PHASE 1 Drafting & Approving Acquisition Plans

1. PHASE 1 Drafting & Approving Acquisition Plans

2. What Is Acquisition Planning? Planning is a key part of any successful procurement. Acquisition planning is the process for coordinating and integrating the efforts of all those responsible for an acquisition. Acquisition planning results in a comprehensive written plan. The plan explains how CFSC’s need will be met on time and at a reasonable cost. Acquisition planning includes developing the overall strategy for managing the acquisition, including administration of the contract after award. An acquisition plan means taking the steps necessary to develop and secure approvals for an strategy to obtain NAF requirements in the most effective, economical, and timely manner.

3. What is the Acquisition Strategy? • The overall approach to obtaining goods and services for particular • efforts or programs. • After market research, determine if product or service is commercial or • NAFI-unique • Requires planning and teamwork • Developed in coordination with all acquisition team members • (Contracting, Budget, Technical, Managers, Legal)

4. When is a Written Acquisition Plan (AP) Required? • For all requisitions exceeding $100,000 - including options • Not required for commercial off-the-shelf supplies (NOTE: CFSC lawyers will read this exception narrowly) • Contracting Officer’s decision for requisitions below $100K (also read narrowly – decision based on objective factors: uniqueness of product; complexity of procurement; unusual cost or procurement technique).

5. How long must an Acq Plan be? Long enough to Recite key business considerations Explain your plan to achieve competition Show how you will minimize price Describe your plan to administer the contract, and Display the signatures of approving officials For simple procurements – may be only one page

6. What Should I Consider in Planning My Procurement? • Is it really necessary to buy these goods & services, or can the work be done “in-house?” • What is the history at CFSC in buying these goods & services? Are there a large number of potential suppliers? • Clearly state what is most important to you -- the requiring activity(Timely completion? Cost? Quality performance?) • How will you minimize cost? Is the true cost the “life-cycle” cost?

7. Who is Responsible for Preparing the Acq Plan? • Project Officer of the Requiring Activity • What is the Project Officer’sResponsibility? • Use templates provided during this training to draft written plan • Coordinate Acq Plan with contracting officer, legal, finance. • Ensure that the Plan captures key points of the business strategy • Obtain required approval signatures -- • Work with the contracting officer, legal, etc., to maintain the Acq Plan, including the milestone chart. Amend as necessary.

8. What Information Should Be Included in Written AP? • Acquisition approach • Budgeting and funding (UFM? MIPR?) • Sources (widely available product? Sole source?) • Contract type (if known at time of planning) • Alternative acquisition approaches • Milestones • Technical information

9. Conduct a Risk Analysis of Your Acquisition • Identify risks • Technical risk – uncertain specifications • Cost risk – sufficiency of the funds • Schedule risk – timely project completion • Describe your plan for mitigating risk • Positive & negative incentives • Contractor surveillance • Future decisions to exercise options

10. Can Consulting Services Help Develop a Written Acq Plan? • Contractors sometimes assist agencies in developing complex acquisition documents and in evaluating proposals. • Using a contractor should be the rare circumstance (Remember that this work, itself, would be done under a contract.) In almost all cases there is ample talent on the CFSC staff • Can an Acq Plan be Updated? • Should be revised if circumstances change • Revisions typically by a signed modification to the plan.

11. Who Should Receive a Copy of the Acq Plan? • All functional personnel having a need-to-know • (Contracting, Budget, Technical, Managers, Legal) • Copies may not be released to the public (unless released pursuant to FOIA procedures.) • Since the Acq Plan is part of the audit trail for the procurement, a copy must be placed in the contract file

12. Where can I learn more about Acquisition Plans? • Army Regulation 215-4, Chapter 3 – Acquisition Planning and Development • NAF Contracting Web Site – Policy/Guidance, “How-To- Handbook, “Acquisition Planning” • Federal Acquisition Regulation Part 7 • DFARS Part 207