70RSAT25RFI000036 - RFI - ORA - 20241002.pdf

PIID: 70RSAT25RFI000036

REQUEST FOR INFORMATION

Title: Portfolio Management Support Services, Operations and Requirements Analysis Division

NOTE: THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and market research planning purposes. This RFI shall not be construed as an obligation on the part of the Government. This is NOT a Request for Quotations or Proposals. No solicitation document exists, and the Government may or may not issue a formal solicitation as a result of the responses received to this RFI.

The Government will not pay for any response or demonstration expenses. All costs incurred responding to this RFI will be solely at the interested party's expense. Failure to respond to this RFI will not preclude participation in any future solicitation. Any information received will become the property of the Government and will not be returned to the submitter. Interested parties are responsible for adequately marking proprietary or sensitive information.

The Government’s explicit intent, in this request for information, is to not receive from respondents any proprietary data, trade secrets, business sensitive information, or information considered CONFIDENTIAL under 18 U.S.C. §1905. The Government’s constraint does not in any way relieve contractors from their responsibility to properly mark proprietary data when it is provided, nor does it alleviate any requirement for the Government to protect marked data. The Government is not obligated to protect unmarked data.

The information provided in this RFI is subject to change and is not binding on the Government. All submissions become the property of the Federal Government and will not be returned.

DESCRIPTION

The Department of Homeland Security (DHS) Science and Technology Directorate (S&T), Operations & Requirements Analysis (ORA) Division leads the engagement with DHS Operational Components, DHS Support Components, Headquarters (HQ) Offices, and state, local, tribal, and territorial First Responders (referred to Components or Component partners) by providing portfolio management over Research, Development, Test, and Evaluation (RDT&E) Needs, RDT&E Need refinement, and Innovation, Research, and Development Coordination (IRDC).

Portfolio Managers (PfMs) within ORA are responsible for Department wide Homeland Security Enterprise (HSE) engagement and ensuring work performed by S&T is aligned with Component priorities throughout the RDT&E Lifecycle. PfMs facilitate S&T’s Component-focused Integrated Product Teams (IPTs). The IPT process is used to identify Component-specific RDT&E Needs, and priorities. The IPT process informs S&T’s planning, programming, budgeting, and execution (PPBE) process, and is used to facilitate engagements and coordination with Components throughout the entire R&D lifecycle.

ORA is also responsible for managing the DHS Innovation, Research, and Development Coordination (IRDC) Process to identify, understand, and improve synchronization of cross-cutting DHS IR&D Needs across the enterprise; improve information-sharing across R&D and acquisition stakeholders; and increase transparency, traceability, unity of effort, and value added to DHS-wide IRD activities.

Under S&T’s R&D Operating Model Blueprint, the PfM team has a critical role of ensuring Component RDT&E needs flow efficiently through the lifecycle of S&T’s R&D Business Process Flow (BPF) beginning from the identification and collection of our Component partner’s prioritized RDT&E needs to the transition of capabilities to Component end-users.

Portfolio Management functions and technical analysis support to S&T’s IPTs is critical to aid the PfM Teams by ensuring outputs remain aligned with the DHS Planning, Programming, Budgeting, and Execution (PPBE) process while supporting innovation, research & development of capabilities for Component partners. This includes continuous analysis of the DHS Innovation, Research, and Development Coordination (IRDC) Process to identify, understand, and improve synchronization of cross-cutting DHS IR&D Needs across the enterprise. Supporting PfMs and IRDC Teams with fast-paced analysis and response to inquiries which are focused on data mining, developing, and delivering reports, assessments, documents, and recommended plans addresses the mission needs, capabilities, and technology enhancements which are identified and prioritized by our Component partners.

Programmatic support shall be standardized, defensible, and include repeatable processes that support enhanced decision making within DHS S&T. Ultimately, the support provided will assist PfMs and Component partners, with strategic investment decisions, improve information-sharing across R&D and acquisition stakeholders; and increase transparency, traceability, unity of effort, and value added to DHS-wide IRD activities. Outcomes include improved mission performance and responsiveness to identified Component RDT&E priorities.

The Government is seeking Industry feedback on this proposed approach, as well as suggestions and advice on alternative approaches or solutions, along with capable sources.

PURPOSE OF THIS RFI

The purposes of this RFI are:

1) To gain an understanding of Industry’s view of optimum approaches for providing support services to Portfolio Manager(s) at ORA.

2) Obtain feedback on the proposed approach for portfolio management support services described in this RFI.

3) Obtain feedback on proposed costing structure as described in the RFI.

INFORMATION REQUEST

Interested parties should submit responses addressing one or more of the following areas:

1. Contract Type: DHS is contemplating a single award contract consisting of a one-year base period and four option years.

a. Please describe your capacity to deliver the required support services as outlined below,

b. Please describe the recommended contract type (e.g., Labor Hour (LH), Time and Material

(T&M), Firm Fixed Price (FFP), or Hybrid) that would be most effective for acquiring the required services and briefly explain why.

2. Required Technical Expertise: ORA requires a mix of technical skills in the functional areas of administration, portfolio/program/project management, technical writing, graphics design, and strategic communications and outreach to accomplish its mission.

a. Describe your capability to provide personnel with the technical skills, knowledge, and experience in the functional areas described within section 3 below in this RFI.

b. Describe the approach for building and maintaining sufficient resources in these areas.

c. Are the mix of skills the Government describes above technically feasible? If not, provide a brief explanation.

d. Do you consider the Government’s preference for staff expertise and structure to be financially feasible? Why or why not? Please provide a detailed explanation.

3. Staffing Approach: DHS envisions the ORA portfolio management support services would consist as follow:

Portfolio Management Branch Direct Support (Key Personnel) (1 FTE)

The Portfolio Management Branch within ORA contains all S&T Portfolio Managers. PfMs have the primary responsibility and accountability for Component engagement to ensure effectiveness of S&T support to the DHS mission. The PfM Branch is managed by a Branch chief, and the SETA shall provide support and assistance in the following areas:

• Provide advice, guidance, consultation, and coordination to PfM Branch Chief and the PfMs on IPT, PPBE, and BPF processes; responses to data calls; coordination and collaboration with S&T matrix partners; and other PfM business.

• Communicate and facilitate data calls and compile inputs for reporting purposes, such as Executive Secretary (“Exec Sec”) taskers or other data calls. Coordinate reviews and approvals of products from the PfM Branch Chief or other designated S&T leadership. Coordinate PfM inputs for S&T’s PPBE process, the IPT process, or other business processes.

• Review, input, extract, or summarize data from S&T business tools such as S&T Analytical Tracking System (STATS), BPF Tracker, or other enterprise systems. Assist in producing and reviewing meeting minutes, highlights, reports, procedures, plans and strategies; also assist in developing templates for such products.

• Help the PfM Branch Chief to facilitate branch meetings and maintain agendas.

• Schedule events or facilitate information exchanges with PfMs and others, including S&T matrix partners or parties external to S&T; coordination could be with a wide range of personnel including other support contractors, executive assistants, and/or Federal employees at all levels up to and including senior leadership and Senior Executive Service (SES).

• Coordinate and maintain PfM branch calendar.

• Coordinate and maintain PfM branch MS Teams site for PfM branch internal business.

• Coordinate and maintain PfM branch SharePoint site to share information with S&T matrix partners.

• Maintain PfM branch data and information for records management purposes.

This position requires a high level of proficiency in the use of Microsoft Office products, applications, and services, including but not limited to Microsoft Teams, SharePoint, Word, Excel, PowerPoint, Project, and Outlook. A high level of proficiency is also required with Adobe Pro and a working knowledge of workflow systems such as ServiceNow is desired.

Portfolio Manager Direct Support (6 FTEs)

ORA requires SETA support to the S&T PfMs to ensure Component equities are addressed by S&T. PfMs are responsible for Component engagement and ensuring work performed by S&T is aligned with Component priorities throughout the R&D Lifecycle. The PfMs coordinate with the Program Managers and others across the S&T Matrix to ensure projects meet the needs and priorities of the Component. Components include all DHS operational components, many DHS support components or offices, or other Components within the HSE.

A PfM may support more than one Component. A Portfolio is a collection of programs, projects, activities, and operations grouped together to facilitate effective management and meet the Component’s strategic objectives.

PfMs assist Components through RDT&E Need intake and requirement prioritization, and coordinate with S&T matrix partners to understand Component needs, apply a deliberate approach to address needs, and support project planning, execution, delivery, and transition of solutions.

PfMs have a wide range of experience including project management, financial and business knowledge, and extensive knowledge of DHS and other Federal, state, local, tribal and territorial agencies.

Each SETA will support one or more PfMs, and will assist the PfM to:

• Facilitate the IPT process with DHS Components, which is a key R&D coordination mechanism within DHS.

• Coordinate Senior Leadership engagements between S&T and Components.

• Facilitate engagements with senior S&T Subject Matter Experts (SMEs) and Component designees – to identify and prioritize RDT&E Needs.

• Identify strategic priorities and alignment of portfolios to DHS strategic mission areas.

• Coordinate and leverage S&T matrix support to understand and address Component needs and requirements, identify subject matter expertise, apply business processes to develop solution approaches, recommend resourcing, and contribute to project plans, solution execution, and delivery.

• Prepare reports and presentations to inform the Component of the breadth of S&T services and subject matter expertise available.

• Coordinate meetings, reports, materials, and presentations to keep the Component informed of how S&T is directly addressing their specific RDT&E Needs throughout the RDT&E lifecycle.

Coordinate Senior Leadership engagements between S&T and Components.

• Coordinate with other S&T Portfolio Managers to identify areas of synergy and to optimize use of resources.

• Develop, review and obtain approvals for PfM materials including briefs/presentations, meeting agendas, read-ahead packages, white papers, program/project/activity fact sheets and quad charts, senior leadership correspondence, year in review, and other artifacts.

• Conduct portfolio-level reviews of program/project/activity status.

• Facilitate the development of agreements (IPT Charters, Memorandum of Agreement, Memorandum of Understanding) with Components.

• Organize and document Component RDT&E Needs resulting from the IPT process.

• Support the PPBE process by reviewing program and project funding and justification narratives and budget proposals in collaboration with matrix partners.

• Maintain awareness of all component engagements and Component projects conducted or supported by S&T to ensure a complete portfolio account.

• Manage the S&T requirements process in accordance with the S&T BPF, this includes accurate entry and maintaining the RDT&E Need documentation and status within the BPF Tracker databased on ServiceNow.

• Maintain situational awareness of all Component RDT&E Needs obtained through IPTs, Requirements Council, Office of University Programs, the Silicon Valley Innovation

Program (SVIP), Technology Centers, and other S&T matrix team members to develop a total S&T picture in support of S&T strategic guidelines and prioritization to address ORA taskings.

• Assist in gathering information to perform the intake of Components’ operational capability RDT&E Needs and development of R&D-relevant requirements to help guide S&T matrix entities in forming approaches and executing solutions.

• Assist in managing the DHS Component requirements process, and facilitate project implementation, progress, and transition in coordination with the S&T Matrix.

• Assist in gathering information, as required, to support capability analysis, complex system-of-systems data analytics, and technology maturity analysis to inform DHS Components’ operations and acquisition, DHS enterprise-level investment strategies, policies, and decisions.

• Assist in carrying out the S&T’s responsibility to manage the DHS IPT and supports ORA to lead the overall IPT effort to coordinate R&D activities across mission areas of the Department.

These positions require a high level of proficiency in the use of Microsoft Office products, applications, and services, including but not limited to Microsoft Teams, SharePoint, Word, Excel, PowerPoint, Project, and Outlook. A high level of proficiency is also required with Adobe Pro and a working knowledge of workflow systems such as ServiceNow is desired.

DHS IRDC Direct Support (1 FTE)

ORA requires support to allow the DHS Innovation, Research, and Development Coordination (IRDC) Process to enhance DHS-wide information sharing and coordinated planning of innovation and R&D (IRD) and acquisition with respect to common, priority operational needs. These personnel will have a wide range of experience including strategic planning, strategic management, technical writing, business knowledge and direct knowledge of DHS. These personnel will support the IRDC Managers in the following areas:

• Establish, manage, and implement Innovation, Research, and Development Coordination (IRDC) Process, to include the roles and responsibilities of the IRDC Council, the IRDC Steering Group, and the IRDC Working Groups in accordance with the U.S. Department of Homeland Security Innovation, Research, and Development Coordination Implementation Guidance.

• Establish and implement mechanisms to improve the synchronization of efforts across the DHS enterprise; improve information sharing across innovation and R&D (IRD) and acquisition stakeholders; and increase transparency, traceability, unity of effort, and value added to DHS-wide IRD activities.

• Lead development of the Department-wide IRD Strategic Plan, to include data collection and analysis; framework development; engagements with DHS components; identification of Strategic Priority Research Areas; document drafting, Department-wide review, adjudication, and completion; and future iterations as needs arise.

• Develop IRDC artifacts that define procedures, roles, responsibilities for coordinating, integrating, aligning, and resourcing DHS strategic R&D and innovation.

• Support strategic reviews of Department-wide innovation and R&D to inform development of IRDC artifacts and future planning.

• Establish metrics to capture value added to the Department and strategic innovation and R&D successes resulting from the IRDC Process and assist in gathering data to support metric validation

• Coordinate with DHS stakeholders on future threats and risks to identify common trends for Department-wide strategic planning and management.

• Coordinate with IPT Portfolio Managers and other S&T Matrix SMEs to explore approaches for leveraging IRDC for identifying cross-component, enduring IRD needs and advocating for long-term resources.

• Work with S&T matrix partners and inform them of DHS strategic priorities and component-funded R&D and innovation efforts to enable proper project planning and execution.

This position requires a high level of proficiency in the use of Microsoft Office products, applications, and services, including but not limited to Microsoft Teams, SharePoint, Word, Excel, PowerPoint, Project, and Outlook. A high level of proficiency is also required with Adobe Pro and a working knowledge of workflow systems such as ServiceNow is desired.

ORA Shared Support (3 FTE)

ORA requires shared support between the Portfolio Managers and IRDC team. The positions and duties of each shared position are provided below.

Senior Technical Writer/Editor/Communications Specialist (Shared) (1 FTE)

• Support development of artifacts for communicating the Department-wide IRD Strategic Plan and implementation with strategic stakeholders.

• Support development of governance artifacts resulting from IRDC Process forums, to include decision memoranda.

• Maintain the DHS IRDC Council website on DHS Connect.

• Maintain the Portfolio Management Branch Teams Site.

• Support the development and execution of broadcasts via MS Teams for monthly Mission

Monday briefings involving Component guest speakers.

• Provide technical review and edits of power point presentations, MS Word and excel documents, and Adobe Pro documents when products are required to be submitted outside of the Portfolio Management Branch for review at the executive level or shared outside of DHS S&T to ensure accuracy, uniformity, and conciseness per established templates, and writing style guides provided by DHS HQ and DHS S&T.

Senior Administrative Specialist (Shared) (1 FTE)

• Organize and maintain deliverables and outputs from the IRDC Process forums, to include the IRDC Council, IRDC Steering Group, and IRDC Working Groups.

• Organize and maintain Portfolio Management Branch digital artifacts produced or acquired throughout the execution of the annual IPT cycle ensuring integrity of records in accordance with the established S&T records management system.

• Support administration of IRDC Process forums and IPT process, to include roster construction/maintenance, scheduling meetings, taking meeting minutes, and distributing correspondences to attendees.

• Support administration and consolidation of annual data call for DHS IRD efforts.

Senior Graphic Designer (Shared) (1 FTE)

• Support development of graphics, images, and other visual designs for materials for messaging the DHS IRD Strategic Plan at strategic stakeholder events and engagements, executive level presentations both internal and external to DHS S&T, and for inclusion on the DHS IRDC Council website on DHS Connect.

• Support development of graphics, images, and other visual designs for materials in support of the portfolio management branch such as the branch front facing websites (including MS Teams/Share Point Sites), executive level presentations both internal and external to DHS S&T, newsletters or articles produced to promote the work being accomplished by the branch.

4. ORA Surge Support: Portfolio Managers and/or the IRDC team will have continuing needs for support and normal, steady state operations. However, from time to time will have a need to increase support for a limited period due to a temporary increase or surge in workload such as urgent or focused implementation and execution of projects within ORA’s scope of its mission for a limited duration. The Department’s expectation is to acquire these services for a specified period only and then discontinue those services at the end of that period.

a. What is your capability to provide personnel in response to a surge requirement?

b. How would surge requirements be filled?

c. What is recommended as the best approach for engaging temporary services in the shortest possible amount of elapsed time in response to a critical project?

d. How much lead time is necessary to fill surge requirements?

e. Describe your capacity to provide qualified staff for temporary engagements in each of the areas described in section 3.

5. Personnel Security Requirements: Secret cleared personnel will be required to support this contract. While these positions can be remote hires, there may be rare occasions when the personnel are required to be travel to the National Capital Region (NCR) or other Federal sites to work onsite for no longer than three days as mission dictates. Normal work may be performed onsite and via telework.

a. Describe the capability to provide personnel with secret clearances for each of Direct Support positions listed in section 3.

6. Contracting Approach: As specifically as possible, outline a contractual arrangement that could meet the requirements outlined in this RFI. If this recommendation includes issuing a task order under an ordering vehicle, identify the ordering vehicle, Federal agency controlling the vehicle, and your contract number. DHS is not interested in sole source/non-competitive arrangements for fulling this requirement.

7. Other Considerations:

a. Describe any additional considerations that should be considered by the Government in its planning for a contract for providing support services to ORA.

b. Incumbent Contract Information:

Procurement Instrument Identifier: 70RSAT21FR0000077 Incumbent Contractor: AECOM Services, Inc.

Estimated Contract Completion Date: 07/17/2025

SUBMISSION INSTRUCTIONS

Interested parties are invited to address the questions above related to the services identified in this RFI.

The total submission page count shall not exceed ten (10) pages, Times New Roman, Font Size 11, excluding the cover page. Only one submission will be reviewed per vendor for this RFI. That submission can respond to one or more questions above. Only electronic submissions will be accepted. Each electronic submission must include:

- RFI number in the Subject Line

- If the submission includes more than one electronic email, please include the file number and total files being submitted (e.g., File 1 of 4, File 2 of 4, etc.) in the Subject Line

- In the body of the email, include a Point of Contact (POC), phone number and email address of the person to be contacted regarding any correspondence between the Government and the Vendor. This person should be a primary contact and capable of addressing questions or issues associated with the submission in response to this RFI.

- Include a brief summary of email content, Vendor name and firm’s mailing address

- Business size (large or small) and socio-economic status (i.e. 8(a), small disadvantaged business, HUBZone small business, service-disabled veteran-owned small business, Women-Owned Small Business, etc.)

- The Response Statement as an attachment to the email

Responses to this RFI may be reviewed by Government technical experts drawn from staff within DHS and other Federal agencies. The Government may also use selected support contractor personnel to assist in the review of the responses. These support contractors will be bound by appropriate non-disclosure agreements to protect proprietary and source selection information.

Responses to this RFI must be submitted to John Whipple (john.whipple@hq.dhs.gov) and Linda Woolard (linda.woolard@hq.dhs.gov) no later than 12:00 PM Eastern Time, October 31, 2024.

The Government reserves the right to hold one-on-one meetings as a result of responses received from this RFI as part of its market research. Meetings may be held in particular with vendors who provide comprehensive responses to the questions posed.

mailto:john.whipple@hq.dhs.gov mailto:linda.woolard@hq.dhs.gov