Operating Model and Process

The BUYSMARTER Operating Model is agency led, driven, and executed. It is centered around an ESC, composed of HCAs from HHS agencies and other stakeholders, that steers the Department’s acquisition activity. Collectively, as part of focused groups of acquisition and mission experts called Category Collaboratives, agencies walk through a structured sequence of activities, including requirements gathering, data analysis, and contract solicitation, to arrive at the most appropriate and cost-effective outcome for the Department. BUYSMARTER uses the latest machine learning and AI technology to make buying decisions based on current and accurate data and innovative end-to-end acquisition processes.

The figure below outlines the steps and sequence of the BUYSMARTER operating model and process.

Figure 1: BUYSMARTER Operating Model and Process

A step-by-step diagram of the BUYSMARTER Operating Model process. To the right of the diagram states the Lean Procurement Model (5 R's): The Right Supplies, In the Right Quantities, At the Right Place, At the Right Time, At the Right Cost. To the left starts the steps. Step 1: The Executive Steering Committee. The Executive Steering Committee (ESC), comprised of representatives from each HHS agency, is the primary decision-making body for the BUYSMARTER program and sets the overall strategy. An image of seven circles with the agencies: OCIO, OMB, Vendor Mgmt. Office, GSA, OpDiv, OA Cat Mgmt. Office, Other, and S1 in each, and one alternate colored circle with COVID-19 falling into an Office of Acquisitions Working Group funnel. An icon of a circle and gears with people around the gears. An arrow pointing to. Step 2: MISSION NEEDS & CONTRACT/ PURCHASE HISTORY ASSESSMENT. An icon of a brain with nodes. Agency missions needs drive BUYSMARTER strategies + Full Contract Scan AI tools ingest HHS-wide contract data and uncover common purchase data and price variances. An arrow pointing to. Step 3: CONTRACT ROADMAP. An icon of a box truck. Combine mission needs and historical contract data to identify and sequence contracting activity/categories. An arrow pointing to. Step 4: CATEGORY COLLABORATIVES AND PROGRAM SUPPORT CENTER. An icon of three people. Organize groups around GSA categories. Comprised of SMEs from each agency. Category A Collaborative, Category B Collaborative, and eight ‘n’ Collaborative leading to Medical Supplies Category Collaborative with New Contract, Reduced Contract Duplication, Tier 2, 3 (BIC) underneath/ Professional Services Category Collaboratives with New Contract, Reduced Contract Duplication, Tier 2, 3 (BIC) underneath; and Category Collaboratives with New Contract, Reduced Contract Duplication, Tier 2, 3 (BIC) underneath. An cion of a hexagon with a gear in the middle. An arrow pointing to. Step 5: REQUIREMENTS DEFINITION. An icon of a clipboard. Category Collaboratives define key requirements for targeted acquisitions: Cost, Quality, Outcomes, Features, Distribution, Logical Unit Size, T&Cs, and Future Innovations. An arrow pointing to. Step 6: COST/OUTCOME DATA ANALYTICS. An icon of a brain with nodes. Using AI, HHS contracting teams assemble cost and quality data around identified goods or services. An arrow pointing to. Step 7: CONTRACT VEHICLE/RFP. An icon of a document with a check mar. Procurement offices select contract vehicle to accommodate mission needs. Posts RFP with clear direction on BUYSMARTER process. An arrow pointing to. Step 8: CONDUCT CONTRACT RECOMMENDATION EVENT. An icon of report on a screen with one thumb up and one thumb down. Source Selection Committee, with support from Category Collaboratives, convene for oral presentations from best-qualified vendors and make selection recommendations to contracting officer. An arrow point to. Step 9: SPECIALIZED CONTRACT ADMINISTRATION OR E-COMMERCE ORDERING PLATFORM. An icon of a computer screen. Awarded product/service loaded onto e-commerce platform. User friendly, P-card friendly, Direct order/ship, Tracks usage, and Data analytics. An arrow pointing to. Step 10: CONTRACT OVERSIGHT. An icon of a monitor and a piece of paper with a magnifying glass. Collect and analyze BUYSMARTER participating organizations’ contract and purchasing activity. An arrow pointing back to Step 4 with Expedited Process in the middle of two circular arrows and BUYSMARTER will design an expedited acquisition process to help HHS deliver the mission during crisis situations.

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