INDEX
A
acceptable quality level (AQL), 59, 87–88
acquisition planning
beginning, 35
defining requirements, 37–38
market research, 39–45
measuring success, 38–39
team approach, 36
active voice, 231
active work words, 233–234
allowable error rates, 59
ambiguities, 211–212
applicable documents, 154–157
AQL. See acceptable quality level
award, 139–140
award incentives, 102–105
award term incentives, 105–109
B
basis of estimate, 65–67
best value evaluation, 137–139
bid samples, 205
buzz words, 231
C
C/SCSC. See cost/schedule control system criteria
CDRL. See Contract Data
Requirements List
change management
change order form, 249–251
change order tracker, 252–256
identifying changes, 242–245
importance, 239
lack of adherence to process, 247
lack of change management
section in statement of work, 246
lack of detailed statement of work, 246
lack of understanding of
statement of work, 248
legal precedents, 240–242
managing project changes, 245–249
misinterpreting changes, 248–249
poor communications, 247
triple constraints triangle, 240
clear and concise statement of
work
after award, 6–7
before award, 5–6
communicating effectively, 8
contract baseline, 7–8
importance, 5
performance standards, 7–8
commercial items, 183–185
completion statement of work, 64–67
computer software, 164
constraints, statement of
objectives, 123, 130
contract clauses, conflicts with, 223–228
Contract Data Requirements List (CDRL), 190
contract management
requirements, 167–170
contract types
cost-reimbursement, 49–50
definite-quantity, 52
delivery-order, 51, 53–54
fixed-price, 47–49
indefinite-delivery, 51–55
indefinite-quantity, 52–53, 55
labor-hour, 50–51
requirements, 52
selecting, 47
task-order, 51, 54
time-and-materials, 50–51
contract work products, 176–177
contractor comments
draft solicitations, 228–229
obtaining, 228
preproposal conference, 229–230
proposal preparation instructions, 230
contractor proposals, incorporating by reference, 61–63
corporate experience, 21
cost, 22–23
cost analysis, 88–89
cost-plus-award fee incentives (CPAF), 60
cost-plus-fixed-fee (CPFF), 63
cost-reimbursement contracts, 49–50
cost/schedule control system criteria (C/SCSC), 170
CPFF. See cost-plus-fixed-fee
D
data collection, 179–180
data gathering, 79–81
Data Item Description (DID), 190
deductibles, 112–115
definite-quantity contracts, 52
deliverables
definition, 195–196
describing deliverables, 196
digital media, 196–197
manufactured products, 196
marking requirements, 197–198
packaging, 197–198
packing, 197–198
purpose, 195
written material, 196
delivery-order contracts, 51, 53–54
Department of Defense (DoD)
disputes, 106
handbook, 2
performance work statements, 89–90
descriptive literature, sealed bidding, 205–206
desk audits, 40
DID. See Data Item Description
directive analysis, 81
DoD. See Department of Defense
due diligence, 132–137
E
early information exchanges, 42–43
executive summary, 174
F
Federal Acquisition Regulation (FAR), 1
final report, 174
five-step approach, statement of objectives, 129
fixed-price contracts, 47–49
follow-on efforts, 69–71
font styles, proposal preparation instructions, 25–26
formal technical meetings, 187–188
format, statement of work, 145–147. See also Sections and Parts
formatting proposal preparation instructions, 31–32
formula incentives, 101–102
funding information, 140–141
G
general and administrative expenses (G&A), 8
government-furnished property, 200–201
governmentwide point of entry (GPE), 42
I
IFB. See invitation for bids
in-house terminology, 231
incentives
award, 102–105
award term, 105–109
formula, 101–102
impact of, 109–112
plan, 75–76, 99–101
inconsistent requirements, 212–213
incorporation by reference, statement of objectives, 125–127
indefinite-delivery contracts, 51–55
indefinite-quantity contracts, 52–53, 55
inexact words, 231
information requirements, proposal preparation
instructions, 28–31
initial competition, statement of objectives, 130–132
initial query letters, 44
invitation for bids (IFB), 9
IT systems and software, 181–183
J
jargon, 231
job analysis, 77–78
K
key personnel, 20–21, 201–203
L
labor-hour contracts, 50–51
legal precedents, 240–242
level of effort (LOE)
basis of estimate, 65–67
compared to completion statement of work, 64–65
when to use, 55
long sentences, 222–223
M
management approach, 19
managing project changes, 245–249
manufactured items, 163
market research
acquisition planning, 39–45
definition, 39
desk audits, 40
documenting, 39
early information exchanges, 42–43
effectiveness, 40
initial query letters, 44
performance-based service contracting, 81
preproposal conferences, 44
purpose, 40
statement of objectives, 129–130
techniques, 41–42
who conducts, 41
misinterpreting changes, 248–249
missing text, 221–222
N
negotiation, 139
non-personal services, 67–69
number of copies, proposal preparation instructions, 25
O
options, 69–71
organizational analysis, 78–79
P
page limits, proposal preparation instructions, 26–28
paper size, proposal preparation instructions, 25–26
Part I: General Information, overview, 147
Part II: Work Requirements, overview, 158
Part III: Supporting Information, overview, 198
past performance, 21–22
PBSC. See performance-based
service contracting
performance assessment plan, 91
performance-based service
contracting (PBSC). See also
quality assurance plan
acceptable quality level, 87–88
award incentives, 102–105
award term incentives, 105–109
cost analysis, 88–89
data gathering, 79–81
deductibles, 112–115
definition, 73–74
Department of Defense, 89–90
directive analysis, 81
formula incentives, 101–102
impact of incentives, 109–112
importance, 1, 57
incentive plan, 75–76, 99–101
market research, 81
organizational analysis, 78–79
performance analysis, 82–83
performance indicators, 83–85
performance requirements summary, 88
performance standards, 85–87
performance work statement, 1, 57, 74–75
when to use, 76–77
work analysis, 82
performance indicators, 83–85
performance objectives, 123
performance requirement analysis, 77
performance requirements summary, 88
performance schedules, 172
performance standards, 7–8, 85–87
performance work statement (PWS), 1, 57, 74–75
period of performance, 123, 199–200
periodic sampling, 92–93
personal services, 67–69
pertinent previous efforts, 164
phrases and terms to avoid, 232, 235–238
place of performance, statement of objectives, 123, 199
planning. See also contract types
importance, 35
thinking projects through, 45–46
work breakdown structure, 46–47
poor communications, 247
poor sentence construction, 220–221
preproposal conferences, 44, 229–230
price, 22–23
primary evaluation factors, 15
product description, 3
proposal preparation instructions
contractor comments, 230
corporate experience, 21
cost or price, 22–23
ensuring appropriate coverage, 14–15
font styles, 25–26
importance, 13–14
information requirements, 28–31
key personnel, 20–21
management approach, 19
number of copies, 25
page limits, 26–28
paper size, 25–26
past performance, 21–22
primary evaluation factors, 15
proposal volumes, 24–25
significant sub-factors, 15–18
staffing plan, 19
standardized proposal format, 23–24
type size, 25–26
proposal volumes, 24–25
purchase description, 3
PWS. See performance work statement
Q
qualifications of key personnel, 201–203
quality assurance plan (QAP)
100-percent-inspection, 92
customer input, 93
definition, 75
overview, 90–91
periodic sampling, 92–93
planning, 59–60
random sampling, 92
surveillance methods, 91–94, 91–95
unscheduled inspections, 93–94
query letters, 44
R
random sampling, 92
reliability, 185
request for information (RFI), 40
request for proposal (RFP), 6
requirements. See also technical
requirements
acquisition planning, 37–38
defining, 37–38
different names for same, 213–214
Federal Acquisition
Regulation, 1
incomplete descriptions, 216–217
inconsistent, 212–213
information, 28–31
packaging, 197–198
requirements contracts, 52
research, 63, 177–179
RFI. See request for information
RFP. See request for proposal
risks, 164–165
S
schedules, 214–216
scope, 122, 153–154, 174–175
sealed bidding, 203–204
Section A: Introduction, Part I, 147–151
Section A: Security, Part III, 198–199
Section A: Technical
Requirements, Part II
accuracy, 185
background, 174
capacity, 185
commercial items, 183–185
compatibility, 186
computer software, 164
consistent descriptions, 165
contract management requirements, 167–170
contract work products, 176–177
data collection, 179–180
defining requirements, 161–162
describing work requirements, 158–159
dividing work into tasks, 159–160
environment, 186
executive summary, 174
final report, 174
formal technical meetings, 187–188
future direction, 175
government responsibilities, 171–172
incorporating other documents, 188–189
installation, 187
interchangeability, 186
interfaces with third parties, 171–172
IT systems and software, 181–183
manufactured items, 163
manufactured products, 185
materials, 186
performance schedules, 172
pertinent previous efforts, 164
physical restrictions, 186
power, 185
problems encountered and resolutions, 175
project phasing, 167
proposal preparation instructions, 165–166
purpose, 158
quality requirements in functional statement of work, 190–193
quality requirements in performance-based service contracting, 193
reliability, 185
ruggedness, 186
scope, 174–175
sequential task descriptions, 166
special considerations, 177
studies and research efforts, 177–179
success criteria, 190
task descriptions, 160–161
technical data requirements, 189–190
testing requirements, 193–195
training, 163
transportation and storage, 186–187
work elements, 162–163
work performed and results, 175
work plans, 173–174
Section B: Background, Part I, 151–152
Section B: Deliverables, Part II
definition, 195–196
describing deliverables, 196
digital media, 196–197
manufactured products, 196
marking requirements, 197–198
packaging, 197–198
packing, 197–198
purpose, 195
written material, 196
Section B: Place of Performance, Part III, 199
Section C: Period of Performance, Part III, 199–200
Section C: Scope, Part I, 153–154
Section D: Applicable Documents, Part I, 154–157
Section D: Government-Furnished Property, Part III, 200–201
Section E: Qualifications of Key Personnel, Part III, 201–203
Section L, statement of objectives, 124
Section M, statement of objectives, 124–125
security, 198–199
significant sub-factors, 15–18
simple words, 232
sole-source statement of work, 69
solicitation and contract, 9–13
SOO. See statement of objectives
specification, 2
staffing plan, 19
standardized proposal format, 23–24
standards, 2
award, 139–140
background, 121–122
best value evaluation, 137–139
competing, 128
conducting initial competition, 130–132
conducting market research, 129–130
constraints, 123
definition, 119–121
developing, 130
due diligence, 132–137
five-step approach, 129
identifying constraints, 130
incorporation by reference, 125–127
negotiation, 139
performance objectives, 123
period of performance, 123
place of performance, 123
purpose, 121
releasing funding information, 140–141
scope, 122
Section L, 124
Section M, 124–125
using, 127–128
success criteria, 190
surveillance methods, 91–94
T
task descriptions, 160–161
task-order contracts, 51, 54
team approach, acquisition
planning, 36
technical requirements
accuracy, 185
background, 174
capacity, 185
commercial items, 183–185
compatibility, 186
computer software, 164
consistent descriptions, 165
contract management requirements, 167–170
contract work products, 176–177
data collection, 179–180
defining requirements, 161–162
describing work requirements, 158–159
dividing work into tasks, 159–160
environment, 186
executive summary, 174
final report, 174
formal technical meetings, 187–188
future direction, 175
government responsibilities, 171–172
incorporating other documents, 188–189
installation, 187
interchangeability, 186
interfaces with third parties, 171–172
IT systems and software, 181–183
known risks, 164–165
manufactured items, 163
manufactured products, 185
materials, 186
performance schedules, 172
pertinent previous efforts, 164
physical restrictions, 186
power, 185
problems encountered and resolutions, 175
proposal preparation instructions, 165–166
purpose, 158
quality requirements in functional statement of work, 190–193
quality requirements in performance-based service contracting, 193
reliability, 185
ruggedness, 186
scope, 174–175
sequential task descriptions, 166
special considerations, 177
studies and research efforts, 177–179
success criteria, 190
task descriptions, 160–161
technical data requirements, 189–190
testing requirements, 193–195
training, 163
transportation and storage, 186–187
work elements, 162–163
work performed and results, 175
work plans, 173–174
testing requirements, 193–195
third parties, 171–172
time-and-materials contracts (T&M), 50–51
trade terminology, 231
training, 163
triple constraints triangle, 240
two-step sealed bidding, 206–207
type size, proposal preparation instructions, 25–26
types, statement of work
design descriptions, 60–61
functional descriptions, 55–60
performance descriptions, 57–60
typos, 221
U
unpriced options, 69–71
unscheduled inspections, 93–94
V
vague language, 217–219
vocabulary, 222
voluntary consensus standards, 3
W
WBS. See work breakdown structure
word usage, 230–232
work analysis, 82
work breakdown structure (WBS), 46–47
work effort, 56
work input, 56
work output, 56
writing guidelines, 209–211