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Multi-divisional Engineering, Design, Analysis Lab-wide Support (MEDALS) Ginger Loesch Subcontracts Manager, Labor and Task Services Subcontracts December.

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Presentation on theme: "Multi-divisional Engineering, Design, Analysis Lab-wide Support (MEDALS) Ginger Loesch Subcontracts Manager, Labor and Task Services Subcontracts December."— Presentation transcript:

1 Multi-divisional Engineering, Design, Analysis Lab-wide Support (MEDALS) Ginger Loesch Subcontracts Manager, Labor and Task Services Subcontracts December 16, 2014 Industry Day

2 2:30 – 3:00: Introduction to JPL 3:00 – 3:30: Historical Information and Statement of Work Overview 3:30 – 4:00: Request for Proposal (RFP) and Selection Process Overview 4:00 – 4:30: Question and Answer Session Industry Day Agenda 2

3 Jet Propulsion Laboratory (JPL) is a federally funded research and development center (FFRDC) and NASA field center located in the San Gabriel Valley area of Los Angeles County, California, United States. Headquartered in Pasadena on the border of La Cañada Flintridge and Pasadena. JPL is managed by California Institute of Technology (Caltech) for the National Aeronautics and Space Administration. Laboratory's primary function is construction and operation of robotic planetary spacecraft Also conducts Earth-orbit and astronomy missions Responsible for operating NASA's Deep Space Network (DSN) Introduction to JPL 3

4 About JPL Located in Pasadena, California 5,300 employees $1.6 billion business base $721 million in annual subcontract and purchase order commitments 177 acres 139 buildings 673,000 net square feet of office space 906,000 net square feet of non-office space (e.g., labs) (Data as of FY 2013) 4

5 Roles: Caltech operates JPL for NASA 5

6 Mars Solar system Exoplanets Astrophysics Earth Science Interplanetary Network Our Mission: Robotic Space Exploration for NASA 6

7 JPL Funding and Expenditures Where Some of the Funding Goes (FY 13) 7 $1,600,000,000 JPL Business Base JPL Workforce Infrastructure $721,000,000 Procurement Awards 45% of Business Base

8 The Acquisition Division is responsible for managing the process to purchase goods and services. Comprised of six primary sections and 13 work groups Commodity Purchasing Section Acquisition Planning and Compliance Services and Institutional Support Subcontracts Flight, Project and Program Subcontracts Project Acquisition Management and Business Opportunities Office University Subcontracts What We Buy and How 8

9 Common Items Procured 9

10 Awarding Work 10

11 Small Business Award Distribution (FY13) 11

12 MTESS (Mechanical and Thermal Engineering Support Services) was predominately used by Div. 35 with some usage by Div. 38 Complemented the JPL workforce in support of flight and non-flight activities. Cost-Plus-Fixed-Fee (CPFF) Research and Development Subcontract with Subcontract Work Orders (SWOs). Began in 1997, Awarded to Swales as a small business set-aside Recompeted in 2002 as a small business set aside, awarded to Swales. Recompeted in 2007 as open competition, Swales (SB) and Alliance SpaceSystems (SB) both given awards ATK (LB) purchased Swales in 2007, MDA (LB) purchased Alliance SpaceSystems in 2008 Background Historical Information 12

13 13 Organizational Structure for the Engineering and Science Directory

14 Following information is provided to show the history of the current MTESS subcontracts, with both subcontractors: The peak number of personnel was 64 in Spring 2009 JPL anticipates that JPL may exceed the peak levels of Current Subcontract ceiling: ATK: $20,525,467.69, 211 SWOs issued MDA: $12,506,119 SWOs issued Current Subcontracts end 7/31/2015 MTESS Background Information 14

15 SWO Examples 15

16 Objectives of MEDALS: To provide task support to a broad range of engineering and technology disciplines Speed up the acquisition process of task support so that JPL can respond quickly to identified tasks To provide excellent customer service to JPL by responding to customer and client needs and requests, with advance knowledge and experience Provide a systems and processes that incorporates industry standard tools and practices compatible with JPL tools Capability to provide support for Top Secret Sensitive Compartmented Information (TS/SCI) security clearance requirements Statement of Work Overview 16

17 The selected Subcontractor shall provide the labor, materials, facilities, and equipment necessary to perform tasks and provide services in support of non- flight and flight areas of engineering, technology development, hardware development, test development and operations support. Tasks will span both formulation and flight development activities and will include efforts relating to requirements definition, concept definition, tradeoff studies, hardware design, modeling, simulation, analysis, review support, mechanical and electrical fabrication, inspection, assembly and integration, and technical documentation support. 15 Major Engineering Disciplines Work will be authorized by JPL through issuance of Subcontract Work Orders (SWOs). Statement of Work Overview 17

18 Provide a Program Manager Weekly Status Meetings Travel as required on the SWO Use a web-based work flow tool to provide status and load proposal documents Provide Mission, Reliability and Quality Assurance in accordance with the SWO Provide Flight Systems Safety support in accordance with the SWO Statement of Work Overview (cont.) 18

19 Statement of Work Overview (cont.) Provide Computer Security for systems connecting to the JPL network, in accordance with Exhibit 2 Provide training as follows: JPL will fund training for JPL specific technical skills The subcontract will train their employees to maintain general job skills Maintain a property management system appropriate for handling Government Furnished Property (GFP) Provide Management Report in accordance with Paragraph

20 2 Exhibits incorporated into the Specimen Subcontract Cost Reimbursement with Commercial Organizations Subcontract General Provisions (GP) and 11 Additional General Provisions (AGP) included in the Specimen Subcontract 3 Special Provisions and 6 Alteration Provision also include in the Specimen Subcontract All GPs and AGPs can be found on the Acquisition Website: Statement of Work Overview: Exhibit and Provisions 20

21 Period of Performance Five year Basic Subcontract Performance based Award Terms Addition Award Terms available 10 year maximum JPL will issue an Award Term Plan JPL will provide Award Term metrics as an attachment to the final Award Term Plan, which will further define the Award Term process Award Term determinations will be made in accordance with Article 5 Statement of Work Overview: Period of Performance and Award Term 21

22 12/10/ Draft RFP released 12/16/ Industry Day Meeting 1/20/ Issue first RFP Volume 1 & 2 2/3/ Volumes 1 & 2 and Past Performance due 2/26/ RWO (second RFP) Problems issued 3/12/ RWO Technical and Cost Proposals due 3/23 – 3/27 - Oral Presentations and Fact Finding Discussions 4/17/ Submit to Source Selection Official 5/19/ Complete Negotiations 6/30/ Subcontracts executed Procurement Schedule 22

23 All comments regarding the Draft RFP must be submitted electronically to Ginger by 5:00 PM local time December 31, 2014 Areas of focus for comment: RFP Instructions Evaluation Instructions Cost Instructions Specimen Subcontract All comments will be taken into consideration prior to release of the RFP JPL may not provide a formal response to Offerors Offerors are not required to provide comments Draft Request for Proposal (RFP) 23

24 A two step RFP process will be used First RFP submission will be Technical and Management Proposal (Volume 1) and the Past Performance Questionnaire plus Related Experience (Volume 2) If Subcontractor meets Mandatory Qualifications, the proposal is evaluated Competitive Range is determined and down select is made Only selected proposers receive the second RFP which is the Representative Work Orders, requiring a Technical Proposal (Volume 3) and Cost Proposal (Volume 4) JPL evaluates the technical and cost proposals Orals conducted with the remaining proposers in the competitive range This competition is expected to result in 2 to 4 awards. Request for Proposal (RFP) Overview 24

25 Request for Proposal (RFP) Overview: Mandatory Criterion Proposers must show verification by DCAA or other federal audit agency, of an accounting system that has been audited and determined adequate for determining costs applicable to this contract, in accordance with (Federal Acquisition Regulation) FAR (a)(1). Proposers must have had at any one time, within the last 18 months prior to the issuance date of this RFP, a minimum of 50 bona fide employees employed in labor categories of similar nature to those required by JPL. Evidence shall include payroll records specifying: payroll week ending date, employee name, and job title. Proposers must provide financial qualification evidence, as indicated by having financial resources capable of making a payroll equivalent to $2,000,000 for a period of 3 months. Evidence of financial resources may include: copies of banking statements, lines of credit, cash on hand or any such other method of proving financial sustainability. Proposers must provide contact information for an individual that can provide verification that the proposer has performed work with personnel with Top Secret Sensitive Compartmented Information (TS/SCI) security clearances either directly or through a demonstrated relationship with a lower-tier subcontractor. Note: No safeguarding of classified information under this effort will be required, so a facility clearance is not required. 25

26 Volumes 1 & 2 are due first Past Performance on A-14 is verified but not evaluated and scored. Once Volume 1 & 2 are evaluated and scored, JPL may elect to down-select Down-select Based on initial evaluation of meeting the Mandatory Qualification criteria Formal review and scoring of Volume 1 & 2 criteria, and analysis of Past Performance. Based on the number of interested offerers, a down-select may be performed The highest scoring proposers will be moved on to receive the Representative Work Orders, Volumes 3 & 4. Request for Proposal (RFP) Overview 26

27 The RWO response will make up the basis for the questions for Volumes 3 & 4 There will be 3 RWOs that will be released to the proposers at the same time and all three RWO responses will be due by the deadline date. JPL will provide the Representative Work Orders (RWOs) for the vendors to propose against. It is not intended as actual work against the subcontract, but it will test the capability of the companies and their partners/subcontractors to create a response within the time requirement in the Specimen Subcontract in Article 1, Paragraph 6.3 The RWO exercise is intended to demonstrate management capability to evaluate, price and manage multiple SWOs at the same time, similar to how the work will be performed on the subcontract. The tasks on the RWOs will focus on specific technical issues that allows JPL to validate a degree to which the subcontractor is proficient. Representitive Work Orders (RWOs) 27

28 Volume 1 – Technical and Management Technical Criterion T-1 through T-3 Technical Capabilities of Personnel – Criterion T-1 –Personnel meeting the disciplines in the SOW, including cleared work –Qualifications of Program Manager and Key Technical Personnel –Technical disciplines which will be augmented through partnerships Technical Capabilities of Hardware and Software – Criterion T-2 –Detail computer hardware and software available for use on this contract (e.g. CAE tools) –Knowledge and experience of data translation protocol –Internal procedures for meeting the hardware and software security requirements Technical Capabilities of Facilities and Equipment – Criterion T-3 –Facilities and equipment satisfying the work required by the SOW Request for Proposal (RFP) Overview: Evaluation Criteria 28

29 Management Criterion M-1 through M-3 Management Controls and Subcontract Management – Criterion M-1 –Ability to monitor, control and report at the total subcontract level and SWO level Subcontract Management - Criterion M-2 –Manage work performed by partners and implement a transition plan from prior subcontractors Assurance Management Plans – Criterion M-3 –Mission, Reliability, and Quality Assurance Management Plans Weighted at 300 points Request for Proposal (RFP) Overview: Evaluation Criteria (cont.) 29

30 Volume 2: Related Experience Criterion P-1 Experience in providing engineering task services Experience in engineering flight hardware Key Personnel have worked on similar contracts Experience in providing classified support Experience of the prime having an established relationship with their subs Weighted at 300 points Request for Proposal (RFP) Overview: Evaluation Criteria (cont.) 30

31 Request for Proposal (RFP) Overview: Evaluation Criteria (cont.) Volumes 3 & 4 – Representative Work Orders Technical and Cost Proposals Technical Understanding – Criterion R-1 Understand the requirements and technical challenges associated with the RWO objectives Have the capability with regards to the technical requirements Demonstrate an understanding of Mission, Reliability, and Quality Assurance Address critical issues, including risk and ways to mitigate these risks Management Understanding – Criterion R-2 Organizational approach to managing and tracking performance Other resources such as facilities and equipment, travel and materials necessary to accomplish the RWO Demonstrate an understanding of appropriate cost elements for the RWO Demonstrate subcontractors used effectively Schedule Understanding – Criterion R-3 Schedule for completing the effort, including key milestones Skill mix of labor types and level of support for meeting technical requirements and schedule –Weighted at 400 Points 31

32 Proposal Pricing Volume 4 will consist of ROMs for each RWO Proposal shall be submitted on JPL Form A-15 Supplement Business/Cost Information Submit a copy of annual financial statements for the last 3 years Include a copy of a letter of credit from your bank, if available or applicable Identify any third parties who may have security liens on your intellectual property, personal property, or general intangibles. Demonstrate the financial resources to handle a subcontract of the dollar value anticipated. Accounting Calendar Furnish an accounting calendar for each year in which work is anticipated Attachments in Group A Request for Proposal (RFP) Overview: Volume 4 Cost Proposal Instructions 32

33 Group A Attachments: Forms to complete and attach to proposal A-1: Acknowledgment (Form JPL 2384) A-2: Does not apply if classified as a Small Business A-6: Notice of Total Small Business Set-Aside (Form JPL 4022) A-14: Past Performance (Form JPL 0358-A14) A-15:Cost Element Breakdown – Long Form (Form JPL 0549-A-19) A-20: Evidence of Adequacy of Accounting System (Form JPL 7370) A-21: Supplier Information Request (Form JPL 7255) Request for Proposal (RFP) Overview: RFP Attachments 33

34 Request for Proposal (RFP) Overview: RFP Attachments Group B Attachments: Provided for information purposes only B-1: Waiver of Rights to Inventions (does not apply to small business) B-2: Summary Work Breakdown Structure B-5: Notice of Req. for Affirmative Action to Ensure Equal Employment Oppt. B-7: Security Requirements for a Classified Subcontract (Form JPL 2891) B-12: Unescorted Access - Subcontractor Badging Instructions and Requirements B-19: Additional General Provision—Safety and Health 34

35 Questions? 35

36 Question 1: What drove the significant scope change of this procurement? Answer 1: There is an expected increase in work for the 5-10 years MTESS has been effective in quickly responding to JPL’s support task needs Goal to keep JPL core competencies in-house and send out task services to industry partners Questions Submitted Prior to Industry Day 36

37 Question 2: Is the NAICS code for this procurement still ? Answer 5: Yes Questions Submitted Prior to Industry Day 37

38 Question 3: Is a signed statement from an external accounting firm sufficient to demonstrate an accounting system is adequate for accumulating costs for a cost-plus contract? Answer 3: JPL is reviewing this requirement with our Subcontract Audit and Compliance Organization. We will clarify this requirement for the final RFP. Questions Submitted Prior to Industry Day 38

39 Question 4: In reference to the statement below: What is meant by a “… demonstrated relationship …“? Answer 4: A demonstrated relationship could be any contracts that shows that: either you as the prime or you as the subcontractor, have preformed work with a Top Secret Sensitive Compartmented Information TS/SCI security clearance. JPL will likely clarify this requirement prior to the final RFP Questions Submitted Prior to Industry Day 39

40 Question 5: Is this essence of this requirement that the proposer must be able to prove they can provide TS/SCI cleared staff either directly or indirectly through a subcontractor? Answer 5: Yes Questions Submitted Prior to Industry Day 40

41 Question 6: Further, should the proposer assume that all TS/SCI work will be performed at JPL’s cleared facilities? Answer 6: Yes Questions Submitted Prior to Industry Day 41

42 Question 7: Does the RFP Attachment A-2 CAS Notice and Certification apply to this procurement? Answer: 7: Attachment A-2 was included by default. If you are a small business, it is self deleting. Likely it will be removed from the final RFP Questions Submitted Prior to Industry Day 42

43 Question 8: Under the RFP’s Cost Instruction Section, several RFP Attachments are called out but are not included in the RFP Attachment package (e.g., A-19, B-10, B- 13). How will this be rectified in the Final RFP? What is required? Answer 8: All the attachments can be found at Questions Submitted Prior to Industry Day 43

44 Question 9: Section of the Draft RFP suggests that 51% (or more) of the work be performed by the prime contractor. Are the terms “Proposer” and “Prime Contractor” synonymous? Could a combination of small businesses on the proposing team perform 51% (or more) of the work or does the Proposer need to cover the 51% minimum themselves? Answer 9: The requirement is that 51% of the work (by cost) must be performed by the small business that the subcontract is written with. Partners or subcontractors can not make up more that 49% of the work Questions Submitted Prior to Industry Day 44

45 Question 10: Given the change/expansion in scope since the RFI with the addition of elements 1.1 Systems Engineering Support, 1.2 Electronics Design and Performance Analysis, 1.13 RF/Microwave Engineering, 1.14 Guidance Systems Engineering and 1.15 Control Systems Engineering will JPL go through a second round of RFI? Answer 10: No. An RFI is requested for information. JPL has developed a strategy that takes that information into account, but an additional RFI would be unlikely to change our strategy. Questions Submitted Prior to Industry Day 45

46 Question 11: For the Past Performance (PP) volume, is PP to be provided by only the Proposer or also from subcontractors to the Proposer? What's the cutoff in years for "recent" past performance and how many (minimum to maximum) contracts are requested? Answer 11: JPL will request that past performance be provided for both the proposer and any partners/subcontractors. The wording will be clarified in the final RFP. Form A-14 specifies 5 past performance references Questions Submitted Prior to Industry Day 46

47 Question 12: What's the anticipated size of MEDALS in terms of expected funding per year or per Specimen Subcontract Ceiling Amount? Answer 12: The ceiling amount on the subcontracts (Article 2) will based on a projection of $10M per year divided equally by the number of awardees. Actual ceilings and funding will be determined on the SWOs Questions Submitted Prior to Industry Day 47

48 Question 13: Is it JPL’s goal to make more than one award and does JPL expect to make more than two awards? Answer 13: JPL intends to make multiple awards. The expectation is that the number of awards would be between 2-4, however JPL reserves the right to determine the number of awardees, based on what would be in JPL’s best interest Questions Submitted Prior to Industry Day 48

49 Question 14: Of the 15 technical areas listed in the Specimen Subcontract Article 1, what is the expected percentage of work in each of the 15 areas? Answer 14: JPL does not have any historical data to relay on and therefore does not have any percentages. Questions Submitted Prior to Industry Day 49

50 Question 15: In section of the Draft RFP, we do not see any requirement to demonstrate the ability of the proposer to perform work in each of the 15 technical areas specified in the Specimen Subcontract, other than “Provide a general description of the personnel that meet the disciplines in the SOW.” Does JPL intend to have the Contractor provide more concrete evidence of the ability to perform work in each area, and if so, will this be made more clear in the final RFP? Answer 15: This is an evaluated procurement. JPL will be evaluating the proposers’ ability to perform the work on the Specimen Subcontract. We will consider if we would like the proposers to address each area of emphasis separately. Questions Submitted Prior to Industry Day 50

51 Question 16: JPL states mandatory requirements for the “Proposer.” Are there any mandatory requirements for subcontractors or partners to the Proposer? Answer 16: No Questions Submitted Prior to Industry Day 51

52 Question 17: In a previous communication, it was stated, “The North American Industry Classification System (NAICS) Code(s) applicable to this Subcontract is ” Is this still the case, and if so, which employee limit size for applies? Answer 17: The size standard of 1000 employees will be used for this effort, as MEDALS will be in support of "Space Vehicles and Guided Missiles, their Propulsion Units, their Propulsion Units Parts, and their Auxiliary Equipment and Parts". Questions Submitted Prior to Industry Day 52

53 Question 18: Under of the RFP, what is meant by the “overall socioeconomic goals”? Answer 18: It is required that the Prime (small business) will perform 51% of the work. This requirement asks for the proposer to identify how that will be accomplished and the size and classification for any partners/subcontractors. Questions Submitted Prior to Industry Day 53

54 Question 19: Under SOW Element 1.4 Mechanical Hardware Design and Engineering, should it be assumed that this area includes fabrication and assembly and assembly of structures, deployment mechanisms, and mechanical devices? Answer 19: Yes, JPL may require this work as specified on the individual SWO. Questions Submitted Prior to Industry Day 54

55 Reminders Read and Follow Directions very carefully Check the Due Dates for various submittals Check the format, number of copies and page limitations Make sure you meet the Mandatory Qualification and provide the evidence Keep checking the Website: for the updates on the RFP 55

56 Questions? Submit via to Ginger.E. or place in question boxGinger.E. 56


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