Sources Sought RFI_Budget Execution Analysis Services.pdf

Sources Sought Synopsis

The Department of Housing and Urban Development (HUD) is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Budget Execution Operations Support Services.

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 541219 – Other Accounting Services. Product Service Code R703: Support-

Management: Accounting.

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) a tailored capability statement 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 review 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 source 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 May17, 2024, at 12:00 pm ET. All responses under this Sources Sought Notice must be emailed to

Patricia.O.Akinrogunde@hud.gov and Dwayne.E.Gist@hud.gov. Additional information on the required services is listed below. The draft performance work plan (PWS) is attached to this announcement.

If you have any questions concerning this opportunity, please contact Dwayne Gist at

Dwayne.E.Gist@hud.gov.

mailto:Patricia.O.Akinrogunde@hud.gov mailto:Dwayne.E.Gist@hud.gov

Background:

The Department of Housing and Urban Development (HUD) is seeking contractor services, to assess, identify and document Budget Execution Operations processes that will support the future creation of a Departmental actionable business plan to support streamlining, standardizing, and modernizing 'HUD's financial management processes to manage operations efficiently and effectively and provide accountability to taxpayers.

General Description of Work:

The Department of Housing and Urban Development (HUD) is seeking contractor services to assess, identify and document Budget Execution Operations processes that will support the future creation of a Departmental actionable business plan to support streamlining, standardizing, and modernizing 'HUD's financial management processes to manage operations efficiently and effectively and provide accountability to taxpayers. Provide all services, materials, supplies, equipment, and project supervision, as required in connection with this Statement of Objective

(SOO).

2.1 Applicable Regulations (if any).

1. Chief Financial Officers Act of 1990

2. Federal Financial Management Improvement Act (FFMIA) of 1996

3. Federal Managers Financial Integrity Act (FMFIA) of 1982

4. Government Accountability Office (GAO) Government Auditing Standards (Yellow

Book)

5. Government Accountability Office (GAO) Standards for Internal Control

6. Government Performance and Results Modernization Act of 2010 (GPRA)

7. Inspector General Act (.G.I.G. Act) of 1978

8. OMB Bulletin No. 01-02, Audit Requirements for Federal Financial Statements

9. OMB Circular A-11, Preparation, Submission and Execution of the Budget

10. OMB Circular A-123, Managements Responsibility for Enterprise Management and

Internal Control, Appendix A, B, C, & D

11. OMB Circular A-136, Financial Reporting Requirements

12. Section 508 Compliance of Deliverables

13. Treasury Financial Manual (TFM) Volume I, Part 2, Chapter 4100 Section 4120, Reporting Requirements

2.2 Objective(s).

OBJECTIVE 1: PROJECT MANAGEMENT

Provide project management support for the key activities of the project.

Task 1. Develop, maintain, enforce, and document a Quality Control Plan (QCP). Develop and maintain an effective quality control program to ensure services are performed as prescribed in applicable laws and regulations and best commercial practices.

Develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services with special emphasis on those listed in this SOO. The quality control program is how it assures itself that the work complies with the objectives of this SOO.

Task 2. Develop a comprehensive Project Plan (roadmap) that identifies the tasks, defines

Contractor and HUD roles/responsibilities, required meetings with HUD and ARC, reviews the deliverables structure, draft and final reports, and provides a timeline for completion of tasks.

Task 3. Submit Biweekly Status Reports.

Task 4. Participate in Biweekly Status Meetings and provide status updates on the tasks stated within this SOO.

Task 5. Develop the Meeting Agenda for the biweekly Status Meetings.

Task 6. Develop and submit Biweekly Status Meeting Minutes. The Meeting Minutes will include issues discussed, decisions made, assignments, target completion dates, and pending matters.

OBJECTIVE 2: CONDUCT CURRENT STATE ASSESSMENT OF BUSINESS PROCESSES,

PEOPLE & TECHNOLOGY

Task 1. Stakeholders: Conduct a current state assessment of the Department’s Budget

Execution Operations to assist HUD in assessing the existing business processes, people, technology, or lack thereof performed by HUD and 'HUD's financial management shared services provider, Treasury Administrative Resource Center

(ARC). The following Program Offices will be evaluated.

Large Program Offices – Salaries & Expenses (S&E) and Financial Assistance

➢ Community Planning & Development (CPD)

➢ Housing – FHA, Multifamily & Single Family

➢ Public and Indian Housing (PIH)

Medium Program Offices – Salaries & Expenses (S&E) and Financial

Assistance

➢ Fair Housing & Equal Opportunity (FHEO)

➢ Government National Mortgage Association (GNMA)

➢ Lead Hazard Control & Healthy Homes (OLHCHH)

➢ Policy, Development & Research (PD&R)

Support Offices - Salaries & Expenses (S&E) and Other Funding/Processes

➢ Chief Administration Officer (ADMIN) - S&E

➢ Chief Financial Officer (CFO) – S&E and OCFO Budget

➢ Chief Information Officer (CIO) – S&E and IT Fund

➢ Inspector General (OIG) - S&E

Task 2. Collect, Review, Analyze and Document Current State: Identify, collect, and analyze data to assist HUD in assessing the current business processes for each

Program Office in Objective 2, Task 1. Provide subject matter professionals to; 1) assist in conducting interview sessions with internal and external HUD stakeholders;

2) document and assess findings obtained through research.

a. Convene focus group sessions with the stakeholders to conduct and document the interviews to discuss the core Budget Execution Operations business functions and processes. Submit the agenda and questions for the interviews and focus group sessions for approval. Maintain the listing of focus group participants invited and participants in attendance.

b. Perform an in-depth analysis and identification of all aspects of the current state

Budget Execution Operations processes to include, but not limited to:

i. Policies, procedures, and business processes. Maintain a listing of the artifacts collected and from whom.

ii. Identify supporting technology, or lack thereof, for each business process step and what system(s) and/or non-system(s) are used.

1. Non-systems are Microsoft products; Excel, Word, Access, SharePoint and other products, InfoPath, etc.; where any/all of these products are used to complete any phase of the lifecycle.

iii. Identify each stakeholder, roles, and office associated with the lifecycle.

iv. Identify pain points.

v. Identify any current-day efficiencies that the current state processes.

vi. Define the current state business process flows for each of the stakeholders.

c. HUD owns all rights to all deliverables collected and created. The contractor may not restrict the use of or dissemination of any material produced in conjunction with this current state assessment. To maintain and provide organized work papers; the government will create a SharePoint site for this project to store the deliverables. Work papers include but are not limited to Program Office example artifacts (Excel workbooks, word documents, location of Access databases, etc.), meeting minutes to include notes on emergent issues, challenges, suggestions, etc.; participant sign-in sheets; meeting agendas and handouts; background documents, deliverables, all artifacts collected during the assessment, etc.) in softcopy format that supports all assessment efforts.

OBJECTIVE 3: CURRENT STATE BUDGET EXECUTION OPERATIONS ASSESSMENT

REPORTS

Task 1. Monthly Methodology Meeting: Coordinate with the COR to provide a monthly briefing of the methodology and status of the building out of the Current State

Assessment Reports on the criteria in Objective 2. HUD will provide feedback which will be incorporated and presented at the next monthly briefing. The format for the report out, i.e., reports, briefings, is at the discretion of the contractor, i.e.

PowerPoint, Word, etc.

Task 2. Current State Assessment Draft & Final Deliverables:

a. Draft and Final Assessment Reports:

i. Submit a draft Current State Budget Execution Operations Assessment

Report in summary and detail. The draft report will be reviewed by HUD and provide feedback per the timeline below.

ii. Submit a final Current State Budget Execution Operations Assessment

Report in summary and detail. The final report will be reviewed by HUD and provide feedback per the timeline below.

b. Process Flows & Narratives: Topics include, at a minimum, the following:

i. Document, in detail, the current state business process to reflect the information and artifacts obtained in process flow, both Visio and PDF, and supporting narratives for the process flow step.

ii. Process flows will include a legend of the symbols used.

iii. The process flows steps, and associated narratives will include symbols for the system(s) or non-system(s) used in each step.

iv. Process flow swim lanes for each stakeholder with roles and responsibilities for each step.

v. Process flow and associated narrative should describe the function performed in process short code and in narrative detail.

vi. Denote which steps are pain points.

vii. Document any current-day efficiencies to be applied to the current state processes.

viii. Denote which steps are from a policy or procedure and footnote the document name.

c. CONOPS: A Current State Budget Execution Operations Concept of Operations

(CONOPS) document will be created. The HUD Project Planning Management

(PPM) CONOPS template will be provided.

i. The CONOPS document depicts the overall current state operations composition by describing operations at a high level with the viewpoints of the various stakeholders. The CONOPS serves as the bridge between the process flows and associated narratives and the operating procedures format for the full lifecycle of each Program office.

Task 3. Draft and Final Assessment Deliverables Timeline: Submit a draft and final

Assessment Report.

a. The draft deliverables are due to HUD based on the approved project plan.

b. HUD will review the draft report and provide comments and revisions within fifteen (15) business days.

c. Submit the final report fourteen (14) calendar days after receipt of the draft report comments/revisions incorporating HUD's feedback.

d. The draft and final deliverables will include the cover sheet, CONTRACT

PRODUCT ACCEPTANCE FORM, found in the SOO Technical Exhibit 1.

Task 4. Oral Presentations: Once the deliverables are final, deliver an oral presentation of the current state summary and detail Assessment Reports to each Program Office, in

Objective 2, Task 1, including the:

a. Contracting Officer Representative

b. Program Manager

c. Program Office Budget Execution Operations Senior Executives

d. Program Office stakeholders who participated in the focus groups

Task 5. Final Outcome: At the end of contract performance, the final outcome results in a comprehensive current state map of the Budget Execution Operations lifecycle through these deliverables

a. Summary and Detailed Assessment Reports

b. Detailed process flows and associated narratives.

c. Concept of Operations (CONOPS)

The tasks require a set of skill categories based on the following approximate breakdown:

TBD

Contemplated performance metrics:

See the Statement of Objectives

Contemplated report requirements:

See the Statement of Objectives

Contemplated dollar value or length of the project:

Base period of 6-month and (1) one 6-month option period

Contemplated place of performance:

Government’s site