Title: Procurement Conference of the Americas EGovernment Procurement: Systems and Challenges
1Procurement Conference of the AmericasE-Governmen
t Procurement Systems and Challenges
2Integrated 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
3IAE 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.
4Acquisition scenarios developed
- Followed the Acquisition lifecycle to identify
where information is shared, reported or
retrieved - Requirements definition
- Market Research
- Solicitation
- Evaluation
- Award
- Contract Administration
5IAE 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
6IAE 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
7IAE 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
8Usage 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
9Usage 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
10Next 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
11Challenges
- 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
12Lessons 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
13Challenges
IAE Architecture
14Federal 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