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Supplying Principles and Practices > USPS Supplying Practices Process Step 3: Select Suppliers > Conduct Postaward Orientation Where Applicable
Conduct Postaward Orientation Where Applicable
Effective relationships between the Postal Service and its suppliers are
central to the success of any purchase. The relationship should be a
partnership, with each party working together to achieve a mutual goal. A key
element in establishing this relationship is conducting a postaward
orientation, which brings the selected Supplier face to face with the
Purchase/SCM Team to further clarify project requirements and objectives,
introduce the Supplier to the Postal Service's project team, and provide a
forum for resolution of possible issues or misunderstandings before project
kickoff.
The Purchase/SCM Team may decide that a postaward orientation is
needed. The extent of the postaward orientation depends on several factors,
including:
• The nature and extent of the preaward survey and any other prior
discussions with the Supplier
• Contract type, value, and complexity
• Item purchase history
• Requirements for spare parts and related equipment
• Urgency of the delivery schedule and relationship of the supplies
or services to critical programs
• Extent of subcontracting, including small business and diversity
opportunities
• Supplier's past performance and experience
• Length of period of performance
• Safety precautions required for hazardous materials or operations
• Complex financing arrangements (e.g., progress payments,
advance payments)
Postaward orientations should be held promptly after a contract is awarded.
The Contracting Officer should:
• Establish the time and place for the orientation
• Prepare the agenda
• Notify appropriate Purchase/SCM Team members
• Act as the chairperson
• Prepare a postaward orientation report
The Contracting Officer acts as the chairperson of the orientation and
conducts the proceedings. The Contracting Officer must emphasize that it is
not the purpose of the postaward orientation to change the contract. During
the contract award orientation, the Contracting Officer will:
• Introduce all participants.
• Discuss any unusual or significant contract requirements.
• Identify and emphasize the role of the Contracting Officer's
Representative (COR). Additional information on the COR can be
found in the Appoint Contracting Officer's Representatives
(CORs) topic of the Plan for Contract Management task of
Process Step 3: Select Suppliers.
• Identify any items (e.g., security clearances, subcontracting
plans) that the Supplier must obtain or provide before beginning
work.
• Establish a plan for resolving any identified issues that cannot be
resolved during the orientation.
At the conclusion of a successful postaward orientation, contract
requirements are clarified, misunderstandings have been resolved, and the
Postal Service and the Supplier are aware of, and prepared to fulfill, contract
requirements. Decisions resulting from postaward orientations may result in a
need to modify the contract, and this must be done by contract modification.
A contract modification is a written alteration in the specifications, delivery
point, rate of delivery, contract period, price, quantity, or other provision of an
existing contract. Except for certain mail transportation contracts, only
Contracting Officers may sign contract modifications.
The Contracting Officer or his or her designee prepares and signs a
postaward orientation report that covers all items discussed, including:
• Areas requiring resolution
• Controversial matters
• Information provided by both parties
• Contract deliverables
• Names of participants assigned responsibility for further actions
and the due dates for the actions
The report should also include the names and titles of all orientation
participants. Copies of the report are distributed to the Purchase/SCM Team,
the contract management office, the Supplier, and other key stakeholders
within the Postal Service who require this information.
Appoint Contracting Officer's Representatives (CORs) topic, Plan for
Contract Management task, Process Step 3: Select Suppliers
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