SAO CENTRAL ACQUISITION PLANNING TRAINING

Joint SAOC QA Training - Annette Gaessler, Training Officer and Jake Jacobson QA Officer, December 2014

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Welcome!

• Preferred audio for this presentation is Voice Over IP - Turn on computer speakers– If you need to join by phone the call in number is 1-855-767-1051 – Conference ID: xxxxxx

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Joint Training Presenters

This will be a joint training presentation by the SAO Central Training Officer and the SAO Central Quality Assurance Staff.

Annette Gaessler, SAO Central Training Officer

Robert “Jake” Jacobson, SAO Central QA Officer

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Acquisition Planning Training Agenda

Agenda Kick-Off our Training we will

Go over some training objectives Cover the Nuts and Bolt and development of the AP Review the essential Elements of the AP and when its required to have a

written AP What QA is looking for in a well written AP? Share Common errors found in QA reviews Provide Recommendations for improvement of Acquisition Plans We will Wrap-up of training items covered Then we will allow for Q&A

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AP Training Goals

Training Objectives - I call them Training Take-aways…

Have a better understanding of why it’s essential to develop a robust AP which will be the blueprint of the procurement

Have a better working knowledge of the key considerations and elements in developing the AP

Obtain a better appreciation of the of the Acquisition Planners vital role they have in the acquisition process and its’ successful outcome.

Be aware of common errors found in our QA reviews Know what QA is looking for in well written APs My hope is that you will collaborate & share this information with others

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Introduction to Acquisition Planning

What is Acquisition Planning?

Acquisition planning means the process by which the efforts of all personnel responsible for an acquisition are conducted through a comprehensive plan –a blueprint– established for fulfilling the agency need in a timely manner and at a reasonable cost.

AP includes developing an overall strategy, a process of which all activities and events are planned to award the contract and for managing the acquisition.

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When is AP Required & Purpose?

When is AP Required and Purpose?

Acquisition planning is essential to all acquisitions. The planning effort includes market research, which lays the foundation for any type of acquisition, large or small.

Agencies shall perform acquisition planning and conduct market research for all acquisitions . FAR Part 7.102

Early contact with industry, through market research and exchanges is essential to the overall planning process.

Acquisition Planning is the basis for development of the source selection plan.

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AP Function & Purpose

The AP should reflect a collaborative effort involving significant stakeholders. The level of detail provided in the AP will vary depending on the anticipated $ value, level of complexity, degree of significance, and other appropriate factors.

Although a written AP is not required for simple, straight forward, low $ dollar purchases, the CO should ensure there is a common, clear understanding, and consensus among the AP Team members regarding the best course of action to take.

The AP process is aided by forecasting of contracting opportunities. The CO creates and maintains a reporting process throughout the year to identify ALL contracting opportunities which will exceed $25K in ECMS.

Last FY14 our Central Region achieved 82% compliance based on the VHA Acquisition Quality/Compliance Team’s audit.

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Developing AP (Key Considerations)FAR 7.000 scope of part

Developing AP Key Considerations (Based on market research)

Determine whether to use commercial or government resources for acquisition of supplies or services;

Deciding whether it’s more economical to lease equipment rather than purchase it;

Determining whether functions are inherently governmental

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Acquisition Plan Training Written Plan FAR Sub Part 7.105

When is a written AP required?

Acquisition planning should begin as soon the agency needs is identified, preferably well in advance of the fiscal year in which contract award or order placement is necessary.

IAW 1997 Non-Codified VAAR 807.105(a), & AP SOP both require a written Acquisition Plan for all requirements > $1M threshold.

Note: Limited Acquisition “Written” Plans are no longer required for acquisitions >than SAT (150K) Less than < $1 M threshold, IAW SOP AP, Para 2.1 Revision

Reference: VHA Procurement Manual, Volume Six, Procurement Processes, Chapter II: Acquisition Planning SOP Revision 1, Effective Date: 2/13/2014

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Acquisition Plan Training Written Plan FAR Sub Part 7.105Two (2) Key Parts to the written acquisition plan

• Part A. Acquisition Objectives (8) Total Elements• Part B. Plan of Action (22) Total Elements

It is important to know, not all of these elements may apply to your particular acquisition. However, it is important to at least adequately address each element.

Please refer to FAR Sub Part 7.105 & the sample written AP template w/instructions, VHA PM, SOP AP, for additional guidance (27 pages total)

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Acquisition Plan Training

Evaluation criteria

Statementof need

Acquisition strategy

Market research

dataCapability orperformancecharacteristics

Trade-offsandrisks

Cost estimates

Key dates andmilestones

Applicableconditions/

environment

Best practices

and lessonslearned

Applicablepolicies, lawsregulations

Acquisition Plan

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What QA Looks for in a good AP?

Key items QA Looks for in a complete written AP? We Look for Evidence of a written plan ($1 M>) in Briefcase ECMS Folder

(P08) We Look for Completeness. Are all elements are adequately addressed in

the AP. -- Just annotating NA is not sufficient! We Look for Consistency. Proper use of verbiage, non-conflicting

statements in accurately addressing each element We look for Currency. Is the AP up-to-date with current market

conditions and accurately reflects current procurement status? We look for Accuracy. Is the information provided in AP correct? Was an adequate review done of the AP with all appropriate signatures

with CO Concurrence and obtain proper approval by NCO Director – as delegated by the SAO Director

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Common Errors found in APS

Common Errors found in APS Missing appropriate signatures Terminology used is inconsistent, not accurately applied Using not applicable only to address an element – Need to state reason why NA

Incomplete statements and/or incorrect response to accurately address each element with clarity

Milestones provided are not up-to-date with current procurement, and do not mirror ECMS milestones OR not being followed.

AP not updated to keep current with material changes of the acquisition. – The AP is a living document.

AP not being followed!

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REGULATIONS AND POLICY REFERENCES

• Federal Acquisition Regulation Parts 2.101, 7.100, 7.105• Veteran Affairs Acquisition Regulations Part 873.105• VHA PM SOP Acquisition Planning – Templates Available • ECMS Acquisition Plan Contracting Office User Guide • ECMS Acquisition Plan Review Guide• ECMS Program Office User Guide• ECMS AP User Guides

*Here are policy references available for guidance. All the links work!

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ADDITIONAL RESOURCES

VHA Procurement Manual, Chapter II, Acquisition Planning SOP, Revision, February 13, 2014 VA Business Intelligence Tool, VABIT – AP Samples, i.e. “Lessons Learned” Acquisition Plan Template for HCR procurements under Title 38 USC 8153 Sample Written Acquisition Plan Template/Guide with Instructions

Additional Requirements for Bundling Market Research Worksheet for Customers Market Research Report Template for Cos ASI Applied Learning On-Line (Advanced Acquisition Planning and the Acquisition Plan)

Course # ALO 005 = 2 CLPs – Excellent Course 2 hours duration. VHA PM Chapter II Customer Reference Guide ECMS Planning Module

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Written AP Recommendations for improvement

Recommendations for Improvement of Written APS Contracting Professional should review FAR Part 7 & VAAR 873.105

to get a better grasp of Acquisition Planning and process Use all the resources provided from this training –including the lesson learned

template for similar previous procurements. What went good? What went no so good?

Use the VHA Acquisition Business Intelligence Tool, VABIT has excellent samples of written Aps

Check AP for consistency, accuracy, and completeness Ensure all AP members are identified and listed in the AP and are

provided a copy of the approved AP for their reference Ensure AP is kept current to reflect current market research and

procurement strategy. --Remember, the AP is a living document! Follow the Acquisition Plan! & use your milestones to keep the plan on track.

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AP Training Summary

As a Wrap-up from our training today…

We covered the both the function, and purpose of the Acquisition Plan We answered the Question? When is a written AP required? We covered the essential elements “Nuts & Bolts” of the Acquisition Plan Now you know… what QA is looking for in an AP Shared some common errors found from our QA audits Received some recommendations for improvement We provided useful resources and guidance to develop a good AP.

***REMEMBER: The RESULT of GOOD Acquisition Planning, Gets what you NEED, when you NEED it at the BEST Value possible!

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MURPHY’S LAW KICKS IN WHEN ….. THERE IS A LACK OF PROPER ACQUISITION

PLANNING!

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Written AP Training

Thank you!

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TMS Item # xxxxxxxxxYour NCO TO will record attendance in TMS, please notify them of your attendance.

QUESTIONS

REMINDER: Make sure your name appeared as an attendee in the Lync meeting. If you do not see your name in the attendee listing – be sure your name was typed in the IM/Chat Box.