Acquisition Strategy

An Acquisition Strategy (AS) is a comprehensive high-level technical and business management approach designed to achieve project objectives within specified resource constraints. It is also considered the framework for the next phases of planning, organizing, staffing, controlling, and leading a project. The acquisition strategy provides an approach for activities essential for project success and for formulating functional strategies and plans, and  is a key activity formulated by the Integrated Project Team (IPT) leading up to CD-1. The AS is the overall plan for satisfying the mission need in the most effective, economical and timely manner. 

The AS represents a high level plan which is approved through the CD review and approval process, and the procurement plan provides analysis and strategies needed to appropriately execute procurements in accordance with sound business practices, statutory, regulatory and policy requirements. 

Procurements including contractual agreements form a significant component of almost all projects. The LBNL Procurement and Property Management division has responsibility and authority to place and administer contracts with external vendors. A critical part of project initiation is to work with LBNL Procurement in planning and to understand what types and what volume of procurements will be required for successful execution of the project. Strategies offering the best value to the project should be developed. 

The LBNL Subcontracting Officer is the only authority to make contractual commitments with regard to price, quantity, quality, or delivery. DOE and other contractual requirements, and best practices, define processes for managing procurements, including procurement reviews and authorizations for placing contracts of various types and cost. Appropriate resource-loaded procurement timelines, developed in conjunction with the LBNL Procurement and Property Management division, should be explicitly included in project schedules (examples are given below). 

To assist and interface with LBNL Procurement, the project may assign a Subcontracting Officer Technical Representative (SOTR). The SOTR is the principal point of contact to ensure technical understanding, performance, and quality,  provides technical oversight of assigned contract actions, and may provide contractor direction within specific limits of authority.

Procurement processes are generally included in the project Acquisition Strategy, however additional documentation may be required including Advance Procurement Review. Planning for procurements should include:

• Development of procurement Statements of Work and specifications

• Performing make or buy analysis

• Determining if long lead procurement is necessary

• Determining whether qualified vendors exist

• Identifying the source selection criteria and best value assessments

• Preparing a listing of procurement risks

• Development of procurement (acquisition) plan

• Obtaining authorization and approval to proceed

• Look for throttle points where the schedule is at risk

Including major milestones in the project schedule:

• Request for Proposals (RFP) from vendors

• Development of proposal evaluation criteria and selection of committee members

• RFP evaluation process

• Internal and external review cycle and award approval times

• Vendor production times

• Technical design and validation review cycles during fabrication/construction