Contract Administration Workshop

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Aviation Supply ChainDefense Supply Center
Richmond

• Contract Administration Workshop
• 2008 Aviation Supply Chain Business Conference
• June 2-4, 2008
• Facilitated by
• Procurement Process Support Directorate

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Agenda

• Introductions - Sabrina Spratley, Procurement
  Process Support Directorate
• Deborah
  Arrington, Post-Award Champion, DSCR-FAS, Chief
• Discussion Topics
• Meet the Administrators, Financial Services and
  WAWF Representatives

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• Post-Award
  Information
• presented by
• Supplier Operations
  Directorate
• Gwen Simmons DSCR-FAD Finding the
  Administrator
• Edward West DSCR-FAG Elevation of
  Non-Responses
• Alicia Wolford DSCR-FAL - Expedites

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Finding the Administrator

• Purchase Order DD1155, Block 6
• Contract SF26, Block 5
• Modification SF30, Block 6 - contains
  administrator's name, email address, phone fax
  s

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Elevation of Non-Responses

• How to handle non-responses
• Post Award Point of Contact List

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Expedites

• Expedite requests
• Multiple expedite requests
• Important!!! Only the contracting officer can
  bind the government
• Expedite costs and inability to expedite

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• POST AWARD SYSTEMS ISSUES
• presented
  by
• Procurement Process Support
  Directorate
• Systems and Procedures
  Division
• Delinquencies -
  Sharon Vincent
• Proof of Delivery -
  Gloria Allen
• Ellis Capabilities -
  Dave Bliss

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Delinquencies

• Must meet the contractual delivery date.
• Ship on or before the Contract Delivery Date
  (CDD).
• Government/Contractor caused delay obtain
  revised CDD via modification.
• First Article Testing (FAT)

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Proof of Delivery

• Proof of Delivery (POD) will be requested from
  the Vendor in cases of
• - Material Shortages
• - Non-Receipt
• Adequate Proof of Delivery consists of the
  following
• - Carriers delivery receipt
  (PRO/Tracking Number) signed by the receiving
• activity on freight shipments.
• - United Parcel Service (UPS)
  delivery sheet signed by the receiving
• activity and shipper tracer on UPS
  shipments, which must cite the referenced
• order, invoice number and quantity
  invoiced.
• - Insured or registered final
  destination delivery receipts on parcel post
• shipments. If possible, the
  document will contain the contract number,
• quantity and NSN. If this
  information is not on the delivery document,
  further
• substantiating documents such as DD
  Form 250 and invoices must be
• attached to the delivery document.

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Ellis Capabilities

• Vendor acknowledgement of receipt of the Delivery
  Order
• Shipment notification from the Vendor
• Validation of the shipment date with transporter
  data and electronic Proof of Delivery (POD)
• Exclusion of the Delivery Orders outside SOW from
  performance and metric calculations
• Generation of Incentive/Service Fee calculations
  based on the contract SOW
• Automated transportation and delivery tracking
  that is web accessible to field/fleet Customers,
  Contract Administrators and Vendors
• Ad-Hoc downloadable reports available to
  field/fleet Customers, ICPS, Contract
  Administrators and Vendors

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• DCMAs Role
• presented by
• Eric
  Lorentzen
• DCMA Liaison

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DCMA - Worldwide Acquisition Impact

• Scope of Work
• 1,768 B Face Value of Contracts
• 17,120 Contractors
• 313,555 Active Contracts (Sec 1-4)
• 160B Unliquidated Obligations
• All ACAT programs (I, II, III)
• Flight Operations (1,150 Aircraft/yr)
• 92B Govt property in plant
• 7B Progress Payments
• 16B Performance Based Payments

• Span of Control
• 9,750 civilian professionals
• - ACOs, PI, QA, Engr, IS, SW, Property
• 599 Military (includes reserves)
• 6 Divisions
• 47 major field Commands
• 1.1B budget authority
• 50M NASA and other Federal Agencies
• 67M reimbursable FMS

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What DCMA Does Post-Award

• DCMA monitors contractors' performance and
  management systems to ensure that cost, product
  performance, and delivery schedules are in
  compliance with the terms and conditions of the
  contracts.
• Quality Assurance ensure compliance to contract
  requirements key manufacturing processes
  reviews, inspection acceptance in WAWF. Focus
  is on critical safety items and other complex
  parts.
• Production - Technical Surveillance to provide
  anticipatory notification of schedule slippage,
  root cause analysis, recommendations, recovery
  plan
• WAWF - Train contractors on the use of WAWF.
• Transportation - Duty Free Entry, Govt Bills of
  Lading, etc.
• Payment Issues - Assist in payment issues if the
  pay office is HQ0xxx (MOCAS paid), not if EBS Pay
  office, SL4701.

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• HANDLING PAYMENT PROBLEMS
• 
  presented by
• Financial Services
• Vickie Garnett
• Patsy Dockery
• Pamela Sturgill

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ResponsibilitiesAviation Financial Materiel
Accounting BranchDSCR-RAF

• Serves as the focal point for providing the
  highest quality support to our internal and
  external customers.
• Serves as the intermediary with DFAS, agencies,
  and suppliers for transactions related to
  materiel.
• Receive Customer Inquiries (Calls, Email, etc.)
• Research/Resolve Payment-Related Inquiries
• Participate in Customer Visits/Conferences as
  needed.

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HOW DO WE HELP YOU?

• SERVES AS ADVOCATE BETWEEN DFAS, DSCR, AND VENDOR
  TO COORDINATE RESOLUTION IN PAYMENT ISSUES
• Correcting Purchase Order
• Posting of Goods on Customer Direct Material
• Unblock invoices by necessary means
• Analysis to resolve invoice discrepancies to
  prevent potential payment issues

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HOW CAN YOU, OUR SUPPLIERS HELP US!

• Invoice according to terms of your contract
• Utilize WAWF to submit invoices electronically
• If contract is origin inspection, submit required
  DD250/Receiving Report electronically with
  invoice (combo)
• Do not submit invoices prior to shipping
• Provide requested Tracking/POD as necessary
• Utilize DFAS Customer Service at 1-800-756-4571
• Utilize MyInvoice at https//myinvoice.csd.disa.mi
  l/
• Utilize DFAS website at http//www.dfas.mil/

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OUR MISSION

• To provide best value integrated logistics
  solutions to Americas armed forces and other
  designated customers.in peace and in
  war..around the clock, around the world.

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WORKING TOGETHER

• THREE WAY MATCH
• 1. Purchase Order (PO)
• 2. Invoice Receipt (IR)
• 3. Goods Receipt (GR)
• If all match, payments will be made according to
  terms of contract.
• If no match, determine terms, customer direct, or
  DLA direct.

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TERMS

• FAST PAY (FP15) Two way match
• 1. PO
• 2. IR (Goods Posted when Invoice is
  electronically received via
• Wide Area Work Flow (WAWF)
• THIRTY DAYS (N30) Three way match
• for Customer Direct and DLA Direct

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CUSTOMER DIRECT

• Inspection
• - If origin inspection, provide signed
  DD250 to the this office
• - If destination, proof of delivery
  (POD)
• Customer Direct Posting GR
• - If origin inspection, provide signed
  DD250 to the this office
• - If destination, provide proof of
  delivery (POD)
• DLA Direct Posting GR
• - Order Fulfillment (OF) Resolution
  Specialist works with the Depot and
• the Acquisition Specialists to get
  goods posted in EBS.
• (This includes status of shipment in
  litigation (condition code L)
• Service Material CLINs (Additives)
• -Acquisition Specialists are responsible
  for posting GR.
• Tips
• 1. When issuing Test approval
  letters, unlock CLIN if necessary and post GR.
• 2. When creating per
  modification, post GR.

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WHEN ALL ELSE FAILS

• Payment Issues with Vendors
• Materiel Accounting Financial Supplier Liaison
  (FSL)
• Tiffany Reynolds A, B, E, H, K, N, T,
  Q, Z x4892
• Ernestine Carter D, G, M, P, R, S, W, Y
  x2635
• Deborah Turner C, F, I, J, L, O, U,
  V, X x3092
• Vickie Garnett, FSL Team
  Lead
• 
  [phone]

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• WIDE AREA WORK FLOW (WAWF)
• 
  presented by
• Beth Altman, HQ DLA, WAWF Program
  Manager

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What is WAWF?

• DOD system designed to automate the processing of
  payment documents in a paperless web-based
  environment
• Electronically captures coordinates payment
  information
• Input
• Contract
• Vendor Invoice
• Receiving Documentation
• Output
• Payment Initiation

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Why WAWF?

• DoD Mandate
• 2001 Defense Authorization Act
• DFARS 252.232-7003, Electronic Submission of
  Payment Requests
• Receiving Reports Invoices, (MAR 2008)
• Facilitates UID and RFID
• Eliminates mailing, manual entry, lost documents
• Reduces penalty interest payment
• DCMA from 241K per 1B to 55 per 1B
• Navy from 483 per 1M to 9 per 1M
• AF from 474 per 1M to 11 per 1M

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How does WAWF Work?

• How does WAWF Work?
• DoDAAC Driven
• - Determines where document is routed to
• Role Based
• - Determines who has access to document

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Contracts/WAWF Dodaacs
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WAWF Roles
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How Does WAWF Work?

• Vendors submit invoices and inspection/acceptance
  documents
• - Interactively on the Web
• - Files Transfer Protocol (FTP)
• - Electronic Data Interchange (EDI)
• WAWF notifies government officials via email that
  their action is required on a vendor document
• - Receipt and acceptance process occurs
• - Payment officials issue payments using EFT

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WAWF Resources

• DLA website http//www.dla.mil/j-3/wawf
• Send your questions to wawf_at_dla.mil
• WAWF Production Site https//wawf.eb.mil
• Web Based Training http//www.wawftraining.com
• WAWF Training Site https//wawftraining.eb.mil
• DFAS Online Tools
• http//www.dfas.mil/contractorpay/electroniccommer
  ce/ECToolBox.html

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Destination Acceptance

• DLA Distribution Depots have an automated
  interface with WAWF for destination acceptance
• The Defense Distribution Center (DDC) WAWF
  Program Manager is Steve Forshey
• The DDC has a Resolution Process Team that
  provides research assistance to the WAWF users

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Common Problems

• DLA has an automated functional interface with
  WAWF
• Overall receipt acceptance systems interface is
  working very well, however when there are
  problems
• - They are worked by the DDC Resolution
  Team
• - To avoid receipt acceptance problems
  there are two
• specific things a vendor can do to get
  paid on-time
• Submit WAWF Receiving Report on-time (i.e. not
  too
• early, 3 days prior to shipment and NLT one
  day after
• shipment
• Print and attach a copy of the Receiving Report
  to the shipment
• so receiver can input exact information
  into depot receiving system

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• JOIN US
• Meet, greet, get answers and additional
  information from your Aviation Supply Chain
  Contract Administrators, Financial Services and
  WAWF Manager