DCMA and the Mentor-Protégé Program Sunny Thompson, Division Chief Mentor-Protégé Division DCMAC-CP DoD Northeast Regio

1. DCMA and the Mentor-Protégé Program Sunny Thompson, Division Chief Mentor-Protégé Division DCMAC-CP DoD Northeast Regional SB Council June 8, 2006

2. OUTLINE • What We Do and Why • DCMA Direction • Concept of Operations • Reimbursable Agreements • Credit Agreements • Post Agreement Review • Issues Impacting Concept of Operations • Team Assignments

3. DFARS Appendix I I-113 Agreement reviews. • DCMA will conduct annual performance reviews of the progress and accomplishments realized under approved mentor-protégé agreements. These reviews must verify data provided on the semiannual reports and must provide information as to-

4. DFARS Appendix I (a) Whether all costs reimbursed to the mentor firm under the agreement were reasonably incurred to furnish assistance to the protégé firm in accordance with the mentor-protégé agreement and applicable regulations and procedures; and (b) Whether the mentor firm and protégé accurately reported progress made by the protégé in employment, revenues, and participation in DoD contracts during the Program participation term and for 2 fiscal years following the expiration of the Program participation term. [Protégé only]

5. DCMA Direction • Develop a strategy that places the customer at the center of our processes, activities and culture • Align ourselves to better support customers • Execute Customer Engagement Strategy • Teaming & Communications • Operational Centers created to centralize management and focus scarce resources to provide performance paybacks

6. OBJECTIVES • Provide a more timely and qualitative analysis on agreement performance to customer for budgetary requirements • Increase percentage of Mentors with successful performance under agreements • Provide recommendations for corrective actions to put agreements back on target • Increase dialogue with customer • Customer focus on metrics

7. Mentor-Protégé Major Changes • Develop Protégé Review Form for Annual Review • Develop Protégé Post Agreement Review Form • Reviews to provide more analytical data and recommended corrective actions • DCMA to approve Credit Agreements • Division will conduct reviews on both Mentor and Protégé

8. CONCEPT OF OPERATIONS Reimbursable Agreements • Military Services and Other Defense Agencies (ODAs) will approve agreements • DCMA Small Business Center (DCMAC-CP) personnel will sit on evaluation boards as requested • Military Services and ODAs will provide DCMAC-CP with a copy of the agreement and associated contract/modifications • DCMAC-CP will notify Mentor of assigned DCMA Program Manager • Mentor contractors will send quarterly reports to both the Military Service POC, ODA POC and DCMAC-CP Program Manager • DCMAC-CP will review quarterly reports and provide a status report to the Military Service and ODA POC • DCMAC-CP will participate in Customer Program reviews The Center Director will notify the OSD Small Business Office of any performance or political issues

9. CONCEPT OF OPERATIONS Reimbursable Agreements • DCMAC-CP will advise the Military Services of corrective action required to bring agreement back on target • Annual reviews will be based on nine (9) months of performance and kicked off at start of 4th Qtr • Annual Reviews will address at a minimum: • Performance against metrics • Performance against contract • Defense Contract Audit Agency (DCAA) report • Executive summary • DCMAC-CP reviews will be completed and comments provided to the Military Services three (3) weeks prior to funding requirements • All reports must have concurrence of DCMAC-CP Division Chief

10. CONCEPT OF OPERATIONS Approval of Credit Agreements • DCMAC-CP will approve agreements • Requests for credit agreements will be sent directly to Small Business Operations Center, Mentor-Protégé Division (DCMAC-CP) for review and approval • Credit agreements will be approved within thirty (30) days of receipt of a complete package • Approval Letter will be signed by the Director, Small Business Operations Center (DCMAC-C) • DCMAC-CP will notify Mentor of assigned DCMA Program Manager • DCMAC-CP will provide copy of agreement to OSD and DCMA Program Manager

11. Credit Agreements • Credit agreements must follow the template dated Nov 05 at the OSD Web site: http://www.acq.osd.mil/sadbu/mentor_protege/downloads/AgreeAppTempFY05-WEB.pdf • Developmental assistance (Section 12) should define expected outcome

12. Credit Agreements • There must be a correlation between developmental assistance to be provided and milestones • Value to the Department of Defense (Section 13) should state how the Mentor, Protégé and DoD will benefit. NO GENERIC STATEMENTS!!!!!

13. CONCEPT OF OPERATIONS Credit Agreement Review • Mentor contractors will send quarterly reports to the DCMAC-CP Program Manager • DCMAC-CP Program Manager will review quarterly reports and provide a status report and recommendations to the Division Chief, DCMAC-CP • Annual reviews will be based on nine (9) months of performance and kicked off at start of 4th Qtr

14. CONCEPT OF OPERATIONS Credit Agreement Review (Continued) • On site reviews will be conducted for agreements not on target with agreement metrics • Annual Reviews will address at a minimum: • Performance against metrics as established in agreement • Executive summary • DCMAC-CP Program Manager will complete reports and send to the Division Chief, DCMAC-CP for concurrence two weeks prior to end of performance period

15. Post Agreement Review Form • Form to be completed with Protégé Information • Required for two years after completion of agreement unless Protégé entered into another agreement or agreement was terminated • Addresses number of employees and revenues • Number of contracts/subcontracts awarded • Number of solicitations responded to post agreement • Impact of agreement • Certifications received, capabilities realized, etc • Where these a direct result of the agreement?

16. ISSUES IMPACTING CONCEPT OF OPERATIONS • Concurrence received by OSD to change reporting period: • Reports to coincide with start date of agreement • Develop new formats for reporting • DCAA Audit time frame – need to shorten lead time • Coordination with Military Services • Notification of changes to Mentor contractors • Transfer of documentation to DCMAC-CP Program Managers • DFARS Changes to Appendix I • Current review process and format will be followed for FY05 • New Format to be utilized for FY06 – Agreements signed October 1, 2005 and later

17. Semi-Annual Reports - Mentors Reports must include: • Dollars obligated (reimbursable only) • Expenditures • Dollars credited to subcontracting goals (include copy of SF 294/295) • Actual dollars expended • Amount credited to subcontracting goals • Number and Dollar value of subcontracts awarded to the protégé • Description of developmental assistance provided • Impact of the agreement in terms of capabilities enhanced, certifications received and/or technology transferred

18. SF 294 / 295 - Mentors Amounts credited for unreimbursed costs toward subcontracting goals must be separately identified on the SF 294/295 reports Subcontracts awarded to protégé qualified under DFARS I-101.3 or I-101.5 count toward SDB goals FAR 52.219-26, SDB Participation Program / Incentive Contracting – only actual subcontract awards may be included

19. Metrics • Quarterly metrics required per agreement (Section 15) • Metrics should provide: • Expenditures to date • Planned tasks on and off schedule • Certifications in process/completed • Agreement Budget Variance Report by task

20. TEAM ASSIGNMENTS • Air Force • Michael Cullen, St Petersburg, FL Phone: (727) 579-3087 Email: Michael.E.Cullen@dcma.mil • Ronald Nave, St. Louis, MO Phone: (314) 331-5033 E-Mail: Ronald.Nave@dcma.mil • Army • David Jorza, Carson, CA Phone: (310) 900-6027 E-Mail: Walter.Jorza@dcma.mil • Patrick Manny, Twin Cities, MN Phone: (612) 605-4103 E-Mail: Patrick.Manny@dcma.mil

21. TEAM ASSIGNMENTS • Navy • Enid Allen, San Diego, CA Phone: (858) 637-4933 E-Mail: Enid.Allen@dcma.mil • Shirley Clark, Orlando, FL Phone: (407) 228-5232 E-Mail: Shirley.Clark@dcma.mil • Other Defense Agencies (ODAs) • Barbara McCarten, Chicago, IL Phone: (224) 625-8203 E-Mail: Barbara.McCarten@dcma.mil • All Team Members will review Credit agreements

22. Questions ?