Attachment J003 Quarterly PMR Briefing Template.pptx
PPTX presentation 2 MB Posted
- Attached to
- SYSTEMS ENGINEERING & TECHNICAL INNOVATIVE SOLUTIONS (SETIS) PROCUREMENT Federal contract opportunity
- Solicitation number
- 693KA8-20-R-00002
About this file
This federal screening information request (SIR) solicits proposals for multiple indefinite delivery/indefinite quantity contracts for systems engineering and technical innovative solutions (SETIS) services. The Federal Aviation Administration (FAA) seeks qualified small and large businesses to provide a broad range of engineering, technical, programmatic, and aviation support services over a potential 10-year period of performance consisting of a 3-year base period and three 2-3 year option periods. Services include research, strategic planning, systems engineering, and financial and mission support activities to enable the FAA's National Airspace System and other aviation objectives. The solicitation requires that offerors register to access the SETIS landing site to submit proposals responding to requirements. Proposals are due February 21, 2020 for evaluation of past performance information, with the Phase II proposal due date to be announced later. The NAICS code is 541330.
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Text version
ANG Vendor Quarterly
SETIS Program Management Review
Last Revised: August 27, 2019 1200 Presented On: Month DD, YYYY Version 1.0
Title xx/xx/xxxx
Purpose The purpose of the Vendor Quarterly Program Management Reviews is to:
Validate the vendor’s quarterly contract and financial status against the Government’s status information.
Provide the Government with a projection and trend analysis of future performance.
Identify changes, issues, risks and mitigation plans that may impact future performance.
This slide specifies the overall purpose of the Vendor Quarterly Program Management Review.
xx/xx/xxxx
Agenda Contract Information POC Information New/Completed Task/Delivery Orders Contract Financial Summary Contract Staffing Summary Subcontractor Status Task/Delivery Order Information Task/Delivery Order Trend Summary Task/Delivery Order Quad Charts Process Improvements, Issues and Risks Backup Slides
The PMR will be comprised of four sections:
Contract level data Task/Delivery Order level data New Task/Delivery Orders Completed Task/Delivery Orders Task/Delivery Orders with Yellow or Red Status (not Green) Other Task/Delivery Orders where something of significant interest occurred during the Quarter Process Improvements/Suggestions Process Improvements by the Vendor Actionable Process Improvement suggestions for the Government Backup data Task/Delivery Order slides not briefed in section 2 above Additional backup material
Note: Include for all other Active Task/Delivery Orders, any Task/Delivery Order Quad Chart slides not briefed (all should be in Green status) in the Backup Slides section along with any additional material you deem appropriate.
Title xx/xx/xxxx
POC Information Primary Points of Contact Program Management and Key Personnel Changes Name Title Email Phone
Role TO. No Previous Staff New Staff Transition Date
Enter the primary Point of Contact information for the Vendor Program Manager and other key positions as appropriate.
Enter any Program Management and Key Personnel changes and the scheduled transition date in the bottom table
Title xx/xx/xxxx
New/Completed Task/Delivery Orders New Task/Delivery Orders Awarded This Quarter Task Orders Completed This Quarter Total No. of Active Task Orders at the End of the Quarter: XX TO No. Title Org Ceiling Amount Period of Performance
TO No. Title Org Ceiling Amount Total Invoiced Amount Funding Remaining
Enter new Task/Delivery Orders awarded this Quarter including TO Number, TO Title, Organization, Ceiling Amount awarded (including all options), and the full Period of Performance including Option periods.
Enter Task/Delivery Orders completed this Quarter including TO Number, TO Title, Organization, Ceiling Amount awarded, Total Invoiced Amount through end of the Quarter, and Funding Remaining.
Enter the Total number of active Task/Delivery Orders at the end of the Quarter.
Title xx/xx/xxxx
Contract Financial Summary Total Contract Total CPFF Awards Total T&M Awards Total FFP Awards Total Ceiling Awarded Total Funded Amount Available Ceiling Funding as % of total Funding Total Amount Invoiced Total Amount Paid Total Outstanding
| CPFF Labor | ||||||
| (Total Cum) | CPFF Total Travel (Cum) | CPFF Total ODC (Cum) | Total Facilities (Cum) | Total CPFF Costs Less Fee | Total Fee Invoiced | Total Actual CPFF Costs |
| T&M Labor | |
| (Total Cum) | T&M Travel |
| (Total Cum) | T&M ODC |
| (Total Cum) | Total Actual T&M Costs |
FPP Costs (Total Cum)
Enter the following financial information in the TOTAL CONTRACT table:
Total Ceiling Award (total ceiling award value of all awarded Task/Delivery Orders (including all options) from inception through the end of the Quarter) Total Funded Amount (total funding amount of all awarded Task/Delivery Orders from inception through the end of the Quarter) Unfunded Backlog (Unfunded Backlog = Total Ceiling Awarded – Total Funded Amount) Funding as % of Total Ceiling (Funding as % of Total Ceiling = Total Funded Amount / Total Ceiling Awarded) Total Amount Invoiced (total amount of all invoices from inception through the end of the Quarter) Total Amount Paid (total amount paid by the Government from inception through the end of the Quarter) Total Outstanding (Total Outstanding = Total Amount Invoiced – Total Amount Paid)
Enter the following financial information in the TOTAL CPFF AWARDS table:
CPFF Labor (Total Cum) – total labor costs inclusive of all indirect costs less fee for all awarded CPFF Task Orders from inception through the end of the Quarter CPFF Travel (Total Cum) – total travel costs inclusive of all indirect costs less fee for all awarded CPFF Task Orders from inception through the end of the Quarter CPFF ODC (Total Cum) – total ODC costs inclusive of all indirect costs less fee for all awarded CPFF Task Orders from inception through the end of the Quarter CPFF Facilities (Total Cum) – total facilities inclusive of all indirect costs less fee costs for all awarded CPFF Task Orders from inception through the end of the Quarter Total Actual CPFF Costs Less Fee = CPFF Labor (Total Cum) + CPFF Travel (Total Cum) + CPFF ODC (Total Cum) + CPFF Facilities (Total Cum) Total Fee Invoiced – total fee invoiced for all awarded CPFF Task Orders from inception through the end of the Quarter Total Actual CPFF Costs = Total Actual CPFF Costs Less Fee + Total Fee Invoiced
Enter the following financial information in the TOTAL T&M AWARDS table:
T&M Labor (Total Cum) – total labor costs inclusive of all indirect costs for all awarded T&M Task Orders from inception through the end of the Quarter T&M Travel (Total Cum) – total travel costs inclusive of all indirect costs for all awarded T&M Task Orders from inception through the end of the Quarter T&M ODC (Total Cum) – total ODC costs inclusive of all indirect costs for all awarded T&M Task Orders from inception through the end of the Quarter Total Actual T&M Costs Less Fee = T&M Labor (Total Cum) + T&M Travel (Total Cum) + T&M ODC (Total Cum)
Enter the following financial information in the TOTAL FFP AWARDS table:
FFP Costs (Total Cum) – total costs for all awarded FFP Task Orders from inception through the end of the Quarter
Note: If only one of these apply, please use that and delete the others
Title xx/xx/xxxx
Contract Financial Summary TO No. Status Total Ceiling Awarded Total Funded Awarded Total Invoiced Awarded Total Plan (from Inception) Total Actual (from Inception) % Var Projected Monthly Burn (next Qtr) Estimated Funding Completion Date
Enter information for every Task/Delivery Order awarded since inception.
For each Task/Delivery Order, enter the following information:
TO/DO Number Status (e.g., Active, Hold, Complete, Closed) Active: work is actively being conducted on the task order, the Period of Performance has not been reached and funding is available Hold: work has stopped due to lack of funding or Contracting Officer direction Complete: Period of Performance has expired or ceiling reached Closed: Task/Delivery Order has been closed via Task Order Modification Total Ceiling Awarded (including all options) Total Funding Amount (total amount of funding obligated through end Quarter) Total Invoiced Amount (total amount invoiced from inception through end Quarter) Total Plan (total costs planned to be incurred from inception through end Quarter) Total Actual (total costs actually incurred from inception through end Quarter) % Var (% Variance = [Total Plan – Total Actual] / Total Plan x 100) Projected Monthly Burn (project average monthly burn rate for next Quarter) Estimated Funding Depletion Date (estimated date when total funding obligated will be reached)
Title xx/xx/xxxx
Contract Staffing Summary Trends / Comments Recently awarded TO/DOs have more technical positions (e.g., Systems Eng., Engineers, etc.)
Labor market becoming tighter for technical staff positions HF Specialist positions difficult to staff
STAFFED LABOR CATEGORIES
(CPFF and T&M TO/DOs only)
STAFFING SUMMARY
(CPFF and T&M TO/DOs only)
Note: only include Task/Delivery Orders with contract type of Cost Plus Fixed Fee Level of Effort (CPFF LOE) or T&M in this slide.
Provide a chart depicting the following staffing summary data at the end of the Quarter:
Total number of awarded positions across all Task/Delivery Orders Total number of positions staffed this Quarter across all Task/Delivery Orders active during the Quarter Total number of FTE’s this Quarter across all Task/Delivery Orders (For SETIS use 1,880 hours per CO guidance) averaged across the Quarter (e.g. Total Hours delivered this Quarter / 1,880 / 4). Note this calculation should include compensated hours only.
Total number of Key Positions awarded across all Task/Delivery Orders active during the Quarter Total number of Key Positions staffed this Quarter across all Task/Delivery Orders active during the Quarter
Provide a chart depicting the Labor Category Mix of all staffed positions across all Task/Delivery Orders at the end of the Quarter. The labor categories listed should match the J005 Labor Category definition list.
For the Staffed Positions column, a position is considered staffed on an awarded Task/Delivery Order if 1) a resume is approved by the Contracting Officer.
For the Key Positions Staffed column, a position is considered staffed on an awarded Task Order if a resume is approved by the Contracting Officer.
Note for Staffed Positions and Key Positions Staffed, the person may or may not have charged any hours during the Quarter depending on the Task Order work plan.
For the Awarded Positions and Key Positions Awarded columns, in situations where a Task Order has a position that exceeds the vendor’s annual hours standard, then calculate the number of positions (rounded up) using the vendor’s annual hours standard. For example, 6,000 hours for a Systems Engineer (Level 5) is awarded on a Task Order. The vendor’s annual hours standard is 1,920; therefore, for the Awarded Positions and Key Positions Awarded columns 4 positions should be used.
Annotate any trends or comments as appropriate
Title xx/xx/xxxx
Awarded positions Staffed positions FTEs Key positions awarded Key positions staffed 150 145 110 60 55 Subcontractor Status
| Subcontractor Team: | New Additions this Quarter: | ||||
| Company A | Company K | Company U | Company XYZ | ||
| Company B | Company L | Company V | Company 123 | ||
| Company C | Company M | Company W | |||
| Company D | Company N | Company X | |||
| Company E | Company O | Company Y | |||
| Company F | Company P | Company Z | |||
| Company G | Company Q | ||||
| Company H | Company R | ||||
| Company I | Company S | ||||
| Company J | Company T |
Note: bold text indicates active subs, blue text indicates subs that have been used in the past.
Total Subcontractor Labor $s Invoiced* from Inception through End of Quarter (excluding similarly situated entities) $252,000.00
| Total Labor $s Invoiced* from Inception through End of Quarter | $504,000.00 | |
| *Note Total and Subcontractor Labor $s Invoiced are inclusive of all indirects |
Subcontracting Percentage (excluding similarly situated entities) 50.00%
| Direct Sub $s Invoiced | Prime Indirect 1 $s | Prime Indirect 2 $s | Prime Indirect 3 $s | Total Sub $s Invoiced | % of Total $s Invoiced | Large Business Goal | |
| LB | $240,000 | $4,800 | $7,200 | $0 | $252,000 | 50.00% | |
| SB | $70,000 | $1,400 | $2,100 | $0 | $73,500 | 14.58% | 20% |
| SDB | $30,000 | $600 | $900 | $0 | $31,500 | 6.25% | 5% |
| WOSB | $60,000 | $1,200 | $1,800 | $0 | $63,000 | 12.50% | 10% |
| SDVOSB | $80,000 | $1,600 | $2,400 | $0 | $84,000 | 16.67% | 15% |
| Grand Totals | $480,000.00 | $9,600.00 | $14,400.00 | $0.00 | $504,000.00 |
Enter your entire Subcontractor Team and any New Additions this Quarter at the top of the slide. Please highlight in bold text the subcontractors that are on active task/delivery orders. Please highlight in blue text the subcontractors that have been used, but are not on active TO/DOs.
Note: Use the XX_Sub_Data_PMR.xls spreadsheet to complete the table at the bottom of this slide.
Enter the Total Subcontractor Labor Dollars Invoiced from Inception through End of Latest Quarter (excluding similarly situated entities) for all awarded task orders. This value excludes subcontractor labor dollars invoiced by similarly situated entities. A similarly situated entity is defined as a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award; and is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform.
Enter the Total Labor Dollars Invoiced from Inception through End of Latest Quarter for all awarded task orders.
Calculate the Subcontracting Percentage as Total Subcontractor Labor Dollars Invoiced from Inception through End of Latest Quarter divided by the Total Labor Dollars Invoiced from Inception through End of Latest Quarter. Note this percentage excludes labor dollars invoiced by similarly situated entities.
Select the appropriate Business Category for each Subcontractor:
Large Business (LB) Small Business (SB) Small Disadvantaged Business (SDB) Woman-Owned Small Business (WOSB) Service-Disabled Veteran-Owned Small Business (SDVOSB)
Enter the Direct Subcontractor Invoiced Dollars and Prime Indirect Dollars (note three separate indirect categories may be used).
Enter your Goal for each Business category.
For T&M contracts use the fully burdened rate.
Note: If you are a small business, you do not need the bottom chart and it should be deleted.
Task/Delivery Order Trend Summary
Trend Arrow Legend Improved compared with previous Quarter Same rating as previous Quarter Declined compared with previous Quarter
| Color | Cost | Schedule | Technical |
| Green | No additional funding required next Quarter |
AND
Actual Costs this Quarter <= Quarterly Spend Plan
AND
| EAC <= Exercised Ceiling | All milestones and deliverables satisfactorily completed and delivered on schedule | No corrective actions required this Quarter |
| Yellow | Funding required next Quarter |
OR
Actual Costs this Quarter is above Quarterly Spend Plan by no more than 5%
OR
| EAC is above Exercised Ceiling by no more than 5% | Schedule variance in this Quarter projected to result in a late milestone or deliverable in subsequent Quarter | Minor corrective actions required this Quarter |
| Red | Funding depleted at the end of the Quarter |
OR
Actual Costs this Quarter > 5% above Quarterly Spend Plan
OR
EAC > 5% above Exercised Ceiling Actual late milestone or deliverable in this Quarter Significant corrective actions or rejected deliverable this Quarter
Note: if an area satisfies two separate ratings, e.g., 1) Yellow and Green rating, or 2) Yellow and Red rating, or 3) Red and Green rating, then the lower rating is entered (i.e., 1) Yellow, 2) Red and 3) Red respectively). For example, a Task/Delivery Order with no additional funding required next Quarter (Green) but with an EAC > 5% (Red), then the rating for the Cost area is Red.
Enter the Trend Arrow comparing this Quarter’s rating to the previous Quarter. If the rating improved (i.e., Red to Yellow, Red to Green, or Yellow to Green), then select the up arrow. If the rating declined (i.e., Green to Yellow, Green to Red, or Yellow to Red), then select the down arrow. Otherwise if the rating stayed the same, then select the horizontal line. For example, last Quarter’s Cost rating was Yellow and this Quarter’s Cost rating is Green, then select the up arrow next to the Green Cost rating for this Quarter.
EAC is Estimate at Completion and denotes the forecasted total cost when all currently awarded scope is completed.
Exercised Ceiling is the total dollars and hours exercised by the Government for this Task/Delivery Order. For example, in the second year of a Task Order with a one year Base period and four one year options, the Exercised Ceiling is equal to the ceiling dollars and hours in the Base period plus the ceiling dollars and hours in Option Year 1.
For the Technical rating, the vendor should categorize between minor corrective actions and significant corrective actions in accordance with the customer’s perspective.
Task/Delivery Order XX Summary
TO No.: TO 19 Title: Enter Title of Task Order Organization: Office of Advanced Concepts & Technology Development (ANG-C) TC/COR: James Smith / Paul Fluellen Location: AC / DC Ceiling Award Value: ($ and Hrs): $3,000,000 / 30,000 hrs Exercised Ceiling ($ and Hrs): $1,200,000 / 12,000 hrs Funded Level: $1,100,000 Base Period: October 1, 2011 – March 31, 2012 Option Period(s): April 1, 2012 – September 30, 2012 Contract type: CPFF, FFP, T&M, or Hybrid (e.g., FFP and CR) FTE Level (previous Qtr) (x,xxx standard): 3.2 Subcontracting % (excluding similarly situated entities): 50% Subcontractors: Digital Inc.
Causes and Recovery Plans: Enter cause(s) of Cost/Schedule/Technical area rating of Yellow or Red and recovery plan(s) underway to remedy
Achievements: Enter any significant Achievement accomplished during the Quarter
Issues, Risks and Mitigations: Enter any issues, risks and mitigations that may impact Task Order performance
| KEY/MAJOR DELIVERABLE | DUE DATE | ACTUAL DATE |
| July Monthly status Report | 7/15/12 | 7/15/12 |
| August Monthly Status Report | 8/15/12 | 8/15/12 |
| September Monthly Status Report | 9/15/12 | 9/15/12 |
| Draft Concept of Operations | 9/1/12 | 9/12/12 |
| Revised Integrated Master Schedule | 9/30/12 | 9/30/12 |
Exercised Ceiling
BASE PERIOD
OPTION PERIOD 1
Funded Level
Ceiling Award Value is the total dollars and hours awarded if the Base and all Option periods are exercised. Note the Ceiling Award Value should match the Total Ceiling Awarded on slide 7.
Exercised Ceiling is the total dollars and hours exercised by the Government for this Task/Delivery Order. For example, in the second year of a Task Order with a one year Base period and four one year options, the Exercised Ceiling is equal to the ceiling dollars and hours in the Base period plus the ceiling dollars and hours in Option Year 1. Note the Exercised Ceiling may differ from the Ceiling Award Value above.
Funded Level is the total dollars obligated for this Task/Delivery Order.
Max Actual Headcount (previous Qtr) is the maximum number of people who worked on this task order at any time during the previous Quarter (i.e., maximum actual headcount at any given point in time during the previous Quarter).
FTE Level (previous Qtr) is the total number of hours expended in the previous Quarter divided by the vendor’s annual hours standard divided by four. In addition, enter your company’s annual hours standard (for SETIS use 1,880 standard). Note this calculation should include compensated hours only.
Subcontracting Percentage is the Total Subcontractor Labor Dollars Invoiced from Inception through End of Latest Quarter on this TO (excluding similarly situated entities) divided by the Total Labor Dollars Invoiced from Inception through End of Latest Quarter on this TO. The Subcontracting Percentage identified above is for this specific TO only. A similarly situated entity is defined as a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award; and is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform.
Subcontractors is the list of subcontractors who work on this TO. Please highlight in bold text the subcontractors that are actively working on this TO. Please highlight in blue text the subcontractors that have been used, but are not actively working on this TO.
Financial Summary Chart guidance:
The period shown is from the Task/Delivery Order start date through the period exercised. For example, in the second year of a Task/Delivery Order with a one year Base period and four one year options, the period shown is the start of the Task/Delivery Order in the Base period through the end of the second year (only Option Year 1 has been exercised).
Display a dashed line between the Base Period and first Option Period in addition to between subsequent Option Periods (e.g., between Option Year 1 and Option Year 2).
Display a solid line denoting the Exercised Ceiling, the Funding Level, and the Planned and Actual cumulative cost from inception through the end of the Quarter.
Deliverable Table guidance: Display only those key/major deliverables that were due or completed during the Quarter
Note: Use Backup Slides for additional information if required.
Process Improvements, Risks and Issues Process Improvements, R Vendor Process Improvements this Quarter:
List vendor process improvements here Additional vendor process improvements may be listed here Additional vendor process improvements may be listed here
Suggested Process Improvements for the Government:
List suggested process improvements for the Government to consider here Additional suggested process improvements may be listed here Additional vendor process improvements may be listed here
Program Issues / Risks List Program level Issue/Risk here Additional Program level Issue/Risk may be listed here Additional Program level Issue/Risk may be listed here
The purpose of this slide is to provide the vendor with an opportunity to highlight process improvements made this Quarter as well as a forum to suggest process improvements for the Government to consider.
Suggested process improvements should be actionable and quantifiable. You may include any supporting data or performance metrics to highlight the scope of the problem encountered.
Enter any Program level issues or risks that you have identified.
Title xx/xx/xxxx
Backup Slides Process Improvements, R
Note: Include for all other Active Task/Delivery Orders, any Task/Delivery Order Quad Chart slides not briefed (all should be in Green status) in the Backup Slides section along with any additional material you deem appropriate.
xx/xx/xxxx
Directorate Name Division (ANG-XX) Branch (ANG-XXX) Closing
Prepared By Contact for Questions xx/xx/xxxx oleObject1.bin image3.png image4.emf image5.png image6.png image1.png image2.png
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