Waste Isolation Pilot PlantSubcontractor Technical Representative Training

Best Practice Presentation

February 23, 2009

Marty Gonzales

Washington TRU Solutions LLC

Identification of a Need

In FY2007 it was determined that roles and responsibilities were growing for STRs including: Increased responsibility for Approval/Variation

Requests and new fabrication procurements Subcontractor Safety Growth of support at other DOE sites through

technical service subcontractors

Inception of Best Practice

FY2007 - 100+ Subcontract Technical Representatives were trained the summer of 2007

FY2008 - A formal technical training classroom course was developed and implemented

FY2009 - A formal procedure was published December 2008

What else did we do?

Basic STR duties are incorporated in the subcontract

A self-paced refresher course has been implemented

List of trained STRs is available to the Buyers

Formal ProcedureExcerpt from Formal training procedure

Refresher CourseExcerpt from Self-Paced Refresher Course

For more information on this program, please contact:

M. P. (Marty) GonzalesContracts & Procurement ServicesWashington TRU Solutions LLCfor the Waste Isolation Pilot PlantMarty.Gonzales@wipp.ws575-234-3256

or

Lynn J. Whiting, ManagerContracts & Procurement ServicesWashington TRU Solutions LLCfor the Waste Isolation Pilot PlantLynn.Whiting@wipp.ws575-234-3252

Subcontract Technical Representative (STR)

Training

General Administration Guidelines

The STR Coordinates with other organizations Provides technical assistance Ensures subcontractor compliance Refers disagreements to the Buyer for

resolution

Pre-Award Responsibilities

Requisitions

Familiarize yourself with WP 15-PC3609 Discusses planning and preparing

PRs and PRCNs within IFMS®

Contact with Potential Subcontractors

Contact must be approved by procurement

Make no apparent commitment for a resulting subcontract

Pre-award information is to be used only on a need-to-know basis within WTS

Responsibilities after Award

Pre-performance Conferences

Attend pre-performance conferences Attend other meetings discussing

instructions DOE personnel do not have a

contractual relationshipdirection must be presented by the

STR or confirmed by the buyer

Maintain a file of all reports, and pertinent documentation

Determining and obtaining documentation Determining what documents are quality-

affecting At completion they should be dispositioned

in accordance the RIDS

Documentation and Records

Approval and Payment for Work

Monitor work in process Review invoices and any applicable

documents The Buyer will send approvals for payment

to Accounting Resolve all problems in a timely manner

Technical Documents That Require Approval by WTS

Use the AR/VR process, if the documents submitted by the subcontractor are critical to the success

WTS Procedure WP 15-PC3041provides instructions for processing

individual and/or multiple supplier submittals

AR/VR Process Added administrative time and cost

should be considered Often less formal communication is

appropriate and more cost effective. The approved time by WTS needs to

have the appropriate attention to be compliant with the commitment in the subcontract

Changes to the Subcontract

The STR is not authorized to give direction that changes any contractual requirement

Recommendations for those types of changes may be presented to Procurement

A cognizant WTS managers and project leads may give technical direction if confirmed by STR

For Field Directed ChangesMake recommendations via the Field

Directed Change Notice form The buyer will process any required

change notice(s)

Responsibilities During the Re-competition of a Subcontract

Be sure not to give the incumbent subcontractor an unfair competitive advantageHelp prepare SOW or ScheduleBudget informationOther inside information

Differences Between Fabrication and Services Subcontracts

Fabrication/construction subcontract STR’s role is to have equal or more

knowledge regarding the SOW Services contract

The subcontractor is the expert STR’s role is to monitor the performance

Delegation of STR Duties

Duties may only be delegated to another qualified STR nominated by manager and

Delegated approval by Procurement Longer-term/large subcontracts: an

alternate or back-up STR is appropriate Recommendation: alternate STRs be

appointed at the inception of a subcontract

Quality Assurance Requirements

The STR is responsible for notifying Quality Assurance

Dealing with Affiliates Organizational Conflict of Interest Mitigation

Plan Governing Actions Involving Affiliates STRs need to be aware of and sensitive to the

requirements, commitments, and limitations included in this plan.

It is intended to prevent the existence of conflicting roles

Any communication by WTS regarding potential work shall be exclusively through with the OCI Procurement POC (the Procurement Manager)

Any communication by WTS personnel regarding potential work shall be exclusively through or in coordination with the OCI Procurement POC

If an affiliate initiates requests formal or informal communication with WTS management shall promptly notify the

OCI Procurement POC and the Procurement Manager

Closeout

Documentation of completed work Documentation on the subcontractor’s

performanceConstruction subcontracts require

completion of an Acceptance of Completed Construction Work form

Unsolicited Proposals

Should be submitted immediately through appropriate management channels to the Procurement Department

The OCI Procurement POC shall provide guidance and shall process of the unsolicited proposal

Personal Conflicts of Interest

STRs need to be sensitive to a personal conflict of interest

Corporate Ethics training and the Conflict of Interest forms apply

If changes arise questionnaire needs to be updated and resubmitted

CONCLUSION

The STR is NOT just:The Requisitioner:

The STR should understand and be able to interpret the technical requirements of the statement of work, drawings, or specifications

The person that pushes the paperwork between peopleThe STR confirms that he/she has the

technical knowledge that substantiates the approval of that request

If there is a dispute with the subcontractor, the STR is able to defend his/her position