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E-Tools and Samples

This Electronic tools, or e-tools page provides a list of available online tools and resources relating to the acquisition of services.  ALSO, you may contribute a tool by logging into DAU then clicking on "Contribute" and "Share a Tool". NOTE:  more tools may be found by clicking on "Tools" on the left side of this page (or by clicking on the menu button if using a Smartphone). 

ACE For Services FEATURED Tools:  JAM and SPM Tool (Jam and Spam, how nice!)

Joint Appointment Module (JAM) and the Surveillance and Performance Monitoring (SPM) Module (formerly the Contracting Officer Representative Tracking (CORT) Tool) within the Procurement Integrated Enterprise Environment (PIEE). JAM and SPM are web-accessible applications designed to perform two primary functions:

  • The first function is the nomination, designation and revocation of Contracting Officer Representatives (CORs) appointed to a contract awarded by a Department of Defense Agency.
  • The second function is to provide visibility into the COR's contract monitoring and surveillance of contracts for which a COR had been designated to improve contract administration and performance surveillance as mandated by FAR Part 46. 
JAM and SPM, not just for breakfast anymore!

 Contracting Subway Map; excellent resource to accompany the 7-Step Services Acquisition Process

 Corrective Action Plan Evaluation Worksheet.  DCMA tool to evaluate Contractor Corrective Action Plans (CAPs).  Provides evaluative questions to assist in assessing CAPs and a better documented oversight process.

Acquiring and Enforcing the Government's Rights in Technical Data and Computer Software Under Department of Defense Contracts.  Excellent document--recommend reading Post-award issues.

Marble Card: Forging Stakeholder relationships

Product Support Business Case Analysis (BCA) Guidebook is a great resource to help you with your BCA.  See also the DoD IT Business Case Analysis (BCA) Template 

Provision and Clause Matrix.  The Provision and Clause matrix is a spreadsheet of all FAR, DFARS, Department of Veterans Affairs Acquisition Regulation (VAAR), and Department of Energy Acquisition Regulation (DEAR) provisions and clauses. It also includes guidance on the use of provisions and clauses contained in DoD class deviations. A help video is available by following the link provided in the DAU Tools catalog. 

Download the Acquisition Requirements Roadmap Tool (ARRT) Suite.  The ARRT Suites consists of:

  • ARRT-Requirements Definition v4.3,
  • ARRT Evaluation Factors v2.3,
  • ARRT Cost Estimation v2.1, and
  • ARRT Performance Assessment v2.1

Look for guidance and helpful videos on how to use ARRT on the Service Acquisition Mall.

Service Acquisition Mall
 

TypeUse SHIFT+ENTER to open the menu (new window).
  
NameUse SHIFT+ENTER to open the menu (new window).
  
Summary Description
Air Force Award Fee Guide.aspx
  
2008 Guide
ARRT Lunch and Learn Presentation.aspx
  
ARRT 21 June 2017 Lunch and Learn
Cost Estimate IGCE Tool.aspx
  
IGCE Tool on GSA's Acquisition Gateway! Requires a CAC/PIV to log on to Hallways
DoD and NASA Incentive Contracting Guide.aspx
  
This 1969 guide is still an excellent resource today!  Helps you improve incentive contract structure and administration.
DoD Enterprise Software Initiative (ESI).aspx
  
DoD ESI is an official DoD initiative sponsored by the DoD Chief Information Officer (CIO) to lead in the establishment and management of enterprise COTS IT agreements, assets, and policies. Look for the Resources/Tools Tab for the DoD ESI Catalog of Articles, White Papers, Newspapers, and other Tools.
DoD Plain Writing Guidelines.aspx
  
Includes training, DoD writing style guide, word suggestions, before and after examples and the Army's Action Officer Staff Writing Guide. Look for the DoD Plain Language Implementation Plan, DoDI 5025.13.
DoD_Handbook_for_Contract_Function_Checklists.pdf
  
This Handbook provides recommendations for contract function checklist questions that may be used in conjunction with Military Departments (MILDEPs) and 4th Estate contract services documents, training materials, data, and inventories. The checklist questions and instructions are modeled on those found in the Department of the Army’s Request for Service Contract Approval form.
EZS_Overview_Briefing_508.pptx
  
EZ Source is a web-based workflow application that facilitates the creation, organization, and communication of sensitive, unclassified, competitive source selection documentation used in the source selection evaluation process.  Teams complete Worksheets, Evaluation Notices, and other forms in a shared and electronic database.  Built to follow the Federal Acquisition Regulation Part 15, DoD FAR Supplement 215.3, DoD Source Selection Procedures, Air Force FAR Supplement 5315.3, and Air Force Mandatory Procedure MP5315.3, this tool is easy to learn and intuitive to use, requiring minimal up-front training.  EZ Source provides a secure SSL encryption, allowing evaluation team members to participate from virtually anywhere in the world utilizing server-to-server connections.
Fair 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.
GAO Cost Estimating and Assessment Guide (GAO-09-3SP).aspx
  
GAO Cost Estimating Assessment Guide:  Best Practices for Deveolping and Managing Program Costs released March 12, 2020.  Replaces the 2009 guide with the same title.  This is the first update and provides improved descriptions of cost estimating steps, additional technical infomation and an updated format.
GSA e-Library.aspx
  
GSA e-Library is the online source for the latest contract award information for: 1) GSA Schedules; 2) Department of Veterans Affairs (VA) Schedules; and 3) Technology Contracts, including Governmentwide Acquisition Contracts (GWACs), Network Services and Telecommunications Contracts, and Information Technology (IT) Schedule 70.  Provides up-to-date information on which suppliers have contracts and what items are available by using various search options
GSA's IGCE Tool.aspx
  
Requires logging in to GSA's Hallways.  Independent Government Cost Estimate (IGCE) Tool
GSA's Prices Paid Portal.aspx
  
Tool to find prices paid [requires you to log on to GSA hallways]
Guidance on Using Incentive and Other Contract Types (DoD, 2016).aspx
  
Contract type is just one element of the overall contractor compensation arrangement, which includes contract financing, profit or fee, incentives, and contract terms and conditions. Selection of the appropriate contract type depends on a multitude of factors, including the acquisition situation, and is a matter for negotiation.
Independent Government Cost Estimate (IGCE)--Handbook for Services Acquisition.aspx
  
This handbook was developed in response to the GAO report GAO-17-398 and recommendations therein.  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.
IT Services References.docx
  
Links to documents and training to support an IT services.acquisition.
MDA Contract Clauses.aspx
  
MDA Contract Clauses March 2013
Metrics or measures.docx
  
A list of metrics organized by Demand Management, Supplier Management, and Process Management useful for managing service acquisitions.
NPS-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.
Parametric Estimating Handbook.aspx
  
International Society of Parametric Analysts Parametric Estimating Handbook
QASP_Army_template.docx
  
An Army version of a Quality Assurance Surveillance Plan
SAM_Project Plan (POAM) Template.xlsm
  
The Project Plan, or Plan of Actions and Milestones (POAM), uses a method of planning call RACI that designates who is Responsible, Accountable, Consulted, and Informed about each task by assigning people (by name) for each of these categories.  See also MS Project version.
SAM_Project Plan Template.MPP
  
MS Project Version - Project Plan Template
Sample Risk Register.xlsx
  
Spreadsheet to record and manage risks
SAW Tool.aspx
  
Service Acquisition Workshop (SAW) Tool.  Includes products produced by high-performing MFTs by service acquisition step, guidebooks and policy, training courses, tools and other resources.
SD-5 Market Research.aspx
  
Market Research--Gathering Information about Commercial Products and Services Defense Standardization Program Office
December 2018
SD-5, Market Research Jan 2008 (Superseded).pdf
  
DEFENSE STANDARDIZATION PROGRAM January 2008.  The latest SD-5 is dated 2018
SeeSOR Web Site by ASCgroup.aspx
  
SeeSOR is a collaborative contract monitoring tool
SSP_Infrastructure Operations Support Services_Example_ARRT-EF.docx
  
Example Source Selection Plan created with the ARRT-Evaluation Factors tool.
Stakeholder Analysis Worksheet 508.docx
  
MS Word template to Identify your stakeholders and Classify if they are High, Medium or Low with respect to Influence, Importance, Commitment and Engagement.
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Use SHIFT+ENTER to open the menu (new window).
  
TitleUse SHIFT+ENTER to open the menu (new window).
  
Tool Description
Tool URLUse SHIFT+ENTER to open the menu (new window).
  
Rating (0-5)Use SHIFT+ENTER to open the menu (new window).
  
  

The DOE Performance Based Service Contracting (PBSC) toolkit is intended to provide a multi-dimensional tool for procurement professionals to utilize in the implementation of PBSC. The toolkit provides access to applicable policies, guidance documents, examples of required PBSC elements, and training opportunities.

 

Department of Energy Performance Based Service Contracting Toolkit
  

​CALC [Contract-Awarded Labor Category] lets you conduct market research on professional service labor categories quickly and easily, helping you make better informed decisions. Results shown are awarded hourly rates from GSA IDIQ service schedules.

GSA's CALC Tool
  

A list of eligible ordering activities is available at http://www.gsa.gov/schedules (click "For Customers Ordering from Schedules" and then "Eligibility to Use GSA Sources").

"Ordering activity" means an activity that is authorized to place orders, or establish blanket purchase agreements (BPA), against the General Services Administration's (GSA) Multiple Award Schedule contracts.

GSA Schedules - Ordering Guidelines and Eligible Ordering Activities
  

An account is required to access this system.  

INTEGRATED DATA ENVIRONMENT (IDE)/GLOBAL TRANSPORTATION NETWORK (GTN) CONVERGENCE (IGC)

The IGC program is a partnership between the US Transportation Command (USTRANSCOM) and the Defense Logistics Agency (DLA). USTRANSCOM's Global Transportation Network (GTN) and DLA's Enterprise Business System have "converged" to provide DOD with an integrated set of networked, end-to-end visibility, deployment, and distribution capabilities. The end goal of IGC is to effectively support the Joint Force Commander's ability to make decisions based on actionable logistics information.

IGC creates a single source for HQ DLA and USTRANSCOM to access common, authoritative data, business standards, and information. As the USTRANSCOM ITV System of Record, IGC is synchronized with several other USTRANSCOM Distribution Process Owner (DPO) initiatives, such as Agile Transportation for the 21st Century or AT21.

INTEGRATED DATA ENVIRONMENT IDE - GLOBAL TRANSPORTATION NETWORK GTN CONVERGENCE IGC
Attachment
  
Jefferson Solutions PBSA template.
Similar to the Requirements Roadmap, this template captures the tasks, standards, AQLs and monitoring activities.  There's room at the bottom to record incentives.  See http://www.jeffersonsolutions.net/
Attachment
  

Services Performance Work Statement Writing Guidelines dated July 2015.  Clear, concise writing is the hallmark of acquisition professionals.  A written contract memorializes the legally binding agreement between the government and another party, and the performance work statement informs the contractor of the government's specific outcome expectations.  During disputes, the parties first look within the contract's "four corners" for interpretation.  Poor clarity, vagueness, and inconsistencies in work statement language often create analytical problems during source selection and contract administration.  These Services Performance Work Statement Writing Guidelines identify best drafting practices.  Date is July 2015.

 

Attachment
  

This Services Acquisition IPT Charter sample reflects DoD services acquisition process and best practices.

 

Attachment
  

Sample Excel-based Requirements Traceability Matrix (RTM) form for documenting and tracking services requirements.

 

  
Steps to Performance-Based Acquisition
Solicitation/Contract/Task Order Review Checklist


USe the checklists to develop your performance-based solicitation, contract or task order, and to assist in determining whether an existing solicitation, contract or task order may be appropriately classified as performance-based. While DoD uses a 7-Step Service Acquisition process, this depicts an 8-step process that works well for Federal Civilian Agencies (step 8 is contract closeout).  This checklist is not intended to usurp contracting officer discretion or authority regarding how to structure an acquisition. However, the more an acquisition departs from adherence to the checklist, the less likely the agency will achieve the benefits of improved contractor performance and lower price that PBA can provide.

Steps to Performance-Based Acquisition
  
This takes you to beta.sam.gov where WDOL now resides. In the search tool, select the down arrow to find Wage Determination and enter state and county information.  This website provides a single location for federal contracting officers to use in obtaining appropriate Service Contract Act (SCA) and Davis-Bacon Act (DBA) wage determinations (WDs) for each official contract action. The website is available to the general public as well.
Wage Determinations OnLine Program
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