Government_Response_to_Contractor_Inquiries.pdf

Government Response to Contractor Inquiries

Sources Sought/RFI APP-HU-2019-074

Internal Tracking Management Service (ITMS)

1. Is there a preferred barcode format and reader?

Response: Para. 1.4 of the PWS - HUD seeks a Contractor who shall provide an automated tracking tool that facilitates case binder location information. The tracking service shall provide an internal office audit trail for case binders from arrival in the mailroom to persons and locations within a Homeownership Center (HOC).

2. How are folios initially labeled? (printed sticker, printed on the cover, etc).

Response: The FHA Case Binders are to have a sticker on the front of the binder with a scanning barcode and FHA case number that represents the FHA case number that is written on the outside edger of the file.

3. Will the contractor be responsible for generating/printing labels?

Response: No. This contract is to provide the tool in which to be able to generate/print the barcode labels.

4. What kind of volumes can be expected (active, annual)?

Response: Current all 4 HOC’s combined bar code approx. 14,000 files per month.

5. What kind of metadata is likely required (id, name, ownership, status, etc)?

Response: The Government would need to be able to at least capture a secure login, employees name, H number (or C number for a contractor), FHA case number, capability of adding location barcodes such as PUD, QAD, TECH, etc.

6. Are there any specific security requirements beyond typical network security?

Response: Security requirements must be in accordance with the policies of the

Government/HUD.

7. Please provide a link to the site describing “Single-Family Headquarters Offices”. If there is no link, please provide the locations of these offices.

Reference: The case binder tracking service shall be available to the four (4) Single

Family HOCs and all Single-Family Headquarters Offices. The tracking service shall be activated at:

▪ Atlanta HOC

▪ Philadelphia HOC

▪ Denver HOC

▪ Santa Ana HOC

▪ HQ Single Family Offices

Response: Para 1.4 and 5.1.4 of the PWS will be corrected to: The case binder tracking service shall be available to the four (4) Single Family HOCs.

▪ Atlanta HOC

▪ Philadelphia HOC

▪ Denver HOC

▪ Santa Ana HOC

Single Family Headquarters Offices will be removed from the PWS.

8. Is there an incumbent for this acquisition? If yes, please identify the incumbent and contract number.

Response: Yes. The incumbent information is:

Weems Design Studio, Inc. Contract # DU100A-14-C-01

9. Is this a combination of previous requirements? If yes, please identify the incumbents and contract numbers.

Response: No. This is not a combination of previous requirements.

10. Is this acquisition a new requirement for HUD?

Response: Yes. This is a new acquisition requirement.

11. Is there currently an existing tracking system in place?

Response: Yes. The Government has a tool that is currently being used for internal tracking of the case binders.

12. How many bar code scanners are needed? The requirement is to have 1 per user and 2 per QAD but the number of users and QADs is not identified.

How many bar code printers are needed? The requirement states 4 per HOC. That would only be 16 printers. Is there a need for on hand back-ups? Is there a need for printers at the ▪ HQ Single Family Offices?

Response: Para. 4.2 of the PWS will be corrected to: The Contractor shall furnish up to

350 barcode scanners and up to 12 barcode printers in total under this contract. I don’t see a need for an on hand back printer. HQ Single Family Offices will be removed from the PWS.

13. The requirement for 600 concurrent users is understood and that it must accommodate up to 750 concurrent users. How many total users will write to the system?

Response: Para. 5.1.4 - The Contractor shall provide services for a minimum of 600 concurrent users.

14. Is there a requirement for the public to log into to the system to see the progress of their files?

Response: This is an internal tool only. There is no requirement for the public to have any access to this tool.

15. How many “case binder” files are active on average simultaneously?

Response: Government employees from different locations scan files several times a day.

It is not possible to have an account of the files that are active on average simultaneously.

16. How many “case binder” files are processed on average monthly?

Response: Currently all 4 HOC’s combined bar code approx. 14,000 files per month.

17. Understanding a work day for the contractor is 7:00 AM to 6:00 PM work days a.k.a.

business days. Please define regarding:

PWS 5.1.1. User access should be granted within 24 hours of completion of online application.

PWS 5.1.4. The Help Desk services shall ensure that customer inquiries are resolved within 24 hours.

a. Please clarify if a query is received at 3:30 PM on a Friday:

i. Resolve in 24 hours would mean resolved by 3:29PM on Saturday.

ii. Resolve in 1 business day would mean resolved by 3:29PM on Monday

(or Tuesday if Monday was a holiday).

iii. Resolve in 24 business hours would mean resolved by 5:29 PM on

Tuesday (or Wednesday if Monday was a holiday).

Response: Para. 5.1.4 - Weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside of these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours. Therefore, if a query is received at 3:30 p.m. on a Friday, to Resolve in 1 business day would mean resolved by 3:29 p.m. on Monday (or Tuesday if Monday was a holiday).

18. Does the database have to be in “the cloud” or can it reside inside the network?

Response: This database for the internal tracking tool will reside inside the Government network not the cloud.

19. Would the scanners therefore have to be connected to the cloud or to a government

WAN?

Response: The scanners would therefore be connected to a Government Wide Area Network

(WAN), not the cloud.

20. Instead of handheld scanners, could we use something like a Microsoft Surface tablets?

Response: The tool must meet the Government’s requirements.

21. Would provide a lot more screen real estate to work with and are actually cheaper than handheld scanners. And then add a Bluetooth scanner to tether to the unit.

Response: The capability statement must meet the Government’s requirement.