11-10-15_preproposal_slides.pptx

Preproposal Conference

Information Technology Support Services

Presolicitation SOL-R5-15-00007 November 10, 2015

Region 5, US Environmental Protection Agency Resource Management Division Information Management Branch Acquisition and Assistance Branch, Acquisition Section

Welcome Veterans 8(a) Small Businesses Other Businesses Acquisition Office Program Office

11/19/2015 U.S. Environmental Protection Agency

I’m Darlene McGary, a Contracting Officer from Region 5's Acquisition Section based here in Chicago. Let me start by welcoming everyone. Starting with all Veterans here today. Thank you all 8(a)s, small businesses and other businesses who decided to participate in this event. Allow me to introduce our acquisition staff and program staff who are here today.

Agenda Welcome/Introduce Staff Acquisition Discussion Program Discussion Vendor Collaboration Exchanges- Questions Caucus for Responses Closing

The Agenda for today’s preproposal conference will cover, a brief welcoming of all and introduction of staff. Next we will proceed through the acquisition and program office discussions prior to performing vendor collaboration exchanges.

DISCLAIMER

Remarks and explanations made by government personnel do not qualify any terms of future solicitations, only an issued written solicitation and amendments will be binding.

Expenses or beginning to formulate an approach in preparation for the acquisition based on information presented is solely at the potential offerors risk.

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I need to be clear with this disclaimer- Although we are trying to be as transparent as possible and provide potential offerors with as much information about anticipated needs, the final acquisition strategy and final requirement is not complete; therefore, no solicitation exists at this time. Any remarks and explanations made by government personnel do not qualify any terms of future solicitations, only an issued written solicitation and amendments will be binding. Expenses or beginning to formulate an approach in preparation for the acquisition based on information presented is solely at the potential offerors risk.

Rules of Engagement

Sign-In Electronic Device Courtesy Bathrooms Two size Index cards Small are for questions Large are for input/feedback 11/19/2015

There are a couple of administrative details to cover before we get started.

If you haven’t signed in at the table set up just before you entered the Conference Center, please do so. I do want to make one thing clear, we do intend to post on the web site the list of attendees. If for whatever reason, you do not want your participation at this conference known, please mark on the sign-in sheet “Do not Release”.

As a courtesy, please turn your cell phones off or place them on vibrate.

If you need to use the restroom during the conference, the restrooms on this floor are located straight by the elevators.

SBA provided some handouts. No handouts for the requirement will be provided- We didn’t want to print out tons of paper.

As indicated and posted on FedBizOpps, all questions and answers received during the conference will be posted -permitting fair opportunity. We also will be making available the scripts used. Feel free to take your own notes if you would like.

You will also notice that we have index cards and writing utensils on the registration table and hopefully you’ve picked up or were given some cards on your way in. There are two size index cards. The large size cards provide your organization an opportunity to provide input or feedback on the draft requirement. The small size cards permit your organization an opportunity to ask questions. During the briefing, if you have any questions or input please write them down. One question per small index card. The cards will be gathered before the government takes a caucus. During the break, we will sort through them. We hope to be able to answer all, or almost all, of the questions here today. But if they require more research, we will let you know that also.

I want to emphasize that there are some things that we cannot share with you, such as Confidential Business or procurement sensitive information. The point of this conference, the point of everything we are doing here today is to keep the competitive process objective and fair and make sure that we get the best and strongest proposals possible. We ask that you are understanding and respect the process.

The plan for today is very straight forward. Based upon Presolicitation comments and questions received thus far, the acquisition discussion will focus on general Federal Acquisition Regulation procurement strategies. The program discussion will focus on general information about the requirement. We will then break and take your questions and then our team will meet and develop our responses which we will provide after the break.

The Contract Specialist, Sara King will now talk about acquisitions.

Acquisition Discussion FAR Subpart 19.8, Contracting with the Small Business Administration -THE 8(A) PROGRAM 13 Code of Federal Regulation §124.501(a) and 8(a)(1)(a) Small Business Act delegate authority Partnership Agreement between Small Business Administration and Environmental Protection Agency

As Darlene indicated, since the posting of the presolicitation notice, our acquisition office has received several questions about the proposed procurement strategy. Although the notice included it is anticipated EPA will use FAR Part 12 in conjunction with FAR Part 15, we thought the 8(a) community may benefit from understanding the various procurement strategies.

For over the past decade, Region 5 has supported the SBA 8(a) program by including the Information Technology Support Service requirement in the SBA 8(a) Business Development Program. In the 8(a) Program, SBA is the prime contractor with EPA. SBA and EPA have a Partnership Agreement authorizing EPA to perform direct procurements. This authorized delegation is pursuant to 13 CFR § 124.501(a). This well-established relationship between the SBA and EPA for this requirement is expected to remain.

The direct procurement authority permits EPA to be flexible in procurement strategies. Flexibility in procurement strategies is important as our needs and priorities change (i.e. time, price, technology).

Acquisition Discussion Federal Acquisition Regulations (FAR) FAR Part 8 Required Source of Supplies and Services FAR Part 12 Acquisition of Commercial Items FAR Part 13 Simplified Acquisition Procedures FAR Part 14 Sealed Bidding FAR Part 15 Contracting by Negotiation FAR Part 16 Types of Contracts

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Historically, EPA has used the full spectrum of acquisition strategies for this requirement. Therefore, I am going to provide a brief introduction between the strategies identified in FAR Part 8 “Required Source of Supplies and Services”, FAR 12 “Acquisition of Commercial Items”, FAR 13 “Simplified Acquisition Procedures”, FAR 14 “Sealed Bidding”, FAR 15 “Contracting by Negotiation”, and FAR 16 “Types of Contracts”.

FAR Part 8 General Service Administration

IT Professional Services- Schedule 70 FAR Subpart 8.4- Multiple Award Schedules FAR Part 5 Publicizing Contract Actions- Limited FAR Part 6 Competition Requirements- Exempt FAR 19 Small Business Program- Not Mandatory Ordering Limitations

FAR 8-The General Service Administration (GSA) does provide IT Professional Services on Schedule 70 Multiple Award Federal Supply Schedule. If requirements utilize FAR 8.4, chances are you will not see the requirement posted on fbo.gov as the publicizing contract actions under FAR Part 5 are limited. This is primarily because the publicizing actions and competition requirements of FAR Part 6 already occurred when the contracts were placed. GSA also has Request for Information market research tool for vendor outreach. FAR 19 Small Business Program is not Mandatory but encouraged. As with any IDIQ, ordering limitations are applicable.

GWACs FAR Subpart 16.5 Government-Wide Acquisition Contracts (GWACs) Alliant Small Business 8(a) Streamlined Technology Acquisition Resources for Services (STARS) Veterans Technology Services (VETS) Ordering Limitations FAR Part 5 Publicizing Contract Actions- Limited

FAR 16, specifically, 16.5- IDIQ is another ordering mechanism with contracts that are already in place. One of the most common ordering mechanisms other Agencies use to access GSA contracts are Government-Wide Acquisition Contracts (GWACs). The most common IT GSA GWACS are Alliant Small Business, 8(a) Streamlined Technology Acquisition Resources for Services (STARS), and Veterans Technology Services (VETS). Similarly with GSA FSS, GWACS include ordering limitations and the requirements of FAR Part 5 Publicizing Contract Actions are limited. Since this requirement has been in the 8(a) program, if we intended to use a GWAC, it would be the 8(a) STARS GWAC.

Acquisition Discussion FAR Part 12 Acquisition of Commercial Items Use in Conjunction with- FAR Part 13 Simplified Acquisition Procedures FAR Part 14 Sealed Bidding FAR Part 15 Contracting by Negotiation FAR Subpart 12.6 Streamlined Procedures Combining Synopsis/Solicitation

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FAR Part 12 Acquisition of Commercial Items is not a procurement method used on its own but is used in Conjunction with- FAR Part 13 Simplified Acquisition Procedures, FAR Part 14 Sealed Bidding, and FAR Part 15 Contracting by Negotiation. FAR Subpart 12.6 Streamlined Procedures permit agencies to combine Synopsis/Solicitation requirements.

Acquisition Discussion FAR Part 13 Simplified Acquisition Procedures Requirements less than $150,000 reserved exclusively for small business concerns FAR Subpart 13.5 “Simplified Procedures for Certain Commercial Items Can not use subpart for requirements that exceed $7 million

FAR Part 13 Simplified Acquisition Procedures are permissible for requirements less than $150,000 or if using FAR Subpart 13.5 “Simplified Procedures for Certain Commercial Items less than $7 million. If less than $150,000, requirements are reserved exclusively for small business concerns. FAR Part 13 is subject to FAR Part 6 and Part5, so based upon the dollar value, you should see on fbo.gov.

Acquisition Discussion FAR Part 14 Sealed Bidding Lowest Price Technically Acceptable

FAR Part 14 Sealed Bidding is used for procurements where price is the most important factor, and evaluation is based upon the Lowest Price Technically Acceptable.

Acceptable

Unacceptable

Acquisition Discussion FAR Part 15 Contracting by Negotiation Best Value Continuum Permits Trade-Offs

Permits Exchanges

FAR Part 15 Contracting by Negotiation permits the other factors when combined to be either less, approximately equal or more important factor to price. In addition to LPTA, this method permits agencies the most flexibility by using a Best Value Continuum, a Trade-Off between price and other factors. If the evaluation states other factors when combined are least important than price, award does not necessarily mean it is based upon LPTA. This method is also more liberal with exchanges between the government and industry.

With that I would like to introduce to you Mr. Kenneth Tindall, Chief of Region 5's Information Management Branch.

Other Factors

Price

Region 5 Operations Overview Ken Tindall, Chief of Information Management Branch Region 5 Background Five locations with ~1400 employees Includes Great Lakes National Program Office (GLNPO) Focus Areas During next Three Years Cybersecurity More Enterprise Services/Managed Services More Telework Support Expand Use of MSO 365 Priorities Excellent customer service Solutions providers (cooperative partnership)

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Welcome to REGION 5. I'm Ken Tindall, Chief of the IMB. Thank you for attending today's conference and for your interest in this upcoming contract. REGION 5 IMB implements most aspects of IT in the region.

Region 5’s area of responsibility include the states of Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin. One of ten regional offices, REGION 5 implements environmental programs for air, water, land and other things, like oil spills for example. Includes Great Lakes National Program Office (GLNPO). This building comprises the primary office space for REGION 5's 1400 employees and we support several satellite offices.

Technical details for what we need support for are in the PWS, but I, being the manager here, would like to make some general comments. We are like most any other IT organization:

To operate and succeed in the current situation, REGION 5 needs a support contractor that will work with the IMB staff to develop solutions, improve procedures, effectively evaluate and implement new technologies and, above all, communicate openly and honestly on all issues within the terms of the contract. Thanks again!

View of R5 NOC and typical LAN Closest

Vendor Collaboration Gather Index Cards Caucus- 25 minutes Responses 11/19/2015

Darlene McGary- Thank you, Ms. King and Mr. Tindall, for your informative and insightful remarks. With that, I'll close these opening remarks and we'll move on to the meat of the conference- Exchanges. Our team will meet and go over the questions that you have filled out on the index cards. Then after the break, we will share those with you. At this point I would like to take a short 25 minute break. Gather Index Cards

Closing Thank you for your interest in government contracting.

11/19/2015

Thank you for your interest in participating in government contracting.

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