FINDINGS AND RECOMMENDATIONS OF PMR TEAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00981R000100110015-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 27, 2016
• Document Release Date: September 10, 2013
• Sequence Number: 15
• Publication Date: June 7, 1988
• Content Type: MEMO

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RDP91-00981R000100110015-7
I HANSMITTAL SLIP
DATE
TO:
OL Files
ROOM NO.
BUILDING
REMARKS:
FROM:
ROOM NO.
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EXTENSION
FORM NO. OA-, REPLACES FORM 36-8
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MEMORANDUM FOR:
VIA:
FROM:
Chief, Contracts Branch, OC
Chief, Agency Contracts Group, OL
Procurement Executive, OL
11/67 JUN 1968
SUBJECT: Findings and Recommendations of PMR Team
1. The Procurement'Management Review (PMR) Team has completed
its review of the Office of Communications Contracts Branch (OC-CB).
Attachment A is the full report, and Attachment B is an abbreviated
n which was sent to the Director of Communications.
reviewed the full PMR report in draft with you and, more
recently, he discussed with you those recommendations and findings
which specifically applied to your branch.
2. Please review the attachments and indicate what jrou have
done and plan to do regarding the report's recommendations and
suggestions. Please forward your written response by close of
business 30 June 1988 to the Chief, Procurement Management Staff
(PMS/OL). A followup review within the next six months will be
scheduled by the Chief, PMS/OL.
Attachments (2)
As stated
./1
OL 5063-88
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STAT
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Declassified in Part- Sanitized Copy Approved for Release 2013/09/10: CIA-RDP91-00981R000100110015-7
SUBJECT: Findings and Recommendations of PMR Team
Distribution:
Orig - Addressee, w/atts/
OL/PMS Official ,p,w/atts
OL Files, w/atts,,,
C/ACG/OL, w/atts
OL/PMR Team Leader, w/atts
OL/PMS Chrono, w/o atts,,
(31 May 88) STAT
CONFIDENTIAL
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Declassified in Part- Sanitized Copy Approved for Release 2013/09/107 CIA-RDP91-00981R000100110015-7
PROCUREMENT MANAGEMENT REVIEW
OF
DIRECTORATE OF ADMINISTRATION
OFFICE OF COMMUNICATIONS
CONTRACTS BRANCH
r (IMP TTIPMTT A T.
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TABLE OF CONTENTS
Page,
Executive Summary 1
Introduction 3
FY 1987 OC-CB Profile 5
Management of the Procurement Function 9
Procurement Policies 9
Contract Management: 10
Staff Development 11
Relationship with Program Office 12
Management Reporting Requirements 13
Findings, Discussions, and Recommendations 14
Preaward Contract Activities 16
Procurement Planning
Internal Approvals
Financial Management
Contracting Methods and Contract Types
Solicitation and Proposal Evaluation
Findings, Discussions, and Recommendations
Contract Award Activities
16
16
16
17
18
18
23
Contract Pricing and Award 23
Contract Award 24
Findings, Discussions, and Recommendations 24
Contract Administration 28
General Considerations 28
Government-Furnished Property Management 29
Findings, Discussions, and Recommendations 30
Settlement and Closeout 32
General Considerations
Findings, Discussions, and Recommendations
Addendum to OC PMR (Contel)
CONF IDENTIAL
32
33
35
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Declassified in Part - Sanitized Copy Approved for Release 2013/09/10 :TCIA-RDP91-00981R000100110015-7
EXECUTIVE SUMMARY
A Procurement Management Review (PMR) of the Office of
Communications Contracts Branch (OC-CB) was performed during February
and March 1988. The review was conducted in accordance with a PMR
Plan approved by the Director of Logistics (D/L) and the Procurement
Executive (OL/PE).
The PMR focused mainly on those contract actions processed by
OC-CB during fiscal-year (FY) 1987. The contract activity during
this period was performed by four contracting officers (CO) and a
contract support assistant (CSA) who also performed all clerical
functions.
The recommendations contained in this PMR report are intended
to assist OC-CB in complying with Agency policies and procedures
issued by the D/L. None of the recommendations should impact on
OC-CB's ability to be responsive to the requirements of OC. Rather,
adoption of these recommendations should strengthen and improve the
quality of OC-CB's contracting procedures and ultimately enable OC
to better perform its mission.
The major findings included in this PMR report are:
? OC-CB has a broad delegation of contracting authority which,
if exercised, would enable the branch to process almost any
type of procurement action if directed by the Director of
Communications (D/CO) (see Exhibit A).
? Because of the large number of procurement requests issued by
OC, OC-CB, for the most part, has, restricted itself to
handling only those requests pertaining to development and
engineering services.
rnmc TnrMT T A T
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o OC's three major systems procurements were awarded
competitively in fiscal years prior to 1987 and are still
ongoing. Four new competitive awards were made in FY 1987,
two of which were major procurements. The four new
competitive awards made by OC-CB contributed to OC's
shortfall in meeting its competitive goal for FY 1987.
o OC-CB is awarding work order contracts for purposes and in
amounts for which the work order mechanism was not intended.
o Fifty-six funded actions of OC-CB's total
contract actions in FY 1987 (based on date effective) were
processed during the last quarter of the fiscal year.
Twenty-five actions valued at $32.2 million were processed by
OC-CB during the month of September
o Contract administration functions are being properly divided
between OC-CB's negotiators and the CSA.
o Only one final audit report from the Commercial Systems and
Audit Division, Office of Finance (OF/CSAD), has been issued
to OC-CB since the branch was established in FY 1984.
o OC management and technical personnel are pleased with the
support provided by OC-CB. They would like OC-CB to exercise
its broad delegation of authority; however, they realize that
the branch, until recently, was not staffed to do so.
The above findings among others, are discussed more fully in
the body of this PMR.
2
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