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Successful Practices

Definition of Best Practices: Best practices, as defined in the Federal Acquisition Regulation Part 37.501, are techniques that agencies may use to help detect problems in the acquisition, management and administration of service contracts. For DoD, the DAG, Chapter 10, Acquisition of Services is a great start and for federal civilian agencies, see Steps to Performance-Based Acquisition (SPBA). GoServices_Acquisition_Process.jpgvernment Best Practices publications are prepared by various government agencies to assist the entire services acquisition community - both inside and outside government - in coming to agreement on expectations and standards for carrying out services acquisitions. As government agencies implement reinvention policies, they may develop promising practices that may be applied by other organizations, thus becoming Best Practices (see DAU's Powerful Examples Collection). Similarly, Industry Best Practices are unique and innovative ways industry makes sound business decisions and contracts for services they need. Best Practices are not legal documents, but may be viewed as persuasive guidance in the management and administration of government contracts.

This section will highlight some informative best practice guides, case studies, white papers, learning material, factsheets, etc., to share with the acquisition community.

DAU Online "Practical Advice" Guides:
  
  
  
  
Summary Description
Advisory and Assistance Services -A Practical Reference Guide 2000Advisory and Assistance Services Practical Reference Guide.pdf
  
Provides a practical common sense approach to procuring Advisory and Assistance Service with best practices.  The guide was prepared by the Inspections and Evaluation Roundtable at the request of the Inspection and Evaluation Committee.  Document is dated 2000.
Common Sense Approach to procuring Advisory and Assistance Services
AFMC Guiding Principles for Fair Opportunity SelectionFair Opportunity Guiding Principles AFMC v2.6 Final.docx
  
MAC IDIQ contracts are awarded to multiple awardees using FAR 15.3 source selection procedures with the intent to conduct fair opportunity task/delivery order competitions among the awardees in accordance with FAR 16.505(b)(1).  Task orders are established for services while delivery orders procure supplies.  AFMC developed these guiding principles to provide more information on differences between FAR 16.5 Fair Opportunity competitions are compared to FAR 15.3 source selection process and the terminology in use for both.
Air Force Award-Fee Guide Oct 2008Air Force Award-Fee Guide Oct 2008.aspx
  
Guide to provide assistance on the application of award fee.
Category Management--Making Smarter Use of Common Contract Solutions andCategory Management--Making Smarter Use of Common Contract Solutions OMB M-19-13.pdf
  
Office of Management and Budget (OMB) requires agencies to carry out a set of tailored management actions and provide updates on these management actions to evaluate their progress in bringing common spending under management.  The expected result is more effectively managed contract spending through a balance of Government-wide, agency-wide, and local contracts; reduced unnecessary contract duplication
and cost avoidance; and continued achievement of small business goals and other socioeconomic requirements.
Commercial Best Practices in Contracting for Knowledge-Based and Equipment-Related ServicesCommercial Best Practices in Contracting for Knowledge-Based and Equipment-Related Services.pdf
  
Commercial Best Practices in Contracting for Knowledge-Based and Equipment-Related Services from the Institute for Defense Analyses (IDA) August 2015
Contracting Officer Representatives--Managing the Government’s Technical Experts to Achieve Positive Contract OutcomesContracting Officer Representatives--Managing the Government’s Technical Experts to Achieve Positive Contract Outcomes.aspx
  
A Report to the President and Congress of the United States by the U.S. Merit Systems Protection Board, December 2005
Recommendations: (1) Formally delegate authority to the COR (2) Ensure CORs get the training they need in the right way (3) Identify CORs and manage them strategically (4) Recognize CORs as a critical workforce (5) Select and assign CORs based on established criteria (6) Ensure CORs start early in the contracting process (7) Assign CORs the appropriate contracting tasks (8) Ensure CORs have enough time for contracting work (9) Rate CORs on the performance of their contracting work (10) Consider the other Federal employees who affect the COR’s work
DAU PBA Knowledge Sharing Forum - Feb 2005PBA Forum Cavadias.ppt
  
DAU PBA Knowledge Sharing Forum (Feb 2005)
DODIG-2018-124 Development, Review, and Validation of the Philippines Operations Support Contract III RequirementsDODIG-2018-124 Report regarding failure to conduct SRRB.aspx
  
Development, Review, and Validation of the Philippines Operations Support Contract III Requirements This audit determined that U.S Pacific Command (USPACOM) and subordinate commands developed, reviewed, and validated requirements for the Philippines Operations Support Contract (POSC) III without a Service Requirements Review Board (SRRB).  A SRRB is a formal process to identify, plan, prioritize and validate contract service requirements before issuing funding documents.
GAO-05-179 Department of Homeland Security - Successes and Challenges in DHS's Efforts to Create an Effective Acquisition OrganizationGAO-05-179 Homeland Security Successes and Challenges in DHS s Efforts to Create an Effective Acquisition Organization.aspx
  
GAO-05-179 Successes and challenges in DHS's efforts to create an effective acquisition organization.
GAO-19-608 NNSA Could Better Manage Potential Risks of Contractors Performing Inherently Governmental FunctionsGAO-19-608 NNSA Could Better Manage Potential Risks of Contractors Performing Inherently Governmental Functions.aspx
  
The National Nuclear Security Administration (NNSA) obligated about $193 million in FY 2018 for support service contracts (which include program management services and more).  However, NNSA may not be effectively managing the risk that some of its contractors could perform inherently governmental functions—which federal contractors are not allowed to do.  The GAO recommended that NNSA require its contracting officers to document their oversight plans for certain contracts and verify that they’re following through with those plans. Sep 26, 2019
Government Balancing Measures - Best Practices in Performance ManagementGovernment Balancing Measures - Best Practices in Performance Management.aspx
  
A study solicited by the National Parternhip for Reinventing Government. This is a useful learning material for those who need to view success stories in performance management [see http://www.orau.gov/pbm].
Government GAO--Best Practices - Using Spend Analysis to Help Agencies Take a More Strategic Approach to ProcurementGAO-04-870 Using Spend Analysis to Help Agencies Take a More Strategic Approach to Procurement.aspx
  
Document on using Spend Analysis to help agencies take a more strategic approach to procurement
Government Why Training For Service Contract Management is Mission EssentialWhy Training for Service Contract Management is Mission Essential - 2005.aspx
  
Contracts are more pervasive and critical to mission performance throughout the Dept. of Defense and make up the largest segment of DoD procurements. The article explores problems inherent in contracting and acquisition requirements and some practical suggestions for decision analysis for more effective contract administration.
2005
Guidebook for Acquiring Engineering Technical Services (ETS) v2Guidebook for Acquiring Engineering Technical Services (ETS) v2.aspx
  
Engineering Technical Services (ETS) is one of six portfolios in the Knowledge-Based Services portfolio group as defined by the DoD services taxonomy.1 The Deputy Assistant Secretary of Defense for Systems Engineering (DASD(SE)) is the Functional Domain Expert (FDE) for contracted ETS within DoD and is responsible for identifying functional expertise and localized best practices to share across the portfolio. ETS supports complex acquisition programs by providing robust systems engineering support and technical discipline through the acquisition lifecycle.  Best Practices and Lessons Learned.
Independent Government Cost Estimate (IGCE)--Handbook for Services Acquisition DoD_IGCE_for_SA_Handbook.pdf
  
The Government develops the IGE without bias and typically without contractor input, and when done correctly, it is directly tied to comprehensive market research. The IGE supports efforts to ensure that the cost of meeting the Government’s requirements for the service being acquired are known. Format and contents of the IGE will vary in accordance with the complexity and value of the requirement. This handbook was developed in response to the GAO report GAO-17-398 and recommendations therein.
Industry - Government SARA Committee Acquisition Advisory PanelAcquisition Advisory Panel 2007.aspx
  
Panel reviewed the use of commercial practices, performance-based contracting, the performance of acquisition functions across agency lines of responsibility, and the use of Government-wide contracts.
Industry eSourcing Capability Model for Service ProvidersIndustry eSourcing Capability Model for Service Providers.aspx
  
The IT Services Qualification Center (ITsqc) creates capability models and qualification methods to improve sourcing relationships in the Internet-enabled economy.

Organizations are increasingly delegating IT-intensive business activities to external service providers to take advantage of new growth in the global telecommunications infrastructure. The business processes being outsourced range from routine and non-critical tasks, to strategic processes that directly impact revenues. Managing and meeting client expectiations is a major challenge in these business relationships, and examples of failure abound.
Industry Service Contracting - A Desk Guide to Best Practices 1998DON services contracting.pdf
  
A quick reference guide to service contracting best practices.
Industry The American National Standards Institute web siteIndustry The American National Standards Institute.aspx
  
The American National Standards Institute (ANSI) <https://www.ansi.org/> is a non-profit organization that administers and coordinates the U.S. voluntary standardization and conformity assessment system. Many departments and agencies of the United States government, are members of ANSI and are eligible to receive a 10% discount on specific standards documents.
The Federal Acquisition Regulations (FAR) Part 11 describes agency needs and addresses the use of Voluntary Consensus Standards in writing the government's requirements. OMB Circular A-119 and the FAR mandate the use of voluntary consensus standards in lieu of government-unique standards. The use of existing standards provides substantial cost benefits for the government.
Industry Where in Federal Contracting web siteIndustry Where in Federal Contracting.aspx
  
This website <http://www.wifcon.com/>provides information that can be used by practitioners in the acquisition community.
Market Intelligence GuideNPS-CM-12-009_Market_Intelligence_Guide.aspx
  
2012 report from the Naval Post Graduate School (NPS-CM-12-009) on Market Intelligence.  Fig. 2 lists 57 contracting processes that require valid and complete market intelligence in order for acquisition teams to make optimal business decisions.
Maxwell AFB - A Case Study in Successful Performance Based AcquisitionMaxwell BOS Overview.ppt
  
Maxwell AFB - A Case Study in Successful Performance Based Acquisition
 
Maxwell AFB - A Case Study in Successful Performance Based Acquisition
MDA Contract ClausesMDA Contract Clauses.aspx
  
MDA Contract Clauses March 2013
Metrics or Measures for ServicesMetrics or measures.docx
  
A list of metrics organized by Demand Management, Supplier Management, and Process Management useful for managing service acquisitions.
PBSA - Measure What You Manage - Mike Cameron - BAHPBSA Manage What You Measure.ppt
  
PBSA - Measure What You Manage.  FAI/DAU Brown Bag Presentation by Mike Cameron of BAH
Performance Assessment User GuidePerformance Assessment Plan PBA.pdf
  
Provides a common framework for Navy-wide Performance Assessment.  Contains a performance Assessment Plan (PAP) which describes contract-specific provisions and methodology for assessing contractor performance.  Includes measures of assessment and their definitions such as periodic and random sampling, validated customer complaints (VCC), unscheduled visits and customer evaluations.
Principles of contract management: Service delivery from Office of Government CommerceIndustry Best Practice - How Major Service Contracts Can Go Wrong.aspx
  
Principles of contract management:  Service delivery from Office of Government Commerce
Procurement Management Reviews (PMR) FY18 NewsletterProcurement Management Reviews (PMR) FY18 Newsletter.aspx
  
The Defense Contract Management Agency (DCMA) conducted Procurement Management Reviews (PMR) in FY18 of Other Defense Agency and Defense Field Activities that performed contracting operations. In the interest of enhancing performance of contracting personnel throughout DOD, the DCMA PMR team prepared a newsletter to share their observations, best practices, and lessons learned.
SAW Step 0 AssessmentSAW_Step 0 Assessment.docx
  
Assessment used prior to a Service Acquisition Workshop (SAW) to help detemine where the Multi-Functional Team (MFT) needs assistance.
SD-5 Market ResearchSD-5 Market Research.aspx
  
Market Research--Gathering Information about Commercial Products and Services Defense Standardization Program Office
December 2018
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