1. SAO CENTRAL
ACQUISITION PLANNING TRAINING
Joint SAOC QA Training - Annette Gaessler, Training
Officer and Jake Jacobson QA Officer, December
2014

2. VETERANS HEALTH ADMINISTRATION
Welcome!
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3. VETERANS HEALTH ADMINISTRATION
Joint Training Presenters
This will be a joint training presentation by the SAO Central
Training Officer and the SAO Central Quality Assurance Staff.
 Annette Gaessler, SAO Central Training Officer
 Robert “Jake” Jacobson, SAO Central QA Officer
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4. VETERANS HEALTH ADMINISTRATION
Acquisition Planning Training
Agenda
Agenda Kick-Off our Training we will
 Go over some training objectives
 Cover the Nuts and Bolt and development of the AP
 Review the essential Elements of the AP and when its required to have a
written AP
 What QA is looking for in a well written AP?
 Share Common errors found in QA reviews
 Provide Recommendations for improvement of Acquisition Plans
 We will Wrap-up of training items covered
 Then we will allow for Q&A
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AP Training Goals
Training Objectives - I call them Training Take-aways…
 Have a better understanding of why it’s essential to develop a robust AP
which will be the blueprint of the procurement
 Have a better working knowledge of the key considerations and elements
in developing the AP
 Obtain a better appreciation of the of the Acquisition Planners vital role
they have in the acquisition process and its’ successful outcome.
 Be aware of common errors found in our QA reviews
 Know what QA is looking for in well written APs
 My hope is that you will collaborate & share this information with others
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6. VETERANS HEALTH ADMINISTRATION
Introduction to Acquisition Planning
What is Acquisition Planning?
 Acquisition planning means the process by which the efforts
of all personnel responsible for an acquisition are conducted
through a comprehensive plan –a blueprint– established for
fulfilling the agency need in a timely manner and at a
reasonable cost.
 AP includes developing an overall strategy, a process of which
all activities and events are planned to award the contract and
for managing the acquisition.
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7. VETERANS HEALTH ADMINISTRATION
When is AP Required & Purpose?
When is AP Required and Purpose?
 Acquisition planning is essential to all acquisitions. The planning effort
includes market research, which lays the foundation for any type of
acquisition, large or small.
 Agencies shall perform acquisition planning and conduct market research
for all acquisitions . FAR Part 7.102
 Early contact with industry, through market research and exchanges is
essential to the overall planning process.
 Acquisition Planning is the basis for development of the source selection
plan.
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8. VETERANS HEALTH ADMINISTRATION
AP Function & Purpose
 The AP should reflect a collaborative effort involving significant stakeholders.
The level of detail provided in the AP will vary depending on the anticipated $
value, level of complexity, degree of significance, and other appropriate factors.
 Although a written AP is not required for simple, straight forward, low $ dollar
purchases, the CO should ensure there is a common, clear understanding, and
consensus among the AP Team members regarding the best course of action to
take.
 The AP process is aided by forecasting of contracting opportunities. The CO
creates and maintains a reporting process throughout the year to identify ALL
contracting opportunities which will exceed $25K in ECMS.
 Last FY14 our Central Region achieved 82% compliance based on the VHA Acquisition
Quality/Compliance Team’s audit.
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Developing AP (Key Considerations)
FAR 7.000 scope of part
Developing AP Key Considerations (Based on market research)
 Determine whether to use commercial or government resources for
acquisition of supplies or services;
 Deciding whether it’s more economical to lease equipment rather than
purchase it;
 Determining whether functions are inherently governmental
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10. VETERANS HEALTH ADMINISTRATION
Acquisition Plan Training
Written Plan FAR Sub Part 7.105
When is a written AP required?
 Acquisition planning should begin as soon the agency needs is identified,
preferably well in advance of the fiscal year in which contract award or
order placement is necessary.
 IAW 1997 Non-Codified VAAR 807.105(a), & AP SOP both require a written
Acquisition Plan for all requirements > $1M threshold.
 Note: Limited Acquisition “Written” Plans are no longer required for
acquisitions >than SAT (150K) Less than < $1 M threshold, IAW SOP AP, Para 2.1
Revision
Reference: VHA Procurement Manual, Volume Six, Procurement Processes,
Chapter II: Acquisition Planning SOP Revision 1, Effective Date: 2/13/2014
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Acquisition Plan Training
Written Plan FAR Sub Part 7.105
Two (2) Key Parts to the written acquisition plan
• Part A. Acquisition Objectives (8) Total Elements
• Part B. Plan of Action (22) Total Elements
 It is important to know, not all of these elements may apply to
your particular acquisition. However, it is important to at least
adequately address each element.
Please refer to FAR Sub Part 7.105 & the sample written AP template
w/instructions, VHA PM, SOP AP, for additional guidance (27 pages total)
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Acquisition Plan Training
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Evaluation
criteria
Statement
of need
Acquisition
strategy
Market
research
data
Capability or
performance
characteristics
Trade-offs
and
risks
Cost
estimates
Key
dates and
milestones
Applicable
conditions/
environment
Best
practices
and lessons
learned
Applicable
policies, laws
regulations
Acquisition
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13. VETERANS HEALTH ADMINISTRATION
What QA Looks for in a good AP?
Key items QA Looks for in a complete written AP?
 We Look for Evidence of a written plan ($1 M>) in Briefcase ECMS
Folder (P08)
 We Look for Completeness. Are all elements are adequately
addressed in the AP. -- Just annotating NA is not sufficient!
 We Look for Consistency. Proper use of verbiage, non-conflicting
statements in accurately addressing each element
 We look for Currency. Is the AP up-to-date with current market
conditions and accurately reflects current procurement status?
 We look for Accuracy. Is the information provided in AP correct?
 Was an adequate review done of the AP with all appropriate
signatures with CO Concurrence and obtain proper approval by NCO
Director – as delegated by the SAO Director
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14. VETERANS HEALTH ADMINISTRATION
Common Errors found in APS
Common Errors found in APS
 Missing appropriate signatures
 Terminology used is inconsistent, not accurately applied
 Using not applicable only to address an element – Need to state reason why NA
 Incomplete statements and/or incorrect response to accurately
address each element with clarity
 Milestones provided are not up-to-date with current procurement,
and do not mirror ECMS milestones OR not being followed.
 AP not updated to keep current with material changes of the
acquisition. – The AP is a living document.
 AP not being followed!
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15. VETERANS HEALTH ADMINISTRATION
REGULATIONS AND POLICY
REFERENCES
• Federal Acquisition Regulation Parts 2.101, 7.100, 7.105
• Veteran Affairs Acquisition Regulations Part 873.105
• VHA PM SOP Acquisition Planning – Templates Available
• ECMS Acquisition Plan Contracting Office User Guide
• ECMS Acquisition Plan Review Guide
• ECMS Program Office User Guide
• ECMS AP User Guides
*Here are policy references available for guidance. All the links work!
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ADDITIONAL RESOURCES
 VHA Procurement Manual, Chapter II, Acquisition Planning SOP, Revision, February 13, 2014
 VA Business Intelligence Tool, VABIT – AP Samples, i.e. “Lessons Learned”
 Acquisition Plan Template for HCR procurements under Title 38 USC 8153
 Sample Written Acquisition Plan Template/Guide with Instructions
 Additional Requirements for Bundling
 Market Research Worksheet for Customers
 Market Research Report Template for Cos
 ASI Applied Learning On-Line (Advanced Acquisition Planning and the Acquisition Plan)
Course # ALO 005 = 2 CLPs – Excellent Course 2 hours duration.
 VHA PM Chapter II Customer Reference Guide
 ECMS Planning Module
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17. VETERANS HEALTH ADMINISTRATION
Written AP Recommendations for
improvement
Recommendations for Improvement of Written APS
 Contracting Professional should review FAR Part 7 & VAAR 873.105
to get a better grasp of Acquisition Planning and process
 Use all the resources provided from this training –including the lesson
learned template for similar previous procurements. What went good? What went no so good?
 Use the VHA Acquisition Business Intelligence Tool, VABIT has
excellent samples of written Aps
 Check AP for consistency, accuracy, and completeness
 Ensure all AP members are identified and listed in the AP and are
provided a copy of the approved AP for their reference
 Ensure AP is kept current to reflect current market research and
procurement strategy. --Remember, the AP is a living document!
 Follow the Acquisition Plan! & use your milestones to keep the plan on track.
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18. VETERANS HEALTH ADMINISTRATION
AP Training Summary
As a Wrap-up from our training today…
 We covered the both the function, and purpose of the Acquisition Plan
 We answered the Question? When is a written AP required?
 We covered the essential elements “Nuts & Bolts” of the Acquisition Plan
 Now you know… what QA is looking for in an AP
 Shared some common errors found from our QA audits
 Received some recommendations for improvement
 We provided useful resources and guidance to develop a good AP.
***REMEMBER: The RESULT of GOOD Acquisition Planning, Gets what you NEED, when you
NEED it at the BEST Value possible!
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19. VETERANS HEALTH ADMINISTRATION
MURPHY’S LAW KICKS IN WHEN …..
THERE IS A LACK OF PROPER ACQUISITION PLANNING!
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20. VETERANS HEALTH ADMINISTRATION
Written AP Training
Thank you!

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21. VETERANS HEALTH ADMINISTRATION
TMS Item # xxxxxxxxx
Your NCO TO will record attendance in TMS, please notify them of your attendance.
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QUESTIONS
REMINDER: Make sure your name appeared as an attendee in the Lync meeting. If you do not see
your name in the attendee listing – be sure your name was typed in the IM/Chat Box.