Small Business Perspective

NDIA/SPAWAR/AFCEA Joint Small Business Committee Small Business Forum

January 20, 2005

Overview

Epsilon Systems Solutions, Inc. Benefits of having a SeaPort-e Contract Assessing the Rolling Admissions RFP

Requirements Submitting a Winning Proposal After the Award

Ways of Getting work under SeaPort-e Lead Times Long Term Planning

Epsilon Systems Solutions, Inc.

Inc. Magazine 2003 Ranking:#1 in Defense#22 Overall

Founded in 1998, Private, Minority/Veteran Owned Small Business

Small Disadvantaged Business, 8(a) Certified by the SBA, Scheduled to Graduate in 2007

Diversified Professional Services in 3 Sectors

Energy & Environmental (NOEMS) Sector Marine & Security Sector IT & Communications Sector

Technology Management Applied Technologies Warfare Systems Systems Engineering

& Logistics

Founded in 1998, Private, Minority/Veteran Owned Small Business

Small Disadvantaged Business, 8(a) Certified by the SBA, Scheduled to Graduate in 2007

Diversified Professional Services in 3 Sectors

Energy & Environmental (NOEMS) Sector Marine & Security Sector IT & Communications Sector

Technology Management Applied Technologies Warfare Systems Systems Engineering

& Logistics

Corporate OverviewCorporate Overview

Annual Revenue ($M)

YTD

KEY:Energy & Environ.Marine ServicesApplied Technologies

San Diego, CA

Albuquerque, NM

Idaho Falls, ID

Pearl Harbor, HI*

Las Vegas, NV

Amarillo, TX *

Arlington, VA

Portsmouth, VAAiken, SC

China Lake, CA

Denver, CO*Newport, RI

* On Site

Top Secret Facility

Clearance

Top Secret Facility

Clearance

Number of EmployeesYTD

Benefits of Having SeaPort-e Contract Access to you by a growing number of Customers

Broad Statement of Work Long Term Stability

14 year potential – 4 Years with 2 AT options Virtually no ceiling limitations Flexible structure

Labor Categories Type of Contract Task Order duration

Strategic Alliances – LBs, SBs, WOBs, VOB, HubZone …

Assessing the RA RFP Requirements

Determining what Zones to bid (L 5.6 Presence) As Prime and your Subcontractors Have/had prime contract, or local office supporting

the work in the Functional areas Technical Capability

Depth & Breadth (By Zone) SOW areas (Functional areas 1 thru 21) Experience in each of the Functional areas Workforce

Management Approach Past Performance

Cost/Price Proposal

77

7

77

7 7

66

6

666 55

55

5

55

55

55

5

5

55

44

4444

333

222

2

111

11

77

66

N00178-05-R-4000

Submitting a Winning Proposal

Teammates Identify – Complimentary Skills; long term

alliances Establish Teaming Agreements Proposal preparation workload

Past Performance – CPARS CCR Registration Accounting System Key Personnel mapped to SOW skill sets Cost – strategies: pass-through, fee

Submitting a Winning Proposal (Cont’d)Cover Letter1.

2.

3.

4.

5.

6.

7.

8.

9.

Volume I

Technical Proposal

• Evaluation Factor 1 – Technical Proposal

- Depth & Breadth

- Management Approach

• Evaluation Factor 2 – Past Performance

Volume II

Cost/Price Proposal

• Evaluation Factor 3 – Price

- Guaranteed Savings & cost approach

- Ceiling Unit Price for Item 1000

- Compensation Plan

• SF 33• Section B• Section H• Section K

15 pages + Table A

5 pages

20 pages + 1 page + Comp Plan + RFP Fill in Sections

Style Guide (L 4.2)8.5 x 11 inch paper,Single-spaced typed linesNo graphics, or pictures, (signatures on teaming agreements, headers and footers are not graphics or pictures)Flow charts and tables are not considered graphics if they appear in the management approach, cost savings approach, or technical capability section 1 inch margins12-point (Times New Roman font) in the textNo hyperlinksMicrosoft Word SoftwareAll files named with the file extension .doc.

After Award

Subcontract Agreements Mirror Prime Contract – flow down of provisions

Understanding the Task Order Solicitation process Establishing business processes and procedures Developing templates

Technical Past Performance Resumes Cost

Adding New Subcontractors (increased capability) Ensure DCAA reviews your Accounting System

Coordination w/ Subs

Business Processes

Task Order Solicitation Phase

RFQ Released

By Gov’t to Contractors

RFQ Forwarded

To PM & Contracts For

review & disposition

RFQ Disposition

PM decides if RFQ is to be

processed for further

consideration

No Bid

RFQ process stops

RFQ Distributed

PM forwards to Team (internal & Subs)

Contracts makes OCI check; reviews RFQ

OCI Review

Mitigation implemented or RFQ process stops

RFQ Strategy

PM determines team, prepares Capture

Plan, develops strategy – tech &

cost - ensures splits

RFQ Bid/No Bid

Contractor makes Bid/No-Bid Decision

PM Notifies Team of decision

No Bid

RFQ process stops

RFQ Proposal Process Begins

PM forwards preparation instructions

to Team

Contracts issues TAs to Subs; executes

Proposal Production (see next slide)

Tech prop prepared – reviews & finalizes

Contracts issues cost RFQ; coordinates &

finalizes

Prime Proposal Submission

PM forwards technical proposal & all attachments to

Contracts; Contracts posts to Web site

SubKs Proposal Submission

Contracts to verify Subs post their applicable

costs to web site

RFQ Tracking

PM/Contracts monitor

RFQ Questions

Contracts submits

questions to Gov’t (if any)

BID

Task Order Award

Government announces

PM informs Team

LossDebriefing

Lessons Learned

WIN

Task Order Phase

Business Processes

RFQ Marketing

Anticipated Work

Intelligence

1

2

34

(timing of each step will vary with individual (timing of each step will vary with individual RFQs)RFQs)

1413

12

11

10

9 87

65

PM – Project Manager / Capture Manager

OCI – Organizational Conflict of Interest

TA – Teaming Ageement

SubK – Subcontractors

Parallel event

6 =>Step

Proposal Production (Block 9 from previous slide)

Optional: Due Date >10 Days

SubK Develops Responseto ESS Identified Tasks

Cost ProposalCost Guide

Resumes/ Past Performance/ Writing Assignments

YellowTeam

Red Team

ESS Capture Manager Conducts Internal Kick-Off Meeting

ESS Capture Manager Conducts Team Kick-Off

Meeting

ESS Capture Manager Oversees Proposal Development

ESS Contracts Lead Submits all RFQ Questions to Gov’t Contracting Officer

ESS Contracts Lead develops Cost proposal for ESS/SubK

ESS Capture Manager Develops Technical Proposal

ESS Capture ManagerApproves Proposal and

Forwards to Yellow Team

ESS Capture Manager Conducts Red Team

A

Acomments

9-1 9-29-3

9-3a

9-3b

9-3c

9-69-59-41. Evaluation Criteria2. Storyboard3. Win-Themes4. Communication of Company

1. Compliance with RFQ2. Scored on Section M3. Editorial Review4. Quality Assurance

9-7

comments

STA

RT

EN

D

Business Processes

Task Order (TO) Phase

Cont’d from RFQ Phase

Business Processes

Task Order Awarded

By Gov’t to Contractor

PM notifies Team

Task Order Check-In

PM/PA/Contracts review TO for:

PoP, Funding, SOW,

Contracts prepares CDIF info

Task Order Kick-off

(Virtual or in person)

• TO awarded to Subs

• PM reiterates Tech requirements

• Points of contact & lines of communication

• Contracts reiterates type of TO and funding

Task Order Performance

PM oversees performance, PA monitors spending , invoicing

Contracts ensures contract compliance

Task Order Close-out

Final Deliverables

Final Invoice

SubK Performance

PM monitors & rates each for:

• Responsiveness

• Quality of work

•Tech performance

• Cost management

Level of management oversight will affect future pass-through load.

Task Order Deliverables

Progress Reports

75% letters

Task Order CPAR

PM to manage Past Performance

Task Order Management

• Meetings – internal & with Subs – as needed during TO performance

• Follow-on recompete planning

23

7

1

6

5

4

Ways of Getting Work On SeaPort-e

Bidding on announcements blind [>2%] Reviewing TO Solicitations in the pipeline

& get on incumbent teams [>10%/>99%]

Transitioning work from expiring contracts to SeaPort-e (Bundling Challenge)

Working with potential customers and letting them know of your SeaPort-e Contract

Lead TimesThresholds*: <$50M 35 days; >$50M 70 days

Draft SOW: ? Documents & Funding From Customer to

Zone Manager: 2 Weeks Task Order Solicitation Response Times

From 5 days to over one month Evaluation of Proposals

From 2 weeks to a month Award: 5 days

Long Term Planning

Recertifying as a Small Business at each Award Term

Ensure right mix of companies as you graduate – Small Business Plan

Work transition to SeaPort-e

Questions&

Answers