Attch_0026_ACWS_Tech_Demo_Logistics_2016_05_06.pdf

Attch 0026 Tech Demo Logistics

Version 1.0 6 May 2016

Attachment 0026 Technology Demonstration

Logistics Army Contract Writing System Solicitation Number: W52P1J-16-R-0058

Army Contracting Command –

Rock Island (ACC-RI) Information Technology Division Attn: Mr. Jonathan J. Anderson

Contracting Officer Rock Island Arsenal

3055 Rodman Avenue Rock Island, IL 61299-8000

6 May 2016

New attachment

Attch 0026 Tech Demo Logistics i

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Attch 0026 Tech Demo Logistics ii

Revision History

Version Date Summary of Changes

Version 1.0 6 May 2016 Initial version for inclusion with ACWS RFP amendment # 4.

Attch 0026 Tech Demo Logistics iii

Table of Contents

1.0 Technology Demonstration

1.1 General Information

1.2 Section L Excerpt

1.3 ACWS Demonstration Details

1.3.1 Timing

1.3.2 Reference/Master Data

1.3.3 Schedule

1.3.4 Facilities

1.3.5 Equipment

1.3.5.1 Government-Furnished Equipment

1.3.5.2 Offeror-Furnished Equipment

1.3.6 Demonstration Presenters

1.3.7 Introductory Presentation

1.3.8 Technology Demonstration

1.3.9 Coordinating Instructions

1.3.10 Detailed Agenda

2.0 Instructions to Access Fort Belvoir

2.1 Visitor Control

2.2 Directions to Fort Belvoir

List of Figures Figure 1: Technology Demonstration Site Diagram

1.0 Technology Demonstration

1.1 General Information

This logistics planning document supplements, but does not replace Solicitation Sections L & M. Offerors shall ensure they follow any posted amendments to the Solicitation. For convenience, Section L instructions are copied into this attachment.

Where a conflict exists between this attachment and Sections L & M, the Solicitation rules.

The demonstrations will take place in a controlled access building on Fort Belvoir, VA.

All Offerors will be given the same amount of time under the same conditions for this demonstration. Offerors will be given the same script and will be evaluated using the same standards. A Government Contracting Representative will lead and provide oversight during all demonstrations. The Government will record both the audio video from each live demonstration as a formal record for the contract file. Offerors are not permitted to record or bring any recording devices (e.g. cameras, cell phones, audio recorders) into the building where the demonstration takes place.

1.2 Section L Excerpt

(Green highlights mark changes in Amendment 0003) L.4.2.1.5 Technology Demonstration The Technology Demonstration, which will include an introductory presentation, will be controlled by the PCO and will include Government support staff as determined by the

PCO.

At no point during the demonstration will discussions (IAW FAR 15.306(d)) be held.

Further details such as date, location, time and specific agenda for the Demonstration will be determined and disseminated after receipt of proposals.

All information necessary for the Technology Demonstration including required pre-staged reference/master data and general scenarios will be provided to each Offeror fourteen (14) calendar days in advance of its scheduled demonstration. All Offerors will be provided the same data and be allowed the same amount of time to prepare for demonstration.

Presenters/Demonstrators will be limited to five (5) personnel and must include at least one (1) of the Key Personnel / Key Positions proposed who is assigned to provide direct support to the ACWS contract.

All Offerors will be provided the same amount of time over three work days based on the schedule in Attachment 0026 for their demonstration, which shall include an introductory presentation. The format, content, and length of the presentation is at the discretion of the Offeror, but given the fixed time for demonstration, the length of the presentation will directly impact the length of the demonstration.

L.4.2.1.5.1 Technology Demonstration

The Offeror shall provide an introductory presentation to introduce its team and the content to be demonstrated. At least 1 of the “Key Personnel / Key Positions” proposed shall be the presenter during the introductory presentation. During the presentation, ALL present personnel shall be introduced.

The demonstration shall be of a preconfigured, FAR-compliant COTS-CWS product and/or components from either 1) an existing Federal user’s active implementation(s) in the native, web-based architecture, 2) an instance of the software and/or components hosted in a non-Federal government Cloud, or 3) software and/or components hosted locally on equipment brought by the offeror to the demonstration. This demonstration shall include verification of the proposed software solution, OOTB capability and a response to a Script/Scenario (provided upon arrival to demonstration site). Proposed usability features and built-in training/help functions shall be available at all stages of the demonstration. The Offeror’s response to the Script/Scenario will include at a minimum the following:

1. Requirements Development: Ability to receive a requirement in multiple formats (e.g., MS Word, MS Excel and Adobe).

2. Build Solicitation: Basic Contract Writing with the Uniform Contract Format;

Provide Training Aides / Help Tools; Select Clauses; Build SMARTFORMS and manage the data (e.g. DD Form 1423, SF30, SF33, SF1449); Assign CLIN Types (e.g., FFP, CPFF); Publish/Post an RFP; Publish/Post an amendment.

3. Source Selection: Capability to receive proposals in Offeror’s proposed solution and provide confirmation to Vendors; Enable user to assemble an Evaluation Package for review, create and execute a workflow and evaluate proposals and record ratings.

4. Award: Produce a Conformed Contract in Offeror’s proposed solution; Post notifications for award and notifications for unsuccessful offerors via Offeror’s proposed solution.

5. Contract Administration: Personalization by End User; Rapid adaptability (new data field in a report); Reorganization (DoDAAC Org & Workload changes);

Business Intelligence; Receive accepted invoices (manually or automated).

6. Contract Closeout: Record and process an Administrative closeout.

7. ACWS Solution Training: Demonstrate built in training aids/features within the context of the Script/Scenarios 1 – 6 above.

8. Government Personnel/Usability: Provide Government personnel the opportunity to use the Offeror’s proposed solution without assistance from the Offeror’s Demonstration Team unless specifically requested.

1.3 ACWS Demonstration Details

1.3.1 Timing

When the government has completed the Go/No Go decisions in accordance with the initial Gate criteria, it will conduct a random lottery process to determine the order in which all written proposals will be evaluated and live demonstrations will be conducted.

All Offerors that receive a “GO” at the initial Gate decision will be included in the lottery.

Written proposals and Technical Demonstrations will be conducted in the exact same order, however, the Government will have read and will be familiar with an Offeror’s written proposal before the Offeror begins the Technical Demonstration. As a result, written evaluations will begin several weeks before Technical Demonstrations.

1.3.2 Reference/Master Data

In accordance with Section L.4.2.1.5, “All information necessary for the Technology Demonstration including required pre-staged reference/master data and general scenarios will be provided to each Offeror fourteen (14) calendar days in advance of its scheduled demonstration.” This notification will be provided by e-mail from the Contracting Specialist to the Offeror’s contract POC as specified on SF30. This information is provided well in advance of the live demonstration to allow the Offeror the opportunity to enter into its software the relevant administrative data that supports the Technical Demonstration script.

The general scenario that the Government will provide in advance includes top level details about the Technology Demonstration i.e., whether it is a Contingency Operation, Weapon System, or other type of Procurement and the type of materiel to be procured.

The master reference data will include the following types of information. These are examples only and therefore do not represent a complete list of information that will be provided:

• Customer Organization Data – Unit Identification Code (UIC), the Department of Defense Address Code (DODAC), etc.

• Contracting Organization Data - Unit Identification Code (UIC), Department of Defense Address Code (DODAC), required Functional roles (Contracting Office Manager, Contracting officer, specialist, etc.), the type of materiel to be procured, and any relevant Contract Line Item Numbers (CLINs), Unit Supplemental Line Item Number (SLINs), and Exhibit Line Item Number (ELINS).

• Vendor Information – Vendor names, Cage Codes, Types of vendors, etc.

This Master/Reference data will set the stage for the script, which the Government will provide the Offeror on Day 1 of the Technical Demonstration.

1.3.3 Schedule

A detailed agenda of the Technology Demonstration is provided in Section 2.0 of this attachment.

The demonstration site will open at 07:00 on Day 1 of the Technical Demonstration. At that time the demonstration script will be available for the Offeror team’s review. The script will be a multi-part set of instructions that the Offeror shall follow to demonstrate how its product meets the ACWS requirements while executing the six core contracting functions. At that time the Offeror team may enter the building and begin to set up the required equipment.

Offerors are responsible for meeting their scheduled demonstration dates and for being ready to begin no later than 08:30 ET each day. The Government reserves the right to reschedule an Offeror’s demonstration at the discretion of the Contracting Officer if required to resolve unanticipated problems or delays encountered during the demonstration process.

1.3.4 Facilities

The introductory presentation and the demonstration will be conducted at a Government building with controlled access at Fort Belvoir, VA.

Offerors must adhere to the following security requirements in the building:

• Offerors are required to show identification to enter the building (Government-issued ID, driver’s license)

• Offerors are required to wear visitor badges that the Government will provide upon arrival

• While in the building, members of the Offeror team must be escorted by a government employee at all times.

• During Government-only discussions, Offerors will be escorted into a separate conference room.

The conference room where the Technology Demonstration will take place is divided into two parts by a flexible, accordion wall. The majority of Government evaluators will be located on the “Government Only” (left) side of the accordion wall. The Offeror will conduct the live demonstration from the right side of the conference room. Several Government representatives, including a Contracting Representative, will be present on the right side of the room with the Offeror team. The Offeror has the option of operating the demo computer from either the podium or from the table at the position closest to the podium, however, the speaker must be at the podium because the demonstration audio will be recorded from that point. The video from the Offeror’s laptop will be projected to a large flat screen television mounted on the front wall of the conference room. The video will also be projected onto a second flat screen television on the Government side of the conference room. A diagram of the demonstration conference room is provided below in Figure 1.

Figure 1: Technology Demonstration Site Diagram

1.3.5 Equipment

1.3.5.1 Government-Furnished Equipment

The Government will provide the following equipment in the demonstration conference room (right side):

• 1 x flat panel television:

‒ Approximately 50” Size, Resolution 1080p ‒ DVI input only (government will provide a DVI cable; Offeror must provide any

DVI-to-HDMI connector required to connect DVI cable to its laptop)

‒ Television will display the Offeror’s laptop screen ‒ 1 x podium with microphone ‒ Speakers mounted (in the ceiling) and connected to the microphone

• Internet access ‒ Comcast commercial internet ‒ Ethernet cable can be plugged into the router ‒ WIFI available (Government will provide a password) ‒ Upload/Download equal to average residential speeds

1.3.5.2 Offeror-Furnished Equipment

Offerors are responsible for the following equipment:

• Two (2) laptops: one primary and one alternate

• Laptop peripheral devices and cables to connect to one (1) DVI-equipped television Offerors are prohibited from bringing the following equipment into the demonstration site:

• Computer Monitors

• Projectors

• Projection Screens

• Recording Devices (Video or Audio)

• Cell Phones

• Paper Handouts of any kind (no paper content handed to the Government)

1.3.6 Demonstration Presenters

The presenter’s and demonstrator’s names shall be identified in writing in response to the 14-day notice. Total attendance, including the team of presenters, is limited to five

(5) personnel in the demonstration room at any one time from a personnel pool of 10 maximum personnel names submitted. All of the Offeror’s attendees shall have a defined purpose in the presentation or demonstration. Individual attendees may leave during the course of the scheduled time at Breaks or at Lunch, but the Offeror is not permitted to “substitute” any single-day attendee once the presentation has begun.

1.3.7 Introductory Presentation

Offerors shall provide an introductory presentation of the overall demonstration and the proposed solution. The introductory presentation will be limited to no more than 60 minutes. The intro presentation must not simply restate the information contained within the Proposal, but should clearly explain the planned demonstration content and ACWS Solution. The Government will not permit handouts of any type.

1.3.8 Technology Demonstration

On Day 3 of the demonstration, a Government Contracting Officer will be provided the opportunity to operate the Offeror’s computer/keyboard to conduct various exercises and scenarios using the Offeror’s software solution without the assistance of the Offeror presentation team (unless help is specifically requested). The Government Contracting Officer (user) will be operationally competent in the use of the Army’s current legacy contract writing systems and general office software products and will be experienced with the Army’s end-to-end contracting process, but will not be trained on or knowledgeable of the Offeror’s specialized software being demonstrated.

1.3.9 Coordinating Instructions

The Offeror shall assume that the Government attendees have copies of the written technical proposal, therefore additional printed materials are neither required nor permitted for the Technology Demonstration.

The demonstration shall not include staged videos and/or embedded simulations.

The demonstration shall not address the proposed cost/price details; however, qualitative reference may be made, such as indicating that a proposed solution alternative is more cost effective than another.

Offerors must clearly identify during the demonstration when they are using a locally installed instance of the solution (i.e., running of their computers internal hard drive) versus when they are using a centralized, web-based application.

1.3.10 Detailed Agenda

The agenda and daily schedule are provided below. On day one, the Offeror will have up to 90 minutes to set up and prepare for the demonstration. On days two and three, the Offeror will be provided up to 60 minutes to set up. After opening remarks by the Government, the Offeror will introduce those present. Within these parameters, the Offeror may schedule two (2) fifteen-minute breaks and a one (1) hour lunch at convenient and logical points throughout the demonstration. The lunch breaks shall be scheduled between the hours of 1100 to 1300. The breaks and lunch are mandatory.

In the event of a Government-caused delay, equal time consideration will be provided.

One Offeror demonstration will be scheduled per week. All times listed in this attachment are in a 24-hour format.

ACWS Technology Demonstration Agenda Day 0: Monday Government Only (Documentation Time) – No Offerors present Day 1: Tuesday

Intro Presentation & Demonstration (Offeror on Keyboard) 07:00 – Door Open, Arrival for Setup as needed, Detailed Script available 08:30 – All Offeror representatives present and ready to begin demonstration 08:30 – 08:45 Opening Remarks by Contracting Officer 08:45 – 09:45 Intro Presentation (60 minutes max) 09:50 – 10:00 Planned Break 10:00 – 12:00 Product Demonstration (Offeror on keyboard) 12:00 – 13:00 Lunch Break 13:00 – 13:30 Government Caucus in separate room / Offeror in demo room 13:30 – 16:00 Product Demonstration (Offeror on keyboard) 16:00 Remarks by Contracting Officer & Offeror Dismissed 16:30 Government Documentation Time

Day 2: Wednesday Demonstration Only (Offeror at Keyboard) 07:30 – Door Open, Arrival for Setup as needed (Offeror & Govt) 08:30 – All Offeror representatives present and ready to begin demonstration 08:30 – 12:00 Product Demonstration (Offeror on keyboard) 12:00 – 13:00 Lunch Break 13:00 – 13:30 Govt Caucus in separate room / Offeror in demo room 13:30 – 16:00 Product Demonstration (Offeror on keyboard) 16:00 Remarks by Contracting Officer & Offeror Dismissed 16:30 Govt Documentation Time Day 3: Thursday Demonstration Only (Offer on Keyboard) 07:30 – Door Open, Arrival for Setup as needed (Offeror & Govt) 08:30 – All Offeror representatives present and ready to begin demonstration 08:30 – 11:30 Product Demonstration (Offeror on Keyboard) 11:30 – 12:00 Government Caucus & Offeror Break 12:00 – 13:00 Lunch (Government on Key Board) 13:00 – Until Govt Script is Complete #8 Government Personnel/Usability Time NLT 16:30 Concluding Remarks by Contracting Officer & Offeror Dismissed 16:30 Government Documentation Time Day 0+: Friday Government Only (Documentation Time) – No Offerors present

AGENDA NOTE: Government will make accommodations for any unplanned schedule disruptions (e.g. fire drill). All Offerors will be given equal time.

2.0 Instructions to Access Fort Belvoir

2.1 Visitor Control

Visitors who wish to enter Fort Belvoir and do not have a Department of Defense identification card must use Tulley Gate between 5 a.m. - 9 p.m., Pence Gate from 9 p.m. – 5 a.m. Drivers must provide a valid state driver’s license, and all occupants must provide a photo ID.

At least one occupant of a vehicle must present valid DOD identification in order to access gates other than Tulley Gate.

Call the Visitor Center for information, at (703) 806-4892 or review the Fort Belvoir Access Control web page: http://www.belvoir.army.mil/allaccess.asp

2.2 Directions to Fort Belvoir

From Washington DC (1-95 South)

• If you are traveling south on 1-95, take the Fairfax Parkway/Backlick Road (286) exit 166 A.

• Take the Fairfax County Parkway to its end at U.S. Rt. 1 (Richmond Highway.)

• Turn left.

• At the first light, on the right, is the entrance for Tulley Gate on to Fort Belvoir.

• Tulley Gate is the main entrance to the post for visitors. All visitors without a Department of Defense ID card must use Tulley Gate and is open 0500-2100, 7 days a week. Visitors who wish to enter Fort Belvoir after 9 p.m. may use Pence Gate.

From Richmond (1-95 North)

• If you are traveling north on 1-95 North, take the Fort Belvoir Exit 161 B. (U.S. Rt.

1 -- Richmond Highway)

• You will travel five miles to Fort Belvoir.

• Continue through the light at the Fairfax County Parkway (286). At the next stop light, on the right side you will see the entrance for Tulley Gate, turn right.