Amendment 3 - Conference Slides Edited.pdf

Pre‐Proposal Conference Support Services

October 26, 2010

Site Visit October 27, 2010

Agenda

• Introduction and Opening Remarks ~ J.C. Thieme, Matt McNally, &

Mary Price

• Proposal Preparation and General Federal Contracting Issues ~ J.C.

Thieme

• Technical Requirements ~ Mary Price

• Contractor Background Investigations ~ Tom Felix

• Facility Access ~ John Roche

• Personally Identifiable Information (PII) ~ Cindy Lenkner

• Information Technology ~ Joshua Lentz

• Invoicing & Payables ~ Jen Gadsby

• Questions ~ Panel

Proposal Preparation and Evaluation

J.C. Thieme

Due Date & Time

• Proposals are due Tuesday, November 30, 2010, at 3:00 p.m. (see L.6

(a))

– Any proposal, modification, or revision received at the

Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless…(L.2(b)(3)(ii))

Questions Due

• Questions are due Monday, November 1, 2010, at 3:00 p.m.

– Questions must be emailed to James C. Thieme, Contracting

Officer, at James.Thieme@opm.gov.

– Questions received after the question cut‐off will likely not be addressed mailto:James.Thieme@opm.gov

Proposal Requirements

The Checklist

Technical Proposal Format

• The technical proposal should be submitted with the original version and seven copies, and shall not include any pricing or cost data. (L.6(a))

– Paper Size, Margins, Font…

– The technical proposal shall not exceed 50 pages.

• Attachments, as requested, shall not be included in the 50 page limit.

• If you are unclear on what is and is not part of the 50 page limit ask us.

– Proposals must be bound

– Must not include any pricing information

Pricing Proposal Format

• Must be a separately bound document and not be part of or included in any way with the technical proposal. There are no page limits on the

Pricing Proposal.

• Must Include:

– A signed copy of the OF308,

– Completed pricing tables from Section B

– Applicable Items from Section K

– Current Financial Statements

– Completed and Signed Standard Form 30 from any solicitation amendments issued.

– A completed copy of the Proposal Submission Checklist

Electronic Submissions

• One CD‐ROM electronic copies of the Volume 1 Technical proposal.

– The CD should contain a copy of the proposal in both Adobe PDF

(Version 8.0 or later) and Microsoft Word (Version 2002 or later)

• One CD‐ROM electronic copies of the Volume 2 Price proposal.

– The CD should contain a copy of the proposal in both Adobe PDF

(Version 8.0 or later) and Microsoft Excel (Version 2002 or later).

This CD may also contain a copy of the cost proposal in Microsoft

Word (Version 2002 or later).

Contents of the Technical Proposal

• In the Technical Proposal, you must set forth in detail the technical/management plans by which you intend to provide the services described in this solicitation. (Section L.6(d)(1))

– A simple restatement of the SOW will be considered non‐ responsive.

– It will give precedence to substance in the form of verifiable facts and not be unnecessarily elaborate.

– It will provide information related to each Evaluation Factor for

Award

– It will be divided into clearly marked sections/subsections, following the outline of this SOW, and address all of the information requested in the particular section/subsection of the

SOW

(Cont.)

• Technical Expertise (L.6(d)(2))

– Provide a comprehensive description as to how the Contractor intends to perform the work

– A complete description of the Contractor’s organization and staffing, including subcontractors

– The roles and current resumes of all designated Key Personnel

– A description of the Contractor’s Quality Control Plan that will enable the Contractor to meet all performance standards of the proposed Contract

(Cont.)

• Past Performance (L.6(d)(3))

– Include recent, relevant, past performance information for similar investigation support Contract efforts. This information should include:

• A timeframe and description of the work done

• The Federal agency or private company for which the work was done

• The Contract dollar amount

• A person OPM can contact to ascertain the quality and timeliness of the previous work.

– See L.6(d)(3) for specific requirements for prior contracts information submitted to support past performance claims.

Contents of the Pricing Proposal

• Offerors shall complete the pricing worksheets provided in B.6 as well as the pricing workbook provided in Microsoft Excel format (L.6(e)).

– Offerors may propose additional labor categories not included in the pricing worksheet…

– Offerors shall include their methodology in their quoted hourly rates, which correspond to their stated labor categories

– Include all costs to the Government associated with accomplishing the required tasks, including direct labor, fringe benefits…

Proposal Evaluation

Technical Proposal Evaluation

• Technical Evaluation Factors (M.3)

– Factor 1: Technical Merit

• Demonstrate an understanding of the work

• Address the Technical Approach adequately

• Quality Control Plan

• Plan to Control Investigative Materials/Security

• Organization and Management Plan

• Implementation/Start Up Plan

• Staffing and Training Plan

• Key Personnel and Corporate Capabilities

Technical Proposal Evaluation (Cont.)

– Factor 2: Past Performance

• Similarity of work performed in relation to the requirements of this Contract…

• Quality of performance delivered

• Timeliness

• Overall customer satisfaction

• Any Contracts issued a termination for default, termination for cause, cure notice, or show cause notice.

• OPM reserves the right to consider offeror’s past performance not specifically listed in the Technical Proposal

Price Proposal Evaluation

• The Government will use price analysis to evaluate the prices, not only to determine whether the price is reasonable, but also to determine the Offeror’s understanding of the work and the ability to perform the contract.

• The Price Proposal will be evaluated for the base period and all option periods.

• The Price Proposal will be evaluated to determine completeness

(acceptability and validity of the pricing methodology)

• To assist in determining reasonableness, evaluation of an Offeror’s proposal may include verification of the rates proposed.

Other Considerations

• Offerors may quote any trade and/or special discounts that they desire to offer to the Government.

• Proposed prices will not be assigned numerical weights and will be subordinate to technical considerations.

• OPM may or may not determine a competitive range

• OPM may or may not require oral presentations

Award

• Awards will be made to the responsive responsible Offeror whose proposal is most advantageous to the Government, technical merit, past performance, price and other factors considered.

• OPM reserves the right to award the contract to other than the lowest priced offer.

• OPM also reserves the right to award the contract to other than the highest ranked technical proposals

• If offers are determined to be technically equal, price will be the determining factor for award.

• The Government may:

– reject any and all offers

– accept other than the lowest offer; and

– waive information and minor irregularities in offers received.

• The Government may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain your best terms from a price and technical standpoint.

Technical Requirements

Mary Price

Support Services Components

• Mail Room

• Screening / Scheduling of Investigative Materials

• Pre‐Review

• Case File Maintenance

• Case Closing (for System Closings, Automated Closings, NACLC, and

ANACI)

• Imaging / Microfilm

• Mail Room

• Telephone Liaison with Agency

• Post Closing (File Release / Adjudicative Support)

• Switchboard

Contractor Background Investigations

Tom Felix

Contractor Adjudications Mission Statement

Our mission is to ensure the OPM-FIS workforce is augmented by an equally effective contractor element through efficient adjudications

Contractor Adjudication

• Process used to identify issues/concerns, assessing the seriousness of the those issues, and determining if the conduct can be mitigated using specific guidelines

• Fitness and Security Guidelines

• All potential candidates are investigated at a level appropriate for the duties of the position and the possible need for a security clearance

Fitness Guidelines

• In making Fitness determinations concerning contract employees, Contractor Adjudications applies the criteria listed in supplemental standards contained in the Final Credentialing Standards for Issuing

Personal Identity Verification Cards under HSPD‐12 and use of Fitness

Guidelines. These guidelines consist of:

• Guideline 1: Misconduct or Negligence in Employment

• Guideline 2: Criminal or Dishonest Conduct

• Guideline 3: Material, Intentional False Statement, Deception or Fraud

• Guideline 4: Alcohol Use

• Guideline 5: Drug Use

• Guideline 6: Statutory or Regulatory Bar

• Guideline 7: Allegiance to the United States

Security Guidelines

• In making Security determinations concerning contract employees, Contractor Adjudications applies Security Guidelines, consistent with

Executive Order 12968 . These guidelines consist of:

• Guideline A: Allegiance to the United States

• Guideline B: Foreign Influence

• Guideline C: Foreign Preference

• Guideline D: Sexual Behavior

• Guideline E: Personal Conduct

• Guideline F: Financial Considerations

• Guideline G: Alcohol Consumption

Security Guidelines (cont.)

• Guideline H: Drug Involvement

• Guideline I: Psychological Conditions

• Guideline J: Criminal Conduct

• Guideline K: Handling Protected Information

• Guideline L: Outside Activities

• Guideline M: Use of Information Technology Systems

• When a person’s life history shows evidence of unreliability or untrustworthiness, questions arise whether the person can be relied on and trusted to exercise the responsibility necessary for working in a secure environment where protecting classified and/or sensitive information is paramount.

Case Stages

• Initial Review

• Advance

• Closed‐Pending (CP)

• Closed‐Complete (CM)

• Additional Investigation

• Scheduled Fieldwork

• In‐house Interviews

Adjudication

• Interim Adjudicative Decisions:

• Waiver must be submitted

• Requests must be justified

• Investigation must be expedited

• Final Adjudicative Decisions:

• Case must be closed complete

• Security Clearances can be granted

Access Determinations

• Applicant has a current, favorably adjudicated investigation of the appropriate level through another agency or OPM contractor and an active clearance for which Contractor Adjudications was able to verify –

(reciprocity)

• Applicant has a current, favorably adjudicated investigation of the appropriate level through another agency or OPM contractor:

• PIPS and Facility access will be granted if Contractor

Adjudications is able to verify a favorable adjudication

• An e‐QIP or Standard Form (SF) 86C is required if applicant’s investigation is adjudicated by another agency but there is no current clearance

Access Determinations

• Applicant does not have a current investigation:

• PIPS and Facility access can be granted, when a waiver is submitted, with justified reasoning, the investigation is expedited (priority service), after a favorable adjudication of the Standard Form (SF) 86, PRSI, and the required NAC items:

• SII search (A01)

• FBI fingerprint check (B01)

• FBI Name Check ( C01)

• Defense Clearance and Investigation Check (D01)

• Credit Report (E01)

ROLE of the FSO/Security Contact

• POC with Contractor Adjudications when requesting the following:

• Access to OPM facilities, systems, and materials (PIPS and facility)

• Security Clearances

• Terminations and notification of the reason(s) – must notate if there was any negative effect to OPM

• Conducts Indoctrination, Refresher briefings and Debriefings for clearance holders.

• Security communication between the contractor and Contractor Adjudications flow through the FSO or the FSO’s staff.

Communications from Contractor Adjudications

• Messages will be sent:

Following Initial Review (IR) of a request for Subject’s access

• Contractor Adjudications must hold for at least the Closed‐

Pending (CP) or Closed‐Completed (CM) investigation, schedule additional investigation, or request documentation from the

Subject

• Administrative Review has been initiated and completed

• A favorable or unfavorable determination is made

• There is a change in adjudicative decision at any stage of the investigation

• Subject’s access has been suspended or revoked

Goals for Case Timeliness

• 95% of final adjudicative decisions entered in PIPS within 20 days from Closed‐Completed (CM) date

• Adjudicate NO INTERIM cases within 3 days

• Adjudicate INTERIM granted cases within 10 days of receipt e‐QIP (SF86) –

Submission

• Investigations must be scheduled within 10 days of certification.

• As a result the following must be received within 5 business days of certification in e‐QIP:

• Fingerprint cards (2) and verification form

• Certification page

• Credit release

• General release

• Medical release if necessary

Common Problems with Submittals for PIPS and facility

• Incomplete e‐QIP (SF86)

• Residence or Employment Gaps

• Spousal/Cohab information missing (i.e. SSN, naturalization/alien number)

• Failure to submit certification page, releases and fingerprints within 5 business days of the e‐QIP certification date

*Caution your applicants to be thorough when completing the required forms. Only submit those individuals you intend to hire within 30 days

Dual Citizen Issues

• All personnel working under the OPM contract must be US citizens, and cannot hold dual citizenship

• Dual citizens are required to:

• Renounce foreign citizenship

• Provide proof of destroyed/relinquished foreign passport

• Certify they will not attempt to exercise foreign citizenship rights while employed on the OPM contract

Personnel Clearances

• DOE as OPM’s cognizant security agency has delegated Contractor

Adjudications the authority to grant clearances up to Top Secret as warranted.

• All investigations are conducted from an SF86

• All investigations are adjudicated for possible security clearance

• The FSO must initiate security clearance requests by submitting the following:

• Request Letter

• SF312

• You must wait until you received notification from Contractor

Adjudications that the clearance has been granted

Facility Access

John Roche

Security and Safety

• SECURITY

– Access

– Visitors

– Access after FIPC hours of operation

– Security Manual

• SAFETY

– Evacuation

– Housekeeping

– Medical Emergencies

Personally Identifiable Information (PII)

Cindy Lenkner

PII

• OPM defines PII as, “information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc.”

• What is PII

• The Common Causes for PII Breaches

• Effects of PII Breaches

• What can you do to help prevent PII breach

• All personnel are personally responsible for the proper handling of

PII, regardless of location.

Information Technology

Joshua Lentz

PIPS

Basic Navigation

To Display a Case

To Display Item

To Send a Case Message

To Schedule an Item

To Modify an Item on CATS, to Include Canceling Item, Reopening Item, Changing Issue Codes, etc.

To Add a Comment

To Forward a Case

Schedule eQIP Case

Case Closing

Invoicing & Payables

Jennifer Gadsby