# HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04-04

### Position Classification Guidance for Contracting Series, GS-1102

##### 

**1. [Purpose]{.underline}**: This Human Resources Management Letter
(HRML) provides guidance on classifying Contracting Series, GS-1102,
positions.

**2.** **[Background]{.underline}**:

a.  The contracting occupation in the Veterans Health Administration
    (VHA) has

undergone significant changes in the past decade as a result of
downsizing, consolidation of workforce and integration of organizations
to meet evolving missions and goals. With increased consolidation of
functions and greater delegations of authority, expanded organizations,
such as Veterans Integrated Service Network (VISN) contracting units
which award and administer Network and Multi-Network contracts, have
replaced the traditional contracting structure at many facilities.

b.  Meeting the challenges of these changes has been done while facing

significant resource constraints. In many cases, the new organizations
have resulted in contracting positions having consolidated
responsibilities. In addition, new requirements have impacted the
occupation, such as the Clinger-Cohen Act and the Office of Federal
Procurement Policy Letter No. 97-01, dated September 12, 1997.

c\. Due to the aforementioned changes, we are providing classification
guidance concerning contracting specialist positions. The new guidance
could have potential impact on the classification of new and existing
Contracting Series, GS-1102, positions in VHA.

**3. [Guidance]{.underline}**:

a.  In an effort to ensure consistency in the evaluation and
    classification

process, we have prepared guidance for applying the Contracting Series,
GS-1102, classification standard. This guidance is **not** to be used in
lieu of the Office of Personnel Management (OPM) Position Classification
Standard for Contracting Series, GS-1102, but rather as a supplement to
that standard. Each contract specialist position should be individually
reviewed to determine the extent to which the characteristics contained
in the attachments to this HRML are met.

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04-**

b\. Attachment A provides guidance on the application of the OPM
Position Classification Standard for Contracting Series, GS-1102. The
position description provided in Attachment B is generic and should not
be used verbatim. The prototype position description is being provided
to serve as a guide to illustrate Attachment A and will need to be
modified and tailored to suit specific situations.

4.  **[Questions:]{.underline}**

> Any questions regarding this guidance may be referred to Jim Halliday,

Compensation and Classification Service (055) at (202) 273-4973 or
Vivian Tydings, Office of Acquisition and Materiel Management (049P) at
(202) 273-6066.

######## 

######## T. J. Hogan 

######## Attachments

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## 

######## JHALLIDAY:rha:q:EDMS#279441 09/29/2004 055 

########  **Attachment A**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04-**

### Position Classification Guidance

#### General

With reorganizations and new requirements, VHA contract specialists now
have greater opportunity to exercise experienced judgment in the
contracting process. Contracting assignments, in many cases, have
greater scope than the traditional medical center/ health care system
and are now becoming Network wide. These new assignments may impact
Factor 3, Guidelines, and Factor 5, Scope and Effect, of these
positions.

#### Crediting of Factor 3, Guidelines at Level 3-4

A consolidated VISN contract specialist position requires an incumbent
to use experienced judgment and initiative in applying the principles in
the guidelines. Tasks, such as deviating from traditional techniques and
researching trends and patterns to develop new approaches, criteria, or
proposed policies, are illustrative of tasks requiring experienced
judgment. These tasks require a level of judgment that would be expected
from the holder of a senior, limited level contracting officer warrant
or its equivalent experience. A position and incumbent that are
described at this level would support the crediting of Level 3-4 and 450
points.

**Crediting of Factor 5, Scope and Effect at Level 5-4**

A consolidated VISN contract specialist position would typically have
responsibilities for contracting beyond a medical center or health care
center. Providing centralized contractual support work to meet the
consolidated requirements of the Network would typically meet the scope
and effect described at Level 5-4 in the Contracting Series, GS-1102,
standard.

####### 

####### 

####### 

####### 

####### 

####### 

#######  A-1 

#######  **Attachment B**

####### **HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04-** 

POSITION DESCRIPTION

**VISN Contract Specialist, Veterans Health Administration**

# 

# Contract Specialist, GS-1102-12

**INTRODUCTION**

The incumbent serves as a Senior Contract Specialist in the Network
Contracting Office for Network \_\_\_\_.

**DUTIES**

Responsibilities include all aspects of contracting, from inception to
award and administration for the procurement of a variety of supplies
and services, primarily for a cluster of medical facilities within the
\_\_\_\_\_\_\_\_\_Healthcare System (VISN\_\_\_) and may also include
other agencies and VA medical facilities other than those within VISN
\_\_\_. Monitors compliance with socio-economic programs, such as,
"small and disadvantaged", "women owned" and "veteran owned" small
businesses. Prepares reports, and performs solicitation reviews. In
addition, supports management by providing expert advice, training,
technical direction and guidance to administrative staff and lower grade
contract specialists. Provides training on any phase of the procurement
process for all medical facilities within Network\_\_\_, in other
Networks and Executive Agencies. Accomplishes special projects assigned
by the Network.

Solicits, evaluates, negotiates, administers, awards, analyzes, advises,
and/or terminates contracts for the procurement of supplies and services
for the Federal Government.

Performs work related to the contract pre-award process, i.e., the work
necessary to secure a contract to acquire goods and services.

Prepares award, makes verbal presentations of facts to a contract review
board or other authority holding judicial oversight. Makes
determinations on contractor's ability to perform, evaluates offers
submitted on the basis of price analysis when competition, historical
data, commercial prices, or other comparative data are unavailable.

The incumbent is warrantable above the basic contract level.

B-1

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04-**

**Uses Variety of Contract Types**

Uses a variety of contract types to procure items and/or services
including performance work type contracts. Utilizes common contract
methods and types with well-defined and well-presented contract actions.

**Locates and Analyzes Sources for the Products/Services Procured**

Locates sources for the products/services procured.

Analyzes sources for the products or services to be procured. Adequate
price competition is available for the items or services procured.
Available supplies can be located through searching the market or using
sole sources. Conducts market research to determine availability of
resources.

**Determines Responsiveness of Bids/Proposals**

Reviews requisitions and recommends appropriate method of procurement
for requirements involving standardized specifications and established
markets. Evaluates the responsiveness of the contractor's bid offer to
the solicitation. Evaluates bids or offers for responsiveness to the
particular solicitation and ability to perform the contract for products
or services requiring analysis of fiscal soundness, production capacity,
and quality control.

**Price/Cost Analysis**

Examines and evaluates the contractor's prospective cost estimates or
price proposals to determine the necessity and reasonableness of
proposed contract costs. Utilizes a variety of price/cost analysis
techniques involving a wide range of related factors affecting
contractor's costs, for which pertinent historical data are generally
available.

# Source Selection

Convenes Technical Evaluation Panels. Evaluates price proposals and
other financial data. Determines competitive ranges, negotiation
strategy and conducts negotiations. Conducts all pre-award requirements
to include responsibility and responsiveness determinations. Makes
contract awards based on a variety of factors and conditions.

B-2

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04-**

**Monitors Contractor's Performance**

Monitors on-going contracts to ensure satisfactory progress, to assure
compliance with the terms and conditions of the contract, and to
identify problems that threaten contractor performance. Recommends
actions when the contractor is not in

compliance with contract provisions. Investigates circumstances to
determine alternative courses of action, such as extension of delivery
schedule. Renders routine determinations and interpretations on such
matters as payments, claims, and contractual changes, to insure
requirements of the contract are met. Reviews completed contract file to
ensure routine administrative matters are resolved or completed.
Independently reviews contractor performance through site visits,
correspondence, and telephone conversations for completion of applicable
contract clauses, e.g., small business patent rights, labor laws, and
progress reports.

**Negotiates Contract Modifications**

Negotiates contract modifications and the terms and costs of contract
changes. Negotiates changes to agreements when precedents are well
established and the bargaining positions are close. Negotiates such
changes as extensions of delivery schedules, price adjustments, labor
hours, well-precedented modifications to the contract. Prepares
determinations and findings of fact relative to negotiations and pricing
actions. Coordinates contractor's requests for deviations with
requesting activities, and makes recommendations. Serves as lead
negotiator for contract modifications for programs involving several
interrelated contracts. (Decisions involve uncertainties or problems
such as production scheduling, which arise during the performance of the
contract.)

#### Negotiates Contract Termination Settlement

Performs work related to the termination of contracts for either the
convenience of the Government or the default of the contractor.
Negotiates the termination settlement with the contractor including
equitable adjustments, change proposals, costs, profit, and other
related matters. Settles the proposals of a variety of prime contractors
including approval of subcontract settlements. Reviews termination
notices for extent of action (partial or complete), and for special
conditions or instructions. Analyzes the contract and related
documentation and establishes the contract price of items terminated.
Evaluates the contactor's systems for settling terminated subcontracts
and issues, monitors, or revokes delegations of authority to settle
subcontractor's claims without Government approval. Executes
modifications in settling terminations and/or claims and obtains
contractor's release of claims. Issues a unilateral determination when
an agreement cannot be reached and advises the contractor of appeal
rights.

B-3

**Attachment B**

**HUMAN RESOUCES MANAGEMENT LETTER NO. 05-04**

**Performs Termination Actions and Closeout**

Performs work associated with the termination of contracts. Prepares
contract termination files for use in contract termination actions,
including amounts paid, audit reports, product rejections, and other
related documentation. Independently makes final decisions on
termination for convenience or default. Reviews proposed terminations
for extent/type of action and analyzes the contract for such elements as
cause and impact of termination action. For termination default cases,
conducts investigation and makes independent decision on resolution of
default. Determines appropriate termination actions such as issuing
notice of termination for formal termination proceedings, or prevailing
upon the contractor to cancel unfilled portion of contract without
charges. Analyzes settlement proposals and subcontractor claims for
specialized contracts. Reviews and analyzes settlement proposals, audit
reports, technical evaluations, and subcontractor claims. Recommends or
determines allowable costs, profit to be allowed, disposal of Government
property, and similar issues. Negotiates settlements with contractors.

### FACTOR I -- Knowledge Required by the Position

The incumbent must possess the business acumen and ability to make
decisions based on personal judgment, set priorities, and other unique
situations that arise in the unit. Must possess the skill to motivate
team members, enforce customer service concerns, answer all oral and
written inquiries, including responses to formal protests or other
matters potentially leading to litigation and claims against the
Government. Possesses knowledge of a wide range of procurement
principles, policies, and procedures to plan and carry out activities
relating to complex pre-award and/or post-award functions; analyzes
difficult procurement issues and identifies alternative courses of
action; and modifies the contract to adapt to procurement problems,
including those requiring significant departures from previous
approaches.

Knowledge of program requirements or technical needs sufficient to
enable the employee to aid technical representatives in procurement
planning and in describing legally sufficient technical requirements,
which include complex and diversified services and supplies, such as:
(1) procurement transactions to meet the consolidated requirements of
the Network; (2) engineering and manufacturing requirements and
modifications; (3) major types of equipment and subsystems;

\(4\) facilities and equipment to support major systems or subsystems;
(5) technical services; or (6) research and development programs, e.g.,
procurement of construction of a complex of buildings, such as a
research laboratory where a substantial amount of special and collateral
equipment is to be procured and installed; or complex equipment, such as
a complete monitoring system for an Intensive Care Unit acquired in
conjunction with a construction project.

B-4

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04**

Knowledge of and skill in the extensive use of negotiation techniques as
the primary method of procurement and skill in devising negotiation
strategies to use in situations where sole source, or Architectural and
Engineering contractors are in a favored position because of the lack of
competition.

Knowledge of a wide range of contract types, special cost and
performance provisions, incentives and techniques used to structure
contracts to achieve the emphasis desired by the Government between cost
expenditures, desired performance characteristics, and delivery
requirements. Knowledge of special emphasis programs, such as, small and
disadvantaged business considerations at the prime and subcontractor
levels, "Buy American" policies, funding constraints, and numerous other
considerations sufficient to evaluate their impact on complex
procurement transactions and to assure their use by prime contractors.

Knowledge of cost analysis requirements and techniques, including: (1)
audit requirements and substantiation of the contractor's cost data; (2)
in-depth analysis of proposed cost and conditions; (3) evaluation of
technical competency and/or capacity of the contractor and skill
sufficient to: prepare or review documentation prepared by professionals
such as accountants; assemble complete documentation that supports the
results of the audits, analysis, and evaluations; and discuss these cost
estimates or allocations with corporate professionals.

Knowledge of contract administration sufficient to monitor and analyze
complex functions and to prepare documentation to support actions taken,
such as:

\(1\) participating in pre-award surveys to analyze contractor's cost
accounting and overhead rate structures, and to determine specific
allowable costs and special verification procedures; (2) coordinating
with the contractor on various production schedules; (3) monitoring of
rigid program deadlines; and (4) administering of cooperative agreements
and grants.

**[FACTOR II -- Supervisory Controls]{.underline}**

The incumbent may be virtually located and will be under the supervision
of the Network Contracting Manager. Work assignments are made by the
supervisor in terms of objectives and resources available. The employee
and supervisor discuss the time frames and work plans. The employee is
responsible for independently planning the procurement approach,
initiating actions required, overseeing ongoing actions, and
coordinating with other offices, such as, technical program offices. The
employee resolves most problems on own initiative and apprises the
supervisor of potentially controversial matters. Supervisory review is
general in nature and is performed to assure the attainment of
established objectives and conformance with policies, regulations, and
laws. Pre-negotiation plans are generally reviewed with the employee who
conducts negotiations independently. The incumbent has signatory
authority for contracts assigned.

B-5

###  Attachment B

### 

### HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04

### 

### FACTOR III - Guidelines

Guidelines include Federal Acquisition Regulations, VA Acquisition
Regulations, agency policies, contract clause books, precedents,
standard procurement practices, VA controller or Fiscal Regulations,
Department of Labor, Small Business Administration regulations, and
General Government Accountability Office decisions. These guidelines
outline general contracting methods and requirements, but they have
limited applicability to the wide variety of problems and situations
encountered. For example, a considerable amount of judgment and
originality are required in planning the procurement strategy for
consolidated acquisition programs for VISN \_\_\_, in structuring the
contract to provide economic incentives and flexibility for future
contract changes, and in resolving administrative problems which arise
during the life of a contract. Consequently, the employee must exercise
experienced judgment and resourcefulness to deviate from or extend the
available guidelines to create new and individualized methods and
procedures for problem solution.

### FACTOR IV -- Complexity 

The employee is responsible for a large volume and/or complex
procurement of services and/or high cost construction, real property
leases, professional design services and commodities to meet the
consolidated requirements of \_\_\_\_\_medical facilities, or for
services to meet the consolidated requirements of the VISN. Complexities
typically encountered include:

Technological changes

Volume of production

Technical complexity of commodities or equipment

Commodity shortages

Lack of competition among vendors

In-depth cost analysis

Decisions are based on analysis of an industry to balance the award and
impact of high dollar Government contracts on supplies, on the
availability of items to other consumers, on the productive capacity of
firms, on small and disadvantaged businesses, and the timely meeting of
agency needs. The work requires careful planning, innovative
solicitation development, originating contract clauses, determining
Government needs, and developing new sources.

The procurement of professional and specialized actions, advanced
medical systems, services, or equipment requires knowledge of concepts
and practices in the contract and procurement field. Characteristics of
complexities in assigned procurement programs include: requirement for
long-term contractual

B-6

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04**

efforts, up to three years or more, high dollar value; no previous cost
history data; involvement of several different major contractors and
numerous subcontractors;

coordination of the contractual efforts of various subject matter
specialists engaged in the procurement program including engineers,
other departmental personnel, legal advisors, auditors and supply
management specialists; requirement for concurrent overlapping of
sequential contractual actions to maintain the program schedule and to
take advantage of technological advancements; interrelated contracts
with several different contractors where a change in one contract
precipitates changes in the others; and a conceptual awareness of the
relationship of a particular contract to the shaping of the overall
long-range VISN plans.

Contracts may cover significant research, development, and supporting
services, which may have incomplete technical descriptions to denote
precisely what is required. Technological changes are imposed which
increase contract complexity by incurring delays, changing solicitations
already in progress, or requiring contractual modifications. A
significant number of awards are made to small businesses, minority
business enterprises, educational institutions and nonprofit
organizations, which require extensive effort on the part of the
employee due to contractor inexperience and/or lack of familiarity with
Government contracting methods and procedures.

Additional complexity is experienced in the extensive analysis required
to perform advanced procurement planning, development of a negotiation
strategy, and the identification of existing relations within program
objectives in a limited time period and within funding limitations.

Decisions involve the interpretation, analysis, and evaluation and
negotiation of major areas of uncertainty in approach, methodology, and
processes such as, modifying major contract terms and conditions;
evaluating and controlling contractual progress; identifying and solving
problems that threaten to impede contract performance; interpreting and
analyzing contractors proposals; negotiating and executing a variety of
significant contract changes, other contractual actions or management
agreements; and approving management control and information systems.

Contract administration relating to contractor performance, management,
and progress requires expert judgment to originate special criteria.
Each contractual action is unique and is further complicated by the
socio-economic environment.

B-7

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04**

The work, in both the pre-award and post-award areas, requires decisions
concerning the interpretation of data or refining of techniques. In the
post-award area, the employee also analyzes data which involves unusual
circumstances or requires the resolution of conflicting approaches, such
as processing contract claims, exercising contractual options and
progress payments, and initiating contract terminations both for default
and convenience to the Government.

In-depth cost analysis requirements or contract modifications or
settlements.

Decisions involve interpretation, analysis, and negotiations regarding
modifications of contract terms and conditions; evaluation of
contractual progress; and identification and solution of problems
involving the group of contracts assigned. Factors vary for each
situation because of variation in the terms of the contracts, products
and services involved; and contractor capability and characteristics
such as the relationship with corporate headquarters, previous
experience, and degree of cooperation. The work requires making final
decisions on a variety of issues, such as allowable cost and price,
negotiating settlements, resolving legal and technical problems,
approving or disapproving expenditures incurred, estimating percentage
of completion for payment of fixed fee, and fairness of salaries paid to
contractor's employees.

### FACTOR V -- Scope and Effect

The purpose of the work is to provide centralized contractual support to
ensure proper treatment of all necessary contractual actions in
connection with renovation of real property, services, equipment
acquisition, or programs on a Network basis. The overall consolidated
program supported by the employee's work is critical to the successful
accomplishment of the VA Health Care Systems and VISN missions. Unique,
innovative procurement and source selection plans, negotiation
strategies, and contract terms and conditions developed by the employee
serve as models for future acquisitions. The work also affects the
procedures and operations of private industry contractors, the various
facilities, and VISN \_\_\_. Inability to meet procurement demands will
directly affect patient care services and the fiscal soundness of the
organization.

### FACTOR VI -- Personal Contacts

The employee has contacts with a wide variety of contractors and
businesses in the geographical area, including small businesses. Typical
contacts are with contractor's representatives, managers, attorneys,
accountants, technical experts, salesmen, and others as required. The
employee also works with supervisors and

B-8

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04**

technical staff from different medical centers, Community Based
Outpatient Clinics and also with attorneys and auditors within and
outside the agency. The purpose of the contacts and the roles and
authorities of the individuals varies and must be defined or established
during negotiation or discussion.

### FACTOR VII -- Purpose of Contacts

The purpose of the contacts is to negotiate contracts and gather
information such as quantities, usage, etc., to secure the best offer
for the Government; to negotiate price revisions or changes in terms and
conditions; to negotiate settlements or termination actions; to obtain
information, clarify problems, give assistance to technical personnel;
and to plan and coordinate procurement actions. Contractors generally
have objectives, which differ from, or are in opposition to, the
objectives of the Government concerning profit or other matters. The
employee must be skillful in negotiation or persuading contractors to
comply with the Government's position. The employee also explains and
interprets customer requirements to contractors with contractual terms
and conditions. As necessary, defends the Government's position in
litigation.

### FACTOR VIII -- Physical Demands

The work requires some physical exertion. Some ability and dexterity is
required in inspecting equipment, facilities and other deliverables
located in poorly accessible areas.

### FACTOR IX -- Work Environment

The employee's work is normally performed in an office setting. However,
visits to a contractor's plants or facilities, construction sites, or
other remote areas may be required from time to time to perform
pre-award and post award surveys or inspections. The employee must also
travel overnight to other health care facilities to meet with various
Department Chiefs, Program Officials, and Task Forces. A valid drivers
license is required.

### Other Significant Factors

Meets the needs of customers while supporting the VISN, Medical Center
and Service missions. Consistently communicates and treats customers
(patients, visitors, volunteers, and all Medical Center staff) in a
courteous, tactful, and respectful manner. Provides customers with
consistent information according to established policies and procedures.
Handles conflict and problems in dealing with the customers
constructively and appropriately.

B-9

**Attachment B**

**HUMAN RESOURCES MANAGEMENT LETTER NO. 05-04**

Protects printed and electronic files containing sensitive data in
accordance with the provisions of the Privacy Act of 1974 and other
applicable laws, federal regulations, VA statutes and policy, and VHA
policy. Protects the data from unauthorized release or from loss,
alteration, or unauthorized deletion. Follows applicable regulations and
instructions regarding access to computerized files, release of access
codes, etc., as set out in the computer access agreement that the
employee signs.

Uses MS Word or comparable word processing software to execute several
office automation functions such as storing and retrieving electronic
documents and files; activating printers; inserting and deleting text;
formatting letters, reports and memoranda; and transmitting and
receiving e-mail.

Uses MS Excel or other comparable spreadsheet software to develop and
change spreadsheets in order to graphically display data.

Uses MS PowerPoint or other comparable graphics software to develop
presentation materials.

Uses the Veterans Health Information & Technology Architecture (VistA)
to access information in the Medical Center Computer System.

B-10