About Acquisition Management
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This Web page provides information and a list of important points of contact for Acquisition Management employees in Headquarters, RTP, and Cincinnati, as well as procurement personnel in the Regions and field offices. In addition, we hope this handbook will help our clients get their work done. This is a reference book that not only delineates the important elements of the contracting process and points of contact, but also provides information on the regulations and policies applicable to EPA acquisitions. Contact the EPA OAM Internet Coordination Team if you have any questions about this document.Procurement actions are listed under each of the Contracting Division Home Pages:
For policy, training, and finance information, go to Policy Training and Oversight Division (PTOD).
II. IMMEDIATE OFFICE
III. POLICY, TRAINING, AND OVERSIGHT DIVISION
IV. HEADQUARTERS PROCUREMENT OPERATIONS DIVISION
V. SUPERFUND/RCRA REGIONAL PROCUREMENT OPERATIONS DIVISION
VI. RTP PROCUREMENT OPERATIONS DIVISION
VII. CINCINNATI PROCUREMENT OPERATIONS DIVISION
XIII. EXTERNAL SUPPORT
IX. REGULATIONS, MANUALS, AND GUIDANCE
X. OAM COMPUTER SYSTEMS AND SUPPORT
XI. CONTRACTING OFFICER WARRANTS CONTACTS
XII. TRAINING OPPORTUNITIES
I. OFFICE OF ACQUISITION MANAGEMENT
The purpose of this handbook is to provide information and a list of important points of contact for Office of Acquisition Management (OAM) employees in Headquarters, RTP, and Cincinnati, as well as procurement personnel in the Regions and field offices. In addition, we hope this handbook will help our clients get their work done. This is a reference book that not only delineates the important elements of the contracting process and points of contact, but also provides information on the regulations and policies applicable to EPA acquisitions.
II. IMMEDIATE OFFICE
The Office of Acquisition Management, under the supervision of the Director, is responsible for the policies, procedures, operations and support of the Agency's procurement and contracts management program, from contract planning through closeout. In addition, it is responsible for managing and formulating OAM's budget; serving as the Procurement Executive for the Agency; performing special projects; and managing Office activities. The Competition Advocate is responsible for reviewing acquisition plans and justifications for other than full and open competition; reviewing and coordinating protest files; serving as liaison to the Office of Small Business Programs to ensure appropriate utilization of preferential procurement programs in Headquarters procurement operations, and providing advice to contract operations. The Information Technology Service Center is responsible for managing office system hardware and software including the Local Area Network (LAN); managing operational modules of the EAS and other automated procurement systems; preparing short-and long-term IT plans; and coordinating IT-related training.
III. Policy, Training and Oversight Division
The PTOD Director oversees the three service centers and the Quality Assessment Program within the Policy, Training and Oversight Division. The three service centers within the Policy, Training and Oversight Division include the following: the Acquisition Policy and Training Service Center, the Management Support Service Center and the Financial Analysis and Oversight Service Center.
The IO is also responsible for the Division's administrative and budgetary functions.
- The Quality Assessment Program
- Acquisition Policy and Training Service Center (APTSC)
- Financial Analysis & Oversight Service Center (FAOSC)
- Management Support Service Center (MSSC)
The Program and Program Coordinator's responsibilities include: routinely conducting assessments of each procurement organization's Quality Assessment Plans (QAP) to ensure contracting processes and products are compliant with governing rules, are of consistently high quality, and meet internal goals and objectives; identify potential vulnerabilities and preempt the creation of serious or systemic problems; perform oversight reviews to evaluate how effectively each organization implements and sustains its plan. In addition, the coordinator performs all necessary logistical and administrative functions including planning, coordination, scheduling, communications, records management, and analysis. The Quality Assessment Program resides within the immediate office of PTOD.
This Service Center's responsibilities include: developing acquisition regulations for EPA contract activities; reviewing proposed federal acquisition legislation, regulations, and directives; reviewing and recommending deviations to procurement regulations; conducting contract conflict of interest reviews; coordination of green purchasing activities, initiatives and policy; representing EPA on the Civilian Agency Acquisition Council; serving as liaison for OAM with the Office of Management and Budget (OMB), the Federal Procurement Council, other Federal Agencies, and the Federal Acquisition Institute (FAI); program management of the Federal Acquisition Certifications for COs, COTRs, and PPM; coordination and management for the Agency's compliance with the federal training system, ACMIS; developing and presenting the following acquisition courses: Contracting Officer Representative (COR) Training Course, COR Recertification Course, Purchase Card Course (Basic), and Contract Administration for Supervisors Course. The APTSC Manager currently serves as the EPA Acquisition Career Manager.
This Service Center's responsibilities include: reviewing, negotiating, and approving billing and final indirect cost rates for contractors and state agencies; Administering agency Cost Accounting Standards matters; Addressing cross-cutting Administrative Contracting Officer issues; Performing and determining the adequacy of contractors' purchasing and accounting systems; Performing contract management financial monitoring and invoice reviews; Managing OAM's Contract Audit Resolution program; Requesting audits, distributing audit reports, and administering the Inter-Agency Agreement between EPA and DCAA; Assisting contracting, investigative, and legal offices with specific contract issues, close-outs, settlements, cost recoveries, novations, name changes, financial capability determinations, cost impacts, equitable adjustments, claims, protests, defective pricings, and terminations; and Providing financial consultation concerning contract management, oversight, accountability, internal controls, quality assurance, improper payments, and fraud, waste & abuse.
This Service Center's responsibilities include: managing the Agency's Government Purchase Card Program; responding to OAM Headquarter's Freedom of Information Act requests; maintaining and staffing the OAM Headquarter's file room and the bid and proposal room; maintaining a support infrastructure for the Agency's Simplified Acquisition Contracting Officers in remote locations; planning and executing portions of the Agency's budget for 1102 training; scheduling COR, Purchase Card and 1102 training; and coordinating Acquisition Training Conferences
IV. Headquarters Procurement Operations Division
The Director oversees the five Service Centers within the Headquarters Procurement Operations Division (HPOD). Four of the Service Centers are responsible for simplified acquisitions and the award and administration of contracts in support of their primary mission and assigned customers. The fifth Service Center is responsible for special studies and initiatives that emanate from the Office of Management and Budget (OMB) and the Office of Acquisition Management (OAM) Balanced Scorecard Program. The Division provides support to nearly all the Agency's Program Offices. The HPOD immediate office is responsible for the Division's administrative and budgetary functions.
- Business Analysis and Support Staff Center (BASS)
- Program Contract Service Center (PCSC)
Information Resource Management Procurement Service Center (IRMPSC)
- Administrative Contract Service Center (ACSC)
- National Procurement Service Center (NPSC)
This Center is responsible for multiple initiatives involved in developing and implementing OAM's strategic sourcing program. BASS is also responsible for the OMB-required annual research and reports for the Federal Activities Inventory Reform (FAIR) inventory, associated service contract inventory, product service code assessments, special studies and balanced scorecard initiatives.
This Center is responsible for awarding and administering contracts in support of the Office of the Administrator, the Office of Chemical Safety and Pollution Prevention; the Office of International and Tribal Affairs; the Office of the Inspector General; and the Office of General Counsel. In addition, this center processes simplified acquisitions in support of these programs and performs contract closeout functions.
This Center is responsible for awarding and administering contracts for IRMPSC equipment, support services, software development, and other related information technology supplies and services for EPA-wide program offices with the exception of multi-use national procurements and the Office of Solid Waste and Emergency Response (OSWER). This Center also processes IRMPSC-related simplified acquisitions, performs contract closeout functions for its customers, and supports the Office of Environmental Information (OEI).
This Center is responsible for awarding and administering contracts in support of the Office of Atmospheric Programs (OAP) in the Office of Air and Radiation (OAR), the Office of Enforcement and Compliance Assurance (OECA), with the exception of Office of Site Remediation Enforcement (OSRE); the Office of Administration and Resources Management (OARM), and the Office of the Chief Financial Officer (OCFO). This center processes simplified acquisitions in support of these programs, as well as all Offices within the Office of Air and Radiation, and performs contract closeout functions.
This Center is responsible for awarding and administering contracts that have Agency-wide applications and are used by many Agency program offices and regions. These contracts include the Information Technology Solutions - Business Information Strategy Support (ITS-BISS) multiple award contracts, the Information Management Center Services (IMCS) libraries and records contracts, the Information Technology Solutions - Environmental Systems Engineering (ITS-ESE) contract, the Conflict Prevention and Resolution Services (CPRS) contract, the OECA Mission Support contract and the regional Voice over Internet Protocol (VOIP) contract. Clients of NPSC include: headquarters staff, regional offices, OEI and OECA. This Center also processes simplified acquisitions in support of the Office of Water (OW) and the Headquarters Office of Research and Development (ORD).
V. Superfund/RCRA Regional Procurement Operations Division
The Director oversees four Service Centers within SRRPOD. The Director is the Chief of the Contracting Office (CCO) and is responsible for those actions that require CCO approval. The Director's Office is also responsible for the Division's administrative, budgetary, and personnel functions. The Service Center Managers are responsible for simplified acquisitions and the placement, management, and close-out of contracts in support of their Service Center's primary mission and assigned customers. Each Service Center Manager has cognizance over its assigned administrative, budgetary, and personnel functions.
- Headquarters Contracts Service Center (HCSC)
Primary Mission: Support Headquarters Office of Solid Waste and Emergency Response
- Program Management and Regional Coordination Service Center (PMRCSC)
Primary Mission: Support long-term clean-up & remediation efforts and provide coordination/oversight support services to the Regional Contracting Offices
- Emergency Response Service Center (ERSC)
Primary Mission: Support emergency response activities/training and counter-terrorism efforts
- Laboratory Analysis Service Center (LASC)
Primary Mission: To ensure timely, high-quality and cost-effective analytical services in support of the Superfund program efforts, nationwide.
This Service Center is responsible for placing and managing mission contracts in support of the Headquarters Office of Solid Waste and Emergency Response (OSWER), primarily involving policy and regulatory support. The Service Center is divided into two teams. The teams are responsible for simplified acquisitions and for placing and managing advisory and assistance contracts for professional and technical support in developing Superfund policy and regulatory activities.
This Service Center is responsible for placing and managing the Office of Superfund Remediation and Technology Innovation (OSRTI) contracts, primarily involving long-term clean-up and remediation support, and Remedial Action Contracts (RAC) in support of the Superfund remedial program. This Service Center is also responsible for placing and managing Regional Oversight Contracts (ROC) in support of the Federal Facilities Restoration and Reuse Office (FFRRO). In addition, this Service Center supports the Office of Enforcement and Compliance Assurance (OECA) in placing CERCLA Enforcement Support Service (ESS) contracts, and awarding and managing the non-Superfund Regional support contracts; the RCRA, Enforcement, Permitting, and Assistance (REPA) regional contracts. The service center also serves as the headquarters focal point for coordinating activities and resolving issues for regional contracting offices, such as processing regional contracting officer delegations of procurement authority and contracting officer warrants; review of procurement files and processing regional ratification requests above a certain threshold; and collecting and reporting the status of the regional contract close-outs and other contract-related data calls.
The Emergency Response Service Center is responsible for placing and managing the Office of Emergency Management (OEM) and Special Teams contracts which include but are not limited to the Scientific, Engineering, Response and Analytical Services (SERAS) contract, the Decontamination Analytical and Technical Services (DATS) contract, the Airborne Spectral Photometric Environmental Collection Technology (ASPECT) contracts and nationally consistent Counter Terrorism and Emergency Response equipment and training for all regions.
The Service Center is divided into two teams, the Emergency Response and the Emergency Preparedness Teams. The Emergency Response Team is responsible for national consistency within the START class of contracts and the SERAS contract. The Emergency Preparedness Team is responsible for national consistency within the ERRS class of contracts, the ASPECT contracts and the Emergency Response Training Contracts. ERSC also provides contracting support to regions.
This Service Center is responsible for placing and managing contracts in support of Superfund's laboratory analysis program. This includes the Contract Laboratory Program (CLP), the Sample Management Office (SMO), and the Quality Assurance and Technical Support (QATS) contracts, as well as contractor on-site support of the Regional laboratories via the Environmental Services Assistance Team (ESAT) contracts. LASC also manages competitive blanket purchase agreements for the acquisition of dioxin and congener analyses.
The Service Center is divided into two teams. The Analytics East Team is responsible for all contracting activities where primary performance takes place in Regions 1-4, as well as managing the dioxin/congener BPAs, nationwide. The Analytics West Team is responsible for all contracting activities where primary performance takes place in Regions 5-10.
VI. RTP Procurement Operations Division
The Director oversees the three service centers within the Division and the Small Business Specialist. The Immediate Office is also responsible for the Division's administrative and budgetary functions, Freedom of Information Act requests, and cost advisory services.
- Office of Research and Development Service Center
- Office of Air and Radiation Service Center
- Office of Administration and Resources Management Service Center
This Service Center provides contracting support for all requirements (excluding IT) for ORD's National Health and Environmental Effects Research Laboratory (NHEERL), National Exposure Research Laboratory (NERL), National Center for Computational Toxicology (NCCT), and ORD’s Small Business Innovation Research (SBIR) Program. This support includes acquisition planning, simplified acquisitions, contract placement, and contract administration.
This Service Center provides a full range of support (excluding IT) for the Office of Air Quality Planning and Standards (OAQPS) in RTP. This includes all simplified acquisitions, acquisition planning, contract placement and contract administration functions. This Center also provides support (excluding simplified acquisitions and IT) for the Office of Policy Analysis and Review (OPAR), the Office of Program Management Operations (OPMO), and the Office of Radiation and Indoor Air (ORIA), including the Radiation and Indoor Environments National Laboratory in Las Vegas, NV, and the National Air and Radiation Environmental Laboratory in Montgomery, AL.
This Service Center provides complete acquisition and contract support for the Office of Administration and Resources Management in RTP (OARM-RTP); the Office of General Counsel in RTP; the Office of Civil Rights in RTP; the RTP-Financial Management Center; and the Financial Services Division in RTP. This support includes all simplified acquisitions, acquisition planning, contract placement, and contract administration functions. The Center also provides support to the Office of Environmental Information’s (OEI's) National Computer Center located in RTP.
VII. Cincinnati Procurement Operations Division
The Director oversees three Service Centers within the Division and the Small Business Specialist. The Small and Disadvantaged Business Utilization Specialist maximizes contract opportunities for small and socioeconomically disadvantaged concerns. The Immediate Office is responsible for the Division's quality assurance program as well as all budgetary , personnel, and administrative functions including managing Freedom of Information Act requests. The Service Centers support the customers indicated for all requirements.
- Office of Water Service Center
- OAR, OARM, ORD, OSWER SERVICE CENTER
- SPECIALIZED SERVICE CENTER
- SMALL AND SMALL DISADVANTAGED BUSINESS UTILIZATION SPECIALIST
This Center provides contracting support for the entire Office of Water including the American Indian Environmental Office; the Office of Ground Water and Drinking Water; the Office of Science and Technology; the Office of Wastewater Management; and the Office of Wetlands, Oceans, and Watersheds. Contracting support includes acquisition planning, contract placement, contract administration and contract closeout.
This Center provides contracting support for the Office of Research & Development's National Risk Management Research Laboratory (Cincinnati, Ohio; Edison, New Jersey; Ada, Oklahoma and RTP, North Carolina); the National Homeland Security Research Center (Cincinnati, Ohio); the National Center for Environmental Research (Washington, DC); the National Center for Environmental Assessment (Cincinnati, Ohio, Washington, DC and RTP, North Carolina); ORD Headquarters (Washington, DC) including the Office of Science Policy and the Office of Resources Management and Administration; and the Office of Air and Radiation's (OAR) Office of Transportation and Air Quality (OTAQ) (Ann Arbor, MI). Contracting support includes acquisition planning, contract placement, contract administration and contract closeout.
This Center provides contracting support for construction/A&E requirements Agency wide and for simplified acquisitions, GSA orders, capital equipment purchases and commercial acquisitions for all program offices identified in preceding descriptions. Contracting support includes acquisition planning, placement, administration and closeout for all contract requirements and simplified acquisitions.
The Small Business Specialist (SBS) ensures maximum practicable opportunities in agency acquisitions are provided to small, small disadvantaged, women-owned and service-disabled veteran-owned business concerns. The SBS carries out the small business policy by: 1) maintaining a program designed to locate capable small business sources for current and future acquisitions; 2) coordinating inquiries and request for advice from small business concerns on acquisition matters; 3) reviewing all proposed solicitations in excess of the simplified purchase limitations to assure that small business concerns will be afforded an equitable opportunity to compete, and as appropriate, initiate recommendations for small business set-asides or 8(a) set-asides; 4) assuring the availability of adequate specifications and drawings when necessary to obtain small business participation in an acquisition; 5) reviewing proposed contracts for possible breakout of services suitable for small or small disadvantaged businesses; 6) participating in the evaluation of a prime contractor's small business subcontracting programs; and 7) Serving as the contact point for all businesses (both large and small) when they are requesting information about Cincinnati Procurement Operations Division (CPOD) small business program and procurement opportunities.
VIII. EXTERNAL SUPPORT
The following areas are important to the conduct of procurement and contract management operations:
- Legal Counsel/Advisor-- Provides legal advice, counsel, & review for procurement
- Office of Small Business Programs -- Provides small business review, counsel, and advice to OAM
- Office of Administration and Resources Management-- Provides approval for acquiring advisory/assistance services
POINTS OF CONTACT: HQ-Kenneth Pakula, (202-564-4706), Assistant General Counsel
POINT OF CONTACT: Jeanette Brown (202-260-4100)
POINT OF CONTACT: Refer to Director, OAM (202-564-4310)
IX. REGULATIONS, MANUALS, AND GUIDANCE
- Federal Acquisition Regulations (FAR) and Federal Acquisition Circulars (FAC)- https://www.acquisition.gov/far/
- Environmental Protection Agency Acquisition Regulations (EPAAR) - ptod/posc.htm
- Cost Analysis Guide (CAG)
- EPA Orders -http://intranet.epa.gov/rmpolicy/ads/orders.htm
The following regulations, manuals, and guidance documents are important to keep in mind and are available on the Internet as shown.
Government-wide procurement regulations.
EPA's supplemental acquisition regulation to the FAR.
Provides a comprehensive reference source of contract pricing techniques with particular emphasis on the situations commonly encountered by EPA acquisition personnel
POINT OF CONTACT: Krista Williams (202-564-4451)
1900.1A: Use of Contractor Services to Avoid Improper Contracting Relationships
X. X. OFFICE OF ACQUISITION MANAGEMENT COMPUTER SYSTEMS AND SUPPORT
Systems managed and supported by OAM via the Service Desk system (202)564-2327 are discussed below:
- National System - Integrated Contracts Management System (ICMS) - Being Retired April 30, 2011
- National System - Small Purchase Electronic Data Interchange (SPEDI) system - Being Retired April 30, 2011
- National System - EPA Acquisition System (EAS)
- Local ADP Systems-Local Area Networks (LANs)
The ICMS is the Agency’s procurement documentation preparation and data collection/reporting system for large contracts.
The SPEDI is the Agency's procurement documentation preparation and data collection/reporting system for small purchases.
The EAS is the Agency’s procurement documentation preparation and data collection/reporting system for small purchases and large contracts. All requisitions going to the Contract’s offices must use the EAS.
LAN support is specific to the virtualized environment under OAM control. Wide Area Network support outside of OAM is managed by OEI.
XI. CONTRACTING OFFICER WARRANTS
Chapter 8 of the Contracts Management Manual provides detailed guidance on the levels of contracting officers' warrants, how to request a warrant, and who in OAM is responsible for issuing warrants. For non-OAM employees the following generally applies:
- Micropurchase warrants for purchase card holders are issued by the Manager of the Management Support Service Center.
- Warrants for On-Scene Coordinators are issued by the Director of the Superfund, and RCRA, Regional Procurement Operations Division.
- Level I and II warrants for program office personnel are issued by the Director of the OAM Division that provides acquisition support to the AAship or Program Office.
XII. TRAINING OPPORTUNITIES
The Acquisition Workforce Provisions (SEC. 4307) of the Clinger-Cohen Act, sometimes referred to as "The Maloney Bill," require the Administrator of the Office of Federal Procurement Policy to establish policies for the education and training of the Federal Acquisition workforce. The acquisition workforce includes not only contracting officers (CO), but also contracting officer representatives (CORs), i.e., those who manage our contracts, such as project officers, work assignment managers, delivery or task order project officers. The Act tasks the Federal Acquisition Institute (FAI) with:
1. identifying critical competencies, knowledge, skills, and duties performed by the acquisition workforce, and
2. developing instructional material covering these critical areas.
As a result of this mandate, FAI developed the Internet-based "COR Mentor" course. This course consists of 18 self-paced duties which provide an overview of basic COR duties such as administering Government Property, monitoring performance, payment, and so forth. For each duty students are presented with an executive summary, a procedure map that delineates the steps involved in performing that duty, reference material, and, if applicable, a practical exercise or samples. FAI estimates it will take approximately 24 seat-hours to complete the course.Users may find several advantages to the online course, including:
Timeliness: Online training is available 24 hours a day, 365 days a year.Accessibility: Online training is accessible on the Internet any where in the world. The course may be taken on more than one computer, such as a computer at the office and one at home.
Flexibility: Online training allows learners to set their own pace, "test out" of portions of courses where they already have knowledge or stop and resume as many times as desired.
Students may enroll in the COR Mentor by following the registration procedures described at http://www.fai/gov/
Note : Beginning in FY 2003, all new CORs must complete either the COR Mentor course or the COR Training course described on the next page. Once a COR has completed one of the courses, he/she does not need to take a Recertification for CORs course for three years from the COR Mentor or COR training course completion date.
Training Offered by OAM's Acquisition Policy and Training Service Center:
COR Training Course
This three-day, EPA specific course provides hands-on practical application and problem-solving analysis of the concepts learned in the COR Mentor Course. The course is given in a facilitated, group exercise format and FAI on-line will provide new CORs with EPA-specific policies and procedures not covered in the FAI on-line COR Mentor Course.
Contract Administration for SupervisorsThis optional one-day training helps supervisors understand the requisite duties and responsibilities of the Contracting Officers' Representatives (i.e., POs, WAMS, DO/TOPOs) as they pertain to the numerous Federal and EPA regulations and policy directives governing use of contractors. Course instruction parallels the subjects in the Recertification Course with a focus on problem prone areas (e.g., personal services, inherent governmental functions, recent GAO and OIG audit findings). OSC Warrant Training
This mandatory four-day intensive training is directed toward those OSCs who need to acquire limited contracting officer warrants to operate independently in responding to emergency Superfund removals during non-business hours. The training is jointly taught by an experienced OSC with a Regional Contracting Officer, under the direction of a trained EPA acquisition instructor. The training utilizes the new OSC Tool Box Guide with discussions on topics ranging from OSC Superfund statutory authorities to individual contracting officer duties outlined in the new delegation of procurement authority. Completion of the COR Mentor or COR Training Course is a prerequisite for this course. Additionally, the Purchase Card Course should be scheduled in conjunction with this OSC training, as the Government purchase card is one of the OSC's tools. This course is coordinated by the OSWER Headquarters contact Tim Grier.Purchase Card Course for Cardholders and Approving Officials
A mandatory one-day training course which prepares EPA employees to become Government purchase card holders for the acquisition of limited goods and services for their office in amounts not to exceed $3,000 per order or to be a purchase card approving official.Recertification Course for Contracting Officer Representatives
This one-day refresher course is required for project officer CORs, work assignment CORs, delivery order CORs, task monitor CORs, and task order CORs three years after completion of the COR Mentor or COR Training course. The overall course objective is to present new policies and regulations in acquisition and to reinforce proper contract management practices. It also allows attendees to network with other CORs on various approaches to managing contracts and, if appropriate, implementing these ideas to improve contract management in their offices.Course cost
At Headquarters, courses given by the Acquisition Training and Purchase Card Service Center are free. The requiring office must pay the travel and per diem for instructors to teach in RTP, Cincinnati, the regions, or regional and Headquarters field components.
Arranging for on-site courses
Presentations of a course for a specific program office, regional office, or laboratory, etc., may be arranged by responding to the training needs survey conducted by AT&PCSC every summer.
OAM's Nationwide Acquisition Training Schedule is published on the Intranet at http://intranet.epa.gov/oamintra/training/index.htm. This site includes the schedule of courses and directions for registering.