federal aviation administration by: giles strickler, ucs program manager procurement policy...
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![Page 1: Federal Aviation Administration By: Giles Strickler, UCS Program Manager Procurement Policy (AJA-A11) Date:September 22, 2010 Unified Contracting System](https://reader035.vdocuments.net/reader035/viewer/2022081603/56649f1e5503460f94c357b3/html5/thumbnails/1.jpg)
Federal AviationAdministration
By: Giles Strickler, UCS Program Manager
Procurement Policy (AJA-A11)
Date: September 22, 2010
Unified Contracting System (UCS)
Industry Day
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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).
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Unified Contracting System (UCS) 3Federal AviationAdministration
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
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Unified Contracting System (UCS) 4Federal AviationAdministration
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)
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Unified Contracting System (UCS) 5Federal AviationAdministration
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.
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Unified Contracting System (UCS) 6Federal AviationAdministration
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
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Unified Contracting System (UCS) 7Federal AviationAdministration
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
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Unified Contracting System (UCS) 8Federal AviationAdministration
Required Services
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Unified Contracting System (UCS) 9Federal AviationAdministration
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
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Unified Contracting System (UCS) 10Federal AviationAdministration
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.
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Unified Contracting System (UCS) 11Federal AviationAdministration
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:
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Unified Contracting System (UCS) 12Federal AviationAdministration
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:
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Unified Contracting System (UCS) 13Federal AviationAdministration
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.
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Unified Contracting System (UCS) 14Federal AviationAdministration
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
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Unified Contracting System (UCS) 15Federal AviationAdministration
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
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Unified Contracting System (UCS) 16Federal AviationAdministration
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.
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Unified Contracting System (UCS) 17Federal AviationAdministration
Task 9: User Support
Vendor will:• Develop a User Support Plan designed for
receiving, tracking, and resolving UCS support requests (help tickets)
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Unified Contracting System (UCS) 18Federal AviationAdministration
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
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Unified Contracting System (UCS) 19Federal AviationAdministration
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
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Unified Contracting System (UCS) 20Federal AviationAdministration
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.
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Unified Contracting System (UCS) 21Federal AviationAdministration
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
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Unified Contracting System (UCS) 22Federal AviationAdministration
QUESTIONS?
Please provide your name and company when asking questions.
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Unified Contracting System (UCS) 23Federal AviationAdministration
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]
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Unified Contracting System (UCS) 24Federal AviationAdministration
Thank you for attending the UCS
Industry Day!