DEVELOPING THE WORK PACKAGE
What are work packages?
Work packages are prepared by the office needing the supply or service to describe its requirement. As stated at the beginning of this chapter, these packages include:
The purchase request
The requirements document
The surveillance plan
The government cost estimate
Concurrence and approval documentation
Any other attachments necessary to support the acquisition of the government requirement.
A complete work package must include information on the desired/required time of delivery or the desired performance period and place of performance. Signed and approved work packages are submitted to the CO. Once the CO has received the signed work package from the appropriate officials, the CO initiates the procurement process.
What tasks does the COR perform to develop a work package?
The COR, assisted by other program personnel as necessary:
1. Prepares the purchase request (PR)
2. Responds to PR deficiencies
3. Prepares the requirements document
4. Prepares the surveillance plan
5. Prepares the government cost estimate
6. Prepares the evaluation factors
7. Obtains concurrence and approval for documents as required.
What information should be included in the purchase request?
The following information should be included in the purchase request (PR):
The goals and objectives of the procurement
A commerciality determination (see Key Terms earlier in this chapter for more information)
A listing of supply or service sources
The quantity of supplies needed
Evaluation factors (for the evaluation of contractors' offers)
- Price-related factors
- Non-price-related factors
Packaging and marking instructions
- Any other special instructions
Delivery and shipment requirements
- Date by which the government needs the item or service
- Address to which items should be delivered
Contract administration information
Any special requirements
- Identity (i.e., name, phone number) of the COR, if unique technical qualifications are involved
- Any special provisions and clauses
Signatures from officials authorized and required to sign the form.
What if the CO finds elements of the PR missing or deficient?
The COR must respond to any requests from the CO regarding missing or deficient elements of the PR and provide corrections or supplementary information necessary to achieve acceptance of the PR by the CO.
What is a requirements document?
A requirements document is a written description of the government's needs, including definition of the necessary physical characteristics and functions of the supplies or services that must be delivered or accomplished to meet those needs. The requirements document establishes the expectations for the contractor so that during and after contract performance, the government can evaluate the contractor's performance.
Providing an adequate description of the government's needs is one of the most important duties of the COR and the technical personnel, and is an area where the CO's knowledge and ability can be of assistance. A well-written requirements document should contain:
Clear and precise requirements that allow the government to structure sound proposal evaluation criteria.
Clear and explicit description of these requirements. Precise descriptions of the government's needs will reduce the likelihood that offerors will misinterpret the requirements; thus, good descriptions enhance the quality of the offers submitted.
A well-written requirements document should also help prevent delays, save administrative effort, and reduce the chances of protests by unsuccessful offerors.
Agencies may select from existing requirements documents, modify or combine existing requirements documents, or create new requirements documents to meet agency needs, consistent with the following order of precedence:
1. Documents mandated for use by law
2. Performance-oriented documents
3. Detailed design-oriented documents
4. Standards, specifications, and related publications issued by the government outside the Defense or federal series for the non-repetitive acquisition of items (see FAR 11.101).