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Enterprise Architecture Enterprise Architecture Document Transcript

  • Enterprise Architecture Task Order RFP ENVIRONMENTAL PROTECTION AGENCY Enterprise Architecture TASK ORDER REQUEST FOR PROPOSAL (TORFP) ITS-BISS TASK ORDER NO. 61 September 28, 2006 1
  • Enterprise Architecture Task Order RFP Enterprise Architecture Task Order Request for Proposal This Task Order Request for Proposal (TORFP) for Enterprise Architecture is being issued by the Environmental Protection Agency (EPA) with the intent to issue a Task Order under the ITS- BISS Base Contract. The terms and conditions of the Base Contract apply to this task as appropriate. 1. PROPOSAL INSTRUCTIONS The contractor shall comply with the following instructions for preparing the Task Order Proposal (TOP). Failure to do so may result in the contractor’s proposal being considered non- compliant with the terms and conditions of the ITS-BISS contract. The first page of the technical response and the cost/price proposal should each indicate the TOR Number 61 and title: Enterprise Architecture. Font size for the proposal shall be at least 12 point. Page margins shall not exceed 1 inch. All page limits referenced below include tables, graphics, and appendices. The Contractor shall make an oral presentation of their Technical Proposal, not to exceed an hour, at the date and time specified by the Contracting Officer. Please note that the Oral Presentations may be audio/video taped. 1.1 Technical Proposal The contractor shall present its Technical Proposal in the form of an oral presentation not to exceed 1 hour and 40 presentation slides. The slide presentation shall be submitted as the written technical proposal. After a 20 minute break, the oral presentation will be followed by a 30 minute Question and Answer Session in which the Technical Evaluation Panel will ask questions about the contractor’s proposal. The proposal shall include the following elements: a) Technical Approach: The contractor shall describe its Technical Approach in the form of a Work Plan for advancing the goals of the Agency’s EA Program and the objectives and specific work described in this Statement of Objectives, including an itemized schedule of all milestones, outcomes, and deliverables. The Work Plan shall be comprehensive in describing the contractor’s technical approach, however, the time frame for the milestones, outcomes, and deliverables shall focus primarily on calendar year 2007. The contractor shall also describe its plan for incorporating customer and stakeholder input and review throughout the project life. b) Management Approach: The contractor shall describe its Management Approach for accomplishing the work described in the Work Plan. The contractor shall describe its 2
  • Enterprise Architecture Task Order RFP plan for incorporating customer and stakeholder input and review throughout the project life; and identify various resource types and how they will be leveraged in the execution of the work plan. c) Performance Measures and Quality Assurance: The contractor shall propose performance measures related to quality and timeliness of deliverables described in the Work Plan, to include incentives for exceptional performance and disincentives for performance below acceptable levels. The contractor shall propose its Quality Assurance systems and methods for periodic measurement, collection, and reporting of its performance data. d) Staffing Plan: The contractor shall describe their staffing approach and include resumes for key personnel demonstrating experience and specialized expertise they bring in the performance of the specific work described in this task order. 1.2 Cost Proposal a) This task shall be performance-based and shall include both performance incentives and disincentives. b) The contractor shall propose a cost strategy for this task that supports the work proposed on this task order, at a high level of quality and timeliness, and at the best value to the Government. The proposal shall provide a framework for evaluating all levels of performance for the task order, ranging from outstanding to unsatisfactory. c) If the contractor’s cost proposal is bounded by any special conditions, these conditions must be stated in the Cost Proposal. d) The Cost Proposal shall include a breakdown of costs for the major subtask necessary to achieve the objectives of the task order and an overall summary for the full task. 3
  • Enterprise Architecture Task Order RFP 2. STATEMENT OF OBJECTIVES 2.1 OVERVIEW This Task Order provides support to the EPA EA Team, which is responsible for developing, executing, and managing the EA Program. EPA’s EA Program adheres to legislative requirements and administrative mandates, and follows guidance and best practices recommended by the Office of Management and Budget (OMB), the Government Accountability Office (GAO), and the Federal CIO Council. The mission of the EA Program is to provide our stakeholders the guidance, tools, training, and assistance required to define an enterprise architecture and facilitate governance of the EA Program. In conjunction with the stakeholders, the EA Team: • Develops policies, procedures, standards, and guidelines to manage and execute the EA Program. • Implements and maintains an Architecture Repository and Tool. • Develops and maintains an EPA business reference model. • Develops and maintains a transition strategy and sequencing plan. • Prepares responses to reporting requirements to oversight organizations The EA Team requires a proposed EA Work Plan to support program management, advances the development and use of the EA, meets EA Program goals, and provides the business value and decision-support needs of the customers and stakeholders. The direction of Enterprise Architecture at the EPA is to take a holistic, performance- based view across the enterprise and highlights those areas where opportunities for change exist. These opportunities for improvement, streamlining, standardization, and re-use need not be prescribed with a budget hammer, but should be championed by the business areas that will benefit from them. However, EA development efforts have traditionally been performed by the Chief Information Officer’s (CIO) office and not by the organizations affected by the recommendations of EA. IT solutions are not an end in and of themselves, improved business processes must be considered FIRST to meet goals. Due to prioritization and resource differences in the business areas, the breadth and depth of the architecture at EPA is uneven. The central premise behind EPA’s EA planning and development is that the Agency and the Citizens is better served by:  Looking across the entire enterprise;  Identifying where, when, and how IT supports internal and multi-office processes related to operational Lines of Business and administrative support;  Deciding in a systematic way what processes are cross-cutting;  Describing the data, applications, and technology necessary to support those cross-cutting processes;  Using that information as the central architecture for the analysis of systemic business performance gaps and identification of enterprise-level technology solutions that address those gaps; 4
  • Enterprise Architecture Task Order RFP  Establishing and maintaining a “roadmap,” or sequencing plan, for these technological solutions;  Tying EA to a strong capital planning process that depends upon the enterprise architecture as the “roadmap” for consistent, coordinated technology investments;  Enabling a secure environment for information exchange throughout EPA; and,  Providing visibility for human capital requirements for achieving E-Gov goals. The Enterprise Architecture will support the Mission and Objectives through providing the processes and tools for capturing the inner workings of the functions performed by the EPA, and providing the means for streamlining and targeting areas of opportunity through analysis and the identification of performance gaps. The EA Work Plan should consider the following goals to leverage in the execution of the EA program in a manner specific to the EPA. 1. Reduce Redundancy and Overlap of Applications and Systems Reducing the amount of redundancy and overlap of business processes, as well as between systems will allow for more efficient use of human and IT resources. The enterprise architecture will show where redundancy and overlap exist and provide a basis for reducing redundancy and overlap where practical. 2. Increase System Integration and Correlation to Business Processes With well architected systems, it should not be necessary to move from system to system in order to complete a single process. Nor should it be necessary to enter data in two places or require cumbersome transfers of data between non- integrated systems to complete a process. The enterprise architecture will provide the foundation for the development of well integrated systems directly aligned with business processes and, therefore, fully supportive of EPA's mission. 3. Optimize Data Collection and Management Developing systems around a unified, enterprise-level data architecture will reduce redundant data, promote data sharing, and reduce the overall effort for data management. 4. Improve Access to Information Systems that are better integrated and built upon unified enterprise-level data architecture will result in improved access to information. 5. Guide and Coordinate Technology Investments The enterprise architecture will be the first source of guidance for all cross-cutting technology investments. Use of the architecture will become an integral part of technology investment planning. 6. Leverage Economies of Scale Planning systems with an enterprise-wide view will identify opportunities (i.e. in 5
  • Enterprise Architecture Task Order RFP planning, training, maintenance, etc.) where economies of scale can be leveraged through common software and enterprise licensing. 7. Promote Current and Flexible Technologies A solid enterprise architecture planning process will be a vehicle for promoting sensible technology refreshes that keep technologies current and flexible. 8. Satisfy Legal and Regulatory Requirements While the goals cited above are strong drivers for the development of an enterprise architecture, the Clinger-Cohen Act, the E-Gov Act, the oversight requirements of GAO and OMB, and Budget Circular A- 11 & A-130 also impose legal and regulatory requirements for agencies to develop and maintain an enterprise architecture. Satisfying these requirements is also an important goal of the enterprise architecture effort. 2.2 TASK ORDER OBJECTIVES The objectives and outcomes EPA desires to achieve with under task order, include: Objective 1: Effective Program Management EPA seeks EA Program Management (PM) support that is efficient and effective at reducing the percentage of resources spent managing the EA and relevant projects, responding to ad-hoc reports, and preparing external status reports. This PM support also guides the EA Program based on best practices, a clear vision of the value of EA to EPA goals, and a plan for satisfying OMB & GAO requirements. Objective 2: Results-based EA Development EPA seeks EA development support that improves the quality, timeliness, and impact of the EA in driving strategic business transformation and investment planning decisions in EPA. This EA development support results in the creation of high-quality guidance and support for segment and solution architectures; the development and deployment of intuitive tools; support the capture and integration of architecture data from the programs within the enterprise model (metamodel/standard); maintenance and configuration control of repository tools and information; and the creation and distribution value-added analysis and reporting capabilities based on mission specific needs. This support enhances the credibility of the EA Program with customers and stakeholders. Objective 3: Advance the Use of EA EPA seeks to advance the use of the EA to support its mission objectives. This support for advancing the use of the EA, leads to better customer and stakeholder awareness, understanding, and support of the EA; provides a continual focus on the business value of EA; provides customers and stakeholders with easier access to architecture information through reliable, sustainable, and secure access to architecture tools; and, provides them training on how to use the architecture to maintain the information, and analyze and answer critical business questions. This support for advancing the EA significantly strengthens the partnership between the EA Program and its customers and stakeholders 6
  • Enterprise Architecture Task Order RFP across the agency, as well as across the Federal Government. Objective 4: Integrate EA with Related Disciplines The EA Program seeks leadership support and a proposed plan of action to integrate EA with the Agency’s IM/IT disciplines to provide simple, integrated guidance to the schedules of activities to reduce the inefficiencies of multiple data calls associated with EA, CPIC, SLC, and IT Security processes and deliverables. 2.3 ASSUMPTIONS AND CONSTRAINTS The assumptions and constraints for this task order and contractor proposals, include: Basic Assumptions • The Work Plan presented at the oral presentation represents a high-level summary of the complete, proposed, and written version of the contractor’s EA Work Plan. The contractor shall be prepared to deliver this Work Plan to EPA within two business days of EPA’s request for the document. The Award of this task order will be contingent upon EPA’s approval of this Work Plan. • Strong program compliance and sound program management must be maintained and advanced while progress is achieved on all of the task order objectives. • EPA expects contractor proposals to reflect a close collaborative working relationship between EPA and the contractor on all aspects of this task order. At the same time, EPA expects the contractor’s advice and assistance to reflect timely, thought-leadership on the fundamental tasks and challenges involved in supporting the EA Program. • For all deliverables, the contractor should develop product review timelines that reflect multiple-levels of EPA review and feedback, including EA Team Management Chain, and involvement and feedback from EPA committees (e.g., QIC, EAWG, etc), where appropriate. The contractor should propose approaches and schedules of deadlines in their work plan. This task order also contains assumptions and constraints that relate to the Task Order Objectives. These assumptions and constraints are described below in the form of activities, responsibilities, requirements, objectives, methodologies, or frameworks associated with the EA Program. Effective Program Management Program Management activities are required to authorize the EA Program as well as individual architecture efforts throughout the Agency. EA Planning activities are required at both the program and the project level. The contractor will work with the 7
  • Enterprise Architecture Task Order RFP EA Team to define the scope, schedule, risks, and value propositioning of the EA Program. The contractor will define and plan for necessary staffing, training, and communications in support of the EA Program. Additional elements of successfully managing the EA Program include support for • Defining, tracking and reporting program metrics, and auditing to measure the value of the architecture program. • Program reporting via weekly, monthly, and quarterly reports, annual assessments and status reports, updates to project plan, and quarterly milestones and scorecards. • Responding to requests for EA related information from OMB, GAO, EPA, and other oversight agencies, in a timely manner. Results-based EA Development Support Development of the EPA EA Program is iterative and continues to develop and implement an EA process to guide the Agency’s investment and modernization efforts. The EA acts as a critical integrator that supports a common context both for diagnosing the needs for change and for managing the process of change. The Strategy and Business Transformation aspect of the EA Program addresses the development of high level goals and objectives for the organization, and establishes the link between the high level goals and the projects proposed in the resulting EA implementation plan. It provides the methods necessary for an organization to objectively assess and rank the importance with their planned EA initiatives based upon how they enable the organizations’ mission. One of the biggest criticisms of EA programs is the belief that the entire process must be completed in order to begin achieving results. Targeted, incremental approaches provide the methods to begin acting on improvement opportunities as they are identified early in the EA lifecycle. This allows the organization to begin delivering results from the EA process as the EA is being developed. The enhancements to the architecture models should depict the decentralization of the Agency, the distribution of work, the major operations performed by business units in support of functions and type of work. The enhancements should also identify, define, and organize business functions, processes, or activities that capture, manipulate, and manage the business information to support Agency operations. It will describe the dependencies and relationships among business functions. Enhancements to the architecture models should include identification, definition, and organization of information needed to perform the enterprise business operations and the relationship among that information. All information/data needed to support business functions should be captured. The hardware, software, and set of services for business applications should be described in the technical reference model (TRM), as a set of application programming interfaces and the standards profile. 8
  • Enterprise Architecture Task Order RFP The target architecture, gap analysis, and migration planning must be updated and advance the review of the current infrastructure baseline and determine a transition strategy that will meet technology support requirements of the EPA business activities, and identify obsolete technologies. Gap Analyses should be conducted to identify technology dependencies associated with achieving the target architecture, and update the Agency’s Transition Strategy and Sequencing Plan to identify appropriate sequences of addressing the dependencies and provide a high-level implementation plan with estimate resources required to achieve the target architecture. A major output in maturing the architecture is developing a transition strategy, associated sequencing plan, and segment and solutions standards. Key objectives in this work area include: • Enterprise-wide architecture development emphasizing the operational value of the EA through the application of services and solutions. • Ability to link to and where necessary influence development or revisions to the Federal Reference Models. • Develop a strategy for using the EA to better inform the Agency’s strategic planning and performance planning processes, the capital planning and investment control process, while integrating the budget and performance measurement data with the EA. • Develop transition strategy that will lead to more informed recommendations in investment decision-making. • Develop a sequencing plan that will project milestones, budgets, and dependencies in order to allow effective, efficient movement forward in implementation. • With the evolution of segment and solution architectures, creating the ability to solve problems more quickly, efficiently, and economically by taking advantage of the tools and resources offered at the enterprise level by the architecture. • Create the ability to evaluate the status of individual office (e.g., regional offices, program offices, etc.) architectures and develop plans for detailed assessment and recommendations for improvement, where requested. • Create the ability to provide expert architectural assistance in the development of a comprehensive data strategy. Advancing the Use of EA A critical aspect of advancing the use of the EA will involve maintaining and updating EPA’s Architecture Repository, Tools, and Models to improve the user 9
  • Enterprise Architecture Task Order RFP experience and ensure these resources remain reliable, sustainable and secure within EPA’s environment. Training is viewed as an integral component of creating and maintaining a good user experience when working with EPA’s Architecture Repository, Tools, and Models. Other Assumptions and Constraints The need for effective communication and a collaborative work climate should be factored into all planning and execution of work under this task. 2.4 PERIOD OF PERFORMANCE The period of performance is from date of award to April 14, 2007 with the option to extend up to 24 months or longer from April 15, 2007, depending on exercising the Option Periods and positive feed back from the TOPO 2.5 ESTIMATED LEVEL OF EFFORT No Level of Effort estimate will be provided for this Task Order as it is expected to conform to the contractors proposed level of effort for the Statement of Objectives. The table below provides the approximate Level of Effort hours which were used in advancing the EA Program during last few years. Time Period Approximate Level of Effort January 2004 to December 2004 13000 hours January 2005 to December 2005 12000 hours January 2006 to August 2006 8000 hours 2.6 PERFORMANCE MANAGEMENT & QUALITY ASSURANCE The contractor shall identify appropriate performance measures that are aligned with the objectives, as well as assumptions and constraints of this task, and demonstrate consideration to achieving the goals described in the overview of this task order. The contractor’s work plan shall propose appropriate performance measures, including a data collection and reporting plan, and a Quality Assurance Surveillance Plan aligned with the objectives of this task order. 3. EVALUATION CRITERIA EPA intends to issue the Task Order to the contractor offering the best value to the Government. The Technical and Cost Factors will be evaluated to determine the solution 10
  • Enterprise Architecture Task Order RFP with the highest quality and lowest risk providing the best value to the Government. Proposals will be evaluated on the basis of strengths, weaknesses, and risks for each of the following factors, with the Technical Factor being significantly more important than the Cost Factor. The Contracting Officer’s selection decision on each Task Order Request shall not be subject to the protest or dispute provisions of the contract, except for a protest that the Task Order increases the scope, period or maximum value of the contract. 3.1 Technical Factor (Weight = 80%) Sub-Factor 1 – Technical Approach (35%): The technical approach will be evaluated for its quality and evidence of the extent to which the Contractor’s solution and Work Plan will achieve EPA’s objectives as expressed in the Statement of Objectives. The evaluation will include an assessment that the solution: a) Shows insight into OMB and GAO EA maturity models (current and future versions) b) Shows a thorough understanding of EPA's culture and vision c) Adheres to sound business, design, and management practices and demonstrates via the timeline, resources, assumptions, and constraints, an understanding of the challenges and constraints faced by the EPA EA Team d) Reflects a demonstrated understanding of the application of those practices to the specific project requirements e) Reflects a significant understanding of the program’s objectives, operating environment and constraints, and relationship of strategic planning, business, information and IT to those objectives f) Reflects a sound approach for staffing task activities with appropriately qualified personnel g) Reflects the activities, requirements, methodological considerations, etc. described in the Assumptions and Constraints Section of this TO RFP. Sub-Factor 2 – Management Approach (25%): The management approach will be evaluated for its quality and evidence of the extent to which the Contractor’s solution and Work Plan will achieve EPA’s objectives as expressed in the Statement of Objectives (SOO). The evaluation will include an assessment that the solution: a) Leverages all resources to reduce inefficiencies in management of EA Program. b) Provides appropriate labor mix with skills and experience leading and executing tasks within their purview. 11
  • Enterprise Architecture Task Order RFP c) Provides innovative and creative approaches where possible to provide the best value to the Government. d) Employs a vision and strategy for the direction, results, and sustainability of the EA Program. e) Reflects the activities, requirements, methodological considerations, etc. described in the Assumptions and Constraints Section of this TO RFP. Sub-Factor 3 – Performance Measures (20%): The offered performance measures will be evaluated for the extent to which they are a) Aligned clearly with the project objectives, b) Comprehensive in their ability to measure, quantify, track, and report operational performance(e.g., decision-making), program implementation, project management, customer satisfaction, and mission results, c) Tied to performance incentives and disincentives that are directly related to the objectives for the Task Order, d) Reflects the activities, framework, and methodological considerations described in the Assumptions and Constraints Section, and Sub-Factor 4 – Staffing Approach (20%): Proposed personnel will be evaluated on their experience and qualifications to provide the requested services and demonstrated experience in projects of similar size, scope, complexity, relevance, and results. 3.2 Cost Factor (Weight = 20%) The Cost Proposal will be evaluated to determine if the estimates are realistic for the work to be performed and expected results, reflect a clear understanding of the requirements, and are consistent with the unique methods of performance. The proposed cost will be evaluated to determine if it is reasonable in relation to the proposed technical and management approaches and in comparison with the Independent Government Cost Estimate (IGCE). 4. BACKGROUND INFORMATION 1. Background information on EPA's Enterprise Architecture program can be found at: http://intranet.epa.gov/architec/ 2. The statements of work and work plans for the previous work assignments related to the proposed Task Order are included as attachments to this TORFP. 3. A copy of the architecture artifacts on CD will be made available upon request. 12