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Migration Planning Guidance

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7. Selection Guidance

7.1 Migration Competition Framework

On May 21, 2007, the Office of Management and Budget (OMB) issued the Competition framework for Human Resources Management Line of Business Migrations. This framework provides guidance to agencies planning to upgrade or replace their agency's human resources management systems. As such, the framework is an integral part of the HR LOB Migration Planning Guidance document. The fully executed document is available at PDF document

Agencies that wish to conduct a non-competitive migration or a migration based on private-private competition or public-public competition shall prepare a full justification. The justification shall be approved by the agency's Chief Human Capital Officer, Chief Information Officer, Chief Financial Officer, and Chief Acquisition Officer. Agencies may wish to use the Exception Business Case Template (Attachment A)PDF Format [664 KB] in preparing their justification to the Office of Management and Budget.

7.2 Acquisition Tools and Templates

The following acquisition guidelines, tools, and templates are provided to assist agencies in conducting a public-private competition to select an SSC. Agencies are encouraged to use these, but may leverage, modify, or supplement the guidelines, tools, and templates as necessary to fit their particular needs. Agencies may also develop their own tools and templates.

7.2.1 Statement of Objectives

The Statement of Objectives Template (Attachment B)PDF Format [960 KB] is provided for agency use, and may be used to formulate agency objectives as part of the SSC selection and evaluation process. This is an important component of the selection process, and will help agencies identify the best qualified HR LOB SSC to provide the agency with a range of human resources and payroll services on a governmentwide basis using a common, open, and reusable architecture.

7.2.2 RFP Instruction Guidelines

The Request for Proposal (RFP) Instruction Guidelines provide a standard template to agencies for preparation of SECTION L — Instructions, Conditions and Notices to Bidders included in the RFP template. Agencies should review the standard instruction sections, and determine if these sections apply to their particular HR LOB SSC procurement effort. Agencies have the ability to modify the guidelines in order to match their specific procurement requirements.

In addition to a narrative response to an agency RFP, Offerors will be asked to complete an RFP Price Proposal Table and an RFP Background and Experience Checklist described below.

  • RFP Instructions Guidelines (Attachment C)PDF Format [801 KB] - a standard template for agencies to help in the preparation of SECTION L - Instructions, Conditions and Notices to Bidders included in the RFP template.

  • RFP Price Proposal Table (Attachment D)PDF Format [700 KB] - a standard excel spreadsheet template in which Offerors are asked to provide pricing information. All pricing should reflect the Offeror's standard commercial practice for pricing the services and proposed deliverables stated in the SOO.

  • RFP Background, Experience, and Capabilities Checklist (Attachment E)PDF Format [681 KB] - a standard checklist intended to be completed by the Offeror and submitted with the Offeror's RFP response. The purpose of the Background, Experience, and Capabilities checklist is to provide agency evaluators with summary information pertaining to the Offeror's response. It can be used by agency evaluators during the down select and the detailed evaluation process.

7.2.3 Guidance for Agency-Level OCDs

In addition to providing written proposals, Offerors may be invited by agencies to conduct an Operational Capabilities Demonstration (OCD) of their proposed solution and services. For Offerors selected to perform an OCD, it will be an element of the functional and technical evaluation and will impact the agency's award decision. Through the OCDs, the agency will have the opportunity to investigate further each Offeror's capabilities as described in their written proposal response. At the conclusion of the OCDs, the agency will have more information necessary to comprehensively analyze the offerings and make a final recommendation/decision.

When conducting the OCD evaluations, agencies may use the Guidance for Agency-Level OCDs (Attachment F)PDF Format [1.0 MB] as appropriate. Agencies may include unique agency requirements and combine OCDs as necessary depending on the agency SOO and Offeror solutions.

7.2.4 Evaluation Templates

This section includes Evaluation Templates and Criteria (Attachment G (Corporate Capability and Past Performance EvaluationPDF Format [1.1 MB], Functional Capability and Approach EvaluationPDF Format [1.1 MB], Management Capability and Approach EvaluationPDF Format [1.1 MB], Technical Capability and Approach EvaluationPDF Format [1.2 MB], Corporate Capability and Past Performance Evaluation Criteria Risk MatrixPDF Format [979 KB], Functional Evaluation Criteria Risk MatrixPDF Format [979 KB], Management Evaluation Criteria Risk MatrixPDF Format [972 KB], Technical Evaluation Criteria Risk MatrixPDF Format [994 KB])) to assist agencies in documenting and organizing the evaluation of Offerors' proposals. The templates include evaluation matrices for technical, functional, management, and corporate capabilities, and the corresponding risk matrices.

7.2.5 Customer Agency Due Diligence Checklist

The Customer Agency Due Diligence Checklist (Attachment H)PDF Format [1.0 MB] is intended to be used by customer agencies planning to select an HR LOB Shared Service Center and represents key items that an agency should consider during the selection process. It is not an exhaustive set of questions and may be refined or expanded based on unique agency requirements. Agencies may require SSC assistance to complete. SSC responses should be documented and evaluated to ensure that the Federal Government's objectives and interests are protected.

Customer agencies may use the checklist during the Notice of Intent phase of a public-private competition or to substantiate the submission of an Exception Business Case. In either case, the agency should review the checklist and seek information that pertains to the services that the agency is seeking.

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