# Presentation: 946116

## ITOP II Industry Day

**March 24, 2004**
**Hosted by Department of Transportation and General Services Administration**

## Agenda

- Welcome and Opening Remarks
- Introduction of GSA & DoT Staff
- Background on ITOPII Transfer
- FTS and FSS Roles and Responsibilities
- Points of Contact Questions
- Contractual Questions
- Financial Questions
- Fee Questions
- General Questions
- A Look into the Future
- Open Questions and Answer Forum

## Introductions 

- _DoT_
- Mark Welch, Office of Acquisition
- Ollie Allen, Project Manager
- Bill Clark, Director of Acquisition
- Elena DeLeon, Acquisition
- Lisa Ellis, Acquisition
- Millicent Hawkins, Client Support
- Kathy Jones, Acquisition
- Pat McLaughlin, Financial Mgmt
- John Schwarz, Business Mgr
- Lana Thompson, Financial Mgmt

- _GSA/FSS_
- Tina Burnette, Office of Commercial Acquisition
- Sherrie Householder, Pac Rim GWAC Center
- Irv Koehler, FSS Finance
- Patricia Oliver, Pacific Rim GWAC Center
- _GSA/FTS_
- Stacy Riggs, ITS Bus Mgr
- Lisa Akers, FEDSIM Director
- Steve Kempf, DoD CSD
- Althea Kireilis, FEDSIM Acqu Director
- Karen Kopf, Army CSD
- Vicki Lillicrapp, Navy and Civ Sector II CSD
- Bobby McKenzie, AF CSD
- Steve Viar, Civ Sector I CSD

## Background on ITOP II Transfer

- ITOP II Executive Agent Status expired April 2002
- DOT ceased ITOP II fee-for-service parent organization – December 2002
- Commenced communications with GSA – Summer 2003
- Letter of Intent to transfer ITOP II – February 2004
- MOU – Spring 2004
- Executive Agent Status – Spring 2004

## FSS’ Role

- Support MOU between DOT and GSA
- Renew Executive Agent Authority for GWAC
- Support Contract Transfer
- Administer Master Contract
- Delegations
- Ordering Procedures
- Novations

## FTS’ Role

- FEDSIM will meet with clients and industry regarding transfer of existing ITOP Task Orders (TOs)  that DoT awarded on behalf of clients
- Support Assisted Services Task Orders (Contract Administration, Financial Management, Project Management)
- FTS Business Units throughout country can provide IT acquisition support for new ITOPII TOs.

## FTS/FEDSIM Background

**   **
- Operational for over 30 years
- 122 IT Professionals
- 30 Acquisition Professionals
- Over 1,800 years combined experience
- 48% of Associates have Masters Degrees
- 95% of Acquisition Professionals meet CCA requirements
- 75% of Project Managers in Professional Project Management Certification Track
- $1.5 Billion in contracts managed yearly

## FEDSIM Services

**What services does FEDSIM provide?**
- Acquisition Support to develop, evaluate, negotiate, award and administer Task Orders
- Act as Contracting Officer’s Representative
- Manage Milestones, Schedules, Costs
- Perform Problem Resolution
- Monitor Performance/Participate on Award Fee boards
- Chair Progress Reviews
- Overall Risk Management
- Manage Project Funding and Report to Customer (if reimbursable funding)
- Accept Invoices, Prepare Receiving Reports and Pay Industry Partners (If reimbursable funding)

## Points of Contact Questions

**Who will be primary points of contact - ITOPII people or CSD or PM or CO assigned?**
- FSS CO for ITOPII Master Contract is Patricia Oliver.
- ITOP Personnel will be integrated into FEDSIM and will eventually work on more than just ITOPII task orders.  They will be available to ensure smooth transition of your TOs.
- FEDSIM PM/CORs are Clients’ main point of contact regarding client requirements, contractor performance, invoice handling, technical matters and interface with Acquisition on assisted-service task orders.  Acquisition is heavily involved in initial acquisition and during periods of acquisition activity.
- FEDSIM CSD is responsible for client satisfaction on assisted-service task orders.  FEDSIM Operations Managers are responsible for day-to-day operations.

## Points of Contact Questions

**What is happening to ITOP Personnel?**
- Ollie Allen will be joining FEDSIM AF CSD.
- Bill Clark will be going to FSS Policy and Training.
- Elena DeLeon will be going to FTS SmartBuy Office.
- Lisa Ellis will be joining FEDSIM Acquisition.
- Millicent Hawkins will be working on ITOPII financial transfer and then join FEDSIM.
- Kathy Jones will be joining FEDSIM Acquisition.
- Pat McLaughlin will be working on ITOPII financial transfer and then join FTS Finance.
- John Schwarz will be going to FTS SmartBuy Office.
- Lana Thompson will be working on ITOPII financial transfer and then join FEDSIM.

## Points of Contact Questions

**Will we have single CO handling their task orders?**
- 	**Yes,** though that CO will be supporting additional clients.

## Contractual Questions

**Will ITOP II now be available to all Federal agencies? **
- Yes, once ITOPII receives approval by OMB for the Executive Agent Designation.  GSA and DOT have met with OMB to request this.
**Will the ITOP II contract under GSA still have the same period of performance?**
-      Yes.  The contract expires January 2006.

## Contractual Questions

**Are new task orders still capped at a five-year period of performance?**
- 	Yes
**Can five year task orders be issued until ITOP II expires in January 2006?**
- 	Yes
**Will there be any effect on the period of performance for existing tasks?**
- No, all Task Orders will continue through PoP if desired by client.

## Contractual Questions

**Will 8(a) contract awardees maintain their designation, providing customers with 8(a) credit for task awards?**
- 	Yes
**Will small business and 8(a) set-asides still be allowed under the contract?**
- 	Yes.
**Will directed (sole source) task orders up to $3M per year still be available for 8(a) contractors?**
- 	Yes.

## Financial Questions

**How will the invoicing process change?**
- Invoices will continue to be sent to DOT up until the time that the TO is modified or the end of FY04.  For TOs awarded with Direct Cite and Delegated Contracting Authority, industry invoices will continue being sent to the client.

## Financial Questions

**If new funds, will client send to DOT or GSA?  if so, when?**
- Once notification is sent that transfer of ITOPII program has occurred, all new funds for modifications should be sent to FEDSIM.   Funds for new TOs may be sent to other FTS Business units.
**How will invoice and deliverable be approved?**
- FTS will review invoices and deliverables to ensure they are consistent with Contract and TO.  Our PMs/CORs will talk with client to ensure invoices reflect appropriate level of effort and deliverables are technically correct.

## Financial Questions

**Will GSA be able to support direct cite?**
- We are conferring with general counsel on whether we can continue Direct Cite (GSA award and cite client funds) on 13 task orders under ITOP II.  Issue is Procurement Authority to cite other agencies’ funds.  We may need a high level letter from client agency delegating the authority to cite client funds on our contract obligation. Assisted Services or DCA are alternative.
**What is the funding process if not direct cite?**
- Client send FTS funding, FTS does unilateral mod if incremental funding or FTS requests contractor proposal, FTS award mod/TO, FTS pays contractor invoices, FTS bills client funding documents.

## Fee Questions

**Current Service Fees with DoT**
**Direct Cite 2.5%** ($3K min on initial awards; $1K min on mods; $350K/year max on awards and mods)
**Assisted Services 3.5%** (2.5% for Acq plus 1% for Payment processing)
- ($3K min on initial awards; $1K min on mods; $350K/year max on awards and mods plus 1% if DoT handled payment processing $127K separate max)
**Delegated Contracting Authority** **1%** (also called Industrial Funding Fee/Access Fee)

## Fee Questions

**Will FEDSIM honor our current service fee with DOT?  **
**Yes**, **FEDSIM will honor clients; service fee arrangement with DoT** over the life of the task order with **one significant change –** **the capped agreements of $350K max/year will only be honored on a case-by-case basis** since there will be no cap on the Industrial Funding Fee/Access Fee (0.75%) paid directly to GSA/FSS on modifications and new task orders.

## Fee Questions

**Will Delegated Contracting Authority (Industrial Funded Fee/Access Fee) remain 1%?**
- 	FSS plans to drop the Industrial Funded Fee to **0.75%** for all modification of existing orders and all new orders, including GSA/FTS awarded task orders.  The Industrial Funded Fee is the fee to access the contract vehicle and covers the cost of administering the master contracts.  It will be collected by Contractor and paid directly to GSA/FSS by Contractor.

## Fee Questions

**If the FEDSIM hourly model is more advantageous, can clients convert to that cost model?**
**Yes,** clients can convert if they prefer to use hourly cost model.
- Our normal fee structure is an hourly charge based on FEDSIM Personnel grade and a transaction fee of 0.5% (with a cap of $100K/txn) to handle payment processing.

## General Questions

**Will one-on-one meetings be scheduled with us?**
- Yes for Assisted Services TOs.  The FEDSIM Client Support Directors (CSDs) for agency/branch will contact the client to set up a meeting in the next few weeks to discuss your individual project.  FEDSIM CSDs will also set up meeting with Industry Partner.

## General Questions

**How will GSA market the ITOP II contract versus other GSA contracts? What will be the relationship between ITOP II and other GSA GWACs?**
- GSA is committed to marketing ITOPII.  DOT continues to receive calls from clients interested in using the GWAC.  FTS will consider ITOPII along with other GWACs when proposing solutions to clients.

## General Questions

**Is April 4th firm date for transfer?**
- 	April 4th is our target date but it may take a couple extra weeks for smooth transition of personnel and contract files as well as coordination with OMB.
**How will you let us know when transfer date is formalized?**
- 	DOT and GSA will send e-mail notification to industry POCs for DCA and Assisted Services orders.

## General Questions

**Will the ITOP secure web site still be used for task order request for proposal distribution and contract information?  If not, where should vendors look for the information?**
- No.  TOS will be used for FEDSIM.  ITSS will be used for regional Business Units.  GSA Preferred (formerly named 3GS) will be deployed for all IT Solutions Business Units (FEDSIM, IBS, CISS, Regional IT Solutions) starting in May 2003 and finishing in Fall 2003; Once deployed, GSA Preferred will be the system for Task Order Requests, Proposal Distribution, Award, Administration, Invoice, Deliverable library for all acquisitions completed by IT Solutions.
- The links to the TOS and ITSS websites as well as registration instructions will be e-mailed to all Prime Contractors.

## A Look toward the Future

- New Task Orders
- _Follow-on for ITOPII_
- Decision to recompete ITOPII has not been made but consideration of redundancy and overlap of contract vehicles is still of concern to GSA. The GSA Contract Vehicle Review Board believe the transfer of the ITOPII GWAC to GSA makes sense given the investment by Government and Industry to award/win the ITOPII GWAC and the demand for this Contract Vehicle.

## 

Other Questions?

- Other Questions?

## GSA POCs

- Tina Burnette (703) 305-7933
- Deputy AC, FSS’ Office of Commercial Acquisition
- Tina.burnette@gsa.gov
- Sherrie Householder (858) 537-2210
- Director, FSS’ Pacific Rim GWAC Center
- Sherrie.householder@gsa.gov
- Patricia Oliver (858) 530-3174
- PCO ITOPII Contract, FSS’ Pacific Rim GWAC Center
- patricia.oliver@gsa.gov
- Lisa Akers (703) 306-7620
- Director, FTS’ FEDSIM
- Lisa.akers@gsa.gov
- Althea Kireilis (703) 306-7608
- Director, FTS’ FEDSIM Acquisition
- Althea.kireilis@gsa.gov
- Stacy Barley Riggs (703) 306-7503
- Business Manager, FTS’ IT Solutions
- stacy.riggs@gsa.gov
- NOTE:  Contact information for FEDSIM Client Support Directors is included in packet..
- Contact information for other FTS Business Units is included in packet.
*GWAC Center, Pacific Rim website:  http://www.gsa.gov/itop2*
*            **FEDSIM Website:  http://www.gsa.gov/fedsim*