Atch_1_Integrated_Team_Process_(ITP)_User's_Guide.doc

BUSINESS MEMORANDUM OF AGREEMENT

UNINTERRUPTIBLE POWER SUPPLY (UPS) SYSTEM

MAINTENANCE AND REPAIR

Integrated Process Team (IPT)User’s Guide

FA4600-16-R-0004

1 March 2016

1. PURPOSE:

This document establishes the framework for using the Integrated Process Team (IPT) to execute contract modifications/awards. The goal of the (IPT) 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. However, there are limitations to the IPT process, ie., no price negotiations. The IPT process concludes at the technical requirement development point and normal contract procedures begin. 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) Sharing Government evaluations 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, proposal preparation, etc.)

2. SCOPE:

The use of the IPT 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 IPT 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 integrated process. All parties must be forthright, professional, and consistent in their dealings with each other.

4. PROCESS SUMMARY:

An IPT 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 IPT 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 IPT requires a commitment on the part of both the contractor and the Government. To ensure that all parties understand and accept IPT, 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), 55th Contracting Squadron (55 CONS), and the contractor. This BMOA is not a contract but rather a philosophical commitment on the part of everyone involved.

ATTACHMENT 1

IPT FLOW CHART

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

ATTACHMENT 2

PROCESS GUIDELINES

Step 1: Identify Need

A.

PURPOSE:

Initiate acquisition process. Government or Contractor identifies 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 evaluates the “fit” of the requirement within overall scope of contract.

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

4. Start coordination with the Requirements Checklist, if used (See Appendix A)

Step 2: Initial Need Assessment

A.

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 IPT

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 requirements approval is new task

6. GOVERNMENT ONLY Develop initial cost estimate ( No Contractor involvement) Step 3: Technical Development & Documentation

A.

PURPOSE:

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

B.

PROCESS SUMMARY:

1. IPT sessions focus on reaching a consensus for the best technical solution, including skills needed, subcontracting, PWS revisions, deliverables, unique terms and conditions, etc, that will form the contractor’s proposal. No pricing is discussed.

2. Identify the need for out-years.

3. Document the IPT sessions detailing the process that lead to the technical requirement.

4. Request contractor submit staffing estimate if needed.

Step 4: Program Start Review

A.

PURPOSE:

The program office needs to provide the Contracting Officer the necessary information developed during the integrated process and a decision on whether or not to enter normal contract procedures.

B.

PROCESS SUMMARY:

1. Government determines Go/No-Go decision

2. If Government determines Go, then the Government initiates IGE, funding document, obtains PWS approval, Issue RFP, Develop Govt Objective – Business Clearance.

3. If Government determines No-Go, then the IPT process stops.

IPT Process is complete

IPT COMPLETE

Normal Contract Procedures: Initiate Negotiations/Develop Contract Modification/Order

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

B.

PROCESS SUMMARY:

1. Contractor completes and formally submits the proposal, as developed in IPT sessions Government ONLY:

2. Issue RFP

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

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

5. Request Business Clearance - Submit PPNM, Draft mod, etc. for all applicable clearance/legal reviews.

6. Identify any unresolved issues and/or findings; negotiate in good faith and follow approval process Normal Contract Procedures continue: Clearance and Committee Review

A.

PURPOSE:

Obtain contract/award 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, 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 IPT requires a commitment on the part of both the contractor and the Government. To ensure that all parties understand and accept IPT, 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), 55th Contracting Squadron (55 CONS), and the contractor. This BMOA is not a contract but rather a philosophical commitment on the part of everyone involved.

Gov’t Program Manager

Contractor Program Manager

Contractor Contracts Manager

Gov’t Contracting Officer

Attachment 1- ITP User Guide

FA4600-16-R-0004, UPS Mx & Repair

Attachment 1- IPT Guide

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