TMIS_2.0_Pre_Proposal_PowerPoint.pptx

TMIS 2.0 Pre-Proposal Conference

***Please silence cell phones*** September 11, 2014

Office of Travel and Transportation Services U.S. General Services Administration

Coming together is a beginning; keeping together is progress; working together is success……….by Henry Ford

Today’s Agenda

Administrative Building logistics Pre-proposal conference questions Final due date for questions is 9/12/2014 Participant list and Q&As will be publicly available Communicate through the Contracting Officer

Overview Goals:

Ensure understanding of Government requirements and expectations Explain changes since Industry Day (July 2, 2014) and draft RFP Understand any industry concerns Share proposal submission best practices Provide notional procurement schedule Answer questions

Requirements Overview Frank Robinson and Nate Supp Change is inevitable…except from a vending machine….by Robert C. Gallagher

TMIS 2.0 Purpose Get smarter about Federal travel

Leverage data to buy smart and reduce travel costs Collect and display reliably accurate travel spend data Ensure efficient travel spending

Notional Data Repository

The Government is looking for a data repository that keeps different kinds of travel data together, yet separated into specific source types.

ETS 2

ETS 2

Vendor #1

ETS 2

Vendor #2

TMC Back Office

SmartPay Bank #1

SmartPay Bank #2

SmartPay Bank #1

Supplier Direct Data

COTS Reporting Tools and Access by Gov’t Visualization Tools Reference Data Travel Agencies

Significant Changes to RFP since Industry Day Section A – General Contract / Award Information Minimum / Maximum Contract Value (A.2 – A.3) Minimum Contract Value:

Guaranteed Minimum in base period = $3,000, no guaranteed minimum for option periods Payment shall be contingent upon ATO, compliance with terms and conditions of the contract, and satisfactory contract performance.

Maximum Contract Value:

The maximum amount of services the Government will order under this contract will be equivalent to the evaluated price of the successful proposal.

Task Order Minimum / Maximum (A.4 – A.5) Task Order Minimum = $3K / Task Order Maximum = $2.5M

Significant Changes to RFP since Industry Day Section B – Supplies or Services and Prices / Costs NEW! - CLIN Definitions (B.1) Account Management Services: Includes costs related to ATO NEW! - Additional User Services: Includes costs associated with scaling solution to allow for up to 500 users Data Services: Includes fee for the ordered data source and all related requirements (aggregation, normalization, standard reports, export to third-party visualization tool, customer service, reference/benchmark data, etc.)

TMIS 1.0 Archive Data: Provided by the Government

Significant Changes to RFP since Industry Day Section B - Supplies or Services and Prices / Costs CLIN Structure (B.2.1) Updated Names and Definitions (e.g. Data Aggregation CLINs have been expanded to include all Data Services related to a particular data source) Clearer Alignment of CLINs and Requirements (i.e. how the TMIS 2.0 provider will be compensated) List of Data Sources is consistent with Data Services CLINs Updated Column C: Quantity/Frequency per annum and Column D: Unit of Issue Optional CLINs (if included in Offeror’s proposal) have been separated from mandatory CLINs

Significant Changes to RFP since Industry Day Section C – Statement of Work NEW! - Data delivery schedule (C.4.1.1.c) TMIS 2.0 provider shall be ready to process TMIS 1.0 Archive Data and TMC Data within 30 days of ATO TMIS 2.0 provider shall be ready to process GSA SmartPay data and ETS2 Voucher Data within 180 days of ATO TMIS 2.0 shall be BI visualization tool agnostic (C.4.1.7) TMIS 2.0 provider shall allow for secure connection with BI tool at no additional cost Third party data visualization tools are NOT solicited as part of this effort)

Significant Changes to RFP since Industry Day Section C – Statement of Work NEW! - Test Environment (C.4.2.4) Contractor shall provide access to a Contractor-managed test environment for Government-specific travel data prior to the release of new reports or new data sources Hotel Property Name & Address Normalization (C.4.7.10) Mandatory Data Requirement NEW! - Attachment H – Data Sources Provides definition for each data source Provides information about the size and format of each data source

Significant Changes to RFP since Industry Day Section C – Statement of Work Queries and Reports Requirements (C.4.9) Minimum Capabilities: Contractor shall provide a standard report set to meet minimum capabilities described in C.4.9 and Attachment A.

Section C – Security Requirements NEW! - Privacy Act (C.4.2.1-2 & C.6.5) NEW! - Background Investigations (C.6.6 & Attachment F) Required Level of Security Certification FIPS moderate FedRAMP

TMIS 2.0 Proposal Submission Rebecca Koses Quality is never an accident. It is always the result of intelligent effort…John Ruskin

For Government Use Only – Source Selection Sensitive – Do Not Distribute

Volume I – Administrative – 3 Page Limit

Contains 5 electronic files Cover letter, SF 1449, exceptions – 3 Page Limit Complete RFP + amendments – No Page Limit Financial data – No Page Limit SAM – No Page Limit Table of Contents – No Page Limit

Solicitation #2 at https://www.fbo.gov/index?s=opportunity&mode=form&id=b8f4ce1867048af7a12498dad26f5d30&tab=core&_cview=1

Responding to Opportunities - The Nitty Gritty Administrative Review – Getting to First Base

Did you follow instructions?

Is your proposal complete?

Proposal Evaluation

Administra-tive Review

Technical Review

Price Evaluation

Competitive Range

Negotiations

Volume 2 – Technical/Management – 60 Page Limit

Contains 14 electronic files (13 submitted w/proposal) Table of Contents/Glossary Performance Work Statement (PWS) Performance Management Plan (PMP) Key Personnel Key Personnel Resumes Requirements/Objectives Matrix

VPAT

Completed Attachment A

Volume 2 – Technical/Management – Continued

Only if the Offeror is in the competitive range:

9. Oral Presentation/Demonstration Handout

- 20 Page Limit (which is in addition to the 60 page limit for this volume)

Socio Economic Plan – No Page Limit

10. Small business subcontracting plan

11. Plan to maximize small business participation

Volume 2 – Technical/Management – Continued

Past Performance –

12. Past performance summary (included in overall 60 page limit for Volume 2)

13. Past performance information (doesn’t count toward page limits)

14. Client authorization letters (doesn’t count toward page limits)

Responding to Opportunities - The Nitty Gritty Technical Review – Getting to Second Base

Did you address all technical requirements and objectives in detail?

Did you demonstrate how you can accomplish the work successfully?

Did you fully address each evaluation criteria in the solicitation?

Volume III – Prices and Assumptions – No Page Limit

Contains 2 or 3 electronic files Price Assumptions and Discounts Price Proposal Alternative Price Proposal (if offered)

Responding to Opportunities - The Nitty Gritty Price Evaluation – Getting to Third Base Are your prices in the right CLINs?

Does your price accurately reflect the level of effort proposed and is it competitive?

Are pricing assumptions reasonable and fully described?

Reduces acquisition cycle

Cross your T’s and dot your I’s

Sharpen that pencil!

Price matters!

Award on Initial Offers?

TMIS 2.0 Evaluation Factors

Technical Factors:

Performance Work Statement (PWS) Project Management Plan (PMP) Key Personnel/Resumes Oral Presentation/Demonstration

Non Technical Factors Socio-Economic Plan Past Performance

Price Competitive Range Determination Invitation to Oral Presentation/Demonstration

Award Process

Formal process

Four corners

Contract Award

Prepare Award(s)

Issue Notices

Debriefing

Protests

The trouble with doing something right the first time is that nobody appreciates how difficult it was….by Walt West

Except the CO……by Becky Koses

Notional Timeline

Questions and Answers

Maybe my questions matter….by Elizabeth Moon, The Speed of Dark

I know they do….by Becky Koses

Contact Info:

Rebecca.Koses@gsa.gov 703.605.5606 1800 F St NW 571.436.6253 Washington, DC 20405

Order of Precedence Information provided in this presentation does not supersede the solicitation. Only a formal solicitation amendment changes requirements, terms, or conditions of any resulting contract.

Any conflict between information provided at this Pre-Proposal Conference and the solicitation will be determined by the solicitation.

THANK YOU FOR COMING!

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