Tailored Transportation Contracts

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Post Award Conference

• Tailored Transportation Contracts
• Freight All Kinds II (TTC-FAK II)
• Ordering Officer Training
• Williamsburg, VA
• April 11, 2006
• Presented by
• SDDC Acquisition Center

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Agenda

• Source of Contracting Authority
• Contracting Officers Authority
• Ordering Officer
• Qualifications
• Nominations
• Appointments
• Authority/Limitations
• Responsibilities
• Files
• Standards of Conduct

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Source of Contracting Authority

• Head of Agency
• Authority/responsibility to contract for
  authorized supplies and services
• May delegate authority to manage functions to
  contracting activities
• Secretary of Army
• Head of Contracting Activity (HCA)
• Overall responsibility for the contracting
  activity
• Authority delegated by activitys charter
• SDDC Commander

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Source of Contracting Authority (contd)

• Principal Assistant Responsible for Contracting
  (PARC)
• Appointed by HCA to carry out delegated
  responsibilities
• Oversees contracting functions
• Contracting Officer (KO)
• Appointed by PARC
• Warrant defines scope of delegated authority
• May be unlimited or limited by dollar value

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Contracting Officers Authority

• Authority
• Enter into, administer, and terminate contracts
• Change or modify contracts
• Make related determinations and findings
• Responsibility
• Ensure requirements of law, executive orders,
  regulations, and all other procedures are met
• Ensure sufficient funds are available for
  obligation
• Ensure compliance with the terms of the contract
• Ensure contractors receive impartial, fair, and
  equitable treatment
• Safeguard the interests of the United States in
  its contractual relationships

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Ordering Officer Qualifications

• Definition of OO
• An Ordering Officer is a person appointed by the
  Contracting Officer authorized to obligate U.S.
  Government funds up to the amounts and for the
  purposes specified in their appointment letters.
• OOs must
• Be a government employee either military or
  civilian
• Possess experience commensurate with delegated
  responsibilities
• Individuals are not finance and accounting
  officers, disbursing officers, paying agents,
  property book officers, accountable officers, or
  contracting officer's representatives on assigned
  contracts.
• Meet SDDCs OO qualification standards by
• Completing an approved OO course (or have
  completed course within the last five years)
• Completing an approved OO refresher course every
  five years

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Ordering Officer Nomination

• OO must be nominated by requiring activity
  (installation, depot, etc.) in writing
• Nomination must
• Be signed by OOs supervisor (or higher)
• Include
• OOs position, title, and grade/rank
• Experience and ability
• Training
• Address, phone/fax number, e-mail

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Ordering Officer Appointment

• Letter of Appointment issued by Contracting
  Officer
• Establishes duties, responsibilities, and
  limitations of authority
• Acknowledgement must be signed by OO and returned
  to Contracting Officer
• Remains in effect for the life of the contract
  unless
• Sooner revoked by the Contracting Officer for
  cause
• Automatically terminated by OOs separation from
  Government service
• If reassigned or separated from service, OO must
  notify Contracting Officer sufficiently in
  advance to permit selection, training, and
  designation of successor.

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Ordering Officer Authority/Limitations

• OO Authority
• Comes from the Contracting Officer
• Limited to the specific duties and
  responsibilities established in the Letter of
  Appointment
• May not be redelegated
• OO is not authorized to
• You are not authorized to solicit rates from any
  carrier under these contracts or require a
  carrier to perform services that are not
  specifically covered by these contracts.
• OO may be held personally responsible for
  unauthorized acts

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Operational Responsibilities

• Ordering Officers is responsible for
• Distributing and administering orders for
  services that you place.
• The oversight, management, and control of the
  distributing and administering of orders for
  services that your staff has placed.
• Establishing controls necessary to ensure that
  all contract terms and conditions are met and
  that transportation services ordered conform to
  contract requirements before acceptance is made
  or payment authorized.
• Reporting deficiencies in contractor performance
  promptly to the Contracting Officers
  Representative. You may not make any changes in
  the terms or conditions of any contracts against
  which you place orders.

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Ordering Officer Files

• Ordering Officers will keep files that include,
  as a minimum, the following
• A copy of the appointment letter.
• Documentation of annual Joint Ethics Regulation
  training and completion of OGE Form 450.
• Other information necessary to document the
  performance of duties (for example, memorandums
  for record).

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STANDARDS OF CONDUCT

• Ordering Officers must--
• Advise their supervisors and the appointing
  authority for appropriate action if they have
  direct or indirect financial interests that would
  result in a conflict between their private
  interests and the public interests of the U.S.
  Government.
• Execute Office of Government Ethics (OGE) Form
  450 (Executive Branch Confidential Financial
  Disclosure Report) if the Ordering Officer
  expects to make annual purchases totaling more
  than the simplified acquisition threshold (as
  defined in the FAR, paragraph 2.101) or is
  required to file by his or her supervisor. When
  required, the local staff judge advocate will
  keep the completed OGE Form 450.

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STANDARDS OF CONDUCT (Contd)

• Coordinate with the local staff judge advocate
  for mandatory, annual ethics training if they are
  required to file an OGE Form 450.
• Comply with Standards of Conduct (5 CFR 2635
  FAR 3.101-1)
• Do not accept gifts, gratuities, or favors from
  contractors
• Do not discuss employment or business
  opportunities with contractors
• Avoid conflicts of interest or the appearance of
  conflicts of interest
• Treat contractor with impartiality
• Violations could be grounds for criminal action

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• Questions?