The Acquisition Connector

IMCOM G9 NAF Contracting
August 24, 2011
The Acquisition
Connector
The newsletter for the Army NAF Contracting Professional whose role is less visible, yet vital
to the improvement of the quality of life for Soldiers, their families, and communities.
HAPPY Summer
Stay safe and cool and make sure you drink plenty of
water, don’t forget your sunscreen, and keep your car
coolant topped off!
Reasons for A-E Contracts
NAF Contracting Quote of the Quarter:
“A goal without a plan is just a dream”
~ Antoine de Saint-Exupery
There are many reasons for using Architect-Engineer (A-E) services;
the following is a list of some of the reasons for utilizing A-E Contracts
Submitted By: Bob Desilets

A-Es can provide Subject Matter Experts (SMEs) in engineering disciplines such as Civil,
Electrical, Fire, Mechanical, & Plumbing.

SMEs can be especially useful to the NAFI by serving on Technical Evaluation Panels &
reviewing technical proposals submitted by Offerors.
Volume 7
Summer 2011
Inside this issue:
New Developments
2
Automation Bits
3
Law & Order
4
The Contracting
Professional
5
CLP Word Search
7
Employee Spotlight
8

SMEs are very useful in supporting the NAFI in litigation actions by serving as a technical
consultant to the NAFI and providing analysis of design and construction documents.

NAFIs often times lack the capability for in-house A-E functions that are needed to support the development of
design and construction projects.

A-Es can provide concept design plans to show that projects are capable of being executed on the selected project
site.

A-Es can assist the NAFI by developing technical SOWs and applicable attachments necessary for Request for
Proposals.

A-Es are better positioned to prepare design and construction cost estimates, based on their close relationship with
the construction industry.

A-Es can provide Contracting Officers with assistance in negotiating contract pricing. This service can include the
generation of cost estimates and reviewing price proposals.

A-Es can provide Title I (design) and Title II (construction) inspection services to ensure projects are executed in
accordance with design & specifications.
The newsletter has a column called “Dear PCA”. If you have a policy question please send it to us and we will get it
answered and possibly put the response in the next newsletter. No question is silly so start sending those questions!
We hope you enjoy this edition of The Acquisition Connector!
Dear PCA,
Do option years have to be priced at time of award?
Answer: In accordance with AR 215-4, 4-3a(3), options in contracts should be priced at the
time of initial award. Priced options may be firm dollar amounts or may be tied either to
published indices predetermined at the time of solicitation or award or to a maximum
percentage increase.
Remember that when exercising option periods, you should take a look at the pricing to
ensure that it is still fair and reasonable and annotate that in the file. If the pricing is no
longer fair and reasonable based on changes in the marketplace then the requirement
should be re-competed and the option should not be exercised.
Restructuring
The IMCOM G9 NAF Contracting Division has restructured ourselves to better
serve our Leadership, Customers and Employees. The above organizational
chart is the current structure and staffing of the division.
The Programs, Compliance and Analysis (PCA) Division is now broken out into
separate teams to handle their respective areas of operation.
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If you have any questions or concerns please just shoot us an e-mail and we will be
glad to address it!
“When you are through changing, you are through.” ~ Bruce Barton
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SNACS Food for Thought - Upgrade to PRISM 7.0
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Recently Army NAF Contracting upgraded SNACS from PRISM
6.5 to the more user friendly PRISM 7.0 version. This change
is most visible in the Welcome Screen and Purchase Request
module. The left hand menu options are gone and there is
now a “next” button at the bottom of the window replacing
the “submit” button. Additionally there is a mass-replace
feature available. This allows for lines and fields to be
replaced all with a single entry.
Future plans for SNACS include upgrading from PRISM 7.0 to 7.1
(first quarter of FY12) and making SNACS “CAC Enabled”.
SNACS - Useful Tips & Tricks
 Use the percent symbol (%) when doing searches. The percent symbol is considered
a wildcard (like one-eyed-jacks in poker). Normally SNACS will search for anything
starting the characters you enter, but when using the percent symbol, you can focus your
search.
Example: A crumpled invoice arrives and you can make out the award number (0123)
and FY (11) but not the contracting office code or contract type code. You could search
for NAF%-11-%-0123. Once you get the results, compare them to your invoice & see if
there are any awards to that specific vendor at or near the dollar amount from the
invoice.
 If you continuously use the same accounting codes, save them in your profile settings.
Example: Lets say your accounting code is IC1-PC-LC-DC-123. Access the Welcome
Screen -> My Profile -> Accounting Codes -> Add. In the “Description:” field, enter a
name identifying this code. Then enter an Installation Code, NAFI Code, Program Code,
Location Code, Department Code, and GLAC. Click Submit. To use the saved codes: On
each line item on a Purchase Request select the Accounting Code field’s magnifying glass
which is the “search” for your saved codes. Select the appropriate code from you list
applicable to this line item. Once the fields are filled, they can be fine-tuned as needed.
SNACS - Requestor Training
Army NAF Contracting will start offering SNACS Requester Training on the last Monday
of each month via DCO. Sessions are being scheduled for 0700-1030, 1300-1630, and
1800-2130 Central Time. Training will feature the SNACS Global Purchase Request
module and will focus on the following features: Welcome Screen, Inbox, Creating a
Purchase Request, Routing for Approval, and Amending a Purchase Request.
For additional information or to RSVP, please send an email to
PRTraining@SNACS.info.
FACEBOOK
Don’t forget to check out our 2 Facebook pages - US Army NAF Contracting &
SNACS.
When you have a moment, please visit these pages, post a
comment and “Like” them!
Your resource for new, misunderstood, complicated, and just plain
interesting contracting topics—from a lawyer’s perspective.
Information on Clauses BI-042 & 43
Don’t Overpay When Using Clauses BI-042 or BI-043
Recently one of our lawyers reviewed a proposed contract award for a maid service
contract at a NAFI lodging facility. Our review uncovered a problem which can arise when
awarding a service contract which includes clause BI-042, Fair Labor Standards Act and Service Contract Act, Adjustment for Multiple Year and Option Contracts (Nov 2005).
In brief, clause BI-042 is used in solicitations for firm fixed price contracts which include the Service Contract Act clause BI-041 and which are for multiple years with
options
to renew. The clause states that offerors are not to include a contingency to cover any increased costs for which adjustment is provided under this clause. The clause goes on to provide that unit price labor rates will be adjusted pursuant to the clause annually or upon the
start of any option period to reflect changes in the Department of Labor wage determination or
the minimum wage law. Clause BI-043 is similar, but applies to contracts subject to the Service Contract Act which are not for multiple years and which do not include an option to renew.
In the maid service contract that we reviewed, the proposed awardee proposed annual price increases of 5% to cover the “cost of inflation.” We observed that 5%
appeared
to be excessive and to violate the injunction in clause BI-042 against including contingencies
in proposals for future wage and benefit increases for service employees. In this case, while
the offeror may have been able to justify a modest annual price increase to cover anticipated
price increases for cleaning supplies, and other non-labor costs. However, the contractor
could not justify 5% across the board annual price increases, when the price of labor (the
greatest element of cost under this contract) would be adjusted on an annual basis pursuant
to clause BI-042. If the proposed pricing had not been questioned, the maid service contractor would likely have received an unjustified pricing windfall.
So please make sure contractors do not overcharge the NAFI by including adjustments for
labor costs in their option year pricing since BI.042 automatically allows for such changes, either annually or during option renewal, in accordance with the Department of Labor wage rates.
Congratulations
to Lori Gray!!!
We are pleased to announce that Ms. Lori Gray has been selected to become the
new Chief of the Europe Office. Lori replaces Ruth Lee, who has served in Europe for
the past two years. Lori reports to Kaiserslautern at the end of August.
Lori has served for the past several years as the Chief of the Acquisition and
Support Office for the Army Recreation Machine Program located at Ft. Carson,
Colorado. She is a highly experienced, Level-III certified contracting officer. Prior to
her assignment to ARMP, Lori worked at the CFSC Headquarters Contracting Office
where she awarded major supply and service contracts. Lori has a Masters in
Business Administration and is very knowledgeable in the business aspects of
contracting.
Lori will be joined in Europe by her husband and 15-year old son. She has been
highly effective in managing ARMP's worldwide contracts and will be greatly missed by
her staff and peers.
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The Training, Certification, and Career Management Program
Reminder to Chiefs - access your subscription to “Federal
Acquisition Report” - it has many interesting articles such as
“Patent ambiguities demand further Contractor action”. If you
don’t remember the username and password, please contact
Mary Sandborn. http://publications.managementconcepts.com
Mark Your Calendar!!!
“Brown Bag” Training - all staff are encouraged to submit topics
of interest to either your Chief or Mary Sandborn @
mary.sandborn@us.army.mil to develop future brown bag training
sessions.
Training Courses!
Training Courses: DAU - Changes to DAU curriculums for all CON
courses become effective October 1, 2011, which will impact on our
Training and Certification Program. Guidance and updating of our
TCCMP handbook is currently being worked. Alternate
sources we currently use will provide support during
this transition.
UPDATES!

Under Construction - A NAF Construction course is still in
development stages with a launch date in FY12. The course will
cover many of the challenging aspects of Capital Purchases and
Minor Construction (CPMC) projects that are NAF specific.

The NAF Acquisition Management Course is tentatively
scheduled for this October 2011, pending final approval by the IMCOM
Academy.

IMCOM Academy - It is very important for all the staff to update
their profile at the IMCOM Academy (www.imcomacademy.com). The
Academy is up and running, but unfortunately not all of the documents
previously housed are still available. Please re-establish your file with
documents/certificates in hopes of getting back on track.

Good News! The Basic Contracting, MWR Basic Management,
and MWR Orientation Courses are back online at the Academy.
Army NAF Contracting
Contracting Officer’s Representative (COR)
Training Requirements
All prospective CORs are recommended to complete the following on-line
courses based on the complexity of the contract they will be assigned. The
courses can be accessed by following the link https://www.atrrs.army.mil/
channels/aitas. Remember all COR training requirements are at the discretion of the Contracting Officer.
CLC 106 - Contracting Officer Representative with a Mission Focus. (Basic;
approx. 8 hours to complete)
CLC 011 - Contracting for the Rest of Us (Basic introduction to contracting in
layman’s terms; mostly text w/some video; approx. 2 hours to complete)
CLM 024 - Contracting Overview (Overview on market research, developing
source selection criteria and evaluation factors; scenario-based; approx. 8 hours
to complete)
CLM 003 - Ethics Training for AT&L Workforce (Scenario-based; approx. 2 hours
to complete)
CLC 222 – Online Training for Contracting Officer's Representative (COR) (This
course is specifically designed for Contracting Officer's Representatives (CORs)
who are responsible for assuring that contractors are performing the technical
portion of their job; approx. 32 hours to complete).
The communication between the Contracting Officer and the COR will
determine exactly which courses need to be completed. Contracting
Officers should maintain copies of all certificates.
Reminder!!!!
The below e-mail addresses are
available in SNACS to assist you
with any questions you may have.
AskPolicy@snacs.info
Ratifications@snacs.info
Training@snacs.info
UnsolicitedProposals@snacs.info
Warrants@snacs.info
TDYRequests@snacs.info
(Note: This link is only
applicable to G9 HQ staff)
From left to right: Adreanna Casper, Lori Gray,
Sherry Rickertt, & Ron Parker
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Are you aware that our newsletter is also posted on our
NAF Contracting website at
http://www.armymwr.org/programs/nafcontracting/default.aspx
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CLP Word Search
CLP Credit: Submit answers and specific AR 215-4 (July 2008) regulation citations - for example “2-8f(2)
(a)”. Your submission must achieve a minimum grade of 85% and be submitted by 31 Dec 2011 to receive 1 CLP
credit. Submit your answers to: Mary.Sandborn@us.army.mil.
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1. The __________clauses authorize contracting officers to terminate contracts for convenience or for default and to
enter into settlement agreements.________AR215-4
2. The contracting officer has the authority to terminate a contract for______, in part or in whole, because of the
contractor’s actual or anticipated failure to perform its obligations under the contract.________AR215-4
3. As required by the _____, individuals involved in the NAF acquisition process shall receive ethics training.
________AR215-4
4. _________ is the act of approving, by an official who has the authority to do so, an unauthorized commitment for
the purpose of paying for supplies or services provided to the NAFI.________AR215-4
5. ____________ means the recurrent, day-to-day, periodic, or scheduled work required to preserve a Government
owned facility, its installed equipment, and its premises in such a condition that it may be used for its designated
purpose.________AR215-4
6. ____________ means the repair or replacement work to restore facilities damaged by inadequate sustainment,
excessive age, natural disaster, fire, accident, or other causes.________AR215-4
7. ____________means the alteration or replacement of facilities solely to implement new or higher standards, to
accommodate new functions, or to replace building components that typically last more than 50 years (such as the
framework or foundation).________AR215-4
8. _______ solicitations. The contracting officer should establish and maintain records of oral price quotations in
order to reflect clearly the propriety of placing the order at the price paid with the supplier concerned. In most cases,
this will merely show the names of the suppliers contacted and the prices and other terms and conditions quoted by
each. The contracting officer may use DA Form 5567 (Abstract of Offers (Nonappropriated Funds)) to record this information, and if needed DA Form 5567–1 (Abstract of Offers (Nonappropriated Funds, continuation
sheet).________AR215-4
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Employee Spotlight — Happenings in NAF Contracting!!!!
Cookout Day at the Atlantic Region South NAF Contracting Office!
Submitted By: Debbie Butler
Walter Reed Organizational Day
Submitted By: Thomas Vandell
Walter Reed Army Medical Center's final
Organization day held 6 May 2011. The picture is
Thomas Vandell, a Contract Specialist with the Atlantic
Region North, and Norma J. Brooks.
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New Administrative Assistant at G9
NAF Contracting HQ
Welcome to Heitza Calzada!
Atlantic Region South NAF Contracting Staff Take
Advantage of the Civilian On-Duty Health Promotion Program
Submitted By: Debbie Butler
Debbie has eight employees that have participated in the
IMCOM Employee Wellness and Civilian Fitness Program since
the beginning of March. In the picture is Nadine Dixon
(Admin Assistant) and Jerome Heath (Purchasing Agent).
The Atlantic Region South office is the only office on post
that is participating and the local paper did an article on them.
Debbie wants to remind supervisors to let their
staff take advantage of this fitness program!
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