SOW for HRIS.docx

Statement of Work (SOW) IT Infrastructure (General Support System) Certification

STATEMENT OF WORK

Review and Evaluation of HRTT’s Data Management and Workflows

BACKGROUND

The Farm Credit Administration (FCA or Agency) is an independent agency in the executive branch of the U.S. Government. It is responsible for regulating and examining the banks, associations, and related entities of the Farm Credit System (FCS or System), including the Federal Agricultural Mortgage Corporation (Farmer Mac). The FCS is a nationwide network of borrow-owned financial institutions that provide credit to farmers, ranchers, and agricultural and rural utility corporations. Originally created in 1933 by an Executive Order of President Franklin D. Roosevelt, the FCA derives its powers and authorities from the Farm Credit Act of 1971, as amended (Act).

The FCA does not receive a Federal appropriation. It is funded through assessments paid by System institutions. The Agency maintains its headquarters and a field office in McLean, Virginia. There are also field offices in Bloomington, Minnesota; Dallas, Texas; Denver, Colorado; and Sacramento, California.

Mission Statement The FCA ensures a safe, sound, and dependable source of credit and related services for all creditworthy and eligible persons in agriculture and rural America.

To achieve this mission, the Agency must keep an innovative, skilled workforce that uses and manages technology and information effectively and efficiently.

The FCA’s two strategic goals are:

1. Ensure the System and Farmer Mac fulfill their public mission for agriculture and rural areas.

1. Evaluate risk and provide timely and proactive oversight to ensure the safety and soundness of the System and Farmer Mac.

OBJECTIVE

The objective of this solicitation is to obtain the services of a Contractor to perform the task described below for the FCA in support of the FCA’s mission. The task is:

Analyze and assess the needs of the HRTT in automating the processes of providing personnel services and training to the FCA. The analysis will include the “onboarding” of staff, the processes for administering positions, recruitment, personnel actions and “off-boarding” staff. Workflow analysis, including critical paths and inputs and outputs will be identified and documented.

Based on the results of the analysis and needs assessment, perform a review of the databases and workflows used by the Human Resources and Training Team and provide recommendations as to how best create/implement a human resources information system and workflow that would allow for full range of personnel activities to be tracked, reports to be run, and close integration with the National Finance Center’s HR/Payroll system and in-house applications and databases currently employed by FCA.

SCOPE

The scope of work, detailed below, must be completed by December 31, 2012. The Contractor shall, to the extent possible with the resources provided during the term of this Agreement, work on the activities described below:

1. Review workflow documentation and interview Agency Personnel staff to identify the processes and workflows used in performing HR activities.2. Review and map the structures of the databases made available by the National Finance Center, the HR Navigator system, and FCA’s internal systems (including, but not limited to, those addressing Individual Development Plans (IDP’s), training, recruitment, and position descriptions) and associated workflows.

2 Provide recommendations on how to ensure data integrity and integration among HRTT’s databases is maximized while balancing ease of use (e.g., automation email notification of action items needing attention); both in terms of data entry and reporting (canned reports and ad hoc reports).

1. Provide recommendations on how to improve workflows and integration among different Human Resources systems/databases that would provide users with a seamless Human Resources Information System experience.

DELIVERABLES

By December 31, 2012, Contractor shall complete the work described above, and deliver to FCA a detailed report that will include an executive summary of assessment results and a list of recommendations regarding how to achieve a seamless Human Resources Information System. The detailed report will be provided on paper and in a .PDF file. Contractor shall also provide up to three “MS PowerPoint” or equivalent type presentations at FCA headquarters to Human Resources and Information Technology staff and Agency senior management. Each presentation will accommodate an audience of 10-20; Contractor to provide copies of slide notes pages and handouts sufficient for these audience sizes

Résumés

The Contractor shall provide the résumés outlining the technical capabilities of personnel to be assigned to the work under this engagement. FCA has the option to disapprove any proposed personnel. No substitutions will be permitted after the contract is issued without the written consent of the FCA. Training certificates shall be provided as requested by FCA.

Contractor Obligations

Contractor shall, to the extent possible, with the resources provided during the term of this Agreement, work on the activities described above. This task is undertaken by the FCA to establish a level of assurance that FCA’s IT infrastructure is certified, and to maintain that level of integrity while continuing to meet the FCA’s goals and objectives.

Client Obligations

FCA will provide timely access to Agency personnel, systems and information required for Contractor to perform its obligations hereunder. The FCA will also provide or perform the following to allow Contractor to perform its obligations hereunder: The FCA will provide a trusted individual who will serve as the FCA’s point of contact for this project (Project Manager) in McLean. The Project Manager will be prepared to provide liaison with FCA personnel and management.

Project Managers

The FCA and Contractor will each designate one of its employees to be its Project Manager for these activities, who will act for that party on all matters under the Agreement. Each party will notify the other in writing of any replacement of a Project Manager. The Project Managers for this activity will meet in person on an as needed basis, but not less frequently than biweekly, to review the status of assessments: the meetings should normally be held at the FCA’s McLean, Virginia, location, but may be at other locations by mutual agreement.

TIMETABLE

All work and reports will be delivered by December 31, 2012, according to an agreed upon schedule.

PROGRESS REPORTS

Throughout the entire period of performance under this contract, the Contractor shall provide regular progress reports to the Project Manger At the Project Manager’s option, these reports may be submitted orally or in writing, except as noted below. Each report shall include the following information to the extent to which it is applicable for the reporting period:

· Description of progress made during the reporting period on all open task assignments, including significant accomplishments; problem areas, if any; and recommendations, if any.

· Update on resolution of any problems described in previous reports.

· Notice of any anticipated deviations from previously established technical plans, cost estimates, delivery dates, and/or performance schedules.

As well as the regular progress reports, the Contractor shall promptly report to the Project Manager any noteworthy accomplishments, significant problems, and/or other matters requiring immediate attention. It is particularly important the Contractor immediately report to the Project Manager any issues that might adversely affect the performance schedule or delivery date for any task assignment. The Project Manager may ask the Contractor for informal progress updates at any time.

CONTRACT TYPE

This is an hourly rate contract not to exceed 240 hours. The contract must be completed by December 31, 2012. Price is not the sole determinant for award.

PAYMENT

The Contractor shall invoice FCA for payment upon completion of the tasks. Payment will be authorized upon receipt of an invoice and upon the Contracting Officer’s Technical Representative’s (COTR) determination the deliverables covered by the invoice have been received and have met the requirements of this statement of work.

Payment will be made to the contractor upon the submission and approval of a detailed listing of hourly expenses on a monthly basis, or other mutually agreeable method of payment for services rendered.

Contractor will send invoices to www.IPP.gov. The Invoice Processing Platform (IPP) is a secure, Web-based system that more efficiently manages government invoicing from purchase order (PO) through payment notification. The U.S. Department of the Treasury’s Financial Management Service offers IPP services to federal agencies. Additional information will be provided to the contractor upon award.

Mandatory Information for Electronic Funds Transfer Payment

METHOD OF PAYMENT

A. Payments by the FCA under this contract shall be made by electronic funds transfer (EFT). The FCA may, at its option, also forward the associated payment information by electronic transfer. As used in this section, the term “EFT” refers to the funds transfer and may also include the information transfer.

B. In the event the FCA is unable to release one or more payments by EFT, the Contractor agrees to either –

i. Accept payment by check or some other mutually agreeable method of payment, or

ii. Request the FCA to extend payment due dates until such time as the FCA makes payment by EFT.

MANDATORY SUBMISSION OF CONTRACTOR’S EFT INFORMATION

1. The Contractor is required, as a condition to any payment under this contract, to provide the FCA with the information required to make payment by EFT as described in paragraph 3 of this section, unless the FCA Chief Financial Officer (CFO) determines that submission of the information is not required.

2. Prior to submission of the first request for payment (whether for invoice or contract financing payment) under this contract, the Contractor shall provide the information required to make contract payment by EFT, as described in paragraph 3. Of this section, directly to the CFO at the address identified in this contract. In the event that the EFT information changes, the Contractor shall be responsible for providing the changed information to the CFO.

3. The FCA may make payment by EFT through either an Automated Clearing House (CH) subject to the banking laws of the United States or the Federal Reserve Wire Transfer System, at the FCA’s option. The Contractor shall provide the following information for both methods in a form acceptable to the CFO.

a. The contract number to which this notice applies.

b. The Contractor’s name and remittance address, as stated in the contract, and account number at the Contractor’s financial agent.

c. The signature (manual or electronic, as appropriate), title, and telephone number of the Contractor official authorized to provide this information.

d. For ACH payments only:

i. Name, address, and 9-digit Routing Transit Number of the Contractor’s financial agent.

ii. Contractor’s account number and the type of account (checking, savings, or lockbox).

e. For Federal Reserve Wire Transfer System payments only:

i. Name, address, telegraphic abbreviation, and the 9-digit Routing Transit Number for the Contractor’s financial agent.

ii. If the Contractor’s financial agent is not directly on-line to the Federal Reserve Wire Transfer System and, therefore, not the receiver of the wire transfer payment, the Contractor shall also provide the name, address, telegraphic abbreviation, and 9-digit Routing Transit Number of the correspondent financial institution receiving the wire transfer payment.

4. Suspension of payment

a. Notwithstanding the provisions of any other clause of this contract, the FCA is not required to make any payment under this contract until receipt, by the CFO, of the correct EFT payment information from the Contractor or a certificate of EFT information change submitted in accordance with paragraph 4.b (below). Until receipt of the correct EFT information, any invoice or contract financial request shall be deemed not to be a valid invoice or contract financing request as defined in the Prompt Payment clause of this contract.

b. If the EFT information changes after submission of correct EFT information, the FCA shall begin using the changed EFT information no later than the 30th day after its receipt to the extent payment is made by EFT. However, the Contractor may request that no further payments be made until the changed EFT information is implemented by the CFO. If such suspension would result in a late payment under the Prompt Payment clause of this contract, the Contractor’s request for suspension shall extend the due date for payment by the number of days of the suspension.

5. The Contractor shall designate a single financial agent capable of receiving and processing the electronic funds transfer using the EFT methods described in paragraph 3 of this section. The Contractor shall pay all fees and charges for receipt and processing of transfers.

6. Liability for uncompleted or erroneous transfers:

a. If an uncompleted or erroneous transfer occurs because the FCA failed to use the Contractor-provided EFT information in the correct manner, the FCA remains responsible for:

i. Making a correct payment;

ii. Paying any prompt payment penalty due; and

iii. Recovering any erroneously directed funds.

b. If an uncompleted or erroneous transfer occurs because Contractor-provided EFT information was incorrect at the time of FCA release of the EFT payment transaction instruction to the Federal Reserve System, and

i. If the funds are no longer under the control of the CFO, the FCA is deemed to have made payment and the Contractor is responsible for recovery of any erroneously directed funds; or

ii. If the funds remain under the control of the CFO, the FCA retains the right to either make payment by mail or suspend the payment in accordance with paragraph 4 of this section.

7. EFT and prompt payment

a. A payment shall be deemed to have been made in a timely manner in accordance with the Prompt Payment clause of this contract if, in the EFT payment transaction instruction given to the Federal Reserve System, the date specified for settlement of the payment is on or before the prompt payment due date, provided the specified payment date is a valid date under the rules of the Federal Reserve System.

b. When payment cannot be made by EFT because of incorrect EFT information provided by the Contractor, no interest penalty is due after the date of the uncompleted or erroneous payment transaction; provided that notice of the defective EFT information is issued to the Contractor within 7 days after the FCA is notified of the defective EFT information.

8. If the Contractor assigns the proceeds of this contract as provided for in the Assignment of Claims clause of this contract, the assignee shall provide the assignee EFT information required by paragraph 3 of this section. In all respects, the requirements of this section shall apply to the assignee as if it were the Contractor. EFT information which shows the ultimate recipient of the transfer to be other than the Contractor, in the absence of a proper assignment of claims acceptable to the FCA, is incorrect EFT information with the meaning of paragraph 4 of this section.

9. If the Contractor does not wish to receive payment by EFT methods for one or more payments, the Contractor may submit a request to the CFO to refrain from requiring EFT information or using the EFT payment method. The decision to grant the request is solely that of the FCA.

10. The Contractor agrees that the Contractor’s financial agent may notify the FCA of a change to the routing transit number, Contractor account number, or account type. The FCA shall use the changed data in accordance with paragraph 4.b of this section. The Contractor agrees that the information provided by the agent is deemed to be correct information as if it were provided by the Contractor. The Contractor agrees that the agent’s notice of changed EFT data is deemed to be a request by the Contractor in accordance with paragraph 4.b that no further payments be made until the changed EFT information is implemented by the CFO.

NOTICE OF FCA DELAYS

In the event the Contractor encounters difficulty in meeting performance requirements, or when the Contractor anticipates difficulty in complying with the performance schedule, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatening to delay the timely performance of this contract, the Contractor shall immediately notify the Contracting Officer and the COTR in writing, giving pertinent details; provided, however, that the data shall be informational only in character and that these provisions shall not be construed as a waiver by the FCA of any delivery schedule or date, or of any rights or remedies provided by law or under this contract.

COMPLIANCE WITH SECTION 508

The Contractor must propose goods and/or services that meet the United States Access Board’s standards for Section 508 of the Rehabilitation Act of 1973 (29 U.S.C 794d) as amended by the Workforce Investment Act of 1998 (P.L. 105-20). Alternatively, the Contractor may propose goods or services that provide equivalent facilitation.

CLAUSE INCORPORATED BY REFERENCE

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far/

BACKGROUND CHECKS

Contractor and Contractor’s employees must undergo a background check as deemed appropriate by the FCA.

NO EMPLOYER-EMPLOYEE RELATIONSHIP

This contract does not create an employer-employee relationship between FCA and the Contractor or the Contractor’s employees. The contractor will be responsible for any and all obligations arising from its status as an independent contractor, including but not limited to, tax reporting and payment obligations. Neither the Contractor nor any of its employees will be considered a Federal employee for any purpose, regarded as performing a personal service, or eligible for civil service employee benefits.

CONFIDENTIALITY

All written and oral information communicated to either party by the other over the activities contemplated by this Agreement whether before or after the Contract Agreement Effective Date, shall be held in strict confidence and used only for purposes of this Agreement. The attached FCA Confidentiality Agreement is incorporated into this order. In addition, the Contractor shall follow requirements of HSPD-12. No such information, including the provisions of this Agreement, shall be disclosed by the recipient without the prior written consent of the other party, except as required by law. If either party is required to disclose any confidential information of the other party, the party so required shall notify the other party immediately and shall to the extent permitted by law cooperate in seeking a reasonable protective order. At the conclusion of the engagement, the Contractor shall shred, or securely dispose, or redact all materials that could be used by any person to support any action to compromise or penetrate FCA’s network, applications, or electronic devices. All other materials retained by the Contractor must be secured, and may not be released in any manner without the prior consent of FCA in writing.

SUPPLEMENTAL TERMS

Before beginning work, the Contractor will be required to agree, in writing, to rules of behavior that apply to the specific test policy.

Attachment: Confidentiality Agreement SOW – Review and Evaluation of HRTT’s Data Management and Workflows Page 1