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					     ENVIRONMENTAL PROTECTION AGENCY


Performance and Financial Management:
     Requirements Development for
    EcoStat/ORBIT & the Quarterly
      Management Report (QMR)


 TASK ORDER REQUEST FOR PROPOSAL
            (TORFP)
   ITS-BISS TASK ORDER NO. XX



                March 12, 2007
EcoStat/ORBIT & QMR Requirements                                                                        Task Order RFP


                                                   Table of Contents

1.   PROPOSAL INSTRUCTIONS .............................................................................................. 1
2.   STATEMENT OF OBJECTIVES .......................................................................................... 3
  2.1   OVERVIEW ................................................................................................................... 3
  2.2   OBJECTIVES ................................................................................................................. 4
  2.3   ASSUMPTIONS AND CONSTRAINTS ....................................................................... 4
3. EVALUATION CRITERIA ................................................................................................... 7
4. BACKGROUND INFORMATION........................................................................................ 8




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EcoStat/ORBIT & QMR Requirements                                             Task Order RFP



        Performance and Financial Management: Requirements
     Development for EcoStat/ORBIT & the Quarterly Management
                           Report (QMR)
                         Task Order Request for Proposal

This Task Order Request for Proposal (TORFP) for Performance and Financial Management:
Requirements Development for EcoStat/ORBIT & the Quarterly Management Report (QMR) is
being issued by the Environmental Protection Agency with the intent to issue a Task Order under
the ITS-BISS Base Contract. The terms and conditions of the Base Contract apply to this task as
appropriate.

1.     PROPOSAL INSTRUCTIONS
The contractor shall comply with the following instructions for preparing the Task Order
Proposal (TOP). Failure to do so may result in the contractor’s proposal being considered non-
compliant with the terms and conditions of the ITS-BISS contract.

The first page of the technical response and the cost/price proposal should each indicate the TOR
Number <TOR Number> and title: Performance and Financial Management: Requirements
Development for EcoStat/ORBIT & the Quarterly Management Report (QMR).

A one hour information session will be held for each contractor on ???????.

The contractor’s TOP is to be submitted to the Contracting Officer no later than ??? P.M. on
?????????.

Font size for the proposal shall be at least 12 point. Page margins shall not exceed 1 inch. All
page limits referenced below include tables, graphics, and appendices.

The Contractor shall make an oral presentation of their Technical Proposal, not to exceed an
hour, at the date and time specified by the Contracting Officer. The contractor will have 45
minutes for the presentation, leaving 15 minutes for questions. The presentation shall not
contain more than 30 slides.

1.1    Technical Factor
The contractor shall include the following in its Technical Proposal.

Sub-Factor 1 - Technical Approach: The contractor shall describe their Technical Approach in
the form of a Statement of Work (SOW) for accomplishing the work described in the Statement
of Objectives (SOO), including an itemized schedule of all milestones and deliverables, for the
purposes of managing the resulting Task Order. The contractor shall describe their plan for
incorporating customer and stakeholder input and review throughout the project life.



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EcoStat/ORBIT & QMR Requirements                                              Task Order RFP


Sub-Factor 2- Task Level Experience: The contractor shall provide project experience similar
in size, scope, and complexity to the effort in this TORFP. This section of the TOP shall
describe similar Task Level Experience:

   1. For three similar projects during the last 2 years,

   2. Under similar performance-based contracting environment,

   3. For the contractor and all major subcontractors proposed for this Task Order,

   4. Including a description and scope of the effort with dollar value,

   5. Including client reference and contact information for each effort described,

   6. Explaining results of the effort, how those results supported the goals or objectives of the
   client organization, and how they relate to this TORFP effort.

Sub-Factor 3 – Performance Measures and Quality Assurance: The contractor shall propose
performance measures related to quality and timeliness of deliverables. The contractor shall
propose its Quality Assurance systems and methods for periodic measurement, collection, and
reporting of its performance data.

Sub-Factor 4 – Staffing Approach: The contractor shall describe their staffing approach
including resumes for no more than three key personnel and any specialized expertise. There
shall be no more than 1 double-sided page per resume.

1.2 Price Factor
The contractor shall include the following in its Price Proposal.

   1. Pricing —the contractor shall propose a Firm Fixed-Price (FFP) proposal for this Task
      Order.

   2. If the contractor’s FFP is bounded by any special conditions, these conditions must be
      stated in the Price Proposal.




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EcoStat/ORBIT & QMR Requirements                                           Task Order RFP


2.     STATEMENT OF OBJECTIVES

2.1    OVERVIEW

EPA is in the process of streamlining and uniting several of its performance and financial
management efforts. The scope of this effort expands across the Agency’s organizational
boundaries, and includes the universe of performance and financial reporting and measurement
within the Agency. One component of the overall effort is the development of a Web-based tool
for performance and financial management. This tool, presently named EcoStat Performance
Management System (EcoStat), is envisioned as an Agency-wide, internal tool that provides one-
stop access to auditable environmental, programmatic, budget, performance and financial data.
The tool will link Agency cost to performance, supporting informed Agency decision making and
program management via a visually intuitive format that aligns the Agency strategic plan’s goals
and objectives with performance metrics and environmental data. Currently, EcoStat exists as a
production-level prototype using Business Objects business intelligence software. Along with
EcoStat, the Agency also has the Office of the Chief Financial Officer’s (OCFO) Reporting and
Business Intelligence Tool (ORBIT) and the Quarterly Management Report (QMR) that contain
performance and financial reporting and measurement information.

ORBIT provides enterprise-wide, web-based access to information, which is designed to
integrate EPA’s financial, budget, administrative (such as contracts and grants), and program
performance information. The purpose of ORBIT is to provide easy access to information to
guide resource management decisions and to provide reports. ORBIT pulls data from OCFO’s
major official data sources. In addition to providing detailed and summary reports on the subject
areas listed above, ORBIT has the capability to generate ad hoc reports to meet user’s
requirements. Also, the executive dashboard provides a quick snap shot of the budget, financial
and resource information.

The QMR is designed to be used by managers to improve EPA performance. The report presents
data on a key set of performance measures, including many items that are directly linked to the
Administrator’s Action Plan. Currently the QMR is being used internally within the EPA, but
there are plans to make the report available to the public. Unlike existing mechanisms to track
and report performance, the QMR provides quarterly information on EPA’s performance. The
report concisely summarizes relevant measures transcending organizational boundaries. The
report uses the most current data available to look at both regional and national progress on
achieving environmental results.

For the purposes of this project, the term performance and financial management encompasses
all of the functionality for EcoStat, ORBIT, and the QMR described in this overview.

The purpose of this task order is to:

Phase I
 Determine the high-level functional requirements of EcoStat, ORBIT and QMR. The
  functional requirements will assist in the assessment of software tools for the development of


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EcoStat/ORBIT & QMR Requirements                                              Task Order RFP


   one Web-based performance and financial management tool (henceforth, the tool will be
   referred to as EcoStat/ORBIT) that incorporates information currently available from EcoStat,
   ORBIT and QMR.

Option I
 Determine detailed functional requirements for the long-term development of EcoStat/ORBIT,
  including requirements for developing environmental metrics for each goal.


2.2      OBJECTIVES

This section states the performance-based objectives relating to this specific task.

Phase I
   1. Determine high-level functional requirement of EcoStat, ORBIT, and QMR

Option I:
   2. Determine detailed functional requirements for long-term development of
       EcoStat/ORBIT


2.3      ASSUMPTIONS AND CONSTRAINTS

Assumptions:

Phase I
This section defines the assumptions and constraints underlying this task which the contractor
should consider in developing their technical solution for Phase I.

      1. The task approach will focus on information gathering and analysis to determine high-
         level functional requirements of EcoStat, ORBIT, and QMR through interviews with
         several of EPA’s program and regional offices. Effort will include:
             a. One full day session for reviewing EcoStat, ORBIT and QMR applications with
                 system owners.
             b. Review of existing Agency documents and literature.
             c. Development of questions and approach for requirements gathering.
             d. Interviews with five to 10 EPA program and regional offices.
      2. The task approach will take into account past EPA experience on similar projects, which
         suggests that the following types of products and outputs may be useful:
             a. A detailed plan and schedule that:
                      i. Address the information to be obtained for the project and how and when
                         it is to be obtained,
                     ii. Highlight contingencies and uncertainties, and
                    iii. Make frequent progress reviews possible including the review of project
                         funding.


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EcoStat/ORBIT & QMR Requirements                                              Task Order RFP


            b. A formal summary of the information obtained in the effort, assessment of each of
                the objectives and questions addressed by the project, and recommendations.
            c. Materials, resources and draft presentation packages which support EPA staff in
                the presentation of the results of this task to senior Agency management.
   3.   Deliverables will use language and formats for information and options in a manner
        appropriate to executive decision-making bodies in EPA.
   4.   Products developed in this study will be useable as inputs to future assessment or
        investment tasks for EPA and will include potential performance-based outcomes for
        identified next steps.
   5.   All work under this task will be completed within 45 working days from the date of task
        order issuance.
   6.   The high-level functional requirements for EcoStat, ORBIT, and QMR will address at
        least the following questions
            a. What are the existing high-level functionality requirements of EcoStat, ORBIT,
                and the QMR applications?
            b. Outside of the requirements for the three applications, what are the high-level
                performance and financial management requirements envisioned by Agency
                leadership? Including the following:
                      i. What are the existing business requirements/analytical needs within the
                         Agency for performance and financial management?
                     ii. How do the existing functionality requirements of EcoStat, ORBIT, and
                         the QMR applications compare with program and regional office
                         performance and financial management needs?
                    iii. Are information resources being addressed to meet emerging performance
                         and financial management needs? Are there apparent gaps, deficiencies or
                         inefficiencies in the Agency’s ability to provide information to support its
                         existing and emerging performance and financial measures?
            c. To what extent do the functional requirements for the three applications overlap?
                If so, to what extent do they overlap (a matrix should be provided displaying the
                functional requirements and mapping the requirements to EcoStat, ORBIT, and
                the QMR)?
            d. What recommendations are suggested as a result of addressing questions a-c?

Option I
This section outlines the assumptions and constraints underlying this task which the contractor
should consider in developing their technical solution for Option I.

   1. The task approach will focus on information gathering and analysis for detailed functional
      requirements for the long-term development of EcoStat/ORBIT through interviews with
      several of EPA’s program and regional offices. Effort will include:
         a. Three full day sessions with the EcoStat, ORBIT, and QMR teams to plan and
              review requirements gathering effort.
         b. Review of existing Agency documents and literature.
         c. Development of questions and approach for requirements gathering.
         d. Interviews will be conducted with fifteen to 20 individuals and programs within


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EcoStat/ORBIT & QMR Requirements                                              Task Order RFP


                the EPA.
   2.   The task approach will take into account past EPA experience on similar projects, which
        suggests that the following types of products and outputs may be useful:
        a. A detailed plan and schedule that:
                     i. Address the information to be obtained for the project and how and when
                        it is to be obtained,
                    ii. Highlight contingencies and uncertainties, and
                   iii. Make frequent progress reviews possible including the review of project
                        funding.
        b. A formal summary of the information obtained in the effort, assessment of each of the
            objectives and questions addressed by the project, and recommendations.
        c. Materials, resources and draft presentation packages which support EPA staff in the
            presentation of the results of this task to senior Agency management.
   3.   Deliverables will use language and formats for information and options in a manner
        appropriate to executive decision-making bodies in EPA.
   4.   Products developed in this study will be useable as inputs to future assessment or
        investment tasks for EPA and will include potential performance-based outcomes for
        identified next steps.
   5.   The detailed functional requirements for EcoStat, ORBIT, and QMR will address at least
        the following questions
            a. What are the specific functionality requirements of EcoStat, ORBIT, and the
                QMR applications (each functional requirement should be defined)?
            b. What programmatic, environmental, financial, and budget data should be added to
                EcoStat/ORBIT?
            c. How should programmatic and environmental data be added to EcoStat/ORBIT?
            d. How does programmatic and environmental data fit within the business
                requirements/analytical needs for performance and financial management?
            e. Are information resources being addressed to meet emerging performance and
                financial management needs? Are there apparent gaps, deficiencies or
                inefficiencies in the Agency’s ability to provide information to support its existing
                and emerging performance and financial measures?
            f. What recommendations are suggested as a result of addressing questions a-e?
   6.   The answers to the questions in # 5 should be documented via:
            a. Interview Notes
            b. Definitions of Analytical Needs and Analytical Needs Matrix
            c. Fact/Qualifier Matrix

2.3.1 Estimated Level of Effort
The level of effort required to accomplish Phase I is estimated to be approximately XXX hours.
The level of effort required to accomplish Phase II is estimated to be approximately XXX hours.

2.3.2 Period of Performance
The period of performance is from date of award until the end of October with the possibility of


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EcoStat/ORBIT & QMR Requirements                                              Task Order RFP


extension until 4/19/2009.

3.       EVALUATION CRITERIA
EPA intends to issue the Task Order to the contractor offering the best value to the Government.
The Technical and Cost Factors will be evaluated to determine the solution with the highest
quality and lowest risk providing the best value to the Government. Proposals will be evaluated
on the basis of strengths, weaknesses, and risks for each of the following factors, with the
Technical Factor being significantly more important than the Price Factor.

Please note that, as stated in Section G of the ITS-BISS base contract, available on the ITS-BISS
website, the Contracting Officer’s selection decision on each Task Order Request shall not be
subject to the protest or dispute provisions of the contract, except for a protest that the Task
Order increases the scope, period or maximum value of the contract.

3.1      Technical Factor
Sub-Factor 1 – Technical Approach (25%): The technical/management solution/approach will
be evaluated for its quality and evidence of the extent to which the Contractor’s solution and
Statement of Work will achieve EPA’s objectives as expressed in the Statement of Objectives.
The evaluation will include an assessment that the solution:

      1. Adheres to sound business, design and management practices,

      2. Reflects a demonstrated understanding of the application of those practices to the specific
         project requirements,

      3. Reflects a understanding of the Agency’s enterprise architecture efforts and implications,
         and

      4. Reflects a significant understanding of the OEI’s objectives, operating environment and
         constraints, and relationship of information and IT to those objectives.

Sub-Factor 2 – Task Level Experience (30%): The contractor will be evaluated on its
demonstrated experience in projects of similar size, scope, complexity and results.

Sub-Factor 3 – Performance Measures and Quality Assurance (20%): The offered
performance measures and associated quality assurance methods will be evaluated for the extent
to which they are

      1. Aligned clearly with the project objectives,

      2. Comprehensive in their ability to measure, quantify, track, and report operational
         performance(e.g., decision-making), program implementation, project management,
         customer satisfaction, and mission results, where feasible.

Sub-Factor 4 – Staffing Approach (25%): Proposed personnel will be evaluated on their
   qualifications to provide the requested services and demonstrated experience in projects of


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EcoStat/ORBIT & QMR Requirements                                              Task Order RFP


      similar size, scope, complexity and results.

3.2      Price Factor
The proposed price will be evaluated to determine if the estimates are realistic for the work to be
performed, reflect a clear understanding of the requirements, and are consistent with the
proposed approach. The proposed price will be evaluated to determine if it is unreasonable in
relation to the proposed technical and management approaches and in comparison with the
Independent Government Cost Estimate (IGCE).


4.       BACKGROUND INFORMATION

The information in this section is provided for the contractor to reference in preparing their
proposal.


Reference Documents:
2006-2011 EPA Strategic Plan; http://www.epa.gov/ocfo/plan/plan.htm
USEPA Performance and Accountability Report;
http://www.epa.gov/ocfo/finstatement/2006par/index.htm




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