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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.

Table 7-1 AP Cost Reimbursement Approval Authority

Table 7-2 AP Development Contracts Approval Authority

Table 7-3 AP Production or Services Approval Authority

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 key management tool which supports acquisition oversight and management. An ARB may be decisional or information and can be either in meeting or paper form. (Source: CAE Guideline 0005 (paraphrased)) The ARB is a forum for the Agency acquisition leadership to guide, direct, coordinate and/or approves selected major acquisitions and procurements to reduce the cost, schedule and/or performance risk. (Source: DISAI 610-225-2)

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 610-225-2)

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. High-risk contracts include non-competitive or limited competition contracts and cost reimbursement and time-and-materials/labor-hour 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.

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 610-225-2)

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. (Source: CAE Guideline 0001)

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 support 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 Market Research Report template can be found at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=market_research_report_template.

7.103 Agency-head responsibilities.

(e) Written combined AS/AP or standard 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 be prepared for all cost reimbursement and other high-risk contracts, regardless of the estimated contract value (threshold) or acquisition type.

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

(1) Cost Reimbursement or Other High-Risk Contracts

Table 7-1 AP Cost Reimbursement Approval Authority

Dollar Threshold

Award Action

Acq Plan Type

Approval Authority

       

<$50M (all FYs)

Order and Contract

Streamlined

COCO

≥$50M to $100M (all FYs)

Order

Streamlined

HCO

≥$100M (all FYs)

Order

Streamlined

SPE

≥$50M to $100M (all FYs)

Contract

Combined AS/AP** or Standard AP

HCO

≥$100M (all FYs)

Contract

Combined AS/AP** or Standard AP

SPE

**NOTE: See (S-91)(3) for Combination AS/AP 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

Streamlined

COCO

≥$50M to $100M

Order

Streamlined

HCO

≥$100M

Order

Streamlined

SPE

≥$50M to $100M

Contract

Combined AS/AP** or Standard AP

HCO

≥$100M

Contract

Combined AS/AP** or Standard AP

SPE

**NOTE: See (S-91)(3) for Combination AS/AP 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

HCO

≥$100M

Order

Streamlined

SPE

≥$50M to $100M (All Years)

≥$25M to $100M (Any Fiscal Year)

Contract

Combined AS/AP** or Standard AP

HCO

≥$100M

Contract

Combined AS/AP** or Standard AP

SPE

**NOTE: See (S-91)(3) for Combination AS/AP Exceptions

(S-91) Exceptions.

(1) The following acquisitions do not require either a Streamlined AP or a Standard AP:

(i) Modifications within the scope of the contract;

(ii) Orders under single award ID/IQs and BPAs;

(iii) 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).)

(2) Telecommunications service requirements submitted via a Telecommunication Service Request or Telecommunications Service Order that will result in the award of a Communication Service Authorization either through the Inquiry/Quote/Order process or placed against an indefinite delivery contract do not require a Streamlined AP if the total value of the acquisition, including options, is at or below the DFARS AP thresholds. However, these acquisitions do require a combined AS/AP or Standard AP if the total value of the acquisition, including options, is at or above the DFARS AP thresholds.

(3) The combined AS/APs will be used for all requirements except the following:

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

(ii) Non-DISA customers;

(iii) Production or Services task or delivery orders;

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

(v) When an acquisition strategy covers multiple requirements.

(S-92) Required AP approval/signatures/coordination.

All Acquisition Plans, Form 9s, Disposition of Comments spreadsheets, and Concurrent Coordination email templates are located at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=acquisition_plan_ap_templates. See 7.104 General Procedures, for complete AP procedures.

(1) Concurrent Coordination for all APs

(i) Program Manager Concurrent Coordination via DISA Form 9

(ii) Contracting Officer/Contract Specialist Concurrent Coordination via Email

(2) Approval/Signatures for Streamlined APs

(i) Program Manager signs signature page.

(ii) Contracting Officer/Contract Specialist prepares DISA Form 9

(3) Approval/Signatures for Combined AS/APs and Standard APs

(i) Program Manager prepare DISA Form 9.

(ii) Contracting Officer/Contract Specialist prepare DISA Form 9

(4) The coordinating offices shall either non-concur, concur or concur with comments. If the coordinating office non-concurs or concurs with comments, the comments shall be inserted in the Disposition of Comments spreadsheet.

(5) If all offices concurred or concurred with comments, then the contract specialist/contracting officer shall file the emails in Tab 5 (IT) and Tab A05 (IQO) in EDMS and then consolidate all comments into a single Disposition of Comments spreadsheet and insert the contract specialist/contracting officer disposition of each comment in Column E and incorporate any necessary changes into the AP and forward the AP and Disposition of Comments spreadsheet to the approval authority.

(6) Limitation on single award contracts

Approval authority is the SPE for single award indefinite delivery/indefinite quantity (ID/IQ) contracts above $103 million. In accordance with DFARS 216.504(c)(1)(ii)(D)(i)(ii), the Determination and Findings (D&F), along with the AP and congressional notification letter (if required), will be routed to the SPE using the DISA Form 9 (Senior Level) located at https://www.ditco.disa.mil/DitcoContractingTemplates/doku.php?id=determination_and_findings

The HCO shall attach the AP, both DISA Form 9s along with the consolidated Disposition of Comments spreadsheet, the D&F and congressional notification letters (if required) then forwards the package to the PLD Front Office staff for routing.

7.104 General procedures

(a) The coordination/review/routing process for Streamlined APs and Combined AS/AP and Standard AP are as follows: (NOTE: Program Management Office (PMO), Program Manager (PM), Acquisition Services Center (ASC), and Contracting Officer (CO) will be considered the Requirements Team throughout this section)

(1) DITCO processing of Streamlined APs

(i) Pre-Acquisition Review Board (ARB)

(ii) Acquisition Review Board (if required)

(iii) Post-Acquisition Review Board

(iv) Finalize Streamline AP

(2) Combined Acquisition Strategy/Acquisition Plan and Standard Acquisition Plans

Note: For sole source procurements, the AP and Justification for OTFAOC shall be routed concurrently to the at all approval levels.

(3) After any AP is approved, the contracting officer will provide a copy of the AP to the PMO and retain the original in the contract file. The PMO is responsible for distributing copies of the approved AP to the AP signatories and the organizations/individuals on the “Form 9, Summary Sheet.”

(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 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) 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_templates.

207.170 Consolidation of contract requirements.

207.170-3 Policies and procedures.

(a) If the proposed consolidation exceeds $6M:

(i) Approval Authority:

(A) The HCA shall approve all Consolidation Determination and Findings (D&Fs) for acquisitions that do not exceed $100M.

(B) The SPE shall approve all Consolidation D&Fs for acquisitions that equal or exceed $100M.

(ii) Acquisition Plan not required:

Prepare the required D&F for HCA signature. Prepare Form 9 for HCA approval:

(iii) Acquisition Plan required:

(A) Prepare the required D&F for HCA signature with the acquisition plan accompanying the D&F. Prepare Form 9 for HCA approval:

(B) Prepare the required D&F for SPE signature with the acquisition plan accompanying the D&F. Two Form 9s will be required for SPE approval:

(3) The required D&F should be a standalone document that supports the proposed consolidation approach (see DFARS 207.170 Consolidation of contract requirements). The D&F shall accompany any AP through the approval process. The consolidation of requirements shall also be addressed in any AP. Any AP discussion of consolidation of requirements shall be addressed under the paragraph on Sources, as required at FAR 7.105(b)(1) and shall reference the D&F and provide a brief summary thereof. The determination shall include the acquisition strategy information required in DFARS 207.170-3.

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 KO before the issuance of the solicitation.

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