Transcript Sample Problems in Government Procurements

Sample Problems in Government
Procurements
for
PMI-NAC
August 21, 2012
John Aitken, Vice President
256-682-4309
[email protected]
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Sample Problems in Government Procurements
Background
• History – sample problems been in use for at least 40 years
• Government’s purpose – improve confidence that the selected bidder is
fully qualified to perform the contract, i.e. provide requisite quality
products and/or services, on-time, within cost, and without risk
• Evaluation weight – almost always a large part of the total score; can be
weighted greater than all other factors combined
• Page limits – examples: 3 pages/SP for 8 SPs; up to 90 pages for 3 sample
problems
• Response time limits – examples: 1 hour to 2 weeks to 2 months
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Sample Problems in Government Procurements
This session will be a dialogue
• Group participation enhances everyone’s experience
• Please do not hesitate to share your experiences and opinions
• The group’s related experience in procurements with sample problems?
o Technical lead for a sample problem
o Technical contributions
o Basis of estimates for staffing, materials, travel, ODCs
o Basis of pricing for staffing, materials, travel, ODCs
o Responsible for all the samples problems in a procurement
o Lead or member of a review team
o Other roles
• Is frequency normal, increasing, or decreasing?
• Assessment of value to your organization?
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Sample Problems in Government Procurements
Example of procurements that have utilized sample problems
• Research
• Experiments
• Design
• Design and Develop Prototypes
• T&E
• SETA
• Manufacturing
• Others?
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Sample Problems in Government Procurements
Classes of Sample Problems
• Explicit and formally defined in RFP
• Explicit and formally defined 15 minutes before impromptu test (s)
• Implicit and explicit during orals
• Implicit during discussions
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Sample Problems in Government Procurements
Typical requirements for content in responses
• Understanding the requirements and Assumptions
• Technical Approach and Rationale
-----------------------------------------------------------------------------------------------------• Methodologies and Trades
• Work Breakdown Structure and Integrated Master Schedule
-----------------------------------------------------------------------------------------------------• Management Approach
• Risk Management
• QA and QC Approaches
• Safety and Security
-----------------------------------------------------------------------------------------------------• Basis of Estimates for labor, subs, vendors, materials, travel, ODCs
• Basis of Pricing for labor, subcontractors, vendors, materials, travel, ODCs
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Sample Problems in Government Procurements
Preparations of quality responses
Typical requirements for responses
Classes of Sample Problems
• Explicit and formally defined
in RFP
• Explicit and formally defined
15 minutes before the
impromptu test (s)
• Implicit during orals
• Implicit during discussions
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• Understanding the Requirements
• Assumptions, WBS, & IMS
• Tech Approach & Rationale
• Methodologies & Trades
• Management Approach
• Risk Management
• QA & QC Approaches
• SHE & Security
• BOE & BOP
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Sample Problems in Government Procurements
Pitfalls affecting preparations of quality responses
• Over reaching – prime and teammates collectively lack requisite skills,
experience, tools, etc.
• Experience deficiencies – GM and tech leaders lack SP experience
• Incorrect staff – “good-guys” with the wrong or inadequate experience
• Kick-off delays – untimely participation of leaders and key contributors
• Poor kickoff – inadequate preparations and inadequate detailed guidance
• Paralysis of analysis delays start of serious productive work
• Teamwork learning curve – members working together for the first time
• Distractions impacting progress and result in wasted effort
o Frequent changes in directions by management
o Team’s day jobs
o Reviews – too many, too few, no SMEs, no SP experience
• Poor working conditions – no space for braining storming and collaboration
• Luke warm support from management; perception is reality
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Sample Problems in Government Procurements
Failures during preparations of responses
• Orientation and training – not timely, motherhood, no follow-up
verification
• Mentoring – transmit, and/or receive vernacular or attitudes
• Understanding requirements – the undefined cascading requirements
• BOE and/or BOP preparations:
o Inadequate estimating
o Deficient justifications
o Stating too late
o Driving the train
o Open loop
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Sample Problems in Government Procurements
Explicit SPs: Preparing responses for problems defined in RFP
• Before DRFP
o Anticipate types and scopes of problems
o Compile lists of potential leaders and key contributors (from prime
and subs)
o Start applying lessons learned
• DRFP
o Build annotated generic outline common for all problems
o Kickoff training – include lessons learned
• RFP
o Convert generic outline into tailored outlines for each SP
o Conduct SPs Kickoffs within three days
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Sample Problems in Government Procurements
Impromptu SPs: defined on test day 15 minutes before the test
• Training sessions
Typical requirements for responses
• Practice sessions
• Understanding the Requirements
• Prepare references
• Assumptions, WBS, & IMS
• Prepare forms
• Tech Approach & Rationale
• Methodologies & Trades
• Management Approach
• Risk Management
• QA & QC Approaches
• SHE & Security
• BOE & BOP
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Sample Problems in Government Procurements
Implicit SPs: slipped into discussions with evaluation boards
• Anticipate
Typical requirements for responses
• Anticipate
• Understanding the Requirements
• Anticipate
• Assumptions, WBS, & IMS
• Prepare using impromptu
techniques
• Methodologies & Trades
• Tech Approach & Rationale
• Management Approach
• Risk Management
• QA & QC Approaches
• SHE & Security
• BOE & BOP
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Sample Problems in Government Procurements
Wrap up
Summary
Typical requirements for responses
• Different techniques for the
four classes of sample
problems
• Understanding the Requirements
• Get started before the DRFP
is released
• Avoid the pitfalls
• Prevent failures
• Build annotated outlines
• Generic
• Tailored
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• Assumptions, WBS, & IMS
• Tech Approach & Rationale
• Methodologies & Trades
• Management Approach
• Risk Management
• QA & QC Approaches
• SHE & Security
• BOE & BOP
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