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Presented by Representatives of the PCX Guild:Anastasiya Hernandez (NAB)Andrew MacInnes (MVN) Miki Fujitsubo (SPK)

17 November 2016

INDEPENDENT EXTERNAL PEER REVIEW (IEPR)

STANDARD OPERATING PROCEDURE (SOP) & TEMPLATE UPDATES

PCOP WEBINAR SERIES

1

BOTTOM LINE UP FRONT• 2011 IEPR SOP has been updated to reflect current laws

and policies• Templates developed to help PDTs and Planning Centers of

Expertise (PCX) IEPR Leads navigate the IEPR process• Documents now available on the PCoP website• Presentation will highlight noteworthy updates/changes that

affect PDT efforts• Today’s update will focus on: IEPR timeframe SOP updates Exclusion process and Agency Response

INTERACTIVE PRESENTATION!Use the annotation tools on the left side of your screen to participate.

3

IEPR EXPERIENCE4

I have been through the

IEPR Process on a study

I have served as a PCX

IEPR Lead

Check all the apply

5

1-3 Months

3-6 Months

6-9 Months

9-12 Months

12-18 Months

IEPR TIMEFRAME

Check one

6

IEPR Time Line

IEPR in the SMART PlanningTimeline

SMART PLANNING & IEPR TIMELINE

IEPR TIMELINE7

1 day• Project Development Team (PDT) contacts appropriate RMO (MSC, PCX, or RMC) to

request IEPR support. PCX assigns a Lead.

4 wks• IEPR Manager develops the IEPR performance work statement (PWS), independent

government estimate (IGE), charge questions, requested MIPR and submits to IWR

8 wks• IWR awards IEPR contract to Outside Eligible Organization (OEO) & issues Notice to

Proceed (NTP)

4wks• OEO identifies panel members and completes panel member subcontracts

7-10 wks

• OEO completes Final IEPR Report documenting the final Panel comments

8 wks• PDT develops responses to the IEPR Panel comments with OEO and Panel. OEO

finalizes the Comment/Response Record.

Varies• PDT prepares the written proposed USACE response to IEPR comments for processing

through the appropriate Regional Integration Team (RIT)

34 wks• Total timeline minimum

8

Cost of IEPR Contract (Federal Expense)

• Not to Exceed $500,000• Contracts range from $40,000-$200,000• Not included in the $3M under SMART Planning

Contracting Type I IEPR Review (Cost-shared Expense)

• Admin Fee: 3% of Contract Award• PCX IEPR Lead: ~$16,000• Subject Matter Expert (SME) Effort: ~$3,000 • Contracting Officer’s Rep (COR) Effort: ~$2,000

IEPR EXPENSES

THE STANDARD OPERATING PROCEDURES UPDATE

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IEPR SOP – REASONS FOR UPDATE• The original SOP needed updating due to: WRRDA 2014 and implementation guidance SMART Planning policies Greater need for consistency of deliverables Greater need for process clarification

IEPR SOP – UPDATE HIGHLIGHTS• Changes that reflect SMART

Planning Agency Decision Milestone

(ADM) & Civil Works Review Board (CWRB)

Report contents• Changes due to WRRDA 2014 Cost threshold increase Congressional and public

reporting requirements• Improved Exclusion process

description• Improved Agency Response

details

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IEPR SOP – IMPORTANT ACTIONS12

-Task 66-IEPR Appendix

-Task 7-RIT Coordination

-Task 20-IEPR Details

-Appendix E-Agency

Response

Updates perWRRDA 2014

Updates perSMART Planning

EXCLUSION PROCESS & AGENCY RESPONSE

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EXCLUSION PROCESS & AGENCY RESPONSE

14

I have been through the

IEPR Exclusion Process

I have participated in

the Agency Response Process

Check all the apply

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*IEPR SOP Reference: Appendix C: Type 1 IEPR Exclusion Request Process

LESSONS GAINED*:

1. Exclusion Requests start with the strategizing and drafting of the Review Plan with close coordination between the PDT, RMO, District, and MSC.

2. PDT needs to provide evidence to support their risk-informed decision to request an exclusion.

3. The IEPR Exclusion Panel (HQ) is the forum that manages the exclusion requests. The Panel is held on a regular as-needed basis.

4. The process timeline from District/MSC submittal to HQ for approval can be between 3 to 4 weeks.

IEPR EXCLUSIONS

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LESSONS GAINED*:

1. Take the time to prepare thorough Draft “Evaluator” Responses to provide a solid foundation for the Final Agency Responses.

2. Appendix E is just guidelines, check with your RIT before developing the Final Agency Responses for any updates or refinements to process. For recently approved Final Agency Response examples: http://www.usace.army.mil/Missions/Civil-Works/Project-Planning/Completed-Peer-Review-Reports/

3. Coordinate with your MSC and RIT early esp. if any Draft Responsesmight be sensitive or controversial in nature.

4. The Final Agency Response process may take 30 to 60 days.

*IEPR SOP Reference: Task #56 & #66 and Appendix E: Type 1 IEPR Agency Response Process

IEPR AGENCY RESPONSES

TEMPLATES

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TEMPLATES• Templates serve as a starting point for developing

important IEPR documentation• Templates were created to help PCX IEPR Leads create

and process the following: Performance Work Statement (PWS) Independent Government Estimate (IGE) Review Charge Questions Memos PDT Responses Needing Revisions Kick-Off Call Agenda (helpful for PDTs as well)

TEMPLATE EXAMPLES19

Use the Chat Box to share which templates will be most helpful to you

SOP & TEMPLATES POSTINGThe SOP and all Templates can be found on the

Planning Community Toolbox at:

https://planning.erdc.dren.mil/toolbox/current.cfm?Title=Peer%20Review&ThisPage=Peer&Side=No

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ReviewLink

IEPR

CONTACTS21

Flood Risk Management PCXDeputy Director: Eric Thaut (SPD)IEPR Lead: Miki Fujitsubo (SPK)

Ecosystem Restoration PCXOperating Director: Greg Miller (MVD)IEPR Lead: Andrew MacInnes (MVN)

Water Management & Reallocation Studies PCXTechnical Director: Cherilyn Plaxco (SWL)IEPR Lead: Cherilyn Plaxco (SWL)

Coastal Storm Risk Management PCXDeputy Director: Larry Cocchieri (NAD)IEPR Lead: Anastasiya Hernandez (NAB)

Inland Navigation PCXChief, Statistics & Review: Beth Cade (LRH)IEPR Lead: Justin Carlson (LRH)

Deep Draft Navigation PCXTechnical Director: Todd Nettles (SAM)IEPR Lead: Kim Otto (SAM)

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IEPR PWS Final IEPR Report

Comment/ Response

Record

Contract Award

Panel Member Selection

Agency Response

FUTURE TOPICS?

Check all the apply

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163163163

131132122

2396553

110135120

1129256

62102130

1025648

130120111

237237237

8011927

252174.59

Questions?Type questions in the chat box. We will answer as many as time allows.

This webinar will be posted to the Planning Community Toolbox: http://www.corpsplanning.us