NASA Johnson Space Center

1

• NASA Johnson Space Center
• Pre-Proposal Conference
• Information Technology and
• Multimedia Services Contract (ITAMS)
• August 25, 2009

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Morning Agenda

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Afternoon Agenda

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Safety and Administrative Information
Restrooms can be found in the hallway outside
this ballroom. Fire exits are the front
entrance and side exit doors. In the event of a
fire, you must move at least 75 ft. away from the
building. Please silence cell phones and pagers.
Fire Exits
Fire Exit
Fire Exit
Restrooms
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Overview

• The purpose of this Pre-Proposal Conference is
  twofold
• To assist industry in understanding the
  Governments requirements pertaining to the ITAMS
  Draft RFP and
• To promote competition for the ITAMS Contract.
• In order to avoid preferential treatment toward
  those attending this conference, todays
  presentation will follow a written script.
• Presentation charts will be posted on the ITAMS
  website at http//procurement.jsc.nasa.gov/itams.
• Hand-outs will not be provided.

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Questions Answers

• Verbal questions will not be allowed during this
  briefing.
• Attendees may submit questions in writing on the
  forms provided at the registration desk or via
  the ITAMS website.
• Official responses to questions will be posted on
  both the NAIS and ITAMS websites.
• NAIS website http//prod.nais.nasa.gov/cgi-bin/n
  ais/index.cgi
• ITAMS website http//procurement.jsc.nasa.gov/it
  ams

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Questions Answers

• Verbal questions may be asked during the pricing
  workshop this afternoon however, any response to
  verbal questions shall not be construed as an
  official answer.
• To receive an official answer, attendees may
  submit questions in writing on the forms provided
  at the registration desk or via the ITAMS
  website.
• Official responses to questions will be posted on
  both the NAIS and ITAMS websites.
• NAIS website http//prod.nais.nasa.gov/cgi-bin/n
  ais/index.cgi
• ITAMS website http//procurement.jsc.nasa.go
  v/itams

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Disclaimers Other Notices

• These slides are not to be interpreted as a
  comprehensive description of all of the
  requirements contained in the Draft Request for
  Proposal (RFP).
• Offerors should not place any added emphasis
  based on the content of this briefing.
• Information provided today is to assist in the
  development of proposals however, the Final RFP
  will take precedence.
• To the extent there are any inconsistencies
  between this briefing and the solicitation, the
  solicitation will govern.
• The NASA Acquisition Internet Service (NAIS) is
  considered the official website for ITAMS
  acquisition documents. In the event of a
  discrepancy between NAIS and the ITAMS website,
  the NAIS website will govern.

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Opening Remarks

• Jeff Cullen
• Deputy Director of Procurement

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Opening Remarks

• Larry Sweet
• Director of Information Resources

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What is ITAMS?

• Information Technology and Multimedia Services
  Contract- Represents the Information Resources
  Directorate (IRD) and the External Relations
  Office- Spreads across the entire Johnson Space
  Center including White Sand Test Facility, in New
  Mexico
• Primary Goal of ITAMS is to provide the highest
  quality products and services in all areas of
  information technology, information management,
  multimedia services, and external relations,
  resulting in a high level of Customer
  Satisfaction
• The ITAMS Contract must align with the CIO
  Strategy that is supported out of NASA HQ

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IT ManagementStrategy at NASA

• NASAs commitment to the strategy of Agency-wide
  IT services and Agency-wide procurement aligns
  with
• NASAs need for IT security, efficiency, and
  collaboration for mission support
• Industry and business best practices
• New Administrations priorities of
  effectiveness, efficiency, transparency,
  participation and collaboration
• ITAMS must align to I3P
• I3P is a consolidation of NASAs information
  technology (IT) current contracts and projects
  (e.g., ODIN, NOMAD) into 5 Agency contracts
  ACES, NICS, NEDC, EAST, WEST, and an Enterprise
  Service Desk provided by the NASA Shared Services
  Center.

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I3P Contracts
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What IRD Is All About

• VisionThe vision of the Information Resources
  Directorate is one of innovation and creative
  evolution. We are evolving into a more flexible
  organization, one that anticipates the changing
  demands on information technology and services,
  and participates in finding innovative solutions
  to satisfy those demands. We are striving to
  change our image as simply a provider of IT
  utilities by partnering with the Programs and
  Center organizations in shaping IT solutions,
  systems, and architectures. With a focus on
  customer service, we will provide end-to-end
  solutions across a unified IRD and align our
  vision with the Agencys goals.Creation,
  innovation, solutions... providing information
  resources for mission success.

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Who are our Customers?

• We enable the Missions The Level 2 Program
  Offices International Space Station, Space
  Shuttle , and Constellation Programs at JSC
• Provide high quality Institutional services to
  JSC, including- Engineering
• - Mission Operations - CFO- Flight Crew -
  Legal- Center Operations - White Sands-
  Procurement - Safety- Life Sciences - Human
  Resources- NASA HQ - External Relations- JSC
  Center Director - IRD (ourselves)- NASA
  Administrator

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Procurement Overview

• Chuck Riley
• JSC Institutional Procurement

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Contract Highlights

• Competition Type Small Business Set-Aside
• NAICS Code 541513
• Computer Facilities Management Services Size
  Standard 25M
• Contract Type Cost Plus Incentive Fee (CPIF)
• Indefinite Delivery Indefinite Quantity
  (IDIQ) using Fixed Rates
• Period of Performance 5 Years
• Base Period (3 Years) July 1, 2010 June 30,
  2013
• Option 1 (1 Year) July 1, 2013 June 30, 2014
• Option 2 (1 Year) July 1, 2014 June 30, 2015
• Contract Phase-In 60 Days
• May 1, 2010 June 30, 2010

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Acquisition Milestones
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Points of Contact

• Contracting Officer Jennifer Krause
• Phone [phone]
• E-mail address jsc-itams-seb_at_mail.nasa.gov
• Fax [phone]
• Web Address http//procurement.jsc.nasa.gov/itam
  s
• Click on the Anonymous Questions to the
  Contracting Officer link to submit a question or
  comment regarding the Draft RFP.
• The Anonymous Questions to the Contracting
  Officer link will not be available after the
  release of the Final RFP.

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Points of Contact

• Installation Ombudsman
• Melanie Saunders, Associate Director Management
• Address Lyndon B. Johnson Space Center
• Mail Code AC
• 2101 NASA Parkway
• Houston, TX 77058
• E-mail address melanie.saunders-1_at_nasa.gov
• Phone [phone]
• Fax [phone]
• Ombudsman (NFS 1852.215-84) before consulting
  with an ombudsman, interested parties must first
  address their concerns, issues, disagreements,
  and/or recommendations to the contracting officer
  for resolution If resolution cannot be made by
  the contracting officer, interested parties may
  contact the installation ombudsman

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Draft RFP Highlights

• Read the solicitation very carefully
• There are numerous clauses and provisions that
  have been incorporated via full text or by
  reference throughout the document.
• Clauses incorporated by reference have the same
  force and effect as if they were included in
  their full text.
• RFP contains several blanks that require fill-in
  by the offeror. If information is not
  applicable, offeror should insert N/A.
• Section J includes important documents, exhibits,
  and other attachments.
• Section K must be properly completed and returned
  with offer.
• Section L provides the offeror with instructions,
  conditions, and notices essential to submission
  of a responsive proposal. The instructions in
  this part of Section L are directly related to
  the evaluation factors set forth in Section M.
• Section M describes the evaluation factors that
  the Government will use to make selection for
  award.
• The discussion of clauses contained in these
  charts is intended to be at a highlight or
  summary level. Offerors must ensure they read the
  RFP clauses in their entirety and comply with all
  of the requirements of the clauses contained in
  the RFP.

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Draft RFP Highlights

• Section A Solicitation/Contract Form
• Section B Supplies or Services and Prices/Costs
• Section C Description/Specifications/Statement
  of Work
• Section D Packaging and Marking
• Section E Inspection and Acceptance
• Section F Deliveries or Performance
• Section G Contract Administration Data
• Section H Special Contract Requirements
• Section I Contract Clauses
• Section J List of Attachments
• Section K Representations, Certifications and
  Other Statements of Offerors
• Section L Instructions, Conditions, and Notices
  to Offerors or Respondents
• Section M Evaluation Factors for Award

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Draft RFP Highlights Section A
Standard Form 33 Solicitation, Offer, and
Award Offerors shall complete blocks 12 18 of
Standard Form 33
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Draft RFP Highlights Section B
B.3 Estimated Cost and Incentive Fee (NFS
1852.216-84) (OCT 1996) This clause lists the
target cost, target fee, and maximum fee of the
contract. This clause ties directly to Clause
B.8, Cost and Incentive Fee. Clause B.2 also
defines the cost sharing for cost under-runs as
Government 80 -- Contractor 20 and the cost
sharing for cost over-runs as Government 70 --
Contractor 30. B.4 Contract Funding (NFS
1852.232-81) (JUN 1990) Contract funding will be
at the contract level. The contract will be
incrementally funded. When a funding modification
is issued this clause will reflect the total
amount of obligated funds for cost and the total
amount obligated for payment of fee. B.5
Contract Value This clause will be a summation
of the phase-in fixed price and the estimated
cost and maximum incentive fee values of the task
orders issued under the contract. B.6 Firm
Fixed Price (Contract Phase-In) There is a
60-day phase-in period. Offerors shall enter the
proposed firm fixed price for the phase-in period
in the blank space provided.
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Draft RFP Highlights Section B
B.7 Minimum and Maximum IDIQ Contract
Value This clause sets forth the guaranteed
minimum and the maximum not-to-exceed (NTE) value
of the contract including cost and fee. The
minimum guaranteed value of work to be ordered
under this contract is 5,000,000. The NTE value
is 150,500,000. The contract value is
determined by the summation of task orders issued
under the contract. B.8 Cost and Incentive
Fee This clause sets forth the cost and
incentive fee values established for performance
of the ITAMS contact. Clause B.8 also defines
the cost and incentive fee elements of the
contact. B.9 IDIQ Rate Table and Estimating
Methodology This clause shows the fully burdened
rates for each labor category for all five
contract years. Offerors are expected to fill in
the table in B.9 with the labor categories and
fully burdened rates they are proposing for all
contract years. The rates are fully burdened
except for fee. Offerors shall also provide
the indirect rates that may be applied to
non-labor resources such as materials and travel
as well as the target and maximum incentive fee
rates. The rates provided in this table shall be
used to price task orders under the
contract.
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Draft RFP Highlights Section C

• Mike Benavides
• Source Evaluation Board (SEB) Member
• Steve Nesbitt
• SEB Chairman

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WBS 3.0 Management

• Section 3 of the Statement of Work requires the
  overall contract management functions for
• Safety and Health
• Resource Management
• Configuration Management
• Work Authorization
• Quality Management and Control
• Project/System Integration

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WBS 4.0 Customer Service

• Section 4.0 of the SOW requires
• Customer Support Center operations which cover
  all aspects of IRD products and services.
• Specialized Support Services such as public key
  infrastructure (PKI), senior management support,
  customer service system operations, data
  management, remote access, etc.
• Customer Service Agent support to designated
  organizations. Knowledgeable about all IRD
  products and services.

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WBS 5.0 Information Technology

• Approximately half of the effort under this
  contract is in Section 5.0, which requires
• Applications Services providing complete
  end-to-end lifecycle support.
• Technical Assistance providing services such as
  administrative support, web registration, IT
  asset management, data call support, etc.
• Enterprise Architecture which will assist JSC in
  aligning with the agency approach to managing IT
  resources.

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WBS 5.0 Information Technology

• IT Systems Engineering, Installation, Maintenance
  and Operations for many systems throughout JSC.
• System Capacity Planning and Performance
  Management.
• IT Security Services safeguarding
  confidentiality, integrity, and availability of
  unclassified IT resources.
• Planning and Integration for the development and
  implementation of new system capabilities
  performing studies, market surveys, etc.

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WBS 6.0 Multimedia Operations and Services

• Section 6.0 of the SOW requires
• Imagery Acquisition including all types of still
  and motion imagery acquisition provided by IRD to
  its customers at JSC and White Sands.
• Human Space Flight Multimedia Operations
  including still and motion imagery and audio
  processing and distribution supporting human
  space flight.
• General Photographic Operations and Services
  including the processing and handling of both
  film and digital based imagery.

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WBS 6.0 Continued

• General Video Operations including processing,
  recording and distributing video and the creation
  of some video products.
• Other services under 6.0 including video
  teleconferencing, support for meetings and
  presentation and operation of a multimedia
  equipment loan pool.

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WBS 7.0 Information Management

• Section 7.0 of the SOW requires
• Document and Data Management including the
  electronic and physical management of forms,
  documents and other data.
• Library and Multimedia Repository Management
  including operating the libraries, managing
  storage facilities for various media and support
  for taxonomy development.
• Writing, Editing and Graphics services covering
  technical and creative products.

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WBS 8.0 External Relations Support Services

• Section 8.0 of the SOW requires
• Support to Public Affairs activities such as
  programming for NASA TV, video production and
  audio support, internal and external
  communications products and services, exhibits
  production and maintenance and a variety of
  outreach activities.
• Education programs such as the distance learning
  and education outreach support are included in
  WBS 8.0.

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Draft RFP Highlights Section G
G.19 Provisional Payments This clause sets
forth the parameters for provisional payments of
incentive fee and directly ties to Attachment
J-1, Incentive Fee Plan. Provisional payments
will be made on a monthly basis. The total amount
of incentive fee available for provisional
payments during an evaluation period is the
lesser of 80 or the prior periods score.
Provisional incentive fee payments will be
superseded by the final incentive fee evaluation
for the period. If the Contracting Officer (CO)
determines that the Contractor will not achieve a
level of performance commensurate with the
provisional rate, payment of provisional
incentive fee will be discontinued or reduced in
such amounts as the CO deems appropriate.
Note Per Attachment J-1, two types of incentive
fee exist under this contract Performance
Incentive Fee (PIF) and Cost Incentive Fee (CIF).
The PIF qualifies for immediate provisional
payment in accordance with Clause G.19. For the
CIF, the decision to allow provisional fee
payments associated with a projected under-run of
target cost or to modify fee payments based on an
over-run is at the discretion of the CO. The CO
will examine the NF 533 data, specifically the
Estimate at Completion (EAC), no earlier than the
mid-point of the contracts basic period of
performance to determine if provisional payments
are appropriate.
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Draft RFP Highlights Section H

• H.2 Limitation of Future Contracting (NFS
  1852.209-71) (DEC 1988)
• This clause establishes the nature of potential
  organizational conflicts of interest and the
  restrictions upon future contracting. It is
  important to read this clause in conjunction with
  Clause I.17, Access to Sensitive Information and
  Section C, Statement of Work.
• H.3 Task Ordering Procedure (NFS 1852.216-80)
  (OCT 1996)
• This clause details the task order procedures
  that will be implemented under the ITAMS
  contract. The contractor shall submit a task
  plan within 15 days after receipt of the COs
  request.
• H.5 Key Personnel and Facilities (NFS
  1852.235-71)(MAR 1989)
• This clause identifies those individuals and
  facilities considered essential to the success of
  the contract. Offerors shall list the proposed
  key personnel, by name and title, and any
  essential facilities in Clause H.5 The
  contractor shall make no diversion without
  written consent from the CO.

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Draft RFP Highlights Section H

• H.8 Representations, Certifications, and Other
  Statements of Offerors
• Offerors shall complete the fill-in and submit as
  required.
• H.10 Associate Contractor Agreement (ACA) for
  the Information Resources
  
• Directorate/External Relations Office
  (IRD/ERO)
• To meet the requirements of the ITAMS contract,
  close coordination, cooperation, and exchange of
  information with other Contractors will be
  required. Clause H.10 requires establishment of
  ACAs with other JSC Contractors when appropriate.
  Offerors shall complete the fill-in listing the
  functions which may require an ACA with other
  Contractors and submit as required.

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Draft RFP Highlights Section H

• H.11 Advance Understanding on the Cost of Space
  for Government Property and
• Contract Services
• As of the effective date of the ITAMS contract,
  the Contractor has an obligation to provide
  approximately 18,000 square feet of off-site
  storage space. It is anticipated that the
  Government will have storage space available
  prior to completion date of this contract. As
  such, any lease arrangement entered into by the
  Contractor shall contain an escape clause
  allowing lease termination at any time during the
  period of performance of the contract.
• The clause also states terms that both the
  Government and Contractor agree to should any
  contractor provided space become idle facilities
  or idle capacity as defined by
  FAR 31.205-17.
• H.12 Information Management Tool
• Should an offeror choose not to use
  Government-provided information management tools
  but proposes Contractor-provided solutions, the
  offeror shall provide to the Government the
  proposed solutions at no direct licensing charge.
  If applicable, the proposed information
  management tool shall be delivered to the
  Government in accordance with FAR 52.227-14 (ALT
  III), Rights in Data General.
• Offerors shall complete the fill-ins and submit
  as required.

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Draft RFP Highlights Section I

• I.1 Clauses Incorporated By Reference
• Service Contract Act (FAR 52.222-41) (NOV 2007)
• This clause requires a Department of Labor wage
  determination (WD), which establishes the minimum
  wages and fringe benefits, for non-exempt
  employees performing services per FAR 22.1001.
• This solicitation contains WD 2005-2516 Revision
  9 Harris County, TX as Attachment J-7 for
  non-union, non-exempt service employees under the
  ITAMS contract. A new wage determination will be
  incorporated annually per DRD-21 on the
  anniversary date of the contract.
• Wage and fringe benefit information submitted in
  any proposal for non-exempt employees must
  include a direct match to the appropriate wage
  determination.
• Furthermore, Section 4 of the Service Contract
  Act applies to employees represented by organized
  labor and states that Contractors shall pay these
  employees economic terms (wages and fringe
  benefits) provided for under the Collective
  Bargaining Agreement (CBA).
• Copies of the current CBAs are available in the
  Technical Library on the ITAMS website. CBA
  represented work is not anticipated on the ITAMS
  contact until 2011.

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Draft RFP Highlights Section I

• I.4 Incentive Fee (FAR 52.216-10) (MAR 1997)
• This clause details the parameters for incentive
  fee that will be implemented under the ITAMS
  contract and directly ties to Attachment J-1,
  Incentive Fee Plan.
• I.7 Indefinite Quantity (FAR 52.216-22) (OCT
  1995)
• This clause stipulates the delivery and
  performance requirements for an indefinite
  quantity type contract. Any orders issued during
  the effective period of the ITAMS contract and
  not completed within that period shall be
  completed by the Contractor within the specified
  time in the task orders. The contract shall
  govern the Contractors and Governments rights
  and obligations with respect to these task orders
  to the same extent as if the order were completed
  during the contracts effective period provided
  that the Contractor shall not be required to make
  any deliveries under the ITAMS contract after
  June 30, 2014 (or one-year after the end of the
  effective period of the contract.)
• I.17 Access to Sensitive Information (NFS
  1852.237-72) (JUN 2005)
• This clause defines sensitive information and
  states the Contractors responsibilities,
  obligations, and restrictions with regards to
  sensitive information that may be available to
  the ITAMS Contractor. This clause should be read
  in conjunction with Clause H.2, Limitation of
  Future Contracting, and Section C, Statement of
  Work.

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Draft RFP Highlights Section J

• J-1 Incentive Fee Plan
• J-2 JSC Data Requirements List (DRL)
• J-3 JSC Data Requirements Description (DRD)
• J-4 Acronym List and Definitions
• J-5 List of Installation Accountable Government
  Property
• J-6 Applicable Documents
• J-7 U.S. Department of Labor Wage Determination
• J-8 Safety and Health Plan
• -- To be provided by the Offeror with proposal
• -- Will be incorporated into the contract once
  approved by NASA
• J-9 Management Plan
• -- To be provided by the Offeror with proposal
• -- Will be incorporated into the contract once
  approved by NASA
• J-10 Systems Table
• J-11 Software Inventory
• J-12 Contract Labor Categories

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Draft RFP Highlights Section J

• J-13 List of Government Furnished Property
• J-14 List of Government Furnished Property
  Pursuant to
• FAR 52.245-2
• J-15 Security Classification Requirements
• J-16 Hazardous Materials List
• J-17 Phase-in Plan
• -- To be provided by the Offeror with
  proposal
• -- Will be incorporated into the contract once
  approved by NASA
• J-18 Personal Identity Verification (PIV) Card
  Issuance Procedures
• J-19 Organizational Conflict of Interest
  Avoidance Plan
• -- To be provided by Contractor at contract
  start
• -- Will be incorporated into the contract per
  contract clause I.17,
• Access to Sensitive Information (NFS
  1852.237-72)
• J-20 Server Inventory and Complexity Matrix
• J-21 Government Specified Applications
• J-22 Performance Standards

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Draft RFP Highlights Section J

• J-23 IT Security Plan, Risk Assessment, and FIPS
  199 Assessment -- To be provided by Contractor
  at contract start
• -- Will be incorporated into the contract once
  approved by NASA
• J-24 Emergency Plan
• -- To be provided by Contractor at contract
  start
• -- Will be incorporated into the contract once
  approved by NASA
• J-25 List of Installation Provided Facilities and
  Services

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RFP Highlights Section K

• K.2 Annual Representations and Certifications
• (FAR 52.204-8) (JAN 2006)
• Offerors shall complete Provision K.2 as
  appropriate.

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RFP Highlights Section L

• L.13 Proposal Marking and Delivery
• In order to ensure timely receipt of proposals,
  please follow the instructions provided in this
  provision for delivery of proposals through the
  JSC Central Receiving Office.
• Offerors are encouraged to contact the
  Contracting Officer or SEB Chairman to coordinate
  delivery.
• L.18 SBA Ostensible Subcontractor Rule
  Information
• The information provided in response to this
  provision will support the Governments ability
  to certify that the prime contractor will be
  performing the primary and vital requirements of
  the contract and is required for any offer that
  includes a subcontracting or teaming arrangement.
• L.19 Instructions for Proposal Preparation
• Offerors are required to provide information
  responsive to the items set forth in this
  section. This information is considered
  essential for the Government to conduct a fair
  and uniform evaluation of the proposals in
  accordance with the evaluation factors and
  sub-factors provided in Section M.

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RFP Highlights Section L

• L.19.1 Introduction
• Offerors may reference Table L-1 for a
  cross-reference of the evaluation factors and
  sub-factors described in Section L and the
  evaluation process in Section M.
• L.19.2 Proposal Arrangement, Page Limitations,
  Copies, and Due Dates
• This provision establishes the proposal
  arrangement, page limitations, number of copies,
  and due dates for this acquisition.
• Table L-2 defines proposal arrangement by
  volumes, the associated page limitations, and
  required electronic formats.
• Table L-3 lists the number of proposal copies
  required and the due dates.
• The following items are due no later than 200
  p.m. CDT on October 28, 2009
• Volume II, Past Performance, and
• Volume III, Cost Proposal, Cognizant Audit
  Template only.
• The following proposal volumes are due no later
  than 200 p.m. CST on November 18, 2009
• Volume I, Mission Suitability,
• Volume III, Cost Proposal, including the
  Cognizant Audit Template previously submitted,

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RFP Highlights Section L

• L.19.3 Volume I- Mission Suitability
• The mission suitability proposal shall be
  submitted in one volume and divided into the
  following sections
• 1. Technical
• Part A. Technical Approach
• Includes a discussion of the Offerors overall
  technical approach to meeting the
• requirements of the SOW
• Part B. Specific Technical Understanding and
  Resources
• Provides detailed information on how you will
  perform the work including your basis of
• estimate and the specific resources you will
  apply to accomplish the task orders.
• 2. Management
• 3. Staffing/ Key Personnel
• 4. Safety and Health
• Note The Government reserves the right and
  intends to award the task orders included in the
  ITAMS RFP.

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RFP Highlights Section L

• L.19.3.1 Technical (TA) (Mission Suitability
  Sub-factor 1)
• L.19.3.1.1 Part A Technical Approach
• Part A of your proposal should provide a summary
  discussion of your approach for meeting the SOW
  requirements, including proposed innovations and
  efficiencies, for each WBS area as follows
• TA1, General Customer Support (WBS 4.0)
• TA2, Information Technology (WBS 5.0)
• Includes response to Scenario 1,
  Virtualization, and Scenario 2, JSC IT
• Governance Framework
• TA3, Multimedia Operations and Services (WBS
  6.0)
• TA4, Information Management (WBS 7.0)
• TA5, External Relations Support Services (WBS
  8.0)
• L.19.3.1.2 Part B Specific Technical
  Understanding and Resources (TA6)
• Part B of your proposal should provide the
  specific detail on how you will perform the work
  and includes your response to the task orders and
  technical resources templates.

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RFP Highlights Section L

• L.19.3.2 Management (MA), (Mission Suitability
  Sub-factor 2)
• (Reference to a Quality Plan should be deleted)
• Includes your response to the following
• MA1, Overall Management Approach
• Includes response to Provision L.18, the SBA
  Ostensible Subcontractor Rule
• Information
• MA2, Approach for Establishing Associate
  Contractor Agreements (ACAs)
• MA3, Phase-In Plan
• L.19.3.3 Staffing/Key Personnel (SK) (Mission
  Suitability Sub-Factor 3)
• Includes your response to the following
• SK1, Key Personnel Approach
• SK2, Total Compensation Plan
• SK3, Labor Relations Plan

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RFP Highlights Section L

• L.19.3.4 Safety and Health (SH) (Mission
  Suitability Sub-Factor 4)
• Includes your response to the following
• SH1, Safety and Health Plan
• SH2, Demonstrated Safety and Environmental
  Capabilities
• More information on Safety will be provided later
  in this briefing.
• L.19.4 Volume II Past Performance
• Information requested under this clause is
  required of the Offeror and major subcontractors
  (over 1 million in total value per year).
  Offerors may submit additional information at
  their discretion if they consider such
  information necessary to establish a record of
  relevant performance.
• Offerors shall complete Section L, Attachment
  L-2, Past Performance Questionnaire, for up to
  five contracts completed and ongoing.

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RFP Highlights Section L

• L.19.5 Specific Technical Understanding and
  Resources
• Jannette Bolden and Herb Rocha will discuss
  instructions for preparation of the cost/price
  proposal in a special session beginning at 1 p.m.
  this afternoon in this room.
• L.19.6 Volume III - Cost /Price Proposal
• Jannette Bolden and Herb Rocha will discuss
  instructions for preparation of the cost/price
  proposal in a special session beginning at 1 p.m.
  this afternoon in this room.
• L.19.7 Volume IV Model Contract
• This provision provides instruction for
  completion of the model contract including a list
  of the parts of the contract that must be
  completed with proposal submission.

52
RFP Highlights Section L

• ATTACHMENTS
• L-1 KEY PERSONNEL RESUME
• L-2 PAST PERFORMANCE QUESTIONNAIRE
• L-3 TASK ORDERS
• L-4 IDIQ WORKBOOK
• L-5 TECHNICAL WORKBOOK
• L-6 OTHER WORKBOOK

53
RFP Highlights Section M

• M.4 Evaluation Factors and Criteria
• Factor 1- Mission Suitability
• Factor 2- Past Performance (adjectival ratings,
  levels of confidence)
• Factor 3- Cost (not weighted or scored)
• M.5 Relative Importance Of Factors

54
Safety Health Programs Guidelines for
responding to Safety Requirements in the Request
for Proposal (RFP)

• NASA JSC
• Ronald A. Montague David T. Loyd
• Safety and Test Operations Division
• August 25, 2009

55
Agenda

• Overview of the NASA Safety Program
• What will be expected of you at JSC
• A Successful Safety Program Model
• The Safety Health Plan
• Examples of How to Gain Un-wanted Attention
• Recommendations
• References

56
Overview of the NASA Safety Program

• NASAs safety objective is to avoid loss of life,
  personal injury and illness, property loss or
  damage, or environmental harm resulting from any
  of its activities and to ensure safety and
  healthful conditions for persons working at or
  visiting NASA facilities
• NASA shall comply with all applicable regulations
• NASA safety and health requirements
• Requirements of those federal agencies with
  regulatory authority over NASA such as OSHA, EPA,
  and DoT
• NASA requires every employee to report workplace
  hazards
• NASA ensures that there is no reprisal to
  personnel for reporting unsafe or unhealthy
  conditions

57
Overview of the NASA Safety Program

• The NASA Safety Policy stresses the individual
  responsibility of each employee for their own
  safety and that of their co-worker. Risk within
  the work environment must be managed to control
  hazards and continuously improve workplace
  conditions
• The Occupational Safety and Health Administration
  (OSHA) has recognized JSC as a leader in health
  and safety by awarding the Star designation
  level of achievement in the Voluntary Protection
  Program (VPP)
• As a VPP Star, JSC has a comprehensive and
  successful safety and health program, is below
  the national average for the industry in
  injury/illness rates, has demonstrated good faith
  in dealing with OSHA, and serves as a safety
  health mentor to regional industry

58
What would be expected of you at JSC

• All contractors performing work at JSC shall
  comply with all applicable safety and health
  regulations
• JSC does not assume the responsibility of the
  employer for contractor employees
• Every major onsite contractor shall have a
  designated safety official and shall conform to a
  written safety and health plan
• Failure to comply with safety and health
  requirements may result in contract termination,
  lower fee, and exclusion from future contract
  awards

59
A Successful Safety Program Model

• Based on 4 Basic VPP elements defined by OSHA
  Region VI

Worksite Analysis
60
The Safety Health Plan

• Safety Health Plan provisions you may be
  expected to address on a typical JSC service
  contract
• Management Leadership and Employee Involvement
• Management Commitment demonstrable leadership
  via goals and objectives, policy
• Planning safety is planned, it doesnt just
  happen
• Written Safety and Health Program documented
  program (corporate manual or handbook)
• Top Management Leadership starts at the top
• Authority and Resources roles and
  responsibilities, funds, manpower (designated
  safety and health official, safety
  representative, medical contact, building fire
  wardens)

61
The Safety Health Plan

• Safety Health Plan provisions you may be
  expected to address on a typical JSC service
  contract
• Management Leadership and Employee Involvement
  (cont.)
• Line Accountability safety is not a service but
  a fundamental part of each managers job
• Contract Workers how subcontractors are
  included seamlessly into the primes safety
  program
• Employee Involvement participative involvement
  in safety program to all levels of the
  organization
• Safety Health Program Evaluation how is the
  program doing and any issues with the NASA safety
  program

62
The Safety Health Plan

• Safety Health Plan provisions contd
• Worksite Analysis
• Management Understanding of hazards
  (recognition and response)
• Industrial Hygiene a specialized area of a
  safety program requiring technical support
• Pre-use Analysis before you use a new or
  modified piece of equipment or process, what has
  changed with respect to the hazards involved?
• Hazard Analysis of jobs, tasks, equipment,
  systems, processes

63
The Safety Health Plan

• Safety Health Plan provisions contd
• Worksite Analysis (cont.)
• Routine Inspections to catch hazardous
  conditions before someone is hurt
• Employee Hazard Reporting System for employees
  to report hazards and close calls proactively and
  in near real time so they can be addressed before
  someone gets hurt
• Accident/Incident Investigations provides
  information on how to keep them from happening
  again
• Trend Analysis degrading, stable, improving

64
The Safety Health Plan

• Safety Health Plan provisions contd
• Hazard Prevention and Control
• Certified Professional Resources safety
  professionals, industrial hygienists, system
  safety practitioners, trainers
• Hazard Elimination or Control
• Engineering Controls
• Administrative Controls
• Safety and Health Rules
• Personal Protection Equipment (PPE) selection,
  care, and training
• Hazard Control Programs such as lockout/tagout,
  confined space entry

65
The Safety Health Plan

• Safety Health Plan provisions contd
• Hazard Prevention and Control (cont.)
• Occupational Healthcare Program treating
  injuries and illnesses, case management
• Prevention Maintenance of equipment and systems
  to ensure workers are not exposed to damaged or
  failing hardware
• Hazard Correction Tracking one a hazard is
  found, how tracked to completion of corrective
  actions
• Disciplinary System description of disciplinary
  system
• Emergency Procedures how to respond to an
  emergency

66
The Safety Health Plan

• Safety Health Plan provisions contd
• Safety and Health Training
• Program Description training program
  description
• Supervisors specialized training for
  supervisors
• Employees - specialized training for employees
  according to their jobs (crafts, office workers,
  etc.) especially in hazard recognition
• Emergencies fire drills, evacuation drills,
  site emergency
• Personal Protective Equipment training in use
  and care of PPE
• Managers specialized training for managers

67
The Safety Health Plan

• Safety/Health and Environmental Goals should be
  measurable
• Miscellaneous reports contained in body of Data
  Requirement statistics mishap reports close
  call reports hazard reports inspection reports
  building fire wardens hazardous materials
  inventory roster of terminated employees
  material safety data sheets OSHA logs program
  self evaluation participation in performance
  evaluation profile surveys

68
Examples of How to Gain Unwanted Attention from
JSC Safety

• Willful and deliberate disregard of hazardous
  area access controls
• Lockout/Tagout violations
• Inadequate fall protection
• Failure to use personal protective equipment
• Unauthorized confined space entry
• Horseplay and other unsafe behaviors
• Possession of drugs, alcohol, or firearms while
  on duty or onsite
• Failure to submit reports on schedule

69
Recommendations

• For the good of your employees and your business,
  take safety seriously and proactively plan to
  PREVENT injuries
• Contact the procurement point of contact on the
  solicitation if you have questions
• Understand the data requirements
• Your own format for a plan is acceptable, but to
  expedite government review, please provide a
  traceability map if your format will not follow
  Data Requirement format
• Tailor your plan to what you will do on the
  contract
• Any RFP requirement you feel is inappropriate for
  the plan, tell us why

70
References

• NASA Federal Acquisition Regulation Supplements
  (NFS)
• http//nais.nasa.gov/FAR/
• NFS 1852.223-70 - Safety and Health
• NFS1852.223-73 - Safety and Health Plan
• NFS 1852.223-75 - Major Breach of Safety or
  Security
• General NASA information
• http//www.nasa.gov/
• Occupational Safety Health Administration
• http//www.osha.gov/
• JSC Safety and Health handbook (JPR 1700.1)
• http//jschandbook.jsc.nasa.gov/

71
Closing Comments

• It is the Offerors responsibility to monitor the
  NASA Acquisition Internet Service (NAIS) website
  at http//procurement.nasa.gov and the ITAMS
  website at http// procurement.jsc.nasa.gov/itams
  for the most current information.
• Please read the entire RFP when it is issued
• Todays presentation is at a summary level and is
  not to be interpreted as a comprehensive
  description of all requirements of the
  solicitation
• The Final RFP takes precedence over the Draft and
  any information contained in this presentation.
• To obtain official answers to questions, please
  submit questions in writing via the forms
  provided at the registration table or through the
  ITAMS website.
• Questions and comments to the Draft RFP are due
  no later than 1200 p.m. CDT on September 4,
  2009.
• To help JSC improve our processes, please
  complete and submit the survey. Feedback can also
  be submitted through the ITAMS website.

72

• Thank you for attending the Pre-Proposal
  Conference for the ITAMS Contract.