Symphony RFQ 47QRAB21Q0006 Amendment 0001.pdf

47QRAB21Q0006

REQUEST FOR QUOTE (RFQ)

Amendment 0001

For the Establishment of a Task Order for:

FAS Symphony Software Licenses

In support of the

General Services Administration (GSA) Federal Acquisitions Services (FAS) Programs

Sole Source HUBZone, FAR 19.1306

Conducted under FAR 12 and 13.5

Issued by:

GSA/Federal Acquisition Service (FAS)

Office of Professional Services and Human Capital (PSHC) Contract Operations Division (ConOps) 77 Forsyth Street SW, Atlanta, GA 30330

Solicitation Issue Date: September 9, 2021 Solicitation Closing Date and Time: September 13, 2021, at 8:00 AM (EST)

SECTION A - INTRODUCTION

1 OBJECTIVE

The General Services Administration (GSA), Federal Acquisition Services (FAS), has immediate requirements for Symphony Software Licenses to support the Polaris and Services MAC programs.

Symphony Software licenses support GSA by allowing GSA team access to an online suite of acquisition tools to automate pre award proposal management and post award programmatic functions to increase transparency; reduce the government’s risk to fair opportunity; shift some of the responsibility for accountability to industry, provide better service and functionality to customers, and reduce GSA’s personnel resource allocation and workload.

2 BACKGROUND

In Fiscal Year 2021, GSA will begin a substantial solicitation process to on-ramp new contractors to various Governmentwide Acquisition Contracts (GWAC) and Multi-Agency Contracts (MACs). The on-ramps require a customized solution to reduce extensive man-hour requirements for evaluation of offers. A contract was previously awarded to Apex Logic for their Symphony Express contract management software tool for the GSA Professional Services & Human Capital (PSHC) portfolio’s One Acquisition Solution for Integrated Services (OASIS) program, which allowed oversight and management of the solicitation process, including evaluations. GSA is seeking to expand the use of contract management software tools to other GSA vehicles including the Office of Information Technology Category’s (ITC) GWAC Polaris and PSHC’s Services MAC. Enabling the Symphony tool’s commercial-off-the-shelf collaborative workflow features affords GSA, the ordering agency, and industry partners the ability to create, compete, evaluate, and administer task order requirements to support GSA's GWAC and MAC vehicle requirements.

Symphony Software licenses support GSA by allowing GSA’s acquisition workforce access to an online suite of acquisition tools while automating pre and post award programmatic functions to increase transparency; reduce the government’s risk to fair opportunity; shift some of the responsibility for accountability to industry; improve the customer ordering experience; and reduce GSA’s personnel resource allocation and workload.

3 SCOPE

The scope of this requirement is to provide licenses and set up and configuration support. Each license shall offer telephone and web/email support for ordering COs and master contract holders (industry partners), software updates, and training. Each license type shall offer different functionality and a different level of technical and training support in accordance with the contractor’s offerings and licenses provided as part of this order.

The contractor shall be required to work with various program offices within GSA as needed to bring individual programs online. Please see Section C.1 Statement of Requirements for detailed requirements for GSA GWAC and MAC.

SECTION B - SUPPLIES OR SERVICES AND PRICES

1. ORDER TYPE

The contractor shall perform the effort required by this Contract on a Firm Fixed Price (FFP) basis. The work shall be performed in accordance with all Sections of this contract.

2. SERVICES AND PRICES

There will be no Travel and Other Direct Costs (ODC)under this contract. The following abbreviations are used in this price schedule:

CLIN Contract Line Item FFP Firm-Fixed-Price QTY Quantity

3. CONTRACT LINE ITEMS (CLINS)

CLIN Listing by Period of Performance / Option year *Optional CLINs CLIN Description CLIN

Type Qty

Period of Performance: September 15, 2021 - August 14, 2022 0001 Symphony Audition licenses for

POLARIS setup and Active Solicitation phase

FFP 10 (months)

0002* Symphony Audition (-) licenses for Polaris Post-Clarification phase

FFP 2 (months)

0003*

Symphony Audition licenses for Services MAC setup and Active Solicitation phases

FFP 11 (months)

0004* Symphony Audition (-) licenses for Services MAC Post-Clarification phase & continuous on-ramping

FFP 0

0005*

Symphony Premium licenses for Services MAC Task Order Management

FFP 0

0006* Customer Development and Integration FFP 0

Period of Performance: September 15, 2022 - August 14, 2023 1001 Symphony Audition (-) licenses for

Polaris Post-Clarification phase FFP 7 (months)

1002 Symphony Premium licenses for Polaris Task Order Management

FFP 8 (months) (4 or fewer contract vehicles)

1003 Symphony Audition licenses for Services MAC setup and Active Solicitation phases

FFP 11 (months)

1004 Symphony Audition (-) licenses for Services MAC Post-Clarification phase & continuous on-ramping

FFP 10 (months)

1005 Symphony Premium licenses for Services MAC Task Order Management

FFP 5 (months) * 10 (contract vehicles) =

1006 Customer Development and Integration FFP 0

Period of Performance: September 15, 2023 - August 14, 2024 2001 Symphony Premium licenses for Polaris

Task Order Management FFP 12 (months) (4 or fewer contract vehicles)

2002 Symphony Audition (-) licenses for Services MAC continuous on-ramping

FFP 12 (months)

2003 Symphony Premium licenses for Services MAC Task Order Management

FFP 12 (months) * 12 (contract vehicles) =

2004 Symphony Audition (-) licenses for Services MAC Post-Clarification phase & continuous on-ramping

FFP 0

2005 Symphony Premium licenses for Services MAC Task Order Management

FFP 0

2006 Customer Development and Integration FFP 0

Period of Performance: September 15, 2024 - August 14, 2025

3001 Symphony Premium licenses for Polaris Task Order Management

FFP 12 (months) (4 or fewer contract vehicles)

3002 Symphony Audition (-) licenses for Services MAC continuous on-ramping

FFP 12 (months)

3003 Symphony Premium licenses for Services MAC Task Order Management

FFP 12 (months) * 12 (contract vehicles) =

3004 Symphony Audition (-) licenses for Services MAC Post-Clarification phase & continuous on-ramping

FFP 0

3005 Symphony Premium licenses for Services MAC Task Order Management

FFP 0

3006 Customer Development and Integration FFP 0

SECTION C - DESCRIPTION/SPECIFICATIONS

1. GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following subsections provide details of various considerations on this effort.

a. STATEMENT OF REQUIREMENTS

The requirements outlined below permit the General Services Administration (GSA) Federal Acquisition Service (FAS) to identify potential offerors possessing the capabilities necessary to meet the Agency's requirement for a software package providing source selection evaluation capabilities for complex acquisitions and task order management. The software must be able to produce court-action ready documents. The potential offeror must obtain all necessary licenses and insurance required to run or utilize the software. The software shall possess, obtain, and/or maintain at least a moderate-high Authority to Operate (ATO). The software must include but is not limited to the following requirements and capabilities:

● Web-based; Interactive communication capability;

● Report generation;

● On-line proposal submission and validation features to ensure compliance with the solicitation requirements;

● Electronic contract file management in accordance with 48 CFR § 4.803;

● Unlimited proposal file documentation upload and storage,

● Data file transfer procedures;

● Ability to capture data for analysis;

● Written procedures and training for staff on how to utilize the software;

● Monitor system performance;

● Diagnostic tools for troubleshooting problems;

● Procedures for back up;

● Documentation as it relates to software application developed; and

● Help desk support and software upgrades as available.

All data collected will be the property of the Government and housed on the GSA’s cloud platform. The Source Selection Evaluation system will be able to extract and make all data available to the Government upon request. Agile Development is preferred to meet GSA's requirements for this software providing source selection evaluation capabilities for complex acquisitions and task order management.

The Scope of Work below outlines the general requirements for software providing source selection evaluation capabilities for complex acquisitions and task order management.

b. SCOPE OF WORK

Two (2) Task Areas constitute the technical scope of this work for an existing software providing source selection evaluation capabilities and task order management for complex acquisitions.

https://www.law.cornell.edu/cfr/text/48/4.803

Each of the Task Areas contains requirements that may be included under each Task Area. Additional IT services may be associated with the Task Areas defined in this scope of work.

i. SOURCE SELECTION EVALUATION

Software providing source selection evaluation capabilities for complex acquisitions that includes offeror authentication capabilities, proposal completion, submission, review, evaluation and finally award of the contract.

Detailed requirements for the source selection evaluation process are outlined within the System Capabilities and Administration section.

1. AUTHENTICATION

Digital certificates are not required. The system shall be deployed as a cloud computing Software-as-a-Service (SaaS) solution managed by GSA in an environment that is FedRAMP Authorized at the Moderate-High Impact Level (cloud.gov). 2-factor authentication is required for secure login. System administrator or authorized user can create, modify, and delete user roles and security profiles.

2.COMPLETING THE PROPOSAL

Offeror will have the ability to complete all sections within the proposal process and add supporting documents, e.g., relevant experience, statement of work, teaming agreements, etc. Software monitors completion of all portions of the offer, allows the offeror to submit, and flags the proposal for contracting follow up if non-compliant with proposal instructions. Software will validate portions of the offer with external sources with open APIs (e.g., usaspending.gov) prior to allowing submission of the proposal. Software allows the offeror to track progress of completed portions of the offer against pre-defined evaluation criteria. The software facilitates Q&A, allowing designated acquisition project team members to track and answer all offeror questions, making the responses available to all potential offerors.

3. SUBMITTING THE PROPOSAL

Once the offeror is satisfied with the responses and supporting documents, they will be able to Submit Proposal into the system. The application then creates a format that shows all responses. This document is electronically made available to the Contracting Office with all attachments. Software automatically ceases allowing any further proposal submission at date/time specified in the solicitation.

Automation Integration of Polaris Scorecard

4. PROPOSAL REVIEW AND EVALUATION

The system shall provide the ability for the overall management of the repository. The system shall have the capability for input, output, canned reporting, dynamic reporting, and process management.

Software allows assignment of proposals to reviewer(s), enables reviewer(s) to completely track and document evaluation findings/comments, and facilitates tracking of all proposals being reviewed. Software validates applicable portions of proposals with external sources such as usaspending.gov during pre- and post-submission. Once the proposal has been assigned and reviewed by the GSA Contracting Official, the Contracting Official will contact the offeror with clarifications or additional requested information entirely through the electronic proposal review system in real time. Proposal review will culminate in the generation of summary findings assigned to the proposal package. All communications with offerors will produce court action ready documents.

5. AWARD THE CONTRACT

After the proposal review process is complete, the GSA Contracting Official will create the contract package including all the files that will make up the final contract. The Contracting Official generates an email to the offeror notifying them to go into the Proposal Review Software and sign the contract package. Once the package is signed by the offeror, the software generates an email notification for the GSA Contracting Officer (CO) to sign the documents. After the CO signs the documents, a notification is emailed to both the contractor and the CO. The contractor can go into the Proposal Review System and download the documents. After the proposal review process is complete, the GSA Contracting Official will create the contract package (including all the files that will make up the final contract from the software solution.) The Contracting Official will be able to use the software to issue award notices and unsuccessful notices at the appropriate time.

ii. TASK ORDER MANAGEMENT

The Task Order Management system will be able to make all data available through a GSA Office of Systems Management approved Application Programming Interface (API).

Task order management consists of the following activities:

● Capturing and managing team capabilities and contacts.

● Opportunity management;

● Task order registrations;

● Automated communication notifications;

● Multi-contract management;

● Unlimited subcontractors’ setup;

● Administrators multi-contract search capabilities; and

● RFIs, task order reviews, and market research capabilities.

1. VENDOR PROFILES

● Catalog of master contract holders and their capabilities/experience saved in system (including allowing order level subcontractors to pull in their IDIQ/prime experience (and associated GSA verification of that experience) if relevant to the project the order-prime is proposing on).

● Ability for vendors to update their vendor profiles as needed

● Ability for vendors to manage their own teams with varying levels of authority for administration

● Ability to differentiate what vendor profile data requires formal approval vs not

● Ability for profile information to be available via market research without GSA verification (and is annotated as not verified in market research system)

● Ability for GSA to review and approve submitted profile data (and move it from unverified status

● Ability for vendors to map their project experience to a variety of criteria / qualifications (ex. Dollar value, number of FTE, location(s), etc.)

2. OPPORTUNITY MANAGEMENT

● Display of all solicitations to master contract holders from all major release sites (eBuy, SAM, ASSIST, etc.)

● Ability for customers to release solicitation

● Ability for contract holders to build and submit offer, using full suite of features available described in paragraphs c & d, above

● Ability for vendors to submit questions (Q&A)

● Ability for customers to answer Q&A

● Ability for customers to collect and review offers, using full suite of features available to the GSA Contract Officers via the offer evaluation tool

● Ability for customers to provide evaluation notes in the system and evaluation notes to be available as a PDF that can be exported

● Ability for customers to make award and non-award notifications

● Ability for master contract Contracting and Program teams to collect metrics on competition and leading information on task order awards

● Ability to view historic record of RFQ and RFIs

● Ability for vendors to indicate that they do not intend to respond to an RFQ and submit a reason from a fixed selection menu

● Ability for customers to modify their task order within the system

● Ability for industry to sign the modification

3. REQUEST FOR INFORMATION (RFI)

● Ability to build RFI from market research dashboard selections

● Ability for customer to create questions on RFI builder o Ability to use predetermined question types: Open Text, Multiple Choice, Multi-Select, Yes/No

● Ability for industry to respond to the RFI

● Ability for industry to be notified of RFI posting based on

Domains and notification preferences

● Ability for system to notify all Domain holders of RFI, but to also indicate their level of ‘qualified’ based on market research criteria

● Ability to save RFI and RFI results as related document in Task Order file

● Ability to relate RFP to RFI in history

● RFI capabilities - generate automated RFIs based on selection of requisite order level qualifications, release RFIs, allow submission of RFI responses

● Government user access to all IDIQ-level evaluations for use in other domains AND at the task order level, so that if GSA has already verified a specific qualification (E.g., vendor has OCONUS experience, approved purchasing system, cost reimbursable experience, etc.) that verification is captured in the system and can be leveraged at the task order level without additional rework (duplicating the evaluation effort).

4. TASK ORDER REVIEW

● Ability to auto-generate an annual survey to task order contracting officers for feedback on contract performance o Survey would be fixed, standard questions indexed and saved to the contract file o Survey would be accessible and able to be queried by GSA

5.MARKET RESEARCH

● Ability for customers to view and search vendor information o Filters to include: NAICS, Domain, Socioeconomic Status, Business Size, Keywords

● Ability for customers to save market research results to return to later

● Ability for customers to export market research results to PDF, to include the list of capable vendors.

o Ability for customers to select the option to also download industry profile summaries for the matching companies

● Ability for customers to view industry profiles and submitted project experience

2. SYSTEM CAPABILITIES AND ADMINISTRATION

System Capabilities Priority

I. Development, Modernization, & Enhancement (DM&E) - Offer Submission through Award

1.) Authentication

The system shall be deployed as a cloud computing Software-as-a-Service (SaaS) solution managed by GSA in an environment that is FedRAMP Authorized at the Moderate Impact Level (cloud.gov) MUST HAVE

The system shall be fully integrated with FAS ID or other 2-factor authentication SHOULD HAVE

Enable a system administrator or authorized user to create, modify, and delete user roles and security profiles. MUST HAVE

2.) Completing the Proposal

Provide a secure vendor portal to allow for proposal activities including, but not limited to:

- Offers (including multiple offers from same firm), amendments, or other responses and attachments to solicitation-related notices)

- Questions related to solicitation-related notices and management of responses/answers to those questions including response publication

- Communications between vendor and contracting office

- Contract documents and data (solicitations, notices, award)

- Reports to enable vendors to see their proposals in process and status

- List of vendor representations and certifications MUST HAVE

RFP will be provided by GSA to the contractor and the system will be configured to accept proposals in the format prescribed by RFP so that bidders enter the required information in a uniform format. System should allow for updates as needed to conform with RFP amendments. MUST HAVE

Allow setting of solicitation posting times in advance and support response closing dates and times by user selectable time zone. MUST HAVE

Support import of files and attachments in numerous formats to include Word, Excel, PDF, comma delimited, and text files. MUST HAVE

Perform validation on vendor submissions to ensure compliance with the solicitation requirements. The system shall present errors and/or warnings to users when submissions do not pass system validation. MUST HAVE

Generate unique identifying code to assign each offeror's submission and transmit this code to the offeror and designated contracting officer. Maintain links from the offer to the solicitation, any potential award resulting from the offer, contract administration and related documents to maintain integrity of the contract file. MUST HAVE

Enable the helpdesk to assist the vendor with its Proposal Submission Package at the vendor's request. MUST HAVE

When the timestamp is calculated, store the timestamp with the submission and any revisions. MUST HAVE

When a solicitation is amended, send a notification to interested parties. MUST HAVE

Allow versioning of vendor offer/quote information and enable access to the version history data. MUST HAVE

Enable the vendor to view a summary list of responses they have submitted with the current status of the associated procurement actions. MUST HAVE

When a vendor creates a profile, enable the vendor to use their SAMMI number (currently DUNS) to load their data from the System for Award Management (SAM). SHOULD HAVE

3.) Submitting the Proposal

Enable the user to remove an offer from evaluation consideration and notify the CO/CS. MUST HAVE

A view only version of each historical record per contract shall be accessible by all current authorized users of the vendor portal. MUST HAVE

Ability for an offeror to submit offers across pools (with option to add additional pools). MUST HAVE

4-5.) Offer Review, Evaluation and Award

Enable users to evaluate quotes/offers based on the criteria contained in the solicitation and source selection/technical evaluation plan and document the evaluation. MUST HAVE

Allow for assignment of proposal elements to evaluators. MUST HAVE

Enable the retrieval of data used to evaluate offers (e.g., technical evaluation reports, price analyses, etc.). MUST HAVE

Support use of the Highest Technically Rated Evaluation approach. MUST HAVE

Enable automated workflow to support collaboration throughout the evaluation/source selection process. MUST HAVE

Provide the ability to download and export offer files. MUST HAVE

Provide ability for continued access to offers during potential protest period and ability to amend as potential corrective action. MUST HAVE

Enable users to document the timely notification to successful/unsuccessful offers.

Allow supporting documentation from the acquisition to be attached to the response. MUST HAVE

Ability to obtain reports as needed to include:

- Overall listing of offerors with scores

- Offerors claiming specific evaluation criteria

- Listing of offerors with identifying information such as DUNS and address MUST HAVE

Enable automated workflow processes that are predefined and strictly enforced (i.e., locked down) and/or fully configurable by the user on an ad-hoc basis based on the specific business process requirement. MUST HAVE

Provide workflow capabilities focused on assigning offers to team members for evaluation, entering comments relating to evaluations, and ability for team consensus/escalation. MUST HAVE

Enable users to route, review, revise, concur and/or approve actions in a secure manner. MUST HAVE

When an approval task is rejected, the system shall enable a user to re-work a previous workflow task. MUST HAVE

The CO and/or higher tier evaluation teams should have ability to concur/reject any changes to an offeror's claimed score. MUST HAVE

Provide the status of work-in-process during evaluation. MUST HAVE

System will provide a flag/alert when all indications when all evaluations have been completed for an offer. MUST HAVE

Enable a user assigned a supervisor role to view pending and completed work assigned to users designated as reporting to that supervisor. MUST HAVE

Manage records in accordance with GSA Policy OAS-P-1820.1 Records Management Policy or its successor. MUST HAVE

Build filing rules that enable the system to associate document attributes with sections of the contract file. MUST HAVE

Provide ability to export offer and evaluation files to allow for saving in separate contract file locations. MUST HAVE

API to SAM.gov to obtain offeror information with registration and proposal. Interested contractors register with their DUNS number. NICE TO HAVE

When an offer is submitted, the system shall enable the user to verify the respondent's eligibility for set-aside or socio-economic consideration through an API with SAM. NICE TO HAVE

Flag for CO/CS if the vendor's company name, SAMMI number (currently DUNs), or authorized negotiators are found in SAM's exclusion records. NICE TO HAVE

Extract vendor Representations and Certifications data maintained in SAM for viewing.

Allow users to export the data from the system. NICE TO HAVE

I. Development - Task Order Management

Task Order management consists of capturing and managing team capabilities and contacts, task order registrations, opportunity management, automated communication notifications, multi-contract management, ability to manage multiple contracts on a single platform, unlimited subcontractors’ setup, and administrators multi-contract search capabilities.

Catalog of master contract holders and their capabilities/experience Display of all solicitations to master contract holders from all major release sites (eBuy, SAM, ASSIST, etc.)

Ability for customers to release solicitation Ability for contract holders to build and submit offer, using full suite of features available described in paragraphs c & d, above Ability for customers to answer Q&A Ability for customers to collect and review offers, using full suite of features available to the GSA Contract Officers via the offer evaluation tool Ability for customers to make award and non-award notifications Ability for master contract Contracting and Program teams to collect metrics on competition and leading information on task order awards MUST HAVE

System Administration

II. Operations & Maintenance (O&M)

1.) Backup and Recovery

Upon system failure and restoration, report any transactions or processes that failed to process completely. MUST HAVE

Provide backup, recovery and disaster recovery procedures and processes in the cloud environment for the target applications and services that support the following objectives:

- Recovery Point Objective (RPO) – Ability to recover all system data entered within 8 hours prior to triggering incident occurrence.

- Recovery Time Objective (RTO) – Ability to restore all system services within 24 hours of triggering incident occurrence.

- Data Backup Location – Data backups maintained or replicated at a site geographically disparate from the production site such that the loss of one data center does not prohibit recovery of data MUST HAVE

2.) Performance/Scalability

Ensure the system is scalable to support up to 1,500 concurrent users. MUST HAVE

3.) Help Desk Support

Provide help desk support during source selections to assist users (both Government and contractors) and resolve issues related to the source selection platform. Email and phone support should be provided during active source selections 5 x 24 (five days a week – 24 hours a day), with 1 hour response time. MUST HAVE

4.) Audit Log

Store and provide an indexed, electronic archival copy of all acquisition related documents associated with source selection process – inclusive of pre-acquisition artifacts such as the Source Selection Plan and the Request for Proposal. MUST HAVE

When an auditable data element is changed, collect, and store the source of the change in an audit log, to include the value of data element prior to and after the changes, the date and time the change occurred, and the user who changed the data element. MUST HAVE

Enable an authorized user to query the audit log by type of event, event date, and user identification. MUST HAVE

5.) Section 508

The system shall comply with Section 508 accessibility standards. MUST HAVE

3. BILL OF MATERIALS

a. Licenses The contractor shall provide the required software license, including telephone and web/email support for ordering COs and master contract holders (industry partners), software updates, and training. Each license type offers different functionality and a different level of technical and training support. Upon delivery of the licenses, the contractor shall begin configuration particular to the contract program, completing UAT and final rollout, and training within 90 days.

b. Symphony Customization

The contractor shall fully set up and configure software functionality to meet the Government's needs. Specifically, the customization shall include:

● Two- week agile development periods

● IDIQ Proposal Management

● IDIQ Task Order Management

● IDIQ Administration Features

● IDIQ Programmatic Management Features

● Data upload and migration, as necessary

● Support portals

● Dashboard and reports set up

● System availability log

SECTION D - PACKAGING AND MARKING

(This section is intentionally left blank.)

SECTION E - INSPECTION AND ACCEPTANCE

1. PLACE OF INSPECTION AND ACCEPTANCE

Inspection and acceptance of all work performance, reports, and other deliverables under this Contract will be performed by the GSA Technical Point of Contact (TPOC) at the location provided below. The contractor shall deliver all items to the satisfaction of the Government.

General Services Administration GSA, FAS, PSHC, Business Operations 1800 F St. NW Washington, DC 20006 Telephone: 202-316-5723

2. SCOPE OF INSPECTION

All deliverables will be inspected for content, completeness, accuracy, and conformance to Contract requirements by the GSA TPOC. Inspection may include validation of information or software through the use of automated tools, testing, or inspections of the deliverables, as specified in the Contract. The scope and nature of this inspection will be sufficiently comprehensive to ensure the completeness, quality, and adequacy of all deliverables.

The Government requires a period of 15 workdays after receipt of final deliverable items for inspection and acceptance or rejection.

3. BASIS FOR ACCEPTANCE

The basis for acceptance shall be in compliance with the requirements set forth in the order, the contractor’s quote and relevant terms and conditions of the order.

Deliverable items rejected shall be corrected in accordance with the applicable clauses.

The final acceptance will occur when all discrepancies, errors, or other deficiencies identified in writing by the Government have been resolved, through documentation updates, program correction, or other mutually agreeable methods.

If the draft deliverable is adequate, the Government may accept the draft and provide comments for incorporation into the final version. All of the Government’s comments on deliverables shall either be incorporated in the succeeding version of the deliverable, or the contractor shall explain to the Government’s satisfaction why such comments should not be incorporated.

If the Government finds that a draft or final deliverable contains spelling errors, grammatical errors, or improper format, or otherwise does not conform to the quality assurance requirements stated within this order, the document may be rejected without further review and returned to the contractor for correction and resubmission. If the contractor requires additional Government guidance to produce an acceptable draft, the contractor shall arrange a meeting with the GSA TPOC.

Final Acceptance

For customization and set up, the final acceptance will occur when all discrepancies, errors, or other deficiencies identified in writing by the Government have been resolved through documentation updates, correction, or other mutually agreeable methods.

4. DRAFT DELIVERABLES

The Government will provide written acceptance, comments, and/or change requests, if any, within 15 workdays (unless specified otherwise in Section F - Deliverables or Performance) from Government receipt of the draft deliverable. Upon receipt of the Government comments, the contractor shall have ten workdays to incorporate the Government’s comments and/or change requests and to resubmit the deliverable in its final form.

5. WRITTEN ACCEPTANCE/REJECTION BY THE GOVERNMENT

The GSA Contracting Officer (CO), or designated TPOC will provide written notification of acceptance or rejection of all final deliverables within 15 workdays (unless specified otherwise in Section F - Deliverables or Performance). All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection.

6. NON-CONFORMING PRODUCTS OR SERVICES

Non-conforming products or services will be rejected. Deficiencies shall be corrected, by the contractor, within ten workdays of the rejection notice. If the deficiencies cannot be corrected within ten workdays, the contractor shall immediately notify the GSA TPOC of the reason for the delay and provide a proposed corrective action plan within ten workdays.

If the contractor does not provide products or services that conform to the requirements of this Contract, the Government will withhold the fixed price until the non-conforming products or services are remediated.

SECTION F - DELIVERIES OR PERFORMANCE

1. DELIVERY SCHEDULE

The delivery schedule for this contract is as follows:

POLARIS and Services MAC Base - September 15, 2021- August 14, 2022 Option 1 - September 15, 2022 - August 14, 2023 Option 2 - September 15, 2023 - August 14, 2024 Option 3 - September 15, 2024 - August 14, 2025

2. PLACE OF PERFORMANCE

Place of performance is GSA locations nationwide and virtual.

3. CONTRACT SCHEDULE AND MILESTONE DATES

The following schedule of milestones will be used by the GSA CO, CS, and TPOC to monitor timely progress under this contract.

All references to Days: Government Workdays

Deliverables are due the next Government workday if the due date falls on a federal holiday or weekend.

The contractor shall deliver the deliverables listed in the following table on the dates specified:

DEL. # MILESTONE/

DELIVERABLE

RFQ

REFERENCE

DATE OF

COMPLETION/

DELIVERY

Project Start (PS) At Contract Award

(CA)

01 Executed copy of F.4 Public Within 10 business Contract (initial Release of days of award.

award and all Contract modifications)

Documents

Requirement

02 Delivery of Symphony Licenses

C.2.1 Licenses Within 1 business day of the award.

03 IT Security Plan H.1 GSA IT Security Requirements

Within 10 days of the award.

04 Customization to include:

a. Working instance of application with full functionality.

C.2.2 Customization

Initial within 2 weeks of award, 2-week agile periods thereafter

05 User guides as a link/PDF on application home page for all users including contractors

C.3 Bill of Materials

To be determined at Kick off meeting

06 System availability log C.2.2 Customization

To be determined at Kick of meeting

07 Extraction of data C.2.2 Customization

Within 10 days of the Government’s request.

4. PUBLIC RELEASE OF CONTRACT DOCUMENTS REQUIREMENT

The contractor agrees to submit, within ten workdays from the date of the GSA CO’s execution of the initial Contract, or any modification to the Contract (exclusive of Saturdays, Sundays, and Federal holidays), a portable document format (PDF) file of the fully executed document with all proposed necessary redactions, including redactions of any trade secrets or any commercial or financial information that it believes to be privileged or confidential business information, for the purpose of public disclosure at the sole discretion of GSA. The contractor agrees to provide a detailed written statement specifying the basis for each of its proposed redactions, including the applicable exemption under the Freedom of Information Act (FOIA), 5 United States Code (U.S.C.)

§ 552, and, in the case of FOIA Exemption 4, 5 U.S.C. § 552(b)(4), shall explain why the information is considered to be a trade secret or commercial or financial information that is privileged or confidential. Information provided by the contractor in response to the contract requirement may itself be subject to disclosure under the FOIA. Submission of the proposed redactions constitutes concurrence of release under FOIA.

GSA will carefully consider the contractor’s proposed redactions and associated grounds for non-disclosure prior to making a final determination as to what information in such executed documents may be properly withheld.

5. DELIVERABLES MEDIA

The contractor shall deliver all electronic versions by electronic mail (email) and removable electronic media, as well as placing in the GSA designated repository. The following are the required electronic formats, whose versions must be compatible with the latest, commonly available version on the market.

a. Text MS Word, Google Docs, Portable Document Format (PDF)

b. Spreadsheets MS Excel, Google Sheets

c. Briefings MS PowerPoint, Google Slides

d. Schedules MS Project, Smartsheet

e. Meetings Google Hangouts, Zoom

6. PLACE(S) OF DELIVERY

Copies of all deliverables shall be delivered to the GSA TPOC at the following address:

ATTN: Nichol West General Services Administration GSA, FAS, PSHC, Business Operations 1800 F St NW Washington, DC 20006 Telephone: 202-316-5723 Email: nichol.west@gsa.gov

7. NOTICE REGARDING LATE DELIVERY/ PROBLEM NOTIFICATION

REPORT (PNR)

The contractor shall notify the GSA CO, CS and TPOC via a Problem Notification Report (PNR) (see Section G.5 - Post Award Collaboration) as soon as it becomes apparent to the Contractor that a scheduled delivery will be late. The contractor shall include in the PNR the rationale for late delivery, the expected date for the delivery, and the project impact of the late delivery. The GSA TPOC will review the new schedule and provide guidance to the contractor. Such notification in no way limits any Government contractual rights or remedies including, but not limited to, termination.

SECTION G - CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION

a. TECHNICAL POINT OF CONTACT (TPOC) The CO will appoint a TPOC to receive, for the Government; all work called for by the Contract and will represent the CO in the technical phases of the work. The TPOC will provide no supervisory or instructional assistance to contractor personnel.

The TPOC is not authorized to change any of the terms and conditions, scope, schedule, or price of the Contract. Changes in the scope of work will be made only by the CO by properly executed bi-lateral modifications to the Contract.

Contracting Officer (CO)

Jeanine Tyson

GSA, FAS, PSHC, CON

77 Forsyth St. SW Atlanta, GA 30330 Telephone: 404-215-8743 Email: jeanine.tyson@gsa.gov

Technical Point of Contact (TPOC):

Nichol West GSA, FAS, PSHC, Business Operations 1800 F St NW Washington, DC 20006 Telephone: 202-316-5723 Email: nichol.west@gsa.gov

2. INVOICE SUBMISSION

The contractor shall submit Requests for Payments in accordance with the format contained in General Services Administration Acquisition Manual (GSAM) 552.232- 25, PROMPT PAYMENT (NOV 2009), to be considered proper for payment. In addition, the following data elements shall be included on each invoice.

Contract Number: (from GSA Form 300, Block 2) Paying Number: (ACT/DAC NO.) (From GSA Form 300, Block 4) Project Title: Symphony FAS Software Licenses

The contractor shall certify with a signed and dated statement that the invoice is correct and proper for payment.

The contractor shall provide invoice backup data in accordance with the contract type, including details such as labor categories, rates, and quantities of labor hours per labor category.

The contractor shall submit invoices as follows:

The contractor shall submit billings not more frequently than once per month. Payment shall be made in accordance with FAR clause 52.212-4 (i) following receipt of properly executed invoices prepared in accordance with the requirements at 52.212-4 (h) and this RFQ not more than monthly throughout the duration of this order. Specifically, upon satisfactory performance of each month of service, the contractor may submit a monthly invoice (i.e., twelve (12) invoices total for each awarded year of the contract). The monthly amount shall be calculated by dividing the total yearly price of service by twelve to determine the fixed monthly amount billable each month. The contractor shall provide a summary of each CLIN. The summary shall include by CLIN: CLIN description, quantity of each CLIN billed, CLIN cost, and total amount billed for each CLIN. The Contractor shall not bill, nor be reimbursed, for any charges that are not specifically stated in this contract or incorporated via a written modification issued by the CO.

The invoice shall be submitted via email to the CO, COR, and TPOC electronically. The monthly invoice shall be submitted no later than the 20th calendar day of the month following the delivery of services to the Government and acceptance by GSA. Once the COR determines receipt and confirms the invoice, the CO will issue a credit card payment.

The selected method of payment for this order is via credit card payment. The contractor shall notify the government if they take exception to this form of payment. Confirmation of payment via email shall also be provided to the CO within 5 days of receipt of funds.

The following information is required for all invoices:

a. Invoice date

b. Invoice number (contractor-generated)

c. QP number (provided by GSA, Block 1 of the Standard Form (SF) 1449)

d. Physical remittance address (must match Block 18A of the SF 1449)

e. Contractor name (must match Block 17A of the SF 1449)

f. Service period (dates of service)

g. Discount terms if any

3. INVOICE REQUIREMENTS

The contractor shall submit a draft copy of an invoice backup in Excel to the GSA CO, CS, and TPOC. The draft invoice shall not be construed as a proper invoice in accordance with FAR 32.9 and GSAM 532.9.

The final invoice is desired to be submitted within six months of project completion. Upon project completion, the contractor shall provide a final invoice status update monthly.

Regardless of contract type, the contractor shall report the following:

a. Contract Award Number (NOT the Solicitation Number)

b. Contractor Invoice Number

c. Contractor Name

d. Point of Contact Information

e. Current period of performance

f. Amount of invoice that was subcontracted

4. POST-AWARD COLLABORATION

All reports, including problem notification reports, and contractor requested document approvals shall be submitted to the Contracting Office via email.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

1. SECURITY REQUIREMENTS

a. INFORMATION ASSURANCE The contractor may have access to sensitive data, information, and materials of the U.S.

Government. These printed and electronic documents are for internal use only and remain the sole property of the U.S. Government. Some of these materials are protected by the Privacy Act of 1974 (AMENDED) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense. See clauses 52.224-1 and 52.224-2.

b. GSA INFORMATION TECHNOLOGY (IT) SECURITY REQUIREMENTS

The contractor shall deliver an IT Security Plan within 30 calendar days of award that describes the processes and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this order. The IT Security Plan shall comply with applicable Federal laws including, but not limited to, 40 U.S.C.

11331, the Federal Information Security Management Act (FISMA) of 2002, and the E- Government Act of 2002. The IT Security Plan shall meet IT security requirements in accordance with Federal and GSA policies and procedures, including General Services Administration Acquisition Regulation (GSAR) clause 552.239-71. The contractor shall submit written proof of IT security authorization 6 months after award and verify that the IT Security Plan remains valid annually.

2. SAFEGUARDING SENSITIVE DATA AND INFORMATION

TECHNOLOGY RESOURCES

In accordance with FAR 39.105, this section is included in this contract. This section applies to all users of sensitive data and IT resources, including awardees, contractors, subcontractors, lessors, suppliers, and manufacturers.

The following GSA policies must be followed. These policies can be found at http://www.gsa.gov/directives.

a. CIO 2100.1(most recent) GSA Information Technology (IT) Security Policy

b. CIO P 2100.2B GSA Wireless Local Area Network (LAN) Security

c. CIO 2100.3B Mandatory Information Technology (IT) Security Training Requirement for Agency and Contractor Employees with Significant Security Responsibilities

d. CIO 2102.1 Information Technology (IT) Integration Policy

e. CIO 2104.1A GSA Information Technology (IT) General Rules of Behavior

f. CIO CHGE 1 2105.1C GSA Section 508: Managing Information Technology and Communications Technology (ICT) for Individuals with Disabilities

g. CIO 2106.1 GSA Social Media Policy

h. CIO 2107.1 Implementation of the Online Resource Reservation Software

i. CIO 2160.4A Provisioning of Information Technology (IT) Devices

j. CIO 2162.1 Digital Signatures http://www.gsa.gov/directives

k. CIO P 2165.2 GSA Telecommunications Policy

l. CIO P 2180.1 GSA Rules of Behavior for Handling Personally Identifiable Information (PII)

m. CIO 2182.2 Mandatory Use of Personal Identity Verification (PIV) Credentials

n. CIO P 1878.2A Conducting Privacy Impact Assessments (PIAs) in GSA

o. CIO 9297.1 GSA Data Release Policy

p. CIO 9297.2B GSA Information Breach Notification Policy

q. ADM P 9732.1D Suitability and Personnel Security

r. CIO 09-48 IT Security Procedural Guide: Security and Privacy IT Acquisition Requirements

s. CIO 12-2018 IT Policy Requirements Guide

This section shall be inserted in all subcontracts

3. ORGANIZATIONAL CONFLICT OF INTEREST AND NON-DISCLOSURE

REQUIREMENTS

a. ORGANIZATIONAL CONFLICT OF INTEREST (OCI)

i. If a contractor has performed, is currently performing work, or anticipates performing work that creates or represents an actual or potential OCI, the contractor shall immediately disclose this actual or potential OCI to the GSA CO in accordance with FAR Subpart 9.5.

The nature of the OCI may involve the prime contractor, subcontractors of any tier, or teaming partners.

ii. The contractor is required to complete and sign an OCI Statement. The contractor must represent either that (1) It is not aware of any facts which create any actual or potential OCI relating to the award of this contract, or (2) It has included information in its quote, providing all current information bearing on the existence of any actual or potential OCI and has included a mitigation plan in accordance with paragraph (c) below.

iii. If the contractor with an actual or potential OCI believes the conflict can be avoided, neutralized, or mitigated, the contractor shall submit a mitigation plan to the Government for review.

iv. In addition to the mitigation plan, the GSA CO may require further information from the contractor. The GSA CO will use all information submitted by the contractor, and any other relevant information known to GSA, to determine whether an award to the contractor may take place, and whether the mitigation plan adequately avoids, neutralizes, or mitigates the OCI.

v. If any such conflict of interest is found to exist, the GSA CO may determine that the conflict cannot be avoided, neutralized, mitigated, or otherwise resolved to the satisfaction of the Government and the contractor may be found ineligible for award. Alternatively, the GSA CO may determine that it is otherwise in the best interest of the U.S. to contract with the contractor and include the appropriate provisions to avoid, neutralize, mitigate, or waive such conflict in the contract awarded.

b. NON-DISCLOSURE REQUIREMENTS

If the contractor acts on behalf of, or provides advice with respect to any phase of an agency procurement, as defined in FAR 3.104-4, then the contractor shall execute and submit a Corporate Non-Disclosure Agreement (NDA) Form and ensure that all its personnel (to include subcontractors, teaming partners, and consultants) who will be personally and substantially involved in the performance of the Contract:

i. Are listed on a signed Addendum to the NDA Form prior to the commencement of any work on the Contract.

ii. Are instructed in the FAR 3.104 requirements for disclosure, protection, and marking of contractor bid or quote information, or source selection information.

iii. Are instructed in FAR Part 9 for third-party disclosures when acting in an advisory capacity.

All proposed replacement contractor personnel also must be listed on a signed Addendum to Corporate NDA and be instructed in the requirements of FAR 3.104. Any information provided by contractors in the performance of this Contract or obtained from the Government is only to be used in the performance of the Contract. The contractor shall put in place appropriate procedures for the protection of such information and shall be liable to the Government for any misuse or unauthorized disclosure of such information by its personnel, as defined above.

4. SECTION 508 COMPLIANCE REQUIREMENTS

Unless the Government invokes an exemption, all Electronic and Information Technology (EIT) products and services provided shall fully comply with Section 508 of the Rehabilitation Act of 1973, per the 1998 Amendments, 29 U.S.C. 794d, and the Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards at 36 Code of Federal Regulations (CFR) 1194. The contractor shall identify all EIT products and services provided, identify the technical standards applicable to all products and services proposed, and state the degree of compliance with the applicable standards. Additionally, the contractor must clearly indicate where the information pertaining to Section 508 compliance can be found (e.g., Vendor’s or other exact web page location). The contractor must ensure that the list is easily accessible by typical users beginning at time of award.

5. NEWS RELEASE

The contractor shall not make any news release pertaining to this procurement without prior Government approval and only in coordination with the GSA CO.

6. INTELLECTUAL PROPERTY RIGHTS

The existence of any patent, patent application or other intellectual property right that encumbers any deliverable must be disclosed in writing…