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Joint Leadership Team Feedback SEB Meetings with Industry. March 9, 2012. Agenda. Purpose: To present our team’s recommendation to improve the SEB process. Outline: Agenda Objective Team Members Current Expectations Objective Team Discussion Survey Recommendation Closing

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Presentation Transcript
agenda
Agenda
  • Purpose: To present our team’s recommendation to improve the SEB process.
  • Outline:
    • Agenda
    • Objective
    • Team Members
    • Current Expectations
    • Objective
    • Team Discussion
    • Survey
    • Recommendation
    • Closing
    • Forward Actions
objective
Objective

To review and analyze three meetings in the SEB Process: Industry Day, Future Requirements Day, and Preproposal Conference. After completing the review and analysis of each meeting the team will recommend any improvements identified that will increase the overall benefit of the meetings for the Government and Contractor community.

team members
Team Members

Lee Pagel – NASA, Advisor Kim Morris - Honeywell

Eric Schell – NASA, Lead Tom Short - Anadarko Industries

Jessica Corley - NASA Dr. Roni Glover - REDE Critique

Mario Tijerina - NASA Janet Walker - REDE Critique

Stephanie Hunter - NASA Norma Bearrow - REDE Critique

Jim Gipps - NASA Rick Nygren - SGT

Miyoshi Thompson - NASA Rich Jackson - Lockheed Martin

Kelly Rubio - NASA Austin King - ERC

Paul Cruz – NASA (HR) Art Craven - Lockheed Martin

Jayant Ramakrishnan - ARES Wayne Feindel - Lockheed Martin

Anita Renteria - Barrios Stephen Dry - DB Consulting

Darryl Smith - Jacobs Rich Larson - SAIC

David Louis Cazes - SAIC Amanda Staggs - ERC

Michele Wilkenson - Jacobs

current expectations industry day
Current Expectations Industry Day
  • Promote competition on the proposed acquisition for NASA JSC
  • Provide Industry an overview of the current requirements and the current way that business is conducted
  • Develop Industry understanding of the Government’s current vision and objectives pertaining to the Pre-Solicitation synopsis posted via NASA Acquisition Internet Service (NAIS)
  • Provide Industry with the opportunity to meet with the Government early enough in the procurement process to provide input into the procurement strategy
  • Encourage offerors to submit questions and comments in writing via the acquisition website or in person during Industry Day. The Government will respond in writing to all questions submitted by posting them to NAIS and the acquisition website
current expectations future requirements
Current Expectations Future Requirements
  • Promote competition on the proposed acquisition for NASA JSC
  • Provide Industry an overview of the requirements planned to be included in the acquisition
  • Develop Industry understanding of the Government’s current vision and objectives pertaining to the pre-solicitation synopsis posted via NAIS
  • Provide Industry with the opportunity to meet with the Government early enough in the procurement process to provide input into the procurement strategy
  • Encourage offerors to submit questions and comments in writing via the acquisition website or in person during Industry Day. The Government will respond in writing to all questions submitted by posting them to NAIS and the acquisition website
current expectations preproposal conference
Current Expectations Preproposal Conference
  • To help Industry understand the Government’s requirements and objectives pertaining to the Draft RFP for the procurement
  • Conduct tours of on-site facilities that are crucial parts of the RFP and proposal development
  • Promote competition on the proposed acquisition for NASA JSC
  • Encourage offerors to submit questions and comments in writing via the acquisition website or in person during the Preproposal Conference. The Government will respond in writing to all questions submitted by posting them to NAIS and the acquisition website
strategy to meet objective
Strategy to Meet Objective
  • Kick-off meetings were held to establish team members, their involvement, and the action plan to achieve the objective
  • Action Plan
    • Discussions with team members
    • Survey
    • Recommendation
team discussions
Team Discussions
  • Discussions were held between:
    • Contractor
      • Pros and cons with JSC process
      • Pros and cons with other NASA Centers and other Agencies
      • Personal experiences
    • Civil Servants
      • Pros and cons with JSC process
      • Personal experiences
survey
Survey
  • Goal of the survey
    • To solicit anonymous feedback on the current JSC SEB Presolicitation meetings
  • Format of the survey
    • Team worked with HR rep who provided invaluable insight on how to conduct a successful survey
      • Multiple Choice
      • Short Answer
      • Time frame
    • Survey was disseminated via email to Contractor JLT Members only
      • Members were allowed to forward the survey to additional procurement personnel within their company to provide individual responses
      • Responses were anonymous
overall survey results
Overall Survey Results
  • The Survey results showed two major themes:
      • Release of pertinent procurement information was too late
      • Information released after the solicitation is too late in the procurement process (Preproposal Conference)
    • Optimal point to release procurement information is as soon as possible, but at a minimum prior to the release of the solicitation
      • Preferred Method of Delivery of pertinent information was via the Procurement website
  • Statement of Work/Requirements 83%
  • Schedule 79%
  • Evaluation Factors 79%
  • Contract Type 79%
  • Pricing Instructions 69%
  • Small Business Goals 68%
recommendation
Recommendation

After reviewing the information gathered from

the survey, two paths were formed:

Path #1- Uncertain or New Requirements

Path # 2- Follow-on Requirements

path 1 uncertain or new requirements industry day
Path #1 – Uncertain or New Requirements Industry Day

Industry Day

  • Venue and format of the presentation
      • Contracting Officer (CO) will schedule and setup WebEx
      • Charts will follow current format
      • CO will post charts to the acquisition website no later than 1 day prior to presentation
      • Industry will have to request and obtain password from CO to access WebEx, this will also be a way for companies to have their name added to the Interested Parties List early on in the procurement to promote teaming
  • Other pertinent information
    • One-on-One meetings may be held if determined necessary by the PDT
      • Can be via phone or in person (COs will need to relay these options to Industry via their synopsis)
path 1 uncertain or new requirements procurement strategy meeting psm
Path #1 – Uncertain or New RequirementsProcurement Strategy Meeting (PSM)

Industry Day

PSM

No recommended changes to the current PSM process.

path 1 uncertain or new requirements preproposal conference new format
Path #1 – Uncertain or New Requirements Preproposal Conference (new format)

Industry Day

Preproposal Conference

PSM

  • Venue and format of the presentation
      • Formal presentation will be held
      • CO will post charts to the acquisition website no later than 1 day prior to presentation
      • Format and content of the charts will be a compilation of the Industry Day presentation and procurement information from the PSM, with the addition of any technical information that was not known at the time of Industry Day
        • Examples:
          • New or Updated Requirements Document
          • Contract Type
          • High Level Source Selection Criteria
          • Small Business Goals (if applicable)
  • Other pertinent information
    • One-on-One meetings may be held if determined necessary by the PDT
      • Can be via phone or in person (COs will need to relay these options to Industry via their synopsis)
    • Companies that signed in will be added to the Interested Parties List to promote teaming
    • Facility tours will be scheduled at this time if the PDT deems them to be necessary
path 1 uncertain or new requirements draft and or final request for proposal drfp rfp
Path #1 – Uncertain or New RequirementsDraft and/or Final Request for Proposal (DRFP & RFP)

Preproposal Conference

Industry Day

PSM

DRFP/RFP

No recommended changes to the current DRFP process

NOTE: Per NFS 1815.201(c)(6)(A), Contracting Officer can determine in writing if a DRFP is not beneficial to the acquisition

path 1 uncertain or new requirements pricing webex
Path #1 – Uncertain or New RequirementsPricing WebEx

Preproposal Conference

Industry Day

PSM

Pricing WebEx

DRFP/RFP

  • Venue and format of the presentation
    • CO will schedule and setup WebEx
    • CO will post charts to the acquisition website no later than 1 day prior to presentation
    • No change in current format
path 1 uncertain or new requirements summary
Path #1 – Uncertain or New RequirementsSummary

Preproposal Conference

Industry Day

PSM

Pricing WebEx

DRFP/RFP

  • Industry Day is always WebEx
  • Preproposal Conference has a new format and will be held prior to the issuance of the solicitation
  • Pricing WebEx will occur after the issuance of the solicitation
path 2 follow on requirements procurement information white paper
Path #2- Follow-on RequirementsProcurement Information White Paper

Industry Day

PSM

Preproposal Bulletin

  • The Preproposal Bulletin replaces the formal Preproposal Conference (new format)
      • Contains the same information as the Preproposal Conference (new format) without the formal presentation which required Industry to travel
      • Format and content of the bulletin will consist of procurement information from the PSM
        • Examples:
          • Contract Type
          • High Level Source Selection Criteria
          • Small Business Goals (if applicable)
      • CO will post bulletin to the acquisition website
  • Other pertinent information
    • One-on-One meetings may be held if determined necessary by the PDT
      • Can be via phone or in person (COs will need to relay these options to Industry via their synopsis)
    • Facility tours will be scheduled at this time if the SEB deems them to be necessary
path 2 follow on requirements summary
Path #2- Follow-on RequirementsSummary

Industry Day

PSM

Preproposal Bulletin

Pricing WebEx

DRFP/RFP

  • Industry Day is always WebEx (no change from Path #1)
  • Preproposal Bulletin will be issued prior to the issuance of the solicitation
  • Pricing WebEx will occur after the issuance of the solicitation (no change from Path #1)
closing
Closing
  • Objective:
  • Review and analyze three meetings:
    • Industry Day, Future Requirements Day, and Preproposal Conference.
  • Recommend any improvements that will increase the overall benefit of the meetings
  • Survey Themes:
  • Release of pertinent Procurement information was too late
  • Preferred Method of Delivery of pertinent information was via the acquisition website
  • Outcome:
  • Created two paths for procurements to follow depending on the complexity of the acquisition
    • Industry Day is always virtual
    • New Preproposal Conference format and Preproposal Bulletin allows the release of pertinent procurement information earlier in the process
    • Minimized the number of formal presentations
      • Maximizing WebEx
      • Reducing time and cost on both Government and Industry