Introduc)on to the Remedial Acquisi)on Framework...RAF 101 – INTERNAL EPA USE ONLY 12 Remedial...

RAF101–INTERNALEPAUSEONLY

Introduc)on to the Remedial Acquisi)on Framework

RAF101–INTERNALEPAUSEONLY 2

Learning Objec)ves

•  IncreaseawarenessofpressurestochangetheSuperfundremedialprogram’swayofdoingbusiness

• Developanunderstandingoftheremedialprogram’snewacquisiJontools

• Developanunderstandingofthenewprogrammanagementframework

• UnderstandrolesandresponsibiliJesunderthisframework

• Reviewandunderstandremedialprocesschanges(i.e.RI/FS,RD/RA)


Course Outline

IntroducJontotheRemedialAcquisiJonFramework

RolesandResponsibiliJesSuperfundProgramManagement

ProcessChanges

ASIS

ToBe


The ra)onale for change


THE WHY! •  In2009thePresidentinstructedagencies,throughtheOfficeof

ManagementandBudget(OMB),toimprovetheeffecJvenessandefficiencyofthefederalacquisiJonsystem.

• PrioriJesincluded:•  StrengtheningcontractmanagementandinternalreviewpracJces•  MaximizingtheuseofcompeJJonincontracJng•  Improvinghowcontractsarestructured•  BuildingtheskillsoftheacquisiJonworkforce


THE WHY! Cont’d

• OMBissuedguidancefollowingtheexecuJveorderson•  EnsuringplanningforacquisiJons•  ReducinghighriskcontracJng•  ImprovingtheuseofcontractorperformanceinformaJon•  IncreasingcompeJJonandstructuringcontractsforbestresults


Addi)onally…

• DecreasingSuperfundbudgets• GovernmentFTEreducJons• OIGfindings:

•  ResponseAcJonContracts(RAC):StructureandAdministraJonNeedImprovement(2004)

•  SeparaJngdesignandconstrucJoncontracJngresponsibiliJes•  ExpiringEPARAC,ROC,andAEScontracts• DissoluJonofHighRiskContracts• PromoJngperformancebasedacquisiJonwhereapplicable


What does this mean to me?

• WorkassignmentcontractsarenotalignedwithOMBdirecJves.

•  IncreasecompeJJontoreducecost• Morechoicesinthetypesofcontractsandtaskordersweuse

• PerformancebaseacquisiJonstofosterinnovaJon•  MustchangeouracquisiJonplanningtoaccountforincreasedJmeandeffortassociatedwithtaskorderaward


Opportunity for ques)ons


Introduc)on to the Remedial Acquisi)on Framework


What’s Changing – Our RAF Suite of Contracts CurrentRemedialContracts RAFFullServiceRACcontracts SuitesofEPAContractsfordifferentscopes

(areasofexperJse);spliangdesignandremedialacJonimplementaJon

SingleAwardContracts MulJpleAwardContractsWorkAssignmentContracts TaskOrderContracts

CompeJJonlimitedtocontractaward IncreasedCompeJJonviaFairOpportunityfortaskorders

AtleastOneSmallBusinessperRegion MulJpleSmallBusinessawardsforeachsuite(ESOissmallbusiness)

Regional NaJonalContractorPerformedAcquisiJonandFieldOversightServicesforRemedialAcJonProjects

EPAResponsibleforAcquisiJonandFieldOversightServicesforRemedialAcJonProjects

WorkisPrincipallyCostReimbursableorTimeandMaterialsAssignments/Orders

MulJpleOpJonsforTaskOrderStructure-FirmFixedPrice/FixedUnitRate-TimeandMaterials-CostReimbursable


Remedial Acquisi)on Framework (RAF)

12

IdenJfiesasuiteofpotenJalacquisiJonvehiclesavailabletoremedialprogram/RPMstoaccomplishtheremedialmission.

ForRAFSuiteofContracts:•  BoththeESOandREScontractsprovideforPBAwhereapplicable.•  DEScontractsdonotprovideforPBAbecauseA&Eservicesaregovernedby

FARPART36.


Design and Engineering Services (DES)

SCOPE:•  ArchitectandEngineeringServiceswithafocusontheexecuJonofRI/FSandRDwork

• Mayalsobeusedtoprovidetechnicallycomplexresponsiblepartyoversight

ACQUISITIONAPPROACH•  ProcuredunderBrooksActandFARPart36.6–qualificaJonsbasedselecJonSTRUCTURE:• MulJpleawardcontractwithlargeandsmallbusinessawards•  10yrcontracts,5yearbaseand5yearopJon• MostqualifiedfirmidenJfiedforeachprojectthroughDESfairopportunityprocess•  OncefirmisidenJfied,labormixandassociatedcostsarenegoJated


Remedial Environmental Services (RES)

SCOPE:•  ThefocusofthesecontractsisremedialacJonimplementaJon•  ScopeincludesfullarrayofremedialservicesrangingfromconstrucJon(e.g.,landfillcap)toin-situtechnologies(e.g.,ISCO)

ACQUISITIONAPPROACH•  ProcuredunderFARPart15–bestvalueselecJonwheretechnicalisconsideredmoreimportantthancost

STRUCTURE:• MulJpleawardcontractwithlargeandsmallbusinessawards•  10yrcontracts,5yearbaseand5yearopJon•  RESfairopportunityincludestechnicalandcostcompeJJonamongfirms


Environmental Services and Opera)ons (ESO)

SCOPE:

•  Thisfocusofthesecontractsisfor:

•  LTRA-typeremedyoperaJonacJviJes(e.g.,pumpandtreatoperaJon,ISCOinjecJons,etc);and•  oversightofpotenJallyresponsiblepartyacJviJes(PRPs,FederalAgencies,States,Tribes).

•  ThesecontractswillalsoprovidegeneraltechnicalassistanceandsupportincludingRPMsupportinthefieldduringremedialacJonimplementaJon.

ACQUISITIONAPPROACH:

•  ProcuredunderFARPart15–bestvalueselecJonwheretechnicalisconsideredmoreimportantthancost

STRUCTURE:

•  MulJpleawardcontractsetasideforsmallbusinesses•  10yrcontracts,5yearbaseand5yearopJon•  ESOfairopportunityincludestechnicalandcostcompeJJonamongfirms


Summary of Available Services Under Each RAF Contract


RAF Contract Structure

ContractLineItemNumber(CLIN)concept•  EachsuiteisdividedintothreegeographiczonesCLINs1through3.•  EachCLINrepresentstheworkofregionswithinaCLIN(CLIN1=

regions1–3;CLIN2=regions4–7;andCIN3=regions8-10)•  AcontractorcancompeteforawardunderoneormoreCLINsorfor

allCLINs•  Eachcontractorwillbeawardedasinglecontractcoveringall

qualifiedCLINs•  suiteEachsuiteisONEcontractwithmulJplevendors(i.e.,

naJonalDEScontract)•  CLINgeographicfootprintweredefinedbasedcontractor’s

geographiccapabilitytoperformtheenJrecontractstatementofwork


DES, RES, ESO CLINs (Geographic) Structure


Small and Large Business Considera)ons

• DES:TargeJngapproximately7awardsperCLINtoamixofqualifiedlargeandsmallbusinesses(targeJng~3qualifiedsmallbusinesses)

• RES:TargeJngapproximately7awardsperCLINtoamixofqualifiedlargeandsmallbusinesses(targeJng~3qualifiedsmallbusinesses)

•  ESO:TargeJngapproximately7awardsperCLINtoqualifiedsmallbusinesses



• MorecontracttoolsavailabletotheRPMforremedialwork

• Accesstomorequalifiedcontractorsundereachcontract(largeandsmallbusinesses)

•  IncreasedvendorbaseisanJcipatedtoresultedinimprovedcompeJJonandreducedcosts

• DifferenttypesofcontracJngapproachescanbeusedtobestmanageprojectriskandpromotecontractorinnovaJon


Transi)on

• Howitwillhappen•  TheRegionswilldevelopandupdateexisJngtransiJonsplansforongoingandplannedworkbasedonrulesofengagementoutlinedintheHQ/RegionsignedtransiJonplan.

•  TheRAFteamhas:•  OutlinedRolesandResponsibiliJesundertheNaJonalframework•  Outlinedtaskorderplanningandawardprocedures

•  TheRAFteamisintheprocessof:•  PreparingSOPs•  CaseStudies/templates•  DevelopingTraining


When is this all happening?

• Awardofthenewcontractsiscurrentlyplannedforspring/summer2018


Roles and Responsibili)es


ThefollowingdescribestherolesandresponsibiliJesofindividualsinvolvedintheRAFprocess.•  Director,OSRTI:Developguidanceandtraining,nominateContractLevel

CORs•  Director,OAM:Developguidanceandtraining,assignCOs•  RegionalSuperfundDD:Ensureresourcerequestsdevelopedperguidance

andRAFAcquisiJonForecastisdeveloped;determineprioriJes•  ARA/RegionalSRO:EnsuredevelopmentofRAFAcquisiJonForecast,agency

andregionalsmallbusinessgoalsaremetandresourcesavailable•  RegionalProgramManagementCoordinator:PrepareRAFAcquisiJon

Forecast,managedevelopmentofbusinesscasesandsupporJngselecJonrecommendaJons,assignregionalrolesandprovidetrainingandbusinessadvice

•  RegionalAcquisiJonManager:PrepareRAFAcquisiJonForecast,managedevelopmentofbusinesscasesandsupporJngselecJonrecommendaJons;recommend,ifappropriatealternaJveacquisiJonapproaches

RAF Manual: Roles and Responsibili)es


•  ContracJngOfficer,ContractLevel•  ContracJngOfficer,TaskOrderLevel•  ContracJngOfficer’sRepresentaJve,ContractLevel•  ContracJngOfficer’sRepresentaJve,TaskOrderLevel•  TaskOrderOmbudsman•  Note(s):

•  RolesandResponsibiliJesarenotintendedtoinstructaregionhowtoorganizeandisnotanorganizaJonalstructure

•  ProjectOfficerdoesnotexistwithinRAFconstruct-personnelcurrentlyperformingPOroleswilllikelysupportRegionalProgramManagementCoordinator

•  ItisanJcipatedthatthecurrent“RACsPO’s”willhaveasubstanJalroleinthisprocess.TheProjectOfficerterminologyhasbeenfullyreplacedwithContracJngOfficerRepresentaJveincurrentEPAguidanceandpolicies,thatchangeisfullyindependentofthiseffort.

RAF Manual: Roles and Responsibili)es


Superfund Program Management


RAF Program Management

1.Planning 2.Ordering 3.Administering


1. Planning


Work Planning •  InformsandsupportsbudgetformulaJonandjusJficaJons.•  Ensuresspecialaccountfundsareusedtoexpeditesiteresponsework

whileidenJfyingwhereappropriatedfundsmaybeneeded•  Improveoverallprogramperformance•  Predictsandplansforfutureworkloadandneeds


RAF Acquisi)on Forecast •  Planningtoensureappropriatescheduleandresourcesare

availabletoeffecJvelyexecuteproject•  Ensuresprocurementapproachconsidersprojectriskand

budget(specifictoEPAcontracts)•  Theforecastisalignedwithresourceavailabilityandcomplexityofwork

•  SiteschedulesandcostesJmatesexistandarereasonable.

•  Agencysocio-economicgoalsareconsidered


RAF Business Case

• RAFSuiteofContractsarePrimarymeanofacquiringservices;

• Onoccasionanothertool/vehiclemaybemoreappropriate;

• AbusinesscaseisrequiredforallremedialacquisiJonneeds

• BusinesscasemaycoveroneormulJpleacJons

•  SupportsselecJonofacquisiJontoolforacquiringremedialservices


2. Ordering


•  TaskOrderIniJaJonForm• UsedforallTaskOrdersundertheRAFsuiteofcontracts•  ServesasachecklistandasdocumentaJon• Outlinesprocurementapproachandcontracttype

•  Zerodollar/planningrequisiJonorafundedrequisiJon• MilestonePlans•  Workstatements

•  StatementofObjecJves•  PerformanceWorkStatements•  StatementofWork

•  QualityAssuranceSurveillancePlans•  IndependentGovernmentEsJmates

Ini)a)ng a Task Order Under RAF


WhatisaTaskorder?•  ATaskOrderisastandaloneorderingagreementundertheumbrellaofacontract;aMiniContract•  TheobjecJveistouseataskordertypethatwillresultinreasonableallocaJonofriskandbestpricetothegovernment.

Task Order Types

FixedPrice CostReimbursement(CR) TimeandMaterial

DES X X

ESO X X

RES X X

TypesofFixedPrice

Firm-Fixed-Price(default)

Fixed-PricewithEconomicPriceAdjust

Fixed-PriceIncenJveContracts

Fixed-PriceIncenJve(FirmTarget)

Fixed-PriceIncenJve(SuccessiveTargets)

Fixed-PriceContractswithProspecJvePriceRedeterminaJon

Fixed-PriceContractswithRetroacJvePriceRedeterminaJon

Firm-FixedPrice,Level-of-EffortTerm

TypesofCR

Cost

Cost-Sharing

Cost-Plus-IncenJve-Fee

Cost-Plus-Award-Fee

Cost-Plus-Fixed-Fee

TimeandMaterial(T&M)

•  RequiresadeterminaJonoffindings(D&F).

• Mayonlybeusedwhen,attheJmeofplacingcontract:•  itisnotpossibletoesJmateaccuratelytheextentorduraJonoftheworkor

•  toanJcipatecostswithanyreasonabledegreeofconfidence.

TypesofTaskOrders

*RequiresadeterminaJonoffindings(D&F).


•  UndertheRAFmulJpleawardcontracts,alltaskordersover$3,500mustundergoanAgencydefinedfairopportunityprocess

•  DES–qualificaJon-basedcontractorselecJon•  RESandESO–bestvalue(technicalandcost)compeJJon

•  CompeJJonoftaskorderswilloccuramongtheCLINcontractors

•  CompeJJonoftaskordersamonganotherCLINcontractors(“Crossovers”)willbeconsideredin“limited”circumstances

•  ExcepJonstofairopportunity(outlinedintheFAR)are:•  Urgency•  Onlyoneawardeeiscapableofprovidingtheservices•  Sole-sourcebasedoneconomyandefficiency(logicalfollow-on)•  SaJsfyingtheminimumguarantee•  Statuteexpresslyauthorizesorrequiresthepurchasefromaspecificsource

Fair Opportunity


DES Fair Opportunity

•  StepsareconsistentwithFederalAcquisiJonRegulaJons(FAR)Part36.6(A&EcontracJng)andmeettheintentofFAR16.505(fairopportunity)

•  NOTacostcompeJJon•  NegoJaJonsontechnicalapproachandcostsonlywiththetoprankedfirm

(stepsonthenextslide)•  Contractorsde-briefs(andpotenJalforprotests)forordersover$10million•  TotalJmeforF.O.andtaskorderawardanJcipatedtotake~2months

RAF Task Orders (Fair Opportunity Con)nued)


1.  Regionssetsupanad-hocA/Eboard(AEEB)

2.  DetermineandjusJfycompeJJvepool(i.e.CLINselecJonanddecisiontosettaskorderasideforsmallbusiness)

3.  NoJfyfirmsinCLIN(opJontorequestaddiJonaltechnicalinformaJon)

4.  ConductanddocumenttechnicalevaluaJonofavailableinformaJon

5.  Holddiscussionswithtoprankedfirms

6.  CompleteAEEBreport–rankingfirms

7.  COrequeststechnicalandcostproposalfortoprankedfirm

8.  COnegoJatesandawardstaskorder


DES Fair Opportunity - Steps


RESandESOFairOpportunity•  StepsareconsistentwithFederalAcquisiJonRegulaJons(FAR)Part16.505

•  GenerallyabestvalueselecJon•  Contractorssubmittechnicalandcostproposals•  Contractorsde-briefs(andpotenJalforprotests)forordersover$10million

•  TechnicalEvaluaJonPanel(TEP)membersincludingcontracJngandprogramareresponsiblefor:

•  ReviewandevaluaJonoftechnicalapproach•  Note:LevelofeffortanddocumentaJonneedwillvarybasedontypeofworkand

dollarvalue(i.e.RAimplementaJonversusPRPRI/FSoversight)

•  TotalJmeforF.O.andtaskorderawardmaytakeanywherefrom2monthsto6months



1.  Regionssetsupanad-hoctechnicalevaluaJonpanel(TEP).2.  DeterminesolicitaJonspecificsinconjuncJonwiththeCO:

ü  Typeoftaskorderü  Typeofprocurementü  DevelopandweighttechnicalevaluaJonfactors

3.  DetermineandjusJfycompeJJvepool(i.e.CLINselecJonanddecisiontosettaskorderasideforsmallbusiness(RES-specific))

4.  NoJfyfirmsinCLINandrequestatechnical/costproposalü  Pre-bidconference,ifneededü  Sitewalk,ifdeemednecessary

5.  Conductanddocumenttechnicalandpriceanalysis(COfuncJon)6.  CompleteTEPreport7.  NegoJate(ifnecessary)andawardtaskorder


RES and ESO Fair Opportunity - Steps


2. Administering


Administra)on/Management Purpose:Provideappropriatesurveillanceandmanagementtotheproject

• ProjectconsideraJons:•  ContractManagement•  Fieldsurveillance• Managingprojectteam

• ProgramconsideraJons

• Measureprocess•  Implementnecessarychanges

*DiscussionisspecifictoRAFcontracts


Available Resources to Manage Work

Regions•  Management•  RPMs•  ProjectOfficers•  Other

•  OSCs•  TechnicalSupport

Headquarters

•  TechnicalSupport•  AdministraJveSupport•  PolicySupport

ExtramuralResources

•  CostesJmatorsandcostanalysts

•  Contractors•  OtherFederalAgencies

(e.g.USACE)


Summary of Process Changes


RI/FS Process Changes

OldProcess

•  Regiondefinestheproject(SOW,IGCE)

•  Regionacquirescontractorsupport•  Regiondeterminesbest

acquisiJontooltoexecutetheproject

•  RegionselectscontractorandnegoJateslevelofeffort

•  Contractorisbroughtonboard

•  Region/ContractorconductscopingmeeJng

NewProcess•  Regiondefinestheproject(SOW,IGCE)

•  Regionacquirescontractorsupport•  Regiondeterminesbest

acquisiJontooltoexecutetheproject

•  Regionimplementsfairopportunityprocess





RI/FS Execu)on Considera)ons

OldProcess

•  On-sitesurveillanceofsignificantfieldwork

•  Trackandapproveinvoices

•  RI/FScontractmanagement•  WriteSOWandIGCEformods•  AssistCOincontract

negoJaJons

NewProcess



•  RI/FScontractmanagement•  WriteSOWandIGCEformods•  AssistCOincontract

negoJaJons


Major Change: RD/RA Project Delivery

OldProcess

•  RDandRAacJviJesarefragmented•  RD/RAScoping–consideraJonsonhow

RODwillbe“brokenup”(RAprojectdefiniJon)

•  RD/RASchedule

•  PlanninginRDandRAfocusaroundtheJmingofRAfunds

NewProcess

•  RD/RAplanningcomponents•  Designspecificity•  RAprocurementapproach•  RAtaskordertype

•  Understanding/documenJngprojectrisk(e.g.RiskRegister)

•  RD/RADeliveryStrategyMUSTbediscussed,planned,anddocumentedbeforeRDworkisiniJated


RD Process Changes

OldProcess

•  Regiondefinestheproject(SOW,IGCE)

•  Regionacquirescontractorsupport

•  RegiondeterminesbestacquisiJontooltoexecutetheproject



NewProcess

•  Regiondefinestheproject(SOW,IGCE)•  InformedbyRD/RAdeliverystrategy

•  Designreviewsupportneeds:•  acquisiJondevelopmentsupport•  Designreview•  biddibility/constructabilityreview?



•  Regionimplementsfairopportunityprocess


•  Contractorisbroughtonboard•  Region/ContractorconductscopingmeeJng

•  RD/RAplanningdiscussion


RD Execu)on Considera)ons

OldProcess



•  RDcontractmanagement•  WriteSOWandIGCEformods•  AssistCOincontractnegoJaJons

•  Approve100%design

NewProcess



•  RDcontractmanagement•  WriteSOWandIGCEformods•  AssistCOincontractnegoJaJons

•  Coordinateandmanagedesignreviewsupport

•  Approve100%design


RA Process Changes

OldProcess

•  RegiondefinestheRAmanagementneed(SOW,IGCE)

•  ContractordefinestheRAproject(SOW,IGCE)






•  RAcontractorawardsRAexecuJoncontract

NewProcess

•  RegiondefinestheRAproject(SOW,IGCE)

•  Supportneeds:•  QualityAssurance•  HealthandSafety•  On-sitesurveillanceand

construcJonmanagementsupport

•  Regionacquirescontractorsupport•  RegiondeterminesbestacquisiJon

tooltoexecutetheproject•  Regionimplementsfairopportunity

process

•  Contractor(s)broughtonboard


RA Execu)on Considera)ons

OldProcess

•  Limitedon-sitesurveillance


•  RAcontractmanagement•  WriteSOWandIGCEformods•  AssistCOincontractnegoJaJons

•  ApproveRAreport

NewProcess

•  Retaindesigner•  MutualUnderstandingmeeJng

•  Submiualregister–review/approval•  On-sitesurveillanceoffieldwork

•  Managingsupportservices/RAexecuJonteamcoordinaJon

•  Trackandapproveinvoices•  LevelofeffortconsideraJons

•  RAcontractmanagement•  ConstrucJonconsideraJons•  WriteSOWandIGCEformods•  AssistCOincontractnegoJaJons

•  Write/approveRAreport



• PlanningwillbeessenJaltoensureprogramresourcesareavailable• Requirements,programobjecJvesandexpectedoutcomesmustbeclearlydefined.

• RemedialprojectandacquisiJonstaffmustworkasintegratedteams.• Processessuchasworkplanning,budgeJng,financialmanagement,acquisiJonforecasJngandprojectmanagementwillneedtobecomemoreintegrated.

• RolesandresponsibiliJeswillneedtochange.•  FormallydocumenJngbusinesscaseforacquisiJontool

Introduc)on to the Remedial Acquisi)on Framework...RAF 101 – INTERNAL EPA USE ONLY 12 Remedial...

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