Topic: 3 by 4 and No More: Helping Your Customers to Help You! This one-hour discussion will focus on the PARC’s new initiative – 3 by 4 and No More and how to influence and lead your customers to provide required acquisition documentation in support of meeting PALT timelines Discussion topics include: • Mindset (Notify, Document, Follow-up, Repeat x 3…Elevate) • Tools to Influence Customer Action • Actions to take (Before, During, and After PALT) • Process Accountability

1. 3 by 4 and No More!
Helping Your Customers to Help You!
A discussion on influencing and leading your customers to provide
required acquisition documents in a timely manner.

2. Agenda
•Purpose
•Management Dilemmas
•What is 3 by 4 and No More?
•Mindset
•Process
•Tools
•Questions

3. Purpose
• Discuss “how” to implement 3 x 4 and No More!
• Discuss mindset, processes, and tools to implement 3x4NM
• Discuss how to influence and lead customers to provide required
acquisition documentation

4. Management Dilemmas
• Critical customer requirements
• Shortened lead times; immature requirements; emerging requirements – ACC FOC
• Limited resources available (time, personnel, and capacity)
• Limited experience in preparing acquisition documents
• Slow turn-around time (responsiveness)
• Perpetual rounds of Review & Return
• No appreciable added value to the process
• Unrealistic award dates
• Requirement Package Submission Dates move to the right (culture)
• Mission, obligations of $$, and training affected
• Contract award dates stay the same or move left (downward pressure)

5. What is 3 by 4 and No More?
• CDR, AMC willing to assist/help influence
stakeholders (two-edged sword)
• Early engagement (leaders at all levels)
• Influence RPs at front-end of the Req. Dev.
Process
• Risk Management
• Accountability (process & people)
• Establishes a standard to enforce
accountability for all stakeholders
• Increases Process Visibility and Transparency
“We need to change the behavior
that is leading to these current poor
planning/execution issues.”

6. Mindset
• Anticipate
• Get out in front of the issue before it becomes an issue
• Leader Engagement
• Art of Engagement
• What You Do / How You Do It
• Science of Engagement
• Hard Stuff: bad dates, templates, policies, etc., etc.,
• Assertive / Decisive Action
• Think From Different Perspectives
• Customer Hat
• Contractor Hat
• Contracting Hat

7. Process
• Notify
• Create an agreement between you and your customers
• Document
• Record the actions you take to inform and follow-up with customers
• Follow-up
• Establish a feedback and reminder communication process
• Repeat x 3
• Go back to the Notify step
• Elevate
• Not resolved, Say, “No More” and Push Up to Next Level Leader for Action

8. 1x 2x 3x No More
Notify Establish Initial
Suspense Date with
Customer POC
Branch Chief contacts
Supervisor
Division Chief contacts
next level Supervisor
Deputy Director or
Director contacts Senior
Leadership (06 Level
CDR or GS15 Director)
Document Email or F2F meeting Phone or Email F2F meeting or Phone
Call; Request Expedited
Execution
F2F meeting or Phone
Call; Request Expedited
Execution
Follow-Up Customer Reminder –
1/3 time to suspense
date (i.e., 30 days – 10
days out)
Provide Initial
Documentation / New
Suspense Date
Provide Documentation
/ New Suspense Date
Provide Documentation
/ New Suspense Date
Repeat x 3 At intervals -- Repeat
NMT 3 times
At intervals -- Repeat
NMT 3 times
At intervals -- Repeat
NMT 3 times
At intervals -- Repeat
NMT 3 times
Elevate Elevate to Branch Chief Elevate to Division Chief Elevate to Deputy
Director / PARC
Elevate to ACC Deputy /
CDR, ACC

9. Tools
• ACC PALT Memo 2018
• ACC PALT Acceptance Checklist
• PRP Process

10. ACC PALT Memo
Use PALT Memo to
negotiate contract
award dates with
customers

11. ACC-ORL PALT ChecklistContract Award Date

12. PRP Process
PRE-AWARD
PURCHASE REQUEST PACKAGE (PRP)
REVIEW PROCESS
STEP 1: UNIT REPRESE NTATIVE (UR) SUBMITS PRP TO RESOURCE ADVI SOR (RA)
STEP 2: RA UPLOADS P RP TO ABSS
STEP 3: 1S T CONS REVIEW – “CERTIFY”
a. Office Automation Technician (OAT) accesses ABSS and prepares a consolidated list of
PRs.
b. OAT provides consolidated list (handwritten note) of PRs to Deputy Branch Chief
(DBC) for assignment to Contracting Officer (KO)/Contract Specialist (KS).
c. DBC assigns PR to KO/KS and returns consolidated list (handwritten note) to OAT.
d. OAT updates spreadsheet/database with pertinent PR (AF Form 9) information and the
names of assigned KO/KS.
e. OAT notifies each KS, via email, of new and/or follow-up PR review.
STEP 4: CONTRACT SPECIALISTS (KS) ACTIONS
a. KS accesses ABSS and downloads PRP and all attachments. Note: if attachments cannot
be downloaded contact RA POC immediately to coordinate receipt of attachments.
b. KS conducts a general review by ensuring PRP has all required documents for the type
of contract action requested (i.e., Supply, Service, or Construction). Note: If this is a
follow-up review (i.e., a 2nd
, 3rd
or 4th
review, go to step 4d).
c. If a required document is missing, REJECT the PRP and return to RA/UR. Identify
which documents are missing and inform the RA to resubmit when packet is complete.
d. If the PRP is complete and all required documents are included, KS will conduct a
specific/quality review of the PRP in accordance with the PRP Standards Checklist.
e. If deficiencies are identified the KS will create a narrative for all identified
deficienciencies.
f. After identifying all deficiencies, the KS will REJECT the PRP in ABSS (add
notes/remarks to ABSS notes box). Note: ensure notes or remarks are added to inform
PURCHASE REQUEST PACKAGE (PRP)
STANDARDS CHECKLIST
STEP 1: REVIEW STATEMENT OF WORK (SOW) FOR THE
FOLLOWING DEFICIENCIES:
 Poorly written SOW. SOW is too general.
 SOW is missing.
 Requirements are unclear.
 Detailed technical specifications are missing.
 Salient characteristics for requested supplies are missing.
STEP 2: REVIEW INDEPENDENT GOVERNMENT COST
ESTIMATE (IGCE) FOR THE FOLLOWING DEFICIENCIES:
 IGCE is missing (required for Supply requests above $25K)
 Market research is missing (See Customer Reference Guide).
 Three qualified quotes are missing.
STEP 3: REVIEW OTHER DOCUMENTS FOR THE FOLLOWING
DEFICIENCIES:
 PWR Data Requirements form is missing (information technology
requests only).
 Manpower Data Requirements form is missing (construction and
service contracts only) – Army Only.
 COR Nomination Letter is missing.
 Incorrect quantities on the AF Form 9.
 Other required documents are missing (specify which documents are
required).
 Missing Brand Name Justification memorandum.
 Quality Assurance Plan is missing (See Customer Reference Guide).
REQUIREMENT FOR ALL TYPES OF CONTRACTS
Purchase Rquest Package (PRP) for Supply, Construction & Services
The following documentations shall be submitted for any purchase requests to be a
complete PRP through ABSS:
SUPPLY
1. AF Form 9 (Funded/Certified)
2. Detailed Product Specifications including Model#, Manufacturer and Salient
Characteristics
3. Market Research (3-Quotations)
4. Approved POWER DATA for IT Equipment anything that needs to be connected
to LAN (e.g. Computers, Printers, Server, etc.) - 51 Communications Squadron’s
Approval
5. Sole Source Justification (if applicable)
CONSTRUCTION
1. AF Form 9 (Funded/Certified)
2. Statement of Work (SOW)
3. Independent Government Cost Estimate (IGCE)
4. Contracting Officer’s Representative (COR) along with a Training Certificate
(your unit commander’s signature)
5. Drawins (if applicable) & Schedule
6. AF Form 332, Base Civil Engineering Work Order Request (this form shuld be
submitted to 51CES: All construction projects should come from 51CES)
SERVICE:
1. AF Form 9 (Funded/Certified)
2. Statement of Work (SOW)
3. Independent Government Cost Esitmate (IGCE)
4. COR Nomination Letter along with a training Certificate (unit commander’s
signature)
5. Drawings (if applicable) & Schedule
6. Quality Assurance Surveillance Plan (QASP)
7. Base Manpower Review/Approval Memo should be attached for over $25,000
projects
Information needs to be included on Form 9:
1. Complete SHIP TO address (e.g. Unit Name, Bldg#, POC Name & Phone#, Unit#
and APO AP ________)
2. TAC Code (Transporation Accounting Code-TAC) for Supply items
3. Federal Service Code (FSC) for all AF Form
4. Accounting Classifications & Appropriation Data & MUST be certified by FMA
DEPARTMENT OF THE ARMY
916th
CONTINGENCY CONTRACTING BATTALION
REGIONAL CONTRACTING CENTER
2450 STANLEY ROAD, SUITE 320
FORT SAM HOUSTON, TX 78234-6102
REPLY TO
ATTENTION OF:
CCEC-AMF (Date)
MEMORANDUM THRU
FOR
SUBJECT: New Purchase Request Information (PR&C #: )
1. The subject purchase request was received by the Regional Contracting Office (RCC) on
(DATE).
2. The following action is provided to you for your information:
a. _____ The PR&C is returned without action due to the reason(s) provided in Attachment 1
(Purchase Request Package Standards Checklist). Please provide the required information or
documentation identified in the checklist and resubmit the PR&C through GFEBS.
b. _____ The PR&C is accepted. The following information is provided:
1. Requirement Description:
2. Assigned Contracting Officer/phone number and email address:
3. Assigned Contract Specialist/phone number and email address:
3. Estimated Award Date:
3. Questions regarding this memorandum can be addressed to the under signed at (210) 295-
####, or email @@@@@.
VERNON L. MYERS
LTC, IN
Commanding
Requirement Package
List of Required
Documents
Step-By-Step Process
PRP Standards Checklist
Follow-up Letter
(Confirm or Return PRP)