Snapshot of the Expert Witness Process

Item

Process

Responsible Office/Individual

1

Identify the need for an Expert; obtain Budget/Office Management approval; and identify COR

Requestor

2

Provide high-level notification to budget/acquisition office of the type of expert needed, COR assigned, estimated value and estimated need by date

Requestor

3

Assign a CO; reach out to customer; provide resource materials; and start tracking

Acquisitions Branch

4

Identify your expert; estimate the cost range; and validate availability of funds

Requestor/COR

5

Begin acquisition planning (preparing initial drafts of acquisition package)

Requestor/COR

6

Prepare and submit unfunded request (UFR), if required

Administrative Officer/Budget Team

7

Assess COR training requirements and conduct training, if required

COR

8

Finalize list of desired experts and notify acquisitions/CO

Requestor/COR

9

Coordinate with Expert regarding SAM registration requirements and alternate methods

Requestor/COR

10

Review/consider/work on SAM requirements

Expert Witness

11

Finalize acquisition planning (finalize all acquisition documents)

Requestor/COR

12

Create and submit purchase request and secure funding

Administrative Officer/Budget Team

13

Add work to the acquisition queue; manage the queue; prioritize work; and await available Contracting Officer

Acquisitions Branch

14

Finalize SAM registration determination with Expert:

a.       Expert will complete SAM registration prior to award. (No deviation)

b.      Expert will complete SAM registration, but not prior to award. (Temporary deviation)

c.       Expert will not complete SAM registration. (Full deviation)

Contracting Officer

15

Review acquisition package; build contract folder; obtain expert pricing/proposal information; and inform COR of progress

Contracting Officer

16

Create draft contract in _________

Contracting Officer

17

Create contract file documentation (including Determination and Findings (D&Fs), fair and reasonable price determinations, etc.)

Contracting Officer

18

Draft SAM deviation memorandum; obtain OGC review/concurrence; and obtain approval (required only if temporary or full SAM deviation is necessary)

Requestor/COR

(for drafting & internal approvals)

Contracting Officer

(for external review/approvals)

19

Perform quality control review of draft contract

Acquisitions Branch

20

Send contract to Expert for review; negotiate any terms and conditions; obtain signatures; distribute contract; record award in FPDS and issue COR Appointment Letter

Contracting Officer

21

Ensure SAM registration has been finalized and verified (required only if temporary SAM deviation is necessary)

Contracting Officer

22

Manage the contract

COR/Expert Witness