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SEAPORT-e WORKSHOP
6 October 2015
Presented by:Kelly Smith, SPAWAR Contracting [email protected]
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Topics of Discussion What is Seaport-e? SeaPort-e Programmatic Approach Rolling Admissions How do SeaPort-e MACs Operate? How do I become a SeaPort-e MAC Holder? You Won a SeaPort-e MAC – Now What? Important Things to Know: System Approvals How are Task Orders Awarded? Ordering Activities by SeaPort-e Zones
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Topics of Discussion Source Selection Process SeaPort-e Small Business Participation SPAWAR PSC – FY14 SPAWAR PSC – FY13 What’s the Future for SeaPort-e 2019? Questions
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What is SeaPort-e? Navy’s Enterprise solution and to acquire
Engineering, Financial, and Program Management Support Services
Electronic platform to solicit, award, and administer Task Orders to SeaPort-e MAC holders
SPAWAR began utilizing SeaPort-e in 2004 for the procurement of Knowledge Based Services
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SeaPort-e Programmatic Approach
SeaPort-e Multiple Award Contract (MAC): • Up to five-year Base ordering period w/Five-Year Award Term• Scope includes Engineering, Technical, & Professional Support
Services across 22 functional service areas• 2,278 MAC Holders as of Aug 2015 (88% small businesses)
Allows for small business set-asides (restricted competition)• Task Order competitions may be restricted to small businesses and
certain small business sub-categories (HUB Zone, SDVOSB)• MOA with SBA for 8(a) set-aside restricted competitions
Rolling Admissions conducted annually to refresh vendor base
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Rolling Admissions Basic MAC clause H.8 allows for additional IDIQ prime
contract awards Rolling Admissions procurements conducted by NSWC
Dahlgren• MACs administered by PCO at NSWC Dahlgren
Rolling Admissions procurements provide:• Contractors with ability to obtain SeaPort prime contract• Existing SeaPort vendors with ability to expand into additional zones• Existing SeaPort Vendors to recertify status• Ability to include new ordering activities under the contract
Last Rolling Admissions awards made in April 2015 added 464 companies, 416 of which were small businesses
There will be a Rolling Admission in FY2016. The announcement will be posted on the SeaPort home page and via FedBizOpps in September 2015
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How do SeaPort-e MACs Operate?
Rolling Admissions conducted annually All MACs managed by NSWC Dahlgren, therefore all
SeaPort MACs are N00178-XX-D-XXXX; RFP released as N00024-XX-R-XXXX
In order to maintain continuity, all MACs modified at least annually, to baseline clauses to most current versions
Most All Navy Contracting Activities have ordering authority to utilize SeaPort-e MACs• Each Navy authorized ordering activity has unique
ordering code, per DFARS, designating who owns which task orders issued against the common MACs. For example, NS is SPAWAR HQ; V7 is SSC LANT; 7N is SSC PAC
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You want to get a SeaPort-e MAC, where do you start?• Teaming Arrangements
o You do not have to be a Prime MAC holder to view SeaPort-e solicitations and participate in SeaPort. Find a current SeaPort-e MAC holder (prime contractor) and request the MAC holder add your company as an approved team member – Each SeaPort-e Prime is required to have contract SeaPort-e website
o All approved team members receive notice from the system whenever a solicitation is released in the zone associated with that particular prime contractor
• Visit www.seaport.navy.mil and review previous Rolling Admissions solicitations in preparation for the next Rolling Admissions announcement
• Follow the requirements of the Rolling Admission solicitation*** You MUST register in the SeaPort portal AND submit your proposal***
How Do I Become a SeaPort-e MAC Holder?
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Simply winning a MAC will not bring work to your business - you must get out there and compete at the Task Order level!
Monitor Opportunities available in your Zone• Emails are sent to all corresponding Zone MAC holders (and their
team members) when solicitations are issued. • Team with larger businesses or other incumbent small businesses
to get a foot in the door.• Capitalize on networking opportunities
Develop a relationship with procuring activities• Get to know Navy procuring activities Deputies for Small Business
and contact them. DSBs review all requirements and help determine small business set-aside opportunities
• Navy Program Offices are the requirements developers – attend industry days, send capabilities statements so program managers are aware of the market place and help facilitate small business set asides
You Won a SeaPort-e MAC –Now What?
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Important Things to Know: System Approvals
Actively pursue business system approvals
o NAVSEA & DCAA coordination & assistance is available
o When you win a MAC, you will receive an email regarding a pre-award survey questionnaire. If you are interested in pursuing cost type work, complete the questionnaire and return as instructed in the email
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Important Things to Know: System Approvals
o Once responses are vetted by NAVSEA internal auditor, NAVSEA is achieving a success rate on first time pre-award audits of approximately 90%. The audit nominally takes 60 days but is contingent upon existing workload at the DCAA office
o An approved accounting system is not required to bid on cost type work, a positive pre-award determination that your accounting system is adequate to handle cost type work is required
o Your accounting system will be reviewed again by DCAA once you have obtained cost type work
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How Are Task Orders Awarded?
SeaPort-e policy requires ALL TASK ORDERS COMPETED 100%
• Fair Opportunity exceptions (urgency, one source, logical follow-on) not recognized in SeaPort-e
• No bridges, no additional scope or other changes in ceiling
Task Orders may be either Fixed Price, Cost Type, or both
Task Orders competed in one of seven geographic zones; however effort may require performance in more than one zone
All MAC holders (and their subcontracting team members) registered in a zone automatically receive notification of release of all solicitations issued in that zone.
All proposals electronically submitted within the portal
All post award task order administration conducted within the portal
Task Order period of performance can not exceed 5 years in length
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Ordering Activities by SeaPort-e Zones
(1) Northeast Zone
(2) National Capital Zone
(3) Mid Atlantic Zone
(4) Gulf Coast Zone
(5) Midwest Zone
(6) Southwest Zone
(7) Northwest Zone
ZONE 7
FISC Everett WashingtonSUPSHIP NWRMCNUWC Keyport
ZONE 6
SUPSHIP SWRMCPearl Harbor Naval ShipyardPort HuenemeNAVAIR Weapons Division, China LakeNAVAIR Weapons Division, Point MaguSouthwest Division, NAVFACFISC San Diego Regional ContractsSPAWAR HQSPAWAR SSC San DiegoUSMC Camp PendletonUSMC YumaUSMC MiramarUSMC 29 PalmsUSMC Kaneohe Bay
ZONE 5
NSWC Crane
ZONE 4
SUPSHIP Gulf CoastSUPSHIP SCRMCSUPSHIP SERMCNSWC Panama CityNavy Expert Diving UnitNAVAIR Training Systems Division, OrlandoFISC Jacksonville, Contracting DeptSPAWAR SSC New OrleansUSMC AlbanyUSMC New OrleansUSMC Blount Island
ZONE 3
SUPSHIP Newport NewsSUPSHIP MARMCUSMC Parris IslandUSMC NorfolkUSMC Camp LejuneUSMC Cherry PointSPAWAR SSC Charleston FISC Norfolk.
ZONE 2
NSWC CarderockNSWC DahlgrenNSWC Indian HeadEOD Tech DivNAVSEA Logistics Center, IndianheadNAVAIR, Pax RiverNAVFAC WashingtonNAVSEA HQNaval Medical Logistics CommandSPNHQMC, Installation and LogisticsRCO QuanticoMARCORSYSCOM
ZONE 1
SUPSHIP BathSUPSHIP GrotonNSWC Carderock, PhilNUWC NewportNAVAIR LakehurstFISC Norfolk Contracting Dept., PhilNAVSUP Contracting Management Dir
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Source Selection Process
Develop Acquisition
Strategy/PlanWrite SSP SSET Appointed Finalize RFP
RFP Published in SeaPort-e
Proposal
Receive Proposals
SSET Evaluates Proposals
Brief SSA/SSAC; If not the PCO
Competitive Range
Determination **
Hold Discussions
Oral Discussions **
Final Proposal Revision
Final Evaluations
Brief SSA, Winner Selected Finalize Doc
Contract Award Debriefings Conducted
** Optional
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Source Selection Process
Contracts and Program Office together:
• Ensure consistency in Defined Requirements; SSP, RFP Section L & M.
• Contracting Office (ONLY) will answer Contractor questions based on Program Office support.
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Source Selection Process
Develop Acquisition
Strategy/PlanWrite SSP SSET Appointed Finalize RFP
RFP Published in SeaPort-e Proposal
Receive Proposals
SSET Evaluates Proposals
Brief SSA/SSAC; If not the PCO
Competitive Range
Determination **
Hold Discussions
Oral Discussions **
Final Proposal Revision
Final Evaluations
Brief SSA, Winner Selected Finalize Doc Contract Award Debriefings
Conducted
** Optional
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Source Selection Process: Section L - Instructions, Conditions and Notices to Bidders
This Section of the RFP provides:• Formatting instructions• Page limitations• Submission time and date• Evaluation factors and sub-factors – these
represent the specific characteristics that are tied to significant RFP requirements and objectives having an impact on the source selection decision and are expected to be discriminators or are required by statue/regulation (DoD Source Selection Procedures 2.3.1).
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Source Selection Process: Typical Section L Evaluation Factors
Technical Approach – explains the how Program Management Approach – explains
how effort will be managed Organizational Experience – explains how it
was done before on similar effort Resumes – explains who will manage Past Performance (statutory requirement) –
provides evaluation of similar effort performed in terms of breadth, scope, dollar value, contract type(relevancy) and provides evaluation of how well the effort was performed (level of confidence)
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Source Selection Process: Section M – Evaluation Factors for Award
This section of the RFP provides:• Best Value Award Determination
o Trade-Off Process o Lowest Price Technically Acceptable
• Relative Importance of Factors• Rating Methodology• Cost Analysis/Realism Methodology
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Source Selection Process: Best Value Source Selection Process
Best Value award decision is based on that combination of technical and cost factors which offer the Government the “Best Value”
Does not have to be the lowest price or have received the highest technical rating
Lowest Price Technically Acceptable (LPTA) is the selection of the technically acceptable proposal with the lowest evaluated price.
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Source Selection Process: Organizational Conflict of Interest
Federal Acquisition Regulation (FAR) 9.502(c) states an Organizational Conflict of Interest (OCI) may result when factors create an actual or potential conflict of interest on an instant contract, or when the nature of the work to be performed on the instant contract creates an actual or potential conflict of interest on a future acquisition. In the latter case, some restrictions on future activities of the contractor may be required.
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Source Selection Process: Organizational Conflict of Interest
Basic SeaPort-e contract will have a general conflict of interest clause; however, more requirements specific clauses may be included in the Task Order RFP.
SPAWAR does employ the use of additional restrictions. These restrictions are tailored to the specific requirement of the RFP.
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Source Selection Process: Organizational Conflict of Interest
Typical SPAWAR OCI language excerpt:The Contracting Officer has determined that potentially significant organizational conflicts of interest may arise due to the nature of the work the Contractor will perform under this contract that may preclude the Contractor from being awarded future SPAWAR contracts in a related area. Whereas the Contractor has agreed to undertake this contract to provide “support services”, it is agreed that the Contractor shall be ineligible to act as a prime contractor, consultant, or subcontractor to any prime contractor or subcontractor at any tier who is to supply the services, system or major components thereof for any project where the Contractor has provided or is providing support as described in FAR 9.505-1 through 9.505-4. Specifically, the Contractor shall be ineligible to act as a prime contractor, consultant, or subcontractor to any prime contractor or subcontractor at any tier for task orders for which the Contractor has provided such support under the XX Task Order.
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Source Selection Process
Develop Acquisition
Strategy/PlanWrite SSP SSET Appointed Finalize RFP
RFP Published in SeaPort-e
Proposal
Receive Proposals SSET Evaluates Proposals
Brief SSA/SSAC; If not the PCO
Competitive Range
Determination **
Hold Discussions
Oral Discussions **
Final Proposal Revision
Final Evaluations
Brief SSA, Winner Selected
Finalize Doc Contract Award Debriefings Conducted
** Optional
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Submit task order proposals in the Vendor Portal• Read solicitation thoroughly and follow requirements • If in doubt about a requirement, ask questions in the portal
during Q&A timeframe Be aware of amendments issued
• Amendments can be issued both before the closing time or after the solicitation has closed
• Issuance of an amendments removes both draft proposals and proposals that were submitted under a solicitation o You MUST reload your proposal – even if the amendment
does not cause you to alter your proposal submissiono If you do not reload- your proposal will not be available for
the Government to evaluate, even if you submitted it by the closing time.
It is your responsibility to ensure all your information is received by the Government.
Helpful Hints – Task Order Proposals
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Your proposal must be signed and all Section B pricing must be completed prior to the closing time.
This is an automated system. When the closing time arrives, the portal will close and boot you off, regardless of where you are in the process of uploading proposal documents. REMEMBER – LATE IS LATE!
The system tracks both log in and activity information automatically. Do not assume that because you logged into the system and
uploaded draft proposal documents before the closing time that your proposal will be accepted. The system will not allow you to finalize your draft documents after closing time.
It is your responsibility to ensure you have enough time to upload your proposal and to report any technical problems via both the help desk within the vendor portal and notification to the cognizant Contracting Officer prior to the closing time. DON’T WAIT TO UPLOAD!
Helpful Hints – Proposal Uploading
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Source Selection Process: Proposal Submission
Important things to know:• Electronic submission is considered late:
o If the full proposal is not received by the closing time specified in Section L of RFP; time is also specified on the DD1155– the portal will lock out any proposal submission attempts after specified time
o If technical difficulties are experienced and the Contracting Officer is not notified by 5:00PM of the day prior to the close of the RFP. (FAR 15.208(b)(1)(i)) – NOTIFY PCO OF ANY SUBMISSION DIFFICULTIES PRIOR TO CLOSE OF RFP AND THE SEAPORT-E HELPDESK
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Source Selection Process: Proposal Submission
Important things to know:• Approved/Adequate Cost Accounting System is
needed for a contractor to be awarded a cost type task order (FAR 16.301-3(a)(3))).o The Defense Contract Accounting Agency (DCAA)
performs this review at the Contracting Officer’s request. Reviews system of methods and records
established to identify, assemble, analyze, classify, record and report transactions, and to maintain accountability for the related assets and liability. DCAA Audit DCAA Pre-Award Survey
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Source Selection Process: Proposal Submission
Important things to know:• SPAWAR RFPs typically state that if
your proposed subcontractors do not have an approved/adequate accounting system, the subcontractor shall be proposed as Firm Fixed Price (FFP) or Time and Material (T&M).
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Cost Analysis/Cost Realism Analysis
Techniques used in the evaluation of cost proposals in a competitive environment• Examples of Govt. Cost Realism Techniques include:
o DCAA/DCMA Forward Pricing Rate Agreementso DCAA/DCMA recommendationso Verification of systems, including a determination of the
adequacy of the accounting system or request a pre-award survey
• Information submitted in the proposal for evaluation purposeso Payroll Recordso Contingent Hire Datao Historical Direct and Indirect Rates
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Technical Evaluation
Source Selection Evaluation Board (SSEB) will evaluate the technical proposals• Review technical response ensuring that the response
addresses what was requested in Section L • Assess the response based on the methodology
outlined in Section M• Only the information within the Technical Proposal will
be evaluated with the exception of Past Performance. Past Performance is the only factor where the Government can gather additional information from what was provided in the proposal submission.
• Each Factor is evaluated separately
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Source Selection Process
Develop Acquisition
Strategy/PlanWrite SSP SSET Appointed Finalize RFP
RFP Published in SeaPort-e
Proposal
Receive Proposals
SSET Evaluates Proposals
Brief SSA/SSAC; If not the PCO
Competitive Range
Determination **
Hold Discussions
Oral Discussions **
Final Proposal Revision
Final Evaluations
Brief SSA, Winner Selected
Finalize Doc Contract Award Debriefings Conducted
** Optional
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Awardee Selected
Portal will notify all Offerors when an awardee has been selected• Notification will provide the awardee’s name,
the amount of the award and the number of Offerors
Unsuccessful Offerors have 3 days to request a debrief (FAR 15.505 (Preaward); FAR 15.506 (Postaward) after notification award or competitive range determination
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SeaPort-e Small Business Participation
SeaPort-e Results:• Prime MAC awards: 2,278 of 2,592 (80%) (as of Aug
2015)
• Percent of total dollar obligations to small business concerns at the prime level: goal: 33%, actual: 31%
• Percent of total dollar obligations to small business concerns at the subcontract level: goal: 20%, actual: 20%
o Actual subcontracting reported via the portal semi-annually
• 50% of all SB MAC Primes have submitted Task Order proposals as a prime
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SPAWAR SeaPort- e PSCs – FY14
PSC Description Total $ SB $ SB Prime%
D308IT and Telecom – Programming $7,071,177 $7,071,177 100%
H320Inspection – Ship and Marine Equipment $22,030,413 $22,030,413 100%
R408 Program Management/Support Services $140,818,661 $140,818,661 100%
R710 Support – Management, Financial $13,122,450 $13,122,450 100%
Command Focus On SB Opportunities - Especially In Support Services
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SPAWAR SeaPort-e PSCs – FY13
PSC Description Total $ SB $ SB Prime%
R408 Program Management/Support Services $94,374,344 $21,478,387 23%
R424 Support – Professional: Engineering/Technical $369,672,918 $241,518,434 65%
R706 Support – Management – Logistics Support $4,955,696 $4,955,969 100%
R707 Support – Management –Contract/Procurement/Acquisition Support $21,121,387 $21,121,387 100%
R710Support – Management, Financial $44,001,803 $0 0%
Command Focus On SB Opportunities - Especially In Support Services
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What’s the Future of SeaPort-e 2019?
All MACs set to expire 2019 – what happens next?• Enterprise Solution and the Electronic Platform
Navy is conducting an Analysis of Alternatives (AoA)• Recompete all new MACs?• Sunset all MACs – decentralize? • Every combination in between…
Plan is to finalize the AoA and a follow-on next generation SeaPort strategy NLT end FY 2016
Strategy must be informed by industry – we need your feedback!
• Industry Forums • Requests for Information
Yes, there will be a rolling admission in FY2016
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What’s the Future of SeaPort-e 2019?
Things that are being thought about and what Industry can be thinking about• Electronic Portal Functionality • Zones• North American Industry Classification System (NAICS) – one or more• Rolling Admissions – Frequency • Off Ramp Criteria• 22 Functional Areas – too many?• Advanced Notice & Posting Information• Recertification Process• Ombudsman Process• Separate MACs for Small Business
What Else Should Be Thought About?
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SeaPort Information
SeaPort home page – www.seaport.navy.mil
General SeaPort contracting questions –[email protected]
Portal operational support –[email protected]
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NAVSEA HQ DSBs
Sarkis Tatigian [email protected] White [email protected]
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SPAWAR OSBP Resources and Contact Information
▼Ms. Faye Esaias, Director for Small Business Programs Phone: (619) 524-7701 or email: [email protected]▼Mr. Mark McLain, Deputy for Small Business Phone: (619) 524-7701 or email [email protected]▼Ms. Mary Lake, Deputy for Small Business Phone: (619) 524-7701 or email [email protected]▼Mr. Aubrey Lavitoria, Deputy for Small Business Phone: (619) 524-7701 or email [email protected]▼Mr. Dean Dickau, Deputy for Small Business for SSC Pacific Phone: (619) 553-4327 or email [email protected]▼Ms. Robin Rourk, Deputy for Small Business for SSC Atlantic Phone: (843) 218-5284 or email: [email protected]▼Mr. Timothy Wiand, Deputy for Small Business for SSC Atlantic Phone: (843) 218-5167or email: [email protected]▼Ms. Ida Lirette, Deputy for Small Business for SSC New Orleans Phone: (504) 697-5599 or email: [email protected]
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QUESTIONS???
