EEOMIS_Vendor_Questions_and_Government_Responses_62019.xlsx

Sheet1 Questions to Solicitation 86615319Q00018 Answers to Solicitation 86615319Q00018

1. Is this new work or re-compete of existing work? This is a re-compete.

2. If a re-compete of existing work, what are the solicitation numbers or contract numbers of the prior solicitation? The previous contract number was DU100I-17-C-04.

3. Is there an incumbent or incumbents currently performing the work? If so, would you provide the name and contract number of the incumbent(s)? The services are not currenly being performend; however, Micropact Federal LLC was the previous contractor. The Contract was DU100I-17-C-04.

4. What is the expected date of award of solicitation 86615319Q00018? The award date hasn't been determined yet.

5. What is the expected start date of the contract awarded as a result of solicitation 86615319Q00018? The start date TBD.

6. Are there historical levels of effort from prior (incumbent) contracts? If so, will the government provide the historical levels of effort? The government will not provide the historal level of effort.

7. Two key persons are required in the solicitation (Project Manager and Alternate Project Manager). Are either or both persons expected to be on government site? If not on site, what is the frequency of interaction for the key persons and how is this interaction accomplished (meetings, phone, Skype, email)? The PM and Alternate PM are NOT expected to be on (government) site. Key personnel are expected to keep in contact with the program office on a weekly basis via email or phone.

8. Does the government anticipate COTS software in part or whole for the desired solutions? If so, are these to be priced as ODT’s? Yes the Government anticipate COTS software in whole. No, they are not priced to be ODT's.

9. Will the government consider a cloud solution provided as Infrastructure- or Platform-as-a-Service? If so, is a leased option desired by the government? A cloud solution may be considered. The offeror shall submit its offer in accordance with its technical solution.

12. The solicitation states that Post Award Conference and subsequent meetings may be via teleconference. Does HUD have a preference of which tools vendors can use to conduct virtual meetings? The offeror shall submit its offer in accordance with its technical solution

13. Transition In is not required so can we assume there is no vendor providing these services? No vendor is not currently performing services.

14. The Technical Proposal has a 20 page limit. Part I includes the Technical Approach and Management Plan Are the pages for the Management Plan included in the 20 pages or does the Technical Approach and Management Plan each have 20 page limits. Technical Approach has a 20 page limit and Management Plan has a 20 page limit.

16. What are the Agency preferred technologies and tools? The agency preferred technologies and tools are COTS technologies

17. On page 3 of the RFQ, you have provided a Fixed price template for the Annual Support and Upgrades for the base period and the 4 option periods. Page 80 has a pricing worksheet was well. Do we need to fill out both templates?

The Pricing worksheet also provides Labor Rate and Labor Hours.

Are we correct in assuming that the rows following the Annual Support and Upgrade Systems need to be populated with labor categories and their corresponding rates in addition to fixed price Annual Support costs? Please disregard the chart that appears on pages 3 and 4 of the solicitation and use the Pricing Worksheet, Attachment 3 in its place.

18. How do you collect EEO complaints; paper, electronic, phone? The agency collects EEO complaints Electronic.

19. Could the Agency provide us with a complaint workflow? No

20. Would HUD consider a custom-developed or partially-customized solution? Government would consider both.

21. Are you looking for SaaS licensing module or term or perpetual licensing module? HUD is looking for SaaS licensing module.

22. Do you have any preference for which cloud service we use? The agency does not have a preference.

23. HUD has asked for a cloud-based Document Management System. Does the system have a FISMA security designation, or is it required to be FedRAMP-certified? FedRAMP Certified.

24. Integration is within scope of this effort. Can HUD provide a complete or partial list of systems and/or applications with which the EEOMIS must integrate? HUD Integrated Human Resources and Training System (HIHRTS).

25. Would you consider extending the date of proposal submission, since the questions deadline is the 17th of June? No

26. Does the Agency prefer Open Source technologies? No preference.

27. Page 7 indicates 6-9 month incremental delivery and release of functionalities; does this imply significant development continuing into the option years or will this be primarily maintenance and support? This is referring to the continuation of the development of the system with maintenance and support from the awarded contract.

28. Could you provide some insight into any key interface formats with existing systems No.

29. Will the Agency be open to recommendations for COTS,SAAS or customized solution? The offeror shall submit its offer in accordance with its technical solution

30. Page 8 talks about 25 concurrent users; could you give us an estimate of total users? 25 estimated users.

31. Does HUD have an approximate date of implementation of a system to manage all aspects of this solicitation including how much time a contractor will have to implement the system once contracting has been completed? Paragraph 1.6 talks about a period of performance but does not identify an approximate start date. The System must be fully functional within 10 working days of contract award.

32. 2. Section III-PWS, Paragraph 1.1 & 1.4. This paragraph states, “…processing discrimination complaints, managing and tracking HUD EEO complaints…” and paragraph 1.4 states, “Designated EEO Counselors and EEO Specialists will be the primary users of the system.” Can you please define what you mean by “processing discrimination complaints” when it appears HUD EEO counselors and EEO specialists will be the primary users? What does HUD expect from the contractor regarding processing discrimination complaints? HUD EEO Specialist and EEO Counselors will process the EEO Complaints and using this system as a database to maintain an accurate record for each EEO Complaint they are processing in accordance with the CFR 1614 and MD-110. The record must include all significant events that occurred during the processing and all required documents completed during the process. The expectation for the contractor is to provide a system to track each complaint and to generate reports to include but not limited to the EEO annual 462 report and No FEAR report.

33. Section III-PWS, Paragraph 1.1. This paragraph states, “…processing discrimination complaints, managing and tracking HUD EEO complaints, and the Reasonable Accommodation process.” Does HUD use paper forms for Reasonable Accommodations that can be supplied so contractor can determine what exact data fields will be required and does HUD expect these paper forms to be printed from the application for filing paper copies of each case? Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements.

34. Section III-PWS, Paragraph 1.4. This paragraph states, “…Contractor shall provide a software application that will provide workforce statistical analysis, EEO barrier identification, reasonable accommodation and training requests.” Can HUD further explain what is meant by “workforce statistical analysis” and EEO barrier identification?” Is HUD referring to the MD715 reporting requirements? And if not, can you provide further workload associated with these two items? Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements

35. Section III-PWS, Paragraph 5.1. This paragraph states, “…system must have the capability for electronic case tracking, an executive dashboard, electronic filing, electronic scanning and Document Management.” Can HUD provide a copy of their current dashboard or provide what information HUD would like to see on their dashboard? HUD is unable to provide an example. HUD would require a feature that will provide EEO statistics on the critical complaint processing events.

36. Section III-PWS, Paragraph 5.1. This paragraph states, “…system must have the capability for electronic case tracking, an executive dashboard, electronic filing, electronic scanning and Document Management…” By “electronic filing,” does HUD want the means for HUD employees to electronically complete their initial complaint filing or reasonable accommodation requests? If not, please provide further information on what is meant by “electronic filing?” Yes, HUD would like for employees to be able to complete their initial complainant filing electronically.

37. Section III-PWS, Paragraph 5.1. This paragraph states, “…system must have the capability for electronic case tracking, an executive dashboard, electronic filing, electronic scanning and Document Management…” Can HUD provide specifications on current scanning equipment or does HUD expect contractor to purchase and provide hardware to accomplish? HUD has their own scanning equipment. HUD requires a database that can upload douments from HUD computers.

38. Section III-PWS, Paragraph 5.1.4. This paragraph states, “Must have the capability to create various executive level reports for Capitol Hill executives.” Can HUD provide copies of these executive level reports, so contractors can determine the programming work effort needed to create them. These reports provide all required 462 data and No FEAR data.

39. Section III-PWS, Paragraph 5.1.5. This paragraph states, “System shall have direct connectivity to the EEOC for report submission.” Please provide more clarity on this sentence? Does this infer that EEOMIS system must be able to generate 462 in EEOC approved format, rather than its own format, and an individual would need to update manually? The database 462 report shall be in the format required by the EEOC.

40. Section III-PWS, Paragraph 5.3. This paragraph states, “Contractor shall maintain updated version of the product suite to assure compatibility with HUD current and planned infrastructure upgrades.” How can bidders for this system prepare for “planned infrastructure updates” without knowing what is in HUD’s future plans? Confirm that companies providing software as a service (SaaS) and cloud hosting for this service, the requirements in this paragraph are required. Currently, integration is reqired with HIHRTS and NFC. Future requirements TBD.

41. Section III-PWS, Paragraph 5.4. This paragraph states, “The Contractor shall provide integration support between the EEOMIS system with existing HIHRTS, National Finance Center (NFC), and planned/future systems. Can HUD provide more details on what integration support is required from a hosted serve to the HIHRTS, NFC and any other planned/future systems? For example, what types of integration is needed between these systems. Currently, integration is reqired with HIHRTS and NFC. Future requirements TBD

42. Section III-PWS, Paragraph 5.4. Performance Standards a). This paragraph states, “Maintain compatibility and interoperability with existing HUD devices / systems (HIHRTS). Can HUD provide more details on their HUD devices / systems, so bidders can determine if our SaaS products currently meet these performance standards? Currently, integration is reqired with HIHRTS and NFC. Future requirements TBD

43. Section III-PWS, Paragraph 5.6. This paragraph states, “The Contractor shall provide hands-on technical and functional training to EEOMIS users…” Can we assume HUD is intending to train 25 users, or are there more users than are identified in paragraph 1.4? Are all HUD users in the Washington, DC area or are there other HUD office locations where training would be required? Vendor must be able to train "up-to" 25 Users. All user training will be conducted at the HUD Headquarters in Washington, DC.

44. Section III-PWS, Paragraph 5.6, bulleted statements. This bulleted statement states, “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.” Does bidder have to provide computers, or will computers be provided “at HUD facility and/or off-site at a HUD sponsored events?” The government will provide classroom, computers and projection capabilities when traning is conducted on government site and at HUD sponsored off-site events.

45. Section III-PWS, Paragraph 5.7. This paragraph states, “…Contractor shall provide to the PM/COR a Monthly Status Report (MSR) that covers a range of activities conducted during the reporting month.” Based on your summary of what the reports will contain, confirm no EEO or activity be provided in these monthly reports, only contractor activity during the month. No EEO activity will be covered in this report. Only system operations and maintenance activity will be required.

46. Database Conversion. Does HUD have current data that needs to be converted into bidder’s SaaS system? If so, approximately how many cases and how far back? The No Fear Act report requires 5 years’ worth of data in order to generate. Contractors need to know that conversion to their systems would require data conversion in order to properly generate this data. Complaints from 2005 on will need to be converted. This is approximately 3,500 complaints that will need to be converted.

47. Are functional Subject Matter Experts (SMEs) required to support the business process of the EEO complaints (Solicitation, p. 3, Paragraph – 5th from top of page)? No, functional subject matter experts are not required to support the business process of the EEO complaints.

48. Is an existing business process application being used (Solicitation, p. 5, Paragraph – Section III Vision Statement)? No, there isn't an existing business process application being used.

49. Is this strictly for IT support or does it require personnel to process discrimination complaints and manage/track HUD EEO complaints (Solicitation, p. 5, Paragraph 1.1)? It is solely for IT Operations and Maintenance Support.

50. What functionality doesn’t exist in the EEOMIS that HUD needs (regulatory) / desires (good go have) (Solicitation, p. 6, Paragraph 1.2)? HUD ODEEO needs a centralized database for maintaining, managing and tracking HUD EEO complaints and associated business activities.

51. Does this contract require services to obtain or maintain an ATO, or is another organization responsible for the ATO (Solicitation, p. 7, Paragraph – Security Controls)? ATO is required, however the ODEEO IT Security Officer is responsible.

52. Are there existing development milestones that must be met with reference to development efforts (Solicitation, p. 7, Paragraph 1.3.1)? No, however, the system is required to be fully functional within 30 days after contract award.

53. How long after contract award is the system required to be fully functional (Solicitation, p. 8, Paragraph 1.4)? 10 working days after contract award.

54. Is there a preferred business process application being considered or desirable (that fits within the existing HUD infrastructure) (Solicitation, p. 8, Paragraph 1.4)? The system needs to provide a 462 reports and No FEAR Act reports in accordance with the EEOC.

55. What technology or language was the current application developed with (Solicitation, p. 8, Paragraph 1.4)? The Government will not disclose.

56. What type of database is currently being used (SQL, Oracle, etc.) (Solicitation, p. 8, Paragraph 1.4)? The Government will not disclose.

57. Who are the main users (those with accounts – EEO Counselors and EEO Specialists) of this system, and how many are there (Solicitation, p. 8, Paragraph 1.4)? Users are government EEO Counselors and Specialists. There are approximately 25.

58. Does a software application already exist that provides workforce statistical analysis, EEO barrier identification, reasonable accommodation and training requests (Solicitation, p8, Paragraph 1.4)? Yes

59. Is there a requirement for a web facing application where EEO submitters can submit their complaints (Solicitation, p. 8, Paragraph 1.4)? Yes

60. Where do existing databases reside, to include other infrastructure such as applications server (Solicitation, p. 12, Paragraph 3.3)? Database will reside on vendor servers. The data will belong to government.

61. Does an electronic case tracking, executive dashboard, electronic filing, electronic and document management system already exist (Solicitation, p. 14, Paragraph 5.1)? No, the vendor must provide.

62. Does a system user manual already exist (Solicitation, p. 14, Paragraph 5.1)? No, vendor must provide

63. Does an Electronic Document Management System (EDMS) already exist (Solicitation, p. 14, Paragraph 5.1.1)? No, vendor must provide.

64. What are the specifications for the ODEEO computer systems that the Electronic Filing Systems must be compatible with (Solicitation, p. 15, Paragraph 5.1.2)? The specifications are 64 Bit Windows 10.

65. For the Electronic Scanning System, is the contract required to provide the scanning hardware (Solicitation, p. 15, Paragraph 5.1.3)? No, the government does not require the contractor to provide scanning hardware.

66. Does a system or module currently exist that runs a Data Integrity Analysis and a Checklist Report on EEO Form 462 (Solicitation, p. 15, Paragraph 5.2)? Yes, a system and/or module exists that runs Data integrity analysis, checklist report on EEO Form 462.

67. Does logic exist or will it be provided with reference to passing or failing Data Integrity Analysis and Checklist Report (Solicitation, p. 15, Paragraph 5.2)? Yes, the logic exists. No the logic will not be provided.

68. Is a test server environment required at the contractor facility (Solicitation, p. 16, Paragraph 5.3)? No, test server is required.

69. What key personnel positions are required (Solicitation, p. 56, Paragraph – Management Plan)? The vendor determined which key personnel they will use.

70. Are key personnel resume’s required (Solicitation, p. 56, Paragraph – Management Plan)? No resumes are required.

71. Can the government include CLINS for the Reasonable Accommodation process/solution, separate from the EEO process/requirements? Disregard any and all 'reasonable accommodation' requirements tasks and/or statements

72. How many users of the Reasonable Accommodations process/ solution are there today? Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements

73. Can the government provide specific requirements for the Reasonable Accommodation process/solution, similar to what is provided in Section 5 (Specific Tasks)? Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements

74. Because this is a firm fixed price contract, can the government remove the labor categories, labor rates and hours under attachment 3? No, the Government is requesting that the offeror provide their labor categories and rates.

75. Is this work a migration from ICOMPLAINTS to ETK EEO? No, this work isn not a migration.

76. Will government provide high level requirements or workflow diagram for the RA process they desire? Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements.

77. Would the government consider extending the proposal due date as the answers to our questions will impact our response. Yes, the Government will extending the proposal due date via amendment.

78. Is the primary scope and objective of this program and procurement a migration from MicroPact I-Complaints to MicroPact Entellitrak EEO? No, the primary objective is to procure a management information system.

79. Will government provide high level requirements or workflow diagram for the RA process they desire. Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements.

80. Would the government revised the CLIN structure to have two, separate CLINs – one for the Reasonable Accommodation process and solution and one for the EEO process requirements? Disregard any and all 'reasonable accommodation' requirements, tasks and/or statements.

81. Given this is a Firm Fixed price contract, vendors are to provide Total Amount and not the specific labor categories, labor rates, and hours within each table provided in attachment 3. Correct? Vendors should use the Pricing worksheet (Att 3) and disregard the the chart that includes unit and Quantity and Unit Price.

82. Given our questions specific to the Reasonable Accommodations that require the government’s response, would the government extend the proposal submission due date by 2 weeks? Reasonable Accommodations will be deleted from the PWS.

83. What is the level of EEO data that is required to be migrated to the new system? Complaints from 2005 on will need to be converted. This is approximately 3,500 complaints will need to be converted.

84. Will the government provide the system description and specific technical specifications for the HIHRTS to support the Integration and Interface Support requirement? Yes, after the contract is awarded.

85. What is the volume (e.g. number of participants) to be included in the vendor’s training service and support? Not expected to more than 15.

86. What training resources (e.g. room, overhead) are available and should be factored into the vendor’s proposed training approach and support? Classrooms, with computer and projection capabilities are available at HUD.

87. Is the Proposal Matrix counted within the 20 page count for the Part I: Technical Approach and Management Plan? No, the Proposal Matrix will not be counted towards the 20 Page count of the Technical Approach and Management Plan.

88. Would the government consider an electronic submission of the proposal? The Government will not be considerng the use of electronic submission for this procurement.

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