Acquisition Planning

1. Acquisition Planning

2. FAR Part 7 (a) Agencies shall perform acquisition planning and conduct market research (see Part 10) for all acquisitions in order to promote and provide for -- (1) Acquisition of commercial items or, to the extent that commercial items suitable to meet the agency’s needs are not available, nondevelopmental items, to the maximum extent practicable (10 U.S.C. 2377 and 41 U.S.C. 251, et seq.); and (2) Full and open competition (see Part 6) or, when full and open competition is not required in accordance with Part 6, to obtain competition to the maximum extent practicable, with due regard to the nature of the supplies or services to be acquired (10 U.S.C. 2301(a)(5) and 41 U.S.C. 253a(a)(1)).

3. FAR Part 7 • (b) This planning shall integrate the efforts of all personnel responsible for significant aspects of the acquisition. The purpose of this planning is to ensure that the Government meets its needs in the most effective, economical, and timely manner. Agencies that have a detailed acquisition planning system in place that generally meets the requirements of 7.104 and 7.105 need not revise their system to specifically meet all of these requirements.

4. Acquisition Plan Format • Acquisition Background • Plan of Action • Funding and cost consideration • Technical considerations • Contract considerations • Environmental consideration • Security • Special considerations and waivers

5. Describing Agency Needs • State requirements in terms of • Functions to be performed • Performance required • Essential physical characteristics • Goals • Provide contractors maximum opportunity • Leverage the expertise of industry

6. Requirements Docs • Lots of Names • SOW-statement of work • SOO-statement of objectives • Specifications • Types • Design Specifications • Performance Specification

7. Design Spec • Actual description of the product to be purchased • Precise measurements, tolerances, materials, tests, quality control, inspection, and all other known information • Used when technical requirements are firm and can be clearly communicated to potential contractors

8. Performance Spec • Identify operational characteristics of the item to be acquired • What does it need to do? • Tells potential contractors what the item needs to do rather than specifying what the item is

9. Good Practices • Be thorough and complete • Emphasize results rather than design or management directives • Limit contractual references • Allow flexibility

10. No-Nos • Don’t be restrictive • Don’t compromise requirements to increase competition • Don’t use non-standard industry terminology • Don’t allow potential competitor to do your job

11. Market Research Market Research is a process used to collect, organize, maintain, analyze, and present data for the purpose of maximizing the capabilities, technology, and competitive forces of the marketplace to meet an organization’s needs for goods and services

12. Market Research • Regulatory Requirement of FAR • Federal Acquisition Regulation • Maximize • Competition • Expertise • Capability • Existing Technology • Commercial Items

13. What is Commercial • Case Law • Comptroller General Decision B-277241.8 Determining whether a product or service is a commercial item is largely within the discretion of the contracting agency. . . Unless it is shown to be unreasonable.

14. Why do I care? • Cheaper • Already proven • No cost data required • Easier acquisition procedures!!!!!!!!

15. Acquisition Plan An acquisition plan is a document or collection of documents that addresses the technical, management, and other significant considerations. The acquisition plan will define the major players and the sequence of events from requirements definition through contract award.

16. Acquisition Plan Format • Acquisition Background • Plan of Action • Funding and cost consideration • Technical considerations • Contract considerations • Environmental consideration • Security • Special considerations and waivers

17. Plan for Post-Award • Contract administration is longer! • Ensure compliance • Use personnel and resources efficiently • Identify potential problems early • Kick-off meetings • Understand proposal • Answer contractor questions • Clear and mutual understanding

18. Solicitation Types • Commercial Item (FAR Part 12) • Simplified (FAR Part 13) • Sealed Bidding (FAR Part 14) • Best-Value (FAR Part 15) • Competitive • Sole-source

19. Who Prepares this? • Program Manager is responsible • Delegates parts to team members • Contracting Officer is a critical source for information • Contractual commitments • Changes • Cost issues • Discrepancies

20. Contact with Contractors? • Maintain arm’s length relationship • Contractor should determine how to meet contractual requirements • Do not suggest solutions • Do not become overly influenced • Listen up! Contractor’s are smart!