CTRIC_III_Industry_Day_Minutes_Industry_Participants_20160623.pdf

CTRIC III

Industry Day Meeting Minutes

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Meeting Details Title Cooperative Threat Reduction Integrating Contract III (CTRIC III) Industry Day Purpose Defense Threat Reduction Agency (DTRA) Cooperative Threat Reduction

(CTR) hosted an Industry Day to discuss the upcoming CTRIC III contract, and specifically addressed:

1. CTR programmatic overview

2. Anticipated CTR requirements for CTRIC III scope

3. Notional Acquisition schedule

4. Industry questions

Date Thursday, 23 June 2016 Time 0830 – 1200 EST Location Cooperative Threat Support Center

Conference Rooms 1020 A-B-C 8209 Terminal Rd, Suite 700 Lorton, VA 22079

DTRA Cooperative Biological Engagement Program (CBEP) Chemical Weapons Destruction (CWD) Global Nuclear Security (GNS) Strategic Offensive Arms Elimination (SOAE) Weapons of Mass Destruction Proliferation Prevention Program (WMD-PPP) Cooperative Threat Integration (CTI) Contract Department (J4C)

DoD Office of the Secretary of Defense (OSD)/Acquisition, Technology and Logistics (AT&L)/NCB/WMD Threat Reduction

Agenda Time Description Speaker 0830 Check-in to CTSC 0900 Welcome & Introductions Ms. Amy Muench 0910 CTR Director Comments and

Program Overview COL Rob Pope

0925 CTR Program Briefs CBEP

CWD

GNS

SOAE

WMD-PPP

1030 Break 1045 CTRIC III Brief J4C

CTRIC III

Ms. Tammy Feige Ms. Amy Muench

1100 Discussion, Comments, and Questions

Moderator Respondents

Ms. Amy Muench PMs and J4C

1155 Wrap-up Ms. Amy Muench

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Industry Representation: Ninety-four (94) participants from fifty-one (51) companies

Advanced Technology Systems Company (ATSC) AECOM Analytical Services, Inc. (ANSER) Applied Integrity Consulting, LLC (AIC)

Applied Research Associates, Inc. (ARA) ARES Corporation BAE Systems BAI, Inc.

Barbaricum Battelle Memorial Institute

Black & Veatch C4 Planning Solutions, LLC Camber Centra Technology

CH2M Hill CRDF Global CSRA Deloitte

Elbit Systems Engility Corporation Excession Technical Services, Inc. ExLog Global

FW Grey Consulting Gryphon Scientific HWC Inc. Inflow

Inspirion Biosciences KVG LabCDI Leidos

Lockheed Martin Corporation MAPP Associates MELE Associates Merrick & Company

Metabiota, Inc. MRIGlobal, Inc.

Northrop Grumman Corporation Obera, LLC

PAE Parsons Corporation Planate Management Group Raytheon

Science Applications International Corporation (SAIC) SECURUS Strategic Trade Solutions, LLC Signature Science, LLC Symetrica, Ltd.

TechTrans International Corporation (TTI) The Tauri Group, Inc.

TMC Global Professional Services Watermark Risk Management International, LLC

Xator Corporation

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1. Opening remarks

a. Welcome

b. This effort combines the CTRIC II and Biological Threat Reduction Integrating

Contract (BTRIC) efforts

c. The purpose of industry day is to provide potential offerors with an opportunity to better understand:

i. The CTR Mission

ii. The individual CTR Programs and their requirements

iii. The contracting structure and scope

iv. Acquisition Milestones

d. This industry day is part of CTR’s market research efforts for CTRIC III

e. CTR is providing industry an overview of the Program and its mission to solicit feedback from industry regarding the CTRIC III opportunity

f. Please respond to the Request for Information (RFI), which is due by 29 June 2016

2. Introductions

a. CTRIC III Acquisition

i. Ms. Amy Muench; CTRIC III Acquisition Manager

ii. Mr. Dorian Corbett; CTI Program Manager

b. Contracting

i. Mr. Scott Vitarelli; CTR Program Contract Chief

ii. Ms. Tammy Feige; CTRIC III Contracting Officer

iii. Ms. Consuelo Reyes-Salas; CTRIC III Contracting Specialist

iv. Mr. Ed Archer; Director of Small Business Programs

c. CTR Program Overview: Colonel (COL) Rob Pope, United States Air Force (USAF); CTR Deputy Director

d. Cooperative Biological Engagement Program (CBEP): Mr. Daniel Caporaso; Acting Deputy Branch Chief Africa and SE Asian Regions

e. Chemical Weapons Destruction (CWD): Commander (CDR) Charles Taylor, United States Navy (USN); CWD & SOAE Program Manager

f. Global Nuclear Security (GNS): Mr. Scott Crow; GNS Program Manager

g. Strategic Offensive Arms Elimination (SOAE): CDR Charles Taylor, USN; CWD &

SOAE Program Manager

h. Weapons of Mass Destruction Proliferation Prevention Program (WMD-PPP): Mr.

Mark Sullivan; WMD-PPP Program Manager

3. CTR Overview

a. CTR is 25 years old

b. Started as a small, nuclear focused in former Soviet Union countries, and the program has grown to global effort, with the exception of South America

c. CTR efforts are conducted in cooperation with willing partners

d. Individual CTR Programs continually evolve to meet the changing CWMD Mission needs

e. CTR does not currently plan to work in all the countries it has determinations in

f. Contractors may be asked to operate in less than permissive environments

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4. CBEP

a. The program mission consists of three (3) primary focus areas

i. Biosurveillance (BSV)

ii. Biosafety and Security (BS&S)

iii. Cooperative Biological Research

b. Examples include responding to the Ebola Virus Disease (EVD) outbreak in West Africa, efforts in Malaysia implementing a National Seminar on biological risk management (BRM), and conducting BS&S training workshops in Armenia

c. Future requirements are fluid but fundamentally rooted in CBEP’s three (3) primary mission focus areas

d. Read requirements

5. CWD

a. Currently the program is dealing with emerging threats

i. Libya, Syria, and Iraq are examples of these types of engagements

ii. Iraq is emerging now and CTR does not know in what capacity it will engage

b. CWD, like other CTR Programs, works with many interagency partners

c. The Program plans to expand its focus towards security of toxic industrial chemicals/materials (TIC/TIM)

d. Engagement requirements are situational depending on whether the location is permissive

e. Requirements can be small to moderate to large in nature

f. Read requirements

6. GNS

a. GNS provides security at the source facility whereas WMD-PPP provides security at the border

b. Read requirements

7. SOAE

a. This program is not actively hunting for unknown WMD delivery systems, but knows these systems exist globally

b. If CTR becomes apprised of WMD delivery system locations, it may become

SOAE’s area of responsibility (AOR)

c. Requirements are sudden and rapid

i. Sometimes the requirements are small scale and time sensitive, other times the requirements are large

ii. For example if a determination is made to eliminate things like Toxic Industrial Chemical/Toxic Industrial Material (TIC/TIM)

d. Read requirements

8. WMD-PPP

a. This program’s work is threat based

b. WMD-PPP did not do work in Russia, however, the program has engaged countries surrounding Russia

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c. In 2016 the Program engaged in Tunisia

d. WMD-PPP works closely with USG Foreign Military Financing (FMF) programs to ensure long-term sustainment of capabilities

e. This year WMD-PPP anticipates to transition some current projects in Jordan to an

FMF program

9. Contracting Intent

a. This industry day is part of CTR’s market research efforts for CTRIC III

b. CTR is providing industry an overview of the Program and its mission to solicit feedback from industry regarding the CTRIC III opportunity

c. Please respond to the Request for Information (RFI), which is due by 29 June 2016

d. CTR has not committed to any of these approaches (Items 10-14) and is presenting them to solicit industry feedback

10. Contract Vehicle

a. Indefinite Delivery / Indefinite Quantity (ID/IQ)

b. CTR plans to combine CTRIC II and BTRIC future efforts into a single follow-on vehicle, that CTR is calling CTRIC III

c. Period of Performance (PoP)

i. CTRIC II

1. Ordering period ends in April 2017

2. Delivery / invoicing only period continues through April 2021

ii. BTRIC

1. Ordering period ends in April 2018

2. Delivery / invoicing only period continues through April 2019

iii. CTRIC III

1. Five (5) year base - Fiscal Year 2017 (FY17) to FY21

2. Two (2) one (1) year optional ordering periods from FY22 to FY23

3. Three (3) year delivery/invoicing periods

11. Ordering procedures

a. Full Proposal

i. CTRIC II Contractor(s) will be sent a Request for Proposal (RFP) letter

ii. The RFP will discuss the terms and conditions of the TO, an overview of the work involved, instructions to offerors, and evaluation criteria.

iii. Contractor(s) will be expected to submit a full cost and technical proposal.

Specific instructions detailing what must be included with the proposal and when proposals must be submitted will be included in the RFP and tailored to each requirement.

iv. The Government intends to award the task order without discussions, although the Government does reserve the right to hold discussions when deemed necessary by the Contracting Officer

b. Top-level work plan

i. Requirements are not as defined, but CTR has a broad need/parameters

ii. In these proposals CTR looks at the higher-level approach than in the full proposal

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iii. Example: CTR may use a parametric estimating approach which is less accurate but the Program retains the right to re-negotiate costs as details become more defined

c. Rapid response Task Orders (TO)

i. May include short timelines for proposal deadlines

ii. Rapid response procurements may include shorter period of performances

(PoP), but the requirements tend to be a little more defined

iii. Example: Two week turn around for rapid equipment purchases

12. Master labor rate schedule

a. CTR may distribute a labor rate schedule for 10 – 15 labor categories that CTR knows will be required

b. Examples include Program Manager (PM), Deputy PM, engineers, laboratory technicians, scientist, etc. (CTR would define each category and level)

13. Big vs. Small scale acquisition efforts

a. One pool of businesses for large scope projects

b. Another pool for smaller scope projects with smaller scope, shorter duration, lower cost, less time from proposal to implementation

14. Potential Ramp on/off process

a. CTR realizes changes may occur over the contract lifecycle to contract awardee’s corporate situation, the market environment, or internal DTRA requirements

b. CTR is considering allowing companies to ramp off the CTRIC III contract when the relationship with DTRA is no longer in the company’s interest

c. Gaps left by other providers during the ramp off process, would allow qualified companies to ramp on to the CTRIC III contract

d. During the selectin process, CTR would rank the potential providers, using this list for the next available offeror as provider slots open on the CTRIC III contract

e. DTRA is still discussing how “ramp on/off” processes would work administratively

15. Organizational Conflict of Interest (OCI)

a. DTRA issued a standing OCI and Classification of Contractors Memorandum which requires Class A & B contractors to provide signed OCI letters and non-disclosure agreements

i. Class A – Operations Support

1. Current DTRA and OSD contractors providing Advisory and Assistance Services (A&AS), Logistics, and Language Services support will need to notify DTRA’s Contracting Officer point of contact (POC) when participating in CTRIC III Industry Day discussions

2. If currently categorized as Class A, the company cannot submit a bid for the CTRIC III ID/IQ contract

ii. Class B – Mission Execution

1. Current companies implementing contracts accomplishing any aspect of the CTR mission, examples include: CTRIC, BTRIC, direct contracts, UNCLASSIFIED Page 7 of 11 grants, 8a providers, and Science & Technical Engagement Partnership Program (STEPP), are subject to certain OCI contract provisions

b. OCI may or may not apply to current subcontractors supporting J3-7, however these individuals should seek clarification from DTRA’s Contracting Officer point of contact on a case-by-case basis

c. OCI may apply to other contractors and subcontractors that support J3-7 or OSD that work on, or have intimate knowledge of, CTR requirements

d. DTRA’s Contracting Office will ask for disclosures from each Offeror

e. Current contracting vehicles will implement concurrently with the CTRIC III ID/IQ contract until their period of performance ends (e.g. CTRIC II and BTRIC)

16. DTRA Contracting Office points of contact (POC) for CTRIC III

a. All industry communications to DTRA regarding this contracting effort must be directed at DTRA’s Contracting Office POC

b. Industry questions will continue through the Request for Information (RFI) phase

c. Contacts

i. Primary Contracting Office POC: Ms. Consuelo Reyes-Salas, CTRIC III Contracting Specialist, consuelo.f.reyes-salas.civ@mail.mil or (703) 767-3580

ii. Alternate Contracting Office POC: Ms. Tammy Feige, CTRIC III Contracting Officer, tammy.m.feige.civ@mail.mil or (703) 767-2993

d. Mr. Ed Archer, from the DTRA Small Business Office (SBO), can provide some inputs however all requests should Cc the Contracting Office POC or rout through the Contracting Office POC mailto:consuelo.f.reyes-salas.civ@mail.mil mailto:tammy.m.feige.civ@mail.mil

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17. Question & Answer Session Industry Questions CTR Answers

Why doesn’t the Government exercise the CTRIC II optional ordering periods of performance?

The Government has exercised the CTRIC II optional ordering period, which extends the ordering period through April 2017. The Government may consider extending the CTRIC II optional ordering period of performance.

Please explain the concept of dividing the CTR requirements pool into large and small task orders.

The Government is looking for feedback from industry to help determine if the approach is viable for large, medium, and small businesses. The CTR mission is very diverse and the Government is working to determine how to receive the best value and delivery from both large and small requirements. DTRA Contracting Office encourages industry to provide thoughts and concerns through submitting RFIs to the CTRIC III primary POC.

Please explain the option of Large and Small business pools versus small business set asides for this effort.

Risk of prohibitive costs for operating in broad-scoped and overseas engagements may discourage and/or damage smaller businesses. DTRA is looking to encourage both large and small business to compete on future business opportunities to ensure competition and reduce risk to Government implementation.

What are the new mission areas of operations (AO) for CTR expansion?

The CTR mission has not changed so much as the number of countries and areas of operation it engages with and in. Reference the Industry Day PowerPoint presentation, slide 8 for clarification of current partner countries and proposed future program expansion. One CWD new mission area is toxic industrial chemicals/materials (TIC/TIM) security in AORs containing actors with nefarious intentions. WMD-PPP provided another example of an evolving mission to develop preparedness and readiness in support of foreign nations’ possessing WMD materials.

Assuming a ≤ $1 Billon estimated expenditure rate for CTRIC III, is there a break out of expected expenditures by program?

CTRIC III does not have CTR program funding determinations at this time. The Government recommends researching historical CTRIC II and BTRIC awards published on available online resource databases. This provides insight into scope and dollar value of previous task orders and contracts. Potential offerors should understand that contractors must have the capability to fufill the full range of requirements throughout the period of performance (POP) at varying levels. Requirements for certain capabilities will peak at times during the POP.

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Industry Questions CTR Answers Referencing the CBEP overview of procurement using other vehicles, including STEPP ID/IQ contract, how will DTRA determine which contract vehicle (STEPP and CTRIC III) will be used for future science work/research?

The CTRIC III Statement of Objectives (SOO) will have some scope similarities with the STEPP contract. CBEP program teams will determine which is more fitting for the specific requirement during the acquisition planning stages and corresponding market research.

Will CTRIC III include any testing of new systems and technology?

WMD-PPP conducts independent Government testing for new systems.

How does WMD-PPP choose the system technology parameters?

Project parameters are identified through other contract vehicles, analysis of alternatives (AoA), and the system requirements development phase.

Both CTRIC II and BTRIC had many sample task orders, but for many small businesses, responding to these sample task orders is prohibitively expensive.

How will CTRIC III avoid this type of exclusionary issue?

The Government intends to have either sample or awardable task orders with the CTRIC III RFP release. The Government is not responsible for any proposal cost incurred by industry.

Referencing CTRIC II, and now CTRIC III, what expectations exist for current bilateral agreements and protections?

Any standing agreements will be identified in the solicitation. DTRA expects but cannot guarantee that current agreements would either be extended or renewed. CTR may look at leveraging existing United States Government (USG) agreements for smaller engagements. Broad agreements, like the ones between CTR and Russia no longer exist.

In Libya, protections were not available and the contractor had to propose how to operate without a standing agreement. CTRIC III contractors are expected to possess the ability to operate in less than permissive environments and should assume the absence of certain protections unless otherwise notified. The Government currently operates in environments without agreements and will be looking to industry to find ways to mitigate future risks.

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Industry Questions CTR Answers How does the CTR Logistics Services (CLS) contract Single Shipper program apply to CTRIC III? In the past, CTRIC contractors were covered under the DTRA and State Department export exemptions. Will CTRIC III performers be covered under the same blanket export licenses?

The Government will release a written response to this question if additional information becomes available. The Single Shipper Contractor, selected via full and open competition, is the authorized CTR program source for coordinating international packing, handling, storage and transportation of equipment, material and consumables acquired for the CTR Program, and for import brokerage and duty-free import clearance as technical assistance.

All CTR programs are required to use the CTR Single Shipper contractor for international shipping. If there are extenuating circumstances or programmatic issues requiring an alternative method (i.e., hand carrying materials), a request must be submitted from the USG Project Manager to the J3CT Deputy Director to consider a waiver in accordance with the Mandatory Use of the Single Shipper Program SOP. DTRA retains the title as "exporter of record" of all items exported under the CTR Program. All items requiring transnational shipment must be reviewed by DTRA/J3CTI for export licensing regardless of the shipping method, including items originating OCONUS because of de minimus requirements or possible reexport as governed by US law. The Single Shipper system provides a robust, consolidated mechanism for program oversight of these requirements, while responsibility for compliance remains with the CTR programs and their supporting contractors.

Is there a way for industry find out of current breakout of expenditures?

The Government recommends researching historical CTRIC II and BTRIC awards published on available online resource databases. Industry can also look at the CTR Annual Report to Congress to show overall expenditures of each CTR program.

Will there be opportunities for industry one-on-one meetings with the DTRA Contracting Office and CTR Program Managers?

The Government is planning industry one-on-one meetings after the draft RFP is released so CTR has a chance to hear from industry first.

By blending the current CTRIC II and BTRIC into CTRIC III, how will WMD-PPP and Threat Reduction Engagement Program (TREP) fit into this contract vehicle?

TREP will not participate in the CTRIC III contract vehicle but the DTRA Contracting Office will look at ways to balance distribution across all CTR programs. WMD-PPP may use CTRIC III as one of its contract vehicles.

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Industry Questions CTR Answers Is there a potential for use of General Services Administration’s (GSA) One Acquisition Solution for Integrated Services (OASIS) as contract vehicle?

How would it be used?

The Government is looking at all its options for contracting approaches and will weigh pros and cons of each approach. We welcome feedback from industry on the government use of this vehicle for the acquisition of CTRIC III.

How many CTRIC III awardees does the Government intend to include?

The Government does not know at this time.

What are other challenges that small businesses may encounter while operating in CTR engaged countries, other than protections?

Challenges are really limited to subcontracting while working in CTR engagement countries. The nature of CTR’s mission is inherently challenging to small business as subcontractors. The DTRA Small Business Office (SBO) is considering many helpful contracting vehicles to enhance small business participation. If industry has suggestions, please provide in the company responses to the Contracting Officer POC through an RFI.