Program_Management_Oversight.pdf

Industry Day Questions Program Management Oversight

Question Answer

For a program of this size, it is a best practice to have a single PMO to integrate all elements of the

IT Acquisition Framework. Please strongly consider a single PMO. With this approach, FEMA should also consider using EAGLE II Small Business

Functional Category 2 as a candidate for the acquisition. These pre-qualified companies provide an ideal set of companies with extensive experience in large-scale IT program management.

The Chief Information Officer (CIO) and Chief Procurement Officer (OCPO) considered the single

PMO support contractor and weighed it against other options and the acquisition goals of the agency and determined the multiple award option to be in the best interest of FEMA.

Question Answer

Capability Maturity Model – This is an important framework to apply to the IT Acquisition

Framework. FEMA should consider making sure that the PMO contractor(s) have the capability to establish program-wide processes that align with CMM best practices. FEMA should also consider the following: CMM is most critical to two of the tracks: Application Development and Operations and Maintenance of software (i.e., this should be required for these tracks). It is important that all of companies on all tracks (except hardware and software) have experience with CMM. However, CMM is a significant investment and most small businesses do not have the resources for this certification. While experience with CMM should be required, requiring the certification for tracks such as the PMO or Mission Needs and Requirements will dramatically reduce competition and potentially eliminate companies with extensive FEMA mission and IT experience.

As presented at the Industry Day and through the documents available on the OCPO Industry Liaison website, the mission of FEMA is such that higher capability maturity levels are required to meet the complexity and importance of supporting the mission. Companies that do not possess the higher CMM certifications are free to partner with companies that have obtained those certifications.

Question Answer

By using pre-established contract vehicles (e.g., EAGLE II and TABSS), the Government gets access to pre-qualified small businesses who have established themselves and are able to execute delivery in a mature and efficient manner, and the Government is able to address various socioeconomic statuses, including small business and 8a. Is the Government planning to use TABSS, EAGLE II, and/or STARS II for small business and 8a procurements? A few specific examples/related questions include: Will the

Government be using EAGLE II FC-2 small business for the PMO IDIQ procurement?

FEMA considered the EAGLE II and other Government-wide contract vehicles and determined they did not meet agency mission needs. FEMA has determined that multiple awarded, indefinite delivery indefinite quantity (IDIQ) contracts best suit the needs of the agency.

As another example, will the PMO IDIQ and the Applications Development, Engineering, and

Sustainment contracts be mutually exclusive?

The PMO IDIQ contract(s) are exclusive to all other contracts.

For the PMO IDIQ, does FEMA have an ideal number of awardees?

No

Does FEMA have any guidance for when a draft first Work Order will be available for industry review f

The first task order will be released soon after the contract is awarded.

Question Answer

The contractor shall analyze existing work practices, identify opportunities for improving cost or operational efficiencies through workflow redesign, and quantify the benefits of such redesign. The contractor shall develop alternative work processes; prepare documentation and other supporting materials as necessary. The contractor shall conduct informal or formal training on revised processes." a. What are the standards and tools used currently at FEMA for BPR and will those be required for this part of the SOW. eg. Business Process Modeling

Notation as a standard. b. How does this relate or work with the tasks that are implied in the

Requirements, Estimates, Scope (RES) draft SOW as discussed during the Q&A sessions at Industry

Day.

FEMA has not standardized on any specific BPR tool. Whatever tool is used must complement the Acquisition Management Principles of DHS

4300 and the DHS System Engineering Life Cycle for capital planning and investment management;

the Project Management Institute (PMI), Project Management Body of Knowledge (PMBOK) for

Project Management; and Information Technology Infrastructure Library (ITIL) for IT service management. For any given work order, the contractor may be required to provide assistance to a program or project’s requirements gathering and documentation, business process engineering, and the activities and processes required to apply change management best practices to control cost, schedule, and scope.

The RFP refers to “superior” service categories.

How does FEMA define and measure superior?

The evaluation methodologies and service level agreements have not been determined yet.

Is the Government planning on providing a LOE for this Task Order?

Task orders will be issued against the IDIQ and the type of order (FFP, labor hour, etc) will be determined at that time.

Will the Government provide a list of the desired Key Personnel (i.e. Program Manager; Enterprise

Architect; Chief Engineer; etc.) for each acquisition?

The IDIQ PMO SOW does address key personnel.

The categories of those personnel could differ for each task order.

Question Answer

Many of the provided SOWs include Program Management (PM) requirements, some similar to the requirements specified in the Program Management Oversight SOW. What will be the requirement of each of these individual PM functions to work with or coordinate with the services, governance, and management processes and reporting systems required by the PM

Oversight SOW?

The PMO business line provides for PM support in two ways. First, in support of the OCIO PMO in its oversight, monitoring, supporting and reporting of PM activities across the Agency; second, as a vehicle from which individual FEMA Programs can acquire PM services should they not have Government staff with the requisite skills.

Much of the documentation accompanying the SOWs state the Program Management and

Oversight (PMO) SOW will be competed on a multiple-award basis; however the PMO SOW states in multiple places it will be awarded on a single-award basis. Please confirm FEMA’s intent to award multiple contracts for this requirement?

The draft SOW was created at a time when FEMA intended the PMO contract to be a single-award.

That was changed to multiple-awards and any references to single-award will be changed to multiple-awards in the final SOW.

Does FEMA have any guidance for when a draft first Work Order will be available for industry review for the PMO IDIQ?

The first task order will be released soon after the contracts are awarded.

For the PMO IDIQ, does FEMA have an ideal number of awardees?

No

If they win the PMO effort, can they perform on other efforts? Work a manner whereby this could occur using OCI firewalls, etc.

Most likely not, but this is still being determined.

FEMA will comply with all OCI regulations in accordance with the Federal Acquisition Regulation.

What is the goal or acquisition strategy to obtain PMO support from Hubzone businesses?

TBD

Question Answer If there are any specific Hubzone set aside tasks

FEMA Acquisition Office has made mainly to meet FEMA Hubzone goals?

TBD

What is the url or website where the Acquisition socio-economic office will be posted?

The solicitation will be posted on FBO.gov.

Please define PMO span with FEMA Organization.

What is your IT portfolio value in dollars? Please provide any other statistics like number of applications or number or procedures.

The PMO busines line provides for PM support in two ways. First, in support of the OCIO PMO in its oversight, monitoring, supporting and reporting of PM activities across the agency; second, as a vehicle from which individual FEMA Programs can acquire PM services should they not have Government staff with the requisite skills.

Can you provide what procedures impact the change from supportive to a controlling ORG will have on the PMO in terms of growth, people, process and budget responsibility?

Initially the OCIO PMO is a "Supportive PMO" in that it provides oversight of projects across the agency. Should the PMO evolve into a "Controlling" and on to "Directive" as illustrated in the Project Management Body of Knowledge, the change would be in assignment of responsibility and resources rather than procedural. The timing or progression of these changes have not yet been determined or planned.

What would be the small business subcontracting goals for this effort?

TBD

Who is the vender supporting O&M today or the list of vendors?

The COMMITS vendors currently support O&M.

Question Answer

Restricting competition on PM oversight (not full & open) will not provide FEMA with the full strength of OM oversight from the vendor community. Will FEMA reconsider its acquisition strategy to make a PM oversight full and open?

TBD

Will you got to the print sector for professional stating support such as program management, operating management or engineering support?

The question is not understood.

What NAICS code will FEMA use for PMO to allow mid-size companies to Buy expertise of running large scale programs?

TBD

Program Management Oversight