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					S1 Welcome and Introduction
S2 CVISN State Program Plan
S3 Planning Guidelines/ Pre-Work
                                                CVISN PLANNING WORKSHOP
   Review
S4 Safety Information Exchange
   Planning
S5 Credentials Administration
   Planning
S6 Electronic Screening Planning
                                                                Session 7
S7 Procurement Planning
S8 Workshop Recap
                                                           Procurement Planning
S9 Work Session &
    Consultation
S10 State Presentations
S11 Phase Planning
S12 Design Workshop
S13 Feedback and Next Steps



     CVISN Planning Workshop                                   Session 7 - Procurement Planning
     The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 1
                                                 Acknowledgment


    This presentation is based upon content provided by
    Mr. Don J. Dempsey, an expert in ITS/CVO procurement processes.
    He was a consultant to JHU/APL.


           Don Dempsey
           970-726-4097
           wpdon@rkymtnhi.com

           FedEx, UPS:
           113 Deer Road
           Fraser, Colorado 80442

           Mail:
           PO Box 3454
           Winter Park, CO 80482


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Procurement References
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                  Planning Page 7 - 2
                                                          Session Plan

    • CVISN background, issues and challenges (5 min)
    • Combined and coordinated procurements (3 min)
    • Planning for a successful procurement (10 min)
    • Procurement categories (5 min)
    • Formulating a CVISN procurement strategy (10 min)
    • Questions (10 min)
    • Breakout Plan Instructions (2 min)
    • Breakout (60 min): Develop your draft procurement
      strategy
    • Total Time: 1 hour & 45 minutes
CVISN Planning Workshop                                     Session 7 - Procurement Planning               Outline
The Johns Hopkins University Applied Physics Laboratory          2/2/2011 5:02 PM              Planning Page 7 - 3
                                                Session Objectives


    • Provide overview of alternatives
    • Provide overview of a process to plan and
      implement CVISN procurements
    • Awareness of the calendar time involved
    • Discuss components of a procurement strategy
    • Provide technical procurement information to
      support development of your state procurement
      plan in a subsequent workshop session


CVISN Planning Workshop                                   Session 7 - Procurement Planning          Objectives
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 4
Why Should You Care About Procurement Strategy??

• Your project will inherit restrictions from the source of funding.
• You help develop the bidders list.
• You prepare specifications.
• You develop the evaluation criteria.
• You serve on the source evaluation board.                                                        “Use a map”


• You will be the COTR = Contracting Officer’s Technical
  Representative.
• You are impacted by the schedule.
• Procurement personnel are risk-averse; you want to be an
  advocate for flexibility and optimism on your project.
• You have to live with the results.
CVISN Planning Workshop                                   Session 7 - Procurement Planning
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 5
             Traditional Procurement Process Focused on
                      Building Roads and Bridges

    • Products have a static 30 year life
    • Separate contracts are required for design and
      construction activities
    • Designers are prohibited from participating on
      construction contract
    • The use of sealed bidding could discourage
      communications during construction
      procurements
    • Award must go to responsive and responsible low
      bidder
CVISN Planning Workshop                                   Session 7 - Procurement Planning   CVISN Background, Issues, Challenges
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                                Planning Page 7 - 6
       Deployment of Intelligent Transportation Systems
         Represents a New Procurement Paradigm

    • Desired end product shifts from construction of
      physical infrastructure to operation of information
      systems
    • Intermodalism requires collaboration among
      modal agencies
    • ITS requires integrated working relationships with
      multiple regulatory agencies
    • Procurement must be addressed at a program
      level
    • USDOT encourages flexible and responsive
      CVISN deployment strategies

CVISN Planning Workshop                                   Session 7 - Procurement Planning   CVISN Background, Issues, Challenges
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                                Planning Page 7 - 7
                 CVISN Program Has Unique Complexities
                 Accommodating Users and Technologies

    • Involving multiple users
    • Integrating dispersed geographical locations
    • Deploying new digital technologies
    • Adding new applications to existing state systems
    • Planning migration for evolving technologies
    • Obtaining seamless interoperability among
      diverse users



CVISN Planning Workshop                                   Session 7 - Procurement Planning   CVISN Background, Issues, Challenges
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                                Planning Page 7 - 8
                                   CVISN Deployment Presents
                                    Procurement Challenges


    • Procuring a mix of developmental and off the shelf
      items
    • Finding professionals with CVISN experience
    • Coordinating the transition from paper to digital
      media
    • Describing the quality assurance and functional
      testing requirements




CVISN Planning Workshop                                   Session 7 - Procurement Planning   CVISN Background, Issues, Challenges
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                                Planning Page 7 - 9
                         Beware the Calendar Time Involved!


• Procurements are formal and time-consuming.
• Six months to a year is not unusual.
• You may wish to put draft procurements “on the
  street” to look for interest and perform pre-
  qualification, with the caveat that the procurement
  may never actually occur (for example if the funding
  does not become available, or if technical needs
  change).



CVISN Planning Workshop                                   Session 7 - Procurement Planning
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 10
          There Are Several Proven Ways to Combine or
           Coordinate Multi-Agency/State Procurements

• Performing joint strategic planning among stakeholders to
  achieve common goals
    – Example: transponders along Route 95 in the northeast.
• Utilizing interagency contracts or agreements for goods and
  services
    – Example: state agency utilizes a state university as prime contractor.
• Forming a mission-dedicated organization or entity with
  authority to utilize innovative procurement techniques
    – Example: Colorado Intermountain Fixed Guideway Authority.
• Adopting open architecture and utilizing technical standards to
  achieve system interoperability
• Forming novel public-public or public-private partnering
  relationships to share costs, benefits and risks


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Combined & coordinated procurements
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                              Planning Page 7 - 11
        Advantages of Multi-Agency/State Procurements


    • Collaboration provides the ability to implement
      regional ITS solutions
    • Collaboration enables sharing of financial
      resources and technical know-how
    • Collaboration promotes technical interoperability
    • Larger procurements can gain economies of scale
      and negotiating leverage with suppliers
    • New participants often bring with them new ideas


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Combined & coordinated procurements
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                              Planning Page 7 - 15
    Disadvantages of Multi-Agency/State Procurements


    • Involving additional participants brings added
      complexity
    • Joint decision making requires an agency to
      surrender authoritarian control over the process
    • Partners with restrictive procurement rules and
      regulations can constrain procurement flexibility
    • There is potential for clash of cultures when
      participants bring differing approaches
    • Building consensus among a group can be time
      consuming and sometimes frustrating
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Combined & coordinated procurements
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                              Planning Page 7 - 16
             Many Procurement Issues Must Be Resolved
                       At The Program Level

    • Procurement issues are often best addressed in
      the initial MOA discussions
    • The number of participating
      agencies/stakeholders adds a degree of difficulty
      to procurement planning and implementation
    • If not addressed early, procurement issues can
      become institutional barriers limiting project
      deployment flexibility



CVISN Planning Workshop                                   Session 7 - Procurement Planning   Planning for a successful procurement
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                               Planning Page 7 - 17
                      Incorporate CVISN Success Elements
                              Into Your Procurement

    • Replicate CVISN success models from other
      states
    • Incorporate ITS standards
    • Comply with ITS architecture
    • Seek qualified suppliers with CVISN experience
    • Review CVISN and other USDOT resources
    • Utilize experienced implementers and consultants
      in an advisory role


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Planning for a successful procurement
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                               Planning Page 7 - 18
                           The Typical Procurement Lifecycle
                       (This Implements the Procurement Strategy)


                                                     1. Perform Detailed
                                                    Procurement Planning


                                                                                               2. Draft and Issue
      6. Close the Contracts
                                                                                             Solicitation Documents



            5. Administer the
                                                                                             3. Evaluate proposals
                Contracts



                                                    4. Negotiate Contracts
                                                        & Make Awards


CVISN Planning Workshop                                   Session 7 - Procurement Planning        Planning for a successful procurement
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                                    Planning Page 7 - 19
                                 Procurement Communications
       Agency Activities                                   Communications                        Supplier Activities

         Analyze Program
              Issues

                                                             Informal Dialog                          Match firm’s
        Develop Work
                                                                                                     capabilities to
     Breakdown Structure
                                                                                                     agency needs
         Identify Items for
           Procurement
                                                          Evidence of Capability/
     Request Interest and                                      Experience                            Be selected for
        Qualifications                                                                                  short list

            Advertise for                                 Formal Clarifications                  Prepare and submit
             Proposals                                      (e.g. desired scope)                      proposal

                                                             Priced Proposal
               Evaluate

                                             Performance, Schedule, and Price
               Negotiate                                                                                 Negotiate

                  Award
CVISN Planning Workshop                                       Session 7 - Procurement Planning   Planning for a successful procurement
The Johns Hopkins University Applied Physics Laboratory            2/2/2011 5:02 PM                               Planning Page 7 - 20
           Prequalifying Suppliers Can Limit Quantity and
             Enhance Quality of Responses Received

    • A two-step process can improves the quality of responses
      to solicitations for consulting services:

          –Supplier prequalification involves requesting
           information regarding a firm’s interest,
           capability and experience
          –Priced proposals are then evaluated/solicited
           from qualified suppliers
          –A two-step process can be time consuming
    • There is no substitute for hard work verifying a supplier's
      past performance by reviewing information beyond the four
      corners of a supplier’s written proposal
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Planning for a successful procurement
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                               Planning Page 7 - 21
      A Well-Planned Proposal Evaluation Process Can
            Enhance Procurement Effectiveness


    • Award flexibility can be achieved by utilizing subjective
      evaluation criteria with objective scoring
    • Evaluation Process and Criteria must be established in
      RFP and applied in a consistent manner
    • Don’t be afraid to look outside your agency for evaluators
          – Multi-agency evaluation panels can mitigate real or
            perceived internal agency biases




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Planning for a successful procurement
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                               Planning Page 7 - 22
          Most Common CVISN Procurement Categories


    • Commercially available off-the-shelf (COTS)
      products
    • Software development
    • Professional services
    • Systems integrator
    • Communications services




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Procurement Categories
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                 Planning Page 7 - 23
                        Formulating A Procurement Strategy




                                                                                             Commercial
                             Systems                Software                                 Off-the-shelf
                            Integrator              Developer                                applications




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 26
                                   Steps to Plan and Formulate
                                     a Procurement Strategy

Step 1. Identify desired procurement objectives.
Step 2. Assess impact of program issues.
Step 3. Identify “buy list” items for procurement.
Step 4. Identify procurement categories.
Step 5. Bundle procurements by logical combinations.
Step 6. Identify potential suppliers.
Step 7. Determine contracting approach.


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 27
                                Procurement Strategy Worksheet


                                        Procurement                                                       Procurement
Procurement       Description of                                                                                              Earliest
                                       Item List (from        Category       Contracting Approach           Team (list                         Notes
 Item Group       Procurement                                                                                                Need Date
                                         "Buy" List)                                                       leader first)
                                                                                                 Method
                                                                                       Profit
                                                                            Type                   of
                                                                                     Incentive
                                                                                                 Award

                New ASPEN
                laptops &        ASPEN-2,                                 Non        Indefinite Sealed                      Safety
Safety-1                                                     COTS                                      JA Shaffer
                upgrades to      ASPEN-4                                  A/E         Quantity Bid                          Build_2
                existing laptops


                ASPEN -
                                                                                             Two-
                SAFER and                                    Communica-
                                     ASPEN-1,                           Non                  Step   JD Morgan; JA Safety
Safety-2        ASPEN -                                      tions                   Options
                                     ASPEN-3                            A/E                  Sealed Shaffer       Build_1
                CVIEW                                        services
                                                                                             Bid
                connections




   CVISN Planning Workshop                                        Session 7 - Procurement Planning                         Formulating a strategy
   The Johns Hopkins University Applied Physics Laboratory             2/2/2011 5:02 PM                                     Planning Page 7 - 28
        1. Examples of Desired Procurement Objectives


    • Retain a systems integrator with CVISN
      experience
    • Deploy CVISN Level 1 capabilities
    • Upgrade existing safety information exchange
      legacy system to be CVISN compatible
    • Procure commercial off the shelf software
    • Develop/modify software for a new CVISN
      application
    • Acquire CVISN system hardware
    • Select a carrier for data transmission
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 29
      2. Program Issues Influence Procurement Strategy

    • Often addressed in the Memorandum of
      Agreement
    • Number and types of stakeholders
    • Amounts, categories and timing of funding
    • Program organization for deployment
    • Utilization of private sector cost, risk, and benefit
      sharing requires special handling and expertise
    • Project management responsibilities for
      deployment
    • Human, technical and financial resource
      constraints
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 30
          C
                Sample
                                     3. Sample (partial) “Buy List”

From the WBS task list. Note that not all WBS elements involve purchases.


                                                                            FUNDIN        TECHNICA   POTENTI
         PROCUR
                                                                              G            L LEAD      AL         PROC
WBS       E-MENT                  WHAT                      CATEGORY
                                                                            SOURC           FOR      VENDOR       NOTES
            ITEM
                                                                              E            REQTS        S

        ASPEN 1         ASPEN - SAFER                 Communications                     Field Ops
3.5.5                   connectivity                  Services       MCSAP               Bur - EC
                                                                                         Smith
        ASPEN 2         ASPEN Laptops                 COTS                                                     Get
                                                                                         Field Ops             computers
3.5.6                                                                       MCSAP        Bur - EC              that are
                                                                                         Smith                 ASPEN V2
                                                                                                               capable
        ASPEN 3         Additional                    Communications                     Field Ops
3.5.6                   connectivity with             Services       MCSAP               Bur - EC
                        SAFER                                                            Smith
        ASPEN 4         May need to upgrade           COTS                               Field Ops
3.5.7                                                                       MCSAP
        ?               some computers                                                   Bur
        ASPEN 5         ASPEN -- CVIEW                Communications
        ?               connectivity (may             Services
                                                                                         Field Ops
3.5.8                   need different service                              MCSAP
                                                                                         Bur
                        than ASPEN --
                        SAFER)
 3.5.8.1




  CVISN Planning Workshop                                      Session 7 - Procurement Planning                 Formulating a strategy
  The Johns Hopkins University Applied Physics Laboratory           2/2/2011 5:02 PM                             Planning Page 7 - 31
                          4. Identify Procurement Categories


    • Commercially available off-the-shelf products
    • Software development
    • Professional services
    • Systems integrator
    • Communications services




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 32
      5. Bundle Procurements by Logical Combinations


    • Put entire program under a systems integrator
    • Group by timeframe, location or user
    • Bundle development activities (design, procure,
      implement, manage)
    • Group by project
    • Group by procurement category




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 33
                                   6. Identify Potential Suppliers


    • Many potential suppliers? (a commodity)
    • Or just a few potential suppliers? (a specialty)
    • Single-source? (a proprietary system, or
      continuity with a legacy system)
    • Give the contracting officer a head start by
      identifying potential suppliers, but remain open to
      fresh ideas and competition.




CVISN Planning Workshop                                   Session 7 - Procurement Planning
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 34
                  7. Customize Your Contracting Approach


    • Match contract type to statement of work
          – A/E; non-A/E; innovative.

    • Select contract payment method
          – Fixed price; cost reimbursable; ID-IQ.

    • Determine award methodology
          – Sealed bid; competitive negotiations; sole-source.




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 35
                                   What Is The Contract Type ?


    • Architect/Engineering design services
          – Rarely used for CVISN
    • Traditional Construction
          – Rarely used for CVISN
    • Non Architect/Engineering goods and services
          – Most common CVISN Contract Type
          – Many variations exist in agency procurement policies
    • Innovative Contracting (ie, non-traditional)
          – Potential tool for CVISN solutions
          – See definition, slide 7-38
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 36
                                           Contract Types (2 of 2)

Non Architect/Engineering Goods and Services
This is a very broad category that applies to procurement of real property, services, goods and
research. It is the most common CVISN procurement methodology that utilizes a competitive
process with award to the lowest responsive bid. Many variations of this process exist. Federal
Grant Administration Requirements, which have been replicated in many states, are codified at
Title 49 CFR Part 18.36


Innovative Contracting
Innovative contracting refers to a broad variety of contract types and award
methodologies utilized to allocate roles, responsibilities, costs, benefits and risks
among two or more parties in unique ways that are allowable under law, but may
deviate from traditional procurement practices or procedures. The federal government
has implemented several programs to encourage innovation (FHWA Special Experimental Project
14 (SEP 14)). Many states have similar programs that are authorized but may be seldom utilized.
Legal review should be requested prior to deviating from traditional procurement practices. Even
if legal, innovative approaches may encounter a cultural resistance to change (“we
don’t do it that way”). An effective technique when seeking approval for innovative
approaches is not to ask: “Can we?”…but, rather to ask: “How can we?”. This approach will
encourage creative solutions. Caveat: when formulating innovative solutions the basic
integrity of the procurement process must not be compromised.


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 38
                 Contract Types Can Be Further Classified
                       By Payment Method (1 of 2)

    • Fixed price contracts - should not be used for
      research or development activities
    • Cost reimbursement contracts - best when scope
      of work is not well-defined
    • Incentive contracts - provides rewards to promote
      successful performance
    • Definite quantity contracts - scope must be well-
      defined



CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 39
                  Contract Types Can Be Further Classified
                        By Payment Method (2 of 2)

    • Requirements contracts - best used when
      quantities are known
    • Indefinite quantity contracts - when units can be
      identified but not quantified
    • Time and material contracts - utilizes fully-loaded
      rates for labor-categories (e.g. “senior engineer”)
    • Options contracts - allows flexibility to price known
      contingencies
          – Effective tool to plan for CVISN applications to be
            deployed subject to approval of funding

CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 40
                              What Are The Common Methods
                                Used To Award Contracts?

• Sealed bid - commonly used for off-the-shelf products
  and services
• Two-step sealed bid - A technical proposal is requested
  followed by a pricing proposal
• Competitive negotiations - Commonly used for
  professional services
• Sole source contracting - Use is discouraged but may
  be appropriate for proprietary applications
• Unsolicited proposals - not favored by most agencies
     – A call for projects gives more agency control
• Irrevocable offer - utilized for E Z Pass transponders
 CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
 The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 48
             Sample Evaluation Criteria for Development Projects

    Appropriateness of Proposed Project or Program (25 points)
    • Consistency with the CVISN Strategic Plan;
    • Consistency with the intent and requirements of the option being responded to; and,
    • Applicability of proposed services to CVISN goals for this Request For Proposals.
    Feasibility of Proposed Project or Program (25 points)
    • Proposed hardware, software, and/or services are proven;
    • Theoretical basis for project is proven;
    • Clear plan for providing hardware, software, and services; and
    • Detailed, realistic time schedule.
    Technical Capabilities (15 points)
    • Personnel qualified for the type of services being provided;
    • Sufficient available tools and computer resources to perform the proposed services; and
    • Location and accessibility to services in the state.
    Management Plan (15 points)
    • The number of people to be made available;
    • Capability of managing costs, schedule, and quality; and
    • Disadvantaged Business Enterprise provisions.
    Cost (10 points)
    • Realistic funding plan; and
    • Cost to the Department
    Experience (10 points)
    • Experience in providing the proposed services; and
    • Experience in other government work, including work for the Department.
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 55
           Key Points About CVISN Procurement (1 of 2)


• Develop your procurement strategy early.
• Be objective in assessing your in-house capabilities.
• Buying a commercial off the shelf product (like a computer)
  requires different strategy than buying development services.
• Fixed price contracting is not appropriate for software/ system
  development.
• Be sure that the contract(s) make clear who is responsible for
  system integration.
• Be sure the contract(s) specify exactly what is to be delivered
  (e.g., software code vs executables, intellectual/ proprietary
  rights), and those deliverables are consistent with your O&M
  plan.
CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 56
           Key Points About CVISN Procurement (2 of 2)


    • Do not underestimate the importance of testing
      and training.
    • A well conceived procurement strategy and a well
      written statement of work are the keys to a
      successful procurement.
    • Build flexibility into the process:
          – Address procurement at the program level.
          – Prequalification of contractors, consultants or suppliers.
          – Utilize subjective evaluation criteria.
    • Leave a well documented paper trail.

CVISN Planning Workshop                                   Session 7 - Procurement Planning   Formulating a strategy
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM               Planning Page 7 - 57
                          Questions and Discussion of Issues




CVISN Planning Workshop                                   Session 7 - Procurement Planning                Q&A
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 58
                                         References &
                                           Courses


              This is not the end!!
          Breakout Instructions continue
                   on page 64

CVISN Planning Workshop                                   Session 7 - Procurement Planning
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 59
                                        Procurement References

    1. There are numerous procurement references included in the reference
      list at the back of the CVISN Guide to Program and Project Planning.


    2. http://www.state.ky.us/agencies/sas
        Website for the Commonwealth of Kentucky “Strategic Alliance Services”
        contracts. It proclaims “The Strategic Alliance establishes long term
        vendor relationships for procuring 'best practice' and 'best of the industry'
        information technology (IT) services to pro-actively meet Commonwealth
        service delivery and business needs. Such arrangements are executed
        in a streamlined, mutually responsive and shared risk environment
        where Commonwealth agencies and service providers partner to
        achieve and share in resulting benefits.”




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Procurement References
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                 Planning Page 7 - 60
                             ITS Procurement Course
                          FHWA – National Highway Institute
• DESCRIPTION: This seminar is intended to heighten awareness of the
  challenges in procuring ITS within the traditional construction project
  environment. It combines lectures with presentations of case studies to
  describe the lessons learned from past ITS projects, and explains how
  these can be incorporated to help ensure successful ITS procurement.
• Objectives Include:
     – Explain why procuring intelligent transportation systems is different from
       traditional construction projects.
     – Describe the potential barriers that may arise from procuring intelligent
       transportation systems within the traditional construction-oriented
       environment.
     – Apply lessons learned to existing policies and procedures to achieve
       improvements in procuring ITS.
• LENGTH: 1 Day
• For more information: http://www.nhi.fhwa.dot.gov/137020.html


CVISN Planning Workshop                                   Session 7 - Procurement Planning   Procurement References
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                 Planning Page 7 - 61
                            ITS Software Acquisition Course
                           FHWA – National Highway Institute

    • DESCRIPTION: This seminar provides a general understanding of
      the many issues involved in the ITS software development and
      acquisition processes. It is focused specifically on ITS software
      issues.
    • Objectives Include:
          – Describe the intellectual property rights and how they must be
            considered.
          – Manage the procurement of ITS software.
          – Write an RFP for software procurement.
    • LENGTH: 2 Days
    • For more information: http://www.nhi.fhwa.dot.gov/137019.html




CVISN Planning Workshop                                   Session 7 - Procurement Planning   Procurement References
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                 Planning Page 7 - 62
             ITS Software Acquisition Guides and Course
                   Materials available on the Web
    • "The Road to Successful ITS Software Acquisition, Executive
      Summary”; July 1998 -- EDL Document # 4132
        http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/36s01!.pdf
    • "The Road to Successful ITS Software Acquisition Volume 1:
      Overview and Themes” ; July 1998 -- EDL Document # 4130
        http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/36q01!.pdf
    • "The Road to Successful ITS Software Acquisition Volume 2:
      Software Acquisition Process Reference Guide”; July
      1998 -- EDL Document # 4131
        http://www.itsdocs.fhwa.dot.gov/jpodocs/repts_te/36r01!.pdf
    • ITS Software Acquisition Course Materials:
        http://www.pcb.its.dot.gov/ITS_software.asp

CVISN Planning Workshop                                   Session 7 - Procurement Planning   Procurement References
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM                 Planning Page 7 - 63
               Breakout Instructions



CVISN Planning Workshop                                   Session 7 - Procurement Planning
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 64
                                                     Breakout Goals


   • Develop a draft procurement strategy.
   • Continue the Issues, Action Items, Decisions lists
     you’ll keep building throughout the workshop.




CVISN Planning Workshop                                   Session 7 - Procurement Planning              Breakout
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 65
                                      What inputs are needed?
                                      What outputs are created?

   • Inputs:
         – “Buy Lists” from previous breakouts


   • Outputs:
         – Draft Procurement Strategy
         – Procurement Strategy Worksheet
         – Issues, Action Items, Decisions




CVISN Planning Workshop                                   Session 7 - Procurement Planning              Breakout
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 66
                                                    Sample “Buy List”



                                                                                                  TECHNICAL
           PROCURE-                                                                   FUNDING               POTENTIAL
WBS                                     WHAT                   CATEGORY                           LEAD FOR            PROC NOTES
           MENT ITEM                                                                  SOURCE                 VENDORS
                                                                                                    REQTS

           Roadside         GUI & control to screen         Systems Integration                   Field Ops Bur
                                                                                                                Screening
5.4.5      Ops 1            on weight from WIM                                       State        - PD
                                                                                                                program
                                                                                                  Schindler
           Roadside         CVIEW interface, GUI & Systems Integration
                                                                                                  Field Ops Bur
           Ops 2            control to add carrier                                                              Screening
5.4.6                                                                    State                    - PD
                            snapshots to screening                                                              program
                                                                                                  Schindler
                            process
           Roadside         Add vehicle snapshots to Systems Integration                          Field Ops Bur
                                                                                                                Screening
5.4.7      Ops 3            screening process                            State                    - PD
                                                                                                                program
                                                                                                  Schindler




  CVISN Planning Workshop                                      Session 7 - Procurement Planning
  The Johns Hopkins University Applied Physics Laboratory           2/2/2011 5:02 PM                                Planning Page 7 - 67
                                                   Breakout Plan
                                                 60 minutes (1 of 3)

NOTE: We recognize that 60 minutes is not long enough to fully develop a
procurement strategy. This session is intended to give you a chance to chew on the
ideas presented, talk about procurement, and begin to use the recommended tools
for developing a procurement strategy.


Step 1. ~5 min. Assign roles and make sure that all decisions, action items, and
system change highlights will be recorded in your Action Plan, Decision Table, and
State System Change Summary.
Step 2. ~15 min. Discuss your plans for procurement.
As a result of thinking you’ve already done, and the work on the “Buy Lists” you made
in prior breakouts, you have started to formulate ideas about the kinds of procurement
activities you intend to undertake. Discuss the Procurement Strategy questions
(please see pages 7-65 to 7-66). Note your preliminary answer to each question.




CVISN Planning Workshop                                   Session 7 - Procurement Planning              Breakout
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 68
                                                   Breakout Plan
                                                 60 minutes (2 of 3)

 Step 3. ~25 min. Define individual procurement activities.
 In this step, you are going to use the Procurement Strategy Worksheet. On this
 worksheet, each row represents a “procurement activity.” Some examples of
 how you might group items from your “buy lists” into procurement activities are
 shown.
 To begin to put some specifics into your procurement strategy, begin to group the
 “buy items” you’ve identified into discrete procurement activities. It might be
 easiest to start with the “buy list” you think is most complete. As explained in the
 presentation (pages 7-21 to 7-33) there are several ways to group the items. The
 items in one procurement activity fall into one category.
 If you can, identify the contract type for each procurement activity. (see pages 7-
 34 to 7-45 in the presentation).
 To the extent possible, name the individual responsible for leading the
 procurement activity, and others who will be part of the procurement team.
 Note when the earliest item in the group is needed in the “Earliest Need Date”
 column.


CVISN Planning Workshop                                   Session 7 - Procurement Planning              Breakout
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 69
                                                   Breakout Plan
                                                 60 minutes (3 of 3)


Step 4. ~15 min. Summarize your strategy.
Using the Procurement Strategy template, summarize your thoughts about how
you are going to do procurement. Describe 3-5 major procurement actions you will
be taking.


NOTE: You should include the results of this breakout in your final presentation.
There is no “report back” session for this breakout.




CVISN Planning Workshop                                   Session 7 - Procurement Planning              Breakout
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 70
                                   Sample Presentation Outline



    • Draft Procurement Strategy
    • Procurement Strategy Worksheet
    • Issues, Action Items, Decisions




CVISN Planning Workshop                                   Session 7 - Procurement Planning              Breakout
The Johns Hopkins University Applied Physics Laboratory        2/2/2011 5:02 PM              Planning Page 7 - 71

				
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