MEO Tech WE

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MEO Tech WE

  1. 1. DEFENSE CONTRACT MANAGEMENT AGENCY WEST OPERATIONS DIVISION AGENCY TENDER DECEMBER 3, 2004
  2. 2. DCMA Source Selection Sensitive See Far 3.104 TABLE OF CONTENTS Section Page Defense Contract Management Agency 1 West Operations Division 1 Agency Tender 1 DECEMBER 3, 2004 1 Table of Contents i 1 Executive Summary 1 1.1 Approach 1 1.2 Assumptions 1 1.3 Analysis 2 1.4 MEO Organization 2 2 Introduction 3 2.1 Purpose 3 2.2 Functions Under Review 3 2.3 Methodology/Approach 3 2.4 Workload Analysis 3 3 Current Organization 5 3.1 Organization 5 3.1.1 Server Maintenance 5 3.1.2 Video Teleconferencing (VTC) Support 5 3.1.3 Asset Allocation Disposal Operations and Inventory Management 6 3.1.4 Information Assurance 6 3.1.5 Database Administration 7 3.1.6 Systems Administration 7 3.1.7 Network Services 8 3.1.8 Continuity of Operations Plan (COOP) Support 8 3.1.9 Tier 3 Help Desk Support 9 3.1.10 Telecommunications Support Services 9 3.2 Staffing Chart 10 4 Recommendations and Justification for Change 12 4.1 Methodology and Assumptions Used to Develop the MEO 12 4.2 Fundamental Changes and Justification 13 5 Most Efficient Organization (MEO) 14 5.1 MEO Structure 14 MEO Summary Page i 8/11/2010 i
  3. 3. DCMA Source Selection Sensitive See Far 3.104 1 EXECUTIVE SUMMARY The following documentation will describe the approach used to develop the Most Efficient Organization (MEO), including a description of the current organization, recommendations and justifications for change, and the new more efficient and cost effective organization. The DCMA West Operations Division MEO has been developed as the agency’s offer in response to the Performance Based Statement of Objectives (PBSO) and attachments as referenced in the FedBizOpps announcement on August 16, 2004 and through modification 01 of August 26, 2004. This proposal reflects changes to the PBSO as of Version 7 received by the Agency Tender Official (ATO) on October 31, 2004. This MEO responds directly to the PBSO, and was developed in accordance with OMB Circular A-76 of May 29, 2003. The Agency Tender Team (AT Team) has complete confidence the proposed MEO will be effective with proper staffing and resource support from the DCMA leadership team. The MEO will operate in accordance with a Letter of Obligation (LOO). It is the responsibility of the MEO supervision to identify changing requirements and/or workload and provide notification to DCMA leadership for documentation of any deviations from the PBSO or LOO. 1.1 APPROACH The AT Team was comprised of representatives from the following: • Business and Financial Management Executive Directorate • DCMA Special Projects Center • DCMA Human Resources • American Federation of Government Employees (AFGE) • Consultant support The AT Team in conjunction with the affected employees formed the MEO Team for this cost comparison. The objective of the MEO Team was to develop an organization that will fulfill the requirements of the PBSO, while saving taxpayer dollars as well as providing new and creative ways to do the current work. The MEO Team analyzed the PBSO requirements, requested clarification on specific points of the PBSO, and developed various staffing models to complete the requirements. The following points assisted in determining the final decision: • Minimum adverse impact to current personnel • Mission accomplishment, within the confines of the PBSO 1.2 ASSUMPTIONS The assumptions below were considered by the MEO Team: • There will be no changes to the PBSO after completion of this document prior to cost comparison; MEO Summary Page 1
  4. 4. DCMA Source Selection Sensitive See Far 3.104 • The MEO will be implemented within the transition period and in accordance with this proposal; 1.3 ANALYSIS The MEO Team analyzed the current organization staffing and operating procedures and processes. The MEO Team then matched the requirements of the PBSO to the “as is” functions and tasks to ensure that all of the requirements of the PBSO are being met. On occasion, the ATO would request specific clarifications from the Contracting Officer concerning various aspects of the PBSO. The MEO Team then developed various solutions to meet the requirements of the PBSO and costed the same utilizing the OMB mandated software COMPARE. The MEO Team then decided upon the most cost effective and efficient option to meet the requirements of the PBSO, the “MEO”. The current organization is comprised of 10 government positions, which represents 9.3 Full Time Equivalents (FTE) plus one contract man-year equivalent (CME). 1.4 MEO ORGANIZATION The proposed MEO will be located at the West Operations Division, located at Carson, CA as described in the discussion below. The one CME will be converted to a civil service employee position. The new MEO will require 10 government employees equaling 9.1 FTE. MEO Summary Page 2
  5. 5. DCMA Source Selection Sensitive See Far 3.104 2 INTRODUCTION 2.1 PURPOSE The purpose of this document is to identify the most cost effective means to perform the work functions identified in the PBSO and describe the DCMA West Operations Sector MEO that will perform these functions specified. This document describes the assumptions made, the approach utilized, the analysis conducted, and the rationale employed to develop the MEO. 2.2 FUNCTIONS UNDER REVIEW The MEO team reviewed the functions stated in the PBSO for Operations Divisions as amended through Version 7 and additional functions as derived via answers from the Contracting Officer in response to requests for clarification. It was determined via these two methods that the following functions are currently performed by the West Operations Division: • Server Maintenance • Video Teleconferencing (VTC) Support • Asset Allocation, Disposal Operations and Inventory Management • Information Assurance • Database Administration • Systems Administration • Network Services • Continuity of Operations Plan (COOP) Support • Tier 3 Help Desk Support • Telecommunications Support Services 2.3 METHODOLOGY/APPROACH The MEO Team carefully reviewed the PBSO, technical exhibits, and the current performance. The MEO Team primarily took a bottom-up approach involving a review of the current workload, support to equipment ratios, e.g., Blackberry support, and the adequacy of grades and numbers of employees. 2.4 WORKLOAD ANALYSIS The MEO development team first reviewed and analyzed the quality and timeliness standards in the PBSO. After seeking and obtaining modification to these standards from the contracting officer, they can be summarized as follows: • Customer Satisfaction - no more than 5% of respondents will indicate "dissatisfied" or "very dissatisfied"; • Customer Satisfaction with Trouble Tickets Resolutions - no more than 3% of respondents will indicate the lowest rate; • ITCSO Senior Management Customer Satisfaction - consistently meet or exceed "satisfactory"; MEO Summary Page 3
  6. 6. DCMA Source Selection Sensitive See Far 3.104 • Servers Availability - no more than 1% downtime (annualized) during business hours; • Inventory Management - more than 80% of excess items must be disposed of in 180 days or less; These standards have significant implications for how the MEO is staffed. MEO Summary Page 4
  7. 7. DCMA Source Selection Sensitive See Far 3.104 3 CURRENT ORGANIZATION 3.1 ORGANIZATION The following functions are performed by the West Operations Sector: • Server Maintenance • Video Teleconferencing (VTC) Support • Asset Allocation, Disposal Operations and Inventory Management • Information Assurance • Database Administration • Systems Administration • Network Services • Continuity of Operations Plan (COOP) Support • Tier 3 Help Desk Support • Telecommunications Support Services 3.1.1 SERVER MAINTENANCE Server Maintenance is performed at the West Operations Division location at Carson, CA. It is implemented based on CIO instruction, and consists of the following: • Installation of software updates • Setup of new servers • Update hardware • Coordination of warranty repairs with vendors • Modifying NTFS (Security) file and folder permissions • Add, modify and delete email and security groups • Modifying active directory • Update user information • Complete daily data backups and restore data upon request • Complete preventive and corrective maintenance (after hours) • Complete server data migration 3.1.2 VIDEO TELECONFERENCING (VTC) SUPPORT Seven VTC units are currently maintained throughout the West Operations sector. VTC support presently involves: • Perform the enhancement to the VTC (receive details, determine equipment requirements, notify CMO of purchasing recommendations, etc.) • Receive notification via e-mail, help desk ticket, calendar and verbal • Coordinate off-network video teleconferences through headquarters MEO Summary Page 5
  8. 8. DCMA Source Selection Sensitive See Far 3.104 • Train local operators • Set up for contractors/test/training • Move from one location to another • Check connectivity • Set up peripheral interfaces • Provide initial setup for net meetings • Set up TV/Monitors, microphones, other peripherals for Distance Learning • Shut down and disconnect 3.1.3 ASSET ALLOCATION DISPOSAL OPERATIONS AND INVENTORY MANAGEMENT Asset Allocation involves the set up and accountability for assets assigned to new personnel, the change and replacement of existing assets, removal and disposal of assets from Government service. Direction for asset allocation and inventory management are provided via Help Desk Ticket or from the CIO. Activities involved with asset allocation include the following: • Install, move, and remove equipment • Direct and/or perform redistribution of IT assets • Transfer data from systems • Install requested unique software requirements • Complete peripheral changes, maintenance and vendor coordination • Provide identification, research and analysis for hardware/software • Update the Defense Property Accountability System (DPAS) Activities involved with inventory management include the following: • Maintain DPAS Inventory (add/delete/move assets) Activities involved with disposal operations include the following: • Verification of hard drive wipes • Enter excess equipment into DPAS • Dispose of and/or transfer equipment • Remove equipment from active directory 3.1.4 INFORMATION ASSURANCE Information Assurance (I/A) includes the products, procedures, and policies that allow the timely transfer of information in an accurate and secure way among all parties involved. Requests for information assurance are received from the Network Operations Center (NOC) or supervisor. MEO Summary Page 6
  9. 9. DCMA Source Selection Sensitive See Far 3.104 Included in I/A are: • Installation of Security Patches o Troubleshoot and repair failed MS security patches o Complete manual installation of security patches for laptops and stand alone/remote PCs o Troubleshoot and repair failed automated patches (Anti-Virus. Spyware, Firewalls) • Installation of Software Updates and Patches o Troubleshoot and repair failed automated software pushes/pulls o Manually install updates and patches for laptops and stand-alone/remote PCs. o Monitor firewall capacity and performance o Complete surveys and practices/processes questionnaires • LAN o Complete updates to LAN diagrams o Originate, update and validate LAN accreditation documentation o Support security site assessments 3.1.5 DATABASE ADMINISTRATION The West Operations Division provides database administration for over 90 databases located throughout the West coast. Specifically the West Operations Division: • Provides database maintenance • Performs data migration • Installs upgrades and patches to databases • Performs data back-ups and data retrievals • Design new databases to meet Agency needs 3.1.6 SYSTEMS ADMINISTRATION The West Operations Division provides systems administration support to include, but not limited to, preventive and corrective maintenance to include upgrades and patches and anti-virus definitions, back ups and data retrievals, and configuration management. Systems administration personnel resolve hardware and software interface and interoperability issues and ensure systems availability, functionality, efficiency, and integrity. West Operations responsibility includes, but is not limited to, the following corporate applications on Windows, UNIX, and Oracle platforms: • MS Outlook • ALERTS • CPMS MEO Summary Page 7
  10. 10. DCMA Source Selection Sensitive See Far 3.104 • DADS • DCARRS • PCARRS • SEPS • SDW • SPIS • PLAS 3.1.7 NETWORK SERVICES The West Operations Division provides network services through the following activities: • Provide continued design, implementation, maintenance and enhancement of DCMA network systems. • Develop and coordinate activity plans and schedules for implementing new systems and software upgrades, to include the testing of upgrades. • Organize and coordinate with Sector/LAN Administrators the schedule for the installation for hardware and software. • Facilitate remote access and monitor availability of the West District Telework portal. • Implement, upgrade and maintain licenses for DCMA network systems. • Coordinate with Headquarters for the ordering of hardware and software. • Provide technical assistance to agency employees in support of network hardware and software issues. • Develop appropriate networking standards and documentation; establish mechanisms and procedures to monitor network traffic and other network health conditions; evaluate and investigate reported network problems. • Establish an appropriate controlled process for introducing necessary changes into the network with minimal disruption to network traffic. Evaluate recommended change management plans. • Coordinate with Headquarters, analyze and plan future upgrades and anticipate network requirements to ensure all Information Assurance standards are implemented and in compliance. Develop Operating Procedures and provide limited customer training, as required. 3.1.8 CONTINUITY OF OPERATIONS PLAN (COOP) SUPPORT The MEO will follow the Agency Continuity of Operation Plan (COOP) in performing all functions listed in the PBSO. The MEO will provide input to the COOP as requested by the ITCSO-D. The MEO will stand ready to implement its assigned portion of the COOP upon notification by the ITCSO-D that the COOP has been activated. MEO Summary Page 8
  11. 11. DCMA Source Selection Sensitive See Far 3.104 3.1.9 TIER 3 HELP DESK SUPPORT The West Operations Division responds to assigned Tier 3 Help Desk Tickets through the following activities: • Troubleshoot software delivery package deployment issues • Assist LAN Administrators with issues related to CA Unicenter, SD Admin console, and software installation issues • Troubleshoot and correct connectivity and database access issues 3.1.10 TELECOMMUNICATIONS SUPPORT SERVICES The West Operations Division provides troubleshooting and correction of telecommunications problems upon request from the Network Management Center and/or Network Operations Center. MEO Summary Page 9
  12. 12. DCMA Source Selection Sensitive See Far 3.104 3.2 STAFFING CHART Table 3.1: Current Staffing Position Grade FTE City Location State Supervisory IT Specialist GS 2210-14 .3 Carson CA Information Technology Specialist GS 2210-13 1 Carson CA Information Technology Specialist GS 2210-13 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA TOTAL 9.3 The current staffing is augmented by one contract man-year equivalent (CME). MEO Summary Page 10
  13. 13. DCMA Source Selection Sensitive See Far 3.104 Figure 3.1: Current Organization Supervisor GS 2210-14(.3 FTE) IT Specialist GS 2210-12 (7 FTE) Database Administration Support IT Specialist GS 2210-13 (2 FTE) (1 CME) MEO Summary Page 11
  14. 14. DCMA Source Selection Sensitive See Far 3.104 4 RECOMMENDATIONS AND JUSTIFICATION FOR CHANGE 4.1 METHODOLOGY AND ASSUMPTIONS USED TO DEVELOP THE MEO The MEO organization is illustrated in the following sections. The MEO is designed to meet or exceed the requirements of the PBSO as analyzed by the MEO Team. The MEO will provide the administrative and direct workforce personnel to accomplish the scope of the PBSO. The MEO approach addresses numerous key organization requirements and considerations including the ability to: • Implement a highly responsive and service oriented organization that efficiently and effectively delivers services that support the DCMA West Operations Sector Information Technology mission • Quickly adapt to changing workloads and environmental dynamics • Optimally balance efficiency and effectiveness • Be operational within the scope of government operations The baseline staffing documents reflect .3 FTE for the Supervisory GS-14. While there is no explanation in the PBSO itself or the attachments as to the role of these individuals or even the rationale for why .3 FTE is appropriate, we believe the intent is to properly cost out the effort associated with functions performed by the supervisor that are unique to the organization being staffed with federal civil service employees. These unique functions consist of the following: • Timekeeping and certification • Preparing performance standards • Appraising performance • Preparing Individual Development Plans and processing training documents • Employee performance counseling • Hiring and firing • Approving travel documents and signing travel vouchers • Quality control of functional areas Within the DCMA Performance Labor Accounting System (PLAS) the above are classified as Human Resources Management functions and are coded as process 223. The MEO team examined PLAS data for the period January 2004 through August 2004 (upon commencement of the IT reorganization through the month of the public announcement of the Streamlined A-76) for the supervisory personnel and determined very little effort was charged during this period for human resource management. The vast majority (well in excess of 90%) of the PLAS hours are charged to IT functions within IT process code 212. In our opinion, this charging pattern would continue, even if the Division was staffed with contractor employees. Therefore, it is the position of the MEO team that the unique costs allocable to the MEO proposal could not possibly approach .3 FTE for Supervision. MEO Summary Page 12
  15. 15. DCMA Source Selection Sensitive See Far 3.104 In order to prepare a fair estimate of the costs of the supervisory GS-14 that are both allocable and reasonable for the MEO proposal, the team examined Agency-wide PLAS data for all supervisory positions. That examination revealed, on average, DCMA supervisors charge 10% of their total hours to Process 223. Therefore, we are including .1 FTE in our MEO proposal for Supervision. 4.2 FUNDAMENTAL CHANGES AND JUSTIFICATION One GS 2210-12 position will be eliminated. Currently this position is vacant, there is no current backlog in workload, and the encumbered positions are performing the requirements to meet the objectives of the PBSO. Based upon a detailed cost analysis of the current organization, it is more cost effective to perform the PBSO requirements with an additional government position in lieu of the one CME. The contractor position was performing work both in scope and out of scope of the PBSO. The in scope work performed by the contractor equated to no more than an equivalent level of effort of one government position (one FTE). MEO Summary Page 13
  16. 16. DCMA Source Selection Sensitive See Far 3.104 5 MOST EFFICIENT ORGANIZATION (MEO) 5.1 MEO STRUCTURE The MEO staffing was assembled by modifying the existing organization mentioned earlier to correspond with the final PBSO. Table 5.1 is the composite staffing of the MEO and contains 9.1 FTE. Table 5.1: MEO Staffing Position Grade FTE City Location State Supervisory IT Specialist GS 2210-14 .1 Carson CA Information Technology Specialist GS 2210-13 1 Carson CA Information Technology Specialist GS 2210-13 1 Carson CA Information Technology Specialist GS 2210-13 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA Information Technology Specialist GS 2210-12 1 Carson CA TOTAL 9.1 MEO Summary Page 14
  17. 17. DCMA Source Selection Sensitive See Far 3.104 Figure 5.1: MEO Organization Supervisor GS 2210-14 (.1 FTE) IT Specialist GS 2210-12 (6 IT Specialist GS 2210-13 (3 FTE) FTE) MEO Summary Page 15

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