> **ITIGC/IGC Meeting Minutes**
>
> **May 2, 2005**

1.  **Office of Acquisition Management Update- Jeffrey Koses**

    a.  Get it Right- shift towards Acquisition Excellence while keeping
        Get it Right in mind *There is lot's of concern about contract
        scope reviews. GSA only trying to identify areas that need
        attention or improvement. Making sure that contractors are aware
        that they are responsible for guiding customers to use schedules
        properly and within scope. Industry is doing this well.*

    b.  Seminar/webinars coming soon *Jeff's office working on a series
        of webinars and seminars to train industry on how to be a
        successful contractor. Will be asking for advice from the IGC's.
        Want to have training done by the end of the fiscal year.*

    c.  ODCs

        i.  2 versions of Acquisition Letter filtered throughout office

        ii. Contract support items: incidental, travel

        iii. GSA- interim guidance will be in place in the next 6-8
             weeks

        iv. Will attempt to streamline procedures and define ODCs

            1.  Still in reconciliation process- May/June timeframe

            2.  Geri Watson- Will it solve the ODCs issue?

    d.  DCAA

        i.  Guidance for T & M rates when sub-contracting used. (see
            April 9^th^ DCAA Memo attached).

        ii. GSA working with IG

        iii. Conversations with DCAA have started and the issue is being
             worked

    e.  CTAs (Contractor Teaming Arrangements)

        i.  Over past year have made much progress- payment issues

        ii. FSS has changed position and have changed the FAQs- don't
            need to make different payments to all partners

        iii. FAQ now neutral stance because some agencies can't make
             multiple payments on one order

        iv. Draft clause has been made and submitted to GSAR office.
            There were more comments than expected. Clause is moving in
            the right direction but needs wordsmithing before coming out
            for comment in Federal Register. No time frame available
            now. publication.

    f.  Pace of new MAS contracts is very heavy- slight slowing from
        last year. More use of e-offer.

    g.  How well are we doing in managing expectations of vendors?

        i.  Office of Contract Management is working on
            seminars/webinars to give to vendors on "how to be a
            successful contractor"- will want IGC to review over the
            next year

    h.  Concrete action items for Get it Right

        i.  Scope reviews

            1.  Not intended as policing

            2.  Intended to show "where do we need work?", "where do we
                need updates?"

            3.  Has allowed centers to identify gaps in Solicitation

            4.  Have seen a lot of training needs

            5.  The idea is that contractors know the Schedule better
                than customers- it is then industry's responsibility to
                tell the agency when their order is out of scope of what
                is offered under a contractor's Schedule

            6.  Majority of scope reviews have been in scope

            7.  58 from a review of 1500 have been flagged where the IOA
                has concerns

            8.  4 major categories of concerns

                a.  General product line is under contract but the item
                    sold is not

                b.  Work is within Schedule but contractor didn't have
                    that SIN

                c.  Out of scope orders

                d.  Work is within scope but all rates were billed above
                    Schedule rate

            9.  Example of out of scope- nursing services under IT, air
                conditioning systems under IT, design and development of
                unmanned aerial vehicles

            10. Translation services- letter to contractor telling not
                to offer

            11. Bruce Leinster- Was the agency copied on that letter?

            12. One out of 2000 were cancelled- some have taken
                corrective action/made corrective action plans

    i.  Contracts online

        i.  DoD wants to see all T's and C's of contracts online

        ii. Requires baseline process- get all vendors caught up with
            refreshes

        iii. Hard part after baseline is to keep up to date -- *there
             are 43 schedules and the goal is to get all on-line by
             November.*

        iv. Logo will identify contractors that have baselined contract

        v.  No logo means there are exceptions. *You are at a
            competitive disadvantage if you don't keep y9our T&C's up to
            date.*

        vi. 2 stage process

        vii. T's and C's online

             1.  There have been very many refreshes

             2.  AIMS should be online next week to week and a half

             3.  MOBIS refresh due out next week

             4.  IT due out mid-June

             5.  36 and Furniture due out mid-June

             6.  Last one is Consolidated Schedule

             7.  Challenge will be keeping those T's and C's current

             8.  Roughly 2 times a year we will bring your contract up
                 to speed

             9.  Are 43 Schedules: goal is to get all online by November

    j.  Contractor Report Card

        i.  Added requirements- looking for response from industry- what
            is appropriate on report card? Jeff's shop is looking for
            your comments.

        ii. Look for a new report card if it is good

        iii. Bruce Spainhour- If a contractor gets "no's" in the middle
             of the report card can they bring up the score in other
             sections?---No

        iv. Bruce Leinster- What is the right answer for
            question#5?---No

        v.  Sheryl McCurnin- Who do we direct comments on the report
            card to?---Walter Eckbreth: <walter.eckbreth@gsa.gov>

        vi. Jeff Manthos- IS there a role for the IGCs for DCAA, ODCs,
            or CTAs?---IGCs have been the ones that have brought these
            issues to the forefront so keep up that work.

2.  **Industry Update- Paul Pitera, Bruce Leinster, Skip Derick**

    a.  4/18 meeting with David Drabkin and Emily Murphy and industry

        i.  Status of ODCs, DCAA was already covered

        ii. Whether industry needs to certify that award is within
            scope---no contractor should be obligated to tell
            scope---there is no certification required for contractors

        iii. Has been rumors about changing the IFF-GSA has had a
             surplus from the IFF---GSA is always studying whether the
             IFF should be lowered

        iv. FPDS NextGen- report from Murphy- agency going to new
            system. *25 agencies have e-interfacing in place. Has been
            problems. Figures are underestimated.*

    b.  Acquisition workforce training- training will cover Schedules-
        \$9M from IFF for training

    c.  CA recycling fee- conference call on 4/27- ITAA- emergency
        request- Navy and GSA have agreed that it is a tax not a fee. It
        is still a battle. GSA has sent a letter to CA. ITAA sent an
        emergency letter to CA. Until the issue is resolved contractors
        shouldn't be held liable.

    d.  Add voice to Schedules

        i.  Likely to happen this fall

        ii. Per Rep. Davis -- adding voice to IT is good for government
            procurement.

        iii. Where does this fit in with Alliant and Networx?

    e.  NetCents memo

    f.  3/24 -- Ofc of the Undersecretary of Defense - Comptroller
        issued memo that said that by 6/1-evaluate contracts for
        appropriate use of funding and get funding back. If one year
        money -- get funding back. Services need to provide
        certification by 6/30 that they did get the \$ back).

    g.  4/21- Proposed rule- covers RFID issue- requires contractors to
        affix an RFID tag, UID effective 4/2

    h.  DCAA interpretation- T & M payments clause

        i.  Reimbursed at subcontractor level plus "handling fee"

        ii. Rates are already blended rates- this is the commercial way

        iii. Schedules already have a position- bill at Schedule rate

        iv. DCAA came into IBM 2 years after- rate and who performed was
            always disclosed- DCAA said "we think you've overcharged the
            government, you need to charge at what your sub gets"

        v.  Was a multi-association meeting with GSA senior officials-
            told GSA that they should tell DCAA that they are
            interpreting the Schedule wrong

        vi. If a company is only going to get reimbursed at sub rate-the
            company will do the work themselves -- *this could
            ultimately cost more because company has to use their
            staff's exclusively.*

    i.  Alliant draft RFP

        i.  Detail about how T & M should be applied---called
            Roger---that clause will be withdrawn

    j.  Possible reinstatement of post award audits *introduced by the
        IG*

        i.  *Industry is saying this is not a "commercial practice"*

        ii. Don't go through company's sales records

        iii. Industry has a case into GSA---deals with issue of
             commercial damage

             1.  Vendor not liable for consequential damages---is under
                 FAR part 12

             2.  FAR part 15 can purchase commercial items but doesn't
                 say commercial items are different

             3.  *ITAA submitting FAR case to council. Hearings held.
                 Written comments due by 5/11.*

    k.  FSS/FTS Industry Day- merger (See Bruce's comments attached).

        i.  GSA was directed to hear what industry has to say

        ii. Likelihood of incorporating into draft is unlikely

        iii. Associations present included ITAA, PSC, Coalition

        iv. Was suggested that GSA make regional offices responsible to
            Central Office

            1.  A lot of inconsistency within the regions

            2.  Consolidate Schedule service offerings

            3.  Don't lower the fee

        v.  *Don't reorg the old way.*

    l.  GSA/DoD training for top 100 clients

        i.  Industry came in and reviewed

        ii. Still have not seen list of top 100 clients

    m.  One GSA White Paper

        i.  Concepts will hopefully be included in re-org

        ii. *White paper went to Deidre Lee via the Coalition. Dee gave
            to an assistant to re-write. A letter with more
            clarification on the use of schedules due out soon.*

3.  **Emerging Trends Study Update- Stacey Levine (see attachment)**

    a.  Glass is half full- GSA can see what its role will be in the
        future

    b.  LMI provided contractor support

    c.  Human capital, strategic sourcing

    d.  Looking out the window instead of in the mirror

    e.  Can't separate professional services from IT

    f.  Who has the highest impact? Who's buying?

    g.  Recommendations (part 4) are the only part that has to do with
        GSA

    h.  Findings are being used in the re-org

    i.  Skip Derick- CIOSP- Marine Corps- BPA using Schedules

    j.  Bruce Leinster- On the other hand, NetCents and Seaport,
        industry can't afford to abandon Schedules

    k.  Kathy Carson- Want to get a seat at the table, are on OMB
        Strategic Sourcing Panel, how can we position GSA to be in a
        favorable position/

    l.  Jeff Manthos- Role for IGCs?

    m.  Kathy Carson- The more input, the better. This is a first of its
        kind report and has just scratched the surface in terms of these
        issues. We will wait from the executives for further direction.

    n.  Mary T. Griffith- Has any other agency used the Marine Corps
        model?

    o.  Skip Derick- I know that Mark Hoyland has been going to other
        agencies and pitching this to them. If industry knows of a
        strategic acquisition going on- tell GSA so they can make
        inroads

    p.  Kathy Carson- Contact Pamela Mines- she is the strategic
        sourcing rep. for GSA- <Pamela.mines@gsa.gov>

    q.  Bradley Powers- We've been in contact with Amcom to teach how to
        make these work. Put people in touch with our center to contact
        them. C.O. to C.O. USAID and AF have been looking at this model.
        It was also presented at the NCMA World Congress and provided a
        CD to go over technicalities.

    r.  Kathy Carson- Recommendations have discussed these topics.

    s.  Bradley Powers contact info: 253-931-7171,
        <Bradley.powers@gsa.gov>

    t.  Howard Addy- Ideally we need government- there is growing
        confidence in the re-org, GSA should outreach to the CIO
        Council, who does GSA represent in its acquisition vehicles?

4.  **Services IGC Training Committee- Sean Allan** (see attachment for
    presentation)

    a.  Understanding of MAS vs. GWACs and supply system, SmartPay, etc.

    b.  Chat room staffed with knowledgeable people answering questions

    c.  Remove discussion on sole source training

    d.  When it comes to training, perhaps you need GSA, vendors, and
        agencies in the room at the same time

    e.  Plain language approach

    f.  *Would like to see a simultaneous change to schedules for
        consistency. Jeff Koses group is doing a lot of work to bring
        this to fruition.*

    g.  10 deadly sins in a Q and A format- constant updates

    h.  Consistency in terms of contract clauses

5.  **Services IGC Teaming Committee- Dick Bell**

    a.  Decided to withdraw the White Paper because the teaming issue
        was being addressed by FSS Policy.

    b.  Weak part of teaming is the payment provision clause -- too
        restrictive.

6.  **ITIGC Cooperative Purchasing Committee- Peter Schwartz**

    a.  Purpose is feedback to GSA: Success and barriers

    b.  Fairfax County and Cathy Muse- allowed us to use the procedures
        and policies they are using for templates

    c.  NIGP help

    d.  Tom Davis office rep: Ryan Kelly

    e.  State of VA contract

    f.  Press release- covenant between Governor Warner and NAACP- aim
        for \$2B in state business toward minority owned businesses. IAC
        will be set to monitor this effort.

    g.  Vendor community is sensitive to small business initiatives

    h.  NASPO- Kathryn Coulter- appears to be much more interest on the
        vendor level- different from last year when vendors were
        disinterested

    i.  Levy TAA to get more products on

7.  **Teaming Committee- Kitty Klaus** (see attached presentation)

8.  **ITIGC Training Committee- Paul Pitera** (see attached
    presentation)

9.  **Joint e-tools Committee- Sheryl McCurnin, Rick Figard** (see
    attached presentation)

    a.  Want to create charter for e-tools

10. **IT Acquisition Center GSA Update- Robin Bourne**

    a.  Nothing on Schedule can be non-compliant with TAA

11. **Services Acquisition Center GSA Update- Geri Haworth/Jeff
    Manthos** (see attached presentation)

12. **Wrap-Up- Ideas for next meeting**

    a.  ITIGC

        i.  Update on SIP

        ii. Guidance on e-tools charter

        iii. FSS/FTS re-org info

        iv. Collaborate on surveys

    b.  SIGC

        i.  IGC July 27- Portland, OR

        ii. Discuss re-org

        iii. Posting contracts online

13. **Admininstrative**

    a.  Room too cold

    b.  More collaboration, less duplication

    c.  Lunch with joint committees, then working groups

    d.  Want a full day meeting- half day together, half day working
        groups

    e.  Positives

        i.  Discussion okay- is a factor of time

        ii. Knowledgeable folks

        iii. Sheryl's hat

        iv. Good interaction and summary

        v.  Good communication

14. **Attendance**

    a.  Jeff Manthos

    b.  Rick Figard

    c.  Sheryl McCurnin

    d.  Bruce Leinster

    e.  Geri Haworth

    f.  Bradley Powers

    g.  Geri Watson

    h.  Kelly Bailey

    i.  Len Pinkey

    j.  Amanda Hardin

    k.  Mary Taylor Griffith

    l.  Dick Bell

    m.  Sandra Floyd

    n.  Ron Segal

    o.  Robin Bourne

    p.  Tricia Pierson

    q.  Linda Rodden

    r.  Deborah Lague

    s.  Bruce Spainhour

    t.  Jeffrey Koses

    u.  Emile Monette

    v.  Vivieca Lee

    w.  Kitty Klaus

    x.  Peter Schwartz

    y.  Tom DeWitt

    z.  Glenn Baer

    a.  Stacy Stacks

    b.  Howard Addy

    c.  Len Johnson

    d.  Joe Pastel

    e.  Paul Woolverton

    f.  Paul Pitera

    g.  Skip Derick

    h.  Lindsay Levine

    i.  Tom Brady

    j.  Tina Burnette

    k.  Sherry Stauffer

    l.  Gary Haag

    m.  David Orcutt

    n.  Julie Kesterson

    o.  Stacey Levine

    p.  Kathy Carson

    q.  Tricia Reed

    r.  Shannon Wheeler

    s.  Peter Bastone

    t.  Joe Kassel