Service Contracting

Management System: Non-Management and Operating (Non-M&O) Contracting

Subject Area: Service Contracting

Point of Contact:	SUSAN BORTHWICK
Management System Owner:	SUSAN BORTHWICK
Secondary Management System Owner:	DENNIS WILSON

SCMS Home Page | Revision History | Subject Area Definitions

Issue Date: 09/28/2012
SCMS Revision: 2.1

1.0 Introduction

This subject area describes how to prepare, solicit, award, and closeout service contracts.

2.0 Contents

Procedures	Procedure Content
1. Planning Service Contracts	Follow procedures in the SC Non-Management and Operating (Non-M&O) Contract Planning Subject Area. Determine the type of competition. Consider Service Contract Act (SCA), Collective Bargaining Agreement (CBA), and/or Davis-Bacon Act (DBA).
2. Soliciting for Service Contracts	Develop Request for Proposal. Advertise the proposed contract action on the Federal Business Opportunities Web site. Conduct Site Tours/Pre-Solicitation Conferences.
3. Evaluating Proposals for Service Contracts	Check proposals for completeness and compliance. Review technical proposals. Review special advisors' reports or recommendations. Develop consensus scores and narratives.
4. Awarding Service Contracts	Issue Congressional notification. Issue notices to offerors. Conduct debriefings. Finalize files and facilitate transition. Obtain a Nomination of Contracting Officer's Representative (COR) or Alternate COR Form and issue Designation Memo. Conduct post-award orientation.
5. Managing Requirements and Expectations (Modifications)	Obtain an approved Requisition from the COR and the Contract Budget Official. Prepare the contract modification. Distribute executed modifications.
6. Managing Requirements and Expectations (Invoices)	Review invoice for consistency. Obtain approval. File invoices, approvals, and backup documentation.
7. Facilitating Performance	Perform duties in the Designation Memo. Ensure the contract is managed per contract terms. Resolve issues in a timely fashion or elevate as needed. Review new subcontracts with the use of the Subcontract Review Checklist.
8. Monitoring and Evaluating Performance	Monitor the performance of the contractor. Conduct Annual Performance Reviews using the Contractor Performance Assessment Reporting System (CPARS). Review and negotiate the annual subcontract plan and goals. Address issues and findings derived from routine financial and business audits
9. Closing Out Service Contracts	Determine the appropriate closeout procedure found in the SC Closeout of Non-Management and Operating (Non-M&O) Contracts Subject Area.

3.0 Exhibits/Forms

Memorandum for Designation of Alternate Contracting Officer's Representative Template

Memorandum for Designation of Contracting Officer's Representative (COR) Template

Nomination of Contracting Officer Representative (COR) or Alternate COR Form

Standard Form 30, Amendment of Solicitation/Modification of Contract

Subcontract Consent Review Checklist

4.0 Related Information

Contractor Performance Assessment Reporting System (CPARS)
DOE Acquisition Guide, Chapter 5.1, "Release of Information: Congressional Notification and Long Range Estimate"
DOE Acquisition Guide, Chapter 15, "Contracting by Negotiation"
DOE Acquisition Guide, Chapter 37, "Service Contracting"
Electronic Subcontract Review System (eSRS)
FAR 4.8, Government Contract Files [4.803(c)]
FAR 5.2, Synopses of Proposed Contract Actions
FAR 5.4, Release of Information
Federal Business Opportunities Web site
Procedure 1, Obtaining a Procurement Request Package, of the SC Non‑Management and Operating (Non‑M&O) Contract Planning Subject Area
OMB Circular A-76, Performance of Commercial Activities
SC Closeout of Non‑Management and Operating (Non‑M&O) Contracts Subject Area

Procedure 1, Closeout of Fixed Price Contracts
Procedure 2, Closeout of Cost Reimbursement Contracts

5.0 Requirements

Document	Title	Requirement Decision Record
48 CFR 3.104	Procurement Integrity	Completed
48 CFR 33	Protests, Disputes, And Appeals	Completed
DEAR 908	Required Sources Of Supplies And Services	Completed
DEAR 911	Describing Agency Needs	Completed
DEAR 912	Acquisition Of Commercial Items	Completed
DEAR 914	Sealed Bidding	Completed
DEAR 915	Contracting By Negotiation	Completed
DEAR 916.504	Indefinite Delivery Contracts	Completed
DEAR 919	Small Business Programs	Completed
DEAR 922	Application Of Labor Laws To Government Acquisition	Completed
DEAR 937	Service Contracting	Completed
DEAR 942	Contract Administration	Completed
DOE O 541.1B	Appointment Of Contracting Officers And Contracting Officer Representatives	Completed
E.O. 13495	Nondisplacement of Qualified Workers Under Service Contracts	Completed
FAR 7	Acquisition Planning	Completed
FAR 8	Required Sources Of Supplies And Services	Completed
FAR 15	Contracting By Negotiation	Completed
FAR 16.5	Indefinite Delivery Contracts	Completed
FAR 22	Application Of Labor Laws To Government Acquisitions	Completed
FAR 37	Service Contracting	Completed
FAR 43	Contract Modifications	Completed
Memo-003	COR Designation Letters	Completed
41 U.S.C., Section 256	Allowable Costs	Completed

6.0 Definitions

Definitions.

This is not the online OFFICIAL SCMS COPY of this file. Before using this printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Last Major SCMS Revision: 03/11/2011