Special terms and conditions_Request for Info.docx

REQUEST FOR INFORMATION

REQUEST FOR INFORMATION

Description and Background

INTRODUCTION

Purpose This Request for Information (RFI) is being issued to solicit information from interested suppliers with respect to Supply Chain Partners (Software solution and Consultancy Support) and budgetary estimates, for the Georgia Institute of Technology and the Georgia Tech Research Institute (GTRI).

Currently, GTRI does not operate an Earned Value Management System (EVMS) as defined under the Earned Value Management Systems Criteria (EVMSC) and the current 32 guidelines in the EIA-748 Standard for EVMS. For contracts under the $100M EVMS threshold, in which the government is requiring EVM, GTRI is providing a tailored approach (IPMR Formats 1 & 6) by using a single license web-based earned value management software. As contracts continue to grow in both cost and complexity, GTRI is exploring the cost and implementation as required to move towards an EIA-748 compliant system that is capable of undergoing external validation/certification by government agencies.

ANTICIPATED EFFORTS

Phase I – Gap Analysis

1. Contractor shall perform gap analysis of GTRI current systems, subsystems and processes and identify deficiencies as they relate to EIA-748 Guideline compliance. Systems and processes including functional and technical systems. May include but are not limited to cost collection, procurement, timekeeping, reporting, resource planning.

o GTRI would expect system analysis to include at minimum:

§ Stakeholder interviews at all levels

§ Review existing project control systems, processes and procedures

§ Review GTRI documentation and data products

§ Existing requirements and future potential requirements

2. Contractor shall identify solutions to the deficiencies, develop the final system design and a revised implementation plan to meet EIA-748 Guideline compliance.

3. Contractor shall provide a detailed roadmap of implementation plan o GTRI would expect the roadmap to include at minimum:

§ Exit briefing with specific implementation steps

§ Provide clear goals and objectives for implementation

§ Timeline/schedule for implementation

§ Cost estimates for each step of the implementation plan

§ Points of contact o Assumptions

§ Contractor will not provide any needed integrations or configurations. This phase is only identifying gaps and providing recommendations

§ Estimated timeline is 3 months for information gathering, analysis and final plan presentation

§ GTRI wants all findings in written form

Potential Future Phases (dependent on outcome of Phase I)

Phase II- Implementation

1. Contractor shall assist GTRI with executing the roadmap with the goal of meeting deficiencies defined in Phase I and meeting EIA-748 Guideline compliance.

o GTRI would expect this implementation to include at minimum:

§ Establish any needed EVM policies, processes and procedures

§ Migration of data from current systems as necessary to support new solutions

§ Assist GTRI with implementation of any additional tools needed

§ Oversee implementation and initial cost/schedule reports to ensure accuracy and compliance with EIA-748 Guideline

§ Partner with GTRI to execute training o Assumptions

§ Contractor is not expected to perform any needed integration work between systems at GTRI

§ Estimated timeline is dependent on findings in Phase I

Phase III- Verification

1. Contractor shall assist GTRI with verifying all EVM policies, procedures and processes being followed meet EIA-748 Guideline compliance and would be sufficient if audited.

o GTRI would expect this verification to include at minimum:

§ Ensure GTRI EVM system is ready for validation review (DCMA)

§ Validate end user acceptance

§ Prepare GTRI for internal/external surveillance reviews including processes, documentation, checklists, etc.

§ Conduct a “mock” audit and provide feedback with areas for improvement and analysis

§ The contractor shall provide reach back support for a period of two years which could include DCMA audit support or if needed, to clear any deficiencies identified during the audit o Assumptions

§ Estimated timeline is dependent on findings in Phases I and II

§ DCMA certification activities are not determined or scheduled by GTRI GTRI is Georgia Tech's University Applied Research Center (UARC) and by that nature we are non-profit. GTRI supports Research and Development projects across the DOD, State of GA, and other commercial areas. While GTRI does not do/have manufacturing processes, our contractual obligations do require us to provide similar traceability of items procured.

Georgia Tech may invite one or more prospective vendors to provide additional information.

We encourage comments on all aspects of the information and assumptions provided and will entertain questions should information appear missing.

Scoring While this RFI is scored, it is for the organization of information and to assist in the Analysis of Alternatives (AoA). It is not prejudicial to any subsequent solicitation.

Possibility of Interviews and Demonstrations As part of this Market Research, Georgia Tech reserves the right to reach out to respondents and offer them the opportunity to give presentations, interviews, and demonstrations. Respondents are also encouraged to offer such as part of their response.

An Industry Day will be announced for all interested parties as part of this RFI, though the Questions and Answers tool of Sourcing Director.

Late Submittal Accepted Any information (including responses) submitted after the closing date may be considered as part of the market research up to the date of the formal issue of the subsequent solicitation (if any). The impact of that information on market research conclusions is dependent on timeliness and burden of interpreting the information.

Georgia Tech reserves the right to disregard late submissions.

Response packages submitted after the closing date can be directed to Mr. James Turner, Contracting Officer II, 404 894 8926, james.turner@business.gatech.edu.

Background – Georgia Tech/GTRI The Georgia Institute of Technology) is a public research university in Atlanta, Georgia, in the United States. It is a part of the University System of Georgia. Georgia Tech is organized into six colleges and contains about 31 departments/units, with emphasis on science and technology. It is well recognized for its degree programs in engineering, computing, business administration, the sciences, architecture, and liberal arts.

The Georgia Tech Research Institute (GTRI) is the nonprofit applied research arm of the Georgia Institute of Technology in Atlanta, Georgia, United States. GTRI employs around 1,765 people, and is involved in approximately $305 million in research annually for more than 200 clients in industry and government. GTRI's research spans a variety of disciplines, including national defense, homeland security, public health, education, mobile and wireless technologies, and economic development. Major customers for GTRI research include United States Department of Defense agencies, the state of Georgia, non-defense federal agencies, and private industry. Overall, contracts and grants from Department of Defense agencies account for approximately 84% of GTRI's total research funding. Since it was established, GTRI has expanded its engineering focus to include science, economics, policy, and other areas that leverage GTRI's partnership with Georgia Tech.

Sensitive and Classified Information GTRI conducts research and development efforts with a variety of Government and Private sponsors, as well as strict accountability to the preservation of information security. This necessitates diligence on the part of those vendors that would have access to Georgia Tech systems, and may prevent direct access to those systems entirely.

Also, Georgia Tech and GTRI are subject to the Georgia Open Records Act.

MARKET RESEARCH

Georgia Tech will use the information generated by this RFI in conjunction with other information available to Georgia Tech to determine the solution that is in the best interests of Georgia Tech to fulfill this need. The RFI process is designed to collect information that may be used for a future sourcing event. Participation in the RFI is voluntary. Suppliers are not required to respond to an RFI and a supplier’s failure to respond will not prohibit the supplier’s participation in any competitive solicitation that may result from the RFI.

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