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CHAPTER VIII: KEY TOPICS
PART B: PROCUREMENT PLANNING CONFERENCES (PPCs)
PN CONTROL
PM/IPT LDR ISSUES CONDUCT PPC PROG MANAGER POINT ISSUE COMMENCE PID
PPC ANNOUNCEMENT CONFERENCE PREP/COORD PPA PN NUMBER PREPARATION
NOTES: 1) Procurement Planning Conferences (PPCs) are used to conduct advanced planning for procurements
and Engineering Change Proposals (ECPs).
2) Program Managers (PMs) should allow two to three weeks from PPC announcement to Procurement
Planning Agreement (PPA) signature. Multiple meetings are often required.
3) Processing time for PPC events may vary, depending upon the nature/complexity of the required
procurement.
Purpose: Acquisition of naval aviation systems, equipment, software, and contractor support services by NAVAIR
is accomplished through the generation of procurement initiation documentation and subsequent award of
contracts. Such documentation may also be the result of an upgrade or modification to the system as reflected in
approved ECPs. Key in the development and timely award of quality contractual vehicles is the proper use of
advanced procurement/ obligation planning, accomplished through the conduct of PPCs. The PPC is a formal
procurement team meeting (or series of meetings) arranged and conducted by the PM in advance of procurement
initiation to: 1) identify and/or verify procurement team members; 2) establish a common procurement
requirements baseline; 3) establish mutual agreement on the appropriate procurement strategy; 4) acquaint
procurement team members with issues or technical tasks that must be resolved and/or accomplished prior to
release of the solicitation by AIR-2.0; and 5) establish a schedule for the preparation, review, and processing of
procurement documentation from PPC to contract award. The results of the PPC are documented in the form of a
procurement planning agreement (PPA), and approved by PPC principals. The approved PPA represents a
commitment by all parties, establishes accountability for all required actions, and serves as the PM's management
plan to monitor the progress of the procurement action. The key PPC events also serve as PM inputs to the
Program Manager's Information System (PMIS) used by the PEO, PM, and the program team members to track the
progress of the procurement and ECP actions that are equal to or greater than $1 million in value, per AIR-1.0
policy.
Source Documents: NAVAIRINST 4200.34A; NAVAIRINST 4200.37; NAVAIR PID Handbook; the
Management of the NAVAIR Acquisition Process Course (see Chapter I, Part D of this Guide), and NAVAIRINST
5420.42 (Program Manager's Information System).
Critical Prior Events: The PPC is the first event in the generation of a Procurement Initiation Document (PID).
Normally, the PPC should be held as soon as the procurement requirement has been identified, but not later than
the November/December timeframe two years prior to the projected FY obligation (to allow for sufficient
administrative lead-time). For example, for FY 1995 contract awards to occur in March 1995 (in acceptance of the
TEAM policy for obligations no later than the second quarter of the fiscal year), the PPC should have been held not
later than November/December 1993. Two related activities precede the PPC: 1) PM identification of the
procurement requirement (e.g., NAVCOMPT budget, MGFEL conference, POM, MNS, etc); and 2) initiation or
update of the Acquisition Plan (AP). PPC and AP efforts should be completed prior to PID initiation in January.
PPC Attendees: The PPC is called and scheduled by the cognizant PM. Attendance may vary from PPC to PPC
depending on the procurement, but generally involves cognizant NAVAIR offices directly involved in preparation,
review, and approval of the PID. For new procurements, the PPC will normally consist of: (1) PM (PPC
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