1. Contracting Officer Podcast Slides
Knowledge & Insights From Contracting Officers

2. What is the Requirement Zone (Zone 1)
Episode 012
What is the Requirement Zone (Zone 1)
Original Air Date: February 1, 2015
Hosts: Kevin Jans & Paul Schauer

3. Formatting notes
Hyperlinks: Blue font indicates hyperlinks – presentation must be in ‘Slide Show’ mode to activate the link
Red bold font indicates a point of emphasis
Green bold font indicates CO’s personal comment or perspective

4. When does the Requirements Zone happen?
Acquisition Time Zones
(from Podcast Episode 003)
Requirements Zone
Market Research Zone
RFP Zone (proposal zone)
Source Selection Zone
Execution Time Zones
(from Podcast Episode 084)
Kick Off Zone
Performance Zone
Re-compete Zone (well, sort of… )
Wrap-up Zone

5. What is the Requirements Zone (Zone 1)?
Developing, defining, and describing what Government intends to procure
The requirement is the WHAT, the acquisition strategy is the HOW
Customer tasks:
Prepare the Needs Statement and establish performance specifications
Request funding
Coordinate with the Contracting Officer to conduct Market Research (Zone 2) and prepare the RFP (Zone 3)

6. What is the Government Team Doing?
Process of identifying and defining exactly what the Government customer needs
Customer drafts the specification, or updates the spec from last procurement
CO writes the following:
Source Selection Plan
Acquisition Strategy
Contract requirements

7. What is Industry Doing? Performing on existing contracts
Attempting to win other new contracts
Communicating with the user community about potential requirements (like this one)
Anticipating Government needs and developing solutions

8. FAR Part 7 – Acquisition Planning
FAR 7.102(b) – Planning uses input from all personnel responsible for significant aspects of the acquisition
Purpose is to ensure that Government meets its needs in the most effective, economical, and timely manner
NOTE: It helps to have the Agency’s attention (by targeting effectively)
Agencies with detailed acquisition planning system that generally meets the requirements of FAR and need not revise their system to meet those requirements

9. Myths and Realities
Misconception: Agencies generally have already determined their Requirements and acquisition approach
Industry has limited impact during the pre-RFP phase
Reality: 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 does not work, and how it can be improved, the better

10. Industry Input in the Pre-RFP Phase
Agencies appreciate industry’s valuable input into their acquisition strategies and solicitation packages because it may result in a better solution to their requirements  
Simply providing suggestions and comments prior to formal requirements development will not trigger an organizational conflict of interest
As long as the vendor is not then hired to develop the requirements  
Suggesting detailed solutions to your concerns is even more valuable.  

11. Industry Input in the Pre-RFP Phase
Agencies may issue a Request for Information (RFI)…
As part of market research to investigate the industry and marketplace in accordance with FAR Part Market Research
To determine if commercial items are available
To determine if small businesses are capable of meeting the agency’s needs
For many other planning purposes  

12. Industry Input in the Pre-RFP Phase
Agencies may also…
Issue a draft RFP to obtain comments and suggestions from potential vendors on how to improve the solicitation
Hold pre-solicitation or pre-proposal conferences or webinars
Post wikis to explain requirements, RFP process, and evaluation factors
These engagement opportunities allow for vendor questions and feedback
Take advantage of every opportunity to provide targeted suggestions    

13. Additional FAR Guidance
FAR – Exchanges with Industry Before Receipt of Proposals
Encourages exchanges with all interested parties, beginning at the earliest identification of a requirement through receipt of proposals  
After RFP release, the CO is focal point of any communications with Government
To ensure a fair competition is conducted  
Many times, a Q&A period is included in the acquisition process, allowing time for potential offerors to review the solicitation and submit questions  

14. Additional FAR Guidance
Even without a Q&A period, industry is still encouraged to ask the CO questions (in a timely manner) to ensure full comprehension of the RFP
COs generally prefer questions via
They can ensure they understand the question
They can facilitate obtaining an answer  
Should the CO decide to make any changes to the solicitation, it will be done via an amendment to the solicitation and posted for public viewing

15. Summary
It is valuable for industry to provide information to Government early in the procurement cycle  
Information on better solutions already available in the marketplace
May achieve significant cost savings
Be specific and clear in your feedback   
RFIs, Draft RFPs and Pre-proposal Conferences all shape the Requirement and can happen in Zones 1, 2 or 3

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