Ocean Observatories Initiative Introduction to the OOI Acquisition Process Blocks 1 - 4 May 12, 2011...

Ocean Observatories Initiative

Introduction to the OOI Acquisition Process

Blocks 1 - 4

May 12, 2011

1

Purpose

This webinar series has the following objectives:

• Provide a better understanding of the acquisition process

• Assist vendors in understanding the RFPs' structure and

submission requirements

• Improve quality of proposals to facilitate OL's review/award

process

2

Organization of Information

This acquisition discussion will be divided into this initial presentation and

future follow on Blocks. The initial Blocks for today are shown on the next

slide and future Blocks follow on the next slide after that one.

• Block 1: OOI overview, procurement overview, and RFP Section A

• Block 2: Producing the Proposal

- RFP Section C, Bid to Tables, Technical Data Package

• Block 3: Format of the Proposal Package Part One

- Format of the Technical Proposal (Volume I)

- Format of the Past Performance Proposal (Volume II)

• Block 4: Format of the Proposal Package Part Two

- Format of the Management Proposal (Volume III)

- Cost Proposal (Volume IV)

3

Today’s Discussion

Block 1: Introduction• OOI Overview• Procurement

Overview• RFP Section A

Block 2: Producing the proposal • RFP Section C• Bid to Tables• Technical Data

Package

Block 3: Proposal Package Part 1• Volume I:

Technical Proposal

• Volume II: Past Performance Proposal

Block 4: Proposal Package part 2• Volume III:

Management Proposal

• Volume IV: Cost Proposal

4

Future Discussions

Block 5: • Instrument

Classes/Series• RFP Section B• RFP Section D• RFP Section E• Attachment J-1• Attachment J-2

Block 6: • RFP Section F• RFP Section G• RFP Section H• RFP Section I• RFP Section J

Block 7: • RFP Section H• RFP Section I• NSF FATC• Workplace

certifications

Block 8:• TBD based on

vendor feedback

5

Future Discussions

•Block 5: Instrument Classes/Series, RFP Sections B –

E, Attachments J-1 and J-2

•Block 6: RFP Sections F – J

•Block 7: RFP Sections H & I, NSF FATC, workplace

certifications

6





Package


Technical Proposal



Management Proposal


7

Block 1 Overview

• OOI Overview

• Science Themes

• Overview

• OOI Products

• CG, RSN, and CI roles

• Final Network Design

• Common Specification

• Instrument Specifications

• Mobile Instrument

Specifications

• Universal Contract Format

• Purpose of RFP

• IQC contract

• Organizational Roles

• Typical Steps – get proposals

in on time and questions in

early

• Compliance Matrix

8

OOI Overview

The Ocean Observatories Initiative (OOI) is a long-term, NSF-funded program to provide 25-30 years of sustained ocean measurements to study climate variability, ocean circulation and ecosystem dynamics, air-sea exchange, seafloor processes, and plate-scale geodynamics.

-- OOI Brochure

9

OOI Science Themes

• Ocean-Atmosphere Exchange• Climate Variability, Ocean Circulation, and Ecosystems• Turbulent Mixing and Biophysical Interactions • Coastal Ocean Dynamics and Ecosystems• Fluid-Rock Interactions and the Sub-seafloor Biosphere• Plate-scale, Ocean Geodynamics

Additional Science Foci• Ocean ecosystem health• Climate change• Carbon cycling• Ocean acidification

10

OOI Products and Platforms

To Support OOI Science Themes:• OOI is integrating 764 Core Instruments on 56 Platforms into

an Integrated Observatory

OOI Platforms include:• Moorings: Surface and Subsurface buoys and instruments

• Benthic Nodes: Benthic Experiment Packages (BEP) and Multifunction Nodes (MFN)

• Profilers: surface piercing, wire following, shallow, deep, hybrid

• Gliders/AUVs

OOI Data Products will be available in near-real time and represent the best possible data set that can be obtained by the instruments that make up the OOI

1111

OOI Implementation

OOI implementation is carried out by:

•Consortium of Ocean Leadership – overall management of the project and direct NSF awardee

• Implementing Organizations (IOs) carry out construction, operations and maintenance, all aspects of data handling and distribution (Cyberinfrastructure), and education and public engagement

1212

OOI Implementing Organizations

OOI IOs are:

•Woods Hole Oceanographic Institution with Oregon State University and Scripps Institute of Oceanography – Global and Coastal Nodes (CGSN) IO

•University of Washington –Regional Scale Nodes (RSN) IO

•San Diego State University – the Cyberinfrastructure IO

•Rutgers University – the Education and Public Engagement (EPE) IO

1313

Overview of OOI

1414

OOI Final Network Design

• OOI Final Network Design (FND) Document contains an description of the OOI science goals, infrastructure design, history, and requirements and is found at:

• http://www.oceanleadership.org/wp-content/uploads/2009/02/1101-00000_FND_OOI_ver_2-06_Pub.pdf

• See the Preliminary Design review and the Science Prospectus

• http://www.oceanobservatories.org/about/planning-history/preliminary-design-review/

• http://www.oceanleadership.org/files/Science_Prospectus_2007-10-10_lowres_0.pdf

15

http://www.oceanleadership.org/wp-content/uploads/2009/02/1101-00000_FND_OOI_ver_2-06_Pub.pdf

http://www.oceanleadership.org/wp-content/uploads/2009/02/1101-00000_FND_OOI_ver_2-06_Pub.pdf

http://www.oceanobservatories.org/about/planning-history/preliminary-design-review/

http://www.oceanobservatories.org/about/planning-history/preliminary-design-review/

http://www.oceanleadership.org/files/Science_Prospectus_2007-10-10_lowres_0.pdf

http://www.oceanleadership.org/files/Science_Prospectus_2007-10-10_lowres_0.pdf

Water Column

Sensor Type #

Acoustic Doppler Current Profiler

39

Conductivity/Temp. 210 Hydrophone 10 Inverted echo

sounder 5

pH 37 Velocity, si ngle

point 53

Surface Waves 10 Meteorology 18 pCO2 36 Direct covariance

flux 10

Shallow water

Fluorometer 81 Nutrients 25 Dissolved oxygen 82 Spectral irradiance 22 Photosynthetically

available radiati on 20

Optical absorption 31 Zooplankton sensor 13 Bottom Mass spectrometer 2 Seafloor

temperature 1

Seismometer 13 Camera 13 Benthic flow 1 Particulate DNA 1 Vent chemistry 2 Chemical sampling 3 Seafloor pressure 15

OOI Instruments - Distribution

16

OOI Instruments - Specifications

OOI Instruments are purchased through a competitive process directed by OL for instruments needed across the marine IOs or by the IOs for instruments needed only within one IO. Instruments on mobile platforms such as gliders, AUVs, and wire-following profilers are generally obtained as part of the platform package.

Instrument specifications describe the OOI’s needs (shall statements) and wants (should statements) for both science and engineering aspects of the instruments’ performance. The Common Instrument specification and individual instrument specifications are discussed in the RFP section of this presentation.

17

Uniform Contract Format (FAR 15.204-1)

Sections A – M of the RFP:

A Solicitation / Contract FormB Schedule (Contract Line Items)C Description / Specifications / Statement of WorkD Packaging and MarkingE Inspection and AcceptanceF Deliveries or PerformanceG Contract Administration DataH Special Contract RequirementsI Contract ClausesJ List of AttachmentsK Representations, Certification and Other StatementsL Proposal Instructions to OfferorsM Evaluation Factors for Award

Cover letter must address adhering to Terms and Conditions

18

Purpose of RFP

•The Offeror whose proposal provides the best value to

the project when price and other factors are considered

will be awarded the contract

•Best Value is defined as an award based on the

greatest overall benefit in response to the requirement

•Each of the classes of instruments may be awarded to

the same Offeror or may be awarded to separate

Offerors (more detail in the RFP)

19

IQC contract

•Requires the OOI to buy a Guaranteed Minimum Amount under the contract but leave actual requirements to later determination

•Commitment of funds (beyond the guaranteed minimum) does not occur until actual orders are placed

20

SSA

SSEB Chairperson

Director of Contracts &

Grants

Sole Point of Contact with Offerors

Non-Cost / Price

Evaluation Panel

Cost / Price Evaluation Panel

SSEB

Non- Voting Advisors

Source Selection Organization

21

Typical Timeline for Evaluation

• RFP issued

• Submit request to participate in virtual Bidder’s Conference

• Virtual Bidder’s Conference

• Deadline for submitting questions (questions may be accepted after this date)

• Responses to questions posted

• Proposals due

• Clarifications requested on Initial Proposals

• Consensus on Offeror proposals

• Source Selection Decision

• Memorandum of Negotiation to NSF

• Contract Award

• Typical goal is to get contract awarded within 10 weeks of proposal receipt

22

Compliance Matrix

• Volumes Submitted (Per Section L.-4.1)

• Submitted (Y/N)

- Volume 1 - Technical Proposal

- Volume 2 - Past Performance

- Volume 3 - Management

- Volume 4 - Cost / Price

23

Compliance Matrix

• General

- Section Reference A.3 and L.4.2

- Mail: One (1) signed original, two (2) hard copies, and two (2) electronic copies of each proposal

volume on CDs

- A.4 and Attachment J-5

- Conformance Checklist

- Cover letter must address adhering to Terms and Conditions

• L.4.2

- Cover page with volume identified

• L.4.2

- 8 ½” x 11” paper with 1-inch margins around all edges, 12-font type

• L.4.3

- Complete information for Offeror Points of Contact

• Section K

- Signed Representations and Certifications

24

Compliance Matrix

Volume 1—Technical

• L-4.4.2.1 - Completed Table L-1 (Word version to complete

is included in an attachment to this RFP)

• L-4.4.2.1 - Completed Table L-2 (Word version to complete

is included in an attachment to this RFP)

• L-4.4.2.2 - Describe calibration procedures and details

• L-4.4.2.3 - Describe bio-fouling susceptibility and mitigation

• L-4.4.2.4 - Describe risks and risk reduction steps

25

Compliance Matrix

Volume 2—Past Performance

• L-4.4.3 - Fill out Table L-3 and include in Volume 2

• L-4.4.3 - Descriptions of three relevant past efforts

• L-4.4.3 - Contact information for all Points of Contact

for all references supplied

• L-4.4.3 - Production Capacity to deliver instruments

26

Compliance Matrix

Volume 3—Management

• L-4.4.4 and C-2.1 - Project Management and Communications

Document

• L-4.4.4 - Attach Existing Quality Management Plan

• L-4.4.4 - Management techniques employed to meet delivery,

schedule, management techniques

• L-4.4.4 - Include Schedule for conducting testing

• L-4.4.4 - Existing internal test procedures for Seafloor Pressure

instruments

• L-4.4.4 - All management requirements

27

Compliance Matrix

Volume 4—Cost

• L-4.5.1.1 - Narrative support for cost methodology

• L-4.5.1.2 - Cost assumptions

• L-4.5.1.3 - Completed Table B-1 for proposed FFP CLINs

0001 and 0002

•B.5 and L-4.5.1.3 - Address availability of spare parts and

components, for information only

• L-4.5.1.4 - Provide proof of financial stability, including

documentation from past 2 fiscal years

28





Package


Technical Proposal



Management Proposal


29

Block 2 Overview – Producing the Proposal

• Section C

• Produce the Instruments as

described in J-1 and J-2

• Bid to Table

• Project Management and

Communications

• Configuration Management

• Quality Management

• Calibration

• Kickoff Meeting

• Required Schedules

• Delivery Order and Delivery

Data Requirements

• Software

• Technical Data Package

• Additional Documentation

• Deliverables

30

•This Statement of Work (SOW) is for an indefinite quantity contract (IQC) that will be issued by Ocean Leadership

•The contract will consist of a base contract managed by Ocean Leadership and multiple Delivery Orders for Instruments issued by six Procuring Organizations

•Delivery Orders may require spare parts and services, such as Instrument calibration

Section C, Background

31

Production of the Instruments

•The Contractor shall produce ordered Instruments over the lifetime of this contract as detailed in this SOW and further defined in attachments J-1 and J-2

- J-1 Common Specifications for Instruments on Fixed Platforms

- J-2 Specification for Instrument on Fixed Platform

•The Contractor shall ensure that the Instruments perform within the environment prescribed in attachments J-1 and J-2

•The Contractor shall deliver instruments in accordance with the Delivery Orders received

32

•The SOW defines the required activities (e.g., meetings, updates to schedule, modifications, action item lists), deliverables and reports that the Contractor must perform to support delivery of the Instruments described in the SOW and in RFP attachments J-1 and J-2

• The Contractor shall furnish all personnel, materials, services and facilities necessary to perform all requirement as set forth in the SOW

Section C, Statement of Work

33

Bid to Table

•The anticipated Instrument delivery schedule is shown in Table C-1 – Bid to Table

Instrument Type

2011 Total

2012 Total

2013 Total

Combined Total

A 2 5 0 7

B 3 1 0 4

C 3 10 7 20

D 1 5 4 10

E 0 4 4 8

F 2 5 2 9

G 54 110 55 219

H 18 38 20 76

Combined Total

83 178 92 353

34

1. Woods Hole Oceanographic Institution (WHOI), Woods Hole, MA

2. Regents of the University of California, University of California, San Diego (UCSD)

3. Oregon State University (OSU), Corvallis, OR

4. University of Washington (UW), Seattle, WA

5. Consortium for Ocean Leadership (OL), Washington, D.C.

Procuring Organizations

35

•The Contractor shall include a description document for Project Management and Communications as part of its proposal in accordance with Section L of the RFP

- This document shall be the basis for all Contractor Project Management and Communications activities under this contract

•The Contractor shall provide, to Ocean Leadership, updates to the Project Management and Communications document whenever there are any changes to items in the document

Project Management and Communications

36

•The Contractor shall be available for twice a month phone call meetings not to exceed 1 hour per call when requested by the Procuring Organization or Ocean Leadership

•The Contractor shall document and track any action items generated during such meetings

Project Management and Communications, continued

37

•The Contractor shall follow a documented Configuration Management process to manage all changes to the Instruments throughout the production effort

•OOI Configuration Management Plan- Document ID: 1000-00000_CMP_OOI_2010-10-05_ver_2-

91_Pub.pdf

- On-line: http://www.oceanleadership.org/news-resources/requests-for-proposals

/

Configuration Management

38

http://www.oceanleadership.org/news-resources/requests-for-proposals/



• The Contractor shall notify the Ocean Leadership Contracting Officer’s Technical Representative (COTR) 90 days prior to any proposed changes in form, fit, or function of the instrument(s) as affected by product upgrades, improvements, or modifications according to practices laid out in the OOI Configuration Management Plan

• The Contractor shall notify the Ocean Leadership COTR 90 days prior to any planned cessation of production of hardware or software support

Configuration Management, continued

39

• The Contractor shall notify Ocean Leadership COTR of any changes to the software or to documentation (as outlined in Sections C.3.11.2 and C.3.11.3 of the RFP)

•Any replacement parts, sensors, or instruments must meet or exceed the original specifications as contained in Attachments J-1 and J-2

Configuration Management, concluded

40

•The Contractor shall operate in accordance with the copy of its existing Quality Management Plan (Provided as part of its proposal in accordance with Section L of the RFP)

•The Quality Management Plan should include the following:

- Contractor's existing Quality Assurance or Quality Management Plan

- Discrepancy Reporting System

- Critical Defects Report

Quality Management

41

•The Offeror shall include, as part of its proposal, a copy of its existing calibration procedures

•These procedures should cover the following:- Calibrations the Contractor shall perform prior to all instrument

deliveries (new instruments or otherwise)

- Calibration procedures to be carried out by the Procuring Organization

• Test Procedures- The Offeror shall include, as part of its proposal, the Test

Procedures used for the Instrument

Calibration

42

•Within two weeks after contract award, the Contractor shall host a Kickoff Meeting for Ocean Leadership and other invited organizations

•The scope of this meeting shall include a review of the contents of the Project Management and Communications document

•Processes for the Contractor to accept Delivery Orders from Procuring Organizations shall be documented and finalized at the meeting and updated to the Project Management and Communications document

Kickoff Meeting

43

•Key Contractor and Subcontractor personnel (if any) shall attend the Kickoff Meeting and be available to respond to questions

•Following the meeting, the Contractor shall:- prepare the meeting minutes

- prepare the initial Action Item List

- track action items and post them according to the OOI Configuration Management Plan

Kickoff Meeting, continued

44

•Authorization for the Contractor to proceed shall be contingent on Ocean Leadership acceptance of the outcome of the Kickoff Meeting

•This acceptance shall be in the form of official written notification from the Ocean Leadership Director of Contracts and Grants

Kickoff Meeting, concluded

45

•The Contractor shall prepare a Delivery Order schedule upon receipt of each Delivery Order.

•Schedule shall indicate the dates, at a minimum, the following:

- Completion of Contractor Instrument testing

- Calibration of Instruments

- Delivery to the Procuring Organization

•The Delivery Order schedule shall be provided to the Procuring Organization and to Ocean Leadership

•The Procuring Organization shall be notified of any schedule changes within 24 hours, via e-mail

Delivery Orders

46

•Testing Performance•The Contractor shall carry out testing of its Instruments

in accordance with the testing procedures described in their proposal and incorporated into this contract

•The Contractor shall:- document the results of its testing in a test report

- deliver the test report to the Procuring Organization

•After Contractor testing is satisfactorily completed, and the test report document delivered, the Procuring Organization will provide written signoff approval to the Contractor to deliver the Instruments

Delivery Orders, concluded

47

Calibration

• The Contractor shall calibrate all Instruments in accordance with calibration procedures prior to shipping to the Procuring Organization

Instrument Delivery• The Contractor shall deliver Instruments, including installed

firmware necessary for the instrument to function, in accordance with the delivery schedule

• The following shall be delivered with the instrument:- Associated software and software documentation

- Instrument documentation

- Standard spare parts and repair kits

Calibration and Delivery Instructions

48

•The Contractor shall make available the following software documentation at the time the Instruments are delivered:

- Software installation instructions

- Software user instructions

- Software design documents including descriptions of internal data formats

- Software interface documentation that will enable the Procuring Organization to write Input/Output drivers

- Any available source code to interface with the Instruments

Software Documentation

49

•The Contractor shall provide to the Procuring Organization a Technical Design Package (TDP) describing the product to be delivered

•The TDP may consist of all applicable technical data such as:

- Drawings

- Circuit diagrams

- Specifications

- Standards & Performance requirements

- Quality Assurance requirements

- Packaging details

Technical Data Package (TDP)

50

•The Contractor shall make available the following documentation:

- Supported data an communications (interfaces, protocols, data rates, output data formats, etc)

- Power (internal supply, external interface, etc)

- Platform interfaces describing how the Instrument is attached to a platform (mechanical, electrical, optical, etc)

- Instrument configuration (parameters, remote control capabilities, upload/download of configuration files, etc)

- Contractor’s calibration and diagnostic capabilities

- Additional available resources (for configuration, maintenance, etc)

Additional Documentation

51

- User, operations, and maintenance instructions(s), including calibration and installation instructions

- Instrument specification sheets

- Identify and provide MSDS for any hazardous materials in the Instrument

- 3-D Model in formats compatible with SolidWorks or AutoCAD, if available

- Listing of any material in contact with seawater

- Estimate the instrument dimensional changes at operational depth

Additional Documentation, continued

52

•The following table summarizes the deliverables and their due dates. This table is available in the RFP – Section C, Table C-2 Deliverables and Reports

•The Contractor may combine one or more deliverables into a single document as they deem appropriate

•All documentation deliverable shall be provided electronically in Adobe Reader (pdf) format, MS Office format (Word, Excel) or other agreed to format

Deliverables:

53


SOW Paragraph

Number Deliverable/Report Name Due Date

IQC Reports

C.2.1

C.2.6

Updates to Project Management and Communications Document

5 business days after any items described in the document, including POCs, are changed

C.2.3 Updates to Quality Management Plan 5 business days after any items described in the plan are changed

C.2.6 Kickoff Meeting minutes 3 business days after the Kickoff Meeting

C.2.6 Initial Action Item List posted to the appropriate area as described in the OOI Configuration Management Plan

3 business days after the Kickoff Meeting

C.2.6 Action Item List Updates posted to the appropriate area as described in the OOI Configuration Management Plan

3 business days after meetings that result in changes to the list

C.2.7 Final Report Final day of the period of performance of the contract

54


SOW Paragraph


DO Deliverables and Reports

C.3.1 Delivery Order Schedule 5 business days after receipt of the DO

C.3.1 Updates to the Delivery Order Schedule As specified in the DO

C.3.6 Contractor's Test Report 15 business days after completion of contractor testing

C.3.8 CTD Instruments including installed firmware needed for the instrument to function

After receipt of Procuring Organization approval in accordance with Delivery Order Schedule

C.3.8 Spare parts and repair kits After receipt of Procuring Organization approval in accordance with Delivery Order Schedule

55


SOW Paragraph


56

C.3.11.2 Software Input/Output drivers Deliver with the instruments in accordance with the Delivery Order Schedule

C3.11.2 If available: Software to operate the instrument (running on the Input/Output drivers), data format conversion software, analysis software to collect data and display results, software to download embedded metadata, utility software for testing and calibrating the instrument, scripts for installing any of the above software items

Deliver with the instruments in accordance with the Delivery Order Schedule, if available

C.3.11.3 Software installation instructions With the instruments in accordance with the Delivery Order Schedule

C.3.11.3 Software user instructions With the instruments in accordance with the Delivery Order Schedule


SOW Paragraph


57

C.3.11.3 Software design documents including descriptions of internal data formats

With the instruments in accordance with the Delivery Order Schedule

C.3.11.3 Software interface documentation With the instruments in accordance with the Delivery Schedule

C.3.11.3 If available, example source code to interface with CTD instruments

With the instruments in accordance with the Delivery Schedule, if available

C.3.12.1 Technical Data Package and Product Drawings

With the instruments in accordance with the Delivery Schedule

C.3.12.1 Updates to the Technical Data Package and Product Drawings

15 business days after any modifications to the product

C.3.12.2 Supported data and communications documentation



SOW Paragraph


58

C.3.12.2 Power documentation With the instruments in accordance with the Delivery Order Schedule

C.3.12.2 Mechanical/physical documentation With the instruments in accordance with the Delivery Order Schedule

C.3.12.2 Documentation on platform interfaces With the instruments in accordance with the Delivery Order Schedule

C.3.12.2 Instrument configuration documentation With the instruments in accordance with the Delivery Order Schedule


SOW Paragraph


59

C.3.12.2 Calibration and diagnostic capabilities documentation


C.3.12.2 Documentation on additional available resources, if any


C.3.12.2 User, operations, and maintenance instructions including calibration instructions


C.3.12.2 Instrument specification sheets With the instruments in accordance with the Delivery Order Schedule

C.3.12.2 Other documentation such as any metadata With the instruments in accordance with the Delivery Order Schedule



Overview• RFP Section 7


Package


Technical Proposal



Management Proposal


60

Block 3 Overview - Format of the Proposal Package

Format of the Technical

Proposal (Volume 1)

• Tables & Attachments

• Tables L-1, L-2 & L-3• Detail ability to accomplish

requirements

• Describe Biofouling Mitigation

• Final List of Additional

Documents

• Risk Reduction

• Software

• Format of the Past

Performance Proposal

(Volume 2)

• References

• Field Deployments

• Testing results

• Important parts to include

• Examples to provide

• Tables

• Additional Requirements

Part One of Two

61

• In this volume, the Offeror shall include technical discussion in sufficient detail to allow assessment of its ability to accomplish the solicitation requirements, including the baseline and proposed options if any

• For each of the proposed Instrument models, the Offeror shall provide the recommended maintenance and calibration procedures as well as the recommended maintenance and calibration schedules and intervals as attachments to the Volume

Volume 1 – Technical

62

• Make a copy of the following tables, fill them out and include with Volume 1:

- Table L-1, Instrument Compliance Matrix With Common Spec

- Table L‑2, Instrument Compliance Matrix With Instrument Specification

- Table L-3, Proposed Instrument Models, fill them out and and include them in your proposal

• Tables L-1, L-2 and L-3 DO NOT count toward the 20 page limit for Volume 1.

Technical Tables

63

Technical Tables, continued

• Tables L-1 & L-2

- Spec I.D. (column 1) of Tables L-1 and L-2 refers to the specification identifiers found in the Common Specifications (Attachment J-1) or Instrument Specifications (Attachment J-2).

- Instrument types are designated by the letters A to H and are defined in terms of such items as whether the Instrument will be deployed on a cabled or uncabled array, deployment location, and deployment depth Instrument types are defined in an appendix of the

Instrument Specifications (Attachment J-2)

64

Technical Tables, concluded

Tables L-1 & L-2• Fill in the Parameter Value by Instrument Type columns

with the parameters of your proposed instrument. Please use the units specified in the Units column.

• Where available, cite specific references in the Substantiation column that substantiate the value listed. No substantiation needed where N/A is shown.

• The same references can be used multiple times in the Substantiation column. Example references include: Independent test results; Independent research papers; and Engineering Analysis.

65

Example Technical Tables

Example Table L-1: evaluate your instrument against the OOI Common Instrument Specifications in Appendix J-1

Table L-1 Instrument Compliance Matrix With Common Spec

Common Spec I.D.

Parameter Units Parameter Value by Instrument Type Substantiation

A B C D E F G H

OPER-001 Salinity range PSS

OPER-002 Temperature range oC

OPER-003 Biofouling mitigation measures? Yes/No

OPER-004

Biofouling mitigation provides specified accuracy for defined deployment interval?

Yes/No

OPER-005 Maintains calibration? Yes/No

66

Example Technical Tables, concluded

Example Table L-2: evaluate your instrument against the OOI Instrument Specifications in Appendix J-2

Table L-2 Instrument Compliance Matrix With Instrument Spec

Instrument Spec I.D.

Parameter Units Parameter Value by Instrument Type Substantiation

A B C D E F G H

SALT-001 Salinity Calculation Accuracy (laboratory)

PSS

SALT-002

Salinity Calculation Accuracy (>200 m full deployment interval)

PSS

SALT-003

Salinity Calculation Accuracy (≤200 m full deployment interval)

PSS

COND-001 Conductivity Range Minimum Value S • m-1

67

Table Instructions

Table L-3• List each of your proposed Instrument models for each

type of Instrument needed

• In the example provided, eight Instrument types are needed (listed as A-H)

• You may have one instrument that can be used multiple times (e.g. one Instrument would meet the specifications for Type A, B, C and D)

• The Instrument types you propose must correspond to the Parameter Value by Instrument Type listed in Tables L1 & L2

68

Table L-3, Discussion

Table L-3 Proposed Instrument Models

CTD Type Contractor Instrument Model Number or Designation

A B C D E F G H

Include the following information in Volume 1: • Describe biofouling mitigation design features of

proposed Instruments• Describe recommended calibration procedures• List the software items that are provided with the

purchase of the proposed Instruments – Examples include: Firmware, Input/Output drivers, additional software

• Describe any specific steps taken that will reduce risks associated with Cost, Schedule, and Performance

Technical Information to Address

70

• The Offeror shall submit Past Performance information on contracts that the Offeror considers most relevant to demonstrate the ability to perform the proposed effort

• The Offeror shall identify three contracts under which it has delivered similar instruments within the past three years, or is presently delivering, and which contracts are similar to this solicitation

• Make a three copies of and complete Table L-4, Past Performance for Each Contract

Volume 2 – Past Performance

71

• Provide information that describes the relevance of each effort to the current acquisition as well as any problems encountered during these efforts and their resolution

Past Performance Contacts, continued

72

Past Performance Tables

Table L-4. Past Performance for Each Contract

Effort name

Company Performing the Effort

Contract name

Period of performance From DD/MM/YYYY to DD/MM/YYYY

Contract value in $

Customer name and address

(extend as necessary)

Complete Table L-4 for each of the three (3) references that you provide in the Past Performance Volume

73



Overview• RFP Section 7


Package


Technical Proposal



Management Proposal


74

Block 4 Overview - Format of the Proposal Package

Format of the Management

Proposal (Volume III)

• Management and

Communications Document

• Offeror POCs

• Meet Schedule

• Lead time to execute Delivery

Orders

• Attachments

Cost Volume

• The Offeror shall provide all

relevant cost assumptions and

information, which form the

basis to meet the requirement

• Price Organized by CLIN/Year

• Link Models & Prices to

Technical Proposal

• Provide all free no cost options

Part Two of Two

75

Volume III - Management

•Volume III – Management provides the Offeror the

opportunity to describe how their organization can meet

the contract performance requirements

•This volume can be no longer than 5 pages and must

include: - Project Management and Communications Document

- Offeror Points of Contact (POC) with whom Ocean Leadership

and the Procuring Organization will work

- List and explain ordering procedures that must be followed

- Provide scheduling information and ordering procedures

76

Scheduling and Ordering Procedures

Offeror shall provide:

• Offeror POC and POC who will manage the contract

• Lead time to execute Delivery Orders

• Procedures for accepting Delivery Orders

• Production capacity

• Process for reporting and tracking

• Lead time for instrument maintenance, including

repair, refurbishment, and calibration

• Lead time and details for any change in the

configuration of any Offeror proposed instruments

77

Management – Other Content

•Volume III should also include the Offeror’s:- Ability to meet the instrument delivery schedule

This can be demonstrated by providing delivery guarantees,

simplified ordering requirements, and short lead times for placing

orders

- Management techniques that will be employed to meet the

milestones outlined in RFP Section C

- Ability and commitment to maintain (e.g. repair and calibrate)

the instruments purchased by Ocean Leadership and the

Procuring Organizations

78

Management Volume Attachments

•Attachments to Offerors’ Volume III should include:- Existing Quality Management Plan (or explicitly state that no

plan exists)

- Schedule for conducting testing on instruments

- Existing internal test procedures for instruments (or explicitly

state that no plan exists)

Note: Attachments do not count towards Volume III page limit and

can be in the Offeror’s own format

79

Volume 4 – Cost/Price

•Cost/Price Proposal: No Page Limit

•Provide the prices for the Items and Services offered to meet the requirements

•Explicitly state discounts provided

•Provide a complete list of no-cost options that are available

•Provide links to product descriptions so we can identify specifically what is being offered for the proposed price

•Cost evaluation will be done separately team from the Technical, Past Performance, and Management evaluations

80

• The Offeror shall provide all relevant cost assumptions and information, which form the basis of its proposal

• Cost assumptions and information include, but are not limited to, order size, order frequency, advanced procurement costs, and long lead costs

• Prices shall be organized per the CLIN structure in Section B and the prices may vary over time

Volume 4 – Cost/Price, continued

81

• Link Models & Prices to Technical Proposal

• Provide information on the available configurations

• Provide information on similar configurations that do not meet the specifications

• Provide all free no cost options

• Explain if there is a maximum credit for items such as connectors or coatings

• The Offeror shall fill out the form included in this solicitation as Attachment J-4 and include the completed form, “Certificate of Current Cost and Pricing Data,” as an attachment to the Cover Letter

Volume 4 – Cost/Price, concluded

82

Future Discussions

Block 5: • Instrument

Classes/Series• RFP Section B• RFP Section C• RFP Section D• RFP Section E• Attachment J-1• Attachment J-2

Block 6: • RFP Section F• RFP Section G• RFP Section H• RFP Section I• RFP Section J

Block 7: • RFP Section H• RFP Section I• NSF FATC• Workplace

certifications

Block 8:• TBD based on

vendor feedback• What do we

need to include in future discussion?

83

Future Information

84

•Contact with the procuring organizations is through the

contracts officials…

•All RFPs are posted on the OOI website…

•Email responses are tailored to each RFP…

•All information provided in response to questions will be

posted on the website (all information is shared)…

Date post:	21-Jan-2016
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