PWS_Draft_ DHRA DPN_Final.pdf

Defense Human Resources Activity Office of the Comptroller

Defense Procurement Network (DPN) Draft PWS

1. Scope of Work

The contractor shall provide a commercial off-the-shelf software application to support the Defense Procurement Network (DPN), a business-matching and event-management platform for the Department of Human Resources Activity (DHRA). The DPN will enable DHRA program offices to engage with small businesses nationwide while providing another avenue of market research initiatives. This will help to reduce redundancies while providing direct access to on their processes, requirements, contracting vehicles utilized and points of engagement.

2. Background

The Defense Human Resources Activity’s Office of Small Business Programs (DHRA OSBP) engages with hundreds of small businesses annually through one-on-one meetings, training sessions, and events, while also supporting DHRA center offices on all small-business matters. These efforts are designed to maximize small-business participation in DHRA contracting; help the agency to meet its small-business goals;

build strategic industry relationships; educate vendors on DHRA contracting opportunities and small-businesses policies; and maintain a competitive and innovative supplier base aligned with mission needs. Together, these activities enable DHRA OSBP to manage outreach and engagement efficiently and effectively.

3. Requirements

3.1 Establish Event and Training Schedule

The Contractor shall assist DHRA OSBP in developing a robust event and training schedule for the current Fiscal year. The schedule shall include a near-term plan of action for getting each project underway. The Contractor shall present their program plan for the schedule including the contractor’s staffing plan, contractor points of contact, timelines, general operating procedures, and any additional information deemed relevant by the Contractor or DHRA OSBP. The schedule shall also include a determination on how many virtual activities will be conducted in alignment with DHRA OSBP’s mission and goals.

3.2 Business Matchmaking Platform

The Contractor shall setup a commercial off-the-shelf software application centered around business-matching and event-management services. This business-matchmaking platform shall comply with current federal regulations supporting the development, deployment, and maintenance of software applications residing on or integrated with federal enterprise platforms. The Contractor shall provide a fully customizable, user-friendly, web-based solution with the capability to uniquely manage and track individual events, offer a 24/7 chat feature, support meeting scheduling, and collect accurate analytics and reporting for events, trainings, and meetings. The application shall also employ automated workflows to guide users through the process of registering for an event, trainings, scheduling meetings, and utilizing all platform features.

The application shall provide a web-based electronic matching system to create, manage, and host business matchmaking events virtually or in-person that can either stand alone or be linked into a major registration system. The application shall:

a. Electronically match prospective suppliers/buyers, procuring entities, small businesses, and various stakeholder groups.

b. Electronically conduct matchmaking based on buyer’s requirements, supplier qualifications, and DHRA OSBP specifications before and during the event.

c. Filter matches to increase the highest probability of matches for advance qualifying questions as dictated by the buyers for one-on-one or group sessions.

d. Maintain an administrative console capable of performing the following functions:

• Manage matches based on North American Industry Classification System (NAICS), Standard Industrial Classification (SIC) or industry keywords.

• Open and close registration for events.

• Communicate with participants, including buyers and suppliers.

• Manage scheduling times and tables.

• Integrate mobile access.

• Support Short Message Service (SMS) and bar code technology.

e. Maintain a buyers’ console capable of performing the following functions:

• Create and maintain a directory of buyers.

• Define and manage their matching criteria.

• Provide document and video upload capabilities.

• Support buyer self-registration.

• Display matches and allow buyers to accept or decline meetings.

• Manage match assignments.

• Issue supplier invitations.

• Provide supplier follow-up capabilities.

• Maintain a supplier directory.

f. Maintain a supplier console capable of performing the following functions:

• Create and maintain a directory of suppliers.

• Record and manage supplier business categories.

• Provide the ability to upload videos and other marketing materials.

• Display matches to suppliers.

• Allow suppliers to accept or decline meetings.

g. Have the ability to view schedules online, printed or on a mobile device.

h. Have the ability to check-in participants online or in-person.

i. Possess a “pipeline” reporting process that allows for follow-up after the event.

The application shall generate reports detailing information related to the following data elements:

a. Customized data fields

b. Summary of registration.

c. Total number of currently registered participants.

d. Number of participants listed by industry category (industry categories will be based on categories listed on the registration form and U.S. Census Bureau, Survey of Business Owners Top Industry Sectors).

e. Number of participants listed by group type (i.e. speaker, VIP, minority firm, Buyer, etc.)

f. Number of registrants by activity or event.

The application shall be able to create customized online forms that captures event registration data, workshop forms, post-event surveys, and uploading documents and videos. The Contractor shall also provide an application with an administrative dashboard that will allow DHRA OSBP to create and manage individual events. The proposed dashboard shall be customizable and able to track real-time data specific to an event and/or activity including but not limited to registration attendance, workshops, calendars, schedules, goals, task lists.

The application shall provide the ability to customize the layout of event splash page and underlying forms based on event requirements. The proposed application shall also provide the ability export all event schedules for convenient use with third party calendar applications (e.g. iCal, Outlook, Google Calendar). Additionally, the application shall maintain virtual venue related information such as key contacts, event history, and contract documents.

3.3 Event and Training Support

The contractor shall provide online and/or in-person administrative support for all DHRA OSBP events, trainings, and meetings administered through the proposed Business Matchmaking Platform. This support shall include assisting with participant registration and check-in, staffing virtual breakout sessions, and responding to questions from participants. In addition to the staffing, the Contractor shall provide virtual signage and branding support for the event which will provide directional instructions as well as labeling of each event area.

3.4 Business Matchmaking Platform Access and Credentials

The Contractor shall provide full-access credentials for the virtual matchmaking platform to all DHRA OSBP essential personnel to be used throughout the contract year within ten (10) days of award. These credentials shall provide access to all platform components reflecting the requirements identified throughout the PWS.

3.5 In Progress Review

Contractor shall conduct quarterly In-Progress Review Meetings (IPRs) with the DHRA OSBP to provide the status of project objectives and requirements, cost, schedule, and any impediments, issues, or concerns. The contractor shall be responsible for the development, distribution, and archival of supporting documentation for the IPR. Supporting documentation include, but not be limited to, the agenda, presentation, and meeting minutes. The contractor shall also ensure that the documentation is provided to DHRA OSBP Team Representative and the

COR.

3.6 Performance Management Plan

The contractor shall document the specific job responsibilities, priorities, and performance expectations for all project team members. The plan shall set forth the quality assurance process to be utilized by the Contractor to ensure that the performance of all task work is compliant with the standards established by the Contractor’s organization and as supplemented by any specific quality requirements established in this task order.

3.7 Monthly Reporting

The Contractor shall deliver a monthly status report to the DHRA OSBP Team Representative and COR by the 10th of the month listing a status of the following:

a. A summary of work performed in the preceding month for each task area, including major milestones achieved or missed, deliverables completed, upcoming activities, and any anticipated issues that will prevent completion of milestones and/or deliverables.

b. A summary of the project’s financial status for each task area including funded amount, expenditures to date, remaining funding, and the estimate to complete.

c. A summary of overall funding status (e.g., funded amount, expended amount, planned burn percent, and actual burn percent and burn chart).

d. A summary of the personnel who performed work (i.e., charged direct labor hours) during the month, including each individual’s name, job title, task area worked, labor category, and hours worked.

3.8 Team Discussions/Meetings for Events and Trainings

The Contractor shall schedule discussions with the DHRA OSBP Team Representative a minimum of six (6) weeks prior to pre-determined session dates.

During these weekly discussions, the contractor shall document the upcoming session details, branding, and project plan discussed and provide all documented information to the DHRA OSBP Team Representative twenty-four (24) hours prior to each discussion. These discussions shall include:

Session Plan/ Draft Agenda: The Contractor shall schedule a virtual meeting with the DHRA OSBP Team Representative to discuss session plan of action and agenda requirements details one (1) month prior to session which will include:

a. Full branding

b. Session Agenda Development

c. Speaker Session Guide

d. Instructions for session

e. All essential session details

The Contractor shall provide all session and branding details discussed to the DHRA OSBP Team Representative following the meeting.

Virtual Session Branding Review: The Contractor shall discuss all branding details and requirements with the DHRA OSBP Team Representative during these meetings.

The Contractor shall schedule a virtual meeting with the DHRA OSBP Team Representative two (2) weeks prior to the upcoming session. During this meeting, the Contractor and DHRA OSBP Team Representative will perform an overview of the Matchmaking Platform functions, including a review of previously discussed session plan of action and agenda requirements details:

a. Full branding Review

b. Session Agenda Review

c. Speaker Session Guide Review

d. Instructions for session Review

e. All essential session details review

The Contractor shall provide all session, branding, and platform function details discussed with the DHRA OSBP Team Representative following the meeting.

The Contractor shall schedule a virtual meeting with the DHRA OSBP Team Representative to provide all finalized session details 7-10 days prior to the session which will include:

a. Full branding

b. Final agenda

c. Speaker Session Guide

d. Instructions for session

e. All essential session details

The Contractor shall provide all finalized session and branding details to the DHRA OSBP Team Representative for final review.

3.9 Session Closeout Report

The Contractor shall provide a session closeout report per each session seven (7) days after the session is over and must include:

a. Full branding

b. Final agenda

c. Full registration report

d. Full attendee report

e. Instructions used for session

f. All essential session details

g. Session take-aways

3.10 Annual Report

The Contractor shall deliver an annual status report to the DHRA OSBP Team Representative and COR thirty (30) days after the end of the fiscal year listing a status of the following:

a. A summary of work performed for each task area, including major milestones achieved or missed, deliverables completed, upcoming activities, and any anticipated issues that will prevent the completion of milestones and/or deliverables.

b. A summary of the project’s financial status for each task area including funded amount, expenditures to date, remaining funding, and estimate to complete.

c. A summary of the overall funding status (e.g., funded amount, expended amount, planned burn percent, and actual burn percent and burn chart).

d. A summary of the personnel who performed work (i.e., charged direct labor hours) during the month, including each individual’s name, job title, task area worked, labor category, and hours worked.

3.11 FEDRAMP Authorization

The Contractor must hold and provide proof of an active Federal Risk and Authorization Management Program (FEDRAMP) authorization through FEDRAMP Marketplace. Proof of authorization must include full authorization details and a screenshot displaying the package ID and current authorization status.

4.0 Place of Performance

All work under this contract shall be performed at the Contractor’s location and via virtual communication. On-site performance will only be required during in-person events where DHRA OSBP has specified event and training support that is deemed essential.

5.0 Key Personnel

The Contractor shall provide qualified key personnel to successfully perform the requirements of this PWS. At a minimum, the contractor shall provide the following key personnel roles. Key personnel identified at the time of award may not be replaced without prior written approval from the COR.

5.1 Project Manager (PM)

The Contractor shall provide a Project Manager responsible for overall planning, execution, coordination, and delivery of all training products under this effort.

The Project Manager shall:

• Possess a degree in higher education from an accredited institution.

• Demonstrate a minimum of ten (10) years of experience managing, coordinating, and executing trainings and events for the federal government/small business offices.

• Serve as the primary point of contact with the Government.

• Ensure schedules, quality standards, and performance requirements are met.

5.2 IT Program Support

The Contractor shall provide IT Program Support personnel responsible for maintaining the integrity, branding specifications, and functionality of the business matchmaking platform application. IT Program support shall also be available to assist in all technical difficulties facing application participants.

5.3 Event/Training Support

The Contractor shall provide a minimum of two (2) Event/Training Support representatives. Support shall include assistance with registration to check-in participants, to staff virtual break out session rooms, and to respond to questions from participants. In addition to the staffing, the Contractor shall provide virtual signage and branding support for the event which will provide directional instructions as well as labeling of each event area.

6.0 Government-Furnished Information (GFI)

The Government shall provide source materials, subject matter expert (SME) input, and program-specific guidance necessary for development of the DPN.

The Contractor shall not be responsible for validating the accuracy of Government-furnished content but shall identify gaps, inconsistencies, or clarification needs during instructional design analysis.

7.0 Contractor Qualifications

• Federal Training Experience: The Contractor shall demonstrate successful completion of instructional design and training development efforts for no fewer than five (5) federal agencies, including at least two (2) DoW or DHS components, within the past five (5) years.

• Certified Section 508 +WCAG 2.1: The contractor shall demonstrate organizational experience delivering multiple Section 508 and WCAG 2.1 compliant digital products, including interactive matchmaking applications and event registration platforms.

• FEDRAMP Authorization: The Contractor must hold and provide proof of an active FEDRAMP authorization through FEDRAMP Marketplace. Proof of authorization must include full authorization details and a screenshot displaying the package ID and current authorization status.

• Scale of Delivery: The contractor shall demonstrate prior delivery of event management and meeting facilitation supporting federal, state and local governments for internal and external audiences.

7.0 Contractor Qualifications