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DLAD PGI



1.170 Peer Reviews [CH1]

(a) Defense Procurement and Acquisition Policy (DPAP) Peer Reviews.

(1) (90) General procedures. In developing an acquisition plan, contracting officers shall take into account the requirement for scheduling and conducting a DPAP Peer Review in accordance with this section. The additional time required for each DPAP Peer Review is a minimum of 15 work days for each phase (see PGI 1.170-2(a) and (b), below, for an explanation of review phases). For example, for a competitive procurement allow a minimum of 45 work days to cover the 3 required Peer Review

phases. For a non-competitive procurement allow a minimum of 30 work days to cover the two required Peer Review phases. This time is in add1tion to the time required for the I-ARB Review process.

(2) In order to plan for Peer Reviews at the DPAP level, each activity shall provide

information regard1ng acquisitions that meet the $1 Billion threshold. Use the following format to provide information to J-73 by the 15~ of September, December, March, and June eve~ year in fulfillment of this "rolling forecast" requirement. The report will be updated eve~ quarter – add a new quarter to and delete the oldest quarter from the forecast each period so it always forecasts a year out.

Table 1. PRE-AWARD - COMPETITIVE

Supply Chain/Site Activity & Location

Program/Acquisition
Name and Description

Dollar Amount

Supply or Service

Expected Date of solicitation Issuance

Expected Date of Request for Final proposal Revisions

Expected Date of Contract

Award

             
             

Table 2. PRE-AWARD - NONCOMPETITVE

Supply Chain/Site Activity & Location

Program/Acquisition
Name and Description

Dollar Amount

Supply or Service

Expected Date of Negotiations

Expected Date of Contract

Award

           
           

Table 3. POST-AWARD - ALL SERVICE CONTRACTS

Supply Chain/Site Activity & Location

Program/Acquisition
Name and Description

Dollar Amount

Date of Award

Date of Next Option Exercise

Expected Date of Contract

Award

           
           

PGI 1.170-2 DPAP Pre-award Peer Reviews.

DPAP Peer Reviews are required for ALL acquisitions for supplies and/or services valued at $1 Billion and greater (including options and surge requirements). The threshold is determined by the value of the maximum amount possible to be purchased under the solicitation/program. Individual solicitations that do not meet the $1 Billion threshold but are part of a program that exceeds $1 Billion are required to have a DPAP Peer Review. Solicitations that are greater than $1 Billion that will result in multiple awards less than $1 Billion are subject to the Peer Review. The DPAP Pre-award review is categorized by competitive and non-competitive actions that have different review requirements I as described below:

(a) Competitive: Pre-Award Peer Reviews shall be conducted in three phases for Competitive procurements: 1) prior to issuance of the solicitation; 2) prior to request for final proposal revisions; and 3) prior to contract award. Each phase will require an approved I ARB before the documents are provided to DPAP. Phase 1 approval will be accomplished at milestone A and Phase 3 approval will be accomplished at milestone B. Phase 2 approval requires an additional I-ARB (this is a new requirement).

(b) Noncompetitive: For a non-competitive procurement I there are two phases: 1) prior to

negotiation and 2) prior to award. Each phase will require an approved I-ARB before the

documents are provided to DPAP. Note that there is no Peer Review requirement at milestone A. Phase 1 approval requires an additional I-ARB (this is a new requirement) and Phase 2 approvals will be accomplished at milestone B.


PGI 1.170-3 Post-award DPAP Peer Reviews of service contracts.

DPAP post-award Peer Reviews are required for all contracts for services valued at $1 Billion and greater. The threshold is determined by the value of the maximum estimated amount (including options and surge). Post-award Peer Reviews shall occur prior to eve~ option period exercise. If the base period of performance is greater than one year l the first post-award Peer Review should take place at the mid-point of the base period of performance. If the base period of performance is one year or less, the post-award Peer Review should occur prior to exercise of the first option year. An I-ARB is required prior to the DPAP Peer Review to obtain approval of J-7. Contracting officers should ensure the I-ARB and Peer Review take place at least 3 months prior to the required option exercise date.

PGI 1.170-4 Administration of DPAP Peer Reviews.

(a) The review recommendations of the DPAP Peer Review team are advisory in nature.

However, significant findings may result in changes to the acquisition.

(b) The DPAP program manager will organize review teams and facilitate reviews. DPAP

Peer Review participants from DLA who will serve on other (non-DLA Peer Reviews) DoD Peer reviews are identified by job title as follows:

Senior Procurement Executive/Component Acquisition Executive

Acquisition Management Directorate

Deputy Director for Business Process Management

Deputy Director for Business Operations

Contracting and Acquisition Management, Executive Directors at DSCC, DSCP, and DSCR.

(c) DPAP Peer Reviews are conducted at the location of the contract action. The CCO is responsible for serving as the focal point for the DPAP Program Manager. Appropriate entrance and exit briefings shall be conducted. The subject matter experts involved in the acquisition shall be available for consultation while the DPAP Peer Review team is performing the review.

(d) A list of the documents that must be made available to the review team and the specific elements the team will examine is contained in DFARS PGI 201.170-4 Administration of Peer Reviews. The documents will be forwarded to DPAP by J-73.

(e) DPAP Peer Review Team report. The DPAP Peer Review team will provide immediate verbal feedback to the contracting officer and the senior procurement official upon completion of a review. The written report will generally be provided within 3 work days after completion of the review to the contracting Officer. A copy of the report must be provided to J-73 as soon as it is received. If there is a discrepancy between the approved DLA direction and the Peer Review recommendations, the HCA shall confer with the Director J-7 to determine appropriate action.

(f) The contracting officer shall document the disposition of all DPAP Peer Review recommendations (i.e., state whether the recommendation will be followed and, if not, why not) by a memorandum for the record in the applicable contract file prior to embarking on the next phase of an acquisition. A copy of the memorandum shall be furnished immediately to J-73. J-73 will in turn, provide the memorandum to DPAP.

(90) DPAP Peer Review waivers. Under unusual circumstances request for waiver from the DPAP Peer Review requirement can be pursued. A waiver may be appropriate for certain acquisitions, such as those that are repetitive in nature. Waivers are generally not granted so there is no standard format or time frame prescribed. Requests for waivers shall be forwarded by the HCA to J-73 for processing. Approval by the Director J-7 is required prior to approaching DPAP. Waivers can only be granted by the DPAP Director.

PGI 1.170-90 Peer Reviews.

(a) Defense Logistics Agency (DLA) Peer Review policy

(2) In order to plan for DLA Peer Reviews, each activity shall nominate a pre-award acquisition to be reviewed. It must be valued less than $1 Billion and therefore not subject to a DPAP Peer Review, but represent a significant acquisition for the activity. In addition, the nomination should meet the I-ARB requirements (if possible), as an I-ARB review will be required. Use the format at Table 1. to provide information to J-72 by August 1st of every year for the next fiscal year.

Supply Chains should provide a consolidated report that includes their DLR sites, as the DLR sites are required to nominate an acquisition for the DLA Peer Review Program.

Table 1. PRE-AWARD Nomination

Supply Chain/Site/Activity & Location

Program/Acquisition Name and Description

Dollar Amount

Supply or Service

Expected Date of Solicitation Issuance

Expected Date of Contract Award

           

(3) Post-award DLA Peer Reviews of service Contracts. Each activity that has an active service contract will nominate a significant service contract by August 1st of each year to J-72. The service contract can be the same acquisition as is nominated for Milestone A and B DLA Peer Review, if the award will be made in a timely manner so a meaningful Milestone C DLA Peer Review can be conducted within the Fiscal Year. The nomination should be provided in the format at table 2. Consider the timing of the contract when nominating for a Peer Review. The post-award DLA Peer Review should take place at the mid-point of the base or option period of performance. A Milestone C I-ARB will follow the DLA Peer Review. Contracting officers should ensure the I-ARB and Peer Review take place at least three months prior to the required option exercise date.

Table 2. POST-AWARD SERVICE CONTRACTS

Supply Chain/Site/Activity & Location

Program/Acquisition Name and Description

Dollar Amount

Date of Award

Date of Next Option Exercise

Entire Period of Performance – number of years an date contract ends

           

(b) Administration of DLA Peer Review Program.

(1) The J-72 DLA Peer Review Program Manager will schedule the DLA Peer Reviews, organize review teams, and facilitate reviews. DLA Peer Review Teams will be comprised of HQs J7 code and field level contracting leadership personnel -DAWIA Level III in Contracting, (generally 1102 or 1101 -GS 14/15 or YC/YA 02 or 03). This includes such positions as the Director and Deputy of Procurement Operations, the Director and Deputy of Supplier Operations, Chief of the Contracting Office (CCO) and Deputy CCO. The DLA Peer Review Program Manager will contact activities to request name(s) be provided for Peer Reviews as they are scheduled. The teams will be comprised of 3 to 4 members. The same team will review the acquisition at Milestone A, B, and C, if appropriate

(2) DLA Peer reviews will be conducted at the location of the contract action. The local CCO is responsible for serving as the focal point for the DLA Peer Review Team. Appropriate entrance and exit briefings shall be conducted. The subject matter experts involved in the acquisition shall be available for consultation while the DLA Peer Review team is performing the review at the location.

(c) Documents. The following documents must be made available to the team. The documents will be emailed to J-72 DLA Peer Review Program Manager at the time the review is scheduled. The Program Manager will email documents to the team at least 5 work days prior to the date of the review to allow time for review prior to the team meeting at the contracting location. It is expected that all team members will have reviewed the documents prior to the Peer Review.

(1) Milestone A - After I-ARB and prior to solicitation the following documents are required to be made available for the Peer Review, if applicable. (Note: The list is not all inclusive):

i. The requirements document or purchase request

ii. The acquisition strategy or acquisition plan

iii. The source selection plan

iv. The Request for Proposals (RFP)

ii. The Source Selection Evaluation Board (SSEB) analysis and findings

i. The contract and all modifications

ii. The Contract Management Plan compliance

iii. Subcontract Plan

iv. The requirements document or purchase request associated with any modifications;

vi. The business case analysis

vii. Market research documentation;

(d) The DLA Peer review Team will assess the following areas. This is used as a guide, as the Peer review Team may review other issues or areas as they determine necessary.

(1) Milestone A -Supply Acquisitions

i. Are the requirements clearly defined and stated in performance-based terms?

iii. Are the critical program objectives reflected in the evaluation criteria?

(2) Milestone A -Service Acquisitions. The following are mandatory areas that shall be assessed by the DLA Peer Review Team. This data will be provided annually to DPAP in accordance with DPAP Memorandum dated February 18, 2009, Subject: Review Criteria for the Acquisition of Services. J-72 Peer Review program Manager is responsible for collecting this information.

(3) Milestone B -Supply and Service Acquisitions

ii. The SSEB evaluation was clearly documented;

iii. The SSAC advisory panel recommendation was clearly documented;

vii. Was there consistency in applying the ratings across the offerors?

viii. What clarifications and/or communications, if any, were conducted?

ix. Were the appropriate clarifications and/or communications?

xiii. Does the supporting documentation describe details of the evaluations?

xiv. Were discussions conducted IAW sections L &M?

xxiii. Does the documentation clearly summarize and justify the evaluation results?

(4) Milestone C -Service Contracts. The following are mandatory areas that shall be assessed by the DLA Peer Review Team to be provided to DPAP in accordance with DPAP Memorandum dated February 18, 2009, Subject: Review Criteria for the Acquisition of Services.

vii. Conflicts of interest (financial) - Are financial interests of support contractors

(e) The review recommendations of the DLA Peer Review team are advisory in nature. However, significant findings may result in changes to the acquisition. The DLA Peer Review report for the subject milestone will be provided within 3 work days after completion of the review to the HCA/CCO as applicable, at the activity. A copy of the report must be provided to J-72 by the Peer Review Team. If there is a discrepancy between the HCA/CCO direction and the Peer Review recommendations, the HCA shall confer with the Director, J-7 to determine appropriate action.

(f) The contracting officer shall document the disposition of all DLA Peer Review recommendations (i.e., state whether the recommendation will be followed and, if not, why not) by a memorandum for the record in the applicable contract file prior to embarking on the next phase of an acquisition. A copy of the memorandum shall be furnished to J-72.

(g) An I -ARB is required following a DLA Peer review to ensure J-7 is updated on the peer review program progress (except for milestone A - where the Peer review can only take place after the milestone A I-ARB so documents can be prepared.) The Peer Review Team members will participate in the Milestone B and C I-ARB by either VTC, telecom, or in person. The DLA Peer Review Program Manager or a DLA Peer Review team member will present the findings at the I-ARB. Pertinent comments and/or recommendations will be included in the I-ARB minutes to document the Peer Review.

(h) The DLA Peer Review Program Manager will build a data base of best practices, lessons learned, and trends for all peer reviews. An annual report will be issued that captures this information. Adjustments to the program may be made based on the results of the reviews.

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