Why is a good Performance Work Statement (PWS) so important? Because a written contract is a legally binding agreement between two parties and a PWS provides the non-Government party with the specific Government expectations. Vague requirements, lack of clarity, and inconsistencies create havoc during source selection and contract administration.
So how do you write a good PWS? First, you must understand what a PWS is not. A PWS does not state how something is to be done, only what is to be done. A PWS allows a contractor maximum flexibility to accomplish the task in a way they have determined to be most advantageous.
A good PWS begins with an analysis. What exactly is it you are buying? What are the expected outcomes? How do you know when you get what you are paying for? These questions need to be clearly defined and answered in order to have a good PWS. To start, begin with a collaborative process between the contracting office and the requiring office. The contracting office knows contracting and the requiring office knows the requirements. One cannot be successful without the help and insight from the other. It is also important to involve all stakeholders – including your finance and legal offices. It is better to have input in the planning process than to find out later during source selection or post-award activities that something was overlooked or incorrect.
A well written PWS is clear, specific, objective and complete and helps contractors prepare a good proposal that meets the Government’s needs. It enhances competition and enables the Government to more effectively evaluate proposals. A well written PWS will set the standard and be the determining factor of whether a contractor is performing successfully. When disputes arise, the PWS will, typically, be the first place the parties will look to resolve their differences.
A well written PWS needs to flow logically and each paragraph should have a single – or only a few closely related – concepts. Instead of bullets, each task should be numbered to make it easier to reference. If the PWS is large, it should also include a table of contents, as well as a list of acronyms. Although acronyms should be spelled out the first time, industry will usually parse out the PWS to different people and not everyone will have the acronym spelled out. Having a separate acronym list will make it easier for industry.
Sentences in a PWS should be clear, concise and simple. Each sentence should only contain a single concept and should not be a laundry list of items. Sentences should be written using an active voice. If you say something will (or shall) be done, make sure you say by whom!
It is important to avoid ambiguities such as “and/or”, “as directed/as required”, “etc.”. Is it “and” or is it “or”? “As directed/as required” is vague and can connotate personal services. “Etc.” is also vague and can be easily misinterpreted Remember, any ambiguities are held against the drafter of the document.
Finally, make sure you proof read your PWS and crosswalk it to other parts of the RFP, as well as, the entire PWS. Ensure you use spell check. Double check your citations (e.g., FAR references). If you used a template or sample, make sure the language is applicable and inclusive of what your needs are. Just because it was approved last time doesn’t mean it was right. Always keep in mind, the better the PWS, the better the proposal. The better the proposal, the better the contract will be.
This blog post was written by guest author Stacey Coolican.