I.B.10.__IT_Governance_Q A_Amended _27_June_16.pdf

W9124J-16-R ITGN

QUESTIONS AND ANSWERS

27 Jun 2016

Question

Page # Combined

Synopsis/Solicitation

Reference

Question Government Response

#1 N/A General The listed NAICS code for this solicitation is 541519 (“Other

Computer Related Services”);

however it seems 541611

(Administrative Management and General Management

Consulting Services) may be more appropriate for an IT

Governance solicitation. Would the Government consider changing the NAICS code to

541611?

No. The Government has conducted sufficient market research and determined

NAICS code 541519 to be appropriate for this requirement.

#2 N/A PWS 1.6.1. Is the Offeror expected to provide Quality Control Plan draft with the proposal? If so, is the Quality Control Plan expected to be as part of the 15 page Technical proposal response.

Yes. As outlined in PWS para 1.6.1 the Quality

Control Plan (QCP) shall be included in the proposal submission however the QCP is not a part of the proposal evaluation process.

No. Addendum to 52.212-1, Instructions to Offerors –

Commercial, Section C, Proposal Preparation

Instructions, has been amended. The QCP will be excluded from the 20 pages allowed for the Technical

Capability portion.

#3 N/A PWS 1.6.2. Will the Government provide the QASP so that we can develop the draft Quality

Control Plan that is expected to be submitted in the proposal?

No.

#4 N/A PWS 1.6.24. Are the resumes for the 2 key personnel (Business Systems

Analyst – Senior and

Intermediate) to be included within the 15 page Technical proposal response?

No. Addendum to 52.212-1, Instructions to Offerors –

Commercial, Sections C, Proposal Preparation

Instructions, has been updated. Resumes are excluded from the 20 page limitation of Part II-

Technical Capability

#5 N/A Technical Exhibit 2.

PWS

When is the Stakeholder

Requirements Meeting scheduled for?

The Stakeholder

Requirements meeting are scheduled every Thursday of each week.

#6 N/A PWS What is the execution order of the tasks listed in the PWS (i.e.

Tasks 5.1 – 5.6). Are they running sequentially or concurrently? Please clarify.

The tasks 5.1-5.6 run concurrently

#7 N/A General Are the following included within the 15 page restriction for the Technical Capability proposal: Table of Contents, Table of Figures, and Table of

Tables.

Yes. Addendum to 52.212-1, Instructions to Offerors –

Commercial, Sections C, Proposal Preparation

Instructions, has been amended. Page limits includes all appendices, charts, graphs, diagrams, tables, photographs, drawings, and other information provided in the proposal.

Page limit for Part II:

Technical Capability has been increased to 20 pages.

#8 N/A General Should the offerors put Reps and Certs within the Price

Proposal?

No. Addendum to 52.212-1, Instructions to Offerors –

Commercial, Sections C and

D have been amended to include Part I- General. As outlined, Offerors shall thoroughly complete all blocks of FAR Provision

52.121-3, Alt I and submit within the content of Part I-

General.

#9 N/A General For the above referenced solicitation, should the Part 1:

Technical Capability, Part II

Past Performance, and Part II

Past Performance be included in one volume or file or separated into three separate volumes or files?

No. As delineated in

Addendum to 52.212-1, Instructions to Offerors -

Commercial, Section C, the

Offerors proposal shall be organized and submitted in four (4) parts: Part I-

General, Part II – Technical

Capability, Part III- Past

Performance and Part IV-

Price.

When providing proposals to the Government via e-mail, there should be one

(1) e-mail submission with each part (1. General, 2.

Technical Capability, 3.

Past Performance, and 4.

Price) submitted as a separate file/document attachment.

#10 N/A General Is this a new acquisition or is there an existing contract/contractor performing these or similar services.

The previous contract

(W91QUZ-07-D-0004-D002)

expired in March 2016. The contractor for this previous effort was: NCI Information

Systems, Inc., 11730 Plaza

America Drive, Suite 700.

Cage Code: 0MX49

#11 N/A General Can you confirm that the requirement for resumes is by named individual resumes rather than representative resumes.

The requirement for resumes is by named individual. As delineated in the Addendum to 52.212-2, Evaluation –

Commercial Item, Subfactor

2: Staffing Approach, the

Offeror must provide a proposed Staffing Plan (e.g.

skill mix, personnel experience or qualifications and their personnel availability) to include resumes. As such, the proposal shall clearly demonstrate the required knowledge, years of experience, and certifications.

#12 N/A General 52.212-2 EVALUATION--

COMMERCIAL ITEMS (OCT

2014), Subfactor 2: Staffing

Approach, item ii states, “The

Offeror must provide a proposed Staffing Plan (e.g.

skill mix, personnel experience or qualifications and their personnel availability) to include resumes. As such, the proposal shall clearly demonstrate the required knowledge, years of experience, and certifications below:”

Is the offeror required to provide a complete listing the entire staff along with resumes that they feel is required perform the work of this effort or just the two Business

Systems Analyst positions listed in the table?

Yes. As delineated in the

Addendum to 52.212-2, Evaluation –Commercial

Item, the Offeror must provide a proposed Staffing

Plan (e.g. skill mix, personnel experience or qualifications and their personnel availability) to include resumes of key personnel. As such, the proposal shall clearly demonstrate the required knowledge, years of experience, and certifications

#13 N/A PWS Attachment III What annual FTE hours should the Offeror base pricing?

Labor hours for one FTE is

960 hours for the 6 month period of performance.

#14 N/A PWS Attachment III Will the Government provide a pricing excel sheet or should the Offer develop one based on the PWS CLINS?

Yes, The Combined

Synopsis/Solicitation has been amended to include

Attachment 04 – IT

Governance Pricing

Worksheet

#15 N/A General Is this an existing contract or a new contract?

See Government Response to

Question #10.

#16 N/A General If this is an existing contract, what is the current staffing level?

The historic LOE was two

(2) Full Time (1920 hours)

FTEs: Business Systems

Analyst (Senior) and

Business Systems Analyst

(Intermediate).

#17 N/A General If this is an existing contract, what is the current level of effort in hours?

See Government Response to

Question #13 & #16.

#18 N/A General The solicitation indicated the work location is Pentagon

Room 5B118-3. Do personnel assigned to this contract need a security clearance? If so, at what level.

No. As outlined in PWS para. 1.6.7.1, this is an unclassified contract. There are no requirements for

Contractor personnel to have routine access to classified

Government information in the performance of this contract effort.

#19 N/A PWS para 1.6.1. The initial QCP shall be included in the proposal submission." Question: Is the

QCP considered part of the

Technical Proposal and must be included within the 15 page limit? Or, is it a separate document with additional pages allowed?

See Government Response to

Question #2

#20 N/A PWS para 1.6.8. Please clarify, is a Secret clearance required or is a background investigation sufficient?

See Government Response to

Question #18

#21 N/A PWS para 5.1.1.1. PWS para 5.1.1.1 refers to the

"OACSIM Enterprise

Governance Framework".

Please provide a copy of or a link to this document

In summary, the governance framework in this solicitation encompasses the governance processes used for managing the IT systems that support the Installation Management, Energy, and Environment business functions of the

Army in support of the

Army’s Business Mission

Area and ultimately the

Defense Department, as well as for the governance processes used for managing

IT systems that directly support the OACSIM business functions. In most cases the two are intertwined but not in all cases thus require processes occurring at different levels. See

Attachment.

#22 N/A PWS para 5.1.2.2., 5.1.2.3., and 5.1.2.4.

PWS paras 5.1.2.2, 5.1.2.3 and

5.1.2.4 refer to stakeholder requirements. Are these requirements for information technology (IT) systems that support OACSIM and IMCOM

(such as those maintained by

PEO-EIS); are they requirements the governance process, or both?

Yes, the requirements are the capabilities that our stakeholders need in their supporting IT systems. For this solicitation, requirements are not just for supporting

OACSIM systems; they also include requirements for systems supporting the mission of the Installations, Energy, and Environment

Domain. The governance process is used to ensure the

IT systems actually supports the business with capabilities they need. The requirements are not for the governance process.

#23 N/A PWS para 5.5.1. PWS para 5.5.1 states, "...dictated by the

ACSIM/INCOM split and reorganization." Please more information be provided on the reorganization and the relationship between ACSIM and INSCOM.

The ACSIM/IMCOM split refers to the Assistant Chief of Staff for Installation

Management (ACSIM) himself. He was formerly dual hatted as the ACSIM

AND the Installation

Management Commander.

During the transition to create two positions instead of one dual hatted position the entire organization went through a series of meetings and surveys to redesign how the OACSIM would work more efficiently. These changes have not been updated in our current roles and responsibilities.

And there is no relationship between ACSIM and

INSCOM.

#24 N/A PWS Section 5.3.1. Please describe the Army

Performance Management

Logical Model

Performance Management dashboards which are currently being used or may need to be developed.

Working toward a common operating picture (COP) dashboard for one stop look at all OACSIM areas of performance.

#25 N/A PWS Section 5.3.1 Please describe the IT

Governance Decision

Framework

The framework is used to ensure the IT strategy is aligned with the business strategy and that investments made for IT systems result in capabilities that are achieving the goals and providing measurable results. The framework consists of several processes and decision points to ensure the

OACSIM is making the right investment and policy decisions at the right levels.

See Attachment 5 – IT

Governance Framework.

#26 N/A Attachment 3, Section C

Can graphics and figures be font size 8?

No. As delineated in

Addendum to 52.212-1, Instructions to Offerors

- Commercial, Section

C, Text shall be a minimum font size 10 and be easily readable.

#27 N/A Attachment 3, Section C

Are the table of contents, list of tables and figures, acronym lists, compliance matrix, tabs, proposal covers and cover letter excluded from page count restrictions?

See Government Response to

Question #7

#28 N/A Attachment 3, Section C, Proposal

Preparation

Instructions

The due date for the questions uses noon Central Time and the due date for the proposal submission uses noon Eastern

Time. Please confirm that the due date is noon Central Time on July 27th.

Addendum to 52.212-1, Instructions to Offerors has been amended to reflect

12:00

P.M. (noon) (Central

Daylight Time), Tuesday, 5 July 2016.

#29 N/A Attachment 3, Section C, Proposal

Preparation

Instructions

Do you expect 1 document that includes all sections including price? Or do you expect

Technical and Staffing

Approach in 1 volume and

Pricing in a separate Volume, meaning 2 separate electronic documents for technical and pricing?

See Government Response to

Question #9

#30 N/A Attachment 3, Section D, Proposal

Content Part II

In Part II Past Performance, it says “Past performance of the prime firm and any key subcontractor (if utilized) on any recent and relevant contracts will be determined from the Past Performance

Information Retrieval System

(PPIRS) and other sources as needed. PPIRS will be queried for all prime firms to assess performance risk.”

What if the prime and key subcontractor do have relevant past performance, however they are not in the PPIRS system?

As delineated in Addendum to 52.212-1, Instructions to

Offerors - Commercial, Section D, Part III –Past

Performance, The firm shall provide a maximum of three example projects performed by either the prime firm or key subcontractor (if utilized) demonstrating recent and relevant experience.

Relevant experience is defined as similar in size, scope and complexity to the services identified herein.

Recent experience is experience within the last three (3) years from the date of this announcement. More recent past performance shall be considered more advantageous. Past performance of the prime firm and any key subcontractor (if utilized) on any recent and relevant contracts will be determined from the Past Performance

Information Retrieval System

(PPIRS) and other sources as needed. PPIRS will be queried for all prime firms to assess performance risk.

In the case of an Offeror without a record of relevant past performance or from whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable” for the purposes of this evaluation.

#31 N/A Attachment 3, Section D, Subfactor

2 Staffing Approach

Are resumes excluded from the page count restrictions? If so, is there a page limit for resumes?

Question #4.

#32 N/A Attachment 3, Section D, Subfactor

2 Staffing Approach

Can other labor categories be used in addition to the categories identified in the RFP

(Business Systems Analyst -

Senior and Business Systems

Analyst - Intermediate) in the offeror provided staffing plan?

The Government will not dictate the Offerors Staffing

Approach. See Government

Response to Question #12

#33 N/A Attachment 3, Section D, Subfactor

2 Staffing Approach

Are resumes only required of the key personnel in the

Business Systems Analyst -

Senior and Business Systems

Analyst - Intermediate categories proposed by the offeror or are resumes required for all personnel proposed by the offeror?

See Government Response to

Question #12.

#34 N/A Attachment 3, Section D, Subfactor

2 Staffing Approach

What are the labor hours by labor category currently being performed by the incumbent contractor?

See Government Response to

Question #16.

#35 Page 1 PWS In the first paragraph, it says

"The Government shall not exercise any supervision or control over the contract service providers performing the services herein." Who does the contractor report to on deliverables?

A Contracting Officer

Representative (COR) will be appointed to oversee the timely completion and submission of all deliverables. The

Government, however, will not provide any direct supervision to contractor personnel. Contractor personnel will be supervised by the Contractor.

#36 Page 16-

PWS Part 5 Are there any new task area requirements in the PWS that the current incumbent is not performing?

This is a contract recompete therefore the tasks are not being compared to the previous contract.

#37 Page 16-

PWS Part 5 Please specify any new task requirements that have been added to the RFP PWS

See Government Response to

Question #36.

#38 Page 16-

PWS Part 5 Please provide the level of effort by hours and by labor category for any new task requirements that have been added to the RFP PWS

See Government Response to

Question #36.

#39 Page 17 PWS, Part 5 The PWS say, "The Contractor shall assist the Government by providing recommendations for improvements to the IT

Governance Microsoft

SharePoint sites." From a scale of 1-10 (10 being very mature) how mature is the IT

Governance for Sharepoint?

Currently at a 5

#40 Page 17 PWS, Part 5 What version of SharePoint is in use?

SharePoint 2010

#41 Page 17 PWS, Part 5 Are there any plans in place to upgrade and/or migrate

SharePoint?

In the near future, the

Government will move to the latest version but not during the period of performance of this contract.

#42 Page 17 PWS, Part 5 How many users access these

SharePoint sites that support IT

Governance?

Currently the SharePoint sites support the OACSIM

Population of around 350 personnel, though we are actively looking to migrate our support to the IE&E

Domain which will then open some our sites to over 20

Army Commands that have investments in the Domain.

This contract seeks support to maintain the contents of and develop workflows for the governance process within a sharepoint environment. This contract does not seek support to be a system administer of a sharepoint server or maintain user accounts.

#43 N/A Attachment 3, Section D, Proposal

Content

Section D: Proposal Content of the solicitation requires submission of prices for “each

Contract Line Item (CLIN), and in format, as identified in

Attachment 2, CLIN schedule.”

That attachment is 10 pages long; however, in ‘Section C:

Proposal Preparation

Instructions,’ there is a 2-page limit for the Price Volume.

Please clarify what is required in the 2-page Price Volume and whether the CLIN schedule is outside of this 2-page limitation.

Question #14

#44 Page 1 PWS, Para 1.3 Objectives. The contractor shall support the OACSIM compliance with the Clinger-

Cohen Act and the Government

Performance and Results Act

(GPRA) and Department of

Defense Directive 8000.01 and

Army CIO/G6 Global Network

Enterprise Construct (GNEC)

Strategy requirements to establish enterprise governance framework:

Does this group have a plan in place for FITARA implementation? If yes, have they started implementation? If not, would it become part of the scope of work?

No, we do not have a plan in place to specifically address

FITARA. We do not anticipate a requirement to modify our framework to address FITARA outside of modifications in response to the Army wide Information

Technology Management

Reforms (ITMR) being implemented.

#45 Page 1 PWS Para 1.3. Link IT investments to organizational accomplishments.

How mature is the SDLC process? Does the program have the tools in place that allows for this type of linkage or would it be completed manually?

SDLC process maturity levels vary. Each program follows a different process.

Gauging successful investments in IT to accomplishing the goals of the organization is currently a manual process.

#46 Page 1 PWS Para 1.3. Eliminate outdated modes of operation and enable governance process improvement:

Is there a workflow in place for this process? How mature is the Evaluation process?

This is part of the review of the OACSIM I&T governance decision framework. We constantly ensure that our framework is aligned with other Army frameworks that we feed into to ensure the decisions are being made with the right people on the right levels.

The decision framework is a living document and has been for over ten years.

There is no other documented evaluation process at this time.

#47 Page 16 PWS Para 5.1.1. Business Case Analysis: The

Contactor shall assist with the development of two (2)

Courses of Action (COAs) that identifies alternatives and presents business, economic, risk, and technical arguments to assist the Government in an alternative to achieve organizational goals. The

Contractor shall assist the

Government with defining methodologies and processes necessary to align business procedures with OACSIM I&T

Directorate strategic goals in

COAs. These COAs will be developed and delivered to the

Government within 45 business days of contract award.

Just to clarify, does the government want two COAs for implementing the best

Business Process Management approach at OACISM? If not, what are the COAs for specifically?

Yes. The Government wants two (2) COAs for implementing the best

Business Process

Management approach at

OACSIM.

#48 Page 16 PWS Para 5.1.1.2. Governance Board Charters:

The Contractor shall assist the Government with the development of any new, and maintain existing governance board charters. The charters will use U.S. Army’s best practices IAW Army

Regulations AR 25-1, AR-

25-2, and AR 25-50 permitting the Governance

Board to act with authority and define roles, responsibilities and area of responsibility. Updates are due quarterly by the 1st business day of the first month of each quarter.

Does OACSIM have a current governance board? If so, what is the structure?

Yes, OACSIM I&T has a number of forums that are reflected in the attached

Governance Decision

Framework power point document.

#49 Pages

16-17

PWS Para 5.1.2. and

5.1.2.2.

Functional Requirements

Decomposition: The Contractor shall assist the Government with support to the monthly

OACSIM I&T Directorate

Stakeholders meeting. Support shall include drafting of

Stakeholder Requirements

Notification memo. The draft

Stakeholders Requirements

Notification memo shall be ready for Government review two (2) business days after stakeholder requirements meeting.

The Contractor shall assist the

Government with identifying, gathering and analyzing

Stakeholder requirements. The

Contractor shall assist with eliciting stakeholder requirements, expectations, and constraints during meetings.

The Contractor shall develop a draft after action report (AAR) containing a recommended list of action items for Government review one (1) business day after meeting. The Contractor shall track all AAR action items and provide weekly status until all items per event are resolved.

What are the functional requirements for specifically?

The functional requirements are the desired business capabilities and outcomes that are then translated into technical specifications for the OACSIM and IE&E

Domain business systems that support the Business

Mission Area.

#50 Page 17 PWS Para 5.2.2. The Contractor shall assist the

Government with maintaining the IT Governance Microsoft

SharePoint sites. The

Contractors shall identify all work flow change requirements via a monthly work flow change identification report.

The monthly work flow change identification report is due by the last business day of each month.

Yes. The workflows are already established. There are several workflows/dashboards already developed using

Excel. Preliminary SOP’s were developed by previous team for the workflows/dashboards.

Would need expertise in manipulating, maintaining, and developing further enhancements to Excel.

Are the workflows already established or something the contractor would need to establish?

Require expertise to move from unreliable Excel based dashboards to SharePoint based outputs.

#51 Page 17 PWS Para 5.3. Performance

Benchmarking/Performance

Measurements: The Contractor shall provide a recommended approach to the Government for measuring and reporting the impact of IT Services using the

Strategic Management System

(SMS). Benchmarking measurements shall be due monthly by the 5th business day of each month.

Is there an IT Service Model in place or in process? Or does one need to be developed?

No. An IT Service model is not in place and one would have to be developed. Army can provide training on SMS at no cost if needed.

#52 Page 12 Solicitation 52.212-2 Five (5) years technical experience in IT Audit, IT

Compliance or IT Security and five (5) years of documented work history/experience in IT

Governance and Performance

Management

Five (5) years technical experience IT Audit, IT

Compliance or IT Security and three (3) years of documented work history/experience in IT

Governance and Performance

Management

Both labor categories identify

Audit and Security specifically as part of the minimum experience, however there are not specific IT Audit, Compliance, and Security items within the Specific

Tasks. While there are audit and compliance related activities, these do not appear to be highly technical in execution. Can you please clarify the labor categories against the Specific Tasks?

OACSIM has found that persons who possess a solid technical understanding of IT auditing and security compliance are more effectively able to evaluate various technical alternatives and develop functional requirements to ensure the IT that will support the

Installation Management business missions will actually perform as desired.

Each of the specific tasks requires a similarly sound foundation of technical expertise coupled with an understanding of the business in order to validate that the investments made in IT will meet/are meeting expectations and that the

Army is measuring the correct benchmarks. In the previous contract the senior analyst and the intermediate analyst skills and experiences complemented each other.