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Joint Leadership Team Feedback

SEB Meetings with Industry

March 9, 2012

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Agenda

• Purpose: To present our team’s recommendation to improve the SEB process.

• Outline:– Agenda– Objective– Team Members– Current Expectations– Objective– Team Discussion– Survey– Recommendation– Closing– Forward Actions

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Objective

To review and analyze three meetings in the SEB Process: Industry Day, Future Requirements Day, and Preproposal Conference. After completing the review and analysis of each meeting the team will recommend any improvements identified that will increase the overall benefit of the meetings for the Government and Contractor community.

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Team Members Lee Pagel – NASA, Advisor Kim Morris - Honeywell Eric Schell – NASA, Lead Tom Short - Anadarko Industries Jessica Corley - NASA Dr. Roni Glover - REDE Critique Mario Tijerina - NASA Janet Walker - REDE Critique Stephanie Hunter - NASA Norma Bearrow - REDE Critique Jim Gipps - NASA Rick Nygren - SGT Miyoshi Thompson - NASA Rich Jackson - Lockheed MartinKelly Rubio - NASA Austin King - ERCPaul Cruz – NASA (HR) Art Craven - Lockheed Martin Jayant Ramakrishnan - ARES Wayne Feindel - Lockheed Martin Anita Renteria - Barrios Stephen Dry - DB Consulting Darryl Smith - Jacobs Rich Larson - SAIC David Louis Cazes - SAIC Amanda Staggs - ERC Michele Wilkenson - Jacobs

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Current Expectations Industry Day

• Promote competition on the proposed acquisition for NASA JSC• Provide Industry an overview of the current requirements and the

current way that business is conducted• Develop Industry understanding of the Government’s current vision

and objectives pertaining to the Pre-Solicitation synopsis posted via NASA Acquisition Internet Service (NAIS)

• Provide Industry with the opportunity to meet with the Government early enough in the procurement process to provide input into the procurement strategy

• Encourage offerors to submit questions and comments in writing via the acquisition website or in person during Industry Day. The Government will respond in writing to all questions submitted by posting them to NAIS and the acquisition website

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Current Expectations Future Requirements

• Promote competition on the proposed acquisition for NASA JSC• Provide Industry an overview of the requirements planned to be

included in the acquisition• Develop Industry understanding of the Government’s current vision and

objectives pertaining to the pre-solicitation synopsis posted via NAIS• Provide Industry with the opportunity to meet with the Government

early enough in the procurement process to provide input into the procurement strategy

• Encourage offerors to submit questions and comments in writing via the acquisition website or in person during Industry Day. The Government will respond in writing to all questions submitted by posting them to NAIS and the acquisition website

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Current Expectations Preproposal Conference

• To help Industry understand the Government’s requirements and objectives pertaining to the Draft RFP for the procurement

• Conduct tours of on-site facilities that are crucial parts of the RFP and proposal development

• Promote competition on the proposed acquisition for NASA JSC

• Encourage offerors to submit questions and comments in writing via the acquisition website or in person during the Preproposal Conference. The Government will respond in writing to all questions submitted by posting them to NAIS and the acquisition website

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Strategy to Meet Objective

• Kick-off meetings were held to establish team members, their involvement, and the action plan to achieve the objective

• Action Plan– Discussions with team members– Survey – Recommendation

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Team Discussions

• Discussions were held between: – Contractor • Pros and cons with JSC process• Pros and cons with other NASA Centers and other

Agencies • Personal experiences

– Civil Servants • Pros and cons with JSC process• Personal experiences

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Survey

• Goal of the survey– To solicit anonymous feedback on the current JSC SEB Presolicitation meetings

• Format of the survey– Team worked with HR rep who provided invaluable insight on how to conduct a

successful survey• Multiple Choice• Short Answer• Time frame

– Survey was disseminated via email to Contractor JLT Members only• Members were allowed to forward the survey to additional procurement personnel

within their company to provide individual responses• Responses were anonymous

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Survey (HR)

Overall Survey ResultsThe Survey results showed two major themes:

1. Release of pertinent procurement information was too late• Information released after the solicitation is too late in the procurement process

(Preproposal Conference)• Optimal point to release procurement information is as soon as possible, but at

a minimum prior to the release of the solicitation

2. Preferred Method of Delivery of pertinent information was via the Procurement website

Statement of Work/Requirements 83%Schedule 79%Evaluation Factors 79%Contract Type 79%Pricing Instructions 69%Small Business Goals 68%

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Recommendation

After reviewing the information gathered fromthe survey, two paths were formed:

Path #1- Uncertain or New Requirements

Path # 2- Follow-on Requirements

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Path #1 – Uncertain or New Requirements Industry Day

Industry Day

• Venue and format of the presentation• Contracting Officer (CO) will schedule and setup WebEx• Charts will follow current format• CO will post charts to the acquisition website no later than 1 day prior to

presentation• Industry will have to request and obtain password from CO to access WebEx, this will

also be a way for companies to have their name added to the Interested Parties List early on in the procurement to promote teaming

• Other pertinent information• One-on-One meetings may be held if determined necessary by the PDT

• Can be via phone or in person (COs will need to relay these options to Industry via their synopsis)

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Path #1 – Uncertain or New RequirementsProcurement Strategy Meeting (PSM)

Industry Day PSM

No recommended changes to the current PSM process.

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Path #1 – Uncertain or New Requirements Preproposal Conference (new format)

Industry Day

• Venue and format of the presentation• Formal presentation will be held

• CO will post charts to the acquisition website no later than 1 day prior to presentation

• Format and content of the charts will be a compilation of the Industry Day presentation and procurement information from the PSM, with the addition of any technical information that was not known at the time of Industry Day

• Examples:• New or Updated Requirements Document• Contract Type• High Level Source Selection Criteria• Small Business Goals (if applicable)

• Other pertinent information• One-on-One meetings may be held if determined necessary by the PDT

• Can be via phone or in person (COs will need to relay these options to Industry via their synopsis)

• Companies that signed in will be added to the Interested Parties List to promote teaming

• Facility tours will be scheduled at this time if the PDT deems them to be necessary

PSM Preproposal Conference

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Path #1 – Uncertain or New RequirementsDraft and/or Final Request for Proposal

(DRFP & RFP)

Industry Day

No recommended changes to the current DRFP process

NOTE: Per NFS 1815.201(c)(6)(A), Contracting Officer can determine in writing if a DRFP is not beneficial to the acquisition

PSM Preproposal Conference

DRFP/RFP

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Path #1 – Uncertain or New RequirementsPricing WebEx

Industry Day PSM Preproposal Conference

DRFP/RFPPricing WebEx

• Venue and format of the presentation• CO will schedule and setup WebEx• CO will post charts to the acquisition website no later than 1 day prior to

presentation• No change in current format

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Path #1 – Uncertain or New RequirementsSummary

Industry Day PSM Preproposal Conference

DRFP/RFP

• Industry Day is always WebEx • Preproposal Conference has a new format and will be held prior to the

issuance of the solicitation• Pricing WebEx will occur after the issuance of the solicitation

Pricing WebEx

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Path #2- Follow-on RequirementsProcurement Information White Paper

Industry Day PSM

• The Preproposal Bulletin replaces the formal Preproposal Conference (new format)• Contains the same information as the Preproposal Conference (new format) without

the formal presentation which required Industry to travel• Format and content of the bulletin will consist of procurement information from the

PSM • Examples:

• Contract Type• High Level Source Selection Criteria• Small Business Goals (if applicable)

• CO will post bulletin to the acquisition website

• Other pertinent information

• One-on-One meetings may be held if determined necessary by the PDT• Can be via phone or in person (COs will need to relay these options to Industry

via their synopsis)• Facility tours will be scheduled at this time if the SEB deems them to be necessary

Preproposal Bulletin

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Path #2- Follow-on RequirementsSummary

Industry Day PSM

DRFP/RFPPricing WebEx

Preproposal Bulletin

• Industry Day is always WebEx (no change from Path #1)• Preproposal Bulletin will be issued prior to the issuance of the solicitation• Pricing WebEx will occur after the issuance of the solicitation (no change

from Path #1)

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Closing

Outcome:• Created two paths for procurements to follow depending on the complexity of

the acquisition• Industry Day is always virtual• New Preproposal Conference format and Preproposal Bulletin allows the

release of pertinent procurement information earlier in the process• Minimized the number of formal presentations

• Maximizing WebEx• Reducing time and cost on both Government and Industry

Objective:

• Review and analyze three meetings:• Industry Day, Future Requirements

Day, and Preproposal Conference.• Recommend any improvements that will

increase the overall benefit of the meetings

Survey Themes:

• Release of pertinent Procurement information was too late

• Preferred Method of Delivery of pertinent information was via the acquisition website