MBDA Virtual Business Center FFO Part 2 - 6.06.19 (Final CLEAN_OBD-FALD).docx

NOTICE OF FEDERAL FUNDING OPPORTUNITY

APPENDICES

Federal Agency Name: Minority Business Development Agency (MBDA/Agency)

Funding Opportunity Title: MBDA Virtual Business Center

Announcement Type: Initial Announcement

Funding Opportunity Number: MBDA-OBD- 2019-2006126

CFDA Number: 11.802, MBDA Minority Business Resource Development

APPENDICES

The appendices to the MBDA Virtual Business Center (VBC) listed below are incorporated by reference into this Announcement. It is incumbent on all applicants to access and familiarize themselves with the information contained therein and respond accordingly in their respective applications.

APPENDIX A

Performance Goals

The following table provides the minimum performance requirements for the VBC. Applicants should propose specific performance goals, for each year and in each category, based on the requirements listed below. Proposed goals that differ, either higher or lower, from those listed below require justification.

Instructions In preparing applications in response to this Announcement, please note the following:

Performance Measures and Minimum Goals

The tables below set minimum performance measures and goals.

Note: Applicants are encouraged to propose beyond minimal values listed in the table below.

Performance Measures and Minimum Goals

Year 1 performance is discounted from the projected baseline as reflected in Year 2. It is anticipated that the VBC will require time for start-up activities, implementation of strategic partner platform services and need for building market awareness in Year 1. Once operational the VBC will have annual stretch goals.

APPENDIX B

Performance Measures and Points

This section defines the evaluation criteria and weighted value that MBDA will use to measure VBC performance based on the minimum programmatic goals set by MBDA and the proposed goals set by the applicant.

The evaluation criteria and weighted-value for measuring VBC performance on an ongoing basis are as follows:

No.

Category

The performance goals are listed on an annual basis by MBDA and should be broken out into quarterly goals by the applicant in its proposal.

Max Points - MBDA encourages and rewards high achievement levels. Up to 150% of the maximum allowable points for most performance measures will be awarded, based on the extent to which the VBC exceeds the minimum performance goal for the identified category. For example, if the minimum performance goal for the Number of Clients Served is 1,000 and the VBC achieves 1,500 in this category, the VBC operator achieves 150% of the goal and will receive 22.5 points. Alternatively, if the VBC were to achieve 2,000 in this category, the operator would be limited by the 150% threshold and receive 22.5 points.

*Client Satisfaction and Experience Rating – This measure is defined as 75% of clients served rating their experience and satisfaction as "good" or better (via a defined scale). The minimum sampling size shall be 1% of clients served. Bonus points may be achieved as follows: 76%-80% of clients sampled rate VBC as good or better, the VBC will earn 1.5 bonus points: 81%-85% of clients, 3.0 bonus points; 86%-90% of clients, 4.5 bonus points; 91%-95% of clients, 6 bonus points; 96%-100% of clients, 7.5 bonus points.

The VBC is required to utilize all of its resources to maintain optimum performance and/or operations. Should the VBC exceed its performance requirements prior to the end of a performance period, the VBC is expected to maintain operations at full capacity and continue to provide services consistent with the award.

The VBC is not required to have and/or use established funds under its control for the purpose of awarding transactions (i.e., contracts, procurements capital, financing) to clients. The VBC shall avoid conflicts of interest (to be defined by the Program Office) when preparing and/or packaging necessary documents for the purpose of assisting a client to obtain an awarded transaction. The VBC shall evaluate and advise its clients of the identified options for contracts, procurements, capital and financing, which may include public and private sector procurement opportunities. The VBC shall not engage in promoting or directing any one transaction source exclusively to its clients or preferred by the VBC.

MBDA views the VBC operator as a cooperative partner and collaborator with MBDA in serving the minority business community. The staff of the VBC is seen as working in partnership with MBDA. Thus, high achievement in any one performance measure does not waive performance of goals proposed in the application and as stated in this Appendix. Failure to satisfy performance measures and minimum goals (see Appendix A) in other performance elements may result in termination of the award, notwithstanding high achievement in any performance element.

Performance Measures and Performance Ratings

1. Performance Measures - The performance of the VBC is evaluated by MBDA based on specific performance elements, which are assigned weighted values. The VBC operator will be awarded points with respect to each performance element through defined work activities that lead to successful client outcomes. Specifically, performance points will be awarded by MBDA in proportion to the VBC operator’s satisfaction of the performance goals set forth in the application and incorporated into the terms and conditions of the award.

2. Performance Ratings - The VBC operator is expected to achieve an overall “Commendable” (or better) performance rating for each funding period and will be assigned a performance rating by MBDA for each of the funding periods based on the rating system below:

Project Performance Scale

**Not to exceed 145 Points

Failure to maintain at least a “Satisfactory” performance rating may result in the VBC award being placed on a Performance Improvement Plan (PIP), assigned special award conditions, and/or other actions under the award, up to and including award termination.

APPENDIX C

Work Requirements

The VBC is a natural evolution of MBDA’s mission to provide management and technical assistance to an ever-expanding base of Minority Business Enterprises (MBEs). The VBC supports MBDA’s mission by ensuring MBEs, regardless of size and geographic location, gain greater access to resources that support their growth and development.

The primary drivers of the VBC are access to information, resources, and counseling that result in discernable growth of minority businesses. The VBC will provide management and technical assistance to minority businesses of different sizes, industries, and years in business.

The VBC is a web portal augmented by human service interaction. The VBC creates a virtual platform for strategic partners to provide services to minority-owned businesses. The VBC must contain (but not limited to) the following categories of virtual services: MBE registry, opportunity matching, capital access matching, business development services, management and technical assistance, access to resources, directories, and business consulting.

The VBC must allow for personalization of services rendered to MBEs and may be able to track those firms’ growth based on the services provided through the VBC.

The VBC, MBDA staff, and MBDA programs and projects (Network) will work collaboratively to support the growth of all MBEs. The VBC operator will work with MBDA and the MBDA Network to support and enhance MBDA’s initiatives, performance, brand, reach, customer service, and strategic partners. The VBC, MBDA, and MBDA Network will refer MBE customers/clients to one another for assistance.

The VBC services are targeted towards assisting MBEs of all sizes.

General

An increasing number of MBEs are migrating to a “virtual” and “Mobile First” approach when conducting business. Many of the businesses that MBDA serves are increasing their use of digital information, mobile devices, and applications to allow them to run their businesses from any location or time zone. The VBC shall take a Virtual and Mobile First approach to service deployment that enables MBEs to leverage their smart phones, tablets, and other mobile devices to plan, research, access, process, and manage information applicable to their business in real time.

The VBC must be device-agnostic and recognized as a first choice for information and assistance. The primary mechanism to achieving this goal is the uniqueness of services offered by the VBC. The VBC must be able to provide applicable, relevant, and timely information for growing minority businesses. The VBC also must be able to provide services and tools that meet the needs of MBEs and keep MBEs engaged in the business world and the MBDA Network.

The VBC is required to provide services in three basic areas – self-help (business information, tools, search wizards, and referrals), concierge (business consulting), and strategic partner platform. Client services can be conducted via a blend of the following: portal services, human interaction, and partner platform(s). These elements are designed to:

· Instruct and inform businesses or entrepreneurs

· Assess the business seeking information and/or assistance

· Register MBEs into one central system

· Access to registered MBEs

· Provide (limited) management and technical assistance

· Refer the business to specialists and other resources for expanded assistance

· Track and monitor MBEs served for growth (i.e., dollar value of transactions)

· Report and promote MBE success stories

· Maintain optimal service delivery and the standard of operational quality of VBC operations

1. VBC - Portal

The VBC shall provide users with information and tools that foster MBE growth and competitiveness. The objectives for the VBC include the following:

· Offer a virtual service platform to engage MBEs to help them grow by providing:

· Access to public (i.e., Federal, state, and local government) and private-sector (e.g., non-profit, community development corporations, Community Development Financial Institutions, Small Business Investment Companies, etc.) business development and Opportunity Zone resources

· Access to general and unique affinity groups

· Ability to receive information based on unique user criteria (user permission required)

· Access to sources of financing (standard commercial and alternative) and equity

· Access to contracting opportunities (public and private sectors)

· Access to business planning and strategic tools (i.e., business plan makers, start-up business “how to” kits, financial analysis, finance evaluation tools)

· Other tools that support the growth and expansion of MBEs (these can be customer/client demand generated)

· Offer a downloadable MBDA Mobile App that will:

· Provide high end user value resulting in high usage rates among MBE customers and clients

· Provide a portal to the MBDA services and information and the capability to quickly and effectively navigate and engage

· Provide valuable tools to help business owners manage their business remotely

· Deliver and receive digital information anytime, anywhere, using any device

· Provide security and privacy controls to enable integrity, availability, and confidentiality of information being exchanged

· Provide multi-channel platforms for communication (i.e., phone, texting, email, chat)

· Integrate machine learning systems and/or algorithms for continuous service improvement:

· Leverage new technologies that result in improved service delivery and accuracy of results for MBEs based on defined user characteristics; and

· Develop capability that identifies, sorts, and prioritizes user requests.

· Establish forums that facilitate development approaches for MBDA and the VBC to:

· Collaborate on the design and build out of a MBDA Virtual Services and Mobile App;

· Respond to customer feedback, concerns, issues and changing customer needs;

· Adapt to emerging technology quickly;

· Ensure technology solutions adhere to Federal standards and regulations pertaining to handling and management of Personally Identifiable Information, Business Identifiable Information, and IT security; and

· Evolve capabilities to reflect changes within Government agencies.

· Ensure that all MBDA Virtual Services and Mobile App align with applicable laws, regulations, policy guidance, and sponsor, agency, and industry standards, including but not limited to the features and functions noted below.

Through this cooperative agreement, the VBC will:

· Collaborate with MBDA on the design, development and continuous improvement of the VBC and related software tools to meet the objectives and requirements of this NOFO (see features and functions below);

· Establish and maintain the VBC through an iterative design and development process and environment;

· Test the VBC services, including but not limited to, unit testing, integration testing, and user testing with a MBDA selected user group for usability and compliance with requirements;

· Deploy the VBC with select features and functions within ninety (90) days of award and release improvements to services on a cyclical basis;

· Document the VBC services and infrastructure design and security, including relevant interfaces, in accordance with agreed upon documentation standards within this NOFO

· Conduct ongoing data analytics to shape and guide continuous improvement.

The VBC Operator will be responsible for obtaining and managing any necessary third-party licensing, specialized product configurations, facilities, networks, internet access, support services, and related communications infrastructure necessary to deliver the services under this NOFO.

The VBC also will leverage strategic partners and/or social media tools to develop and enhance the user experience. If strategic partners or users of the VBC (including the VBC mobile app) include Federal, state, and/or local governments, the VBC may be required to incorporate in any Terms of Service (TOS) agreement carve-out provisions that are compatible for such governmental entity partners/users.

2. VBC – Human Interaction

The VBC shall enhance its digital services through human interaction. At a minimum, the VBC must provide management and technical assistance services through human interaction. However, it is not required that the VBC’s primary services be management and technical assistance through human interaction.

The VBC will provide basic business information/consulting and referral services to MBEs on a variety of business needs including (but not limited to) the following:

· Management and technical assistance

· Public and private sector contracts opportunities

· Standard and alternative sources of capital

· Business to business teaming opportunities and matching

· Online tools and resources

· Business certification links (by state, municipalities and/or organizations)

· Online and in-person training programs

· Specialty service providers and matching

· Industry data and discussion boards

3. Management and Technical Assistance

Includes, but is not limited to services that provide education, information and guidance to an entrepreneur or a business representative. Management and Technical (M&TA) varies greatly depending on the need of the business enterprise and can range from business formulation to the development of a feasibility plan, business plan to corporate policy, and budgets to financial statements.

Note, the VBC shall not perform or engage in the day-to-day operations of/or make decisions for the firms it assists.

The VBC shall be capable of providing business development services to MBEs that result in higher levels of growth, competitiveness, and capacity building. These services include, but are not limited to the following:

a. Access to Markets – The VBC is expected to provide resources and viable leads to contracting opportunities to customers and MBE clients in these areas.

· Conducting market analysis best suited to client

· Identifying procurement opportunities based on client capabilities

· Matching procurement opportunities based on client capabilities

· Solicitation analysis and bid/proposal preparation assistance

· Identifying potential markets, facilitating transactions, and providing referrals to additional business development programs and services

b. Access to Capital/Financing – The VBC is expected to provide assistance and referrals to resources that result in viable financing and capital opportunities to MBEs. These services may include, but are not limited to:

· Financial analysis including capital budgeting, break-even analysis, cost accounting analysis, financial planning analysis and budgeting, and financial transaction packaging;

· Identification and matching of financing opportunities based on client needs and sourcing deals;

· Facilitation of financial transactions by establishing and facilitating relationships between pre-qualified clients and sources of financing;

· Develop and maintain strategic alliances with standard commercial and alternative sources of financing;

· Financial assistance, for example, identification, preparation and packaging of standard commercial and alternative debt, bonding, leases (property and equipment), equity, mezzanine financing, accounts receivable, venture capital, angel investors, factoring and trade credits.

c. Access to Teaming – The VBC is expected to provide information and assistance to MBEs in search of partnering entities for upcoming contract opportunities and investment opportunities (e.g., Opportunity Zone Funds). These services may include, but are not limited to:

· Conducting competitor research and analysis;

· Identifying procurement opportunities based on client capabilities and stretch goals;

· Using an algorithm to match MBE with stretch goal and competitor; and

· Provide match results to MBE.

4. Marketing and Promotion

The VBC shall engage in marketing activities that further the VBC’s ability to reach and assist MBEs and achieve overall performance goals. At a minimum, the VBC shall have unique capabilities including: search engine optimization, use of online advertising platforms, promotion of the VBCs multi-channel capabilities (e.g., email, text, chat, phone), promotion of the VBCs knowledge base (e.g., instructional content, video, forms, online tools), and promotion of the VBCs services.

The VBC will also leverage its ability to attract and retain strategic partners under the VBC virtual platform. As such, the VBC should promote the services offered via strategic partners. The VBC should also work with its strategic partners to promote VBC services through strategic partner platforms.

The VBC will engage in promoting MBE client success stories via the VBC website and coordinate and share success stories with MBDA for publication in MBDA’s website and other MBDA promotional material.

The VBC, in collaboration with MBDA, may develop a brochure for distribution among the MBDA Network and MBDA to promote its services offered. The VBC shall work and collaborate with MBDA in the development of the brochure. MBDA will coordinate with the VBC where and when materials will be displayed by MBDA for public consumption (e.g., conferences, seminars, business matchmakers). MBDA will also promote the VBC on the MBDA website. The VBC will work collaboratively with MBDA to identify and feature content, information, data, video segments, etc. that can attract user attention for assistance through the VBC.

A phased marketing and communication plan must be developed and implemented. The marketing plan should include timelines for development of VBC brand look, anticipated promotional assets for social and website promotion, and estimated budget for media buys.

5. Strategic Partners

The VBC will create a virtual platform for strategic partners to provide services to MBEs. The VBC will develop a plan to identify, recruit, and engage entities that can add strategic value to the VBC. The VBC may formalize its relationship with the identified entities and convert the relationship to strategic partnerships.

Strategic partnerships must be documented in writing through Memoranda of Understanding (MOU) or similar agreements that record the terms and conditions of the partnership. The agreements must be shared with MBDA for coordination and tracking purposes.

Strategic partners will provide added value to the VBC that extend and/or expand the VBC’s capabilities to serve broader groups of MBEs and meet different needs. Strategic partners should assist the VBC in meeting its performance goals either directly or indirectly. The VBC should avoid establishing strategic partnerships that do not contribute to the VBC. Strategic partner value-added services may include:

A. Enhancements to the overall VBC user experience;

B. Provide easy to use tools and core information pertaining to establishing and growing a business;

C. Offer enhanced tools, information, and services that adapt to the MBE customer/client needs;

D. Specialized VBC services that provide users highly effective information and services that support the growth of MBE clients. This may include implementation of robust search capabilities, self-search wizards, filters and artificial intelligence for:

1) Access to Markets – forecasts, identification, matching, probability of success of contract opportunities via online tools and resources (e.g., self-search wizards and filters);

2) Access to Capital/Financing – a capital resource locator and matchmaker loan/finance analysis

3) Access to Teaming – a professional services resource locator and matchmaker that adds discernable value to the MBE client that results in MBE growth

4) Tutorials and Educational Material – basic entrepreneurial information to assist pre-start-up, start-up, and newly formed businesses. This may include tools and videos pertaining to:

i. Basic Business

ii. Legal Formation

iii. Feasibility Analysis for Pre-Start-ups

iv. Business Planning

v. Response to Proposal Writing

5) Other

i. As proposed by applicant

ii. As identified by VBC operator through data analytics & customer feedback

MBDA must be notified in writing within 15 business days if the VBC is replacing, removing, and/or adding a new partner. Terminated partnerships must be replaced within forty-five (45) days after termination. Before the VBC can claim a strategic partnership, it must be reviewed by the MBDA Federal Program Officer to determine whether the proposed relationship is likely to assist the VBC in serving its client base and is consistent with the overall goals and objectives of the VBC. MBDA has no responsibility or obligations to the VBC strategic partners unless otherwise negotiated between parties.

6. Operational and Performance Management

The VBC may offer specialized assistance beyond standard services for fee and/or through strategic partner platform (if proposed by applicant).

The data collected by the VBC pertaining to contacts, customers, clients, service deliverables, outcomes (e.g. contracts and financings) and success stories, as well as usage analytics, and survey results shall be shared with MBDA. MBDA shall receive a copy of the data captured by the VBC. The VBC shall have a process/system for sharing captured information with MBDA. The process/system must adhere to the guidance provided in the NOFO (see Appendix E: Information Technology Requirements). MBDA shall have the right to review, inspect, and approve the VBC solution as needed.

A. Operational management requires the VBC to identify and electronically record its activities in a data service tracking system including:

· Registration of MBEs

· MBE Self- assessment of needs (via electronic tool);

· Service(s) provided to the MBE;

· Referral(s) provided to the MBE;

· MBE outcomes generated through the assistance of the VBC (direct and indirect); performance impact measures;

· MBE satisfaction and experience surveys and results; and

· MBE success stories.

B. Establishment of Operations - The VBC must be fully operational within ninety (90) days after receipt of the award. “Fully operational” means that all staff is hired, website is operational, established process for contacting and communicating with VBC staff, all items of equipment (e.g., computer hardware, software, Internet services, phones, faxes) and staff working spaces are in place, and VBC systems are functional for the public to use. Within ninety (90) days after receipt of the award, the VBC operator shall report via Grants Online to the Federal Program Officer that it has complied with this requirement. Failure to be fully operational within ninety (90) days may result in appropriate enforcement action under the award, up to and including termination.

The VBC must provide services to customers and MBE clients. MBDA Headquarters’ calls and emails to the VBC operator and/or the VBC director must be returned by the next business day. In addition, the VBC operator and VBC director shall provide MBDA and other authorized Federal government officials with access to the VBC operations upon request. Within ninety (90) days after receipt of the award, the VBC operator shall report via Grants Online to the MBDA Federal Program Officer, that it has complied with information technology requirements (see Appendix E: Information Technology Requirements) or provide a status report to achieve technology requirements within a reasonable amount of time. Within ninety (90) days after receipt of the award, the VBC operator shall also report the name, contact telephone number, and email address of the VBC director, VBC staff member(s), and the network or system administrator.

C. Personnel - The VBC operator is required to have a VBC director employed and exclusively dedicated on a full-time basis to the VBC. The VBC director must be removed from any competing interests. The VBC director is vital to the VBC and is viewed as the VBC operator’s key representative to ensure the VBC achieves its performance goals. The VBC director must possess suitable management and business qualifications, including a minimum of a bachelor’s degree or equivalent experience in a business-related field. Failure to hire a VBC director within ninety (90) days may result in enforcement action under the award, including the withholding of award payments.

The selection of the VBC director requires consultation with the MBDA Federal Program Officer (FPO) during a review of candidate qualifications. The VBC operator shall submit the VBC director’s resume and a minimum of three professional references to the FPO at the onset of competition and/or after an award is issued. MBDA will be consulted prior to the selection of the successful candidate, meeting the minimum qualifications as set forth in the NOFO, by the VBC.

The VBC operator shall employ personnel with the knowledge and skills to successfully fulfill the VBC needs and operations. The VBC operator shall provide competitive financial incentives and/or salaries to the VBC staff. The VBC operator shall adhere to commonly accepted/best practices in human capital management. The VBC may not engage in nepotism in any form in personnel practices and hiring.

All personnel charged to the VBC must directly contribute to the operation of the VBC. The VBC operator should not “co-mingle” staff time that is being charged to the MBDA grant with VBC operator responsibilities and duties. Co-mingling is prohibited and is subject to enforcement action under the award, including the withholding of award payments and possible termination of the VBC award. Staff vacancies must be filled promptly. Vacancies beyond forty-five (45) days may result in appropriate enforcement action under the award, up to and including termination.

D. Service Optimization - The VBC operator must maintain the efficiency and effectiveness of its overall operations as well as the quality to maximize client service impact with the VBC. Under this function, the VBC shall:

a) Input data, progress, best practices, and results into its service tracking system in real time;

b) Establish procedures for collecting and accounting for all fees charged to clients (if proposed); accounting records for fees collected should be maintained on a consistent basis; no co-mingling of fees and funds;

c) Maintain records/files for all work; record systems should be efficient and meet industry standards;

d) Ensure all client files are properly recorded and supported by documenting – client acceptance of the Notice of Data Use and Privacy, client MBE self-certification, needs assessment, work assignments, finished work products, and awarded transactions;

e) Comply with all reporting requirements that are established as the terms of the award;

f) Cooperate with MBDA in maintaining content and other available online tools located at www.mbda.gov;

g) Adhere to MBDA Trademark and Licensing guidelines; formal instructions and guidelines will be provided to the VBC operator at the Post-Award Conference;

h) Adherence to VBC operator’s supplier diversity plan; and

i) Establish processes for continuous improvement based on customer experience; identify and uncover patterns; data that help identify new insights for service improvement.

Note, the VBC is not authorized to use either the Department of Commerce’s (DOC) official seal or the MBDA logo in any of its electronic and/or printed publications, documents, or other materials without prior written approval from the Department of Commerce. Neither the VBC operator, VBC director, nor VBC staff are permitted to represent themselves as employees of the Federal Government.

The VBC operator must ensure the VBC remains fully operational throughout the performance year.

MBDA-OBD-2019-XXXXXX

MBDA-OBD-2019-2006126

APPENDIX D

Training

A. Requirements

MBDA has designed a comprehensive training program for the VBC. The identified VBC staff shall be required to participate in the following training sessions (subject to the availability of the training as determined by MBDA):

3. Monthly Business Program Teleconference

Mandatory

If the VBC staff fails to participate in the required training indicated above the VBC may lose a maximum of two (2) points from the performance assessment score during each evaluation period. The VBC personnel’s professional and educational experience shall not be accepted as substitutions for attending the trainings.

B. Definitions

1. Post-Award Conference: This session, held once in the first year, is designed to review the grant award and key issues pertaining to the successful management of the award. Failure to attend shall designate the VBC operator as non-compliant with the award and may result in award termination. A change in Project VBC will require the VBC director to attend a post-award conference as soon as practicable following the commencement of his/her duties.

2. Grants Online System: This session is an orientation. It is held once in the first year (and may be offered in subsequent years). It is designed to review basic access, navigation, and understanding of the Grants Online (GOL) system. The GOL system is utilized by MBDA and the Grants Office to manage all financial assistance awards administered by the Agency.

3. Monthly Business Project/Project Teleconferences: MBDA will conduct monthly Business Project Teleconferences with all funded MBDA Programs and Projects to provide updates on upcoming events, trainings, system enhancements, policy developments, and to offer a forum for collaboration, questions, and feedback.

4. MBDA National Conference: This training is designed to review key MBDA initiatives among all the Projects/ Projects and MBDA staff. Specialized programmatic training as well as formal meetings and/or trainings with the MBDA Office of Business Development are also offered at this event. The NTC is held once a year, depending on the availability of funds. The location of this event varies. This session is normally a 2- day event.

5. MBDA National MED Week: This is an annual program typically conducted in Washington, D.C. and is a culmination of all MED Week celebrations. The event features workshops, seminars, and business matchmaking activities that inform attendees of new opportunities and information related to contracts, capital, and markets. MED Week also hosts a celebratory awards program in recognition of MBE clients that have made significant economic impact and minority business advocates that have supported supplier diversity. The VBC will nominate MBE clients in the pre-planning stages of the conference and support the promotion of the conference through outreach efforts to its respective clients. The VBC will be required to attend the full conference unless otherwise noted by MBDA. This event is held once a year, and depending on the availability of funds, for approximately 1-3 days.

6. NOAA Grants Recipient Workshop: The Grants Workshop is an intensive and detailed session that will provide guidance on how to ensure that grant application packages are clear, concise, and contain all pertinent information and documentation required to receive approval. Federal forms, budget justifications and narratives and project descriptions are all topics for discussion.

APPENDIX E

Information Technology Requirements

General

MBDA requires that the VBC operator meet certain requirements related to the acquisition, installation, configuration, maintenance and security of information technology (IT) assets within ninety (90) calendar days after receipt of the award. The VBC is recognized as a co-operative agreement partner of MBDA, a Federal government entity. As such, the VBC should anticipate additional security needs in order to protect its systems, data and client information (i.e., PII/BII) from threats. The VBC shall adhere to all security requirements under this NOFO, throughout the duration of the award. Adherence to IT security requirements may include additional timelines beyond start-up activities. The VBC will work closely with MBDA to ensure these security requirements are implemented and maintained.

The VBC operator shall provide business-grade computing capacity, for the exclusive use of VBC employees delivering minority business assistance to the public under the award from MBDA.

The VBC shall be web enabled and is encouraged to incorporate cloud-based solutions for the delivery of services including but not limited to software-as-a-service, platform-as-a-service and/or infrastructure-as-a-service. The VBC may also include a network/server solution. The server shall have a constant, high-speed broadband capacity.

The VBC operator may also ensure that each VBC employee or contractor performing business development activities (e.g., management and technical assistance, business development consulting, etc.) have access to business grade devices that are capable of serving clients in a multi-channel construct (e.g., telephony, email, text, chat).

The VBC operator shall ensure that each of the VBC employees (including management, administrative personnel, contractors, full-time, part-time, and non-paid (volunteer) staff) have an email address. The email addresses accessible to the public must be identified to MBDA during the initial start-up phase. Email addresses for VBC staff that are not accessible to the public must also be provided to MBDA within the initial start-up phase. The VBC is responsible for providing MBDA with any VBC staff updates and changes to public and non-public facing emails.

The VBC failure to adhere to the information technology requirements as set forth herein may result in enforcement action under the award, including but not limited to the withholding of award payments until full compliance is reached.

Data Ownership and Security

MBDA reserves the right to own, access, share, and review the data and information collected by the VBC in fulfillment of VBC work responsibilities. As such, the protection of Controlled Unclassified Information (CUI) resident in non-Federal systems and organizations is of paramount importance to MBDA and can directly impact the ability of MBDA to successfully conduct its assigned mission and business operations.

The term “Federal Information System” means an information system used or operated by an executive agency, by a contractor of an executive agency, or by another organization on behalf of an executive agency, 40 U.S.C. 11331 Section (g) (see Responsibilities for Federal Information Systems Standards at https://www.govinfo.gov/content/pkg/USCODE-2017-title40/pdf/USCODE-2017-title40-subtitleIII-chap113-subchapIII-sec11331.pdf) and NIST documents (see https://csrc.nist.gov/glossary/term/federal-information-system).

The VBC shall adhere to National Institute of Standards and Technology (NIST) Special Publication 800-171: Protecting Controlled Unclassified Information in Non-Federal Systems and Organizations (see https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-171r1.pdf), which states “Nonfederal organizations that collect or maintain information on behalf of a Federal agency or that use or operate a system on behalf of an agency, must comply with the requirements in Federal Information Security Management Act (FISMA), including the requirements in Federal Information Processing Standards (FIPS) Publication 200 and the security controls NIST Special Publication 800-53 (see 44 USC 3554(a)(1)(A)).

It is anticipated the VBC will include its own information system(s) or those of another organization to collect and maintain information on behalf of MBDA, a bureau within the U.S. Department of Commerce that is required to adhere to Department IT security requirements, including the initiation of a Security Assessment and Authorization process.

In order for the VBC to successfully operate under these Federal criteria and to meet the goals of the VBC as noted in this Announcement, the VBC operator must use a Federal Risk and Authorization Management Program (FedRAMP) certified system. FedRAMP is a Federal government-wide program that provides a standardized approach to security for cloud-based systems (see https://www.fedramp.gov/).

The VBC operator system plan must be approved by MBDA prior to implementation. MBDA anticipates the VBC operator will leverage newest technology that is cloud-based for VBC operations including” software-as-a-service, infrastructure-as-as-service and platform-as-a-service.

Mobile Workstations All workstation systems shall not be more than three (3) calendar years old at time of award and shall contain latest processor class central processing units (CPU), operating at speeds capable of supporting the primary VBC system of operation. All workstations systems shall install an operating system fully compatible with Microsoft (MS) Windows 10 and latest MS Office Professional/ MS Explorer version or higher, Anti-Virus software, software or hardware-based Firewall and Adobe Reader. workstation for the production of electronic document submissions.

The VBC operator shall refresh/replace all related computing devices (mobile workstations, tablets, etc.) designated to support the VBC every three years or sooner if it is determined that the technology is no longer compatible with updated security standards or computing requirements. The VBC operator shall provide evidence of their system refresh to their assigned Program Analyst and the MBDA Program Management Supervisor.

User Responsibilities Every employee and contractor of the VBC shall be assigned a unique username and password to access the computing device and enterprise. Every VBC employee and contractor shall be required to sign a written computer security agreement (the computer security agreement will be provided at the time of award).

The VBC manager, employee, and contractor and any other person given access to the enterprise shall sign the security agreement and an original copy of the signed agreement shall be kept in the MBDA Business Project files. A signed agreement shall be scanned and submitted to MBDA, no later than ninety (90) calendar days after receipt of the award. The original agreement shall be maintained on file by the VBC operator. All subsequent new hires and associations requiring access to the VBC or MBDA systems shall read, understand, and sign the security agreement prior to issuance of a password no more than fourteen (14) calendar days after the start of their employment. No VBC employee or contractor shall have access to any system(s) without a signed security agreement on file.

Web site The VBC operator shall create and maintain a public web site using a unique domain/address (e.g., www.name.com), that will conform to MBDA web standards (a comprehensive listing of MBDA web standards can be found on the MBDA Portal). MBDA Web standards include, but are not limited to the following:

1. The first page (Index page) of the web site shall clearly identify the VBC and its unique name (if proposed by operator) as a MBDA Virtual Business Center funded by the U.S. Department of Commerce’s Minority Business Development Agency. The index page of the web site shall load software fully compatible with top three most popular browser software.

2. Third-party advertising of commercial goods and services may be permitted on the site provided they third-party is a strategic partner of the VBC and support the VBC in execution of its work elements as noted in this NOFO.

3. All links to websites other than federal, state or local government agencies and non-profit educational institutions must be requested, in advance and in writing, through the MBDA Office of Public Affairs and the website must provide an external link policy or notice stating that they will be redirected to an external website. Specifically, a notice similar to the following must be provided: The appearance of hyperlinks to other sites does not constitute endorsement by the VBC operator’s company name or by the Minority Business Development Agency of these web sites or the information, products, or services contained therein. Regarding such external web sites, we do not exercise any editorial control over the information you may find at these locations. These links are provided consistent with the VBC operator’s company name stated purpose as shown on our web site. We recommend that you review the website's information collection policy or terms and conditions to fully understand what information is collected and/or provided.

4. The approval for the placement of such links shall not be unreasonably withheld but is subject to withdrawal if MBDA determines the linked site is unsuitable. No employee of the VBC operator, nor any other person, shall use the VBC web site for any purpose other than that approved under the terms of the agreement between the VBC operator and MBDA.

5. Every page of the web site shall comply with Federal Standards of the Americans with Disabilities Act (ADA), Section 508, and be reviewed by the VBC for accuracy, currency, and appropriateness every three (3) months. In addition, MBDA’s Section 508 Officer may occasionally review the VBC web site to ensure that it is Section 508 Compliant. For additional information and guidelines, please visit www.section508.gov. Appropriate privacy notices and handicapped accessibility will be predominately featured. In general, MBDA may audit the VBC web site and recommend changes in accordance with the guidelines set forth herein.

6. The VBC operator will also be responsible for informing its assigned MBDA Program Analyst and the MBDA Program Manager of any changes in operations such as location, contact information or otherwise.

Time for Compliance Regarding IT Requirements Within ninety (90) calendar days after receipt of the award, the VBC operator shall report via email to the MBDA Federal Program Office that he/she has complied with all technical requirements as specified herein (a checklist will be provided at the Post Award Conference). Within ninety (90) calendar days after receipt of the award, the VBC operator shall report the name, contact telephone number and email address of the VBC director, Network or System Administrator.

Performance System MBDA shall monitor the performance of the VBC in real time through established protocols for data sharing and performance reporting. The VBC and MBDA shall work together to establish a process sharing of data and information.

Data Integrity The VBC operator shall take the necessary steps to ensure that all data and information captured and shared with MBDA’s CRM systems is verified, accurate, and timely.

Personally Identifiable Information (PII) and Business Identifiable Information (BII) The VBC shall configure systems to protect the PII/BII contained in the system from unauthorized access. The VBC must employ best-practice techniques to protect confidentiality of sensitive PII and BII information. The VBC, when it designs, develops, or operates a system of records on individuals or entities, or otherwise collects or has access to PII or BII in the performance of this grant shall, prior to taking such action, comply with the following requirements:

1. The VBC shall have established policies and procedures in place to safeguard customer and client PII/BII. The policies and procedures shall describe the VBC's processes for identifying, assessing and mitigating privacy risks associated with PII. The policies and procedures shall also describe training that will be provided to VBC staff and consultants on their roles and responsibilities for safeguarding customer and client PII/BII and incident management of suspected or confirmed loss of customer or client PII/BII in accordance with OMB's Recommendations for Identity Theft Related Data Breach Notification, September 20, 2006, and OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007.

2. The VBC shall also ensure that all processes, procedures, and equipment associated with PII/BII comply with all laws, regulations, and MBDA security mandates as defined by NIST Special Publication (SP) 800-61 Revision 4 or later, and are aligned with the incident categories and timelines referenced in Table J-1 of NIST SP 800-61, as well as U.S. government policies developed to safeguard the confidentially, integrity and availability of MBDA data that may contain PII/BII. In support of these requirements, the VBC shall have:

a. Policies, procedures, and mechanisms designed to restrict access to data exclusively to authorized personnel;

b. Policies, procedures, and mechanisms that prevent transmission or disclosure of data to an unauthorized party;

c. Policies, procedures, and mechanisms that ensure data on portable devices are encrypted using methods compliant with Federal Information Processing Standard 140-2;

d. Policies, procedures, and mechanisms that ensure any sensitive data transmitted across public networks (i.e., the Internet) by VBC staff and VBC consultants are protected using encryption compliant with Federal Information Processing Standard 140-2;

e. Annual assessments to MBDA demonstrating that the policies, procedures, and mechanisms required by continuing to be functional, that the VBC is compliant with these requirements, and that these requirements are effective;

f. Copies of its privacy policies to MBDA Headquarters at the time of award. The VBC shall also provide a copy of the policies and procedures (or otherwise make such policies and procedures available) to all of its staff and contractors;

g. Ensure that VBC staff and contractors adhere to the VBC’s policies and procedures relating to PII/BII and to prescribed policies and procedures for the safe handling of PII/BII, including privacy and security training requirements and privacy incident management;

h. Immediate alerts to MBDA of any event, including the suspected or confirmed loss of PII/BII, that could potentially affect the privacy rights of individuals or which violates any federal law, regulation, mandate or requirement as defined in NIST 800-122 by contacting the MBDA designated point of contact. The VBC shall act in accordance with its policies and procedures in the event of any suspected loss of PII/BII and shall support the MBDA's investigation and resolution of reported incidents as requested by the MBDA.