The Veterans Health Administration’s Business Office required strategic acquisition support because they were experiencing significantly long procurement lead times generated by excessive rework in the preparation of pre-award contract documents.
It was gMg’s job to develop strategic acquisition solutions that promoted a repeatable and transparent system for use by the program managers and foster excellent communications with the Contracting Activity.
Research & Analytical Support – gMg Management conducted numerous interviews face to face and telephone with program managers, stakeholders and VA Contracting Officers and Senior Leadership. These interviews and surveys were the foundation to building the current state and the “To-Be” model complete with a roadmap for the contract process improvement. The “To-Be” model included toolkits and a workforce model for technical acquisition staff, COTRs and contracting officers/specialists.
Creation of checklists, templates and tools – gMg Management created over seventeen acquisition templates for VHA program managers that supported their acquisition life-cycle. Additionally, gMg Management demonstrated success in their ability to convene individuals that were multi-disciplined, varied backgrounds and diverse education levels that have significant responsibility in VHA’s acquisition life-cycle. These acquisition and program individuals demonstrated their willingness to come together and work as a cohesive team and further understood the impact each have on to the success of the acquisition and program life-cycle.
Acquisition Life Cycle Training – gMg Management provided two face-to-face three day training sessions for program managers to understand the acquisition life-cycle and prepare regulatory compliant acquisition documents that are executable by the VA contracting officers. The initial training class focused on pre-solicitation documents, such as Market Research, Government Cost Estimates, Statements of Work, Source Selection Justifications. The second class focused on Source Selection Processes and Evaluation Models. Exercises were conducted individually and in a classroom structure to reinforce classroom instruction.
Acquisition Tracking Tool – gMg Management developed a robust acquisition tracking tool that tracks each acquisition from the beginning of concept to contract award to contract close. The tracking tool is capable of producing multiple scheduled reports or on demand. The tracking tool provides real time status for each acquisition throughout its life-cycle.