P02 SOW for FY2021 HHGMS Procurement.pdf

Enhancement and Support of OLHCHH Grants Management

System

HUD Office of Lead Hazard Control and Healthy Homes

Statement of Work

1.0 BACKGROUND STATEMENT AND NEED FOR SERVICES

The mission of the Office of Lead Hazard Control and Healthy Homes (OLHCHH) is to provide safe and healthy homes for all families and children by addressing housing conditions that threaten the health and safety of residents, coordinating disparate health and housing agendas, supporting key research, targeting enforcement efforts, and providing tools to build sustainable local programs that mitigate housing-related health hazards. OLHCHH supports this mission by assisting States, local governments, nonprofit organizations, and research institutions to implement and improve methods to identify and remedy unhealthy and unsafe housing conditions and the acute shortage of decent and safe housing for low-income residents.

The OLHCHH has a grants management system, known as the Healthy Homes Grants Management

System (HHGMS), using the Salesforce platform that provides application processing, document management, grant tracking, quarterly progress reporting, and query responses for its users. The

OLHCHH needs ongoing support to continue maintaining this system and will require enhancements and expanded functionality as described in section 2.0, below.

2.0 PURPOSE/SCOPE

The purpose of this Statement of Work is to maintain and enhance an existing Web-based system, provide system maintenance and operational support to the OLHCHH grant application processes (pre-award cycles), and support the grants management and reporting systems (post-award cycles). The

Contractor shall provide ongoing support, adaptive maintenance, consolidation and integration of new requirements, system requirement analysis, configuration management, user support, technical and user training, user documentation, and shall develop/maintain up-to-date system documentation.

3.0 ANALYSIS AND COORDINATION

The Contractor shall conduct any necessary analysis and coordinate with appropriate personnel to ensure a complete understanding of requirements functionality to support business requirements.

Detailed tasks are described under the section titled “4.0 Detailed Task Requirements”.

The Contractor shall assimilate the business rules and requirements related to this statement of work to understand how the system will support the users, including OLHCHH staff and OLHCHH grantees’ staff who access the system. The Contractor shall work with and coordinate with various OLHCHH staff, other

HUD staff, other contractors, OLHCHH grantees, and other OLHCHH end users to ensure the proper and effective integration of systems.

4.0 DETAILED TASK REQUIREMENTS

It is essential that the Contractor research and analyze the business rules and requirements to ensure that proper and relevant functional requirements are correctly incorporated into all system integration development and maintenance releases. The Contractor shall ensure that the functionality of new code is properly integrated into the system, is operating per requirements, and performs as expected by

OLHCHH. The Contractor shall allow stakeholders, including individuals selected by the Contracting

Officer Representative (COR) (see section 5.3) from time to time from among HUD staff (mainly from

OLHCHH, OLHCHH grantees’ staff, and other OLHCHH contractor’s staff, to comment on and approve changes before modifications are made to ensure capability with best business practices and with

OLHCHH’s program needs.

Task 1: Provide support to all Healthy Homes Grants Management System (HHGMS) Users, to include introduction to the Lightning Experience environment, and support for the existing HHGMS system for

OLHCHH Grantee users selected by the COR.

Task 2: Continued development of HHGMS, to address:

1. Specific enhancements identified by OLHCHH staff members during this period of performance (see attached)

2. Small to moderate modifications to functionality (e.g., changes to drop down menus, redefining fields, adapting user access profiles, etc.)

3. Test system functions and provide support user acceptance testing

4. Migrate changes and features into the HHGMS production environment

Task 3: Develop HHGMS training materials including training materials (with screen shots and/or recorded application functionality demonstrations) that cover basic HHGMS activities, including:

1. Basic HHGMS navigation

2. Attaching notes and documents

3. Grantee Case Creation and Submission

4. Housing Units (“Units”) Entry, Monitoring, and Submission to Quarterly, Annual, and Final

Reports

5. Quarterly Report Creation and Submission

6. Creating and Accessing Reports

7. Make the training materials accessible from the HHGMS home page

5.0 OTHER SPECIAL REQUIREMENTS

5.1 Place of Performance

The Contractor shall furnish all facilities and equipment used during the performance of this contract

(except Salesforce licenses, which shall be supplied by HUD). No permanent Government facilities or equipment will be provided other than HUD’s technical environments accessed by the contractor through a Virtual Private Network (VPN). The contractor shall develop and test the system on a

Contractor-furnished system functionally similar to HUD’s environment. The Contractor shall conduct

User Acceptance Testing (UAT) and meetings at HUD’s facility and/or remotely at the direction of the

PM/COR.

5.2 Period of Performance and Deliverables

The Period of Performance is for 12 months.

The Deliverables are as listed in Attachment 1.

5.3 Government Contacts

The following personnel are the Contractor’s primary contacts during the performance of these requirements:

(a) The Contracting Officer Representative (COR), Jim Williams (202)-402-7171;

james.williams@hud.gov" james.williams@hud.gov. The phone number above may also be reached by individuals who are deaf or hard of hearing, or who have speech disabilities, through the Federal Relay

Service’s teletype service at 800-877-8339.

The COR will be the primary Government contact on a day-to-day basis. However, the Contractor is hereby informed that only the Contracting Officer can change the contract or direct the Contractor to perform work outside the scope of the contract.

ATTACHMENT 1

SYSTEM UPGRADES FOR CURRENT CONTRACT PROCUREMENT

Task by Tab Description

OLHCHH System Pages

Grants Applications Adaptive Maintenance

Review Form Template Questions and Form Templates

Develop Radon Testing and Mitigation (RTM) Grant Program. This template shall have a review form formatted like the Technical Studies grantee review form. Shall behave like the existing technical studies grantee form but shall include all scoring in all parts of a cumulative total which shall incorporate all reportable fields like current technical studies scoring report.

Grant Awards Adaptive Maintenance

Develop Grant Program work flow for Radon Testing and Mitigation (RTM) Grant Program.

Notes & Attachment section - backup data from this section and disable view

Develop Conga Forms for Section 3 (HUD-60002) Report, and SF425 Federal Financial Report

Quarterly Reports Adaptive Maintenance

Add section automation to calculate SF-425 Federal Financial Report

Add section automation to calculate Labor Hours i.e., Section 3 Worker Hours, Public Housing Targeted Worker Hours, Other Funding Targeted Hours, and Total Labor Hours for the Section 3 (HUD-60002) Report

NOFO Adaptive Maintenance

Develop Grant Program field for Radon Testing and Mitigation (RTM) Grant Program. Triggers for workflows, score sheets and reports shall be formatted to fit their review process steps and fields of collection.

Lead and Healthy Homes Program Development

Grant Applications Adaptive Maintenance

Enhance Review Form Template Questions and Form Templates

Grant Awards Adaptive Maintenance

Notes & Attachment section - backup data from this section and disable view

Develop Conga Forms for Section 3 (HUD-60002) Report, and SF425 Federal Financial Report

Add work plan template in which several section of the template approval will include the award page as a summary of work and project goals for overall performance review. This template shall be formatted like the Technical Studies grantees

Add section automation to calculate Labor Hours i.e., Section 3 Worker Hours, Public Housing Targeted Worker Hours, Other Funding Targeted Hours, and Total Labor Hours for the Section 3 (HUD-60002) Report

Quarterly Reports Adaptive Maintenance

Add section automation to calculate SF425 Federal Financial Report Workflow and triggers shall be reviewed and updated for changes shall include active history workflow and a required form with triggers; Add Assigned To feature

Reports Adaptive Maintenance

NOFO Adaptive Maintenance

Update Grant Program fields for Healthy Homes and Weatherization Cooperation Demonstration (HHWCD) and Older Adult Home Modification program grants.

Triggers for workflows, score sheets and reports shall be formatted to fit their review process steps and fields of collection.

General System Adaptive Maintenance

Add electronic signature feature to all correspondence where required.

Items that are coded synaptic in report variables when building a report or customizing a report and other areas. General Scrub for these fields with removal of those points is required result.

Review system triggers, notifications, and workflows for accuracy and enhancements

Project Information Contacts to be accessible in Email Address Lookup throughout the system