Original Date: 04/07/1997
Revision Date: 04/14/2003
Information : Teaming with Suppliers
In the last five years, Rock Island Arsenal’s (RIA’s) Contracting Office has developed an Acquisition Planning concept for the initial planning and development of procurement contracts for base operations services for non-routine project purchases. This concept is based on concurrent planning and development of acquisition contracts by Arsenal customers, prime and sub-contractors, and personnel from the contracting office. By early 1997, approximately 60% of all non- routine or non-standard contracts were handled in this manner.
The contract development process is based on establishing planning teams that include all interested parties who work together to configure the final contract. Government personnel explain project requirements and constraints, and contractors define capabilities that can meet these requirements while considering the constraints. This interaction occurs during a pre-bid conference and at follow-up meetings which are held as necessary to ensure that all organizations have a good understanding of requirements, contractor capability, and associated expectations prior to the bidding process.
After contract award, the selected vendor continues to participate in the Arsenal team effort to monitor performance. Weekly or biweekly meetings are held to resolve potential problems and solicit feedback from support organizations. The key element of this team approach is the involvement of Contracting Office personnel who provide timely resolution to contract issues including the initiation of contract modifications by mutual agreement.
The benefits achieved by this contracting approach include minimized inspection, testing, and acceptance costs; projects completed ahead of schedule; and projects completed below awarded contract price and government estimate. Clearly, this procurement approach enhances the ability of the Contracting Office to properly monitor contracts, and also facilitates the successful participation of all agencies involved.
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