KMS Sources Sought.pdf

Sources Sought Synopsis: Knowledge Management Services (KMS)

The Department of Housing and Urban Development (HUD) is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Knowledge Management Services (KMS) for the Office of Policy Development & Research (PD&R). The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541511 Custom Computer Programming Services.

There is no solicitation at this time. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) organization name, address, email address, website address, telephone number, and size and type of ownership for the organization; and 2) tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with program schedules; cost containment; meeting and tracking performance; hiring and retention of personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

Based on the responses to this sources sought notice/market research, this requirement may be set-aside for small businesses or procured through full and open competition, and multiple awards may be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by Thursday January 15 th, 2026 at 2:00 pm EST. All responses under this Sources Sought Notice must be emailed to Branka Markovic Jovanovic, Contract Specialist (Branka.MarkovicJovanovic@hud.gov) and Dwayne Gist, Contracting officer (Dwayne.E.Gist@HUD.GOV). Additional information on the required services is listed below.

If you have any questions concerning this opportunity, please contact: Branka Markovic Jovanovic/ Dwayne Gist.

mailto:Branka.MarkovicJovanovic@hud.gov mailto:Dwayne.E.Gist@HUD.GOV

Background:

The United States Department of Housing and Urban development, Office of Policy Development and Research, has contracted services to produce different publications and products (Online magazines, case studies, etc.) and run the HUD User website. The current contract is set to expire on June 17th 2026.

PD&R publishes multiple publications and products through different dissemination vehicles, including Evidence Matters, with data-driven analyses to support HUD’s evidence-based policy making; PD&R Edge, an online magazine that highlights research, leadership messages, and current developments and trends in housing and community development; and case studies that feature award-winning development projects and other related content. Other PD&R products include housing market reports and publications, datasets, databases, e-Books, GIS maps, mobile applications, and other housing and community development materials which provide current information on housing needs, housing market conditions, and existing housing programs. Interest in PD&R’s products continues to grow.

The services identified in the accompanying Draft PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following:

Information Security Protocols – Services must be in compliance with applicable federal information security protocols, as due to US national security interests and the need to protect personally identifiable information (PII) that may be gathered about US citizens, US based companies, government partners or others, the Contractor must be able to attest to the design of the electronic security protocols as well as the organizational protocols backing up the offering ensuring that data cannot be stolen, hacked, removed, or released by unauthorized parties. These protocols include:

• NIST 800-37 Rev. 2 Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy

• NIST SP 800-53 Rev 4, Security and Privacy Controls for Federal Information Systems and Organizations.

• NIST SP 800-171 Rev 1 Protecting Controlled Unclassified Information in Nonfederal Systems and Organizations.

• FIPS Publication 200, Minimum Security Requirements for Federal Information and Information Systems.

• FIPS Publication 199, Standards for Security Categorization of Federal Information and Information Systems; and

• As specified in the Federal Information Security Management Act (FISMA) of 2014 and others

• Section 508 Compliance - adhere to or in compliance with the Electronic and

Information Technology (EIT) protocols.

The current contract is a Firm Fixed Price (FFP) type contract.

General Description of Work:

The Research Utilization Division (RUD) within the Office of Policy Development & Research (PD&R) at the U.S. Department of Housing and Urban Development (HUD) is seeking a contractor for the Knowledge Management Services (KMS) contract. The KMS contract’s functional areas are –

1. Develop content (text and accompanying graphics) for publications, outreach, and communication efforts (print and electronic); support PD&R’s information and dissemination efforts; and manage clearinghouse components (warehousing and order fulfillment)

2. Information Dissemination: It includes managing information services that support public access to research, providing dissemination services that ensure timely distribution of materials across print and digital channels, and executing communication and marketing efforts that promote PD&R products, initiatives, and outreach objectives

3. PD&R Online Services: It includes administering and securing all PD&R websites, performing routine and long-term maintenance, and ensuring continuous digital content updates to keep information accurate, accessible, and user focused. The contractor will implement web enhancements, integrate new web technologies, and advance capabilities across PD&R data systems, mapping applications, and mobile data applications.

Responsibilities also include updating and optimizing associated databases, supporting systems development, and delivering innovative improvements that strengthen functionality, usability, performance, and security cross all platforms.

4. Reporting: It includes developing and maintaining a comprehensive Management Work

Plan that outlines workflows, schedules, quality controls, and resource allocation. The contractor will also prepare Monthly Progress Reports that provide updates on accomplishments, challenges, performance metrics, and upcoming tasks.

The contractor must address these two interrelated functions of the Knowledge Management Services contract by maintaining a breadth of understanding of content and knowledge related to housing and community development. PD&R uses research and data to identify emerging issues and support policy solutions based on evidence-based research and best practices, and this contract will further that culture of knowledge sharing through a modern and agile website, innovative tools, robust content development, and innovative dissemination and communication services.

Detailed descriptions of specific tasks are provided in the Draft PWS, Section 5 – Specific Tasks.

Contemplated performance metrics:

1. Standard: Recruit personnel with qualification necessary to fulfill requirement AQL: zero deviation from standard

2. Standard: establish all IT infrastructure essential for successful performance AQL: zero deviation from standard

3. Standard: Store 186 pallets of publications no later than 14 days from beginning of transition in AQL: zero deviations from number of days and number of pallets

4. Standard: Beta site cannot be down more than 10 minutes for both transition and life of the contract except intentional system upgrades AQL: zero deviations from the 10 minutes required

5. Standard: 2 to 3 articles for up to 4 issues of Evidence Matters a year AQL: zero deviation from number of articles and issues per year

6. Standard: Mail up to 25,000 copies within 2 days of receiving delivery AQL: zero deviation from number of days and copies

7. Standard: Distribute electronic version within 24 hours of request to disseminate AQL: zero deviations from number of hours

8. Standard: 2 to 4 articles (approximately 1,000-1,250 words each) appearing in up to 24 Edge updates per year AQL: zero deviation from range of articles required

9. Standard: up to 15 Case Studies per year AQL: 5 cases deviation

10. Standard: up to 60 eLists per year (300 to 500 words each) AQL: zero deviation from number of eLists per year

11. Standard: Conduct preliminary research and propose and revise up to 3 markups, proofread for accuracy, and make ready for web posting AQL: zero deviation from number of documents

12. Standard: Fulfill requests for publications sent by mail within 3 working days of receipt AQL: zero deviation from number of days

13. Standard: VIP requests must be fulfilled same or next day AQL: zero deviation from number of days

14. Standard: All other requests (other than email and phone) for information and materials must be addressed within 2 business days AQL: zero deviation from number of days

15. Standard: staff up to 10 conferences and events per year.

AQL: zero deviation

16. Standard: draft marketing and communications plan due 3 weeks after kick-off meeting

AQL: zero deviation from number of weeks

17. Standard: final marketing and communications plan due 5 weeks after the kick-off meeting.

AQL: zero deviation from number of weeks

18. Standard: 99.9% availability, or higher in Service Level Agreements with a financially backed penalty schedule.

AQL: Zero deviation from standard

19. Standard: 24 hours per day, seven days a week, 365 days per year proactive monitoring and support for resolution of all outages that affect the availability of the cloud services AQL: Zero deviation from standard

20. Standard: Post all approved electronic files on huduser.gov within 3 business days of receipt AQL: zero deviations from number of days

21. Standard: At COR's direction, develop up to 2 additional applications per year.

AQL: zero deviation from range of required apps

22. Standard: submit monthly progress reports in electronic format AQL: zero deviation from format

23. Standard: Hold transitioning-out briefing for HUD and succeeding contractor 7 days after transition commencement AQL: 2 days deviation

24. Standard: Deliver all government property in form prescribed by government 14 days after transitioning-out commencement AQL: 2 days deviation

25. Standard: Transition must be completed within Option Year One with zero data loss and no more than four hours of cumulative downtime AQL: Zero deviation from timeline and data integrity requirements

Contemplated report requirements:

Monthly progress reports Post-Migration Report Transition report Downtown log report

Contemplated dollar value of the project: Estimated Value of the project is 26 million.

Contemplated place of performance: The services to be performed under this contract shall be performed at the Contractor's facility.

Contemplated period of performance: One (1) 12 month base year and four (4) 12 month option years.