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Small Business Perspective

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

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Small Business Perspective

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  1. Small Business Perspective NDIA/SPAWAR/AFCEA Joint Small Business Committee Small Business Forum January 20, 2005

  2. 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

  3. 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 Epsilon Systems Solutions, Inc. Inc. Magazine 2003 Ranking: #1 in Defense #22 Overall

  4. Annual Revenue ($M) YTD Number of Employees YTD Idaho Falls, ID Newport, RI Denver, CO* Las Vegas, NV Arlington, VA China Lake, CA Portsmouth, VA San Diego, CA Aiken, SC Albuquerque, NM Top Secret Facility Clearance Amarillo, TX * KEY:Energy & Environ.Marine ServicesApplied Technologies Pearl Harbor, HI* * On Site Corporate Overview

  5. 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 …

  6. 7 7 1 7 5 5 7 1 1 7 5 1 7 7 5 5 1 5 6 5 5 5 2 6 6 6 2 2 2 5 5 5 3 3 5 6 5 5 3 6 4 4 4 4 4 4 Assessing the RA RFP Requirements N00178-05-R-4000 • 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

  7. 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

  8. Submitting a Winning Proposal(Cont’d) Cover Letter 1. 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 5 pages Style Guide (L 4.2) 8.5 x 11 inch paper, Single-spaced typed lines No 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 margins 12-point (Times New Roman font) in the text No hyperlinks Microsoft Word Software All files named with the file extension .doc. 15 pages + Table A 20 pages + 1 page + Comp Plan + RFP Fill in Sections

  9. 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

  10. Business ProcessesTask Order Solicitation Phase Parallel event 1 RFQ Marketing Anticipated Work Intelligence 6 4 5 3 Coordination w/ Subs RFQ Strategy PM determines team, prepares Capture Plan, develops strategy – tech & cost - ensures splits RFQ Disposition PM decides if RFQ is to be processed for further consideration RFQ Distributed PM forwards to Team (internal & Subs) Contracts makes OCI check; reviews RFQ RFQ Forwarded To PM & Contracts For review & disposition 2 RFQ Released By Gov’t to Contractors RFQ Questions Contracts submits questions to Gov’t (if any) No Bid RFQ process stops OCI Review Mitigation implemented orRFQ process stops 10 7 Prime Proposal Submission PM forwards technical proposal & all attachments to Contracts; Contracts posts to Web site 8 9 RFQ Bid/No Bid Contractor makes Bid/No-Bid Decision PM Notifies Team of decision Proposal Production (see next slide) Tech prop prepared – reviews & finalizes Contracts issues cost RFQ; coordinates & finalizes RFQ Proposal Process Begins PM forwards preparation instructions to Team Contracts issues TAs to Subs; executes No Bid RFQ process stops BID 11 13 14 12 SubKs Proposal Submission Contracts to verify Subs post their applicable costs to web site Task Order Award Government announces PM informs Team WIN Task Order Phase Business Processes RFQ Tracking PM/Contracts monitor PM – Project Manager / Capture Manager OCI – Organizational Conflict of Interest TA – Teaming Ageement SubK – Subcontractors Debriefing Lessons Learned Loss (timing of each step will vary with individual RFQs) 6 =>Step

  11. Proposal Production (Block 9 from previous slide) ESS Contracts Lead develops Cost proposal for ESS/SubK 9-3a Cost Guide Cost Proposal ESS Capture Manager Conducts Internal Kick-Off Meeting ESS Capture Manager Conducts Team Kick-Off Meeting ESS Capture Manager Oversees Proposal Development A SubK Develops Response to ESS Identified Tasks START 9-3b 9-1 9-2 9-3 Resumes/ Past Performance/ Writing Assignments ESS Contracts Lead Submits all RFQ Questions to Gov’t Contracting Officer ESS Capture Manager Develops Technical Proposal 9-3c Optional: Due Date >10 Days Yellow Team Red Team ESS Capture Manager Approves Proposal and Forwards to Yellow Team ESS Capture Manager Conducts Red Team A comments comments END 9-4 9-5 9-6 9-7 • Evaluation Criteria • Storyboard • Win-Themes • Communication of Company • Compliance with RFQ • Scored on Section M • Editorial Review • Quality Assurance

  12. Business ProcessesTask Order (TO) Phase 3 2 1 Task Order Check-In PM/PA/Contracts review TO for: PoP, Funding, SOW, Contracts prepares CDIF info Task Order Awarded By Gov’t to Contractor PM notifies Team Cont’d from RFQ Phase Business Processes 4 • 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. 5 • 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 6 7 Task Order Deliverables Progress Reports 75% letters • Task Order Management • Meetings – internal & with Subs – as needed during TO performance • Follow-on recompete planning Task Order Close-out Final Deliverables Final Invoice Task Order CPAR PM to manage Past Performance

  13. 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

  14. 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

  15. 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

  16. Questions & Answers

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