Attachment 4 - Initial BPA Order PWS.pdf

Attachment 4 – Initial BPA Order PWS

COMMUNITY DEVELOPMENT FINANCIAL INSTITUTIONS (CDFI) FUND

INITIAL BPA ORDER – OPERATIONS OFFICE

PERFORMANCE WORK STATEMENT (PWS)

ADMINISTRATIVE SERVICES FOR STANDARD OPERATING PROCEDURES

1.0 BACKGROUND

The CDFI has a need to streamline and update its template, Standard Operating Procedures (SOPs), guidelines and clearance processes. The Operations business unit within the Community Development Financial Institutions (CDFI) Fund oversees the management of the CDFI Fund administrative services activities which include (but are not limited to), human resources, acquisitions, property, equipment, space logistics, safety, travel, training, contractor clearance, printing and graphics. The office provides technical guidance, advice, and support in a wide range of administrative support activities requiring the competence in multiple disciplines.

The Operations Office reports directly to the Deputy Director for Finance and Operations and provides operational consultation to the Deputy Directors, Director, Program Managers and other CDFI Fund stakeholders.

In recent years, the Operations Office has made a number of changes to streamline and improve its processes, including the creation of SOPs. There is a strong need to review and update the Operations Office business processes and procedures to ensure they meet mission, compliance, and risk management needs. The CDFI Fund also seeks to systemize its SOPs, guidelines, templates and clearance processes with respect to many functional areas within the Operations Office.

2.0 SCOPE OF WORK

Under this BPA Task Order, the Contractor shall streamline the Operation Office’s templates, SOPs, guidelines, and clearance processes as outlined in the Base BPA Sections 6.1 through

6.7. The Contractor shall be able to provide the Operations Office with processes and performance improvement-detailed guidance on providing internal controls to achieve efficiency, quality output and uniformity of processes, while reducing misinformation and failure to comply with Departmental Offices (DO) policies.

3.0 PLACE(S) OF PERFORMANCE

The Contractor shall perform the majority of the work off-site at their location and, if needed, come on-site at the following CDFI location with COR approval:

Community Development Financial Institutions (CDFI) Fund 1801 L Street NW, 6th Floor Washington, DC 20036

Should it occur, all travel must be pre-approved in writing by the COR and shall be invoiced in accordance with the Federal Travel Regulation.

4.0 PERIOD OF PERFORMANCE

The period of performance shall be for 12 months from the effective date of the task order award.

5.0 ACQUISITION TYPE

The Government intends to award a BPA task order with firm-fixed prices.

6.0 TASKS AND DELIVERABLES

The Contractor shall work cooperatively with CDFI to provide the following tasks and corresponding deliverables.

6.1. Kick-Off Meeting, Bi-Weekly Status, and Project Plan & Schedule

The Contractor and the Government shall conduct five (5) joint conference calls or face-to-face meetings that last sixty (60) minutes per meeting/call during the first thirty (30) days of the order.

The purpose of these conference calls/meetings is for introductions, discussing the Project Plan and Schedule, and for reviewing the scope of work, the governance procedures, and requirements.

Throughout all stages and tasks listed in Section 6.0 of the PWS, the Contractor shall hold bi-weekly conference calls and or meetings, or as needed, for at least sixty (60) minutes per meeting to update the Government on the Project Plan and Schedule. If verbal changes are agreed upon during the conference call the Contractor shall submit a written copy of the changes to the COR within five (5) days of the meeting.

The Project Plan and Schedule shall include the following:

a. Project timeline and mandatory tasks with task durations, inclusive of who will be accountable for each

b. Project progress for work accomplished in reporting period and project milestones

c. Work to be accomplished in the next reporting period

d. Project risks, if any, and anticipated delays

e. Detailed resource allocation

f. Order total

g. Current period billing

h. Total billing to date

i. Remaining funds

j. Monthly estimated payment plan

Deliverables: The Contractor shall deliver a completed Project Plan and Schedule to the COR via email within five (5) business days after the Project Kick-Off Meeting. The Contractor shall deliver an updated Project Plan and Schedule within five (5) business days of an agreed upon verbal change(s) and within five business (5) days after the conclusion of each month during the life of the order. The COR will review the Project Plan and Schedule and communicate any request(s) for changes or acceptance by email correspondence(s). All rework must be submitted by email to the COR for final approval within five (5) business days after the request.

6.2. As-Is Assessment

The Contractor shall assess the current state of the SOPs, guidelines, templates, and clearance processes to answer key questions including:

• Is the information repetitive?

• Is the information useful?

• In what format will this information be best presented in?

• Is this information current (does it need to be updated, obsolete)?

• Are there gaps in our processes?

• Are there processes missing?

Deliverables: The Contractor shall provide a written report that address the above questions and provide recommendation on the best way to address each question. The Contractor shall also create a standard format for all SOPs, guidelines, templates, and clearance processes. The Contractor shall deliver the written report and format within the timeframes specified in the Project Plan and Schedule.

6.3. Review and Update or Create CDFI Fund Standard Operating Procedures

The Contractor shall review the SOPs that have been created by program and business unit and determine if the SOPs are being communicated and interpreted as intended. The Contractor shall review and identify if an SOP is missing important information or is obsolete. If an SOP is identified to be missing, lacking important information, or no longer relevant in the current policies, the Contractor shall make recommendations to create and/or update the SOP as necessary. If the Contractor’s recommendation is approved, the Contractor shall collaborate with the program or business unit to write a new SOP and/or update the SOP to ensure the new and/or updated SOP is communicating the desired message and will be interpreted as intended.

Deliverables: The Contractor shall provide recommendation to create and/or update SOP(s) within the timeframes established in the Project Plan and Schedule. If the CDFI Fund approves the Contractor’s recommendation, the Contractor shall deliver the new or updated SOP.

6.4. Review and Update or Create CDFI Fund Clearance Processes & Guidelines

The Contractor shall review the CDFI Fund’s existing clearance processes and guidelines to ensure they are communicating the desired message and are interpreted as they were intended. If a clearance process or guideline is identified to be missing, needing revision, or no longer relevant, the Contractor shall make recommendations to create and/or update as necessary and proceed with implementing the recommendation upon approval from the CDFI Fund.

Deliverables: The Contractor shall provide recommendation to create and/or update guidelines and clearance processes within the timeframes established in the Project Plan and Schedule. If the CDFI Fund approves the Contractor’s recommendation, the Contractor shall deliver the new or updated guidelines and or clearance processes.

6.5. Review and Update or Create Templates

The Contractor shall review the CDFI Fund’s existing templates to ensure they are interpreted as intended. If a template is identified to be missing, needing revision, or no longer relevant, the Contractor shall make recommendations to create and/or update as necessary and proceed with implementing the recommendation upon approval from the CDFI Fund. The Contractor shall ensure all templates can be easily edited at the conclusion of the order.

Deliverable: The Contractor shall provide recommendation to create and/or update templates within the timeframes established in the Project Plan and Schedule. If the CDFI Fund approves the Contractor’s recommendation, the Contractor shall deliver the new or updated templates.

6.6. SharePoint Sites Development

The Contractor shall review all implemented changes from the previous deliverables and provide the CDFI Fund with guidance on how these changes will be accessed from the CDFI Fund’s Internal SharePoint site. The Contractor shall coordinate with the CDFI Fund to develop a solution for employees to access the newly updated SOPs, guidelines, templates, and clearance processes. The Contractor shall provide a plan to include mockups of a user-friendly SharePoint site that can be used to access the newly created and/or updated SOPs, guidelines, templates, and clearance processes.

Deliverable: The Contractor shall deliver a plan for the SharePoint site within the timeframes established in the Project Plan and Schedule.

6.7. Written Report

The Contractor shall develop a comprehensive written report to the CDFI Fund which documents the assistance provided throughout the contract, recommendations implemented, and the impacts and outcomes of recommendations that were and were not implemented. As an addendum to this report, the Contractor shall submit all original documents and primary data generated through this initiative. The report shall be well organized, clear, concise, grammatically correct, and include precise and accurate word choices and well-crafted sentences. The report must require minimal to no edits by the CDFI Fund.

Deliverable: The Contractor shall deliver the first draft of the written report to the CDFI Fund at least six (6) weeks prior to the end of the order performance period.

7.0 CONTRACTOR MINIMUM QUALIFICATIONS

The Contractor and/or their partnering organization collectively (i.e. Teaming Partner(s), Subcontractors) shall:

a. Have five (5) years of experience in managing operational activities which constitutes policy and procedures that are assessed against existing policy and procedures, and/or guidance, either at a local, State or Federal level

b. Have knowledge of operations support, including delivery of policy and procedures and guidance services and technical assistance, and understand different types of organizational hierarchy

c. Have five (5) years of experience writing and interpreting policies, procedures, guidance, and standard operating procedures.

d. Have five (5) years of experience working with a financial institution or with the Department of the Treasury

8.0 KEY PERSONNEL AND PERSONNEL MINIMUM QUALIFICATIONS

The Government defines “key personnel” as the individual(s) (i.e. project manager) who will be accountable for overseeing and possibly completing some of the work that the Government requires under this task order that if they were not in place then the work would not be successfully completed. The Contractor shall designate one (1) Project Manager and any other key personnel required to successfully fulfill the required services.

All Key Personnel must be cleared by the Office of Security Programs before work can commence on any portion of this award.

8.1 The Contractor’s key personnel shall (Project Manager):

a. Have ten (10) years of experience in a project management environment and quality assurance, analytical skills,

b. Have current knowledge of policy and procedures

c. Have experience providing written guidance.

8.2 The Contractor’s personnel performing the majority of the work shall or include:

a. Have 5 years of experience in written communication, strong analytical skills, ability to exercise judgment when applying policies and criteria to unclear or complicated circumstances, detail-oriented,

b. Have 3 years of experience working in SharePoint,

c. Have current knowledge of policy and procedure requirements

d. Have experience interpreting and writing guidance, policies, and standard operating procedures

8.3 Identification of Key Personnel

For the purpose of this task order, the approved Contractor’s key personnel will be identified at the time of the award.

9.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government will evaluate the Contractor's performance on this order in accordance with this Quality Assurance Surveillance Plan (QASP) identified herein. The purpose of the QASP is to ensure reliable, uninterrupted services are provided in accordance with the PWS. This plan shall also ensure acceptable performance and assist in avoiding unnecessary mistakes and/or delays.

9.1 Performance Categories & Standards. The COR will summarize and document the

Contractor's service and delivery performance utilizing the following categories and standards:

a. Quality of Service - Tasks and Deliverables were completed within the expectation of the

Government by the Contractor.

b. Schedule/Timeliness - Tasks and Deliverables were completed within the agreed upon schedule and specified periods of performance.

c. Business Relations - customer service and interactions were responsive and professional.

d. Management of Key Personnel and/or Subcontractors - Contractor management of key personnel and/or subcontractors was effective in successfully performing the tasks of the task order.

e. Information Control - Confidentiality of all information was maintained during the life of the BPA and/or task order.

9.2 Surveillance method. The COR will monitor, inspect, and accept the services performed by the Contractor under this contract and/or task order.

9.3 Incentive/Disincentive

a. Incentive - If Contractor performs the tasks and deliverables in accordance with performance standards then they will be rated satisfactory. If they provided extra tangible benefits beyond the contract, then they will be rated very good or exceptional and favorable comments will be documented in the Contractor’s Past Performance.

b. Disincentive - If the Contractor does not perform the tasks and deliverables in accordance with the performance standards, then lower ratings (Marginal, Unsatisfactory) along with unfavorable comments will be documented on Contractor’s Past Performance.

9.4 Performance Issues. If the Government evaluations identify unacceptable performance in any of the above categories, the COR will record it and notify the Contractor within three

(3) business days. The Contractor shall initial the observation, however, initialing of the observation does not constitute concurrence with the observation; it only indicates acknowledgement that the Contractor has been made aware of a potential performance issue(s). The Contractor shall meet the Government for developing and implementing a plan to correct any performance issue(s) at no additional cost to the Government. If the Contractor does not agree with correcting the unacceptable performance issue(s) within the time specified by the Government, then the COR will notify the Contracting Officer who will take the appropriate administrative action for unacceptable performance.