SCOSS_Overview_Briefing_03.19.14_(Final).ppt
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- Solicitation number
- HSSCCG-14-R-00027
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United States Citizenship and Immigration Services (USCIS)
Service Center Operations Service Center Operations Support Services (SCOSS) Pre-Solicitation Briefing March 19, 2014
Agenda
| Introduction |
| Program/PWS Overview |
| DRAFT RFP Overview |
| Acquisition Schedule |
| Answers to Questions |
| PTAP Information |
| Networking |
Introductions
| Contracting Officer – Kristie Nestle |
| Contract Specialist – Sonah Lee/Gale Bonnett |
| SCOSS Program Manager – Denis Peck |
| Small Business Specialist – Will Thomas |
| Acquisition Specialist – Annie Chen |
| FDNS Program Manager – Jeff Alexander |
| PTAP – Anna Urman |
| PTAP – Mary E. Mcguire |
Service Center Operations Mission Ensure that information and benefits are provided to our customers in a timely, accurate, consistent, courteous and professional manner.
Manage USCIS Service Operations in the field, including approximately 2700 government employees at the 4 centers.
Manage the adjudication of over 4 million applications and petitions per year.
Create an environment of excellence that facilitates attainment of USCIS goals through training and development of employees.
The Service Center Operations Support Services (SCOSS) contract provides administrative and records management support services for USCIS Service Center Operations. The Service Centers handle correspondence management, data collection, fee collection, and file operations supporting the adjudications of approximately four million applications/petitions annually for immigration services and benefits.
SCOSS
SCOSS are primarily at each of the four Service Centers as follows:
| California Service Center (CSC), Laguna Niguel, California. This Service Center is currently located in a single building. |
| Nebraska Service Center (NSC), Lincoln, Nebraska. This Service Center is currently located in three buildings within 5 to10 miles of each other in Lincoln, Nebraska. |
| Texas Service Center (TSC), Dallas, Texas. This Service Center is currently located in three buildings. Two buildings are located together in Dallas and one building is located approximately 18 miles away. |
| Vermont Service Center (VSC), St. Albans, Vermont. This Service Center is currently located in four buildings. Two buildings are within approximately ½ mile of each other in St. Albans and two buildings are adjacent to one another and located approximately 25 miles from the others, in Essex Junction. |
Service Center Locations
California Service Center
Nebraska Service Center
Nebraska Service Center
Texas Service Center
Vermont Service Center
Changes from Current Contract
| Distinction of the future work reduction impact as a result of USCIS Electronic Immigration System (USCIS ELIS) implementation. |
| USCIS ELIS is an online account-based system that enables USCIS adjudicators to decide requests for immigration benefits by accessing information submitted by our customers. As form types and associated benefits transition to USCIS ELIS, the Service Centers will either no longer perform tasks; or perform them at a reduced level in the correspondence, data entry, and fee depositing functional areas. |
Hours of Operations
| Monday – Friday 6:00 AM – 11:30 PM local time. |
| Closed 10 Federal Holidays as stated in RFP. Other Holidays may be declared by Presidential Executive Order. |
| Closed during such times when no federal employees are or should be present. Examples: closures due to inclement weather or building conditions. |
Hours of Operations Permitted to operate on Saturdays and Sundays provided adequate Government presence is available. This can generally be scheduled when requested in advance.
| During FY2013, Service Center officers adjudicated close to 4M applications/petitions. |
| Received over 6.4 million pieces of incoming mail in FY13 (all four centers) |
| Sent over 15 million pieces of mail |
| Performed data entry for over 3.4 million forms |
| Performed continual maintenance of approximately 2 million files located at the centers at any given time |
| Deposited over $1 billion in fee receipts |
SCOSS – Accomplishments
SCOSS Contract Support Services
| Major Categories of Support Services Include: |
| Correspondence Management |
| Data Entry |
| Fee Depositing |
| File Operations |
| Four Geographically Dispersed Contractor Workforce |
| Most Labor Categories are Subject to SCA |
| The workforce in VT and CA are unionized under United Electrical Workers Union. |
| PR # 4.1.13 – Contractor shall maintain capability to accommodate surges in data collection volume of up to 25% above daily average receipt volume for the previous 20 business days. |
| PR # 4.1.14 – On Mondays and the first business day after federal holidays, the contractor shall maintain the capability to accommodate surges in data collection of up to 50% above daily average receipt volume for the previous 20 business days. |
Workload Surge Requirements
Security Requirements
| All potential Offerors must meet DD-254 security requirements prior to beginning work. |
| All personnel handling or transporting registered mail must possess a security clearance at the Secret level. A facility clearance is required by the Offeror. |
| Current employees working at the service centers will be required to submit three updated security documents. |
| All employees must meet EOD requirements. Security packages are submitted through Electronic Questionnaires for Investigations Processing (e-QIP) that has replaced the hard copy SF-85P (Questionnaire for Public Trust Position). |
Contract Transition
| Transition from predecessor contracts shall be completed within 60 days after award of the contracts. |
| Transition activities includes, but not limited to: |
| Formalizing any subcontracts |
| Establishing a temporary working site in close proximity to each service center for conducting interviews and meetings. |
| Executing a plan for retention of existing staff |
| Relocating key management personnel |
| Rapid creation and submittal of security clearance packages via E-QIP |
| Hiring initial staff |
| Reporting progress of transitioning on a weekly basis |
Contract Deliverables
| HQ Deliverables to COR, PM |
| Monthly Records Operations Workload Activity Report (G-23) |
| Daily, Weekly, Monthly, Quarterly, and Annual Workload Activity Reports |
| Weekly, Monthly, and Annual Narrative Reports |
| Continuity of Operations (COOP) plan |
| Quality Control/Business Process Improvement plan |
| Work Breakdown Structure (WBS) |
| Contingency Plans |
Contract Deliverables
| Service Center Deliverables to COR |
| System Generated Reports from NFTS, CIS, C4, ELIS, etc. (see PWS 5.2.1) |
| Service Center Report and Databases (see PWS 5.2.2) |
Government Provided Property
| All equipment used and supplies required under this contract will be provided onsite by the Government. |
| Contractor should keep Government informed at all times of equipment problems/shortages and supply inventory problems. |
Contractor Vehicles Contractors are required to provide their own vehicles/transportations for transporting mail and files between local mail sites and the Service Center locations.
FDNS Systems
FDNS-DS
Is the case management system the contractor will access for data collection inputs in support of CFDO and the Administrative Site Visit and Verification Program (ASVVP). The contractor will input fraud leads, tips and perform information updates to the system and create H1-B and Religious Worker site visits in this database.
WLB
Workload Balancer is a Microsoft database system developed by FDNS for the ASVVP program. The contractor will input petitioner address data to be available for selection at a later date for a site visit.
File Operations
Both databases require corresponding file selections and file movement as part of their work processes.
FDNS Service Requirements
NSC/TSC Centers
Data Collection and File Operations for CFDO will operate at NSC.
Pricing for similar services at TSC is requested but shall be exercised at the discretion of the government.
CSC/VSC Centers
Data Collections and File Operations for CFDO will operate at VSC. Pricing for similar services at CSC is requested but shall be exercised at the discretion of the government.
The ASVVP program only operates at the CSC and VSC Centers.
RFP OVERVIEW
TABLE OF CONTENTS
| Commercial Format |
| 8 Sections |
| Section I – SF1449, SF1449 Continuation Page & PWS and attachments |
| PWS Attachment 8.6 is in CD form, by request only with a complete NDA form, which contains the Government Provided Information (GPI): SOP, ROH, User Guides, Management Directives, Training guide, Historical Workload Reports, and deliverable templates. |
| Other PWS attachments are available online with the Draft RFP, but PWS attachment 8.4 will be available with the Final RFP. |
| Section II – Terms & Conditions (FAR Clauses, HSAR Clauses, USCIS Clauses) |
| Section III – 4 Attachments (Attachments A-D) |
| Section IV – Provisions Incorporated by Reference, Instructions to Offerors |
| Section V – Provisions – Full Text (Fill-ins), Basis of Award, Proposal Evaluation |
| Section VI – Representations & Certifications |
| Section VII – Past Performance Questionnaire |
| Section VIII – 4 Attachments (Historical Volume, SF1408, and Labor Rate Detail, Overtime History) |
Jim –
Cover the highlights, don’t read word for word
SF1449
| Complete Blocks 30a, b, and c |
| For Final RFP will request you put in CLIN totals |
Jim –
SF1449 CONTINUATION PAGE
| Period of Performance – 4 Years (Base plus three options) |
| Notice to Proceed (NTP) |
| Suitability Determinations by OSI |
| No access to PII or SBU |
| No access to USCIS computer systems |
| No access to site without escort |
Jim –
SF1449 CONTINUATION PAGE
| Complete Pricing Spreadsheets located in Section III, Atch C |
| Hybrid contract – Pricing on FFP, Fixed Unit Price and LH basis |
| Ceiling Price for LH CLINs is the awarded amount, exceed at own risk |
| LH CLINs – total hours per labor category may deviate up to 15% so long as the price for the CLIN will not be exceeded, CO approval for deviations over 15% |
| Fixed Unit Price CLINs include estimated volumes |
| Transition CLIN – FFP, within 60 Calendar Days, invoice upon NTP |
| Transition CLIN plus Full Performance for base year equals 12 months |
| Surge CLIN – Optional (Exercised at sole discretion of Gov’t) |
SECTION II – TERMS & CONDITIONS
| FAR & HSAR Clauses incorporated by reference and full text |
| FAR 52.212-4 Alternate I Contract Terms and Conditions –Commercial Items (Fill-ins required) |
| FAR 52.219-14 Limitation on Subcontracting |
| FAR 52.222-41 Service Contract Act |
| FAR 52.222-42 Statement of Equivalent Rates for Federal Hires |
| FAR 52.228-10 Vehicular and General Public Liability Insurance |
| FAR 52.232-99 Providing Accelerated Payment to Small Business Subcontractors |
HSAR 3052.215-70 Key Personnel or Facilities
Jim –
SECTION II – TERMS & CONDITIONS
| USCIS Clauses |
| Advertisements, Publicizing Awards, and News Releases require pre-approval by CO |
| Organizational Conflict of Interest |
| Contractor Pre-screening |
Jim –
SECTION III – ATTACHMENTS A-D
Attachment A, Service Contract Act - Wage Determinations
Attachment B, DD254 Form draft
Attachment C, Schedule of Services
| Pricing Description & Structure |
| Pricing Schedule Group A (NSC/TSC) |
| Pricing Schedule Group B (CSC/VSC) |
Attachment D, Collective Bargaining Agreement - United Electrical Workers Local 1008
Jim –
SECTION III – ATTACHMENT A
ATTACHMENT A – Service Contract Act
Available online, posted with Draft RFP on FBO.gov
Section III Attachments, labeled as:
“HSSCCG-14-R-00027 Section III Attachment A_
| WD 2005-2047 CA” |
| WD 2005-2325 NE” |
| WD2005-2509 TX” |
| WD 2005-2537 VT” |
Jim –
SECTION III – ATTACHMENT B
ATTACHMENT B – DD254
Correspondence Management Positions require a Secret Clearance
| Prime must have Facility Clearance at time of proposal submission |
| Subcontractors performing secret work must have a facility clearance at time of award or will not be able to perform work requiring secret clearance |
USCIS will not sponsor the offeror
Offerors may sponsor the subcontractors
SECTION III – ATTACHMENT C
ATTACHMENT C – Pricing Schedule
| Draft RFP |
| Three (3) PDF documents “HSSCCG-14-R-00027 Section III Attachment C_Schedule of Services_Pricing |
| Overview |
| Group A (NSC-TSC) |
| Group B (CSC-VSC) |
| Final RFP |
| Complete USCIS prepared spreadsheets for the Group you are submitting a proposal for. |
| Submit files with unlocked spreadsheets and formulas |
| Offeror may add additional spreadsheets as necessary to support proposed prices. |
| All applicable columns and rows shall show totals |
SECTION III – ATTACHMENT C
ATTACHMENT C – Pricing Schedule Overview
SECTION III – ATTACHMENT D
ATTACHMENT D – Collective Bargaining Agreement
United Electrical Workers Local 1008 and Northrop Grumman Technical Services, Inc. USCIS California Service Center, Sept 2008 United Electrical Workers Local 208 and Northrop Grumman Technical Services, Inc. USCIS Vermont Service Center Operations, Oct 2008
Final RFP will include most recent CBAs for CA and VT Service Centers.
Jim –
SECTION IV – INSTRUCTIONS TO OFFERORS
| Section A. FAR 52.222-46 Evaluation of Compensation for Professional Employees |
| Submit total compensation plan as part of the Business Proposal |
| Section B. Questions, and Proposal Due Date and Time |
| Pre-solicitation Conference: Copies of slides, answers to previously submitted questions and attendee list will be posted to FBO |
| Site Visits (all four Service Centers): |
| Two attendees per company |
| Pre-register by 3/20/14 by 5:00PM ET |
| Send email request to sonah.lee@dhs.gov and gale.bonnett@dhs.gov |
| Instructions will be provided to registrants |
| No reimbursement for travel |
| Additional questions may be submitted after site visit by Tuesday 8 April 2014. |
SECTION IV – INSTRUCTIONS TO OFFREORS
| Date | Time(s) | Service Center Site |
| Wed, 3/26/14 | 10:00am to Noon | CSC, has one site |
| Fri, 3/28/14 | 9:00am to 10:30am | VSC – St. Albans site |
| 10:40am to 11:00am | File Holding Warehouse | |
| 1:00pm to 2:00pm | VSC – Essex site 1 | |
| 2:05pm to 3:00pm | VSC – Essex site 2 |
| Tue, 4/1/14 | 10:00am to 11:00am | TSC – Main site |
| 1:30pm to 2:15pm | TSC – 1st building, Stemmons site 1 | |
| 2:30pm to 3:00pm | TSC – 2nd building, Stemmons site 2 |
| Thu, 4/3/14 | 10:00am to 11:00am | NSC – Haymarket Site |
| 11:30am to 12:30pm | NSC – Centennial Site | |
| 2:30pm to 3:30pm | NSC – Highlands Site |
| Section B. Questions, and Proposal Due Date and Time (Final RFP) |
| Final RFP Questions to sonah.lee@dhs.gov and Kristie.Nestle@dhs.gov |
Deadlines for questions and proposals will be provided in the final RFP
Submit Hard Copy proposal (Refer to Section IV)
NOTE: THE MAILING ADDRESS and PHYSICAL ADDRESS ARE NOT AT THE SAME PLACE. (FedEx, UPS or Hand Carry).
For hand carried proposals, send request for physical address to sonah.lee@dhs.gov
Submit on time – allow sufficient time
Encouraged to contact Sonah Lee by email or phone (802) 872-4636 to verify receipt
Offerors can submit a proposal for Group A (NSC/TSC) or Group B (CSC/VSC) or both
But the Government does not intend to award both contracts to the same prime.
If submitting a proposal for both Groups, each set of proposal volumes shall be submitted in separated binders labeled for Group A and Group B.
Proposal consists of two (2) volumes (For each Group) Volume I = Technical (No pricing info) Volume II = Business (Price/Past Performance)
| Volume I – Technical Proposal |
| (Technical Factor) – 50 pages |
| Include sections for each subfactor as noted in the table in Section IV, para 3.4 |
| The Technical Proposal shall be prepared so that the evaluator can easily identify where each subfactor is addressed and the information provided for each subfactor should follow the order as listed in the RFP. |
| 4 Subfactors (Operational Approach, Management Approach, Corporate Experience, Experience with Unionized Labor Force) |
| Statements of Qualifications for Key Personnel are not included as part of the page count. |
| Quality Control Plan is 15 pages max and INCLUDED as part of the total page count. |
| 1 Original and 6 copies |
| 3 CDs |
Volume II. Business Proposal
Section A (Cover Letter)
Section B (Price) – pages unlimited
Section C (Past Performance) – Prime – 2 pages per reference up to 3 references, major subcontractor – 2 pages per reference up to 2 references per subcontractor, excludes questionnaires and introductory matrix
| 1 Original plus 2 copies |
| 2 CDs |
Volume II. Business Proposal
| SECTION A – Cover Letter (Pages – Unlimited) |
| Cover Letter plus table which shows all subcontractor information |
| SF1449 / Acknowledgement of Amendments |
| Representations and Certifications |
| Facility Clearance Information and submit proof of clearance (primes & subs) |
| Teaming Agreements (In DRAFT RFP but won’t be required for the FINAL RFP) |
Volume II. Business Proposal Section B. Price (Unlimited) Complete all pricing spreadsheets in Section III – Atch C Historical Volumes provided (PWS Atch #8.6) Major Subs may submit proprietary information directly to the Contract Specialist or Contracting Officer Provide cross walk from SCA and CBA labor category titles to the offeror’s proposed labor category Describe compensation and bonus plan for Management Personnel (Compensation Plan) Price options using the same base labor rates as proposed for the base period . This does not apply to exempt positions Equitable adjustments will be made IAW FAR 52.222-43 (Exercise of Option Period) Complete SF 1408, posted on FBO, under attachment VIII.
Include Fill-in information for Clause FAR 52.212-4 found in Section II and provide in this section.
Complete provisions FAR 52.209-7 Information Regarding Responsibility Matters and HSARA 3052.209-70 Prohibition on Contracts with Corporate Expatriates and include in this section
Jim –
| Volume II. Business Proposal |
| Section C – Past Performance |
| Recent & relevant - within 3 years of date of issuance of final RFP |
| Prime contractor - not more than 3 references – 2 pages per reference |
| Major Subcontractor (10% or more of overall contract value minus ODCs) – not more than 2 references – 2 pages per reference for each major subcontractor. |
| Subcontractors not considered major will not be evaluated |
| Relevancy – must comprehensively demonstrate past performance in areas noted in Section IV. |
| Past performance must be as a prime or first-tier subcontractor – clearly identify what the offeror’s role was! |
| If you were the first-tier subcontractor, indicate who the prime contractor was |
| Past performance of parent, subsidiaries, other corporate entities affiliated with the offeror are permitted |
| Describe how they will be substantially involved in performance |
| If JV, clearly identify the role of the member in the contract performed |
SECTION V – PROPOSAL EVALUATION
Section A. FAR 52.217-5 Evaluation of Options (total price for all options) Includes 6 months extension of services
| Section B. Basis of Award |
| FAR Part 12 and FAR Part 15 |
| Best Value using Tradeoff process |
| 3 Factors (in descending order of importance) |
| Technical |
| Price |
| Past Performance |
- Technical is slightly more important than Price and Price is significantly more important than Past Performance
Technical (Factor 1)
| 4 Subfactors |
| Operational Approach |
| Management Approach |
| Corporate Experience |
| Experience with Unionized Labor Force |
(Subfactors 1-3 are equal in importance and Subfactor 4 is of lesser importance than each of the other sub-factors.)
Ratings: Exceptional, Acceptable, Marginal or Unacceptable
| Price (Factor 2) |
| Price Analysis to determine reasonableness |
| Comparison of prices of all offerors |
| Comparison of prices with the IGCE |
| Comparison of prices with the current contract |
| Verify that the correct SCA wage determination rates, CBA rates, and health & welfare rates are used |
| An offeror’s evaluated price is the sum of the total price for the base period and option period CLINs |
| Option to Extend Services Clause (FAR 52.217-8) considered in evaluation |
| Unbalanced pricing in a proposal is a basis for rejection after pricing analysis |
| May make award without discussions but reserves the right to conduct discussions |
| The initial proposal should contain Offeror’s best terms from a price and technical standpoint |
| Past Performance (Factor 3) |
| Recent, relevant (see RFP for areas to assist in determining relevance) |
| Government may also use other sources for past performance |
| Look at completed Past Performance Questionnaires |
| Discussion, opportunity to address negative past performance |
| Ratings: Low Risk, Medium Risk, High Risk, Neutral |
| Those with no past performance or none considered relevant will be rated Neutral |
| Certify the offeror has no relevant past performance |
| A Neutral rating does not advantage or disadvantage an offeror |
SECTION VI – REPRESENTATIONS & CERTIFICATIONS
Representations and Certifications
| Listed as Section VI in the Draft RFP |
| Submit with Business Proposal – Included in Section A |
| Not necessary as long as reps and certs are complete in SAM.gov record |
| Offerors must be registered in the System for Award Management and current in order to be awarded the contract. |
SECTION VII – PAST PERFORMANCE QUESTIONNAIRE
| Past Performance Questionnaire |
| Offeror’s responsibility to have customers complete |
| Questionnaires must be received directly from the reference only. If PPQs received as part of the proposal documents from an offeror, it cannot be part of the evaluations. |
| Due by date and time of proposal submission deadline |
| References should send electronically to sonah.lee@dhs.gov and kristie.nestle@dhs.gov |
| If not received by date and time proposals are due, it is considered late and will not be considered in evaluations |
SECTION VIII – SF1408
| FBO posting attachment for Section VIII of the Draft RFP. |
| Instructions for this form will be posted with the issued Final RFP. |
Acquisition Schedule
| Draft RFP | 3/8/14 |
| Questions Due on Draft RFP | 3/14/14 |
| Final RFP | 5/12/14 |
| Questions Due on Final RFP | 5/23/14 |
| Proposals Due | 6/3/14 |
| Evaluations Complete | 7/3/14 |
| Discussions (if applicable) | 7/18/14 |
| Final Revised Proposals Due | 7/28/14 |
| Final Evaluations Complete | 8/12/14 |
| Award | 10/24/14 |
Answers to Previously Submitted Questions on Draft RFP
PTAP Information
File details come from the government source that posted it. Updated .