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Unit 8 “Managing the Task Order”

Unit 8 “Managing the Task Order”. Unit 8 - “Managing the Task Order”. Roles & Responsibilities. Issue the Notice to Proceed . . . . . . . . . . . . . . . . . . . . . . . CO Provide Written Technical Direction to the Contractor . .TOM

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Unit 8 “Managing the Task Order”

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  1. Unit 8“Managing the Task Order” NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  2. Unit 8 - “Managing the Task Order” Roles & Responsibilities Issue the Notice to Proceed . . . . . . . . . . . . . . . . . . . . . . . CO Provide Written Technical Direction to the Contractor . .TOM Provide CO with Copies of Technical Direction . . . . . . .TOM Manage the Schedule of Benchmarks & Deliverables . TOM Review Deliverables. . . . . . . . . . . . . . . . . . . . . . . . . . . . TOM Review & Approve Invoices . . . . . . . . . . . . . . . . . . . . . .TOM Modify the Task Order (as needed) . . . . . . . . . . . . see Unit 9 NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  3. Unit 8 - “Managing the Task Order” Issue the Notice to Proceed • As discussed in Unit 7, the Contractor is welcome to begin work on the items requested in the SOW only upon receiving a written Notice to Proceed from the Contracting Officer (example shown above). • Contractors should not, under any circumstances, incur costs due to technical direction from the Task Order Manager before they have received the written Notice to Proceed from the Contracting Officer. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  4. Unit 8 - “Managing the Task Order” Provide Technical Direction • It is the Task Order Manager’s responsibility to provide technical direction as the Contractor proceeds through the Period of Performance to accomplish the requested tasks outlined in the Task Order SOW. • All technical direction, including summaries of telephone calls, should be prepared in writing by the Task Order Manager. • It is the responsibility of the Task Order Manager to place copies of all written technical direction with: • The Contractor • The Contracting Officer • The Task Order Manager’s File-of-Record. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  5. Unit 8 - “Managing the Task Order” Manage the Schedule of Benchmarks & Deliverables (1) • It is the responsibility of the Task Order Manager to manage the Schedule of Benchmarks and Deliverables. It is important to remember: • The TOM should notify the CO via email as soon as possible if the TOM has any concerns about the Contractor’s performance in meeting the Schedule of Benchmarks and Deliverables, as called for in the Task Order SOW. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  6. Unit 8 - “Managing the Task Order” Manage the Schedule of Benchmarks & Deliverables (2) • It is also the TOM’s responsibility to review and maintain copies of Progress and Cost Reports in the File-of-Record. • Most, if not all, Task Orders will require their own Progress and Cost Reports. • The TOM will need to clearly identify in the SOW all of the following requirements for Progress and Cost Reports: - Delivery Schedule - Number of Copies - Format - Distribution NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  7. Unit 8 - “Managing the Task Order” Manage the Schedule of Benchmarks & Deliverables (3) • It is the TOM’s responsibility to review and QA / QC the Task Order award for accuracy & integrity of detail as the TOM understands them. • If there is ANY question regarding the TOM’s understanding of the Contractor’s responsibilities in furnishing Progress and Cost Reports, please contact the CO or the PO as soon as possible after the Task Order award documents are received and reviewed by the TOM. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  8. Unit 8 - “Managing the Task Order” Manage the Schedule of Benchmarks & Deliverables (4) • Typically a Task Order award will limit distribution of Progress & Cost Reports to the TOM, CO, and PO. • If the TOM elects to request some other type of reports, the reporting requirements should have been specified in the SOW, and the cost for these items of work should have been included in the IGCE. • If the TOM wishes to change the reporting requirements after award of the Task Order, the change will have to be done by Task Order Modification (see Unit 9). NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  9. Unit 8 - “Managing the Task Order” Review Deliverables • It is the responsibility of the Task Order Manager to review the deliverables submitted by the Contractor. It is important to remember: • The Task Order Manager should notify the Contracting Officer via email as soon as possible if the TOM has any concerns about the submittal of interim deliverables, or other aspects of the Schedule of Benchmarks leading to the submittal of final deliverables. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  10. Unit 8 - “Managing the Task Order” Review & Approve Invoices (1) • In this EPA Contract Vehicle all invoices are processed electronically and furnished to the Task Order Manager for the TOM’s approval. • The electronic processing and approval of invoices is accomplished through EPA’s EASYLITE (the electronic approval system). • The NWPP Procurement Toolbox page contains a link to a fact sheet on EASYLITE, issued by EPA’s OCFO. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  11. Unit 8 - “Managing the Task Order” Review & Approve Invoices (2) • EASYLITE (the new web/intranet version of EASY) is online and ready for processing of contract invoice approvals. • Use the following link: • The EASYLITE manual has two links on the WELCOME/Invoice Selection screen for your reference along with a link for the Financial Data Warehouse (FDW). http://oasint.rtpnc.epa.gov/fmc2_prv/easylite.welcome NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  12. Unit 8 - “Managing the Task Order” Review & Approve Invoices (3) • EASY will ONLY accept your electronic approval of invoices IF YOU ARE THE TASK ORDER MANAGER OF RECORD. • The following slides present an overview of the steps and the process for reviewing and approving invoices in the EASYLITE system. • EPA’s RTP-Finance Center provides support and access to EASYLITE. See the OCFO Fact Sheet on the Procurement Toolbox page for more info. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  13. Unit 8 - “Managing the Task Order” Review & Approve Invoices (4) • The process is initiated when the Task Order invoice is submitted by the Contractor to the RTP-Finance Center. • Contractors have been advised that all invoices must be sent to the EPA RTP-Finance Center. Sometimes, invoices are inadvertently furnished by Contractor Staff directly to the Task Order Manager. These invoices cannot be accepted, and the TOM must return them to the Contractor Staff with instructions to submit the invoices through proper channels. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  14. Unit 8 - “Managing the Task Order” Review & Approve Invoices (5) • Once an invoice is properly submitted to and accepted by the EPA RTP-Finance Center, an automated email is sent to: the “Approver”*, Alternates**, and “Supervisor” (if listed) to communicate that an invoice is ready for approval. * The Task Order Manager-of-Record. ** Any Co-Task Order Managers-of-Record. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  15. Unit 8 - “Managing the Task Order” Review & Approve Invoices (6) • The automated email will advise the “Approver” of the Due Date by which the invoice must be reviewed and approved, or returned as “improper billing”. • The Due Date is based on 15 days to allow the Approver to consider and review invoices. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  16. Unit 8 - “Managing the Task Order” Review & Approve Invoices (7) • Once the TOM (or “Alternate Approver”) receives an automated email message that an invoice is ready for approval, the EASY system is accessed via the Icon on the Desktop of the Approver’s computer. • The User ID and the User Password are provided and maintained by EPA’s RTP-Finance Center. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  17. Unit 8 - “Managing the Task Order” Review & Approve Invoices (8) The next slides contain examples that illustrate the process of reviewing and approving invoices in EASY. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  18. Unit 8 - “Managing the Task Order” • When you have gained access, EASY will display available invoices. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  19. Unit 8 - “Managing the Task Order” • EASY defaults to the 1st account code. • The TOM enters the required dollar amount to be distributed. • Note that in this example, the TOM placed $20.08 in Suspension. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  20. Unit 8 - “Managing the Task Order” • TOM chooses to “finish” work on this invoice. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  21. Unit 8 - “Managing the Task Order” • TOM may select the “approve with suspension” option. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  22. Unit 8 - “Managing the Task Order” • Invoices may also be “approved as submitted”. • TOMs should consult OAM’s Contract Management Manual for a full description of responsibilities associated with invoice acceptance & approval. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  23. Unit 8 - “Managing the Task Order” • If a TOM approves an invoice with suspension or disapproves an invoice, a reminder will be displayed to complete form 1900-68. • This form must be faxed to RTP-Finance Center at the number shown in the reminder. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  24. Unit 8 - “Managing the Task Order” • The TOM is given an opportunity to print the invoice prior to finalizing it. • Remember to print one for the File-of-Record. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  25. Unit 8 - “Managing the Task Order” • This is the second example of reviewing invoices in EASY. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  26. Unit 8 - “Managing the Task Order” • When you have gained access, EASY will display available invoices. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  27. Unit 8 - “Managing the Task Order” • EASY defaults to the first available account code. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  28. Unit 8 - “Managing the Task Order” • The TOM enters the available balance to be used for payment in the “Amt. Distributed” field and selects the next account code. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  29. Unit 8 - “Managing the Task Order” • Finally, the TOM enters the remaining amount to be distributed. • Notice that in this example, funds from two accounts were used to pay this invoice. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  30. Unit 8 - “Managing the Task Order” • EASY adjusts for the new available balance on each account. • The “Save” option allows you to save the work in progress or mark as finished distributing funds. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  31. Unit 8 - “Managing the Task Order” • When finished with an invoice, the Approver must Certify Approval. • Three conditions are available: • Approved as Submitted • Approved with Suspension • Disapproved • When you have selected the desired Approval level, click OK. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  32. Unit 8 - “Managing the Task Order” • Remember to print a copy for the File-of-Record. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  33. Unit 8 - “Managing the Task Order” • You can select print options and then click “OK”. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  34. Unit 8 - “Managing the Task Order” • When there are no more invoices awaiting approval, you will see this message. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  35. Unit 8 - “Managing the Task Order” • For assistance with EASY, please contact Mary Autry (Coordinator) or Juanita Watkins (Alternate Coordinator) at EPA’s RTP-Finance Center. They can be reached by email at epa.gov or by voicemail at (919) 541-1435. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  36. Unit 8 - “Managing the Task Order” Modify the Task Order • In this EPA Contract Vehicle, it is the TOM’s responsibility to initiate a request to modify an existing Task Order. • The procedures for modifying a Task Order are discussed in Unit 9. • It is important to remember that some types of Task Orders (i.e. Fixed Price) cannot in certain circumstances be modified in certain ways, such as to extend the Period of Performance. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  37. Unit 8 - “Managing the Task Order” FAQs Q. How can I track the Status of Funds in my Task Order? A. The OAM Financial Data Warehouse (FDW) provides a screen display which can help Task Order Managers to track the Status of Funds which have been invoiced and paid out, as compared to those which remain. To view a brief tutorial on this topic please refer to the FDW PowerPoint presentation on the General Procurement Toolbox page of the NWPP Contract webpage. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  38. Unit 8 - “Managing the Task Order” FAQs Q. How can I track the Status of Funds in my PR? A. The OAM Financial Data Warehouse (FDW) provides a screen display which can help Task Order Managers to track the Status of Funds in the obligations shown on their Procurement Requests (PR). For a brief tutorial on this topic please refer to the FDW DCN PowerPoint presentation on the General Procurement Toolbox page of the NWPP Contract webpage. NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

  39. Unit 8 - “Managing the Task Order” FAQs If you have a question about the information in this unit please click on the link below to send an email to the Project Officer. Zabawa.Christopher@epamail.epa.gov NWPP Multiple-Award Technical Support Contract (eff. 08/2005) Unit 8

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