One Pass The Way We Do Business

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One PassThe Way We Do Business
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Purpose

• Familiarize participants the One Pass process
• The Objective of One Pass is to reduce rework,
  conduct executable programs and change culture
  into a Government/Contractor team approach to
  acquisition
• The One Pass process is intended to be a guide,
  it can be adjusted to fit your circumstances.
• It is not intended to be a cookbook whose
  recipe must be followed to the letter

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Objectives

• Jointly make smart trade-off decisions early in
  the process
• Drive discipline into the requirements definition
  process
• Reduce costs associated with changing
  requirements revised proposals
• Achieve shorter cycle-time.

Not only a contracting process - But a tool for
PMs to manage program
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Objectives (cont.)

• Parallel vice sequential activities
• Applied to Program Management Contracting
  Activity
• All perspectives needs considered
• Integrated Team
• Informed Trade-offs made

Right the First Time One Pass
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I.P.T. Pricing

• Traditional Pricing
• The purpose of noncompetitive actions, the serial
  process of the Government (1) defining the
  requirements (2) requesting and receiving a
  proposal and (3) reviewing and evaluating the
  proposal in order to establish an objective in
  preparation for negotiations.
• For noncompetitive contract actions using
  traditional or commercial pricing, approval by
  the clearance authority to award a contract or
  contract modification/contract action.

• One Pass Pricing
• The process of concurrent requirements
  refinement, proposal development, fact-finding,
  and preliminary agreement between the Government
  and contractor in a noncompetitive acquisition.
  In this process, the Government and contractor
  IPT members communicate in an ongoing, structured
  manner from early planning stages through
  repetitive model contract development and review
  of related cost or pricing data
• For actions using Integrated Product Team
  (IPT)/One Pass pricing method, approval to
  conclude negotiations and award a contract.

Ref. AFFARS 5301.9000
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Defense Acquisition I.P.T. Structure
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Background

• Developed by AWACS Program Office in 1994
• MOA initially signed between AW/SPD, Prime
  Contractor, DCMC, DCAA in Jan. 95
• Updated in 1998
• Prime Contractor Implemented One Pass agreements
  with Major Sub-contractors IWA in 98
• Updated in 2002
• Identified earlier involvement by Contractor
  (team)
• Improved process flows for ease of use and
  interactions through verification of existing
  phases

Emphasis on Cooperation between all parties
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Purpose

• RSIP
• 95 People
• Associate/Associate
• Award to IOC 11 Years
• Fixed Price at Ceiling
• 58 Contract Changes
• 2 PMRs/Month
• 18 Month Schedule Slip

• 30/35
• 70 People
• Award to IOC 10 Years
• Fixed Price at Ceiling
• 123 Contract Changes
• PMR/1 per Qtr
• 4 1/2 Years Schedule Slip

• Have Quick
• 20 People
• Award to IOC 10 Years
• Fixed Price at Ceiling
• 33 Contract Changes
• Operation Deficiency

Average Time to On Contract Across Programs 459
Days One Pass Process Reduced Cycle Time
to 1998 - 220 Days 2002 - 180 Days

• Sustainment
• 175 People
• IWSM Process
• Uncoupled with Acquisition
• Multiple Contracts

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The Old Way Endless Iterations
RFP
Proposal
Update
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Acquisition in Transition

• A Cultural Change...

NEW WAY
OLD WAY

• Autonomous
• Throw over the wall
• Changing requirements
• Multiple proposal submittals
• Large Technical Management Volumes

• Partners building teams
• Joint preparation
• Early agreements
• One submittal
• Technical Management Overviews

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One Pass The Way We Do Business
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One Pass Process Flow Key Features
High Energy Preliminary Work
ProgramApproval
ACTIVITY
Identify Need
Understand Req.
Review Req. Potential Solutions
Conceptional Definition
Potential Solutions
Provide Strategic Guidance
OUTPUT
Non Iterative Proposal/Negotiation
Proposal Development
Joint Develop Documents for a Clearly Understood
and Executable Program
ACTIVITY
Defined TechnicalSolution(s)
OUTPUT
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Notional One Pass Schedule
Month 1
Month 2
Month 3
Month 4
Month 5
Month 6
Define Need
Define Project SOO
Jointly develop IMP/IMS or SOW for legacy programs
Concurrent Tech Evaluation
Tech Enablers
Boeing Proposal

• Agreed to FPRAs
• Agreed to TCs
• Standard WBS
• CERs, Pricing Models

Major SubcontractorInvolvement
Contract Approval Authority
Award
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Phase I Identify Need
1
2
3
4
5
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ProgramApproval
Negotiations Award
Proposal Development

• Identify need for new or upgraded capabilities

Purpose

• User, System Program Office (SPO), or Contractor
  identify potential need
• SPO lead team analyzes/discusses with originator
• Fit with strategic plan budget determined

Phase Summary

• Execution team/person identified chartered
• Required documentation to identify need

Output
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Phase II Initial Need Assessment
1
2
3
4
5
6
ProgramApproval
Negotiations Award
Proposal Development

• Develop information for Program Approval
• Identify technical contractual options

Purpose

• Program manager assigned / Core IPT formed
• Complete One Pass Core team training
• Options / alternatives identified analyzed
• Recommended strategy developed

Phase Summary

• Draft Statement of Objectives (SOO)
• Coordinated Budgetary Estimates (SPO/Contractor)

Output
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Phase III Program Approval
1
2
3
4
5
6
ProgramApproval
Negotiations Award
Proposal Development

• Generate decision and allocate resources needed
  to perform joint development of requirements.

Purpose

• Team prepares briefs appropriate acquisition
  approval authority
• Statement of problem
• Recommended solution Implementation plan
  (Technical, business)
• Decision Authority (DA) authorizes resource
  commitment or directs change

Phase Summary

• Decision Memorandum / Guidance for next phase
• Draft SOO developed

Output
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Phase IV Joint Development of Requirements
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2
3
4
5
6
ProgramApproval
Negotiations Award
Proposal Development

• Jointly develop and coordinate documents for a
  clearly understood and executable contract or
  change

Purpose

• SPO Contractor Team formed to work together to
  define
• SOO/IMP / Contract Data Requirements List (CDRL)
• Funding / authorization for Contractor
  participation
• Joint teams refine each alternative with detailed
  description technical, schedule, budgetary
  estimate, advantages, risks, and recommendations.

Phase Summary

• Draft documentation (contract, modification or
  delivery order) SOO / CDRL, WBS, TCs, contract
  strategy.

Output
Use of standard AWACS WBS recommended.
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Phase V Proposal Development
1
2
3
4
5
6
ProgramApproval
Negotiations Award
Proposal Development

• Government and Contractor work together to
  develop an acceptable proposal

Purpose

• Full joint team training for One Pass process
• Agree on Work Cost Estimate (WCE/BOE)
• Involve DCMC/DCAA - integrate inputs
• Contractor obtain internal authority to submit
  final Proposal

Phase Summary
Output

• Documented detailed DDC WCE/BOE One Pass
  agreements
• Finalized model contract

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Phase VI Negotiation and Award
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2
3
4
5
6
ProgramApproval
Negotiations Award
Proposal Development

• Negotiate in accordance with One Pass principles
  and award contract / supplemental agreement

Purpose
Phase Summary

• Contract Clearance Approval
• Negotiation
• Final Reviews
• Execute contract / modification

• Contract award

Output
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A Successful One Pass Is...

• A Mutual Commitment to Work Together
• Built on Fact Based Rationale
• Requires Meaningful Evaluation and Effort
• An Integrated Process
• A Flexible Process
• Emphasizing a Business Partnership
• Key Elements of Partnership

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Keys to One Pass Success Lessons Learned

• PROs
• Early Industry Involvement/Buy-In
• DCAA Involvement
• Streamlined Contract Award

• CONs
• Contractor Pushback
• Staff Unavailability (JA/Reviewer/DCAA)
• Resource Constraints

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Notional One Pass Schedule
Month 1
Month 2
Month 3
Month 4
Month 5
Month 6
Define Need
Define Project SOO
Jointly develop IMP/IMS or SOW for legacy programs
Concurrent Tech Evaluation
Tech Enablers
Boeing Proposal

• Agreed to FPRAs
• Agreed to TCs
• Standard WBS
• CERs, Pricing Models

Major SubcontractorInvolvement
Contract Approval Authority
Award
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One Pass
Questions?