IAE Overview

Teresa SorrentiIntegrated Acquisition Environment (IAE)June 30, 2005

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• Summer 01-Cross-agency study of possible eGov projects to make better use of IT investments in the federal government

• 10/01 President’s Management Council selected 24 E-Government projects in four portfolios– www.egov.gov

• Managed by GSA in OCAO• Under auspices of OMB’s OFPP

and the CAOC• Funded by all agencies

Origination of eGov Projects

www.egov.gov

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Vision Goals

A secure business environment that facilitates and supports cost-effective acquisition of goods and services in support of agency mission performance

• Create a simpler, common, integrated business process for buyers and sellers that promotes competition, transparency and integrity. • Increase data sharing to enable better business decisions in procurement, logistic, payment and performance assessment. • Take a unified approach to obtaining modern tools to leverage investment costs for business related processes.

Objectives

1. Deploy a single point of registration and validation of supplier data accessed by all agencies. 2. Implement a central point for consolidated collection and access of statistical and management information related to government acquisitions. 3. Implement a directory of Interagency contracts to simplify selection and facilitate leverage of Government buying. 4. Develop a standard glossary and vocabulary to facilitate exchange of data between and within agencies. 5. Transform intra-governmental ordering and billing to enable universal electronic processes, reduce payment and collection problems, and enable swift and accurate revenue and expense elimination processes for preparing consolidated financial statements.

IAE Partner/OMB agreement Feb 2002IAE Partner/OMB agreement Feb 2002

A shared services environmentA shared services environment

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• Individual agencies are fairly autonomous• Most government agencies use commercial software packages for

contract writing systems• Several agencies developed specialized systems to handle specific

functions such as vendor data, past performance monitoring• Few centralized shared systems although regulations are standard

and shared • No collaboration incentives in the budget, IT or management

process• Strategy: Adopt if possible,

Otherwise Adapt; Acquire if necessary

– Involve as many users as possible• Over 300 team members from 65 federal agencies since

2002

Previous State of Acquisition Automation

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IAE Shared Services Help Buyers

Buyers can: Search for commercial and government

sources Post synopses and solicitations Post sensitive solicitation documents in a

secure environment Retrieve validated vendor data including

representations and certifications Obtain Service Contract Act and Davis Bacon

Act Wage Determinations Check for excluded parties Report contract awards Review subcontracting accomplishments Report vendors’ performance

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IAE Shared Services Help Sellers

Sellers can: Register to do business Enter representations and certifications one time Revalidate registration data annually in a single

system Search business opportunities by product,

service, agency, or location Sign up on Interested Vendors lists Request email notification of solicitations based

on specific criteria Submit subcontracting accomplishments

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What’s Happening next in IAE?

• Recompete for system revisions:– FedBizOpps– EPLS

• IRS Taxpayer Identification Number validation in CCR (Central Contractor Registration)– Registrant consent agreement under development

• Summary socio-economic purchase card data in FPDS-NG from banks

• Improved performance data system with updated regulations and guidelines

• Testing requirements for Acquisition software for future Contract Writing System purchases– Processes as well as data– Finance system interfaces

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IAE Architecture

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Contact Information

Contact IAE – www.acquisition.gov

email: integrated.acquisition@gsa.gov

IAE Program Management OfficeTeresa Sorrenti 703-872-8610Earl Warrington 703-872-8609

Electronic Subcontract Reporting System (eSRS)Robert C. Taylor, SBAIndustry DayJune 30, 2005

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Organizational Structure

• IAE Management Chain – Business Area – Business Partner Network

• Agency Management Chain– Small Business Administration (SBA)

• Sponsoring Executive, Frank J. Lalumiere, Deputy, Government Contracting and Business Development

• System Steward, Arthur E. Collins, Jr., Deputy Associate Administrator for HUBZone Program

• Functional Owner, Robert C. Taylor, Subcontracting Program Manager

• Contractor– Symplicity Corporation, Inc.

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System Features

• Business Processes– Identifies contracts in FPDS-NG having

subcontracting requirements.– Automates completion and submission of

SF 294, SF 295, OF-312, and Annual SDB Breakout Report (NAICS subsector).

– Links subcontract reporting on individual contracts to prime contract number to facilitate lower-tier reporting.

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System Features (cont.)

• Provides breakout of subcontracting data down to the buying activity level.

• Generates standard and ad hoc reports.– Calculates achievements by two methods:

% of contract value % of subcontracting

• Generates automatic reminder notices and delinquent notices.

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System Features (cont.)

• Help – On-line Context-Sensitive Help

• apparent on the screen for each data field, as it is entered.

• Critical Systemic Linkages– Central Contractor Registration (CCR)– Federal Procurement Data System (FPDS-NG)

• Government-wide agency hierarchy– DUNS numbers for prime contractors and

subcontractors

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Training

• On-line computer-based training– Training tailored to type of user

• Train-the-Trainer Concept – On-site training at contractors’ facilities via

SBA’s Commercial Market Representatives (CMRs) as part of Subcontracting Orientation and Assistance Reviews (SOARs) and compliance reviews

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Critical Actions Ahead

• Orientation and Training– Participants at today’s Industry Day event will

disseminate information to other users in their respective organizations

• Use of System– Beta testing by selected prime contractors in

July 2005 – All other civilian agency contractors

beginning in August 2005

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Critical Milestones

• Beta Testing and Acceptance– Target: July 2005

• Initial Operating Capability Deployed– Target: August 1-15, 2005

• Full Operating Capability Deployed– Target: October 1-15, 2005

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Critical Milestones

• Immediate Challenges Ahead– FAR case (necessary revisions to the Federal

Acquisition Regulation)

– Training for SBA’s Commercial Market Representatives (CMRs) and other staff

– Training for other Government users

– Training for Industry

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In Conclusion…

• I personally want to thank all of you for taking time from your busy schedules to come here today.

• SBA looks forward to working with you during the next several months on this very exciting transition.

eSRS Industry Day

Paulette WidmannSubcontract Reporting Committee Chair

June 30, 2005

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Background

• Initiative– Improve Small Business Subcontract

Reporting– Deploy Government-wide Electronic

Solution– Adopt E-Gov Guiding Principles –

• Data is entered by the data owner• Data should only be entered once

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Desired Enhancements

• Subcontract Report for Individual Contract– Mandatory prime contract number– Total dollar amount of contract– System calculates percentage

achievements

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Desired Enhancements

• Summary Subcontract Report– Include NAICS codes for SDB

achievements– System calculates percentages– System calculates agency allocation for

commercial plans– System accommodates MILDEP and ODA

allocation for DOD comprehensive plans

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Approach

• Government-wide Team– SADBU, contract policy and IT

members• Requirements definition• Conduct competitive acquisition

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Additional Enhancements

• Audit Trail - acceptance, rejection, modify, view

• Percentage calculations by– Percentage of total contract value– Percentage of total subcontracting

• Accommodate all Types of Plans– Individual– Commercial– DOD Comprehensive Plans

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Additional Enhancements

• Include basis of reporting– Commitment– Payment

• Six digit NAICS code replaces nomenclature

• Accommodates reporting for options• Expands Remarks block• Variety of ad hoc reports

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Additional Enhancements

• Import historical summary data• Application interface for contractors• Includes contractor manual data entry• Provides reminder notices to contractors• Creates simple directory of contractors

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Full Operational Capability

• Includes real-time Help Desk• Includes on-line Assistance• Provides classroom training

– Train the Trainer

• Generates delinquent reports• Adds Alaskan Native Corporation field• Interfaces with CCR, FEDBIZOPS, FPDS-

NG

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eSRS Implementation

• Contract awarded January 2005• Initial Operation Capability (IOC) – 15 weeks

ACA• Beta testing by prime contractors• Full operational capability (FOC) 8 weeks

after governance acceptance of IOC• Expand Government team to include

designated agency coordinators for all Agencies

• Ensure data security• Maintain Configuration Board for future

enhancements

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Communication Plan

• Agency Coordinator Day - April 29, 2005• Agency Day – June 9, 2005• Industry Day – June 30, 2005• Enlist Associations and Councils

assistance• Training

– Industry and Government– Train the Trainer concept– Training Announcements on website:

• http://esrs.gov

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Communication Plan

• FAR Case• Eliminate forms (SF 294 and 295)• New Language

– Subcontract Report for Individual Contract

– Summary Subcontract Report

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Contractor Benefits

• Electronic input and extraction• Electronic interface with current

systems• Automatic e-mail report reminders • Calculates percentages• Shows goal percentages for both % of

subcontracting and % of contract value

• Prime contractors can view their LB subcontractors achievements

ESRS: What Industry Needs to Know

June 30, 2005

Mara Grissom, DOT

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What Do You Need To Know?

Information for:

•Registration

•Submitting Subcontracting Reports

•Lower Tier Reporting

•Review of Subcontracting Reports

•Troubleshooting

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REGISTRATION

BEFORE REGISTERING,PLEASE

Make sure your company information is correct in the Central Contractor

Registration (CCR)www.ccr.gov

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REGISTRATION

To Develop a User Account you need:• DUNS Number• Group Name (Optional)• Supervisor’s Name and Email

Address• ID= Your email address• PW-will be created by the user

within the security requirements

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PRIME SUBMITTING REPORTS

Individual Subcontracting Reports (ISR) Former SF 294

• Your DUNS number as it appears on the contract

• Administering Agency (DCMA, ONR) • Product/Service Lines• NAICS• No inclusion of lower tier subcontracts• Email Address of Government reviewing officials

(can enter two names and email addresses)

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PRIME SUBMITTING REPORTS

Summary Subcontracting Reports (SSR)

Former SF 295

• Administering Agency (DCMA, ONR) • Product/Service Lines• NAICS• Email Address of Government reviewing officials

(can enter two names and email addresses)• No inclusion of lower tier subcontracts• Certify CEO has signed hardcopy on file.

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LOWER TIER REPORTING

Individual Subcontracting Reports (ISR)

Former SF 294

• Prime Contract Number• Higher Tier DUNS• Product and Service Lines• NAICS

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LOWER TIER REPORTINGGovernment contracts with Company XContract Number DE-AC01-05EE12345

Company X will include on their Individual Subcontracting Report:Their Duns is 001339457Prime Contract Number- DE-AC01-05EE12345

Company X subcontracts with Company YContract Number XX-05TP00023

Company Y will include on their Individual Subcontracting Report:Company X’s DUNS-001339457Prime Contract Number- DE-AC01-05EE12345Their DUNS-113456896Contract Number with Company X-XX-05TP00023

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LOWER TIER REPORTING

(cont.)

Company Y subcontracts with Company ZContract Number YY-05DD99963

Company Z will include on their Individual Subcontracting Report:Company Y’s DUNS-113456896Prime Contract Number- DE-AC01-05EE12345Their DUNS-132568700Contract Number with Company Y- YY-05DD99963

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REVIEW OF REPORTS

• Government will review:

– Prime Individual Subcontracting Report

– All Summary Subcontracting Reports

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REVIEW OF REPORTS

• Higher Tier Subcontractors will review:

-Lower Tier Individual Subcontracting Reports

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TROUBLESHOOTING

CCR ISSUES-CCR Assistance Center

888-227-2423 FPDS-NG ISSUESCall the Contracting OfficereSRS ISSUESContact the eSRS Helpdesk

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Thank You

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eSRS Industry Day June 30, 2005

BREAK TIME

15 MINUTE BREAK

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eSRS Industry Day June 30, 2005

eSRS Design Overview

Robert Taylor, SBAIndustry DayJune 30, 2005

eSRS FAR Case

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FAR Case

• Revises subpart 19.7 and clauses at 52.219-9 & 52.219-25 to replace all references to SF-294, SF-295, and Optional Form 312 with eSRS.

• Revises the flow-down provision at 19.704(a)(9) and 52.219-9(d)(9) to require the prime contractor to flow the prime contract number down to the subcontractors at lower tiers – prime contract number now becomes a

mandatory field in the eSRS, even for subcontractors, in order to facilitate lower-tier reporting.

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FAR Case (cont.)

• Moves “General Instructions” from the paper forms to the clause at 52.219-9.

• Requires contractors to print a hard copy of the Summary Report(s) and have them signed by the CEO.

• Contractor will be required to keep hard copy with CEO’s signature on file for 4 years.

• SF-294, SF-295, & Optional Form 312 will all be deleted from Part 53 – i.e., abolished!

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FAR Case

• The Small Business Committee of the FAR Council will review and discuss the specific provisions in the proposal

• The regulation will be issued as a Proposed Rule or Interim Final Rule – 60-day public comment period

• Final Rule will reflect changes resulting from public comments, as appropriate

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Lower Tier Reporting• Full operating capability will include a report

showing subcontracting activity at lower tiers (fictitious example on next slide)

• This feature will be available only for contractors that submit the Individual Contract Report

• The eSRS FAR case does not propose to change the current rule that prime contractors may not take credit for subcontracts at lower tiers

eSRS Industry Day

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Sample Lower Tier Report

Contractors Higher Tier ** Award AmountTotal

SubcontractsSubcontracts to Other-Than-SB

Subcontracts to SB SB % SDB SDB % WOSB WOSB % HUBZone

Cross-reference to Previous Form (SF-294)

Line 8ano corresponding field on SF-294

Line 10c Column 3

Line 10b, Column 3

Line 10a, Column 3

Line 10a, Column 4

Line 11, Column 3

Line 11, Column 4

Line 12, Column 3

Line 12, Column 4

Line 14, Column 3

Prime Contractor

Lockheed Martin - Ft. Worth, TX Dept.of Energy $25,000,000 $9,588,334 $848,095 $8,740,239 91.2% $72,493 0.8% $261,725 2.7% $7,665Total Subcontracts - Tier 1 $9,588,334 $848,095 $8,740,239 91.2% $72,493 0.8% $261,725 2.7% $7,665

First-Tier Subcontractor(s)Northrop Grumman - Baltimore, MD Lockheed Martin $7,500,000 $2,000,000 $1,005,300 $994,700 49.7% $500,000 25.0% $300,000 15.0% $175,000

TRW, Inc. - Redondo Beach, CA Lockheed Martin $4,500,000 $1,300,000 $575,000 $725,000 55.8% $0 0.0% $125,000 9.6% $0Total Subcontracts - Tier 2 $3,300,000 $1,580,300 $1,719,700 52.1% $500,000 15.2% $425,000 12.9% $175,000

Second-Tier Subcontractor(s)Shaw Enviromental - Baton Rouge, LA

Northrop Grumman $3,750,000 $450,000 $75,000 $375,000 83.3% $0 0.0% $0 0.0% $0

Eastman Kodak - Rochester, NY TRW $1,500,000 $0 $0 $0 0.0% $0 0.0% $0 0.0% $0Total Subcontracts - Tier 3 $450,000 $75,000 $375,000 83.3% $0 0.0% $0 0.0% $0

Third-Tier Subcontractor(s)Computer Sciences Corporation - Falls Church VA

Shaw Environmental

$2,000,000 $500,000 $500,000 $0 0.0% $0 0.0% $0 0.0% $0

General Electric Company - Schenectady, New York

Eastman Kodak $575,000 $0 $0 $0 0.0% $0 0.0% $0 0.0% $0

Total Subcontracts - Tier 4 $500,000 $500,000 $0 0.0% $0 0.0% $0 0.0% $0

Fourth-Tier Subcontractor(s)Unisys Corporation - McLean, VA

Computer Sciences Corp.

$685,000 $175,000 $25,000 $150,000 0.0% $0 0.0% $0 0.0% $0

IBM Corporation - Somers, New York

Computer Sciences Corp.

$500,000 $0 $0 $0 0.0% $0 0.0% $0 0.0% $0

Total Subcontracts - Tier 5 $175,000 $25,000 $150,000 0 0 0 0 0 0

TOTAL (% of Subcontracting) $14,013,334 $3,028,395 $10,984,939 78.4% $572,493 4.1% $686,725 4.9% $182,665

TOTAL (% of Contract Value) $25,000,000 $10,984,939 43.9% $572,493 2.3% $686,725 2.7% $182,665

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QUESTIONS/EXCITEMENT