7.104 General procedures (Applicable to Standard APs only)

(a)  The requirer is responsible for obtaining concurrence and approval, as well as tracking and monitoring the AP through the process until it is submitted to the CO.

(1)  Projects and services that could result in acquisition plans equal to or greater than $100 million must have the acquisition strategy approved by CAE. The ARB (required for $100M or more) may request a briefing on any DISA acquisition to assess its overall acquisition strategy and approach. The criteria for this review will be based on the dollar value and its importance to the Agency's mission. For additional guidance on the ARB refer to DISA Instruction 610-225-2, Information Systems - Acquisition Oversight and Management and CAE Guideline 001, 004, and 005.

(2)  The requirer should use an IPT, Groupware, or other collaborative approaches to obtain stakeholders buy-in. Inviting stakeholders responsible for significant aspects of the AP will ensure that the Agency's interests are fully represented. The requirer should commence the development of the AP when the need has been identified, preferably well in advance of the FY in which contract award is necessary.

(3)  When drafting the AP the requirer, PL4 and CO or contract specialist will use the template provided in the DISA Acquisition Planning Deskbook, http://www.ditco.disa.mil/hq/deskbooks.asp. The AP should also reference any applicable budget submission and any decision coordinating paper or program memorandum.

(4)  The requirer, in close coordination with the PL4 and the CO, directs the development of the AP with personnel responsible for significant aspects of the plan, (e.g., contracting, fiscal, legal, technical, small business, competition advocate, and logistics). The staffing and coordination will be completed using a "DISA Form 9, Summary Sheet" (see DARS 7.103 (S-91), Required AP signatures/coordinations).

(5)  The requirer must resolve all outstanding issues from personnel responsible for their significant aspects of the AP before its submission to the CO. PL4 and the CO will assist as necessary. Issues that cannot be resolved by the requirer will be raised to the CO for final resolution.

(6)  The requirer and CO will work together to resolve all outstanding issues from personnel responsible for their significant aspects after submission of the AP to the CO and before its submission for approval by the HCO, HCA, or SPE.

(7)  Prior to submitting the AP for approval the requirer and CO shall ensure that the "milestone dates for the key acquisition and contracting process cycle" documented in the AP are realistic, accurate and complete. The requirer shall coordinate with the CO and obtain prior agreement on key milestone dates, before coordinating the AP. The requirer will be held responsible and accountable for any variances to the approved milestone dates.

(8)  The requirer notifies the CAE/requirements office and others as appropriate when the AP has been approved or disapproved.

(9)  After the AP is approved, the CO will provide a copy of the AP to the requirer and retain the original in the contract file. The requirer is responsible for distributing copies of the approved APs to the AP signatories and the organizations/individuals on the "Form 9, Summary Sheet."

(10)  A preliminary AP briefing must be held with the HCA prior to AP coordination, when the HCA ($50M or more) is the SSA for the acquisition. The preliminary briefing should be a summary of the AP, but is not HCA review of the actual written plan. A template of the preliminary AP briefing is located in the DISA Acquisition Planning Deskbook: http://www.ditco.disa.mil/hq/deskbooks.asp.

(S-90)  AP approval authority. (See the table at 7.103(d)(i) for dollar thresholds requiring written APs).

Table 7-5.

(S-91)  AP revisions.

(1)  Revised APs are required to contain strikeouts, underlined new language, and revised vertical lines bars to highlight changes.

(2)  Major revisions:

(i)  Major revisions require a new signature page/approval, and depending on the magnitude of the revision may result in developing a new AP.

(ii)  The PM/SM/PL shall follow the AP approval process for major revisions. Examples of major revisions follow:

(A)  Funding increase/shortfall (above the AP thresholds under DARS 7.103. In addition include modifications that breach AP thresholds (which include engineering change proposals)).

(B)  Change of scope (Decision on scope change will be made by the CO.)

(C)  Change in acquisition or technical strategy

(D)  Change in funding types

(E)  Key milestone slippage (one quarter or more)

(F)  Any significant breach and/or variance of an IT investment cost/schedule/performance baseline/agreement established in compliance with Clinger-Cohen Act and the Government Performance Results Act (GPRA).

(3)  Minor revisions:

(i)  Minor revisions do not require a new signature page/approval; however, the PM/SM/PL shall provide copies of the revised AP to the original AP signatories.

(ii)  The PM/SM/PL shall submit minor revisions as an enclosure to an interoffice memorandum, signed by the PM/SM/PL, to the CO. Examples of minor revisions include:

(A)  Funding increase/shortfall (below the AP thresholds under DARS 7.103)

(B)  Milestone slippage (less than one quarter)

(C)  Change in key points of contact

(D)  Recording historical information (e.g., after the award of a planned contract, revise the historical portion of the AP to document the award date, contractor, dollars obligated to date, etc.).

(S-92)  AP files.

(1)  The PM/SM/PL shall maintain a copy of the AP and any subsequent revisions.

(2)  The CO shall ensure the original approved AP and all subsequent revisions become part of the official contract file.