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DARS PART 7 -- ACQUISITION PLANNING



PART 7 -- ACQUISITION PLANNING

TABLE OF CONTENTS

SUBPART 7.1 -- ACQUISITION PLANS

7.101 Definitions.

7.102 Policy.

7.103 Agency-head responsibilities.

7.104 General procedures

7.105 Contents of written acquisition plans.

207.170 Consolidation of contract requirements.

207.170-3 Policies and procedures.

SUBPART 7.5 -- INHERENTLY GOVERNMENTAL FUNCTIONS

7.503 Policy.

PART 7 -- ACQUISITION PLANNING

SUBPART 7.1 -- ACQUISITION PLANS

7.101 Definitions.

Acquisition of Information Technology (IT) (DARS 39). Acquiring IT, including National Security System (NSS) IT, by any method including contract, grant, cooperative agreement, international agreement, interagency (Economy Act) order, or any “other transaction.”

Acquisition Review Board (ARB). The ARB is a ”Senior Forum” chaired by the Component Acquisition Executive to give guidance, direction, coordination, and/or approval on selected major acquisitions and procurements, programs, projects, and services. An ARB is convened by the Chairperson to ensure expected outcomes are aligned with the Agency’s and Department of Defense’s mission and vision, mission partner capability requirements, and to manage cost, schedule, and technical performance risk.

Acquisition Support Center (ASC). The mission of the Acquisition Support Center is to provide expert advice and hands-on assistance to the acquisition workforce that empowers them to deliver capabilities in a repeatable, credible and transparent manner. Additional information can be found at: https://east.esps.disa.mil/DISA/ORG/AT3/default.aspx.

Component Acquisition Executive (CAE). The CAE has oversight and review authority for all acquisition matters and reports to the Director, DISA. The CAE has the authority and is accountable for all acquisition functions and activities in the Agency. (Source: DISAI 610-225-

002)

Director for Procurement (PLD). Serves as the HCA for the Agency and the approval authority for APs with a specific threshold, for classified and unclassified procurements. The HCA also serves as the Source Selection Authority (SSA) for competitive negotiated procurements at/or exceeding $100 million in value.

DISA Mission Partner. Internal DISA program office (i.e., requirements office)

DISA Program/Project. A DISA funded logical grouping of requirements designed to provide a new, improved, or continuing capability in response to a validated operational capability.

DISA Program Plan. A budgetary plan of requirements supporting a specific DISA Program for any given fiscal year (FY). The Annual Program Plan Review is the forum for obtaining program plan approval.

High-Risk Contracts/CLINs. High-risk contracts include non-competitive or limited competition contracts and cost reimbursement and time-and-materials/labor-hour contracts. High-Risk CLINs are cost reimbursement and time-and-materials/labor-hour types. When a combination of types is used (sometimes referred to as a “hybrid”), the contract is considered high-risk if the high-risk CLINs constitute 50% or more of the total estimated cost. The definition of high-risk does not include directed 8(a) contracts.

Integrated Product Team (IPT). A cross-functional team formed for the specific purpose of delivering a capability for an external or internal mission partner.

Independent Government Cost Estimate (IGCE). The IGCE is a required evaluation tool in DISA source selections. As such its integrity is critical, and the PMO shall be responsible for ensuring that appropriate technical and cost and price analysts are involved in its development.

Non-DISA Mission Partner. An external program office (i.e., requirements office), such as other

DoD Components and other Federal Agencies.

Program Executive Officer (PEO). A PEO is appointed by the CAE to manage portfolios of programs, projects, initiatives, and services. (Source: DISA I 610-225-002)

Program Manager (PM) or Program Management Office (PMO). The designated person (i.e., requirements official) or office who is responsible for developing and maintaining a written plan, or for the planning function in those acquisitions not requiring a written plan.

Senior Decision Authority (SDA). An SDA is an executive level official designated by the CAE

to manage portfolios of programs, projects and services.

7.102 Policy.

(a) PLD prescribes policies and procedures for acquisition planning in accordance with FAR

7.103 and DFARS 207.103 that are consistent with the guidelines provided therein. Format and content of the combined acquisition strategy/acquisition plan (AS/AP), standard and streamlined acquisition plan (AP) are located at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=acquisition_plan_ap_templates.

In routing of the combined AS/AP or standard AP, the PMO shall include a draft statement of objectives/performance work statement/statement of work, an Independent Government Cost Estimate (IGCE) or cost estimate and the Market Research Report. The DISA IGCE Handbook can be found at https://www.ditco.disa.mil/hq/deskbooks/DISA%20IGCE%20Deskbook.doc. The Market Research Report template can be found at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=market_research_report_template.

(S-90) The contracting officer and the contract specialist shall review the Acquisition Strategy prior to completing and finalizing any acquisition plans and file the Acquisition Strategy within the official contract file. If the contracting officer or contract specialist identifies any areas where the procurement must deviate from the approved acquisition strategy, the contracting officer or contract specialist shall notify the program office immediately so the program manager can take the necessary corrective action(s).

7.103 Agency-head responsibilities.

(e) Written combined AS/APs, standard APs, or streamlined APs shall be prepared for FAR Parts 8, 12, 15, and 16 acquisition requirements meeting the thresholds under (S-90). A written plan (combined AS/AP, standard or streamlined) shall also be prepared for:

(i) Other Types of Non-Competitive Fixed Price Contracts, excluding Firm-Fixed Price, e.g. fixed-price contracts with economic price adjustment (See FAR Part 16.2 Fixed Price Contracts). The Type of AP and threshold are shown in the table located at (S-90)(1).

(ii) Cost Reimbursement, Time-and-Materials, and Labor Hour Contracts, regardless of the total estimated cost. The Type of AP and threshold are shown in the table located at (S-90)(1).

(iii) Combination of Contract Types, also known as a hybrid contract, include Cost Reimbursement, Time-and-Materials, and Labor Hour Contract Line Items that constitute 50% or more of the estimated value. The Type of AP and threshold are shown in the table located at (S-90)(1).

(iv) Firm Fixed Price Sole Source Contract, including brand name, see Subpart 7.103 (S-91)(1)(viii).

(S-90) Thresholds, AP Template Type, and Approval Authority.

Table 7-1 AP Cost Reimbursement Approval Authority

Dollar Threshold

Award Action

Acq Plan Type

Approval Authority

       

<$50M (all FYs)

Order and Contract/BPA

Streamlined

COCO

≥$50M to $100M (all

FYs)

Order

Streamlined

COCO

≥$100M (all FYs)

Order

Streamlined

SPE

≥$50M to $100M (all

FYs)

Contract/BPA

Combined AS/AP**

or Standard AP

COCO

≥$100M (all FYs)

Contract/BPA

Combined AS/AP**

or Standard AP

SPE

**See (S-91)(2) for Exceptions

(2) Development Contracts, as defined in FAR 35.001

Table 7-2 AP Development Contracts Approval Authority

Dollar Threshold

Award Action

Acq Plan Type

Approval Authority

       

≥$10M to $50M

Order and Contract/BPA

Streamlined

COCO

≥$50M to $100M

Order

Streamlined

COCO

≥$100M

Order

Streamlined

SPE

≥$50M to $100M

Contract/BPA

Combined AS/AP**

or Standard AP

COCO

≥$100M

Contract/BPA

Combined AS/AP**

or Standard AP

SPE

**See (S-91)(2) for Exceptions

(3) Production or Services

Table 7-3 AP Production or Services Approval Authority

Dollar Threshold

Award Action

Acq Plan Type

Approval Authority

       

≥$50M to $100M (All

Years)

≥$25M to $100M

(Any Fiscal Year)

Order

Streamlined

COCO

≥$100M

Order

Streamlined

SPE

≥$50M to $100M (All

Years)

≥$25M to $100M

(Any Fiscal Year)

Contract/BPA

Combined AS/AP**

or Standard AP

COCO

≥$100M

Contract/BPA

Combined AS/AP**

or Standard AP

SPE

**See (S-91)(2) for Exceptions

(S-91) Exceptions.

(1) The contracting officer is not required to prepare a written acquisition plan as required by 7.103 when --

(i) Modifications are within the scope of the contract or that make changes authorized by the Changes clause;

(ii) Modifications exercise options in accordance with the contract;

(iii) Modifications only provide additional funding;

(iv) Orders are placed against a single award ID/IQ, BPA or a single award BPA;

(v) Basic research efforts in which the emphasis is on achieving specified objectives and knowledge rather than on achieving predetermined end results prescribed in a statement of specific performance characteristics. (This emphasis applies particularly during the early or conceptual phases of the research effort which includes Joint Capability Technology Demonstrations (JCTDs) and Advanced Concept Technology Demonstrations (ACTDs).)

(vi) Directed 8(a) Procurements.

(vii) Firm Fixed Price Sole Source Contract, including brand name, is below the threshold shown in the table located at Subpart 7.103(S-90)(3). However, the Contracting Officer shall document in writing in the contract file their consideration, at a minimum the following, prior to releasing the solicitation:

(A) maximizing the effective use of competition by reaching out to potential offerors,

(B) giving consideration to all small business types, and

(C) mitigating the risk of noncompetitive contracts, i.e, ensure price reasonableness, remove the barriers for noncompetition.

(2) A combined AS/APs is not required when --

(i) The acquisition strategy requires Defense Procurement and Acquisition Policy approval;

(ii) The mission partner is Non-DISA;

(iii) Issuing Production or Services task or delivery orders;

(iv) Using Cost Reimbursement or Other High Risk under $50M; and

(v) An acquisition strategy covers multiple requirements.

(S-92) Limitation on single award contracts.

In accordance with DFARS 216.504(c)(1)(ii)(D)(i), the Approval authority is the SPE for single award indefinite delivery/indefinite quantity (ID/IQ) contracts above $112 million. The Determination and Findings (D&F) (required by FAR 16.504(c)(1)(ii)(D)), along with the AP and congressional notification letter (if required), will be routed to the SPE through the PSD Front Office. The HCO shall attach the AP, along with the adjudication of critical comments email and the D&F and congressional notification letters (if required), then forwards the package to the PSD Front Office staff for routing.

7.104 General procedures

All Acquisition Plan templates, procedures, supporting documentation and Concurrent Coordination email templates are located at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=acquisition_plan_ap_templ ates.

(S-90) AP revisions.

(1) Revised APs are required to contain strikeouts, underlined new language, and revised vertical lines bars to highlight changes (track changes).

(i) Include the original approved AP as an attachment to the modified AP when coordinating.

(ii) The title of the AP should read: “Modified AP” and reference the original AP’s number.

(2) Major revisions:

(i) Major revisions require a new signature page/approval, and depending on the magnitude of the revision may result in developing a new AP.

(ii) The PMO shall follow the combined AS/AP or standard AP approval process for major revisions. Examples of major revisions can include:

(A) Funding increase/shortfall (above the AP thresholds under DARS 7.103. In addition include modifications that breach combined AS/AP or standard AP thresholds (which include

engineering change proposals)).

(B) Change of scope (Decision on scope change will be made by the contracting officer.).

(C) Change in acquisition or technical strategy.

(D) Change in funding types.

(E) Key milestone slippage (one quarter or more).

(F) Any significant breach and/or variance of an IT investment cost/schedule/performance baseline/agreement established in compliance with Clinger-Cohen Act and the Government Performance Results Act (GPRA).

(3) Minor revisions:

(i) Minor revisions do not require a new signature page/approval; however, the PMO shall provide copies of the revised combined AS/AP or standard AP to the original signatories.

(ii) The PMO shall submit minor revisions as an enclosure to an interoffice memorandum, signed by the PMO, to the contracting officer. Examples of minor revisions include:

(A) Funding increase/shortfall (below the AP thresholds under DARS 7.103)

(B) Milestone slippage (less than one quarter)

(C) Change in key points of contact

(D) Recording historical information (e.g., after the award of a planned contract, revise the historical portion of the combined AS/AP or standard AP to document the award date, contractor, dollars obligated to date, etc.).

(S-91) AP files.

(1) The PMO shall maintain a copy with signatures of the combined AS/AP or standard AP and any subsequent revisions.

(2) The contracting officer shall ensure the original approved combined AS/AP or standard AP

and all subsequent revisions become part of the official contract file.

7.105 Contents of written acquisition plans.

(b)(5)(ii) Acquisition considerations. The AP should address the minimum guarantee (dollars to be obligated at contract award for the base period) and the maximum dollar amount to be ordered. (See FAR 16.504(a)(2) and DARS 16.504(S-90)).

(S-90) The AP templates are located at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=acquisition_plan_ap_templ ates.

207.170 Consolidation of contract requirements.

207.170-3 Policies and procedures.

(a) total estimated value exceeding $2M per DoD Class Deviation 2013-O0021.

(S-90) OSBP shall review the determination and findings (D&F) prior to the D&F being routed to the SPE signature.

SUBPART 7.5 -- INHERENTLY GOVERNMENTAL FUNCTIONS

7.503 Policy.

(e) The PMO may satisfy this requirement by including a written statement (FAR 7.503) in the AP or providing the statement as an attachment to the specification, (i.e., statement of work (SOW), statement of objectives (SOO) or performance work statement (PWS)). Disagreements regarding the determination shall be resolved by a contracting official one level above the contracting officer before the issuance of the solicitation.

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