Contracting Officer

Introduction

This position may serve as part of an Incident Management Team, a Buying Team, or as a single resource providing procurement support for fire suppression or all-risk assignments; e.g., hurricanes, floods, etc.

Duties

• Procures the most difficult items (i.e., is subjected to complex acquisitions that are not typical of regular procurement duties).
• Administers various contracts that often are not consistent with well-established regulations and laws.
• Negotiates emergency Equipment Rental Agreements, Land Use Agreements for unusual and nonstandard items that could accrue substantial dollars.
• Uses expert professional level judgment to interpret guidelines, establish procedures, decide on approaches, resolve or prevent specific problems.
• Reviews detailed nonstandard statements of work for adequacy, etc.
• Terminates contracts and uses negotiated techniques to do so, as necessary.
• Changes default charge code Job code) in the Purchase Card System (PCMS) to an incident job code when dispatched to an incident.
• Places orders and processes all related paperwork, including completing waybills and maintains logs in a timely manner and in accordance with regulations.
• Audits orders, waybills, and vendors' invoices to assure that paperwork is complete, documented adequately, and copies are available for files. Documents receipts with proper management/accounting code, resource order number, and signatures. Files documents appropriately.
• Confirms verbally placed purchase orders in writing and in a timely fashion.
• Keeps the Buying Team Leader or Assistant/Deputy Leader or other identified supervisor informed of day-to-day actions, including resource order status and any problems.
• Prepares necessary documentation for property, commissary purchases, and Emergency Equipment Rental Agreements. Ensures that the documentation is complete (e.g., that the Equipment Use Envelope -OF-305 -contains the Agreement, resource order number, pre-use inspection, use invoice, and beginning shift ticket showing time and location at time of hire).
• Relays to dispatch and/or expanded dispatch or incident camp, whichever is applicable, the estimated time of departure (ETD) and estimated time of arrival (ETA) for shipments (e.g., for supplies, equipment from the Buying Team to the incident base).
• Completes and files paperwork daily. May be required to input costs into spreadsheet as necessary.
• Reconciles accounts no later than 30 days after a transaction appears in PCMS, absent extenuating circumstances.
• Issues Contracting Findings and Determination, if appropriate.

Position Knowledge and/or Requirements

• Professional level in-depth, broad knowledge of the Federal Acquisition Regulations (i.e., FAR Part 12,13,14,15,16, and 17; FSAR Part I Complexity Requirements; Exigency Requirements/procedures; AGAR), methods, procedures, and business practices, coupled extensive contracting experience sufficient to handle the most difficult and complex procurement assignments.
• Requires completion of I-100, Introduction to Incident Command Systems; S-260, Interagency Business Management; S-261, Applied Interagency Incident Business Management.
• Must complete annually the incident micro purchase refresher course in order to maintain a purchase card.
• Must have been a warranted Contracting Officer with at $100,000 to $1,000,000 purchasing authority at the time of departure from the Federal Government.
• Must be current in maintenance training as required by the FSAR.

Supervisory Controls

The supervisor or other designated authority assigns work with standing instructions and objectives, priorities, and deadlines, and indicates special considerations or unusual requirements.

The incumbent independently plans the manner in which assignments are to be carried out, and handles problems and deviations in accordance with instructions, policies, previous training, and accepted procurement practices.

Completed work is usually evaluated for appropriateness, technical soundness and conformity to policy and requirements. Methods used by the incumbent are not usually reviewed in detail.

Guidelines

Guidelines include FAR Parts 12, 13, 14, 15, 16, and 17; FSAR Part 1 Complexity Requirements; Exigency Requirements/Procedures; AGAR Regulations/Procedures; FSAR Part 1, Complexity Requirements; and Exigency Requirements/Procedures; and DOI and bureau policy statements and guidance materials. Because of the unique nature of some needed procurements, these guidelines are not completely applicable to all assignments.

The incumbent uses judgment in interpreting and adapting the available guidelines for application to specific cases or problems. The incumbent analyzes results and may recommend changes.

Complexity

The work typically includes varied duties that require many different and unrelated processes and methods, such as those required to make a variety of unique purchases using both non-competitive and competitive acquisition procedures. The incumbent makes rapid choices, under pressure, such as whether to meet requirements by ordering against an existing contract, or entering into a new contract, etc.

Decisions as to what needs to be done include the incumbent's assessment of unusual circumstances, variations in approach, and incomplete or conflicting data.

The work requires making decisions concerning such things as interpretation of considerable data, planning the work, or refinement of the methods and techniques to be used.

Scope And Effect

The work involves purchasing a variety of complex goods, services, and equipment to meet the objectives of the incident. The work involves applying conventional practices to resolve a variety of purchasing issues; e.g., restrictive specifications, urgent need, and insufficient price history.

How an item is purchased may affect the physical well-being of others. For example, arranging for the timely delivery of urgently needed medical supplies may affect care of patients.

Personal Contacts

Some contacts are with individuals from outside the agency; e.g., with contractor representatives.

Purpose Of Contacts

The purpose of contacts is to ensure and/or gain compliance with contract terms, and to ensure timely delivery of purchased services, supplies, and equipment.

Physical Demands

The work is primarily sedentary, but some physical exertion is occasionally required; e.g., some standing, walking, bending, sitting, traveling, and working extended hours.

Work Environment

Some physical discomfort (e.g., may be required to sleep on the ground) when assigned to an Incident Command Post.