Section_J _Attachment_5_-_Integrated_Team_Process_User's_Guide.docx

SEMS III ITP User’s Guide Section J, Attachment 5

SYSTEMS ENGINEERING, MANAGEMENT AND SUSTAINMENT

(SEMS III)

FA4600-12-R-0013

Integrated Team Process (ITP) User’s Guide

1. PURPOSE:

This document establishes the framework for using the Integrated Team Process (ITP) to execute contract modifications/awards. The goal of the ITP is to establish an open and effective line of communication between the Government and contractor that promotes and enhances the way requirements are identified, proposals prepared and evaluated, negotiations conducted, and awarded. It is important to the organizations involved to reduce cycle time and rework through improved communications, commitment, and cooperation. The concepts contained herein are provided to improve the commitment, communication, and cooperation necessary to fulfill the requirements that support the respective mission. These include, but are not necessarily limited to:

2) Empowering ITP Team members to make real time decisions

5) Eliminating duplication of effort

2. SCOPE:

The use of the ITP may apply to all contract changes unless otherwise mutually agreed to by the appropriate authorities of the Government and contractor. The Contracting Officer is the only individual authorized to legally bind the Government. Utilization of the ITP does not constitute relief from compliance with applicable Federal laws, Federal Acquisition Regulations, and/or all supplements thereto.

3. CRITICAL CONCEPT:

The process outlined herein is based on the essential concept of achieving a win-win outcome in the acquisition process. All parties must be forthright, professional, and consistent in their dealings with each other.

4. PROCESS SUMMARY:

An ITP overview is shown in Attachment 1, with further details for each step of the process provided in Attachment 2.

5. PROCESS RESULTS:

Although not intended to be all inclusive some of the results the Government intends to attain by using the ITP include:

a. Mutual understanding of objectives and/or requirements, available resources, perceived risks, etc.

b. Shorter cycle times and elimination of rework -- from requirements understanding, to concurrent fact-finding, contractor proposal, and Government reviews, to award execution

c. Contract administration cost savings

d. A basis for better Government decisions.

ATTACHMENT 1

ITP FLOW CHART

The following flow chart was developed to provide guidance for people using ITP. It provides an overview outlining the steps and activities included in each phase of the process, along with some additional guidance detailing the activities performed. This guidance is purposefully general in nature as the method(s) for achieving the result of each phase may vary based on the unique circumstances of any requirement. Each step is detailed further in Attachment 2. The strategic premise of the ITP is open interaction between the Government and contractor.

ATTACHMENT 2

PROCESS GUIDELINES

Step 1: Technical Development & Documentation

A. PURPOSE:

Working jointly the Government and contractor develop the best approach and associated pricing to best meet the requirement.

B. PROCESS SUMMARY:

1. Government provides the contractor with the Performance Work Statement to include the technical specification.

2. ITP sessions focus on an understanding of the requirement and reaching a consensus for the best technical solution including labor/skill mix, estimated hours, subcontracting, PWS revisions, deliverables, materials, schedule, dependencies, unique terms and conditions, etc, that will help form the contractor’s proposal.

3. Identify the funding tail for out-years.

4. Refer any unresolved issues to the 55CONS CO for negotiation with the contractor.

5. The Government will ensure the results of the ITP are properly documented.

6. ITP is complete.

Step 2: Program Decision

A. PURPOSE:

Formal submission of the request for proposal and, in return, receive the contractor’s proposal.

B. PROCESS SUMMARY:

1. Normal contract procedures begin.

2. Government develops their cost estimate.

3. Government issues formal request for proposal.

4. Contractor develops their initial proposal and submits to 55 CONS.

Step 3: Negotiation & Develop Contract Modification / Task Order

A. PURPOSE:

Government review of the contractor’s proposal, negotiation of any unresolved issues, and development/coordination of the Draft contract modification or task order.

B. PROCESS SUMMARY:

1. Receive and review/evaluate the contractor’s proposal.

2. Develop the Government objective and Preliminary Negotiation Memorandum (PPNM).

3. Request Business Clearance – submit PPNM, draft mod or task order, etc. for all applicable clearance/legal reviews.

4. Identify any unresolved issues and/or findings; negotiate in good faith and follow approval process.

5. Compile ITP results and proposal review documentation -- Price Negotiation Memorandum (PNM).

Step 4: Contract Clearance and Committee Review

A. PURPOSE:

Obtain contract clearance approval, through applicable committee reviews, in order to finalize negotiations and issue the contract modification/order.

B. PROCESS SUMMARY:

1. Submit PNM, Draft modification or task order, etc. for all applicable contract clearance reviews.

2. Coordinate any required changes and make corrections as necessary.

3. Issue modification or task order to the contractor for review and signature.

Step 5: Award

A. PURPOSE:

Execution of contract modification or task order for obligation of funds and incorporation of requirement(s) into the contract/task order, as applicable.

B. PROCESS SUMMARY:

1. Contractor signs contract modification or task order.

2. Government Contracting Officer signs modification or task order.

3. Finalized modification or task order is distributed accordingly.

Business Memorandum of Agreement

Successful application of the Integrated Team Process (ITP) requires a commitment on the part of both the contractor and the Government. To ensure that all parties understand and accept the ITP, a signature page is included in this guide. By signing this ITP User’s Guide, a Business Memorandum of Agreement (BMOA) is completed between the AFWA Program Manager, 55th Contracting Squadron (55CONS), and the contractor. This BMOA is not a contract but rather a philosophical commitment on the part of everyone involved.

ROBERT J. BORN

Program Manager, SEMS III, AFWA/A8P

CONTRACTOR

DEBRA J.SIMONS

Contracting Officer, 55 CONS/LGCZ

APPROVAL:

DEBRA M. GILES

Director of Business Operations, 55 CONS/CD image2.emf oleObject2.bin

Technical

Development &

Documentation

Negotiate & Develop

Contract Mod

/Task Order

Award

Contract

Clearance

& Committee

Review

Program

Decision image3.emf oleObject3.bin

Documentation

Negotiate & Develop

Contract Mod

/Task Order

Award

Contract

Clearance image4.emf oleObject4.bin

Documentation

Negotiate/ & Develop

Contract Mod

/Task Order

Award

Contract

Clearance image5.emf oleObject5.bin

Documentation

Negotiate & Develop

Contract Mod

/Task Order

Award

Contract

Clearance image6.emf oleObject6.bin

Documentation

Negotiate & Develop

Contract Mod

/Task Order

Award

Contract

Clearance image1.emf oleObject1.bin

- Finalize and execute contract mod or task order

AWARD

CONTRACT

CLEARANCE

& COMMITTEE

REVIEW

TECHNICAL

DEVELOPMENT &

DOCUMENTATION

Understanding of requirement(s)

Joint development of approach for meeting requirement (e.g. labor mix and hours, PWS revisions, deliverables, etc.)

Technical development

Obtain approval to issue modification or task order

NEGOTIATE &

DEVELOP

CONTRACT MOD /

TASK ORDER

Gov’t review of Ktr proposal

Develop Gov’t objective

Require Business Clearance

Negotiate (if applicable)

- Develop Draft modification or task order

PROGRAM

DECISION

- Enter normal contract procedures

Government releases RFP

Contractor responds with formal proposal