RFP_129814_-_Job_Description_Automation_Tool.pdf

THE BOARD OF GOVERNORS OF THE FEDERAL RESERVE SYSTEM

REQUEST FOR PROPOSALS # 129814

This is a Request for Proposals (RFP) from the Board of Governors of the Federal Reserve System (the Board).

The Board requests a proposal by 12:00 P.M. EST on October 31, 2018 to provide the services described in the Statement of Work (SOW) below.

PROPOSAL REQUIREMENTS

1. Written Proposal. Proposals shall contain the following:

a) Overall strategy, technical approach, and methodology. The Offeror shall submit sufficient data with the proposal that describes the Offeror’s proposed plan for completing the project requirements and clearly explain how they meet each mandatory requirement set for in Section 4.

b) Any exceptions or clarifications to the SOW, and/or any assumptions noted by the Offeror.

c) List of any subcontractors the Offeror is proposing to work with for the task order.

2. Cost. The Offeror shall provide a firm-fixed price cost proposal.

PAYMENT OF PREVAILING WAGE: SERVICE CONTRACT ACT

The Contractor and all of its subcontractors shall pay the prevailing wages that are applicable for Washington, DC. The Contractor shall:

• Pay its workers wages that meet the minimum wages set forth in the applicable Wage Determination from the US Department of Labor which lists prevailing wages and fringe benefits for service contracts for Washington, DC. The applicable Wage Determination shall be that which is current at the time of Contract award or, when an option period is exercised, adjusted to the rate applicable at the time the option period is exercised. For information purposes, the Board has identified Wage Determination No. 15-4281, Revision No. 11 as applicable at the time of Solicitation issuance (see attached).

• Incorporate in all contracts with subcontractors a provision that the subcontractor shall pay those wages specified in the applicable Wage Determination (including any applicable adjustment for exercised options), and

• Assist the Board in determining any applicable wage decision for wages not included in Wage Determination No. 15-4281, Revision No. 11, or the applicable Wage Determination current at the time of Contract award or option period exercised.

EVALUATION OF PROPOSALS

Each response to this RFP shall be subject to the same review and assessment process by the Board’s technical and price evaluation teams.

The Board will review each proposal to ensure that it satisfies the technical requirements outlined in this SOW. If the proposal satisfies the technical requirements and details specified above, the Board will review the Contractor’s proposed pricing and award to the bidder with the lowest firm-fixed price.

Covered Company Preference

If a covered company, as defined in Section M.25, is among the Offerors whose price proposal is being evaluated under this section, price will be adjusted as described in subparagraph 1, below. The adjusted price will be used when awarding price points under the process described above.

1. Except for the acquisitions described in subparagraph 2., below, if a responsible covered company submits a responsive proposal, the Contracting Officer shall, for the purpose of price evaluation, add to each non-covered company’s proposal the following factor: three percent (3%) of the amount up to the first $500,000.

After applying this price adjustment, the Contracting Officer will evaluate the proposals and award the Task Order as provided above.

2. No price adjustment will be calculated in any of the following acquisitions, even if a covered company is a bidder: (1) the value of the contract is equal to or less than $100,000, (2) the acquisition is a set-aside under the Board’s Small and Disadvantaged Business Acquisition Policy, (3) the covered company has executed a waiver of the price preference, (4) price is not a factor in the evaluation, or (5) the contract is being awarded pursuant to the Trade Agreements Act or another international agreement.

QUESTIONS

Offerors shall submit any questions regarding this RFP to Helen.H.Nguyen@frb.gov by 12:00 P.M. EST on October 12, 2018.

SUBMITTAL INSTRUCTIONS

Proposals shall be e-mailed directly to Helen.H.Nguyen@frb.gov, the sole designated e-mail address and inbox for receipt of e-mail submissions. No other electronic means of submission, used in whole or in combination with E-mail, is permitted. No other method of submission is acceptable.

mailto:Helen

Offerors shall provide the technical and cost proposals as separate files/documents so they may be evaluated independently and separately.

E-mailed proposals shall be in either Adobe or Microsoft Office format. Offerors are advised that the Board may be unable to receive other types of electronic files (e.g., .zip files) or files in excess of 20 megabytes. To be timely, an e-mailed proposal must be received in its entirety in the designated e-mail inbox by the due date and time for proposal submission.

STATEMENT OF WORK

Title: Job Description Automation System

Contracting Point of Contact: Helen Nguyen, (202) 452-3404, Helen.H.Nguyen@frb.gov

1 Background

The Board of Governors of the Federal Reserve System (Board) is an independent government agency at the center of the Federal Reserve System, which also includes twelve regional Federal Reserve Banks located in major cities throughout the nation. Together, these components are the nation's central bank and are responsible for conducting the nation's monetary policy and maintaining the stability of the financial system. The Board and regional Banks also share responsibility for supervising and regulating bank holding companies and state chartered banks that are members of the Federal Reserve System; for providing banking services to depository institutions, foreign official institutions, and the federal government; and for ensuring that consumers receive adequate information and fair treatment within the banking system.

The Board is looking to acquire a job description automation system/tool (System) that will facilitate, streamline and archive job descriptions Board-wide. The Board does not have an automated system in place that can perform these functions and activities. Currently, the tasks are executed manually. The selected System may be either cloud-based, software as a service (SaaS) or a commercial off-the-shelf (COTS) product(s).

2 Scope of Work

The System shall support the Board’s job description library. The System shall help with streamlining job descriptions, and shall have a comprehensive database to assist with developing job descriptions by providing suggestions for titles, duties and responsibilities, qualifications, and requirements.

2.1 The System shall meet, but shall not be limited to, the following requirements:

2.1.1 Integrate with the Board’s human resources system(s) (PeopleSoft, Taleo).

2.1.2 The System shall have the ability to allow the user to easily review job descriptions from year to year and be printer friendly.

2.1.3 The System shall have the ability to suggest words/matches for job description titles, duties and responsibilities from database sources.

2.1.4 The System shall have the ability to compare job descriptions and highlight the differences.

2.1.5 The System shall allow the ability to add material from the point factor system and perform job levelling within the tool.

2.1.6 The System shall meet the Board’s recommended security guidelines for automation products/services which include: Compliance with Section 508 of the Rehabilitation Act of 1973 and Compliance with the Federal Information Security Management Act (FISMA).

2.1.7 The System shall track a user’s progress through the development and editorial phase of a job description. The System shall have an archive of all past job descriptions and changes over time showing when the changes were made and who made the changes.

2.1.8 The System shall have the ability to restrict or un-restrict viewing capabilities by segmenting job descriptions by the Board’s divisions.

2.1.9 The System shall have the ability to flow changes down within a job family. When changes are made to one level the information is flowed down to the other levels without touching each description.

2.1.10 The System shall allow the Board’s system administrator to manage users’ rights by adding, deleting, or modifying user rights, and setting/resetting users’ passwords (e.g., restricting a user’s rights to make changes to job descriptions, allowing read-only permission, etc.).

2.1.11 The System shall have the capability to search and sort job descriptions, add revise and delete job descriptions.

2.1.12 The System shall allow all employee access view of job descriptions.

Print only versions of job descriptions available to all employees. Feature may be enabled or disabled based on master configuration.

2.1.13 The System shall have the ability to provide internal and external reference library.

2.1.14 The System shall be available on line and be available at all times (i.e.

24/7/365).

2.1.15 The System shall have the ability to print job description in word document and PDF format.

2.2 The Contractor shall provide, but shall not be limited to, the following consulting services:

2.2.1 Online training of the new System shall be provided to Board Staff, in addition to providing training materials and guides.

2.2.2 The Contractor shall provide System support within two (2) hours and shall notify the Board of any planned or unexpected system failures or outages as immediately as possible and make any necessary repairs within one (1) business day.

3 Deliverables

The Contractor shall deliver the following:

3.1 New job description automation system.

3.2 Access to the software application for six (6) users.

3.3 Online training of compensation specialists who will act as a liaison and coordinate uploads of data; and training of all users via conference call.

3.4 Annual license and maintenance support throughout Contract.

4 Mandatory Requirements

In order to be qualified to submit proposals, Offerors shall meet the below mandatory requirements.

4.1 Offerors shall provide a preliminary project schedule detailing length of time to convert job descriptions, completion date of System implementation, and any other pertinent information regarding the implementation process.

4.2 The new System shall meet the requirements set forth in Section 2.1.1 through 2.1.15.

4.3 Offeror shall have an established business for at least seven (7) years.

4.4 Offeror shall provide three (3) past performance references under prior contracts for similar project services. Past performance references may be current or past customers with whom the firm has conducted business during the past five (5) years. The Board reserves the right to contact reference for verification or additional information and the right to consider other relevant past performance information. Each past performance reference shall include the following:

4.4.1 Point of contact, company name, phone number, and email address

4.4.2 Description of the contract/project, implementation process, and result.

5 Meetings

The Board reserves the right to require the Contractor’s presence at special meetings during the course of the work, as required, to address matters that cannot be satisfactorily resolved by other means. At a minimum, the Contractor’s Key Personnel and the COR shall attend such meetings, which will be held at the Board’s offices or via teleconference, subject to the Board’s approval.

6 Optional Services

The Board may exercise an option for the Contractor to provide consulting support of the automation system. The Board reserves the right to exercise the option in its sole discretion. The Board reserves the right to request additional technical information from the Contractor pertaining to the recommended services. If the Board decides to exercise the option, the Contractor shall submit a proposed firm-fixed price for the optional services. The Board may enter into negotiations with the Contractor to arrive at an approved firm-fixed price for the optional services. If the Board decides to award the option, the Board will issue a contract modification to the Contractor outlining the agreed-upon firm-fixed price, scope of work, and period of performance for the optional services. Offerors who did not propose to provide optional services as part of their proposal will not be considered for future work relating to this effort.

7 Period of Performance

The Period of Performance shall begin on the date of contract award and completed by December 31, 2018. The Board reserves the right to extend the period of performance for four

(4) one-calendar year periods, based on the Contractor’s satisfactory performance as determined by the Board, subject to continued project funding, and subject to the continued need for the Contractor to perform services under the Contract. The total duration of this Contract including the exercise of any option under this clause shall not exceed December 31, 2022 without written modification to the Contract. Negotiated extensions of the Contract without formal competition are a Board prerogative and not a contractual right.

8 Contracting Officer’s Representative (COR) Functions and Limitations

Iyatokunbo Oladitan is designated the cognizant COR who represents the Contracting Officer in administering technical details within the scope of the Contract and in inspecting and accepting the work to be performed by Contractor. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the Contracting Officer or the Board.

The COR does not have the authority to alter the Contractor's obligations or change the terms and conditions of the Contract. If, as a result of technical discussions, it is desirable to alter or change contract terms and conditions, changes will be issued in writing and signed by the Contracting Officer or his/her authorized representative.

Some of the types of actions within the scope of the COR's authority are:

8.1 To assure compliance of the Contractor's performance with the terms of the Contract.

8.2 To perform or cause to be performed those inspections necessary to determine the

Contractor's compliance with the requirements of the Contract.

8.3 To maintain both oral and written communications with the Contractor concerning those aspects of this Contract within his/her purview.

8.4 To coordinate the availability of Board-furnished property and services and to provide entry to the work area for the Contractor's personnel, as required.

9 Attachments

The following attachments shall be incorporated into the Contract the Board awards to the selected Contractor:

Attachment A - Wage Determination No. 15-4281, Revision No. 11 Attachment B - Cost Table Attachment C - General Contract Provisions

END TEXT

Title: Job Description Automation System