It sounds easy. Just pick people for the government to talk to, send notifications to and promote acknowledgements pertaining to expertise. Oh, yeah, and to fill up their agency databases. But everything has a purpose and these choices can cause hiccups by way of missed communication, unmet requirements and neglected sales points.
Block 6 upon the Signatory Authority Form automatically applies as the government can contact any of the listed at any time for any reason without being susceptible to any legal ramifications. Sometimes those people are busy, though.
It is not uncommon to list various points of contact in Block 7 but Block 6 is always a fallback for both parties.
Vendors will have to select a primary contact, an ordering contact and a sales POC. However, the databases of some agencies will also require an alternate POC, a technical POC and a POC for IT. You can choose the same person for everything, but keep reading. I got a couple stories.
You may think the POC just talks to the CO. Nope. That’s only part of it. What if there’s an issue with an order? What if there’s a required report due inside a password protected portal? What if there’s a question for the product engineer because something broke or doesn’t work as advertised? What if somebody gets sick or even leaves?
It’s a good idea to have a contingency plan in place. Chances are, these guys and gals play musical chairs. If they do then you must do a mod because the government cannot speak to unauthorized personnel concerning a federal contract.
Furthermore, it is wise to create a universal username and password for the database(s) unless you’ve hired a lifer. Just wait. There’s a story. Also, you may desire to distribute copies of your award package to all POCs and make hard copies and keep a digital version as well as the email that houses the original. Do not forget them if the tea cups move. That way everybody’s up to speed amidst change or turnover.
Also, this may not be the time to stick the name of a 20-something winderkind in one of these roles unless he is definitely a subject matter expert. There’s no story. Military officers call. National and weather emergencies happen. People yell. Time and money are on the line. Information needs to be relayed.
Now, the fun part. The stories. I had a vendor who fired their POC. Before leaving, they password protected the folders housing the files. The digital documents could not be accessed by the newbie. They also could not access the filing cabinet because the previous employee locked it and stole the key. The C-suite was listed in Block 6 as well as the designated contacts but they were all on travel at a conference. I could not talk to anybody nor did I know the newbie from Adam. I could not trust them. Trust isn’t in the FAR. Their only choice was a FOIA to get copies of the contract files. Her bosses left them alone because they were comfortable with their contingencies. Upon their return they were shocked. The newbie was ecstatic they were not fired. That made the C-suite laugh.
Second story. I sent an FPR in mid-April. The designated authority took an overseas vacation upon his wife’s advisement for three months. The final in-house review happened in late July and the award was final mid-August. Four months after final negotiations. He left immediately after. Try treading water on that one with your boss. He didn’t believe it and his higher-ups in DC required the message. So, I provided the phone recap to his pretty young thing playing Executive Assistant and he rolled his eyes in disgust at me. There’s nothing I could do. I wasn’t on their payroll. Just the government’s.
In closing, I understand the importance of hierarchy and trust when it comes to authorizing business. However, the CO must have access to somebody. If you don’t plan on that business plans change in a hurry.
If you think I can help you then email nicholas.s.robertson@outlook.com for your introductory message and free consultation.
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