PPT_Production_Industry_Day_Slide_presentation.pdf

4/22/2014

PASSPORT PRODUCTION SUPPORT SERVICE

RFP SAQMM140163

Industry Day

April 2014

• Welcome and Opening Remarks

• Introduction of Presenters

• Contracting Officer Remarks

• Overview of the Passport Production Services

• Requirements Overview

• Performance Basis

• Proposal Format

• Evaluation Factors

• Next Steps

AGENDA

OBJECTIVES OF THE INDUSTRY DAY

� Engage potential bidders in a dialogue to ensure a better capabilities offering.

� Ensure a level playing field for all competitors through consistent information sharing.

� Maximize transparency and clarity of Passport Production Services objectives, critical success factors, challenges, requirements, and constraints.

WELCOME REMARKS AND TODAY’S PRESENTERS

� Winnie Fuentes, CA/PPT/PPS Director

� Reaver Clements, Contracting Officer Branch Chief AQM/IT/TEL

� Tyrone Shelton, CA/PPT Regional Director of Northeastern Region

� Thomas Reid, CA/PPT Regional Director of Western Region

� Cornelius Pitts, Contracts Specialist AQM/IT/TEL

� Twyla Garrett, Lead Acquisition Consultant

CONTRACTING OFFICER REMARKS

� This Industry Day Conference is conducted in accordance with FAR 15.201

� In the event of a discrepancy, the information in the Final RFP takes precedence over any information presented here.

� This presentation is based on current information.

� Government reserve the right to award without discussions

� All contractors must be registered in Systems award Management System

(SAM) www.sam.gov

� If the contractor did not received the reading room CD, we have CD’s and

NDA with us please see Melissa Turner.

� All questions and answers will be posted on fedbizopps

� The PowerPoint briefing you are about to see will be posted at http://www.fbo.gov

CONTRACTING OFFICER REMARKS CONT CONT CONT CONT DDDD

� We encourage potential Bidders to submit questions and comments at the end of the session (via index card)

� Exception taken to the RFP may render a propsoak ineligible for award if awarded without discussion

� Competitive Procurement for a base year and 4 12 months options

� Passport does NOT anticipate responding to specific questions during, or at the end of, the event to accommodate our deliberative process.

� Responses to select questions may be posted within ten (10) business days; others will be reflected in the Final RFP

PASSPORT SUPPORT REQUIREMENT

Agency/Center Location

Estimated On-site

Support

Personnel

Atlanta Passport Agency Atlanta, GA 24

Boston Passport Agency Boston, MA 17

Buffalo Passport Agency Buffalo, NY 12

Charleston Passport Center Charleston, SC 196

Chicago Passport Agency Chicago, IL 37

Colorado Passport Agency Aurora, CO 18

Connecticut Passport Agency Norwalk, CT 27

Dallas Passport Agency Dallas, TX 18

Detroit Passport Agency Detroit, MI 22

El Paso Passport Agency El Paso, TX 22

Honolulu Passport Agency Honolulu, HI 16

Houston Passport Agency Houston, TX 50

Los Angeles Passport Agency Los Angeles, CA 24

Miami Passport Agency Miami, FL 35

Minneapolis Passport Agency Minneapolis, MN 16

National Passport Center Portsmouth, NH 397

New Orleans Passport Agency New Orleans, LA 62

New York Passport Agency New York, NY 16

Philadelphia Passport Agency Philadelphia, PA 25

San Diego Passport Agency San Diego, CA 16

San Francisco Passport Agency San Francisco, CA 27

San Juan Passport Agency San Juan, PR 15

Seattle Passport Agency Seattle, WA 39

Special Issuance Agency (Diplomatic, Official, and No-Fee Passports)

Washington, DC 49

Vermont Passport Agency St. Albans, VT 14

Washington Passport Agency Washington, DC 45

Western Passport Center Tucson, AZ 22

Contract Total: 1261

WHAT IS PASSPORT OPERATIONS

� The Passport Services organization is a component of the Department of State’s

Bureau of Consular Affairs (CA), and is responsible for carrying out the Secretary of

State’s authority to issue passports to U.S. citizens worldwide.

� In carrying out our passport issuing authority, our passport Centers and Agencies require direct hire government staff who are charged with adjudicative decision making and overall operational oversight; and we rely on contractor support to carry out all other non-adjudication functions throughout our operations. We currently require an estimated 1261 onsite contractor support personnel spread across 27 locations.

� Each year we issue millions of passport books and cards to deserving U.S. Citizens worldwide.

� o For FY2011, we issued 12.6 million products (including nearly 1.2 million passport cards)

� o For FY2012, we issued 13.1 million products (including 1.3 million passport cards)

� o For FY2013, we issued 13.5 million products (including 1.4 million passport cards) …and our projections are 13 million and 12.5 million products respectively for FY2014 and FY2015

WHAT IS PASSPORT OPERATIONS CONTDCONTDCONTDCONTD

� Passport Centers and Agencies accept passport applications from a variety of sources – including (but not limited to) in-person at our public counters, via direct mail, via lockbox, and via couriers. We examine, adjudicate, and process passport applications and verify accompanying citizenship and identity documents; we issue passports to those determined to be qualified U.S. citizens or nationals; and we correct or change passport data as necessary in accordance with Title 22 of the U.S.

Code of Federal Regulations (CFR).

� Both quantity and quality of work matter equally throughout our process. As such, our Passport Centers and Agencies are expected to perform quality control and adhere to all proper internal control procedures for all passport products and processes to ensure that the integrity of the U.S. passport is not compromised.

� Finally, our Passport Centers and Agencies must ensure completion of service to the public within the timeframes specified in our published Service Commitment – typically 15 business days for routine service, and 5 business days for expedited service. Again, in meeting all of our operational responsibilities,both quantity and quality matter equally.

OVERVIEW OF THE REQUIREMENT

� The objective of this procurement is to engage a highly qualified

Contractor to provide support services nationwide. The Government is seeking a Contractor with substantial experience, depth of resources, and proven management practices in operating performance-based processing facilities of the scope and scale of this contract.

� The Contractor must be able to handle changing priorities and workload while meeting schedules for routine work, and to identify and introduce process and system innovations and best practices.

� All of the work must be performed in accordance with the highest quality standards and to the satisfaction of PPT management and customers.

KEY DELIVERABLES

RFP SECTION DELIVERABLE FREQUENCY

C.2.1.4.1 Training Plan Initial plan due with proposal (See

SECTION L.19.3), finalized NLT 60 days after contract award, updated annually

C.2.1.4.2 Training Reports Quarterly

C.2.2.11 Monthly Fraud Report (MFR) Monthly

F.6.2 Management Plan Due with proposal (See SECTION

L.19.2), updated annually

F.6.3 Procedures Manuals and Process

Workflows

Reviewed and updated within 3 months after contract award and reviewed and updated semiannually thereafter

F.6.4 Monthly Status Report Monthly, due NLT 5 business days after the end of the month

F.6.4 Management Briefings As needed

F.6.5 Quality Assurance Surveillance

Plan

Due with proposal (See SECTION

L.19.2), final is due NLT 30 days after contract award, updated annually

F.6.6 Internal Control Procedures Annually

F.6.6 Incident Tracking Program

Report

Updated within 24 hours of an incident

F.6.7 Phase-In Plan Due with proposal (See SECTION L.19.2), final is due NLT 30 days after contract award

F.6.7 Phase-Out Plan Completed within 90 days of contract award and updated annually

F.6.9 Inventory and Storage Reports Monthly, NLT 10 days after reporting period

F.6.10 Production Report

Daily

F.6.10 Aging Report Daily

F.6.10 Cashier Report Daily

F.6.10 Deposit Report Weekly

F.6.10 Product Usage Report Daily

F.6.10 Staff Report Daily

ATTACHMENTS IN THE RFP

� ATTACHMENT A - SECTION B- COST/PRICE MICROSOFT EXCEL SPREADSHEET TO BE

COMPLETED BY THE OFFEROR

� ATTACHMENT B - D254, DEPARTMENT OF DEFENSE CONTRACT SECURITY

CLASSIFICATION SPECIFICATION

� ATTACHMENT C - QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

� ATTACHMENT D - CURRENT SERVICE CONTRACT ACT WAGE DETERMINATIONS

� ATTACHMENT E - READING ROOM MATERIAL

� ATTACHMENT F - SMALL BUSINESS PARTICIPATION PLAN

� ATTACHMENT G - GOVERNMENT FURNISHED EQUIPMENT LIST

PROPOSAL STRUCTURE VOLUME I

� VOLUME I – BUSINESS AND COST PROPOSAL

� TAB A: SF 33, (SIGNED BY THE OFFEROR IN BLOCK 17) AND SIGNED AMENDMENTS

� TAB B: PRICE SCHEDULE

� TAB C: BASIS OF ESTIMATE (BOS)

� TAB D: SECTION K, REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS

� TAB E: COMPLIANCE AND EXCEPTIONS

� TAB F: OFFEROR’S CONTACT INFORMATION

� TAB G: LETTER OF RELEASE

� TAB H: FINANCIAL CAPACITY

� TAB I: TERMINATED CONTRACTS

� TAB J: AGREEMENTS

� TAB K: SMALL BUSINESS SUBCONTRACTING PLAN

� TAB L: BENEFITS ASSOCIATED WITH COST CONTROLS

PROPOSAL STRUCTURE VOLUME II

� Volume II, Technical Proposal, must be organized into seven (7) tabs titled as follows:

� Tab A: Introduction

� Factor 1- Tab B: Management Plan

� Factor 2- Tab C: Technical Approach

� Factor 3- Tab D: Human Resources Management and Key Personnel

� Factor 4- Tab E: Corporate Experience

� Factor 5- Tab F: Past Performance

� Factor 6- Tab G: Small Business Subcontracting Plan

EVALUATION FACTORS

� Factor 1: Management Plan

� Effectiveness of the Offeror’s Management approach for addressing quality assurance, personnel resource management, business process execution, use of management tools, and team/subcontractor management;

� Organization and management of the Offeror’s team and the process by which the team will be enhanced and improved with changing Passport needs;

� Effectiveness of the Offeror’s proposed Transition In Plan and Transition Out Plan;

extent of planned risk mitigation; Plan; extent of planned risk mitigation;

� Corporate capabilities designated to accomplish the requirements stated in the

PWS; and Quality, comprehensiveness, and specificity of the Offeror’s response.

� Quality, comprehensiveness, and specificity of the Offeror s response.

� Factor 2: Technical Approach

� Effectiveness, feasibility, and sustainability;

� Use of innovative, best-practice, leading-edge technology, tools, and processes to reduce overall cost while maximizing Customer Satisfaction;

� Demonstrated thought leadership and innovation; and

� Quality, comprehensiveness, and specificity of the Offeror’s response.

EVALUATION FACTORS CONT DCONT DCONT DCONT D

� Factor 3: Human Resources Management and Key Personnel

� Factor 4: Corporate Experience

� Factor 5: Past Performance

� Factor 6: Small and Small Disadvantaged Business Subcontracting Plan

BASIS OF AWARD

� Best Value to the Government with Technical Tradeoff

� Management Approach

� Technical Approach

� Key Personnel – letter of intents signed off

� Past Performance – neutral if none

� Price Reasonableness. Reasonableness of the price of each Offeror will be evaluated but not scored as prescribed in FAR 15.403 and FAR 15.404

SCHEDULE OF KEY EVENTS

ALL ALL ALL ALL DATES SUBJECT TO CHANGEDATES SUBJECT TO CHANGEDATES SUBJECT TO CHANGEDATES SUBJECT TO CHANGE

Task Start Date End Date

Release to FBO 3/14/2014 3/18/2014

Receive Questions from Industry 3/24/2014 3/24/2014

Industry Day Tours at NPC 4/10/2014

Industry Day Presentation at Hotel in NH (NPC) 4/11/2014

Industry Day Tours at LA Agency 4/14/2014

Industry Day Presentation at Hotel in NH (LA) 4/15/2014

Answers posted to FBO 4/30/2014

Initial Proposals Due 5/24/2014

TET Begins 6/2/2014

Competitive Range Established and Bidders Notified Determined 8/1/2014

Bidder Discussions 8/8/014

Request for Final Revised Proposals 9/1/2014

Final Revised Proposal Due 9/10/2014

Oral Presentations 9/17/2014 9/24/2014

Consensus Report Complete 10/14/2014

Congressional Notification 10/30/2014

Contract Award 11/14/2014

120 Days Rolling Transition 11/30/2014 3/30/2015

NEXT STEPS

� Questions and Answers Session

� Questions and comments from industry will be evaluated and incorporated, as appropriate, into the Final Request for Proposal

� Proposals will be due on or about 24 May 2014

For this presentation, answer, and attendee list:

� FedBizOpps: Solicitation SAQMMA14R0163