1. OAGS Acquisition Training Event
Contract Specialist (CS) & Contracting
Officer (CO) Roles & Responsibilities
Scott Rawls 1

2. Quick Story
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3. Overview
• CS Key Roles & Responsibilities
– GS-1102 Classification Standard
– HHS Employee Performance Plan
– FAI Core CS Capabilities & Competencies
• CO Key Roles & Responsibilities
• Senior Federal Acquisition Leadership Insight
– Top-3 Desired CS/CO Characteristics
– Challenges Facing The 1102 Workforce
– Words of Encouragement
• Summary
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4. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Series Definition: “Positions which require a
knowledge of pre-award and post-award
procedures to plan and conduct the contracting
process from the description of the requirements
through contract delivery.”
– Requirements Determination
– Methods of Contracting
– Types of Contracts
– Business Evaluation
– Contract Administration
– Contract Termination
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5. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Requirements Determination
– Program Office initiates Requisition Package (RP)
• Availability of funding
• Specs/Work Statements
– OAGS Staff Manual Guides 2610.7 and 2610.1
• Delivery Schedule, IGCE, Evaluation Criteria, etc.
– CS Responsibilities
• Screens RP for completeness
• Develops overall plan for entire procurement process
– Market research, contracting method, contract type, source selection
facilitation, contract administration, etc.
• Most Critical “Shared” Step: Collaboration is a must!
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6. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Methods of Contracting
– Two basic methods for acquiring services & products
• Formal Advertising
• Negotiation
– Formal advertising is the preferred method by Statute
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7. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Types of Contracts
– Numerous contract types afford flexibility
• Fixed Price
• Labor Hour
• Cost Reimbursement, etc.
– Balance risk factors to the Government & Contractor
• Cost
• Schedule
• Technical
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8. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Business Evaluations (Pre-award)
– Program Office
• Responsible for “technical” evaluations
– Contract Specialist
• Responsible for “business” evaluations
– Responsiveness of bids/offers to the solicitation
– Evaluation of cost/price proposals
– Responsibility of contractor to perform the work in terms of:
» Business operations
» Qualifications
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9. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Contract Administration
– Commences upon contract award
– Includes all actions with respect to the contractor until:
• Material/Service has been delivered, accepted, & paid for, and
– The contract is withdrawn, closed out, or terminated
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10. CS Key Roles & Responsibilities
(GS-1102 Position Classification Standard)
• Contract Termination
– Common reasons
• Technological advances in the state-of-the-art
• Changes in strategic planning
• Budget and funding limitations
• Failure of the contractor to perform
– Types of termination
• Termination for convenience
• Termination for cause
• Termination for default
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11. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Work Management Evaluation Elements
– Manner of individual work performance
– Communication
– Teamwork
– Cooperation
– Leadership
– Commitment to branch effort
• Customer Service Evaluation Element
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12. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Manner of individual work performance
– Works independently
– Follows management policies and procedures
– Timely status updates
– Adheres to OAGS Service Level Agreement & Milestones
– Adjusts positively to workload changes, priorities, etc.
– Timely release of awards in PRISM
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13. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Communications
– Clear and effective orally and in writing
– Seeks opinions to produce balanced work products
– Keeps supervisor apprised of progress and barriers
– Effective representation of OAGS
– Willingly conveys info to peers & leaders
– Responds promptly to inquiries and data calls
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14. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Teamwork
– Working with others in formal teams or ad hoc groups
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15. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Cooperation
– Works well with other agency groups & organizations
– Works with others to implement solutions to problems
– Assists others to meet objectives
– Maintains good working relationships within the branch
– Strives to solicit inputs of others
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16. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Leadership
– Leads or follows within the branch
– Take initiative to arbitrate & resolve disagreements
– Recognize important and sensitive issue, advise
supervisor, & provide recommendation for resolution
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17. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Commitment to Branch Effort
– Shares info willingly with peers & leaders
– Supports & promotes branch decisions & initiatives
– Works well with others to accomplish the job
– Displays a positive attitude towards projects
– Partners & promotes teamwork
– Supports decisions of OAGS & OO management
– Participates in Branch/Division meetings
– Mentors & assists other specialist
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18. CS Key Roles & Responsibilities
(HHS Employee Performance Plan)
• Customer Service Element
– Deliver high quality services to customers
– Employ the OAGS Customer Service Standards (4-step
Model)
• Receive Information
• Take Responsibility
• Take Action
• Follow-up
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19. CS Key Roles & Responsibilities
(FAI Core CS Capabilities & Competencies)
• Develop, negotiate and manage business deals
• Communicate effectively
• Manage & lead change
• Solve problems in an ambiguous environment
• Analyze and understand the marketplace
• Build & manage relationships across functions
• Understand & effectively operate in the customer
environment
• Develop & implement outcome oriented solutions
• Execute
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See your OAGS Individual Development Plan (IDP)

20. CS Key Roles & Responsibilities
(FAI Core CS Capabilities & Competencies)
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Professional Business Competencies
 Oral Communication
 Decision-Making
 Interpersonal Skills
 Problem Solving
 Teamwork
 Reasoning (analysis)
 Customer Service
 Reading
 Attention to Detail
 Contracting/Procurement
 Influencing/Negotiating
 Integrity/Honesty
 Planning and Evaluating
 Flexibility
 Self-Management/Initiative
 Stress Tolerance
 Writing
 Creative Thinking
 Learning
 Self-Esteem
 Information Management
 Memory
 Arithmetic
 Math Reasoning
Technical Competencies (by acquisition phase)
Acquisition Planning Contract Formation Contract Administration
 Strategic Planning
 Understanding the
Marketplace
 Understanding Sourcing
 Defining Government
Requirements in
Commercial and Non-
commercial Terms
 Effective Communication
 Defining Business
Relationships
 Detailed Evaluation Skills
 Effective Negotiation and
Analytical Skills
 Effective Award Resolution
 Effective Communication of
Contract Requirements
 Effective Performance
Management
 Effective Financial
Management
 Determining Allowability of
Contract Costs
 Effectively Resolving
Contract Termination and/or
Closeout

21. CS Key Roles & Responsibilities
(One-to-Many Relationship)
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CO
Finance
Contractors
Program
Offices
CORs
CS

22. CS Key Roles & Responsibilities
(Section Wrap-up)
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Is it any wonder this picture most likely
resembles how a typical CS feels?

23. CO Key Roles & Responsibilities
• Think of CS roles & responsibilities to a power of 10
• FAR Subpart 1.6: Career Development, Contracting
Authority, and Responsibilities
– FAR Subpart 1.602-1: Authority
– FAR Subpart 1.602-2: Responsibilities
• FAR Subpart 4.1: CO’s Signature
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24. CO Key Roles & Responsibilities
• FAR Subpart 1.602-1: Authority
– A person with delegated “authority” to enter into,
administer, and/or terminate contracts and make
related determinations & findings
– In order to be a CO, one must meet certain
qualifications and be issued a warrant that identifies the
scope & limits his/her authority
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25. CO Key Roles & Responsibilities
• FAR Subpart 1.602-2: Responsibilities
– Sign contracts
– Obligate government funds
– Commit government property
– Authorize contract deviations
– Direct changes
– Suspend or terminate performance
– Recoup funds from contractor
– Suspend payment to contractor
– Ensure contractors receive impartial, fair, and equitable
treatment
• Comply with CFR, FAR, EOs, etc.
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26. CO Key Roles & Responsibilities
• FAR Subpart 4.1: CO’s Signature
– “Only COs shall sign contracts on behalf of the U.S.”
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LAST LINE OF DEFENSE – SAFETY NET

27. Senior Acquisition Leadership Insight
• Gleaned from recent phone call with:
– Ms. Lesley Field: Deputy Administrator for Federal
Procurement Policy, OMB, Executive Office of the President,
and Chair, FAR Council
• The Office of Federal Procurement Policy (OFPP) is responsible for
developing and implementing acquisition policies to support over
$400 billion in Federal procurements each year
– Ms. Joanie Newhart: Associate Administrator for Acquisition
Workforce Programs
• The Obama administration's point person for federal procurement
reform; charged with making sure the government has the best
possible workers on the front lines of government acquisition
• Top-3 Desired CS/CO Characteristics
• Challenges Facing The 1102 Workforce
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28. Senior Acquisition Leadership Insight
Top-3 Desired CS/CO Characteristics
• Life-long learner
– Think beyond FAC-C level certifications
– Real-world application
• Solid communicator and effective relationship
building
• Innovative
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29. Senior Acquisition Leadership Insight
Challenges Facing 1102 Workforce
• Buying smarter
• Strategic sourcing
– Top OFPP priority (Congressional emphasis)
– With limited resources, it is more critical
• Doing business with the “right” suppliers
– 100% PPIRS entered by FY15
• Step 1: Get quantity up
• Step 2: Get quality up
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30. Senior Acquisition Leadership Insight
Challenges Facing 1102 Workforce
• Innovation
– Workforce tends to have a culture of compliance with
fear of repercussions
– Change to a norm that fosters innovation
– If an idea is not expressly forbidden in the FAR, and it is
a good business practice, 1102s should be able to
implement that idea
• FPDS
– We have to get the data right
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31. Senior Acquisition Leadership Insight
Challenges Facing 1102 Workforce
• Recruitment & Retention
– 22% of 1102s plan to retire in the next 4 years
– 1102s are scarce
– Some 1102s do not have practical experience
– Shortfall of robust capabilities and capacity
– Mentoring programs need to be strengthened
• Having the right people as mentors is key
• Harnessing Knowledge and Knowledge Transfer
– “None of us is as smart as all of us” (Dr. K. Blanchard)
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32. Senior Acquisition Leadership Insight
Challenges Facing 1102 Workforce
• 2012 Competency Survey (HHS 1102s)
– My workload is reasonable – 49.3%
– Employees have a feeling of personal empowerment –
45.9%
– Creativity & innovation are rewarded – 38.3%
– Leaders generate high levels of motivation &
commitment in the workforce – 43.7%
– How satisfied are you with the recognition you receive
for doing a good job – 51%
http://www.fai.gov/drupal/node/58
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33. Senior Acquisition Leadership Insight
Words of Encouragement
• OFPP Frontline Forum
– Has presidential visibility
– Second term management agenda has 4 pillars
• Effectiveness
• Efficiency
• Economic growth
• People & culture
– Allows for focused feedback from 1102s
• In-the-trenches perspective
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34. Summary
• CS Key Roles & Responsibilities
• CO Key Roles & Responsibilities
• Senior Federal Acquisition Leadership Insight
• Personal Observations & Takeaways
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“There's a difference between interest and commitment.
When you're interested in doing something, you do it
only when it's convenient. When you're committed to
something, you accept no excuses - only results.”
Dr. Kenneth H. Blanchard