ePro Roles

A technical representative is the individual who provides technical direction on a contract and monitors contractor performance. A technical representative must be assigned by the division and designated in the contract prior to award for the following types of contracts and agreements:

• Design and Construction
• Fabrication
• Research and Development
• Any Other Contracts and Agreements
  • With quality assurance requirements (e.g., inspection, acceptance testing, acceptance, and/or training)
  • For complex equipment configuration  (e.g. telecommunications, scientific equipment with multiple parts, IT data or storage systems)
  • With project milestones
  • That require technical direction and/or performance monitoring related to the scope of work stated in the subcontract

If you need to become a technical representative, please complete Berkeley Lab’s online Technical Representative training (Course CFO 0330).

• Take the Technical Representative Training (CFO0330)
• How to run a report of employees who have completed technical representative training

This individual’s roles and responsibilities include:

• Providing technical direction on the subcontract and monitoring performance to ensure that quality, deliverables, and milestones are met
• Notifying Procurement of technical non-conformance, schedule delays, and cost overruns
• Ensuring that the subcontractor’s obligations related to patents, data, and copyrights are fulfilled (e.g., reporting of inventions and tangible data such as software and user documentation)
• Maintaining, reviewing, and approving non-contract documentation produced or used in contract performance
• Confirming acceptance of goods and services required on contracts (i.e., quantity, quality, installation, acceptance testing and associated training, written reports, and scientific data)
• Working with Procurement on managing contract changes, resolution of termination actions, and subcontractor claims and disputes
• Assisting Procurement & Property Management on managing government property during contract performance and government property disposition when work is complete
• Coordinating with the invoice certifier and/or requester to certify that goods and services have been received per contract requirements prior to final invoice payment
• Assisting Procurement to close out contracts, as needed. This includes verifying that work is complete; reports are received; proper certifications have been obtained; and no issues, claims, or invoices are outstanding

This is the person who enters purchase requisition data into the ePro system. Online ePro Requisition Preparer course FMS 1406 must be completed in order to obtain access to ePro as a Requisition Preparer.

• Take the ePro Requisition Preparer Training (FMS1406)
• View the list of ePro requisition preparer-trained employees 

The Requisition Preparer is responsible for:

• Working with the requester to identify the scope of the procurement and provide documentation to Procurement applicable to purchase
• Identifying the invoice certifier, as necessary

This is the requester’s supervisor unless the supervisor does not have signature authority.  In that case, another Authorized Signer from the division with sufficient signature authority for the requisition can be selected. See below information regarding additional requisition approvals that might be applicable.

• It is recommended that Requisition Approvers take online ePro Requisition Approver training (Course FMS 1407).

This is an individual in Procurement responsible for the solicitation, negotiation, award, administration, and closure of subcontracts. The procurement specialist is responsible for:

• Ensuring that a trained technical representative is designated in the subcontract when applicable
• Managing the administrative aspects of the subcontract (i.e., pricing, contract provisions, award, and modifications)
• Maintaining all subcontract documentation
• Working with the requester and technical representative regarding subcontractor performance and deliverables, and to resolve quality issues, disputes, and claims
• Evaluating and administering subcontract changes, including notices to proceed, in coordination with the requester and technical representative
• Reviewing invoices for conformance to contract terms when concurrence of the procurement specialist is required (invoices over $100,000 for all high value (>$1M) subcontracts)
• Working in conjunction with the requester and technical representative as needed to close the subcontract upon completion and acceptance of the work.

This is an individual who is designated by a division to review and certify invoices, and to validate the receipt of goods or services prior to payment (see RPM Section – Invoice Certifications). The Invoice Certifier is responsible for:

• Using the online certification system to certify in a timely manner that services have been performed and/or goods have been received and include all required supporting detail. For example, a Time and Material contract would require labor cost detail including names, positions, job classifications, hourly rates, the number of hours worked per day; the materials used, and the extended amount.
• Ensuring that invoices conform to all purchase order/subcontract requirements.
• Consults with the technical representative and/or requestor as necessary to confirm the above.
• Notifies the supplier and the procurement specialist of any discrepancies to resolve them in a timely manner.