2014 GSFC PMR Preliminary Results Code 210 All Hands August 27, 2014

PMR Process Overview Documentation 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 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 provided Strength – Consistently sound rationale in both high and low value actions Recommendation – 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 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 Self Assessments: Weakness: Self Assessments not conducted in timely manner Self Assessments: Prior Weakness Resolved Pre- and Post-negotiation Documentation: Strength – Thorough documentation in Higher-dollar actions Weakness – Ensure adequate file documentation included in lower-dollar actions Pre- and Post-negotiation Documentation: Strength – Documentation in high-dollar value actions Recommendation – 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 and completeness of evaluations Evaluation of Contractor Performance: Recommendation – Improvements made, but need to continue diligence in both timeliness and completeness of evaluations

Findings 2011 vs 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 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 section Weaknesses – 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/tools Weakness – Some outdated Circulars

Findings 2011 vs Subcontract Consent: Recommendation – Determine need for CPSR Weakness – 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 clause Weakness – Ensure we address all options requirements in FAR

Findings 2011 vs Safety and Health: Strength/Best Practice – Use of Form Recommendation – 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 actions Strength – Competitive Range well documented, meaningful discussions conducted Weakness – Source Selection Statement cost evaluation non- compliant with NFS

Findings 2011 vs COR Training, Delegations, & Surveillance Plans: Strength – Tracking COR Training Weakness - Delegations not executed Weakness - 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