64 



Annals of the Smithsonian Institution 1999 



Office of Contracting 



John W. Cobert, Director 



During fiscal year 1999, rhe Office of Conrracring continued 

 to be the central office for advisory and assistance services to 

 the Smithsonian Institution museums, research institutes, 

 and offices (units) on contracting and procurement require- 

 ments. These services were provided directly by the Office of 

 Contracting staff, and indirectly through the over 400 indi- 

 viduals at 66 Smithsonian units who have been delegated 

 authority by the Director of the Office of Contracting to 

 make transaction commitments on behalf of the Smithsonian 

 Institution. Administrative and program support to the 

 Smithsonian units was also continued in FY 1999 by the 

 Administration Division through the activities of the Travel 

 Services Branch and the Property and Inventory Manage- 

 ment Branch. 



Under the guidance of Office of Contracting staff, neces- 

 sary actions were completed by the units, or in the Office of 

 Contracting, for the formation and administration of busi- 

 ness transactions involving most of the Smithsonian's 

 appropriated federal and Institutional trust funds that were 

 obligated during the fiscal year. Major contract awards by 

 the Federal and Trust Fund Contracting and the Renovation 

 and Construction Contracting Divisions during FY 1999 in- 

 cluded a contract for renovations to the Castle and to the 

 Arts and Industries Building, and a contract for renovations 

 to the Carnegie Mansion and Miller Fox townhouse of the 

 Cooper-Hewitt, National Design Museum. Contract admin- 

 istration was continued for completion of the Cultural 

 Resources Center (CRC) of the National Museum of the 

 American Indian located in Suitland, Maryland, which was 

 opened in February 1999. 



The Business Contracting Division provides advisory and 

 planning support services to the Smithsonian units for in- 

 come-generating contracts and special business relationship 

 agreements. During FY 1999 the Business Contracting 

 Division completed agreements for some of rhe Smithsonian- 

 sponsored events that were part of the "Millennium on the 

 Mall" celebration. An agreement to purchase the Victor 

 Building was also developed and negotiated with the assis- 

 tance of the Business Contracting Division staff. 



The Procurement and Training Branch continued to con- 

 duct and sponsor procurement-related training courses in FY 

 1999. These courses were designed to provide staff at the 

 Smithsonian units with information to assist in effective and 

 efficient management of the decentralized procurement 

 program, as well as to support unit responsibilities for devel- 

 oping and managing contracts. During FY 1999, the Office 

 of Contracting was able to accommodate 425 participants at 

 the 19 training courses that were conducted. The courses 

 covered six different topics. 



The Travel Services Branch completes travel arrangements 

 and provides carrier-ticketing services for Smithsonian em- 

 ployees. There were 10,758 transactions completed by the 

 Travel Services Branch during FY 1999. Transactions cover 

 tickets issued and allowable refunds for rravel that was not 



completed. In November 1998, the Travel Services Branch 

 issued information and guidance to Smithsonian staff regard- 

 ing the change of employee travel card provider that was 

 effective at the end of the month. Ms. Judith Petroski, 

 Travel Services Branch Manager, met with the Smithsonian 

 Administrative Officers to advance information regarding 

 the travel card provider procedures and the commensurate 

 changes to the Smithsonian's travel card policy and coordina- 

 tion practices. 



Among the services that the Property and Inventory 

 Management Branch staff provided to the Smithsonian units 

 during FY 1999 was to tag and tecord more than 2,200 

 items of accountable property. Other services provided in- 

 cluded delivery of approximately 6,100 items to the 

 Smithsonian units that involved 2,700 trips by the central 

 warehouse staff 



The Office of Contracting staff is dedicated to providing 

 quality services to our clients to assist in furthering the mis- 

 sion of the Smithsonian Institution. We shall continue to do 

 our very best to assist in bringing to fruition the world-class 

 exhibits, programs, and services that the public enjoys, and 

 has come to expect, from the Smithsonian Institution. 



Office of the Treasurer 



Sudeep Anand, Treasurer 



The Office of the Treasurer (OT) is responsible for ensuring 

 the growrh, safety, and integrity of the Smithsonian's finan- 

 cial assets, developing funding for major new Trust projects, 

 and preserving and protecting its operations, collections, 

 facilities, and other assets. 



OT manages the Institution's Endowment and working 

 capital funds. The overall objectives of the Endowment are 

 to provide a stable, growing stream of payouts for current 

 expendirures while protecting the purchasing power of the 

 Endowment. Investment of the Endowment to ensure that it 

 grows more rapidly than inflation contributes importantly to 

 the financial strength of the Institution. In 1999, OT man- 

 aged over S700 million in assets. 



OT is responsible for the evaluation, structuring, and fund- 

 ing of major Trust projects. The disciplined evaluation of new 

 projects ensures that the Institution manages its capital re- 

 sponsibly. The effective strucruting and funding of major 

 projects provides the wherewithal to undertake the major 

 building (and orher) projects, which are required to dramati- 

 cally increase the public impact of the Smithsonian. In 1999, 

 OT was actively involved in the NASM Dulles Center project. 



OT is also responsible for the risk management, insur- 

 ance, and disaster preparedness planning programs of the 

 Institution. 



The risk managemenr program identifies the risks inher- 

 ent in dealing with large audiences, research activities, and 

 the businesses of the Smithsonian. The insurance programs 

 are designed to complement the federal immunities in pro- 

 tecting the Institution against this broad range of risks. In 



