Attach_1_PWS_v2_AdobeConnect_Final.pdf

Performance Work Statement (PWS)

Adobe License for HUDLEARN and Program Offices within HUD

09/15/2021

Version 2.0

Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.8 Hours of Operation

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

4 Contractor-Furnished Items and Services

5 Specific Tasks

6 Deliverables

7 Performance Requirements Summary

8 Related Documents

Performance Work Statement (PWS) Adobe License for HUDLEARN and Program Offices within

HUD

Vision Statement

To procure Adobe licenses from a Contractor that is an Adobe Connect Platinum Partner providing software sales, enablement services and assisting clients with hands-on configuration, training, consultation, and deployment of Adobe Connect.

1 General Information

1.1 Introduction

The U.S. Department of Housing and Urban Development (HUD), Office of the Chief Information Officer (OCIO) in support of the Office of the Chief Human Capital Officer (OCHCO) and other Program Offices, requires contractor support to supply Adobe Connect Licenses for meetings, technical support for implementation and configuration, consultant service for training and training materials.

1.2 Background

In an effort to promote and nurture strategic career development, HUDLEARN is leading the charge to align HUD’s Employment Development Strategy (EDS) with a multifaceted e-learning solution. These web-based, e-learning tools are products of Adobe: Connect and Presenter and are industry standards in the Federal government. These programs will assist in engaging and empowering HUD’s workforce in becoming more invested in their learning as well as strengthening their knowledge, skills, and abilities to proficiently satisfy the mission of HUD. The fourth level within the EDS model, is Development and Learning. At this level, Adobe Connect enhances HUD’s learning initiative as a web conferencing tool allowing HUDLEARN to market learning events by designing event registration pages. The system has privacy and content controls to record learning sessions and track employee attendance. Adobe Connect has mobile-to-mobile collaboration; it integrates with social media platforms and has a feature to poll the audience. Because this Adobe Connect is web-based, all of HUD’s workforce and external customers will be able to synchronously access this system.

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. These standards and guidelines have been coded as mandatory (M). The Contractor shall comply with those standards and guidelines coded as mandatory. The Contractor shall comply with the versions of the documents listed in the table below and any potential revisions. Constraints include the following:

Document Number Title Release d Mandatory /Advisory

HUD Handbook 2400.25, Rev. 4 (or latest revision)

Information Technology Security Policy https://www.hud.gov/program_offices/adminis tration/hudclips/handbooks/cio/2400.25

Current Version

M

HUD Handbook 3255.1 HUD Enterprise Architecture Policy http://portal.hud.gov/hudportal/documents/hu ddoc?id=32551CIOH.pdf

Current version

M

HUD Section 508 HUD Policy on Section 508 of the Rehabilitation Act and Accessible Technology https://www.hud.gov/program_offices/cio/Sect ion_508_At_HUD

January

M

NIST Special Publication 800-35

"Guide to Information Technology Security Services" https://csrc.nist.gov/publications/sp800

Oct 2003 M

1.4 Description of Services

The Contractor shall supply Adobe Connect Licenses to OCHCO and other Program Offices within HUD. The licenses will be used for collaboration meetings, consultant service for training, and developing training materials and technical support for integration and configuration within the HUD environment. Detailed descriptions of specific tasks and deliverables 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 for one 12-month base period and four 12-month option periods.

1.7 Place of Performance

The services to be performed under this contract shall be performed at the Contractor's facility.

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 7:00 am and 9:00 pm EST, Monday thru Friday except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Weekly hours shall not exceed a forty (40) hour work week and a typical workday 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.

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.9 Special Qualifications

The Contract must be an Adobe Platinum Partner (requires the highest revenue and business commitments in exchange for the highest level of benefits).

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 Officers 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

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46.

The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary, to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

2 Definitions and Acronyms

2.1 Definitions

Business/Workdays - Every official workday 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.

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.

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

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

COR - Contracting Officer's Representative

COR - Contracting Officer Representative

EST - Eastern Standard Time (U.S.)

GFP – Government Furnished Property

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

HUDAR - HUD Acquisition Regulation

HUD Web - HUDs Intranet Web Site and related WEB pages

IT - Information Technology

PM - Project Manager

POC - Point of Contact

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

TBD - To be determined

TPOC – Technical Point of Contact

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government- Furnished Property (GFP) 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

The Government will provide annual security training. The Contractor shall ensure all employees attend the training. Upon completion, the Contractor shall submit evidence of completion of security training to the COR and TPOC. All Contractors who have been issued HUD user credentials and use, operate, or manage a Federal computer system are required to take this training.

3.2 Facilities

The Government will provide access to Government facilities for meetings with Government officials.

3.3 Equipment

The Government will provide the Contractor with access to HUD's software development, test, and production environment via Virtual Private Network (VPN) as required to perform the work identified in this PWS.

3.4 Materials

Materials

The Government will provide copies of required materials 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 (QASP). 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 necessary to perform the services stated within this PWS.

4.2 Equipment

The Contractor shall furnish all equipment necessary to perform the services stated within this PWS.

4.3 Material

The Contractor shall furnish all materials necessary to perform the services stated within this PWS.

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, PM and CO 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 The Contractor shall supply the Adobe Connect License for OCHCO/HUD Learn to be used for the Shared Services Contract which provides the Learning Management System (LMS) from Treasury. The Contractor shall use Adobe Connect to have a direct relationship with the capital investment into the LMS to completes and enables the full spectrum implementation of the blended learning/teaching environment. The Contractor shall use Adobe Connect as a part of the Human Capital plan for employee engagement efforts and skills gap closure being implemented by the OCHCO and HUD Learn. Adobe Connect allows Millennials and Mission Critical Occupations personnel to receive and participate in training directly from mobile devices, hosting, file sharing, white-boarding, emoticons and be interactive in multiple breakout sessions while the instructor or facilitator measures live learner participation. HUD Learn has identified Adobe Connect’s direct relationship with the Incompass LMS project because of the products seamless ability to produce SCROM 1.2 packaged compliant courseware which is able to be loaded into the Incompass LMS without needing external contractor development or vendor support.

The Contractor shall supply Adobe Connect Meeting Licenses for live interactive online conference for multiple users. The Licenses can be used for meeting rooms, a persistent online virtual space that is used to conduct meetings, to include various display panels (pods) and layouts.

5.1.1 The Contractor shall provide Adobe Connect Licenses with full capabilities. A suite of software for remote training, web conference, presentation, and desktop sharing.

Performance Standards

a) Standard: Adobe licenses are implementable with full capabilities AQL: Zero Deviation

b) Standard: Licenses must be compliant with HUD IT environment AQL: Zero Deviation

c) Standard: No negative impact to the license users’ mission AQL: Zero Deviation

Deliverables A001 Adobe Connect Licenses with full capabilities that integrates in the HUD environment.

5.2 Operation Project Management Plan

5.2.1 The Contractor shall develop a draft Operation Project Management Plan (PMP) and submit to the COR no later than five business days after contract award. The Operation PMP shall at a minimum include and address the following:

Implementing the latest version of Adobe Connect License in the HUD environment

Consulting Services for Training and Training Material Technical Support

The Contractor shall submit a final Operation PMP no later than five business days after receipt of COR comments.

Performance Standards

a) Standard: Draft Operation PMP submitted no later than five business days after contract award.

AQL: Two business days deviation from standard.

Deliverables A002 Draft Operation Project Management Plan A004 Final Operation Project Management Plan

5.3 Technical Support

5.3.1 The Contractor shall assist with configuration, integration and maintain operations within the HUD environment.

Performance Standards

a) Standard: Contractor shall ensure licenses function correctly, including full capabilities, in the HUD environment AQL: Zero Deviation

Deliverables: None

5.4 Consulting Services

5.4.1 The Contractor shall work with Program Area in designing, writing and developing custom training materials.

Performance Standards

a) Standard: Contractor shall work with the Program Area to develop training material that meets the government’s needs AQL: Zero Deviation

Deliverables A003 Training Guidance and Training Materials

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 Adobe Connect License with full capabilities that integrates in the HUD environment.

Once

The Adobe Connect License use for Meeting and Training by requesting Program Offices

A002 Draft Operation Project Management Plan Once 1

The Operation Plan should describe how the Contractor will provide support service for Technical, Consulting, Developing and

Training and Training Materials within the department.

A003 Training Guidance and Training Materials Continuous

A004 Final Operation Project Management 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 5 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

Acceptance of all deliverables shall be provided to the COR in electronic format, readable via Microsoft Office (e.g. Word, Excel, PowerPoint) and other standard software (e.g. Adobe Reader). In addition, reports shall be delivered to the COR in HTML or other applicable electronic format, Section 508 compliant (refer to www.section508.gov).

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 and PM 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/AQL Incentive Remedy

5.1.1 The Contractor shall provide Adobe

Connect Licenses with full capabilities.

A suite of software for remote training, web conference, presentation, and desktop sharing.

Performance Standards

a) Standard: Adobe licenses are implementable with full capabilities

AQL: Zero Deviation

b) Standard: Licenses must be compliant with HUD IT environment

AQL: Zero Deviation

c) Standard: No negative impact to the license users’ mission

AQL: Zero Deviation

1% deducted from annual invoice if Adobe Connect Licenses are not operating at full capabilities.

5.2.1 The Contractor shall develop a draft

Operation Project Management Plan (PMP) and submit to the COR no later than five business days after contract award.

a) Draft Operation PMP submitted no later than five business days after contract award.

AQL: Two business days deviation from standard.

Inaccuracies are addressed and revisions and corrections are made by the Contractor at no added cost to the government.

5.3.1 The Contractor shall assist with

configuration, integration and maintain operations within the HUD environment.

Performance Standards

a) Standard: Contractor shall ensure licenses function correctly, including full capabilities, in the HUD environment

1% deducted from annual invoice if Adobe Connect Licenses are not operating at full capabilities.

5.4.1 The Contractor shall work with Program

Area in designing, writing and developing custom training materials.

Performance Standards

a) Standard: Contractor shall work with the Program Area to develop training material that meets the government’s needs

Inaccuracies are addressed and revisions and corrections are made by the Contractor at no added cost to the government.

8 Related Documents

The Contractor shall abide by all applicable regulations, publications, manuals, policies, and procedures in the performance of this contract.