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Statements of Work– Getting Them Right!!
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Today’s Agenda
A.The BasicsB. Sources of InformationC. Scenario #1: Procurement is in the loopD. Scenario #2: Drop the SOW and run!!E. Using the RFP Process to avoid problems
A. The Basics
What is a SOW?
What does it look like?
What goes into a SOW?
The simplest template
Measures of Excellence
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What is a SOW?
“a narrative description of products or services to be supplied under contract.”
PMI Project Management Book of Knowledge
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“…a description of the work requirement which describes the buyer’s requirements in performance terms”
IEEE (Institute of Electrical and Electronics Engineers)
http://www.ieee.org/membership_services/services/financial/contracts/statement_of_work.html
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“… should specify in clear, understandable terms the work to be done in developing or producing the goods to be delivered or services to b e performed by a contractor…(and)…define all performance requirements for contractor effort…”
NASA
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Federal Acquisition Regulations (FAR)*37.602-1 Statements of work.
Generally, statements of work shall define requirements in clear, concise language identifying specific work to be accomplished. Statements of work must be individually tailored to consider the period of performance, deliverable items, if any, and the desired degree of performance flexibility . .
When preparing statements of work, agencies shall, to the maximum extent practicable—
Describe the work in terms of "what" is to be the required output rather than either "how" the work is to be accomplished or the number of hours to be provided . . .
(2) Enable assessment of work performance against measurable performance standards;
(3) Rely on the use of measurable performance standards and financial incentives in a competitive environment to encourage competitors to develop and institute innovative and cost-effective methods of performing the work . . .
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What does it look like?A Statement of Work should include the following:
Introduction & Background
References the original agreement containing legal terms and conditions.
Objectives
Provides well-defined statement of the results to be achieved in order for the work to be accomplished.
Identifies quantifiable criteria that must be met for the work to be acceptable and accepted.
Scope of Work
States briefly what the scope of work does and does not cover
Includes:-an outline of the extent of work-brief overview of the steps of the project-brief description of the methodology used-description of the location of the work or where work will be performed-price breakdown
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What goes into a SOW?
List requirements/needs.
Describe all work elements.
Describe pertinent previous efforts.
Describe known risks.
Describe tasks in sequence.
Describe reporting requirements.
Describe schedules.
May be a requirement for a final report.
Describe work products.
Describe special considerations.
Describe need for formal meetings.
Describe any technical data requirements.
Describe the criteria for determining whether the requirements have been met.
Describe the type of deliverables and what a deliverable is.
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The simplest template
Background and objectives
Description of work to be performed
Deliverables and specifications or performance standards
Schedule
Contractor responsibilities
Purchaser responsibilities
Acceptance criteria
Pricing & payment
Documents related to this SOW
Contract information
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Measures of Excellence
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Attributes of good SOW requirements
Complete: Completely defines the buyer's need to be satisfied
Consistent: Requirements do not conflict with each other
Correct: All requirements are known to be achievable
Clear: There is only one semantic interpretation
Traceable: There is a trail to the driving requirement's need
Modifiable: Any necessary change can be made completely and consistently
Verifiable: It is technically possible to prove the requirements have been satisfied
Implementation free: Free of design decisions, unless they are mandated constraints
THE PROBLEM
a situation, person, or thing that needs attention and needs to be dealt with or solved
bother, conundrum, difficulty, dilemma, dispute, doubt, enigma, issue, nuisance, poser, predicament, puzzle, quandary, question, riddle, rub, trouble, vexation
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THE CHOICES
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Major problems ??? You Tell Me
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Today’s Agenda
A.The Basics
B. Sources of InformationC. Scenario #1: Procurement is in the loopD. Scenario #2: Drop the SOW and run!!E. Using the RFP Process to avoid problems
Associations
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www.pmi.org
Project Management Institute
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https://www.ncmahq.org
Books
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On-line Courses
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Social Media
LinkedIn Groups
Public procurement
Project management
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Today’s Agenda
A.The BasicsB. Sauces of InformationC. What can you do – in the long-term?
D. Scenario #2: Drop the SOW and run!!E. Using the RFP Process to avoid problems
Some Great Tools!
1. Template (Montana)
2. SOW Guide (Arizona)
3. SOW Writing Guide (RFPSOLUTIONS)
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Document #1
Statement of Work Template
State of Montana
http://sitsd.mt.gov/content/contract/docs/SOWtemplate.doc
http://sitsd.mt.gov/content/contract/docs/SOWGuidelines.doc
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Document #2
Guide to Preparing a Statement of Work
State of Arizona, State Procurement Office
https://asmi.az.gov/sites/default/files/documents/files/GUIDE%20TO%20PREPARING%20A%20SOW.pdf
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Document #3
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http://www.rfpsolutions.ca/rfpportal/
SOW Writing Guide TABLE OF CONTENTS TITLE
BACKGROUND
OBJECTIVE
SW4.0 ESTIMATED VALUE
SW5.0 DEFINITIONS AND APPLICABLE DOCUMENTS
SW6.0 BUSINESS AND/OR TECHNICAL ENVIRONMENT
SW7.0 DESCRIPTION AND SCOPE OF WORK
SW8.0 DELIVERABLES
SW9.0 CONTRACTOR RESOURCE REQUIREMENTS & QUALIFICATIONS
SW10.0 APPROACH AND METHODOLOGY
SW11.0 PERFORMANCE STANDARDS AND QUALITY ASSURANCE
SW12.0 REPORTING AND COMMUNICATIONS
SW13.0 RISKS AND CONSTRAINTS
SW14.0 CONTRACTOR RESPONSIBILITIES
SW15.0 GOVERNMENT REPRESENTATIVE AND SUPPORT
SW16.0 LOCATION OF WORK AND TRAVEL
SW17.0 LANGUAGE OF WORK
SW18.0 SECURITY REQUIREMENTS
SW19.0 INTELLECTUAL PROPERTY/COPYRIGHT
SW20.0 GREEN PROCUREMENT AND SERVICES
SW21.0 COMMENCEMENT, DURATION AND AWARD
SW22.0 CONTRACTOR’S PROPOSAL
SW23.0 INSURANCE/WARRANTIES
ANNEX A TASK AUTHORIZATION/CALL-UP FORM
ANNEX B REPORT TEMPLATE/OTHER 29
Examples of Great Sections
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Today’s Agenda
A.The BasicsB. Sources of InformationC. Scenario #1: Procurement is in the loopD. What can you do – in the short-term?E. Using the RFP Process to avoid problems
THE PROBLEM
You are never the Subject Matter Expert!
SOW is critical for success of the entire project!
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Web Searches
RFP Services
Amazon
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Search Results
Books
Actual RFPs and Templates
Articles
Information Providers
Industry Associations
Case Studies
Evaluation Services
Consultants34
Action Plan
Buy Quality Assurance and Industry Intelligence
Review Draft RFP
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Common RFP Problems
Out of date template
Failure to identify external contributors
Failure to define critical terms
Failure to specify the technical environment
Failure to provide adequate time
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Common RFP Problems
Inflexible RFP process – No BAFO
No Proof of Concept
No Draft Contract in RFP
Failure to identify training strategy and plan
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Today’s Agenda
A.The BasicsB. Sauces of InformationC. Scenario #1: Procurement is in the loopD. Scenario #2: Drop the SOW and run!!
E. Using the RFP Process to avoid problems
RFP Process Elements
Before Issuing the RFP
Subject Matter Expert
Do your homework
Consider a draft RFP
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RFP Process Elements
In the RFP itself
‘Unduly restrictive’
BAFO/Negotiations
Fixed Price
Proof of Concept
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What have we learned???
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