2.1 Conduct Acquisition Planning
Acquisition Planning. Acquisition planning should start when an agency identifies a need for supplies, construction and/or services. When practical, utilize an integrated product team (IPT) approach to develop the acquisition plan and/or strategy as required. This early teaming effort may reduce false starts and resulting delays that frequently accompany the preparation of a complex procurement. (Reference DoD Source Selection Procedures 2.1.1)
Best Practice: Some of the decisions/determinations made during the planning phase are key and will impact the entire acquisition from source selection through contract administration. Including key stakeholders, such as contract administrators, small business professionals (SBPs), Contracting Officer’s Representatives (CORs), Quality Assurance (QA) and Property Administrator, will help to ensure consideration of issues that may impact the requirements, performance, and acquisition strategy as a whole.
Risk Assessment. Risk analysis is a critical component of acquisition planning, and the market research results should be a primary consideration as part of this analysis. Early identification, formation, and direct involvement of the acquisition team (and key stakeholders) will help to ensure a comprehensive understanding of the requirements and any marketplace influences on risk and risk mitigation. (Reference DoD Source Selection Procedures 2.1.1.2)
Peer Reviews. See AFARS 5101.170 for Preaward peer reviews. Planning and including realistic time allowances for all requisite reviews when establishing milestone schedules, is essential to the success of your acquisition.
Market Research. Market research is a shared responsibility and continuous process conducted by the PM, requiring activity, PCO, SBP, and other acquisition team members which directly influences how the acquisition strategy and source selection process is shaped. (Reference DoD Source Selection Procedures 2.1.2 and AFARS 5110.002)
Some techniques you may use in conducting market research include:
Use general sources of information available from the marketplace, other DoD/ government agencies, and the internet.
Contact knowledgeable individuals, such as SBPs, regarding market capabilities and business practices.
Review the results of recent market research for same or similar requirements.
Query government and/or commercial databases (e.g., Dynamic Small Business Search https://dsbs.sba.gov/search/dsp_dsbs.cfm, System for Award Management (SAM.Gov); https://sam.gov/content/home.)
Conduct industry engagement/industry days in coordination with supporting Small Business Office.
Prepare a draft Request for Proposal (RFP) and ensure review by a SBP prior to issuing. (DoD Source Selection Procedures 2.1.2.3)