DHS Office of the Chief Procurement Officer (OCPO)

Organizational Element (OE) Preparation Instructions for

Advance Acquisition Plans (AAPs) & Small Business (SB) Forecast of Contract Opportunities

Purpose

These instructions provide guidance to assist the OEs in submitting data required for the AAPs and SB Forecast of Contract Opportunities.

Beginning June 28, 2005, the OCPO implemented a new AAP/SB Forecast Website to facilitate OE AAP/SB Forecast data collection and reporting. The OCPO requests all OE Offices to provide all AAP/SB Forecast data via this Website (http://fido.gov/dhs/aap).

OCPO is now issuing a mandatory semi-annual update to the FY06 AAP/SB Forecast data. The FY06 update to the AAP/SB Forecast is due by March 31, 2006.

In order to meet this deadline, OCPO requests that each OE assign an AAP Coordinator and a Small Business Coordinator to work with the DHS HQ AAP/Small Business Office Representatives.

OCPO recommends that each OE establish an AAP Working Group consisting of representatives from each requirements office and key procurement office staff. The Working Group will be responsible for ensuring coordination of all requirement/procurement information and assisting the OE users in updating, inputting and validating the information required in the AAP/SB Forecast. The AAP Working Group will provide the necessary instructions to the selected Office staff (registered users) on accessing, completing and validating the data on the AAP/SB Forecast Website.

OCPO staff and contractor support staff will be available for ongoing assistance.

Schedule

r February 14, 2006	DHS Acquisition Alert Released OCPO AAP Coordinator calls OE AAP/SB Coordinators
r February 21, 2006	Each OE AAP/SB Coordinator updates the DHS AAP Website User List with the authorized OE AAP Website users and their email addresses: § Staff who have the right to view all of the Office’s AAP data § Staff who have the right to update all of the Office’s AAP data Each Office AAP Working Group representative also provides coordination between Program Office and Procurement Office Branch Chiefs for assistance on the input and validation of AAP data.
r Ongoing	OE Program Offices must coordinate with OE Procurement Office to update and enter AAP and Small Business Forecast of Contract Opportunities.
r March 31, 2006	All OE data completed/validated
r April 3, 2006	FY06 Updated AAP Public and SB Forecast of Contract Opportunities Posted

References

q DHS Homeland Security Acquisition Manual (HSAM) Notice 06-02.

q HSAM Subchapter 3007.172, Advance Acquisition Plans

q HSAM Subchapter 3019.202-270, Procurement Forecast

Responsibilities

HCA. The HCA appoints an OE AAP/SB Coordinator to oversee the OE AAP data collection and represent the HCA in meetings with the OCPO. The HCA will formally inform the CPO when the OE AAP data is completed and available for review by the OCPO.

OE AAP/SB Coordinator. The AAP/SB Coordinator is responsible for facilitating the OE AAP data collection. The OE AAP/SB Coordinator works with each OE Program Office and OE Procurement staff to provide historical contract data that may assist the Offices in their planning and completing the updated AAPs. The OE AAP/SB Coordinator ensures that the AAP User Listing includes only authorized OE staff who have the right to view and update the OE AAP data.

The CPO recommends that the OE Procurement Office establish a Working Group of representatives from each Program Office and key Procurement staff to communicate directly and regularly. This Working Group should meet at least weekly during the collection period. The AAP/SB Coordinator may chair the Working Group.

OE Program Offices. Each OE Program Office is responsible for completing an updated, individual AAP for each of their planned FY2006 acquisitions greater than $100,000. The Offices are responsible for the collection of all data required by the DHS OCPO. The Office may centralize the data input responsibilities or request Field Offices to input the data for their associated Plans.

Each Office representative on the OE AAP Working Group has the following responsibilities:

Provide instructions to their Office staff on gathering the data and inputting the updated data into the web-based AAP form.

q Monitor the completion of the Program Office’s AAPs and ensure only authorized staff complete the forms associated with their Office.

q Ensure that the AAP User Listing includes only authorized OE staff who have the right to view and update the OE AAP data.

q Report any unauthorized users of the AAP Website to your OE AAP/SB Coordinator.

q Formally inform the OE AAP/SB Coordinator that all of the Office’s AAP and Forecast of Contract Opportunities are completed on the AAP Website and are ready for a final review.

q Coordinate their Office’s responses to questions from the OE Procurement Office concerning their AAP and Forecast of Contract Opportunities submissions.

q Ensure the AAPs are within the correct range of the current FY budget request.

Instructions

The OCPO provides a web-based AAP form that all OE Offices must use to report their AAP data. The Website can only be accessed by individuals with a valid DHS email address. Use of the site is monitored to ensure only authorized users enter data. All data on the Website, as well as all data sent from the Website, is encrypted.

The DHS Website is located at: http://fido.gov/dhs/aap

The DHS AAP/SB Forecast Website is For Official Use Only and is to be used only by authorized OE staff.

1. All OE staff completing, updating, or viewing an AAP form must be an authorized user of the AAP Website.

Note: OE staff personnel that do not have a DHS.GOV email address must request special access to the Website from the OE AAP/SB Coordinator.

2. All staff personnel using the Website are assigned a password by the system at their initial logon. All users must logon using their assigned password. A Help “movie” is available on the Website on the logon process.

3. OE Office staffs are restricted from accessing any data other than the data associated with the Office in which they are registered. User access to data is also restricted by the user’s role on the AAP Website.

4. OE staff are assigned one of three roles on the AAP Website by the OE AAP/SB Coordinator:

q Reporter (Rep): Create AAPs and update only those AAPs.

q Read Only (RO): Only view Office AAPs.

q Office Point of Contact (POC): View and update all AAPs of the Office.

5. Any questions concerning the data element definitions should be directed to the AAP/SB Coordinators.

6. Reporters must mark an AAP form “Complete” when the Reporter has completed the updates. Marking a form “Complete” formally submits the form to the Office POCs for review and validation.

7. Office POCs must “Unmark” an AAP form to update the form if changes are necessary to the data. The Office POC identification information will be recorded on the form as the last person to update the form.

8. All AAP forms will show the original creator’s contact information (the person’s name, phone contact information, and email address). All AAP forms will show the last person to update the form (name, phone contact information, and email address).

9. The Office Representative on the AAP Working Group must inform the OE Procurement Office that their Office submission is validated and ready for review.

10. Once reviewed and validated by the Office of Procurement and no further action is required, the submission will be marked “Complete” by a OE Procurement Office representative.

11. Information on the reports that are available to the Office POCs and Viewers (and instructions on printing/exporting reports to Excel) will be provided through the AAP Working Group.