Acquisition abc's

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Acquisition abc's

  1. 1. 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
  2. 2. Presenter‟s Name June 17, 2003 2 Why This Topic? Users Users!
  3. 3. 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?
  4. 4. 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
  5. 5. Presenter‟s Name June 17, 2003  Requirements Development  Acquisition Planning  Awarding Contracts  Managing Contracts Let’s Break it Down 5
  6. 6. 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
  7. 7. 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”
  8. 8. 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
  9. 9. 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
  10. 10. 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
  11. 11. 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
  12. 12. 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
  13. 13. Presenter‟s Name June 17, 2003 13 The Art of Getting Along “I do apologize, Rineheart. The Cat Contractor has never bitten anyone previously”
  14. 14. 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 you o And relevancy is in the eye of the user.  Users’ Approval Chains are NOT the enemy o Remember, make it a value add for them (and from their perspective) o WIFT/WIFM?  This is really about Risk Management o 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…
  15. 15. Presenter‟s Name June 17, 2003 15 QUESTIONS? gibson.kerr@hq.dhs.gov marissa.petrusek@gsa.gov Gib
  16. 16. 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

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