federal aviation administration by: giles strickler, ucs program manager procurement policy...

Federal AviationAdministration

By: Giles Strickler, UCS Program Manager

Procurement Policy (AJA-A11)

Date: September 22, 2010

Unified Contracting System (UCS)

Industry Day

Unified Contracting System (UCS) 2Federal AviationAdministration

Industry Day Purpose

• Communicate FAA requirements for the Unified Contracting System (UCS).

• Provide responses to Industry questions regarding UCS integration services.

• Incorporate Industry comments into the final UCS integration services procurement (where applicable).


History• June 2009

– The FAA posted a market survey

• September 2009 – The FAA issued a Request For Information (RFI) for UCS

• December 2009 – The FAA cancelled the RFI

• May 2010 – The FAA issued Solicitation Information Request (SIR) for an

enterprise-wide Business Process Management Suite (BPMS)

• August 2010 – The FAA issued a RFI for UCS Integration Services


UCS Scope• Automating / streamlining current manual processes

• Provide traceability from requirements to SOW and evaluation, award, deliverables and administration

• Electronic data/record management – (i.e. paperless contract)

• Mechanism to link legacy systems / information

FAA Procurement Process (v1.0)

PR Creation(in PRISM)

Requisition Manager Approves PR

(in PRISM)

PR Assigned to CO by PO Manager

(in PRISM)

PR Complete// Includes All Required

Documentation?

Create Evaluation Plan and Procurement Plan

Management Review

SIR> $100K?

-Discuss SIR-Answer Questions

-QA SIR-Amend SIR

Receive Proposals / Quotes

for SIR

Evaluate Proposals

(In Accordance With SIR Criteria)

Note: Section LSection M

SSO Makes the Source Selection

Negotiate Pricing-Too High/Too Low

-Overall Reasonableness

Cost Eval Report CO, Price Analyst,

and DCAA Evaluate

Cost

Tech Eval Report Tech Eval Lead

Submits Findings to CO and SSEB

EEO/OFCCP Clearance

>$10M

-CO Sends Award Notification to PAO

-PAO Sends Congressional

Notification / Public Affairs>$3.5M

Award- Obligate Funding

-FPDS(in PRISM)

Announce Award to Public

Notify Unsuccessful Vendors

Distribute Contracts

Protest Document (if applicable)

Yes

No

Planning Pre-Award Award Administration/Post-Award

Post Public Announcements

(mandatory for over $100/

Award>100K?

CostEvaluation

TechnicalEvaluation

COTR and Property Administrator Delegation &

Confirmation of Training

GFP/GFM/CAP(Government

Furnished Property or Materials,Contractor Acquired Property))

Invoice AnalysisReview of Invoices for Construction (Payroll, Fringe Benefits, etc.)

and Services (Labor Categories, etc.)

Perform Acceptance

Payment Approval

Closeout Process-Liquidate Damages

-GFP/GFM -Contractor Access

FinalRelease from

Vendor/Contractor

PRISM/DELPHI Reconciliation

PRISM Closeout

Archive

Closeout

Process Decision Terminator DocumentLegend:

Vendor Begins Performance

-Pre-Award Confirm/Check CCR & EPLS to

Make Sure Vendors Are Responsible

- SSEB Recommends- SSO or CO Decides

Legal and SecurityReview

Management Review

Legal Review

-Pre-Award Confirm/Check CCR & EPLS to

Make Vendor Responsibility Determination

PRISM DELPHI Manual

Issue SIR

Create SIR-Contract Writing

-SOW -CLINs -Etc.-Attachments -Wage

Rates -Drawings

Post Public Announcement (mandatory for over $100K)

Create Evaluation Plan and Procurement Plan

Pre-Planning-PMO Approval

-CFO Approval-CIO Approval-GFP/GFM/CAP Evaluation Optional

(SOW, IGCE, 1600.77, Drawings, Other Relevant PR Pkg Checklist

Items)

-Discuss SIR-Answer Questions

-QA SIR-Amend SIR

Receive Proposals / Quotes

for SIR

CostEvaluation

TechnicalEvaluation

Management Review

Award- Award Letter

Cost Eval Report CO, Price Analyst, &

DCAA EvaluateCost Proposal

Tech Eval Report Tech Eval Lead

Submits Findings to CO and SSEB

Announce Award to Public

Notify Unsuccessful Vendors

Protest (if applicable)

Manual** **A Manual Process and future Document Management

Small Business Co-ordination

Concur

Non-Concur

Yes

No

Yes

No

Administration of Contract Performance

TechnicalEvaluation

Create Award Decision Document

TechnicalEvaluation

Government and Vendor Complete

Necessary Contract Paperwork

Revise SIR(if needed)

Revise SIR (if needed)


UCS Scope (details)

• Develop using the FAA’s enterprise Business Process Management Suite (BPMS), by Progress/Savvion.

• An integrated, end-to-end system that utilizes automated workflow processes, functions, and standards based on the FAA’s Acquisition Management System (AMS).

• Incorporate workflow management, electronic document management, and integration with financial management system(s)… an All-in-One Acquisition Solution

• Develop a standards based / open architect solution using FAA enterprise applications – e.g., e-mail, Knowledge Sharing Network (KSN), document

management application, BPMS, Financials, etc.


UCS Scale

• Nation-wide implementation

– 3 Service Areas (comprised of 9 regions)

– 2 Centers

– Headquarters

• 500 First-Tier / Core Users

– e.g., Contracting Officers / Specialists

• 10,000 – 15,000 Second-Tier FAA Users

– e.g., COTRs, Program Offices, Purchase Card Holders, Requisitioners, etc.

• 10,000+ External / Vendor Community Users


UCS Phases

• Pilot: (performed prior to UCS Integration Services award)

– Initiates the use of the FAA’s Enterprise BPMS solution – Initial / limited processes mapped / automated and

interfaces developed

• Phase 1:– Complete automation manual processes– Further develop system interfaces and dashboards /

user interfaces– Develop trainer and system training

• Phase 2: – Expand functionality and add interfaces


Required Services


Task 1: Task Planning and Management

Vendor will Develop and Deliver:• Resource loaded, detailed schedule of the

activities for each task.• Risk Management Plan • Track and report program / task progress with

project management tools / applications


Task 2: Process Map Analysis & Design

Vendor will assist the FAA in:• Analyzing existing business process maps

representing the FAA’s “As Is” processes, and develop additional process details.

• Recommend changes to improve efficiency and effectiveness with the FAA’s acquisition and procurement processes.


Task 3: User Interface & Dashboard Design

• FAA will provide initial user interfaces (UI) and dashboards.

• Vendor will review and analyze the UI / dashboards for opportunities to streamline and improve the UI / dashboards.

• Vendor will develop and implement additional UI / dashboards as needed.

Vendor will assist the FAA with the design and development of User Interface and Dashboard:


Task 4: Dashboard and Metrics

• Improve visibility into procurement information through simulations, dashboards, reports, and metrics

• Define metrics and reporting requirements• Establish mechanism for collecting data to

support metrics and reporting• Submit a list of standard reports and metrics

for implementation

Vendor will work with the FAA to:


Task 5: Development and Automation

Vendor will work with the FAA to:• Complete the effort to develop a fully functional

automated procurement system (based on the FAA’s Acquisition Management System - AMS) ready for production roll-out and general use.


Task 6: Interface Design and Integration

Vendor will work with the FAA to:• Determine the optimal interface method (e.g.,

Service Oriented Architecture (SOA), web services, Application Programming Interface (API) environment)

• Design, develop, test, and document the interface


Task 7: Testing Support

Vendor will:• Support the UCS Program Office testing

efforts for each release• Work with testing team to diagnose and

correct issues / defects in a timely manner


Task 8: Change Management Support

Vendor will:• Install and configure UCS into the FAA’s

production environment.• Collect change requests using a tool (e.g.,

suggestion field) built within UCS.• Establish a Change Control Board to

review/approve Change Requests.• Implementation planning and instructions.


Task 9: User Support

Vendor will:• Develop a User Support Plan designed for

receiving, tracking, and resolving UCS support requests (help tickets)


Task 10: User Training

Vendor will:• Develop a training plan, syllabus, and schedule for an

initial set of 500 core UCS users and 20 Trainers. • Conduct “train-the-trainer” training with a “hands on”

emphasis using a UCS system. • Develop an on-line training course as an introduction

to UCS for all users• Establish a training environment with an installed

version of UCS • Provide backup support to FAA trainers if and when

requested


Task 11: Document Conversion Planning

Vendor will work with the FAA to:• Develop and provide a set of

recommendations for the FAA to proceed with the conversion of paper documents / artifacts into UCS

• Collect legacy data (in paper and electronic forms) and import into UCS


Task 12: Financial System Interface

Vendor will work with the FAA to:• Develop a detailed plan for implementing the

Contractor’s solution for the interface between UCS and the FAA’s financial system; implement the interface

• Develop and implement a detailed data conversion plan

• Develop and implement a detailed plan for phasing out and decommissioning the FAA’s current version of PRISM and interface to the FAA’s financial system.


Procurement Strategy & Schedule

Procurement Strategy:• Will be developed / finalized based on the

information collected by this RFI

Schedule (anticipated):• Fall 2010 – release of UCS Integration SIR• Winter 2011 – award of UCS Integration SIR• Summer / Fall 2011 – start of UCS implementation


QUESTIONS?

Please provide your name and company when asking questions.


Advisory Notes

• Presentation as well as all questions and answers will be posted by COB September 24, 2010 on:

– FAA Contract Opportunities (FAACO) http:faaco.faa.gov

– FedBizOpps www.fedbizopps.com

• Previously submitted questions to the RFI are also posted at the above locations.

• Submit RFI responses to John Gamble, Contracting Officer, by COB September 29, 2010.

– Phone: (202) 267- 4008– [email protected]


Thank you for attending the UCS

Industry Day!

federal aviation administration by: giles strickler, ucs program manager procurement policy...

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