November 16, 2009Acquisition and Business Support Services1 NATIONAL AERONAUTICS AND SPACE...

November 16, 2009 Acquisition and Business Support Services 1

NATIONAL AERONAUTICS AND SPACE ADMINISTRATION

GEORGE C. MARSHALL SPACE FLIGHT CENTERMARSHALL SPACE FLIGHT CENTER, ALABAMA 35812

Pre-Proposal Conference

Acquisition and Business

Support Services

RFP# NNM10305211R

LOCATION

MSFC, Bldg 4200, Morris Auditorium


Presenters


Welcome

Welcome Introductions Orientation (fire exits, restrooms, etc.) Purpose of Pre-Proposal Conference:

Promote exchange of information Improve understanding of Marshall’s Acquisition and

Business Support Services requirements Serve as an aid in preparation of proposals


Conference Format

♦ Ensure that your visitor badge is visible at all times

♦ Please confine your activity to ground floor areas (e.g., cafeteria, common areas)

♦ Dial “911” in an emergency situation

Security Ground RulesSecurity Ground Rules


Conference Format

♦ Remarks and explanations at the Pre-Proposal Conference shall not qualify the terms of the Solicitation; and

♦ Terms of the Solicitation and Performance Work Statement remain unchanged unless the Solicitation is amended in writing.

Ground RulesGround Rules


Conference Format

♦ Questions/comments regarding this presentation shall be submitted on the forms provided (back of Morris Auditorium). All questions regarding the presentation shall be in writing.

♦ All questions regarding the RFP will be considered. All responses will be posted.

♦ Use of industry questions and comments may be used to amend the RFP.

Questions and AnswersQuestions and Answers


Conference Format

♦ All questions shall be submitted in writing by 12 p.m., CST, on November 20, 2009, to:

NASA/Marshall Space Flight Center Procurement Office, ATTN: Rhoney Triplett Mail Stop PS33, MSFC, AL 35812

or

via e-mail to [email protected]

♦ The Pre-Proposal Conference charts and a list of firms attending will be posted on the NAIS: http://procurement.nasa.gov

Questions and Answers (cont’d)Questions and Answers (cont’d)


Source Evaluation Board


Work Processes

Functional Overview - Business Support

Business Support Services Overall PWS provides for Accounting Operations, Budget

Integration and Analysis, Business Systems, and Business Best Practices

CFO Presenters Tina Walker John Alexander Jason Tiede


MSFC CFO Organizational Overview


Funds Management Contractor Activities

Purchase Requisitions (PR’s): Prepare PR’s for other organizations Assist users in other organizations in preparing PR’s Run reports to monitor the status of PR’s as they

move through the system.

Financial Reporting: As part of the PR process, prepare reports on funds

balances for MSFC projects and programs.


Travel Contractor Activities

Prepare travel orders vouchers for travelers going on temporary duty assignments

Assists other Center travel system users in preparing travel orders and vouchers.

Review travel orders to ensure the availability of funds for travel

Supports reconciliation of credit card account for travel

Run reports to monitor status of travel activity


Cost Reporting and Analysis Contractor Activities

Timekeeping: Carries out operations for timekeeping system at MSFC Ensures entry of all data prior to close out of system Sets up new MSFC civil service staff members Carries out system administration and user changes for

timekeeping system

Invoices: Coordinates freight invoice routing and approval between

logistics and the NASA Shared Services Center (NSSC) Coordinates with the NSSC and procurement on invoices that

need to be expedited though the approval process to avoid late payments


Accounting Analysis, Reports and Property Contractor Activities

Post and reconcile general ledger transactions related to capital and non-capital assets for:Real PropertyGovernment-owned, contractor help propertyCapital leasesPersonal property

Post and reconcile transactions related to the standard general ledger

Assist NASA Shared Services Center with cash reconciliations and adjustments.


Business Systems Support

Support to various business systems which could include system administration, beta testing, system problem resolutions, system documentation, user notifications and alerts, system user training, and demonstrations to potential users

Maintenance of content of web pages for various business systems and processes and support system user groups

Create and maintain web content for CFO Website Attach supporting document for customers outside of CFO Communication of processes for adding, changing, or updating the page

Support business readiness efforts for implementations of system changes Deployment Planning Training Communication

Knowledge of various travel industry systems, government travel regulations and restrictions. Support in area of travel for analyzing future travel systems, needs, and requirements. In-depth knowledge of the various travel systems that have worked well in the government and how industry changes and trends are affecting the current systems and those for the future.


Budget Integration and Analysis

Provide business management support ranging across budgetary development, budget execution, schedule development, and analysis support for designated projects and/or organizations

Support the formulation, presentation, review and justification of program budgets by preparing trend and risk analysis, long and short-term forecasts, technical impacts, cost and workforce projections, and corrective action plans

Provide obligation, cost, and workforce monthly estimates for incorporation into the Agency’s annual phasing plan and for center monthly reviews


Budget Integration and Analysis (cont’d)

Provide accurate justification of funding requirements based upon Continuing Resolutions, Approved Operating Plans, and manage status of funding in terms of authorization, commitment, obligation, and cost of funds

Create Procurement Requisition (PR) Requests in support of resource management commitment activities

Analyze and record NASA contractor expenditures and accruals on a monthly basis

Monitor and track commitments, obligations and costs and provide periodic reporting of financial performance

Provide budget execution performance analysis including plan versus actual cost analysis and variance reporting

Participate in project and center meetings and reviews and prepare status presentations, as required


Work Processes

Functional Overview – Procurement Support

Acquisition Support Services Overall Performance Work Statement (PWS) provides for

Administrative Support Services, Acquisition Policy Services, and Acquisition Management Services

Procurement Presenters Simplified Acquisition Threshold (SATs) – Mike Sosebee Purchase Card (P-card), CMM/SAP, and Procurement Policy

Support - Marty Hanson


SATs

Current Procurement support covers Simplified Acquisitions less than $100 k and commercial items up to $5M.

Regulations using FAR/NASA FAR Specifically Parts 12 Commercial Items, Part 13 Simplified

Acquisitions, and Part 8 Use of Federal Supply Schedules MPR 5000.1 Purchasing MWI 5100.1 Initiating Procurement Requisitions PS OWI-15 Simplified Acquisition Threshold Proc. Process PS OWI-04 Acquisition Leadtimes and Planning PS OWI-05 Review and Execution of Procurement Documents PS OWI-08 Vendor Sources and Past Performance Data PS OWI-13 Procurement Documents Close out


Additional OWIs utilized by Contract Administrator(s)

PS OWI-01 Maintenance of Procurement Work Instructions, Master List, Forms, and Formats

PS OWI-03 Procurement Systems and Data Management PS OWI-06 Socioeconomic Programs PS OWI-07 Noncompetitive Procurement Documentation PS OWI-09 Preparation of Solicitations and Contracts PS OWI-10 Negotiated Procurement Documentation


Purchase Card Support

Purchase cards are government credit cards used for commercial (non-personal) purchases

There are currently approximately 300 cardholders at MSFC Marshall Work Instruction 5113.1, Government-wide Commercial

Purchase Card Operating Procedures, provides information on obtaining, utilizing, and maintaining a purchase card

The required Contractor support involves a wide spectrum of tasks associated with administering the Purchase Card program at MSFC

Purchases and compliance with policy are closely and routinely monitored on a daily basis

Note: PWS will be amended to reflect the performance of this requirement


CMM/SAP Support

Provides general CMM and SAP support to civil servants and contractor personnel supporting the MSFC Office of Procurement

Processes funding obligations/deobligations using SAP for a limited number of contract documents that did not convert from SAP to CMM

Completes and submits various Service Requests for adding/extending vendors to the SAP vendor master database

Records deobligation of costed funds in SAP Adds/changes/deletes Purchasing Groups (Pgroups) in SAP.

Pgroups are codes in SAP and CMM that are assigned to individuals for identification purposes.

Completes IdMAX Requests required for civil servants and contractor support employees to gain access to various software systems


Procurement Policy Support

Provides administrative support by reviewing, commenting on, and editing proposed revisions to existing Marshall Policy Directives (MPD), Marshall Procedural Requirements (MPR), Marshall Work Instructions (MWI), NASA Policy Directives (NPD), and NASA Procedural Requirements (NPR), and Organizational Work Instructions (OWI)

Compliance with the following is required:NPR 1400.1, NASA Directives Procedural Requirements NPR 1450.10, NASA Correspondence Management and Communications Standards and StyleNPR 2800.1, Managing Information TechnologyMWI 1410.1, Processing Marshall Management Directives

Electronically posts documents to the MSFC Integrated Document Library Directives Control Board for center-wide review/comments.

Drafts/revises documents, templates, clauses, provisions, and forms Monitors milestone data and provides data entry, analysis, and testing of data

in the Acquisition Planning Tool


Acquisition Schedule

Rhoney Triplett, Jr.Contracting Officer


Proposal Requirements

♦ Initial proposals provided in two submittals:Submittal I (Requested Due Date) December 4, 2009 Submittal I (Requested Due Date) December 4, 2009 (12:00 p.m. , CST)(12:00 p.m. , CST)

Volume III - Past Performance

Note: Form letter in Attachment L, page L-2-13 of the RFP, will be amended to reflect the above due

date

Submittal II December 11, 2009 (12:00 p.m., CST)Submittal II December 11, 2009 (12:00 p.m., CST)All volumes not previously submittedAll volumes not previously submitted

Volume I - Mission Suitability Volume II - Price Volume IV - Completed RFP and signed SF33s

Proposal Submission


Remaining Schedule

Past Performance Volume Due December 4, 2009Remainder of Proposal Volumes Due December 11, 2009Source Selection/Contract Award April 7, 2010

Note: All dates are subject to change and are to be used for planning purposes only. Please note time deadlines for submission of proposals as noted in L.9, Due Date for Receipt of Proposals


♦ It is the Offeror’s responsibility to monitor the NAIS Website for periodic updates.

♦ Remember to place your questions in box at rear of auditorium

♦ After the conference, additional questions may be submitted via electronic mail to [email protected] no later than November 20, 2009, 12:00 p.m., CST

♦ As noted previously, Pre-Proposal Conference charts and a list of the companies attending the Pre-Proposal Conference will also be posted on web (NAIS/FedBizOps)

Concluding Remarks

November 16, 2009Acquisition and Business Support Services1 NATIONAL AERONAUTICS AND SPACE...

Documents

Transcript of November 16, 2009Acquisition and Business Support Services1 NATIONAL AERONAUTICS AND SPACE...