ATTACHMENT_IV_Outgoing_Transition_Plan.pdf

Transportation Security Administration

EMPLOYEE PARKING ASSISTANCE PROGRAM (EPAP)

Outgoing Transition Plan

Contract # HSTS05-11-OSO027

EPAP Outgoing Transition Plan ALEX-Alternative Expects, LLC (ALEX) recognizes the government’s concerns regarding successful phase-out of contracts. If a new contractor is selected to provide Financial Management, Parking Services, and Shuttle Services for EPAP, ALEX will minimize disruption of services and phase-out risks by implementing a comprehensive phase-out plan.

Our phase-out will be conducted in an orderly fashion, working with the new service provider to train and familiarize staff in the overall project operations. The procedure to provide continuity of operations on the contract will include:

• Orderly transfer of operations to a new service provider

• Establishment of phase-out milestones

• Providing access to employees for interviews with the incoming contractor

• Delivery of all materials and documentation requested by the COTR

• Return or transfer of all GFP

• Introductory and coordination meetings with the incoming contractor

• Formal and informal communications as needed

1 Transition Team ALEX will designate an employee with technical knowledge of the program to serve as the primary point of contact for the new contractor and who will serve as a member of the new contractor’s transition team during the transition period. Our approach to phase-out will also take into account the existing employees who performed on the program. On an as-needed basis, ALEX staff supporting current operations will be made available to the new contractor’s transition team to support such activities as:

• The transfer of security clearances, if needed.

• The transfer of GFP, documents and vendor agreements to the new contractor.

• Development of a transition schedule and milestones.

• Training of the new contractor’s staff.

• Participation in transition planning and execution meetings.

2 Staffing ALEX will make every effort to keep the program fully staffed, so that work performance and quality will be maintained until the final date of the contract. The continued operations of the project are of primary importance to TSA and to ALEX as the exiting contractor.

3 Subcontractors and Vendors Another area deemed critical for a successful transition is the prompt transfer of vendor agreements for required services at participating airports. In an effort to streamline the transition process, ALEX will work with its existing subcontractor, Kaseman, LLC, and with the new incoming prime contractor to transfer agreements already in place with the existing vendors. If requested, ALEX will support the new contractor with the continuation and extension of the current vendor arrangements for parking and shuttle services in place at the time of the transition period.

4 Schedule & Milestone Establishment

ALEX will support the new contractor and provide input to the development of their transition schedule and transition milestones. ALEX anticipates that the new contractor’s transition schedule may include the following phases:

• Preparation Period

• Phase-In Period

• Transition Period

In addition, ALEX will develop a Phase-Out Schedule that will consist of the critical outgoing transition milestones depicted in Table 4-1. It should be noted that the actual milestone dates will be dependent upon such factors as the actual contract award date, the actual contract start date and the new contractor’s actual transition schedule.

Table 4-1. Phase-Out Milestones

ACTION ITEM PROPOSED DATE

Initial meeting with incoming contractor to establish transition process

60 days prior to contract transfer

Provide access for incoming contractor to observe existing operations

30 days prior to contract transfer

Support the incoming contractor with the development of their transition plan to establish the transition timeline

Within 60 days of contract transfer

Provide incoming contractor access to ALEX employees to offer employment under new contract

Within 60 days of contract transfer

If necessary, conduct joint inventory with incoming contractor

Within 30 days of contract transfer

Transfer of GFP

Last day of ALEX contract or as specified per the new contractor’s TSA-approved transition plan

For work that is not completed prior to the end of the Phase-Out period, submit final invoice within 30 calendar days after the final work is complete

45 calendar days after final work is complete, dependent upon receipt of final invoices from the airports

Submit final invoice and final copy of all recurring reports, along with narrative report of the success and difficulties during Phase-Out

Within 30 days of Phase-Out completion date

Phase-Out process complete

TBD, depending upon the TSA’s transition requirements

5 Risk Identification and Planning

Thorough risk analysis and comprehensive risk mitigation planning are essential to any risk management plan. ALEX has experience mitigating the risks associated with the transfer of service contracts to a new contractor. ALEX will support the new contractor in developing their risk mitigation plan in anticipation of potential risks that might occur during the transition of services to the new contract. Table 5-1 represents some of the potential risks that may be considered by the new contractor for inclusion within their risk management plan.

Table 5-1. Outgoing Transition Risks

TRANSITION TASK RISK POTENTIAL

Continuity of Operations Potential disruption of work during transitionperiod O

Continuity of Operations

Loss of continuity of institutional knowledge

Staffing

Loss of existing ALEX staff prior to completion of transition period

Data Migration

Loss or corruption of data during the migration process to the new contractor’s system

Transfer of GFP

Missed collection run due to the non-operational status of the necessary systems and equipment during the transfer of GFP to the new contractor

Transfer of funds Inability of ALEX to cover a temporary shortfall of funds needed for outstanding vendor invoices while awaiting receipt of government subsidy payments

Transfer of funds Incorrect amount of funds transferred to the new contractor due to the different collection cycles of funds received from the employees and subsidy funds received from the government

6 Materials & Equipment ALEX will transfer all of the following historical GFP to the custody of the new contractor in accordance with the contractor’s transition schedule:

1. Oracle 9i Database Release 2 (9.2.01) CD pack, CDP No. B11102-01 V8, 20 CDs

2. PIPS (Parking Information Payment System) User Manual

3. Back-Up CD PIPS Database and Application

4. DELTEK software/CDs

5. DELL PowerEdge 1600SC Server, Serial# JJ3YT21, Model# SMM01

In addition, the following items will be transferred due to program updates and enhancements:

1. EPAP database (Enhanced PIPS database)

2. EPAP Database Administrator’s Guide

3. DELTEK data export

4. Back-up CDs of the EPAP database

7 Transition Resources

7.1 DOCUMENT TRANSFER

Upon contract award, ALEX will begin preparing for the transfer of all documents necessary to maintain the historical records of the EPAP program and other documents vital for contract compliance. These documents, many of which are stored off-site, will be transferred to the location specified by the new contractor within the timeframe required per the new contractor’s transition schedule. Table 7-1 identifies the limited number of documents that must be transferred to the new contractor’s possession.

Table 7-1. Document Transfer Documents to be Transferred Description Historical Enrollment Forms Historical enrollment forms of TSA personnel in ALEX’s possession at the end of the transition period

Operations Manuals Manuals that describe process and procedures followed on a monthly basis to ensure contract compliance

Database Administrator’s Guide Guide to running TSA required financial reports and operational reports

Standard Operating Procedure (SOP) Employee Manual

Guide for EPAP employees to use in the execution of the required work

8 Other Transition Factors The transfer of GFP from ALEX to the new contractor must be coordinated in such a manner so as to avoid any interruptions and to mitigate any potential risks in the processing of scheduled collection runs. Depending upon the dates for the scheduled collection runs relative to the actual contract start date, the TSA may approve a delayed transfer of the GFP until a specified date that assures no impact to business operations.

The parking funds collected during the last month of the ALEX contract, as well as all funds collected or moved from prior months to any parking month after the start of the new contract, would need to be transferred to the new contractor at the start of the new contract. All parking funds collected for the months prior to the new contract start would be retained to pay invoices for parking months prior to the contract start.