Audit of Task Orders for the Union III Compound Awarded Under the Operations and Maintenance Support Services Contract

OIG recommends that the Bureau of Near Eastern Affairs develop Performance Work Statements for task orders SAQMMA15F0567 and SAQMMA15F1245 that comply with requirements identified in Federal Acquisition Regulation 37.602, “Performance Work Statement,” and Foreign Affairs Handbook Volume 14-2, Subchapter H-340, “The Performance Work Statement,” and provide the revised Performance Work Statements to the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, for incorporation and implementation via task order modifications.

OIG recommends that the Bureau of Near Eastern Affairs develop and implement a Quality Assurance Surveillance Plan in accordance with Federal Acquisition Regulation 46.4, “Government Contract Quality Assurance,” and the revised Performance Work Statements, to guide oversight of all ongoing and future revitalization, transition, and sustainment requirements for task orders SAQMMA15F0567 and SAQMMA15F1245.

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management properly assign all Assistant Contracting Officer's Representatives via a delegation memorandum to conduct oversight activities at the Union III Compound for Operations and Maintenance Support Service task orders SAQMMA15F0567 and SAQMMA15F1245, in accordance with the Foreign Affairs Handbook.

OIG recommends that the Bureau of Near Eastern Affairs develop and implement a process to validate, at a minimum on a quarterly basis, that oversight personnel perform and document in the contract files all required oversight tasks in accordance with Federal regulations, Department policies, and their delegation memoranda.

OIG recommends that the Bureau of Near Eastern Affairs, in coordination with the Department of Defense, identify requirements for task orders SAQMMA15F0567 and SAQMMA15F1245 and milestone dates for completion, and communicate the defined requirements to the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management by the established milestone dates.

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management promptly definitize task orders SAQMMA15F0567 and SAQMMA15F1245 for the Union III Compound once defined requirements are obtained from the Bureau of Near Eastern Affairs.

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management develop and implement a process to ensure undefinitized task orders are definitized within 180 days after the date of the letter contract or before completion of 40 percent of the work to be performed, whichever occurs first, as required by the Federal Acquisition Regulation. This process should include a method for tracking elapsed time frames on undefinitized contract actions.

OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management develop and implement a process to ensure that Department offices performing invoice reviews, including the Contract Management Office within the Bureau of Near Eastern Affairs, are provided timely notification of undefinitized task order awards and subsequent definitization actions.