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Acquisition Strategy Briefing Template

Acquisition Strategy Briefing Template

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Acquisition Strategy Briefing Template

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  1. Acquisition Strategy Briefing Template December 2012 • This template is TMA’s preferred model for briefing the Decision Authority (DA) for acquisitions of services. It is designed to guide the user through the myriad of topics and issues to be addressed in an acquisition strategy. • Each strategy should address those topics that apply. • The basic goal of this briefing is to demonstrate to the DA a well thought-out acquisition strategy that considered all the important issues. • This template addresses all of the potential areas DoD and TMA require to be addressed when discussing a particular program strategy. • See DODI 5000.02 Enclosure 9 and TMA TAD 37-01 for specific guidance for acquisitions of services. • Additional guidance is provided in the ‘Speaker's Notes’ associated with each slide in this briefing. • Sample charts are provided for some areas. If the sample charts are not appropriate for your presentation, alternate charts may be used consistent with the type of information and the specifics of your acquisition.

  2. Acquisition Strategy Briefing [Program Name] Name Office Date of Briefing Version #

  3. blank The information contained in this briefing is Source Selection Information. It may not be disclosed to anyone not a member of the established source selection organization without the approval of the Source Selection Authority or the Contracting Officer

  4. Overview

  5. Overview Overview Requirements Development & Market Intelligence Acquisition Planning Risk Mitigation Contract Parameters Contract Oversight & Performance Evaluation What Worries Me Recommendation Backup

  6. Overview Don’t wait to the end to bring up the negatives! • Bottom Line Up Front • Decisions you are requesting • Approve Acquisition Strategy • Approve applicable delegations • Major issues • Stakeholder Issues • Significant Risks • Contractor to Government In-sourcing • Organizational/Personal Conflicts of Interest • Other Concerns • Proposed Deviations and/or Waivers (if applicable)

  7. Overview Multifunctional Team

  8. Overview Decision Authority Decision Authority: Coordinating Organizations: - COD-A, COD-FC, CIO, etc Requirements/Direction Requirement is for: (briefly describe) Using Organization(s): SRVD Approval Date: Acquisition Strategy Discussion PSC: Competitive: Contract Type: Contract PoP: Proposed Deviations & Waivers: Estimated Contract Award Date: Start Date: Financial Data Est. Total Contract Value: Fund Type: Fund Source:

  9. Overview • Program goals and objectives • Aligned to mission & focused on the desired results • Service Level? Cost? Availability? • Should be specific and quantifiable • Examples • Complete and uninterrupted support 24/7 • Conduct a study • Perform contract support • Perform program management support

  10. Requirements Development & Market Intelligence

  11. Requirements Development & Market Intelligence • Requirements Development • How was requirement previously satisfied • Historical Overview (existing contract) • Current contract scope & PoP • Expiration date? Extensions? • $XXXM Value - $XX million/year • Requirements changes from previous contract • Impact of in-sourcing • Expanded, Reduced, Eliminated? • Discuss any changes as well as any lessons learned/things you’re fixing, etc, that are being included in new requirement • If planning sole source, detail authority and plans for future opportunities for competition

  12. Requirements Development & Market Intelligence See notes for additional thoughts on what Market Intelligence and Market Research may include Use as many charts as necessary • Market Intelligence • Provide analysis of the market for this service • Market Research Activities • Detail market research activities

  13. Requirements Development & Market Intelligence • Small Business • Small Business capability survey • Is this acquisition appropriate for Small Business set-aside? • If so, what are your recommendations? • Bundling or consolidation decision • Is this acquisition appropriate for full and open competition? • Subcontracting plan (if applicable) • Describe your approach for incorporating SB subcontracting goals into your overall acquisition strategy • Identify the SB subcontracting goals • Describe how SB subcontracting plans will be evaluated • Identify planned contract incentives to encourage aggressive SB subcontracting

  14. Requirements Development & Market Intelligence Conclusions of Requirements Development & Market Intelligence (e.g., How did your market intelligence activities shape your requirement/strategy?)

  15. Acquisition Planning

  16. Acquisition Planning • Proposed acquisition strategy • Competitive or sole source? • Period of performance • Contract Type (single or multiple award, IDIQ, etc) • CLIN Types (e.g., mix of FP and CR) • Rationale for proposed strategy

  17. Acquisition Planning As Applicable • Contract Incentives • Proposed incentives and standards for metrics • Targets for incentives and measures for success • Value added and expectations • Required Waivers or Deviations • Note waivers or deviations that require prior approval • Approval level • N/A if not applicable

  18. Acquisition Planning Milestones KICKOFF MEETING/IPT Date REQUIREMENTS APPROVAL Date MARKET INTELLIGENCE / RFI SYNOPSIS Date PEER REVIEW Date ACQUISITION STRATEGY/SOURCE SELECTION PLAN BRIEFING Date J&A/ACQUISITION PLAN (or Acq Strategy) APPROVAL Date DPAP NOTIFICATION/COORDINATION (as applicable) Date DRAFT RFP RELEASE Date FEDBIZOPS SYNOPSIS OF FORMAL RFP Date PRESOLICITATION CONFERENCE (if Comp) Date PEER REVIEW Date RFP RELEASE Date PAST PERFORMANCE RECEIVED Date PREPROPOSAL CONFERENCE (if Comp) Date PROPOSALS RECEIVED Date INITIAL EVALUATION BRIEFING Date RELEASE EVALUATION NOTICES Date FINAL PROPOSAL REVISIONS BRIEF Date REQUEST FINAL PROPOSAL REVISIONS / CLOSE DISCUSSIONS Date FPR RECEIPT Date FINAL DECISION BRIEF Date SSA DECISION Date PEER REVIEW Date CONGRESSIONAL NOTIFICATION (as applicable) Date CONTRACT AWARD Date DEBRIEFINGS (if Comp/if requested) Date Example -- Change as Applicable Include necessary team training (DAU, etc.)

  19. Acquisition Planning Recalculate • Discuss cost-sharing arrangements if applicable. Conclusions on cost/budget analysis/issues Example -- Change as Applicable

  20. Acquisition Planning Example--Change as Applicable to Acquisition • Source Selection Procedures • Performance price trade-off (PPT) • Performance is approximately equal to price • Evaluation Criteria: All subfactors are equal in importance and are not in descending order • Technical Capability (Pass/Fail) • Subfactor 1: (ex. Logistics Support) • Subfactor 2: (ex. Program Management) • Subfactor 3: (ex. Transition Phase In/Out) • Past Performance • Recent and Relevant Performance within X years prior to release of RFP • Maximum of X contracts for prime contractor and maximum of Y contracts for proposed major subcontractors • Cost/Price • Realistic, reasonable & balanced • Methodology: (ex. sample tasks)

  21. Acquisition Planning Example

  22. Risk Management

  23. Risk Management • Risk Mitigation: Discuss various mitigation strategies to address risks Low Mod High • Risk Areas—Performance, Cost, Schedule • Mitigation Plan Risk Areas Mitigation Plan Risk Areas Mitigation Plan Risk workshop or similar training completed -- Date

  24. Risk Management Potential Evaluation Area Risk Assessment RFP Sec M Evaluation Criteria Risk Assessment Low Evaluation Area Risk Assessment High Evaluation Criteria Evaluation Area Risk Assessment High Evaluation Criteria Evaluation Area Risk Assessment Low Evaluation Area Evaluation Criteria Evaluation Area Risk Assessment Moderate Evaluation Area Risk Assessment Low Evaluation Area Risk Assessment Low Evaluation Criteria Risk Assessment Moderate Evaluation Area

  25. Risk Management As Applicable Use as many charts as necessary • Possible issues • Technical • Data rights, compliance based restraints (environmental, safety, etc) • Contractor to Government In-sourcing • Potential OCI issues to include inherently governmental functions/closely related to inherently governmental functions • Other significant issues • e.g. pending legislation (both program related and service specific impacts), DOL wage determinations, union agreements, etc

  26. Risk Management As Applicable Use as many charts as necessary • Contractor Support • List contractors on staff supporting requirements development and/or source selection • List by name, company, roles and responsibilities • Identify and evaluate potential organizational conflicts of interest • Discuss your plans to avoid, neutralize, or mitigate

  27. Risk Management Conclusions of Risk Assessment (e.g., How did your risk analysis shape your acquisition planning?)

  28. CONTRACT PARAMETERS

  29. Contract Parameters • Award: • e.g., single contract, multiple award contract • Duration: • Base period and all option periods to include phase-in • Pricing arrangement: • e.g., fixed price, cost reimbursement, time and materials, labor hour, or variations, based on guidance in FAR Parts 12 and 16 • Special clauses (H clauses) • e.g., Organizational Conflict of Interest mitigation plan

  30. Contract Parameters Example -- Change as Applicable • Contract/Task Order CLIN Structure • 0001 - Firm Fixed Price (FFP): For static low risk services or straight advisory service with deliverable outcome • 0002 - Cost Plus Incentive Fee (CPIF): Requirements that incentivizes the contractor with objective metric data and measurable performance • 0003 - Labor Hour (L/H): For higher risk, level of effort, assistance on projects or to fill gaps (surge requirements) • 0004 - Travel (Cost reimbursable): Allowable travel costs (i.e. training, conferences, site visits, exercises) • 0005 - Incidental Material (Cost reimbursable): Material for requirements that may have a deliverable (i.e. software and/or hardware or incidental to the overall project) • 0006 - Contract Data Requirement List (CDRL)

  31. CONTRACT OVERSIGHT AND PERFORMANCE EVALUATION

  32. Contract Oversight & Performance Evaluation Examples • Describe your approach for managing performance on this program • Who is responsible/accountable for gathering/managing performance information? • Level of experience of appointed personnel; full/part-time duties; training • What processes/methods will be used to identify and remediate performance issues? • What efforts will be taken to identify ways to seek performance improvements? How will performance issues be communicated and resolved?

  33. Contract Oversight & Performance Evaluation Service Delivery Summary Items Example -- Change as Applicable

  34. Contract Oversight & Performance Evaluation Example-- Change as Applicable • Inspection Methods and Frequency • Incentives for Successful Performance • Options Exercised • Favorable CPARS • Unacceptable Performance - Failure to Meet Performance Standards • Negative CPAR ratings, Re-performance at no additional cost to the Government, Reduction in Contract Price, etc. • Quality Assurance Approach • All CORs - Standardized CO or QAPC led training & CO led training • CORs will inspect performance IAW Quality Assurance Surveillance Plan and Quality Control Plan • PMRs • Held quarterly; more frequently if needed • Emphasis on overall performance and process improvement • Annual Execution Reviews/Post Award Peer Reviews

  35. WHAT WORRIES ME

  36. What Worries Me This is an opportunity to communicate internal concerns to the SSA • Discuss political issues (if applicable) • Specific member or staffer interest • Congressional language or budgetary earmarks • Discuss any issues that are of a particular concern to the PEO • Ex. OSD oversight issues • Ex. Funding instability • Explain how you intend to track these areas specifically and report to the SSA any problems

  37. RECOMMENDATION

  38. Recommendation Example -- Change as Applicable • Approve this Acquisition Strategy • Performance Price Trade-off with Technical Factors • Full & Open Competition • 5 Year Contract – 1 Year Base and (4) 1 Year Options • FPIF • Provide approval to proceed for applicable Determinations and Findings: • Waivers, etc • Issue the Decision Memorandum signifying approval of the above