4.3. Pre-Solicitation Planning
4.3.1. Risk Assessment. The source selection team, in consultation with other stakeholders, shall determine the extent of risk analysis necessary to support the acquisition. IG 4.3.1
4.3.2 Exchanges with Industry or Potential Offerors on Most-Probable-Cost Analysis (for ACAT programs entering System Development and Demonstration (SDD) utilizing a Cost Reimbursement or Fixed-Price-Incentive contract). Ensure during the solicitation development, detailed exchanges or deliberations occur between the government and potential offerors regarding program cost estimates and the methods of estimating such costs. IG 4.3.2R1 IG 4.3.2R2
4.3.2.1 Develop an estimate for the cost of all contract line items and associated options that will be included in the contract. This estimate shall be referred to as the Program Office Estimate (POE). Define all the components that make up the aggregate government most probable cost and specify them in the Section M evaluation criteria.
4.3.3. Source Selection Plan. Acquisitions covered under this Mandatory Procedure shall have a Source Selection Plan. The Source Selection Plan shall include the information outlined below. Whenever the contracting officer is the Source Selection Authority, a streamlined Source Selection Plan may be documented in the Simplified Source Selection Report (see 7.11 below). Whenever possible, refer to and attach supporting documents rather than repeating information in the Source Selection Plan. See IG5315.303, Source Selection Plan (SSP) Guide, for assistance in preparing a Source Selection Plan.
4.3.3.1. A brief description of the requirement, including reference to any applicable guidance such as a Program Management Directive (PMD).
4.3.3.2. A summary of the acquisition strategy, including, when applicable, type(s) of contract(s) anticipated, the incentives contemplated, milestone demonstrations intended, special contract clauses, performance metrics and language supporting it as a performance based services acquisition.
4.3.3.3. Source selection team. Describe the proposed organizational structure. List recommended members and advisors by name, position title, company affiliation, if applicable, or by functional area. Identify other government organizations that will participate in the source selection.
4.3.3.4. Presolicitation activities. Describe the activities leading up to the release of the solicitation such as market research, draft solicitations, and synopsis. For the market research, discuss how it was used to achieve competition, including a discussion of screening criteria, if applicable. IG 4.3.3.4
4.3.3.5 Communications. Describe the process and controls for communication between industry and government personnel, and internal government communication to include the use of e-mail, during the source selection. Include a discussion of the types of communications that are authorized by the SSA for the source selection. If the use of e-mail is authorized, it shall be encrypted to ensure only the intended recipient can open/view the contents and the subject line shall include the words "Source Selection Information - See FAR 2.101 and 3.104." IG 4.3.3.5
4.3.3.6. Evaluation factors and subfactors. Describe the evaluation factors and subfactors and their relative order of importance by attaching the evaluation criteria (Section M or equivalent provisions of the solicitation). Describe the evaluation process, including specific procedures and techniques to be used in evaluating proposals. If the Source Selection Authority desires to review the relevant portions of the instructions to offerors (Section L or equivalent provision of the solicitation), attach those as well. See IG5315.204-5(b) Source Selection Documentation - Section L Guide and IG5315.204-5(c) Source Selection Documentation - Section M Guide for assistance in preparing Sections L and M for source selections.
4.3.3.7. Schedule of events. Identify the schedule for significant source selection activities in sufficient detail to allow the reviewing authorities to assess the practicality of the schedule.
4.3.3.8. Non-government personnel. Address the use of non-government personnel. Non-government personnel shall not serve as the SSA, be the SSET or SSAC chairpersons or members of or advisors to the PCAG and shall not have any financial interests with any of the offerors. Reference FAR 9.505-4(b), FAR 37.203(d) and AFFARS 5315.305(c) for use of non-government personnel. IG 4.3.3.8
4.3.3.9. Identify and explain requested or approved deviations and delegations.
4.3.4. The Source Selection Authority shall approve the Source Selection Plan before solicitation release and approve subsequent revisions to the plan. For changes to the source selection team membership, see paragraph 4.1.3.3.
4.3.5. The Source Selection Team shall --
4.3.5.1. Prepare and maintain the Source Selection Plan.
4.3.5.2. Coordinate the plan within the source selection organization prior to forwarding the plan to the Source Selection Authority for approval.
4.3.5.3. Submit the plan sufficiently in advance of the planned acquisition action to permit review and approval by the source selection authority and early establishment of the source selection organization. Whenever possible, in order to accelerate the acquisition, the Source Selection Plan shall be prepared and approved in conjunction with the Life Cycle Management Plan (LCMP), Single Acquisition Management Plan (SAMP), Integrated Program Summary (IPS), or Acquisition Plan (AP) (see AFFARS Library - Part 5307). Briefing charts may be used to document the Source Selection Plan.
4.3.5.4. Submit proposed revisions to an approved Source Selection Plan to the Source Selection Authority. (Refer to paragraph 4.1.3.3 for revising plans as a result of personnel changes.)
4.3.6. The Source Selection Advisory Council Chairperson shall review the Source Selection Plan and any revisions prior to Source Selection Authority approval. IG 4.3.6
4.3.7. The Source Selection Evaluation Team Chairperson shall be responsible for establishing effective liaison with the requiring office to ensure requirements are effectively addressed within the requirements documents and, if used, within threshold/objective language.
4.3.8. The Performance Confidence Assessment Group shall develop the recency and relevancy definitions and recommend the past performance information to be required from offerors in accordance with FAR 15.305(a)(2) and this procedure. IG 4.3.8
4.3.9. The Contracting Officer shall --
4.3.9.1. Ensure that the Source Selection Plan or the Simplified Source Selection Report, when used, is executable, reflects the approved acquisition strategy, and contains the appropriate linkages between requirements documents, program risks, evaluation criteria, and proposal evaluation methodology that will facilitate a sound source selection decision.
4.3.9.2 Ensure that any requests for source selection delegations are properly accomplished and documented in the Source Selection file.