FS III Preproposal Conference Slides final.pdf

FIRSTSOURCE III PREPROPOSAL

CONFERENCE

Hosted by the Office of the Chief Procurement Officer April 26, 2021

Welcome

Ground Rules, Overview and Scope

Agenda Price, Submission Requirements, and Evaluation

FirstSource III Advisory Downselect Process

Questions and Answers (includes a break)

FIRSTSOURCE III OVERVIEW

Carrie Herndon

Contracting Officer Office of Procurement Operations

Ground Rules

• No Vendor materials and/or associated presentation documentation will be accommodated, accepted, or evaluated by the Government in support of this Pre-Proposal Conference.

• In accordance with the solicitation, all questions associated with the solicitation must be submitted in writing via email to the FSIII@hq.dhs.gov mailbox. This will allow for uniform distribution of information.

• Comments made during this Pre-Proposal Conference will not change the terms of the solicitation. Where there is a conflict between information provided during today’s Pre-Proposal Conference and the solicitation, the solicitation takes precedence.

• The solicitation terms and conditions will not change unless the solicitation is formally amended in writing by the Contracting Officer.

mailto:FSIII@hq.dhs.gov

Procurement Overview

• The FirstSource III solicitation, 70RTAC21R00000003, was posted as a Combined

Synopsis/Solicitation in accordance with FAR 12.603.

• Department wide Indefinite Delivery Indefinite Quantity (IDIQ) Contract

• Multiple Award

• 100% set aside for small business o 8(a), HUBZone, Small Business, Service-Disabled Veteran-Owned Small Business, Woman-

Owned Small Business

• 2 Functional Categories o ITVAR: 541519, Footnote 18 o Software: 511210, Footnote 20

• $10 Billion Ceiling

• Contract level Non-Manufacturer Rule Waiver

FirstSource III Scope

• To provide DHS with a full array of value-added reseller services and access to a wide and renewable variety of IT commodities and solutions (hardware and software) from multiple Original Equipment Manufacturers (OEMs) that will be available through Delivery Order competitions.

• Two Functional Categories:

• Information Technology Value Added Reseller (ITVAR)

• Software

FirstSource III Scope: ITVAR

• Information Technology Value-Added Reseller includes all commercial off-the-shelf (COTS) IT Hardware/Equipment and related accessories, Managed Services, ancillary Software, and all required Value-Added Services where applicable, in accordance with NAICS code 541519, footnote 18. ITVAR includes the following:

oSmall Form Factor Device oStatic Device oDomain Device oVirtual Desktop Infrastructure (VDI) Device oPeripheral Device oManaged Services oValue Added Reseller (VAR) Services

• ITVAR Solutions can include ancillary amounts of software.

FirstSource III Scope: Software

• Software includes ONLY Software (Licensing, Seats, etc.), ancillary Software

Services (Maintenance, Patches, etc.) in accordance with NAICS code 511210, footnote 20.

oSoftware: Any software licenses, products, or maintenance/support services delivered as a standalone product. Software procured under this vehicle shall include all software technical support (updates, patches, bug-fixes, etc.).

FIRSTSOURCE III

PROPOSAL SUBMISSION

Gregory Blaszko Contracting Officer

Solicitation Overview: Multiple Proposals

• Offerors may submit multiple proposals.

• Shall submit separate proposals for each Functional Category.

o Separate source selections

• A single proposal may be submitted for consideration for multiple categories within a Functional Category.

o The single proposal and its attachments must be sent and labeled in accordance with the proposal instructions.

o Example: if an offeror would like to submit proposals for ITVAR to be considered for all

5 socioeconomic categories, they would list those categories in their cover letter and use the file name ITVAR_Multiple

• If the offeror would like to submit for both ITVAR and Software, those proposals would have to be separate.

Solicitation Overview: Advisory Downselect

• FirstSource III uses a two phase Advisory Downselect process

• Phase I o Factor 1, Ability to Perform the Work o Factor 2, Supply Chain Risk Management Approach

Advisory Downselect Notice Provided

• Phase II o Factor 3, Demonstrated Prior Experience o Factor 4, Past Performance o Factor 5, Price

Solicitation Overview: Phase I Submission Requirements

Proposal Section Page Limit Maximum PHASE I: Volume I– Technical Proposal Attachment 6 Compliance Checklist (MS EXCEL Submission) Vendor completed compliance checklist Cover Letter (PDF Submission, See L.6.2.2) 2 pages

Signed Amendment Standard Form(s) (PDF Submission)

FAR 52.212-3 Offeror Representations and Certifications-Commercial Items

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

FAR 52.204-26 Covered Telecommunications Equipment or Services-Representation.

FAR 52.209-2 Prohibition on Contracting with Inverted Domestic Corporations-Representation

L.2 Women Owned Small Business Certification or proof of pending application No Page Count

Factor 1: Ability to Perform the Work (Written) (Written Response - MS WORD Submission) (ISO Certifications – PDF Submission)

ITVAR: 3 pages plus PDF ISO certifications (9001:2015, 20243:2018) IAW L.6.2.3.1 Software: 2 pages plus PDF ISO certifications (9001:2015, 20243:2018) IAW L.6.2.3.1

Factor 2: Supply Chain Risk Management Approach (Written) (MS WORD Submission) 2 pages

Solicitation Overview: Phase II Submission Requirements After Advisory Downselect Notification

Advisory Down-select Notice Provided PHASE II: Volume II – Technical Proposal Attachment 6, Compliance Checklist (MS EXCEL Submission) Vendor completed compliance checklist Cover Letter (PDF Submission, See L.6.2.2) 2 pages Signed Amendment Standard Form(s) (PDF Submission) No Page Count Technical Assumptions (MS WORD Submission) 2 pages Factor 3: Demonstrated Prior Experience (Written) (MS WORD Submission)

ITVAR: 1 page per reference Software: 1 page per reference

Factor 4: Past Performance (Written) (CPARS Statement – MS WORD Submission) (POC Statement- MS WORD Submission) (Past Performance Questionnaire– PDF Submission)

When CPARS Records Exist:

A single statement of confirmation that CPARS records exist

When no CPARS Record Exist:

A statement with the points of contact names and entities Attachment 7, Past Performance Questionnaires to be submitted by the references

PHASE II: Volume III – Price Proposal Cover Letter (PDF Submission, see L.6.2.2) 2 pages Pricing Assumptions (MS WORD Submission) 2 pages Factor 5: Price Proposal (Written) (Pricing Schedule – MS EXCEL Submission) (Crosswalk of proposed Hardware and/or Software to salient characteristics and brand name or equal solutions – MS WORD Submission)

Pricing Schedule Attachment Crosswalk of proposed hardware and/or software No Page Count

Solicitation Overview: Proposal Submission Requirements

• As a reminder:

• Factor 1, Factor 3, & Factor 5 are specific to each Functional

Category.

• Please be sure to respond to the correct factors for your FC.

• Include a cover letter with each volume.

• Complete and submit the compliance checklist.

• Ensure your files are sent and named in accordance with the instructions provided.

• Send your proposal to the correct e-mail address.

Solicitation Overview: Proposal Submission Requirements

• To be eligible for award, a proposal must comply with all laws, regulations, and the terms and conditions set forth in this solicitation. The Offeror must also be determined responsible according to the standards set forth in FAR Subpart 9.1.

• Failure to participate in Phase I precludes further consideration.

Proposals will not be accepted from Offerors who have not submitted a Phase I Proposal by the due date and time stated in this solicitation.

Solicitation Overview: Price

• Offerors MUST submit their pricing using the Government provided Pricing Schedule, Attachment 1 for

ITVAR and Attachment 2 for Software.

• Attachment 1 or Attachment 2 Pricing Schedule:

• Review Instructions Tab

• Vendor input only required in yellow highlighted cells

• Do NOT alter cells not highlighted in yellow

• The Attachment 1 or Attachment 2 Pricing Schedule includes estimated products/services with estimated quantities for the purpose of establishing a total evaluated price.

• Sample pricing schedules for IT solutions do not represent an exhaustive list of what DHS currently buys or intends to buy in the future under FirstSource III. They are just a sample.

• Vendors will be evaluated on their Total Evaluated Price for the base period. For ITVAR, the total evaluated price will include the base period for supplies and the base and all options for services.

• Proposed prices will be incorporated into the contract award.

Solicitation Overview: Price

• As a reminder:

• In preparing a response to Factor 5 – Price please carefully review solicitation Sections B, L, and M.

• There are two separate Pricing Schedules, each FC specific.

• Please be sure to prepare and submit the appropriate Pricing Schedule

• Attachment 1 or Attachment 2 Pricing Schedule Submission shall be supported by a Detailed Crosswalk as represented within L.7.2.5.3 Factor 5 – Price (Volume III).

• A complete and accurate Pricing Schedule is required for the Phase II, Volume III response to be considered for award.

EVALUATION

Carrie Herndon Contracting Officer

• The Government will evaluate FirstSource III in two phases.

Phase I: Factor 1- Ability to Perform the Work Factor 2- Supply Chain Risk Management Approach

Advisory Notification Letters

Phase II: Factor 3- Demonstrated Prior Experience Factor 4- Past Performance Factor 5- Price

FirstSource III Evaluation

• The Government will evaluate the FirstSource III Functional Categories separately.

• The ITVAR Functional Category evaluation will result in one set of IDIQ awards.

• The Software Functional Category will result in a separate set of IDIQ awards.

• Offerors proposing in both categories and receiving awards for both will get 2 different awards.

• The small business and socioeconomic tracks will be evaluated separately within each functional category.

• For example: only proposals within the HUBZone track for a particular Functional Category will be evaluated together.

• Functional Categories and tracks will not cross one another.

• Relative Order of Importance:

• The non-price factors are listed in descending order of importance. When combined, the non-price factors are more important than Factor 5 Price.

• Intend to make an award without discussions.

• Award will be made in accordance with best value through a tradeoff analysis.

• Will occur via e-mail after the Government completes the evaluation of Phase I proposals.

• Will advise each Offeror of the Government’s advisory recommendation to proceed or not to proceed to Phase II.

• Will also include the general basis for the Government’s advisory recommendation.

• Intent is to minimize proposal development and other costs for those Offerors with little to no chance of receiving an award.

• Government’s advice is a recommendation only and offerors advised not to proceed may elect to continue.

FirstSource III Evaluation: Advisory Notifications

FirstSource III Solicitation Schedule

Solicitation Event Date Time

Questions Due April 27, 2021 3:00 pm Eastern

DHS Releases Amendment with Q&A May 4, 2021

Solicitation Phase I Proposals Due May 12, 2021 10:00 am Eastern

Advisory Downselect Notices Sent Mid June 2021

Solicitation Phase II Proposals Due Late June 2021

All dates are estimates and subject to change at the Government’s discretion

DRAFT SOLICITATION QUESTIONS

Greg Blaszko Contracting Officer

Draft Solicitation Questions:

• Will answer some of the questions received from the draft solicitation.

o Will indicate in our response where any changes to the draft were made.

• Please remember that the official government responses to vendor questions will be provided in a formal amendment to the solicitation.

o If we don’t respond to your question today, please submit it as part of the solicitation Q&A.

Question 1 • ISO Certifications

Will the Government (a) consider proposals in which the offeror commits to achieve the ISO certifications within 180 days of award, and, if so, (b) will such a proposal be evaluated equally with proposals from offerors that have both certifications at time of proposal submission?

Question 2 • ISO Certifications and Teaming

DHS has changed the ISO certification requirement and constrained the ability to utilize subcontractors' certifications to teams with an existing JV/MPP. This puts a non-JV/MPP team at a disadvantage or even disqualifies them. Will DHS accept teamed subcontractor's ISO certifications to meet the overall ISO certification requirement?

Question 3 • Past Performance versus Prior Experience References

Referencing Section L.6.2.5.2 Factor 4, DHS states that "Past performance information shall be made available for three of the relevant experience projects represented within your Evaluation Factor 3 - Prior Experience response." It is unclear what the distinction between the information being requested in Factor 3 and in Factor 4 is. Both seem to reference prior experience and contract value and such. Please expand on the differences desired.

Question 4 • Past Performance References

Section L.6.2.5.2 Factor 4 - Past Performance (Volume II), Page(s): 109 - Past Performance (CPARS information does not exist) –For attachment 7, could the government please clarify if this has to be signed by the government official including the Contracting officer/Contracting Specialist/COR?

Could government please allow the offeror to submit previously obtained PPQ's for other procurements?

Question 5 • On Ramping

If we originally quote on only one Functional Category and are a successful awardee, is it possible to onramp later for the other Functional Category at a later date?

Question 6 • Supply Chain Risk Management Approach

Can DHS confirm the Solicitation Section H.16 Supply Chain Risk Management requirements for Offerors?

Are we required to provide the manufacturer's name, address, state and/or domain of registration, and DUNS number for all components comprising the hardware and software being procured?

Question 7 • Submitting Multiple Proposals

Can a vendor submit a proposal in response to the ITVAR Functional Category and a second, separate proposal for the Software Functional Category? Can those proposals be considered for multiple small business and/or socio-economic track awards within each of the functional categories?

BREAK

We will reconvene in 15 minutes

INDUSTRY CHAT POD QUESTIONS

AND ANSWERS

David Ritter Division Director

Information Technology Acquisition Center (ITAC)

Questions from the Chat Pod:

• Our FirstSource III Contracting Officers will answer some of the questions received from the chat pod.

• In the interest of time, we cannot answer every question.

• To ensure the government receives your question, please also submit it in accordance with Section L.3 of the solicitation.

• Please remember that the official government responses to vendor questions will be provided in a formal amendment to the solicitation.

CLOSING REMARKS

Victoria Short, Director

Juan Arratia, Deputy Director

Closing

Thank you for participating in our presolicitation conference!

The slides and a recording of today’s event will be posted to beta.sam at https://beta.sam.gov/

Please send questions to FSIII@hq.dhs.gov https://beta.sam.gov/