PreProposalConferenceSlidesFBO.ppt

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Pre Proposal Conference Communications Operations & Maintenance Function

OMBC A-76

11 Feb 2008

Introductions Contracting

Evelyn Bauer – Chief, Strategic Programs Rickey Mabry – Contracting Officer Jennifer Gasparich – Contract Specialist

375th Communications Support Squadron

Capt Kimberly Stephens

Special Guests

Administrative Matters Fire Exists

Restrooms

Lunch

Rules of Engagement

Agenda

Attendees Rules of Engagement Request of Proposal (RFP) take precedence

Nothing is official until provided in writing

Questions to be written down on Comment/Question Cards and turned in to government representative at the end of the briefing.

All written questions with the official answer will be posted on FedBizOpps

Conference Record provided to all prospective offerors

Agenda RFP Overview

The A-76 Process

The Requirement

Question and Answer Session

RFP Overview Solicited as FAR Parts

12 Acquisition of Commercial Items 15 Contracting by Negotiation

Solicitation

Phase-In Period 1 Oct 08 – 31 Jan 09 – 04 Months

Solicitation

Evaluation Factors and Subfactors Evaluation Factors

Factor I: Mission Capability Subfactor A: Technical Approach Project Plan Quality Control Plan Phase-in Plan Subfactor B: Staffing Approach Staffing Plan

Factor II: Cost/Price Completeness Reasonableness

Evaluation Factors and Subfactors Subfactor A: Technical Approach The Government will evaluate each proposal to determine the extent to which an effective and efficient organization will be employed to accomplish PWS requirements. This includes an evaluation of certain operational processes to determine the extent to which each proposal reflects a clear understanding of the work.

Project Plan - Describes a sound approach for accomplishing all tasks in the PWS.

Submits a plan that demonstrates a sound and logical understanding of all PWS functions that ensures timely support.

Submits an organizational structure showing how the team will be organized and that identifies the number and labor category of personnel resources assigned to meet the requirements by function (i.e. Configuration Management, System Administration, etc) as described in the PWS.

Submits a plan that defines the interrelationship between organizational components to include lines of management authority.

Quality Control Plan - Reflects a clear understanding of the quality control process and implements effective procedures to identify, prevent, and ensure non-recurrence of defective services to meet mission objectives.

Submits a plan that clearly reflects understanding of the offeror’s quality control processes that will be used to implement effective procedures for early identification of non-conforming services to ensure services provided conform to the requirements identified in the PWS.

Submits a plan that addresses methodologies for developing/using metrics to track performance trends for key processes and outcomes.

Provides a customer complaint methodology for communication with customers and resolution of complaints.

Identifies how corrective actions will be taken to ensure timely acceptance performance in accordance with the PWS.

Submits a plan that identifies a sound partnering approach with the Government to ensure mission objectives are met.

Phase In Plan - Describes a sound approach for the assumption of work from the incumbent service provider’s.

Submits a plan which specifies how the offeror plans to start up, mobilize, train, and meet Technical Exhibit 16 certification requirements in order to meet phase-in requirements in the PWS with minimal disruption of services.

Submits a plan that provides a sufficient number of fully qualified employees with required clearances.

Provides an adequate acceptance/inventory plan supporting the proper transfer of Government equipment and facilities.

Submits a plan that addresses turn-over of work-in-progress.

Provides a chronological sequence of events that describes actions from contract award to assumption of full responsibility.

Evaluation Factors and Subfactors Subfactor B: Staffing Approach The Government will evaluate each proposal to determine the extent to which it reflects a clear understanding of the work by furnishing sufficient personnel resources. The staffing matrix should identify all labor categories and proposed hours for each contract line item. You may use the same matrix referenced in Volume 1, Section 4 - Pricing Support Documentation. State the basis for your labor hour estimates. Provide a separate personnel matrix that identifies the personnel resources supporting 24 X 7. This matrix should cover weekdays, weekends and holidays. This personnel matrix should also cover on-call support. This personnel matrix should correlate personnel resources back to the organizational components.

Staffing Plan - Describes a sound approach for accomplishing all tasks in the PWS and submits a personnel matrix.

1) Submits a plan that identifies personnel resources and an organizational structure to include any subcontracting and teaming arrangements necessary to perform the requirements of this solicitation.

2) Provides an adequate number of employees in each proposed labor category.

3) Identifies the appropriate key positions, with generic resumes or position descriptions which identify the educational and experience level and requisite security clearances of any individuals who will perform in key positions and other qualifications showing the key individual’s ability to comply with the minimum requirements in the solicitation.

4) Identifies “Span of Authority” for key on-site positions (i.e., number of personnel under supervision or number of projects being managed).

5) Provides accurate job descriptions/position descriptions for each labor category which identify the educational and experience level as it relates to each area of service provided.

6) Identifies security clearances required to fill those positions in relationship to the organizational structure.

7) Identifies all positions filled by subcontractors and any temporary or part time employees.

8) Provides evidence of quick response capability, site supervision, and quality control of any teaming partners or subcontractors.

9) Provides evidence of their ability to successfully recruit/retain/replace personnel who have the adequate knowledge, experience, training, certification, and security clearances to perform in the positions designated, inclusive of the utilization of existing Federal Employee work force (Right of First Refusal) and an alternate procedure if Federal employees have accepted other positions.

10) Provides proper training, qualifications, and certification of all contract employees IAW the PWS during phase-in and throughout the life of the contract.

11) Provides a strike plan/employee walkout plan which indicates their ability to provide uninterrupted and adequate support with minimal disruption.

12) Provides contingency plan that describes a sound approach for contingency planning of services in the event of Off-Duty/Active Duty Military recall commitments, holidays and down days, and in cases of increased security levels on base due to unforeseen events, exercises, and inclement weather. This includes identification, by position, of the personnel who shall be responsible for performing services.

Factor 2: Price (Cost) Each price proposal will be evaluated but not rated. The Offeror’s proposal will be evaluated to determine completeness and reasonableness.

Completeness. The proposals and other information will be reviewed to determine the extent to which cost elements of the offer have been addressed. The service provider’s price proposal and other information will be evaluated to ensure continuity and traceability of prices to the technical proposal and between the initial proposal and any revisions thereto. The review will determine the adequacy of the service provider’s proposal in addressing and fulfilling the solicitation requirements.

Reasonableness. The proposal and other information will be reviewed to determine the reasonableness of cost and the service provider’s understanding of the work and ability to perform the solicitation requirements

Proposal Submission Anticipated Proposal Due Date 03 Mar 08

VOLUME 1 - CONTRACT AND ASSOCIATED INFORMATION/COST PROPOSAL

VOLUME 2 - TECHNICAL PROPOSAL

VOLUME 1 - CONTRACT AND ASSOCIATED INFORMATION/COST PROPOSAL

Section 1 - Cover letter and Executive Summary Section 2 - Completed RFP SF 1449 Section 3 - Section SF 1449 Continuation Sheet - Cost/Price Section 4 - Pricing Support Documentation Section 5 - Private Sector Health Insurance Costs in Public-Private Competition Section 6 - Subcontracting Plan/Teaming Agreement Section 7 - Responsibility Information

VOLUME 2 - TECHNICAL PROPOSAL

Factor 1 – Mission Capability

Subfactor A – Technical Approach Project Plan Quality Control Plan Phase In Plan

Subfactor B – Staffing Approach Staffing Plan

What A-76 Is Designed to Accomplish The A-76 process is designed to:

Allow the Government to determine if it’s more cost-effective to have a service performed by the Government or a contractor Level the playing field for public and private offerors Encourage competition and choice in the management and performance of commercial activities

What’s Unique about an A-76 Acquisition IAW DoD Appropriations Act (P.L. 108-287), may not convert >10 DoD civilian personnel to contract unless:

A result of public-private competition with a certified MEO;

Savings of $10M or 10% of the MEO’s personnel-related costs, whichever is lesser; AND, Contractor does not receive an advantage because of reduced health insurance contributions

OR

The contract is with JWOD, NIB/NISH, or Indian/Native Hawaiian

Private Sector Health Insurance Costs in Public-Private Competition

Per Subsection 8013(a)(3) of the Defense Appropriations Act for Fiscal Year 2007 (Public Law 109-289), the offeror and all subcontractors must include a written statement as to whether or not an employer-sponsored health insurance plan will be provided to the workers who are to be employed in the performance of the contract.

If a employer-sponsored health insurance plan is offered, the following information shall be submitted in order to calculate the contribution the offeror and/or subcontractor will make towards the premium or subscription share of the employer-sponsored health benefits plan:

a. The total dollar amount of direct labor costs in the offeror’s proposal (including prime contractor and all subcontractor employees’ total salaries and wages for this contract for the basic period and all option periods);

b. The total dollar amount contributed by the employer(s) (offeror and all subcontractors) for the premium or subscription share of the employer-sponsored health benefits plan(s) for all employees for the basic and all option periods; and

c. The percentage of premium or subscription share contribution paid by the employer(s) for the employer-sponsored health benefits plan(s) for all employees for the basic and all option periods as defined by the total premium or subscription dollars/total basic pay for all employees. (The figure from paragraph (b) divided by the figure in paragraph (a)).

FAR 52.207-3, Right of First Refusal of Employment (NOV 1991) Federal employees adversely affected by a decision to convert to contract must be offered jobs for which they are qualified and that are created by the award of the contract

Conflict of Interest:

Pr e l i min a r y

P l a n n i n g 12 OR 18 months A-76 Process Flow Brief SSA on LPTA offer and SS results Announce Decision

CO Conduct Discussions Industry and MEO Submit Revisions Brief SSA on Evaluation and SS Results

Source Selection Team Evaluates Revisions

RFP

Closing Source Selection Team Evaluates Proposals Competitive Range Determination

Announce Competition Develop

PWS

Issue

RFP

Pre-proposal Conference MEO Develop Proposal Industry Develop Proposals

Program Overview Provide Level I and Level II Operations and Maintenance (O&M) of Configuration Management (CM), Systems Administration (SA), Help Desk, Database Administration (DBA), and Virtual Private Network (VPN) support to the 375 Communications Support Squadron (CSPTS), Scott AFB IL

Level I & II Definitions

Configuration Management Ensuring the operational software and hardware is configured in accordance with the delivered systems’ baseline

Providing the required software to affected systems administrators Maintaining an adequate inventory of software in approved baseline Maintaining a baseline management log

Inventory Control

Configuration Management Library CML consists of web page updates, document control, and software management

Obtaining the inventory list from the CML tracking system Comparing the inventory list to the CML Resolving configuration item discrepancies Sending an annual inventory report to the SM in a format identified by the configuration management plan (CMP)

Informational/Support Web Page Update

Document Control Document Control services ensure centralized and version control for all systems’ documents

Filing documents in the configuration management library Logging the documents into the applicable databases Notifying affected functional areas of document delivery

Baseline Software Management

System Administration System administration consists of providing customer support, system administration maintenance, and preventative maintenance.

Customer Support Customer Support consists of Accounts Management and Network Access.

Account Management

Network Access

System Admin Maintenance Install, maintain, upgrade, modify, isolate, and repair servers, workstations and peripherals and system software/hardware

Coordinate all maintenance actions and schedule system outages with each SM and HQ AMC Maintenance Coordinator Notify the MAJCOM/Air Force Forces Communication Control Center (M/ACCC) when the system is operational and available to the user Provide an after action report describing maintenance actions to the M/ACCC IAW M/ACCC format Ensure full data and system recovery to operational status upon completion of maintenance and/or recovery actions Document and track all maintenance actions in C2 Remedy and provide status to the SM on a monthly basis or as requested by the Functional Commander

Software/Hardware Repairs Perform Level I and II support on software and hardware not supported by an existing warranty, support agreement or contract

Required to travel to CONUS/OCONUS for systems off Scott AFB Notify the appropriate systems manager of system down-time IAW the established systems manager reporting procedures Document all repair actions in C2 REMEDY for status tracking purposes

Hardware/Software Upgrades

Preventative Maintenance Employ effective and innovative preventative maintenance practices to allow for identification and mitigation of potential network issues that may cause system failure or downtime

Defragging hard drives Maintaining a clean server and server area within Service Provider’s control Checking for both visual and audible alarms and signals Conduct trend analysis to identify recurring failures and provide this information to the SM and/or PMO monthly

System Monitoring Monitor systems to ensure system availability and identify potential problems

When a problem is identified, the Service Provider shall initiate repair/resolution actions Adjust and direct users to alternate sites/enclaves as required

Help Desk Provide 24/7 help desk support to users of the identified systems

Provide customer support, and trouble ticket tracking Shall track and monitor all customer support requests and data-flow troubleshooting actions in C2 REMEDY and/or the Government provided tracking system Provide systems customers with the most current status of their submitted C2 REMEDY tickets when requested Notify the appropriate work center if the customer provides additional information to the C2 REMEDY ticket submission Run a daily C2 REMEDY ticket status report and forward to the appropriate Web Master for web page posting Notify the appropriate systems manager of system outages when system threshold are met

Customer Support

When the user request can not be resolved at the help desk, the Service Provider shall forward the request to the appropriate work center/activity for resolution

Data Administration Provide data administration to include determining/analyzing customer requirement, changing the data as requested with minimal negative impact, and maintaining a historical data administration log

Database Administration DBA consists of conducting account maintenance, database monitoring, and performing database maintenance

Account Maintenance

Database Monitoring

Database Maintenance

Question and Answer Session

Communications Operations & Maintenance Function A-76 Questions and Answers 11 Feb 2008

Questions and Answers All Questions and Answers will be posted to FEDBIZOPPS

Amendments to the RFP and PWS will be posted to FEDBIZOPPS

PWS Section: General Contract Data Requirement List (CDRLs)

No CDRLs for this requirement Remedy Control

Service Provider will control Remedy Server and Configuration

Functional Help Desk Several questions related to removal of Functional Help Desk and PWS Refinement

The PWS did not fully capture the full functional help desk requirements Depth of support has been reduced

Incumbents Several Questions about current incumbents and MEO

This is MEO recompete in accordance with OMB Circular A-76.

All incumbent contractors were listed in the Pre-solicitation notice:

Computer Sciences Corp Dynamic Process Solutions, Inc NCI Information Systems Inc Northrop Grumman Defense Mission Systems.

FTE and CME

There are 88 FTE's and 15 CME's for a total of 103. This information is available in previous FedBizOpps postings FTEs and CMEs totals not related to this requirement are not available

PWS Section 1.3 Description of Services “Programs/Systems Services Matrix” and “Operational systems do not include test or development equipment or enclaves.”

Service Provider is responsible for C2 Enclaves Unless travel is involved Then to PMO A POC list will be provided at award listing O&M providers on test equipment

PWS Section C-1 & C-3 Inventory Control/Supplies Appendix 3 System Specific Equipment Inventory

Equipment is only at Scott AFB and DECC St. Louis Appendix 3 Updated

Supplies and Consumables

Service Provider will be responsible after the first thirty days after supplies and consumables run out.

PWS Section 1.5

Clarification need on the level of support provided under existing contracts in Appendix 6 so the Service Provider can understand their requirements in situations where Appendix 6 and Appendix 7 overlap.

PWS takes precedence over App 6. App 6 provides a listing of current agreements, some of will change upon contract award List of Hardware and Software under warranty provided at contract award Current standards for SLAs, MOAs, POUs for current provider.

See Appendix 6

PWS Section 1.5

Preventative Maintenance is defined differently in PWS Para 1.5.2.3 and Appendix 7.

Both are correct and not all inclusive Appendix 7 & PWS Para 1.5.1.2, Network Access, what routers and switches exist at this time

An inventory will be done IAW the PWS. See examples of current equipment provided in Appendix 3 PWS Para 1.5.2 SA Maintenance

If maintenance and technical issues arise above Level I/II, Service Provider shall request Level III Assistance.

Level III is not part of this requirement.

PWS Section 1.6 Help Desk Workload Data for various Help Desk Duties and one year call statistics

See Appendix 1 The number of personnel currently supporting the Help Desk

No additional information will be provided beyond what is provided in the RFP and previous FEDBIZOPPS Postings

PWS Section 1.7.3 Database Maintenance All systems will be support by functional help desks and Level III help desks

Reporting Level III Calls

Do not report through the M/ACCC or that system’s Help Desk.

Report to functional help desk or level III help desk

PWS Section 4.6.1 Hours of Operation Workload/Historical Data for On Call Support

Appendix 1 Question on 99% VPN system availability achievability during on-call hours.

Focus more on the end result and less on the hours of operation.

Is the contractor to staff personnel 24/7/365 for ATES, CAMPS, GDSS, GCCS, ACFP, COINS, and Database Administration (all other) systems.

Staffing should be based on performing the tasks to the level described in the performance plan.

PWS Section 4.6.1 Hours of Operation Hours of Operation Chart

VPN but no associated C2 Systems VPN support applies to all programs. VPN solutions are both hardware and software.

PWS Section 4.7

RECORDS

Mandatory service level requirements

It is the responsibility of the prime contractor to establish performance metrics with its vendors in order to meet its contract obligations.

PWS Section 4.11

PHASE-IN PERIOD

The 30- day observation period is included in the 120 days.

All transition actions must be completed NLT the 120th day following contract start date.

Training and Certifications “Maintain any certifications and minimum years of experience acceptable in the commercial market and required by federal, state, and local laws that are necessary to accomplish the requirements of this PWS”

Government Civil Servant Not Exempt

PWS 4.8. GOVERNMENT PROVIDED/ GOVERNMENT FUNDED TRAINING

Government will not provide training materials to support the requirements for contractor training of replacement employees

Training and Certifications

Certifications desired: only as applicable to the individual position/ job assignment Minimum Requirements: Appendix provides informational examples of minimum requirements by position.

Job Descriptions for incumbent providers are not available Security Clearance (DD254)

PWS Appendix 1 GCCS systems administration tasks in Appendix 1 applicable to only GCCS workstations

Workload Data will be provided for Remedy

CAMPS Customer Requests

Appendix 1 Amended

PWS Appendix 3 System Specific Equipment Inventory Government to Maintain / Colum disconnects

Appendix 3 Amended

Appendix 11 (Service Provider Maintained Databases) does not include all systems in Appendix 3

Follow Appendix 11 for service provider supported databases.

Appendix 1 describes SA workload requirements. Appendix 3 is for reference.

It is not a complete listing of all the equipment to be maintained under this effort.

It is meant to provide the Service Provider a picture of the number and types of equipment currently being utilized by each of the programs.

PWS Appendix 5 Government Furnish Facilities Location of Service Provider

Single Building is Possible

PWS Appendix 7 Programs/Services Systems Services Matrix

Several Questions addressed disconnects in Appendix 1 and Appendix 7 for the following systems: GATES, GDSS, ASIFICS, ACFP, COINS, and L-Band SATCOM

Appendix 1 and Appendix 7 have been amended “Maintain and report metrics” explained in the PWS 4.4.2. Performance Metrics for ACFP, ASIFICS, CAMPS, GATES, GCCS, GDSS, L-Band SATCOM, and Remedy.

PWS Appendix 7 Programs/Services Systems Services Matrix

Systems Appendix 7 Programs/Services Systems Services Matrix Appendix 1 Workload

Travel Appendix 8 Appendix 8 (Travel) is being updated to specify travel purpose, duration, and frequency

There is not a separate travel CLIN.

Travel is FFP and based on the data provided in Appendix 8.

PWS and RFP Administrative PWS Appendix 6 & Appendix 18

Disregard comments RFP Draft Watermark

An Amendment will be posted to correct the "Draft" watermark.

Solicitation release date remains as 31 Jan 2008

Technical Exhibit 16 = Appendix 16

Proposals Proposal Submissions

Original and 5 full copies.

One electronic copy of the proposal is sufficient We will not dictate how you separate files for electronic submission but keep in mind that it should permit rapid location of information. An example may be to separate files for Volume 1 by Section and for Volume two by subfactor.

Page Limitations

The Executive Summary is limited to 7 pages.

All other sections have no limits Proposal Format is Office Standard Format

Schedule B The correct POP

CLIN 0001 is 1 Oct 2008 - 31 Jan 2009 (Phase in 4 months) / CLIN 1001 is 1 Feb 2009 - 30 Sep 2009 (Base period 8 months).

Delivery POP are corrected. Amendment to the RFP will be posted Fully Burdened Labor Rates

For the ease of evaluation we are asking for fully burdened labor rates.

Subcontracting

The FedBizOpps and SBA's Sub-Net Web site (http://web.sba.gov/subnet/) provides a means to post business arrangement opportunities

RFP: FAR References FAR Clause 52.222-41 Service Contract Act of 1965

This requirement is exempt based on FAR 22.1003-4 ( c ) (1).

FAR 52.212-1, Validity Requirement

Change from 30 to 175 calendar days FAR 9.104-1 Responsibility

Basis of award is LPTA and past performance will not be an evaluation factor per FAR 15.101-2.

Per RFP Section 7 Responsibility Information is required which may include financial data to support adequate financial resources identifying any current or previous contracts to support establishment of a satisfactory performance record.

Freedom of Information Act FOIA number 2007-036 requested the RFP (FA4452-99-R-0008) number and a copy of the PWS in place at that time.

In 2000, this requirement was awarded to the Most Efficient Organization (MEO) following OMB Circular A-76 cost comparison study and did not result in a contract to industry.

Written Questions Please hand in an written questions

Reminder

Questions can be submitted up to 1 week prior to the RFP closing date