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Small Business Perspective. NDIA/SPAWAR/AFCEA Joint Small Business Committee Small Business Forum January 20, 2005. Overview. Epsilon Systems Solutions, Inc. Benefits of having a SeaPort- e Contract Assessing the Rolling Admissions RFP Requirements Submitting a Winning Proposal

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Small business perspective

Small Business Perspective

NDIA/SPAWAR/AFCEA Joint Small Business Committee

Small Business Forum

January 20, 2005


Overview
Overview

  • Epsilon Systems Solutions, Inc.

  • Benefits of having a SeaPort-e Contract

  • Assessing the Rolling Admissions RFP Requirements

  • Submitting a Winning Proposal

  • After the Award

  • Ways of Getting work under SeaPort-e

  • Lead Times

  • Long Term Planning


Epsilon systems solutions inc

Founded in 1998, Private, Minority/Veteran Owned Small Business

Small Disadvantaged Business, 8(a) Certified by the SBA, Scheduled to Graduate in 2007

Diversified Professional Services in

3 Sectors

Energy & Environmental (NOEMS) Sector

Marine & Security Sector

IT & Communications Sector

Technology Management

Applied Technologies

Warfare Systems

Systems Engineering& Logistics

Epsilon Systems Solutions, Inc.

Inc. Magazine 2003 Ranking:

#1 in Defense

#22 Overall


Corporate overview

Annual Revenue ($M) Business

YTD

Number of Employees

YTD

Idaho Falls, ID

Newport, RI

Denver, CO*

Las Vegas, NV

Arlington, VA

China Lake, CA

Portsmouth, VA

San Diego, CA

Aiken, SC

Albuquerque, NM

Top Secret Facility Clearance

Amarillo, TX *

KEY:Energy & Environ.Marine ServicesApplied Technologies

Pearl Harbor, HI*

* On Site

Corporate Overview


Benefits of having seaport e contract
Benefits of Having SeaPort- Businesse Contract

  • Access to you by a growing number of Customers

  • Broad Statement of Work

  • Long Term Stability

    • 14 year potential – 4 Years with 2 AT options

  • Virtually no ceiling limitations

  • Flexible structure

    • Labor Categories

    • Type of Contract

    • Task Order duration

  • Strategic Alliances – LBs,SBs, WOBs, VOB, HubZone …


Assessing the ra rfp requirements

7 Business

7

1

7

5

5

7

1

1

7

5

1

7

7

5

5

1

5

6

5

5

5

2

6

6

6

2

2

2

5

5

5

3

3

5

6

5

5

3

6

4

4

4

4

4

4

Assessing the RA RFP Requirements

N00178-05-R-4000

  • Determining what Zones to bid (L 5.6 Presence)

    • As Prime and your Subcontractors

    • Have/had prime contract, or local office supporting the work in the Functional areas

  • Technical Capability

    • Depth & Breadth (By Zone)

      • SOW areas (Functional areas 1 thru 21)

      • Experience in each of the Functional areas

      • Workforce

    • Management Approach

    • Past Performance

  • Cost/Price Proposal


Submitting a winning proposal
Submitting a Winning Proposal Business

  • Teammates

    • Identify – Complimentary Skills; long term alliances

    • Establish Teaming Agreements

    • Proposal preparation workload

  • Past Performance – CPARS

  • CCR Registration

  • Accounting System

  • Key Personnel mapped to SOW skill sets

  • Cost – strategies: pass-through, fee


Submitting a winning proposal cont d
Submitting a Winning Proposal Business(Cont’d)

Cover Letter

1.

2.

3.

4.

5.

6.

7.

8.

9.

  • Volume I

  • Technical Proposal

  • Evaluation Factor 1 – Technical Proposal

  • - Depth & Breadth

  • - Management Approach

  • Evaluation Factor 2 – Past Performance

  • Volume II

  • Cost/Price Proposal

  • Evaluation Factor 3 – Price

  • - Guaranteed Savings & cost approach

  • - Ceiling Unit Price for Item 1000

  • - Compensation Plan

  • SF 33

  • Section B

  • Section H

  • Section K

5 pages

Style Guide (L 4.2)

8.5 x 11 inch paper,

Single-spaced typed lines

No graphics, or pictures, (signatures on teaming agreements, headers and footers are not graphics or pictures)

Flow charts and tables are not considered graphics if they appear in the management approach, cost savings approach, or technical capability section

1 inch margins

12-point (Times New Roman font) in the text

No hyperlinks

Microsoft Word Software

All files named with the file extension .doc.

15 pages + Table A

20 pages + 1 page + Comp Plan + RFP Fill in Sections


After award
After Award Business

  • Subcontract Agreements

    • Mirror Prime Contract – flow down of provisions

  • Understanding the Task Order Solicitation process

    • Establishing business processes and procedures

    • Developing templates

      • Technical

      • Past Performance

      • Resumes

      • Cost

  • Adding New Subcontractors (increased capability)

  • Ensure DCAA reviews your Accounting System


Business Processes BusinessTask Order Solicitation Phase

Parallel event

1

RFQ Marketing

Anticipated Work

Intelligence

6

4

5

3

Coordination w/ Subs

RFQ Strategy

PM determines team, prepares Capture Plan, develops strategy – tech & cost - ensures splits

RFQ Disposition

PM decides if RFQ is to be processed for further consideration

RFQ Distributed

PM forwards to Team (internal & Subs)

Contracts makes OCI check; reviews RFQ

RFQ Forwarded

To PM & Contracts For review & disposition

2

RFQ Released

By Gov’t to Contractors

RFQ Questions

Contracts submits questions to Gov’t (if any)

No Bid

RFQ process stops

OCI Review

Mitigation implemented orRFQ process stops

10

7

Prime Proposal Submission

PM forwards technical proposal & all attachments to Contracts; Contracts posts to Web site

8

9

RFQ Bid/No Bid

Contractor makes Bid/No-Bid Decision

PM Notifies Team of decision

Proposal Production (see next slide)

Tech prop prepared – reviews & finalizes

Contracts issues cost RFQ; coordinates & finalizes

RFQ Proposal Process Begins

PM forwards preparation instructions to Team

Contracts issues TAs to Subs; executes

No Bid

RFQ process stops

BID

11

13

14

12

SubKs Proposal Submission

Contracts to verify Subs post their applicable costs to web site

Task Order Award

Government announces

PM informs Team

WIN

Task Order Phase

Business Processes

RFQ Tracking

PM/Contracts monitor

PM – Project Manager / Capture Manager

OCI – Organizational Conflict of Interest

TA – Teaming Ageement

SubK – Subcontractors

Debriefing

Lessons Learned

Loss

(timing of each step will vary with individual RFQs)

6

=>Step


Proposal production block 9 from previous slide
Proposal Production Business(Block 9 from previous slide)

ESS Contracts Lead develops

Cost proposal for ESS/SubK

9-3a

Cost Guide

Cost Proposal

ESS Capture Manager

Conducts Internal

Kick-Off Meeting

ESS Capture Manager

Conducts Team Kick-Off

Meeting

ESS Capture Manager Oversees

Proposal Development

A

SubK Develops Response

to ESS Identified Tasks

START

9-3b

9-1

9-2

9-3

Resumes/ Past Performance/ Writing Assignments

ESS Contracts Lead

Submits all RFQ Questions

to Gov’t Contracting Officer

ESS Capture Manager

Develops Technical Proposal

9-3c

Optional: Due Date >10 Days

Yellow

Team

Red Team

ESS Capture Manager

Approves Proposal and

Forwards to Yellow Team

ESS Capture Manager

Conducts Red Team

A

comments

comments

END

9-4

9-5

9-6

9-7

  • Evaluation Criteria

  • Storyboard

  • Win-Themes

  • Communication of Company

  • Compliance with RFQ

  • Scored on Section M

  • Editorial Review

  • Quality Assurance


Business Processes BusinessTask Order (TO) Phase

3

2

1

Task Order Check-In

PM/PA/Contracts review TO for:

PoP, Funding, SOW,

Contracts prepares CDIF info

Task Order Awarded

By Gov’t to Contractor

PM notifies Team

Cont’d from RFQ Phase

Business Processes

4

  • SubK Performance

  • PM monitors & rates each for:

  • Responsiveness

  • Quality of work

  • Tech performance

  • Cost management

  • Level of management oversight will affect future pass-through load.

5

  • Task Order Kick-off

  • (Virtual or in person)

  • TO awarded to Subs

  • PM reiterates Tech requirements

  • Points of contact & lines of communication

  • Contracts reiterates type of TO and funding

Task Order Performance

PM oversees performance, PA monitors spending , invoicing

Contracts ensures contract compliance

6

7

Task Order Deliverables

Progress Reports

75% letters

  • Task Order Management

  • Meetings – internal & with Subs – as needed during TO performance

  • Follow-on recompete planning

Task Order Close-out

Final Deliverables

Final Invoice

Task Order CPAR

PM to manage Past Performance


Ways of getting work on seaport e
Ways of Getting Work On SeaPort- Businesse

  • Bidding on announcements blind [>2%]

  • Reviewing TO Solicitations in the pipeline & get on incumbent teams [>10%/>99%]

  • Transitioning work from expiring contracts to SeaPort-e (Bundling Challenge)

  • Working with potential customers and letting them know of your SeaPort-e Contract


Lead times thresholds 50m 35 days 50m 70 days
Lead Times BusinessThresholds*: <$50M 35 days; >$50M 70 days

  • Draft SOW:?

  • Documents & Funding From Customer to Zone Manager:2 Weeks

  • Task Order Solicitation Response Times

    • From 5 days to over one month

  • Evaluation of Proposals

    • From 2 weeks to a month

  • Award: 5 days


Long term planning
Long Term Planning Business

  • Recertifying as a Small Business at each Award Term

  • Ensure right mix of companies as you graduate – Small Business Plan

  • Work transition to SeaPort-e


Questions Business

&

Answers


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