DJJP-17-RFP-1022_Attachment_7.pdf

Solicitation DJJP-17-RFP-1022 Attachment 7

TASK ORDER ADMINISTRATION PLAN

Work Plan Request (WPR)

All new task orders will be initiated by a Work Plan Request (WPR) assigned by the ITSS-5 COR. The requiring Program Office will prepare a Statement of Work (SOW) defining the requirement and provide it to the COR and ACO for review/comment. The SOW describes the work to be performed and the period of performance, and usually includes the estimated level of effort so that bidders can respond to the WPR with a proposal and cost estimate. The package also includes the quotation instructions and the evaluation criteria that will be used for award determination purposes. Minimum content requirements for the SOW include the following:

1. Program Office mission statement and detailed description of the work to be performed.

2. Required deliverables and the dates or number of days due for each.

3. Reporting requirements (e.g. progress reports) and due dates.

4. The Period of Performance including the base and any option periods.

5. Location of the work – contractor or Government site. Work to be performed on a continuous regular basis at a Government controlled site to include basic office space, office equipment, and office supplies provided by the Government will be bid using the contractor’s schedule of fixed unit price Government-site labor hour rates. Work performed at the contractor’s site will include the contractor’s schedule of fixed unit price contractor-site labor hour rates.

6. Type of order anticipated (firm fixed price, time-and-materials, or labor-hour).

7. The style of order, for example a “term style” or a “completion style”. The majority of work performed under ITSS-5 is term style, i.e., continuing support services type of effort.

This differs from the “completion” type effort in that completion efforts are not on-going, or continuing in nature. Completion effort means that a quantifiable end product is anticipated, after which the task order ends (or is completed). Feasibility studies and cost benefit analyses are examples of completion type efforts.

8. Special requirements:

a. Security clearances. The level of security clearance required will be stipulated in the SOW.

b. Travel. Includes all non-local travel expenses. A travel estimate is usually provided to the contractors for bid purposes in the event non-local travel is anticipated. Additionally, the location of any anticipated travel should be identified in the SOW if known. Local travel and travel time is not reimbursed under the ITSS-5 contracts.

c. ODC’s including software or hardware requirements that are known at the time of SOW development will be identified in the SOW. If the SOW or the contractor’s proposal includes purchasing Software licenses the contractor will be required to provide the Software License Agreement with its bid.

d. Conflict of interest statement. Includes organizational conflicts of interest and limitations on future contracting.

9. Key Personnel. Program offices may identify certain labor categories as key personnel positions in the SOW. These may include Program Manager, Task Manager, or other technical staff personnel deemed important to the success of the task.

10. Special skills or knowledge, e.g., Expert Consultants may be identified in the SOW if required.

11. If the requirement is performance based, the SOW shall include the applicable performance based incentive criteria (positive and negative), any Service Level Agreement standards, or other indicia necessary to objectively measure and surveil the Contractor’s performance.

12. Proposal instructions, technical evaluation factors, and Basis for Award Determination.

Fair Opportunity Competition

The ACO shall determine to conduct the procurement on either an unrestricted basis for competition between prime contractors from both the large and the SDVOSB pools or as a SDVOSB set-aside in which competition will be limited to only those prime contractors in the SDVOSB pool. The Task Order solicitation will notify contractors if a set-aside will be used.

The ACO may issue a request for capabilities statement to the small businesses for task orders that are determined to be potential candidates for small business set-aside. SDVOSB contractors will be required to demonstrate their capabilities to meet all functional requirements of the task including the complexity of task, size of task, and the associated staffing plan.

Pre-proposal Conference

The SOW will be distributed to ITSS-5 contractors (includes contractors in either both the large and SDVOSB pools or in the SDVOSB only) in softcopy format with the announcement of a pre-proposal conference. The pre-proposal conference will be hosted by the COR, Contracting Officer and PM. The PM will provide a brief overview of the requirement and then allow contractors in attendance to ask questions. The COR will document action items from the conference. In the event there are changes to the SOW as a result of the question and answer process, the COR will facilitate the update process and reissue the SOW to the contractors usually within 24 hours. Ordinarily, there is no change to the proposal due date, so long as questions/issues can be resolved in a timely manner.

Bidder’s Proposal

The due date and time for proposal submission will be identified in the SOW. Contractors will submit technical and price proposals in either hardcopy or softcopy format to the COR based on proposal instructions in the SOW.

Technical Panel Evaluation

The COR will provide the technical panel chairman with all technical proposals received. The chairman will distribute proposals to each member of the technical panel. All proposals are evaluated and rated against the technical factors established in the task SOW. Generally, tasks are awarded using a “best value” approach based on the evaluation criteria established in the WPR; however, a lowest price, technically acceptable approach can also be used depending on the relative order of importance of technical merit and price.

Joint Technical and Cost Review

Once the technical panel completes the technical evaluation the COR will provide the panel chairperson with a copy of each bidder’s price proposal. The COR and chairperson will determine if an outright award is recommended or if a request for clarifications/questions to any bidder is recommended.

Request for Clarifications

The technical panel chairperson will draft the list of questions and will review with the COR.

There should be a unique list of questions per bidder. In most cases, all bidders will be afforded an opportunity to respond. The COR will present the list to the Contracting Officer with rationale for other than an outright award. The approved questions will be provided by the COR to each contractor in electronic format. Normally the due date is one or two business days.

The contractor’s electronic response will be forwarded by the COR to the technical panel chairperson. Revisions to the price proposal will be held by the COR. The technical panel will update and submit evaluation comments, and evaluation report, if, based on the response, it is necessary to do so. The COR and chairperson will determine if an award is recommended or if follow-up questions are required.

Recommendation for Award

The technical chairperson and COR will draft a recommendation for award and submit to the Contracting Officer along with backup evaluation documents. The Contracting Officer will review all documentation for completeness and determine if the recommendation is the most advantageous to the Government.

Award

Once the Contracting Officer has approved the recommendation for award, the COR will work with the program office to identify the funding amount (incremental or full funding) and funds source for initiating the task. The COR will prepare the requisition document and submit to the Contracting Officer. The Contracting Officer will prepare and sign the order document. The COR will send via email to the successful contractor and program office the signed order document, the final SOW, and the pricing reflecting the contractor’s labor categories, hours, rates, and total pricing bid.

Appendix A –List of Support Services

List of Support Services - Systems Development Life Cycle (SDLC) Support

IT Planning and Architecture

IT Planning Feasibility Study ITIL Service Definition Business Process Re-engineering Contingency Planning - (Continuity of Operations) Enterprise Architecture (EA)

Program Management Office (PMO) Support

Program Management Support Independent Verification and Validation (IV&V)

System Engineering and Development

Requirements Analysis Joint Requirements Planning (JRP) Joint Applications Development (JAD) Rapid Applications Development (RAD) Systems and Information Engineering Systems and Database Design Systems Procedures and Standards Systems Development and Testing Accessibility Testing and Remediation Systems Installation and Acceptance Systems Programming Systems Integration COTS Integration Interoperability Verification and Testing

Systems Automation Systems Conversion Web Development Workflow Processing Data Warehousing / Data Mining / Data Analytics Agile Development Cloud Services DevOps Engineering Big Data Development

Infrastructure Support

Service Development Service Operations Service Management

IT Security

Information and Cyber Security

Operations and Maintenance

Systems Enhancements, Support and Maintenance Systems Documentation Systems Configuration Management User Training and Organizational Effectiveness Database Administration Technical Refreshment Technology Infusion End User Support Field Site Operational Support - (Short and Long-Term) Records/Document Management and Information Distribution Data Conversion Data Entry

Other IT-Related Services

Appendix B – Timeline of Events

1. Fair opportunities competition Work Day 1

2. Release final SOW (includes comments from ITSS-5 Contracting Officer and COR) Work Day 15

3. Pre-Proposal Conference Work Day 18

4. Contractor submits Proposal (varies from 1 to 4 weeks) Work Day 33

5. Complete Evaluation of Technical Proposals Work Day 53

6. Submit Tech Panel Score-sheet and supporting documentation Work Day 54

7. Joint Tech / Cost Proposal Review Work Day 56

8. Complete Evaluation Report Work Day 61

9. Submit Recommendation for Award to CO Work Day 62

10. CO completes award determination Work Day 66

11. COR prepares and PM approves the Reimbursable Agreement Work Day 70

12. COR prepares the Requisition Document (DOJ Form 186) Work Day 71

13. CO completes award document (Form 347) Work Day 77

Optional Events

1. Request for Clarifications / BAFO Add 2 Days

2. Revised Cost/Technical Proposal Due Date Add 5 Days

3. Update Evaluation Report and supporting documentation Add 5 Days

Please note: The example presented above is a typical timeline of pre-award events. Days to completion may vary significantly depending on complexity of task, availability of technical panel members participating in the review process, and the results of the proposal evaluation.

Appendix C – SOW content; Proposal Instructions and Award Determination

Proposal Instructions

Use the following for proposals to be submitted electronically:

The proposal shall be submitted in two separate electronic files, with one file consisting of the offeror’s technical proposal, and the other file consisting of the offeror’s price proposal. The proposal shall be received not later than 12:00 Noon EST, <month, day, year>, at the following email address in order for it to be considered.

Mr. Douglas Wooldridge, U.S. Department of Justice Email: Douglas.M.Wooldridge@usdoj.gov

Use the following for proposals to be submitted in paper copy:

An original and three (3) copies of your Technical Proposal and an original and three (3) copies of your Cost Proposal shall be received not later than 12:00 Noon EST, <month, day, year>, at the following address in order for it to be considered:

Mr. Douglas Wooldridge U.S. Department of Justice 601 D St., NW, Rm 4526 Washington, DC 20530 Telephone (202) 514-3284 Fax: (202) 514-0805 E-mail: Douglas.M.Wooldridge@usdoj.gov

Technical Proposal The technical proposal shall not exceed xx pages excluding resumes, table of contents, and past performance. Page limitations are based on one side of 8.5" by 11" paper, not less than 10-point font size. Do not include any cost or price information in the Technical Proposal. The Technical Factors are listed in descending order of importance.

Executive Summary: Provide a concise narrative summary of your technical quotation highlighting any key or unique features. If any portion of the work will be subcontracted, identify the subcontractor(s) or team member(s) and their DUNS Numbers, and respective role(s).

Examples of technical factors provided below:

mailto:Surrindar.Hansra@usdoj.gov

Proposed Personnel - <content to be prepared by the requiring office>

Past performance and corporate experience: The offeror’s past performance will be based on information obtained from references provided by the Contractor, as well as other past performance information obtained from other sources known to the Government.

Contractors shall submit the following information with their proposal: A list of up to three (3) contracts currently in progress for service similar to the requirements of this SOW. Include the following information for each contract or subcontract:

-Customer name, address, and telephone number

-Contract/Project Number (if applicable) -Contract/Project Type -Contract/Project Value -Place and Period of Performance -Description of work performed, including scope and responsibilities -Roles that the proposed personnel played in this past contract/project (if any)

The Government will assess the offeror’s depth and breadth of experience as well as its past performance in providing services similar in size, scope, and complexity to these requirements. This factor will be evaluated to determine whether the offeror has consistently demonstrated a record of conforming to the technical specifications and standards of good workmanship, adherence to contract schedules, a record of containing costs, and a commitment to and concern for the interests of customers on projects similar to the one described herein. The Government may use information provided by the vendor in its proposal as well as information obtained from other sources. While the Government may elect to consider information obtained from other sources, the burden of providing thorough and complete information rests with the vendor.

Understanding of the requirement and task: <content to be prepared by the requiring office>

Technical Approach: <content to be prepared by the requiring office>

Transition Plan: <content to be prepared by the requiring office>

Price Proposal Provide the name, title, telephone number, fax number, and e-mail address for the individual designated as the central point of contact for this proposal.

Clearly identify any discounts that are included in the proposal. Offerors are hereby notified that any pricing discounts offered shall be applicable throughout the term of the task order. The vendor’s proposed hourly rate(s) must be INCLUSIVE of any discounts.

In addition, the offeror shall set forth any assumptions used in development of its pricing.

The Contractor shall replicate the attached pricing table and use it in preparing its price proposal.

The price proposal shall include labor hours, labor rate, and total amount for each labor category.

The Government’s evaluation of the Technical Proposal will be done separately from the evaluation of the Price Proposal.

Award Determination The Government will perform an evaluation of each offeror's technical and price proposals in order to determine which proposal is the most advantageous to the Government. In performing this evaluation, the relative importance of price and technical merit will be determined as follows:

A. Between substantially equal technical proposals, the proposed price will be the determining factor in selection of a proposal for award.

B. The Contracting Officer has the right to determine whether two or more technical proposals are "substantially equal" or whether any differences in technical score are "significant" for purposes of evaluating the overall merit of proposals.

C. Between acceptable proposals with a significant difference in technical weighing (and/or merit), a determination will be made as to whether the difference in technical merit reflected by a proposal from other than the low acceptable offeror warrants payment of a premium in price. The term premium, as used herein, means the difference in price between the low acceptable offer and that offer deemed superior from a technical standpoint. In determining whether a premium is warranted, the importance or weight given to price will be significantly less than the importance or weight given to technical factors for which a comparative evaluation will be conducted. Notwithstanding this price/technical ratio, for determining whether a premium is warranted, the Government will only award a contract to other than the low acceptable offeror if specific technical advantages can be identified and the Contracting Officer determines that those specific technical advantages are worth the amount of any premium in price.

[In some cases the requiring office may consider price to be almost as important or more important than technical. Should this be the case than we would change the language accordingly.]

D. The Government intends to award without discussions (however reserves the right to hold discussions if determined necessary by the Contracting Officer). Therefore, each initial offer should be submitted on the most favorable terms from a price and technical standpoint which the offeror can submit to the Government.

E. Any quotation received that fails to comply with the requirements of this solicitation may be determined to be unacceptable and eliminated from further consideration.