Scoping and Grouping Review

1
Defense Logistics Agency, Enterprise Support
DES A-76 Program Lessons Learned Multi-Site
Competitions
Commercial Activities Program Office November 16,
2006
For Official Use Only Procurement Sensitive
2
Multi-Site Competition Challenges

• Multi-Site Competition Challenges
• Funding
• Communication
• Performance Work Statement (PWS)
• Most Efficient Organization (MEO)
• Differing Perspectives

For Official Use Only Procurement Sensitive
3
Multi-Site CompetitionFunding
Multi-Site CompetitionFunding

• Issue How to fund a single entity across
  multiple sites, when current practice is to fund
  individual sites.
• Solutions
• Management Support Activities (MSA)
• Reimbursable Activity, Single AOB
• Allocation of funds by Sites

4
Multi-Site CompetitionCommunication

• Issue How to insure effective communication
  across the sites within the single competition
• Potential Solution
• Competition kick-off workshop with key players
  from each site
• Separate from Town Hall Meetings announcing the
  competition to the affected employees
• Maintain firewalls have only SSA-affiliated
  personnel and PWS team members attend this
  workshop hold separate one later for
  ATO-affiliated personnel such as the MEO team
• Site Visits
• Frequent virtual meetings
• VTCs
• Teleconference
• Town Hall Meetings
• Regular Updates
• Newsletters, emails, e-workplace, etc
• Special email in-box just for questions about the
  competition
• Risk Management Plan

For Official Use Only Procurement Sensitive
5
Multi-Site Competition Performance Work
Statement

• Issue How to insure optimal PWS and that all
  requirements from all sites are included in the
  PWS
• Solution
• Assign a PWS Team Leader to be full-time dont
  divide his/her attention between the PWS team
  leadership and their regular job
• Include personnel from each site on the PWS Team
• Benchmark against other PWSs on similar work
• Share early draft document (encrypted) across the
  team via internet email or collaboration tool
  such as e-workplace until a draft product is
  ready to be posted via FedBizOpps
• Later drafts will be made available to all for
  comment via FedBizOpps
• Conduct frequent virtual meetings
  teleconferences and VTCs
• Develop Risk Management Plan specifically for the
  PWS

For Official Use Only Procurement Sensitive
6
Multi-Site Competition Most Efficient
Organization

• Issue How do you insure the best, most
  competitive MEO
• Solution
• Team Leader with Lean Six Sigma skills/training
• Assign personnel from each site to be on MEO team
• Team player, outside-the-box thinker
• No more than 1-2 per site ability to reach out
  to SMEs as required
• Provide timely high quality training
• Benchmark against industry best practices
• Include trained facilitator on MEO team to smooth
  interaction between members from different sites

For Official Use Only Procurement Sensitive
7
Multi-Site Competition Cohesive Teaming

• Issue How do you ensure team members from
  different organizations play well together
• Solution
• Provide teaming training prior to team
  performance
• Enroll facilitators in the PWS and AT teams
• Select strong and knowledgeable Team Leaders with
  people skills
• Careful selection of team members Need to be
  able to live with some team decisions.

For Official Use Only Procurement Sensitive