REQUEST FOR PROPOSAL RFP 23-81A SOFTWARE MAINTENANCE SUPPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86B00689R000300130044-6
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 20, 2016
• Document Release Date: July 26, 2007
• Sequence Number: 44
• Publication Date: August 28, 1981
• Content Type: REPORT

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Request for Proposal
RFP 23-81A
Software Maintenance Support
II - SPECIFIC INSTRUCTIONS
These instructions are offered to assist the offeror in the preparation
of a proposal in response to this request for documentation and
software maintenance support for a collection of non-related
computer applications. The following should help the offeror to
respond in a manner that will assist the Agency in determining the
offeror's relative ability to satisfy the requirements more fully
defined in the "Statement of Work" (SOW), Section III. These
instructions are not intended to restrict the offeror's proposal
effort. Questions relative to these instructions should be --
directed to the Contracting Officer pursuant to the instruction of
the "Cover Letter" to this "Request for Proposal" (RFP).
The primary consideration in determining to whom the award shall
be made is which offeror can perform the contract in the manner
most advantageous to the Government, price and other factors con-
sidered. Proposals received in response to this solicitation shall-
be evaluated by considering in decreasing order of importance the
following technical and management factors. For evaluation purposes
the cost/price factor is of less importance than the combined
technical and management factors.
The offeror's proposal will be evaluated to determine the extent to
which the offeror understands the requirements identified in the
Statement of Work and the technical approach proposed to accomplish
those requirements. Areas to be evaluated include the following:
a. Staffing plan to contain evidence of capabilities and
.experience of key individuals and their commitment to the project.
Capabilities and experience of other support individuals, including
replacement personnel will also be evaluated.
b. Corporate experience and ability to perform Software Technology
Support.
c. Evidence of understanding the work to be performed; i.e.,.task
definition and scheduling.
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d. Corporate understanding of Software technology within the
context of the Statement of Work (SOW).
e. Corporate experience in managing similar efforts, including
arrangement of supervisory responsibilities and lines of authority.
f. Methodology proposed for actually performing the SOW.
2.2.2 COST/PRICE FACTORS
In terms of relative value, the cost/price factor is of less
importance than the combined technical/management factors. Accord-
ingly, cost or price, while being an important factor is not in
and of itself the determining factor in the selection of the
successful offeror for award of the contract contemplated by this
solicitation. The weight to be accorded to this factor will be
determined after the relative merits of the proposals from a
technical and management viewpoint have been established and the
significance of differences in this regard have been evaluated.
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Proposals received in response to this "Request for Proposal"
shall be evaluated as follows:
2.3.1 DETERMINATION OF COMPETITIVE RANGE
The initial evaluation of proposals shall be for the purpose of determining
the competitive range. The competitive range shall be determined on the,
basis of price or cost, technical and other salient factors, and shall
include all proposals which have a reasonable chance of being selected
for award. The sponsor may discontinue the evaluation of any proposal
which is unacceptable because:
(a) it does not represent a reasonable initial effort to address
itself to the essential requirements of the "Request for
Proposal," or clearly demonstrates that the offeror does not
understand the requirements of the "Request for Proposal;"
(b) a substantial design deficiency is inherent in the proposal and
sufficient correction or improvement to consider
the proposal acceptable would require virtually an entirely
new technical proposal; or
(c) it contains major deficiencies or out-of-line cost which
discussion with the offeror could not reasonably be expected
to cure.
It is prticularly important that offerors recognize the initial
evaluation of their proposals and the initial determination of"
competitive range which will be made upon a review of the written
proposals only, plus some independent investigation that may be
made with regard to price proposals by audit representatives of the
sponsor, and with regard to offerors' past'experience and performance.
Offerors are therefore cautioned to make certain that their written
proposals; properly reflect their ability to satisfy the requirements
of this solicitation.
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 May 1981
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In instances "a" and "b," above, each Offeror involved shall be
promptly notified that his proposal is no longer to be considered
for contract award, stating the reason that the proposal was unac-
ceptable or determined not to be within the competitive range, as
appropriate. In the third instance, each Offeror involved shall
be promptly notified, stating the reason that the Source-Selection
Authority has selected the specified Offerors for final contract
negotiation. In the event two or more Offerors are so selected,
the unsuccessful Offeror(s) shall similarly be notified after
final selection of the one Offeror.
In any of the three instances, if any Offeror so requests (in
writing), the Offeror shall be accorded a formal debriefing after
final Contractor selection, but usually before award.
Proposals in five copies are to be submitted with a cover letter
(reference paragraph 2.5.1) and include, minimally, the following
information in two volumes:
a. Technical and Management Information, to include Experi-
ence, Past Performance, and other factors. (reference
paragraphs 2.5.2 and 2.5.3)
b. Cost Information (reference paragraph 2.5.4)
A cover letter is to be attached to each proposal, and should
include the certifications referred to in Section V, "Certifica-
tions." The letter also should include the following information
and be signed by an official authorized to contractually commit
your company:
a. `Names and phone numbers of persons authorized to negoti-
ate this proposal and of persons to be contacted for
clarification or questions relating to this proposal.
b. Statement that the proposal is firm for a period of not
less than 90 days from the proposal due date.
c. Complete business address, including county, of your
firm; the corporate name to be used on any resultant
contract and the remittance address, if different from
that above; if this name does not identify a "parent
company" or sponsoring "corporation" name, also provide
such identity, as appropriate.
d. Statement as to the acceptance of the anticipated con-
tract provisions and proposed contract schedule, or spe-
cific exceptions taken to any of the terms and
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In instances "a" and "b," above, each Offeror involved shall be
promptly notified that his proposal is no longer to be considered
for contract award, stating the reason that the proposal was unac-
ceptable or determined not to be within the competitive range, as
appropriate. In the third instance, each Offeror involved shall
be promptly notified, stating the reason that the Source-Selection
Authority has selected the specified Offerors for final contract
negotiation. In the event two or more Offerors are so selected,
the unsuccessful Offeror(s) shall similarly be notified after
final selection of the one Offeror.
In any of the three instances, if any Offeror so requests (in
writing), the Offeror shall be accorded a formal debriefing after
final Contractor selection, but usually before award.
2.5 PROPOSAL FORMAT
Proposals in five copies are to be submitted with a cover letter
(reference paragraph 2.5.1) and include, minimally, the following
information in two volumes:
a. Technical and Management Information, to include Experi-
ence, Past Performance, and other factors. (reference
paragraphs 2.5.2 and 2.5.3)
b. Cost Information (reference paragraph 2.5.4)
A cover letter is to be attached to each proposal, and should
include the certifications referred to in Section V, "Certifica-
tions'.'" The letter also should include the following information
and be signed by an official authorized to contractually commit
your company:
a. Names and phone numbers of persons authorized to negoti-
ate this proposal and of persons to be contacted for
clarification or questions relating to this proposal.
b. Statement that the proposal is firm for a period of not
less than 90 days from the proposal due date.
c. Complete business address, including county, of your
firm; the corporate name to be used on any resultant
contract and the remittance address, if different from
that above; if this name does not identify a "parent
company" or sponsoring "corporation" name, also provide
such identity, as appropriate.
d. Statement as to the acceptance of the anticipated con-
tract provisions and proposed contract schedule, or spe-
cific exceptions taken to any of the terms and
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e. Executive summary should include the summation of signif-
icant points of the proposal including, but not limited
to,, cost figures, and company qualifications.
A narrative defining your understanding of the various needs of
this procurement as outlined in the SOW. Include in the discus-
sion any exceptions that you take to the SOW together with the
rationale for the exception. Technical information shall be
included within the technical section of your proposal, to include,
the following:
0 Offeror's understanding of the work to be done in
response to the SOW. Use clear, concise terminology to
specifically address the issues, avoiding generaliza-
tions such as "...the specification shall be complied
with..."
o The Offeror's description of the typical approach to
design analysis, error analysis, fault isolation, cod-
ing, integration and testing, code reading, incorporat-
ing the sponsor's standards of programming and documen-
tation, and interfacing with an operational system
environment.
o Sample documentation as indicative of previous perform-
ance.
2.5.3 MANAGEMENT INFORMATION (Volume I, Part 2)
Your proposed management plan shall outline management functions
and overall approach to integrate these functions. In the manage-
ment plan, include a proposed plan for the initial staffing, show-
ing the times each staff member is planned to be assigned to the_
full-time staff, measured in days after contract award notifica-
tion; also, provide the estimated number of man-hours to be
expended against the contract by each staff member during the term
of the contract. Include project organization, supervisory
responsibilities, and lines of authority, including home office
visibility, as well as work control procedures, training plans,
reports control, and approach to phase-in (contract start).
Security Management Plan. A narrative confirming that the con-
tract personnel performing any classified work under this contract
are on the Agency's premises and that all classified material will
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be generated and maintained in accordance with Agency regulations.
2.5.3.1 Resumes and Other Applicable Information About Proposed
Personnel
A resume for each of the key personnel shall be provided.
It is mandatory that you also provide resumes of personnel identi-
fied for other positions. The degree of commitment to your com-
pany and to the requirements of the SOW should be stated. The
rationale for your choice of which positions are key shall be dis-
cussed.
If employment on Government contracts is indicated within the past
three years for any proposed, key personnel, the name(s) and tele-
phone number(s) of the Contracting Officer's Technical Representa-
tive(s) COTR's are to be included in the resumes.
2.5.3.2 Corporate/Offeror Experience
At a minimum, the Offeror's experience and past performance dis-
cussion should include:
A list of similar Government and industry contracts in
excess of $50,000 each, received in the past three years
or currently in negotiation in which performance of work
similar to that described in this RFP was pursued, show-
ing contract numbers, Government agency or industrial
client, type of contract, brief description of the work
for each such effort, and name and telephone of COTR.
b. For each cost-type contract, specify and explain the
amount of cost growth, if any. In the explanation, pro-
vide cost growth resulting from extensions to the period
of performance, from work added to the scope, and from
performance that cost more than predicted or estimated.
d. List, the date of the most recent reviews of your manage-
ment systems (i.e., procurement, accounting, property,
estimating). Data should identify the type of review,
including the results of the review, the cognizant Gov-
ernment Agency making the review, systems approval if
any, and the latest date of a system approval.
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The proposed cost shall consist of a presentation of cost and
pricing data covering work to be accomplished in accordance with
the SOW (Section III).
2.5.4.1 GENERAL COST REQUIREMENTS
The Offeror's cost information shall contain sufficient factual
data to support the technical and management aspect of its proposal.
As a minimum, furnish the following:
o Explanation of all costs to include supporting data for
all direct, indirect and any special costs, in the
cost/pricing proposal.
DD Form 633 must be completely and separately executed for each
of the three periods (basic contract and the two option periods)
.including the reference column which shall identify the supporting
cost or pricing data submitted and attached to the form. If the
form is locally reproduced, care should be taken that the reverse
side is also reproduced. As a minimum the submitted data will
include the following:
Complete labor breakout by skill category, quantity and
proposed hourly rates for each line item.
Indicate source and construction of proposed rates or if
Government approved rates for forward pricing were utilized.
If the latter is applicable, give dates of last negotiation,
name and address of the Government Agency approving rates
for forward pricing; and submit copies of documents.
Indicate the number of productive hours/year on which the
labor rate is based. Describe accounting and estimating
procedures for vacation, sick leave, holidays, etc. Indicate.
estimated number of days for each paid leave category and
basis therefore.
Furnish the company overtime policy, including who is paid
overtime and overtime premiums.
Attach the latest overhead projection showing the details
used in the computation of the rates; i.e., dollar amounts
for the various accounts comprising the overhead pools.
Provide information on the allocation base and show the rate
calculation for each year involved. Provide the appropriate
rates for furnishing services at the Government's facility.
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Attach a similar G&A schedule (as above) showing the basis
used in that rate computation for each year involved.
If a recent audit has been made of your overhead and G&A
by any.government agency, state by whom the audit was made,
when, the rates found and the period for which they are
effective. If proposed rates are significantly different,
state why. Give name, address and phone number of
government agency performing the audit. For subsequent
periods, provide your projected overhead and G&A rates.
In addition to the above data on labor and burden rates,
attach schedule itemizing any other direct costs which are
applicable to this procurement. Indicate the reasons for
these costs and the basis of computing the dollar amounts.
The Government contemplates award of any resultant contract on
Cost-Plus-Fixed-Fee basis as defined in DAR 3-405.6.
2.6.1 GOVERNMENT FURNISHED PROPERTY AND SERVICES TO BE PROVIDED
The contractor will be furnished certain property and services
on-site at an Agency location and shall have access to certain
on-site computer equipment in performance of the contract work. The
property, services, and representative computer equipment are as
follows:
o Office space
o Local telephone
o Desks, tables and materials required to accomplish the work
o All computer supplies
o Janitorial services, security and building maintenance, and
support services, such as reproduction
o Adequate municipal utilities such as water, electricity,
and sanitation
o Access to CRT and Hard Copy Terminals, Remote Printers and
Card Readers
o Secure storage for classified materials
o Parking on a non-reserved basis
The contractor will furnish wage information for each labor category
proposed under this solicitation, UNLESS the contractor certifies
that the individuals assigned under this contract are exempt from
coverage under the Services Contract Act of 1965, as amended, and
further certifies that any individual performing a service under
this contract is employed in a bona fide executive, administrative or
professional capacity as defined in Part 541 of Title 29, Code of
Federal Regulations.
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3.0 STATEMENT OF WORK FOR AGENCY
SOFTWARE ENGINEERING METHODOLOGY, STANDARDS
AND GUIDES DEVELOPMENT
There are within the Agency several major organizations
which have responsibilities for software development.
In the absence of Agency-wide Software Development
Standards, Guides, and Practices, each organization
has developed its own, with varying degrees of coverage.
An Agency Task Force was formed to study this matter of
Software Development. The Task Force concluded that
there are significant advantages to be gained from
adopting Agency-wide Software Engineering Standards
covering the various phases of the Software Engineering
Cycle. The benefits to derive from such standards
were listed as:
a) A more disciplined approach resulting in improved
productivity and management controls.
b) Assurance that the proper analysis and review is
performed so that appropriate Agency managers
can be made more aware of the scope and status
of new systems.
c) Provide better communication between the various
software development groups and user groups in
the Agency.
Provide a basis for easing the software maintenance
burden.
e) Provide a uniform approach for Software Acquisitiois.
The Task Force, in recognition that Standards develop-
ment and promulgation is a continuous activity,
demanding support and participation from affected
organizations, recommended that a Committee be formed.
Such a Committee has since been formed, with Agency
wide representation, with responsibility for:
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a) Formally issuing software engineering standards
b) Periodically reviewing these standards
c) Investigating the need'for other standards
Standards will eventually cover all software written
both within CIA and by outside contractors.
3.2 SCOPE
The Agency plans to develop a set of Policy, Standards,
and Guide Documents (hereafter referred to as Standards)
for the software acquisition process; the documents
will address both internal and contracted acquisitions.
The Standards will cover all phases of the Software
Engineering Cycle, i.e., Definition, Design, Implementation,
Testing, and Operational phases. The Standards are to
encompass management practices as well as the technical
practices.
This Statement of Work defines the first phase of
developing and promulgating a set of Standards. The
tasking assumes a contractor effort working in conjunc-
tion with an Agency Committee.
The contractor shall designate two senior individuals,
acknowledged in the industry to have expertise in soft-
ware development technology and software acquisition
management, to support this effort: over a 12-month time frame.
Other individuals available for consultation shall also
be identified. This first phase is to be completed over
a period of 12 months, commencing October 1, 1981.
Contractor activities shall generally include:
o Participation in semi-monthly meetings with
Committee members to discuss, plan, and review
project activities.
o Researching and reporting on selected technical
issues identified by the Committee and the
Contractor. These may include obtaining com-
parable studies by other organizations, as well
as conducting new studies.
o Synthesizing the information generated in the
project into a finished set of Standards Documents.
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3.3 SPECIFIC TASK DESCRIPTIONS
3.3.1 REVIEW OF CURRENT PRACTICES
The purpose of this task is to review extant
Standards/Practices within the Agency, DOD,
NBS, and elsewhere as appropriate, to deter-
mine applicability, and to further definitize
the approach and plan for developing Agency
Standards. The output of this task shall be
a paper which summarizes the review and
presents recommendations for factoring extant
Standards/Practices into the process of
developing Agency Standards.
3.3.2 REFINE APPROACH, AND PLAN
The Project Plan is to be revised to reflect
the refined approach and plan for completing
the first phase of Software Standards develop-
ment. Knowledge and agreements obtained from
task 3.3.1 are to be reflected in the Plan.
Standards and Guides to be developed in later
tasks, shall be included. The contractor.shal
be responsible for writing sections of this
document, and for integrating all sections
into a cohesive document.
3.3.3 DEVELOP TOP-LEVEL SOFTWARE ENGINEERING DOCUMENT
The contractor shall work in conjunction with
an Agency Committee to develop and produce a
Top-Level Software Engineering Document (Policy
Manual). This document shall relate policy to
software life cycle phases, reflecting on
requirements for Management Review, Project
Initiation, Design Reviews and Audits, Docu-
mentation Requirements, Configuration Management,
Test and Validation, and Quality Assurance.:
Identification of, and requirements for, specific
3.3.4 DEVELOP SPECIFIC STANDARDS AND GUIDES
The Top-Level Software Engineering Document
produced in task 3.3.3 is to serve as a require-
ments definition for specific Standards and
Guides Documents. The contractor shall synthesize
Agency inputs with his own concepts and expertise
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to produce sections of these documents; he
shall further integrate all documents produced
by the project into a cohesive set. The
contractor will meet regularly with the Agency
Committee to discuss and review intermediate
results and receive.guidance. Specific Standards
or Guides to be produced include:
o Software Requirement Specifications
o Software Design Specifications
o Test and Integration Plans and Procedures
o Acceptance Test Plans and Procedures
o User Manuals
o Configuration Management
o Software Project Plan
The contractor shall support the review and
reconciliation process. to gain acceptance and
approval by user.organizations.
3.3.5 DEVELOP TRAINING PLAN
The contractor shall support the Committee in
developing a training plan which will be
designed to train management and technical
personnel on the reasons for the Standards
and Guides, and their intended use. The
contractor shall document this plan.
3.4 DELIVERABLES
3.4.1 REVIEW OF CURRENT PRACTICES REPORT
SOW Task Reference 3.3.1
Date of First Submission 2 mos. after start
Number of Copies 12
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3.4.2 REFINED PROJECT PLAN
SOW Task Reference 3.3.2
Date of First Submission 2 mos.: after start
Number of Copies 12
3.4.3 POLICY MANUAL
SOW Task Reference 3.3.3
Date of First Submission 4 mos. after start
Number of Copies 6
3.4.4 STANDARDS AND GUIDES
SOW Task Reference 3.3.4
Date of First Submission 7 mos. after start
Number of Copies 6
Date of Second Submission 9 mos. after start
Date of Third Submission 11 mos. after start
3.4.5 TRAINING PLAN
SOW Task Reference
Date of First Submission
Number of Copies
3.4.6 MONTHLY STATUS REPORT
Number of Copies
6 mos. after start
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