Pre-Proposal Conference Power Point - Final.pdf

Office of Travel and Transportation Services

U.S. General Services Administration

ETS2 Pre-Proposal Conference

September 14, 2010

Welcome to the E-Gov

Travel Service 2 (ETS2) Pre-

Proposal Conference

While you are waiting, please make sure you register in the lobby. We will begin shortly.

Please use 3X5 note cards with your questions regarding

ETS2.

Include the section and paragraph number, if you have that reference available.

Welcome and Introduction

Tim Burke, Director

FAS Office of Travel and Transportation Services

1:00 pm

Meeting Format and Technical Overview of ETS2

Frank Robinson, Acting Director, Center for Travel

Management

E-Gov Travel Service 2 (ETS2)

1:15 pm

Overview of Solicitation

Ted Croushore, Contract Specialist

E-Gov Travel Service (ETS)

Frank Robinson, Acting Director, Center for Travel

Management

1:30 pm

Break 2:30 pm

Q & A Session

Frank Robinson, Acting Director, Center for Travel

Management

E-Gov Travel Service 2 (ETS2)

3:00 pm

Closing Remarks 4:00 pm

Today’s Agenda

ETS2 Vision Statement

A streamlined, adaptable world-class travel management service that continually applies commercial best practices to realize travel efficiencies and deliver a transparent, accountable, and sustainable service that yields exceptional customer satisfaction.

Meeting Purpose and Procedures

Purpose and Procedures for the Pre-proposal Conference

Purpose:

Clarify Government Objectives for this Procurement

Provide Transparency and Clarity into the Acquisition Process, Timeline, and Gain

Industry Feedback

Procedures:

1. In order to ensure accuracy, we request that questions be submitted on note cards with reference to the RFP paragraph number (where possible). Due to transcription of the meeting, please provide name and organization if speaking

2. The ETS2 Pre-proposal Conference briefing, the attendance list will be posted after the event

3. GSA intends for Q&As from this conference as well as those submitted via email will be posted on FedBizOpps in early October.

4. Initial questions received on September 7th; final questions due on September 21st .

Please do not resubmit questions already submitted unless there is a material change to the question or comment

5. Market research is closed; all communication with the Government must be through the

CO at ETS2@gsa.gov

6. All timelines are notional

Procedural Comment

Any information provided in this presentation, including answers to questions either verbally or in writing, does not supersede the solicitation. Only a formal amendment of the solicitation can change the requirements, terms, or conditions

Where there is any conflict between information provided at the Pre-Proposal Conference and the information in the solicitation, the information in the solicitation prevails

Program & Technical Overview

Conducted a 16 month comprehensive due diligence process

Government-wide Market Research

Voice of the Customer

Voice of Industry

Governance Council and Committees

Government-wide Travel Programs Executive

Governance Council

ETS Migration Managers

OMB and Congressional Engagement

Acquisition Strategy through Market Research

Conduct an acquisition in 2010-11; current contracts expire November 2013

Continue with a commercial, performance-based contract that leverages service level agreements and commercial service enhancements

Consolidate the market from three vendors to two or less Encourages participation by new entrants

Results in reduced costs, service improvement and innovation

Volume critical for vendor interest and keen competition

Period of Performance is 15 years

3-year Base Period with 3, 4-year Option Periods

ETS2 Enhancements Sought

Improved Usability – Simplified navigation with intuitive controls, re-engineer the business process, positive impact to on-line reservations, help desk costs and training costs

Optimized Online Travel Planning – Matrix pricing improves point-of-sale options on cost-informed decision making; sustainability options (carbon footprint calculator for air, hotel and car); collaboration technology options provided at point of decision

Improved Vendor Performance – Service Level Agreements leverage against option periods to require service improvement and technology refresh, provide financial incentives/ disincentives

Strengthened Operational Environment – Improved release management by requiring commercial best practices in Software Development Life Cycle (SDLC) management, fewer change requests, improved security controls (personnel clearances, monthly scans, data controls), data transparency

ETS1

Reservation AuthorizationReview & Approval Travel

ReservationAuthorization Review & Approval Travel

ETS2

Causes re-authorization and reservation revision

Notional Workflow for Improved Usability

RFP Demo Written

Proposals

ETS2 Product Performance ValidatedETS2 Proposals Reviewed

Award(s)

Notional ETS2 Acquisition Schedule and Near-Term Activities

Q4 2010 Q1 2011 Q2 2011 Q4 2011Q3 2011

ETS2 Final Proposals Reviewed

ETS2 Solicitation Posted – August 23, 2010

Industry Comments Due – September 7, 2010 and September 21, 2010

Pre-Proposal Conference – September 14, 2010

Closing Date for Solicitation – October 27, 2010

Demonstrations – late Jan / Feb 2011, exact dates TBA ~30 days in advance

Phase 2 IVV – April/May 2011, start within ~1-2 weeks of competitive range determination

Phase 2 Final Proposal Revisions – May / June 2011

Award – August 2011

IV&V FPRs

FY10 FY10 FY10 FY10 FY11 FY11 FY11 FY11 FY12 FY12 FY12 FY12 FY13 FY13 FY13 FY13 FY14

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1

Migration

Pre-Planning

Offers Due

• Migration Planning

• Task Order Competition

• Implementation/Interface

• Training

Final RFP

Draft RFP

ETS1 Period of Performance

ETS1

Contract

Expiration

Final Option

Period Renewals Final ETS1

Task Order

Agency Migration to ETS2

Acquisition

Planning

Evaluation of

Offers

ETS2

Award

Notional Timeline

Solicitation Review

Procurement Integrity

All correspondence must go through the Contracting

Officer; send to ETS2@gsa.gov

Offerors and potential offers shall not be permitted to discuss the ETS2 procurement with anyone inside the Government/Program except the Contracting

Officer

Small Business Initiatives

Several areas of interest to promote small business

CLINs for embedded small TMCs

SLA 3 – Small Business TMC contracting

Socio-Economic Plan

Subcontracting Plan

RFP Overview

Section A – SF 1449

Section B – Pricing and CLIN structures

Section C – Statement of Work

Section D – Terms and Conditions & SLAs

Section E – Submission of Offers

Section F – Evaluation Criteria

Section G – Representations & Certifications

Section A - General

SF 1449

Completed and signed by individual with Signatory

Authority

Cover Page to Offer

Completed and signed by individual with Signatory

Authority

SECTION B – SUPPLIES OR SERVICES

AND PRICES/COSTS

Definitions for CLINs

Contract Type: Firm Fixed Price, Indefinite Delivery

Indefinite Quantity (IDIQ)

Contract Line Item Numbers (CLINs)

Firm Fixed Price

Not to Exceed (NTE) price

Priced for the Base Period and Each Option

Period

Some CLINs are ‘Mandatory Options’ (i.e., CLIN

0002JAA for JFTR)

Section C – Statement of Work

The Requirements of the Government for ETS2

Includes:

– Mandatory Requirements

– Objectives

– ‘Separate Mandatory Options’

Example JFTR where only certain agencies need this requirement. JFTR must be available, but not every agency will choose that CLIN in their task order

Section C–Statement of Work (cont.)

C.1 – Background & Purpose

C.2 – Vision

C.3 – Scope

C.4 - ETS2 Capabilities and

Characteristics

C.5 – Technology Capabilities and

Characteristics

C.6 – Security Capabilities and

Characteristics

C.7 – Electronic and Information

Technology Accessibility

C.8 – Agency Business Systems

Data Integration Security

Capabilities and Characteristics

C.9 – Queries and Reports

C.10 – Standard Implementation

Services

C.11 – ETS2 Customer Support

C.12 – Training

C.13 – Test Assessments

C.14 – Govt. Furnished Information

C.15 – Transition to a Successor

Travel Management Service

C.16 – Technology Refresh

Transition

C.17 – Contract Close Out

Requirements

C.3. Scope

Types of Travel include:

TDY (including long-term)

Local

Blanket/Open

Group

Invitational

Non-Federally Sponsored

Dependant Travel

Joint Federal Travel Regulation (JFTR)

Surge Blanket Travel (SBT)

C.3. Scope (con’t)

Usability

ETS2 investments will positively affect customer satisfaction, online adoption (a key government-wide cost driver), as well as training and help desk costs

Web-based, online, and commercially-based service

Best practices derived through market research, usability tests, audits, customer satisfaction surveys, etc.

End-to-end travel process that includes Government travelers, arrangers, and approvers

Usability Manager and Usability Plan, Report Deliverables

C.4. ETS2 Capabilities and Characteristics

Federal Travel Policy Compliant

Federal Travel Regulation

Joint Federal Travel Regulation

Department of State Foreign Affairs Manual

Configurable to agency application of policy & business rules

Use of Government-preferred travel suppliers and negotiated rates

User Roles, Account Access & Travel Process Workflow

User role-based accounts with specific permissions

Prevention of unauthorized access to travel data

Seamless integration of travel processes and electronic routing of travel documents to reviewing and approving officials

– Planning

– Reservation

– Authorization

– Vouchering

ETS2 shall allow the user to override and change the order of precedence when necessitated by unusual travel demands

C.4. ETS2 Capabilities and Characteristics (con’t)

Travel Portal

Gateway to ETS2

Single sign-on to all ETS2 functionality

Support 2-Factor authentication and PIN & strong password access

Display Rules of Behavior, Privacy Act notification and links to travel related websites

Travel Planning & Reservation Services

Online Travel Reservation Service (OTRS) point of sale functionality guides traveler to lowest cost

Telepresence alternatives

Lowest logical airfare (LLA)

FedRooms properties displayed first

Rental car program ceiling rates

Agent-Assisted Travel Reservation Service (ATRS)

– Travel options must be identical to those obtained by a user via OTRS

Ticketing and Fulfillment

Provided by either embedded or accommodated TMCs

Quality Control

Provided by ETS2 vendor

Maximize reservation fulfillment without human intervention

Use of effective workflow & usability techniques as well as automated/automation-assisted quality control processes

Travel Authorizations, Vouchers & Accounting

Authorizations and Vouchers

– Supports the approval processes, computations, funds certification, ability to support electronic transmission to agency financial systems, and status tracking

Accounting

– Ability to cite and allocate costs to multiple accounting lines to support automated interfaces to agency financial systems

– Support international exchange rate adjustments

Travel Advances

– Ability to support proper identification, entry, processing, amending, approval, payment and liquidation of Government funds 29

Travel Authorizations, Vouchers & Accounting (con’t)

Payment Methods

– GSA SmartPay

Individual Billing Account (IBA) and Central Billing Account (CBA)

Support charge card account transition (IBAs and CBAs) at the Master

Contract level or at agency task order level if:

SmartPay vendor changes because of new contract

Agency changes their SmartPay vendor

– Government Travel Request (GTR)

– Personal Credit Card

Customer Configuration

– Agency ability to manage configurable settings without Contractor assistance

C.5. Technology Capabilities and Characteristics

Compliant with OMB’s Federal Enterprise

Architecture requirements

Browser-based user interface & email notifications

Refresh and maintain service to address commercially available travel service, architecture advances, and Government policy over contract life

Ability to scale up to 10,000 concurrent users

Data exchange and application integration capabilities for interfaces with Government business systems

C.6. Security Capabilities and Characteristics

Security model based on OMB policy, NIST, Federal

Information Processing Standard, Privacy Act, and GSA security policy and governance

Service must meet security requirements of a Moderate

Criticality System

Data protection as Controlled Unclassified Information

(CUI) at the Moderate Sensitivity Level

Selected Attributes

Compliant with HSPD-12

Physically secure with disaster recovery site

Protects data and travel process integrity

Data encryption

C.7. Electronic and Information Technology Accessibility

Services must be compliant with:

36 CFR 1194, Electronic and Information Technology

Accessibility Standards

Section 508, Rehabilitation Act of 1973, as amended by the

Workforce Investment Act of 1998

Incorporate improvements as commercial assistive technologies evolve

C.8. Agency Business Systems Data Integration

Capabilities and Characteristics

Integration with agency business systems

Configurable solutions regarding mode and method of data transfer, and in data exchange format

Selected Attributes

Data owned by the Government

Standard data element names meeting Government-mandated standards, and standard data input / output

Mapping of data elements to/from agency business systems

Providing travel data to Government or a third party MIS contractor; initially TMC and voucher data

C.9. Queries, Reports and Records Retention

Standard and one-time reports addressing:

Process information

– Information conveying status of travel documents (e.g., pending approvals, required policy reports)

Operational information

– Information conveying travel plans, location, etc. (e.g., employee locator reports)

– Travel location information shall be pulled proactively by contractor within 1 hour during national emergency

Government wide summary-level reporting

Records Retention & Archiving

NARA compliance and retaining records for 75 months

C.10. Standard Implementation Services

Smoothly transition an agency from their current travel management service to ETS2 by:

Develop agency-specific Implementation/Transition Plan

Develop agency-specific Communications Plan, assisting with change management

Load/import essential travel data (e.g., profiles, organizational structure, accounting codes, etc.)

Develop interface MOUs/ISAs

Offer implementation service levels (Levels A, B, C & D)

C.11. ETS2 Customer Support

Travel Account Management

Optimize effectiveness of agency’s travel program

– Designated account manager to serve as a single-point-of-contact for the customer agency

– Develop agency-specific Account Travel Management Plans annually

– Conduct travel management reviews, including but not limited to:

Identification of savings opportunities such as online booking, alternate airport, and unused ticket usage

Utilization and optimization of Federal negotiated travel programs;

Assist in establishing key metrics, benchmarking information and analysis; and providing industry forecasting

– Implement simplified billing procedures

C.11. ETS2 Customer Support (con’t)

Online Help

Increase productivity and capability of user by providing context-sensitive help via online help button on each screen

Technical Help Desk

Provided at agency discretion and separately priced (hourly or transaction fee) Contractor provided Tier 1 Help Desk services to assist with functional & technical issues

– Multiple CLINs (hourly and transaction fee) based on agency business processes

Tier 2 & Tier 3 Help Desk services included as part of

Contractor voucher transaction fees

C.12. Training

Maximize use of online resources accessed through the ETS2 portal

Variety of training forms (e.g., computer-based, instructor led, train-the-trainer)

Variety of training material (e.g., training manuals, training aids); must be 508 compliant

For all user roles (e.g., traveler, arranger, approver, administrator, auditor and voucher examiner)

Additional separately priced supplemental training services

C.13 Test Assessments and C.14 Government

Furnished Information (GFI)

Test Assessments: Government reserves right to test

Contractor releases during the software release management process in advance of release to production

GFI

Specified by each agency at the time of Task

Order placement

GSA security documents not publicly available are accessible by contacting the ETS2 Contracting

Officer and signing a Non Disclosure Agreement

(NDA)

C.15. Transition To A Successor Travel Management

Service

Smoothly transition an agency from its current travel management service provider to another provider by:

Adherence to Master Contract’s Continuity of Services

Clause

Develop supporting Transition Plans

Exporting travel data to the new service provider (e.g., profiles, organizational structure, accounting codes, etc.)

Travel management archiving by transferring agency

ETS2 travel data to the agency and GSA, or to GSA’s third party contractor for MIS

C.16. Technology Refresh Transition

To ensure a smooth transition from the Contractor’s existing ETS2 to a newer/enhanced version that is delivered as technological refreshment occurs over the life of the contract

Sustainability Initiative

Continuously evaluate and implement into ETS2 emerging commercial capabilities that enable alternatives to travel, such as web collaboration and telepresence tools

Provide configurable, context sensitive advice to the user on agency approved telepresence alternatives to travel in the portal and OTRS

Capabilities that enable alternatives to Government travel that increase awareness of environmental impact of travel in planning, reservation and post-travel report processes

Display at the point of sale, the estimated carbon footprint for travel options offered to the user, including air, car, and hotel as the functionality becomes commercially available

C.17. Contract Close-Out Requirements

Records, reports, and other documents generated and distributed for all transactions dated prior to contract expiration until Master Contract or agency task order activity is completed

Work performed after master contract/delivery/task order expiration date shall not exceed the period of performance unless Continuity of Services Clause is invoked by GSA CO

Reconcile account balances and settle transaction disputes

Section C - Appendices

Applicable Documents and Information (Appendix A)

Includes Government policies and regulations incorporated by reference and guidance

Definitions (Appendix B)

Acronyms (Appendix C)

Section C - Attachments

Supplemental information on ETS2 requirements

22 attachments in total

Customer Agency Profiles

ETS2 Authorization, Booking and Expense Flow

Diagram

Background Investigation Process for ETS

Vendors

Agency-Specific Separately Priced Mandatory requirements (e.g., JFTR)

Section D – Contract Clauses, SLAs and

Deliverables Terms and Conditions

Service Level Agreements (SLAs)

SLA 1 – Customer Satisfaction

SLA 2 - Adoption Rate of Embedded TMC Online Domestic

Air Travel Reservations

SLA 3 - Small Business TMC Subcontracting

SLA 4 – Service Performance

SLA 5 - Data Transfer - Exchange of ETS2 Standard Data

Elements

Deliverables

Deliverables

Within 30 calendar days post award

•Kickoff Meeting

•Project Management Plan

•ETS2 Operational Architecture Plan

•Configuration Management Plan

•Service Software Development Plan

(SSDP)

•Program Communications Plan

•Continuity of Operations Plan (COOP)

•Contingency Plan (CP)

•Contingency Plan Test Report

•Incident Response Test Report

•Incident Response Plan

•Plan of Action & Milestones (POAM) Update

•Security Plan (SP)

Within 90 calendar days post award

•Monthly Status Report (MSR) & ETS2 Metrics

•Customer Support and Training Plan

•ETS2 Data Management Plan

•ETS2 Data Exchange Specifications

•XLM Schema (Schemata)

•User-Centered Design/Usability Assurance Plan

Semi-Annually/ Annually/or Other

•Semi-Annual Performance Reviews

(SAPR)

•Annual Data Call Report

•Transition-Out Plans (as applicable)

•Continuity of Operations Plan (COOP) Test Report

•Quarterly Contingency Plan & COOP Communications Test Report

•Semi-Annual Usability Action Report

•Customer Agency Task Orders & Task Order Modifications

•Interconnection Security Agreement (ISA) and Memorandum of Understanding (MOU)

•Personnel Screening and Security

•Vulnerability Scanning

•Security Assessment Risk Assessment

(SARA)

•Certification and Accreditation Security Documents

•Service Release Management Plan

•Travel Account Management Plan

QASP

Government intends to provide an example QASP

QASP will be modified for awarded vendor(s) based on accepted Quality Control Plan(s), which are submitted as part of the Project Management Plan

Section E – Solicitation Provisions Proposal Format

Vol 1: Administrative

Vol 2: Technical

– TOC & Glossary, PWS, Key Personnel, Project Management Plan, Demonstration

Vol 3: Socio-Economic

– Essential Roles of Small Business, Small Business Subcontracting

Plan

Vol 4: Past Performance

– Past Performance Summary, PPI, Client Authorization Letter

Vol 5: Pricing

– Price Breakdown Structure, Single Award Pricing, Dual Award Pricing

Vol 6: IV&V (if invited to participate)

– Test Scenarios, Mandatory Requirements Testable in IV&V, and Test

Results 50

Section F – Evaluation Criteria & Method of Award Phase 1

Technical Factors

– PWS, Project Management Plan, Key

Personnel, Demonstration

Non-Technical Factors

– Socio-Economic, Past Performance

Price

Section F – Evaluation Criteria & Method of Award (cont.)

Phase 2

IV&V

– Computational Ratings, Functional/Usability, Security, Section 508/Accessibility

Price

Final Proposal Revisions (FPR) (if required)

Evaluation of FPR

Award

Section G – Offeror Representations and

Certifications Two Clauses

Reps and Certs

Authorized Negotiators

– Only list those individuals with whom the

Government can negotiate with. They must have the authority to make obligations on behalf of the firm.

Short Break

Followed by

Questions and Answers