EaaS BPA Ordering Guide
Infrastructure as a Service (IaaS) GSA Blanket Purchase Agreement Ordering Guide 2015
Version 4.4 GSA Cloud Computer Program Management Office
GSA offers a portfolio of pre-completed, Information Technology (IT) Infrastructure as a Service (IaaS) solutions Blanket Purchase Agreements (BPAs) awarded to vendors of cloud infrastructure computing services. The portfolio of GSA IaaS BPAs reflect a multiple award.. We make it easy for you, our customers, by providing:
Access to high-quality industry partners Pre-competed, multiple-award BPAs Shorter procurement lead time Socioeconomic credit through FPDS-NG reporting A helpful customer focused staff with experience in cloud acquisitions Free scope compatibility reviews of your solicitation documents Consistent cloud service categories, terms & conditions and SLAs for all vendors
How to reach us: IAAS SERVICE LINE MANAGER Skip Jentsch [email protected] 202-617-5356 IAAS BPA CONTRACTING OFFICER Michael W. Hargrove [email protected] 703-459-5027
IaaS BPA Webpage: www.gsa.gov/iaas
2
Table of Contents How to reach us: ..................................................................................................................... 2 Table of Contents.................................................................................................................... 3 Table of Tables ....................................................................................................................... 4 1.
Introduction ...................................................................................................................... 5 1.1.
IaaS Pricing .............................................................................................................. 5
1.2.
Standardized Requirements ..................................................................................... 5
1.3.
Proven Acquisition Excellence ................................................................................. 5
1.4.
IaaS Services ........................................................................................................... 5
1.5.
Synopsis ................................................................................................................... 5
1.6.
Funds Obligation ...................................................................................................... 6
1.7.
Ordering Eligibility .................................................................................................... 6
1.8.
Security .................................................................................................................... 6
1.9.
General Information Website.................................................................................... 6
1.10. IaaS Services List..................................................................................................... 6 1.11. List of Awarded Lots by Vendor ............................................................................... 7 2.
Seven Steps to Order from Infrastructure as a Service BPAs ......................................... 8 2.1.
Scope Determination ................................................................................................ 8
2.2.
Prepare Statement of Work (SOW) or Statement of Objectives (SOO) ................... 8
2.3.
Prepare the Request for Quote (RFQ) ..................................................................... 9
2.4.
Issue the RFQ ........................................................................................................ 10
2.5.
Evaluate ................................................................................................................. 10
2.6.
Award ..................................................................................................................... 10
2.7.
Task Order Administration...................................................................................... 11
3
Tables Table 1: Lots Awarded by Vendors ......................................................................................... 7 Table 2: Predefined Reporting Requirements ....................................................................... 12
4
1. Introduction GSA competitively solicited the Infrastructure as a Service (IaaS) BPAs in accordance with FAR 8.405-3, which resulted in multiple BPA awards. The intention of the IaaS BPAs is to provide ordering agencies with IaaS pre-competed offerings that are fast and simple to acquire at discounted prices.
1.1. IaaS Pricing IaaS BPA holders must provide detailed pricing for explicitly defined standard services so customers can easily compare pricing for a single service across multiple BPA holders. Additional discounts may also be obtained at the Task Order level. Pricing must be either at or below the vendor’s IaaS BPA ceiling prices.
1.2. Standardized Requirements IaaS BPA holders have all met standardized technical and security requirements, which facilitates comparisons of their offerings..
1.3. Proven Acquisition Excellence The IaaS BPAs are administered using GSA’s proven acquisition processes to ensure FAR compliance and efficiency. IaaS BPA holder technical requirements have already been established and have been agreed to by all BPA holders.
1.4. IaaS Services The BPAs offer ordering agencies IaaS services in three key lots: •
• •
Lot 1 – Cloud Storage Services – Scalable, redundant, dynamic Web-based storage that allows users to procure and use data and file storage capabilities remotely via the Internet. Lot 2 – Cloud Virtual Machines – Virtualization services that provide on-demand virtual servers, all provisioned and utilized via the Internet. Lot 3 – Cloud Web Hosting - Web application hosting services in the cloud that enable scalable, redundant, dynamic web hosting services allowing users to provision Web hosting services online using a web browser via the Internet.
IaaS BPA vendors are allowed to offer individual lots, a comprehensive offering including all lots, or any combination of the three BPA lots. An IaaS BPA vendor may exceed the requirements and offer a greater product but cannot charge more for a higher level of service than was specified by the ordering agency solicitation.
1.5. Synopsis GSA has established cloud infrastructure BPAs with multiple vendors. Products include storage and processing with centralized managed security across multiple available operating systems. The IaaS BPAs are managed by the GSA Cloud Program Management Office (PMO). The IaaS BPAs were awarded competitively against GSA IT Schedule 70. This means that 5
ordering agencies may satisfy their fair and open competition requirements by using this pre-competed vehicle (see FAR 6.102(d)(3).
1.6. Funds Obligation The IaaS BPAs did not obligate any funds. Funds shall be obligated on task orders issued by ordering agencies.
1.7. Ordering Eligibility The IaaS BPAs may be used by any entity within the executive branch of government, and by state, local and tribal governments and other entities as listed in GSA Order ADM 4800.2G, eligibility to use GSA Sources of Supply and Services [PDF, 2.46 MB], which provides detailed information regarding the agencies and organizations that are eligible to use GSA sources. These constitute “ordering agencies” in this document. • • •
Award Date: 10/15/2010 Expiration Date: 10/14/2015 Period of Performance: 5 years
As long as an Order has been placed by October 14, 2015, task orders may establish a Period of Performance up to 5 years from the date of the Award, as long as the vendor’s underlying Schedule 70 Contract is still in force.
1.8. Security No solicitation or task order for products or services may be placed against an IaaS BPA until the FedRAMP ATO is in place for that vendor’s cloud service provider (CSP). The IaaS BPAs allow a GSA OCIO ATO or another agency’s ATO to be used in place of a FedRAMP authorization. Utilizing the GSA OCIO ATO may not satisfy the OMB mandate deadline of June 05, 2014 for all government cloud systems to hold a FedRAMP authorization, but it does allow a vendor to receive solicitations against the IaaS BPA and submit a response. The latest ATO status update for IaaS BPA vendors may be found at www.gsa.gov/iaas.
1.9. General Information Website General IaaS BPA information is available at www.gsa.gov/iaas
1.10.
IaaS Services List
The Master contract line item (CLIN) structure is available on request via the POCs listed at the beginning of this guide.
6
1.11.
List of Awarded Lots by Vendor
Cloud storage, virtual machines and cloud web hosting services may be obtained from the vendors with awards for the relevant lots as shown in Table 1. Table 1 Lots Awarded by Vendors
Vendor Name Teaming Partners
Schedule 70 Contract
Lot 1 Storage
BPA Number
Lot 2 Virtual Machine
Apptis, Inc. Amazon Web Services
GS-35F-0586V
GS00Q11AEA0001
X
X
AT&T Corp.
GS-35F-0249J
GS00Q11AEA0002
X
X
Autonomic Resources
GS-35F-0587R
GS00Q11AEA0003
Carahsoft Technology Corporation Carpathia CGI Federal Inc.
GS35F0119Y
GS-35F-4797H
GS00Q11AEA0005
Clear Government Solutions, Inc.
GS-35F-0285T
GS00Q11AEA0006
Computer Technologies Consultants, Inc. SoftLayer, Inc. Eyak Technology, LLC
GS-35F-0377K
General Dynamics Information Technology Carpathia Insight Public Sector, Inc Microsoft CenturyLink TS
Lot 3 Web Hosting
X
GS00Q11AEA0004
X
X
X
X
X
X
GS00Q11AEA0007
X
X
X
GS-35F-0317S
GS00Q11AEA0008
X
X
X
GS-35F-4357D
GS00Q11AEA0009
GS-35F-0009U
GS00Q11AEA0010
GS-35F-0164M
GS00Q11AEA0011
Total Awards by Lot
X
X
6
7
X
X
11
5
2. Steps to Order from Infrastructure as a Service BPAs This section provides the simple steps necessary to place an order under the IaaS BPAs. Please remember that a representative from the GSA Cloud PMO is always available to answer to answer questions. A FAQ document for the IaaS BPAs may also be found at www.gsa.gov/iaas .
2.1. Scope Determination 2.1.1. Establish Ordering Agency Requirements First, determine if your requirement is within scope of the IaaS BPA. The following services are available under the BPA: • • •
Lot 1 – Cloud Storage Lot 2 – Virtual Machine Lot 3 – Web Hosting
More details regarding the BPA’s scope, terms and conditions, BPA holders and other BPA specific information can be found at www.gsa.gov/iaas. The GSA Cloud PMO is ready to assist you in this scope determination with a free scope review, meetings and phone consultations.
2.2. Prepare Statement of Work (SOW) and/or Statement of Objectives (SOO) 2.2.1. When drafting your requirements, here are some salient points to consider: • Scope of work to be performed • Performance objectives • Technical requirements • Deliverables A sample SOO template is available at www.gsa.gov/iaas on the IaaS Resource page. Please remember that the GSA Cloud PMO offers you a free scope review of all solicitation documents that you intend to issue against the IaaS BPA vendors. 2.2.2. Location of Work and Period of Performance All IaaS BPA holders are required to have their IaaS servers and facilities located at a minimum of two different geographic locations guaranteed to be located in the Continental United States of America (CONUS.)
8
Period of Performance (See 1.7, 2nd paragraph) As long as the BPA Award has been made by October 14, 2015, agency task orders may be placed for up to a 5 year period of performance past the October 14, 2015 deadline. IaaS BPA Vendors are responsible for ensuring that their underlying IT Schedule 70 Contract remains in place for the duration of the award. This is because all BPA offerings leverage underlying IT Schedule 70 contracts.
2.3. Prepare the Request for Quote (RFQ) Follow your agency's usual procurement procedures and processes for preparing an RFQ for IT products and services. Please remember that the GSA Cloud PMO offers you a free scope review of all solicitation documents that you intend to issue against the IaaS BPA vendors. Consider the following RFQ topics: 2.3.1. Task Order Value & Funding Restrictions Estimate the value of the order. For orders that are expected to exceed $1,000,000 you must include language in the RFQ which indicates your intent to seek additional discounts. Regardless of the value of the order, ordering agencies are encouraged to call for additional discounts not only at the RFQ level but also at the level of each of your Task Orders issued against the IaaS BPA. Agencies might insert this language into their RFQ, “The Government is requesting discounts to the rates currently on the contractor’s GSA IaaS BPA schedule.” If the intent is to use Recovery Act funding in whole or in part, an informational posting of the RFQ in FedBizOpps (FBO) (www.fedbizopps.gov) [ref FAR 5.704 and 8.404(e)] is required. A multi-year Order placed under the BPA must be consistent with FAR Subpart 17.1 and any applicable ordering agency funding restrictions. Ordering agencies acquiring services through a task order on the BPA can negotiate lower pricing. The service provider cannot charge for a higher level of service than specified in the agency requirements. 2.3.2. Service Level Agreement (SLA) (Performance Measurements) Service providers have agreed to and are required to meet the SLA requirements specified by the IaaS BPA, including service availability (measured as Total Uptime Hours / Total Hours within the Month) of 99.9%. 2.3.3. Evaluation Factors Consider including some combination of technical capabilities, price and past performance when crafting your evaluation factors. All orders will be fixed-price orders. In this case, the fixed-price refers to the billing rate for IaaS processing, memory and storage, etc., and not a
9
firm-fixed price for the total award value. This is in keeping with the NIST definition of cloud as a metered service where the rate of IaaS consumption may be varied at will.
2.4. Issue the RFQ FAR 8.405-3(c)(2), Multiple Award BPAs, applies when issuing the RFQ. Ordering agencies must issue their RFQs to all BPA holders offering the requested services. Please see www.gsa.gov/iaas for the IaaS BPA points of contact (POC) information. BPA vendors must obtain a FedRAMP authorization before any ordering on the BPA is permitted. No task order for cloud services may be issued against the BPA until the FedRAMP authorization is in place for that vendor. The IaaS BPA allows a GSA OCIO ATO or another agency’s ATO to be used in place of a FedRAMP authorization but this may not satisfy the OMB mandate deadline of June 5, 2014 for all government cloud systems to hold a FedRAMP authorization. Ordering agencies shall forward the RFQ requirements to all BPA holders offering the requested services for orders above the micro-purchase threshold. Any solicitation document issued against the IaaS BPA should include the BPA’s requirements simply by calling out the BPA document as included by reference. If the ordering agency has a requirement that exceeds the IaaS BPA requirements then each agency-specific requirement should be called out in the acquisition document(s) by exception. 2.4.1. eBuy Ordering agencies may also issue any solicitation document (SOO, SOW, RFI, RFP, RFQ, etc.) against the IaaS BPAs and receive responses via e-Buy under the GSA Advantage website: www.gsaadvantage.gov/bpas
2.5. Evaluate After the solicitation Close Date, evaluate all responses received using your selected evaluation approach. For example, an ordering agency could choose “best value” as its criteria for selecting the BPA awardee. Ordering agencies determine their own evaluation criteria. See FAR 8.405-2(d) for additional guidance on this topic. 2.5.1. Price Reductions Notwithstanding the BPA pricing discounts, ordering agencies are encouraged and empowered to seek further price reductions when issuing RFQs and again when issuing task orders under the IaaS BPA. Agencies might insert this language, “The Government is requesting discounts to the rates currently on the contractor’s GSA IaaS BPA schedule.”
2.6. Award Place the order as you would for any other fixed-price Multiple Award Schedule task order in accordance with FAR 8.406-1.
10
2.6.1. Documentation: In accordance with the BPA and FAR 8.405-2(f), ordering agencies shall document the following: • Note the BPA holder receiving the Task Order & all BPA holders considered • Description of what was purchased and agreed upon pricing • The evaluation methodology used in selecting the BPA holder to receive the Task Order • The rationale for any tradeoffs in making the selection • The price reasonableness determination required by FAR 8.405-2(d) • The rationale for using other than a performance-based order Other Helpful Hints: Follow these other helpful hints for preparing and awarding the Task Order: •
•
Make sure that the BPA number, the BPA holder’s name and Schedule Contract Number are included on all orders. Refer to FAR 8.406-1 for information to be included on orders. Award Notices for orders placed under this BPA which are funded in whole or in part by the American Recovery and Reinvestment Act of 2009 (Pub. L. 11-5) shall follow the procedures in FAR 5.705.
2.7. Task Order Administration The IaaS BPA require that the ordering agency’s Task Order Contracting Officer use all standard Task Order administration practices such as: • • •
Surveillance and monitoring Performance assessment Timely invoice processing
11
The predefined reporting requirements for the IaaS BPA are show below: Table 2 Predefined Reporting Requirements
Report(s) Due Date Written notification of new Within five (5) Task Order (includes –Task days of award Order Name and Number;
Report Initiator BPA Holder
Recipient(s) BPA Contracting Officer BPA Service Line Mgr
Name of Funding Agency POC; Name of Award Agency POC; Period of Performance; Estimated dollar value) Complete copy of Task Order
Monthly Task Order Status Report
Task Orders utilizing Recovery Funds
Awarding Agency Contracting OfficerTask Order Summary Report
15th of the following month
BPA Holder
BPA Contracting Officer BPA Service Line Mgr Task Order Contracting Officer
NLT Day 10 after BPA Holder www.FederalReporting.gov the end of each quarter (April, June, September, December)
20th of the month following the end of each quarter (April, June, Sept, Dec)
IaaS BPA Program Office
Customer Satisfaction 29th of the month Report following the end of each quarter (April, June, Sept,Dec)
12
Awarding Agency Contracting Officer
Awarding Agency Contracting Officer Awarding Agency COR
BPA Contracting Officer; BPA Service Line Mgr
Version 4.4 GSA Cloud Computer Program Management Office
GSA offers a portfolio of pre-completed, Information Technology (IT) Infrastructure as a Service (IaaS) solutions Blanket Purchase Agreements (BPAs) awarded to vendors of cloud infrastructure computing services. The portfolio of GSA IaaS BPAs reflect a multiple award.. We make it easy for you, our customers, by providing:
Access to high-quality industry partners Pre-competed, multiple-award BPAs Shorter procurement lead time Socioeconomic credit through FPDS-NG reporting A helpful customer focused staff with experience in cloud acquisitions Free scope compatibility reviews of your solicitation documents Consistent cloud service categories, terms & conditions and SLAs for all vendors
How to reach us: IAAS SERVICE LINE MANAGER Skip Jentsch [email protected] 202-617-5356 IAAS BPA CONTRACTING OFFICER Michael W. Hargrove [email protected] 703-459-5027
IaaS BPA Webpage: www.gsa.gov/iaas
2
Table of Contents How to reach us: ..................................................................................................................... 2 Table of Contents.................................................................................................................... 3 Table of Tables ....................................................................................................................... 4 1.
Introduction ...................................................................................................................... 5 1.1.
IaaS Pricing .............................................................................................................. 5
1.2.
Standardized Requirements ..................................................................................... 5
1.3.
Proven Acquisition Excellence ................................................................................. 5
1.4.
IaaS Services ........................................................................................................... 5
1.5.
Synopsis ................................................................................................................... 5
1.6.
Funds Obligation ...................................................................................................... 6
1.7.
Ordering Eligibility .................................................................................................... 6
1.8.
Security .................................................................................................................... 6
1.9.
General Information Website.................................................................................... 6
1.10. IaaS Services List..................................................................................................... 6 1.11. List of Awarded Lots by Vendor ............................................................................... 7 2.
Seven Steps to Order from Infrastructure as a Service BPAs ......................................... 8 2.1.
Scope Determination ................................................................................................ 8
2.2.
Prepare Statement of Work (SOW) or Statement of Objectives (SOO) ................... 8
2.3.
Prepare the Request for Quote (RFQ) ..................................................................... 9
2.4.
Issue the RFQ ........................................................................................................ 10
2.5.
Evaluate ................................................................................................................. 10
2.6.
Award ..................................................................................................................... 10
2.7.
Task Order Administration...................................................................................... 11
3
Tables Table 1: Lots Awarded by Vendors ......................................................................................... 7 Table 2: Predefined Reporting Requirements ....................................................................... 12
4
1. Introduction GSA competitively solicited the Infrastructure as a Service (IaaS) BPAs in accordance with FAR 8.405-3, which resulted in multiple BPA awards. The intention of the IaaS BPAs is to provide ordering agencies with IaaS pre-competed offerings that are fast and simple to acquire at discounted prices.
1.1. IaaS Pricing IaaS BPA holders must provide detailed pricing for explicitly defined standard services so customers can easily compare pricing for a single service across multiple BPA holders. Additional discounts may also be obtained at the Task Order level. Pricing must be either at or below the vendor’s IaaS BPA ceiling prices.
1.2. Standardized Requirements IaaS BPA holders have all met standardized technical and security requirements, which facilitates comparisons of their offerings..
1.3. Proven Acquisition Excellence The IaaS BPAs are administered using GSA’s proven acquisition processes to ensure FAR compliance and efficiency. IaaS BPA holder technical requirements have already been established and have been agreed to by all BPA holders.
1.4. IaaS Services The BPAs offer ordering agencies IaaS services in three key lots: •
• •
Lot 1 – Cloud Storage Services – Scalable, redundant, dynamic Web-based storage that allows users to procure and use data and file storage capabilities remotely via the Internet. Lot 2 – Cloud Virtual Machines – Virtualization services that provide on-demand virtual servers, all provisioned and utilized via the Internet. Lot 3 – Cloud Web Hosting - Web application hosting services in the cloud that enable scalable, redundant, dynamic web hosting services allowing users to provision Web hosting services online using a web browser via the Internet.
IaaS BPA vendors are allowed to offer individual lots, a comprehensive offering including all lots, or any combination of the three BPA lots. An IaaS BPA vendor may exceed the requirements and offer a greater product but cannot charge more for a higher level of service than was specified by the ordering agency solicitation.
1.5. Synopsis GSA has established cloud infrastructure BPAs with multiple vendors. Products include storage and processing with centralized managed security across multiple available operating systems. The IaaS BPAs are managed by the GSA Cloud Program Management Office (PMO). The IaaS BPAs were awarded competitively against GSA IT Schedule 70. This means that 5
ordering agencies may satisfy their fair and open competition requirements by using this pre-competed vehicle (see FAR 6.102(d)(3).
1.6. Funds Obligation The IaaS BPAs did not obligate any funds. Funds shall be obligated on task orders issued by ordering agencies.
1.7. Ordering Eligibility The IaaS BPAs may be used by any entity within the executive branch of government, and by state, local and tribal governments and other entities as listed in GSA Order ADM 4800.2G, eligibility to use GSA Sources of Supply and Services [PDF, 2.46 MB], which provides detailed information regarding the agencies and organizations that are eligible to use GSA sources. These constitute “ordering agencies” in this document. • • •
Award Date: 10/15/2010 Expiration Date: 10/14/2015 Period of Performance: 5 years
As long as an Order has been placed by October 14, 2015, task orders may establish a Period of Performance up to 5 years from the date of the Award, as long as the vendor’s underlying Schedule 70 Contract is still in force.
1.8. Security No solicitation or task order for products or services may be placed against an IaaS BPA until the FedRAMP ATO is in place for that vendor’s cloud service provider (CSP). The IaaS BPAs allow a GSA OCIO ATO or another agency’s ATO to be used in place of a FedRAMP authorization. Utilizing the GSA OCIO ATO may not satisfy the OMB mandate deadline of June 05, 2014 for all government cloud systems to hold a FedRAMP authorization, but it does allow a vendor to receive solicitations against the IaaS BPA and submit a response. The latest ATO status update for IaaS BPA vendors may be found at www.gsa.gov/iaas.
1.9. General Information Website General IaaS BPA information is available at www.gsa.gov/iaas
1.10.
IaaS Services List
The Master contract line item (CLIN) structure is available on request via the POCs listed at the beginning of this guide.
6
1.11.
List of Awarded Lots by Vendor
Cloud storage, virtual machines and cloud web hosting services may be obtained from the vendors with awards for the relevant lots as shown in Table 1. Table 1 Lots Awarded by Vendors
Vendor Name Teaming Partners
Schedule 70 Contract
Lot 1 Storage
BPA Number
Lot 2 Virtual Machine
Apptis, Inc. Amazon Web Services
GS-35F-0586V
GS00Q11AEA0001
X
X
AT&T Corp.
GS-35F-0249J
GS00Q11AEA0002
X
X
Autonomic Resources
GS-35F-0587R
GS00Q11AEA0003
Carahsoft Technology Corporation Carpathia CGI Federal Inc.
GS35F0119Y
GS-35F-4797H
GS00Q11AEA0005
Clear Government Solutions, Inc.
GS-35F-0285T
GS00Q11AEA0006
Computer Technologies Consultants, Inc. SoftLayer, Inc. Eyak Technology, LLC
GS-35F-0377K
General Dynamics Information Technology Carpathia Insight Public Sector, Inc Microsoft CenturyLink TS
Lot 3 Web Hosting
X
GS00Q11AEA0004
X
X
X
X
X
X
GS00Q11AEA0007
X
X
X
GS-35F-0317S
GS00Q11AEA0008
X
X
X
GS-35F-4357D
GS00Q11AEA0009
GS-35F-0009U
GS00Q11AEA0010
GS-35F-0164M
GS00Q11AEA0011
Total Awards by Lot
X
X
6
7
X
X
11
5
2. Steps to Order from Infrastructure as a Service BPAs This section provides the simple steps necessary to place an order under the IaaS BPAs. Please remember that a representative from the GSA Cloud PMO is always available to answer to answer questions. A FAQ document for the IaaS BPAs may also be found at www.gsa.gov/iaas .
2.1. Scope Determination 2.1.1. Establish Ordering Agency Requirements First, determine if your requirement is within scope of the IaaS BPA. The following services are available under the BPA: • • •
Lot 1 – Cloud Storage Lot 2 – Virtual Machine Lot 3 – Web Hosting
More details regarding the BPA’s scope, terms and conditions, BPA holders and other BPA specific information can be found at www.gsa.gov/iaas. The GSA Cloud PMO is ready to assist you in this scope determination with a free scope review, meetings and phone consultations.
2.2. Prepare Statement of Work (SOW) and/or Statement of Objectives (SOO) 2.2.1. When drafting your requirements, here are some salient points to consider: • Scope of work to be performed • Performance objectives • Technical requirements • Deliverables A sample SOO template is available at www.gsa.gov/iaas on the IaaS Resource page. Please remember that the GSA Cloud PMO offers you a free scope review of all solicitation documents that you intend to issue against the IaaS BPA vendors. 2.2.2. Location of Work and Period of Performance All IaaS BPA holders are required to have their IaaS servers and facilities located at a minimum of two different geographic locations guaranteed to be located in the Continental United States of America (CONUS.)
8
Period of Performance (See 1.7, 2nd paragraph) As long as the BPA Award has been made by October 14, 2015, agency task orders may be placed for up to a 5 year period of performance past the October 14, 2015 deadline. IaaS BPA Vendors are responsible for ensuring that their underlying IT Schedule 70 Contract remains in place for the duration of the award. This is because all BPA offerings leverage underlying IT Schedule 70 contracts.
2.3. Prepare the Request for Quote (RFQ) Follow your agency's usual procurement procedures and processes for preparing an RFQ for IT products and services. Please remember that the GSA Cloud PMO offers you a free scope review of all solicitation documents that you intend to issue against the IaaS BPA vendors. Consider the following RFQ topics: 2.3.1. Task Order Value & Funding Restrictions Estimate the value of the order. For orders that are expected to exceed $1,000,000 you must include language in the RFQ which indicates your intent to seek additional discounts. Regardless of the value of the order, ordering agencies are encouraged to call for additional discounts not only at the RFQ level but also at the level of each of your Task Orders issued against the IaaS BPA. Agencies might insert this language into their RFQ, “The Government is requesting discounts to the rates currently on the contractor’s GSA IaaS BPA schedule.” If the intent is to use Recovery Act funding in whole or in part, an informational posting of the RFQ in FedBizOpps (FBO) (www.fedbizopps.gov) [ref FAR 5.704 and 8.404(e)] is required. A multi-year Order placed under the BPA must be consistent with FAR Subpart 17.1 and any applicable ordering agency funding restrictions. Ordering agencies acquiring services through a task order on the BPA can negotiate lower pricing. The service provider cannot charge for a higher level of service than specified in the agency requirements. 2.3.2. Service Level Agreement (SLA) (Performance Measurements) Service providers have agreed to and are required to meet the SLA requirements specified by the IaaS BPA, including service availability (measured as Total Uptime Hours / Total Hours within the Month) of 99.9%. 2.3.3. Evaluation Factors Consider including some combination of technical capabilities, price and past performance when crafting your evaluation factors. All orders will be fixed-price orders. In this case, the fixed-price refers to the billing rate for IaaS processing, memory and storage, etc., and not a
9
firm-fixed price for the total award value. This is in keeping with the NIST definition of cloud as a metered service where the rate of IaaS consumption may be varied at will.
2.4. Issue the RFQ FAR 8.405-3(c)(2), Multiple Award BPAs, applies when issuing the RFQ. Ordering agencies must issue their RFQs to all BPA holders offering the requested services. Please see www.gsa.gov/iaas for the IaaS BPA points of contact (POC) information. BPA vendors must obtain a FedRAMP authorization before any ordering on the BPA is permitted. No task order for cloud services may be issued against the BPA until the FedRAMP authorization is in place for that vendor. The IaaS BPA allows a GSA OCIO ATO or another agency’s ATO to be used in place of a FedRAMP authorization but this may not satisfy the OMB mandate deadline of June 5, 2014 for all government cloud systems to hold a FedRAMP authorization. Ordering agencies shall forward the RFQ requirements to all BPA holders offering the requested services for orders above the micro-purchase threshold. Any solicitation document issued against the IaaS BPA should include the BPA’s requirements simply by calling out the BPA document as included by reference. If the ordering agency has a requirement that exceeds the IaaS BPA requirements then each agency-specific requirement should be called out in the acquisition document(s) by exception. 2.4.1. eBuy Ordering agencies may also issue any solicitation document (SOO, SOW, RFI, RFP, RFQ, etc.) against the IaaS BPAs and receive responses via e-Buy under the GSA Advantage website: www.gsaadvantage.gov/bpas
2.5. Evaluate After the solicitation Close Date, evaluate all responses received using your selected evaluation approach. For example, an ordering agency could choose “best value” as its criteria for selecting the BPA awardee. Ordering agencies determine their own evaluation criteria. See FAR 8.405-2(d) for additional guidance on this topic. 2.5.1. Price Reductions Notwithstanding the BPA pricing discounts, ordering agencies are encouraged and empowered to seek further price reductions when issuing RFQs and again when issuing task orders under the IaaS BPA. Agencies might insert this language, “The Government is requesting discounts to the rates currently on the contractor’s GSA IaaS BPA schedule.”
2.6. Award Place the order as you would for any other fixed-price Multiple Award Schedule task order in accordance with FAR 8.406-1.
10
2.6.1. Documentation: In accordance with the BPA and FAR 8.405-2(f), ordering agencies shall document the following: • Note the BPA holder receiving the Task Order & all BPA holders considered • Description of what was purchased and agreed upon pricing • The evaluation methodology used in selecting the BPA holder to receive the Task Order • The rationale for any tradeoffs in making the selection • The price reasonableness determination required by FAR 8.405-2(d) • The rationale for using other than a performance-based order Other Helpful Hints: Follow these other helpful hints for preparing and awarding the Task Order: •
•
Make sure that the BPA number, the BPA holder’s name and Schedule Contract Number are included on all orders. Refer to FAR 8.406-1 for information to be included on orders. Award Notices for orders placed under this BPA which are funded in whole or in part by the American Recovery and Reinvestment Act of 2009 (Pub. L. 11-5) shall follow the procedures in FAR 5.705.
2.7. Task Order Administration The IaaS BPA require that the ordering agency’s Task Order Contracting Officer use all standard Task Order administration practices such as: • • •
Surveillance and monitoring Performance assessment Timely invoice processing
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The predefined reporting requirements for the IaaS BPA are show below: Table 2 Predefined Reporting Requirements
Report(s) Due Date Written notification of new Within five (5) Task Order (includes –Task days of award Order Name and Number;
Report Initiator BPA Holder
Recipient(s) BPA Contracting Officer BPA Service Line Mgr
Name of Funding Agency POC; Name of Award Agency POC; Period of Performance; Estimated dollar value) Complete copy of Task Order
Monthly Task Order Status Report
Task Orders utilizing Recovery Funds
Awarding Agency Contracting OfficerTask Order Summary Report
15th of the following month
BPA Holder
BPA Contracting Officer BPA Service Line Mgr Task Order Contracting Officer
NLT Day 10 after BPA Holder www.FederalReporting.gov the end of each quarter (April, June, September, December)
20th of the month following the end of each quarter (April, June, Sept, Dec)
IaaS BPA Program Office
Customer Satisfaction 29th of the month Report following the end of each quarter (April, June, Sept,Dec)
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Awarding Agency Contracting Officer
Awarding Agency Contracting Officer Awarding Agency COR
BPA Contracting Officer; BPA Service Line Mgr
