ML20125D211
| ML20125D211 | |
| Person / Time | |
|---|---|
| Issue date: | 10/14/1980 |
| From: | Cornell E NRC OFFICE OF THE EXECUTIVE DIRECTOR FOR OPERATIONS (EDO) |
| To: | NRC |
| Shared Package | |
| ML20125C863 | List: |
| References | |
| FOIA-84-734 NUDOCS 8506120279 | |
| Download: ML20125D211 (2) | |
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MEMORANDUM FOR: Directors of Offices -t
.- l FROM: E. Kevin Cornell Deputy Executive Director for Operations
SUBJECT:
SCHEDULING AND KWAGEMENT OF PROJECTS PLANNED FOR SUBlil5SION TO THE DIVISION OF CONTRACTS FOR FY 1981 I recently met with the Division of Contracts to discuss ways of improving upon procurement processing leadtimes and the need to devote more time to better planning of procurement actions. Specifically, I expect the Division of Contracts to assist in accomplishing agency program goals by utilizing its resourcafulness to. improve upon the time it takes to award contracts.
In order for the Division of Contracts to process these procurements and award i 4 contracts quickly, it is imperative that you, as managers of the requiring i
offices, be comitted to an aggressive msnagement posture in the early plan-ning of fiscal year procurements as well as insuring that timeframes are met
. in the evaluation of proposals and other stages of the procurement cycle,where Program Office input is required.
We will again use advance procurement plans as the mechanism for the planning
- of all FY'81 procurements. The plan, updated on a quarterly basis, will serve.
. to help avoid the usual fiscal-year-end flurry of activity that OMS has directed heads of Federal agencies to curtail. Specifically, Mr. McIntyre has requested that Federal agencies ensure that fourth quarter spending not exceed third quarter spending except when essential program objectives are jeopardized j (Encl. 1).
In preparing your plan, you should be mindful of the average processing time for the following types of procurements:
. Contracts under $10,000 - 1 month i Competitive over $10,000 - 6 months Noncompetitive over $10,000 - 3 months I -
Interagency agreements - 1 month l
Of course the actual amount of time necessary for the award of a contract varies as a function of factors such as:
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- 1. The dollar value of the action, i 2. The extent of competition, I * '
' The complexity of the transaction, -
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I 4 The existing workload of the procurement office.
- These average times are achievable assuming diligence on the parts of all con- !
i cerned with the procurement process. In your role as Designati#g Dificial (DO) i for procurements you should be mindful of the responsibility of those individ-l vals whom you essign to Source Evaluation Panels (SEP's) to adhere to agreed il upon milestone schedules. Further, it is important that the projected date
- t for submission of a Request for Procurement Action (RTPA) to the Division of
- Contracts take into account the necessary processing times as well as your
!' judgment as to when a contract must be awarded in order to acquire study results, data, or other contractual products when they are needed.
{' There are several steps which you can take to assure that the procurement pro-cess does not act to hamper program goals but facilitates achievement of those goals. These include:
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$ 1. Preparation of a procurement plan which allows the Contracting Officer to' plan his staff resources and prepare for your needs. '
j s 2. Early fiscal year initiation of procurements.
- 3. Cormunication with the Centracting Officer in advance of procure-ment request preparation. .
.! 4. Care in definition of the requirements and preparation of work l statenants.
- 5. ' Expeditious evaluation of proposals.
As personnel in the Division of Conkracts must work closely with Program Offices j throughout the entire procurement process, I suggest that you contact the appro-priate Division.of Contracts Branch Chief for your Office to meet with members of your staff.to jointly develop the information needed for your FY 81 procure-ment plan.
k' hen an RFPA, identified on your procurement plan, is received in the Division of Contracts, a milestone schedule cepicting projected dates for each major step in the procurement process will be developed jointly by your staff and ,
, the Division of Contracts. I fully expect that established schedules will be
- strictly adhered to. To this end, I have asked the Director, Office of Administration to closely monitor scheduling to identify significant slippages j{
1 in the :$ mission of procurement plans or the agreed upon milestone schedules. ,
4 Enclosed cre forms and instructions (Enclosure 2) for completion of the procure- !
- { sent plan. Such plan is to be returned to the Division of Contracts by November 3 j 1980. If you have any ouestions, please call Edward L. Halman, Director, Divisicn
- of Contracts, on 42-74460.
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)' , E. Kevin Cornell.
Deputy Executive Director for Operations -
l E.whzures (2): As stated 1