86615124R00001 Questions and Answers.pdf

Final 86615124R00001 Questions & Answers

Page Number Section Question Answers

Amend #1

N/A N/A What is the dollar value and count of all current active projects? $9,221,120,924.35

304 Active projects

N/A N/A What is the dollar value and count of all current pending projects? N/A

N/A N/A What is the dollar value and count of all current archived projects? $45,597,507,951.36

1056 Archived projects total

N/A N/A What is the anticipated annual value of all active construction projects in each of

Years 2, 3, 4 and 5?

$10 billion/annually

N/A N/A What is the total maximum written page count for the submission? There is not, however, there are total maximum written page counts for specific submissions, for example, "Technical

Approach" 15 pages. Part II doesn't have any page count requirements/restrictions.

N/A N/A Is there a specified font to be utlized for this submission? It is Times New Roman. See amended solicitation.

N/A N/A Will a contract example be provided? If you are referring to a model contract for this requirement, it will not. A combined synopsis/solicitation IAW FAR part 12 was issued. The clauses and attachments in the solicitation will be in the resultant contract.

N/A N/A In relation to pricing, must all costs be directed to this Federal HUD agency, or may they be dispersed to either the local HUD authorities or Prime Contractors?

Pricing should be directed to HUD

3 52.212-4, Contract Terms and Conditions -

Commercial Items / 40 USC Ch.37

This clause requires agreement with CWHSSA; please confirm that this isn't a construction contract and that it doesn't apply.

Confirmed, this isn't a construction contract;

Contract Work Hours and Safety Standards Act

(CWHSSA). The clause is applicable to this acquisition. Construction contract requirements do not apply to this acquisition.

7 52.219-8 Utilization of Small Business Concerns Please confirm that there is no subcontracting goal or requirement on this solicitation

Confirmed.

21 AS-2315 Cybersecurity and Privacy Requirements, No. 2

Please provide a link to the IT security and privacy requirements mentioned here. http://hudatwork.hud.gov/HUD/cio/doc/Cyber

_Priv041222

21 AS-2315 Cybersecurity and Privacy Requirements, No. 4

Please confirm that no financial system is contemplated for this Davis-Bacon labor compliance system solicitation.

No financial system is being contemplated.

21 AS-2315 Cybersecurity and Privacy Requirements, No. 5

Request for clarification of expectations regarding email use. Is the expectation that if successful the Offerror must maintain both an "lcptracker.com" email and a

"hud.gov" email account?

HUD business and HUD data must be kept on

HUD email.

21 AS-2315 Cybersecurity and Privacy Requirements, No. 8

Please provide more information regarding HUD's annual Security Awareness

Training. Is this an online course? An in-person training? Is there an associated cost?

Completing HUD's General Cybersecurity

Awareness Training is a requirement to maintain account acccess. Training is managed and delivered remotely by HUD. It is not in-person. There is no associated cost.

21 AS-2315 Cybersecurity and Privacy Requirements, No. 10

Please provide more information regarding HUD's annual role-based/specialized cybersecurity and privacy training. Is this the same as noted in No.8? Is this an online course? An in-person training? Is there an associated cost?

Specialized training is required for any role that had heightened security responsibilities beyond that of a general user. Course content is also delivered by HUD remotely (not in-person).

There is no associated cost to take the training that is offered by HUD. If the contract requires any additional training outside of what is offered by HUD, there could be some cost.

http://hudatwork.hud.gov/HUD/cio/doc/Cyber_Priv041222 http://hudatwork.hud.gov/HUD/cio/doc/Cyber_Priv041222

21 AS-2315 Cybersecurity and Privacy Requirements, No. 12

Please clarify what is meant by "security assessment and authorization support". Is there a checklist or defined program that can be shared?

Systems must undergo security assessment to get an authorization to operate (ATO). The security assessment is testing/evaluation of security controls to determine the extent to which the controls are implemented correctly and operating as intended and producing the outcome with respect to meeting the security requirements and authorization support is form of permission once the person is verified and provide them with level of access right and permission to the system. SA&A support includes complying with security and privacy requirements.

22 AS-2315 Cybersecurity and Privacy Requirements, No. 13

Same question as asked above in No. 12 See the above comment.

22 AS-2315 Cybersecurity and Privacy Requirements, No. 15

Please clarify what sort of IT security and privacy related documents that are required. Is there a checklist or defined program that can be shared?

CISO & ODBLS respond?

OCISO: The RMF checklist contains the list of security documents. The RMF checklist is available at http://mgmthudatwork.hud.gov/HUD/cio/doc/

RMF_chklist

22 AS-2315 Cybersecurity and Privacy Requirements, No. 19

Please provide an example of the Plan of Action and Milestones for review. HUD cannot share system specific POA&Ms.

Please refer to NIST publications on POA&Ms.

The link to one of the publications is https://nvlpubs.nist.gov/nistpubs/Legacy/SP/ni stspecialpublication800-137.pdf

22 AS-2315 Cybersecurity and Privacy Requirements, No. 20

Please define "contract support". Would this include account managers? Call center support technicians? Engineers or developers?

Contract support can be defined as the support/services that an agency requires from contractor personnel per a Statement of Work or similar, ex: a Performance Work Statement

(PWS).

22 AS-2315 Cybersecurity and Privacy Requirements, No. 20

Please define what a HUD background security check process entails. Direct access to HUD's network and systems is not a current requirement for this project due to the SaaS/COTS nature of the service.

Determination will be made after the contractor award to whether a HUD background security check is required or not.

For additional information on the process please visit the OPM web page:

https://www.opm.gov/forms/pdf_fill/sf85p.pdf

23 Attachment 1 Please confirm that there is no expectation for an "attachment 1" to be submitted with the RFP response.

Attachment 1 in the solicitation is the PWS, in which the Govt provided. Therefore, vendors are not required to provide a PWS.

23 Attachment 2 Please confirm that there is no expectation for an "attachment 2" to be submitted with the RFP response.

Attachment 2 in the solicitation is the QASP, in which the Govt provided. Therefore, vendors are not required to provide a QASP.

23 Attachment 7 Should this attachment be included in the "Past Performance" section of the response, or attached to the end of the submission in the Appendix?

Attachment 7 should be provided by the offeror's reference to the listed Govt POCs not later than the due date & time of responses.

25 Instructions to Offeror Item No.1 states that the response should have TWO separate parts, Part I -

Technical Quotation and Part II - Business Quotation, however, there is no indication on what should go into each of those sections. On pages 75-77 there are four sections listed (1. Technical Approach, 2. Management Plan, 3. Past

Performance and 5. Prices) but no directions on which of the "TWO" parts they should be included in. Please clarify.

The words, "TWO separate" indicate they should be two different/separate/segregated submissions. Part I consists of; 1. Technical

Approach, 2. Management Plan, 3. Past

Performance. Part II consists of 1) Price submission and 2) Instructions to Offeror paragraph 1.b. requirements.

25 Instructions to Offeror Can the submission and all attachments be submitted in one single PDF file, or do they have to be submitted individually? If individually, can they be contained within one email?

Parts I & II should be two different documents.

They can be provided/contained within one email message.

25 Instructions to Offeror If file is too large to email, how will the submission happen? We can receive up to 50 magabytes. If your email will contain attachments larger than that, you can provide a Zip File or break your submission into multiple email messages.

Instructions to Offeror, Project Schedule As most project plans run many pages, can this be included in the attached

Appendix?

The Technical Approach page count submission cannot exceed 15 pages in total. If you have any appendices, the page count will be counted as part of the 15 page limitation.

26-50 52.212-3 Please provide form. There is not a form. You may go to the FAR and copy the clause and fill it in or copy it from out of this solicitation and fill it out.

53 (c) Proposal Submission Please confirm that c.1 through c.5 correlate to the section "Prohibition on

Contracting for Certain Telecommunications and Video Surveillance Services or

Equipment" that starts on page 52.

Confirmed.

56 General Information Required to Prepare Offers Section "3. Past Performance" starts on page 5, and section "5. Prices" starts on page 6. There is no "section 4". Please confirm this doesn't exist or please provide.

Under amendment 1, there is not a section 4.

This will be corrected under amendment 2.

60-61 Price schedule, CLIN Detail Based on the "units" and "quantities" shown on the price schedule, it seems that

HUD will expect to be billed monthly rather than annually as is typical for SaaS products. Would HUD be open to an annual billing for annual license/service fees?

Monthly billing/invoicing in arrears is required.

No.

71 5.1 Transition-In, A.3 In regards to SSO, what Identity Provider application does HUD need us to integrate with?

Microsoft Active Directory Federation Services

(ADFS)

71 5.1 Transition-In, A.3 In regards to SSO, what authentication workflows does HUD require within the single sign-on integration?

ADFS authentication workflows

71 5.1 Transition-In, A.3 In regards to SSO, LCPtracker provides a standard set of role types for defining user access to the application, features, and data. Does HUD have any other authorization requirements beyond the standard roles and permissions?

What is considered "standard" is likely to vary across services. It is possible that additional roles related to read/write access, administators, super users, supervisors/staff, etc. might need to be configured if the standard roles to not meet the needs or requirements.

71 5.1 Transition-In, A.16 Please provide clarification of the term "project file". What is the expectation of where to find these files? Are they system-generated or are they user uploaded?

Can viewing the data in pages in the system satisfy the requirement of

"organization of project file format"?

Project files are both user uploaded and system generated payroll records. Yes, viewing the data would satisfy the requirement. The files should be available as part of the project.

73 5.1 Transition-In, A.38v Please confirm that "falsification indicators" as noted in Handbook 1344.1 Rev 2 are only those listed in Section A, and not those listed in Section B.

Yes, only those in Section A

74 5.1 Transition-In, A.44 Please clarify: is this saying that a construction contractor would submit a secondary payroll report with their paid restitution on it? Or is allowing for subsequent versions of a payroll report showing corrections acceptable?

Subsequent versions showing a corrected payroll is acceptable.

74 5.1 Transition-In, A.45 Please define "systemic" and clarify expectations of "alert". Systemic issues are those contained in the falsification indicators from HUD Handbook

1244.1 Rev 3, Section A. An alert would be a

notification of violations sent to HUD compliance officers.

76-77 5.1 Transition-In, B. Can a subcontractor have multiple assignments/subcontractors for the same project?

Yes

76-77 5.1 Transition-In, B. Will there be history of all employee addresses? Yes

76-77 5.1 Transition-In, B. Can a project have multiple prime contractors? Yes

76-77 5.1 Transition-In, B. Are certified payroll reports (CPRs) only submitted weekly? If not, please list any other cadence in effect.

CPR's must be submitted weekly- otherwise this should be flagged in the system as a violation.

76-77 5.1 Transition-In, B. Will full names be provided? If not, please note the format to be used. Yes

76-77 5.1 Transition-In, B. Will full social security numbers be provided? If not, please note the format to be used.

Yes, should be encrypted.

76-77 5.1 Transition-In, B. Will historical/superseded CPRs and pay records therewithin be provided? (For example, data that will show each iteration of a payroll, before and after resubmission).

Yes

76-77 5.1 Transition-In, B. Will CPRs statuses on the historical CPRs be provided, such as “REJECTED, ACCEPTED, PERMIT EDIT”, etc.?

Unknown

76-77 5.1 Transition-In, B. Will historical CPRs contain a breakdown of standard, overtime, and double-time hours by calendar day for each worker?

Yes

76-77 5.1 Transition-In, B. Can a worker work multiple crafts in the same week or even day? Yes

76-77 5.1 Transition-In, B. Can a project be broken down into work orders? No, the project should only be entered once.

76-77 5.1 Transition-In, B. Will there be multiple payments/paychecks for a worker’s pay record? Possibly

76-77 5.1 Transition-In, B. Will itemized deductions, contributions, and payments be provided for each employee pay records?

Dependent on the employee.

76-77 5.1 Transition-In, B. Will base hourly rate, standard wage rate, overtime wage rate, double-time wage rate, gross pay this project, and gross pay all project values be provided for each worker payroll record?

Generally, each worker record will contain these values. However, each worker may not work every day or at all parts of the project. So the number of values and worker payroll records will vary throughout the life of the project.

76-77 5.1 Transition-In, B. Will craft and classification/journey-level data be provided for each worker payroll record?

Yes, this is required for each payroll submission.

76-77 5.1 Transition-In, B. Will all worker demographic data be provided, such as gender, ethnicity, disadvantaged status, and any other relevant demographic/info and attributes?

This is not a requirement.

76-77 5.1 Transition-In, B. Will “eSignature” and statement of compliance data submitted by contractors for each certified payroll report be provided? (For example: “I, First Name Last Name, submit under penalty of perjury, that the records…”)

Yes, this is a requirement for each payroll submission.

76-77 5.1 Transition-In, B. Will wage rates/data/modifications be provided for all projects to be imported, both active and closed?

Yes

76-77 5.1 Transition-In, B. Will the PDF files of all historical CPRs for the projects need to be imported? Only active projects will need to be imported.

76-77 5.1 Transition-In, B. Will all non-CPR eDocument files need to be imported? (Such as from a document management system)?

Any documents on active projects will need to be imported.

76-77 5.1 Transition-In, B. Will payroll validation rule settings/data for all projects to be imported be provided?

Reports, information, and data that can be shared will be provided. New vendor is solely responsbile to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems.

76-77 5.1 Transition-In, B. Will a list of Project Departments be provided? All information required to be shared during transitioning in will be provided at the time.

Currently, there is not a list of project departments.

76-77 5.1 Transition-In, B. Will direct access to HUD’s data repository be provided? For the purposes of assessing available information and ensuring all necessary data is imported during data migration?

Reports, information, and data that can be shared will be provided. Direct access to some

HUD data may be possible, but will need to be analyzed and discussed as part of transition and implementation process.

76-77 5.1 Transition-In, B. What data formats are available to be requested from the data producer? New vendor is solely responsible to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems. Thereafter, incumbent will develop the code for data extraction. All data for archived projects by HUD will be transferred directly to HUD designated online location based on the existing HUD data rights specifications as the following.

1) For raw and calculated data fields such as number and text fields, the data shall be in a

CSV format and sent by an appropriate means.

2) For uploaded documents, the documents shall be sent in their current uploaded format to

HUD by appropriate means.

3) For reports of data created by the system, the format shall be PDFs provided to HUD by appropriate means.

The following personnel will be members of the transition team with the

76-77 5.1 Transition-In, B. Will character-delimited flat files be provided with the use of a specific character for delimiting, such as CHAR(1)?

New vendor is solely responsible to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems. Thereafter, incumbent will develop the code for data extraction.

76-77 5.1 Transition-In, B. Will a data dictionary be provided? Specifically, a document that describes every table, columns contained with the table, the column’s data type, and its description, respectively?

New vendor is solely responsible to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems. Thereafter, incumbent will develop the code for data extraction.

76-77 5.1 Transition-In, B. Will an entity relationship diagram (ERD) be provided? Same answer as above

76-77 5.1 Transition-In, B. Will a technical representative/team be available from the previous vendor in the event of any technical questions, difficulties, or data integrity issues?

Yes

76-77 5.1 Transition-In, B. Will a technical representative/team be available from HUD in the event of any technical questions or difficulties?

Yes

76-77 5.1 Transition-In, B. Will soft-deleted data (of all necessary record-types) be made available in the exports (provided the delete flags are surfaced in the exports)?

New vendor is solely responsible to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems. Thereafter, incumbent will develop the code for data extraction.

76-77 5.1 Transition-In, B. Will either samples or genuine exports of all existing reports from the previous vendor be provided to ensure all necessary data is being collected for the data migration?

Reports, information, and data that can be shared will be provided.

76-77 5.1 Transition-In, B. Will all data attributes for projects, contractors, employees be provided? New vendor is solely responsible to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems. Thereafter, incumbent will develop the code for data extraction.

76-77 5.1 Transition-In, B. Will business certification data be provided for contractors (such as MBE, WBE, DBE, etc.)?

No

76-77 5.1 Transition-In, B. Will apprentice information/history be provided for workers? Unknown

76-77 5.1 Transition-In, B. Will Section 3 (and any other HUD-specific) data be provided? No

76-77 5.1 Transition-In, B. Will project location/address data be provided? Yes

76-77 5.1 Transition-In, B. Will geographical area/GIS data related to workers and projects be provided reporting purposes?

No

76-77 5.1 Transition-In, B. Will zip code data related to workers and projects be provided reporting purposes? Yes

76-77 5.1 Transition-In, B. Will goal data be provided as it relates to projects, contractor, worker goals? No

76-77 5.1 Transition-In, B. Will data be provided for historical and/or current payroll notices/errors (such as an underpayment)?

Unknown

76-77 5.1 Transition-In, B. Will itemized fringe data be provided for workers in each payroll period? Unknown

76-77 5.1 Transition-In, B. Will record metadata such as “CreatedByUser, CreatedDate, LastModifiedUser, LastModifiedDate” and other related information be provided?

New vendor is solely responsible to provide all data specifications for projects, contractors, subcontractors and payroll data to the HUD and incumbent systems. Thereafter, incumbent will develop the code for data extraction.

76-77 5.1 Transition-In, B. Will duplicates of certain records types be expected in the data provided for import? (For example, are historical worker addresses tracked by saving a new employee record with the current address while keeping the previous employee record available with the previous address? Or would only one employee record exist while the previous and new address data are kept in a separate table?)

See answer above

77 5.1 Transition-In, D. How will the requirements for UAT testing be defined? Is there a pre-defined list? The contractor is responsible for completing the test plan and other HUD Project Planning and Management (PPM) requirements and artifacts and are listed on HUD's PPM website:

https://www.hud.gov/program_offices/cio/pp m/PPMV20Artifacts

79 Attachment 1, Performance Work Statement, 5.2.5

Service Updates

Please define "service update or changes" Anything that would impact access to or use of any or all services

88 Appendix 1, Surveillance Matrix, 5.2 Please define "system outage" Anything that would impact access to or use of any or all services

88 Appendix 1, Surveillance Matrix, 5.2.2 Please provide "A004 Quaterly Report" notated as a "Deliverable". A004 refers to

"live training webinars" in other places of this RFP.

A004 is a typo for 5.2.2, it should be A009

88 Appendix 1, Surveillance Matrix, 5.2.2 Please define where "log" that houses complaints is referenced in RFP. Pages 78-79

99 Attachment 4 - Sample Price Breakdown Worksheet with Rates

Please confirm that attachment 4 is not required to be turned in with Attachment 3 as this solicitation is for a SaaS solution and is not for construction, Yes, attachment 4 is required to be turned in.

The pricing template is to provide the details into how the vendors price is built. The vendor may alter the spreadsheet to provide how their prices were developed. If it is a widget, then the price of a widget would be provided with its associated quantity, unit price & discount amount. If the price is built using labor categories, number of hours and rates, it should so be reflected. However, the price was developed, ensure the spreadsheet provides specific details into how each line item was priced. Specific details of how each line item/CLIN price was determined is required.

101 Attachment 5 - Sample Price Breakdown Worksheet without Rates

Please confirm that attachment 5 is not required to be turned in with Attachment 3 as this solicitation is for a SaaS solution and is not for construction, Yes, attachment 5 is required to be turned in.

Attachment 5 is essentially the same as attachment 4, but without the prices.