Planning a ProTech Acquisition

1. Planning a ProTech Acquisition Overview for the Client

2. PROTECH The ProTech program is a strategic sourcing initiative that includes a suite of contracting vehicles, Indefinite Delivery, Indefinite Quantity (IDIQ) multiple award contracts, multiple award and single award Blanket Purchase Agreements (BPAs), and other contract types, specifically designed as the mandatory source for procuring professional and technical services for NOAA. The overall objectives of the ProTech Program are to: • Obtain high quality professional and technical services • Develop an industrial base of partners • Develop and maintain performance-based contracts

3. PROTECH PROFILE ProTech Multiple Award – Indefinite Delivery / Indefinite Quantity (IDIQ) Contracts • $3B over 5 year period of performance shared by all domains for the total period of performance • 2 Year Base with 3 one-year options for each domain Contracting Vehicles supporting the Enterprise Operations Domain will have their own specific periods of performance Task Order • Types - Time & Materials, Firm Fixed Price, and Cost Reimbursable • TO performance period, inclusive of the period of performance of any TO option(s), may extend up to 60 months beyond the end of the final contract ordering period. Not a Government-Wide Acquisition Contracts (GWACs)

4. PROTECH SCOPE Contractors under ProTech shall furnish the necessary personnel, materials, equipment, facilities, travel, and other services required to satisfy task order requirements in the general areas of: Studies, Analyses and Reports Applied Research and Consulting Data Collection and Surveys Program and Project Management

5. THE REQUIRING ACTIVITY ("AKA "The Client = NOAA Line or Staff Office) Responsible for: • preparing the PR Package • obtaining any necessary approvals (i.e., IRB, NOAA funds certification, etc.) • submitting the PR Package to the servicing acquisition office within AGO. The ProTech PMO can and will assist in the development of the PR package if requested

6. AUTHORIZED USERS • All NOAA Line and Staff offices • Other Department of Commerce Bureaus

7. REQUIREMENTS PROCESS The ProTech PMO can and will assist in the development of the AP if required

8. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) – SATELLITE DOMAIN • North American Industry Classification System (NAICS) Selection • 541712*, size standard 1,000 Employees • 541713 Research and Development in Nanotechnology • 541715 Research and Development in the Physical, Engineering, and Life Sciences (except Nanotechnology and Biotechnology) • Ordering offices may use any appropriate NAICS code that relates to the individual task areas required • *As of October 2017, NAICS code 541712 will split into two separate codes: 541713 and 541715. The ProTech Satellite Domain IDIQ was solicited in August 2016 and awarded in June 2017 under code 541712 and it will remain applicable to the Satellite Domain for the life of the contract.

9. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) – FISHERIES DOMAIN North American Industry Classification System (NAICS) Selection 541990 - All Other Professional, Scientific, and Technical Services, size standard $15M Ordering offices may use any appropriate NAICS code that relates to the individual task areas required

10. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) – OCEANS DOMAIN North American Industry Classification System (NAICS) Selection 541620 Environmental Consulting Services, size standard $15M Ordering offices may use any appropriate NAICS code that relates to the individual task areas required

11. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) – ENTERPRISE OPERATIONS DOMAIN North American Industry Classification System (NAICS) Selection 541611 Administrative Management and General Management Consulting Services, size standard $15M Ordering offices may use any appropriate NAICS code that relates to the individual task areas required

12. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) – WEATHER DOMAIN North American Industry Classification System (NAICS) Selection 541330 Engineering Services, size standard $15M Ordering offices may use any appropriate NAICS code that relates to the individual task areas required

13. ORGANIZATIONAL CONFLICT OF INTEREST OCI • FAR 9.505-2 Preparing specifications or work statements. • (b)(1) If a contractor prepares, or assists in preparing, a work statement to be used in competitively acquiring a system or services—or provides material leading directly, predictably, and without delay to such a work statement—that contractor may not supply the system, major components of the system, or the services unless— • (i) It is the sole source; • (ii) It has participated in the development and design work; or • (iii) More than one contractor has been involved in preparing the work statement. • Caution: IAW FAR 9.5, NOAA does not sanction OCIs. • Whenever a Client has a situation that might involve an OCI - the Client should address it immediately with their Task Order or ProTech Branch Contracting Officer

14. PROTECH CONTRACT FRAMEWORK AND FLEXIBILITY Requirements can be defined using any manner of work statement, including Statements of Objectives (SOO), Statements of Work (SOW), and Performance Work Statements (PWS). Pricing methodologies can include Firm Fixed Price (FFP), Cost Reimbursement, and Time and Materials (T&M).

15. STEPS IN PREPARING THE PROTECH PR PACKAGE The ProTech PMO can and will assist in the development of these steps if requested

16. DEFINE SCOPE OF WORK Identify the purpose or objective of jobs or services to be performed Write a formal requirements document specifying minimum requirements to be met (SOO/SOW/PWS) Define boundaries of work (jobs/services) Specify expected work performance levels (standards/metrics)

17. LIST TASKS Create a list of tasks that should be performed to accomplish the objective of your work • Job analysis • Try to focus on "what" and not "how” Organize tasks into a logical sequence (major tasks and sub-tasks) • Work Breakdown Structure (WBS) Make sure successful completion of tasks meets the minimum requirements defined by your scope of work • Remove unnecessary tasks from your list as soon possible

18. TREE DIAGRAM

19. IDENTIFY INPUTS Determine amount and type of resources (e.g.: material, equipment, labor) required for completing each task. Develop an Independent Government Cost Estimate (IGCE) Identify any constraints to using ProTech (required resource)

20. INDEPENDENT GOVERNMENT COST ESTIMATE IGCE Ensure that all cost elements for goods and services for each task/requirement or development outcome is included in the IGCE. Employ proper data collection and estimating methodology. Document data sources, assumptions, constraints, methodology, and subject matter expert (SME) inputs. DO NOT share the IGCE with anyone outside the designated procurement team. The document is procurement sensitive and access is on a “need-to-know” basis and must be safeguarded as required by FAR 3.104. The ProTech PMO can assist with this estimate.

21. INDEPENDENT GOVERNMENT COST ESTIMATE TEMPLATE IGCE

22. IDENTIFY OUTPUTS Determine deliverables and/or results to be produced by every task. Outline an oversight plan for tracking deliverables. Identify timelines for deliverables.

23. SET PERFORMANCE STANDARDS/METRICS • Make a list of performance criteria based on: • Quality • Quantity • Time • Appearance • Determine progress milestones (dates when you will review work progress and compare it against the criteria). • Choose a method of inspecting work performance (e.g.: random sampling, periodic audit, using reports of contractors, 100% inspection).

24. PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

25. MARKET RESEARCH METHODS • Review ProTech suite of prime contract holders • Conduct survey of available services using any/all of the following methods: • Contractor websites • One-on-Ones/Group meetings • Pre-solicitation conference/Industry Day • Review of previous ProTech TOs • The ProTech PMO can and will assist in the Market Research if requested

26. C.SUITE • C.Suite – DOC mandatory procurement and acquisition system • Interfaces with Commerce Financial System (CFS). • C.Suite Help Desk • For C.Suite (C.Request and C.Award) help, contact Client Services:Phone: 301-444-3400 (Choose Option 1 for password resets or Option 3 for all other C.Suite issues.)E-mail: clientservices@noaa.govHours: 7:00 a.m. - 5:00 p.m. ET, Monday - Friday

27. PROTECH PURCHASE REQUEST (PR) PACKAGE • The PR Package may include as appropriate the following: • Name, title, address, phone number, e-mail, and fax of Requiring Activity POC • Funding document – ensure ProTech Object Class Code in line of accounting • Acquisition Plan (AP) or Milestone AP • Statement of Work (SOW), Statement of Objectives (SOO), or Performance Work Statement (PWS) • Independent Government Cost Estimate (IGCE)  (not released to contractors) • Market Research Report • Fair Opportunity Exception, if applicable • Security requirements • Proposal evaluation criteria • Estimated period of performance • COR Nomination and Certification

28. PR PACKAGE SUBMISSION TO NOAA AGO • The Requiring Activity will: • Forward the PR package to the appropriate Task Order Contracting Officer (TO CO) through C.Suite • Provide technical support to the TO CO, as needed

29. TASK ORDER CONTRACTING OFFICER • Responsible to: • Review AP or Milestone AP • Review SOW/SOO/PWS and ensure task order requirements are within the scope of the IDIQ contract • Review IGCE and evaluation criteria • Determine/Select the appropriate Domain IDIQ contract for the requirement; • Determine the appropriate TO competition approach – sole source (if Fair Opportunity Exception applies), small business set-aside (including consideration for socio-economic categories), or unrestricted; and the use of Traditional or Multiphase process • Prepare and submit Form CD-570 – Small Business Set-Aside Review • Appoint the Task Order COR (TO COR); • Develop proposal preparation instructions and issue proposal requests to eligible ProTech contract holders; • Receive and facilitate the evaluation of technical and cost/price proposals; • Oversee the procurement process through task order award; • Ensure the administration and final closeout of task orders; • Ensure the completion of contractor performance evaluations • Adhere to the terms and conditions of the ProTech contracts, Federal Acquisition Regulations (FAR), and other applicable laws, regulations, and guidelines. TO CO

30. TASK ORDER CONTRACTING OFFICER’S REPRESENTATIVE TO COR Provides day-to-day surveillance of contractor performance. Prepares TO performance report. Assists the TO CO and client in developing the PRS, PWS/SOW/SOO, QASP, surveillance checklists with measurable outcomes, etc. Reviews invoices in comparison to actual performance accomplished. Interfaces with contractor personnel. Submits Contractor Performance Assessment Reporting System (CPAR) input annually or as required.

31. NOAA AGO OMBUDSMAN • Responsible for: • Reviewing complaints from ProTech contractors • Ensuring that contractors are afforded a fair opportunity to be considered, consistent with applicable procedures and established guidelines

32. For additional questions contact protech.services@noaa.gov For POC information visit http://www.protechservices.noaa.gov/contacts.php