Lessons Learned Capture Template

							                                                                                    February 2010

                         SEB Lessons Learned Template
Purpose of Lessons Learned: To capture the positives and negatives associated with an SEB
so that others may learn from their experience and apply that knowledge on future SEB’s

Introduction: Briefly describe the requirement.

Discuss the type of work, unique or special technical, regulatory, or schedule requirements/risks,
type of contract, what vehicle the work is transitioning from, security requirements of the work,
etc. This can normally be extracted from the Acquisition Plan and Section C. The intent is to give
the reader an idea of the nature of the procurement and the complexities associated with it so
the reader can determine how similar the procurement is to their current procurement.

Discuss the positive and negative aspects of the following:
1) Team Composition
   a) SSO
      i)   Experience
           Discuss the source selection experience of the SSO.
      ii) Availability
           Discuss the availability of the SSO to the SEB and how engaged the SSO was
           throughout the process.
   b) SEB
      i)   Structure
           Discuss the structure and roles of the SEB, its voting members, Advisors, and Ex-
           Officio members, including their core competencies.
      ii) Experience
           Discuss the experience level of the SEB and the impact on the process. Include
           voting members’ experience levels and the technical advisors’ experience levels.
      iii) SEB Membership
           Discuss the appropriateness and adequateness of the size, expertise, and make-up
           of the voting and non-voting membership. Include discussion of the SEB dynamics,
           collaboration, cooperation, and temperament, etc. during the evaluation, report
           writing, consensus, review, and discussions.
      iv) Project Office Participation
           Discuss the level of participation from the Project Office.
      v) Non Local Office Participation
           Discuss the level of participation from outside the local office.




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       vi)   Functional Area Coverage
             Discuss the adequacy of the functional areas covered by the SEB membership.
             Include discussion of technical advisors’ roles to the SEB. Did the technical advisors
             fill the gap if not all the functional areas were covered by the SEB membership?
             What was the process/mechanism to secure the technical advisors’ support? What
             would you do differently the next time?
      vii) Level of Participation
             Discuss the level of participation (full time or part time) by the SEB.
      viii) Management Support
             Discuss the level of management support for the SEB, including the availability of
             assistance, if requested by the SEB.
      ix) Changes to SEB Membership
             Discuss any changes which occurred to the SEB membership. Include the rationale
             for the changes, the timing of the changes, and how they were integrated into the
             procurement process.
2) Resources
   a) Space
      Discuss the adequacy and timely availability of office space for the SEB.
   b) IT and Telephone Equipment
      Discuss the availability and adequacy of IT and telephone equipment.
   c) Office Equipment (desk, chairs, fax, copier, scanner, shredder, etc.)
      Discuss the availability and adequacy of office equipment.
   d) Funding (travel and miscellaneous needs) and SEB Contractor Support
      Was funding specifically allocated to the SEB? If so, discuss the adequacy of the funding
      level and who controlled the funding? Were contractor support services utilized by the
      SEB? If so, what was the task, who provided the services, and how were they procured?
   e) SEB Travel
      Describe the amount of travel required by the SEB members. Discuss whether travel
      requirements impacted participation in the process? Describe any “virtual team”
      initiatives used.
   f) Administrative Support
      Discuss the availability, adequacy and timeliness of administrative, support.
   g) Support/Reference Documents
      Discuss the availability of support/reference documents and the process for obtaining,
      reviewing and providing the documents for offeror review (i.e., reading room, web site,
      FedBizOpps). Discuss document security procedures used (for Official Use Only, Export
      Controlled Information, or Classified Information).



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3) Training
   a) SEB
       Discuss whether or not SEB training was requested and subsequently provided by MA
       and GC. If the training was provided, was it timely? Was there anything that could have
       been emphasized more in the training?
   b) Ethics, Conflicts of Interest and Procurement Integrity
       Discuss whether or not local general counsel provided ethics, conflicts of interest and
       procurement integrity training to the SEB. Discuss any issues involving ethics, conflicts of
       interest or procurement integrity that arose during the procurement (without
       compromising the procurement).
   c) Other (Best Value Source Selection, Oral Presentations, etc.)
       Discuss whether or not any other procurement related training was provided to the SEB.
4) Technology
   a) Website
       Discuss the use of a dedicated website, and/or a general local office website.
   b) STRIPES
       Discuss the use of STRIPES.
5) Acquisition Planning
   a) Adequate Time Allotted
       Discuss whether there was adequate time allotted for the acquisition planning phase.
       Include discussion on getting Business Clearance Review of the acquisition strategy and
       acquisition plan, Procurement Strategy Panel (PSP) briefing
   b) Advanced Procurement Acquisition Team (APAT)
       Discuss any issues which arose. Include discussion on timeliness of the review and length
       of time needed to obtain approval.
   c) Initiated Early in Process
       Discuss whether or not acquisition planning was initiated early in the process. Were
       there any obstacles to starting earlier?
   d) Independent Cost Estimate (ICE)
       Discuss who developed the ICE, any issues which arose in its development, how confident
       the SEB was in the ICE, and any ideas for improving the quality of the ICE.
   e) Schedule
       Discuss the reasonableness of the schedule, any issues which impacted schedule and
       include any ideas for shortening the schedule.
   f) Market Research Strategies
       Sources sought, One-on-one meetings, Industry Day, Pre-Solicitation Conference, Draft
       RFP, etc. Discuss strategies used and how beneficial they were.



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    g) Stakeholder Input
        If stakeholder input was sought on the acquisition strategy, discuss who the stakeholders
        were, reason for the sought input, how beneficial it was and what the pros and cons
        were.
6) RFP
    a) Draft RFP
        If a draft RFP was utilized, discuss the basis for the decision to have a draft RFP,
        expectation from the draft RFP, and how beneficial it was.
    b) Issues Impacting RFP Development and Issuance (Workforce, Pension & Benefits,
        Lease(s), Use Permit, etc)
        Discuss any issues which impacted RFP development and issuance.
7) Pre-Proposal Conference
    Discuss any issues which arose. Include venue, logistics, size, equipment, coordination,
    security, etc. Include feedback from the offerors, if any.
8) Site Tour
    Discuss any issues which arose. Include location, logistics, size, equipment, script,
    coordination, security, etc. Include, if any, feedback from the offerors.
9) Proposal Issues
    a) Technical
        i) Page Limitation and Format
             Discuss the appropriateness of the page limitation, format, and volume of
             information.
        ii) Clarity of Instructions and Other Issues
             Discuss the clarity of the proposal preparation instructions, adequate time for
             proposal preparation, and any other issues regarding the technical proposal.
    b) Cost
        i) Clarity of Instructions
             Discuss the clarity of the proposal preparation instructions.
        ii) Appropriateness of Information Requested
             Discuss the appropriateness of the information requested.
10) Oral Presentations
    a) Appropriateness of Areas Covered and Key Personnel Participation, Logistics and
        Overall Benefit
        Discuss the appropriateness of the areas covered by oral presentations, and the level of
        participation by the Contractor’s proposed key personnel. Discuss how the SEB prepared
        for the Oral presentations. Discuss aspects regarding the logistics, tempo, conditions,
        and the benefit of conducting Orals.
    b) Length
        Discuss the amount of time allowed for oral presentations and how appropriate it was.
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    c) Sample Problem
        If a sample problem was utilized, discuss its use and any pros and cons. Discuss how the
        sample problem was evaluated – for content of response, interaction of team, or both?
11) Evaluation Issues
    a) Technical Evaluation Criteria
        Discuss the appropriateness of the evaluation criteria utilized, the weighting, evaluation
        standards, and which areas were meaningful discriminators and which were not.
    b) Technical Evaluation of Cost
        Discuss the challenges experienced in technical evaluation of cost, i.e., cost realism.
        Include discussion on adequate resources and expertise utilized for the review. Describe
        the overall experience of technical evaluation of cost.
    c) DCAA Reviews
        Discuss any issues involving DCAA reviews.
    d) Evaluation Results
        Discuss any issues which arose with the development of the SEB Report and the
        competitive range determination, and discussions (oral, written or both).
12) Source Selection
    Discuss any issues which arose with source selection including SSO briefing, selection
    statement and senior management briefing.
13) Contract Award
    Discuss any issues which arose with contract award. Include discussion of award rollout,
    FOCI process, congressional affairs notice, unsuccessful offeror letters, and any contractor
    OCI issues.
14) Debriefing
    Discuss how the SEB prepared and what went well and what didn’t during debriefings.
15) Overall SEB Process
    Provide an overall assessment of the SEB process.
16) Local Office Reviews
    Discuss any issues associated with reviews conducted by the local office.
17) HCA Involvement
    Discuss any issues associated with HCA involvement.
18) Business Clearance Review/Process
    Discuss any issues with the Business Clearance review or the Business Clearance process.
19) Reviews by Other Headquarters Offices (GC, HSS, Program, CFO, etc.)
    Discuss any issues associated with reviews by other headquarters offices.
20) Interfaces
    Discuss any issues associated with interfaces.
21) Suggestions
    Identify suggestions which could improve the process.

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