Human Capital and Training Solution (HCaTS) Delegated Procurement Authority (DPA) Training

1. Human Capital and Training Solution (HCaTS)Delegated Procurement Authority (DPA)Training • AnadelsaEcklesGSA SmartPay Training ForumJuly 16-18, 2019

2. Agenda • HCaTS Overview • HCaTS Scope and Features • Authority to use HCaTS • Ordering Process • Important Things to Remember • HCaTS Resource Directory HCaTS

3. HCaTSOverview • OPM & GSA Partnership • 2 Multiple-Award IDIQ Contracts (not schedule) HCaTS-U (Unrestricted) HCaTS-SB (100% SB Set-aside)

4. HCaTSOverview • HCaTS designated as a Best In Class vehicle Total Solution Pre-screened Contractors Maximizes SB Goal Flexible & Easy to Use Leverage Category Management “good-for-government”

5. Best In Class (BIC) Status Part of the Category Management Approach, Office of Management and Budget (OMB) designates the Best-In-Class vehicles within each category (see OMB Memo 17-22) • Allows acquisition experts to take advantage of pre-vetted, government-wide contract solutions • Supports a government-wide migration to solutions that are mature and market-proven • Assists in the optimization of spend, within category management framework • Increases transactional data for agency level and government-wide analysis of buying behavior *per OMB memo, Best in Class vehicles Must be considered by buying activities.

6. HCaTSFeatures • Comprehensive Single Platform across Federal Government for Acquisition of Complex Human Capital and Training Solutions (TOTAL) • Easy to use! • Maximum Flexibility at TO level with no Ceiling • Maximizes SB Utilization Goals • Allows ALL contract types (including Hybrid) • Allows Commercial or Non-Commercial Procedures • Allows for Classified/Non-Classified Services, CONUS/OCONUS • No protest for In-Scope TO under $10 million!

7. HCaTS Scope • Technical/General Skills • Management & Leadership Support • Knowledge & Competency Training • Career Development & Coaching Customized Training and Development Services Customized Human Capital Strategy Services Customized Organizational Performance Improvement KSA 1 • Talent Management • Integrated Business Management • Change Management • Performance Management • Employee Value Proposition KSA 2 • Performance Metric Improvement • Strategic Planning & Alignment • Facilitation & Data Analytics • Business Process Improvement & Reengineering • Org Assessment & Transformation KSA 3 Other Direct Costs Ancillary Services

8. HCaTS: Simple and Complex Scope • Dep. of Homeland Security • Discover & implement Cybersecurity protocols via National Cybersecurity Awareness; • Cybersecurity Education; Workforce Structure & Development • Centers for Disease Control • $1.2B, Managed its explosive growth in global health programs containment of Ebola crisis & implementing Global Health Security Agenda • Joint Improvised-Threat Defeat Agency • Defeats IEDs to save lives of coalition forces • Provides critical training & support services • Mission Tech/Info Solution; Assesses effectiveness of initiatives • Department of Veterans Affairs • Establish a sustainable Workforce Transformation & Development effort • VA Learning University & VA HR Academy were created

9. HCaTS: What Complex Scope looks like? • Has multiple disciplines • Has significant IT components but are not IT requirements in & of themselves • Has Ancillary Support & Other Direct Costs (ODCs) • Needs flexibility of contract type (Cost-type, T&M, L-H, or hybrid) • Any one or combination of all of the above.

10. HCaTS: Simple and Complex Scope • 500 individual courses; each requires: • Develop Instructor Led Training course, in-Person Survey, Provide Mentorship to Senior level • Update Curriculum to match w/ new policies Re-design for new hiring process for EDA: Classification & Position management Create Performance Description and Classify Conduct Desk Review • Develop Leadership Program based on a “whole person” model comprised of four dimensions: intellectual, emotional, physical, and behavioral. Revise & conduct assessment centers for promotion program; Develop multi-day curriculum of interdependent topics to improve operational focus on Personal Readiness, Error Reduction, and Warfighter Mindset

11. HCaTS Scope • Scope can be one, two, or all three KSAs • Labor categories can be added (LCATs are just suggestion!) • Ancillary Support can be added: • Services: IT Service, Specialized Labor, SCA Labor • Products: Other Direct Costs (Material, Equipment, etc.) **Ancillary service can not be the preponderance of work**

12. ASK us for complimentary scope review anytime, we’re here for you! https://www.gsa.gov/hcats (Pre-Award Scope Review)

13. HCaTS Out of Scope • Inherently Governmental Functions (FAR 7.5) • Personal Services (FAR 37.104) • Requirement primarily uses employees not employed in a bona fide executive, administrative, professional capacity or laborers/mechanics (See 29 CFR Part 541 , FAR 22.401) • Requirements with primary purpose of IT development (Clinger Cohen Act) • Temporary Services (FAR 37.112 & HCaTS Contracts Sections C.3.4) • Construction Services & Architect & Engineering Services (Brooks Act & FAR 36)

14. HCaTS Pools and NAICS Pool 1 Max-Order: $3.45B Size Standard: $11M • 611430 - Professional & Mgt Development Training • 611699 - All Other Misc. Schools & Instruction • 624310 - Vocational Rehabilitation Services Training Solutions • 541611 - Administrative/General Mgt Consulting Services • 541612- Human Resources Consulting Services • 541613 - Marketing Consulting Services541618 - Other Management Consulting Services • 611710 - Educational Support Services Pool 2 Max-Order: $2.3B Size Standard: $15M Human Capital • Always refer to HCaTS Scope (KSAs) to determine the scope

15. HCaTS Competition Pools HCaTS-SB40 Ktrs HCaTS-U49 Ktrs 11 Contractors • 8(a): 2 • VOSB: 3 • SDVOSB: 3 • WOSB: 3, EDWOSB: 2 Pool 1 Pool 1 35 Contractors Pool 2 44 Contractors *Min goal of 50% for SB subcontracting 36 Contractors • 8(a): 11 • HUBZone: 2 • VOSB: 10 • SDVOSB: 9 • WOSB: 9, EDWOSB: 2 Pool 2 Total: 126 Contracts 83 Contractors

16. HCaTS Pricing • Pricing is solely based on competition at the Task Order level • “Highest Technically Rated with Fair & Reasonable Pricing” Contractors • Adequate Accounting Sys (save time & $ for customers) • Applicable factors to each task order requirement: geography, security level, complexity, deadlines, risk levels, contract type, etc.

17. How to Use HCaTS • Starting Point (Customers): • Direct-Buy • Assisted Acquisition Services (AAS) • Customer conducts acquisition processes • *Must obtain a DPA Certificate • GSA/OPM conduct all acquisition services (pre/post award) CAF CAF + AAS Fee Contract Access Fee (CAF) is 0.75 % fixed.

18. Authority to AwardRoles and Responsibilities

19. Delegated Procurement Authority (DPA) • To issue orders under HCaTS, Ordering Contracting Officers (OCO) must attend a HCaTS-DPA training and obtain the DPA certificate • DPAs are issued to individual COs, not Agencies • DPAs can NOT be re-delegated or transferred • OCO DPA holders can award, administer, and modify orders • Plan for OCO turnover and train more personnel to admin HCaTS orders • Roles and Responsibilities are listed in the DPA Certificate

20. Ordering Process under HCaTS HCaTSTask Order

21. Issuing Task Orders under HCaTS • Acquisition Planning • Define Requirement • Issue Solicitation • Evaluate Proposals • Award the Task Order • Administer the TO • Close-out the TO

22. Before the Start– HCaTS Advantages • FAR Part 16.505 Streamlined Ordering Process applies: • Maximum Flexibility for Ancillary Support (Labor, Materials, ODC) • Applicable FAR Clauses Automatically Flow Down • All awardees already have been determined to be Responsible (FAR PART 9)! • Synopsizing or Posting Solicitation on FBO is NOT applicable!(exceptions for fair opportunity) • No protests for in-scope task orders less than $10 Mil • The Ordering CO may exercise broad discretion in developing appropriate order procedure • FAR Part 15.3 source selection procedures DO NOT apply! (Not required to treat all contractors the same!) • BPAs and IDIQs are not allowed (If you have a justification. You can be creative, use Cost Type, Option CLIN)

23. 1- Acquisition Planning HCaTS Unrestricted or HCaTS SB? • First Step… decide whether to set-aside or not: • Follow your agency’s standards and policies regarding set-aside determination • If there is anticipation of at least two SB concerns in a socioeconomic category, OCOs may set aside the task order for that socioeconomic category • Market Research among HCaTS Contractors: https://discovery.gsa.gov/ • Issue an RFI under HCaTS --- Don’t issue RFI to all Pools… one Pool at a time! • In your RFIs, ask the right questions and give instruction on how to respond!

24. Set-aside Under HCaTS SB • Small business set-asides can be done on HCaTS SB ONLY. • FAR Part 19 applies • Competitive set-asides is allowed for the following socio-economics groups: • 8(a) SB • HUBZone SB • SDVOSB • EDWOSB • WOSB * Note 1: 8(a)-Sole source (direct award) is not allowed.  Competitive 8(a) awards must be coordinated with SBA Rep before the award. *Note 2: For WOSB and EDWOSB set-asides, check the SBA list for allowable NAICS Codes.

25. Exceptions to Fair Opportunity Process • Six Exceptions – FAR 16.505(b)(2)(i) • (A) Urgent And Compelling • (B) Only One Awardee Capable • (C) Sole Source – Logical Follow-on • (D) Necessary To Satisfy Minimum Guarantee • (E) Authorized by Statute • (F) Section 1331 Of PL 111-240 (Small Business Jobs Act) Allows CO Discretion To Set-aside Orders For Any Of The SB Concerns Identified In FAR 19.000(a)(3) [only applies to HCaTS SB, not unrestricted] • Exceptions in FAR Part 6 apply (FAR 16.500(b)): Only one source, urgency, mobilization, International Agreement, Statute, and National Security

26. 2- Define the Requirement Choosing Pool 1 or Pool 2? • Selection of NAICS Code dictates which Pool to be competed in • → Assign NAICS to Task Order based on Preponderance of the work • → Assign PSC code based on OCO discretion (HCaTS PSC Codes are listed on our website)

27. Contract Type • Choose the contract type appropriate for your requirement. HCaTS allows for all contract types: • Fixed-Price-all types • Cost-reimbursement-all types*OCO makes adequacy determination IAW FAR Section 16.104** The accounting systems of a majority of the HCaTS contractors have been determined adequate by HCaTS Master Contract CO (saves cost & time) • Time & Materials • Labor-Hour • Hybrid

28. Security Clearance Requirements • HCaTS Supports Classified Services: • Task Orders must be tailored to the agency’s needs for clearance requirements (both facility and Individual) • Task Orders can make the clearance requirement at the time of award (not after the award) • Only Contractors that meet the clearance requirements may compete

29. Task Order Duration • Task Orders can be placed on any above dates • Task Orders period of performance can pass the above dates up to five and half years (Base Period + Four Option Years + Six Month Extension)

30. Minimum and Maximum Orders • Minimum Order is at the Micro-purchase threshold • There is no maximum order limitation (no ceiling)

31. Labor Categories (LCATs) • 21 with four level of expertise LCATs mapped to OMB Standard Occupational Classification (SOC): • Requirements (Education/Experience) for each level of expertise is defined in HCaTS contracts • OCOs shall evaluate any deviations from HCaTS definitions of Junior, Journeyman, Senior, and SME. The evaluation shall be properly priced and documented. • Labor categories can be added (LCATS are just a suggestion!) • Ancillary Support can be added: IT Service, Specialized Labor, SCA Labor • Products: Other Direct Costs (Material, Equipment, etc.) • If adding SCA Labor, clauses and wage determination must be added

32. Develop IGCE (Independent Gov’t Cost Estimate) • Use GSA CALC (Labor rates market research tool): https://calc.gsa.gov/ • Use OASIS Price Estimating Tool (PET): https://oasispet.gsa.gov/ • Many HCaTS labor categories can be found there • Provides Index pricing for about 640 geographic locations • Assist in Negotiations • Not mandatory to use

33. Task Order Pricing • **Pricing is solely based on competition at the Task Order level** • LCATs Pricing ONLY exist for Sole Source T&M/L-Htask orders -> OCOs can request LCAT pricing from HCaTS-CO only for Sole Source T&M/L-H • Pricing Fair & Reasonable determination is done IAW FAR Part 15.4 • -> If you have adequate price competition, you have a fair and reasonable price!

34. CLIN Structure • Each CLIN has a one type (either Fixed-price or Cost-type, T&M, L-H) • Separate, Distinct CLIN for Contract Access Fee (CAF): • CAF is 0.75% of the TOTAL contract value (everything…. Including ODC, Travel, etc.) • One CAF CLIN for each period (one for Base Year and One for each Option Year) • You (ordering agency) pay the CAF to the Contractor, and then the Contractor pays the CAF to GSA

35. Teaming Arrangements, Partnering and Subcontracting • At OCO’s discretion, Teaming Arrangements can be allowed at the TO level. •  Must follow FAR Part 9.6 for any CTA/Partnering in the solicitaion • HCaTS PMO is administering the subcontracting plans requirement • HCaTS Contractors must comply with the Master SubK Plan (for HCaTS-U) or Subcontracting Limitation (HCaTS-SB) (Note: this is managed at the Master Level).

36. 2- Define the Requirement Items to include TO Solicitation: • Pool Number • Predominant NAICS Code • SOW/PWS/SOO • Type of service (commercial/non-commercial) • CLIN structure • Evaluation factors • Source selection procedure • Contract type(s) • Period of performance • Place of performance • Proposal due date • Proposal instructions • Other pertinent information (for example: agency specific clauses)

37. 3- Issue the Solicitation A- Post on GSA’s e-Buy ( http://www.ebuy.gsa.gov) *Preferred Method Select either HCaTS or HCaTS SB, then select the PoolYou must send the RFQ to ALL the contractors in the poolFor Set-aside under HCaTS SB, specify the type of set-aside on your announcements • Send TO solicitation/Award Documents to HCaTS

38. 3- Issue the Solicitation • B- Sole Source, Exception to Fair Opportunity (FAR 16.505 (b)(2)) • Send your RFQ/RFP via email to the Contractor (sole source or direct award) (Lists of Contractors are on gsa.gov/hcats) • Required written J&A – no justification needed for exception (F), set-asides • Issue the solicitation to appropriate contractors based on the specific exception that applies to the task order • Post the required public notices 14 days after order is placed [30 days if exception (A) – urgent, unacceptable delays] • In accordance with FAR 5.301 • Justification publicly available at fedbizopps.gov and agency’s website for minimum of 30 days

39. Dormant Status Contractors • We place contractor under “Dormant” status for various reasons (non-performing, Novation, etc.); these contractors: • Cannot compete on new Task Orders • May continue work on awarded Task Orders • You can see the list of Contractors in Dormant Status on HCaTS website under “Who is on HCaTS” section

40. 4- Evaluate Proposals • Evaluation Factors and Methodology: • HCaTS contractors have already passed an extensive source selection process • Tailor the evaluation factors meaningful for your specific requirement • Policies in FAR 15.3 DO NOT apply (you don’t have to treat all ktrs the same) • Policies in FAR 15.3 DO NOT apply (you can negotiate the pricing only with the awardee) Take Advantage of FAR 16.505

41. 4- Evaluate Proposals • Do not perform Financial Responsibility Determination (It has already been done for you) • Do not use SAM!!! • Use HCaTS Contractors Lists on our website to determine the socio-economic status • Contractor’s Small Business status remains the same for duration of HCaTS period • NO Reps and Certs are required (FAR Part 16.505) Take Advantage of FAR 16.505

42. 5- Award the Task Order • Document award IAW regulation & agency policies • Protests, prohibited by FAR 16.505 (a)(10) with the following exceptions: • Increase in scope, POP, or max value of the contract • TOs above $10 mil value are handled by the soliciting agency (GAO has authority)

43. 6- Administer the Task Order Quality Assurance & Performance Evaluation: • Performance, communicate with Contractor • May delegate specific admin/technical requirements to COR • Evaluate the final performance in CPARS or an alternative system IAW FAR 42.15 & agency policies • Send the poor performance reports to HCaTS team

44. 7- Closeout the Task Order • IAW FAR 4.804-1 & agency regulatory supplements • If administered by another office, FAR 4.804-2 • Quick closeout procedures, FAR 42.708 *Issue a bilateral modification for TO closeout once agreement for quick-closeout is reached • Cost reimbursement/ Time & Material TO, FAR 42.708 *Negotiate settlement of indirect costs

45. HCaTS Task Order – How long does it take to order? • Lead time is based on a number of factors: • Evaluation Methodology • Complexity of Requirement • Review Procedures • Workload • How much time did the solicitation give contractors to propose? • Competition (Type of Work, Incumbency, Time of Year, Solicitation Period, Transparency)

46. The MOST IMPORTANT THING to Remember • Send the Solicitation Document & Award Documents to hcats@gsa.gov or sbhcats@gsa.gov

47. Decision Process Commercial Or Non-Commercial: Has Other Direct Cost? Needs ancillary IT support, but IT is not the primary purpose?Need a flexible CLIN Type? (Fixed/Cost/T&M/L-H)Has a customized component? Is Complex, Total Solution? START Relates to Human Capital ,Training, Org Improvement? Use OASIS No No Is it Commercial Services? Yes Yes Use Schedules (00CORP, 738x, 736, 76 schedules) Use HCaTS

48. Task Orders- Notes Ordering Procedure: • FAR 16.505 & FAR 16.3 and FAR 30 &31 (cost type TO, unless excepted) Fair Opportunity: • FAR 16.505(b)(1) prescribed per TO dollar value • For exceptions, obtain applicable J&A approvals-FAR 16.505(b)(2) SCA labor: • SCA labor may be added as ancillary service • HCaTS Contracts do not include any SCA provisions/clauses • SCA clauses must be added • OCOs shall evaluate any deviations from HCaTS definitions of Junior, Journeyman, Senior, and SME. The evaluation shall be properly priced and documented. → → →

49. Task Orders- Notes → Contract Access Fee (CAF) of 0.75% as a separate & distinct CLIN • FAR Clauses to consider: • FAR 52.204-14 Service Contract Reporting Requirements (HCaTS includes 52.204-15) ( See FAR 4.1704 Contracting Officer Responsibilities) • Commercial Clause, if applicable • FAR 52.227-14 (or FAR 52.227-17 ) Rights in Data -- General/Special Works • Commercial Clauses, if any → • Reporting Requirements from OCOs to HCaTS PMO: • Copy of FPDS-NG Report at the time of award • Poor Performance Report →

50. Market Research Tools • HCaTS Discovery Tool (Acq Planning, Ktr Capability, Set-aside ): https://discovery.gsa.gov/ • GSA CALC (Labor rates market research tool): https://calc.gsa.gov/ • Use OASIS Price Estimating Tool (PET): https://oasispet.gsa.gov/ • Acquisition Gateway: https://hallways.cap.gsa.gov/app/#/gateway