W.A.R. (Willing, Able, Ready):
An Interactive GAME Plan for
Procurement Writing
Breakout Session #B02:
John J. Wahl, Instructor of Contract Management, Defense
Acquisition University (DAU)
Jason Hamilton, Instructor of Information Technology, DAU
Date: December 12, 2016
Time: 2:45pm – 4:00pm
Speaker Introductions
John J. Wahl
Jason Hamilton
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Structure of this Talk
• Learning Objectives:
o Identify why writing a clear PWS matters
o Define the meaning of W.A.R.
o Recognize best practices in
writing a PWS.
o PWS questions to ask and
words to avoid
o A chance for Active Learning
-- GAME of W.A.R.
• Conclusions / Wrap Up / Web Resources
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LETS
BEGIN
WITH
HUMOR
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ITS ALL IN THE DEFINITION
• Performance Work Statement
(PWS) is a statement of work for
performance-based acquisitions
that describes the required results
in clear, specific and
objective terms with
measurable outcomes
(FAR 2.101)
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Why Write a Clear PWS?
• Enable offerors to clearly understand the requirements and
needs
• Allow offerors to more accurately cost or price their proposal
and submit higher quality technical proposals
• Provide a baseline for the development of other parts of the
solicitation, particularly the evaluation criteria, technical
proposal instructions and independent cost estimate
• Minimize the need for change orders
which can increase the cost or price
and delay completion
• Allow both the Government and
contractor to assess performance
• Reduce claims and disputes under
the contract
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Why Does Writing a Clear PWS Matter?
• Interest area of Congress, GAO, and Inspector General
• Emphasized by senior leadership
o “Improving Tradecraft in Acquisition of Services” continues
to be a focus of Under Secretary of Defense for Acquisition,
Technology, and Logistics (USD(AT&L))
Better Buying Power (BBP) 3.0 initiatives
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The Meaning of W.A.R.
• The Challenge is to gain the necessary personnel within the office
place that are Willing, Able and Ready to participate in writing a
well-written Performance Work Statement (PWS)
• WILLING – Subject Matter Experts (SME) committed to initiate,
plan and execute the procurement writing requirements
• ABLE – Ensuring the SMEs
possess the Knowledge, Skills
& Abilities with the capacity to
meet the time required in
Willing
Able
defining the PWS
• READY – Fully prepared SME’s
that possess the right mix of the
‘Willing’ and ‘Able’ characteristics
to writing a clear, concise and
Ready
unambiguous PWS
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Our Focus: Step Four
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An Active Learning GAME of W.A.R.
• Presenters will provide to participants a ‘well
written’ PWS less the title, scope and objective(s)
• Participants will be assigned to Action Learning
teams of 5 to 7 people and asked to accomplish the
three (3) foundation tasks within the allotted 20
minutes
• Determine a title heading to the PWS that expresses the
Work Statement
• Determine the PWS scope
• Define the objective(s) of the PWS
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An Active Learning GAME of W.A.R.
Five minute review the sample PWS. Can you determine an
appropriate title, scope and objective(s)?
• What did you get for a title heading to the PWS that expresses the
Work Statement?
• What do you think is the:
• PWS scope?
• Objective(s)?
• What are your impressions? Was the PWS clear?
• Can performance be measured?
• Assuming you have a complete section
L and M, do you believe the offeror could
develop a technical approach to meet the
need? How would you improve the PWS?
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PWS Best Practices
• Get Started by being the Chief of Questions
o What is needed / Who & When can provide?
• Commercial and / or industry-wide performance standards,
where available, are relied upon
• The marketplace and other stakeholders are provided the
opportunity to comment on draft performance
requirements and standards
The important thing is to not stop questioning… - Albert Einstein
o How do we measure success?
• Timeliness, Customer Satisfaction, Improved Response
Time, Quality, etc
If you can’t measure it,
• Define the work in measurable,
you can’t improve it Peter Drucker
mission-related terms
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PWS Best Practices
• Organization
oSet content in logical sequence
For every minute
oLimit each paragraph to a single concept spent organizing,
oNumber the task paragraphs to facilitate an hour is earned
- Unknown
organization and reference
• Sentences & Standards
oExplicit, measurable performance standards must be
included in the PWS to be considered performance based
oWrite in active voice that is
complete and direct
oUse short sentences
oMake implicit explicit
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Words Have Meaning
Keep Words Simple
Replace:
Utilize
Ameliorate
Modification
Deficiency
Preventative
Ensure
Should / Will / Would
With:
Use
Improve
Change
Lack
Prevent
Specifically state
what is required
Shall
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Words Have Meaning
Words & Phrases to Avoid
“To the satisfaction of the Contracting Officer”
“In the opinion of the Contracting Officer”
“Unless otherwise directed by the Contracting Officer”
“As applicable” or “as necessary”
“As directed” or “as required”
Too Subjective
“Assist” or “support”
“Etc” “Whether or not”
Generally avoid the term -- too vague
Avoid adding “or not” to “whether.”
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Words Have Meaning
Words & Phrases to Avoid
“Subject matter expert” generally is too vague; focus on
performance standards and expressly require prerequisites to
the required performance when appropriate (see FAR 39.104
regarding information technology services)
“In accordance with commercial practices" in lieu of citing a
commercial standard
Avoid citing of mandatory standards without justification
Words differently arranged have a different meaning, and meanings
differently arranged have different effects. – Blaise Pascal
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PWS Questions to Ask Yourself
• Is there sufficient detail in the PWS to enable cost estimates, and
identify labor and other resources required for each task? Will the
Offerors be able to prepare a sound technical and cost proposal?
• Are PWS standards clear for all parties to measure performance?
• Does the approach in the PWS give the contractor management
responsibility and can we hold them accountable for the end results?
Can we perform a meaningful evaluation of performance?
• Is the PWS too restrictive? Does it tell how to run their business instead
of defining outcomes?
• Does the PWS provide for corrective/
preventive action by the Contractor
in the event the product delivered
is non-conforming to the specified
product?
• Are all terms defined and used
consistently throughout, including
"industry-wide" terms?
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PWS Best Practices Example
• http://sam.dau.mil/Content.aspx?currentCo
ntentID=pws_soo
Watch the video (later)
for a discussion of the
key elements of a PWS
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Additional Training & Tools
www.acq.osd.mil/dpap/sa/training
_safipt.html
http://sam.dau.mil/
…and ARRT
(Acquisition Requirements
Roadmap Tool)
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Conclusions / Wrap Up / Resources
• Summary of Presentation Benefits
• Real World Best Practices to be Utilized
• Interactive Action Learning
• Web Resources / PWS tools to apply
back in the office
Questions?
• 7 Steps to Performance Based Acquisition:
https://www.acquisition.gov/seven_steps/
step4_pws-write.html
• PWS formation:
http://sam.dau.mil/Content.aspx?currentC
ontentID=pws_soo
• A Guidebook for Performance Based
Acquisition by OSD:
http://www.acq.osd.mil/dpap/Docs/pbsag
uide010201.pdf
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Contact
Information
John.Wahl@DAU.MIL
Jason.Hamilton@DAU.MIL