Attachment_F_-_CDS-PTS_Conflict_of_Interest_Analysis.xlsx
XLSX spreadsheet 22 KB Posted
- Solicitation number
- HSFE60-17-R-0003
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Conflict of Interest
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| File | Type | Posted |
|---|---|---|
| Attachment_B_-_Established_Contract_Rates_5.18.17.xlsx | XLSX spreadsheet | |
| CDS_RFP_Questions_and_Answers_5.19.17.xlsx | XLSX spreadsheet | |
| CDS_Attachment_G_-Revised_May_18.xlsx | XLSX spreadsheet | |
| Attachment_G_-_CDS_Price_Evaluation_Worksheet_.xlsx | XLSX spreadsheet | |
| Attachment_C_-_CDS_GFE_Inventory_January_2017.xlsx | XLSX spreadsheet | |
| Attachment_B_-_Established_Contract_Rates.xlsx | XLSX spreadsheet | |
| Attachment_J_-_CDS_Transition_Out_Plan.pdf | ||
| HSFE60-17-R-0003.pdf | ||
| Attachment_D_-_DOL_Wage_Determinations.pdf | ||
| Attachment_H_-_Past_Performance_Questionnaire_and_Client_Authorization.pdf | ||
| Attachment_I_-_CDS_Technical_Quantitative_Analysis_Spreadsheet.xlsx | XLSX spreadsheet | |
| Attachment_A_-_CDS_Statement_of_Objectives.pdf | ||
| Attachment_E_-_DHS_Official_Seal_Approval.pdf |
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Sheet1
MANAGING POTENTIAL FOR CONFLICTS OF INTEREST WITHIN CDS CONTRACT
DUE TO OFFERORS' DECISION TO TEAM WITH CURRENT / PAST PTS PROVIDERS
| PTS Conflict of Interest | |||||
| Yes | Maybe | No | Notes | ||
| Objective 1: Operate and Maintain Risk MAP non-IT solutions | |||||
| 1 | · The Map Service Center (MSC), Engineering Library, Letter Of Map Change Clearing House (LOMC Clearing House) comprise Risk MAP’s non-IT solutions. Together the MSC and Engineering Library manage the physical and digital maintenance of archived legacy flood hazard mapping data and the distribution of digital and paper maps as required. The LOMC Clearinghouse is a central hub that performs the administrative functions related to receiving LOMC requests, and distributing the LOMC requests to the PTS contractors for review and processing requiring significant manual labor. All three solutions blend physical and IT components. This Objective excludes the IT applications and systems associated with these three solutions because they are addressed within Objective 4. | X | |||
| 1a | o Operate and maintain the MSC and Engineering Library. | X | |||
| 1b | o Operate the Letter Of Map Change Clearing House (LOMC Clearing House). FEMA receives more than 30,000 LOMC requests per year from communities, engineers, surveyors, and homeowners using the MT-1 and MT-2 application forms. Due to the current economic conditions, an increasing population, and FEMA’s initiative to conduct a large scale update of the nation’s flood maps, the volume of LOMC requests are expected to trend in the same manner as it has historically. Both digital (eLOMA) and paper requests are supported by the LOMC Clearing House. | X | |||
| 1c | o Respond to any types of requests for data from internal and external customers. Manage digital and paper mapping data. | X | |||
| 1d | o Continue to support physical distribution of Risk Management products on a limited basis to communities. Provide professional services to fulfill external data requests for supporting documentation and support Freedom of Information Act requests. | X | |||
| 1e | o Collect fees for Letters of Map Change, distribution of products through the MSC, and distribution of engineering library materials through external data requests. | X |
| Objective 2: Operate and Maintain a Stakeholder-facing Contact Center | ||||
| 2 | · Operate a Contact Center to respond to stakeholder inquiries regarding the NFIP, Risk MAP, and as needed, other Risk Management programs, as well as providing technical and system support that continues services currently provided. | X | ||
| 3 | · The call center shall offer Tier 0, Tier 1, Tier 2, and Tier 3 levels of service. | X | ||
| 4 | · All systems must efficiently track users and caller behavior to support analysis and continuous improvement of usability and customer experience. | X | If metrics include reporting of customer satisfaction with quality of maps produced by the PTS provider, this could be a conflict of interest | |
| 5 | · Additional duties include participation in quarterly call center coordination meetings, attending the National Flood Conference, providing agent referrals; providing back-up support for inquiries into the NFIP training contract; phone support in the event of a flooding event; and assisting with loss history requests, and disputed information on the loss history reports. | X | ||
| 6 | · Operation of the call center shall accommodate surge service requirements. | X | ||
| 7 | · Be prepared to plan and execute, no later than February of 2019, the consolidation of two contact centers into a single contact center. The plan for combining the two contact centers should not threaten continuity of services but should complete the combination in an expedient manner. | X | ||
| 8 | · Operate, maintain, and fix existing Contact Center processes and supporting technology to reduce operational costs and maintain relevance to broader FIMA contact center strategy. Anticipated fixes and business process improvements include, but are not limited to: better integrating call center and web content management; and improved dissemination of analytics summarizing policy, process, and customer experience insights gained as a result of normal Contact Center operations. | X |
| Objective 3: Manage all Risk Management Data in an Integrated, Comprehensive Manner | |||||
| 9 | · Minimize data duplication, identify authoritative sources, ensure data credibility, and meet the needs of internal and external program stakeholders. | X | Some program management data includes information about competitor's costs | ||
| 10 | · Provide continuity of data management services currently provided and implement solutions that improve program data management and reduce costs. | X | Some program management data includes information about competitor's costs | ||
| 11 | · Ensure Risk Management data is readily accessible to all stakeholders for use in existing workflows including, but not limited to: | X | Some program management data includes information about competitor's costs | ||
| 11a | o Disaster response analytics, | X | |||
| 11b | o Supporting mitigation actions and planning, | X | |||
| 11c | o Mitigation planning for agencies and communities, and | X | |||
| 11d | o Flood risk identification and communication. | X | |||
| 12 | · Maintain a full suite of data governance processes and documentation to support integrated data repositories. | X | |||
| 13 | · Maintain risk management data repository to ensure data and products are accurate, comprehensive, complete, available, accessible and updateable to support program goals, support decision-making, and comply with records management, OCIO, PII, and cyber security requirements as directed by DHS and FEMA. Examples of this data include, but are not limited to: | X | Some program management data includes information about competitor's costs | ||
| 13a | o Program management data, | X | Some program management data includes information about competitor's costs | ||
| 13b | o Project management data, | X | Some project management data includes information about competitor's costs | ||
| 13c | o Engineering, | X | |||
| 13d | o Modeling, and | X | |||
| 13e | o Geospatial (e.g. LiDAR, imagery, topography). | X | |||
| 14 | · Ensure Risk Management data is able to support FEMA, FIMA, Risk Management and stakeholder strategic planning goals and objectives and meet industry standards and best practices for data management, geospatial information and digital products. | X | Some program management data includes information about competitor's costs | ||
| 14a | o While initiatives may run in parallel, FIMA’s current approach is to focus first on data collection and clean-up, then dissemination and display, and finally, data analysis. | X | |||
| 15 | · The Data Management System must accept and exchange Risk Management Program data, products and deliverables among FEMA, Risk Management providers and other mapping partners. | X | Some program management data includes information about competitor's costs | ||
| 16 | · Monitor, analyze, and improve the quality of mapping and management data, including archived data, as identified in various program analyses (e.g., TMAC and GAO findings). | X | |||
| 17 | · Provide professional services to fulfill external data requests for supporting documentation and support Freedom of Information Act requests. | X | Some program management data includes information about competitor's costs | ||
| 18 | · Collect, account for and maintain records of all fees associated with the Risk Management Program. | X | |||
| 19 | · Provide technical support to monitor currency of web content and coordinate updates of content from a variety of sources for posting to FEMA.gov or other relevant websites. | X | |||
| 20 | · Provide data management, access, and related disaster support services that support Risk Management and FEMA objectives during large disasters and times of critical need. | X | Some program management data includes information about competitor's costs | ||
| 21 | · Implementation of all Technical Solutions involving management of data will be in consultation with the OCIO and the OCTO. | X |
| Objective 4: Operate, Maintain, and Maximize Risk Management IT to Retain Relevance and Full Operational Capability | |||||
| 22 | · Operate and maintain existing Risk Management IT Systems, Applications, Datasets, and Infrastructure (excluding hardware discussed in Objective 5), which manage all aspects of map production, flood risk communications, flood map product dissemination and exchange, and hazard mitigation planning. Capabilities and services delivered by the existing systems and applications include, but are not limited to: collection and exchange of mapping data; planning and management of the map production process’ cost, quality, schedule, scope, and purchases; modification, amendment, revision, display, exchange, and dissemination of digital and paper maps; digitization of paper maps; data management quality control; collection of hazard mitigation plans and management of the mitigation plan review process; communication and knowledge management; geospatial data quality review, dissemination, and analysis; and collection of data for program performance metrics. | X | |||
| 23 | · To continue delivering full operational capability, Risk Management IT Systems, Applications, Datasets, and Infrastructure will require incremental changes. A few examples of anticipated fixes include: | X | |||
| 23a | o Continued upkeep of user account management processes and tools to safeguard the data stored within each system and application, in compliance with DHS/FEMA IT security policies. | X | |||
| 23b | o Resolution of issues with alignment of architecture among existing systems’ and applications’ data that inhibit interoperability, data exchange, and end-to-end management of map production and amendment processes. | X | |||
| 23c | o Maintenance of data quality by facilitating robust quality planning, review and revision. | X | |||
| 23d | o Support interoperability of existing systems and usability of data by ensuring data is geospatially compatible, data transfer is efficient, and architecture is reliable to support mission needs for FEMA, FIMA and Risk Management. | X | Some program management data includes information about competitor's costs | ||
| 24 | · Deliver the ability to prototype and test complex fixes addressing multiple business requirements, when requested, to demonstrate efficacy of required end state. | X | |||
| 25 | · Ensure systems and applications conform to Risk Management business requirements including program coordination, planning, collaboration, and information sharing and exchange among FEMA HQ, regions, states, tribes, and communities (e.g. existing RMD SharePoint Portal). | X | Requirements review may include exposure to reference material that includes financial management data | ||
| 26 | · Decrease cycle time and improve the quality, customer experience and effectiveness of end products while realizing cost efficiencies when deploying releases that maintain or fix systems and applications in accordance with DHS/FEMA IT security requirements | X | |||
| 27 | · Maintain HQ and regional operational relevance by compiling, synthesize, and responding to HQ, regional, and FEMA/FIMA stakeholder requests for fixes and maintenance to data, applications, and systems. | X | |||
| 28 | · Provide an effective platform for effective internal communication and coordination for Risk Management initiatives across FEMA staff, contractors, and, on a limited basis, partners. | X | Internal communications may be contract sensitive | ||
| 29 | · Act as a SME in the development of business requirements and in assessing the alignment of those requirements with existing systems. | X | To be effective, it may be necessary for the SME to be familiar with program management data such as cost and contractor performance | ||
| 30 | · Provide recommendations balancing quality, efficiency and cost in the scoping of interoperable solutions that meet FEMA enterprise architecture requirements in an environment of continuous user engagement. | X | |||
| 31 | · Translate existing business requirements developed by, or in coordination with, other Risk Management providers to fix systems currently in operation and maintenance. | X | Requirements review may include exposure to reference material that includes financial management data | ||
| 32 | · Leverage existing investments in systems, programs, and data to deliver solutions that meet stakeholders’ mission and needs. | X | This assumes familiarity with all systems and their data, some of which include sensitive program management data (e.g,. Competitor costs) | ||
| 33 | · On a limited, case-by-case basis, assume responsibility for hosting, operating, and maintaining applications developed by other providers as work arounds. Use a transparent and predictable process to scope, plan, and execute the transition and ongoing operations and maintenance, including security scanning and patching, without jeopardizing existing Authority to Operate (ATO). | X | Presence of conflict of interest is dependent upon the type of information contained within the system or application, which is unknown at this point | ||
| 34 | · Monitor user behavior for Risk Management systems and applications to identify fixes needed to deliver full operational capability, especially in the areas that impact customer experience (e.g., usability, accessibility and relevance to mission needs). System adjustments will be implemented in accordance with those goals and standards. | X | Some program management data includes information about competitor's costs | ||
| 35 | · Implement the operational elements of any Risk Management IT system in the operations/maintenance phase. | X | Some program management data includes information about competitor's costs |
| Objective 5: Provide Co-locating IT Hosting Capabilities and Support the Management of FEMA systems in DHS/FEMA approved Hosting Environments | ||
| 36 | · Reduce program hosting and systems costs, and gain operational efficiencies by co-locating in a single, DHS-approved data center, the MIP and the MSC. The MIP is currently hosted by Hewlett Packard at DHS’s DC2 facility in Clarksville, Virginia. The MSC is currently hosted by IBM at the Navy’s Allegany Ballistics Laboratory Federal Data Center (ABL) in Allegany, West Virginia. Bandwidth in and out of DC2 is provided by DHS OneNet. While some data efficiencies could be garnered by consolidation of some aspects of the MIP and MSC, the primary objective is to co-locate the two systems rather than merge the two systems. The target data center must meet all FEMA and DHS IT security requirements and may be owned by either the government or a contractor and, similarly, be operated by either the government or a contractor. Further, the target data center must have the capabilities to enable the other objectives of this SOO. (Contract expiration dates are given in the Transition-out Plan). | X |
| 37 | · FIMA’s strategy is to leverage service-based IT delivery models rather than provide contractors with GFE. The target data center should support this strategy, recognizing that Risk MAP does currently provide CDS GFE that is not yet at end-of-life. As part of the co-location migration, consider the target infrastructure needed to realize FIMA’s vision. | X |
| 38 | · Present a plan for migration that does not threaten continuity of services but does obtain Authority to Operate (ATO) the systems in an expedient manner. | X |
| 39 | · Manage and maintain Service Level Agreements for Risk MAP production environment(s). Provide data center hosting services as needed, consistent with DHS guidance and program needs. | X |
| 40 | · Ensure all systems comply with standard operational requirements related to system backup, failover, and recovery without compromising information security. | X |
| 41 | · Balance operational cost for continuous uptime and disaster recovery with service level especially for the MIP and MSC systems which possess FIPS199 classification of Moderate. | X |
| Objective 6: Collaborate with FIMA Leadership to Apply Customer Experience Corrections | ||
| 42 | · This objective spans all CDS objectives since Customer Experience affects all internal and external stakeholder-facing aspects of CDS, such as supporting regional efforts, providing flood data to property owners and developers, and providing NFHL data to NFIP stakeholders. | X |
| 43 | · Assess performance of existing applications to determine corrective actions that improve the customer experience. | X |
| 44 | · Collaborate with the Customer Experience governance team(s) to organize corrective actions into initiatives to help FIMA achieve its Customer Experience vision. Leverage techniques such as Design Thinking to enrich the initiative development process. | X |
| 45 | · Work with FIMA leadership to determine sequencing and implementation plans for specific initiatives. | X |
| 46 | · Monitor and report out on progress towards customer experience initiatives being delivered through all CDS objectives. | X |
| Objective 7: Manage Risk Management IT Operations, Data, and Systems to Support the Achievement of the Risk MAP Program | ||||
| 47 | · Provide program management services to support the scope of CDS to include either creating or contributing to the maintenance of artifacts, including but not limited to: 1) System documentation (e.g., business use cases, system diagrams, data dictionaries, data quality plans, crosswalks, SOPs); 2) Artifacts required by DHS/FEMA Systems Engineering Life Cycle; 3) and maintenance of new and existing systems’ ATO. | X | ||
| 48 | · Provide process and programmatic change management services for the scope of the CDS contract that are integrated with the work of other providers supporting FIMA and sensitive to customers’ workload and varying degrees of engagement with Risk Management programs and Risk MAP systems. | X | ||
| 49 | · Contribute to or develop communications about operational status of Risk Management systems and applications including system updates or maintenance. | X | ||
| 50 | · Engage stakeholders to support a productive user experience and mutual understanding of Risk Management systems, applications, and data. | X | Some program management data includes information about competitor's costs | |
| 51 | · As required by FEMA, attend conferences, meetings, and events to support system and application demonstrations, gather information about the user experience, and increase awareness of technology and data used to support the Risk Management mission. | X | ||
| 52 | · Continuously improve upon development and delivery of training and outreach through assessment of training effectiveness to support stakeholder and system users understanding of Risk Management systems, applications, and data. Training will support simultaneous and asynchronous learning in a cost effective manner. | X | ||
| 53 | · As required by FEMA, manage one or more user groups (e.g., FEMA IT Risk MAP Systems Team, HAZUS Users Group) which act as liaisons and integrators between Risk Management IT users and FEMA Headquarters. | X | ||
| 54 | · Liaise with other Risk Management provider staff as appropriate to determine and co-ordinate the implementation of necessary program changes. | X | ||
| 55 | · Provide subject matter expertise on existing Risk Management IT in support of strategic planning initiatives. | X | ||
| 56 | · Create a multi-year plan for proactively managing the life of Risk Management programs’ systems and applications as appropriate for the proposed infrastructure, supplemented by an Annual Technology Refresh Implementation Plan. | X |
| Objective 8: Operate and Maintain Risk Assessment Data and Tools | ||
| 57 | · Maintain the Hazards United States – Multi-Hazard (HAZUS-MH) software and associated national data sets and provide an appropriate level of end user support consistent with CDS objectives. | X |
| 58 | · Maintain relevance of HAZUS as a tool to increase the understanding of risk at the community level. | X |
| 59 | · Maintain the HAZUS software in accordance with the November 2016 HAZUS Strategic Plan. | X |
| 60 | · Explore innovative solutions with the FEMA OCTO for future HAZUS development to achieve faster runs, better ease of use, Application Programing Interface (API), and use of emerging datasets such as First Order Approximation data. Recommend options that would improve the flexibility of data exchange workflow between HAZUS and other products as necessary. | X |
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