Acquisition & Procurement Services
Creates Cost Saving Contract Closeout Processes
Background
The client is a DOD activity experiencing a backlog of contracts that have expired and closeout action has not been initiated. The contracts are a mix of type and funds may be in evidence therefore requiring de-obligation.
Challenges
The market for experienced contracting professionals has made it very difficult to find reasonably priced specialists willing to work on a lower level task such as closing out contracts. Additionally, this agreement requires personnel with clearances.
Martek
Solution
First the nature of the work was evaluated and the process broken down into its components. It was determined that many steps in the process do not require a contracting background. In many cases, someone with a customer service/administrative background could accomplish these actions. Examples of these include performing follow-up on requests for data or information, status tracking, and general typing or record keeping. Martek then sourced qualified personnel with the task specific and security clearance requirements. The personnel were then placed into a team with experienced contract specialists that could oversee the process and perform the duties more commensurate with their training and salary. The agreement was modified and a reduction in labor costs agreed to by both parties.
Martek
Results
The results of this change resulted in gains in several areas. First and foremost was that the closeout process did not suffer any degradation. The number of files closed remained constant while achieving a morale enhancement for the contract specialists by removing routine or mundane tasks from their daily activities. The client received the same level of service while preserving some of their budget for other uses making this a cost effective measure.
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