Mythbusting Communication with Industry: Procurement Administrative Lead Time (PALT) Industry Day

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2 Mythbusting Communication with Industry: Procurement Administrative Lead Time (PALT) Industry Day Breakout Session #: B10 Mr. Joseph A. Giunta Mrs. Lesley Sullivan Mr. Jeffrey Claar Date: Monday, July 25 Time: 2:30pm-3:45pm

3 Agenda Background Myth-busting Policy Communication Advantages Industry Day Process Ground Rules Government Benefit/Impact Industry Benefit Summary Questions 3

4 ACC-ORL Background Who we are: 180 member Contracting Center of Excellence Transitioned to Army Contracting Command February 2015 Since Fiscal Year 2009: Average 3,077 actions annually Average $2.2 billion dollars obligated annually Current Customer Base: Assistant Secretary of the Army (Acquisition, Logistics & Technology) (ASA(ALT)) PEO Simulation, Training and Instrumentation PEO Aviation Variety of additional customers/sister services ACC-Orlando Contracting Center of Excellence 4

5 ACC-ORL Experience 2 February 2011, Office of Management and Budget issued mythbusting memorandum Training and Simulation Industry Symposium (TSIS) Survey (June 2011) the proverbial Black Hole 7 May 2012, Office of Management and Budget issued Myth- Busting 2 memorandum In August 2011, ACC-Orlando hosted our inaugural PALT Industry Day session the rest, as they say, is history! 5

6 Myth-busting Myth: Industry days and similar events attended by multiple vendors are of low value to Industry and the Government because Industry won t provide useful information in front of competitors and the Government doesn t release new information. Fact: Well-organized Industry days, as well as pre-solicitation and pre-proposal conferences, are valuable opportunities for the Government and for potential vendors both prime and subcontractors (many of whom are small businesses). Myth: A protest is something to be avoided at all costs even if it means the Government limits conversations with Industry. Fact: Restricting communication won t prevent a protest, and limiting communication might actually increase the chance of a protest in addition to depriving the Government of potentially useful information. 6

7 Myth-busting (cont.) Myth: Getting broad participation by many different vendors is too difficult; we re better off dealing with the established companies we know. Fact: The Government loses when we limit ourselves to the companies we already work with. Instead, look to increase competition and ensure ALL vendors receive fair consideration. Myth: Agencies generally have already determined their requirements and acquisition approach so our impact during the pre-rfp phase is limited. Fact: Early and specific industry input is valuable. Agencies generally spend a great deal of effort collecting and analyzing information about capabilities within the marketplace. The more specific you can be about what works, what doesn t, and how it can be improved, the better. 7

8 Before PALT Sessions 8

9 Policy Acquisition Instruction Communication with Industry Transparency with Industry Early exchange of information Early dialogue helps Industry better understanding Government s requirement(s) Goal improve acquisition processes by fostering productive exchanges of ideas with Industry that leads to creative and cost effective solutions 9

10 Advantages Advantages of early communication: Government better aware of technology trends, new commercial products, and Industry capabilities Industry able to achieve a greater understanding of Government requirements Industry can better plan and make informed business decisions regarding its participation Competition may be enhanced, new businesses may be attracted to this market, and subcontracting opportunities expanded ACC-Orlando had the Army s highest competition average Reduced protests zero in FY 2015 and to date in 2016! 10

11 PALT Industry Day Process FedBizOpps.GOV announces PALT Industry Day annual schedule and Rules of Engagement Each PALT session provides Industry opportunity to request updates on specific procurements of interest in a Q&A type forum No formal agenda, no minutes, no external participation Open Q&A session not to exceed one hour ( ) Joint multi-functional panel Industry representatives request update on specific procurements of interest 11

12 PALT Industry Day Process (cont.) Information provided limited to status updates pertaining to specific procurements Government does not provide procurement sensitive information that would violate integrity of source selection process Ground Truth provided Over 9,300 Industry partners have attended since inception! 12

13 PALT Industry Day Process (cont.) ACC-Orlando PALT Industry Day Panel Executive Director, Deputy Directors, Division Chiefs, and Chief Legal Counsel PEO/Deputy PEO (based on availability) Project Managers (PMs), Small Business Office and Contracting Officers in attendance Marine Corps Contracting Division participates Great opportunity to push information to Industry Session provides Industry with information on the status of programs at ACC-Orlando to foster better communication Local Navy organization developed similar forum based upon ACC-Orlando success However, don t just take our word on it 13

14 With PALT Sessions 14

15 Government Benefit/Impact Improved communications Fostered potential for real time changes to acquisition strategies Facilitated industry teaming/partnerships Provides most current technologically achievable/cost effective solution Created Small Business training forum which directly follows PALT Industry Day session Developed/Shared (with Industry) Acquisition Instruction, Communication with Industry Established Source Selection Improvement Group (SSIG) Forum 15

16 Industry Benefit Industry benefits with improved Communication as well. Helps Industry plan and make better informed business decisions Has built trust in acquisition process Uncovered previously unknown Small Businesses Expanded teaming and networking opportunities Ultimately, diffused old communication myths restoring creditability and transparency to the procurement process! 16

17 Summary Monthly opportunity to request updates on specific procurements of interest in a question-and-answer forum No fixed government agenda and Industry representatives are responsible for requesting an update on specific procurements of interest No procurement sensitive information that would violate the integrity of the source selection process is provided Bottom-line PALT Industry Day Sessions were born out of a means of providing ground truth and situational awareness to our Industry partners 17

18 Parting thoughts 18

19 Questions? 19

20 Contact Information Joseph A. Giunta, Executive Director (407) Lesley A. Sullivan, Chief of Policy (407) Jeffrey D. Claar, Senior Procurement Analyst (407)