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September 16, 2011 By AMK

VA made mandatory an inadequate national contracting management system

The Veterans Affairs Department rolled out an electronic contract management system in its national acquisition center without first ensuring the system adequately supports contracting operations, says the VA’s office of inspector general.

The system, known as eCMS, “lacks some of the functionality required to manage and provide contract information,” the Sept. 2 report says.

VA national contracting officers also use another system, known even more prosaically than eCMS as “Contact Management,” and data from both systems is required to gain a complete acquisition solution, the national acquisition center director told auditors.

The office of acquisition and logistics (within which the national acquisition center resides) is developing an eCMS upgrade that includes integrating functions from the other system into it, but its rollout has already been delayed from September 2010 to August 2011, the report adds.

Auditors also say a review of contracts in the eCMS pulled up records with missing information. For example, the electronic file for a $19 million contract for pharmaceuticals had no acquisition plan, no evidence of market research, nor the determination of price reasonableness.

Auditors also chide the national acquisition office for taking longer than an allotted 130 days to award contracts. A sample of contracts examined by auditors found an average time to award of 422 days, with one contract requiring 1,143 days.

The acquisition director told auditors each contract delay had a legitimate reason behind it, such as a vendor protest, a contract review board decision, or staff reassignment. Auditors say that staff reassignment, at least, is a factor not outside of the control of the director, and add that contracting officers are “not being held accountable for the untimely awarding of contracts in our sample.”

— by D. Perera – Fierce Governmemt IT –  Sept. 4 2011 – http://www.fiercegovernment.com/story/va-made-mandatory-inadequate-national-contracting-management-system/2011-09-04

For more:
– download the VA OIG report, 10-01744-265 (.pdf)

Related Articles:
Veteran-preferred contracting programs rife with fraud, say VA OIG, GAO
FAA acquisition workforce plans insufficient, says OIG
New guidance for IT program and acquisition manager positions

Filed Under: Government Contracting News Tagged With: acquisition strategy, acquisition workforce, bid protest, market research, VA

May 9, 2011 By AMK

DOD pushes contractors into a pricing war

The Defense Department has announced a renewed focus on pricing that could have significant effects across the market. Given the budget climate, that focus is both wise and understandable. If ever there were a time that the government needs to make sure it is spending its money wisely, this would be it. The question is how best to do so.

There are a range of tools available to the government to help achieve that goal: well-run, competitive procurements; solid market research and price analysis; enhanced and accelerated workforce training; good contract management; and more. But recent statements from the department’s acquisition leadership indicate that their pricing initiative will be centered on eliminating existing procurement flexibilities and developing new models and data requirements for determining, even dictating, a reasonable price and profit.

In a recent speech at the Defense Acquisition University, DOD Director of Procurement Policy Shay Assad said, “We’re the only company in the world that tries to spend our money as fast as we can and get nothing for it.”

By any measure, that’s a remarkable and demonstrably false statement.

Although Assad was obviously using provocative rhetoric to make a larger point, the clear message is that the department believes it is getting a raw deal. He’s asserting that contractors are making excessive profits, even though every independent analysis, including public company filings, clearly show that, though generally healthy, this industry’s profits are far from excessive and are often well below standard commercial margins.

Nonetheless, DOD is developing new cash flow models and weighted profit guidelines for services, in the apparent belief that such models will better enable them to dictate price reasonableness. Moreover, DOD has asked Congress to remove from the decades-old statutory definition of a commercial item the crucial phrase “of a type,” which was included to recognize that much of what the government buys is commercial but that the government might need it to be slightly modified to meet its specific needs.

Without rehashing the historic rationale for this important legislative provision, DOD’s efforts to eliminate it are based on its belief that it is not getting adequate pricing information on some commercial procurements and that its workforce doesn’t do the requisite market research and analysis. But neither is a compelling rationale.

The statute does not deprive the government of its right to obtain adequate pricing data. All it prohibits is requiring certified cost and pricing data which, for most commercial firms, is a nonstarter because it requires creating and maintaining parallel accounting systems that can comply with the government’s unique and complex cost accounting standards. Hence, commercial procurements are based on competition, market research and what is known as other than certified cost and pricing data.

If the department is concerned that it is not getting the pricing it deserves, there are far more effective ways to deal with that concern than reversing important procurement flexibilities that will affect the government and thousands of companies. If contracting officers are not exercising their authority to request reasonable levels of pricing information when necessary, the answer is easy — ask for it. If companies refuse to provide it, don’t do business with them. And if the workforce lacks the resources to do the necessary market research and price analyses, accelerate its training and the delivery of support tools.

The department actually gets a lot for its money, but it can always do better. Making regressive policy changes and adding costly, unnecessary processes, rather than focusing on more effective and efficient ways to capitalize on the real benefits of market forces and competition, is simply the wrong answer. And it signals a trend worth worrying about.

About the Author: Stan Soloway is president and chief executive officer of the Professional Services Council. This article was published on 5/6/2011 by Washington Technology at http://washingtontechnology.com/articles/2011/05/02/insights-soloway.aspx?s=wtdaily_090511.

Filed Under: Government Contracting News Tagged With: acquisition workforce, budget cuts, competition, DAU, DoD, market research

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