About Acquisition Management
Procurement Status:
- Sources Sought
- Synopses-RFPs Not Issued
- Solicitations/Amendments
- Closed Procurements
- Award Notices
- Canceled Procurements
- Announcements
- Justification & Approvals
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).
CONTENTS
I.INTRODUCTION
Acquisition Management Organization Chart (1 pp, 14K, About PDF)
II. IMMEDIATE OFFICE
Organization Chart (1 pp, 14K, About PDF)
Narrative
III. POLICY, TRAINING, AND OVERSIGHT DIVISION
Organization Chart (1 pp, 14K, About PDF)
Narrative
IV. HEADQUARTERS PROCUREMENT OPERATIONS DIVISION
Organization Chart (1 pp, 14K, About PDF)
Narrative
V. SUPERFUND/RCRA REGIONAL PROCUREMENT OPERATIONS DIVISION
Organization Chart (1 pp, 14K, About PDF)
Narrative
VI. RTP PROCUREMENT OPERATIONS DIVISION
Organization Chart (1 pp, 14K, About PDF)
Narrative
VII. CINCINNATI PROCUREMENT OPERATIONS DIVISION
Organization Chart 1 pp, 13K, About PDF)
Narrative
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
INTRODUCTION
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.
We want to continue to improve this handbook and make it more useful to you. Please send any comments or suggestions specifically related to this handbook to Dan Levesque (202/564-4318/Internet E-mail Levesque.Dan@epamail.epa.gov). November, 2005
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 justifying for other than full and open competition; reviewing and coordinating protest files; serving as liaison to the Office of Small and Disadvantaged Business Utilization 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 Integrated Contract Management System (ICMS), Small Purchase Electronic Data Interchange (SPEDI), and Contract Delivery Order Tracking System (CDOTS), and other automated procurement systems; preparing short-and long-term IT plans; and coordinating IT-related training.
See the Immediate Office Organizational Chart (1 pp, 14K, About PDF)
III. Policy, Training and Oversight Division
The Director oversees the three service centers 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.
See the Policy, Training and Oversight Division Organizational Chart (1 pp, 14K, About PDF). The IO is also responsible for the Division's administrative and budgetary functions.
IV. Headquarters Procurement Operations Division
The Director oversees the four service centers within the Headquarters Procurement Operations Division. See the Headquarters Procurement Operations Division Organizational Chart (1 pp, 14K, About PDF). The immediate office is also responsible for the Division's administrative and budgetary functions.
- Administrative Contract Service Center
- Program Contract Service Center
- Information Resource Management Service Center
- National Procurement Service Center
This Center is responsible for placing and managing contracts in support of the Office of Atmospheric Programs Pilot in the Office of Air and Radiation, the Office of Enforcement and Compliance Assurance; the Office of Administration and Resources Management, and the Office of the Chief Financial Officer. This center processes simplified acquisitions in support of these programs and performs contract closeout functions.
This Center is responsible for placing and managing contracts in support of the Office of the Administrator, the Office of Prevention, Pesticides, and Toxic Substances; the Office of International Activities; the Office of the Inspector General; and the Office of General Counsel. This center processes simplified acquisitions in support of these programs and performs contract closeout functions.
This Center is responsible for placing and managing all contracts for IRM 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. This Center also processes IRM-related simplified acquisitions, performs contract closeout functions for their customers, and supports the Office of Environmental Information.
This Center is responsible for awarding and managing contracts for our assigned customers which have Agency-wide applications and are used by many program offices and regions not normally supported by the Division. These contract include the Mission Oriented Scientific and Engineering Services (MOSES) and the Information Infrastructure and Architectural Support Contract
(IISAC), National Technical Support, Alternative Dispute Resolutions (ADR), Records Management contracts, and the Agency's Library Management contract. The Cost Advisory Team conducts cost/price analyses, assists contracting officers with negotiations, and coordinates pre-award services with other Government offices. This Center also processes simplified acquisitions in support of the Office of Water and the Headquarters Office of Research and Development. In addition, this Center performs contract closeout functions.
V. Superfund/RCRA Regional Procurement Operations Division
The Director oversees four Service Centers within SRRPOD. See the Superfund/RCRA Regional Procurement Operations Division Organizational Chart (1 pp, 14K, About PDF). 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 Contract 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 regional coordination/oversight
- Emergency Response Service Center (ERSC)
Primary Mission: Support emergency response activities / training and counter-terrorism efforts
- Laboratory Analysis Service Center (LASC)
Primary Mission: Support Superfund's laboratory analysis program
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 OSRTI remedial response 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 Compliance and Enforcement Assurance (OCEA) in placing CERCLA Enforcement Support Service (ESS) contracts and management of non-Superfund Regional support contracts; i.e. the RCRA, Enforcement, Permitting, Administration (REPA) regional contracts. The Service Center also provides Fee Determination Official (FDO) services for remedial contracts for those regions without FDOs, as well as, ensures Agency compliance with the Resource Conservation and Recovery Act (RCRA).
The Service Center is divided into two teams. The RCRA Enforcement, Permitting and Assistance (REPA) Team is responsible for placing and managing contracts to support the Agency in monitoring and auditing RCRA-regulated facilities as well as providing regional coordination on all ESS pre-awards and management of the Headquarter Office of Site Remediation Enforcement (OSRE-2) contract. The Regional Team 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; processing regional ratification requests; and collecting and reporting the status of the regional contracting workload and performance measures.
This Service Center is responsible for placing and managing the Office of Emergency, Prevention, Preparedness and Response (OEPPR) contracts which include the Superfund clean-up contracts for Emergency and Rapid Response Service (ERRS), Superfund Technical Assessment and Response Team (START), Warehouse and Equipment Support (WES) and nationally consistent Counter Terrorism and Emergency Response equipment for regions and providing support to the Oil Program staff. In addition, this Service Center will provide cost and financial analysis support to the Division and Regions, including audit tracking and management of pre-award audits with the OIG and DCAA, as well as GAO and AMR findings/responses.
The Service Center is divided into three teams. The Emergency Response Team is responsible for placing and managing the ERRS and CT equipment and warehousing contracts. The Infrastructure Support Team is responsible for providing Superfund cost and financial analysis support to the Superfund / RCRA programs and the Emergency Preparedness Team is responsible for placing and managing START.
This Service Center is responsible for placing and managing contracts
in support of Superfund's laboratory analysis program. The Service
Center is divided into two teams. The Routing Analytical Services
(RAS) Team is responsible for placing and managing support contracts
for the contract laboratory program (CLP), sample Management Office
Contract (SMO), and quality assurance technical support (QATS)
team. The Non-Routine Analytical (NRAS) Team is responsible for
placing and managing the environmental services assistance (ESAT)
contracts that support the ten regional laboratories for non-routine
sample analyses, as well as constraints for asbestos and dioxin
testing.
VI. RTP Procurement Operations Division
The Director oversees the three service centers within the Division and the Small Business Specialist. See the RTP Procurement Operations Division Organizational Chart (1 pp, 14K, About PDF). The immediate office is also responsible for the Division's administrative and budgetary functions.
- Office of Research and Development Service Center
- Office of Air and Radiation Service Center
- Office of Administration and Resources Management Service Center
This Center provides contracting support for all requirements (excluding IT) for ORD's National Health and Environmental Effects Research Lab (NHEERL) and National Exposure Research Lab (NERL) as well as ORD’s Small Business Innovation Research (SBIR) Program. This support includes acquisition planning, contract placement, and contract administration. The Center also provides simplified acquisition support to NHEERL and NERL.
This Center provides a full range of support (excluding IT) for the Office of Air Quality Planning and Standards (OAQPS) at RTP. This includes all simplified acquisition, acquisition planning, contract placement and contract administration functions. This Center also provides support (excluding simplified acquisitions and IT) for the Office of Policy and Analysis (OPAR), Office of Program Management Operations (OPMO), two divisions of the Office of Radiation and Indoor Air (ORIA), specifically, Indoor Environments Division (IED) and Radiation Protection Division (RPD). Support is also provided to the Radiation Sciences Laboratory in Las Vegas, NV and the National Air and Radiation Environmental Lab in Montgomery, AL.
The Center provides complete acquisition and contract support for the Office of Administration and Resources Management (OARM) at RTP; the Office of General Counsel at RTP; the Office of Civil Rights at RTP; the Financial Management Center at RTP; the Financial Services Division at RTP; and the Office of the Inspector General at RTP. This support includes all simplified acquisition, acquisition planning, contract placement, and contract administration functions. The Center also provides limited support to OEI's National Technology Services Division.
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. See the See the Cincinnati Procurement Operations Division Organizational Chart (1 pp, 13K, About PDF).
- 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; the Office of Administration and Resources Management (Cincinnati, Ohio) including the National Service Center for Environmental Publications; the Office of Air and Radiation's (OAR) Office of Transportation and Air Quality (OTAQ) (Ann Arbor, MI); and the Office of Solid Waste and Emergency Response's Environmental Response Team Center in Edison, New Jersey. 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 and Small Disadvantaged Business Utilization (SADBU) Specialist ensures maximum practicable opportunities in agency acquisitions are provided to small, small disadvantaged, and women-owned business concerns. The SADBU Specialist 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 to be added to the Cincinnati Procurement Operations Division (CPOD) Bidders List (SF-129).
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 Redden, (202-564-4707), Assistant General Counsel
CIN-Maria Kavouras(513-487-2008), Assistant General Counsel
RTP-Neil Stroud (919-541-0818), 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)- http://www.arnet.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.
POINT OF CONTACT: Linda Clement (202-564-4356)
Provides a comprehensive reference source of contract pricing techniques with particular emphasis on the situations commonly encountered by EPA acquisition personnel
POINT OF CONTACT:
1900.1A: Use of Contractor Services to Avoid Improper Contracting Relationships
X. OFFICE OF ACQUISITION MANAGEMENT COMPUTER SYSTEMS AND SUPPORT
Systems managed by OAM are discussed below, both "National" systems (used EPA-wide) and "Local" systems (used by a specific office - HQ, RTP, or Cincinnati). No attempt has been made to address local ADP systems used by the Regional contracting offices.
- National System - Integrated Contracts Management System (ICMS)
- (A) Development (reporting to Immediate Office, OAM)
- (B) Operations and Maintenance (O&M)
- National System - Small Purchase Electronic Data Interchange (SPEDI) system
- Local ADP Systems-Personal Computers (PCS)/Local Area Networks (LANs)
- OAM Headquarters
- OAM RTP
- OAM Cincinnati
The ICMS is the Agency’s procurement documentation preparation and data collection/reporting system. The ICMS can be divided into two general management categories-the continuing development of the system and the operations and maintenance (O&M) of the parts of the system already implemented.
Margaret Martin, Information Technology Service Center Manager (202-564-4605)
A small team within the Information Technology Service Center (ITSC) staff supports the continuing development of ICMS.
Washington Help Desk (202-564-2327)
O&M support is provided by the ICMS Application Support Team and some of the ITSC staff as needed.
SPEDI had been installed and implemented in Headquarters, RTP, Cincinnati, and all of the Regional purchasing offices.
Margaret Martin, Information Technology Service Center Manager (202-564-4605)
PC/LAN support is managed by the individuals listed below. In addition, OAM HQ also has access to contractor support through the Washington Information Center (WIC) and in RTP thru RIC1 for PC/LAN repairs, installations, and training. Call the Washington Help Desk (202-564-2327) in Headquarters and Larry Presnell in RTP for these services.
Margaret Martin, Information Technology Service Center Manager (202-564-4605)
Victor Rodriguez, Technology Team (202-564-2212)
Robert Wilson, Oracle/Notes Developer (919-541-3103)
Jeff Taylor, LAN/Notes Administrator (202-564-7499)
Richard Belles, LAN Manager/PC Site Coordinator (202-564-4339)
Robin Grier, LAN Manager/Alternate PC Site Coordinator (202-564-4344)
Terry Lewis , Notes Administrator (202-564-5282)
Washington Help Desk (202-564-2327)
OAM Headquarters Contacts (202-564-2327)
Alex Montilla, LAN Support Contact (919-541-0324)
OAM Headquarters Contacts (202-564-2327)
Barrie Kline, LAN Administrator (Contractor) (513-487-2057)
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 Supervisors
This 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 TrainingThis 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 OfficialsA 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 RepresentativesThis 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 costAt 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.