EEOMIS_Combined_Synopsis_Solicitation_for_Commercial_items.pdf

PDF 732 KB Posted Jun 10, 2019

Attached to: Office of Departmental Equal Employment Opportunity (ODEEO)
Solicitation number: 86615319Q00018
Issued by: Department of Housing and Urban Development CPO Customer Service and Administrative Support

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SEE ADDENDUMIS CHECKED.

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

HUD-NOI

WASHINGTON DC 20410-1000

451 7TH STREET SW

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

US DEPARTMENT OF HUD

HUD-Q CODE 16. ADMINISTERED BYCODE

8(A)

HUBZONE SMALL BUSINESS

SEE SCHEDULE

BLOCK IS MARKED

541511

SIZE STANDARD:

100.00% FORSET ASIDE

UNRESTRICTED

HUD-NOI

RFPIFB

UNDER DPAS (15 CFR 700)

11. DELIVERY FOR FOB10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER

DESTINATION UNLESS

NAICS:

SMALL BUSINESS

12. DISCOUNT TERMS

6. SOLICITATION

ISSUE DATE

06/10/2019

06/25/2019 1400 ETANGELA FORTSON

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/

86615319Q00018

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 81RCS-Q-2019-00066OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

ROOM 5256

TELEPHONE NO.

17a. CONTRACTOR/

WASHINGTON DC 20410

451 7TH STREET SW

HUD-Q

15. DELIVER TO

WASHINGTON DC 20410-1000

ROOM 5256

451 SEVENTH STREET SW

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

US DEPARTMENT OF HUD

9. ISSUED BY

2. CONTRACT NO.

EFFECTIVE DATE

$27.50

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK BELOW

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Equal Employment Opportunity Management

Information System (EEOMIS)

Invoice Approver/COR: WILLIAMS, GABRIALE Inv

Approver/COR Backup1: HARRIS, TERESA

0001 LIN 0001 Annual Support and Upgrades

System Annual Support and Upgrade Subscription

System efile Module Annual Support and Upgrade

Subscription

System escan Annual Support and Upgrade

Subscription

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED

TERESA A. HARRIS

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 4/2002)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

30b. NAME AND TITLE OF SIGNER (Type or Print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

PREVIOUS EDITION IS NOT USABLE

29. AWARD OF CONTRACT REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS

NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 4/2002) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

System Executive Dashboard Annual Support and

Upgrade Subscription

Quality Review Module (1-500 pre-complaints)

Annual Support and Upgrade Subscription

Enhanced Support Package

IaaS Cloud Hosting (Shared Environment)

System - User - 1 day at Contractor Facility - up to 12 Users Base Year

0002 LIN 0002 Annual Support and Upgrades Option 1

(Option Line Item)

0003 LIN 0003 Annual Support and Upgrades Option 2

(Option Line Item)

0004 LIN 0004 Annual Support and Upgrades Option 3

(Option Line Item)

0005 CLIN 0005 Annual Support and Upgrades Option 4

(Option Line Item)

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

812 of

86615319Q00018

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, “Streamlined Procedures for

Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation document will not be issued.

The solicitation number is 86615319Q00018 and the solicitation is issued as a Request for

Quotations (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular (FAC) number 2019-02.

This requirement is a competitive total small business. The associated North American Industrial

Classification System (NAICS) code for this procurement is 541511 “Custom Computer

Programming Services.”

The Department of Housing and Urban Development (HUD), Office of Departmental Equal

Employment Opportunity (ODEEO) is seeking contractor support to strengthen its EEO complaints function. Services shall include processing discrimination complaints, managing and tracking HUD EEO complaints and the Reasonable Accommodation process.

All interested companies shall provide quotation(s) for the following:

Line Item

Number

(LIN)

Description Unit and

Quantity

Unit Price Total LIN Price

Annual Support and Upgrades

(IAW 1.4, 5.1-

5.4)

Base

Fixed Price

0002 Annual Support and Upgrades

(IAW 1.4, 5.1-

5.4)

Option 1

1 Fixed Price

0003 Annual Support and Upgrades

(IAW 1.4, 5.1-

5.4)

Option 2

0004 Annual Support and Upgrades

(IAW 1.4, 5.1-

5.4)

Option 3

0005 Annual Support and Upgrades

(IAW 1.4, 5.1-

5.4)

Option 4

TOTAL

SECTION I

CONTRACT TYPE

This fixed price contract will be inclusive of :1) include processing discrimination complaints, 2) managing and tracking HUD EEO complaints and 3) the Reasonable Accommodation process.

A single award will be established for this contract. Services under this contract will be performed via the issuance of an Individual Award which will be Fixed Price (FP) in accordance with the Performance Work Statement (PWS). See Section III.

DESCRIPTION: The Department of Housing and Urban Development (HUD), Office of

Departmental Equal Employment Opportunity (ODEEO) is seeking contractor support to strengthen its EEO complaints function. Services shall include processing discrimination complaints, managing and tracking HUD EEO complaints and the Reasonable Accommodation process

SECTION II – SUPPLIES OR SERVICES & PRICES/COSTS

As total compensation for all services performed in accordance with the terms, conditions, and specifications stated herein, the Contractor shall be paid according to the awarded Price Schedule as reflected in the Contract.

In Attachment 1, the Government requires the Contractor to price out the base and all options.

(See Attachment 1).

SECTION III – PERFORMANCE WORK STATEMENT (PWS)

Vision Statement

To obtain contractor support to assist HUD with processing discrimination complaints in compliance with Equal Employment Opportunity Commission (EEOC) regulations. By obtaining these services, HUD will be able to improve tracking and managing HUD EEO complaints and the Reasonable Accommodation process.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD), Office of Departmental Equal

1.2 Background

The EEO Management Information System (EEOMIS) is a centralized database for maintaining, managing and tracking HUD EEO complaints. The EEOMIS functionality is designed to support the business activities associated with managing the EEO complaints, investigations, counseling, alternative dispute resolutions cases, hearings, appeals and reasonable accommodation requests.

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following:

No Fear Act Report

EEOC Form 462 Report

HUD Handbook 2400.15 HUDs System Development Methodology (HUD LIFE

CYCLE METHODOLOGY)

PL 105-277, Title MVII Government Paperwork Elimination Act Oct 21 98

PL 105-220, Title IV, 408(b) Section 508 of the Rehabilitation Act of 1998

40 U.S.C. 759 note Computer Security Act 1987

0731HUD Handbook 2400.15 HUDs System Development Methodology (HUD LIFE

CYCLE METHODOLOGY)

HUD Quality Assurance Guidelines

HUD Handbook 2400.24 REV.1 HUDs ADP Security Program M

PL 105-220, Title IV, 408(b) Section 508 of the Rehabilitation Act of 1998 M

40 U.S.C. 759 note Computer Security Act 1987 M

White House Memorandum, "Electronic Government Dec 17 99 M

GAO/AIMD-00-33 "Information Security Risk Assessment Practices of Leading

Organizations" Nov 99

OMB Memorandum 99-20 "Security of Federal Automated Information Resources"

Jun 23 99

OMB Circular A-11 Part 3, "Planning, Budgeting, and Acquisition of Capital Assets M

OMB Circular A-130 "Management of Federal Information Resources" M

OMB Circular A-130 "Security of Federal Automated Information Resources"

(Appendix III) (see also 34 FR 6428) Feb 20 96

OMB "Access with Trust" Sept 98 M

NIST Special Publication 800-14 "Generally Accepted Principles and Practices for

Securing Information Technology Systems" Sep 96

NIST Special Publication 800-12 "An Introduction to Computer Security: The NIST

Handbook" Dec 95

NIST Special Publication 800-9 "Good Security Practices for Electronic Commerce, Including Electronic Data Interchange" Dec 93

800-53 Recommended Security Controls for Federal Information Systems M

800-30 Risk Management Guide for Information Technology Systems M

800-18 Guide for Developing Security Plans for Information Technology Systems, Feb

July 2002, Dec 1998

Other NIST 800 series publications as found at http://csrc.nist.gov/publications/nistpubs/ including 800-53, 800-30 and 800-18

64 FR 10896 Federal Register, "Proposed Implementation of the Government

Paperwork Elimination Act" Mar 5 99

White House Memorandum, "Electronic Government Dec 17 99

Security and Controls

HUD Handbook 2400.25 REV.1, ADP Security Program, describes the Departments Data

Processing Security Program. The policies outlined in the Handbook support the ADP security requirements found in the Model Framework for Management Control over Automated

Information Systems and the ADP Security Guidance from the Office of Management and

Budget (OMB) within circulars A-123, A-127 and A-130. The policies contained in this notebook apply to all ADP systems operated by, or on behalf of, HUD and include mainframes, minicomputers, microcomputers and network systems. HUD guidance does not replace detailed guidance provided by NIST in the 800 series Special Publications (available at http://csrc.nist.gov/publications/nistpubs ). The contractor shall comply with HUDs ADP

Security Program.

1.3.1 Project Planning and Management

All HUD IT projects, including all information systems acquired, developed, enhanced, or maintained shall follow the policy, procedures, standards, and guidelines set forth within the IT

Management Framework using the Project Planning and Management (PPM) Life Cycle located at HUDs PPM Life Cycle Website:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/cio/ppm/PPMV20HOME

PPM was designed based on the best practices from Capability Maturity Model Integration

(CMMI) for systems development and PMBok for project management. While at the foundation, PPM is designed as a Waterfall methodology, HUD encourages tailoring the PPM to use the many modern solution development methodologies available to enable the planning, development and delivery of useable functionality within 6-9-month increments.

Contractors are encouraged to propose a preferred methodology whether their solution(s) are for custom development, includes prototypes or pilots, Commercial Off the Shelf (COTS)/

Government Off the Shelf (GOTS) configuration, or Software as a Services. Working with the

HUD Project Manager(s), the Contractor will tailor PPM to take advantage of contractor proposed expertise in using other methodologies in a manner that will provide HUD the best value and address all of the work necessary for successful project completion, on time, within budget, and delivering intended functionality.

The decisions of PPM tailoring are captured in the Project Tailoring Agreement (PTA), which documents the specific agreement for creating, combining, referring or omitting specific artifacts applicable to the project, as well as adjust project control gate reviews to be consistent with the tailoring. All tailoring of PPM must be approved by HUDs Deputy Chief Information Officer

(DCIO) for Business & IT Modernization. As a default, any project without an approved project tailoring agreement is required to follow all PPM phases and artifacts as presented.

1.4 Description of Services

The Contractor shall provide a software database that shall to track and manage the flow of EEO complaints as they progress through the HUD EEO complaints and Reasonable Accommodation process. The EEO Management Information System must have the capability to accommodate up to 25 concurrent users. Designated EEO Counselors and EEO Specialists will be the primary users of the system. The Contractor shall provide a software application that will provide workforce statistical analysis, EEO barrier identification, reasonable accommodation and training requests. The support services shall include:

o Management and Tracking o Database Support o Integration and Interface Support o Configuration Management Support

Detailed descriptions of specific tasks are provided in Section 5 Specific Tasks and

Deliverables.

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the

Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance shall be one base period of 12 months and four 12-month option periods.

1.7 Place of Performance

The services to be performed under this contract shall be performed at the Contractors’ facility.

1.8 Hours of Operation

8:00am to 4:30pm Monday through Friday EST, except Federal Holidays or when the

Government facility is closed for administrative reasons.

1.9 Special Qualifications

The contractor shall have a Capability Maturity Model Integrated (CMMI) Level 2 certification or higher.

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contracting Officer's Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the

Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

No Contractor travel is anticipated during the performance period of this contract.

1.13 Transition In

N/A

1.14 Transition Out

N/A

2 Definitions and Acronyms

2.1 Definitions

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the

Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification.

Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

Physical Security - Actions that prevent the loss or damage of Government property.

Project Tailoring Agreement (PTA) - Provides overview guidance to project teams on different types of projects as well as the PPM requirements for each type of project

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level

CO - Contracting Officer

COR - Contracting Officer Representative

COTS - Commercial Off-the-Shelf

EEO - Equal Employment Opportunity

EEOC - Equal Employment Opportunity Commission

EEOMIS - EEO Management Information System

EST - Eastern Standard Time (U.S.)

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

IT - Information Technology

OCPO - Office of the Chief Procurement Officer

ODEEO - Office of Departmental Equal Employment Opportunity

PM - Project Manager

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished

Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

No Government services will be provided.

3.2 Facilities

No facilities will be provided by the Government.

3.3 Equipment

The Government will not provide any equipment.

3.4 Materials

Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 Facilities

The contractor shall furnish all facilities.

4.2 Equipment

The contractor shall furnish all equipment.

4.3 Material

The contractor shall furnish all materials.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing and updated as necessary throughout the contract period. U.S.

Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the

Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR per HUDAR 2452.237-73, "Conduct of Work and Technical Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through Friday EST, except Federal

Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their

Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent and ensure non-reoccurrence of defective services.

The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated

Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP).

The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the

Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP).

The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The

QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

5 Specific Tasks

5.1 Automated EEO Management and Tracking System

The contractor shall provide a commercially available Cloud-based, continuous 24-hour automated EEO management and tracking system to generate mandated departmental annual reporting to EEOC, along with the requisite information needed from the complaints and investigations processing conducted by ODEEO. The system must have the capability for electronic case tracking, an executive dashboard, electronic filing, electronic scanning and

Document Management. Must be EEOC compliant, and able to produce EEOC form 462 report and No Fear Act Report. The Contractor shall provide a system user manual that outlines how to use the system.

Performance Standards

a) Standard: Provide continuous (24-hour) system Integration and Interface

AQL: No more than 15 hours per week downtime

Deliverables

A001 EEOMIS System

5.1.1 Electronic Document Management System (EDMS)

The contractor shall provide an Electronic Document Management System that manages the creation, storage and control of documents electronically. The EDMS must manage electronic information within the ODEEO workflow. The system must include document management, workflow, document retrieval and imaging (scanning). The system must provide secure access, maintaining the context and executing disposition instructions for all records in the system.

EDMS must provide: Security control - This function controls which users have access to which information. Version Control - The EDMS should allow users to add documents to the system and designate a document as an official record. It shall also automatically assign the correct version designation.

5.1.2 Electronic Filing System

Electronic documents must be automatically routed to the appropriate ODEEO staff for processing. The system allows further routing within HUD for adjudication. Electronic Filing must enable improvements in efficiency by minimizing paper flow and to shorten case processing time. The system must allow for faster response as well as accurate and up-to-date information. The system must promote expedited inspection of documents electronically and enhance the ability to request for and receive electronic extracts of documents. Documents must be efficiently and securely managed in a central repository, on-contractor site or in the cloud.

System must use Windows interface, compatible with the ODEEO computer systems. The electronic filing system must be easily searchable so that various reports can be generated using multiple user queries (Last Name, Date, Date Range). System must file and manage documents based on content using ODEEO specific metadata-based approach.

5.1.3 Electronic Scanning System

The contractor shall provide an electronic scanning system that shall transform paper files into quality text-searchable digital images. The system shall scan documents through a document scanner that will become a digital document. These digital copies must be able to be used as the legal original copy. The ODEEO electronic scanning must create an image of the document in a format that can be viewed online. Documents must be able to be view and retrieved in PDF or

TIF formats.

5.1.4 Executive Dashboard

The contractor shall create a customizable Executive Dashboard that shall display graphics and case activity that allows the EEO to understand and display EEO program performance trends.

Must have the capability to create various executive level reports for Capitol Hill executives.

5.1.5 EEOC Form 462 Report

The contractor shall provide screens and data elements to capture all Form 462 required information. System shall have direct connectivity to the EEOC for report submission.

5.1.6 EEOC No Fear Act Report

The contractor shall provide an EEO Management and Tracking System that shall provide screens and data elements to capture all No FEAR Act required information accurately.

5.2 Quality Review Management

The contractor shall provide a system or module that runs a Data Integrity Analysis and a

Checklist Report on EEO Form 462 Reports to expose which sections would pass or fail if submitted, providing variance information down to individual complaints. Once validated, the completed 462 Report can be generated and submitted.

5.3 Database (DBA) Support

The Contractor shall provide database administration support for the EEOMIS system. The

Contractor shall maintain current version and support HUD IT Infrastructure team during database maintenance, database version upgrades and security patches by way of testing the

EEOMIS system to assure no negative impact to the system due to upgrades and/or patches. The

Contractor shall maintain updated version of the product suite to assure compatibility with HUD current and planned infrastructure upgrades. The Contractor shall provide support for database structural changes as well as scheduled and non-scheduled data refreshes/reloads.

5.4 Integration and Interface Support

The Contractor shall provide integration support between the EEOMIS system with existing

HIHRTS, National Finance Center (NFC), and planned/future systems. The Contractor shall assist interfacing systems with data extracts when requested by the user and/or customer and as approved by the HUD Project Manager(s) or designated representative. The Contractor shall develop, configure, execute and deliver reports, search and save capability or data extract files that are outside of system capabilities.

a) Standard: Maintain compatibility and interoperability with existing HUD devices / systems

(HIHRTS)

AQL: Zero Deviation

5.5 Configuration Management Support

The Contractor shall perform system configuration management (CM) to provide support to

HUD in the implementation of CM processes that establishes and maintains control over the baseline software and change management/version control. The Contractor shall develop a

System Security Control Plan that ensures that the security of the installed system follows HUD

IT Security Directives concerning the security and the protection of personally identifiable information. The plan shall address the following security control factors: Operational Controls

(Personnel Security, Physical Security, Production, Input/Output Controls, Data Integrity, Documentation, and Incident Response Capability), and Technical Controls (Identification and

Authentication, Logical Access Controls, and Audit Trails).

a) Standard: Ensure System Configuration maintains HUD Security Integrity

A003 System Security Control Plan

5.6 Training

The Contractor shall provide hands-on technical and functional training to EEOMIS users.

Training support shall include:

• Providing hands-on technical and functional training support to management and internal users. Training shall be conducted on-site at a HUD facility and/or off-site at a HUD sponsored event. Training shall be provided via hands-on support, teleconference, videoconference and instructional demonstrations.

• Create and update training materials that shall include user manuals, cheat sheets, desk reference guides, videos and PowerPoint presentations.

5.7 Monthly Reports

The Contractor shall provide to the PM/COR a Monthly Status Report (MSR) that covers a range of activities conducted during the reporting month. The Report shall include; summary of outages/downtime-reason for the outage, customizations, patches and/or upgrades, synopsis of all meetings/teleconferences with program office, monthly issues/resolutions/impact if any.

a) Standard: Monthly report submitted last Friday of every month not later than 4:30pm EST.

AQL: Will accept on following Mondays not later than 12:00pm EST

A004 Monthly Report

6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The

Government reserves the right to make changes to delivery dates.

Number Name Frequency Quantity

A001 EEOMIS System Once 1

A002 Electronic Document Management System

(EDMS)

Once 1

A003 System Security Control Plan Once 1

20 days after award

A004 Monthly Report monthly 1

A005 Quality Control Plan Once 1

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 30 business days when changes are made thereafter. After acceptance of the QCP, the

Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

6.2 Acceptance Criteria

The Contractor shall submit deliverables in draft format. Contractors proposed format is acceptable. The government will review and make comments for revisions. The Contractor shall submit a final deliverable to the Government five (5) business days after receipt of the

Governments comments. The Contractor agrees that unacceptable work, as determined by the

Contracting Officer, shall be corrected at no additional cost to the Government.

7 Performance Requirements Summary

The summary chart below lists the contract's primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the chart below, requirements not appearing on the

PRS chart do not negate the Contractor's obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable. HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the COR may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met. Regular review of Contractor performance is critical to the overall success of the contract.

On a monthly basis, the COR will evaluate the quality of the product or services.

Performance Requirement Summary (PRS)

Statements Standards/AQLs Incentive/Remedy

5.1 Automated EEO

Management and

Tracking System

Provide continuous (24-hour) system Integration and Interface

AQL: No more than 15 hours per week downtime

5% deduction from the associated CLIN for each business day not submitted in accordance with the established performance standard.

5.1.1 Electronic

Document

Management

System (EDMS)

Provide continuous (24-hour) system Integration and Interface

AQL: No more than 15 hours per week downtime

5% deduction from the associated CLIN for each business day not submitted in accordance

5.1.2 Electronic Filing

System