1. 1 Statements of Work – Getting Them Right!!

2. 2 Today’s Agenda A.The Basics B. Sources of Information C. Scenario #1: Procurement is in the loop D. Scenario #2: Drop the SOW and run!! E. Using the RFP Process to avoid problems

3. 3 Today’s Agenda A. The Basics B. Sources of Information C. Scenario #1: Procurement is in the loop D. Scenario #2: Drop the SOW and run! E. Using the RFP Process to avoid problems

4. A. The Basics  What is a SOW?  What does it look like?  What goes into a SOW?  The simplest template  Measures of Excellence 4

5. What is a SOW? “a narrative description of products or services to be supplied under contract.” PMI Project Management Book of Knowledge 5

6. “…a description of the work requirement which describes the buyer’s requirements in performance terms” IEEE (Institute of Electrical and Electronics Engineers) http://www.ieee.org/membership_services/services/financial/contracts/statement_of_work.html 6

7. “… should specify in clear, understandable terms the work to be done in developing or producing the goods to be delivered or services to b e performed by a contractor…(and)…define all performance requirements for contractor effort…” NASA 7

8. Federal Acquisition Regulations (FAR) *37.602-1 Statements of work. Generally, statements of work shall define requirements in clear, concise language identifying specific work to be accomplished. Statements of work must be individually tailored to consider the period of performance, deliverable items, if any, and the desired degree of performance flexibility.. When preparing statements of work, agencies shall, to the maximum extent practicable— Describe the work in terms of "what" is to be the required output rather than either "how" the work is to be accomplished or the number of hours to be provided... (2) Enable assessment of work performance against measurable performance standards; (3) Rely on the use of measurable performance standards and financial incentives in a competitive environment to encourage competitors to develop and institute innovative and cost-effective methods of performing the work... 8

9. What does it look like? A Statement of Work should include the following: Introduction & Background References the original agreement containing legal terms and conditions. Objectives Provides well-defined statement of the results to be achieved in order for the work to be accomplished. Identifies quantifiable criteria that must be met for the work to be acceptable and accepted. Scope of Work States briefly what the scope of work does and does not cover Includes: -an outline of the extent of work -brief overview of the steps of the project -brief description of the methodology used -description of the location of the work or where work will be performed -price breakdown 9

10. What goes into a SOW?  List requirements/needs.  Describe all work elements.  Describe pertinent previous efforts.  Describe known risks.  Describe tasks in sequence.  Describe reporting requirements.  Describe schedules.  May be a requirement for a final report.  Describe work products.  Describe special considerations.  Describe need for formal meetings.  Describe any technical data requirements.  Describe the criteria for determining whether the requirements have been met.  Describe the type of deliverables and what a deliverable is. 10

11. The simplest template  Background and objectives  Description of work to be performed  Deliverables and specifications or performance standards  Schedule  Contractor responsibilities  Purchaser responsibilities  Acceptance criteria  Pricing & payment  Documents related to this SOW  Contract information 11

12. Measures of Excellence 12 Attributes of good SOW requirements  Complete: Completely defines the buyer's need to be satisfied  Consistent: Requirements do not conflict with each other  Correct: All requirements are known to be achievable  Clear: There is only one semantic interpretation  Traceable: There is a trail to the driving requirement's need  Modifiable: Any necessary change can be made completely and consistently  Verifiable: It is technically possible to prove the requirements have been satisfied  Implementation free: Free of design decisions, unless they are mandated constraints

13. THE PROBLEM a situation, person, or thing that needs attention and needs to be dealt with or solved botherbother, conundrum, difficulty, dilemma, dispute, doubt, enigma, issue, nuisance, poser, predicament, puzzle, quandary, question, riddle, rub, trouble, vexationconundrumdifficultydilemma disputedoubtenigmaissuenuisance poserpredicamentpuzzlequandary questionriddlerubtroublevexation 13

14. THE CHOICES 14

15. 15 Today’s Agenda A.The Basics B. Sources of Information C. Scenario #1: Procurement is in the loop D. Scenario #2: Drop the SOW and run!! E. Using the RFP Process to avoid problems

16. Associations 16 www.pmi.org

17. Project Management Institute 17

18. 18 https://www.ncmahq.org

19. Books 19

20. Search Engines www.google.com ‘statement of work’ 20

21. On-line Courses 21

22. Social Media  LinkedIn Groups Public procurement Project management 22

23. 23 Today’s Agenda A.The Basics B. Sauces of Information C. Scenario #1: Procurement is in the loop D. Scenario #2: Drop the SOW and run!! E. Using the RFP Process to avoid problems

24. Some Great Tools! 1.SOW Writing Guide (RFPSOLUTIONS) 2.SOW Guide (Arizona) 3.Template (Montana) 4.Instructions (California) 24

25. Document #1 25 http://www.rfpsolutions.ca/rfpportal/

26. SOW Writing Guide TABLE OF CONTENTS TITLE BACKGROUND OBJECTIVE  SW4.0 ESTIMATED VALUE  SW5.0 DEFINITIONS AND APPLICABLE DOCUMENTS  SW6.0 BUSINESS AND/OR TECHNICAL ENVIRONMENT  SW7.0 DESCRIPTION AND SCOPE OF WORK  SW8.0 DELIVERABLES  SW9.0 CONTRACTOR RESOURCE REQUIREMENTS & QUALIFICATIONS  SW10.0 APPROACH AND METHODOLOGY  SW11.0 PERFORMANCE STANDARDS AND QUALITY ASSURANCE  SW12.0 REPORTING AND COMMUNICATIONS  SW13.0 RISKS AND CONSTRAINTS  SW14.0 CONTRACTOR RESPONSIBILITIES  SW15.0 GOVERNMENT REPRESENTATIVE AND SUPPORT  SW16.0 LOCATION OF WORK AND TRAVEL  SW17.0 LANGUAGE OF WORK  SW18.0 SECURITY REQUIREMENTS  SW19.0 INTELLECTUAL PROPERTY/COPYRIGHT  SW20.0 GREEN PROCUREMENT AND SERVICES  SW21.0 COMMENCEMENT, DURATION AND AWARD  SW22.0 CONTRACTOR’S PROPOSAL  SW23.0 INSURANCE/WARRANTIES  ANNEX A TASK AUTHORIZATION/CALL-UP FORM  ANNEX B REPORT TEMPLATE/OTHER 26

27. Examples of Great Sections  27

28. Document #2 Guide to Preparing a Statement of Work State of Arizona, State Procurement Office https://asmi.az.gov/sites/default/files/documents/files/GUIDE%20TO%20P REPARING%20A%20SOW.pdf 28

29. Document #3 Statement of Work Template State of Montana http://sitsd.mt.gov/content/contract/docs/SOWtemplate.doc http://sitsd.mt.gov/content/contract/docs/SOWGuidelines.doc 29

30. Document #4 Instructions for preparing a statement of work (SOW) Dept. of General Services, State of California http://www.documents.dgs.ca.gov/pd/cmas/SOWMarch06-IM.pdf 30

31. 31 What have we learned???

32. 32 Thank you. Michael Asner 604/530-7881 michael@rfpmentor.com