Ocean Observatories Initiative Introduction to the OOI Acquisition Process Blocks 1 - 4 May 12, 2011...
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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
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
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
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
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
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
• 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
Section C, Statement of Work
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
Section C, Statement of Work
SOW Paragraph
Number Deliverable/Report Name Due Date
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
Section C, Statement of Work
SOW Paragraph
Number Deliverable/Report Name Due Date
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
Section C, Statement of Work
SOW Paragraph
Number Deliverable/Report Name Due Date
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
With the instruments in accordance with the Delivery Order Schedule
Section C, Statement of Work
SOW Paragraph
Number Deliverable/Report Name Due Date
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
Section C, Statement of Work
SOW Paragraph
Number Deliverable/Report Name Due Date
59
C.3.12.2 Calibration and diagnostic capabilities documentation
With the instruments in accordance with the Delivery Order Schedule
C.3.12.2 Documentation on additional available resources, if any
With the instruments in accordance with the Delivery Order Schedule
C.3.12.2 User, operations, and maintenance instructions including calibration instructions
With the instruments in accordance with the Delivery Order Schedule
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
Today’s Discussion
Block 1: Introduction• OOI Overview• Procurement
Overview• RFP Section 7
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
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
Today’s Discussion
Block 1: Introduction• OOI Overview• Procurement
Overview• RFP Section 7
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
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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
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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
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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
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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
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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
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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
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• 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
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• 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
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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?
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Future Information
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•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)…