Acquisition 360- Improving the Acquisition Process through Timely Feedback from External and Internal Stakeholders

Generic Clearance for the Collection of Qualitative Feedback on Agency Service Delivery

0990-0379 Acquisition 360 Surveys (3)

Acquisition 360- Improving the Acquisition Process through Timely Feedback from External and Internal Stakeholders

OMB: 0990-0379

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Form Approved

OMB No. 0990-0379

Exp. Date 08/31/2017

































According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0990-0379. The time required to complete this information collection is estimated to average 10 minutes per response, including the time to review instructions, search existing data resources, gather the data needed, and complete and review the information collection. If you have comments concerning the accuracy of the time estimate(s) or suggestions for improving this form, please write to: U.S. Department of Health & Human Services, OS/OCIO/PRA, 200 Independence Ave., S.W., Suite 336-E, Washington D.C. 20201, Attention: PRA Reports Clearance Officer




Attachment A – “Rate the Agency” Survey



Pre-Award & Debriefing Satisfaction Survey

Your firm submitted an offer for Solicitation No. from procurement office . Please provide us with your feedback on the acquisition process. Your answers will help us

assess our performance and identify our strengths and weaknesses. The survey should take no

more than 10 minutes to complete. The survey will be issued after any and all debriefings have been conducted and therefore cannot impact the award decision in any way. The results from the survey will not be published or made publicly available.


Please submit your response within the next thirty days to: [insert agency contact information here].


Shape1 Please rate your level of satisfaction on a scale of 1 to 5, with 5 being “Very Satisfied” and 1 being “Very Dissatisfied”


Very




Very


Satisfied




Dissatisfied

Requirements Development Process - How satisfied were you:

1.

With the agency’s vendor engagement methods







(e.g., RFIs, draft RFP, pre-award conferences) in

fostering early communication and exchange before receipt of proposals?

5

4

3

2

1

N/A

2.

That the exchange offered by any industry day(s)








offered valuable information that improved your

5

4

3

2

1

N/A


understanding of the agency’s requirements?







3.

With the agency’s understanding of your firm’s








marketplace?

5

4

3

2

1

N/A









4.

With the clarity of the final requirements?

5

4

3

2

1

N/A

Shape2

5

4

3

2

1

N/A



5



4



3



2



1



N/A


5


4


3


2


1


N/A


5


4


3


2


1


N/A


Solicitation Phase - How satisfied were you:


5.

That the agency kept vendors informed about any

delays in the solicitation process (considering both the initial release and any subsequent delays)?

6.

That the solicitation included clear proposal

submission instructions that sufficiently guided offerors or respondents in preparing proposals or responses to requests for information?

7.

That the government chose an appropriate

contract type?

8.

That the government chose an appropriate source

selection methodology?


9. That the agency answered questions regarding the

solicitation in such a way that it helped you to prepare the proposal?


5


4


3


2


1


N/A

10. With the opportunity to propose unique and

innovative solutions (i.e., the solicitation promoted innovation)?


5


4


3


2


1


N/A

11. With the clarity of the solicitation’s evaluation

criteria?

5

4

3

2

1

N/A

12. With the amount of time the agency gave to

submit a proposal?


5


4


3


2


1


N/A

13. That the solicitation’s evaluation criteria allowed

for the best selection among competing proposals?


5


4


3


2


1


N/A

Award Execution and Debriefings- How satisfied were you:

14. With the agency’s resolution of issues/concerns

related to the contracting process?

5

4

3

2

1


N/A

15. With the robustness of the agency’s debriefing

(i.e., it allowed you to understand how to improve on similar efforts in the future)?

5

4

3

2

1


N/A

16. How satisfied were you with your overall

experience on this acquisition?

5

4

3

2

1

N/A

17. Please provide any additional comments:


18. Are you a small business?

Yes

No


[Insert agency PRA notice here.]

Attachment B – Evaluation of the Contracting Operation




As you recently worked with the procurement office on solicitation # in making an award, please evaluate your experience.


Shape3 Shape4


being “Very Dissatisfied”








Very Satisfied




Very Dissatisfied


Planning - How satisfied were you:







1. With the acquisition milestone schedule?

5

4

3

2

1

N/A

2. With the procurement office’s ability to keep you

informed of any changes to the acquisition milestone schedule?


5


4


3


2


1


N/A

3. With the procurement office’s assistance in the

Acquisition Plan process, which allowed you to better understand and participate in the procurement?



5



4



3



2



1



N/A

4. With the procurement office’s engagement with

industry early in the acquisition process?


5


4


3


2


1


N/A

Communication - How satisfied were you:







5.

With the procurement office’s responsiveness to








your questions (communicating in a clear,

5

4

3

2

1

N/A


courteous, timely, and professional manner)?







6.

With the procurement office’s effectiveness in








resolving any issues or delays encountered during

5

4

3

2

1

N/A


the acquisition process?







7.

With your understanding on how - and to whom –

you should elevate problems for resolution?


5


4


3


2


1


N/A

8.

With early communications describing the roles

and responsibilities of the procurement office and of your office (program office)?


5


4


3


2


1


N/A

9.

How satisfied were you with the overall

support provided by the procurement office in


5


4


3


2


1


N/A


the acquisition process?








Please rate your level of satisfaction on a scale of 1 to 5, with 5 being “Very Satisfied” and 1











































    1. Please provide any additional comments:





    1. Were you part of an IPT (Integrated Procurement

Team)? Yes No

Reminder: After one year, or completion of performance, work with your Contracting Officer (CO) to evaluate the contract awardee’s performance in CPARS

Attachment C – Evaluation of the Program Office’s Participation in the Procurement


As you recently worked with program office on solicitation # , please evaluate your experience.


Shape5 Please rate your level of satisfaction on a scale of 1 to 5, with 5 being “Very Satisfied” and 1 being “Very Dissatisfied”




Planning - How satisfied were you:

  1. That the program office conducted meaningful

Very Satisfied


Very Dissatisfied N/A

market research? 5 4 3 2 1 N/A

  1. With the program office’s ability to provide any

necessary documents allowing for the timely completion of the acquisition package?

  1. That the program office allotted adequate time for

5 4 3 2 1 N/A

a successful procurement? 5 4 3 2 1 N/A

  1. That the program office allotted adequate

resources to allow for a successful procurement? 5 4 3 2 1 N/A

Communication - How satisfied were you:

  1. With the clarity and effectiveness of the program

office’s communication of their needs and time constraints?

  1. With the program office’s responsiveness to your questions (communicating in a clear, courteous, timely, and professional manner)?

  2. With my understanding on how - and to whom – you should elevate problems for resolution in the program office?

  3. With the program office’s technical expertise in

5 4 3 2 1 N/A




5 4 3 2 1 N/A




5 4 3 2 1 N/A

evaluating proposals? 5 4 3 2 1 N/A

  1. How satisfied were you with the overall

support provided by the program office in the acquisition process?

  1. Please provide any additional comments:

5 4 3 2 1 N/A


Shape6 Reminder: After one year, or completion of performance, work with your Contracting Officer’s Representative (COR) to evaluate the contract awardee’s performance in CPARS.




For awards made using Government-wide

Very




Very


N/A

Acquisition Contracts (GWACs) or GSA Schedules

Satisfied




Dissatisfied

1. Please rate your overall satisfaction with the

contract vehicle based upon the outcomes you


5


4


3


2


1


N/A

have experienced so far







Shape7 2. Which of the following criteria played a role in your selection of this contract vehicle (check all that apply):



D Saves Time D Flexibility D Ease of Use D Familiarity

D Vendor Access

D Ability to meet small business goals D Ability to meet sustainability goals D Complies with agency policy



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