool User Guide Frequently Asked Questions (FAQs) Deployment Plan Attachment List of agency Component Subject Matter Expert CORT Tool helpdesk contacts - cort@osd.mil Slide #36