VA118-10-RP-0052_IndustryDayBrief.pdf

Transformation Twenty-One Total Technology (T4)

INDUSTRY DAY

April 23, 2010

Sharon Fernandes Contracting Officer

Technology Acquisition Center

(732) 578-5431

Email: Sharon.fernandes@va.gov

Administrative Remarks

Ask Questions – Cards distributed during registration

Briefings, Q&A, Attendee List, etc. will be posted online at the following websites under VA118-10-RP-https://www.fbo.gov/ http://www1.va.gov/oamm/oa/tac/

Restrooms

No Smoking

Please Put All Beepers/Cell Phones in Silent Mode

Lunch Options

Boxed lunch

Concord Café

JR’s

McDonald’s – left on Hwy 35

Houlihan’s – right on Hwy 35

Quizno’s – right on Hwy 35

Technology Acquisition Center (TAC)

Sharon Fernandes, Contracting Officer

Brandon Utt, Contract Specialist

Ed Erskine, Technical Representative

Michael Hier, Contracting Representative

Industry Day Agenda

April 23, 2010 – Sheraton Hotel, Eatontown, NJ

8:00-8:15 - Administrative Remarks

8:15-8:30 - Welcome – Mr. Glenn Haggstrom

8:30-9:15 - Proposed Acquisition Strategy – Sharon Fernandes

9:15-9:30 – Organizational Conflict of Interest – Robert Russo

9:30-10:00 - Technical Requirements – Ed Erskine

10:00-12:00 – Questions and Answers

Industry Day Agenda

April 23, 2010 – Sheraton Hotel, Eatontown, NJ

12:00-12:30 – Lunch/Networking

12:30-1:30 – Small Business Session – Sharon Fernandes

1:30-2:00 – Office of Small and Disadvantaged Business Utilization – Frances Bond

WELCOME TO T4

INDUSTRY DAY

Mr. Glenn Haggstrom, Executive Director

Department of Veterans Affairs

Office of Acquisition, Logistics & Construction

Proposed Acquisition Strategy

Sharon Fernandes, Contracting Officer

Department of Veterans Affairs

Technology Acquisition Center

What is T4?

T4 is:

Contractor-provided solutions in support of information technology and telecommunications, Task Areas include: program management and strategy planning, systems/software engineering, enterprise network, cyber security, operation and maintenance and IT facility support.

Program ceiling $12B

Five-year Indefinite Delivery/Indefinite Quantity (IDIQ) Multiple Award Task Order (MATO) contract

Individual Task Orders shall be issued on a best value, performance-based Time-and-Materials (T&M), Cost Reimbursement (CR), and/or Firm-Fixed- Price (FFP) basis

T4 is not:

A Hardware contract

Intended to replace all VA’s IT service contracts 10

Why T4?

T-21 Assessments identified a need to rapidly respond to requirements gaps.

Supports Program Management Accountability System (PMAS)

Savings for the Government – reduced cycle time, fewer source selections, increased savings associated with contract administration, overhead, program management, and competition in a post award environment

Provides a vehicle to bring service dollars currently going directly to GSA or other agencies under VA oversight and control

Provides greater insight to industry of VA’s total information technology needs resulting in better solutions

MARKET RESEARCH

Market Research

Disciplined process & analysis

Supports acquisition and small business strategy

Responses to market survey

Industry Day feedback

One-on-One sessions

Meetings with industry

Other sources

Market Research

NAICS 541512 – Computer Systems Design Services

This U.S. industry comprises establishments primarily engaged in planning and designing computer systems that integrate computer hardware, software, and communication technologies. The hardware and software components of the system may be provided by this establishment or company as part of integrated services or may be provided by third parties or vendors. These establishments often install the system and train and support users of the system.

Predominant requirement

Representative of industry sector

Market survey feedback

PROPOSED ACQUISITION STRATEGY

Proposed Acquisition Strategy

BASIS FOR AWARD

Award will be made on a best value basis

Evaluation Factors will include: Technical, Past Performance, Price, Veteran Involvement, and Small Business Participation Plan

Sample Tasks – Technical Factor

Anticipate awarding up to 15 prime contracts

Small Business Reserve

Two-step source selection process

Two Step Source Selection Process

SDVOSBs and VOSBs will be given the opportunity to compete

(1) in the open market

(2) reserve – competition among only SDVOSBs and VOSBs

Two-step source selection process

Step One The Government will select for award from those proposals included within the competitive range without regard to the size of the offeror.

If 4 SDVOSB offerors and 3 VOSB offerors are selected for award, no further progression to step 2 will be required.

Step Two If 4 SDVOSB offerors and 3 VOSB offerors are not selected for award, large business and non-SDVOSB/VOSB offerors will be eliminated from further consideration.

The Government will award contracts up to 4 SDVOSB and 3 VOSB offerors remaining in the competitive range.

If none of the proposals remaining in the competitive range are from SDVOSB or VOSB offerors, the Government reserves the right to make no further awards.

Acquisition Strategy

Aggressive Small Business Subcontracting goals for all offerors Proposed goals will be made part of the contract

Task order competitions will consider past performance as well as meeting subcontracting goals

For the purpose of meeting our contracting goals, the Government will set-aside at the task order level

PROPOSED CONTRACT/TASK ORDER

REQUIREMENTS

Request for Task Execution Plan (RTEP)

Yes/No Bids within two (2) working days

Submission of Task Execution Plan within (7) working days

Proposal Submission shall include: Summary, Technical Approach, Veterans Involvement, Pricing, Schedule, and Metrics

Proposal Submission may vary dependent upon Task Order Type: Firm Fixed Price, T&M, or Cost Reimbursement

No Past Performance Volume required

Contractor Reporting Requirements

Monthly Status Report

Contract Performance Report

Government Furnished Equipment Report

Subcontracting

Proposed Meetings and Reviews

Project Office Initial Program Reviews

Post Award Conferences

Monthly Program Reviews

Quarterly Prime Program Reviews

Task Order Kickoff Meetings

Acquisition Timeline

MILESTONES

Request for Proposal (RFP) Release – May 31, 2010

Proposals Due – June 30, 2010

Contract Award – September 30, 2010

ORGANIZATIONAL CONFLICT

OF INTEREST

Robert Russo, Staff Attorney Department of Veterans Affairs

Office of General Counsel

ORGANIZATIONAL AND CONSULTANT

CONFLICTS OF INTEREST

FAR SUBPART 9.5

VAAR CLAUSE 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCI)

Addresses conflicts that may occur as a result of the solicitation, not future conflicts arising from any work to be performed under the resulting contract.

Requires offerors to provide a statement that describes all relevant facts concerning any past, present or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided under this solicitation.

T4 TAILORED ORGANIZATIONAL CONFLICTS OF INTEREST CLAUSE

Per FAR 9.507-1 and VAAR 809.507-1 (a) places restraints upon a contractor’s eligibility for future contracts.

ORGANIZATIONAL CONFLICT OF INTEREST

DEFINITION

FAR 2.101, an organizational conflict of interest means that because of other activities or relationships with other persons, a person is unable or potentially unable to render impartial assistance or advice to the Government, or the person’s objectivity in performing the contract work is or might be otherwise impaired, or a person has an unfair competitive advantage.

THREE MAJOR CATEGORIES OF

PROHIBITED OCIs

IMPAIRED OBJECTIVITY

BIASED GROUND RULES

UNEQUAL ACCESS TO INFORMATION

IMPAIRED OBJECTIVITY OCI

Contracts for the evaluation of offers for products or services shall not be awarded to a contractor that will evaluate its own offers for products or services, or those of a competitor, without proper safeguards to ensure objectivity to protect the Government’s interests. FAR 9.505-3.

The concern is that the firm’s ability to render impartial advice to the Government could appear to be undermined by its relationship with the entity whose work product is being evaluated.

BIASED GROUND RULES OCI

These occur when a firm as part of its performance of a Government contract has in some sense set the ground rules for the competition for another Government contract by, for example, writing the statement of work or the specifications.

Primary concern is that the firm could skew the competition, whether intentionally or not, in favor of itself. FAR 9.505-1, 9.505-2.

These situations may also involve a concern that the firm, by virtue of its special knowledge of the agency’s future requirements, would have an unfair advantage in the competition of those requirements.

UNEQUAL ACCESS TO INFORMATION OCI

These occur when a firm has access to nonpublic information (usually proprietary information belonging to other contractors) as part of its performance of a Government contract and where that information may provide the firm with an unfair competitive advantage in a later competition for a Government contract. FAR 9.505.

Does the information known to a competitor (prospective contractor or subcontractor) confer a competitive advantage?

Is the information unknown to other potential offerors?

Technical Requirements

Ed Erskine, Technical Representative

Department of Veterans Affairs

Acquisition Rapid Response Office

The T4 PWS has been structured to reflect the breadth and depth of Information Technology (IT) services spanning the life cycle of a system or project

The T4 PWS has been written to accommodate the breadth of the Department of Veterans Affairs IT requirements

The PWS provides general requirements for IT services. Specific technologies or services will be defined in individual task orders

T4 Performance Work Statement (PWS) Overview

Major Areas include:

Program Management support Systems/Software Engineering Cyber Security Operation and Maintenance IT Facilities

Tasks Orders may reflect a specific area of the PWS or cover multiple functional areas as functional areas are not mutually exclusive

T4 PWS Overview

December 1, 2009 the TAC issued a Request for Information (RFI) on the PWS (industry comments reviewed and revisions made)

February 17, 2010 the TAC issued an RFI for Market Research (industry comments reviewed and revisions made)

April 19, 2010, the TAC posted the latest draft T4 PWS to industry

T4 PWS Chronology

The PWS is broken into different sections:

Applicable Documents are listed within Paragraph 2.0 (Specific task orders may impose additional applicable documents)

Technical Functional areas of paragraph 4.0 define the services that a Contractor team will need to perform

General Technical and contractual requirements are defined in the remainder of the document

T4 Technical Requirements

Areas of note for VA specific tasks:

Para 3.8, must comply with Project Management Accountability System (PMAS)

PMAS is a performance based Project Management discipline PMAS mandates all new IT projects use an incremental development approach with delivery of new functionality to the customer in cycles of 6 months PMAS is to be used in concert with the ProPath IT Project

Management tool

Areas of note for VA specific tasks (cont.):

In Para 3.8, Contractors shall support the VA Enterprise Framework and comply with the OI&T Technical Reference Model

Para 6.0 and Addendum A refers to the security requirements.

Note that a new VA Information Assurance (IA) Security Handbook

6500.6 was published on March 12, 2010 which is referenced in the PWS

The goal is to provide applicable documents and links to PMAS and ProPath in a bidder’s document library

T4 Technical Functional Areas

4.1 Program Management (PM), Strategy, Enterprise Architecture and Planning Support:

This functional area is to provide Program and Project Management, monitoring and analysis, strategy, enterprise architecture and planning support. These services may be at the enterprise or on an individual project level. Individual requirements include the following:

Strategy and Planning Standards, Policy, Procedure and Process Development Requirements Development and Analysis Support Requirements Packages Technology Refresh and

Configuration Reviews Studies and Analyses

Program Management Support Product Data IT Services Management

Guidance Development Toolkit Guidance

4.2 Systems Software Engineering:

This functional area is to provide systems/software engineering support for any or all phases of a system/software lifecycle and can cover the entire range of VA systems to include healthcare information processing, payroll processing, decision support systems etc. Individual requirements include the following:

Design and Development Architecture Development IT Service Management

Implementation Enterprise

Application/Services Web Application Design and

Development Human-Computer Interaction System/Software Integration

Modeling and Simulation Informatics Services Engineering and Technical

Documentation Current System and Data

Migration Development Toolkit Support

4.3 Software Technology Demonstration and Transition:

This functional area is to test and evaluate advanced technologies. Specific requirements include the following:

Demonstrations and transition support Compare new technologies against current systems Transition effective technologies into use Potential technologies that can be explored are:

Software Architectures Databases Web Based Apps Enterprise Solutions Wireless Security

4.4 Test and Evaluation Support:

This functional area is to provide support in all phases of the testing life cycle.

Specific requirements include the following:

Prepare test plans and procedures Design test cases Conduct and witness tests and provide tech support Coordinate test plans IAW applicable regulations Analyze/evaluate/document test results Participate in all technical reviews, as required.

4.5 IV&V:

This functional area is to review, evaluate and verify the procedures used to develop and test third party systems/software.

4.6 Enterprise Network Support:

This functional area is to provide comprehensive life cycle systems/network administration for VA enterprise systems worldwide that may include:

Additionally, this functional area is to provide complete services for the planning, designing, delivering and maintenance for the following systems:

Data Comm Systems Voice Systems Video Systems

LAN/WAN Systems Transmission Systems

Information Systems Storage Systems

Security Systems Network Systems

4.7 Enterprise Management Framework:

This functional area is to support the execution of the enterprise management framework. Specific requirements include the following:

Development of open database connectivity to a federal repository Performance, functionality and validation testing of technologies Testing to compare multiple vendors Evaluation of emerging technologies that enable efficiencies Development of solution driven architecture Analyze compliance to organizational technical standards

4.8 Cyber Security:

This functional area is to define and deliver strategic, operational and process aspects of cyber security and to ensure that adequate LAN/Internet, data, information and system security are in accordance with organizational standard operating procedures, conditions, laws and regulations. Specific requirements include the following:

• Information Assurance

• Logical Security

• Certification and Accreditation

• Security Operational Support

4.9 Operations and Maintenance:

This functional area is to operate, repair and maintain systems, applications, and IT environments in support of applications and/or system components for production environments. Specific requirements include:

System Administration Network Administration Application Support Hardware Support Security Management Disaster Recovery/COOP Capacity/Availability Planning and Management

Service/Help Desk/Call Center Support License Maintenance Service Level Agreements Database/Data Warehouse

Administration Data Center Administration

4.10 Training:

This functional area is to identify training requirements and to obtain, develop or conduct training programs throughout the life cycle of a system, application or product. Specific requirements may include:

Develop training plans, manuals, and other documentation Conduct training on the entire spectrum of IT systems Incorporate Electronic Training Tools

4.11 IT Facilities:

This functional area is to provide a total IT solution to the customer. Requirement does not include performing significant facility or building modification. Specific requirements may include:

Incidental Facility Design and Modification Services Site Surveys Facility Cabling Installation Physical Security Systems

Facility work will not be done without prior approval of the appropriate agencies

T4 PWS Summary

The T4 PWS is a broad and comprehensive list of requirements that define the necessary functional areas that will support the transformation of VA IT

The T4 PWS contains the general functional areas. Specific requirements will be provided in individual task orders

The Government welcomes industry questions/comments.

Thank you for the comments you have already provided

QUESTIONS & ANSWERS

Ground Rules

Questions submitted on cards provided

TAC Representatives shall gather from audience

Government shall caucus to answer

Contracting Officer shall brief out Government responses

SMALL BUSINESS SESSION

Reserve Process Example

Step One:

Example: Through the best value source selection process, the Government selected the most highly rated proposals without regard to the size of the offeror:

Offeror A Large Business Offeror F VOSB

Offeror B Large Business Offeror G VOSB

Offeror C Large Business Offeror H Small Business

Offeror D SDVOSB Offeror I Small Business

Offeror E SDVOSB

Since only 2 SDVOSBs and 2 VOSBs were selected from the most highly rated proposals, the source selection process will continue to Step Two.

Reserve Process Example (Cont.)

Step Two:

Large business and non-SDVOSB/VOSB small business offerors are eliminated from further consideration.

Remaining Competitive Range:

Offeror J SDVOSB Offeror N VOSB

Offeror K SDVOSB Offeror O VOSB

Offeror L SDVOSB Offeror P VOSB

Offeror M SDVOSB

In order to satisfy the 4 SDVOSB reserve awards, from which 2 SDVOSBs were previously selected in Step One, 2 SDVOSBs will be selected from the remaining offerors in the competitive range.

Reserve Process Example (Cont.)

Step Two continued:

In order to satisfy the 3 VOSB reserve awards, from which 2 VOSBs were previously selected in Step One, 1 VOSB (including SDVOSBs) will be selected from the offerors remaining in the competitive range.

Remaining Competitive Range:

Offeror L SDVOSB

Offeror M SDVOSB

Offeror N VOSB

Offeror O VOSB

Offeror P VOSB

Frequently Asked Questions

1. Does the Government intend to separate the Program Management, Testing, and Independent Validation and Verification Tasks from the T4 PWS?

A. No, the Government intends to include the functional areas as stated in the technical briefing.

2. Will proposal submissions be mandated to be electronic?

A. Yes.

3. Why does the Performance Work Statement lack specific details regarding the task areas?

A. The PWS serves as an overarching description of the functional areas comprising the T4 effort. At the task order level, requirements will be specified in greater detail.

4. Will the required levels for technical standards such as Earned Value Management, ANSI , CMMI, ISO, IPv6 be further defined?

A. Currently the technical standard concerns are being reviewed.

5. Can an offeror submit a proposal as a prime as well as be a team member for another prime offeror?

A. Yes.

6. Are there any restrictions on Small Business Contracting Teaming Arrangements?

A. Since the proposed acquisition strategy provides for full and open competition with reserve awards to SDVOSBs/VOSBs, there are no restrictions with regard to small business teaming arrangements since the Limitation on Subcontracting clause does not apply.

Frequently Asked Questions

7. Will Mentor Protégé agreements be considered?

A.Yes, currently the acquisition strategy is considering the incorporation of Mentor Protégé agreements.

8. Is the Government requesting feedback from industry regarding the labor category types and descriptions?

A. The Government intends to issue a draft solicitation thereby giving industry the opportunity to submit questions for Government consideration.

9. Will there be overtime rates incorporated into the contract?

A. No.

10. Will any of the OCONUS locations include hostile areas and/or warzones?

A. The T4 acquisition strategy is to support VA requirements.

12. Will the Government consider multiple awards in each functional area?

A. No.

13. What will the requirement be regarding Past Performance Volume submission?

A. Prime offerors will be required to submit their recent and relevant past performance as well as the past performance of their major subcontractors.

Instances of past performance at either the prime or subcontractor level can be submitted. 56

Office of Small and Disadvantaged Business Utilization

(OSDBU)

Frances M. Bond Small Business Specialist

Today’s Topics

• VA Mission

• Procurement Preference Goals

• VetBiz and CCR

• Contracting & Subcontracting Opportunities

• Marketing to Prime Contractors / VA

• Joint Venture Agreements

VA Mission “With malice toward none, with charity for all, with firmness in the right as God gives us to see the right, let us strive on to finish the work we are in, to bind up the Nation’s wounds, to care for him who shall have borne the battle, and for his widow and orphan, to do all which may achieve and cherish a just and lasting peace among ourselves and with all nations.”

--Abraham Lincoln

FY 2009 Socioeconomic Procurement Preference Goals

Category Statutory VA Accomplishment

Small Business 23% 28.70%

Small Disadvantaged Business (including Section 8(a))

5% 8.71%

Women-Owned Small Business 5% 3.42%

Veteran-Owned Small Business None 19.28%

Service-Disabled Veteran- Owned Small Business 3% 16.28%

HUBZone Small Business 3% 2.02%

VA Hierarchy of Small Business Programs* (Open Market Acquisitions**)

It is the policy of the VA that firms in the following categories be given maximum practicable opportunity to participate in our acquisitions, including subcontracting:

1. Service-disabled Veteran-owned firms***

2. Veteran-owned firms***

3. HUBZone firms and Small Disadvantaged Businesses (tied)

4. All others (including general small business)

*P.L. 109-461 ***Registered in www.VetBiz.gov

**Not applicable to FSS, Federal Prison Industries, Ability One. 61

P.L. 109-461 Set-Aside Authorities

SDVOSB:

Competitive – Unlimited by dollar value

Sole-Source – Limited to $5 million

VOSB:

Competitive – Unlimited by dollar value

Sole Source – Limited to $5 million

CCR and VetBiz

– It is vital that Contractors be registered in the www.CCR.gov web page

– It is vital that SDVOSB Contractors and VOSB Contractors be registered in both www.ccr.gov and www.VetBiz.gov

–Why?

http://www.ccr.gov/ http://www.ccr.gov/ http://www.vetbiz.gov/

Prime Contractors

• When is a Subcontracting Plan required?

(Ref: FAR 19.7)

– When a Construction Contract or modification is expected to exceed $1,000,000 ($550,000 for other types of contracts)

Subcontractors - Improve Your Chances Service-Disabled Veteran-Owned & Veteran-Owned Small Business need to be registered on both www.CCR.gov and www.VetBiz.gov

Small Businesses need to market their capabilities, expertise, experience, and commitment to potential prime contractors. The Prime Contractors need quality subcontractors who will also help them achieve the socio-economic goals that are established in the subcontracting plans they submit to the VA.

In addition to SDVOSB and VOSB status, if you have 8(a) / SDB

Certification or HUBZONE certification, be sure to let the potential prime contractors know. Of course, your foremost marketing efforts to them must stress your capabilities, experience, pricing competitiveness, and your ability to get the job done right and on time.

http://www.ccr.gov/ http://www.vetbiz.gov/

Joint Ventures

• SDVOSB and one or more other business concerns may submit an offer on a competitive procurement if each company is:

– A Small Business under the size standard to the NAICS code for the procurement

• Revenue Base – Procurement exceeds half the size standard to the NAICS assigned to the contract

• Employee Based – Procurement exceeds $10,000,000

Joint Ventures (continued)

• Other Factors of JV agreement:

– SDVOSB must be the managing partner

– Employee of the SDVOSB must be project manager

– 51% of profits distributed to SDVOSB

– JV agreement must obligate all parties to ensure performance

– Final records kept by SDVOSB for JV

– Contract execution in the name of the JV

VA Office of Small & Disadvantaged Business Utilization www.va.gov/osdbu / 1-202-461-4300

Frances.Bond@va.gov / 1-202-461-4260

VA Center for Veterans Enterprise

1-866-584-2344 www.VetBiz.gov http://www.va.gov/osdbu / mailto:Frances.Bond@va.gov

CLOSING REMARKS