06_16PBGC23Q0004_FOIA.pdf

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

RQ-33-23-000002

16PBGC23Q0004

Brittany Helmkamp

6:00 PM ET

PD

PENSION BENEFIT GUARANTY CORP

PROCUREMENT DEPARTMENT

445 12th St. SW

WASHINGTON DC 20024-2101 541512

WSD

PENSION BENEFIT GUARANTY CORPORATION

WORKPLACE SOLUTIONS DEPARTMENT

445 12th St. SW

WASHINGTON DC 20024-2101

see continuation page for line item details.

See Schedule

OCT 31, 2022

Please

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

16PBGC23Q0004

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Acquisition of the PBGC Freedom of Information Act

(FOIA) Online System Replacement Solution.

PR NUMBER: RQ-33-23-000002

1.00 EA

PAGE 3 OF 50 16PBGC23Q0004

Table of Contents

SECTION 1 - PRICING SCHEDULE

SECTION 2 - STATEMENT OF OBJECTIVES

SECTION 3 - INSTRUCTIONS TO QUOTERS

SECTION 4 - EVALUATION FACTORS

SECTION 5 - ATTACHMENTS

52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND CERTIFICATIONS (DEC 2014)

52.204-23PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE, AND SERVICES DEVELOPED OR PROVIDED BY

KASPERSKY LAB AND OTHER COVERED ENTITIES (NOV 2021)

52.204-24REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021)

52.204-25PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (NOV 2021)

52.204-26COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES--REPRESENTATION (OCT 2020)

52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS (NOV 2015)

52.212-4CONTRACT TERMS AND CONDITIONS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

52.212-5CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2022)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

PBGC 52.201-7000 CONTRACTING OFFICER'S REPRESENTATIVE (JAN 2012)

PBGC 52.204-7000 RECORDS MANAGEMENT (SEP 2017)

PBGC 52.207-7001CONTRACTOR TELEWORK (MAY 2020)

PBGC 52.209-7001 ORGANIZATIONAL CONFLICTS OF INTEREST (AUG 2017)

PBGC 52.209-7002 HANDLING PBGC DATA (MAY 2017)

PBGC 52.232-7000 SUBMISSION OF INVOICES (FIXED-PRICE) (SEPT 2017)

PBGC 52.237-7000 KEY PERSONNEL (APR 2018)

PBGC 52.237-7002 FITNESS DETERMINATION (APR 2019)

PBGC 52.237-7004 TRAINING (MAR 2016)

PBGC 52.237-7005 INFORMATION SECURITY TRAINING (MAR 2020)

PBGC 52.237-7006 PROFESSIONAL ATTIRE (OCT 2018)

PBGC 52.237-7008 OBSERVANCE OF LEGAL HOLIDAYS (OCT 2018)

PBGC 52.239-7000 SECTION 508 ACCESSIBILITY STANDARDS (MAR 2020)

PBGC 52.239-7003 CLOUD COMPUTING REPRESENTATION (APR 2016)

PBGC 52.239-7006INFORMATION TECHNOLOGY MANAGEMENT (AUG 2018)

PBGC 52.239-7007Managed IT Services (SEP 2020)

PBGC 52.242-7000 POSTAWARD CONFERENCE (SEP 2020)

PBGC 52.247-7000 PACKAGING AND MARKING (JAN 2012)

PAGE 4 OF 50 16PBGC23Q0004

CLAUSES

SECTION 1 - PRICING SCHEDULE

PAGE 5 OF 50 16PBGC23Q0004

SECTION 1

PRICING SCHEDULE

1.0 SCOPE OF SERVICES

The Quoter shall provide personnel and services necessary to perform the effort described in SECTION 2 –

STATEMENT OF OBJECTIVES.

1.1 PERIOD OF PERFORMANCE

The period of performance is for the base period of twelve (12) months from the date of award with nine (9) twelve-month option periods.

1.2 PRICING

This is a Firm-Fixed Price (FFP) Task Order. The quoter shall provide pricing for all the Contract Line-Item Numbers (CLIN) listed in the pricing schedules herein.

In consideration of satisfactory performance of the services required under this Task Order, the quoter shall be paid a firm-fixed price (in accordance with quantity, unit of measure, unit price and amount) conditioned in the Contract Line-Item Numbers (CLIN) under the pricing schedule, in accordance with the FAR Clause 52.212-4.

1.2.1 PRICING SCHEDULE

The Quoter shall provide pricing in all the Contract Line-Item Numbers (CLIN).

BASE PERIOD

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 0001 Hosting and Licenses 12 Month CLIN: 0002 Implementation Support 12 Month CLIN: 0003 Operations & Maintenance 12 Month

BASE PERIOD TOTAL PRICE

OPTION PERIOD 1

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 1001 Hosting and Licenses 12 Month CLIN: 1002 Operations & Maintenance 12 Month

OPTION PERIOD 1 TOTAL PRICE

OPTION PERIOD 2

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 2001 Hosting and Licenses 12 Month CLIN: 2002 Operations & Maintenance 12 Month

OPTION PERIOD 2 TOTAL PRICE

OPTION PERIOD 3

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 3001 Hosting and Licenses 12 Month CLIN: 3002 Operations & Maintenance 12 Month

OPTION PERIOD 3 TOTAL PRICE

PAGE 6 OF 50 16PBGC23Q0004

OPTION PERIOD 4

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 4001 Hosting and Licenses 12 Month CLIN: 4002 Operations & Maintenance 12 Month

OPTION PERIOD 4 TOTAL PRICE

OPTION PERIOD 5

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 5001 Hosting and Licenses 12 Month CLIN: 5002 Operations & Maintenance 12 Month

OPTION PERIOD 5 TOTAL PRICE

OPTION PERIOD 6

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 6001 Hosting and Licenses 12 Month CLIN: 6002 Operations & Maintenance 12 Month

OPTION PERIOD 6 TOTAL PRICE

OPTION PERIOD 7

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 7001 Hosting and Licenses 12 Month CLIN: 7002 Operations & Maintenance 12 Month

OPTION PERIOD 7 TOTAL PRICE

OPTION PERIOD 8

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 8001 Hosting and Licenses 12 Month CLIN: 8002 Operations & Maintenance 12 Month

OPTION PERIOD 8 TOTAL PRICE

OPTION PERIOD 9

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

CLIN: 9001 Hosting and Licenses 12 Month CLIN: 9002 Operations & Maintenance 12 Month

OPTION PERIOD 9 TOTAL PRICE

GRAND (BASE AND ALL OPTION PERIODS) TOTAL PRICE ______________________________

1.2.2 PRICING SCHEDULE BREAKOUT

SECTION 3 – INSTRUCTIONS TO QUOTERS

Attachment # 4 – Pricing Schedule Breakout

SECTION 2 - STATEMENT OF OBJECTIVES

PAGE 7 OF 50 16PBGC23Q0004

SECTION 2

STATEMENT OF OBJECTIVES

2.0 PURPOSE

This Statement of Objectives (SOO) provides the Government’s overall objectives for this solicitation. The Quoter shall use the SOO, as the basis for preparing their quotation, including Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) with all applicable portions of this RFQ. Upon award of a Task Order, the successful quoter’s PWS will replace this SOO in its entirety.

2.1 BACKGROUND

2.1.1 Introduction

For nearly three decades, PBGC has used technology to process its access requests, transitioning to a new service about every ten years. In the last decade, PBGC replaced its home-grown system, and began using the Environmental Protection Agency’s (EPA) Government-to-Government (G2G) Shared Service, FOIAonline System, in September 2013. PBGC was among the first partners to join a consortium of federal government agencies, migrating to what was to become the sole public service platform and a cost-effective solution to improve efficiency in the government’s FOIA tracking and processing. It allows requesters to register as users to: 1) Track progress on each request (for all participating agencies); 2) Communicate directly with the staff handling requests at all points in the process; and 3) Receive records electronically to eliminate mailing fees and delivery delays. PBGC must comply with and operate under the Department of Justice's (DOJ) FOIA Guidelines. As part of this, PBGC has mandatory reporting requirements on the FOIA program, which includes Annual CHIEF FOIA Officer’s REPORT, FOIA Annual Report and Quarterly Reports, published to the public domain on PBGC’s Website (pbgc.gov) and submitted to Congress thru DOJ.

FOIAonline is a web-based and EPA hosted solution designed to support the United States Government in its FOIA process. FOIAonline is an image-enabled workflow application that tracks each request, tracks payment of fees, captures uploaded records & correspondence to the requester, allows for review of redacted material, and printing of all uploaded materials. In addition to these features, PBGC paid an apportioned cost for the FTEs, AWS Hosting, O&M, Contractor Support, Security Assessments, and support. On November 16, 2021, EPA announced its plans to discontinue this service as of end of FY2023. This compelled PBGC to select, configure, deploy, and migrate records, data and documents to the new solution no later than July 2023 without any loss of fidelity.

2.1.2 Implementation Roadmap

Quoters shall propose an implementation and migration schedule that aligns with the tenets of the below roadmap. Please note that proposed schedules must meet or beat the timeline constraints, with full migration and operational capabilities needed prior to July 2023 much prior to EPA solution sunset date (September 2023).

PAGE 8 OF 50 16PBGC23Q0004

2.1.3 Integrated Project Team (IPT)

The Office of General Counsel (OGC) provides legal advice and counsel for the Director and the Corporation on all legal issues confronting the Corporation, including the Freedom of Information Act. Within OGC resides the General Law and Operations Department (GLOD) and the Disclosure Division (DD/GLOD/OGC), which administers the disclosure and other requirements of the Freedom of Information Act (FOIA) and the Privacy Act. The Disclosure Division responds to requests for PBGC information in accordance with FOIA, the Privacy Act, and PBGC’s implementing regulation.

Partnering with OGC on this effort to replace FOIAonline is the Office of Information Technology (OIT), led by the Chief Information Officer (CIO), which provides Information Technology (IT) leadership that advances the PBGC mission, improves management effectiveness, and delivers superior results to the Corporation employees and U.S. citizens. Within OIT, the Business Innovation Services Department (BISD), focuses on providing IT program, project, and contract management for all PBGC’s business systems. IT program managers also serve as division managers of BISD’s four service delivery divisions. The COR for this contract is in the Shared Business Services Division (SBSD). SBSD’s IT Program and IT Project Manager works shoulder-to-shoulder in partnership with counterpart business-area Business Program and Business Project Manager in OGC to collaboratively lead the IPT. The IPT also includes participation from BISD peer departments in OIT which oversee Cybersecurity, IT Infrastructure, EA, etc. and non OIT Subject Matter Experts (e.g., Privacy).

For this effort, the OGC Disclosure Division has assigned a dedicated Product Owner who is responsible for approving and prioritizing the solution’s requirements and reviews and accepts the product team’s work. The Contractor shall work with OGC’s Product Owner and COR (as well as any further designated roles/personnel) and BISD’s IT Product/Project Manager, bringing visibility through the project cycle, getting early feedback from users, and allowing the team to meet adjusting business needs. The Product Owner and the Project/Product Manager will work with the Contractor to confirm IPT members after award.

PAGE 9 OF 50 16PBGC23Q0004

2.2 SCOPE AND OBJECTIVES

In this solicitation, the Government’s overall objective is to outline the requirements for an all-in-one work-flow tool that encompasses the entire life cycle for receiving, processing, and delivering the agency’s response to an access request. The Government determined that Quoters’ proposed solutions shall address the following required tasks: to create, upload, download, process, redact, track, and close FOIA requests; PBGC requires effective case management software to so achieve. Quoters shall provide a Performance Work Statement (PWS) that clearly demonstrates an approach that fulfills all PBGC requirements, including:

• Hosting and Licensing;

• Project Management Services;

• Configuration and Implementation Services;

• Records Migration, Quality Assurance and Product Testing (UAT);

• Training and Change Communications Services;

• Operations and Maintenance (O&M) including help desk functions.

Attachment # 1, Requirements Traceability Matrix (RTM), presents a list of High-Level Requirements (HLRs) with Mandatory/Regulatory Requirements denoted as “MANDATORY” and Functional and Security/IT Requirements. The three Mandatory minimum requirements are:

• Software-as-a-Service Cloud Hosted

• GSA FedRAMP Authorized

• Integrated with Login.Gov

The Contractor shall assume approximately 40 PBGC users processing FOIA requests (reviewing requests, providing responsive documents, and marking documents to be available in a public reading room); of these 40 users, the Contractor shall assume that approximately 15 users are part of the core FOIA analyst team (opening and closing requests, making release and partial release determinations, redacting documents and assigning exemptions to the redactions, and authoring and issuing letters to the requestors). PBGC has a single Disclosure Office, and the core FOIA analyst team is part of that single office; the remaining users are SMEs who only provide and review responsive documents at the request of the Disclosure Office.

2.2.1 Data Migration and Historical Data

The Contractor shall work with PBGC, OGC, and the Disclosure Division to determine the scope of historical records/documents to migrate from the FOIAonline system and perform data migration accordingly. The current EPA FOIAonline footprint is as follows:

Data Field PBGC Data

Total Users 40 Total Requests 21,576

Total Appeals 116 Total Consultations 9

Total Referrals 6 Total Cases 21,707

Total Records 34,215 Total Records Size 145.8 GB Total Attachments 88,569

Total Attachments Size 67.9 GB Total Disk Usage 213.7 GB

PAGE 10 OF 50 16PBGC23Q0004

PBGC has experienced a steady increase in FOIA requests. In FY2018, PBGC received 1618 FOIA requests.

In FY2019, requests increased to 2348, and then in FY2020 and FY2021 requests increased to 3494 and 3517 respectively. PBGC expects a steady increase of requests, at an average number of requests per year of 3,600, and the Contractor shall plan for scalability. For additional historical data, PBGC encourages visiting PBGC’s FOIA Website - https://www.pbgc.gov/about/pg/footer/foia/foia-annual-reports.

2.3 DELIVERABLES

Production of high-quality system documentation and written deliverables is an important requirement of the services provided under this contract. The Contractor shall ensure that professionals with skill in technical writing are used in creation of contract deliverables. These deliverables shall be of high quality, technically accurate, written for the appropriate audience, and have minimal grammatical and spelling errors. Technical writing services may be required for production of stand-alone PBGC documentation.

The Contractor shall ensure compliance with applicable federal regulations, mandates, and standards.

Deliverables are listed in the following table:

Deliverable Deliverable Timing Hosting and Licensing Documentation:

The Contractor shall provide documentation describing: 1) Licensing agreement that includes, but is not limited to, software licenses and other licensing arrangements that will allow either enterprise-wide or license-based use; 2) Details of the licensing agreement (e.g., enterprise, user, etc.) including quantities, costs, duration of support and related provisions including any changes that happen during the life of the product or contract duration (e.g., portability of licenses).

As required

Quality Control Plan: Ensure services and deliverables for the contract meet the highest level of quality and demonstrate continuing quality improvement.

60 days after award updated throughout the duration of the effort.

Project Management Plan: Shall include at a minimum risk strategy. 60 days after award and updated throughout the duration of the effort.

Resource-Loaded and Baselined Project Schedule: Shall also include major milestones and incorporate input and agreement from the

IPT.

60 days after award and updated throughout the duration of the effort.

Project Status Report/IPT Report: Regular status (including but not limited to requirements traceability, user stories planned vs. completed, test results,) and ad hoc reporting to COR, IPT, executive sponsors for all Contractor activities.

Monthly

Meeting Agendas and minutes. As required Requirements Document/Product Backlog. The initial set of User Stories. Throughout release lifecycle new User Stories are created, existing user stories are refined and prioritized.

Developed and updated through product configuration and finalized prior to production deployment.

Design Documents and Technical Review Board Design Deck:

Design Artifacts are created /updated as part of acceptance criteria of the user stories. Compiled Design Document is finalized prior to production release. TRB design presentations are created as required.

Developed and updated through

PBGC’s FOIA Product: A PBGC specific product in Production &

COOP

After User-Acceptance Testing and ATO is issued.

Test Plan, Test Scripts & Test Results. A test plan is to be developed and approved, including Acceptance Criteria that is developed and assigned to each user story.

Developed and updated through

PAGE 11 OF 50 16PBGC23Q0004

Deployment / Installation Guide including Solution Environment Plan: A document which details all configurations, components, etc. to be enabled/deployed across all platforms across all environments in order to deploy/implement. This includes environmental needs and provides a documented means of delivering and sustaining the environments needed to support milestones and production support.

Developed and updated through product configuration and finalized prior to production deployment.

Operations Guide: This document outlines all the activities that support the use and maintenance.

Developed and updated through product configuration and finalized prior to production deployment.

User Manual. Communicates to the user how to use the system the way it had been configured for PBGC.

Developed and updated through product configuration and finalized prior to production deployment.

Lessons Learned: The capture and dissemination of Lessons Learned on an ongoing basis.

Developed and updated through product configuration and finalized prior to production deployment.

Records Migration Plan (with timeline): A detailed document capturing all activities associated with records migration, including approaches for data profiling, data cleansing, data validation, and the ongoing data quality assurance process to ensure the accuracy and integrity of all records migrated.

Developed and updated through product configuration and finalized prior to production deployment.

Implementation and Training Plan: A comprehensive plan that documents the strategy to maximize end-user adoption, including stakeholder analysis, the marketing materials (e.g., intranet announcements, flyers), Training Plans and Training materials.

Developed and updated through

2.4 PERFORMANCE STANDARDS

PBGC has identified performance standards for a baseline for Contractor performance and to elevate/improve upon current performance over time. At least annually, the COR will review Performance Standards and Acceptable Quality Level achieved for determining CPARS ratings and to justify exercising an option period.

Though quoters shall provide Performance Standards that align with their solution and industry standards, the table below indicates those dictated by the Government. If any Government directed standards are non-compatible with a COTS/Modified COTS solution, or are incongruent with commercial price modeling, quoters shall so state for the appraisal of the Government.

Performance Standards:

Item Category Performance Requirement Performance Standard = Exceptional

AQL = Acceptable/Yes No = Unacceptable

1 Cost & Schedule Implementation of Project is completed within seven months from award, no later than July 2023 within cost. Implementation includes configuration of the new product and records migration from FOIA Online.

Yes/No.

2 Management Adherence to terms and conditions of contract, including key personnel changes, appropriate skilled staff, corrective action plans, timeliness of submitting invoices to PBGC, PBGC’s ITSLCM such as control

Yes/No.

PAGE 12 OF 50 16PBGC23Q0004

Item Category Performance Requirement Performance Standard = Exceptional AQL = Acceptable/Yes No = Unacceptable gates, IT standards, and artifacts, agenda/minutes, etc.

deliverables.

3 Management All performance standards included in the SOO are tracked and performance levels are reported to the COR monthly through completion of implementation.

Yes/No.

4 Quality All documents and deliverables are thorough, complete, comprehensive, free from error, and comply with all templates and other guidance.

No deviation without prior COR approval.

5 Quality Test cases for the developed requirements along with an updated Requirements Traceability Matrix are delivered.

The product after post-production deployment is defect-free.

Acceptable: 100% compliance on the building of test cases and the updated RTM document. No Show stopper, High or Medium defects for the solution.

6 Quality Upgrades will address regression testing and shall be defect-free.

Acceptable: 100% No Show stopper, High or Medium defects for the solution.

7 Quality Measure percentage of defects discovered in UAT as a percentage of all UAT defects found in the release.

Exceptional: <= 15% Acceptable: >15% and <= 35% Unacceptable: >35%

8 Availability SaaS availability of the production system.

99.9% Production up Time

9 User Support ServiceDesk Ticket Acknowledgement, Status, and Resolution

Acknowledgement:

Urgent: Within 8 hours Low and Medium: Within 24 hours

Status:

Urgent: Every 2 hours until resolution Low and Medium: Every 4 hours until resolution.

Resolution:

Urgent: Within 1 business day Low and Medium: Within 2 business days.

PAGE 13 OF 50 16PBGC23Q0004

2.5 PERSONNEL

Quoter’s must identify any additional Key Personnel proposed (see minimum personnel categories, experience, expertise, and certification below), including their unique and beneficial qualifications of education, certifications, and experience.

All Personnel: Resumes must be provided for all personnel prior to actual performance, to facilitate Government Quality Assurance for fulfillment of Labor Category qualifications. Whether included at the beginning of resumes, or otherwise provided (format at contractor discretion if not otherwise directed by the COR or CO), there must be a snapshot displaying compliant cross-comparison between labor category requirements and personnel qualifications.

The minimum Key Personnel categories (and related qualifications required) are as follows:

Key Personnel Function

Experience, Expertise and Certifications

Project Manager

• 5 years of experience with IT software development projects.

• Active Project Management Professional (PMP)®.

• 3+ years (can be included within the 5 years) of direct experience in leading and executing enterprise-wide IT solutions, especially FOIA related systems, in the private or public sector.

• 3+ years (can be included within the 5 years) hands-on experience providing project management on Federal government contracts, including Project Management Tools, work break down structures, project structure, scheduling, and performance reporting.

• Written and verbal communication skills, including experience in presenting material to senior Government officials.

• Management of manpower utilization, procurement, problem resolution, and employee relations.

• Maintenance of project schedules and deliverables completed according to Government requirements.

• B.S. or B.A. Degree or equivalent experience.

Database Specialist

• 4+ years of experience in database design, development and administration including formulating and implementing procedures for database management and database analysis of performance.

• Experience with FOIA related systems preferred but not required.

• Experience in data migration.

Technical Solutions Architect

• 5 + years of experience with designing and implementing cloud-based systems and assessing customer environments.

• 4+ years of experience in planning and designing solutions for FOIA related systems to include maximizing efficiency and developing a strategic design for the end-to-end solution (including interfaces).

• Expertise in leading customer design sessions.

2.6 PLACE OF PERFORMANCE AND DELIVERY

Work will be performed at (and deliverables furnished to) the following site:

Pension Benefit Guaranty Corporation (PBGC) 445 12th Street SW Washington, DC 20224

PAGE 14 OF 50 16PBGC23Q0004

Telework is permitted in accordance with PBGC FARS 52.207-7001, as approved in advance by the Contracting Officer’s Representative (COR).

The Government will not pay for travel between telework locations and PBGC headquarters, for parking, or for local travel as defined by OPM locality pay (see https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2020/locality-pay-area-definitions/#DC-MD-VA-WV-PA).

Any exception must be planned and approved in advance by the COR and Contracting Officer (CO).

2.7 CORE HOURS of OPERATIONS

The hours listed below are to provide an understanding of the PBGC environment, overall requirements and when PBGC staff will be working and expect contractor availability to respond to questions, schedule calls, etc.

A full complement of contractor personnel is not needed on-site or to staff each area during all of these hours.

The contractor is to staff in accordance with contract needs and its proposed staffing levels.

Core Hours of Support (Monday – Friday) After Hours Support

8:00 a.m. – 5:30 p.m.

Hours are East Coast

4-6 times per year for weekend release and

COOP

Operations support personnel should be available during Core Hours and for Tier-3 on-call needs.

Tier-3 Technical and Operations Support PBGC has standardized a tiered model to Business Application operational support using ServiceNow ticketing system:

• Tier-1 support – PBGC Corporate ServiceDesk (e.g., problems with user’s hardware, connectivity, laptop configuration, PIV Card, etc.)

• Tier-2 support – PBGC FOIA Team System Administrators (e.g., user account set-up and maintenance, password resets, etc.)

• Tier-3 support – FOIA technical and operations support provider and relates to all activities to support end-users to resolve issues for those users in completing system tasks.

Project Management and Execution staff are not required on a regular basis after 5:30 PM. The contractor shall follow FAR and PBGC policy regarding holidays and inclement weather in coordination with the COR.

2.8 ATTACHMENTS

2.8.1 Attachment #1 – Requirements Traceability Matrix.

2.8.2 Attachment #2 – IT Solutions Life Cycle Management Framework.

2.8.3 Attachment #3 – IT Solutions Life Cycle Management (ITSLCM) Handbook.

SECTION 3 - INSTRUCTIONS TO QUOTERS

PAGE 15 OF 50 16PBGC23Q0004

SECTION 3

INSTRUCTIONS TO QUOTERS

3.0 INSTRUCTIONS, CONDITIONS, AND NOTICES TO QUOTERS

3.1 GENERAL

3.1.1 QUOTATION SUBMISSION INSTRUCTIONS

The quoter shall complete Standard Form 1449 – Blocks 12, 17, 19-24, and 30. The quoter shall provide a quotation that conforms to the requirements outlined in this solicitation. The quoter’s failure to follow the requirements in the instructions, conditions, and notices to offerors herein, may result in their quotation not being evaluated for award.

3.1.2 TIME FOR SUBMISSION OF QUOTATIONS

Quotes shall be submitted to the following individuals, no later than close of business October 31, 2022.

Primary Contracting Officer, Brittany Helmkamp at Helmkamp.Brittany@pbgc.gov Secondary Contracting Officer, Amanda VanderVeen at Vanderveen.Amanda@pbgc.gov Contract Specialist, Tiffany Tanner at Tanner.Tiffany@pbgc.gov

3.1.3 LATE QUOTATIONS

Complete electronic versions must be received before the time and date specified for receipt. If the offer is received at the destination after the time and date specified for receipt, the offer will be considered late and will not be evaluated.

3.1.4 FORMAT, INSTRUCTIONS AND COMPOSITION

3.1.4.1 General Instructions:

A cover letter shall accompany the quotation to set forth any information that the Quoter wishes to bring to the attention of the Government. The cover letter shall also stipulate that the Quoter’s quotation is predicated upon all the terms and conditions of this RFQ.

Any assumptions made, or exceptions taken by the Quoter, must be clearly listed on the Cover Letter.

Quotation shall reference the RFQ number and include an acknowledgement of all the terms and conditions of the RFQ. The quotation shall identify the Quoter’s Unique Entity ID number, complete address, and contact information. The Quoter shall submit one (1) electronic copy of the quotation using the sequence and format described herein.

The following introductory information is required in the Cover Letter of the quotation (no technical information shall be included in the cover letter):

a. RFQ Number

b. Quotation Number

c. Name and address of Offeror

d. Name, telephone number & Email address of main point-of-contact

e. Date of submission

f. Name, title, and signature of authorized representative,

g. Unique Entity Identification (UEI) number,

h. CAGE Code

PAGE 16 OF 50 16PBGC23Q0004

Quotation shall be submitted in two (2) separate volumes as further described as follows:

I. Volume I – Technical Quotation II. Volume II – Price Quotation

Each Volume shall follow the format specified below. These directions assist in providing a fair and equitable evaluation of all quotations. The Government may determine those quotations not following the directions as unacceptable and may reject such quotations from further consideration. The required format follows:

8.5 by 11-inch size.

12 pitch print or larger, Times New Roman style font.

Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. For tables, charts, graphs and figures, the text shall be no smaller than 10-point Arial or Times New Roman.

1-inch margins at the top, bottom, and both sides of each page.

All documents shall be in a Microsoft Office Compatible format.

All pages single spaced.

Every page sequentially numbered; and Pages that are not counted against the Volume limits shall be clearly identified as such and contain numbering of any individual document limits (e.g., page 1 of 15 for the PWS). This does not apply to resumes or letters of commitment for which numbering is not required.

The Quoter shall submit a quotation addressing the evaluation factors. The quotation will be evaluated preliminarily to ensure compliance with the requirements set forth in this solicitation, which include timely receipt of the offer.

3.1.4.2 VOLUME I: Technical Quotation

Volume I: Technical Quotation shall be organized as described below:

Quoters shall compete and return Attachment #1, Requirements Traceability Matrix (RTM). RTM provides a list of High-Level Requirements (HLRs) with Mandatory/Regulatory Requirements denoted as “MANDATORY” and Functional and Security/IT Requirements. Responses that do not meet all the “MANDATORY” requirements listed in the RTM will be deemed unsatisfactory and will not be considered for further evaluation.

VOLUME I: TECHNICAL QUOTATION

Section Page Limit Cover Page not to exceed one page Cover Letter – No technical approaches shall be addressed in Cover Letter. not to exceed one page Table of Contents not counted in page limit Factor 1: Requirements Traceability Matrix (RTM) not counted in page limit Appendix A: Requirements Traceability Matrix (RTM) not counted in page limit Factor 2: Technical Approach not to exceed 10 pages Technical Approach Narrative 10 pages Appendix B: Offeror provided Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) not counted in page limit (PWS length shall be 15 pages or less, and the QASP shall be 3 pages or less)

Factor 3: Past Performance not to exceed 5 pages Factor 4: Staffing Approach and Key Personnel not to exceed 3 pages Narrative for Staffing Approach and Key Personnel 3 pages

PAGE 17 OF 50 16PBGC23Q0004

Appendix C: Key Personnel Resumes and Commitment Letters not counted in page limit (individually limited to three pages per resume and one page per commitment letter)

3.1.4.2 VOLUME II, Price Quotation

Section Page Limit Cover Page not counted in page limit Table of Contents not counted in page limit Price Narrative not to exceed 2 pages Attachment #4, Pricing Breakout not counted in page limit

The Quoter’s quotation shall include firm-fixed prices for the base period and each option period. The award will include one (1) 12-month base period and nine (9) 12-month option periods, as well as the possible six (6) month extension period stated below.

The award may be extended for up to six (6) months in accordance with FAR 52.217-8, Option to Extend Services. For evaluation purposes only, the total evaluated price is the sum of the total prices submitted for (a) the based period, (b) all option periods, and (c) the six-month extension authorized by FAR clause 52.217-8.

For purposes of determining the total price for the six-month extension authorized by FAR 52.217-8, the total price is calculated as one-half of the total price for the final option period of the contract. Evaluation of the six-month extension option(s) will not obligate the Government to exercise the option(s).

The Quoter shall ensure their firm-fixed pricing is submitted in accordance with Attachment #4 to ensure it aligns with the technical quotation.

The Quoter may extend Attachment #4 to include additional line descriptions if necessary.

The Price Volume must include the following items/documents: The “STANDARD FORM 1449 SOLICITATION/CONTRACT/ORDER”. The person signing the Quotation Form must have the authority to commit the Quoter to all the provisions of the offer, fully recognizing that the Government has the right, by terms of the solicitation, to make an award without further interchanges.

3.2 QUOTATION VALIDITY STATEMENT

Quoter(s) shall make a clear statement that the quotation is valid for no less than 120 calendar days from the closing date of the solicitation.

3.3 SYSTEM AWARD MANAGEMENT (SAM) REGISTRATION

Pursuant to 52.204-7 System for Award Management (Oct 2018), the Quoters are required to be registered in SAM when submitting a quotation and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, blanket purchase agreement or call order resulting from this RFQ.

SECTION 4 - EVALUATION FACTORS

PAGE 18 OF 50 16PBGC23Q0004

SECTION 4

EVALUATION CRITERIA

4.0 INTRODUCTION

This evaluation plan provides guidance for the competitive contract for an e-FOIA Solution in compliance with FAR Subpart 12 & 13.5 procedures. The Government’s adherence to the evaluation plan will help to ensure its communications of any procedures to Quoters will remain consistent and will assist the evaluation members in making a Best Value Determination.

4.1 BASIS FOR AWARD

The Government will evaluate all quotations in accordance with the factors established in the Request for Quotation (RFQ). Quotations will be evaluated, and award will be made under the Best Value Tradeoff Continuum approach to the responsible quoter whose quotation is considered the most advantageous to the Government (i.e., that which represents the best value to the Government), cost/price and other factors considered. The Government reserves the right to award no order depending on the quality of the quotations received.

Trade-offs may be made between price and non-price factors to result in the most advantageous quotation for the Government. The Government may determine to award to other than the lowest price quotation, or to other than the highest technically rated quotation. The Government will make trade-offs between price and non-price factors, which may result in a determination that a superior technical solution merits or does not merit a higher price. The award decision will be based on an assessment of a quoter’s relative capability as measured against the evaluation factors identified in this section.

4.2 EVALUATION FACTORS

This evaluation is of a multi-pronged approach which will rate all non-price factors adjectivally in accordance with PBGC Standard Definitions. The Government will evaluate each quotation using the evaluation factors provided herein and will assigned an adjectival rating to each non-price factor. Technical Evaluation and Risk Rating: The combined technical/risk rating includes consideration of risk in conjunction with the strengths, weaknesses, significant weaknesses, uncertainties, and deficiencies in determining technical ratings.

The following factors will be used to evaluate quotations:

FACTOR 1: Requirements Traceability Matrix (RTM) Product Features o Sub-Factor 1 - Mandatory/Regulatory Requirement o Sub-Factor 2 - Functional and Security/IT Requirements

FACTOR 2: Technical Approach Narrative FACTOR 3: Past Performance FACTOR 4: Staffing Approach and Key Personnel FACTOR 5: Price

The Government will evaluate Factor 1 Sub-Factor 2 - Functional and Security/IT Requirements, Factor 2:

“Technical Approach Narrative and Functional and Security/IT Requirements”, and Factor 4: “Staffing Approach and Key Personnel” using Table 1: “Combined Technical / Risk Rating Method” below:

TABLE 1. COMBINED TECHNICAL / RISK RATING METHOD

Adjective Definition and Criteria Exceptional The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. This clearly achievable approach includes numerous advantageous characteristics of substance, and essentially no disadvantages, which can be expected to result in outstanding performance. The risk of

PAGE 19 OF 50 16PBGC23Q0004

unsuccessful performance is very low as the proposal provides solutions which are unquestionably feasible and practical. These solutions are further considered very low risk in that they are exceptionally clear and precise, fully supported, and demonstrate a clear understanding of the requirements.

Risk Level: VERY LOW

Very Good The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements.

Risk Level: LOW

Satisfactory The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages.

Collectively, the advantages and disadvantages are likely to result in satisfactory performance. The risk of unsatisfactory performance is moderate, as the proposal solutions are generally feasible and practical. These solutions are further considered to reflect moderate risk in that they are somewhat clear and precise, partially supported, and demonstrate a general understanding of the requirements.

Risk Level: MODERATE

Marginal The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantageous of substance and advantages, which if they exist, are outweighed by the disadvantageous. Collectively, the advantages and disadvantages are not likely to result in satisfactory performance. The risk of unsatisfactory performance is high as the proposal contains solutions which may not be feasible and practical. These solutions are further considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and do not demonstrate a complete understanding of the requirements.

Risk Level: HIGH

Unsatisfactory The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has numerous disadvantages of substance, and advantages which, if they exist, are far outweighed by disadvantages. Collectively, the advantages and disadvantages will not result in satisfactory performance. The risk of unsatisfactory performance is very high as the proposal contains solutions which are not feasible and practical. The solutions are further considered to reflect very high risk in that they lack any clarity or precision, are unsupported, and do not demonstrate an understanding of the requirement.

Risk Level: VERY HIGH

4.2. ORDER OF FACTOR IMPORTANCE

Factors are numbered in descending order of importance:

1. Factor 1: Requirements Traceability Matrix (RTM) Product Features is the most important (Sub- Factor 1 is more important than Sub-Factor 2)

2. Of less importance than Factor 1 is Factor 2: Technical Approach

3. Of less importance than Factor 2 is Factor 3: Past Performance.

4. Of less importance than Factor 3 is Factor 4: Staffing and Key Personnel.

5. When combined, the four non-price factors are more important than Factor 5: “Price”.

PAGE 20 OF 50 16PBGC23Q0004

4.2.1 FACTOR 1: Requirements Traceability Matrix (RTM) Product Features, Attachment #1 – RTM.

For clarity to Quoters, please understand that Factor 1 has two subfactors. Subfactor 1 - mandatory/regulatory requirements which will be a pass/fail criteria, as described below. Subfactor 2, on the other hand, will be adjectivally rated, as described herein.

Attachment #1 – Requirements Traceability Matrix (RTM) is comprised of: Mandatory/Regulatory Requirement, Functional Requirement and Security/IT Requirement.

Sub-Factor 1 - Mandatory/Regulatory Requirement

The Government will rate the mandatory/regulatory requirements – product features – on a pass/fail basis

– also referred to as ‘yes/no’ provided in Attachment #1 - RTM. This mandatory requirement will be the first rating assigned, and any quoters not meeting all the criterion are ineligible for award and will not be further evaluated.

The three mandatory requirements which must reflect ‘Yes’, are as follow:

Software-as-a-Service Cloud Hosted GSA FedRamp Authorized Integrated with login.gov

Sub-Factor 2 - Functional and Security/IT Requirements

The Government will evaluate the Offeror’s overall response to the Functional and Security/IT Requirements listed in Attachment #1 RTM for completeness and product capability. Functional and Security/IT Requirements will also be evaluated for thorough completion of Attachment #1 – RTM which will demonstrate product capabilities.

4.2.2 FACTOR 2: Technical Approach Narrative and Functional and Security/It Requirements

The Government will evaluate how the quoter’s technical approach narrative and Performance Work Statement demonstrated an understanding of the government’s requirements through a combination of:

o How their approach aligns to the PBGC Roadmap listed in the SOO.

o The self-identified risks inherent to the requirement and your approaches to mitigating those risks.

o How the quoter will work in close partnership with PBGC to deliver the SaaS solution with efficient and effective migration.

• The Government will evaluate the Quoter’s Performance Work Statement for completeness and conformity with technical approach. The Government’s intent is to replace the SOO with the quoter’s PWS. The final QASP will be incorporated in the task order after the awardee and PBGC have approved the document.

4.2.3 FACTOR 3: Past Performance

The Government will use Table 2 definitions for relevancy, recency, and Table 3 performance quality to evaluate the quality of the Quoter’s three past performance references and whether the quoter consistently delivered quality products and/or services in a timely manner with a reasonable degree of customer satisfaction. The Quoter shall provide the following information for each of the three past performance references submitted:

Past Performance Information Project Title:

Customer/Agency Name:

PAGE 21 OF 50 16PBGC23Q0004

Contract Number/Task Order Number:

Dollar Value:

Contract Type:

Period of Performance:

Point of Contact Name:

CPARS or Similar Available:

Recency is a time period during which past performance reference are considered relevant and is critical to establishing the relevancy of past performance information. Recency is past performance information that is within three (3) years of the completion of performance. Reference FAR Part

42.1503 (g). The Government will accept performance for ongoing work and for completed work.

Relevance is to determine how relevant a recent effort accomplished by the Quoter is to the effort to be acquired though the source selection. The criteria to establish relevancy include, but are not limited to, the following:

a. Similarity of product/service/support,

b. Complexity,

c. Dollar value,

d. Contract type,

e. Use of key personnel

f. And extent of subcontracting/teaming.

Table 2 Relevancy Adjectival Ratings/ Description.

TABLE 2 RELEVANCY ADJECTIVAL RATINGS / DESCRIPTION

Adjectival Rating Description Very Relevant Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant Present/past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

Quality of Products or Services is the third aspect of the past performance evaluation to establish the overall quality of the Quoter’s past performance. The past performance evaluation process gathers information from customers on how well the Quoter performed those past contracts. All past performance information is collected and reviewed to determine the quality of the Quoter’s performance, general trends, and usefulness of the information and incorporate these into the performance confidence assessment. The Government may also use past performance information obtained from sources other than the provided references.

A separate quality assessment rating may not be conducted; rather, the past performance confidence assessment rating is based on the Quoter’s overall record of recency, relevancy, and quality of performance.

See Table 3. Performance Confidence…