Pre-Proposal Conference 4 Apr 12.pptx

Air Force Financial Improvement & Audit Readiness (FIAR) Support Pre-Proposal Conference Solicitation Number: FA4890-12-R-0006 3 April 2012

This Briefing is:

UNCLASSIFIED

Headquarters Air Combat Command

WELCOME

Mr. Randall J. McFadden

SES

Director, ACC AMIC

PROGRAM OVERVIEW

Mrs. Maureen A. Thibodeau Program Manager

ACC AMIC/DRAC

Agenda Rules of Engagement Program Overview Scope Major Objectives Contractor ID/IQ Management Initial 3 Task Orders Request for Proposal (RFP) Overview Sections 1 - 7 RFP Amendment 0001 Questions and Answers

Rules of Engagement Administration Questions welcome during briefing Briefing content & answers to questions are “Unofficial” Briefing highlights key areas; not all-inclusive RFP, and its attachments, takes precedence over all verbal communications Cut off date for questions: 18 Apr 12

Scope Single Award ID/IQ Contract:

Owned by: Assistant Secretary of the Air Force, Directorate of Financial Management (SAF/FM) Managed by: Air Combat Command Acquisition Management and Integration Center (ACC AMIC) $300M ceiling Ordering period: 30 July 2012 – 29 July 2017 Task orders no > 5 years, including all options and extensions May issue a one year task order on last day of ordering period No task order performance beyond 28 July 2018 Place of Performance: CONUS and OCONUS Initial three task orders = minimum guarantee

Major Objectives Develop assertion packages to achieve audit readiness Audit trail & primary/feeder system compliance information Compliance with Office of the Under Secretary of Defense (Comptroller) (OUSD(C)) FIAR guidance & AF Acceleration Plan Meet or exceed timelines established in Financial Improvement Plans (FIP) for each assessable unit / statement Sustain all assertion packages in audit ready state Transfer sustainment to Government at contract end Provide oversight necessary to ensure progress in meeting FIP timelines

Contractor ID/IQ Management (1 of 6) Independent Public Accounting (IPA) Certification Qualifications and experience to conduct financial statement audits on large, complex organization equivalent to Air Force Licensed by a recognized state board of accountancy Contractor to notify Contracting Officer (CO) if lose authority to issue a financial statement audit opinion No Decision Making on behalf of Government Documentation / Deliverables Meeting Participation

Contractor ID/IQ Management (2 of 6) Human Resource Management Can rapidly increase workforce to meet task order requirements Personnel qualifications (per task order / in aggregate) Key personnel Contractor Identification Removal of Personnel Financial Management Work at Government-owned Facilities

Contractor ID/IQ Management (3 of 6) Kick-Off Meeting:

In National Capital Region (NCR) Within 10 business days of award Environmental, Safety and Health Considerations Security Physical / Personnel Security Facility Clearance: Top Secret Theater / Country Clearances General

Contractor ID/IQ Management (4 of 6) Quality Control Inspection System - Quality Control Plan (QCP) Performance Evaluation Non-conformance, Issues, Performance Evaluation Meetings Deliverables With ID/IQ Proposal: Management / Staffing Plan; Small Business Subcontracting Plan; Organizational Conflict of Interest (OCI) Plan; Transition Plan 10 calendar days from award: QCP / Subcontractor List 10 business days from award: Kick-off meeting Quarterly: Data Accession List CDRL; Lapse Rate Individual / Summary Subcontracting Report (ISR/SSR) in Electronic Subcontracting Reporting System (eSRS) Contractor-identified concerns that impact Contractor’s ability to meet milestones/ timelines

Contractor ID/IQ Management (5 of 6) Quality Control (continued) Performance Evaluation (continued) Services Summary Provide and retain qualified key personnel Provide qualified people at Task Order start Maintain stable workforce - maintain < 5% lapse rate Deliverables / Schedule Management Small Business (SB) Participation (25%+) Initial Contract Performance Review within 30 calendar days of contract start

Contractor ID/IQ Management (6 of 6) Government Furnished Items Mandatory Supplemental Documentation Task Order Process Applies to all future task orders (other than 0001, 0002, 0003) Labor Category Descriptions

Initial 3 Task Orders (1 of 4) Three Task Orders Awarded with ID/IQ Contract:

0001 - Contractor Program Management Support - Firm Fixed Price (FFP) 0002 - Statement of Budgetary Resources (SBR) (Current) Audit Readiness (Assertion and Sustainment) - FFP Level of Effort (FFP LOE) 0003 - Existence and Completeness (E&C) of Mission Critical Assets (Current) Audit Readiness (Assertion and Sustainment) - FFP LOE Performance Schedule 30 July 2012 to 29 July 2017 (or five years from award date) One year base / four one year option periods

Initial 3 Task Orders (2 of 4) Performance Locations National Capital Region (NCR) Wright Patterson Air Force Base (AFB), OH Air Force Accounting & Finance Office (AFAFO), Denver, CO Defense Finance & Accounting Service (DFAS), Columbus, OH Key positions proposed at ID/IQ binding for task orders Kick-off meetings 10 business days from ID/IQ award and in conjunction with ID/IQ kick-off Other Applicable Data Follow ID/IQ Performance Work Statement (PWS) parameters, as indicated in TO PWSs TS/SCI required for personnel involved in any way with the Special Programs portion of this requirement

Deliverables If on weekend / holiday, submit last work day before due date Editable, searchable versions of Microsoft Office 2007 or 2010, Portable Document Format (PDF) using Adobe Acrobat 8.0 or 9.0 (or latest Government versions) Deliverables:

Assertion package deliverables Management Reports - Task Order 0001 only Kick-off meeting Contractor-identified concern that impacts ability to meet FIP and AF Acceleration Plan milestones / timelines Nature of issue within 3 business hours Recommendations / corrective actions within 8 business hours (unless otherwise approved in writing by Contracting Officer Representative (COR)) Initial 3 Task Orders (3 of 4)

Services Summary Critical success factors for the contract / task order Minimum items Government will surveil Baseline for Government Quality Assurance Surveillance Plan Items on all 3 initial task orders Provide and retain qualified key personnel Provide qualified people at task order start Develop Assertion Packages FIP Status Management Deliverables/ Schedule Management Initial Contract Performance Review Initial 3 Task Orders (4 of 4)

Objective: Provide Advisory and Assistance (A&AS) Contractor program management support, auditing expertise, and oversight to all work related to AF FIAR Support contract General Program Management Requirements Responsible for contract performance per major objectives of ID/IQ contract and all task orders Program management capability for ID/IQ to ensure contractor success in achieving full audit readiness by 30 Sep 17 Maintain key personnel / Respond to Government requests Support / take part in various meetings identified in PWS Review Working Capital Fund (WCF) finished work products Task Order 0001 (1 of 3)

Performance Reviews Program Management Reviews (PMR) At least quarterly Travel for PMRs considered a cost of doing business Contract specific issues, as needed / requested Management Reports: Weekly Activity Report (WAR) by assessable unit in format established by Government Template Management Task Order 0001 (2 of 3)

MAJCOM / DRU Liaison Support Liaison support between MAJCOMs/DRUs and the SAF/FM Audit Readiness Office (SAF/FMPA) Gather and disseminate required data and assist with obtaining assertion package documentation needed for audit readiness May support / impact work on other task orders Mandatory Supplemental Documentation Primary / Feeder System List Sample / Template (WAR Template) COR in SAF/FMPA in NCR Task Order 0001 (3 of 3)

Task Order 0002 (SBR Audit Readiness) Objectives Achieve audit readiness for 16 currently identified assertion packages/assessable units with developed FIPs in time to achieve overarching, consolidated SBR assertion by 31 Mar 14 Sustain the 16 assertion packages/assessable units and overall SBR in an audit ready state through 29 Jul 17 Accomplish above including Special Programs portion of effort Task Order 0003 (E&C of Mission Critical Assets Audit Readiness) Objectives Achieve audit readiness for 12 currently identified assertion packages/assessable units with developed FIPs in time to achieve E&C of Mission Critical Assets assertion by 30 Sep 15 Sustain the 12 assertion packages/assessable units in an audit ready state through 29 Jul 17 Task Orders 0002 & 0003 (1 of 5)

Meetings: Support, attend and/or participate in task order-related meetings, providing information in Government-requested format General Audit Readiness / Sustainment Requirements Utilize AF Acceleration Plan to determine stage of work required Assist Government in performing Discovery, Corrective Action, Evaluation and Assertion Phases Obtain, collect, evaluate audit evidence to support Key Control Objectives (KCO) Recommend, obtain, analyze and capture data to support assertion package / assessable unit development / sustainment Maintain consistent format & organization of documentation Task Orders 0002 & 0003 (2 of 5)

General Audit Readiness / Sustainment Requirements FIP Management (may require Microsoft Project) Submit FIPs for update in FIAR Planning Tool Assist in any oral / written presentation required in review and approval process for assertion packages Attain / sustain audit readiness once in audit ready state Work with Government personnel to recommend executable corrective actions (for deficiencies) to meet milestones Comply with Federal Improvement Systems Controls Audit Manual (FISCAM) requirements COR in SAF/FMPS in NCR FIPs attached in Mandatory Supplemental Documentation Task Orders 0002 & 0003 (3 of 5)

Assertion Packages Provide support in documenting and assessing audit readiness and sustainment to assist Air Force in achieving / maintaining audit ready state (per progress indicated in FIPs) of each of the assertion packages / assessable units (and overarching, consolidated SBR for Task Order 0002) Identify areas not covered in previous assessable units or documentation and recommend solutions for incorporation COR in SAF/FMPA in NCR Special Programs (Task Order 0002 only) Parallel yet separate effort to for all 16 individual assertion packages / assessable units and overarching consolidated SBR using same FIPs TS/SCI required COR in SAF/FMB in NCR Task Orders 0002 & 0003 (4 of 5)

Sustainment Update assertion packages in PWS to maintain audit readiness Complete by 31 Mar each year, effective 30 Sep of previous FY, to maintain audit readiness, for duration of contract OUSD(C) approval not required Perform risk and / or materiality based sustainment testing for each assertion package / assessable unit COR in SAF/FMPA at Wright Patterson AFB, OH Task Orders 0002 & 0003 (5 of 5)

REQUEST FOR PROPOSAL

(RFP)

OVERVIEW

Mr. Steven Pillo, Contracting Officer Mr. Jim Robinson, Contract Manager

ACC AMIC/DRAL

Section 1 – Standard Form 1449 Block 10 – Unrestricted Block 14 – RFP Block 27a – not checked, 52.212-3 not attached (Reps / Certs) Block 28 – Sign and return one copy Proposals valid for 110 days Single Award ID/IQ

Section 3 - Schedule of Services

Labor categories and associated rates -- Inserted at contract award Contract Min / Max -- $500K, $300M

Section 4 – Important Clauses

Section 4a - Special Requirements

**Becomes part of contract

Section 5 –Attachments / Exhibits

Section 6 – Instructions to Offerors (1 of 5) Formal Communications With Contracting Officer or Contract Manager only Contracting Officer: Mr. Steven Pillo, (757) 225-9083, Steven.Pillo@langley.af.mil Contract Manager: Mr. Jim Robinson, (757) 225-6577 Jim.Robinson@langley.af.mil Proposals valid for 110 days Proposal Format

Exceptions

Section 6 – Instructions to Offerors (2 of 5) Instructions for Volume I, Technical (Factor 1) Do not restate PWS or use general phrases Technical Subfactors (Three Subfactors) Subfactor 1 - Management / Staffing Plan Subfactor 2 - OCI Plan Subfactor 3 - Transition Plan

Section 6 – Instructions to Offerors (3 of 5) Instructions for Volume II, Past Performance (Factor 2) Past Performance Information (PPI) References:

Minimum of 2, maximum of 5 – 2 on Offeror; remaining 3 on subs, teaming partners, joint venture partner (or on prime) Subcontractor/Teaming Partner Consent Letter Organizational Structure Change History Recency: 12 months of performance within last 3 years Relevancy:

Depict how each reference meets the relevancy criteria Government not bound by Offeror’s opinion of relevancy Other Sources may be used by Government Responsibility Determination will be conducted

Section 6 – Instructions to Offerors (4 of 5) Instructions for Volume III, Price (Factor 3) Part A – Pricing Table Labor Rates For each labor category proposed for each year of the ordering period and “Op X” Max rates for life of ID/IQ to be incorporated into contract Task Order Pricing Total Overall Evaluated Price / Travel G&A / Data Pricing Supporting Price Backup Data

Section 6 – Instructions to Offerors (5 of 5) Instructions for Volume III, Price (Factor 3) Part B – Proposal Documentation Signed copy of Standard Form 1449 Online Reps and Certs (https://orca.bpn.gov) Acknowledge amendments TS Facility Clearance Small Business Subcontracting / Participation Plan Contract Requirement OCI Identification – current/prior work Department of Labor Equal Employment Opportunity Clearance Sample Data / Software License Debriefing of Offerors

Section 7 – Evaluation Criteria (1 of 3) Basis for Contract Award Lowest Price Technically Acceptable (LPTA) source selection methodology Acceptable Technical Proposal in all 3 Subfactors Acceptable Past Performance Rating Fair and Reasonable Price May award without discussions, but may conduct discussions if necessary Competitive Range Minor / Major Revisions May make final determination as to whether proposal is acceptable or unacceptable solely on basis of initial proposal

Section 7 – Evaluation Criteria (2 of 3) Evaluation Factors:

Factor 1 – Technical (3 Technical Subfactors) Factor 2 – Past Performance Each PPI must meet at least 1 Relevancy criteria

To be determined Acceptable must:

Meet all 4 relevancy criteria Have Satisfactory Performance record Adverse Past Performance No Relevant past performance record=Unknown/Acceptable

Section 7 – Evaluation Criteria (3 of 3) Evaluation Factors (continued) Factor 3 – Price Part A: Price Evaluation Price Reasonableness – Comparison / Competition Price Analysis – Comparison to GSA Schedules, previous contracts, various techniques Unreasonably low or high / Unbalanced Part B: Proposal Documentation (Submitted in price section to facilitate review) Top Secret Facility Clearance review Subcontracting Plan review OCI Concerns that may impact FIAR review

RFP Amendment 0001 (1 of 3) Clerical errors addressed and corrected

PWS:

CPA or CISA for Senior executive support personnel 10 years of financial statement audit experience OR 10 years of AF Financial Management experience (or combination thereof equaling 10 years) within the last 15 years Top Secret Facility Clearance; TS/SCI for contractor personnel with access to or working on Special Programs Kick-off meeting(s) within 10 business days of ID/IQ award DFAS Columbus Ongoing performance location for TO 0001 Added E&C systems list by assessable unit to ID/IQ Appendix B Contractor shall provide support in documenting and assessing audit readiness and sustainment to assist the Air Force in achieving and maintaining an audit ready state (per progress indicated in FIPs) for each assertion package

RFP Amendment 0001 (2 of 3) PWS (continued):

Cruise Missiles & Aerial Target Drones FIPs removed with note added at top that they are currently under examination; will be in sustainment upon completion Uninstalled Missile Motors FIP removed with note added at top that currently asserted; will be under examination at task order start and in sustainment upon completion

RFP

Proposal Due Date/Time: 24 April 2012, 1600 EDT Only 1 CD-ROM / CD-R required with all 3 volumes included Patent Clauses CDRL & DID Exhibits A and B Facility Clearance: Top Secret Expanded OCI Identification in 6-9.2.6

RFP Amendment 0001 (3 of 3) New Items (RFP) Paragraph 6-9.2.3 Sample Data / Software License. Provide a sample license, as applicable, in accordance with CLIN 0005.

Paragraph 7-3.3.2.4 Sample Data / Software License. The Government will review the sample license, as applicable, in accordance with CLIN 0005 Data Right CLINs in Pricing Table

Questions?

image2.png image3.emf

Microsoft_Word_Document1.docx Volume

Title

Hard Copies

Electronic Copy

Page Limit

Closing Date

I

Technical

1 CD-ROM/CD-R

24 April 2012; 4:00 PM EDT

II

Past Performance

See 6-8

24 April 2012; 4:00 PM EDT

III

Price (See Note)

None

24 April 2012; 4:00 PM EDT image4.emf

Microsoft_Word_Document2.docx

RATING

DEFINITION

RELEVANT

Past performance effort involved:

1. Financial statement audit and audit readiness support within the DoD

1. Application of Federal Information System Controls Audit Manual procedures for a federal agency

1. Experience with FIAR Guidance resolving complex audit issues and developing assertion packages

1. Experience managing multiple tasks and programs at multiple locations simultaneously

NOT RELEVANT

Past performance effort did not involve:

1. Financial statement audit and audit readiness support within the DoD

1. Application of Federal Information System Controls Audit Manual procedures for a federal agency

1. Experience with FIAR Guidance resolving complex audit issues and developing assertion packages

1. Experience managing multiple tasks and programs at multiple locations simultaneously image1.png