Procurement Plan and Property Management

1. Procurement Plan and Property Management Richard C. Price, CPPM NPMA NES July 26, 2011

2. Procurement Plan and Property Management Areas of Discussion Acquisition Plans Agency Plan of Action Strategy Meetings Independent Reviews Contract Administration Welcome!

3. Procurement Plan and Property Management Objectives Understand what a Procurement (Acquisition) Plan is? Understand who participates in Strategy Meetings Why Procurement and Property should work together? What other players are involved? Who benefits from the procurement plan?

4. Procurement Plan and Property Management Federal Acquisition Regulation (FAR) Subpart 7.1 Acquisition Plans • (a) Agencies shall perform acquisition planning and conduct market research for all acquisitions in order to promote and provide for— • (1) Acquisition of commercial items or, to the extent that commercial items suitable to meet the agency’s needs are not available, non-developmental items, to the maximum extent practicable • (2) Full and open competition or, when full and open competition is not required in accordance with, to obtain competition to the maximum extent practicable, with due regard to the nature of the supplies or services to be acquired • (3) Selection of appropriate contract type in accordance with part 16. • (b) This planning shall integrate the efforts of all personnel responsible for significant aspects of the acquisition. The purpose of this planning is to ensure that the Government meets its needs in the most effective, economical, and timely manner.Agencies that have a detailed acquisition planning system in place that generally meets the requirements of 7.104 and 7.105 need not revise their system to specifically meet all of these requirements.

5. Procurement Plan and Strategy Documents “Acquisition” means the acquiring by contract with appropriated funds of supplies or services (including construction) by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, and evaluated. Acquisition begins at the point when agency needs are established and includes the description of requirements to satisfy agency needs, solicitation and selection of sources, award of contracts, contract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling agency needs by contract.

6. Procurement Plan and Strategy Documents “Acquisition planning” means the process by which the efforts of all personnel responsible for an acquisition are coordinated and integrated through a comprehensive plan for fulfilling the agency need in a timely manner and at a reasonable cost. It includes developing the overall strategy for managing the acquisition.

7. Procurement Plan and Property Management Agency-head responsibilities. The agency head or a designee shall prescribe procedures for— • competition to the maximum extent practicable • Encouraging offerors to supply commercial items, or to the extent that commercial items suitable to meet the agency needs are not available • Ensuring that acquisition planners address the requirement to specify needs, develop specifications, and to solicit offers in such a manner to promote and provide for full and open competition • Ensuring that acquisition planners document the file to support the selection of the contract type • Establishing criteria and thresholds at which increasingly greater detail and formality in the planning process is required as the acquisition becomes more complex and costly, including for cost-reimbursement and other high-risk contractsA written plan shall be prepared for cost reimbursement and other high-risk contracts other than firm-fixed-price contracts

8. Procurement Plan and Property Management FAR 7.104   Acquisition planning should begin as soon as the agency need is identified, preferably well in advance of the fiscal year in which contract award

9. Procurement Plan and Property Management In developing the plan, the planner shall form a team consisting of all those who will be responsible for significant aspects of the acquisition, such as contracting, fiscal, legal, and technical personnel. The planner should review previous plans for similar acquisitions and discuss them with the key personnel involved in those acquisitions.

10. Procurement Plan and Property Management Plan of Action 22 elements covered Sources and Competition Contract Type Source Selection Procedures Acquisition Considerations (Lease or Purchase) Government Furnished Property Government Furnished Information Contract Administration Location (Foreign Country)

11. Procurement Plan and Property Management Strategy Meetings Who initiates them? Why? Who’s Invited?

12. Procurement Plan and Property Management The contract specialist initiates a procurement strategy coordination meeting, which is to include representatives from Project Management, Procurement, Technology Management, Legal Office, Public Affairs, and other representatives as per listed in the procurement strategy document, such as NEPA, ES&H, and Property.

13. Procurement Plan and Property Management 1. Annual Procurement Plan Developed by Apr 30th for next FY. Updated on a Quarterly Basis 2. Technology Managers, Division Director, and Procurement Team Leader Discuss and Refine Requirements Document 3. Team Leader Confirms Specialist 4. Project Manager and Specialist Jointly Develop Procurement Strategy Document (PCD) 7. PSD Finalized and Distributed to Representatives and Director 8. Procurement Package Received, Specialist Develops Solicitation 5. Initiate Procurement Strategy Meeting 6. Conduct Procurement Strategy Meeting. 9. Independent Review Process Initiated 10. Review/ Approve Overall Package 11. Notification 2 Days Prior to Issuance 12. Issue Solicitation 13. Proposals Received: Forward for Tech/Cost Evaluations and independent review 14. Develop Findings: Apply Program Policy Factors; Develop Recommend 15. Formulate Recommend- actions (including legal and Ex-Officio Input 16. Develop Selection Statement 17. SSA Makes Selection or Approves JOTFOC/ DNCFA 18. Initiate Request for Congressional Notification 19. Issue Letter to Successful and Unsuccessful Offers 20. Debrief Unsuccessful Offers. 21. Make Award

14. Procurement Plan and Property Management Independent Review Process – The contract specialist initiates the independent review process, which includes the reviewing of the solicitation for the proper property clauses, property reporting requirements, and special conditions. (Note this is only the first independent review)

15. Procurement Plan and Property Management Remember this is only an independent review on what goes in the solicitations.

16. Procurement Plan and Property Management Once proposals are received and the selections are made, there is normally another independent review process for each awards selected with specific costs, which could change the clauses used (i.e. non-profit educational, etc), title, and property to be furnished and/or acquired. THIS IS AN IMPORTANT PROCESS FOR PROPERTY ADMINISTRATORS!

17. Procurement Plan and Property Management Contract Administration FAR subpart 43.203 has 70 contract administrative function that are required under a contract.

18. Procurement Plan and Property Management Delegations Post Award Orientation Calls Review and approve payments Changes Novation Agreements Work Requests Spare Parts Classified Awards PROPERTY ADMINISTRATION PROPERTY DISPOSITION KTR Property Requests Use Consent to Subcontracts Reports Closeouts

19. Procurement Plan and Property Management Delegations Have you been delegated the property responsibilities for the award in writing?

20. Procurement Plan and Property Management Post Award Orientation Calls Do you do them? Are you invited? What are the results?

21. Procurement Plan and Property Management Review and Approval of payments Most likely you are not involved in this, but do you ever look at them to ensure something was purchased and/or reported?

22. Procurement Plan and Property Management Changes What if there are changes (Additional monies or property) or modifications to the contract that involve property? What about task orders?

23. Procurement Plan and Property Management Novation Agreements This could be part of changes! But with a new company things maybe different and you may have to start the process over or work with the new contractor?

24. Procurement Plan and Property Management Work Requests This mostly occurs when there is new tasks are added for work and maybe equipment?

25. Procurement Plan and Property Management Spare Parts What if the contract is for spare parts?

26. Procurement Plan and Property Management Classified Awards Are there special requirements when it’s a classified contract?

27. Procurement Plan and Property Management Property Administration Most of you know what this is! Making sure the contractor has a PMS Making sure they control property

28. Procurement Plan and Property Management Property Disposition This is normally part of the PMS? But who responsible?

29. Procurement Plan and Property Management KTR Property Requests Who handles them? How is it handled?

30. Procurement Plan and Property Management USE How is the use of property handled? What if the contractor wants to use it on private work?

31. Procurement Plan and Property Management Consent to Subcontracts Who approves subcontracts? Is there property involved? Are you notified?

32. Procurement Plan and Property Management Reports Are they done? Who receives them? Are they documented and reviewed?

33. Procurement Plan and Property Management Closeouts This can be a very difficult or easy process based on how your property administration was done through the life of the contracts. Are you involved? Or are you reconciling and make corrections to match the records?

34. Procurement Plan and Property Management Being involved with Procurement and Program Management from the very beginning of a requirement is essential to successful property administration!

35. Questions? Rick Price, CPPM rprice5705@aol.com 412-735-4114