IAE Overview Teresa Sorrenti Integrated Acquisition Environment (IAE) June 30, 2005 - PowerPoint PPT Presentation

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IAE Overview Teresa Sorrenti Integrated Acquisition Environment (IAE) June 30, 2005

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Title: IAE Overview Teresa Sorrenti Integrated Acquisition Environment (IAE) June 30, 2005


1
IAE OverviewTeresa SorrentiIntegrated
Acquisition Environment (IAE)June 30, 2005
2
Origination of eGov Projects
  • Summer 01-Cross-agency study of possible eGov
    projects to make better use of IT investments in
    the federal government
  • 10/01 Presidents Management Council selected 24
    E-Government projects in four portfolios
  • www.egov.gov
  • Managed by GSA in OCAO
  • Under auspices of OMBs OFPP and the CAOC
  • Funded by all agencies

3
IAE Partner/OMB agreement Feb 2002
1. Deploy a single point of registration and
validation of supplier data accessed by all
agencies. 2. Implement a central point for
consolidated collection and access of statistical
and management information related to government
acquisitions. 3. Implement a directory of
Interagency contracts to simplify selection and
facilitate leverage of Government buying. 4.
Develop a standard glossary and vocabulary to
facilitate exchange of data between and within
agencies. 5. Transform intra-governmental
ordering and billing to enable universal
electronic processes, reduce payment and
collection problems, and enable swift and
accurate revenue and expense elimination
processes for preparing consolidated financial
statements.
A secure business environment that facilitates
and supports cost-effective acquisition of goods
and services in support of agency mission
performance
  • Create a simpler, common, integrated business
    process for buyers and sellers that promotes
    competition, transparency and integrity.
  • Increase data sharing to enable better business
    decisions in procurement, logistic, payment and
    performance assessment.
  • Take a unified approach to obtaining
  • modern tools to leverage investment
  • costs for business related processes.

A shared services environment
4
Previous State of Acquisition Automation
  • Individual agencies are fairly autonomous
  • Most government agencies use commercial software
    packages for contract writing systems
  • Several agencies developed specialized systems to
    handle specific functions such as vendor data,
    past performance monitoring
  • Few centralized shared systems although
    regulations are standard and shared
  • No collaboration incentives in the budget, IT or
    management process
  • Strategy Adopt if possible,
  • Otherwise Adapt
  • Acquire if necessary
  • Involve as many users as possible
  • Over 300 team members from 65 federal agencies
    since 2002

5
IAE Shared Services Help Buyers
  • Buyers can
  • Search for commercial and government sources
  • Post synopses and solicitations
  • Post sensitive solicitation documents in a secure
    environment
  • Retrieve validated vendor data including
    representations and certifications
  • Obtain Service Contract Act and Davis Bacon Act
    Wage Determinations
  • Check for excluded parties
  • Report contract awards
  • Review subcontracting accomplishments
  • Report vendors performance

6
IAE Shared Services Help Sellers
  • Sellers can
  • Register to do business
  • Enter representations and certifications one time
  • Revalidate registration data annually in a single
    system
  • Search business opportunities by product,
    service, agency, or location
  • Sign up on Interested Vendors lists
  • Request email notification of solicitations based
    on specific criteria
  • Submit subcontracting accomplishments

7
Whats Happening next in IAE?
  • Recompete for system revisions
  • FedBizOpps
  • EPLS
  • IRS Taxpayer Identification Number validation in
    CCR (Central Contractor Registration)
  • Registrant consent agreement under development
  • Summary socio-economic purchase card data in
    FPDS-NG from banks
  • Improved performance data system with updated
    regulations and guidelines
  • Testing requirements for Acquisition software for
    future Contract Writing System purchases
  • Processes as well as data
  • Finance system interfaces

8
IAE Architecture
9
Contact IAE www.acquisition.gov
Contact Information
IAE Program Management Office Teresa
Sorrenti 703-872-8610 Earl Warrington 703-872-8609
email integrated.acquisition_at_gsa.gov
10
Electronic Subcontract Reporting System (eSRS)
  • Robert C. Taylor, SBA
  • Industry Day
  • June 30, 2005

11
Organizational Structure
  • IAE Management Chain
  • Business Area Business Partner Network
  • Agency Management Chain
  • Small Business Administration (SBA)
  • Sponsoring Executive, Frank J. Lalumiere, Deputy,
    Government Contracting and Business Development
  • System Steward, Arthur E. Collins, Jr., Deputy
    Associate Administrator for HUBZone Program
  • Functional Owner, Robert C. Taylor,
    Subcontracting Program Manager
  • Contractor
  • Symplicity Corporation, Inc.

12
System Features
  • Business Processes
  • Identifies contracts in FPDS-NG having
    subcontracting requirements.
  • Automates completion and submission of SF 294, SF
    295, OF-312, and Annual SDB Breakout Report
    (NAICS subsector).
  • Links subcontract reporting on individual
    contracts to prime contract number to facilitate
    lower-tier reporting.

13
System Features (cont.)
  • Provides breakout of subcontracting data down to
    the buying activity level.
  • Generates standard and ad hoc reports.
  • Calculates achievements by two methods
  • of contract value
  • of subcontracting
  • Generates automatic reminder notices and
    delinquent notices.

14
System Features (cont.)
  • Help
  • On-line Context-Sensitive Help
  • apparent on the screen for each data field, as it
    is entered.
  • Critical Systemic Linkages
  • Central Contractor Registration (CCR)
  • Federal Procurement Data System (FPDS-NG)
  • Government-wide agency hierarchy
  • DUNS numbers for prime contractors and
    subcontractors

15
Training
  • On-line computer-based training
  • Training tailored to type of user
  • Train-the-Trainer Concept
  • On-site training at contractors facilities via
    SBAs Commercial Market Representatives (CMRs) as
    part of Subcontracting Orientation and Assistance
    Reviews (SOARs) and compliance reviews

16
Critical Actions Ahead
  • Orientation and Training
  • Participants at todays Industry Day event will
    disseminate information to other users in their
    respective organizations
  • Use of System
  • Beta testing by selected prime contractors in
    July 2005
  • All other civilian agency contractors beginning
    in August 2005

17
Critical Milestones
  • Beta Testing and Acceptance
  • Target July 2005
  • Initial Operating Capability Deployed
  • Target August 1-15, 2005
  • Full Operating Capability Deployed
  • Target October 1-15, 2005

18
Critical Milestones
  • Immediate Challenges Ahead
  • FAR case (necessary revisions to the Federal
    Acquisition Regulation)
  • Training for SBAs Commercial Market
    Representatives (CMRs) and other staff
  • Training for other Government users
  • Training for Industry

19
In Conclusion
  • I personally want to thank all of you for taking
    time from your busy schedules to come here today.
  • SBA looks forward to working with you during the
    next several months on this very exciting
    transition.

20
eSRS Industry Day
  • Paulette Widmann
  • Subcontract Reporting Committee Chair
  • June 30, 2005

21
Background
  • Initiative
  • Improve Small Business Subcontract Reporting
  • Deploy Government-wide Electronic Solution
  • Adopt E-Gov Guiding Principles
  • Data is entered by the data owner
  • Data should only be entered once

22
Desired Enhancements
  • Subcontract Report for Individual Contract
  • Mandatory prime contract number
  • Total dollar amount of contract
  • System calculates percentage achievements

23
Desired Enhancements
  • Summary Subcontract Report
  • Include NAICS codes for SDB achievements
  • System calculates percentages
  • System calculates agency allocation for
    commercial plans
  • System accommodates MILDEP and ODA allocation for
    DOD comprehensive plans

24
Approach
  • Government-wide Team
  • SADBU, contract policy and IT members
  • Requirements definition
  • Conduct competitive acquisition

25
Additional Enhancements
  • Audit Trail - acceptance, rejection, modify, view
  • Percentage calculations by
  • Percentage of total contract value
  • Percentage of total subcontracting
  • Accommodate all Types of Plans
  • Individual
  • Commercial
  • DOD Comprehensive Plans

26
Additional Enhancements
  • Include basis of reporting
  • Commitment
  • Payment
  • Six digit NAICS code replaces nomenclature
  • Accommodates reporting for options
  • Expands Remarks block
  • Variety of ad hoc reports

27
Additional Enhancements
  • Import historical summary data
  • Application interface for contractors
  • Includes contractor manual data entry
  • Provides reminder notices to contractors
  • Creates simple directory of contractors

28
Full Operational Capability
  • Includes real-time Help Desk
  • Includes on-line Assistance
  • Provides classroom training
  • Train the Trainer
  • Generates delinquent reports
  • Adds Alaskan Native Corporation field
  • Interfaces with CCR, FEDBIZOPS, FPDS-NG

29
eSRS Implementation
  • Contract awarded January 2005
  • Initial Operation Capability (IOC) 15 weeks ACA
  • Beta testing by prime contractors
  • Full operational capability (FOC) 8 weeks after
    governance acceptance of IOC
  • Expand Government team to include designated
    agency coordinators for all Agencies
  • Ensure data security
  • Maintain Configuration Board for future
    enhancements

30
Communication Plan
  • Agency Coordinator Day - April 29, 2005
  • Agency Day June 9, 2005
  • Industry Day June 30, 2005
  • Enlist Associations and Councils assistance
  • Training
  • Industry and Government
  • Train the Trainer concept
  • Training Announcements on website
  • http//esrs.gov

31
Communication Plan
  • FAR Case
  • Eliminate forms (SF 294 and 295)
  • New Language
  • Subcontract Report for Individual Contract
  • Summary Subcontract Report

32
Contractor Benefits
  • Electronic input and extraction
  • Electronic interface with current systems
  • Automatic e-mail report reminders
  • Calculates percentages
  • Shows goal percentages for both of
    subcontracting and of contract value
  • Prime contractors can view their LB
    subcontractors achievements

33
ESRS What Industry Needs to Know
Mara Grissom, DOT
June 30, 2005
34
What Do You Need To Know?
  • Information for
  • Registration
  • Submitting Subcontracting Reports
  • Lower Tier Reporting
  • Review of Subcontracting Reports
  • Troubleshooting

35
REGISTRATION
  • BEFORE REGISTERING,
  • PLEASE
  • Make sure your company information is correct in
    the Central Contractor Registration (CCR)
  • www.ccr.gov

36
REGISTRATION
  • To Develop a User Account you need
  • DUNS Number
  • Group Name (Optional)
  • Supervisors Name and Email Address
  • ID Your email address
  • PW-will be created by the user within the
    security requirements

37
PRIME SUBMITTING REPORTS
  • Individual Subcontracting Reports (ISR) Former SF
    294
  • Your DUNS number as it appears on the contract
  • Administering Agency (DCMA, ONR)
  • Product/Service Lines
  • NAICS
  • No inclusion of lower tier subcontracts
  • Email Address of Government reviewing officials
    (can enter two names and email addresses)

38
PRIME SUBMITTING REPORTS
  • Summary Subcontracting Reports (SSR)
  • Former SF 295
  • Administering Agency (DCMA, ONR)
  • Product/Service Lines
  • NAICS
  • Email Address of Government reviewing officials
    (can enter two names and email addresses)
  • No inclusion of lower tier subcontracts
  • Certify CEO has signed hardcopy on file.

39
LOWER TIER REPORTING
  • Individual Subcontracting Reports (ISR)
  • Former SF 294
  • Prime Contract Number
  • Higher Tier DUNS
  • Product and Service Lines
  • NAICS

40
LOWER TIER REPORTING
Government contracts with Company X Contract
Number DE-AC01-05EE12345 Company X will include
on their Individual Subcontracting Report Their
Duns is 001339457 Prime Contract Number-
DE-AC01-05EE12345 Company X subcontracts with
Company Y Contract Number XX-05TP00023 Company Y
will include on their Individual Subcontracting
Report Company Xs DUNS-001339457 Prime Contract
Number- DE-AC01-05EE12345 Their
DUNS-113456896 Contract Number with Company
X-XX-05TP00023
41
LOWER TIER REPORTING
(cont.) Company Y subcontracts with Company
Z Contract Number YY-05DD99963 Company Z will
include on their Individual Subcontracting
Report Company Ys DUNS-113456896 Prime Contract
Number- DE-AC01-05EE12345 Their
DUNS-132568700 Contract Number with Company Y-
YY-05DD99963
42
REVIEW OF REPORTS
  • Government will review
  • Prime Individual Subcontracting Report
  • All Summary Subcontracting Reports

43
REVIEW OF REPORTS
  • Higher Tier Subcontractors will review
  • -Lower Tier Individual Subcontracting Reports

44
TROUBLESHOOTING
  • CCR ISSUES-
  • CCR Assistance Center 888-227-2423
  • FPDS-NG ISSUES
  • Call the Contracting Officer
  • eSRS ISSUES
  • Contact the eSRS Helpdesk

45
Thank You
46
eSRS Industry Day June 30, 2005
  • BREAK TIME
  • 15 MINUTE BREAK

47
eSRS Industry Day June 30, 2005
  • eSRS Design Overview

48
eSRS FAR Case
  • Robert Taylor, SBA
  • Industry Day
  • June 30, 2005

49
FAR Case
  • Revises subpart 19.7 and clauses at 52.219-9
    52.219-25 to replace all references to SF-294,
    SF-295, and Optional Form 312 with eSRS.
  • Revises the flow-down provision at 19.704(a)(9)
    and 52.219-9(d)(9) to require the prime
    contractor to flow the prime contract number down
    to the subcontractors at lower tiers
  • prime contract number now becomes a mandatory
    field in the eSRS, even for subcontractors, in
    order to facilitate lower-tier reporting.

50
FAR Case (cont.)
  • Moves General Instructions from the paper forms
    to the clause at 52.219-9.
  • Requires contractors to print a hard copy of the
    Summary Report(s) and have them signed by the
    CEO.
  • Contractor will be required to keep hard copy
    with CEOs signature on file for 4 years.
  • SF-294, SF-295, Optional Form 312 will all be
    deleted from Part 53 i.e., abolished!

51
FAR Case
  • The Small Business Committee of the FAR Council
    will review and discuss the specific provisions
    in the proposal
  • The regulation will be issued as a Proposed Rule
    or Interim Final Rule
  • 60-day public comment period
  • Final Rule will reflect changes resulting from
    public comments, as appropriate

52
eSRS Industry Day
  • Lower Tier Reporting
  • Full operating capability will include a report
    showing subcontracting activity at lower tiers
    (fictitious example on next slide)
  • This feature will be available only for
    contractors that submit the Individual Contract
    Report
  • The eSRS FAR case does not propose to change the
    current rule that prime contractors may not take
    credit for subcontracts at lower tiers

53
Sample Lower Tier Report
54
QUESTIONS/EXCITEMENT
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