Pre Proposal Conference (PowerPoint) by pengxiuhui


									    NASA Johnson Space Center
     Pre-Proposal Conference

     Information Technology and
Multimedia Services Contract (ITAMS)

          August 25, 2009
Morning Agenda
Time    Topic                              Presenter
9:00    Introduction                       Steve Nesbitt
9:05    Opening Remarks                    Jeff Cullen
                                           Larry Sweet

9:20    Pre-Proposal Conference Overview   Steve Nesbitt
9:25    Procurement Overview               Chuck Riley
                                           Mike Benavides
                                           Steve Nesbitt
10:30   Safety                             David Loyd/Ron Montague
11:00   White Sands Overview               Jim Krupovage

Afternoon Agenda
Time       Topic
1-5 p.m.   JSC ITAMS Facilities Tour
            Sign Up at Table in Lone Star Room (2nd floor, end of hall)

1-5 p.m.   Pricing Instructions Workshop – Alamo Ballroom
            Jannette Bolden, Pricing Analyst
            Herb Rocha, Pricing Analyst

  Safety and Administrative Information

Restrooms can be found
                                   Fire Exits
in the hallway outside                                  Fire Exit
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 Fire Exit
the building.
Please silence cell
phones and pagers.                                                  4
• The purpose of this Pre-Proposal Conference is
  – To assist industry in understanding the
    Government’s 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, today’s
  presentation will follow a written script.
• Presentation charts will be posted on the ITAMS
  website at
  – Hand-outs will not be provided.
Questions & Answers

•       Verbal questions will not be allowed during this
•       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:
    –     ITAMS website:

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
• 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:
   –   ITAMS website:

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
• 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.
Opening Remarks

                Jeff Cullen
      Deputy Director of Procurement

Opening Remarks

                  Larry Sweet
      Director of Information Resources

                 What is ITAMS?
• Information Technology and Multimedia Services
  - 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

                IT Management
               Strategy at NASA
• NASA’s commitment to the strategy of Agency-
  wide IT services and Agency-wide procurement
  aligns with:
                − NASA’s need for IT security, efficiency, and collaboration
                  for mission support
                − Industry and business best practices
                − New Administration’s priorities of effectiveness,
                  efficiency, transparency, participation and collaboration

• ITAMS must align to I3P
  – I3P is a consolidation of NASA’s 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.

I3P Contracts

             What IRD Is All About
• Vision
  The 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 Agency’s goals.

   Creation, innovation, solutions... providing information resources
   for mission success.

                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

Procurement Overview

                Chuck Riley
       JSC Institutional Procurement

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
Acquisition Milestones

Draft RFP Release                  8/12/2009
Pre-Proposal Conference and Tour   8/25/2009
Final RFP Release                  10/14/2009
Past Performance Data Received     10/28/2009
Receipt of Proposals               11/18/2009
Contract Award                     4/12/2010
Phase-in Begins                    5/1/2010
Contract Start                     7/1/2010
Points of Contact
Contracting Officer:        Jennifer Krause
                            Phone: (281) 244-2379

  E-mail address:
  Fax: 281-244-6347
  Web Address:
       – 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

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:
  Phone: 281-483-0490
  Fax: 281-483-2200
  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 …”                                                           20
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.

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

Standard Form 33: Solicitation, Offer, and Award
Offerors shall complete blocks 12 – 18 of Standard
Form 33

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.

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

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.
Draft RFP Highlights – Section C

            Mike Benavides
 Source Evaluation Board (SEB) Member

            Steve Nesbitt
            SEB Chairman

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

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.
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
WBS 5.0: Information Technology

 • IT Systems Engineering, Installation, Maintenance
   and Operations for many systems throughout JSC.

 • System Capacity Planning and Performance

 • 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.

 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.
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.

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

• Writing, Editing and Graphics services covering technical
  and creative products.
 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.

 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
period’s 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 contract’s basic period of performance to determine if provisional
payments are appropriate.
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 CO’s

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.

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.

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.

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
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 CBA’s are available in the Technical Library on the ITAMS website.
CBA represented work is not anticipated on the ITAMS contact until 2011.

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 Contractor’s and Government’s rights and
obligations with respect to these task orders to the same extent as if the order were
completed during the contract’s 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 Contractor’s 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.
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
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
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

RFP Highlights – Section K
K.2 Annual Representations and Certifications
    (FAR 52.204-8) (JAN 2006)

Offerors shall complete Provision K.2 as appropriate.

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 Government’s
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.

 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 2:00 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 2:00 p.m. CST on November 18, 2009:
    –Volume I, Mission Suitability,
    –Volume III, Cost Proposal, including the Cognizant Audit Template previously submitted,
    –Volume IV, Model Contract.
 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
1. Technical
   Part A. Technical Approach
     – Includes a discussion of the Offeror’s 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

RFP Highlights – Section L
L.19.3.1 Technical (TA) (Mission Suitability Sub-factor 1)
L. 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. 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.

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
    – 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

Note: ITAMS will include work to be performed by organized labor. Please reference
Attachment J-7.
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

Offerors shall complete Section L, Attachment L-2, Past Performance Questionnaire, for up
to five contracts completed and ongoing.

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.

RFP Highlights – Section L


RFP Highlights – Section M
M.4 Evaluation Factors and Criteria
Factor 1- Mission Suitability
     Sub-factor         Sub-factor Name                 Weight (Points)
     Sub-factor 1       Technical (TA)                          500
     Sub-factor 2       Management (MA)                         250
     Sub-factor 3       Staffing/Key Personnel (SK)             150
     Sub-factor4        Safety and Health (SH)                  100
                Total                                          1000

Factor 2- Past Performance (adjectival ratings, levels of confidence)
Factor 3- Cost (not weighted or scored)

M.5 Relative Importance Of Factors
Mission Suitability and Past Performance when combined are significantly more important
than Cost. Mission Suitability is more important than Past Performance.
   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

•   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

Overview of the NASA Safety Program

• NASA’s 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

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
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
A Successful Safety Program Model

• Based on 4 Basic VPP elements defined by OSHA
  Region VI
                       Management (Commitment)
                        Employee (Involvement)

   Worksite Analysis                             Hazard Prevention
                                                    and Control

                           Safety and Health

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 doesn’t 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)

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 manager’s job
    •   Contract Workers – how subcontractors are included seamlessly
        into the prime’s 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

The Safety & Health Plan

Safety & Health Plan provisions cont’d
 – Worksite Analysis
    • Management Understanding – of hazards (recognition and
    • 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,

The Safety & Health Plan

Safety & Health Plan provisions cont’d
 – 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

 The Safety & Health Plan
Safety & Health Plan provisions cont’d
• 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
   – Hazard Control Programs – such as lockout/tagout, confined
     space entry

    The Safety & Health Plan

Safety & Health Plan provisions cont’d

•    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

    The Safety & Health Plan

Safety & Health Plan provisions cont’d

•    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
     – Emergencies – fire drills, evacuation drills, site emergency
     – Personal Protective Equipment – training in use and care of
     – Managers – specialized training for managers

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

 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
• 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
• NASA Federal Acquisition Regulation Supplements (NFS)
   – 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

• Occupational Safety & Health Administration

• JSC Safety and Health handbook (JPR 1700.1)
   Closing Comments
• It is the Offeror’s responsibility to monitor the NASA Acquisition Internet
  Service (NAIS) website at and the ITAMS
  website at http:// for the most current
• Please read the entire RFP when it is issued
    – Today’s 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 12:00 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.

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


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