MOCAS 101 Mechanization Of Contract Administration Services

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MOCAS 101Mechanization Of ContractAdministration
Services
Notebook Five Contract Closeout
A Senior Functional Advisor Collaborative Workshop
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AGENDA

• Contractor Performance History - Production
  Responsibility
• Requirement
• Federal Acquisition Streamlining Act of 1994
  (FASA)
• Some UNKP10 Field Definitions
• UNKP10 Examples
• Notice of Last Action (NLA) Closing Actions -
  Contracts Responsibility
• Administration
• Types of NLAs

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Contractor Performance History

• DCMC Contractor Performance Tracking
• Historical
• Charter has not changed
• Rooted in FAR Responsible Contractor
  requirement.
• FASA
• Best Value concept
• Hidden cost of doing business with poor
  performers
• Benefits of doing business with good performers
• Past performance data collection.

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Criteria for Completing the UNKP10 (Contractor
Performance History Input)

• Signifies all required line items under contract
  have been completed (physical completion).
• Total on Order Total Shipped
• CLINs,SubCLINs, and ELINs not requiring a DD250
  have been verified by the Production person and
  DCMA Notice of Completion initiated.
• Final Z DD250 has been input.

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Contractor Performance History Input
Enter required data - (see next chart for
some field definitions).
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Contractor Performance History Input (UNKP10)
Definitions of Newer Fields
CURRENT SCHEDULE - Number of delinquent aging
line items caused by the contractor in accordance
with the modified contractual schedule at time of
the contractor history input. (These numbers are
system generated but can be changed or added by
the user.) CONTR-RESP-SCHED - Number of
delinquent aging line items caused by the
contractor in accordance with the original
contractual schedules at time of the contractor
history input. (These numbers are system
generated but can be changed or added by the
user.) (If schedules were modified by no fault
of the contractor, the CONTR-RESP-SCHED would
equal the CURRENT SCHEDULE.) ON-SCHEDULE-C
URR-SCHED - The field that indicates yes or
no whether the final shipment was on or before
the current final delivery date. ON-SCHED-KR-RES
P-SCHED - The field that indicates yes or
no whether the final shipment was on or before
the contractor final delivery date. (If FDD was
modified by no fault of the contractor, the
ON-SCHED-KR-RESP-SCHED would equal the
ON-SCHEDULE-CURR-SCHED.) REASON FOR DELAY -
A three position code. The first position
indicates the responsibility for the delay,
second and their position indicates the specific
reason for delay. (A complete list of
codes/definitions are in DLAM 8000.3 Part 1,
Chapter 5.) Never use the U unknown code.
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PSCN, R-8, Whatever
All line items were shipped ahead of schedule.
(Thus, CURRENT SCHEDULE and CONTR-RESP-SCHED
fields are blank.) Contract completion ahead of
Final Delivery Date (FDD). (Thus,
ON-SCHEDULE-CURR-SCHED and ON-SCHED-KR-RESP-SCHED
fields have a Y for yes.)
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PSCN, R-8, Whatever - Continued
One/more deliveries were shipped late (KR
Caused). (Thus, there is data required in the
Delinquent Line Items fields. System
generated.) Contract shipped ahead of final
delivery date (FDD). (Thus, ON-SCHEDULE-CURR-SCHE
D and ON-SCHED-KR-RESP-SCHED fields have a Y
for yes.) No modifications to extend delivery
schedules.
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PSCN, R-8, Whatever - Continued
One/more deliveries were shipped late (KR
Caused). (Thus, there is data required in the
Delinquent Line Items fields. System
generated.) Contract completed after FDD. No
modifications to extend delivery schedules or
FDD. (Thus, ON-SCHEDULE-CURR-SCHED and
ON-SCHED-KR-RESP-SCHED fields have an N for No.
Curr info KR info.)
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PSCN, R-8, Whatever - Continued
One/more deliveries were shipped late (KR
Caused). (Thus, there is data required in the
CONTR-RESP-SCHED fields. System generated.) The
shipments were made before the modified schedule
but after the original schedule. Thus, no data
under CURRENT SCHEDULE. Contract completed ahead
of FDD. Modifications extended delivery
schedules but not FDD. (ON-SCHEDULE-CURR-SCHED
and ON-SCHED-KR-RESP-SCHED fields have a Y for
Yes.)
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PSCN, R-8, Whatever - Continued
One or more deliveries were shipped late
(government Caused.) (Thus, no data is required
under Delinquent Line Items since government
Caused. If the system generates numbers under
delinquent line items, user must delete those
numbers. Use G for first letter of reason for
delay code.) Always answer yes to the
questions ON-SCHEDULE-CURR-SCHED and
ON-SCHED-KR-RESP-SCHED when the delay is
Government caused.
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PSCN, R-8, Whatever - Continued
One or more deliveries were shipped late (KR
Caused). Modification extended schedules and
FDD. Contract completed after modified FDD.
(Thus N for On-Schedule-Curr-Sched.) Since
contract after the modified FDD, we know it also
was after the original FDD, thus N for
On-Sched-Kr-Resp-Sched. Make sure the LONGEST
DELY and REASON FOR DELAY fields are completed.
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PSCN, R-8, Whatever - Continued
When the following actions are applicable, input
a Y for Yes in these fields (in addition to the
normal input). CANCELLED TRANSFERRED OUT TERM
FOR CONVENIENCE TERMINATED FOR DEFAULT Note
System requires user to input data in the fields
On-Schedule-Curr-Sched and On-Sched-Kr-Resp-Sc
hed. PROD001 will be input when any data item
is shipped by letter after the hardware is
shipped. The PROD001will be input as Y for yes
and the shipment number should be annotated in
the remarks for the history input.
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NLA (Notice of Last Action) CLOSING ACTIONS
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NLA CLOSING ACTIONS (UYCJ03)

• NLAs Should be Filed in Official Contract File
• Utilized by ACO/CA for Final Closeout Action
• Final Pay NLAs Batch Processed Through MOCAS for
  Movement of Contract to Section 5

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TYPES OF NLAs

• WAIT PHY COMP
• Final Payment Processed but Contract Still in
  Section 1
• For ACO Information Only
• FINAL PAY
• Final Payment/Acceptance Processed
• ACO Uses to Certify all Administrative Closing
  Actions Completed
• Not Automatically Provided for ODO, No-Cost, or
  Cost Type Contracts
• ACO Processes for Contract Closeout

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TYPES OF NLAs (cont)

• PAYMENT ALERT
• Overage for Closeout in 21 Days and Final Payment
  not Made
• ACO Maintain Potential Overage Suspense
• Coordinate with DFAS as Needed
• 21 DAY ALERT OVG
• Final Payment Made
• Overage for Closeout in 21 Days
• ACO Review for Closeout
• Update R2 Remark in MOCAS if Contract will go
  Overage for Closeout

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TYPES OF NLAs (cont)

• OVERAGE FOR PAY (X in Overage Position)
• Contract Overage and Final Payment not Made
• Follow-up Generated every 7 Days until Payment
  Made or R2 Remark Updated
• ACO Assist DFAS in Obtaining Required
  Documentation for Final Payment
• CONTRACT OVERAGE (X in Overage Position)
• Contract Overage and Final Payment Made
• Follow-up Generated every 7 Days until Final NLA
  Issued or R2 Remark Updated
• ACO Review for Closeout

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TYPES OF NLAs (cont)

• 21 DAY ALERT ECD (X in Overage Position)
• Contract Overage for Closeout and 21 Days Until
  Current Estimated Completion Date Reached
• Follow-up Generated every 7 Days until Final NLA
  Processed or R2 Remark Updated
• ACO Review for Closeout

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For More Information, See The Other MOCAS 101
Modules

• MOCAS Overview (Module One)
• Abstract Reviews (Module Two)
• Corrections/Unvalidated Transaction List/Weapon
  Systems Codes (Module Three)
• Inquiries and Reports (Module Four)
• Support Contract Input Maintenance (Module Six)
• YINV Invoice Inquiries (Module Seven)