# DLAD PGI PART 7 – ACQUISITION PLANNING

- DLAD PGI PART 7 – ACQUISITION PLANNING

- PGI SUBPART 7.1 – ACQUISITION PLANS

- PGI 7.104-90 Acquisition strategy review panel (ASRP) and integrated acquisition review board (IARB).
- PGI 7.104-91 Advance acquisition planning template (AAPT).

DLAD PGI PART 7 – ACQUISITION PLANNING

PGI SUBPART 7.1 – ACQUISITION PLANS

PGI 7.104-90 Acquisition strategy review panel (ASRP) and integrated acquisition review board (IARB).

(a) As specified in 7.104-90 (d)(4) concerning the ASRP and IARB process, the following procedures will be used to conduct the ASRP and IARB with the related pre-briefing at DLA Headquarters (HQ).

(b) Acquisition strategy review panel (ASRP):

(1) The ASRP is chaired by the Senior Procurement Executive (SPE) or Deputy Director, DLA Acquisition, when designated, and will normally be composed of senior level executive management only. Based on the unique requirements of each acquisition, the ASRP chairman shall determine the membership for each ASRP that he/she chairs. Membership includes the following executives.

DLA HQ | SPE or Deputy Director, DLA Acquisition (J7)
DLA HQ | Director, DLA Logistics Operations, or designee (J3)
DLA HQ | Director, DLA Information Operations or designee (J6)
DLA HQ | Comptroller or designee, DLA Finance (J8)
Field Activity | Supply Chain AE and/or Director or Commander of procuring activity or activities
Field Activity | Supply Chain technical, program, or Service manager
Service | Program or technical manager
DLA HQ | General Counsel or designee
DLA HQ | Director, DLA Small Business Programs or designee

(2) The purpose of the ASRP prior to the milestone A IARB is to determine whether the proposed contracting approach is sound for DOD, the DLA enterprise and the requiring activity.

(3) The ASRP shall take place as early as possible in the acquisition planning process to develop a systematic and disciplined approach to achieve an efficient, effective acquisition. The ASRP will assist in developing major aspects of the acquisition strategy for the contemplated procurement well in advance of substantial expenditure of effort to develop the required acquisition documentation.

(4) As the ASRP chairman, the SPE, or Deputy Director, DLA Acquisition, when designated, has the authority to streamline the requirement for an ASRP; the ASRP chairman is the acquisition strategy approval authority.

(c) IARB membership, responsibilities, and procedures.

(1) Membership. Since the IARB makes acquisition decisions, representatives shall have decision authority for their organizations during the IARB. IARB membership includes the DLA HQ executives identified below, or their designated representatives, and field activity executives and representatives. The SPE or Deputy Director, DLA Acquisition, may determine to add members on a case-by-case basis or re-designate advisors to membership status.

Representative | Office | Position
Chairman | DLA HQ | SPE or Deputy Director, DLA Acquisition (J7)
Members | DLA HQ | Director, DLA Logistics Operations or designee (J3)
| DLA HQ | Director, DLA Information Operations or designee (J6)
| DLA HQ | Comptroller or designee, DLA Finance (J8)
| Field Activity | Supply Chain AE or designee; Director or Commander of buying activities or designee
| Field Activity | Technical, program, Service manager or designated representative, from the supply chain or buying activity
| Service | Program or technical manager or designated representative, to include those for DLR sites (see subparagraph (2) below)
Advisors | DLA HQ | designated representative(s) of DLA HQ General Counsel and field activity Counsel
| DLA HQ | Director, DLA Small Business Programs or designee
| J7 | Competition Advocate (CA), DLA HQ and field activity CA
| J73 | Center of Excellence for Pricing (COEP), DLA HQ and field activity price analyst(s)
| DLA HQ | Division chiefs or deputy chiefs and analysts (J7)
| DLA HQ | Peer Review Manager (J71)

(2) Responsibilities:

(i) The contracting officer and acquisition, or contracting, specialist from the field activity are responsible for the formal presentation to the DLA HQ ASRP and IARB, to include an acquisition for an assigned DLR site. Program management and/or technical representatives may assist in the briefing, as appropriate.

(ii) At the conclusion of the briefing, the contracting officer responsible for the acquisition shall assist the DLA HQ J72 in preparing minutes, to confirm the discussion.

(iii) The cognizant field activity is responsible for coordinating participation of Service representatives when a DLR site’s acquisition is reviewed. Participation as a member is the Service’s decision, however, strongly encouraged by DLA HQ.

(iv) For a field activity with a DLR site, the field activity’s AE may request that membership be tailored to the circumstances of the procurement; refer also to paragraph (g) of this section concerning a special IARB.

(d) ASRP planning and briefing.

(1) The ASRP shall be planned by the field activity up to twelve (12) months prior to solicitation release, with additional lead time if DPAP peer review is involved. The ASRP must be held as early as possible in the acquisition planning process prior to completion of any formal acquisition documents, to include the BCA, when applicable, the acquisition plan, and the solicitation. Refer also to paragraph (i) of this section concerning detailed planning procedures.

(2) The briefing for the ASRP will address the topics of customer objectives, concept of operations, acquisition strategy, procurement time, and IT systems requirements, as outlined in Table 2, below.

Table 2. ASRP Briefing | Description
Customer's Objectives | Describe the requirement, identify the customer(s), the customer's objectives, and desired outcomes including key performance indicators (KPIs), summary of initiative, scope, and total estimated value (the latter to include the base period and all options, with surge requirements).
Concept of Operations | Describe the general concept of operations and/or provide the context for the procurement.
Acquisition Strategy | - Describe how the strategy will meet the customer’s objectives and desired outcomes. - Identify the contract type best suited to the identified acquisition strategy (see note 1). - Outline the contract administration plan and additional resources needed. - Describe market research results, if available, at the time of the ASRP. - Outline socio-economic considerations, as well as any bundling and consolidation issues. - Outline challenges and risks.
Procurement Timeline | - Identify key target dates for the procurement. - Identify transition concerns, including any need for a bridge contract or contract extension. - Indicate if a DPAP or a DLA Peer Review is required and include time to accommodate the reviews.
IT Systems Requirements and Compatibilities | Identify system requirements and systems compatibility, e.g., Enterprise Business System (EBS), Electronic Data Interchange (EDI), and/or Wide-Area Workflow (WAWF), if known at the time of the ASRP.

Note 1. The field activity will coordinate the acquisition strategy in regard to pricing on all procurements submitted to the DLA HQ ASRP and IARB with the DLA HQ J73 Center of Excellence for Pricing (COEP) in advance of providing the request and briefing charts to DLA HQ J72.

(3) Program-wide approvals.

(i) Upon request to the SPE through the DLA HQ J72 from the AE, AE designee, or CCO at an activity without a designated AE, a program-wide approval may be granted for an acquisition with multiple regions or roll-out increments. The program-wide briefing shall identify all regions/sites/ increments/roll-outs. In addition, program-wide value must be addressed, in addition to the first region/site/increment/roll-out, with special considerations identified and described.

(ii) Program-wide approval at the ASRP is contingent upon:

(A) the strategy, structure, and metrics in forthcoming region/site/increment/roll-out remaining unchanged; and

(B) solicitation documents being identical, except for specific details on the region/site/increment/roll-out.

(iii) The related subsequent milestone A, B and C IARBs following program-wide approval may be tailored by DLA HQ J72 with approval of the SPE or designee, in conjunction with the field activity, depending on the acquisition, and will generally follow the requirements in subparagraph (8) below and paragraphs (e) and (f) of this section. The SPE or designee will decide whether an IARB will be held for each solicitation and resulting contract, or otherwise, by program. DLA HQ J7’s decision shall be sent by the DLA HQ J72 in writing to the AE, AE designee, or CCO at an activity without a designated AE.

(4) To streamline the process for the ASRP, pre-solicitation acquisition documents are reviewed following approval of the acquisition strategy. Approval for certain documents, e.g., the acquisition plan, source selection plan, and solicitation, is provided during the milestone A IARB which follows the ASRP. See subparagraphs (5) through (8) below concerning review of pre-solicitation acquisition documents.

(5) Authority for pre-solicitation and/or pre-award documentation review, approval and/or release may be delegated in writing by the SPE or Deputy Director of DLA Acquisition during the ASRP to the field activity AE, designee, or CCO upon request from the field activity with justification and/or rationale. The resulting milestone B IARB, if held, may also then be tailored or streamlined.

(6) Based on the approval from the ASRP for the acquisition’s strategy, the field activity will develop, finalize, and submit the following pre-solicitation acquisition documents, listed under (i) through (xiv), as required, to DLA HQ J72 within ten (10) months (preferably in editable electronic form and posted to eWorkplace within a collaboration room by the field activity); additional time may be allowed for a high-dollar, complex procurement, e.g., if the acquisition must undergo DPAP Peer Review. Documents submitted to DLA HQ J72 shall reflect evidence of review and coordination with the field activity’s Small Business specialist and Counsel with approval by the AE, AE designee, or CCO at an activity without a designated AE. Resolution of any action items noted during the ASRP will be incorporated into the pre-solicitation acquisition documents, with changes identified by the field activity.

(i) The BCA, when applicable, or equivalent document from the Service, e.g., the Analysis of Alternatives (AoA) or, as a minimum, the financial assessment;

(ii) an acquisition strategy document, when required, i.e., for service acquisitions (see 37.590-3);

(iii) the acquisition plan;

(iv) the estimated contract value and maximum solicitation/contract value with rationale (e.g., historical pricing, market research, or independent government cost estimate (IGCE), etc.);

(v) the source selection plan (SSP) including source selection evaluation plan, the latter when applicable or utilized by the field activity;

(vi) any required justification and approval (J&A) for other than full and open competition;

(vii) any required consolidation and/or bundling determination;

(viii) any required determination and findings (D&F) for a single award task/delivery order contract over $100 million;

(ix) any required exceptional circumstances determination for use of an unusual and compelling urgency exception that has a performance period beyond one year;

(x) DD form 2579 Small Business Coordination Record;

(xi) the solicitation, with special provisions/clauses identified;

(xii) approved field activity board minutes or equivalent document;

(xiii) information for the theater business clearance (TBC) and the related clearance for the synchronized pre-deployment and operational tracker (SPOT), if applicable; and

(xiv) copy of the ASRP approval.

(7) The field activity will continue to coordinate cost and price analysis on all procurements submitted to DLA HQ for review with the J73 COEP during the local field activity review process following ASRP approval (of the strategy) and milestone A approval (or the solicitation and supporting documentation) in preparation for the milestone B IARB, which leads to approval for award. Significant conflicts must be resolved by the field activity prior to submission of documents to DLA HQ for review.

(8) DLA HQ review of pre-solicitation acquisition documents.

(i) DLA HQ J72 will coordinate review of the field activity’s pre-solicitation acquisition documents from the field activity among DLA HQ General Counsel, Small Business, and J code directorates. The field activity, in turn, will provide one point of contact to coordinate review and responses to comments.

(ii) Review is intended to ensure that the acquisition documents support and achieve the customer’s objectives, including surge and sustainment, readiness and/or contingency requirements, and are based on the concept of operations and strategy approved at the ASRP.

(iii) All source selection information and/or documents, to include the BCA, acquisition plan, and estimated maximum solicitation/contract value, shall be marked as “Source Selection Information --- see FAR 2.101 and 3.104.”

(iv) DLA HQ review will focus on the following specific concerns.

(A) The BCA, when applicable, will emphasize costs and benefits or savings, which must be considered for decisions that expend DLA resources.

(1) A BCA is prepared, when applicable, in accordance with DLA Instruction (DLAI) 2101 Acquisition Business Case Analysis. (Refer to other instructions issued by DLA HQ J3, J6, and J8, as applicable, available at http://www.dla.mil/dlaps.) The field activity is responsible for preparing the BCA. (The DLA Office of Operations Research and Resource Analysis (DORRA) may be contacted for assistance in preparing the document.)

(2) There must be an assessment of the situation, identification of causes or problems, a statement of goals, objectives, and desired outcomes or outputs of the alternatives, discussion of the consequences of not pursuing the initiative, and identification of viable alternatives with risk identification and risk mitigation measures, with a comparison of alternatives and recommended course of action. When evaluating acquisition costs and savings, the BCA will incorporate the guidance in DLAI 2101 Acquisition Business Case Analysis, DLAI 2303 Business Case Analysis (BCA) Process, and/or DLAI 2304 Business Case Analysis (BCA) Process – Business Initiatives, as applicable.

(3) A waiver for a BCA may be granted by J7 when formulating a BCA is not beneficial or not feasible. The field activity’s request for a waiver of preparing a BCA, with justification, will be submitted with the acquisition documents to DLA HQ J72 for review and coordination with DLA HQ J3.

(4) If a BCA is not required or applicable, a financial assessment must be prepared, which may be included in the acquisition plan, in the section entitled “Other considerations”. The assessment will describe potential costs and impact(s) to organizational operations, e.g., in workload, staffing, and other resources. A field activity with a DLR site may present that contracting activity’s AoA or equivalent document, which must include a cost-benefit analysis and risk assessment.

(B) A formal acquisition strategy, which is required for a proposed service contract, will explain the incentive structure, as well as how it motivates the contractor(s) to provide the required support so as to meet or exceed the customer’s expectations and objectives for the procurement, based on the customer’s key performance indicators (KPIs). (Refer to 37.590-3 for requirements and guidance in preparing this document.) If more than one incentive is planned for a contract, the strategy will explain how the incentives complement each other and ensure the incentives will not conflict. The overall strategy is expected to be in accordance with current policies, regulations, and procedures. The strategy must be a separate document when there will be a DPAP Peer Review, i.e., when valued at $1 billion and above; otherwise, when valued at under $1 billion, the strategy may be included in the acquisition plan.

(C) The acquisition plan will document the strategy approved by the ASRP. An acquisition plan shall be prepared in accordance with 7.102(90) or, for a DLR site, during the transition period, in accordance with FAR 7.105 and DFARS 207.105. (Refer to J7 memorandum, dated April 30, 2008, Subject: Joint DLR policy for approval exceeding the CCO level, found at Appendix J of the DLAD.) The plan will include a summary of the initiative, scope, customers, estimated value, competition aspects, contract type, plan of action and milestones (POA&M), evaluation strategy, method and level of monitoring contract performance, and exit criteria. The plan will address efforts to enhance competition, fair opportunity ordering procedures (if applicable), and preference for multiple awards. Additionally, the plan must address socio-economic issues, i.e., any impact on small business, and, if applicable, bundling or consolidation, the latter to be supported by an analysis or justification. (See 7.107 and 7.170.)

(D) The estimated maximum solicitation and contract value will include a sufficient level of detail on potential costs and prices, for the base period and all option periods with surge requirements, as applicable, with explanatory narrative to support the estimate and how it was derived. A stand-alone document to be titled the Independent Government Cost Estimate (IGCE), signed and dated at least at the level of the contracting officer, is preferred; otherwise, the detail must be incorporated in a formal acquisition document, such as the acquisition plan or BCA.

(E) The solicitation’s and resulting contract’s performance metrics must be designed to measure the vendor’s success toward achieving the customer’s desired outcomes for the procurement. (The use of vendor provided data shall not be the primary means of monitoring contract performance and will not be used unless specifically authorized prior to the IARB.) Metrics for tracking contract performance must be tied to customer KPIs, based on Government-generated data, and tracked to the maximum extent practical in an electronic system, e.g., post-award tracking system (PATS), quality management system integration tool (QMSIT), or the fusion center. Electronic data interchange (EDI) shall be used to the maximum extent possible in the acquisition. Further, the contract line item number (CLIN) structure will facilitate meeting the customer’s objectives.

(F) Review will include evaluation and approval of any required sole-source justification, deviation, D&F, bundling or consolidation memorandum, proposed clause(s), and special contract provision(s).

(v) DLA HQ staff review of pre-solicitation documentation will be coordinated by the DLA HQ J72 and completed within the time-frames specified in paragraph (i) of this section. The documents may require two review cycles if there are extensive and/or significant comments from DLA HQ staff to be resolved by the field activity. The field activity will need to consider review time, both by DLA HQ and DPAP, when developing the acquisition’s lead time and milestones.

(8) Conduct of the milestone A IARB: Once the strategy has been approved by DLA HQ J7 at the ASRP and after document review, the DLA HQ milestone A IARB will be conducted. However, all pre-solicitation documents, must have first been reviewed by DLA HQ and all significant comments must have been resolved by the field activity through written response and/or document revision and submitted to DLA HQ J72 by the contracting officer or higher. Significant revisions must additionally reflect concurrence from the AE, AE designee, or CCO at an activity without a designated AE. The IARB date and time will then be coordinated by DLA HQ J72 among DLA HQ and field activity representatives. (Refer to paragraphs (4) through (8) above concerning document review and paragraph (i) of this section for detailed IARB scheduling procedures.)

(i) Following the ASRP and pre-solicitation document review, the field activity will submit a formal request for the milestone A IARB at least fifteen (15) business days prior to the planned IARB date to DLA HQ J72; however, a request for the milestone A IARB when DPAP peer review is involved, must be sent at least twenty (20) business days prior to the planned IARB date, to allow sufficient time for coordination between the field activity, DLA HQ J7 and DPAP.

(ii) The request will include the following information for the milestone A IARB in briefing chart format, which is similar to that for the ASRP, however, emphasis will be placed on documentation and review. DLA HQ J72 will then schedule the milestone A IARB.

Milestone A IARB briefing | Description
ASRP briefing summary with approval | Summarize the briefing previously provided with the approval granted and conditions, if any, with resolution.
Acquisition strategy | - Describe how the strategy will meet the customer’s objectives and desired outcomes. - Identify the contract type best suited to the identified acquisition strategy (see note 1); also outline the contract administration plan and any additional resources needed. - Identify or outline socio-economic considerations, as well as any bundling and consolidation. - Identify or outline challenges, risks, and issues.
BCA or analysis of alternatives (AoA) | In the BCA (when applicable) or Analysis of Alternatives (AoA), identify the recommended acquisition strategy, initial findings, and potential savings; also identify any associated costs for the procurement. (See note 2.)
Acquisition documents | List documents submitted by the field activity for DLA HQ review and identify those documents requiring approval by the SPE, e.g., a J&A for other than full and open competition.
Procurement timeline | - Identify key target dates for the procurement. - Identify transition concerns, including the need for a bridge contract or contract extension. - Indicate if a DOD/DPAP and/or a DLA peer review is required and include time to accommodate the reviews.
IT systems requirements and compatibilities | Identify system requirements and systems compatibility.

Note 1. The field activity will coordinate the acquisition strategy in regard to pricing on all procurements submitted to the DLA HQ ASRP and IARB with the DLA HQ J73 Center of Excellence for Pricing (COEP) in advance of providing the request and briefing charts to DLA HQ J72.

Note 2. A BCA is prepared, when applicable, in accordance with DLA Instruction “Acquisition Business Case Analysis” available at http://www.dla.mil/dlaps. (Refer to instructions and/or chapters issued by DLA HQ J7, as well as DLA HQ J3 or J6, as applicable, depending on the acquisition. The field activity is responsible for preparing the BCA and may contact DORRA for assistance in preparing the document.) See also Paragraph d.(8)(iv)(A) above.

(iii) Upon satisfactory resolution by the field activity of issues noted on the pre-solicitation documentation submitted, to include those from DPAP when peer review is required, the DLA HQ J7 will indicate approval, which will be sent by the DLA HQ J72 in writing to the AE, AE designee, or CCO at an activity without a designated AE.

(e) Milestone B. The purpose of the milestone B IARB is to approve the final BCA, if a BCA was applicable, with relevant acquisition documents, and authorize proceeding to contract award or exercising an option (or, as appropriate, terminating or allowing the contract to expire based on recommendations presented, e.g., due to significant requirements changes, deficient contractor performance, or identification of a significantly more beneficial and cost-effective approach for the Government).

(1) Exceptions for options:

(i) Field activities shall follow procedures for a milestone B IARB for review of a proposed option exercise. However, upon request to the SPE through DLA HQ J72 from the AE or designee, or CCO at an activity without a designated AE, the SPE may delegate authority to approve exercise of options for a specified acquisition to the AE, AE designee, or CCO at an activity without a designated AE at the initial milestone B IARB for award.

(ii) The SPE’s decision or approval will be sent by the DLA HQ J72 in writing to the AE, AE designee, or CCO at an activity without a designated AE. DLA HQ J72 will also respond in writing on behalf of the DLA HQ J7 as to whether a milestone B IARB review will be held for existing contracts with options.

(2) Pre-award documentation review and requirements: Upon receiving the documentation listed in subparagraphs (i) through (xiii) below from the field activity, DLA HQ J72 will schedule a milestone B IARB. The submission must include the request detailed in subparagraph (3) below with the documents also provided in editable electronic form and posted to eWorkplace by the field activity. Documents submitted to DLA HQ shall further reflect evidence of review and coordination with the field activity’s counsel with approval by the AE, AE designee, or CCO at an activity without a designated AE. The field activity must allow at least fifteen (15) business days for the milestone B IARB process and longer if DPAP peer review is also to be accomplished. DLA HQ J72 will coordinate review among DLA HQ J code directorates, General Counsel, and small business, following the procedures in paragraph (i) of this section.

(i) Final, updated BCA, if required, or financial assessment, updated as necessary (the latter, with assistance from J8);

(ii) source selection decision document (SSDD) with the report from the source selection evaluation board (SSEB), as applicable;

(iii) cost and/or pricing analysis (with cost or price realism analysis, if applicable, technical reports and/or DCAA audit(s));

(iv) solicitation with amendments;

(v) pre-negotiation memorandum, if applicable, or pre-pricing memorandum;

(vi) competitive range determination, if applicable;

(vii) price negotiation memorandum or pricing memorandum;

(viii) draft copy of the contract to be awarded;

(ix) contract management plan;

(x) approved field activity board minutes or evidence of local review;

(xi) theater business clearance (TBC) with the related clearance for the synchronized pre-deployment and operational tracker (SPOT), if applicable;

(xii) for exercising options, documentation in accordance with FAR subpart 17.2; and

(xiii) copy of the DPAP peer review report(s), if applicable, with evidence of the field activity’s resolution of any comments.

(3) Request for milestone B IARB:

(i) Following the ASRP and review of both pre-solicitation and pre-award documents, the field activity will submit a formal request for the milestone B IARB at least fifteen (15) business days prior to the planned IARB date to DLA HQ J72; however, a request for the milestone B IARB, when DPAP peer review is involved, must be sent at least twenty (20) business days prior to the planned IARB date, to allow sufficient time for coordination between the field activity, DLA HQ J7 and DPAP. (Refer also to paragraph (g) of this section for special IARBs related to DPAP peer review.)

(ii) The request will be submitted simultaneously with the documentation listed in subparagraph (2) above. The request will include the following information in briefing chart format for awards. The information and documentation will be tailored, as applicable, for options. (Refer to paragraph (i) of this section for detailed scheduling procedures.)

(A) Background of the acquisition;

(B) changes since milestone A approval, or in the case of exercising options, changes since contract award;

(C) updated acquisition POA&M, which must also include key milestones for planning the follow-on contract;

(D) contract management plan;

(E) results of negotiations (for award only); and,

(F) updated BCA, as applicable, with conclusions.

(4) Simultaneous milestone B and C IARBs for options: When there is a one year base period and one year option period, the field activity may request that the SPE or designee authorize a simultaneous milestone B IARB (for a decision to exercise the option) and a milestone C IARB. If the field activity’s request is approved, then, upon receipt of the following supporting documentation, listed in (i) through (iii) below (preferably in electronic form and/or posted to eWorkplace), DLA HQ J72 will schedule an IARB meeting. DLA HQ J72 will advise on any other documentation which may need to be submitted for review of an option exercise. Documents from the initial submission and any significant revisions submitted to DLA HQ will reflect evidence of review and coordination with Counsel and approval by the AE, AE designee, or CCO at an activity without a designated AE.

(i) Final, updated BCA, as applicable, or financial assessment, updated as necessary, with the acquisition’s POA&M;

(ii) contract award to include modifications, and related contractual documents not submitted under previous milestones, with changes and results of negotiations, if applicable (with all source selection information marked as “Source Selection Information --- see FAR 2.101 and 3.104”); and

(iii) performance metrics with the incentive/award fee schedule, if applicable (e.g., for service acquisitions).

(5) Scope of milestone B review: Prior to making the milestone B decision, the IARB will additionally consider the results of the DPAP Peer Review, if one was required to be performed (see DLAD 1.170(90)), as well as the procuring activity’s analysis, which must include a comparison of estimated costs with the proposed costs/prices and negotiation results. The IARB will also consider the procuring activity’s documented assessment of risks, validation of assumptions and conditions with an updated exit strategy, and the recommended course of action.

(f) Milestone C. The purpose of a milestone C review is to determine whether the agency is getting what it is paying for in terms of contractor performance and whether the customer’s requirement is being fulfilled by the terms of the contract. For those programs with multiple awards, the field activity may request a regional/program level review from the SPE or designee through DLA HQ J72. Field activities are encouraged to nominate additional acquisitions to the DLA HQ J72 for milestone C review or to conduct such reviews themselves. Customer participation to the maximum extent possible is encouraged in all milestone C IARB reviews.

(1) The acquisitions identified in the following subparagraphs are candidates for a milestone C IARB review and will be scheduled when designated by the SPE or Deputy Director of DLA Acquisition.

(i) All acquisitions for services valued at $1 billion and above that are subject to the DPAP peer review requirements in accordance with 1.170;

(ii) procurements monitored at the Agency Director or SPE level as part of the high visibility (“Hi-Viz”) surveillance program;

(iii) acquisitions that were the subject of an ASRP or milestone IARB review;

(iv) acquisitions awarded as the result of A-76 competition or as follow-on acquisitions to A-76 awards (see 90.1903(d)); and

(v) a DLR site’s acquisition meeting the criteria for an IARB that was not previously reviewed by DLA HQ or the requiring activity. (However, if a Program Management Review has been conducted by the Service, the cognizant field activity will provide the results to DLA HQ J72 to determine whether that review has satisfied the milestone C requirement.)

(2) Criteria for scheduling a milestone C IARB. A milestone C IARB is scheduled as soon as enough information and experience has been gained to support a determination of whether a change in approach or strategy is required. The milestone C IARB review will normally occur within two years after contract performance has begun, depending on the length of the contract’s base period, and form the basis for development of a future strategy for the acquisition and requirement. This IARB will evaluate contract performance in terms of costs, schedule, and requirements, while also including evaluation of the results of DPAP peer review, when applicable. (See 1.170.)

(3) Documentation requirements. Upon receipt of the following documentation (preferably in editable electronic form and posted to eWorkplace by the field activity), DLA HQ J72 will schedule an IARB meeting. Customers will be invited by the DLA HQ J72 and field activity to participate in all DLA HQ milestone C IARB reviews (with assistance from the field activity in coordination). The submission will include the request, which is detailed in subparagraph (4) below. Documents from the initial submission and any significant revisions submitted to DLA HQ J72 will reflect evidence of review and coordination with the field activity’s Counsel with approval by the AE, AE designee, or CCO at an activity without a designated AE.

(i) Updated BCA, if applicable, or financial assessment, updated as necessary;

(ii) contract award to include modifications;

(iii) performance metrics and/or other contract performance information;

(iv) incentive/award fee schedule/execution; and

(v) copy of the DPAP peer review report(s), if applicable, with evidence of the field activity’s resolution of any comments (for reviews performed prior to award).

(4) Request for milestone C approval. At least fifteen (15) business days prior to the scheduled or planned IARB, the field activity shall submit a request for milestone C approval to DLA HQ J72. The request will include the following information in briefing chart format.

(i) Updated BCA, if applicable (to include re-assessed costs, savings, and benefits);

(ii) assessment of metrics and application of incentives and/or disincentives, the latter if applicable;

(iii) any changes in the acquisition since the last milestone approval; and

(iv) an updated acquisition POA&M, which must also include key milestones for follow-on contract planning.

(g) Special ASRP and IARB. A special ASRP and IARB will be held for each of the following categories of acquisitions. The ASRP and IARB will generally follow the requirements within this section and be tailored to the acquisition.

(1) A-76 acquisitions:

(i) For standard competition competitive sourcing acquisitions conducted under the Office of Management and Budget Circular (OMB) A-76, a special IARB will convene to review the first full year of operations by the service provider in accordance with 90.1903(d), milestone C – Competitive Sourcing Post-Award Accountability Review, regardless of the dollar amount of the acquisition.

(ii) During the final year of performance, to determine whether a most efficient organization (MEO) should be re-competed or a high performing organization (HPO) should be competed under OMB Circular A-76, a special IARB will convene to review the overall performance and recommend the most advantageous course of action to the DLA Competitive Sourcing Official, in accordance with DLAD 90.1906, MEO Re-competes/Competing HPOs.

(2) ASRP and IARB for an acquisition reviewed by DPAP or ASD(NII)/DOD CIO.

(i) An ASRP and IARB are mandatory for any acquisition required to be reviewed by DPAP or ASD(NII)/DOD CIO.

(ii) Acquisitions of information technology (IT) services valued at greater than $500 million require notification to the ASD(NII)/DOD CIO, for review and approval; refer to DODI 5000.02, Operation of the Defense Acquisition System, dated December 8, 2008, Enclosure 9, Paragraph 5.b. Prior documentary review shall be conducted by J7 and J6, who jointly will notify ASD(NII)/CIO.

(iii) All acquisitions for supplies and/or services, valued at $1 billion and above, require review by DPAP; refer to 1.170, which states that several reviews may be held prior to award, depending on the type of acquisition.

(A) An acquisition valued at $1 billion and above will require a DPAP peer review, however, an IARB will be held first. DPAP peer reviews occur at several stages of a procurement in accordance with DFARS PGI 207.170 and DLAD 7.170. Specifically, for a competitive acquisition, a DPAP peer review is required prior to issuance of the solicitation, request for final proposal revisions, and contract award; for a noncompetitive acquisition, a DPAP peer review is required prior to the opening negotiations and contract award. As a result, a special IARB will be held to review the documents prior to their release to DPAP; IARB procedures then will be tailored and/or streamlined to the procurement by the DLA HQ J72 and coordinated with the field activity. Except for the initial milestone B IARB, any additional special IARB required prior to a DPAP peer review may consist of a document review only and will conclude with a formal memo issued to the field activity by the DLA HQ J72 division chief on behalf of the DLA HQ J7.

(B) Before the solicitation is issued or, for other than full and open competition, before negotiations commence, the contracting activity shall submit, through DLA HQ J72, the appropriate notification to DPAP. DLA HQ J72 will inform the DLA HQ J71 peer review manager, who is responsible for the notification to and coordination with DPAP.

(C) All requirements of the ASRP and milestone A, B, and C IARBs apply to acquisitions requiring DPAP Peer Review. Refer to paragraphs (b) through (f) within this section.

(3) For a DLR site, the ASRP and IARB may have a tailored approach, which will be coordinated between the cognizant field activity and DLA HQ J72. The field activity shall provide one point of contact to coordinate the reviews and provide responses to comments.

(4) Emergency IARB: There may be a situation where the customer’s requirements cannot be delayed any longer, regardless of administrative and oversight requirements, e.g., contingency operation support. The IARB review process will then be tailored and/or streamlined by DLA HQ J72 with approval from the SPE or designee following a written request from at least the level of the CCO.

(h) Approval. The ASRP or IARB at each milestone will advise the contracting activity if the proposed acquisition has unconditional approval, conditional approval, or disapproval.

(1) Unconditional and conditional approval authorizes the contracting activity to proceed with the acquisition, although the latter requires compliance with stated conditions. The field activity must respond in writing to DLA HQ J72 within twenty (20) business days, stating action(s) taken to resolve the conditions in a conditional approval.

(2) An interim decision is provided at the conclusion of the formal briefing. A final ASRP or IARB decision will be transmitted by e-mail memo from the DLA HQ J72 on behalf of the DLA HQ J7 to the AE, AE designee, or CCO of a field level contracting activity without an AE, normally within five (5) business days following the ASRP or IARB.

(3) Within five (5) business days of an ASRP or IARB, DLA HQ J72 will prepare a summary record of discussion, which will include the ASRP or IARB briefing charts, describe outstanding actions, and include a definitive statement of the approval with any related conditions. Action items will include a completion date, with points of contact at the field activity and HQ, so the issues can be worked by the appropriate experts. DLA HQ J72 will follow-up to ensure all actions are taken as required to include preparation for any required DPAP Peer Review. The ASRP and IARB memoranda shall be retained in the official contract file.

(i) Administrative coordination, review responsibilities, and planning of the ASRP and IARB.

(1) Scheduling: To facilitate scheduling of DLA HQ ASRP and IARB, the DLA HQ Acquisition Operations (J72) has reserved the following days and times, which may be revised due to any significant scheduling conflicts among ASRP or IARB members and advisors.

(i) Pre-briefing: Tuesdays, 9:00 am to 12:00 pm; the pre-briefing will normally be limited to forty-five (45) minutes; the pre-briefing will be planned for the same week as the ASRP or IARB or at least two work-days days prior to the ASRP or IARB, to allow time for any resolution of comments from DLA HQ to the field activity. DLA HQ J72 is responsible for the pre-briefing to the Senior Procurement Executive (SPE) or Deputy Director, DLA Acquisition. The pre-briefing is an internal meeting among DLA HQ reviewers and management.

(ii) ASRP or IARB: Fridays, 9:00 am to 12:00 pm; the ASRP or IARB will normally be limited to a maximum of 1-1/2 hours to allow for two acquisitions to be reviewed. (Additional days and times may be scheduled by DLA HQ J72, as necessary to accommodate required reviews.)

(2) DLA HQ J72 and field activity responsibilities.

(i) The cognizant DLA HQ J72 procurement analyst will invite members to the scheduled ASRP or IARB, and coordinate the meeting room with video-teleconference (VTC) connectivity. The analyst will forward the field activity’s approval request with briefing slides to ASRP or IARB members as read-ahead material, also providing guidance to the field activity, e.g., concerning the current briefing format.

(ii) The DLA HQ J72 analyst is responsible for scheduling and presenting the internal pre-briefing to the DLA HQ J7, J code directorates, General Counsel, and small business. The field activity is responsible for providing sufficient information on the acquisition with a listing of attendees to the DLA HQ J72 at least five (5) business days in advance of the pre-briefing; failure to comply may result in rescheduling of the ASRP or IARB. (Briefing charts from the field activity are normally required at least fifteen (15) business days prior to the planned ASRP or IARB.)

(iii) ASRP or IARB members are encouraged, but not required, to attend the pre-briefing. A list of attendees for the ASRP or IARB will be provided to the DLA HQ J7 at the pre-briefing by the J72 analyst, who is responsible for verifying with and reminding each DLA HQ J code principal's office of ASRP or IARB attendance. The field activity must provide a list of attendees to the DLA HQ J72 analyst at least five (5) business days prior to the pre-briefing.

(iv) The DLA HQ J72 analyst will record action items identified during the ASRP or IARB presentation and submit a list of those items with the meeting minutes via e-mail to the responsible field activity points of contact within five (5) business days following the ASRP or IARB. The final minutes will also address the specific actions, dates, and responsible parties, to include preparation for the DPAP Peer Review, if required. The action items will include a completion date and one field activity point of contact (POC), who will ensure all actions are taken as required, then prepare an addendum to the minutes reflecting completion or resolution of all action items. DLA HQ J72 will track actions items with suspense dates. The minutes and addendum are required to be retained in the contract file.

(v) If the DLA HQ Competition Advocate is not available in person for an ASRP or IARB or pre-briefing, the DLA HQ J72 analyst will ensure that a telephonic conference call is engaged for call-in. The DLA HQ J72 analyst will engage the call-in number for other attendees, as necessary.

(vi) As a function of any ASRP or IARB introduction, the DLA HQ J72 analyst will normally lead identification of participants to the DLA HQ J7. Participants will identify themselves and their positions, whether attending in person, by phone, or via VTC. Participants from field activities are encouraged to attend via VTC.

(vii) The field activity is responsible for the formal ASRP or IARB presentation; the contracting officer will normally lead the presentation and may be assisted by the acquisition specialist or contract specialist, as well as program/technical representative(s). At the conclusion of the briefing, the contracting officer shall assist the DLA HQ J72 in preparing minutes to confirm the discussion.

(3) DLA HQ staff review.

(i) Acquisition documentation review (which follows ASRP approval of the strategy and precedes the milestone A and B IARBs) will be coordinated by DLA HQ J72 and will normally be completed within the following time-frames. (Refer to 7.104-90 for the documentation required for the milestone IARB.) A milestone C review will generally follow these same time-frames.

Reviewers | Days for review (note 1) | Scope of review / action
DLA HQ by General Counsel, Small Business and J code directorates or divisions | five (5) business days | Initial review of documentation.
DLA HQ J72 analyst | two (2) business days | Consolidate and forward DLA HQ comments to the respective Chief of the Contracting Office (CCO) of the procuring activity, who will also advise the AE (when a Primary Field Level Activity (PFLA) is involved) and the cognizant contracting officer.
Field level activity CCO | five (5) business days | Responsible for necessary revisions and returning the updated documents, with identified changes, to the DLA HQ J72 analyst for review coordination. (The activity must include explanation when DLA HQ comments/ recommendations are not followed.)
DLA HQ by General Counsel, Small Business and J code directorates or divisions | five (5) business days | Subsequent review of documentation, if determined necessary by the DLA HQ J72, for any significant comments.

Note 1. Additional time of up to ten (10) business days may be allowed by the DLA HQ J72 division chief on behalf of the DLA HQ J7 to J code directorates, General Counsel, and Small Business for high-dollar, complex acquisitions, e.g., acquisitions forwarded for DPAP Peer Review. The field activity may also be allowed additional time if extensive revisions are needed to acquisition documentation.

(ii) Staffing for DLA HQ J72’s review for the acquisition begins when the final versions of all of the required documents are received by DLA HQ J72. (Time will be saved if documents requiring DLA HQ signature, such as a J&A and consolidation determination, are provided in an editable electronic format.) Staffing for both DLA HQ and the field level activity begins on the following business day for documents received on or after 1200 hours, Eastern time.

(iii) Documents and e-mail correspondence from procuring activities concerning reviews will be standardized showing the acquisition’s description, solicitation or contract number, and requested suspense date.

(iv) Depending on the procurement's complexity and volume of documentation to be reviewed, a collaboration site, which is an electronic file repository, may be set-up by the procuring activity within the DLA eWorkplace through DLA HQ J72 (under the section DLA HQ J7 eWorkplace Agency Documents) to allow greater ability for collaboration among reviewers and the procuring and/or requiring activities for document review and posting comments. The contracting officer and DLA HQ J72 analyst will ensure that access is restricted to Government personnel working on the procurement. (Refer to guidance at https://eworkplace.dla.mil/.)

(v) Upon satisfactory resolution by the field activity of any issues noted on the documentation submitted, to include comments from DPAP when Peer Review is required, and approval/signature on any prerequisite documents (e.g., a consolidation determination), the SPE or Deputy Director, DLA Acquisition, will approve release of the solicitation. Formal written approval may be sent by DLA HQ J72 on behalf of J7.

(vi) DLA HQ J72 will notify the CCO from the responsible field activity in writing when approval to release the solicitation or award the contract has been granted by the SPE or Deputy Director of DLA Acquisition.

(4) Planning of ASRPs and IARBs: To facilitate planning and tracking, as well as actual scheduling of ASRPs and IARBs at the DLA HQ level, field activities shall provide a rolling annual forecast of acquisitions meeting ASRP and IARB criteria, as described in 7.104-90(c), to the DLA HQ J72 at the end of each quarter, i.e., December 31, March 31, June 30, and September 30. The forecast must be updated as necessary and should be disclosed when there is sufficient information about an acquisition or, as a minimum, at least three (3) months in advance of a planned ASRP or IARB. The report will be sent at least at the level of the CCO.

(i) Supply chain AEs with DLR sites shall include acquisitions handled by their assigned DLR sites.

(ii) The forecast will include, at a minimum, the name of field activity, description of procurement, Procurement Item Identification Number (PIIN) of the acquisition (i.e., as a solicitation, contract, or order), total maximum value including options and surge, anticipated solicitation and award dates, with period of performance and be in an electronic spreadsheet form. Planned milestones must also be included, when possible.

(iii) DLA HQ J72 will provide a template for this scheduling forecast to field activities upon request.

PGI 7.104-91 Advance acquisition planning template (AAPT).

(a) The AAPT or acquisition plan submitted to DLA HQ Acquisition Operations Division (J72) for review must reflect documented coordination by the field activity with the field activity's Director of Small Business or Small Business Specialist and Counsel with approval by the Chief of the Contracting Office (CCO). (Refer to 7.104-91 where the Acquisition Plan may be submitted instead of the AAPT.)

(b) The AAPT or acquisition plan will be submitted as early as possible in the acquisition planning process, and at least fifteen (15) business days prior to completion of any formal procurement documents, to include the final BCA, if applicable, and solicitation. The AAPT or acquisition plan will be electronically submitted by the field activity to DLA HQ J72 for review and approval by the J7, once the contracting activity has sufficient information.

(c) DLA HQ J72 is responsible for review coordination among DLA HQ J code directorates, Small Business, and General Counsel. DLA HQ J72 will advise the contracting activity normally within ten (10) business days after receipt of the AAPT (or acquisition plan) if the proposed acquisition is approved or whether the DLA HQ J7 requires an IARB. Complex or high-dollar acquisitions may require up to twenty (20) business days for approval. If the DLA HQ J72 advises that an IARB will be held, the notification will be in writing by the DLA HQ J72 on behalf of the DLA HQ J7. The field activity must consider this review as additional time within their planned Procurement Administrative Lead Time

(PALT).

(d) During DLA HQ review of the AAPT or acquisition plan, the DLA HQ J72 may request other supporting documentation from the field activity, depending on the type of acquisition and its complexity, e.g., D&F, J&A, consolidation determination, and/or draft solicitation.

(e) Review comments require resolution and/or written responses from the field activity to DLA HQ J72, as well as approval from the DLA HQ J72 on behalf of the DLA HQ J7, prior to proceeding with the acquisition.

(f) Review and approval by DLA HQ will be provided in writing to the field activity by the DLA HQ J72 on behalf of the DLA HQ J7.

(g) Once the proposed acquisition is approved, no significant changes shall be made without prior DLA HQ J7 approval or by the DLA HQ J72 on behalf of the DLA HQ J7.

(h) After approval of the AAPT or acquisition plan, DLA HQ J72 may perform a follow-up review, requesting other documentation, depending on the type of acquisition and its complexity, e.g., D&F(s), J&A, consolidation determination, solicitation, and/or contract with pricing memoranda.

(i) Proposed acquisitions meeting the criteria and thresholds at 7.104-91 must be summarized using the AAPT below, in paragraph (j), to include milestones. (Refer to 7.104-91, which allows an alternate submission, the acquisition plan.) Include a discussion, with factual basis and legal analysis, of whether the planned acquisition constitutes a consolidation in accordance with DFARS Subpart 207.170. Submit the AAPT electronically to DLA HQ J72 for review. A response from DLA HQ J72 on behalf of DLA HQ J7 will be normally be provided within ten (10) business days after receipt. A complex acquisition may take up to twenty (20) business days. Review comments require written responses with resolution to DLA HQ J72 from the field activity, then written approval from DLA HQ J72, through signature on the AAPT, on behalf of the DLA HQ J7, prior to proceeding with the acquisition.

(j) Advance acquisition planning template.

1. Category ("X" the proper category or categories):
Services _________ | Supplies _________ | Other (describe), e.g., Electronic Catalog, GSA Schedule, etc.___
Direct Vendor Delivery (DVD)____ | Performance Based Logistics____ | Tailored Logistics Support (TLS) _________
Corporate Contract/ Strategic Supplier Alliance______ | Prime Vendor (PV) _____
Long Term Contract____ | Multi-Year Contract _____
2. Describe the initiative, primary customers, and what requirement is being procured. 3. Reason for Initiative: 4. Identify any unique aspects of this initiative: 5. Contract Type: _______ Time and Materials (or Contract Line-item(s) (CLIN(S) included)____ Solicitation Issuance Date: __________ Anticipated Award Date: ______ 6. If Time and Materials/Labor Hours (or CLIN(S) included), discuss history, frequency, and definiteness of this requirement, such that another contract type may suffice. If none do, discuss strategy to transition to other contract type over time and contract administration measures for mitigating risk. 7. Dollar value if other than a Long Term Contract (LTC): _________________. For a LTC, complete chart below:
LTC Contract | Base Period | Option Period(s) | Total $ Value
Length |  |  |
Total Estimated Maximum Dollar Value, to include surge requirements |  |  |
Guaranteed Minimum Dollar Value |  |  |
8. Competition ("X" one): Full and Open____ Other than full and open (cite authority) ______ 9. Describe the performance metrics, i.e., what are the metrics, how the metrics will be measured, how often the metrics will be measured, who will measure them, and what is the expected outcome. 10. Has your activity previously purchased the item(s): Yes __No__ If yes, briefly summarize the previous history. 11. Acquisition will be conducted using FAR Part 12: Yes___ No____ 12. Basis for Commercial or Non-commercial determination: _____________________ 13. Number of National Stock Numbers (NSNs)/Part Numbered (PN) Items: ________ 14. Are NSNs/PNs: Competitive _____ Non-competitive_____ Combination _____ 15. Number of items previously provided by small business: ________ 16. Nomenclature and Quantity (or attach listing): 17. Delivery Requirements, if applicable: Will any supplies be delivered to stock? Yes ______ No ________ 18. Describe market surveys and/or market research conducted and the results: 19. Planned evaluation strategy (e.g., lowest price, technically acceptable (LPTA) or best value): 20. What are the logistical benefits of this initiative? (e.g. reduced Administrative Lead Time (ALT) and/or Procurement Lead Time (PLT); reduced inventory; reduced customer wait time (CWT); increased supply availability; improved readiness; added contractor services such as forecasting, inventory management, quality; reduced manual Purchase Requests (i.e., from touch labor). 21. Describe planned efforts to reduce PLT (e.g. using common-process parts groupings, arranging for access to long-lead time materials/ components, setting PLT reduction goals, etc.) 22. In addition to publicizing the acquisition to the general public (e.g. via Federal Business Opportunities (FedBizOpps), Internet notice, etc.), describe planned efforts to solicit responses from Historically Underutilized Business Zones (HUBZones), women-owned small businesses, small disadvantaged businesses and/or 8(a) firms, and service-disabled veteran-owned small business concerns. a. Was any portion of this requirement considered for placement in the 8(a) program? If not, why not? b. Was any portion of this requirement set aside for small businesses? ___________ c. If no portion is set aside for small business, why not? ____________________ d. Describe incentive strategies that will be used to evaluate offers or that encourage prime contractors to establish subcontracting opportunities with small businesses. 23. Describe how surge and sustainment (S&S) will be addressed, if applicable. 24. Provide a statement that addresses each of the following concerns, if applicable. If information is not yet available, identify whether these issues will be addressed in the acquisition plan or another contacting document (describe the latter): a. Potential workload and/or financial impact at other Inventory Control Points (ICPs), and affected field activities such as DLA Distribution, if any. b. Contract management strategy and workload impact: c. Quality, engineering, and/or technical issues, if any: d. Effect on the military service(s), in addition to the primary customer: 25. List all significant milestones, from pre-solicitation to award, to include transition and/or extension of the current contract or need for a bridge contract:
Description | Date
Contracting activity coordination:
Office of Counsel |  | Date
Director of Small Business/ Small Business Specialist |  | Date
Approved:
Chief of the Contracting Office |  | Date
Date received in J72 ___________ Revisions and/or responses requested by DLA HQ from the field activity (date(s)): Approved (on behalf of the DLA HQ Senior Procurement Executive):
Chief, Acquisition Operations Division (J72), DLA HQ |  | Date