(See Module One Resource Page)

CMC100JobAidRolesandResponsibilities

Table ofContents

I.Acquisition Decisions...... 2

A.FederalAcquisition Regulation(FAR)...... 2

B.Acquisition PositionsofAuthority...... 2

1.AgencyHead...... 2

2.Senior ProcurementExecutive(SPE)...... 2

3.Headofthe ContractingActivity...... 3

4.CombatantCommander...... 3

5.Chief Acquisition Officer...... 3

6.ContractingOfficer'sRepresentative(COR)...... 3

7.ExecutiveAgency...... 4

II.ContractingOfficer...... 5

A.ProcuringContractingOfficer (PCO)...... 5

B.AdministrativeContractingOfficer (ACO)...... 5

C.Termination ContractingOfficer (TCO)...... 5

D.AdministrativeGrantsOfficer (AGO)andAdministrativeAgreements Officer (AAO)...... 6

III.ContractAdministrationTeam...... 7

A.AdministrativeContractingOfficer...... 7

B.ContractAdministrator(CA)...... 7

C.IndustrialSpecialist(IS)...... 7

D.QualityAssurance Representative(QAR)...... 7

E.Engineer...... 7

F.PropertyAdministrators (PA)...... 8

G.PlantClearance Officers...... 8

IV.DCMA Centers...... 9

A.Business OperationsCenter(DCMAN-E)...... 9

B.SmallBusiness Center(DCMAC-C)...... 9

C.Cost andPricingCenter (DCMAN-K)...... 9

D.Logistics SafetyCenter...... 9

V.ContractTeamInteraction...... 10

I.AcquisitionDecisions

A.FederalAcquisitionRegulation(FAR)

Web link:

Implements statutes/laws andprovidesacquisition policyfor theFederalGovernment.

FAR 1.102-4(b)states,"The authority to makedecisions andtheaccountabilityfor thedecisionsmadewill bedelegatedto thelowestlevel withintheSystem,consistentwithlaw."

Withinthe DefenseContractManagementAgency (DCMA), this"the lowestlevel withintheSystem,consistentwiththelaw,"is generallythe AdministrativeContractingOfficer(ACO). TheACOhas theauthority tomakedecisions andarelegally accountablefor thosedecisions.

B.AcquisitionPositionsofAuthority

1.Agency Head

"Agencyhead"or "headoftheagency"means:

  • The Secretary,AttorneyGeneral,Administrator,Governor,Chairperson,or other chiefofficialofan agencyoftheExecutive BranchoftheFederalGovernment,unless otherwiseindicated,includinganydeputyor assistantchiefofficialofanexecutiveagency.
  • For theDepartmentofDefense(DoD):
  • SecretaryofDefenseoSecretaryoftheArmyoSecretaryoftheNavy
  • SecretaryoftheAir Force
  • DeputyDirectorfor DCMA

Somecontract administration actions requireapprovalbythe AgencyHeadandyou shouldbeawarethat for DCMA,theAgencyHead isthe DeputyDirector.For example:

  • FAR 32.114–Unusualcontractfinancingshallbeauthorizedonlyafterapprovalbytheheadoftheagencyor as providedforin agencyregulations.

2.Senior Procurement Executive(SPE)

"Senior procurementexecutive" means:

  • The individualappointedpursuantto section 16(3) oftheOfficeofFederalProcurementPolicyAct(41U.S.C.414(3))whois responsiblefor managementdirection oftheacquisition systemoftheexecutiveagency,includingimplementation oftheuniqueacquisition policies,regulations,andstandards oftheexecutiveagency.
  • ForDoD(includingthe defenseagencies):
  • Under SecretaryofDefense(Acquisition,Technology,andLogistics)
  • AssistantSecretaryoftheArmy(Acquisition, LogisticsandTechnology)
  • AssistantSecretaryoftheNavy(Research,DevelopmentandAcquisition)
  • AssistantSecretaryoftheAir Force (Acquisition)

The directorsofthedefenseagencieshavebeendelegatedauthorityto actas seniorprocurementexecutive for theirrespectiveagencies,exceptfor suchactions thatbyterms ofstatute,or anydelegation,mustbeexercisedbytheUnder SecretaryofDefense(Acquisition,Technology,andLogistics).

The DeputyDirectorofDCMAis theSeniorProcurementExecutivefor DCMA.SPEs generallymeetonaquarterlybasis.Actions thatrequirehigh-levelattention/action maybeelevatedtotheSPE,usingthechainofcommand.

3.Headofthe ContractingActivity

"Headof thecontractingactivity"means the officialwhohas overallresponsibilityformanagingthecontractingactivity.

The ExecutiveDirectorforContracts (AQ)is DCMA’s headofthecontractingactivity.Forexample:

  • FAR 4.604 Responsibilities– (a)The Senior ProcurementExecutivein coordination withtheheadofthecontractingactivityis responsiblefor developingandmonitoringaprocessto ensuretimely andaccurate reportingofcontractualactions toFederalProcurementDataSystem(FPDS).

4.CombatantCommander

"Combatantcommander"means thecommander ofa unifiedorspecifiedcombatantcommandestablishedin accordance with 10U.S.C.161.

DCMA supports combatantcommanders intheater widecontractmanagementmission.

5.Chief AcquisitionOfficer

"Chief Acquisition Officer"means an executivelevelacquisitionofficialresponsiblefor agencyperformance ofacquisition activitiesandacquisition programs createdpursuantto theServicesAcquisition ReformActof 2003, Section1421of PublicLaw108-136.

6.Contracting Officer'sRepresentative(COR)

"Contractingofficer'srepresentative"means anindividualdesignatedandauthorizedinwritingbythecontractingofficer to performspecific technicalor administrativefunctions.

The COR performs technicalor administrativefunctions (generallyperforms technicalmonitoringor surveillance for contracts -see DFARS201.602-2 for COR responsibilities);theymaynotapprovepayments.

7.Executive Agency

"Executiveagency"means for DoD,theDepartmentofDefense,theDepartmentoftheArmy,theDepartmentoftheNavy,andtheDepartmentoftheAirForce.

Sometimesthe FAR orDefenseFederalAcquisition Regulation Supplement (DFARS) refers to theexecutiveagencyashavingaspecific authority.For example,DCMAisDoD’sexecutiveagencyfor performingallcontractorinsuranceplanreviews (CIPRs).

II.Contracting Officer

FAR Part2DefinitionofContractingOfficer:

"A person with theauthority to enterinto,administer,and/orterminate contracts and makerelateddeterminations andfindings."

The termincludescertainauthorizedrepresentatives ofthecontractingofficer actingwithinthelimitsoftheirauthorityas delegatedbythecontractingofficer.

A.ProcuringContractingOfficer(PCO)

PCO’s arepartoftheProcurementCenter and areresponsibleforpurchasingsupplies/servicesfor theAgency.The ProcurementCenterreports to theExecutiveDirectorofContracts (AQ).

B.AdministrativeContractingOfficer(ACO)

ACOrefers toacontractingofficer whoisadministeringcontracts.ACOs administercontractsacross theAgencyandareassignedtoindividualContractManagementOffices (CMOs).

C.TerminationContractingOfficer(TCO)

TCOrefers toacontractingofficer whois settlingterminatedcontracts.TCOs arepart oftheTerminations Branch.One oftheirdutiesisto negotiate thesettlementofcontracts terminatedfor theconvenience oftheGovernment.The Terminations Branchreportsto theBusinessOperations Centerwhich reportsto theExecutiveDirectorofContracts (AQ).

ProcuringContractingOfficer / AdministrativeContractingOfficer / TerminationContractingOfficer
  • Enter intocontracts
  • Administercontracts
  • Terminate andsettleterminatedcontracts
  • Makerelateddeterminations andfindings
/
  • Administercontracts
/
  • Settleterminatedcontracts
  • DCMATCOsauthorizedto settlecontractsterminatedforconvenience(PCOsettlescontractsterminatedfordefault)

A singlecontractingofficer mayberesponsiblefor dutiesin anyoralloftheseareas.Referencein48 Code ofFederalRegulations (CFR) Chapter1to administrativecontractingofficerortermination contractingofficer does not:

  • Requirethatadutybe performedataparticularoffice oractivity; or
  • Restrictin any wayacontractingofficerinthe performanceofanydutyproperlyassigned.

D.AdministrativeGrantsOfficer(AGO)andAdministrativeAgreementsOfficer(AAO)

AGOsandAAOsperformasimilartasktothe ACO,exceptfor Nonprocurements Instruments(NPIs). OnlyAGOs are authorizedto administergrants. Only AAOs areauthorizedto administercooperativeagreements andTechnologyInvestmentAgreements(TIAs).

III.Contract Administration Team

A.AdministrativeContractingOfficer

Under FAR/DFARS,thebasic responsibilities ofanACOare:

  • Ensure thatthefunctions listedinFAR 42.302andDFARS242.302areperformed totheextentthattheyapplyto thecontractor contractor,exceptfor thefunctions specificallywithheld
  • KeepthePCOadvisedofrequiredcontractstatus andmajor problemareas
  • Makecontractualdeterminationsanddecisionsthatlegallybind the Government
  • Oversee workofcontractadministrators

B.ContractAdministrator(CA)

Under FAR/DFARS,thebasic responsibilities ofa ContractAdministrator are:

  • SupporttheACO inthe managementofassignedcontracts
  • PerformFAR 42.302 andDFARS242.302 functions,up to thepointofACOsignature

C.IndustrialSpecialist(IS)

The basic responsibilities ofanIndustrialSpecialistare:

  • Performproduction support,surveillance,andstatus reporting,includingtimelyreportingofpotentialandactualslippagesin contractdeliveryschedules
  • Performpre-awardsurveys
  • Adviseandassistcontractors regardingtheirprioritiesandallocations responsibilitiesandassistcontractingofficesin processingrequestsfor specialassistance andfor priorityratings for privatelyownedcapitalequipment

D.QualityAssuranceRepresentative(QAR)

The basic responsibilities ofa QualityAssurance Representativeare:

  • Ensurecontractorcompliance withcontractualquality assurance requirements
  • Review quality assurance plans
  • Performinspection andacceptance

E.Engineer

The basic responsibilities ofanEngineer are:

  • Performengineeringsurveillance to assesscompliance withcontractualterms forschedule,cost,andtechnicalperformanceintheareas ofdesign, development,andproduction
  • Review andevaluate fortechnicaladequacythecontractor’s logisticssupport,maintenance,andmodification programs
  • Performengineeringanalyses ofcontractorproposals
  • Assistin evaluating and makerecommendations for acceptance or rejection ofwaiversanddeviations

F.PropertyAdministrators(PA)

The basic responsibilities ofaPropertyAdministratorare:

  • Providesurveillance,oversight,andauditingofcontractors propertymanagementsystems
  • Review,evaluate,and assesscontractor procedures,processes and practices relatedtothecontractors acquisition,receipt,maintenance,identification,reportingofcontractproperty
  • Adjudicatecontractorreportsofpropertyloss(includesloss,theft,damageanddestruction)

G.PlantClearanceOfficers

The basic responsibilities ofaPlantClearanceOfficer are:

  • Direct contractors to properlydispose ofpropertyaccountabletoGovernmentcontracts,includingterminationinventory(i.e.delivery,consumption,sale,transfer,anddonation)
  • EnsureproperscreeningofpropertyIAWapplicableregulations

IV.DCMACenters

The role ofDCMA Centers isto consolidateunique,scarceDCMA resources for synergyandleveraging.This structurefocuses onCenters' processesandremovesunique distractersfromfieldoperations andplaces operationalstaffatappropriatelevel(notHeadquarters,notCMOs,butoperational).

The principalmeasureoftheCenters'successis supportfor thecustomer attheoperatinglevel.Timelyandreliableflowofinformationis criticalto successfulmission accomplishment.Centersmeetthefollowingneeds: leveragehighlyspecializednationalassetsfor command-widesupport,rapidresponsivetocustomer requirements,facilitate promptdecision making,andempoweremployees to solveproblems andimproveprocesses.

HeadquarterDCMA Centers (DCMAN)arestand-alone functionalorganizations withcommand,control,anddirect supervision providedby adesignatedheadquarters ExecutiveDirectorordesignee.

TheseOperationalCentersarevirtualand the employees areco-located with ourexistingCMOsacross theAgency.

A.BusinessOperationsCenter(DCMAN-E)

The Business Operations Center providesresources for plantclearance,contractorpurchasingsystemreview,termination,andproperty.

B.SmallBusinessCenter(DCMAC-C)

The SmallBusiness Centerprovidesresources for subcontractingplans,mentor-protégéprograms,andcontractor’s smallbusiness subcontractingperformance.

C.CostandPricingCenter(DCMAN-K)

The Cost andPricingCenter is theprincipalinterfaceatthecorporate levelofmajor defensecontractors (corporate rates andfactors,determination ofcorporate systemadequacy),forwardpricing,indirect costandproposalanalysis,financialcapability analysis,contractorinsurance,andpension review.

D.LogisticsSafetyCenter

The Logistics SafetyCenter providesresources for Packaging,contractsafety,andtransportation.

V.Contract TeamInteraction

Effectivecontractadministration requiresknowledgeandskillinprocurementlaws, regulations,procedures,priceanalysis,financialmanagement,systems reviews,negotiation techniques,production,property administration,transportation,packaging,qualityandproductassurance,industrialsecurity,andengineering.

The Contract Administration Teamconsists ofagroupofexperts,whosecollectiveandindividualadviceandcounselcontributetothe accomplishmentoftheoverallcontractadministration.

Usingthe adviceand counseloftheseexperts,theACOis abletomakeprofessionaljudgments/decisions.

The ACO,as theleader oftheContractAdministration Team,must makeandtakeresponsibilityfor finaldecisions.Under no conditions can theACOabdicatethisresponsibility.

Makingprofessionaljudgments/decisions (FAR1.602-2)

Technicalandauditingexperts providecollective/individualadvice and counselto theACO.Theseexperts:

  • Identifyissuesas soonas possible.Earlyinvolvementoften results intimelyresolution.
  • Understandtheissueandtheimpact on contractadministration.
  • Identifyroadblocksthatcoulddelayresolution.
  • InformACOandCMO teamleaders abouttheissue andrecommendaresolution.Usingthe adviceand counseloftheseexperts,theACOwill:
  • Analyzetheissue andrecommendresolution,focusing on thefacts (i.e.,advisor’sreport,contractor’s response,andother datarelativetothe issue).
  • Organizeinformationanddiscuss withresponsiblepartiestoensurefullunderstanding.