# Presentation: 180016

## NASA Johnson Space Center
Pre-Proposal Conference 

Process Improvements and Project Services (PIPS)

October 14, 2008

- Pre-Proposal Conference
- Process Improvements and Project Services (PIPS)
- October 14, 2008

## Welcome and Introduction

- Rob Kolb	Contracting Officer
- Miyoshi Thompson	Contract Specialist
- Cathy Kramer	SEC Chairman
- Cordelia Foster	Contracting Officer’s Technical Representative
- David Loyd	Chief, Safety & Test Operations Division
- Rosa Arevalo	Cost/Price Analyst

## Agenda

- Opening Remarks – JSC Procurement
- General Information/Overview/Points of Contact – Robert Kolb
- Handling Preproposal Conference Questions – Robert Kolb
- Request For Proposal (RFP) Highlights/Schedule – Miyoshi Thompson
- Project Services – Cathy Kramer
- Process Improvements – Cordelia Foster
- Safety and Health – David Loyd
- Cost Proposal – Rosa Arevalo
- Closing Remarks – Robert Kolb

## General Information

**Restrooms can be found in the hallway outside this conference room.**
**Fire exits are at the front of the conference room and at the rear of the room.  Proceed down stairs and follow the exit signs out the door.**
**In the event of a fire, you must move at least 75ft. away from the building.**

## Opening Remarks

- JSC Procurement Office

## Overview

- The purpose of the Pre-Proposal Conference is to provide industry with insight into aspects of the RFP.
- These slides are _not_ to be interpreted as a comprehensive description of all requirements of the solicitation.
- The Pre-Proposal Conference Sign-in Sheet and Charts presented today will be posted on the web within 2 working days.
- If you do not want your information posted to the acquisition website, please mark the box on the sign-in sheet.
- To the extent there are any inconsistencies between this briefing and the contract solicitation, the contract solicitation governs.
- The NASA Acquisition Internet Service (NAIS) website is considered the official website. In the event of a discrepancy between NAIS and the Process Improvements and Project Services (PIPs) website, the NAIS website will govern.

## Points of Contact

**	**
**Contracting Officer: Rob Kolb**
- E-mail address:  robert.kolb-1@nasa.gov
- Phone:  281.244.1601 (Source Evaluation Committee Facility)
**Contract Specialist: Miyoshi Thompson**
- Email address:  miyoshi.thompson-1@nasa.gov
- Phone: 281.244.1601 (SEC Facility)

## Points of Contact

- 		**Installation Ombudsman****:**
- Lucy Kranz
- Associate Director - Management
- _Address/Phone:_
- Lyndon B. Johnson Space Center
- Mail Code: AC
- 2101 NASA Parkway
- Houston, TX 77058
- Phone:  281-483-0490
- Fax:  281-483-2200
- 	Ombudsman (NFS 1852.215-84)**:**  “...before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution ... If resolution cannot be made by the contracting officer, interested parties may contact the installation ombudsman ...”

## Questions

- Questions can be asked during this conference, however any response to verbal questions during the conference shall _not_ be construed as an official answer.
- After the conference, interested parties may submit additional anonymous questions or comments via the PIPs website at:
- 	_http://procurement.jsc.nasa.gov/pipsc/default.asp_
- Responses to written questions received at the website by the Contracting Officer or Contract Specialist will be published on the website.  These answers are considered “official” answers.
- Official answers to written questions received by the Contracting Officer will be published in a modification to the synopsis.

## RFP Highlights

- It is the Offeror’s responsibility to monitor the NAIS website _http://procurement.nasa.gov_ and the Process Improvements and Project Services website _http://procurement.jsc.nasa.gov/pipsc/default.asp_ for the most current information.
- Contract Type:   Cost Plus Fixed Fee (CPFF)
- Contract will be an IDIQ contract with CPFF task orders
- Method of Competition: 8(a) set-aside competition.
- NAICS Code: 541513 – Title: Other Computer Related Services
- 				 Size Standard: $23M
- Period of Performance:
- Three-year base period of performance.
- One 2-year option.

## RFP Highlights

_**Read the solicitation very carefully:**_
- There are numerous clauses and provisions that have been incorporated via full text or by reference throughout the document.
- Clauses incorporated by reference have the same force and effect as if they were included in their full text.
**RFP contains several blanks that require fill-in by the offeror**.  If information is not applicable, offeror should insert N/A.
- Section J includes important documents, exhibits, and other attachments.
- Section K must be properly completed and returned with offer.
- Section L provides the offeror with instructions, conditions, and notices essential to submission of a responsive proposal. The instructions in this part of Section L are directly related to the evaluation factors set forth in Section M.
- Section M describes the evaluation factors that the Government will use to make selection for award.
*****   The discussion of clauses contained in these charts is intended to be at a highlight or summary level. Offerors must ensure they read the RFP clauses in their entirety and comply with all of the requirements of the clauses contained in the RFP.***

## RFP Highlights

**Miyoshi Thompson**
- Contract Specialist

## RFP Highlights – Uniform Contract

- Section A:	Solicitation/Contract Form
- Section B:	Supplies or Services and Prices/Costs
- Section C:	Description/Specifications/Statement of Work
- Section D:	Packaging and Marking
- Section E:	Inspection and Acceptance
- Section F:	Deliveries or Performance
- Section G:	Contract Administration Data
- Section H:	Special Contract Requirements
- Section I:	Contract Clauses
- Section J:	List of Attachments
- Section K:	Representations, Certifications and Other Statements 		of Offerors
- Section L:	Instructions, Conditions, and Notices to Offerors or 			Respondents
- Section M:	Evaluation Factors for Award

## RFP Highlights – Section B

**B.2   **_**Estimated Cost and Fixed Fee**_
- This clause will be a summation of the actual task orders issued under the contract. This clause ties directly to Attachment J-7 Task Order Placement. Attachment J-7 will show the estimated cost and fixed fee of _each_ task order issued under the contract. Attachment J-7 will be updated periodically throughout contract performance. Clause B.2 will reflect the _total_ estimated cost and fixed fee of _all_ the task orders issued.
**B.3   **_**Minimum and Maximum Cost Plus Fixed Fee/Indefinite Delivery,Indefinite Quantity**_
- This clause sets forth the total not-to-exceed (NTE) value of the contract including cost and fee. The NTE value is _$18,000,000_. The minimum guaranteed value of work to be ordered under this contract is _$50,000_. The “contract value” is determined by the summation of task orders issued under the contract.  The summation of individual task orders issued can be found in attachment J-7.
**B.4   **_**Contract Funding**_
- Contract funding will be at the contract level. The contract will be incrementally funded. When a funding modification is issued this clause will reflect the total amount of obligated funds for cost and the total amount obligated for payment of fee.

## RFP Highlights – Section B 

**B.5   **_**Labor and indirect Rate Tables**_** (Fully Burdened Rates**_**)**_
- This clause shows the fully burdened rates for each labor category for all five contract years. Offerors are expected to fill in the table in B.5 with the labor categories they are proposing, the fully burdened rates for each category, and fully burdened rates for all contract years. The rates are fully burdened _except_ for fee.
- The rates provided in the table of this clause shall be used to price out task orders under the contract. These rates in B.5 shall match the offeror’s proposed rates in their proposal.
**B.6   **_**Firm Fixed Price for Phase-in Period**_
- There is a 45-day phase-in period. Offerors need to put the firm fixed price they are proposing for the phase-in period in the blank space provided.

## RFP Highlights – Section C

- Statement of Work
- 1.0 Introduction
- 2.0 Requirements
- 2.1  Process Improvements
- 2.2  Project Services
- 3.0 Applicable Documents
- 4.0 Deliverables

## F.2   Period of Performance

The period of performance for this contract is three (3) years. The period of performance begins from the effective date of the contract and continues through the end date referenced in this clause. 

The phase-in period is not included in the 3-year period of performance.

The estimated start date is May 2009 and the end date is May 2012.  Note specific dates have been be filled in by the Government with the best estimate at the time.  Be advised that the dates may change depending on when actual contract award is made.

There is one 2-year option (clause F.3).
- May be exercised unilaterally by the Government.

- The period of performance for this contract is three (3) years. The period of performance begins from the effective date of the contract and continues through the end date referenced in this clause.
- The phase-in period is not included in the 3-year period of performance.
- The estimated start date is May 2009 and the end date is May 2012.  Note specific dates have been be filled in by the Government with the best estimate at the time.  Be advised that the dates _may_ _change_ depending on when actual contract award is made.
- There is _one_ 2-year option (clause F.3).
- - May be exercised _unilaterally_ by the Government.

- RFP Highlights – Section F

## RFP Highlights – Section G

**G.2****	**** **_**Submission of Vouchers for Payment (NFS 1852.216-87)**_** **_**(MAR 1998) **_
- Clause shows where to submit cost vouchers and fee vouchers and the number of copies required. Cost vouchers now go to the NSSC. Fee vouchers go to the Contract Specialist at JSC.
**G.3****	**** **_**Technical Direction**_
- Performance of the work under this contract is subject to the written technical direction of the Contracting Officer Technical Representative (COTR)
- "Technical direction" means a directive to the Contractor that approves approaches, solutions, designs, or refinements; fills in details or otherwise completes the general description of work or documentation items; shifts emphasis among work areas or tasks; or furnishes similar instruction to the Contractor.  Technical direction includes requiring studies and pursuit of certain lines of inquiry regarding matters within the general tasks and requirements in Section C of this contract.
- For any direction believed to be out of scope of the contract, the contractor shall contact the Contracting Officer immediately.

## RFP Highlights – Section G

**G.8****	**_**Security/Badging Requirements for Foreign National Visitors and **_**	**_**Employees/Representatives of Foreign Contractors (JSC 52.204-91) (JAN 2006)**_
- 	Recent changes in the JSC badging process have been implemented, offerors need to be 	familiar with the conditions and guidelines regarding access to the center by Foreign 	Nationals.
- 	The following website can be accessed for more information:
- 	_http://hspd12.jsc.nasa.gov/_
**G.9****	**** **_**Identification of Employees (JSC 52.242-92)(AUG 2006)**_
- 	At all times while on Government property, the Contractor, subcontractors, their employees 	and agents shall wear badges issued by the NASA Badging and Visitor Control Office.
- 	Each individual who wears a badge shall be required to sign personally for the badge. The 	contractor shall be held accountable for issued badges.

## H.2	 ADMINISTRATIVE LEAVE (52.242-94) (SEPT 2008)
When the NASA installation grants administrative leave to its Government employees (e.g., as a result of inclement weather, potentially hazardous conditions, or other special circumstances), the following personnel should also be dismissed upon notification of a center closure provided by the Contracting Officer:
Contractor personnel working on-site; and
Contractor personnel dedicated to the contract effort who are working off-site within 10 miles of JSC; and
unable to perform their NASA contract duties at their off-site location because their normal place of business has been or is expected to be negatively impacted by an emergency situation (e.g. has sustained damage, has been evacuated, etc.).
However, the contractor shall provide sufficient on-site personnel to perform round-the-clock requirements of critical work already in process, unless otherwise instructed by the Contracting Officer or authorized representative. 

This clause should be read in conjunction with the Clause H.7 Observance of Legal Holidays
This is a new clause. If there are any questions, we ask that you please ask them formally in writing.

- When the NASA installation grants administrative leave to its Government employees (e.g., as a result of inclement weather, potentially hazardous conditions, or other special circumstances), the following personnel should also be dismissed upon notification of a center closure provided by the Contracting Officer:
- Contractor personnel working on-site; and
- Contractor personnel dedicated to the contract effort who are working off-site within 10 miles of JSC; and
- unable to perform their NASA contract duties at their off-site location because their normal place of business has been or is expected to be negatively impacted by an emergency situation (e.g. has sustained damage, has been evacuated, etc.).
- However, the contractor shall provide sufficient on-site personnel to perform round-the-clock requirements of critical work already in process, unless otherwise instructed by the Contracting Officer or authorized representative.
- This clause should be read in conjunction with the Clause _**H.7 Observance of Legal**_ _**Holidays**_
- This is a new clause. If there are any questions, we ask that you please ask them formally in writing.

- RFP Highlights – Section H

## H.4  Task Ordering Procedure (NFS 1852.216-80) (OCT 1996)

Only the Contracting Officer (CO) may issue or amend task orders to the contractor
Prior to issuing a task order, the CO will provide the contractor with a functional description of the work, performance standards, and a request for a task plan
Within 5 days the contractor shall submit a task plan/basis of estimate (BOE)

H.5   Key Personnel and Facilities (NFS 1852.235-71)(MAR 1989)

Offerors shall identify key personnel in their proposal, by name and title, essential to performing the requirements of this contract.  These individuals are considered essential to the success of the contract.  The names of these individuals will be incorporated into the contract and the contractor shall make no diversion without Contracting Officer’s written consent.

- Only the Contracting Officer (CO) may issue or amend task orders to the contractor
- Prior to issuing a task order, the CO will provide the contractor with a functional description of the work, performance standards, and a request for a task plan
- Within 5 days the contractor shall submit a task plan/basis of estimate (BOE)
**H.5   **_**Key Personnel and Facilities (NFS 1852.235-71)(MAR 1989)**_
- Offerors shall identify key personnel in their proposal, by name and title, essential to performing the requirements of this contract.  These individuals are considered essential to the success of the contract.  The names of these individuals will be incorporated into the contract and the contractor shall make no diversion without Contracting Officer’s written consent.

- RFP Highlights – Section H

## H.6  Limitation of Future Contracting

Describes potential conflicts of interest in the Projects Services and Process Improvement areas.
Work requires access to proprietary and business confidential data of other companies
Contractor shall protect this data from unauthorized use and disclosure and agrees not to use these data to compete with other companies.

Important to read this clause in conjunction with I.15 Access to Sensitive Information and  the Statement of Work

This will be discussed more under the Statement of Work area of the presentation.

- Describes potential conflicts of interest in the Projects Services and Process Improvement areas.
- Work requires access to proprietary and business confidential data of other companies
- Contractor shall protect this data from unauthorized use and disclosure and agrees not to use these data to compete with other companies.
- Important to read this clause in conjunction with _I.15 Access to Sensitive Information_ and  the Statement of Work
- This will be discussed more under the Statement of Work area of the presentation.

- RFP Highlights – Section H

## RFP Highlights – Section I

**The following I.1 clause on this page is **_**by reference**_** in Section I of the Draft RFP:**
**I.2****	**_**Payment by Electronic Funds Transfer – Other than Central Contractor Registration  (FAR 52.232-34) (MAY 1999**__**)**_
- Mandatory submission of Contractor’s Electronic Funds Transfer (EFT) information
- 	(i)  The Contractor shall provide this information directly to the office designated in the contract to receive that information by no later than 15 days prior to submission of the first request for payment.
- 	(ii) In the even that the EFT information changes, the Contractor shall be responsible for providing updated information to the designated office(s)
**	**

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## RFP Highlights – Section I

**I.15****	**_**Access to Sensitive Information (NFS 1852.237-72) (JUN 2005)**_
- 	If performing this contract entails access to sensitive information, the Contractor agrees to:
- 	(1) Utilize any sensitive information coming into its possession only for the purposes of performing the services specified in this contract, and not to improve its own competitive position in another procurement.
- 	(2) Safeguard sensitive information coming into its possession from unauthorized use and disclosure.
- 	(3) Allow access to sensitive information only to those employees that need it to perform services under this contract.
- 	(4) Preclude access and disclosure of sensitive information to persons and entities outside of the Contractor’s organization.
- 	(5) Train employees who may require access to sensitive information about their obligations to utilize it only to perform the services specified in this contract and to safeguard it from unauthorized use and disclosure.
- 	(6) Obtain a written affirmation from each employee that he/she has received and will comply with training on the authorized uses and mandatory protections of sensitive information needed in performing this contract.
- 	(7) Administer a monitoring process to ensure that employees comply with all reasonable security procedures, report any breaches to the Contracting Officer, and implement any necessary corrective actions.

## RFP Highlights – Section J

- J.1 	Data Requirements List (DRL) and Data Requirements 	Description (DRD)
- J.2  	Safety and Health Plan
- 	(Provided by the Offeror in their proposal, once approved by 	NASA the plan will be incorporated into the contract here)
- J.3	PIV Card Issuance Procedures
- J.4	Wage Determination
- J.5	List of Installation Accountable Property and Services
- J.6	Acronym List
- J.7	Task Order Placement

## RFP Highlights – Section K	

**There are 2 clauses in Section K that require fill-ins by offerors:**
**K.2   **_**Annual Representation and Certifications (FAR 52.204-8) (Jan 2006)**_
**K.3 **_**Previous Contracts and Compliance Reports (FAR 52.222-22)**_** **_**(FEB 1999)**_
- All potential offeors must be registered in the central contractor registration database.  Offerors and contractors may obtain information on registration and annual confirmation requirements via the internet at _[http://www.ccr.gov](http://www.ccr.gov/)__ or by calling 1-888-227-2423, or 269-961-5757._

## RFP Highlights – Section L	

**L.13   **_**Submission of Proposals**_
- Volume III Past Performance and  Questionnaires (submitted by contract customers) are requested no later than 2:00 p.m. local time on December 1, 2008.
- Volume I Management Approach and Plans, Volume II Technical Approach,  Model Contract, and Section K Representations and Certification shall be submitted no later than 2:00 p.m. local time on December 18, 2008.
- Due dates will be set forth in Table L-2 Proposal Submission Dates of the Final RFP.
- The Final RFP will specify details on submittal. Please pay attention to the Final RFP because dates are subject to change.
**L.2.2.1 **_**Copies of Proposals**_
- Offeror’s are required to submit an original and 9 _**hardcopies**_ each of the Volumes I through IV as well as the Offeror’s Representations and Certifications, in a three-ring binder and three original signed copies of the model contract without bindings.  In addition, Offerors shall submit 2 electronic copies on compact disc.
**L.2.2.4 **_**Facilities and Seats Available On-site**_
- Existing facilities will be available on-site at JSC for personnel who directly support the accomplishment of the contract requirements.  A maximum of 50 seats is estimated based upon the Independent Government Estimate (IGE).

## RFP Highlights – Section L	

|  | Section L Provisions | Provision # |  | Section M Provisions | Provision # |
| --- | --- | --- | --- | --- | --- |
| MA1 | Overall Management Approach | L.2.3.1 |  | Subfactor 1-Management Approach & Plans | M.2.2.1.1 |
| MA2 | Staffing/Retention Approach  | L.2.3.1 |  | Subfactor 1-Management Approach & Plans | M.2.2.1.1 |
| MA2 | Total Compensation Plan | L.2.3.1 |  | Subfactor 1-Management Approach & Plans | M.2.2.1.1 |
| MA3 | Key Personnel                                              | L.2.3.1 |  | Subfactor 1-Management Approach & Plans | M.2.2.1.1 |
| MA4 | Quality Management System | L.2.3.1 |  | Subfactor 1-Management Approach & Plans | M.2.2.1.1 |
| MA5 | Phase-in | L.2.3.1 |  | Subfactor 1-Management Approach & Plans | M.2.2.1.1 |

## RFP Highlights – Section L	

| TA1 | Overall Technical Approach | L.2.3.2 |  | Subfactor 2 – Technical Approach | M.2.2.1.1 |
| --- | --- | --- | --- | --- | --- |
| TA2 | Technical Understanding/Approach | L.2.3.2.2 |  | Subfactor 2 – Technical Approach | M.2.2.1.1 |
| TA2 | Sample Task Orders | L.2.3.2.7 |  | Subfactor 2 – Technical Approach | M.2.2.1.1 |
| SA1 | Safety and Health Plan | L.2.3.1 |  | Subfactor 3 – Safety and Health Plan | M.2.2.1.1 |
| SA2 | Demonstrated Safety and Environmental Capabilities | L.2.3.1 |  | Subfactor 3 – Safety and Health Plan | M.2.2.1.1 |
|  | Past Performance | L.2.3.3.1
 |  | Factor 2 – Past Performance | M.2.2.2 |
|  | Cost Proposal | L.2.3.4 |  | Factor  3 – Cost | M.2.2.3 |

## RFP Highlights – Section L	

**L.2.3 **_** Required Proposal Content**_
- Offerors are required to provide information responsive to the items set forth in this section.  This information is considered essential for the Government to conduct a fair and uniform evaluation of the proposals in accordance with the evaluation factors and sub factors provided in Section M.
- Volume I	   Management Approach and Plans (Mission Suitability Subfactor 1)
- 		MA1:	Overall Management Approach
- 		MA2:	Staffing/Retention Approach
- 		MA2:	Total Compensation Plan
- 		MA3:	Key Personnel
- 		MA4:	Quality Management System
- 		MA5:	Phase-In
- Volume II	 Technical Approach (Mission Suitability Subfactor 2)
- 		TA1:	Overall Technical Approach
- 		TA2:	Technical Understanding/ Approach of Sample Task Orders
- 		Note: The two (2) Sample Task Orders are found at L.2.3.2.2 stated in the 	   			         Draft RFP
- Portions of Volume I are subject to page limitations as per Table L-1 of the Draft RFP.

## RFP Highlights – Section L	

**L.2.3 **_** Required Proposal Content (Continued)**_
- Volume I	Mission Suitability (Continued)
-   	Safety and Health (Mission Suitability subfactor 3)
- 		SA1:	Safety and Health Plan
- 		SA2:	Demonstrated Safety and Environmental Capabilities
- Volume III	Past Performance (Factor 2)
- 	Complete the Past Performance Description and Past Performance Questionnaire.  The Past Performance Questionnaire is to be submitted directly to the Government by contract customer.
- Volume IV	Cost Proposal (Factor 3)
- _Other Required Data:_
- Three original executed model contracts, Sections A-J, with all fill-ins completed and
- Section K Representations and Certifications completed

## RFP Highlights – Section L	

**L.2.3.2.1 **_** Standard Labor Categories (SLC)**_
- 	A set of proposed standard labor categories applicable to this contract are provided to facilitate consistent evaluation among offerors. Table L-5 in the Draft RFP addresses recommended qualifications and experience levels of the SLC that will be used for proposal purposes.
- 	Offerors may propose any skills deemed necessary; however all proposed labor categories shall be mapped to the SLCs for a consistent evaluation among offerors.
**L.2.3.2.2 **_** Sample Task Orders**_
- 	Offerors shall demonstrate (in RFP Section L.2.3.2.2) an ability to effectively perform the SOW requirements by responding to the two (2) Sample Task Orders.

## RFP Highlights – Section L	

**L.2.3.3   **_**Volume III Past Performance**_
- Information requested under this clause is required of the Offeror and major subcontractors (over $1 million in total value per year). Offerors may submit additional information at their discretion if they consider such information necessary to establish a record of relevant performance.
- Offerors shall complete Section L Attachment L-2, Past Performance Questionnaire for up to five contracts completed and ongoing.
**L.2.3.4 **_**Cost Proposal**_
- Rosa Arevalo will discuss instructions for preparation of the cost proposal later in the presentation.

## RFP Highlights – Section L

- _ATTACHMENTS_
- 	L-1 	KEY PERSONNEL RESUME
- 	L-2 	PAST PERFORMANCE QUESTIONNAIRE
- 	L-3	IDIQ COST TEMPLATES
- 	L-4	OTHER TEMPLATES
- _LIST OF TABLES_
- 	Table	Section	Title
- 	L-1	L.14	Overview of Proposal Volumes and Page Limitations
- 	L-2	L.14	Proposal Submission Dates
- 	L-3	L.2.2.2	Period of Performance
- 	L-4	L.2.3	Cross Reference from Section L to Section M
- 	L-5	L.2.3.2.1	Standard Labor Categories (SLCs) for this Effort
- 	L-6	L.1.2.3.2.1	Estimated Cumulative IDIQ FTEs

## RFP Highlights – Section M	

**M.2.2   **_**Source Evaluation**_
**Factor 1:  Mission Suitability**
**Subfactor 1:    Management Approach and Plans  ****	****	****350 points**
**Subfactor 2:    Technical Approach (includes sample task orders)****	****550 points**
**Subfactor 3:    Safety and Health ****	****	****	****100 points**
**Total Mission Suitability Points****	****	****	****	****1000 points**
**Factor 2:  Past Performance (adjectival ratings, levels of confidence)**
**Factor 3:  Cost  (not weighted or scored)**
**M.2.3****	**_**Relative Importance Of Evaluation Factors**_
**	****Mission Suitability and Past Performance when combined are **_**significantly more**_** **_**important**_** than Cost. Mission Suitability is more important than Past Performance.**
- _LIST OF TABLES_
- Table	Section	Title
- M-1	M.2.2.1.2	Mission Suitability Subfactors
- M-2	M.2.2.2	Adjectival Ratings for Past Performance

## Schedule

- Draft RFP Issued	10/09/08
- Draft RFP Questions Due	10/20/08
- Final RFP Issued	11/14/08
- Past Performance Vol. and Questionnaires Due	12/01/08
- Proposals Due	12/18/08
- Contract Award 	04/09/09
- Phase-in Start 	04/10/09
- Phase-in Period Complete	05/25/09
- Contract Start Date                                                     	05/26/09

## Project Services

**Cathy Kramer**
- Chairman, PIPs SEC

## Topics

- Functional Areas of the Statement of Work:
- Project Services
- Process Improvement

## Topics

##   Project Services 

- Life cycle of a project is defined in  EA-WI-023.
- Eight Phases:
- Feasibility Assessment
- Project Definition
- Requirement & Definition
- Preliminary Design
- Detailed Design
- Flight Production and Certification
- Deployment
- Operations

##   Project Services  

- Life cycle of a project is defined in  EA-WI-023.
- Major Reviews:
- System Requirements Review
- Preliminary Design Review
- Critical Design Review
- Systems Acceptance Review

##   Project Services 

- Tasks under this scope will assist the Engineering
- Directorate during project development and provides
- organization of project data throughout the project’s life
- cycle process. The project data functions include, but are
- not limited to, the following:
- Retain and organize the data produced (such as but not limited to documents drawings, reports, white papers, instructions, photographs)
- Create new and update existing project web page content.
- Support major review activities (such as but not limited to assisting in presentations, updating and gathering documentation, review item disposition (RID), response support) through the life cycle major review period.

##   Project Services (con’t)

- Provide expertise in project management processes such as EA-WI-023 (work instruction)
- Learn and support new technologies and assist the project team in adapting to processes and deliverables (e.g., MS Project, ICE, Windchill, ARM, Cradle, Primavera, WIKI, DDMS, etc.)
- Examples of products under this scope include:
- Documentation, spreadsheets, presentations, reports
- Database creation, manipulation, and tracking
- Project page creation and update

## Process Improvements

**Cordelia Foster**
- Contracting Officer’s Technical Representative

##    Process Improvement 

- Tasks to be performed for this area includes:
- Assist the Engineering Directorate in identifying, documenting, recommending improvements, and implementing them in current processes and products.
- Example:  A process mapping tool currently in use at JSC recommended and used to provide value stream mapping across Avionic Systems Division’s (ASD) processes and products

## Process Improvement (con’t)

- Review the business and project management processes, both current and proposed, to understand how business is currently performed and future plans for that performance.
- Participate in meetings, brainstorming sessions, and various forums of discussion
- Identify, and where required, develop recommendation for process improvement goals and process improvement initiatives

## Process Improvement (con’t)

- Deliver/present the recommendations to the customer, taking into consideration the directorate/division/office/center product and process improvement initiatives such as but not limited to continuous improvement to ensure consistency with NPR 7120 and EA-WI-023 goals and directions when identifying a best-fit solution.
- The following options must be considered:
- Commercial-Off-the-Shelf (COTS) tools
- Directorate / Center-level implementations
- In-house development solutions

## Process Improvement (con’t)

- Examples of Products under this scope are:
- Process analysis and recommendations (e.g., white paper, presentation, prototype)
- Process flows
- Implementation of improvement initiatives and efficiencies
- Documentation
- Prototypes for review and testing
- Implementation of product solution (e.g., database and code)

## Safety and Health

- David Loyd
- Chief, Safety & Test Operations Division

## Overview of the NASA Safety Program

- NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, or environmental harm resulting from any of its activities and to ensure safety and healthful conditions for persons working at or visiting NASA facilities
- NASA complies with all applicable regulations
- NASA safety and health requirements
- Requirements of those federal agencies with regulatory authority over NASA such as OSHA, EPA, and DoT
- NASA requires every employee to report workplace hazards
- NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions

## Overview of the NASA Safety Program

- The NASA Safety Policy stresses the individual responsibility of each employee for their own safety and that of their co-worker.  Risk within the work environment must be managed to control hazards and continuously improve workplace conditions
- The Occupational Safety and Health Administration (OSHA) has recognized JSC as a leader in health and safety by awarding the “Star” designation level of achievement in the Voluntary Protection Program (VPP)
- As a VPP Star, JSC has a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in dealing with OSHA, and serves as a safety & health mentor to regional industry

## What is expected of you at JSC

- All contractors performing work at JSC shall comply with all applicable safety and health regulations
- JSC does not assume the responsibility of the “employer” for contractor employees
- Every onsite contractor shall have a designated safety official and shall conform to a written safety and health plan
- Failure to comply with safety and health requirements may result in contract termination, and/or exclusion from future contract awards

## The Safety & Health Plan

- Safety & Health Plan requirements aligned with OSHA VPP elements.
- Miscellaneous reports contained in body of Data Requirement – statistics; mishap reports; close call reports; hazard reports; inspection reports; building fire wardens; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; program self evaluation; participation in performance evaluation profile surveys
- The contractor’s approved Safety and Health Plan will be fully followed from the first day of the contract, including phase-in.

**Notes:**
Goals should be measurable and attainable –
Reduce injuries
Ensure all personnel are trained

Address environmental requirements associated with your service:
Hazardous materials handling and disposal (gasoline, oil, pesticides, fertilizers)
Water and energy conservation
Waste disposal

Follow the rules on reporting – if you wont be occupying a JSC building you may not need a fire warden.

## Safety & Health Summary

**When performing tasks under this contract, the contractor shall:**
- Ensure protection of personnel, property, equipment and environment
- Ensure compliance with all NASA policies and requirements
- Ensure compliance with all Federal, State, and local regulations for safety and health

**Notes:**
Goals should be measurable and attainable –
Reduce injuries
Ensure all personnel are trained

Address environmental requirements associated with your service:
Hazardous materials handling and disposal (gasoline, oil, pesticides, fertilizers)
Water and energy conservation
Waste disposal

Follow the rules on reporting – if you wont be occupying a JSC building you may not need a fire warden.

## References

- NASA Federal Acquisition Regulation Supplements (NFS)
- _[http://nais.nasa.gov/FAR/](http://nais.nasa.gov/FAR/)_
- 	 NFS 1852.223-70  -  Safety and Health
- 	 NFS1852.223-73  -  Safety and Health Plan
- 	 NFS 1852.223-75  -  Major Breach of Safety or Security
- General NASA information
- _[http://www.nasa.gov/](http://www.nasa.gov/)_
- Occupational Safety & Health Administration
- _[http://www.osha.gov/](http://www.osha.gov/)_
- Department of Labor-OSHA (VPP website)
- _http://www.osha.gov/dcsp/vpp/index.html_
- JSC Safety and Health handbook (JPR 1700.1)
- _[http://jschandbook.jsc.nasa.gov/](http://jschandbook.jsc.nasa.gov/)_

## Cost Proposal 

- Rosa Arevalo
- Cost/Price Analyst
- Volume IV, Cost Proposal

##   Agenda

- Source Evaluation Committee (SEC)          Pricing Process
- Independent Government Estimate (IGE)
- Workbook Templates Overview
- IDIQ Workbook Templates
- IDIQ Process Flowchart
- Other Workbook Templates
- Common Cost Volume Errors

## The SEC Pricing Process

**What does the SEC do with your cost/price proposal:**
- Request a DCAA audit
- Prime offerors
- Major subcontractors
- Read all narrative portions of Cost Volume
- Validate all offerors’ Excel models

## The SEC Pricing Process 

- Integrate pricing models of prime and major subs
- Test models
- Make probable cost adjustments/cost realism (only if necessary)
- Error Corrections/Reconciliations
- Incumbent Labor Rates
- Direct Labor and Indirect Rates Adjustment
- DCAA Audit Results
- Technical Evaluation

## The SEC Pricing Process

**Develop Pricing Charts for Presentation to the Source Evaluation Committee (SEC) & the Source Selection Authority (SSA)**
- Proposed Cost vs. Probable Cost and Delta
- Rationale for Probable Cost adjustments

## Independent Government Estimate (IGE)

**What is the IGE?**
- Government’s best estimate of resources (FTE and skill mix) to perform sample Task Orders 1 and 2
- Grass roots estimate, not budgetary
**IGE will be provided to offerors**
- IDIQ IGE will be provided with cumulative FTE’s for both sample Task Orders by SLC for CY 1 (Both sample Task Orders shall be priced out by the offeror.)
**The IGE is not intended to influence the offeror’s proposed estimates.  Offerors shall develop their own estimates that are:**
- Consistent with Offeror’s Management Approach
- Consistent with Offeror’s Technical Approach

##    Workbook Templates

** ****IDIQ Workbook Templates**
- *IDIQ Rates Development Template – Contractor
-      Specific (ICST)
- **Prime Burdens Template (PBT)
- **IDIQ Rates Development - Team Template (ITT)
- **IDIQ Task Order Pricing Template (TOPT)
- **IDIQ Summary Cost Template (ISCT)
** *****Required of Prime and Each Major Subcontractor **
****Required of Prime Only**

##  IDIQ Flowchart

**TASK **
**ORDER**
**PRICING**
**TEMPLATE**
**(TOPT)**

-   *FBR - Fully Burdened Rates
- **SFBR - Subcontractor Fully Burdened Rates

**IDIQ **
**COST **
**SUMMARY**
**TEMPLATE**
**(ISCT)**

## Workbook Templates

**  ****Other Workbook Templates**
- *Overhead Template (OHT)
- *G&A Template (GAT)
- ** Conversion Factor Template (CFT)
- *Cognizant Audit Office Template (CAOT)
- **Phase-in Template (PIT)
- *Total Compensation Templates  (TC(a), TC(b),
-       TC(c), TC(d), TC(e))
**  *****Required of Prime and Each Major Subcontractor **
** ******Required of Prime Only**

##   Common Cost Volume Errors

**Proposals with omissions:**
- Lack of detail on Overhead, G&A and Other Indirect Rates
- Lack of narrative supporting rationale
**Logic Issues**
- Inconsistent content within the proposal
**Failure to follow template instructions:**
- Placing hard numbers instead of formulas where appropriate** **

## Lack of reconciliation between different areas of the proposal
Technical 
Management 
Cost

- Technical
- Management
- Cost

**  ****Common Cost Volume Errors   (Cont’d)**

## 
Please read the entire RFP when it is issued (today’s presentation is at a summary level and is not to be interpreted as a comprehensive description of all requirements of the solicitation)

To obtain “official answers” to questions, please submit questions to the PIPs website.

Please complete and submit the survey. This will help us improve the process.

Feedback can also be submitted through the PIPs website. Feedback helps us improve the process so please feel free to submit comments.

Be aware that the Past Performance Volume is requested sooner than the remainder of the proposal – the Final RFP will specify details on due dates.

- Please read the entire RFP when it is issued (today’s presentation is at a summary level and is _not_ to be interpreted as a comprehensive description of all requirements of the solicitation)
- To obtain “official answers” to questions, please submit questions to the PIPs website.
- Please complete and submit the survey. This will help us improve the process.
- Feedback can also be submitted through the PIPs website. Feedback helps us improve the process so please feel free to submit comments.
- Be aware that the Past Performance Volume is requested sooner than the remainder of the proposal – the Final RFP will specify details on due dates.

- Closing Comments

## 

Thank you for attending the Pre-Proposal Conference for the Process Improvements and Projects Services Procurement

- Thank you for attending the Pre-Proposal Conference for the Process Improvements and Projects Services Procurement