3.6 EXERCISE: SOME MONITORING ISSUES Directions 1. Working in groups, read the following letters and memos. 2. Playing the role of Norma, write a: Letter to Mr. Potts replying to his request for authorization Memo to Mr. Lincoln cautioning him about initiating constructive changes Memo to Mr. Leader regarding the Flower Factory letter 3. Be prepared to present your answers to the class. Letter Flowers in Our Neighborhood, Inc. 3001 Rosebush Street Philadelphia, PA 19019 RE: Contract No.: 36C24419C0001 Ms. Norma Jackson Contract Specialist Contracting Office VA Medical Center 1400 Blackhorse Hill Rd. Coatesville, PA 19320 Dear Ms. Jackson, Yesterday, my crew attempted to drive our truck onto the medical center grounds to begin work on our contract. Although the wide sidewalks obviously are used by various service vehicles, the security guards denied us access without official authorization. Please provide appropriate authorization. Without it, our work may be seriously delayed and possibly not feasible. Sincerely yours, Dustin Potts President 1. Letter to Mr. Potts replying to his request for authorization:Scenario: Memorandum TO: Norma Jackson, Contract Specialist FROM: George Lincoln, Facilities Manager RE: Contract No.: 36C24419C0001 Yesterday, Mr. Potts of FONI called to complain about lack of access for his truck and crew to building grounds using the sidewalks. I explained we would provide access between 8:30- 11:30 a.m. and 1:30-4:30 p.m., but only if he makes a formal request. If authorized, he can obtain access by notifying me by telephone a day in advance. I then will notify the security guards. During the conversation, I also expressed my concern that he was getting a late start on contract performance. Because I think it is essential to keep a close watch on how he sticks to his schedule, I plan to ask him to provide me with a weekly written report of progress. Mr. Potts and I have a meeting scheduled late next week to make arrangements for the 30-day inspection. I plan to request a weekly progress report at that meeting. Although these reports are not a requirement in the contract and were not discussed at the postaward conference, such reports will make my work easier. 2. Memo to Mr. Lincoln on asking for written progress reports:Scenario: Memorandum TO: Norma Jackson, Contract Specialist FROM: Donald Leader, Contracting Officer See the attached letter. Because contract awards are public information, I've written back to Ms. Gardener confirming that a contract has been awarded to FONI for landscaping services including planting geraniums. However, I think the letter ought to alert you to a potential problem. What do you think? I've tried to contact Peter several times now without success. Yesterday, I was told his phone has been disconnected. I do hope everything works out all right for him. Letter The Flower Factory P.O. Box 1121 Philadelphia, PA 19020 Mr. Donald Leader Contracting Officer VA Medical Center 1400 Blackhorse Hill Road Coatesville, PA 19320 Dear Mr. Leader, Mr. Dustin Potts, president of Flowers in Our Neighborhood, Inc., has placed an order with us for 6,400 plants, including shrubbery and geraniums. Normally, we require a sizable deposit on such large orders for perishables. Mr. Potts says he is unable to provide a deposit at this time. However, he assures us that the purchase is on behalf of a contract he currently has with the government. Based on his past history with us, I would not be willing to extend this amount of credit unless I am assured he does have the contract. Would you please confirm that such a contract has been awarded to FONI? Thank you. Sincerely, Rose Gardener Credit Manager 3. Memo to Mr. Leader on implication of Ms. Gardener's letter