INTERIM CHANGE: See SAF/AQC Policy Memo 19-C-03, Use of MIRTs, which changes this Mandatory Procedure to Informational Guidance.
1. Objective. Multi-functional Independent Review Teams (MIRT) conduct independent reviews to ensure the quality and effectiveness of the competitive contracting process, and facilitate cross-sharing of best practices and lessons learned. The MIRT operates in an advisory manner in their assessment of the acquisition approach employed, and the consistency and sufficiency of the source selection team products.
2.1. The Clearance Approval Authority (CAA) must use MIRTs as an integral component of the clearance process, as specified in AFFARS 5301.9001(a), for all competitive acquisitions meeting the requirements of 5301.90 when contract values are $100M or more, unless waived. At the discretion of the CAA, in coordination with the Source Selection Authority (SSA), MIRTs may be used for competitive acquisitions below $100M. The CAA should tailor the MIRT procedures consistent with the risks associated with the requirement and the complexity of the source selection process utilized. The CAA may use existing Independent Review Teams, peer reviews, Acquisition Center of Excellence (ACE) established review teams, or other established processes to satisfy the MIRT requirement.
2.2. The CAA, after consultation with the SSA, may waive the use of a MIRT for individual acquisitions based on acquisition complexity, source selection team level of experience, and other oversight mechanisms. A discussion regarding the use, tailoring or waiver of MIRTs should take place during the Acquisition Strategy Panel (ASP), if convened.
2.3. The CAA must engage with the SSA upon establishment of the MIRT to promote an understanding of the MIRT process and determine the rules of engagement for the MIRT (how many reviews are planned, the expected duration of each review, and what is required to close MIRT comments prior to the CAA granting clearance), as well as the relationship between the clearance process and source selection process events.
3. MIRT Process.
3.1. The CAA must establish an independent and objective process, tailored to the needs of the acquisition, employing cross-functional subject matter experts (SME) with source selection experience and knowledge of current source selection procedures. The CAA should ensure that the established review process encourages frank and open discussion among MIRT members concerning their observations and recommendations.
3.2. The MIRT is formed at the beginning of each competitive acquisition with membership approved by the CAA. When DAS(C) or ADAS(C) is the CAA, AQC will rely on the MAJCOM/DRU/AFRCO SCO (or for AFLCMC and SMC, the SCCO) to appoint the MIRT and interact with the SSA as required. Recommended team members include the Technical/Requirements Activity, Legal, Contracting, Finance/Cost, Small Business, and participants from other specialized areas as needed. A member from the SAF/AQCP Field Support Team may be requested to participate on MIRTs when DAS(C) or ADAS(C) is the CAA. To promote consistency, it is desirable that the same MIRT members participate in each critical decision point review for the duration of the acquisition unless otherwise approved by the CAA. The MIRT members must not be members of the source selection team. The team must be comprised of government personnel to the maximum extent practicable.
4. Critical Decision Points (CDP). CDPs are potential opportunities for MIRT activity at the discretion of the CAA. CDPs 1 and 2 would occur prior to request for Business Clearance, and CDPs 3, 4 and 5 would occur prior to request for Contract Clearance. The CAA, after consultation with the SSA, determines the CDPs, or other focus areas, to be reviewed for each acquisition.
CDP#1: Review draft ASP Brief or review of draft Acquisition Plan (AP). (Includes review of requirements documents, results of market research and risk assessment, and incentive structure, as applicable.)
CDP#2: Review Sections L and M of the Request for Proposal (RFP). (Includes review of Source Selection Plan, requirements documents, and other portions of the solicitation, as necessary, to ensure executable evaluation criteria.)
CDP#3: Review draft Initial Evaluation/Competitive Range Brief or review of draft Award without Discussions Brief. (Review of these draft briefs include review of supporting documentation and evaluation notices or interim ratings, etc.)
CDP#4: Review draft Final Proposal Revision (FPR) Request. (Review of this draft brief includes review of pre-FPR brief including interim ratings after discussions, etc.)
CDP#5: Review draft Source Selection Decision briefing. (Review of this draft brief includes review of the Source Selection Evaluation Board Report, Source Selection Advisory Council Comparative Analysis Report and Award Recommendation, etc.)
5. MIRT Work Product. The MIRT must out-brief the source selection team at the conclusion of each MIRT review conducted, and provide an assessment to the CAA on the state of the acquisition. The MIRT assessment and Contracting Officer disposition of MIRT comments/recommendations shall be included with the applicable Business and Contract Clearance requests. All unresolved MIRT comments must be adjudicated by the CAA. The SSA should be provided a copy of MIRT reports for their information and use as appropriate.