The routes for procurement and how to make it run smoothly
On Jan. 24, the U.S. Marine Corps released a memo indicating they would be placing a moratorium on the purchase of SCIFs. This memo indicated that there were issues with duplicated efforts as some units procured SCIFs and SAPFs. This memo brought the potential challenges with procuring facilities to the forefront of the conversation, and learning the best way to respond to these challenges can save years of delay and millions of dollars.
How The Procurement Process Works
When a program realizes they have the need for a SCIF, they need to contract the construction out before anything can get started. There are a few methods that agencies can go through in order to procure a facility:
Military Construction
Military construction, or MilCon, is the traditional way to go about procuring a SCIF. This is a multi-step process that begins with the program owners sending out a request for qualifications (RFQ), to which contractors will respond with proof that they have the capabilities to handle the project. After the potential contractors list is narrowed down, the program owners release the request for proposal (RFP), to which contractors respond with a more detailed bid about how they’d handle the project and what their budget would be. After a lengthy process, one of the contractors who responded with a proposal will be selected to construct the SCIF.
This is a lengthy process that can take anywhere from 1-3 years from beginning to end. It gives program owners the ability to choose from a variety of contractors and choose the most budget-friendly option, but the delay doesn’t work for all missions.
Contracting Vehicles
One way to expedite the process is by going through a contracting vehicle. There are a variety of these vehicles available, and they allow program owners to quickly award the contract to a company. Contracting vehicles are set up by the government with the intention of making the procurement process faster. Not all companies can be contracted this way, but it can be a great way to address a need for a mission to be operational more quickly. Some contract vehicles can be ready to begin construction within 1-2 months.
Direct Award
Direct award, also called “sole source,” is another way to speed along the procurement process. In direct award, the program owners need to get special justification to work outside the norm, showing they have a need to move quickly. They are then able to give the contract directly to a contractor. This can speed the process and also allow programs to work directly with companies they’ve had a prior positive experience with.
What to Consider in Procurement
Is Speed a Primary Concern?
If the mission needs to be operational as quickly as possible, this needs to be considered from the very beginning. Direct award and contracting vehicles are both ways that the long MilCon process can be skipped, which can save months or even years of time.
Can Multiple Parts of the Program be Unified?
SCIFs are an especially expensive facility to construct. The Marine memo mentions issues with duplicating capabilities, and this can be an expensive issue. Sometimes programs will be divided into different units performing separate functions that all contribute to the same mission. However, there are times where those functions can still operate under the same roof. Those different units may be separately tasked with procuring a space, so a program manager needs to work with all units to see if they can work under one space.
For example, maybe one unit only needs a container SCIF in order to operate and work on programming for a piece of equipment, while the other unit will need a large SCIF space to construct and house the physical portion of the equipment. If they operate separately, you may end up with two facilities when they could have easily both operated under one roof.
A big part of making SCIF procurement run smoothly is knowing the right questions to ask, whether that’s questions about the speediest path to procurement or how to know if a program can operate within one facility. At Adamo, our consultants can guide you through the process, ask the right questions, and ensure you meet all your program needs in the procurement process. Contact us today to learn how we can help you in every aspect of your SCIF process.
