THINKING THE PROJECT THROUGH

Before starting to write the SOW (or PWS), it is important to think through the entire project, from solicitation and contract award through contract performance, delivery, acceptance, and use. What is required to initiate and sustain the contract effort? What is going to happen once the contract product is delivered and accepted? What is the intended end use of your product? What should be put in the SOW to ensure that the product is usable? When acquiring IT systems or software, for example, consider system or software maintenance for at least the first year of operation.

Planning and preparation are possibly the most important steps in the SOW process. It is essential not to be rushed and to get experienced help when necessary.

One approach to this planning process is to review the requirement as though you were going to do the work in-house and had all the necessary resources. Identify the key activities or tasks, and any related subtasks, on the basis of how you would organize the effort. Then determine the essential requirements, such as quantity, quality, capability, and any other salient characteristics that must be in the finished product or completed service. You also need to determine what must be accomplished during contract performance to produce the required end product and identify problems that are likely to be encountered.

Consider what information you have and what you will need from the contractor to describe your requirement. Some of the needed information can be obtained from market research, RFIs, draft RFPs, or direct contact with potential contractors. In some instances, you may want to request specific information in the proposal preparation instructions. Finally, you should develop an outline of the technical requirements by task. This is the foundation for your SOW.

Scope the requirement to your actual needs, not to your anticipated budget. The scope should allow for sufficient effort to address all project issues. If it turns out that the requirement exceeds the budget, you have a sound basis for requesting additional funds or for revising your requirement to bring it in line with the budget. If you initially scope the project to the anticipated budget, budget shortfalls may preclude accomplishing all of your project goals.

It is essential to ensure that the effort can be performed as described. Do not ask a contractor to take on a requirement that will exceed its capabilities or capacity. Consider breaking large or complex requirements into smaller packages that can be performed in phases or awarded to multiple contractors. If it appears that significant subcontracting will be required, consider indicating which efforts must be performed by the contractor and which may be subcontracted.