Customer: Defense Information Systems Agency (DISA)

Defense Information Technology Contracting Organization, National Capital Region (DITCO/NCR)
Prime Contractor: Business Promotion Consultants, Inc. (BPC)
Subcontractor:  None

Project Description

The Challenge:  

DISA had a backlog of contracts to be closed out, in compliance with FAR (Federal Acquisition Regulation) requirements. DISA engaged BPC to:

• Develop standard procedures for closeout of expired contracts
• Reduce the backlog of expired contracts awaiting closeout
• Provide training for DISA employees to continue the effort inhouse, following initial contractor efforts by BPC.

The Work:

BPC performed the following:

• Assessed DISA’s contract administration organization and processes, as they related to the closeout of expired contracts
• Analyzed governing regulations (such as FAR, DFARS, and internal DISA policy and procedures documents) regarding the processing of expired unclassified contract files
• Developed procedures to efficiently closeout contracts in conformance with DISA guidelines, incorporating use of an automated system in the closeout procedures
• Modeled the process for contract closeout including:
• Manual simulation of the intended automated process
• Development of an automated tool for management of, and reporting on, the status of closeout process activities and backlog
• Testing of the process and automated system on a representative sample of each type of contract in the closeout backlog
• Implemented the automated system and performed contract closeout activities to reduce the backlog
• Conducted training for designated DISA contracting personnel
• Handed over closeout operations to DISA after automated system acceptance and completion of closeout training for DISA staff

The Benefits:

BPC’s work resulted in the following:

• BPC developed and documented Standard Operating Procedures for closeout activities at DISA in sufficient detail to permit transfer of closeout activities to DISA contract administration personnel
• BPC reviewed and organized contract files on over 400 expired contracts
• BPC completed the closeout of 20% of the five-year backlog of completed contracts waiting to be processed

• BPC developed and implemented an automated closeout tracking system
• BPC populated the automated system with all required data on contracts closed out and/or in process at the end of the performance period
• BPC trained DISA personnel in closeout procedures and governing policy and regulations, as well as in the use of the automated tracking system
• DISA continued implementation of BPC’s closeout procedures and automated system, in both their unclassified contracting organization and in their classified contracting organization