Contracting for the FAA’s Next Generation Air Transportation System

2. Contracting for the FAA’s Next Generation Air Transportation System Breakout Session # 614 Name: Elizabeth Soltys Program Manager, Systems Engineering 2020 (SE-2020) Date: July 20, 2010 Time: 4:00 – 5:15 PM 1

3. Agenda NextGen and SE-2020 SE-2020’s Unique Contracting Issues SE-2020’s Contracting Approach Lessons Learned Questions

4. What is NextGen? Next Generation of the National Airspace System (NAS) Portfolio of programs (across numerous government agencies and the private sector) designed to transform the NAS by: • Increased capacity to meet demand • Increased efficiency and flexibility • Fuel savings • Improved environmental performance

5. What is SE-2020? One of the primary contract support programs for NextGen Integration and Development Activities: Research on emerging procedures and technologies Systems engineering to determine the best way to deploy the NextGen initiatives on a wide-scale Approximately $6.4 Billion portfolio of contracts – one of the largest in agency history Up to six contract vehicles with hundreds of Task Orders expected

6. SE-2020 Contracting Challenges Coordination among geographically-dispersed teams Thousands of documents to review; extremely large number of evaluators and contracting personnel Multiple document repositories – shared drives and hard drives; different document naming conventions Difficulty in ensuring security of sensitive data Convoluted and overwhelming numbers of email chains Effective and secure communication with hundreds of interested vendors Adherence to procurement timelines 5

7. Two-Pronged Approach Redesign contracting process • Conduct two market surveys involving over 100 vendors • Conducted unprecedented procurement outreach to identify lessons learned – over 300 vendor meetings, over 100 FAA user meetings • Categorized contracts by services rather than products • Posted an interested vendor list to simulate teaming opportunities • Assigned evaluators to different parts of submission to expedite award • Reviewed IG and GAO reports for contracts managed well or poorly • Used staggered response deadlines to expedite process • Obtained early insight as to number of submissions by requiring vendor teams to be formally declared prior to first submission Effectively use technology to enable process changes 6

8. Technology Solution: Go Paperless! By automating the acquisition process via the Knowledge Sharing Network (KSN) portal, we: Share and manage large numbers of complex documents Review and edit documents online Manage Q&A online without email Efficiently track all contract information Hi Den T B O . . . built within Dept. of Transportation security protocols – guaranteeing a fully secure government web site

9. Paperless Pre-Award Process Web portal with over 400 active users High-level analysis of 200 Offeror and Sub-contractor cost submissions completed in 3 days Over 3,000 documents received between cost and technical submissions 2,800 technical sheets evaluated in 4 weeks (44 evaluators) 1st award made in 3.5 months 8

10. PaperlessPost-AwardProcess Current: Leveraging of all features of Pre-Award site (e.g., security, collaboration, document management, etc.) Access to Pre-Award site document library Online processing of 4,000+ task orders over 10-year contract Application for resume review – standardized online format (100% resume review required by contract – over 10,000 resumes over life of contract) Future:Automated intelligent workflow 9

11. KSN’s Key Functions Team Site • Collaboration Public Site • Information Access Offeror Site • Central repository Technical Evaluation Site • Automated workflow Cost Evaluation Site • Real time data Post Award Site • Targeted information Sr. Executive Board Site • Easily accessible status 10

12. Team Site -- Collaboration Easy access to shared document repository with Instant Messaging, team meeting spaces Controlled read / write / edit / approve access to folders via administrator’s permission control Auditable validation of version control Ability of all team members to view project plans Transparency of team calendars 11

13. Team Site: Sample 12

14. Public Site – Information Access Through the KSN public site, bidders have easy access to well-controlled information: • See the latest information (e.g., SIRs, amendments) • Sign up for ALERTS – get only the information they want • Pose questions • See all their questions plus FAQs • Automated workflow • Controlled access • No email chains 13

15. Public Site – Available Data Current: Solicitation documents and public announcements Future: All SE-2020 prime contractor awardees Prime contractor Point of Contact and contact information All Task Orders issued 14

16. Public Site – Main Page: Sample 15

17. Public Site – FAQ: Sample 16

18. Public Site – Industry Q&A: Sample 17

19. Offeror Site – Central Repository Well-controlled, efficient cost submission process Single point of entry Automated workflow with online reviews and approvals Electronic format in centralized repository Identification of process delays – managed by exception Standardization of Offeror and Sub-contractor input • Significantly reduced processing time • Shortened response and award times 18

20. Offeror Site: Sample 19

21. Cost Evaluation Site –Automated Workflow • Offeror and Sub-contractor workbooks have protected cells and worksheets • If possible, calculations are included in submission of workbooks • Eliminates duplication of input and chance of formula changes and broken links • Maximizes standardized, automatic calculations for all cost submissions 20

22. Technical Evaluation Site – Real Time Data KSN • Electronic score sheets and submission • Exports directly to Excel which rolls up scores; ties to live data in score sheets • Real time view of data ready for review • Dynamic view of changing scores as data is added to score sheets • Over 40 evaluators • ≈3,000 score sheets • Numerous criteria for tabulation Benefits Data 21

23. Technical Evaluation Site – Score Sheet: Sample 22

24. Senior Executive Board Site • Senior executives have instant access to pertinent data • Development of special reports or multiple versions of reports is no longer necessary • Data is automatically presented at a level appropriate for senior executives 23

25. KSN Rule Users (internal or external) can access all of their pertinent data: Contacts Folders Security documents Vendor and Sub-contractor lists Schedules and project plans . . . within 3 clicks! 24

26. Lessons Learned Scalable for large or small efforts Cost-effective for small firms through use of hosting services Benefits (efficiency, speed, control) outweigh costs Technology is key! Could not have met our goals without it! 25

27. Questions 26