I plan to make a contract award (non-competitive)to an 8(A) Contractor next week. I have never conducted a Post Award Conference. Can someone advise me on how best to prepare for the Post Award Conference? What all should take place at this conference?

By Vern Edwards on Wednesday, October 17, 2001 - 05:33 pm:

Take a look at FAR Subpart 42.5, Postaward Orientation, which provides a little guidance. Basically what you want to do is review the terms of the contract, discuss communication protocols, and reach agreements on details that are not spelled out in the contract. Also, take a look at DD Form 1484, Post-Award Conference Record, which includes a list of topics. You can find it at http://www.dior.whs.mil/forms/DD1484.PDF.

By Anonymous on Friday, October 19, 2001 - 11:06 am:

It is very important that you have a Government-only, pre-conference meeting to ensure all of the Government team players are on one accord so you can present a "united front" to the contractor. In other words, iron out all of your disagreements over contract clause interpretations and Government implementation procedures BEFORE meeting with the contractor. And most importantly, make sure your Government team players know that YOU are in charge of the Post Award Conference. Otherwise, some of the Program types may try to hijack the conference.

By Kennedy How on Friday, October 19, 2001 - 12:20 pm:

I agree that the Govt-only meeting is important. Not only from the Program types, but also with the Contract management types (DCMC, if you're a DoD component). That way, those who will be more in the day-to-day aspect of management will have a clear understanding of what it is you're expecting of them as well as what you expect the contractor to do.

The one that I "ran", I let the PM types do their part, since they're the experts, but everybody knew that I was the one running it, and had the "last word"!

Kennedy

By Anonymous on Friday, October 19, 2001 - 04:10 pm:

Why was it so important to you that everyone understand that you were running things and had the last word?

By Kennedy How on Monday, October 22, 2001 - 11:48 am:

There have been times (not necessarily on the program that I was involved in), where the PM sometimes replies to a Contractor question in a way that might short-circuit the normal way things are done. For example, certain changes normally goes through the ACO, but the PM might want it to bypass that step. Sometimes, these kinds of Contractor questions comes out of the blue, and the resolution discussion takes off on a tangent. Understanding that I had the last word, or the ability to cut off a discussion that'll get us into trouble down the road is valuable.

We can accomodate certain wishes, but the decision resides in the PCO hands, and as long as any differences in opinion, or side agreements that are designed to make things run smoother goes through the PCO, everybody is happy. In my case, it's something that all parties understand, that the PCO blesses these things, and is informed of what is to happen, or whatever. The worst thing that can happen is that the PCO is blindsided.

Kennedy

By Anon 2 soon on Monday, October 22, 2001 - 11:49 pm:

I concur w/ KH. People may come and go, and things may be said by one party or another that is accepted as the "deal" between the parties. But what actually will hold up is the agreement that is on paper (i.e., the written contract). A PM may want changes, but does not necessarily consider the effects on the current contract (both in terms of costs and timely delivery). Then when the contractor can't deliver because the PM told them to do some "little" modification...Lets just say it is better NOT to go there. If your PM wants a change, have them talk to you, and you palaver with the contractor.