Acquisition & Procurement Services
Contract Oversight and Advisory Services for Smithsonian
Background
The client is a federal activity with contract signature authority for subordinate purchasing offices of the Smithsonian Institution. While primarily non-appropriated funded, the client utilizes the FAR principles to the maximum extent practicable to eliminate second-guessing and consistency of actions. The client had executing authority but no control over the day-to-day processes or work products requiring signature by a warranted Contracting Officer.
Challenges
There were logistical challenges as the client’s subordinate units were physically dislocated. Additionally, the purchasing agents or buyers were typically employees from other job classifications that were given procurement responsibilities as a secondary duty. Consequently, they had not received consistent preparation and training.
Martek
Solution
In an effort to reduce errors and instill contracting core competencies, Martek personnel developed and fielded a checklist for use in contract oversight prior to signature by the warranted federal Contracting Officer. This checklist included a filing system so that key issues such as availability of adequate funding, validity of terms and conditions, assuring statements of work or product descriptions were not unduly restrictive, and fair and reasonableness of pricing could be quickly and accurately ascertained and the process replicated repeatedly. Martek personnel used this guide and the on-site personnel’s experience to provide continuing education and advisory service to the buyers or purchasing agents for more difficult tasks or in areas that required a more extensive knowledge of procurements principles.
Martek
Results
Once developed and demonstrated, the checklist and filing system were adopted across the entire division. Training times were reduced for new personnel and significant improvement was experienced in accuracy and completeness of contract files. Subordinate’s activities received oversight on individual contracting actions. They were also given the tools to assess future requirements and apply the recommendations provided on an on-going basis. This reduced repetitive errors and assisted in developing future “acquisition professionals” for a highly undermanned career field.
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"I want to take this opportunity to recognize and thank Connie Knittle for her excellent support to the Smithsonian. She is always willing to take on special challenges and she handles all contracting situations in an extremely professional manner. Connie’s extensive contracting knowledge and pleasant manner are assets to the procurement team and to the Smithsonian."
Carol
A. Monahan
Contracting Officer/Procurement Manager
Office of Contracting
Smithsonian Institution
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