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Service Acquisition Workshop& Automated Roadmap Requirements Tool
Overview
Rick DowlingDAU South - Contract Management
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• Government Performance Objectives• Contractor vs. Government Solutions• Contractor Quality System with Government
Insight (QASP)• Doing it right to start - saves time, effort and
pain – later.
Basic Assumptions
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…means structuring all aspects of an acquisition around the purpose of the work to be performed with the contract requirements set forth in clear, specific, and objective terms with measurable outcomes as opposed to either the manner by which the work is to be performed or broad and imprecise statements of work.
FAR 2.101
Performance-Based Acquisition
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Service Acquisition Mall - SAM
• Integrates Sourcing Process and Learning assets with Product Service Code Knowledge– Utilizes same sourcing process contained in SAW and ACQ 265
• Aligns with DPAP Service Taxonomy• http://sam.dau.mil
Facility Related Services
Knowledge Based
Services(A&AS)
Electronics & Communications
Services
Research & Development
Services
Transportation Services
Construction Services
Medical Services
Equipment Related Services
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8 Services Portfolio Groups
6 Mandated for Services Initiative
– Systems Development– Operational Systems Development – Technology Base– Commercialization– Advisory & Assistance
– ADP Services– Telecom Services– Equipment Maintenance– Equipment Leases
– Architect/Engineering Services– Operation of Government Owned
Facilities– Machinery & Equipment
Maintenance– Building & Plant Maintenance– Natural Resource Management– Utilities– Housekeeping & Social Services– Purchases & Leases
– Engineering Management Services– Program Management Services– Logistics Management Services– Management Support Services– Administrative & Other Services– Professional Services– Education & Training
– Structures & Facilities– Conservation & Development
Facilities– Restoration Activities
– Transportation of Things– Transportation of People– Other Travel & Relocation
Services
– General Medical Services– Dentistry Services– Specialty Medical Services
– Maintenance, Repair and Overhaul– Equipment Modification– Installation of Equipment– Quality Control– Technical Representative Services– Purchases & Leases– Salvage Services Transportation Services
Services Taxonomy breakdown
04/22/2023 07:22:16 AM
Knowledge BasedServices
Equipment RelatedServices
Facility RelatedServices
Medical Services
Electronics and Communications Services
Research and Development
Construction Services
Reserved Portfolios
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Notional Workshop ScheduleDay One Day Two Day Three Day Four
0800 Introductions
0900 Step OneDevelop Vision and Team CharterStakeholder AnalysisCommunication Plan
0800 Recap
0815 Step Four continued
1000 Requirements RoadmapDevelopment
0800 Recap
0815 Roadmap continued
0800 Recap
0815 Step 6
0930 Step 7
1100 Step TwoCurrent Measures
1000 PWS Development
1200 Lunch Lunch Lunch Lunch
1300 Step ThreeMarket Research Sources
1300 Step Five
1330 Acquisition Strategy discussion and development
1300Finalize Project Plan
1400 Wrap Up
1430Step FourRisk Analysis
Wrap Up Wrap Up Wrap Up
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Framework for theService Acquisition Process
• Conduct Historical Analysis• Define Stakeholder & Customer needs
2. Review Current Strategy
3. Market Research
• Analyze Market• Identify suppliers
4. Requirements Definition
• Business Strategy• Acquisition Strategy
5. Acquisition Strategy
• Select Right Contractor• Award Contract• Roll out strategy
6. Execute Strategy• Monitor Performance• Build & Manage
Relationship
7. Performance Management
Mission Requirement • Leadership Support
• Build the Team
1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. MgrStakeholders
AcquisitionTeam
• Draft Requirements Roadmap
• Define Requirement
Plan
Develop
Execute
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Step 1: Form the Team
Service Acquisition Workshop
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Step One – Form the TeamForm the TeamSub-elements
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement
1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
Acquisition Team
Service Acquisition Process1.1 Ensure senior management
involvement and support
1.2 Form the Team and Team Charter
1.3 Identify & analyze stakeholders, nurture consensus
1.4 Develop communication plan
1.5 Develop & maintain knowledge base over project life
1.6 Plan and Schedule topical team training (Risk, COR, etc)
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Form the Team
Core Team Member Roles &Responsibilities• Plan and lead project• Have ownership and accountability • Execute project activities rapidly• Communicate and resolve issues
when they arise
Key Contacts That Must be
Identified
FinanceCivilian Personnel
Legal
Typical Core Team Performance Metrics Acquisition Cycle Time (overall, by phase, by step,
etc.) Project Budget Compliance Service Performance Attainment Customer Satisfaction (at 3 months, 6 months, etc.
after launch)
Leader May Also Direct a Specific Functional Area Depending on the Size and Scope of the Project
*
Stakeholders
Customers
Technical Experts
Contracting Officer
Core Team Leader
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Senior Leadership Support
• Senior Leadership involvement and support is a predictor of success– “Strong leadership at the top” as a “success factor” in the
selection, evaluation and control processes associated with acquisition investment review (CIO Council document, “Implementing Best Practices: Strategies at Work”)
• Senior Leadership provides a shared vision– Coordinates integrated solution teams that cut across
“organizational boundaries”– Overcomes “turf battles”
• Creating “buy in” from leadership and establishing the realms of authority are essential to performance-based project success
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• What’s your team’s elevator message – Why should leadership pay attention to your project?
• Effective communication is fundamental to success• Left in the dark, your stakeholders and customers
concerns may grow• A communication plan should consider the following:
– Who should be kept informed of status and ongoing actions?
– How often should they be engaged?– What media and methods are best?
Develop Your Communication Strategy
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Project NameProject Team Communication Plan
Types of Communication Deliverable Description Delivery
Method Frequency Owner Audience
Reports Project status report Regular update on critical project issues
E-mail Weekly Project Manager
Project ManagerProject StakeholdersProject Team
Quality audit report Regular update on project quality performance
E-mail Weekly Quality Manager
Project ManagerProject StakeholdersProject TeamQuality Manager
Presentations Project review Project status update Meeting Monthly Project Manager
Project ManagerProject StakeholdersProject Team
Project Announcements
Task reminders Task owner schedule reminders E-mail Daily Project Coordinator
Project ManagerProject Team
Team meeting Meeting to review project status Meeting Weekly Project Coordinator
Project ManagerProject TeamQuality Manager
Team Morale Team event Regularly schedule team morale events
Event Quarterly Project Sponsor
Project ManagerProject StakeholdersProject Team
Team Communication Plan Example
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Step One Conclusion
• At the completion of step one you should have:
– Built a team with the right skills, knowledge and motivation to complete the effort
– Developed initial team charter– Identified stakeholders and understand their role in
your effort– Developed initial communication plan
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Complete your Step 1 assignments
1.1 Ensure senior management involvement and support
1.2 Form the Team and Charter
1.3 Identify and analyze stakeholders, nurture consensus
1.4 Develop communication plan
1.5 Develop and maintain the knowledge base over the project life
1.6 Plan and Schedule topical team training (Risk, COR, etc)
ResponsiblePerson Duration
Target Date
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Step 2: Review Current Strategy
Service Acquisition Workshop
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Step 2 Review Current Strategy
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement 1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
AcquisitionTeam
Review Current StrategySub-elementsService Acquisition Process
2.1 Identify current initiatives/contracts
2.2 Review and document current performance (cost, quality, schedule)
2.3 Begin program risk identification
2.4 Document current processes
2.5 Determine Status of GFP/GFM/ Facilities
2.6 Stakeholder submits current and projected requirements forecast
2.7 Review current /statutory requirements
2.8 Define (at a high level) desired results.
2.9 Review current performance & desired results with stakeholders and users
2.10 Refine desired results and validate with stakeholders
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Understand Current Stakeholder Issues
• Determine how your Stakeholder(s) defines success – Does the current product/service satisfy stakeholder and
customer needs?– If not, why not? Define this as specifically as possible
• Determine the current level of performance – Are the customers currently satisfied?
• Does this effort require a service level improvement?– Could we gain price/cost advantage by realigning expectations in
specific areas?• Less in some areas, but perhaps a higher level in others?• How do your stakeholders and customers define their
performance outcomes?
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Outcomes
Mission
Strategy
Vision
Performance
Align Mission And Performance Objectives
• What is the intended effect of this acquisition toward supporting the agency’s mission and performance goals and objectives?– Clearly establish the relationship between the potential
impact of the acquisition and the overall performance of the agency acquiring the service
• Focus on what outcome is required, not on what resources are needed
Signing a contract is like giving birth to a baby… it just starts the process!
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Misaligned Objectives will NOT lead to success
The mission, vision, and strategy have
to be aligned in order to deliver
successful outcomes
StakeholderOutcomes
Mission
Strategy
Vision
Performance Objectives
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Requirements Roadmap
Acquisition Vision - A… - B… - C…
High Level Objective
Inspection Incentive
Type
Performance
Task Standard AQL Who DataSource Calculation How Often
Collected
A…. A -1
A -2A -3 A -3 a
A -3 b
B…. B -1
B -2
Requirements Roadmap Worksheet
Alignment
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Requirements Roadmap provides Linkage between Mission and Objectives
Acquisition VisionDesired Results - A….. - B….. - C….
Quality Assurance Surveillance Plan
Evaluation Factors & Weightings for Sections L&M of RFP
Contract Line Item structure for RFP
Requirements Roadmap WorksheetObjectives Standards AQL Inspection Incentive
Performance Work Statement or SOO
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Step Two Conclusion
• At the completion of step two you should have:– Interviewed Stakeholders– Completed your baseline assessment– Completed your Team Charter– Received stakeholder approval of team charter and
team’s direction
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Step 3: Market Research
Service Acquisition Workshop
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Step Three – Market ResearchMarket Research
Sub-elements
3.1 Take a team approach to market research
3.2 Determine data sources
3.3 Develop a standardized interview guide
3.4 Conduct market research (include both providers and consumers)
3.5 Request information from service providers
3.6 Analyze market research
3.7 Document market research and trends
2. Review Current Strategy
3. Market Research
4. Requirements
Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement 1. Form the
Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. MgrStakeholders
Acquisition Team
Service Acquisition Process
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Conducting Market Research
• Decide who will do what and by when – Research methods
• Interviews, questionnaires, literature search– Sources of information – buyers and sellers– Timeline – don’t skimp on market research time!
• Develop standard interview guide– Match to priorities and lessons learned– Form leading questions, not “yes or no” questions– Decide what the team will do with the answer before you ask the
question• Use a structured method for collecting information
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Consider One-on-One Meetings With Industry
• One-on-one meetings are more effective than pre-solicitation or pre-proposal conferences
• One-on-ones can:– Expand the range of potential solutions– Change the very nature of the acquisition– Enhance the performance-based approach– Be your first step to an “incentivized” partnership
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What benefit can you get from in-depth one-on-ones?
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Step Three Conclusion
• At the completion of step three you should have:
– Determined if your requirement is commercial or non commercial
– Developed an interview guide to collect market research
information
– Conducted market research with commercial companies and
government agencies (one on one sessions)
– Identified leading service providers
– Identified emerging small business
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Step 4: Requirements Definition
Service Acquisition Workshop
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Step Four – Requirement Definition
4.1 Conduct performance Risk Analysis
Requirement DefinitionSub-elements
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement
1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
Acquisition Team
Service Acquisition Process
4.2 Conduct a Requirements Analysis
4.4 Standardize requirements where possible to leverage market influence
4.3 Build Requirements Roadmap
4.6 Develop the QASP
4.7 Develop Independent Government Estimate (IGE) based on projected demand forecast4.8 Establish stakeholder consensus
4.5 Develop a PWS or SOO
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a b c d eLI
KEL
IHO
OD
IMPACT
Level What is the Likelihood theRisk Event will occur?
abcde
RemoteUnlikely
LikelyHighly Likely
Near Certainty
Risk Analysis Model
R
Y
G
HIGH – Unacceptable. Majordisruption likely; different approach required; prioritymanagement attention required.
MODERATE – Some disruption; different approach may be required; additional management attentionmay be needed.LOW – Minimum impact;minimum oversight needed toensure risk remains low.
a
b
c
d
e
TechnicalPerformance
And/or Schedule
And/or Cost
And/or
Impact onOther teams
Minimal or no impact Minimal or no impactMinimal orno impact None
Acceptable with somereduction in marginAcceptable with significantreduction in marginAcceptable; no remainingmargin
Unacceptable
Additional resources required;able to meet need datesMinor slip in key milestones;not able to meet all need dates
Major slip in key milestoneor critical path impacted
Can’t achieve key teamor major milestone
<5%
5-7%
7-10%
>10%
Some impact
Moderate impact
Major impact
Unacceptable
1. What is the LIKELIHOODan event will occur?
2. What is the IMPACTif the event occurs?
a
b
c
d
e M M H H H
L M M H H
L L M M H
L L L M M
L L L L M
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High LevelObjective
Inspection Incentive
Type
Performance
Task Standard AQL What How Who Metric
1…. 1 -1
1 -2
1-3 1 -3 a
1 -3 b
2…. 2 -1
2 -2
Alignment
Vision:
Requirements Roadmap WorksheetIn Step 4 Our Focus is on developing the Performance and Assessment Elements
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Roadmap Provides the LinkageAcquisition VisionStakeholder Objectives - A….. - B….. - C….
Quality Assurance Surveillance Plan
Acquisition StrategyIncentivesTEP Factors for Section M of RFP
Other uses
• CDRLs-reports
• Contract Line Item structure
Requirements Roadmap WorksheetHLO Standards AQL Assessment Incentive
Performance Work Statement or SOO
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Requirements Roadmap Worksheet
Objective Standards AQL IncentiveInspection
Requirements Roadmap Process
Requirements Write FinalPWS
How
• Work the Why, What, and How in the Performance Roadmap to get to the Now of writing the PWS
Why
What (level)
NowAlignment
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Developing Performance Standards
• An effective Performance Objective has a Performance Standard that lets you ‘Know’ what level of performance is required to meet the Performance Objective
“Performance Objectives……..Performance Standard”
After identifying the main Performance Objectives….
Define Performance Standards for each Performance Objective
“Performance Objectives……..Performance Standard”
“Performance Objectives……..Performance Standard”
“Performance Objectives……..Performance Standard”
An effective performance standard must answer the Question… What Level?
“When will I know the performance objective has been met?”
The answer describes your standard.
What Level?
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Developing Performance Standards
“Performance Objectives……..Performance Standard”
• How do you define success for your Performance
Objective?
• Reliability (System Is Running)
• Responsiveness (Services Provided On-time)
• Appearance (Contractor Uniforms)
• Cleanliness (No Visible Dirt/dust)
• Customer Satisfaction (You’ll Know)
What Level
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Critical Few Metrics
• How many metrics are enough?• Too few
– Not capturing detail required to manage business• Too many
– Choked with data• Rule of 5
– No more than 3 - 5 key performance metrics (KPM)
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Requirements Roadmap Worksheet
Objective Standards AQL IncentiveInspection
Define your Tolerance for Variation
• Is there an allowable range of performance associated with each performance standard ?
– Perfection comes at a price• What should you address to determine if an AQL is appropriate ?
– Will it still achieve my performance objective?– Easily understood?– Clearly delineated?
• An AQL is an acceptable deviation from the
standard• However, the contractor is
still expected to meet the performance standard
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Now Write the PWS (ARRT)
• Requirements Roadmap provides fully developed outline for PWS
• PWS has No mandated format• Possible sections:
– Introduction– Background information– Scope– Applicable documents– Performance Requirements– Special Requirements– Deliverables
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Roadmap is the Foundation for Action
Acquisition VisionDesired Requirement - A….. - B….. - C….
Quality Assurance Surveillance Plan
Evaluation Factors & Weightings for Sections L&M of RFP
Contract Line Item structure for RFP
Requirements Roadmap WorksheetObjective Standards AQL Inspection Incentive
Performance Work Statement or SOO
The QASP flows from your Roadmap developed at
Step 4 and includes methods and types of
inspection
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How will you Know?Determine Assessment Approach
This is our focus… How will you know?Acquisition Vision
- A… - B…- C…
DesiredOutcome
Requirements Roadmap Worksheet
High LevelObjective
Inspection Incentive
Type
PerformancePerformance
Element Standard AQL What How Who Metric
1…. 1 -1
1 -2
1-3 1 -3 a
1 -3 b
2…. 2 -1
2 -2
Alignment
Vision: Determine:
1. Who will collect the data2. Where will it come from3. How will the measure be calculated4. How often do you want to collect and review the information5. If you write a task that is impossible to measure you must modify the standard
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Step 4 Conclusion
• At the conclusion of step 4 you should have:
– Identified performance objectives & standards/AQLs
– Identified methods and types of assessment
– Used the Requirements Roadmap Process (ARRT) to develop
you initial PWS
– Used the Requirements Roadmap Process (ARRT) to develop
you initial QASP
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Step 5: Acquisition Strategy
Service Acquisition Workshop
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Step Five – Acquisition Strategy
5.1 Develop Preliminary Business Case & Acquisition Strategy
Acquisition StrategySub-elements
Service Acquisition Process
5.2 Finalize Acquisition Strategy
5.3 Allocate workload within team to support the acquisition strategy
5.4 Prepare Acquisition Planning Documents
5.5 Consider use of Draft RFP
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement
1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
Acquisition Team
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Roadmap is the Foundation for Action
Acquisition VisionDesired Results - A….. - B….. - C….
Quality Assurance Surveillance Plan
Evaluation Factors & Weightings for Sections L&M of RFP
Contract Line Item structure for RFP
Requirements Roadmap WorksheetObjective Standards AQL Inspection Incentive
Performance Work Statement or SOO
The foundation of your source selection comes from the
Technical Evaluation Plan which links to your Roadmap’s Performance Objectives
The foundation of your source selection comes from the
Technical Evaluation Plan which links to your Roadmap’s Performance Objectives
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Relationship between PWS, Section L, and Section M
The PWS, Section L, and Section M are all tied together. The PWS describes the requirement, Section L describes how the contractor will format and submit their proposal (for evaluation purposes), and Section M describes how the proposal will be evaluated for source selection purposes.
PWS Section L Section M
Provide taxi service so that pick-up time is within 5 minutes of request time, 95% of the time.
The offeror shall submit two volumes, each in a separate binder. Volume one contains technical proposal, Volume two contains cost or price proposal. Volume one has a 50 page limit….
The offeror shall describe how taxi service will be provided in accordance with the stated requirement. The agency will evaluate the offeror’s approach for the taxi service. The offer will be evaluated for best value, in terms of technical merit and cost, with additional consideration for the offeror’s relevant past performance.
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Why Use or Not Use Incentives?
PRO’s of Incentives CON’s of IncentivesIncentives• Promote excellent results and outcomes• Promote internal quality control and remedies• Encourage expertise, teamwork, partnering• Encourage contractor satisfaction/pride in workmanship
Monetary incentives• Promote upper management participation• Promote cost savings
Non-monetary incentives• Promote workforce satisfaction & stability
• Providers with market power can resist them
• They are difficult to use in contracts for experts
• Outside factors can influence performance
• More work to administer• Conflicting incentives can
drive sub optimization• Wrong incentives drive
wrong behaviors
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Step Five Conclusion
• At the conclusion of step 5 you should have determined:– Your complete acquisition strategy– The type of contract– Performance incentive approach– Source selection approach– Evaluation Factors if tradeoff method is used
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Step 6: Execute the Strategy
Service Acquisition Workshop
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Step Six – Execute StrategyExecute Strategy
Sub-elements
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement
1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
AcquisitionTeam
Service Acquisition Process6.1 Issue request for proposal (RFP)
or MIPR
6.2 Conduct source selection
6.3 Pre-Award approval documents
6.6 Finalize Quality Assurance Surveillance Plan
6.4 Contract award
6.5 Debrief unsuccessful offerors
6.7 Post Award implementation / transition
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Conduct Due Diligence
• Method to ensure “meeting of minds” between government and industry on the requirement and business arrangement
• Open to all prospective offerors• Held after release of RFP and prior to receipt of proposals• KO leads team during exchanges between industry and
government
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Contract Failure Reasons
* Source: Outsourcing Center 2004 Survey. Outsourcing Center, 2004.
0 5 10 15 20 25
Other
Poor cultural fit
Poor performance
Poor communication
Not mutually beneficial
Poor governance
Misaligned interest over time
Unclear expectations
Percent
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Make the Award
• Award determined on best value to the government – Based on the evaluation factors in Section M
• Conform the contract by incorporating successful contractor’s proposal
• Comply with Agency approval and notification requirements
• Debrief unsuccessful offerors • Conduct post award conference
– Finalize QASP based on awarded contract
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Step 6 Conclusion
• At the conclusion of step 6 you should be able to:– Update comm plan to include awardee– Use due diligence if appropriate– Issue RFP and receive Proposals– Conduct evaluations and discussions if needed– Make the Award– Finalize QASP based on awarded contract
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Step 7: Manage Performance
Service Acquisition Workshop
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Step Seven – Performance Management
Results
7.1 Transition to Performance Management
Performance ManagementSub-elements
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement
1. Form the Team
Mission Results
SB
Users
Tech
LegalPEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
AcquisitionTeam
Service Acquisition Process
7.2 Manage and administer overall program
7.5 Evaluate effectiveness of strategy
7.3 Manage Performance Results
7.4 Conduct quarterly supplier and key stakeholders performance reviews
7.6 Develop plan for managing continuous improvement
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After Contract Award shift to Performance Management
• Performance Management – Contractor becomes part of our team– Successful contract performance is the focus for both
government and contractor• Use remedies if necessary
– QASP describes• How the team will treat data used to measure performance• How the team identifies ways to improve efficiency and
reduce risk• How disputes will be resolved
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Step 7 Conclusion
At the Conclusion of Step 7 you should• Have your performance management team in place
including the contractor• Be using the QASP effectively to ensure that performance
objectives are being met• Tracking performance trends and results to determine of
stakeholder needs are being met• Communicate performance results to skateholders and
customers
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Questions