PMOSS INDUSTRY DAY QUESTIONS AND ANSWERS

PMOSS INDUSTRY DAY QUESTIONS AND ANSWERS

PMOSS INDUSTRY DAY QUESTIONTIONS AND ANSWERS

Question 1: What is the envisioned role of the newly awarded FFRDC (SEDI)?

Answer 1: The FFRDC and PMOSS contractor will assist the PMO with strategic planning and coordination; no single contractor will be solely responsible for this type of work. By FFRDC I assume you mean MITRE. MITRE has been providing specific engineering support to the PMO that was not, and is not, envisioned to be provided by PMOSS. We plan to continue using MITRE in that role.

Question 2: When will the bidder’s library (referenced in the RFP) be available? What are the expected contents?

Answer 2: There will not be a Bidder’s Library. All information, files and attachments will be conveyed through FedBizOpps.gov and the RFP.

Question 3: For TO 1 and 2, what are the maximum award fees? Should the technical and cost response address the RFP, TO 1 and 2, both?

Answer 3: The Government believes fee should substantially be earned based on actual performance. Therefore, the Government is not limiting the award fee (%) that an offeror can propose. However, award fee is subject to negotiations. The technical response should address the RFP, TO 1 and TO 2.

Question 4: Do you intend to “pre-qualify” this RFP under the SAFETY ACT? If not, please explain why you do not intend to do so.

Answer 4: No. The SAFET ACT is applicable to requirements potentially involving anti-terrorism technologies. The PMOSS RFP is not acquiring anti-terrorism technologies.

Question 5: BI process – will DHS Entry on Duty (EOD) and suitability process already completed by proposed personnel be recognized by CBP and abbreviate the BI process described in the RFP?

Answer 5: Yes, the Government would grant a favorable entry on duty EOD decision based on preliminary suitability checks and enable contract employees waiting on an EOD decision to begin work provided they do not access sensitive Government information.

Question 6: Since T01 and T02 will be awarded for only 12 months, are you only expecting a cost proposal that covers 12 months? How will the bidder know sufficiently what performance is required during the 2 option years for the purposes of bidding?

Answer 6: Yes, we are expecting a cost proposal for TO 1 and TO 2 that covers 12 months? As the PMO evolves it will define the requirements during the 2 option years for TO 1 and TO 2 by issuing task orders. Offerors are not required to price the option years.

Question 7: How is this procurement related to the contract held by ASI (Acquisition Solutions) to support DHS/CBP SBI PMO? Is it for complimentary or supplementary services? (Please describe)

Answer 7: ASI is one of the incumbent support contractors that the PMOSS RFP and resulting contract will replace.

Question 8: Does/Will CBP have clearance reciprocity? For example, can a contractor with ICG clearance move seamlessly into CBP without the need for a clearance?

Answer 8: Full reciprocity as long as standard is BI or higher and within last 5 years and the investigation is conducted by Federal Government approved entities.

Question 9: Can you post the list of industry day attendees? Can you ask potential vendors their intention to bid as a prime?

Answer 9: The list of industry day attendees was released via FedBizOpps.gov on April 1, 2009. The Government believes that to ask potential vendors their intention to bid as a prime and release this information publicly would be inappropriate.

Question 10: Please provide your rationale for a limit of 40 pages when you are asking for a PWS solution as well as a response to Section L and T01 and T02 requirements.

Answer 10: The Government believes that the 40 page limitation is adequate to address the RFP. In addition, Section L.7 has been revised to exclude the Program Staffing Plan and Key Personnel Qualification Matrix from the page limitation, and any past performances qualifications (not the past performance surveys), cover letter, table of contents, and executive summary are excluded from the 40 page limitation. The 40 page limitation doesn’t apply to the cost proposal.

Question 11: To permit a logical and coherent response, as well as an easy-to-evaluate proposal, please revisit the proposal preparation instructions. T01 and T02 should be separate from an IDIQ/TO management response. Suggest: IDIQ/TO Management – 50 pages; TOs – 25 Pages.

Answer 11: Please reference RFP Section L.6 for revised proposal preparation instructions.

Question 12: With an RFP on Friday, and a 30-day turnaround, how does the Government intend to allow small business to identify prime contractors easily?

Answer 12: The list of industry day attendees was released via FedBizOpps.gov on April 1, 2009. The Government believes this list provides reasonable source information permitting all companies the ability to contact potential prime offerors and small businesses.

Question 13: How does the Government plan to create a level playing filed for new companies as compared to the multiple encumbered contractors?

Answer 13: The Government believes the “playing field” is already level. This is a “Best Value” procurement.

Question 14: Can you clarify the stated requirement for DHS or DoD Level III PM certification? Where can information on this specific certification be found? Can you provide it or suggest comparable certifications?

Answer 14: The RFP has been changed to reflect that the desired certification for the Lead Senior Management Principal and Deputy PM is DHS or DoD Level III certification, however DHS or DoD Level II certification or individuals certified through the Project Management Institute® as Project Management Professionals® combined with extensive program management experience will be accepted. Individuals certified as DoD Acquisition Level III Program Management meet the requirements for certification at DHS Level III. Individuals certified through Project Management Institute® as Project Management Professionals® need only complete the 24 hours in leadership, management, communication, or human resources to meet the Level II certification requirements. Individuals certified as DoD Acquisition Level II Program Management meet the requirements for certification at DHS Level II.

Question 15: Is there a company organizational structure (e.g., wholly-owned subsidiary or Limited Liability Corporation) that can mitigate the OCI of the parent company working a portion of the SBI solutions program?

Answer 15: See H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) paragraph (d) of the solicitation.

Question 16: Would a company that provides a commodity purchased by SBI have an OCI that would prevent their participation as a Prime or Subcontractor for PMOSS?

Answer 16: See H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) of the solicitation.

Question 17: Would a contractor performing on a Future contract supporting “High Level Modeling” have an OCI with performing on PMOSS?

Answer 17: See H.24, HSAR 3052.209-73 Limitation of Future Contracting (JUN 2006) of the solicitation.

Question 18: If you are pursuing PMOSS, is there an organizational conflict of interest with the modeling and simulation potential procurement?

Answer 18: See H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) and H.24, HSAR 3052.209-73 Limitation of Future Contracting (JUN 2006) of the solicitation.

Question 19: Please explain the OCI restriction again. If you have any technology solution already in play with CBP/BP, either proposed or planning to propose, are you prevented from proposing to PMOSS?

Answer 19: No, the offeror is not prevented from proposing on PMOSS. However, see H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) of the solicitation.

Question 20: What if any OCI restrictions will be imposed on the prime contractor and/or subcontractor? Is the use of corporate firewalls permitted?

Answer 20: See H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) and H.24, HSAR 3052.209-73 Limitation of Future Contracting (JUN 2006) of the solicitation. The offeror shall submit a mitigation plan to the Government for review and approval. Mitigation strategies are determined acceptable by the Government on a case-by-case basis.

Question 21: Our company invest in PM processes that meet standards like CMMI-SI as well as in R&D of technologies to solve unique problems. This resource is effectively banned from this procurement. Why would you limit competition with a severe OCI clause to keep a potentially valuable contributor from providing you services?

Answer 21: The Government can not discern what is being asked here. This question doesn’t provide enough background information. See H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) and H.24, HSAR 3052.209-73 Limitation of Future Contracting (JUN 2006) of the solicitation.

Question 22: If a company is currently supporting the Prime SBInet vendor with either hardware solutions or manpower; will an OCI exist if the company divests itself of Prime support work at contract award?

Answer 22: See H.23, HSAR 3052.209-72 Organizational Conflict of Interest (JUN 2006) and H.24, HSAR 3052.209-73 Limitation of Future Contracting (JUN 2006) of the solicitation.

Question 23: H.27 – Limit of Future Contracting. Please provide further details regarding additional competition related to work with the systems integrator (currently Boeing). Will there be new RFPs related to this work within one year of this PMOSS IDIQ?

Answer 23: This information is not publicly releasable.

Question 24: Given the pending location move to Crystal City and space considerations, should industry plan for any contactor site (even on a part-time basis) rates? Or, is the pricing volume 100% Government site rates?

Answer 24: No. The Government does not intend to use off-site rates. The contractor will work at the Government sites.

Question 25: Is this 47% subcontract goal against total contract dollars or against “subcontractor dollars? According to the FAR and previous DHS procurements – this goal has been against “subcontracted dollars?

Answer 25: Total subcontract dollars.

Question 26: Is your 47% SB goal measured against the overall contract value or against the value of work subcontracted to other companies by the prime?

Answer 26: Total subcontract dollars by the prime.

Question 27: Section K par 8(a)(2), states small business standard of less than or equal to$7M. What is this standard applying to? Does this mean a prime or subcontractor must average less than or equal $7M to be considered a “Small Business” for the purpose of the proposal?

Answer 27: The size standards (NAICS 541611) indicated in FAR Clause 52.219-1, Section K par 8(a)(2) are applicable to the Offeror only, and that Subcontractors size status will be determined based in the applicable NAICS code and size standard that correlates with the type and scope of work being performed by the Subcontractor.

Question 28: Given the scope of the Work Statement that includes a good deal of technical engineering, will the Government consider increasing the Size Standard for Small Business on this program?

Answer 28: The size standards are determined per NAICS code by the Small Business Administration.

Question 29: Can Small Business be on more than one Prime Contractor bidding on the RFP?

Answer 29: Yes.

Question 30: Can a prime contractor that wins the award hire/bring on a Small Business that was not part of their initial RFP?

Answer 30: Yes.

Question 31: With the RFP statement that a small business trying to prime would be neutral in evaluation and still required to meet 47% small business goal, are you trying to eliminate small business priming this solicitation?

Answer 31: There is no RFP statement that a small business concern desiring to be a prime offeror would be neutral in the evaluation. A prime, Small Business concern under the evaluation factor M.4.4, Small Business Utilization and SB Subcontracting Plan, will be treated as “Neutral,” which is neither a positive nor a negative assessment, because small businesses are not required to submit either a Small Business utilization or Small Business Subcontracting Plan.

Question 32: Can you please reconsider the size standard for small business partner? $7M is too small for an organization that may need a reservoir of loot employees to meet varying “surge” demands. IT standard or 500 employees better.

Answer 32: The size standards are determined per NAICS code by the Small Business Administration. The NAICS code was selected because the Government believes it best describes the service being acquired.

Question 33: The discussion discussed engineering services for development projects. If so, then why wasn’t an Engineering Services NAICS used to base the small business size, e.g., 541330? With a SB goal of 47%, a decline staffing plan, and a variety of disciplines to support the PMs, a NAICS with a larger size standard would allow a better management of the PMOSS goals. Will you consider an Engineering Services NAICS?

Answer 33: The size standards are determined per NAICS code by the Small Business Administration. The NAICS code was selected because the Government believes it best describes the service being acquired.

Question 34: Please confirm SBI notional end state is 47 contractor FTEs.

Answer 34: Yes, SBI’s notional end state is 47 contractors under the PMOSS effort.

Question 35: Please confirm date that notional end state is to be readied by contractor’s solution.

Answer 35: As noted at Industry Day, the PMO will assess resource needs quarterly. Therefore, a date to reach end state has not been identified. However, the offeror can assume the PMO will reach end state by the beginning of year 3 (option year 2).

Question 36: What is TI notional and state and end state milestone by which solution is reach same.

Answer 36: The Tactical Infrastructure (TI) Program Office has not identified an “end state;” which is why notional staffing is anticipated to be 18 FTEs. As the program matures, TI may decrease or increase contractor level‑of‑level. Any “end state” including surge capacity for stimulus work is not expected to exceed 30 FTEs.

Question 37: On which side of SBI “end state” would the IPA program be available solution element?

Answer 37: Please clarify this question. What is IPA?

Question 38: How does recent sole source notice of award to Parsons “interact” with Industry Day TI surge requirements borne from Stimulus Program?

Answer 38: Both Parsons and the PMOSS contractor shall support the TI Program Office. In a program management support role, the PMOSS contractor may interface and communicate with Parsons.

Question 39: Will this contract be used to define the requirements for, or specify, the modeling and simulation work?

Answer 39: The PMOSS contractor shall support the PMO with many functions, including requirements identification, verification and validation efforts which may involve the PMOSS contractor in the modeling and simulation effort.

Question 40: Is security management and oversight compliance envisioned for the PMOSS?

Answer 40: The PMOSS contractor will not be specifically responsible for security management. However, the PMOSS contractor may be tasked to assist the PMO with security oversight and compliance. The PMO has a person who makes recommendations to the PMO on how Boeing needs to be compliant during the design and deployment of the SBInet system. The PMO also uses people who process BIs for new employees who must be compliant with CBP regulations.

Question 41: Is the conduct of C&A expected by the SE function? If so, will C&A be required on the SBI Tool Box?

Answer 41: C&A is not required on the “toolbox” but is required on the deployed system.

Question 42: How are surge support and on-demand skills addressed in RFP? RFP doesn’t address contractor site work.

Answer 42: “Surge support and on‑demand skills” is not specifically addressed in the RFP. The Government also anticipates providing enough lead‑time to enable the contractor to meet surge support requirements, if necessary. The Government does not envision off-site work or off‑site labor rates.

Question 43: You mentioned that Prime Contractors are fine with an 80% risk acceptance, but that is too much risk for the Government. What is the level of acceptable risk for this specific program and how will CBP measure this risk?

Answer 43: There is no general level of acceptable risk that is applied to our program. Risk is being monitored and measured across multiple facets of the program such as cost, schedule, performance, specific deployments, etc.

Question 44: This at first glance looks like a pure staffing type contract. Will the contractor be using GFE/GF system to manage the Program, e.g., Primuoura, Trireqa…?

Answer 44: Yes, the contractor will be using Government Furnished Equipment/ Information. The contractor shall support PMO staff as those people use various SBI tools, including the Microsoft suite of tools.

Question 45: 120 down to 47 FTEs, while increasing Government staff appears DHS wants industry to do its recruiting for folks to audition for Government jobs. Why is the Government using industry to recruit future staff and then have contractor employees’ audition for full time government jobs?

Answer 45: At Industry Day, the SBI Executive Director explained the Government is not using industry to recruit resources for the SBI. Government and SBI hiring opportunities are public information. Individuals interested in working for the Federal government or the CBP will seek the opportunity whether or not they are employed by any given company.

Question 46: Much of today’s discussion focused on the technology development. Success depends on operational acceptance by the Border Patrol. Where do capabilities to gain acceptance fit in (e.g., training, communication, staffing levels, etc.)?

Answer 46: The Border Patrol is very much involved in identifying requirements and capabilities; and agents are actively involved with various Integrated Product Teams, both at the Working IPT level and Integrating IPT level.

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MD # 0782

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Department of Homeland Security Management Directive System

MD Number: 0782 Issue Date: 5/26/2004

ACQUISITION

CERTIFICATION

REQUIREMENTS FOR

PROGRAM MANAGER

1. Purpose

This directive establishes the policies and procedures for certification of Department of Homeland Security (DHS) Acquisition Program and Project Managers. The DHS Acquisition Workforce includes professionals in various career fields and certification is available in each career field. Information on all career fields as well as the Acquisition Workforce Career Development Program is addressed in several directives and one combined manual.

2. Scope

This directive applies to all DHS Organizational Elements (OEs) and Headquarters Elements. DHS employees assigned to manage any DHS level 1, 2, or 3 investment as defined in Management Directive (MD) 1400 (series), shall be certified in accordance with this directive. DHS employees assigned to manage projects may also be certified in accordance with this directive. Requirements for other members of the acquisition workforce are contained in MDs 0740 (series) and 0780 (series). This directive is released in cooperation with the DHS Chief Information Officer (CIO) and Chief Financial Officer (CFO).

3. Authorities

A. The Clinger-Cohen Act of 1996, Pub. L. 104-106, codified in 41 US Code.

B. The Homeland Security Act of 2002, codified in Title 6, US Code.

C. Services Acquisition Reform Act of 2003.

D. DHS Management Directive 1400 (series), Investment Review Process.

4. Definitions

For detailed definitions and applicable terms see Enclosure (1).

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5. Responsibilities

A. The Under Secretary for Management (USM): shall be responsible for all aspects of this directive.

B. The Chief Procurement Officer (CPO): shall be responsible for ensuring the integrity of the Department’s acquisition process through development and oversight of a Department-wide acquisition workforce program that includes Program Managers.

C. The Chief Financial Officer (CFO): shall be responsible for managing the DHS investment review process to include verifying certified Program Managers are responsible for major DHS investments.

D. The Head of Contracting Activity (HCA) for the OE or designee: in coordination with the appropriate finance, information technology, or other OE personnel shall be responsible for implementing this directive in their respective OE.

E. The Program Managers (PM): shall proactively manage individual development to ensure compliance with this directive and continued development as DHS investment stewards.

6. Policy & Procedures

A. Policy: DHS MD 1400 (series), Investment Review Process outlines the requirements for managing DHS capital investments and expectations for the Program Managers of these investments. The minimum requirement for nomination of a Program Manager to manage any DHS level 1, 2, or 3 investment is certification or eligibility for certification within 18 months of assignment. To ensure standard requirements exist across DHS, OEs may not develop supplemental certification criteria or alternate certification programs. Recognizing the importance of mission essential knowledge, skills, and abilities, OEs have the discretion to issue supplemental guidance or requirements for assignment or selection of Program Managers. DHS project managers may also be certified through Level II in accordance with this MD.

1. Certification – will be accomplished via the DHS Acquisition Certification Board as outlined in 6(B)(1) of the Procedures section of this MD.

(a) Levels – DHS Program Managers must be certified at a level commensurate with the responsibilities of the acquisition being managed or eligible for certification within 18 months of designation. DHS certification levels are designed to coincide with levels used both in industry and the Federal government with Level III being the mastery level. Refer to MD 1400 (series) for further clarification on the DHS investment process or other information contained in this chart:

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Acquisition Level Annual Cost (IT)/Acquisition Cost

(non-IT)

Life-cycle Cost Program Manager

Certification Level

1 > $100M > $200M III

2 $50M - $100M $100M - $200M II

3 $5M - $50M $20M - $100M additional for IT* I

(b) Eligibility – any DHS employee meeting the requirements of this MD is eligible for acquisition certification as a DHS Program Manager Level I, II, and III.

Individuals interested in certification as a Project Manager, may apply for certification as Level I or II Program Manager.

(c) Initial certification – requirements are in Enclosure (2). Certificates will be issued by the DHS Acquisition Certification Board on DHS form 0782-2 and will be valid for four years from the date issued provided annual skills currency is maintained.

(d) Maintenance – certified professionals are required to participate in 40 hours of annual skills currency training. Skills currency activities include training, seminars, conferences, special projects, education, or other developmental activities deemed appropriate by the HCA or designee. Additionally, any learning activity providing Professional Development Hours (PDHs), Continuous Learning Points (CLPs), Continuing Education Units (CEUs), Professional Development Units (PDUs) or college credit will meet the skills currency requirement. At least 20 hours of annual training must be in an organized format such as a training class (includes on-line training), seminar, or conference.

(e) Certification Transfer – individuals in the following categories can transfer into the DHS certification program as follows:

i. DHS personnel certified as Program or Project Managers under a formal legacy or other federal agency program at the effective date of this MD are considered to meet the requirements of this MD at the appropriate level provided 40 hours of skills currency can be documented within the 12 preceding months.

ii. DHS personnel previously certified under the Defense Acquisition Workforce Improvement Act (DAWIA) may obtain DHS Program Manager certification at the same DAWIA level provided 40 hours of skills currency can be documented in the preceding 12 months.

(f) Fulfillment – the process by which DHS employees may use work

* For IT investments only, in addition to cost criteria: Financial system with operation cost exceeding $500K; was major in budget submission. Meets following criteria: E-Gov related, Federal Enterprise Architecture, DHS Enterprise Architecture, Strategic Data/Information sharing, DHS utility services and infrastructure, new technology initiatives, and sensitive initiatives. Falls in one of the E-Gov transformation focus areas (e.g., financial management, data and statistics, human resources, monetary benefits, criminal investigations, public health monitoring, etc.).

- 4 -experience, education, or training to demonstrate to the Acquisition Certification Board the competencies associated with mandatory Program Management training requirements. Fulfillment counts the same as having completed all training requirements. Details on the fulfillment process are contained in 6(B)(2) of the Procedures section of this MD. Candidates will have the option to fulfill all training requirements in this MD through September 30, 2005.

(g) Waivers – the DHS CPO will consider temporary waivers to training requirements in rare cases. Procedures for requesting waivers are contained in 6(B)(3) of the Procedures section of this MD.

2. Guidelines on development, selection, assignment, and management of DHS Program Managers will be incorporated into the DHS Acquisition Workforce Development Program Manual at a later date. Until such guidelines are developed, HCAs or designees are expected to use discretion in developing procedures for selection, assignment, and management of DHS PMs that maintains the integrity of the DHS mission and acquisition process.

B. Procedures:

1. Acquisition Certification of Program Managers

(a) Individuals meeting the requirements contained in Enclosure (2) can request certification from the DHS Acquisition Certification Board via the HCA or designee. Individuals requesting certification shall use Enclosure (3) DHS form 0782-1, Acquisition Certification Application Request for Program Managers.

Certificates will be awarded on DHS Form 0782.2 and will be signed by the Chair of the DHS Acquisition Certification Board.

(b) The DHS Acquisition Certification Board will meet on a regular schedule (to be announced) to consider application requests.

(c) Certificates will be valid four years from the date issued provided skills currency is maintained. At the end of four years, recertification can be requested using DHS Form 0782-1. Individuals requesting recertification will only be required to submit information on events used to meet the annual skills currency requirement.

(d) Lapsed certification - If certifications lapse, individuals will be required to meet any new requirements prior to recertification. Barring new requirements, individuals seeking recertification will be required to complete one new elective (minimum 16 hours) in addition to the skills currency requirement.

2. Fulfillment

(a) Individuals requesting fulfillment shall use Enclosure (4) the Program Manager Competencies – Employee Self-Assessment Checklist, to supplement the certification application (DHS Form 0782.1). Candidates must be able to explain how requisite competencies have been attained through experience,

- 5 -education, or alternative training. If using experience, individuals must list date, location, agency, and title of position (or a resume) as well as what duties provided the relevant competency. Individuals requesting fulfillment shall enter “F” for fulfilled when completing DHS Form 0782-1, Acquisition Certification Application for Program Managers.

(b) A member of the Acquisition Workforce Certification Board will be designated as the functional advisor for Program Managers and will review certification request packages before they are submitted to the board for approval. This review will include a thorough examination of requests for fulfillment.

3. Waivers - The acquisition planning process typically provides adequate lead time for designation and certification of a qualified Program Manager.

Additionally, a Program Manager may be appointed to an investment provided certification is obtained within 18 months of appointment. For these reasons, certification requirements will rarely be waived. HCAs or designees interested in requesting a waiver shall address a memorandum to the DHS CPO via the Acquisition Workforce Manager in a format similar to Enclosure (5).

4. Exceptions – exceptions to this policy will be considered on a case by case basis and must be approved by the DHS CPO. HCAs or designees interested in exceptions shall contact the DHS Acquisition Workforce Manager.

5. Documenting Skills Currency – individuals requesting recertification must submit documentation verifying the completion of skills currency requirements.

DHS Form 0782-1 should be used for recertification requests with appropriate skills currency information completed. When on-the-job learning, rotation assignments, or other flexible activities are used to meet skills currency, the certified professional shall document learning that occurred and how it will benefit performance. To be creditable, this information shall be validated by the HCA or designee. Recommended hours for sample skills currency activities as well as the translation of continuous learning points, continuing education units, semester hours, etc. are in Enclosure (6).

6. Training courses: the Federal-wide CIO Council has developed a list of training providers that can be used to meet requirements of this MD. This reference is for information purposes only and is not intended to imply these are the only avenues available to obtain the requisite training. The list may be accessed is at http://www.cio.gov/documents/project_managment_tr_directory.pdf Any training course that meets the objectives contained in Enclosure (2) can be used to meet requirements.

C. Questions or Concerns Regarding the Process: Any questions or concerns regarding this directive should be addressed to the Office of the Chief Procurement Officer, Director of Acquisition Policy & Oversight.

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Enclosure 1 – Definitions Enclosure 2 - Acquisition Certification Requirements for Program Managers Enclosure 3 – DHS Form 0782-1, Acquisition Certification Application Request for Program Manager Enclosure 4 – Program Manager Competencies – Employee Self-Assessment Checklist Enclosure 5 – Waiver Request Format Enclosure 6 – Recommended Credit for Sample Skills Currency Activities

Enclosure (1)

Enclosure 1-1

Definitions

A. Acquisition: The conceptualization, initiation, design, development, test, contracting, production, deployment, support, modification, and disposal of systems, supplies, or services (including construction) to satisfy agency needs. Per the Federal Acquisition Regulation, acquisition is the process of acquiring with appropriated funds, by contract for purchase or lease, supplies and services (including construction) that support the missions and goals of an executive agency, from the point at which the requirements of the executive agency are established in consultation with the Chief Procurement Officer of the executive agency, including functions related to fulfilling agency requirements by contract.

B. Acquisition Certification: formal process through which the DHS recognizes an individual for meeting the standards and achieving the competencies in one of several acquisition career fields.

C. Acquisition Certification Board: DHS board comprised of functional advisors from across the Department for the various acquisition career fields, members review and make recommendations on workforce development such as certification requirements and standards as well as recommend disposition of certification requests.

The board is chaired by the DHS Acquisition Workforce Manager.

D. Acquisition Program: see program.

E. Acquisition Workforce Manager: principal manager in strategic planning and direction of the DHS acquisition workforce and principal advisor on formulation of plans for overall management policies and programs relating to workforce effectiveness, organization, personnel, budgeting, reporting, forecasting, and competency preparation.

The workforce manager serves as Chairperson of the Acquisition Certification Board.

F. Chief Procurement Officer (CPO): Senior Procurement Executive, responsible for the maintenance and oversight of a Department-wide acquisition program.

G. Functional Advisor: DHS subject matter expert in a particular acquisition career field, responsible for recommendations on certification packages, career development, and advising the Acquisition Workforce Manager on areas of concern or interest for the responsible career field.

H. Head of Contracting Activity (HCA): the individual responsible for management of the entire acquisition function within an organizational element.

I. Investment Review Board (IRB): The DHS forum that provides senior management the proper visibility, oversight, and accountability for Level 1 investments.

The primary function of the IRB is to review and approve Level 1 investments for formal entry into the annual budget process and at key decision points (KDP). The IRB conducts systematic reviews of investment preparations and progress to support key decisions.

Enclosure (1)

Enclosure 1-2

J. Legacy Employee/Agency: refers to an employee or agency that became part of DHS on March 1, 2003.

K. Organizational Element (OE): Directorates and entities comprising the Department of Homeland Security, including those defined in DHS MD 0010.1.

L. Program: A directed, funded acquisition that provides a new, improved, or continuing system or service in response to an approved need. Acquisition programs are divided into levels established to facilitate decentralized decision making, execution, and compliance with statutory requirements.

M. Program Manager (PM): the responsible agency customer who, with significant discretional authority, is uniquely empowered to make final scope of work, capital investment, and performance acceptability decisions, and who is responsible for accomplishing program objectives or production requirements through the acquisition of any mix of in-house, contract or reimbursable support resources. The PM is responsible for management and oversight of the Integrated Product Team.

N. Project: A planned undertaking with a definite beginning, distinct mission, and clear termination. A project may or may not be part of a larger acquisition program.

O. Project Manager: an individual assigned responsibility for accomplishment of a specific, defined task in support of an acquisition program.

P. Skills Currency Activity: a professional development activity providing knowledge, information, or training to enhance professional performance and maintain awareness in a field of practice. Activities can include training (including on-line), education, attendance at conferences, rotational assignments, new and unusual work assignments, internships, presentations, and a host of other opportunities designated as appropriate learning activities by instruction or supervisor endorsement.

Enclosure (2)

Enclosure 2-1

Acquisition Certification Requirements for Program Managers

PROGRAM MANAGEMENT

LEVEL I (for DHS level 3 investments) – beginning level to establish fundamental qualifications in project and program management via training and experience. This level sets the foundation for career progression that will include sole responsibility for managing increasingly complex investments or portfolios.

EXPERIENCE (within the past three years) 1 year of acquisition experience that includes analyzing and/or developing requirements, monitoring performance, assisting with quality assurance and budget development.

Additional desired experience:

1 year project management experience, can be independent or as part of a team.

TRAINING

at least 24 hours (or 2 credit hours) in basics of or principles of project management, including project planning, cost estimating, risk management, performance, earned value management.

at least 8 hours in managing teams or Fundamentals of Integrated Product Teams (http://clc.dau.mil);

COR Mentor Program (www.faionline.com) or 24 hours in contracting officer technical representative training.

Or

Defense Acquisition University (DAU) Fundamentals of System Acquisition management (ACQ 101);

at least 8 hours in managing teams or Fundamentals of Integrated Product Teams (http://clc.dau.mil);

COR Mentor Program (www.faionline.com) or 24 hours in contracting officer technical representative training.

Additional Training for Information Technology at least 24 hours (or 2 credit hours) in information technology project management

EQUIVALENCY - Individuals certified through the Project Management Institute® as Certified Associate Project Managers® need only complete the COR Mentor Program or equivalent training to meet requirements for DHS Level I Program Manager Acquisition Certification. Individuals certified as Department of Defense Acquisition Level I Program Manager meet the requirements for certification at DHS Level I.

LEVEL II (for DHS Level 2 investments) –development continues through assignments, training, increased responsibilities. At this level, the individual is becoming involved in strategic and capital planning as well as gaining more experience managing more aspects of a program. In addition to Level I requirements;

EXPERIENCE (within the past seven years) 2 years of acquisition experience that includes budget development and management, building a business case, involvement in strategic planning.

1 year project management experience, can be as part of a team.

Additional desired experience:

1 additional year of project or program management experience.

TRAINING (in addition to Level I requirements) at least 24 hours (or 2 credit hours) among leadership, management, communication, or human resources;

at least 32 hours (or 2 credit hours) in intermediate acquisition management skills to include quality, schedule, cost, risk, integration, and financial management.

DAU Intermediate Systems Acquisition (ACQ 201);

Enclosure 2-2

DAU Program Management Tools (PMT 250).

Additional Training for Information Technology at least 24 hours (or 2 credit hours) in information technology project management

EQUIVALENCY - Individuals certified through the Project Management Institute® as Project Management Professionals® need only complete the 24 hours in leadership, management, communication, or human resources to meet the Level II certification requirements. Individuals certified as Department of Defense Acquisition Level II Program Management meet the requirements for certification at DHS Level II.

LEVEL III (for DHS Level 1 investments) – This senior level represents mastery of the knowledge and skills associated with the complexities of managing strategic investments. Level III certification represents the confidence DHS has in an individual to successfully manage the Department’s most sophisticated acquisitions. In addition to requirements from previous levels;

EXPERIENCE (within the past ten years) 4 years acquisition experience that includes budget development and management, building a successful business case, strategic planning.

2 years project or program management experience, 1 year must be in a leadership role, the other can be as part of a team;

2 years experience in strategic planning, resource management, capital planning or investments.

Additional desired experience: 3 years leading an IPT.

TRAINING

at least 24 hours (or 3 credit hours) among strategic planning or resource management;

at least 40 hours among leadership, management, communication, or human resources;

one training course (32 hour minimum) designed as an active learning experience (simulation, application, etc) in program management;

at least 24 hours in Federal capital planning or governance.

DAU Program Management Office Course (PMT 352) at least 24 hours in Federal capital planning or governance

EQUIVALENCY - Individuals certified as Department of Defense Acquisition Level III Program Management meet the requirements for certification at DHS Level III.

Information listing various training vendors can be found at the Chief Information Officer Council internet site at http://www.cio.gov/documents/project_managment_tr_directory.pdf

Enclosure 2-3

Summary Chart – PROGRAM MANAGEMENT Competencies and Certification Requirements

Level I Certification – for Level 3 acquisitions as defined in DHS MD 1400

Level II Certification- for Level 2

Level III Certification- for Level 1

Knowledge of/Basic Skills in:

integrated product or cross-functional teams communications (written, oral, interpersonal) project management (including schedule, cost, budget, risk) Work Breakdown Structure (WBS) development scope of work quality assurance Contracting Officer Technical Representative (COTR) roles and responsibilities managing change performance measurement contracting and procurement acquisition & acquisition strategy DHS regulations, policies and investment process (MD 1400 and other applicable MDs) government ethics rules earned value management

Advanced skills in Level I areas as well as:

leading/motivating teams forecasting developing and managing budgets resource allocation and control schedule verification and validation risk control/assessment performance reporting managing conflict schedule and cost control lifecycle cost and schedule estimating preparing acquisition support documentation acquisition management knowledge of applicable laws and regulations governing acquisition and financial management performance metrics & reporting

Mastery of skills in Level I and II areas as well as:

leading and developing people program alignment managing finite resources justifying budgets risk management Performance Based Service Acquisition or Contracting program control strategic planning problem solving capital planning methods federal government relations program briefing calculate cost benefit analysis and net present value work sampling agency representation

Additional Knowledge for Information Technology: (in addition to general skills):

technology awareness infrastructure design configuration management information management data management systems development life cycle enterprise architecture systems integration information technology performance assessment information systems/network security information systems/network security information resources strategy and planning information technology architecture

Level I Certification – for Level 3

Level II Certification- for Level 2

Level III Certification- for Level 1

Training:

1. at least 24 hours (or 2 credit hours) in basics or principles of project management including project planning, cost estimating, risk management, performance, earned value management.

Training: in addition to Level I requirements;

1. at least 24 hours (or 2 credit hours) among leadership, management, communication, or human resources

2. at least 32 hours (or 2 credit hours) in intermediate acquisition management skills to

Training: In addition to Level I and II requirements:

1. at least 24 hours (or 3 credit hours) among strategic planning or resource management

2. at least 40 hours among leadership, management, communication, or human

Enclosure 2-4

2. at least 8 hours in managing teams or fundamentals of integrated product teams (IPTs) (http://clc.dau.mil/kc/no_login/portal.asp)

3. COR mentor program (www.faionline.com) or 24 hours in contracting officer technical representative.

or

1. Defense Acquisition University (DAU) Fundamentals of System Acquisition Management (ACQ 101)

2. at least 8 hours in managing teams or fundamentals of integrated product teams (http://clc.dau.mil/kc/no_login/portal.asp

3. COR mentor program (www.faionline.com) or 24 hours in contracting officer technical representative.

Additional Requirements for IT

1. 24 hours (or 2 credit hours) in information technology project management.

include quality, schedule, cost, risk, integration, and financial management.

or

1. DAU Intermediate Systems Acquisition

(ACQ 201)

2. DAU Program Management Tools (PMT 250)

Additional Requirements for IT:

1. 24 hours (or 2 credit hours) in information technology project management.

resources

3. one training course (32 hour minimum) designed as an active learning experience (simulation, application, etc) in program management

4. at least 24 hours in Federal capital planning or governance or

1. DAU Program Management Office Course

(PMT 352)

2. at least 24 hours in Federal capital planning or governance

Experience: (from within the past 3 years)

1. 1 year of acquisition experience that includes analyzing and/or developing requirements, monitoring performance, assisting with quality assurance and budget development.

Additional Desired Experience: 1 year project management experience, can be independent or as part of a team.

Experience: (from within the past 7 years)

1. 2 years of acquisition experience that includes budget development and management, building a business case, strategic planning.

2. 1 year project management experience, can be as part of a team Additional Desired Experience: 1 additional year of project or program management experience.

Experience: (from within the past 10 years)

1. 4 years of acquisition experience that includes budget development and management, building a business case, strategic planning.

2. 2 years project or program management experience, 1 year can be as part of a team, 1 year must be as a leader.

3. 2 years experience in strategic planning, resource management, capital planning or investments.

Additional Desired Experience: 3 years leading an IPT.

Enclosure (3)

Enclosure 3-1

Acquisition Certification Application Program Manager DHS Form 0782-1

This information will be reviewed by the Acquisition Certification Board to determine eligibility for certification.

EMPLOYEE: I certify that the information in this form is, to the best of my knowledge, accurate.

PRINTED NAME: ___________________________DATE: _____________

ORGANIZATION : ______________________________________________ Job Series/Level _________

SIGNATURE: _____________________________________WORK PHONE:

CERTIFICATION LEVEL REQUESTED ___ (I) ____ (II) ____ (III) ___

(RENEWAL)

Education:

(1) High School Diploma _________ (2) Associate’s Degree ____________

(3) Baccalaureate Degree _________ (4) Master’s Degree

(5) Other __________________________________________

Mandatory Core Training/Requirements: Mark (Y)es, (N)o, or (F)ulfilled Y= yes = requirement met through course attendance F = fulfilled = requesting fulfillment of requirement N=no= requirement not met

Experience Requirements: Mark Y or N. If Y, attach supporting documentation such a resume or narrative identifying the experience used to meet the requirements.

Level I Certification

(1) _______ at least 24 hours (or 2 credit hours) in basics of or principles of project management including project planning, cost estimating, risk management, performance, earned value management;

(2) _______ at least 8 hours in managing teams or Fundamentals of Integrated Product Teams (http://clc.dau.mil);

(3) _______ COR Mentor Program (www.faionline.com) or 24 hours in contracting officer technical representative training.

(1) ______ Defense Acquisition University (DAU) Fundamentals of System Acquisition management

(ACQ 101);

(2) ______ at least 8 hours in managing teams or Fundamentals of Integrated Product Teams (http://clc.dau.mil);

(3) _______ COR Mentor Program (www.faionline.com) or 24 hours in contracting officer technical representative training

Enclosure 3-2

(1) ______ Defense Acquisition University Level I Program Manager Certified dated _______________ (include date of skills currency training in “Recertification” section below)

(1) ______ Project Management Institute® Certified Associate Project Manager® dated ____________

(2) ______ COR Mentor Program (www.faionline.com) or 24 hours in contracting officer technical representative training

(1) _______ at least 24 hours (or 2 credit hours) in information technology project management

EXPERIENCE (FROM WITHIN THE PAST 3 YEARS)

(1) ______ 1 year of acquisition experience that includes analyzing and/or developing requirements, monitoring performance, assisting with quality assurance and budget development.

(2) ______ Additional Desired Experience: 1 year project management experience, can be independent or as part of a team.

Level II Certification (in addition to Level I requirements)

(1) ______ at least 24 hours (or 2 credit hours) among leadership, management, communication, or human resources;

(2) _____ at least 32 hours (or 2 credit hours) in intermediate acquisition management skills to include quality, schedule, cost, risk, integration, and financial management.

(1) _____ DAU Intermediate Systems Acquisition (ACQ 201);

(2) _____ DAU Program Management Tools (PMT 250).

(1) ______ Defense Acquisition University Level II Program Manager Certified dated _______________

(1) ______ Project Management Institute® certified Project Management Professional® dated ____________

(2) ______ at least 24 hours (or 2 credit hours) among leadership, management, communication, or human

(1) _______ at least 24 hours (or 2 credit hours) in information technology project management

EXPERIENCE (FROM WITHIN THE PAST 7 YEARS)

(1) ______ 2 years of acquisition experience that includes budget development and management, building a business case, strategic planning.

(2) ______ 1 year project experience, can be as part of a team.

(3) ______ Additional Desired Experience: 1 additional year of project or program management experience.

Enclosure 3-3

Level III Certification (in addition to Level I and II requirements)

(1) _____ at least 24 hours (or 3 credit hours)…