Funds_of_Funds_SOO_as_of__amendment_p0002_071918.pdf

Solicitation: 73351018R0014 071018 amendment p0002

AMENDMENT 0002

Solicitation: 73351017R0014

Request for Proposal (RFP) and

Statement of Objectives (SOO):

Office of Investments and Innovation (OII)

Small Business Investment Company (SBIC)

Technology Improvement Project

For

U.S. Small Business Administration

July 19, 2018

CONTENTS

Part I – Supplies or Services

1.0 Introduction

1.1 Background

1.2 Anticipated Award Type

Part II. Price Schedule

2.0. Contract Line Item Number (CLIN) Format

2.1. Payment Schedule

Part III. Statement of Objectives

3.0 Executive Summary

3.1 Background on the SBIC Program

3.2 Vision

3.3 Objectives

3.3.1 Fund of Funds Platform

3.3.2 SBIC Web Maintenance, Data Migration and Data Integration

3.3.3 Training

3.3.4 Support and Maintenance

3.4 General Requirements

3.4.1. Place of Performance

3.4.2. Security Clearance and Onsite Presence

3.4.3. Key Personnel

3.4.4. Key Personnel Evaluation

3.4.5. Integrated Project Team (IPT)

3.5 Contract Deliverables

3.6 Performance Work Statement

Minimum Requirements

3.6.1 Implementation

3.6.2 Staffing and Company Qualifications

3.6.3 Technology

3.6.4 Deployment Strategy

3.6.5 Testing

3.6.6 Security

3.6.7 Security Performance Monitoring

3.7 Invoicing & Funding

3.7.1 Signature of Authorized Contractor Representative

3.8 Inspection and Delivery

3.8.1 Overview

3.8.2 Delivery and Timing

3.8.3 Late Delivery

3.8.4 Collaboration Environment

3.8.5 Transition Activities

3.9 Project Roles

3.9.1 Contracting Officer (CO)

3.9.2 Contracting Officer’s Representative (COR)

3.9.3 Product Owner (PO)

3.9.4 Platform Users

3.10 Special Requirements

3.10.1 Controlled Facilities and Information Systems Security

3.10.2 Intellectual Property Rights

3.10.3 Non-Disclosure Policies

3.10.4 Title to Materials Shall Vest in the Government

3.10.5 Limited Use of Data .................................................... Error! Bookmark not defined.

3.10.6 Potential Organizational Conflicts of Interest

3.10.7 Contractor Use of Commercial Computer Software, Including Open Source Software

3.10.8 Federal Holidays

3.10.9 Security Access to SBA Facility

3.10.10 Post Award Meeting with SBA

3.10.11 Periodic Evaluation

3.10.12 Inspection and Acceptance

3.11 Section 508 Compliance Statements

3.12 Excluded Functions and Responsibilities

3.13 36 CFR § 1194.31, U.S. Architectural and Transportation Barriers Compliance Board (Access Board) Standards as Related to Contract Deliverables

3.14 No Inherently Governmental Functions

3.15 Contractor Employees – Wages

Part IV – FAR Clauses

4.1. 52.212-1 – Instructions to Offerors - Commercial Items (Jan 2017)

4.2. 52.203-5 – Covenant Against Contingent Fees (May 2014)

4.3. 52.203-7 – Anti-Kickback Procedures (May 2014)

4.4. 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions. (SEP 2007)

4.5. 52.203-12 Limitation on Payments to Influence Certain Federal Transactions. (Oct 2010)

4.7 52.212-2 Evaluation - Commercial Items. (Oct 2014)

4.8. 52.212-4 Contract Terms and Conditions - Commercial Items. (Jan 2017)

4.9. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. (Jan 2017)

4.10. 52.216-24 Limitation of Government Liability. (APR 1984)

4.12. 52.217-5 Evaluation of Options. (JUL 1990)

4.13. 52.217-8 Option to Extend Services. (NOV 1999)

4.14. 52.217-9 Option to Extend the Term of the Contract. (MAR 2000)

4.15. 52.227-16 Additional Data Requirements (June 1987)

4.16. 52.227-17 Rights in Data--Special Works. (DEC 2007)

4.18. 52.229-3 Federal, State, and Local Taxes. (Feb 2013)

4.19. 52.232-1 Payments. (APR 1984)

4.20. 52.232-39 Unenforceability of Unauthorized Obligations. (Jun 2013)

4.21. 52.239-1 Privacy or Security Safeguards. (Aug 1996)

4.22. 52.244-6 Subcontracts for Commercial Items (Dec 2013)

4.23. 52.252-2 Clauses Incorporated by Reference. (Feb 1998)

4.24. Other Applicable Conditions

4.25. Key Personnel - See additional details in Paragraph 3.4.3 & 3.4.4

Authorized Individuals

Company's Place of Performance

4.26. 52.204-6 Data Universal Numbering System Number (Jul 2013) Company’s Dun & Bradstreet (DUN'S) Number

4.27. Potential Organizational Conflicts of Interest

5.0 52.212-1-Instructions to Offerors – Commercial Items (Jan 2017) NAICS Code is 541519

5.1. Submission Context

5.1. Best Value Evaluation

5.2. Discussions/Communications

5.3. Options

5.4. Notice of Award

5.5. Point of Contact/Questions

5.6. Changes to Solicitation

5.7 Evaluation factors

5.7.1. General

5.7.2. Technical Evaluation Criteria

Basis for Award ............................................................................. Error! Bookmark not defined.

5.8 Past Performance

5.9 Cost/Price Factors ............................................................ Error! Bookmark not defined.

5.10 Evaluation of Options ...................................................... Error! Bookmark not defined.

6 Part VI – Certifications and Representations

6.0. 52.204-19 Incorporation by Reference of Representations and Certifications (Dec 2014)

6.2. 52.209-7 Information Regarding Responsibility Matters. (Jul 2013)

6.3. 52.212-3 Offeror Representations and Certifications-Commercial Items. (MAY 2014)

6.4. 52.219-1 Small Business Program Representations. (APR 2012)

6.5. 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications. (Oct 2015)

6.6. 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (Sep 2007)

6.7. 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (Oct 2010)

6.8. 52.209-7 Information Regarding Responsibility Matters. (Jul 2013)

Appendix I– Contract Security Language

Appendix 2. Definitions

Appendix 3 – IT Security Acquisition Language

2. Policies and Regulations

3. Security and Privacy Requirements

4. Essential Security Controls

5. Assessment and Authorization (A&A) Activities

6. Continuous Monitoring Deliverables and Schedule

Part I – Supplies or Services

1.0 Introduction

The United States Small Business Administration (SBA) is issuing this Request for Proposal (RFP). This RFP has been created to solicit Small Businesses to enter into a contract to meet the requirements specified in this document. SBA will conduct this acquisition using [Subpart 12 under the Federal Acquisition Regulation (FAR).

1.1 Background

SBA was officially established in 1953. Its mission is to maintain and strengthen the nation’s economy by aiding, counseling, assisting, and protecting the interests of small businesses, and by helping families and businesses recover from national disasters.

The Office of Investment, a division located in SBA headquarters, was established under the Small Business Investment Act of 1958. The Office of Investment and Innovation (OII) supports small businesses through licensing and managing the Small Business Investment Company (SBIC) Program to provide long term capital to small businesses.

The SBIC Program operates in many ways like a private equity fund of funds. The SBIC program is a partnership between the public and private sectors in that privately managed investment companies licensed by SBA (SBICs or funds) supplement private capital with proceeds of debentures guaranteed by SBA with the full faith and credit of the United States (SBA leverage). Once licensed, an SBIC must invest in U.S. small businesses that meet certain size standards and certain other criteria set by SBA. There were approximately 301 active SBICs in the SBIC Program with outstanding and committed leverage totaling approximately $14.7 billion as of June 1, 2018. As of March 2018, there are 98 SBICs in the Office of Liquidation.

OII is the organizational unit within SBA that regulates SBICs. The six sub-offices within OII that manage the SBIC Program (Business Operations, Program Development, Licensing, Examinations, Operations and Liquidations) operate as independent entities. Through this procurement, OII is seeking to improve automation and end-to-end integration across these sub-offices. OII is also seeking to centralize and streamline reporting, data and documentation in order to create efficiencies and better support the ability of employees to engage in meaningful regulatory and risk analysis that improves SBIC compliance and protects SBA’s credit risk. In addition, through this procurement, OII is seeking to provide greater insight for its leadership into each sub-office’s functions in order to improve its ability to proactively identify and act on trends in the portfolio, institute best practices, gauge performance outcomes, and capitalize on other potential synergies across the enterprise. Consequently, OII is seeking to license, configure, and implement a commercial-off-the-shelf (“COTS”) fund of funds portfolio management software package as part of its effort to streamline the way OII manages the SBIC program.

1.2 Anticipated Award Type

The anticipated award type is a Firm-Fixed-Price (FFP) and will be issued via FedBiz Opportunities as a Small Business Set Aside.

This is a Small Business Set Aside – offerors are reminded that they must meet ALL subcontracting requirement IAW 52.219-14, Limitations on Subcontracting (Jan 2017) (15 U.S.C. 637(a)(14) The Small Business Administration will handle the solicitation, administration, and payment of invoices. In order to participate on this acquisition, the offeror must submit a response in accordance with the instructions contained herein. The offeror will not be reimbursed for any costs incurred in developing these submissions in response to this RFP.

PART II. PRICE SCHEDULE

2.0. Contract Line Item Number (CLIN) Format

Base Period

CLIN 0001, FFP - The Contractor shall provide services for the Government in accordance with the Statement of Objectives below and the incorporated Performance Work Statement (PWS).

Iteration Period of Performance [# of weeks ] – NTE [total weeks]

Price Per Iteration $[price of iteration]

Base Period of Performance 12 Months

Firm Fixed Price (Completion): [total firm fixed price]

Other Direct Costs (ODC’s) and Travel.

The contractor shall submit a proposed list with prices for ALL estimated ODCs and travel with the original proposal and update 60 days prior to the next option.

ODC’s shall include the cost of licensing for proposed solutions, proposed IT tools to manage products, etc. It should be noted that at the end of the contract all

Estimated at [ODC/travel cost] licenses ownership / administration rights shall be transferred to SBA personnel.

After award contractor shall provide a copy of the ODC quote for approval by the COR prior to purchasing items. All ODC’s and Travel shall not have any fees or handling charges assessed to them and shall become the property of SBA at the end of the period of performance. SBA’s COR shall be listed as the owner on all licenses purchased in connection with this procurement.

TOTAL CLIN AMOUNT $[total cost]

Option Period [1]

CLIN [1001], FFP - The Contractor shall provide services for the Government in accordance with the Statement of Objectives below and the incorporated Performance Work Statement (PWS). Option Periods include subscription fees for all software enterprises, operation and maintenance

Iteration Period of Performance [# of weeks ] – NTE [total weeks]

Price Per Iteration $[price of iteration]

Period of Performance 12 months

Firm Fixed Price (Completion): $[total firm fixed price]

ODC’s and Travel.

ODC’s shall include the cost of licensing for proposed solutions, proposed IT tools to manage products, etc. It should be noted that at the end of the contract all licenses ownership / administration rights shall be transferred to SBA personnel.

The contractor shall submit a proposed list with prices for all estimated ODCs and travel with the original proposal and update 60 days prior to the next option.

After award contractor shall provide a copy of the ODC quote for approval by the COR prior to purchasing items. All ODC’s and Travel shall not have any fees or handling charges assessed to them and shall become the property of SBA at the end of the period of performance. SBA’s COR shall be listed as the owner on all licenses purchased in connection with this

Option Period [2]

CLIN [2001], FFP - The Contractor shall provide services for the Government in accordance with the Statement of Objectives below and the incorporated Performance Work Statement (PWS). Option Periods include subscription fees for all software enterprises, operation and maintenance

Iteration Period of Performance [# of weeks ] – NTE [total weeks]

Price Per Iteration $[price of iteration]

Period of Performance 12 months

Firm Fixed Price (Completion): $[total firm fixed price]

ODC’s and Travel.

ODC’s shall include the cost of licensing for proposed solutions, proposed IT tools to manage products, etc. It should be noted that at the end of the contract all licenses ownership / administration rights shall be transferred to SBA personnel.

The contractor shall submit a proposed list with prices for all estimated ODCs and update 60 days prior to the next option.

After award contractor shall provide a copy of the ODC quote for approval by the COR prior to purchasing items. All ODC’s and Travel shall not have any fees or handling charges assessed to them and shall become the property of SBA at the end of the period of performance. SBA’s COR shall be listed as the owner on all licenses purchased in connection with this

Option Period [3]

CLIN [3001], FFP - The Contractor shall provide services for the Government in accordance with the Statement of Objectives below and the incorporated Performance Work Statement (PWS). Option Periods include subscription fees for all software enterprises, operation and maintenance

Iteration Period of Performance [# of weeks ] – NTE [total weeks]

Price Per Iteration $[price of iteration]

Period of Performance 12 months

Firm Fixed Price (Completion): $[total firm fixed price]

ODC’s and Travel.

ODC’s shall include the cost of licensing for proposed solutions, proposed IT tools to manage products, etc. It should be noted that at the end of the contract all licenses ownership / administration rights shall be transferred to SBA personnel.

The contractor shall submit a proposed list with prices for all estimated ODCs and update 60 days prior to the next option.

After award contractor shall provide a copy of the ODC quote for approval by the COR prior to purchasing items. All ODC’s and Travel shall not have any fees or handling charges assessed to them and shall become the property of SBA at the end of the period of performance. SBA’s COR shall be listed as the owner on all licenses purchased in connection with this procurement.

TOTAL CLIN AMOUNT $[total cost]

Option Period [4]

CLIN [4001], FFP - The Contractor shall provide services for the Government in accordance with the Statement of Objectives below and the incorporated Performance Work Statement (PWS). Option Periods include subscription fees for all software enterprises, operation and maintenance

Iteration Period of Performance [# of weeks ] – NTE [total weeks]

Price Per Iteration $[price of iteration]

Period of Performance 12 Months

Firm Fixed Price (Completion): $[total firm fixed price]

ODC’s and Travel.

ODC’s shall include the cost of licensing for proposed solutions, proposed IT tools to manage products, etc. It should be noted that at the end of the contract all licenses ownership / administration rights shall be transferred to SBA personnel.

The contractor shall submit a proposed list with prices for all estimated ODCs and travel with the original proposal and update 60 days prior to the next option.

After award contractor shall provide a copy of the ODC quote for approval by the COR prior to purchasing items. All ODC’s and Travel shall not have any fees or handling charges assessed to them and shall become the property of SBA at the end of the period of performance. SBA’s COR shall be listed as the owner on all licenses purchased in connection with this

TOTAL CONTRACT VALUE $[total value of contract]

2.1. Payment Schedule

The payment of all approved ODC must include the receipt and verification by the Contracting Officer’s Representative (COR) and approved by the Contracting Officer. Invoices shall be submitted at the end of each iteration / sprint in accordance with the delivery schedule as established in the Performance Work Statement. The invoices will be reviewed and either accepted or rejected.

Part III. Statement of Objectives

3.0 Executive Summary

OII intends to award a Firm Fixed Price contract to support and assist the SBA with execution of a Technology Modernization project for the SBIC Program, which includes continuing support of an active web-based system, SBIC Web during the development of the funds of funds system and during implementation and data migration. This statement of objectives (SOO) describes OII’s vision and desired objectives for the implementation of a fund of funds portfolio management platform to assist OII in its oversight of the SBIC Program. As this is a statement of objectives and not a statement of work, contractors are expected to propose strategies and methods for achieving the objectives outlined in this document during the pre- and post-award phases and to work closely with OII staff during post-award to ensure that all objectives are being met to OII’s satisfaction.

OII proposes to modernize existing tools and information systems supporting SBIC Program activities. OII seeks to acquire, customize and integrate fund of funds portfolio management functionality while migrating, collecting and maintaining data related to all SBIC Program activities in order to support the Program’s full lifecycle, from the initial inquiry for fund managers interested in applying to be licensed as an SBIC, through the licensing application and approval process, during the approximately 10-year period of the SBIC’s operations, through annual regulatory audits (Examinations), and to the wind-up of fund activities or the liquidation process for failing SBICs. The six sub-offices that support and oversee the SBIC Program (Business Operations, Program Development, Licensing, Examinations, Operations and Liquidation) utilize various paper-based processes and electronic applications that do not operate in the streamlined end-to-end fashion OII is seeking through this procurement. Required functionality includes fund of funds portfolio management, customer relationship management, document management, data extraction and sharing, automated forms generation, workflows, electronic signatures, a cloud and/or web-based User Interface, integration with custom .NET applications, SQL Server DB (SBIC Web), and other SBA systems and applications, remote access to online tools, data visualization, modeling, analysis and reporting. Contractors will be responsible for data migration activities based on the API and Data Warehouse separately developed. OII will be responsible for collecting and maintaining data on a go-forward basis.

Offerors will be required to submit a Performance Work Statement (see Section 3.6) based on these objectives that will be incorporated into the contract award.

3.1 Background on the SBIC Program

SBICs are privately owned and managed investment funds, licensed and regulated by SBA in a public-private partnership. SBA provides funding to qualified investment management funds with expertise in certain sectors or industries. At present, there are 301 funds in the SBIC Program who use their own capital plus approximately $29.9 billion in SBA-guaranteed leverage to make equity and debt investments in qualifying small businesses. For the past five years (FY2013-FY2017), these funds have invested more than $26 billion in over 4,000 small businesses. In FY2017, SBICs invested nearly $6 billion in roughly 1,000 small businesses.

OII has six dedicated sub-offices and roughly 80+ individuals working on the Program overall:

• Program Development: Builds external awareness and handles initial inquiries about the program;

• Licensing: Reviews applications for SBIC licenses submitted by funds;

• Business Operations: Oversees data collection and funding of SBA leverage;

• Operations: Oversees and monitors the regulatory compliance and financial performance of licensed funds;

• Examinations: Performs examinations of licensed funds to determine regulatory compliance;

• Liquidation: Maximizes recoveries from licensed funds that have been transferred out of the Office of Operations as a result of regulatory violations or financial distress; and

• Front Office: Oversees the entire SBIC Program.

OII lacks the kind of integrated information management system for its documents, data, correspondence, analyses and portfolio management that would help the office, which includes staff located across the U.S., improve its regulatory oversight and risk control functions.

SBA seeks a cloud-based platform to serve as the central repository for all information pertaining to each SBIC Licensee throughout its lifeycle, from formation through liquidation, and an intuitive interface that is the primary access point for all Platform Users. Ideally, this interface will be updated in real-time and will be capable of producing documents, reports and analyses to substantially improve workflow across the Program’s functional areas. Identifying and implementing an appropriate solution will improve the inputs, outputs, and outcomes for the six functional areas and the Front Office. At the same time, OII needs to maintain SBIC Web during the development of a funds of funds system. SBIC Web serves as an online data collection portal through which critical financial data and documents are collected from SBIC Licensees.

Future functionality envisions the new fund of funds system fully replacing the SBIC Web platform.

3.2 Vision

Deploy a seamless, intuitive, and relational, cloud-based fund of funds portfolio management platform for SBA staff, SBIC Licensees and their representatives, (collectively Platform Users) to manage all SBIC data, documents, forms, reports, and correspondence. The platform will provide Platform Users with the ability to analyze financial information at various levels, including: fund of funds; fund/SBIC; portfolio company; and investment. Platform Users should be able to input, retrieve, store, view, analyze, manipulate and manage all data and interactions. The platform must have strong application program interface (API) capability with the ability to interface with Microsoft products and other SBA systems and a relational database accessible by Platform Users for analytical purposes.

3.3 Objectives

OII seeks to improve its management of the lifecycle of SBICs, as well as more quickly identify and act upon key areas of engagement, for current, potential and future funds.

The Contractor must provide the following:

• Fund of Funds Platform: Provide an integrated, relational, cloud-based fund of funds portfolio management platform using commercial off the shelf (COTS) solutions with customization only to the extent needed to meet SBA requirements;

• SBIC Web maintenance, Data Migration and Data Integration: Manage SBIC Web during fund of funds platform development, and migrate and integrate SBA data and electronic documents into the fund of funds platform to provide a seamless system;

• Training: Provide periodic training on the system to Platform Users; and

• Support and Maintenance: Provide support and maintenance over the life of the system including providing the documentation and support for any transfer to another system.

Each of these objectives is described below.

3.3.1 Fund of Funds Platform

The selected solution must have the following features using COTS with customization only to the extent needed to meet SBA’s unique requirements:

a) Fund of Funds Portfolio Management Features: These include private equity fund portfolio management, portfolio analysis, risk management, risk analysis and benchmarking including integration with external subscriptions services.

b) Database Management System: The platform must have a relational database with strong data integrity and security; accessible by Platform Users through API to Microsoft and other products; web-based data entry or data import with data validation; data integration with other SBA systems or SBA subscription services via API; and robust archival and back-up capabilities. Platform Users must be able to access all data, including those provided by other SBA systems, through this platform and the platform must support data analytics and visualization. SBA will identify customized data and data entry forms/applications on a requirement basis after award.

c) Document Management / Virtual Data Room: The platform must include a centralized repository for documents with tools available for uploading and downloading documents.

Features must include document versioning, document meta tagging, customizable web-based forms for upload and downloading; electronic signatures; archival and backup capabilities.

d) Customer Relationship Management (CRM): The platform must provide CRM capabilities or integrate with SBA’s CRM system through API. The current CRM system in place is built on a Salesforce platform.

e) Reporting: The platform must provide standard fund of funds reporting, data and business intelligence analytics, customizable dynamic dashboards and savable custom reports using all data collected, maintained or integrated in the fund of funds system; and drill down capabilities from the fund of funds level to SBIC to portfolio company to individual investments. SBA will identify other SBA customized reports on a task order basis.

f) Task and Performance Management: The platform must enable end-to-end workflow and task automation, provide the ability to track SBA and SBIC fund activities (such as licensing processes and actions requiring SBA approvals), and automate both Program and performance management metrics.

g) System Requirements: The platform must meet the following system requirements:

cloud-based deployment that operates within and integrates with an Agency-provided

IaaS environment (e.g., Azure, AWS); hosted by solution provider; federal security compliance; 508 Compliant; ability to support up to 2500 Platform Users; customizable;

system support; application programming interface with Microsoft and other products;

customer relationship management or integration with SBA’s Salesforce-based CRM product; remote access; customized access control (e.g., role, fund, report, etc.); SBA customizable resource repository; and customizable field-level help.

3.3.2 SBIC Web Maintenance, Data Migration and Data Integration

The Contractor will manage and maintain SBIC Web during development phase and then migrate and integrate as necessary OII and SBIC Program data and electronic documents into its relational database and central document repository, including data from SBIC Web, historic Microsoft access financial and financing data, the Investment Division Information System (IDIS), and other data stores. This solicitation requests services associated with the design and development of a system of records, as that term is defined in FAR part 24.101. Be aware that FAR clauses 52.224-1, 52.224-2, and 52.224-3 are listed in this solicitation and will be part of the contract.

Unless and until a System of Records Notice and updated Privacy Impact Assessment are in place, the contractor, contractor employees, subcontractors, and subcontractor employees, shall not sort or search SBA Data or Confidential Information, as those terms are defined in the non-disclosure agreements attached, before or after migration, by personally identifiable information (PII). The contractor shall not copy or export SBA Data or Confidential Information out of SBIC Web, Middleware, a data warehouse, or IDIS and into a non-SBA controlled location, warehouse, or IT system. These restrictions will be incorporated into the contract.

3.3.3 Training

The Contractor will provide and maintain semi-annual training, video-on-demand training, Platform User manuals and quick reference guides. Training will be tailored based on the type of Platform Users and include training for any maintenance and administration tasks SBA may need to perform. The Contractor will also provide the functionality for SBA to upload SBA-created training material and other documents to be made available to Platform Users.

3.3.4 Support and Maintenance

The Contractor must provide a help desk that is accessible from 7:00 AM to 10:00 PM EST Monday through Friday with the option to expand coverage on a task order basis during quarterly financial statement filing periods. The Contractor must provide support and maintenance as needed on a 24 hour basis and provide appropriate documentation to SBA to administer and evaluate the system and that the Contractor is providing adequate support.

In the case that SBA transitions to another fund of funds platform, the Contractor must provide support to facilitate the transition, including providing the data and documents in a manner to facilitate that transition, including all customization done under this contract and any task orders.

3.4 General Requirements

The Contractor will update the Performance Work Statement (PWS) with Government and other Platform Users’ input to implement the vision and objectives. The Contractor will provide monthly status reports as well as meeting minutes to include Action Items and key milestones about the Contractor’s performance and progress in implementing the PWS. The interval at which these reports are circulated will be defined by the PWS, as appropriate.

3.4.1. Place of Performance

The Contractor will be required to work at SBA headquarters in Washington, DC.

3.4.2. Security Clearance and Onsite Presence

All Contractor personnel will be required to have a clearance at the level of Public Trust. Key Personnel may be asked to travel to SBA Headquarters for key agile development ceremonies if it is determined that work will be performed at the contractor’s location.

3.4.3. Key Personnel

At a minimum, a Project Lead must be identified and designated as Key Personnel. There may be only one Project Lead. The Project Lead will be a direct liaison to the Government. The Project Lead must be a senior staff member and is responsible for the supervision and management of the Contractor’s personnel, technical assistance, and interface and compliance with instructions from the Agency’s COR. Desired skills/experience for the Project Lead include:

a) Experience in technical leadership;

b) Ability to rapidly prioritize competing requirements;

c) Ability to understand and simplify customer requirements;

d) Ability to communicate Platform User feedback to technical and design leads;

e) Proven knowledge of industry standards; and

f) Proven knowledge of managing agile software development efforts.

At a minimum, a Technical Lead must be identified and designated as Key Personnel. There may be only one Technical Lead for each agile delivery team. The Technical Lead is responsible for the supervision and management of the technical architecture, implementation, and delivery.

Preferred skills/experience for the Technical Lead include:

a) Experience in technical leadership;

b) Ability to design architecture to deliver requested solutions;

c) Ability to identify technical dependencies from Platform User stories;

d) Computer Science or Engineering degree or equivalent work experience;

e) Proven knowledge of open source frameworks and strategy; and

f) Proven knowledge of managing agile delivery teams.

At a minimum, at least one Finance Subject Matter Expert (SME) must be identified and designated as Key Personnel. The Finance SME is responsible for technical requirements associated with development, implementation and delivery of financial/business applications.

Preferred skills and experience include:

a) Ability to design technical tasks for other members that relate to private equity, finance and financial operations, and vet their work;

b) Ability to communicate customer feedback and Platform User experience from the perspective of a financial professional to other Contractor personnel;

c) Proven knowledge of private equity industry standards; and

d) Business or business-related degree/certification or equivalent work experience.

3.4.4. Substitution of Key Personnel

The following requirements relate to the substitution of key personnel:

• If awarded this contract, the Contractor shall assign to perform this contract those persons whose resumes are submitted with its proposal and who are identified in the Contractor’s proposal as Key Personnel. Not all Contractor employees assigned to perform this contract will be Key Personnel.

• If an individual proposed as Key Personnel becomes unavailable during the course of the procurement, the Offeror shall notify the Contracting Officer immediately and provide a substitute and their resume. The proposal of any Key Personnel not currently employed by the Offeror shall be accompanied by letters of intent signed by the proposed Key Personnel indicating their intent to be employed by the Offeror if the Offeror is awarded a contract under this RFP.

• The Contractor agrees that no Key Personnel substitutions will be made unless necessitated by an individual’s sudden illness, death, or termination of employment. In any of these events, the Contractor shall promptly notify the Contracting Officer and provide the information required below on the proposed replacement for prior Government approval. No substitutions of Key Personnel shall be made except in accordance with this provision.

• After the initial period of performance, the Contractor must obtain Government approval of any substitution of Key Personnel prior to removing the approved Key Personnel from performance. All proposed substitutions/additions must be submitted, in writing, to the Contracting Officer at least 30 days (60 days if security clearances are involved) in advance of the proposed substitution and provide the information required below.

• All requests for substitutions/additions of Key Personnel must include a detailed explanation of the circumstances necessitating the proposed substitution or addition, a complete resume for the proposed substitute or addition including skills, experience, education, training, and security level. As determined by the Contracting Officer, all proposed substitutes/additions must have qualifications that meet or exceed the qualifications of the person to be replaced.

• The Contracting Officer or his/her authorized representatives will evaluate the request(s) for substitutions/additions of Key Personnel and the Contracting Officer will notify the Contractor, in writing, of approval or disapproval. Disapproval of the proposed individual(s) shall not provide grounds for nonperformance by the Contractor or form the basis of any claim for monies, delivery schedule extension, or any other equitable adjustment.

• The personnel set forth below as proposed by the Contractor for this Contract, or identified in the Contractor’s proposals as Key Personnel, shall comprise the list of Key Personnel required to perform under this Contract. The list may be modified in accordance with the above, to substitute or add personnel.

3.4.5. Integrated Project Team (IPT)

The Contractor and Government shall work together to form an Integrated Project Team (IPT).

The success of the project’s efforts will depend on the strength of the IPT and the bond that can develop among team members. The IPT consists of both Government and Contractors serving in primary roles. The Government shall serve in the primary role as agile Product Owners, while the Contractor shall provide analysis, design, development, management, support, and quality assurance services. Although this may be subject to the Government and Contractor’s mutual agreement, the suggested makeup of a single agile delivery team is as follows:

• Government o Contracting Officer Representative (COR) o Product Owner (Government) o OCIO Liaison (Government)

• Contractor o Development Manager / Scrum Master (Contractor) o Technical Lead/Architect (Contractor) o Additional team members (Contractors) o Financial Subject Matter expert

Please note this is subject to adjustment.

3.5 Contract Deliverables

As part of your proposal you are to provide a draft PWS that will include information on how the following system functional requirements and attendant documentation will be delivered:

a) Fund of Funds Platform: Provide a seamless, intuitive and relational, cloud-based fund of funds portfolio management platform using a commercial off the shelf (COTS) solution with customization only to the extent need to meet SBA requirements for SBA staff, SBIC Program funds (and/or their representatives) and other Platform Users. The platform will enable Platform Users to manage all Program data, documents and communications, as well as to analyze financial information at various levels, including:

fund of funds; fund/SBIC; portfolio company; and individual investments. (The SBIC Program Data Summary Table in this section below provides a summary of SBIC Program data, along with the current state, and platform objectives.) Features will at a minimum provide for private equity fund-level portfolio analysis and management, risk analysis and management, benchmarking to include integration with external subscription services. The platform must have strong API capability with the ability to interface with Microsoft products and other SBA systems and a relational database accessible by Platform Users.

i. Database Management: The platform must have a relational database with strong data integrity and security; accessible by Platform Users through an API to Microsoft and other products; web-based data entry or data import with data validation; data integration with other SBA systems or SBA subscription services via API involving more than 3,500 data fields; and robust archival and back-up capabilities. Platform Users must be able to access all data, including those provided by other SBA systems, through this platform and the platform must support data analytics and visualization. SBA will identify customized data and data entry forms/applications on a task order basis.

ii. Document Management/Virtual Data Room: The platform must include a centralized repository for documents with tools available for uploading and downloading documents. Features must include document versioning, document meta tagging, customizable web-based forms for upload and downloading;

electronic signatures; archival and backup capabilities

iii. Customer Relationship Management: The platform must provide CRM capabilities or integrate with SBA’s Salesforce-based CRM system through API.

iv. Reporting: The platform must provide standard fund of funds reporting, data and business intelligence analytics, customizable dynamic dashboards and savable custom reports using all data collected, maintained or integrated in the fund of funds system; and drill down capabilities from fund of funds level to SBIC to portfolio company to individual investments. SBA will identify other SBA customized reports on a task order basis.

v. Task and Performance Management: The platform must enable end-to-end workflow and task automation, provide the ability to track SBA and SBIC fund activities (such as licensing processes and actions requiring SBA approvals), and automate both Program and performance management metrics

vi. System Requirements: The platform must meet the following system requirements: cloud-based deployment that operates within and integrates with an Agency-provided IaaS environment (e.g., Azure, AWS); hosted by solution provider; federal security compliance; 508 Compliant; ability to support up to 2500 Platform Users; customizable; system support; application programming interface with Microsoft and other products; customer relationship management or integration with SBA’s CRM product; remote access; customized access control (e.g., role, fund, report, etc.); SBA customizable resource repository; and customizable field-level help.

https://www.sba.gov/sbic/sbic-resource-library/forms-and-guides

Table - SBIC Program Data Summary This table is not all inclusive, but provides a summary of key SBIC program data, its current format, and how SBA expects the data to be addressed by the platform.

Data Current State Platform Objective SBIC Web Data

• Form 468 – SBIC Financial Report

• Form 1031 – SBIC Financing Form

• Capital Certificate (Exhibit K of Form 2183)

Collected in SBIC Web.

Excerpts are extracted into a Middleware table.

Initially interface with and eventually migrate, collect and manage

Other SBIC Forms (www.sba.gov/sbic/sbic-resource-library/forms-and-guides)

• Licensing SBIC Program Application (Forms 2181, 2182, and 2183)

• Limited Partnership Agreement

• Commitment Application

• Draw Forms

• Other Financing Forms: Form 480, Form 652, Form 355, Form 2428, Form 1926

• Examination Forms: Form 856, Form 856a, Form

857, Form 1405, Form 1405a

Collected in excel, word, and PDF files.

Migrate and Collect

Licensing Data

• Tracking

• Licensing Application

• Comment Letters

Tracking system is a combination of excel and Microsoft Access.

Migrate and Collect

Funding Data

• Commitments

• Draws

• Redemptions

Collected in Microsoft Access and ELIPS

Manage commitment and draw process and interface with

ELIPS

SBIC Directory Information

• Active

• Liquidations

• Historic

Microsoft Access Migrate and collect

SBIC Examinations data (both current & historic)

• Exams schedule

• Exam fees

• Exam findings

• Exam work papers

• Exam reports

Microsoft Access for schedule, fees, and findings.

Work papers and reports in files on SharePoint.

Migrate and collect data currently in Access. Migrate and manage repository of work papers and reports in platform.

Liquidations Data

• Directory

• Asset Inventory

• Ultimate Loss Report

• Receivership Data/Reporting

• Other

The directory and asset inventory are in a database.

The ultimate loss report is in a worksheet. Other reporting collected in various ways.

Migrate and collect.

http://www.sba.gov/inv/apply http://www.sba.gov/inv/apply

Operations SBIC Scorecard Microsoft Access Migrate and Collect

Operations Correspondence Data Microsoft Access Migrate and Collect

SBA Agency Coordination System Internal SBA Interface with existing systems

External Subscription Data Providers

• Preqin

• GF Data

• Ptichbook

External subscriptions Interface with. Offeror may provide alternative data providers for similar services if relationships exist as part of

PWS.

Forms used in the Program are available online in the SBIC Program’s Resource Library.

b) Testing: The Contractor will provide a testing plan that will be used to determine whether the new platform is ready for implementation.

c) Authority to Operate (ATO) Go Live: The Contractor will provide a go live plan that details what is required to implement the platform and as a plan to retire legacy systems. Go live planning can be done in phases based on business requirements. Further information on requirements for an ATO will be provided to the awardee at the Post Award meeting.

Deliverables are defined as the completion and acceptance according to the “Definition of Done” of the iterations completed, which are based on agile software development methodology. This methodology defines the repeatable process of providing development and deployment services in small iterations which must result in the delivery of usable software, data, or product, which have little to no inherent defects. Each iteration shall be deemed complete when the vast majority of stories contained in the iteration meet the Definition of Done and are accepted by the Product Owner. Each iteration shall be defined in the Performance Work Statement but should document how planning, requirement analysis, design, coding, testing, quality assurance, and documentation will all meet the jointly agreed upon “Definition of Done.” Deliverables shall include all source code, data, and software and software license.

Each deliverable shall incorporate SBA IT requirements as detailed in the Appendix of this document and the United States Digital Service Playbook standards (https://playbook.cio.gov) and be compliant with Section 508.

3.6 Performance Work Statement

The PWS will address the requirements addressed in this section 3.6. The final PWS from the Offeror will be incorporated into the award. Any changes to objectives will require a revised PWS and a modification. At the time of award the Statement of Objective and the included Terms & Conditions and Clauses will be incorporated as part of the overall award.

Minimum Requirements

The performance work statement will at a minimum include:

https://playbook.cio.gov/

3.6.1 Implementation

• Overall plan and schedule to implement the vision, objectives and all deliverables as outlined in paragraph 3.5, including sprints/iterations, key milestones and staffing listed by stages of development

3.6.2 Staffing and Company Qualifications

• Provide list and resumes of Key Personnel and Team Members who will become part of the contract upon award, and provide time commitments to the project for all key personnel and team members.

• Describe Offeror’s organizational structure

• Provide history of similar technology deployments

• Provide references

• Describe current number of active clients using the Offeror’s fund of funds software platform and size/number of users of largest clients

• Describe technical resources and skill sets required to develop, implement, and maintain the proposed solution

• Details on the management of the Offeror’s team that will be on-site (if applicable)

• Describe additional management resources, if applicable

3.6.3 Technology

• Describe existing functionality of currently deployed fund of funds software platforms

• Provide examples of existing APIs

• Provide examples of customization from previous clients

• Describe what is included in the deliverable documentation

• Describe approach to customizing forms located at SBA.gov and integrating into the

Platform

• Describe proposed technology stack to fully address Platform Vision and Objectives

• Provide link to platform demo

3.6.4 Deployment Strategy

• Provide a deployment strategy

• Describe the environment where the service would be hosted

• Describe demand and usage pattern for active deployments of the platform with a similar number of users

• Describe procedures in place to mitigate a surge in traffic or load

• Describe the available capacity in the Offeror’s suggested hosting environment

• Indicate the time it takes to provision a new resource, e.g., an application server

• Describe how the service is designed to automatically scale based on demand

• Provide the payment structure for the hosting infrastructure https://www.sba.gov/sbic/sbic-resource-library/

• Provide an estimate of how long it would take to have the service operational in the event of a catastrophic disaster to a datacenter

• Describe the procedures in place to prevent impact of a prolonged downtime window

• Describe the data redundancy that the Offeror will have built into the system and the procedures in place to prevent a catastrophic data loss

• Provide the estimated downtime for regular maintenance

• Describe the process to develop and implement sprints

3.6.5 Testing

Provide a detailed plan to test the development, migration, integration and deployment of existing and updated code and data, including revisions and modifications throughout the life of the system, into the production environment that includes the following:

• The percentage of the code base that shall be covered by automated tests

• The duration it takes to build, test, and deploy a typical bug fix

• The duration it takes to build, test, and deploy a new feature into production

• The frequency builds are created

• The test tools that are used

• The deployment automation or continuous integration tools that are used

• The estimated maximum number of concurrent users who will want to use the system

• The number of simultaneous users the system could handle, according to the most recent capacity test

• The Offeror’s scaling strategy when demand increases suddenly

• The location and availability of the test environment

• A Quality Assurance Plan

3.6.6 Security

Details for protecting sensitive information and keeping the system secure: See Appendix – IT Security.

3.6.7 Security Performance Monitoring

• Schedule of regular monitoring reports

• Details for measuring how well a system performs and how people are interacting with it in real time

• The system monitoring tools the Offeror will use and those available to Platform Users

• The expected average response time for the service

• Offeror’s monthly uptime target for the service

• Offeror’s proposed maintenance schedule

• How the Offering team will receive alerts when incidents occur

• The Offering team’s response plan for when incidents occur, including a post-mortem process

• The tools for measuring user behavior

• Archiving

• Back ups

3.7 Invoicing & Funding

The Contractor shall bill for the ongoing operations as per the payment schedule documented in the PWS and the corresponding cost proposal as associated with specific deliverables. Note:

Contractor is allowed to bill after every approved iteration or every two iterations and IAW the following payment clauses listed in the Clause section below. The Small Business Administration will reject all nonconforming invoices.

The Contractor shall bill for the ongoing operations as per the payment schedule documented in your corresponding cost proposal as associated with specific deliverables. Invoices shall be emailed to the following address: JAAMSCP@sba.gov.

The Contracting Officer, working with the COR, is responsible for determining minimum requirements for the information to be provided on the invoice. The minimum information includes:

• Date of Invoice

• Contract #

• Requisition #

• Billing Company name/address

• Period of performance/services

• Amount Billed for specified work accomplished

• Total Contract value

• Cumulative Billed

• Line…