Sources-Sought-RFI-ITMS.pdf

REQUESTING SOURCES SOUGHT AND CAPABILITY STATEMENTS FOR

INTERNAL TRACKING MANAGEMENT SERVICE (ITMS)

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a request for offers, quotes or proposals. This notice does not represent a commitment by the

Government to issue a solicitation or award a contract. This is a market research tool only to determine the capability of potential sources.

The Department of Housing and Urban Development (HUD) is contemplating establishing a contract under NAICS Code 541611, Administrative Management and General Management

Consulting Services and the Small Business Standard is $15 million. PSC Code R612, Support-

Administrative: Information Retrieval, for Internal Tracking Management Service (ITMS) and is issuing this Request for Information (RFI) in order to solicit responses from capable sources and capability statements to ensure sufficient competition exists to meet the

Government’s requirements. Firms should be 8(a) Program Contractors/Participants.

Please review the draft performance work statement (PWS) and provide your feedback to Danielle Boseman (CS) at danielle.e.boseman@hud.gov. Please submit all questions via email to danielle.e.boseman@hud.gov NLT Monday, 25 March 2019 @ 2:00 pm.

BACKGROUND

The Office of Single-Family Housing (SFH) receives hundreds of FHA insured mortgage loan case binders. These case binders are sent to the Homeownership Centers (HOC) by the originating mortgage lender. These case binders move through a series of review and processing steps before being finalized and sent to a Federal Record Center. During the course of these reviews, it is necessary to know where these binders are located within a HOC. The HOCs routinely have to respond to questions regarding the stage of processing and a variety of other inquiries regarding these binders which makes the ability to locate them quickly and efficiently critical. A tracking service will save binder searching time and prevent binders from being lost or misplaced. It will also enable the HOCs to quickly locate and identify binders required for desk audits and allow for an accurate inventory of binders. A tracking service will allow the

HOCs to know exactly where case binders are located at all times.

In the current environment, SFH utilizes a subscription service through a Contractor's custom proprietary.

mailto:danielle.e.boseman@hud.gov

DEFINITIONS

Business/Work Days - Every official work day of the week which are days between and including

Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

Case Binder - May be used interchangeable with "file," "loan package," "case," or "binder" and refers to the entire underwriting package of documents on closed loans submitted by mortgagees (lenders) to the AHOC for issuance of a MIC.

Contract - A written mutually binding legal relationship obligating the seller to furnish the supplies and/or services and the buyer to pay for them.

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 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.

Key Personnel - Personnel specifically considered being essential to the work being performed under this contract. The person responsible for the contract and anyone who shall make decisions on his/her behalf shall be considered as Key Personnel.

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.

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.

Subject Matter Expert - an individual that assist in providing technical direction and monitoring performance under the contract.

Work Week - Monday through Friday, unless specified otherwise.

GENERAL DESCRIPTION OF WORK

The contract and services to be contemplated shall provide an efficient automated tracking service that facilitates case binder location information across multiple work areas to include areas such as the Office of Inspector General and Office of General Counsel. The tracking service shall provide an internal office audit trail for case binders from arrival in the mailroom to the persons and locations within a Homeownership Center (HOC). This is a non-personal services contract to provide an automated tracking service to staff with case binder program outcomes and generate reports tracking the documents through their active lifecycle before being archived and sent to a storage facility of returned to the lenders for various reasons.

Also include the following:

Below are the characteristics of the case binder bar coding and tracking requirements:

• Demonstrable knowledge in diverse areas of bar coding and tracking files throughout the office.

• Working knowledge of Web based applications.

The tasks require a set of skill categories based on the following approximate breakdown:

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.

CONTEMPLATED PERFORMANCE METRICS

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).

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

CONTEMPLATED REPORT REQUIREMENTS

The contractor shall provide a monthly report to the COR (SME or designee).

o Report should include:

▪ Number of scans per HOC

▪ Number of scans per employee

▪ Number of bar codes created per HOC

▪ Any contractual issues o Report due no later than the 10th business day of the following month

CONTEMPLATED MAGNITUDE OF THE PROJECT

$3million to $4million

CONTEMPLATED PLACE OF PERFORMANCE

The services to be performed under this contract shall be performed at the Contractor facility and/or the four Single Family HOCs and all Single-Family Headquarters Offices stated below:

1. Atlanta HOC;

2. Philadelphia HOC;

3. Denver HOC;

4. Santa Ana HOC; and

5. Headquarters Single Family Offices.

RESPONSE REQUESTED

8(a) Program Contractors/Participants are encouraged to respond.

Small Businesses are encouraged to respond.

This synopsis is a market research tool being used to determine the availability and capability of potential sources prior to determining the method of acquisition and whether the government will proceed with this acquisition. The Government will not pay for any information solicited. If a contract is ultimately pursued, responses to this synopsis will be used to aid in determining whether the acquisition is set-aside for small business or in establishing small business subcontracting goals. All qualified firms are encouraged to respond.

The capability statement shall address, at a minimum, the following for the past three years:

1. Name and address of company and or companies (if there is a teaming arrangement or joint venture);

2. Technical expertise relevant to the requirement;

3. Technical approach relevant of the requirement (1 to 2 paragraphs);

4. Management approach relevant to the requirement (1 to 2 paragraph);

5. Corporate experience relevant to the requirement (1 to 2 paragraph);

6. Indicate if you are a small business or any other socio-economic categories that apply to your firm under the designated NAICS code;

7. Whether you have had unequal access to any information relevant to the acquisition that could provide an unfair competitive advantage;

8. Relevant past performance. Your capability statement needs to include a list of three customers (Government/non-Government) within the past three (3) years highlighting similar work in nature, scope, complexity, and difficulty and a brief description of the scope of work. Your submission for relevant past performance must include for each customer:

• Contract name;

• Contracting Agency or Department, POC and contact information;

• Yearly contract value (in $$);

• Whether your firm was the prime or a subcontractor;

• Period of performance;

• Description of work and how it relates to the requirements.

Interested firms responding to this market survey must provide a capability statement demonstrating their experience, skills and capability to fulfill the Governments requirements for the above. The capability statement shall be in sufficient enough detail, but not exceed 6 pages TOTAL (includes title page, table of contents, etc.), so that the Government can determine the experience and capability of your firm to provide the requirements above. Please specify one primary and one alternate Point of Contact (POC) within your firm, including telephone numbers and email addresses in case clarifications of your submission are needed.

Only electronic copies of capability statements will be accepted and should be emailed to:

danielle.e.boseman@hud.gov. The e-mail shall contain the following subject line: Response to

Sources Sought Notice – INTERNALL TRACKING MANAGEMENT SERVICE (ITMS).

The Government may use the responses received to determine whether to proceed with the acquisition as a set-aside, or in the absence of a least two small business responses to this notice, may determine to proceed with a full and open competition. This decision and whether to proceed with the acquisition is at the sole discretion of the Government.

All interested contractors should submit their capability statements by 2:00 pm Eastern

Standard Time (EST) on Tuesday, April 2, 2019, attention: Danielle Boseman via email to danielle.e.boseman@hud.gov.

Late responses will not be considered.