GSA s EIS: Vision for the Government s Largest Telecom Transition Program

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2 GSA s EIS: Vision for the Government s Largest Telecom Transition Program Breakout Session #: G05 James Mitchell, Contracting Officer, GSA Rodney Rider, GSA Date: Wednesday, July 27 Time: 9:45am 11:00am

3 Agenda What is EIS? Benefits, Acquisition Approach EIS Services and Scope Ordering Under EIS Option Year Pricing Task Order Examples EIS Transition Challenge What is Transition? Video Strategy for Success Why is GSA Offering Assistance? GSA Transition Support Agency Critical Activities GSA Assistance, Training, Tools Contact Information 2

4 What is EIS? NS2020 Government s strategy to meet future federal information technology and telecommunications needs EIS Enterprise Infrastructure Solutions is the acquisition contract and foundation for implementing the NS2020 strategy 3

5 EIS Benefits to Govt Agencies 4

6 EIS Acquisition Approach Global Telecommunications Acquisition $50B Ceiling Multiple Award / Indefinite Delivery Indefinite Quantity (IDIQ) Interagency Acquisition Fixed price and Time & Materials w/ Economic Price Adjustment Supports Telecommunications Inventory Management 15-year Period of Performance 5-year base, two 5-year options Mandatory price resubmission for option periods 5-year pricing matches industry best-practices Economic price adjustments tied to BLS indices Last 3 years of contract will be used for transition to eliminate need for contract extensions 5

7 Geographical Scope Use Core-Based Statistical Areas (CBSAs) defined by OMB CBSAs are U.S. areas with 10,000 or more people Includes territories and possessions 929 CBSAs in U.S. 925 currently invoicing under existing GSA Telecom contracts To be eligible to receive EIS task orders, contractors must Offer all mandatory services in 25 of the top 100 CBSAs Receive an EIS contract award or contract modification to include CBSAs they plan to support 6

8 EIS Services and Scope 7

9 Agency Actions to Order Under EIS Prior to Solicitation Submit agency requirements to GSA for scope compatibility reviews via GSA website Prior to Issuing Task Orders Agency COs complete training for Delegation of Procurement Authority (DPA) DPA training instructor-led and online Request and receive DPA via GSA website After Task Order Award Enter award information into Federal Procurement Data System (FPDS) 8

10 Ordering Agency Roles Ordering Contracting Officer (OCO) Award, administer, and close out TOs Determine fair and reasonable prices for catalog items, task order unique CLINs and individual case basis CLINs Report past performance An authorized official if ordering agency does not have contracting officers Task Order Contracting Officer s Representative (COR) Replaces DARs Has delegated authority by the OCO to: Place service orders / Accept or reject services Verify services meet technical requirements Execute duties such as billing disputes, past performance 9

11 Task Order Process Planning Complete DPA Register with GSA for Access to Tools (Pricer, etc.) Develop Acquisition Plan Secure Funding Develop Requirements Solicitation Submit Document to GSA for Scope Review Develop Solicitation Documents Fair Opportunity and Task Order Award Conduct Fair Opportunity Fairly Evaluate Proposals Award Task Order Respond to requests for debriefings/protests (as applicable) Administration Winning Contractor provides Task Order information to GSA Place Service Orders (if required) Administer and Close Out Task Order 10

12 Fair Opportunity Ordering Contracting Officer (OCO) MUST provide a fair opportunity (FO) to all awardees in accordance with FAR FAR (b)(1)(iii)(A) states Each order exceeding the simplified acquisition threshold shall be placed on a competitive basis in accordance with paragraph (b)(1)(iii)(b) of this section, unless supported by a written determination that one of the circumstances described at (b)(2)(i) applies to the order and the requirement is waived on the basis of a justification that is prepared in accordance with (b)(2)(ii)(B). 11

13 Fair Opportunity Dollar Levels Awards above $3500 and below Simplified Acquisition Threshold (SAT) ($150K) The contracting officer need not contact each of the multiple awardees under the contract before selecting an order awardee if the contracting officer has information available to ensure that each awardee is provided a fair opportunity to be considered for each order. 12

14 Fair Opportunity Dollar Levels (cont.) Awards above SAT and below $5.5M Provide a fair notice of the intent to make a purchase, including a clear description of the supplies to be delivered or the services to be performed and the basis upon which the selection will be made to all contractors offering the required supplies or services under the multiple-award contract; and Afford all contractors responding to the notice a fair opportunity to submit an offer and have that offer fairly considered. 13

15 Fair Opportunity Dollar Levels (end) For orders exceeding $5.5M, the requirement to provide all awardees a fair opportunity to be considered for each order shall include, at a minimum A notice of the task or delivery order that includes a clear statement of the agency s requirements; A reasonable response period; Disclosure of the significant factors and subfactors, including cost or price, that the agency expects to consider in evaluating proposals, and their relative importance; Where award is made on a best value basis, a written statement documenting the basis for award and the relative importance of quality and price or cost factors and An opportunity for a postaward debriefing in accordance with paragraph (b)(6) of this section. 14

16 EIS Task Orders FAR Part defines a TO as an order for services placed against an established contract or with government sources. Task orders placed under indefinite-delivery contracts must contain the following information: Date of order. Contract number and order number. For supplies and services, contract item number and description, quantity, and unit price or estimated cost or fee. Delivery or performance schedule. Place of delivery or performance (including consignee). Any packaging, packing, and shipping instructions. Accounting and appropriation data. Method of payment and payment office. All services and CBSAs must be on the EIS contract prior to the award of a task order containing those services and locations. 15

17 Service Orders and EIS Telecom industry historically uses Service Orders (SOs) to order/modify services Agency OCOs and TO CORs can place SOs against EIS TOs SOs must be within scope of the TO and EIS contract, and not exceed TO funding SOs can be issued to give a contractor delivery requirements details for agency-specific services Historically, SOs authorized start, change, or discontinuation of circuits, trunks, links, or systems. amend previously issued SOs and effect administrative changes. include basic circuit design information for new or changed. procure specific devices and ancillary equipment necessary to install circuit or services. 16

18 Special EIS CLINs EIS gives agencies and contractors flexibility to customize TOs to meet unique requirements, yet still maintain inventory records through billing. To accommodate special requirements, EIS includes fixed-price contract CLINs and: o Individual Case Basis (ICB) CLINs o Task Order Unique CLINs (TUCs) o Catalog CLINs When establishing a price, ICB, TUCs and Catalog CLINs do not require modifying the EIS contract. Agency OCO must determine the awarded prices are fair and reasonable. 17

19 Special EIS CLINs (continued) Individual Case Basis (ICB) CLINs Unique only in terms of price Unique identifiers for services requiring additional information to determine pricing Task Order Unique CLINs (TUCs) May be used to define custom solutions not otherwise defined and priced or combine multiple CLINs under a single overarching CLIN Incorporated into contract databases for pricing, inventory, and billing purposes Limited application, not to replace, obscure, or circumvent contract pricing Catalog CLINs For commercial items, including Cloud Service, Wireless Service, Commercial Mobile Satellite Service, Managed Security Service, Service Related Equipment Individual items and services not found fair and reasonable on the contract, but GSA has pre-negotiated discount classes for each item 18

20 EIS Option Year Pricing EIS contains an Economic Price Adjustment Price Refreshment clause (H.19) that indexes the contract prices to a series of Bureau of Labor and Statistics (BLS) indices. The contract base period prices have defined prices. However, the option periods pricing may increase or decrease depending on the inflation. Accordance with FAR (f)(2) Option periods have been evaluated as part of the initial competition and are exercisable at an amount reasonably determinable from the terms of the basic contract. TOs Period of Performance POP may be extended through the optional periods. 19

21 EIS Task Order Examples Below $150K (Simplified Acquisition Threshold) Wireless Service Between SAT to $5.5M VOIP New Location Above $5.5M Managed Network Service (MNS) Disclaimer: These examples are for illustration purposes only, and are not to be relied on for price estimate accuracy or technical completeness. 20

22 Example Below $150K (SAT) Service: Mobile Wireless Service (MWS) Scenario: 10-member agency task force needs domestic-mobile voice and data service (i.e. smartphones) for a 24 month assignment (est. $75K max, including options) Ordering approach: Compare prices across contractors and award TO based on LPTA Service pricing components found in Contract Section B.2.6 Voice plan unlimited minutes and texting Data plan variety of data usage plans Features, if any Pricing tools will be available to assist in pricing these components Equipment pricing found in contractor catalogs based on Section B.2.10 and may be accessed at the contractor s website Process is somewhat similar to shopping online for a personal or small business wireless plan and smartphone Determine the needs for each team member and compare plan and smartphone price combinations across contractors 21

23 Example SAT to $5.5M Service: IP Voice Service (IPVS) Scenario Agency moving to new field office in Nashville, TN; NTE 300 users for 5 years, estimated $1.25M to $1.75M; Agency already has a Virtual Private IP Network (VPN) to which this location will be connected Ordering approach: Develop requirements and solicit proposals from contractors that serve Nashville, and use technically acceptable, low price evaluation Agency decides to use a hosted VoIP solution Assume 99% of calls are domestic Service pricing components found in Contract Section B Hosted service is charged per seat for unlimited domestic calling with 6-second usage charges for OCONUS calls 21 Features are included with the plan Some features may be charged separately such as voice mail Prices may be reduced per seat for large orders, i.e., volume-based pricing or price bands Pricing tools will be available to assist in pricing these components Equipment pricing for smartphones is found in contractor catalogs based on Section B.2.10 and may be accessed at the contractor s website, including zero cost phones, if any. FAR ordering process Basic solicitation and notice to contractors including award basis, e.g., award to low price for technically acceptable proposals No Q&A required No debriefing required 22

24 Example Above $5.5M Service: Managed Network Service (MNS) Scenario Agency plans to upgrade their nationwide IP VPN service routers and plans to solicit solutions from all qualified EIS contractors Agency has completed an initial design identifying locations and desired routers Agency desires to have the contractor provide, install, maintain, and manage all new routers, and to include a Network Security Operations Center for 24/7 oversight Estimated price over the 5-year life of the TO >$15M Ordering approach: Develop requirements and solicit proposals from contractors that offer nationwide coverage for MNS Service pricing components found in Contract Section B Custom quote for network design work (ICB) Price to manage each router Installation, maintenance, and management of each router based on the router size Additional features for MPLS protocol management, etc., if applicable Additional phone lines for out-of-band control, as desired Request price for security operations center, as required (ICB) Request price for Network Operations Center, as required (ICB) 23

25 Example Above $5.5M (continued) Pricing tools will be available to assist in pricing components that are not ICB Equipment pricing for routers is based on the contractors SRE catalog pricing as required by Section B.2.10, available at each contractor s website Contractor would include in their proposal the router devices proposed and any additional price discounts offered based on their catalogs The FAR ordering process reflects the expected order value, e.g., Notice and solicitation to contractors, including evaluation factor description and award basis Opportunities for Q&A Debriefings of unsuccessful offerors upon request 24

26 EIS Transition Challenge Inventory Validation completed Jan 29, 2016 Federal Agencies Transitioning to EIS 25

27 What is Transition? Video Presented by Debbie Hren, Transition Director, Network Services, GSA What is Transition: Video 26

28 Strategy for Success Agency Involvement at High Level and Key Functions Senior executive sponsor, transition manager, and lead contracting liaison Agency Transition Plans Due to GSA Oct 2016 Template on gsa.gov/eis Phased, Orderly Approach Sequence and pace to level workload and get progress early Transparency and Meaningful Reporting Metrics that convey the relative complexity and level of effort along with transition progress Early and Effective Support GSA and contractors validate inventory COMPLETED JAN 29, 2016 GSA provides consultants to agencies for contractor selection and ordering 27

29 Why is GSA Offering Assistance? Agency Involvement at High Level and Key Functions Senior executive sponsor, transition manager, and lead contracting liaison Different than Networx Task Order driven Scope of available services o Direct Order- Networx, WITS3 o GSA Regional Service GSA will conduct FO and transition (local and long distance) Fair Opportunity Timeframe Averaged 2.3 years for decisions on Networx Minimize Agency Impact Provide trained, subject matter experts for ordering (solicitation, FO, Task Orders) 28

30 GSA Transition Support Inventory Validation Statement of Work tool Gateways o GSA will order, manage and fund shared gateways to support parallel operations Training o EIS Fundamentals o SOW Assist Tool o Delegation of Procurement Authority (DPA) 29

31 GSA Funded Assistance GSA-provided Assistance with fair opportunity and ordering, based on agencies transition strategy o Consultants to help direct-order agencies GSA-assisted Transition o Small agencies o Regional services (Local Service Agreements) Interagency Agreement required 30

32 GSA Funded Ordering Assistance Support Agency Team (agency transition sponsor, lead transition manager, and transition ordering contracting Officer) Market Research, Writing Requirements, Solicitation Documentation and Evaluation Level of support is based on the Transition Assistance Package (TAP) Equitable allocation across the agencies Legal use of the Acquisition Service Fund Number and complexity of the proposed Agency FOs Inventory and Networx Fair Opportunity history 31

33 Agencies Critical Activities Activity Identify Integrated Transition Team: Agency Transition Sponsor, Transition Ordering Contracting Officer, Lead Transition Manager Complete By Jun 2016 Confirm Inventory & Deliver Agency Transition Plan Oct 2016 Release FO solicitations Mar 2017 Issue Task Orders Mar 2018 Transition 50% complete Mar 2019 Transition 100% complete Mar/May

34 GSA Assistance, Training, Tools Help with FO Decisions and Ordering DPA Training Service Mapping to EIS and Pricing Ordering Guide SOW and Solicitation Template Transition Handbook EIS Interact site: White Papers EIS RFP Industry Day Q&A 33

35 Contact Information ( ) Technology Service Managers (gsa.gov/tsms) gsa.gov/eis gsa.gov/networx gsa.gov/wits / /