Section_J _Attachment_4 _Integrated_Team_Process_(ITP)_User's_Guide.doc

Information Technology Capabilities Contract II Integrated Team Process (ITCC II 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, modifications issued or awarded 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:

a. Commitment

1) Obtaining and maintaining Senior Management support and approval

2) Empowering IPT Team members to make real time decisions

b. Communication

1) Open, two-way communication

2) Early identification of problems/issues

3) Joint definition of requirements 4) Providing Government feedback early

5) Eliminating duplication of effort

c. Cooperation

1) Promoting teamwork

2) Building trust and confidence

3) Active involvement by both the Government and Contractor

(e.g. Requirements definition, tech solution development, etc.)

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 process 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 visibility into the strategic vision and integration of the program

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

c. Shorter cycle times and elimination of rework -- from initial identification of need and requirements definition, to concurrent fact-finding, contractor technical proposal, and Government reviews,

d. Contract administration cost savings

e. A basis for better Government decisions.

Business Memorandum of Agreement

Successful application of ITP requires a commitment on the part of both the contractor and the Government. To ensure that all parties understand and accept ITP, a signature page is attached at the end of this guide. By signing this users guide, a Business Memorandum of Agreement (BMOA) is completed between the Government Program Management Office (PMO), 55 Contracting Squadron (55CONS), and the contractor. This BMOA is not a contract but rather a philosophical commitment on the part of everyone involved.

ATTACHMENT 1

ITP FLOW CHART

The following flow chart was developed to provide guidance for use of 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 Integrated Team Process is open interaction between the Government and contractor.

ATTACHMENT 2

PROCESS GUIDELINES

Step 1: Identify Need

A.

PURPOSE:

Initiate acquisition process. Identify desired or potential new capability/requirement or upgrade to an existing capability/requirement on the contract. Need should be traceable to the overall scope of the contract.

B.

PROCESS SUMMARY:

1. Government and/or contractor identifies the need for a new capability/requirement

2. Government team (PM, CO, IPT members, etc.) evaluates the “fit” of the requirement within overall scope of contract.

3. Contractor is invited to participate in the strategic planning process (through 55CONS and/or IPT meeting) and assist in the assessment of the needs that are identified

4. Start coordination with the Statement of Objective and Requirements Checklist, if used (See Appendix A & B)

Step 2: Initial Need Assessment

Conduct activities necessary to make an initial assessment of the requirement, develop the requirement definition, identify preliminary technical solution(s) and associated risks.

B.

PROCESS SUMMARY:

1. Ensure the appropriate joint Government-Contractor team is assembled for the ITP

2. Discuss and define the statement of need, general objectives, technical requirements, PWS changes, etc.

3. Information exchange -- fact-finding.

4. Identify preliminary approaches, technical solutions, risks, etc.

5. Develop acquisition description and or requirement statement

6. GOVERNMENT ONLY Develop initial cost estimate ( No Contractor involvement) Step 3: Program Start Review

Provide the appropriate acquisition authority the necessary information previously developed so they may decide whether or not to proceed to the Proposal Development & Documentation step. Appropriate acquisition authority could be at the IPT Chief level or as high as SAF/AQ depending on the program aspect, potential cost impact, color of money, etc.

B.

PROCESS SUMMARY:

Once approval is granted:

1. Request contractor submit ROM Step 4: Technical Proposal Development & Documentation

Working jointly the Government and Contractor develop the best approach to best meet the requirement.

B.

PROCESS SUMMARY:

1. ITP sessions focus on reaching a consensus for the best technical solution, including labor experience/skill needed, subcontracting, PWS revisions, deliverables, unique terms and conditions, etc, that will form the contractor’s proposal.

2. Identify the need for out-years.

3. Document the ITP sessions detailing the process that lead to the proposal establishment.

4. Customer initiates the funding document (AF Form 9)

5. Issue RFP

6. ITP Process is complete/enter into normal contracting procedures

ITP COMPLETE

Normal Contract Procedures: Initiate Negotiations/Develop Contract Modification

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

B.

PROCESS SUMMARY:

1.

Contractor completes and formally submits the proposal, as developed in ITP sessions Government ONLY:

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

2. Develop Government Objective and Preliminary Price Negotiation Memorandum (PPNM)

3. Request Business Clearance - Submit PPNM, Draft modification, etc. for all applicable clearance review

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

Normal Contract Procedures continue: Clearance and Management Review

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

PROCESS SUMMARY:

GOVERNMENT

1. Submit PNM, Draft modification, etc. for contract/award clearance

2. Coordinate any required changes and make corrections as necessary

3. Issue modification to the Contractor for review and signature

Award

Execution of contract modification/order for obligation of funds and incorporation of requirement(s) into the contract

B.

PROCESS SUMMARY:

1. Contractor signs contract modification/order

2. Government Contracting Officer signs modification/order

3. Finalized modification/order distributed accordingly

Signature Page (BMOA)

Business Memorandum of Agreement Successful application of ITP requires a commitment on the part of both the contractor and the Government. To ensure that all parties understand and accept ITP, a signature page is attached at the end of this guide. By signing this users guide, a Business Memorandum of Agreement (BMOA) is completed between the Government Program Management Office (PMO), 55 Contracting Squadron (55CONS), and the contractor. This BMOA is not a contract but rather a philosophical commitment on the part of everyone involved.

XXXXXXXXXX, USSTRATCOM, J645

Government Program Manager, ITCC II

XXXXXXXXXX, Company name Contractor Program Manager, ITCC II

XXXXXXXXXXX, 55th CONS

Contracting Officer

DEBRA M. GILES

Director Business Operations

APPENDIX A

System:

Checklist

Note: Sent as an Excel Spreadsheet

APPENDIX B

Statement of Objective (SOO) Information Technology Services for _____ Mission Description This SOO covers Information Technology operations and maintenance associated with _____.

Clients and Servers

Client systems are _____.

Server systems will be connected to the _____ networks. The hardware includes the following:

· IBM _____

· NCS _____

· Cisco _____

A complete list of hardware is included in UCSRD _____.

Network

Hardware is located on the unclassified and secret networks.

Security Clearances

The contractor must provide operations and maintenance support personnel with clearances at the SECRET level in order for them to have access to the listed hardware.

Capabilities Required

The contractor shall provide IT support for hardware, network operations and maintenance for this critical / non-critical system.

Service Levels The contractor shall meet the following levels of service:

· Monitoring and troubleshooting support during the hours of 0600-1800, Monday – Friday.

· Two working day time-to-respond to a situation

· Provide surge 24x7 support as needed during exercises and crisis situations.

· Support for vendor repair of equipment.

· No backup support required

Note: Sent as a Word document

User’s Guide

March 2014

_1308658944.ppt

Identify

Need

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop

CONTRACT MOD

Kt

Clearance

& Mgmt

Review

Program

Decision

_1308658961.ppt

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop

_1456904801.ppt

IDENTIFY

NEED

- Finalize and execute contract mod

AWARD

Enter Normal Contract Procedures

Develop Gov’t Obj-Business Clearance

NEGOTIATE & DEVELOP

CONTRACT MOD

INITIAL NEED

ASSESSMENT

CONTRACT

CLEARANCE

& MGMT

REVIEW

PROGRAM

DECISION

PROPOSAL

DEVELOPMENT &

DOCUMENTATION

- Initiate ITP Process

- Identify new capability/need

- Exchange information (fact-finding)

- Identify preliminary approach & risks

- Develop acquisition description and/or requirements statement

Generate Go/No-Go decision

- Contractor summit ROM

Joint development of approach for meeting req’t (e.g. labor mix and hours, PWS revisions, deliverables, etc.)

Tech Development

Issue RFP

- AP2 Process complete/ Enter normal Contracting Procedures.

Gov’t review of Ctr proposal

Develop Gov’t Obj– Req Bus Clearance

- Coordinate Draft modification

Obtain approval to issue modification / order

_1308658953.ppt

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop

_1308658919.ppt

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop

Start Review

_1308658931.ppt

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop

_1308658690.ppt

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop clearance

_1308658910.ppt

Initial need assessment

Proposal

Development &

Documentation

Enter Normal Contract Procedures

Gov’t Obj – Bus Clear

Negotiate & Develop

Start Review