DATE: June 16, 2000

FROM: Barry McVay, CPCM

SUBJECT: Department of Energy Acquisition Letter 2000-06; Reference Book for Major Site and Facility Management Contracts for Contract Administrators

SOURCE: Department of Energy AL-2000-06, May 25, 2000

AGENCIES: Department of Energy (DOE)

ACTION: Notice

SYNOPSIS: AL-2000-06 announces the issuance of "Reference Book for Contract Administrators: A Reference Tool for Major Site and Facility Management Contracts for Contract Administrators." It addresses the linking together of performance-based planning, budgeting and funding, and contracting.

EDITOR'S NOTE: The reference book is available on the Internet at http://www.pr.doe.gov/ReferenceBook/RefBookTOC.htm. Also, see Federal Acquisition Regulation (FAR) Part 42, Contract Administration, and DOE Acquisition Regulation (DEAR) Part 942, Contract Administration, and DEAR Part 970, DOE Management and Operating (M&O) Contracts (the DEAR is available on the Internet at http://www.pr.doe.gov/dear.html).

EFFECTIVE DATE: June 4, 2000.

FOR FURTHER INFORMATION CONTACT: James Tower, Office of Procurement and Resource Management, 202-586-4294, or e-mail at James.Tower@hq.doe.gov.

SUPPLEMENTAL INFORMATION: This reference book provides "a consolidated department-wide reference tool on the major functions, roles, and responsibilities of thos involved in administering the department's performance-based management contracts (PBMCs)." PBMCs include management and operating contracts, management and integration contracts, and other majore site or facility management contracts -- the contracts that include clauses from DEAR Part 970.

The book does not impose any mandatory requirements, although many of the referenced sources are mandatory, such as the DEAR. It applies to all DOE personnel involved with the administration of PBMCs, including those who do not think of themselves as contract administrators, such as those in program management, environment safety and health, security, transportation and traffic management, patents law, real and personal property management, engineering, and records management. In fact, the contents are, for the most part, divided along functional lines:

Chapter 1, Project Management
Chapter 2, Environment, Safety and Health
Chapter 3, Contractor Human Resources
Chapter 4, Security (Reserved)
Chapter 5, Performance Measurement and Assessment
Chapter 6, Patent and Data Rights
Chapter 7, Financial Management
Chapter 8, Business/Contract Management
Chapter 9, Records Management
Chapter 10, Subcontract Management
Chapter 11, Real Property, Personal Property, and Transporation Management
Chapter 12, Diversity Plan, EEO [Equal Employment Opportunity] and Small Business
Appendix A, Matrix of References, Roles and Reponsibilities
Appendix B, Related Internet Web Sites

Each chapter addresses basic principles and objectives, contains a general description of processes, describes the major and roles and responsibilities of the personnel involved, and cites additional references for more detailed information.

Some of the roles and responsibilities discussed in the reference book are not directly mentioned in the mandatory references, but are "a logical consequence of the types of tasks and risks involved which need to be managed in administering the contract..."

Basically, the purpose of this reference book is to gather together existing policy, procedures, and roles and responsibilities of those involved in contract administration, and tie them all together to make clear how the emphasis on contract administration has changed from "how" the work is accomplished by contractor and DOE personnel to "what" is required to be accomplished. This change in emphasis has been the thrust of federal acquisition policy since the enactment of the Federal Acquisition Streamlining Act of 1994 (Public Law 103-355).

FOR FURTHER INFORMATION CONTACT: Barry McVay at 703-451-5953 or by e-mail to BarryMcVay@FedGovContracts.com.

Copyright 2000 by Panoptic Enterprises. All Rights Reserved.

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