Electronic FAA Accelerated and Simplified Tasks Small Business Trade Show July 2011 www.faa.gov/go/efast Federal Aviation Administration January 2011 1
eFAST 101: Today’s Learning Objectives An Overview of eFAST • Features • Scope • Demographics • Benefits • Statistics Let’s get started!! 1 Getting Started with eFAST 2 3 4 Pre-Award Post-Award
eFAST Electronic Federal Aviation Administration (FAA) Accelerated & Simplified Tasks Co-sponsored by the FAA’s Small Business Office Preferred acquisition vehicle for Small Business Solutions Small Business Set-Aside acquisition vehicle and includes Small Disadvantage Businesses (SDBs), 8(a)s, SDVOSBs & ANCs eFAST 101: An Overview
eFASTis comprised of Multiple Year, Multiple Award, Master Ordering Agreements (MOAs), Basic Ordering Agreements, for a broad range of comprehensive professional, technical, and support services solutions for the FAA and, on a limited basis, other Government Agencies The performance scope foreFASTincludes the 50 U.S. States, the District of Columbia, and all U.S. Territories – either at Government (on-site) or Contractor’s (off-site) facilities eFAST 101: An Overview
eFAST 101: An Overview • Period of Performance of 7 Years: Base period of 5 years, with two one-year options • Start date of the Base Contract is Oct 2009. • Individual contracts – 1 base year & 4 one-year options • Combined eFAST Program Ceiling Amount: $2 Billion
8 Functional Areas (covering 40 NAICS codes) Air Transportation Support (ATS) Business Administration and Management (BAM) Research and Development (R&D) Engineering Services (ES) Computer/Information Systems Development (CSD) Computer Systems Support (CSS) Documentation and Training (D&T) Maintenance and Repair (M&R) eFAST 101: Functional Areas
A broad range of professional, technical, and support services are offered including, but not limited to: Technical, Engineering and Scientific Support Professional, Management, and Administrative Advisory and Assistance Services Major System Support Other areas of technical, professional, and support services contracting Introduction of New and/or Innovative Services All professional, technical and support services the FAA requires – excluding construction eFAST 101: Scope of Services
eFAST 101: Vendor Demographics • Total MOA Holders: 480 • HQ Office Locations of MOA Holders • DC/VA/MD: 276 • Other States: 204 • MOA Holders Classification • WOB 163 • VOB 66 • 8(a) 195 • SDVOSB 79 • ANC 5
Most comprehensive and flexible available vehicle that is SB Set-Aside and FAA specific Multiple contract types: fixed price, cost reimbursement, time-and-materials, and labor hours 480 highly qualified Small Business pre-qualified for general past performance and technical capabilities eFAST 101: Better Service
Subcontracting burden fees are eliminated Socioeconomic Credit to Ordering Activity Streamline procurement process - Reduced procurement times Utilize KSN Site for SIR postings for competitive procurements Low Access Fee: 1 to 3 Percent* Fees are used for contractor support eFAST 101: Cost Effective *1% if procurement is done by ordering activity. Standard fee of 3% if done by the eFAST team.
eFAST 101: Faster • eFAST orders are non-protestable • Pre-qualified pool of vendors, no need to perform further market research • Government –specified 76 (FAA) labor categories with ceiling rates for T&M and FFP contracts, may be further discounted
eFAST 101: Statistics • 171 contracts awarded since 12/2009 • >$ 843,744,995.36 million in contract value • >$ 199,446,768.79 million awarded to 8(a)s • >$ 201,259,879.90 million awarded to SDVOSBs • 73 MOA holders received contract awards
eFAST 101: Open Season 2 is Complete Initial Announcement: Jan 5, 2011 Pre-Proposal Conference: Jan 20, 2011 Postings on FAA Contracting Opportunities : Jan 17, 2011 Extension Amendment 1: Feb 18, 2011 Extension Amendment 2: Feb 28, 2011 Proposal Due Date: March 4, 2011 Evaluation and Negotiation Start Date: March 4, 2011 Evaluation and Negotiation End Date: July 5, 2011 ---------------------------------------------------------------- All awardees except two(2) Notified: July 19 Unsuccessful Offerors Notified: July 20 Partial Reject Debriefs by request to MN: NLT July 31 Program and Kick-Off Meeting Planned: October 2011 *No additional open season activity is currently planned.
eFAST 101: Today’s Learning Objectives An Overview of eFAST Moving Along…. Getting Started with eFAST 1 • Startup Contract Administration • POC Management • Security Administration • Public Awareness 2 3 4 Pre-Award Post-Award
eFAST 101: Startup Contract Administration It is important for MOA holders to quickly initiate and maintain profile information with the FAA. Profile information will be used to facilitate all future eFAST correspondence. Initiate KSN access Contact eFAST ksn administrator for access to monitor opportunities on the KSN site. Security Interface (VAP/PIV) Identify & submit documentation for the one company representative who will have access to FAA facilities. POC(s) Business Contracting Security FinancialContact KSN Public Awareness Press Releases Brochures * “How-To” Guides available on the eFAST KSN site.
eFAST 101: Initiate KSN Access For new MOA holders the vendor KPOC/PPOC on record should contact the eFAST KSN Administrator via email to establish KSN Access. eFAST KSN Administrator: Andrea Milliken firstname.lastname@example.org
eFAST 101: Update eFAST POC Contacts - Current The POCS for new awardees are migrated to the KSN site once award decisions are made. Currently, those POCs are updated by the KPOC using the “Submit POC Change” link on the eFAST KSN site and submitting the relevant updates.
eFAST 101: Update Key Points of Contact - Future Contract administration points of contact (POCs) will be vendor managed via the eFAST KSN site. This is being tested and will be launched on July 29th . Watch for the KSN Announcement of its final availability. The KPOC will also receive an email notification.
eFAST 101: Security Interface (VAP/PIV) • Guidelines established under Order 1600.72A, Contractor and Industrial Security Program (see eFAST SIR Section H.21 Security Provisions and Attachment 9, Security Guidelines). • Each contractor must identify at least one and preferably two individuals to be VAP representatives this is typically your FSO (Facility Security Officer). Contact Michele Darancette (202) 267-3470 email@example.com). Use your base contract number. Reference Alan Behr as sponsor. Each contractor’s VAP representatives will undergo a background check and will serve as the POC for initiating security background investigations with the FAA. • Also, update your security point of contact (SPOC) within the eFAST KSN site at https://ksn2.faa.gov/aja/home/AJA4/8/3/eFAST/Lists/Submit%20POC%20Change/Date.aspx • As part of eFAST base qualification and award, each vendor may identify one person who will act as their networking and onsite person for activities on FAA facilities. The initial entry request for clearance will be made into the VAP system using the base eFAST contract number and naming Alan Behr COTR as the sponsor. Initiate clearance processing in the VAP system. Use your base contract number. • It is preferable to submit fingerprints and apply for PIV card badge onsite
eFAST 101: Security Interface (VAP/PIV) • Generally the Contractor’s FSO will make requests for suitability determinations based on contract awards. Once the request has been made, individuals will be queried directly by the FAA security organization. With reference to a specific contractor resource status, they are handled by alphabetic distribution. Current distribution is: • A-F Helen Avery 202 493-5416 • G-L Phyllis White 202 493-5419 • M-P and Y-Z Rhonda Evans-Gates 202 267-7209 • R-X Susan Ewing 202 493-5414 • Interim approval enables temporary badge for facility access. Final approval permits staff to apply for a PIV facility badge. The PIV facility badge requirements are based on HSPD-12. • The fully approved individuals will use the online interface (or paper version) to request PIV cards i.e. badges. For the BD badge, use the base eFAST contract number and name Janella Davis as the Contracting Officer and Alan Behr COTR as the sponsor. Contact the FAA Security Office for questions about badges at Kelli Rosch (firstname.lastname@example.org)
eFAST 101: Press Releases & Brochures - Future Brochures and press releases will be vendor managed via the eFAST KSN site. This is being tested and will be launched on July 29th . Watch for the KSN Announcement of its final availability. The KPOC will also receive an email notification.
eFAST 101: Today’s Learning Objectives An Overview of eFAST Keep in mind… Getting Started with eFAST 1 Pre-Award • Documentation Relationships • Procurement Initialization • Vendor Response Activities • Proposal Evaluation 2 3 4 Post-Award
eFAST 101: Key Pre-Award Documentation Relationships Collaborative Needs Planning & Scope Definition Customer PMO PMO/eFAST Vendor eFAST Technical Evaluation Customer PMO Evaluation Decision Time Review details of SOW and respond accordingly: Goal: Traceability & Trackability Goal: Optimal Stewards of Government Funds Collaboratively, the assigned team will define and document project requirements based on a thorough understanding of FAA program specific guidelines, needs, governance, resource availability, and time constraints. The resulting “final package documentation“ is presented as a new opportunity for approved vendors. Tech Evaluation Summary: IGCE/Pricing Review Technical Approach Methodology Tools J3 Resume Review(Pre-Award) Experience Qualifications Award Decisions Announced Tech Evaluation Criteria Compliance Review: Evaluation Criteria Assessment and Scoring(Competitive) **as defined in SOW Rationale for Award(Directed) Proposal Response: Pricing Needs Understanding Mgmt Approach Technical Approach Experience/ Qualifications/ References KEY Personnel Resumes Staffing Approach Methodology/Tools Final Package Contents: Purchase Requisition IGCE Statement of Work (SOW) Project Mission Project Goals Key Deliverables Experience KEY Skill Sets Required Budget Tool Requirements (if any) Evaluation Criteria (Competitive) Instructions to Offerors (Section C) Rationale for Award (Directed) eFAST Initiation Package Potential Actions: KSN Posting Award Letters Unsuccessful Notifications Debriefs Congressional Notification Considerations: Project Size Project Nature $$ Spend Vendor Preference Program Policy Funding GO eFAST!!! Published! Request For Proposal Decision Point! LEGEND Blue Bold Writing = Document Black Bold Writing = Process Red Arrows = Related Processing Steps/Inputs
eFAST 101: Procurement Initialization Collaborative Needs Planning & Scope Definition Acquisition Strategy Options Instructions to Offerors Evaluation Factors: Factors used to assess the strengths, weaknesses , and risks of competing proposals and support a sound source selection decision . 2 – 5. 5 – 2 Rationale for Directed Award Sole Source Justification: SIR “Final Package” Contents: Purchase Requisition Instructions to Offerors (Section C) Evaluation Factors (Competitive) Section B (Hrs/CLINS) Statement of Work (SOW) Mission, Goals, Background etc Scope Activities Key Deliverables and Acceptance Criteria KEY Skill Sets Required Tool Requirements (if any) Customer PMO eFAST PMO Collaboratively, the assigned team will define and document project requirements and acquisition strategy based on a FAA program specific and acquisition guidelines, resource and time constraints. Portions of the resulting “final package documentation“ is presented as a new opportunity for approved vendors. Submitted To eFAST PMO Planning Considerations: Project Size Project Nature $$ Spend/Funding/IGCE Vendor Preference Program Policy Funding GO eFAST!!! eFAST Initiation Package Published! SIR Decision Point! Decision Point! LEGEND Blue Bold Writing = Document Black Bold Writing = Process Red Arrows = Related Processing Steps/Inputs
eFAST 101: Vendor Response Activities Vendor Review details of SOW and respond accordingly: Proposal Response Preparations: Retrieve Announcement: eFAST KSN Site (Competitive) Direct Contact (Directed) Review Data Gathering & Analysis: Request For Proposal Details Instructions (Section C) Internal SMEs Q&A responses Response Considerations: MOA qualifications (FAs) Interest Level Skill set/Tool Availability Deliverables Special Considerations Experience/Qualifications Profitability Project Size/Nature Timeline Internal Capacity Organization Strategy SIR Contents: Instructions to Offerors (Section C) Evaluation Factors (Competitive) Statement of Work (SOW) Mission, Goals, Background etc Scope Activities Key Deliverables and Acceptance Criteria Tool Requirements (if any) Section B (Hrs/CLINS/Roles) Purchase Requisition / Funding Past Performance P/F Technical Approach Mgmt Approach Corporate Experience Proposal Package Contents: Cost Buildup Proposal Provide detailed response to the FAA’s detailed specifications. Full compliance with customer’s offeror instructions and the evaluation criteria the customer will use to evaluate offers (as presented in the evaluation factors). Staffing Approach J-3 Compliance P/F Delivered! Key Personnel Resumes Methodology/Tools Proposal Pricing / Cost Build Up Decision Point! LEGEND Blue Bold Writing = Document Black Bold Writing = Process Red Arrows = Related Processing Steps/Inputs
eFAST 101: Evaluation Time eFAST PMO eFAST Technical Evaluation Customer PMO Evaluation CO Review compliance of vendor proposals Goal: Traceability Goal: Best Value Trade-Off by SSO typically the CO Pricing and Compliance Evaluation Criteria Assessment and Scoring(Competitive) **as defined in the Instructions to Offerors (Attachment C) Costs Retrieve Proposal: Email (or other specified channel in Section C) Compliance with Instructions Distribute for Evaluation IGCE / Pricing Review vs. Technical Approach Decision Point Award Potential Actions: KSN Posting Award Letters Unsuccessful Notifications Debriefs Congressional Notification LEGEND Blue Bold Writing = Document Black Bold Writing = Process Red Arrows = Related Processing Steps/Inputs
eFAST 101: Evaluation FACTORS eFAST PMO eFAST Technical Evaluation Customer PMO Evaluation CO 5 - 2 2 - 5 Cost IGCE / Pricing Review Technical LEGEND Blue Bold Writing = Document Black Bold Writing = Process Red Arrows = Related Processing Steps/Inputs
eFAST 101: Today’s Learning Objectives An Overview of eFAST Getting Started with eFAST 1 Pre-Award Post-Award 2 3 4 • Labor Categories • Contract Administration • Resumes • Invoices
eFAST 101: Important Labor Category Considerations • Matrix Flexibility • 4/5/7 Patterns available for Technical and/or Admin Support • Allowable Substitutions are detailed for MOA Holder use assuming proper justification can be provided • SMEs are “uniquely” provided for and their use requires justification • Examples of candidates with potentially valid SME usage: • A resource with 10 yrs of specialized relevant experience; 20 yrs of relevant experience; and, has been published in a peer reviewed journal • A resource with a special certification; 10 yrs of specialized relevant experience; 20 yrs of relevant experience; and, 5 yrs of line mgmt and/or project management experience
eFAST 101: Contract Administration Krystal Au Krystal.email@example.com Kathy Saycocie (A-E) Kathy.firstname.lastname@example.org Stephan Zebrak (F-O) Stephan.email@example.com Lynda Tran (P-Z) Lynda.firstname.lastname@example.org Claudia Moore (#s-Cob) Claudia.email@example.com Joye Sims-Henry (Coc-G) Joye.firstname.lastname@example.org *Janella Davis (H-K) Janella.email@example.com Sheila Joseph (L-M) Sheila.firstname.lastname@example.org Mueed Shams (N-Z) Mueed.email@example.com The POCS for post-award contract administration are subject to change based on workload management requirements. Watch for KSN announcements and website updates to keep abreast of any future realignments.
eFAST 101: Resume Submission • Prior to billing or invoicing new or replacement personnel, contractors must obtain written approval from the Contracting Officer. Contractors are reminded that if they elect to authorize an individual to work prior to Government approval such authorization is at their own risk and may result in the denial of claimed costs by the FAA. • Contractors are required to submit resumes to the Resume Specialist, Krystal Au via email at firstname.lastname@example.org. Comments and questions may be received from any of the reviewers, approvals and rejections are from the CO. • Supporting information includes the proposed labor rate, the modified labor allocation, and identification of which SOW activities are to be satisfied by the proposed resource. The current method for resume submission is electronically via email. The FAA anticipates responding to resume review requests within 5 business days. • The metric for resume review averages 4 business days. Limit is 5 days.
eFAST 101: Resume Submission • Waivers can be initiated by anyone; essentially the development of a rationale to make an exception to the contract. • Waiversare going to be granted on an exceptional basis and will only be considered along with cost buildup. • Typical Waiver Rationale: • Foreign Degree (should identify the national accreditation body) • PMP equivalency (PRINCE, DAWIA Acquisition Mgmt Level III or FAC-PM Level III) • Cost Buildup • Resource with correct degree and relevant experience, but 1 yr short on # of years of experience • Possible pricing strategy is to interpolate between the CLINs • Extremely well qualified resource with correct degree and relevant experience, but 1 yr short on # of years of experience • The technical approval must be received prior to initiating the security approval process.
eFAST 101: Invoice Submission • Vendor submits original invoice to OKC. Electronic transmittal is preferred. Invoice must comply with the base contract, the call order terms, the applicable FAA rules and this procedure. The vendor may optionally send a copy to the program office and the eFAST office in order to facilitate communication. • If an invoice is determined to be administratively non-compliant, the vendor will be notified via email of the discrepancy and given an opportunity to make the necessary corrections. The timing for vendor corrections to administratively noted issues are limited as follows:
eFAST 101: Invoice Submission • If the eFAST program is rejecting the invoice (for any reason), the vendor will receive via email, from the CO/CS team, a documented rejection of the invoice which includes the reasons for the rejection. Questions and/or concerns about the rejection should be directed to the assigned CO/CS. • If accepting the invoice, the invoice will be paid as submitted and the vendor will receive payment expeditiously
eFAST 101: Action Initiation Contact Information Matthew Butner Contracts Specialist Federal Aviation Administration Air Traffic Organization Office of Acquisitions T: 202-267-8488 F: 202-267-5149 E: email@example.com Melicent Nhan Senior Contracting Officer Federal Aviation Administration Air Traffic Organization Office of Acquisitions T: 202-267-3210 F: 202-267-5149 E: firstname.lastname@example.org
eFAST 101: General Team Contact Information Melicent Nhan Senior Contracting Officer Federal Aviation Administration Air Traffic Organization Office of Acquisitions T: 202-267-3210 F: 202-267-5149 E: email@example.com Joe Carey Branch Manager Federal Aviation Administration Air Traffic Organization Office of Acquisitions T: 202-267-5814 F: 202-267-5149 E: firstname.lastname@example.org Alan Behr Contracting Officer’s Technical Representative Federal Aviation Administration Air Traffic Organization Office of Acquisitions T: 202-267-3213 F: 202-267-5149 E: email@example.com Vera Irvin Contracting Officer Federal Aviation Administration Air Traffic Organization Office of Acquisitions T: 202-267-9191 F: 202-267-5149 E: firstname.lastname@example.org
Questions? eFAST 101: Questions and Answers
Thank You eFAST 101: Sign-Off