Roles and Responsibilities Who is involved

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What is Preliminary Planning?

• The first phase of the competitive sourcing
  process
• A time of preparation before the announcement of
  a competition
• Determines a strategy for the competition

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The Preliminary Planning Phase
Purpose To prepare for the announcement of a
competition so that once the public announcement
is made and the competition begins, all efforts
can be focused exclusively on developing the PWS
and the MEO

• OMB Circular A-76 requires significant upfront
  planning (nine steps) before the announcement of
  a competition (before the clock starts ticking)
• The requirements of preliminary planning must be
  complete before the announcement of a competition
• In addition to OMBs nine-step-requirement, DLA
  has additional requirements (as required by the
  DLA Commercial Activities Guidebook)
• Once a public announcement is made, the
  competition begins (the clock starts ticking)

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The Preliminary Planning Phase (contd.)

• Effective preliminary planning is essential to a
  successful competition
• The planning phase is critical to meet the 90-day
  Streamlined or the 12-month Standard competition
  timeline
• Preliminary planning allows DLA to align each
  competition with internal strategic goals and
  mission, as well as thoroughly prepare for the
  competition
• Although there is no time limit for preliminary
  planning, it should be accomplished within a
  reasonable amount of time
• During preliminary planning, the preliminary
  acquisition strategy is developed

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Goal of Preliminary Planning

• To ensure all resources are in place and
  identified prior to the start of a competition
• Schedules and responsible parties are identified,
  to ensure time constraints can be met
• All upfront planning and data collection has be
  thoroughly reviewed to ensure we do it right

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How to Prepare for Preliminary Planning

• Establish a Competitive Sourcing Office and
  designate Preliminary Planning Team Lead
• Identify office space and resources to support
  the process
• Contact HQ and determine who your HQ Competitive
  Sourcing Representative is
• Establish contact with DSCC-DR, who will provide
  preliminary planning support
• Initiate the Preliminary Planning Assessment Form
  and Competition Cost Estimate with best guess
  estimates and submit to the Competitive Sourcing
  Division

You may want to create a separate POAM for
Preliminary Planning Activities
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DLA 14-Step A-76 Preliminary Planning Process
Management
Closing Tasks
Activity Analysis
Public Announcement
Avoid Conflicts of Interest
Appoint Officials
Determine Roles Responsibilities
Inform Incumbents
Congressional, Customer Other Notification
Develop Competition Schedule
Develop Training Plan
Determine Baseline Costs
Determine Competition Type
Develop Communication Plan
Preliminary Planning Assessment Form
Competition Cost Estimate
Submit Final
Submit Initial
Update at VTCs
OMB Circular Requirement
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Step 1 Scope - Selecting Activities to be
included in Competition

• DLA has already identified potential functions
  for competition through the PBR process
• The FAIR Act Inventory in conjunction with the
  Program Budget Review (PBR) is used as the basis
  of determining whether an activity may be subject
  to competition
• An activity may undergo an A-76 competition if it
  is classified as a commercial activity subject to
  competition by the FAIR Act Inventory
• Review the FAIR Act Inventory for the identified
  function for accuracy and currency (Is 100 of
  the FTE performing commercial work?)
• If needed conduct focus groups, individual
  interviews, and position description analysis, to
  confirm if appropriate
• Research whether the activity is currently being
  performed by the private sector and probe level
  of industry interest
• The A-76 Contracting Office (DSCC-DR) should be
  involved in this market research

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Step 2 Group Activities
Goal To group functions so that the product or
service produced by that activity is adequately
maintained (can be maintained by a service
provider)

• Subdivide activities into groups
• Geographic location
• Function/department
• Discuss with Activity Under Study (AUS), RA,
  Program Manager, KO, and affected organizations
  senior management
• Determine which, if any, service contracts to
  include
• Review appropriate placement of inherently
  governmental responsibilities (performance
  assessments, contract administration)
• Comply with US 32 Code of Fed Regulations 169a 17
• A-76 Contracting Office (DSCC-DR) must do the
  bundling and CICA analyses
• Bundling criteria of FAR 7.107
• Competition in Contracting Act (CICA), 44 USC 253

Consider potential effects on internal and
external customers impact of consolidating
service contracts into new acquisition
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Step 3 Identify/Determine Workload Data Systems

• Assess Workload and Data Systems
• Determine what data exists and if it is usable
• If data is not sufficient, develop plan and
  methods for collecting data
• Identify
• Tasks
• Processes
• Outputs
• Work units
• Who is work assigned to?
• Research DLA and industry performance standards
• Information system databases
• Log books
• Reports
• Previous competition findings
• Interviews
• Technical estimates
• Identify workload sources and their validity and
  accuracy

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Workload Data Sources

• Fully Auditable Data (most recent complete fiscal
  year of data)
• Databases and Government MIS
• Paper records and accounts
• Regulations
• Next Best Sources
• Task Lists
• Partial-year data (workload surveys)
• Interviews
• Technical Estimates
• Dont Forget
• Contracts
• Future Workload changes

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Step 4 Determine Baseline Costs
Goal Determine the baseline costs as performed
by the incumbent service provider

• COMPARE use COMPARE software to generate a
  Baseline Cost Report (BCR)
• Baseline Costs should reflect one year of
  performance
• No less than 12 months prior to public
  announcement, or
• Most current fiscal year
• Adjusted Baseline Costs should reflect period of
  performance stated in the solicitation
• Baseline Costing Certification
• BCR certified by the Baseline Costing Official

The RA develops the baseline costs in accordance
with DoD A-76 cost manual
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Step 5 Choose Competition Type

• There are two competitive sourcing competition
  options

• Streamlined
• 65 or fewer FTE OMB A-76
• 50 or fewer FTE DoD mandate
• MEO optional A-76 OMB
• 11 FTE, MEO required DoD mandate

• Standard
• 0-65 FTE optional OMB A-76
• 66 required OMB A-76
• 51 FTE DoD mandate
• MEO required

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Step 6 Develop Schedules
Plan of Action and Milestones (POAM)

• A POAM is required for every competition
• DLAs Requiring Activity (RA) will prepare the
  POAM with input from the Contracting Office and
  CSD
• The RA must devise a system that ensures that the
  PWS and MEO teams regularly update the POAM and
  reflect the current status of the competition
• The POAM level of detail depends on the
  competition
• Microsoft Project is a very effective tool for
  developing the POAM, for the day-to-day
  management of this task, and to keep management
  informed
• The POAM is a basis for monitoring and
  controlling the competition

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Step 7 Determine Roles and Responsibilities

• Determine the roles and responsibilities of
  participants in the process and their
  availability for the duration of the streamlined
  or standard competition

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A-76 Competition Officials per OMB Circular

• Competitive Sourcing Official (CSO)
• Agency Tender Official (ATO)
• Contracting Officer (KO)
• PWS Team Leader
• Human Resource Advisor (HRA)
• Source Selection Authority (SSA)

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A-76 Competition Officials per DLA Guidance

• DoD Competitive Sourcing Official (CSO)
• DLA Component Competitive Sourcing Official
  (CCSO)
• RA Commercial Activities Program Manager
• Source Selection Advisory Council (SSAC)
• Past Performance Evaluation Board (PPEB)
• Price Evaluation Board (PEB)
• Agency Contest Authority (ACA)
• Source Selection Evaluation Board (SSEB)

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Step 8 Avoiding Conflict of Interest

• To ensure a fair competition, there must be clear
  separation of personnel and their
  responsibilities involved in preparing the most
  efficient organization from those involved in
  preparing the PWS/solicitation package and the
  evaluation of offers, and they shall not share
  their respective estimates/plans between
  competitive sourcing teams
• The Circular requires team members to be separate
  and independent
• A Firewall eliminates conflict of interest and
  and appearance of conflict of interest
• Firewall guidelines apply to consultants and to
  government employees
• All personnel involved in commercial activities
  competition must attend conflict of interest
  training before signing nondisclosure and
  conflict of interest statements

Examples of nondisclosure and conflict of
interest forms are provided in Appendix I of
the DLA Commercial Activities Guidebook
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Step 9 Appoint Competition Officials

• The DLA CCSO
• Appoints competition officials for all standard
  competitions and streamlined competition if
  appropriate
• All appointments must be in writing and completed
  before public announcement
• Officials to be appointed
• Agency Tender Official (ATO)
• Contracting Officer (KO)
• PWS Team Leader
• Human Resource Advisor (HRA)
• Source Selection Authority (SSA)
• Agency Contest Authority (ACA)
• The Competitive Sourcing Division prepares and
  coordinates the Appointment Letters with the RA
  and other HQ officials

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Step 10 Plan for Training
Goal Continually strive to improve and
strengthen training and education in the A-76
process

• Training is essential to maintain fairness and
  minimize errors in the A-76 process and should be
  conducted just-in-time
• Training provides basic knowledge of the A-76
  process before team or official appointment
• Training strategy should be developed in the
  preliminary planning stage
• Training is coordinated and funded by the RA
• DLA and other sources offer several A-76 training
  courses

Appendix D of the DLA Commercial Activities
Guidebook provides a list of minimum training and
knowledge requirements
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Step 11 Communication Plan

• It is imperative for a successful competition
  that DLA develop a communication plan early on
• The communication plan sets and maintains the
  tone for the A-76 competition
• The communication plan provides a process for
  keeping DLA employees, customers, union
  representatives, and other stakeholders informed
• DLAs communication plan should target internal
  and external stakeholders and provide a
  methodology for continuous communication
• It is important that communication is
• a dialogue, not a monologue
• open and positive

It is important that everyone know why the
competition is being conducted, the competition
process and timelines, and the potential impacts
to employees and their organization(s)
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Step 12 Congressional, Customer, Other Public
Notices

• Congressional notification is required prior to
  the start of all A-76 competitions
• Letters should be sent to Congress and local
  official indicating that an A-76 competition will
  be conducted in their jurisdiction
• Letters are written by the Competitive Sourcing
  Division and coordinated with DLA HQ Legislative
  Affairs, General Counsel, and Public Affairs, and
  the Requiring Activity and RA Legislative
• In accordance with FY04 Appropriations Act, if
  the competition will involve 51 or more FTEs a
  full report to Congress is required
• Congress, local legislative offices, local
  unions, workforce, the press, and other
  interested parties must be notified prior to
  Public Announcement

The CSD in conjunction with the RA and HQ
personnel prepare an Announcement Schedule that
details notification actions and party
responsible for notice
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Step 13 Inform Incumbent Service Providers

• Incumbent Service Providers are to be informed of
  the public announcement date
• Employees and union members are to be informed of
  the public announcement date
• A meeting with Union Representatives should be
  scheduled to discuss the potential effects on
  employees prior to official employee notification

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Step 14 Public Announcement

• Once an activity is determined to be suitable for
  competition and all the preliminary planning
  requirements have been fulfilled, the DLA KO must
  post a public announcement on FedBizOpps.gov
• Copy of FedBizOpps notice must be sent to OSD
  prior to posting
• The information to be included in a public
  announcement are

The Public Announcement on FedBizOpps.gov
signifies the start of the competition (the
clock starts clicking)
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Preliminary Planning is Complete When

• The completed Preliminary Planning Assessment
  Form has been submitted to CSD
• The final Competition Cost Estimate has been
  submitted to CSD
• The CCSO has approved competition type and scope
• The KO has posted the official announcement on
  FedBizOpps.gov

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Questions?