1. Sample Problems in Government Procurements
for
PMI-NAC
August 21, 2012
John Aitken, Vice President
11/17/2018

2. Background History – sample problems been in use for at least 40 years
Government’s purpose – improve confidence that the selected bidder is fully qualified to perform the contract, i.e. provide requisite quality products and/or services, on-time, within cost, and without risk
Evaluation weight – almost always a large part of the total score; can be weighted greater than all other factors combined
Page limits – examples: 3 pages/SP for 8 SPs; up to 90 pages for 3 sample problems
Response time limits – examples: 1 hour to 2 weeks to 2 months
11/17/2018

3. This session will be a dialogue
Group participation enhances everyone’s experience
Please do not hesitate to share your experiences and opinions
The group’s related experience in procurements with sample problems?
Technical lead for a sample problem
Technical contributions
Basis of estimates for staffing, materials, travel, ODCs
Basis of pricing for staffing, materials, travel, ODCs
Responsible for all the samples problems in a procurement
Lead or member of a review team
Other roles
Is frequency normal, increasing, or decreasing?
Assessment of value to your organization?
11/17/2018

4. Example of procurements that have utilized sample problems
Research
Experiments
Design
Design and Develop Prototypes
T&E
SETA
Manufacturing
Others? .
11/17/2018

5. Classes of Sample Problems
Explicit and formally defined in RFP
Explicit and formally defined 15 minutes before impromptu test (s)
Implicit and explicit during orals
Implicit during discussions
11/17/2018

6. Typical requirements for content in responses
Understanding the requirements and Assumptions
Technical Approach and Rationale
Methodologies and Trades
Work Breakdown Structure and Integrated Master Schedule
Management Approach
Risk Management
QA and QC Approaches
Safety and Security
Basis of Estimates for labor, subs, vendors, materials, travel, ODCs
Basis of Pricing for labor, subcontractors, vendors, materials, travel, ODCs
11/17/2018

7. Typical requirements for responses
Preparations of quality responses
Typical requirements for responses
Understanding the Requirements
Assumptions, WBS, & IMS
Tech Approach & Rationale
Methodologies & Trades
Management Approach
Risk Management
QA & QC Approaches
SHE & Security
BOE & BOP
Classes of Sample Problems
Explicit and formally defined in RFP
Explicit and formally defined 15 minutes before the impromptu test (s)
Implicit during orals
Implicit during discussions
11/17/2018

8. Pitfalls affecting preparations of quality responses
Over reaching – prime and teammates collectively lack requisite skills, experience, tools, etc.
Experience deficiencies – GM and tech leaders lack SP experience
Incorrect staff – “good-guys” with the wrong or inadequate experience
Kick-off delays – untimely participation of leaders and key contributors
Poor kickoff – inadequate preparations and inadequate detailed guidance
Paralysis of analysis delays start of serious productive work
Teamwork learning curve – members working together for the first time
Distractions impacting progress and result in wasted effort
Frequent changes in directions by management
Team’s day jobs
Reviews – too many, too few, no SMEs, no SP experience
Poor working conditions – no space for braining storming and collaboration
Luke warm support from management; perception is reality
11/17/2018

9. Failures during preparations of responses
Orientation and training – not timely, motherhood, no follow-up verification
Mentoring – transmit, and/or receive vernacular or attitudes
Understanding requirements – the undefined cascading requirements
BOE and/or BOP preparations:
Inadequate estimating
Deficient justifications
Stating too late
Driving the train
Open loop
11/17/2018

10. Explicit SPs: Preparing responses for problems defined in RFP
Before DRFP
Anticipate types and scopes of problems
Compile lists of potential leaders and key contributors (from prime and subs)
Start applying lessons learned
DRFP
Build annotated generic outline common for all problems
Kickoff training – include lessons learned
RFP
Convert generic outline into tailored outlines for each SP
Conduct SPs Kickoffs within three days
11/17/2018

11. Typical requirements for responses
Impromptu SPs: defined on test day 15 minutes before the test
Typical requirements for responses
Training sessions
Practice sessions
Prepare references
Prepare forms
Understanding the Requirements
Assumptions, WBS, & IMS
Tech Approach & Rationale
Methodologies & Trades
Management Approach
Risk Management
QA & QC Approaches
SHE & Security
BOE & BOP
11/17/2018

12. Typical requirements for responses
Implicit SPs: slipped into discussions with evaluation boards
Typical requirements for responses
Anticipate
Prepare using impromptu techniques
Understanding the Requirements
Assumptions, WBS, & IMS
Tech Approach & Rationale
Methodologies & Trades
Management Approach
Risk Management
QA & QC Approaches
SHE & Security
BOE & BOP
11/17/2018

13. Typical requirements for responses
Wrap up
Summary
Typical requirements for responses
Different techniques for the four classes of sample problems
Get started before the DRFP is released
Avoid the pitfalls
Prevent failures
Build annotated outlines
Generic
Tailored
Understanding the Requirements
Assumptions, WBS, & IMS
Tech Approach & Rationale
Methodologies & Trades
Management Approach
Risk Management
QA & QC Approaches
SHE & Security
BOE & BOP
11/17/2018