Conference_Planning_Industry_Day_Powerpoint.pdf

Logistics and Event

Planning Industry

Day

Friday June 3, 2016

Welcome/ Introductions

Patricia Hoban-Moore Chief Administrative Officer

Expectations

Lawrence Chambers Supervisory Procurement Analyst

Programmatic Discussions

Keith Surber Acting Chief Procurement Officer

Logistics and Event Planning/ Current

Requirements

A’ndrea Jones Strategic Sourcing Tiger Team Lead

June 3, 2016

Presented by Arnette McGill-Moore

Sr. Business Utilization Development Specialist

Office of Small and Disadvantaged Business Utilization (OSDBU)

To ensure that small businesses are treated fairly and are provided an opportunity to compete and be selected for a fair amount of HUD’s direct and indirect contract dollars.

Responsibilities include:

Preparing updated “Forecast of Contracting Opportunities”;

Responding to inquiries from the small business community;

Reviewing legislation for impact on small business;

Conducting outreach to the small business community;

Coordinating Vendor Outreach Sessions with HUD program areas;

Performing small business reviews;

Reviewing subcontracting plans for maximum small business opportunities;

Establishing policy, developing and managing HUD’s small business programs.

To ensure non-discriminatory practices in Federal procurement opportunities for small , small disadvantaged, small women-owned, service disabled veteran businesses, and those located in Historically Underutilized Business Zones (HUBZone), or part of the 8(a) Business Development Program.

Encourage teaming arrangements in bidding on HUD procurements

Goals – At least 35% of all direct awards must go to small business.

Preference Categories SBA Goals

Small Business 35%

SDB 5%*

8(a) 5%*

Women Owned 5%*

HUBZone 3%*

Service Disabled

Veterans

3%*

*Minimum Goal set by Small Business Act 15 (g)(1)

Small Business Subcontracting Goals:

In cases of contracts with a value expected to exceed $700,000 (excluding construction contracts), 55% of the planned subcontracting dollar should be set-aside for small businesses.

Other percentage goals:

SDB 5%

WOSB 5%

HUBZone 3%

SDVOSB 3%

* SBA FY 2015/2016 Subcontracting Goal

Department of Housing and Urban Development FY2015 Small Business Procurement Scorecard

A

102.52%

FPDS-NG Prime Contracting Data as of Feb. 20, 2016 eSRS Subcontracting Data as of Mar. 14, 2016

Prime Contracting Achievement: 80.74%

2014 2015 2015

Achievement Goal Achievement

38.20% Small Business 40.32% 38.00%

($456.4 M)

12.36% Women Owned Small Business 14.79% 5.00%

($147.6 M)

25.35% Small Disadvantaged Business 16.49% 5.00%

($302.9 M)

2.49% Service Disabled Veteran Owned Small Business 3.62% 3.00%

($29.8 M)

0.69% HUBZone 0.70% 3.00%

($8.2 M)

Subcontracting Achievement: 11.82%

Achievement

Goal

Achievement

Small Business 66.30% 55.00% 56.40%

Women Owned Small Business 14.20% 5.00% 18.40%

Small Disadvantaged Business 7.60% 5.00% 13.60%

Service Disabled Veteran Owned Small Business 3.60% 3.00% 4.20%

HUBZone 0.70% 3.00% 3.80%

HUD is committed to providing access to large and small businesses alike, including 8(a), SDBs, HUBZone, women owned and service disabled veteran owned businesses.

OSDBU networks with small business owners to ensure that they are aware of the procurement opportunities that exist in the various departments within HUD.

OSDBU meets with large businesses regarding their subcontracting plans and assists them with locating qualified small businesses.

The Department conducts market research throughout the Fiscal Year and Procurement Process, to include but not limited to:

Request for Information (RFI)

Sources Sought Notices

Pre-solicitation Notifications

System for Award Management (SAM)

Dynamic Small Business Database

Help us, Help you!

One-page Capability Statement

Prepare a one-page that identifies your company’s certifications, overview and experience as it relates to a specific or general opportunity being sought. Use the one-page statement as a way to introduce your company to HUD. E-mail it to the point of contact, which is identified in the Forecast of Opportunities, when inquiring about a contract opportunity and requesting an appointment with the program office or point of contact.

Multi-page Capability Statement

Prepare a multi-page capability statement that identifies your company’s certifications, overview and overall experience as it relates to a specific or general opportunity being sought.

For an example of a capability statement, please refer to www.hud.gov/offices/osdbu/marketing.cfm

Download the current Forecast at: http://www.hud.gov/smallbusiness

Refer to Plan # in all inquiries

New or Current Process?

You must be on the specified

GSA schedule to be eligible for contract opportunity

Quarter procurement process is expected to be awarded

Program office procuring the product or service and the subject matter expert’s contact information

Businesses eligible to bid on opportunity

Plan Number

Requirement Type

Contract Name (Description) Primary

NAICS

Code or GSA Schedule

Type of Competition

Estimated Value of

Contract $ Range

(Base and All Option Values)

Point of Contact Name

Point of Contact e-mail

Target Award Fiscal

Year Quarter

Contract Length

APP-Q-

2013-006 Recompete Internet/Intranet Maintenance Support 511210 8(a) Competed

>= $10M and <$20M Carolyn Armstrong Carolyn.Armstrong@hud.gov QTR 3

1 yr base + 4 options

APP-Q-

2013-010 Recompete

Policy and Research Information Server - (PARIS) PDR IT Support - Statistical Analytical Data reporting and support 541511

Small Business Set Aside -

Total >= $5M and

<$10M Benita Meadows Benita.Meadows@hud.gov TBD 1 yr base +

4 options

APP-Q-

2013-013 Recompete

A80W, D64A & AFOCS Systems Support - Acquire Steady State and DME services in support of A80W:Single Family Neighborhood Watch (SFNW)/D64A: Single Family Enterprise Data Wharehouse (SFEDW)/P007:Albany Financial Operations Centersystems (AFOCS). 541511 8(a) Competed

>= $5M and <$10M Paul Theisen Paul.E.Theisen@hud.gov QTR 3

1 yr base + 4 options

APP-Q-

2013-016

New Requirement

EEO Mgmt Information Systems supporting counselings, ADR cases, investigations, complaints, hearings & appeals. 541511 8(a) Sole Source

> $150K and <$500K Carolyn Armstrong Carolyn.Armstrong@hud.gov QTR 4

1 yr base + 3 options

Karen Newton Cole, Director

Karen.A.NewtonCole@hud.gov

(202) 402-4275

Meishoma Hayes

Meishoma.A.Hayes@hud.gov

Business Utilization Development Specialist

(202) 402-6792

Derek Pruitt

Derek.L.Pruitt@hud.gov

Business Utilization Development Specialist

(202) 402-3467

Natalie Bishop-Hodge

Natalie.R.Bishop-Hodge@hud.gov

Administrative Specialist

(202) 402-3132 mailto:Karen.A.NewtonCole@hud.gov mailto:Meishoma.A.Hayes@hud.gov mailto:Derek.L.Pruitt@hud.gov mailto:Natalie.R.Bishop-Hodge@hud.gov

Nicole H. Jackson Darrell D. Rishel

Nicole.H.Jacksont@hud.gov Darrell.D.Rishel@hud.gov

Headquarters Contracting Operations Western Field Contracting Operations

(202) 402-3868 (303) 839-2622

Debra S. Long Alfredo Valentin

Debra.S.Long@hud.gov Alfredo.Valentin@hud.gov

Southern Field Contracting Operations Northern Field Contracting Operations

(678) 732-2566 (312) 913-8509 mailto:Nicole.H.Jacksont@hud.gov mailto:Darrell.D.Rishel@hud.gov mailto:Debra.S.Long@hud.gov mailto:Alfredo.Valentin@hud.gov

Conclusion Thank You!

Welcome to CPARS Overview Training

Contractor Performance Assessment Reporting System

Policy, Systems and Risk Management

By Natalie Bishop-Hodge. OCPO

What is CPARS

Primary Objectives

Evaluations

Important

Reporting Frequency

Contract Types

Focal Point Roles

Additional User Roles

Workflow

Logging In and Assessing CPARS

Entering Contract Performance

For Support

Additional Information / Focal Points

Agenda

What is CPARS?

Contractor Performance Assessment Reporting System (CPARS)

A Web-enabled application that collects and manages a library of automated contractor report cards.

Regulatory Requirements

FAR Sections 42.1502 & 42.1503: Agencies Shall

Prepare an Evaluation of Contractor Performance and Submit to Past Performance Information

Retrieval System (PPIRS)

FAR Section 15.304: Past Performance Shall be

Evaluated in All Source Selections for Negotiated

Competitive Acquisitions

Federal Acquisition Regulation (FAR)

CPARS Shall be Used to Prepare Contractor

Performance Evaluations

PPIRS Shall be Used as a Source of Past

Performance Information in Source Selections

Acquisition

Regulation Supplements

CPARS Primary Objectives

Support Best Value Source Selection Decisions – Awards for Proven Performers (FAR Part 15)

Provide Up-To-Date Documentation of Contractor’s Ability to Meet Requirements (FAR Part 42)

Motivate Improved Performance

Facilitate Government - Contractor Communication

Determine Prospective Contractor Responsibility (FAR Part 9)

Is CPARS an Effective Tool for Improving Government-Contractor Communication?

CPAR Evaluations

Pre-Decisional in Nature

Protected Throughout Life Cycle

Accessible By:

– Government Personnel with a Need to Know

– Contractor who is Subject of Evaluation

May Not Be Transmitted Via Email

Retained for 3 Years After Contract Completion in PPIRS

Treated as Source Selection Information IAW FAR Section 3.104

Important!

Evaluate Prime Contractor Performance ONLY

– Do Not Evaluate Subcontractor Performance

– Privity of Contract Between Prime-Sub

Acknowledge Subcontractor Effort

– Critical Aspect or 25% or More of Effort

– Include Sub’s Name and DUNS

– Address in Narrative

Subcontract Management (Systems)

Business Relations (Nonsystems)

Evaluations Required If: Dollar Threshold

1. Task/delivery/purchase orders against another agency’s contract (for example, placed against Federal Schedules/GWACs/MACs)

> SAT* $150,000

(this threshold is already set-up in the FPDS-NG system and will not process anything under the SAT)

2. HUD Indefinite-Delivery Contracts (IDIQ) – may be base or base and all orders depending on CO decision

> SAT* $150,000

(this threshold is already set-up in the FPDS-NG system and will not process anything under the SAT)

3. Blanket Purchase Agreements > SAT* $150,000 (this threshold is already set-up in the FPDS-NG system and will not process anything under the SAT

Reporting Frequency

Contract

Year 1

(Base)

Interim Report

Contract

Year 2

(Option 1)

Interim Report

Contract

Year 3

(Option 2)

Final Report

Perform

Accuracy

Check

Base and (2) Options

Reporting Frequency Interim Reports

– Required Every 12 Months

– Update with Other Reviews

Option Exercise (HUD requires CPAR drafts to be completed prior to exercising an option)

Award Fee Determinations

Program Milestones

– Required Upon

Change in Program/Project Management Responsibility

Transfer of Contract, BOA, BPA to a Different Contracting Activity

Shall Be Started Prior to Transfer of AOR or AO

Final Report

– Required at Contract Completion

Delivery of Final Major End Item

End of Period of Performance

– Required Upon Contract Termination

Addendum Report

– Evaluate Contract Close-Out

– Evaluate Warranty Performance

– Evaluate Performance With Respect To Other Administrative Requirements

– Written at Government’s Discretion

Focal Point /Alternate Focal Point Roles

Assign User Access

Register Contracts

Educate and Assist Users

Provide Guidance to Contractors Government

Only!

Additional User Roles

Contractor Rep (CR)

Provides Comments

Assessing Official (AO)

– Reviews AOR Drafted Evaluation, Sends to the Contractor and

Reviews Contractor Comments

Assessing Official Rep

(AOR) – Assists AO in

Drafting Evaluation

Reviewing Official (RO)

Resolves Disputes

CPARS Workflow

Contract

Registration

Enter Initial

Ratings

Validate Proposed

Ratings

Review Contractor

Comments

Reviewing Official

Comments

PPIRS

Automated:

Focal Point

A. Focal Point

Assigns Users

B. Contract is registered

Assessing Official Rep

(AOR)

Assessing Official (AO)

Assessing Official (AO)

Statements to Avoid

Appeared” – This is a speculative remark.

“We believe” – This is also a speculative remark.

“It is our hope” – This statement does not belong in a CPAR narrative. The issue is whether the Contractor will correct the deficiencies. If so, the narrative should indicate the pending corrections. If not, justification should be provided as to why the contractor failed to correct the problems.

“We were not happy” – This is an emotional and subjective statement which should be avoided. The CPAR should reflect factual justification for the successes/failures under the contract.

“We think” – This phrase implies that the customer has not proven the Contractor’s poor performance with evidence.

“Could be” – This phrase indicates that the customer is not sure of the reason for cited deficiencies. Your statements must be fact-based.

“We hope” – This phrase implies a desire, not a contractual requirement.

“In our opinion” – This is a subjective phrase which gives the impression that there is no firm evidence to prove a deficiency.

Elements Assessed

Systems Technical (Quality of Product)

– Product Performance

– System Engineering

– Software Engineering

– Logistics Support/ Sustainment

– Product Assurance

– Other Technical Performance

Schedule

Cost Control

Management

– Management Responsiveness

– Subcontract Management

– Program Management &

Other Management

Small Business Utilization

Other Areas

Nonsystems

Quality of Product or Service

Schedule

Cost Control

Business Relations

Small Business Utilization

Management of Key Personnel

Other Areas

Ratings & Narratives

Rating Definitions

Rating Contract

Requirements Problems

Corrective Actions

Exceptional Exceeds Many

– Gov’t Benefit Few Minor Highly Effective

Very Good Exceeds Some

– Gov’t Benefit

Some Minor Effective

Satisfactory Meets All Some Minor Satisfactory

Marginal

Does Not Meet Some

-Gov’t Impact

Serious:

Recovery Still

Possible

Marginally Effective; Not Fully

Implemented

Unsatisfactory

Does Not Meet Most

-Gov’t Impact

Serious:

Recovery Not

Likely Ineffective

Automatic Email Notices

Each Step of the Workflow

System Reminders

– Evaluation Due Notice is emailed to:

(Assessing Official (AO, Assessing Official Rep (AOR, Focal Point)

30 Days Prior

– Helps Ensure Reports Completed On Time

– Evaluation Overdue Notice is emailed to:

(Assessing Official, Focal Point, Reviewing Official (if finalized)

– Contractor Comments Due (Assessing Official, Contractor)

– Contractor Comments Overdue/Review Period Expired (Assessing Official)

– Evaluation Complete (Contractor)

– Access Assignment (All Roles)

Contract Status Report

For Support

Customer Service Desk (Mon-Fri 6:30am- 6:00pm EST) Commercial: 207-438-1690

Email: webptsmh@navy.mil

CPARS Web Site: (https://www.cpars.gov)

– FAQ

– Policy Guidance

– Quality Checklist

– User Manual

– Training Information https://www.cpars.gov/

Additional Information / Focal Points

Location Name Email Address Office

Number

Operation

Management Support

(NO, NOA, NOF, NOI)

Natalie Bishop Natalie.R.Bishop@hud.gov 202-402-3132

DC Housing, GNMA

(NP, NPG, NPH, NPR) Laria Robinson Laria.P.Robinson@hud.gov 202-402-4887

Denver (NFWP , NFWR) Roland Davis Roland.Davis@hud.gov 303-672-5380

Chicago

(NFNC)

Alfredo Valentin alfredo.valentin@hud.gov 312-913-8509

FT Worth

(NFSF)

Cathy Baker Cathy.J.Baker@hud.gov 917-978-5404

Atlanta

(NFS, NFSA)

Debra Gill Debra.S.Gill@hud.gov 678-732-2566

Philadelphia

(NFN, NFNP)

Debra Gill Debra.S.Gill@hud.gov 678-732-7566

THANK YOU

System for Award Management

Dhana Moore Customer Service Director

General Services Administration

(GSA)

Office of Lead Hazard Control & Healthy Homes (OLHCHH)

Shannon Steinbauer Outreach & Marketing Specialist

OVERVIEW

OF

THE OFFICE OF

HEALTHCARE

PROGRAMS

FHA MORTGAGE INSURANCE

FOR HOSPITALS AND RESIDENTIAL CARE

FACILITIES

LaFonda Lewis Supervisory Contract Oversight Specialist (GTR)

Industry Day 2016

Healthcare Program Definitions

• 242 - Section 242 of the National Housing Act (NHA) gives

HUD/FHA the authority to insure mortgages for acute care hospitals.

• 232 - Section 232 of the NHA gives FHA the authority to insure mortgages for nursing homes, assisted living, and other long-term care residential facilities

• 223 (f) - Section 223 (f) of the NHA Act gives FHA the authority to insure mortgages for 100 % refinancing loans pursuant to 242 and

• 223 (a)(7) - Section 223 (a)(7) of the NHA Act gives FHA the authority to insure refinanced mortgages for HUD portfolio facilities.

• 241 - Section 241 of the NHA gives FHA the authority to insure supplemental loan mortgages for HUD portfolio facilities.

Overview

• Office of Healthcare Programs (OHP) consists of:

Office of Residential Care Facilities

Office of Hospital Facilities

Office of Architecture and Engineering (support office)

• OHP’s mortgage insurance programs enable affordable financing of healthcare facilities

Section 232 Mortgage Insurance for Residential

Care Facilities

Section 242 Mortgage Insurance for Hospitals

Locations

Chatham Hospital (CAH) Siler City, NC

• Office of Hospital Facilities

(Section 242)

Headquarters and New York

Field Office, with some out-stationed staff members

• Office of Residential Care

Facilities (Section 232)

Headquarters and out-stationed to 23 field locations

• Office of Architecture and

Engineering

New York Field Office, with some out-stationed staff members

History of FHA’s Office of Healthcare

Programs

• Section 232 of the National

Housing Act was established by Congress in 1959

To support the critical care needs of a vulnerable aging population in residential care facilities across the country

• Section 242 of the National

Housing Act was enacted by

Congress in1968

To support the capital financing for urgently-needed hospitals and encourage lending for needed hospital projects

Baptist Hospital of Southeast Texas Beaumont, TX

Our Mission

• Enable the affordable financing of needed healthcare facilities through the provision of mortgage insurance

• Improve access to quality healthcare nationwide at no cost to the taxpayer

• Reduce cost of care and increase accessibility

Allow borrowers to achieve higher credit ratings

• Strengthen communities - healthcare facilities are economic engines

Healthcare facilities employ millions of Americans and support trillions in economic activity

Office of Hospital Facilities

Underwriting

Loan Servicing and Asset Management

Office of Residential Care Facilities

Underwriting

Loan Servicing and Asset Management

Policy and Risk Analysis

Lender Relations

What We Do

Contractual Requirements

• Mission critical

• Current business support contracts

Construction Inspection

Risk Management

Asset Management/ Production

Records Management

Document Storage

Loan Underwriting

• Internal and external Lender/ Borrower Process

Improvement Kaizens

• Internal and external Lender/ Borrower Trainings

What We Do

THANK YOU

Office of Healthcare Programs

1-877-HLTH-FHA

www.hud.gov/healthcare

Contact Information:

LaFonda Lewis LaFonda.H.Lewis@hud.gov

(202) 402-3021 http://www.hud.gov/healthcare mailto:LaFonda.H.Lewis@hud.gov

Public & Indian Housing (PIH)

Keia Neal Chief Contract Oversight Officer

Procurement Overview

Ledra Post Acquisition Liaison Specialist

Questions & Answers

Sharon Walker Facilitator

Kristin Frantz Contract Specialist

Networking

Kristin Frantz Contract Specialist

Recap and Analysis of Breakout Session

Lawrence Chambers Supervisory Procurement Analyst