acquisition abc's

16
NEXTGEN of Government Training Summit Acquisition ABC‟s; Fundamentals of Survival July 25, 2013 Gib Kerr Marissa Petrusek Deputy Director Procurement Analyst Acquisition Support & Operations Analysis Governmentwide Acquisition Policy Science & Technology Directorate General Services Administration Department of Homeland Security

Upload: govloop

Post on 04-Jul-2015

193 views

Category:

Career


1 download

TRANSCRIPT

Page 1: Acquisition abc's

NEXTGEN of Government Training

Summit

Acquisition ABC‟s;

Fundamentals of Survival

July 25, 2013

Gib Kerr Marissa Petrusek

Deputy Director Procurement Analyst

Acquisition Support & Operations Analysis Governmentwide Acquisition Policy

Science & Technology Directorate General Services Administration

Department of Homeland Security

Page 2: Acquisition abc's

Presenter‟s Name June 17, 2003 2

Why This Topic?

Users

Users!

Page 3: Acquisition abc's

Presenter‟s Name June 17, 2003

Why this topic?

We are in a fiscally constrained world and knowing

acquisition basics and smart buying will help to stretch

the budget.

What is smart buying?

Buying products and services quickly and efficiently

Being good stewards of tax payer money

How do we accomplish smart buying?

Collaboration between the Program Office and

Contracting Office will ensure a successful

procurement process.

3

Why this Topic?

Page 4: Acquisition abc's

Presenter‟s Name June 17, 2003

Question: What is the relationship between acquisition, program

management and contracts?

Answer: Understanding ALL of the factors that affect solutions

From “I have this Problem”

To “We‟ve acquired this solution that solves my problem, and I can both afford it and

sustain it”

This is Acquisition

The management of Cost, Schedule, and Technical Performance This is Project/Program Management

The generation and execution of appropriate agreements to provide the

solution This is Contracting and Contract Management

Why is it important to know the basics? Because if we don‟t• Customer/User will be disappointed

• We‟ll waste resources (poor stewardship of Taxpayers‟ money)

• The Problem doesn‟t get solved

So, what to do….this is Critical Thinking 101 4

The Challenge

Page 5: Acquisition abc's

Presenter‟s Name June 17, 2003

Requirements Development

Acquisition Planning

Awarding Contracts

Managing Contracts

Let’s Break it Down

5

Page 6: Acquisition abc's

Presenter‟s Name June 17, 2003 6

It’s All About the Requirements

Suddenly, a heated exchange took place between the King and the Moat Contractor

Page 7: Acquisition abc's

Presenter‟s Name June 17, 2003 7

The Importance of Planning

“I told you guys to slow down and take it easy or something like this would happen”

Page 8: Acquisition abc's

Presenter‟s Name June 17, 2003

What problem are we trying to solve for our users?

Is the problem well enough described or do we have to focus it better?

What is the “as-is” state of the problem, and what’s the desired “end-state” (i.e. what gaps in

capability do we have?)

What are all the ways we could close those gaps?

What else do we need to know to develop a solution? Will we have to iterate solutions?

How do we choose between possible solutions?

Which alternative has the best cost benefit/effectiveness over the life of the solution?

What do we need to acquire? (What do our users need to implement the solution?)

How do we describe it?

About how much will it cost? How long will it take to get it?

How are we going to make sure the solution does what we want it to do?

How will we know we got what we paid for? Asked for?

And how do we know while the contractor is working to deliver it?

How will we get this solution to the user?

How do we know we're on track to deliver on time, at our expected cost and with the proper

performance?

How will we maintain and sustain it once the user has the solution? 8

Critical Thought Questions for Successful Acquisition

Page 9: Acquisition abc's

Presenter‟s Name June 17, 2003

What is the need (needed capability)?

What are the gaps between the current capability and the needed capability?

How do we determine the best way to meet the need? What analysis will be done?

What are the user’s requirements?

What is the Government acquiring? How will the government assess the solution?

What is the best approach to acquiring the capability?

How is the government going to effectively manage the acquisition?

How will the government validate what’s acquired will meet the operational need?

(i.e. required testing, and Validation/verification)

Is the program executing at an acceptable rate with acceptable quality

(meeting cost, schedule and technical performance requirements)?

Is the program ready for production/fielding?

How will the system be maintained/sustained/refreshed (is it still relevant)?

9

Critical Thinking Corollaries

Page 10: Acquisition abc's

Presenter‟s Name June 17, 2003

Question: What do you need to know about contracts?

Answer:

A basic knowledge of the Federal Acquisition

Regulation (FAR) is important because this is the

publication that implements the policies and

procedures for acquisition by all federal agencies

(www.acquisition.gov/FAR ).

Know who is on your team. The Contracting Officer

and Contract Specialist can provide valuable

information on the contracting process.

Don‟t reinvent the wheel, there are a lot of resources

already available. To learn more about government

contracts visit Acquisition Central at

www.acquisition.gov

Contract Award

10

Page 11: Acquisition abc's

Presenter‟s Name June 17, 2003

Question: What are some finer points to know?

Answer:

Four different contracting methods: Micro Purchase, Simplified

Acquisition, Negotiated Procurements and Sole Source.

Types of Contracts include:

Firm Fixed Priced (FFP)

Cost-Reimbursement

Time-and-Materials

Government-wide Acquisition Contract (GWAC) is a multiple

award, indefinite delivery/indefinite quantity (IDIQ) contract that

enables federal agencies to purchase products or services

while leveraging the government‟s buying power which can

help lower prices.

Set asides: Small Business, Woman Owned, 8A, Hubzone,

Veteran Owned Small Business

Small Business Administration: www.sba.gov

Contract Award

11

Page 12: Acquisition abc's

Presenter‟s Name June 17, 2003

Question: What happens after a contract is awarded?

Answer:

Contract Administrative includes activities undertaken

during the time from contract award to the end of the

contract.

Proper contract oversight and monitoring is necessary

to ensure the contractor complies with the terms and

conditions of the contract.

Contract Administration

12

Page 13: Acquisition abc's

Presenter‟s Name June 17, 2003 13

The Art of Getting Along

“I do apologize, Rineheart. The Cat Contractor has never bitten anyone previously”

Page 14: Acquisition abc's

Presenter‟s Name June 17, 2003

Relationships, Relationships, Relationships!o Top Down and Bottom up. They‟ll meet in the middle, and there‟s a tipping point

o Find „em, maintain „em. THIS IS HARD WORK!

o Don‟t know who to ask? Call your PM or RDP Contact (OR call me……..)

Analysis, Analysis, Analysis!o But don‟t analyze the problem to death

o Don‟t be overly prescriptive; it‟s about describing and possibly reiterating the solution

Communication, Communication, Communication!o But if you haven‟t done the analysis or have the relationship, there‟s nothing to communicate

BE RELEVANT! If you’re not, your users won’t have much use for youo And relevancy is in the eye of the user.

Users’ Approval Chains are NOT the enemyo Remember, make it a value add for them (and from their perspective)

o WIFT/WIFM?

This is really about Risk Managemento and delivering needed capability to the user….

o With fewer dollars, customers/sponsors have become very risk adverse…be up front, but have

a plan 14

Final thoughts and So What…

Page 15: Acquisition abc's

Presenter‟s Name June 17, 2003 15

QUESTIONS?

[email protected]@gsa.gov

Gib

Page 16: Acquisition abc's

Presenter‟s Name June 17, 2003

Calvin and Hobbs appear courtesy of

The Complete Calvin and Hobbs, Waterson, (McMeel,

Kansas City, 2003)

The Farside appears courtesy of

The Complete Farside, Larson, (McMeel, Kansas City,

2003)

The Contra Bari Sax Player appears courtesy of

Rehearsal’s Off!, Booth, (Dodd, Mead & Company, New

York, 1976)

The Thoughts and Leadership chorus courtesy of

The Leadership Challenge 4th Edition, Kouzes and

Posner, (Wiley & Sons, New York, 2007)

16

Credits