Pre-Proposal Conference Brief
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- Solicitation number
- HQ0034-10-R-0046
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Washington Headquarters Services Acquisition Directorate Pre-proposal Conference Net-Centric Integrated Enterprise Information Technology Solutions
(NIEITS)
Solicitation
HQ0034-10-R-0046
10 AUG 2010
The public areas of the hotel are completely non smoking.
WiFi is $11.95 per device; an access code can be purchased at the hotel front desk.
Restrooms are located on the Atrium level (same level as the meeting rooms) of the hotel, directly across from the pool.
Hotel shuttle picks up and drops off at the Pentagon City metro and runs every thirty minutes.
ADMINISTRATIVE NOTES
10 AUG 2010
AGENDA
| Introductions |
| Purpose |
| Ground Rules |
| Office of the Secretary of Defense (OSD) Program Overview |
| Director of Administration and Management Information Technology (DA&M IT) Transformation |
| Contract / Orders / Ordering Period |
| RFP Overview |
| Questions |
INTRODUCTIONS
| Patricia Watson; Contract Specialist (WHS AD) |
| Ronald Bechtold; Chief Information Officer (OSD) |
| Emmett Webster; Acting Deputy CIO (OSD) |
| Duane Parsons; Chief Financial Manager (OSD) |
| Joletta Rankin; Contracts Manager (OSD) |
| John Taninecz; Acquisition Liaison Team Lead (WHS ITMD) |
| Duane Spriggs; Director, Enterprise Services (WHS ITMD) |
| Sherry Freeman; Director, Small Business Programs (WHS) |
| Carol Decker; Small Business Administration |
| Pete Zahirieh; Small Business Administration |
| Mary Beth Brown; Contract Specialist (WHS AD) |
| David Price; Contracting Officer (WHS AD) |
PURPOSE
The purpose of this conference is to provide industry with an overview of the procurement process and key aspects of the solicitation to facilitate receipt of quality proposals.
The purpose of this procurement is to obtain net-centric information technology (IT) solutions to support the Office of the Secretary of Defense (OSD), the Washington Headquarters Services (WHS), and the Pentagon Force Protection Agency (PFPA) for current and future requirements.
GROUND RULES
| Written terms and conditions of RFP govern over any information presented; any changes to the RFP will be incorporated via an amendment to include written responses to industry questions / comments |
| No audio or video recording is permitted |
| 3X5 Cards available to submit questions |
| Briefing slides and attendees roster will be posted via Fed Biz Ops |
DA&M IT TRANSFORMATION
| Objectives of the Director of Administration and Management’s (DA&M’s) 2007-2012 Strategic Plan are to: |
| make secure and reliable IT systems available to DA&M IT community-supported activities; |
| provide the highest levels of 24/7 communications support for the Secretary and Deputy Secretary of Defense. |
| DA&M IT organizations continue to evaluate functional requirements that have enterprise potential, many of which are included in the scope of this acquisition |
Transformation – Where We Are Phase I:
Strategic Development
Results Actions Leadership established Strategic Direction for IT in DA&M
Phase IV: Implementation
Socialize Priorities & Direction Standardize Common Services Integrated Infrastructure
Stand up new organization based on Leadership’s strategic direction and Transformation team’s design Decision Brief #1 We are Here: Phase III ended with the finalization of the initial implementation plan Phase III:
Future State Design
“As Is” Gaps “To Be” Transformation team analyzed environment and designed future state
Decision Brief #2 Phase II:
Transformation Planning
Transformation POAMs Subject matter experts & strategic partners created plan to reach Strategic Direction Governance Service Mgmt Processes IT Infrastructure Vision:
“To be a premier IT service partner providing secure, reliable, and state-of-the-art IT enterprise solutions to the Office of the Secretary of Defense, Pentagon community, and all other supported organizations while creating an unsurpassed customer experience anytime and anywhere”
Phase I: Strategic Development In response to recommendations from an IT Review that was conducted in 2007/early 2008, a ODA&M Enterprise IT Working Group was formed with leaders from ITMD, PENREN, PFPA and OSD CIO in May 2008. The working group members collaborated to develop a new ODA&M Enterprise IT Vision and five corresponding goals, as well as a way ahead for the 14 original and 2 supplemental IT Review recommendations. The group also created a high level strategic communications plan. They briefed Mr. Rhodes in August, 2008 and received a decision to move forward.
Phase II: Transformation Planning Following the DA&M’s authorization to move ahead in the integration of DA&M IT, the Working Group began developing Plans of Action and Milestones (POAMs) for executing the recommendations in the following areas: Governance, Service Management Processes and IT Infrastructure. On December 9th, 2008, the Governance Group presented a second decision brief to Mr. Rhodes and received approval to move forward in the implementation of the DA&M IT Governance Council, the DA&M IT Transformation POAMs, and the strategic communications plan.
Phase 3: Future State Design After Decision Brief 2, the sub-working groups began executing their POAMs. In the “As Is” data collection phase, sub-working group members gathered information on the current people, processes, technologies and infrastructure of their organizations. Next, they worked together to identify consistencies and differences among the different organizations. Finally, the teams conducted Rapid Improvement Events to develop “To Be” processes and functional charts for the future organization.
Phase IV: Implementation The Transformation effort is now entering Phase IV, which is the implementation of the “To Be” designs. Teams have already begun executing “Practical Next Steps” that were identified as items that can be consolidated within the next 60, 90 or 120 days and do not require organizational consolidation. For example, the Administration Management sub-working group has begun developing SOPs and standardizing processes and functions; the Portfolio Management sub-working group is working toward a standardized and automated CPIC process and a standardized POM and Budget Execution process; the Acquisitions sub-working group is collaborating on hardware, software and services acquisitions; the Telecom sub-working group is working on developing requirements for consolidating request technology; and the Information Assurance sub-working group is consolidating training and standardizing select IA processes.
Chief Information Officer Office of the Secretary of Defense
The OSD CIO / Networks Mission & Organization Relationships
| OSD Customers and Products |
| External and Internal Drivers |
OSD CIO/OSD Networks
Mission:
To provide reliable, secure, and robust information technology services to enable the mission and business processes of the organizations within the office of the Secretary of Defense across all classification levels and in all contingencies
OSD CIO Organization:
The OSD CIO is dual-hatted, also holding the position of Director, OSD Networks
As OSD CIO:
Advises the DA&M on all OSD IT and Pentagon Enterprise IT matters;
Advises OSD Principal Staff Element senior leadership on all IT matters, including IT acquisition and fiscal programming and ensures quality of service delivery to the OSD customers
As Director, OSD Networks:
Provides Information Technology operational and technical support to the Office of the Secretary of Defense, Chief Information Officer in designing, implementing, and maintaining information technology solutions for the Office of the Secretary of Defense
OSD CIO/Networks Organizational Relationships
Name Title
Team Title�
Company Name
Company Name Department Name�
Director, Administration and Management Director, Washington Headquarters Services
OSD CIO
Director, OSD Networks
Deputy Director, OSD CIO
OSD IT Board of Directors OSD CIO, rotating Board Member Co-Chair
Resources Working Group
Information Technology Management Council
Pentagon Governance Council
Pentagon Area CIO Council (PACC)
OSD Network Divisions
OSD Enterprise Configuration Control Board (ECCB)
OSD Enterprise Applications Control Board (EACB)
Operations Engineering Information Assurance Resource Management Continuity of Operations Strategic Planning, Policies & Communications Secretary of Defense Communications
Customers & Products
10 AUG 2010
Our Customers Products
The Customer Base [NCR and Beyond]
Pentagon Area
COOP Sites Pentagon (55%) Crystal City (24%) Mark Center Late 2011 ~ 6700 Employees 3 Networks
10 AUG 2010
Alexandria (7%) Arlington (5%) Rosslyn (6%)
Site 1
Site 2 Other External DoD Metro Area Office Locations (3%)
OSD IT Enterprise Customers Under Secretary of Defense (Acquisition, Technology and Logistics (AT&L)) Under Secretary of Defense for Policy Under Secretary of Defense (Comptroller) Under Secretary of Defense for Personnel & Readiness Assistant Secretary of Defense for Health Affairs Assistant Secretary of Defense for Reserve Affairs Under Secretary of Defense for Intelligence Assistant Secretary of Defense for Legislative Affairs Assistant Secretary of Defense (Networks and Information Integration/ DoD-CIO) (NII/DoD CIO) Assistant Secretary of Defense for Public Affairs DoD General Counsel Director, Operational Test & Evaluation Director, Administration and Management Director, Cost Assessment and Program Evaluation Technical Advisor- David Devries, NII/DOD CIO
The OSD Mission & Community
FOUO
OSD Supports the SECDEF!
Background
| The OSD is the headquarters office for the Department of Defense (DoD) of the United States. |
| The OSD is the principal staff element used by the Secretary and Deputy Secretary of Defense to exercise authority, direction, and control over the Department of Defense. |
| Derives authority from U.S.C. Title 10 |
OSD’s Mission
| Promulgate Policies in support of U.S. national security objectives |
| Provide oversight to ensure effective allocation of resources |
| Develop appropriate evaluation mechanisms |
| Participate in the U.S. Security Community |
10 AUG 2010
The OSD is the headquarters office for the Department of Defense (DoD) of the United States.
The Office of the Secretary of Defense is the principal staff element used by the Secretary and Deputy Secretary of Defense to exercise authority, direction, and control over the Department of Defense. The mission of OSD as an organizational entity, in coordination with other elements of DoD, is as follows:
Develop and promulgate policies in support of United States national security objectives Provide oversight to ensure the effective allocation and efficient management of resources consistent with Secretary of Defense approved plans and programs Develop appropriate evaluation mechanisms to provide effective supervision of policy implementation and program execution at all levels of the Department Provide the focal point for departmental participation in the United States security community and other Government activities
Server hosting and storage are expected to migrate To an external provider.
Date undetermined
- Systems
| Servers |
| Storage |
| Printer |
| Backup |
| Failover |
| Firewalls |
- Staffing
| Help Desk |
| Server Operations |
| Desktop |
| Budget / Procurement |
| Security |
| Logistics |
| System Architects |
- Design & CIO Support
| Requirements definition |
| Design |
| Development |
| Test and Verification |
| Documentation |
| Configuration Management |
| Regulatory Compliance |
| Policy |
| Infrastructure As A Service (IAAS)? |
| Platform As A Service (PAAS)? |
| Applications As A Service (AAS)? |
How could we organize and procure our services differently?
10 AUG 2010
Products and Services
| Firewalls are not directly managed by OSD Networks, but are instead managed by Army ITA. OSD Network personnel validate and submit FW change requests. |
| Servers hosting and associated services are expected to be outsourced in the 2011-2012 timeframe. Army ITA is being considered. |
| Storage is mostly already outsourced via the DCIN program, which is managed by Army ITA. However non-critical storage will also be considered for outsourcing. |
Initiatives
10 AUG 2010
External & Internal Drivers
External Drivers
| Federal Data Center Consolidation Initiative (FDCCI) |
| Federal-wide data center surveys and consolidation planning is in progress. |
| SECDEF’s ‘Savings and Efficiencies’ Memo |
| June 4, 2010 memo directs ‘substantive’ efficiencies department-wide. |
| BRAC 133 |
| Re-shapes work locations and commute of large NCR workforce in late FY2011 |
| FDCCI – 26 Feb 2010 Goals: Fed CIO Memo. Promote Green IT; Reduce cost of datacenter hw and sw; Increase overall IT security posture; Shift IT investments to more efficient computing platforms. |
| SECDEF Efficiencies Memo June 4, 2010 – |
| Initiatives must be specific, actionable, and measurable. Percentage and across-the-board reductions are not acceptable. |
| No organization, to include the Office of the Secretary of Defense (OSD), will be excluded from these efforts. |
| BRAC 133 – Aug – Dec 2011 moves of NCR locations to Mark Center. OSD Networks, as IT org, expects to be early mover in August 2011. |
Internal Drivers
| DA&M IT ‘Rationalization’ |
| DA&M directed merge between OSD Networks Directorate and WHS IT Management Directorate |
| Customer Survey – Starts September |
| Gartner Group to conduct, ‘business efficiency’ format |
| Infrastructure Monitoring Effort – Started in July |
| ITA and OSD CIO co-sponsored effort to monitor network performance and fix problems identified. |
| Server & Storage Outsourcing – External provider being sought. Army ITA being considered. |
10 AUG 2010
DA&M IT Rationalization – 2 year effort to consider future rightsizing, tasking, alignment of PFPA, OSD Network WHS ITMD, and PENREN. Net result is OSD Networks and WHS ITMD will be merging in the FY11 timeframe.
Customer Survey - OSD/CIO will work with Gartner to identify and schedule interviews with appropriate stakeholders including Policy, Program, Functional and Technical personnel.
Infrastructure Monitoring Effort – Program of instrumentation began in July. Data being collected. Problem fixes will be ongoing. Expected to run for several more months, as req’d. Specific desire is to attack latency concerns for network and mail servers.
Fiscal Governance Architecture Enterprise Services
COOP
Information Assurance Enterprise Network
I N T E G R A T E D Independent Enterprise A R C H I T E C T U R E Critical Infrastructure OSD IT Enterprise Modernization Effort In 2006, OSD began a modernization effort which resulted in the merger of services from separate Component networks into a single Enterprise Network Architecture.
While this effort did result in a common infrastructure and services, some work remains to reach the goal of one common network domain per classification.
10 AUG 2010
USD AT&L
ASD NII
ASD IO
USD I
USD Comptroller
ASD HA
USD P
ASD PA
DOT&E
ODA&M
CAPE
USD P&R
ASD LA
RFP Overview Overall objective of this acquisition is to combine existing legacy support contracts to obtain a full range of integrated enterprise net-centric IT supplies and services that provides all users with responsive and efficient access to common information and services on a daily basis, including timely disaster business recovery support
| Office of Secretary of Defense (OSD) |
| Washington Headquarters Services (WHS) |
| Pentagon Force Protection Agency (PFPA) |
| Multiple Award / Indefinite Delivery Indefinite Quantity type contract (MA/IDIQ) |
| minimum of two (2) awards |
| concurrently issue two (2) Task Orders |
| Total small business set-a side [NAICS 541513 / $25M size standard] |
| Maximum (Ceiling) $495M / Guaranteed Minimum $2,500 |
| Type of orders |
| firm-fixed-price |
| firm-fixed-price, level-of-effort term |
| cost-reimbursement (cost-plus-fixed-fee) |
| Ordering period |
| base period of two years |
| three one year options |
Contract / Orders / Ordering Period
Key Dates
10 AUG 2010
| Issue RFP | 02-AUG |
| Close RFP / receive proposals | 07-SEP |
| Commence oral proposals / presentations | 14-SEP |
| Conclude oral proposal / presentations | 04-OCT |
| Conclude evaluation of initial proposals | 22-OCT |
| Award on initial offers | 12-NOV |
Section A
| Standard Form (SF) 33 |
| Offerors shall complete Blocks 12-18 |
| Proposal Due Date |
| 2:00 PM local time 07 SEP 2010 |
| Offer acceptance period: 180 calendar days |
| Task Order Monitor (TOM) |
| Project Kickoff Meeting |
| Firm Fixed Price Level-of-Effort (FFP-LOE) Provision / Contractor Report of Work (CRW) (G.18) |
Section G – Contract Administration Data
10 AUG 2010
FFP-LOE Provision/CRW
The contractor shall submit a Contractor Report of Work (CRW) in MS Excel with each invoice to WAWF that recapitulates the work performed during that month
| Invoicing instructions (G.19) |
| Report format |
| Deductions |
| Key Personnel |
| Contractor Clothing Contractor Personnel Dress/Affiliations |
| Continual Process Improvement Initiative (PIP) (H.17) |
Section H – Special Contract Requirements
10 AUG 2010
Continual Process Improvement Initiative
I. Process Improvement Proposal (PIP):
| a deliverable under each Task Order |
| due 180 days after award |
| the Government reserves the right to reject the PIP if the PIP does not satisfy the requirements |
Share-In-Savings:
The Contractor shall share in the cost savings
Continual Process Improvement Initiative
| % of Cost Savings to the Government | Timeline to Exercise Option (s) | % of Contractor Share in the Cost Savings to the Government |
| Between 10-20% | 90 days prior to Task Order Expiration | 20% |
| Between 21-30% | 120 days prior to Task Order Expiration | 30% |
| Above 31% | 120 days prior to Task Order Expiration | To be mutually agreed on Not to Exceed 50% |
Section L– Instructions, Conditions and Notices
Proposal Identification/Mailing:
RFP No. HQ0034-10-R-0046 Washington Headquarters Services Acquisition Directorate Attn: Ms. Patricia Watson 1777 North Kent St., Suite 12063 Arlington, VA 22209
10 AUG 2010
Proposal Cover Letter shall:
be signed by an individual authorized to commit the company to the proposal provide a statement that supports why you believe you are the best value to the Government for award
10 AUG 2010
Questions:
| must be received no later than 15 calendar days prior to the RFP Close (…but please get them in early) |
| received after that date may not be addressed |
Written Material shall be submitted in two (2) separate volumes:
Volume I - Solicitation and Price Documents
Volume II – Quality/Capability & Past Performance data
Section L – Volume I
| Documents | Page Limit |
| Proposal Cover Letter | 3 |
| Contract Forms ( e.g., SF 33, and documentation of facilities clearance, and Accounting system) | No Limit |
| Representations, Certifications & Other Statements | No Limit |
| Organizational Conflict of Interest Documentation | No Limit |
| Contractor Team Arrangement Documentation | No Limit |
| Pricing Worksheets and supporting information Section J (attachments B-1, J-5 and J-6) | No Limit |
Section L – Volume II
| Documents | Page Limit |
| Organizational Structure Matrix | 3 |
| Resume of Program Manager | 3 |
| Corporate Experience Matrix, (Fill-in) | 4 |
| Past Performance Data (complete data sheet) | 3 |
Section L– Volume II (continued)
| Task 1- IT Operations Services | Page Limit |
| Task Order 1 Experience Matrix, (Fill-in) | 6 |
| Past Performance Matrix | 3 |
| Past Performance Questionnaires | No Limit |
| Past Performance Data (complete data sheet) | 3 |
| Transition Plan | 10 |
Section L– Volume II (continued)
| Task 2 - IT Engineering Support Services | Page Limit |
| Task Order 2 Experience Matrix, (Fill-in) | 6 |
| Past Performance Matrix | 3 |
| Past Performance Questionnaires | No Limit |
| Past Performance Data (complete data sheet) | 3 |
| Transition Plan | 5 |
Section L– Oral Proposals
Offerors determined “eligible” for award shall:
| conduct a real-time oral proposal |
| limit presentation to 90 minutes |
| provide at least one copy 48 hours prior |
| there is no limitation on number of slides |
10 AUG 2010
Section L – Price Proposal
| Fill-in Attachments B-1,J-5 and J-6 |
| Provide the basis of your pricing |
Section M - Evaluation Factors for Award
A proposal is eligible for award only if:
The offeror unconditionally accepts the terms and conditions of the RFP
The offeror submits all required information specified in the RFP by the closing date/time
All members of the offeror’s team (prime, subcontractors, joint venture partners, etc.) shall have an active Top-Secret facilities clearance on the date the proposal is submitted
All Offerors shall propose on all three of the following:
| The Basic Contract |
| Task 1, IT Operations Services |
| Task 2, IT Engineering Support Services |
Eligible offers will be evaluated for a Basic Contract award:
inclusive of both the written submission and oral proposal presentation
Inclusive of evaluation of past performance and pricing of Task Orders 1 and 2
10 AUG 2010
Section M - Evaluation Factors for Award (Basic Contract Award)
(Basic Contract Award)
| Factor 1: Quality/Capability |
| Factor 2: Past Performance |
| Factor 3: Price |
Order of Importance:
Factor 1 is more important than Factor 2; Factors 1 and 2 combined, are more important than Factor 3. The importance of Factor 3 will increase as the non-price factors become equal.
Factor 1: Quality/Capability
| Subfactor 1: Program Management |
| Subfactor 2: Corporate Commitment |
| Subfactor 3: Resources |
| Subfactor 4: Corporate Experience |
| Subfactor 5: Subcontractor Management |
All Subfactors are of equal weight
Section M - Evaluation Factors for Award (Basic Contract Award)
Factor 2: Past Performance
| Subfactor 1: Basic Contract |
| Subfactor 2: Task Order 1 |
| Subfactor 3: Task Order 2 |
All Subfactors are of equal weight
10 AUG 2010
Section M - Evaluation Factors for Award (Basic Contract Award)
Factor 3: Price
Total evaluated amount of the Basic Contract (B-1) and Task Orders 1 (J-5) and 2 (J-6), combined
(Basic Contract Award)
Offers determined to represent the best value to the Government for award of a basic contract will then be further evaluated for award of each task order on its own merit
Evaluation for each task order is inclusive of both the written submission and oral proposal presentation
10 AUG 2010
| Factor 1: Quality/Capability |
| Subfactor 1: Corporate Experience |
| Subfactor 2: Transition Plan |
| Subfactor 3: Responses to Q&A |
| Factor 2: Past Performance |
| Factor 3: Price |
(Task Order Award)
The Government will determine if the offeror's proposed price reflects the offeror's understanding of the requirements and if the proposed price is consistent with the offeror's proposal for the Basic Contract
Price will not be scored or receive an adjectival rating
(Task Order Award)
The offeror determined to represent the best value to the Government for Task Order 1 will be awarded that order. The offeror determined to represent the best value to the Government for Task Order 2 will be awarded that order. The remaining offerors that were determined to represent the best value to the Government will then be awarded a basic contract (and no concurrent task orders)
Section M - Evaluation Factors for Award (Task Order Award)
Questions
Thank you for attending!
BACK UP
H.17 Continual Process Improvement Initiative Continual Process Improvement Initiative. In order to maintain the NIEITS acquisition as a viable and efficient contract vehicle which fosters Acquisition Streamlining, facilitates cost optimization, promotes innovation and provides Information Technology net-centricity, the Contractor shall participate in a Continual Process Improvement Initiative.
I. Process Improvement Proposal (PIP):
| a deliverable under each Task Order |
| due 180 days after award |
| the Government reserves the right to reject the PIP if the PIP does not satisfy the requirements |
Share-In-Savings:
The Contractor shall share in the cost savings realized from an approved and implemented PIP (See following table)
10 AUG 2010
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