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Procurement Conference of the Americas EGovernment Procurement: Systems and Challenges

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Title: Procurement Conference of the Americas EGovernment Procurement: Systems and Challenges


1
Procurement Conference of the AmericasE-Governmen
t Procurement Systems and Challenges
  • November 1 - 2, 2005

2
Integrated Acquisition Environment E-Gov
Initiative Background
  • In July 2001, the US Government began efforts to
    make better use of IT investments in order to
  • reduce federal spending,
  • lessen government paperwork for itself, citizens,
    and businesses, and
  • improve government response time
  • In August 2002, 24 projects were defined as a
    starting point that would lay the foundation for
    a citizen-centric government
  • IAE is one of these and has been developed as a
    shared services environment that promotes
    competition, transparency and efficiency in the
    federal acquisition life cycle
  • Redundant systems have been shut down, paper
    forms have been eliminated and procurement
    systems are sharing data
  • leveraging IT investments across agencies and
    sharing resources

3
IAE Achievements in Federal Acquisition Automation
  • Collaboration among all major Departments to
    define requirements
  • over 300 team members from over 65 federal
    agencies since 2002
  • Use of IAE systems mandated by Federal
    Acquisition Regulations
  • Commercial software packages for contract writing
    systems will have to meet testing standards to
    ensure interoperability
  • Launched or expanded ten centralized shared
    systems
  • Strategy IAE has followed
  • Adopt if possible,
  • Otherwise Adapt
  • Acquire if necessary
  • Small businesses have the same opportunity as
    large to take advantage of federal business
    opportunities.

4
Acquisition scenarios developed
  • Followed the Acquisition lifecycle to identify
    where information is shared, reported or
    retrieved
  • Requirements definition
  • Market Research
  • Solicitation
  • Evaluation
  • Award
  • Contract Administration

5
IAE Shared Services Help Buyers
  • Buyers can
  • Search for commercial and government sources
  • Post synopses and solicitations
  • Post sensitive solicitation documents in a secure
    environment
  • Retrieve validated vendor data including
    representations and certifications
  • Obtain Service Contract Act and Davis Bacon Act
    Wage Determinations
  • Check for excluded parties
  • Report contract awards
  • Review subcontracting accomplishments
  • Report vendors performance

6
IAE Shared Services Help Sellers
  • Sellers can
  • Register to do business
  • Enter representations and certifications one time
  • Revalidate registration data annually in a single
    system
  • Search business opportunities by product,
    service, agency, or location
  • Review associated documents
  • Request email notification of solicitations based
    on specific criteria
  • Sign up on Interested Vendors lists
  • Submit subcontracting accomplishments

7
IAE Shared Services Help Citizens
  • Citizens can
  • See the entire acquisition process to see where
    tax dollars are going All files are
    publicly available on the Internet
  • What firms are registered
  • Small businesses are validated by the Small
    Business Administration
  • What opportunities are posted
  • What awards have been made

8
Usage and Metrics
  • Vendors who want to receive federal contract
    awards are required to register in the CCR
    (Central Contractor Registration System).
  • Over 397,000 registered. The majority are small
    businesses.
  • Federal Departments also register for
    interdepartmental transactions
  • Representation and certifications of vendors
    business information is required to be entered in
    ORCA (Online Representations and Certifications
    Application) prior to bidding.
  • 39,000 registered.
  • Contractors and individuals that are debarred,
    suspended, proposed for debarment, and declared
    ineligible from receiving federal contracts,
    grants or other Federal payments are listed in
    EPLS (Excluded Parties List System).
  • 53,000 listed.
  • 5 million hits per month

9
Usage and Metrics (cont)
  • FPDS-NG (Federal Procurement Data System-Next
    Generation) is the current central repository of
    detailed information on federal contract actions
    over 2,500.
  • 10.5 million federal contract actions submitted
    in 2004 for over 325 billion
  • 45,000 government and 8,000 public users.
  • Vendors looking for government business and
    government buyers with open procurement
    solicitations have a one-stop gateway to
    solicitations over 25K in FBO (Federal Business
    Opportunities).
  • 118,000 active procurement documents (synopses
    and solicitations) posted
  • 24,500 federal buyers posting procurement
    documents.
  • 31 million hits per month.
  • 756,000 vendors receive email notifications of
    procurement opportunities
  • About ten percent have sensitive documents
    associated and posted to a separate site

10
Next Steps
  • Newest system launched October 28 to collect
    subcontracting reports from prime contractors
  • One team in process of redesigning how
    performance data can be better collected to
    enable sharing with other Departments in Market
    Research
  • Final requirements for mandatory software testing
    to focus on
  • Interfaces between IAE systems
  • Interfaces with Finance
  • Mandatory, testable capabilities
  • eAuthentication with single sign-on

11
Challenges
  • Program and project planning and management
  • Executive Commitment and alignment
  • Change Management
  • Adoption of a federal view-new mindset
  • Communications
  • Aligning up to 27 disparate agency systems

12
Lessons Learned
  • Establish federal governance framework based on
    key cross-agency components
  • Executive commitment and alignment
  • Collaborative System Steward management
  • Collaborative commercial software provider
    management
  • Engage stakeholders- Its still the people!
  • Across agencies and levels
  • Throughout the life cycle
  • Communicate widely, deeply, often
  • Emphasize the benefits for every type stakeholder
  • Inform and persuade decision makers and influence
    leaders
  • Solicit feedback regularly
  • Dont underestimate the challenge of
    implementation
  • Agency business process owners role
  • Implementation maps and scorecards
  • Migration and alignment has individual challenges
    in each Department

13
Challenges
IAE Architecture
14
Federal Acquisition Institute Defense
Acquisition University Acquisition Career
Management Information System (ACMIS) Buy
Accessible Wizard
What is IAE? Vision and Goals Architectural
Drawing Project Documents Acronyms and URLs
Configuration Management XML Guidance Policy
Standard Transactions
Contact Information
IAE Program Management Office Teresa
Sorrenti 703-872-8610 Earl Warrington 703-872-8609
email integrated.acquisition_at_gsa.gov
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