RFQ 8532 Attach 2 Statement of Objective.pdf

RFQ 8532 Statement of Objective (SOO) Information Technology Contract Tool Future State

IRS Information Technology Strategy & Planning

Strategic Supplier Management

Version 1.7 February 25, 2025

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Table of Contents

1.0 Project Title

2.0 Background and Agency Mission

3.0 Purpose

4.0 Scope

4.1 Work Statement:

4.2 Quality Assurance:

4.3 Transition:

5.0 Current Information Technology (IT) / Network Environment

5.1 Existing challenges

6.0 Objectives

7.0 Period of Performance

8.0 Deliverables / Schedule

9.0 Constraints

9.1 TECHNICAL

9.2 RECOGNIZED FEDERAL HOLIDAYS

9.3 HOURS OF OPERATION

9.4 PLACE OF PERFORMANCE

9.5 OPERATIONAL REQUIREMENTS

9.6 SECURITY REQUIREMENTS

9.7 PHYSICAL SECURITY

9.8 PROGRESS MEETINGS

9.9 IDENTIFICATION OF CONTRACTOR EMPLOYEES

9.10 DATA RIGHTS

9.11 SECTION 508 COMPLIANCE

RFQ 8443

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1.0 Project Title

Spend Analytics Support and Information Technology Contract Tool (ITCT) Future State.

2.0 Background and Agency Mission

Strategy and Plans (S&P) is an Information Technology (IT) organization within the Internal Revenue Service (IRS) whose primary function is to streamline processes and provide support administration of essential programs that include integrated modernization planning, strategic planning, and performance measurement. Strategic Supplier Management (SSM) manages key IT acquisitions to maximize the IRS investment in related commodities that coordinates across IT to integrate acquisition improvement initiatives, manage integrated spend analytics tools and reports to improve acquisition-related processes.

With emerging trends in the IT industry, it is increasingly important to stay abreast of trends in business and technology to meet growing end-users and taxpayer’s demands. The requirements within this document will ensure efficiency between SSM and IT stakeholders and continue to protect the security and integrity of the tax system.

Spend Analytics (SA) is a branch of SSM focusing on acquisition and contract operations support, data analytics and process automation. SA maintains SSM acquisition data warehouse, provides technical direction and standards to SSM systems, maintains customized SharePoint environments for the SSM Division, and develops reports for SSM’s stakeholders and other external users based on specific requirements.

3.0 Purpose

The purpose of this acquisition is to obtain services to assist the SA branch with architecture and project management across their operations as well as rebuilding a specific application, Information Technology Contract Tool (ITCT) in the IRS implementation of the Microsoft 365 Government Community Cloud (GCC) environment. The Contractor shall staff this contract to meet all requirements based on the Contractor’s proposed solution.

Architectural design and project management support is needed to assist the SA branch with the capability to sustain its applications, SharePoint sites, dashboards, including:

• Advise on leveraged data warehouse data for maximum value for IT leadership.

• Microsoft 365 (M365) Products Development in the IRS GCC environment.

• Customized Data Analytics, Visualization and Reporting.

• Technical Direction and Decision Support.

• Transfer knowledge to the Government staff that will maintain these tools.

The Contractor shall rebuild the ITCT SharePoint application. In its current state ITCT is not meeting agency objectives due to growing business demands and technical limitations with the current systems.

ITCT needs to be rebuilt to provide the following:

• Develop and implement robust controls to support and enable procurement pre-planning and execution of contracts system processes. This will include having separate development, test, and production environments.

• Implement data validation rules to ensure accurate information is input into the system.

• Improve ability to provide leadership innovative information needs while reducing number of workforce data calls.

• Develop automated processes to synchronize acquisition data to the SSM data warehouse.

• Improve analytical tools and scalability features for an in-depth view of the procurement portfolio.

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• Transfer knowledge to the Government staff that will maintain ITCT.

This includes system architecture, graphic user interface for data entry, real-time online reporting, forecasting, and data analytics to enhance IRS automation and improve data availability and performance toward quality and reliability of mission-critical applications.

4.0 Scope

The Contractor shall support S&P to plan, design, develop, test, and implement activities in accordance with the SOO requirements. The Contractor shall support coordination to align with Information Technology’s (IT) enterprise deployment schedules and activities. The Contractor shall work to support S&P to identify and address complex problems and integration issues. The Contractor shall collaborate with S&P as needed and seek to identify and leverage common workflows or solutions that may be applicable to other stakeholders.

Contractors shall provide dedicated support to develop applications that encompasses development of Microsoft Power Platform, Microsoft SQL Server database, online executive reporting, user interface, user research, data analytics, User Acceptance Testing (UAT) of new products and deliver documentation regarding the configuration and administration of new application.

4.1 Work Statement:

The Contractor shall propose a Performance Work Statement (PWS), as a component of their response to the SOO. The PWS will address the requirements and procedures required to accomplish the tasks stated within this document. In addition, the contractor shall include recommended labor categories best suited to meet the government objectives.

Recommended labor categories may include the following (but not limited to):

• Project Manager

• Software Developer Applications/Journeyman

• Subject Matter Expert/Software Developer, Applications

Staffing for these areas can be done with people who specialize in an area or are generalists across multiple areas or a combination of specialists and generalists. Core competencies for all the roles include problem solving, proactive communication, and the ability to make sense of complex tax laws and then translate them into user-friendly designs and content.

Some of these roles may need multiple people. Although teams aim to maintain the same structure, certain roles may be in higher demand at different points in the product life cycle. The Government recommends staffing individuals full-time on the project unless required for strategically reducing time during fluctuations in project needs.

4.2 Quality Assurance:

The Contractor shall propose an updated version of the attached Quality Assurance Surveillance Plan (QASP), as a component of their response to the SOO. The QASP (Attachment 3 of RFQ) will be finalized through discussions prior to the contract award.

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4.3 Transition:

The Contractor shall conduct turnover sessions as needed during the transition out of the contract to ensure uninterrupted performance to IRS staff. The Contractor shall assure that IRS-identified staff will receive the knowledge and skills needed to maintain all products, processes, and deliverables the Contractor has created.

5.0 Current Information Technology (IT) / Network Environment IRS S&P has invested significant resources to develop numerous tools, forms, reports, services, and components. In April 2023, some applications were migrated to SharePoint Online (SPO). Current capabilities require existing components to be redeveloped using Microsoft technologies, particularly to cohesively integrate Microsoft Power Platform, data gateway and on-premises Structured Query Language (SQL) Server database. The goal of this IRS initiative is to enhance and optimize the existing system aiming to transform it into a robust enterprise level solution.

The SA Branch is responsible for the following products:

• SSM-VCM data warehouse.

• SSM SharePoint sites.

• SSM Tableau dashboards.

• SSM reports and data analytics.

• Key Tasks List.

• Minimum Background Investigation Contractor Escalation Tracking SharePoint (MBI CETS).

• IT for non-IT Acquisition Identification.

• IMS (Integrated Master Scheduler for IRS IT acquisitions.

• Data Control Tracker (DCT).

These products are built using SQL Server (SQL Server Management Studio (SSMS), SQL Server Integration Services (SSIS), SQL Server Data Tools (SSDT) etc.), Visual Studio, Microsoft Power Platform, Power BI, Tableau, UiPath, and Python.

In addition, the SA Branch is responsible for ITCT which requires the most significant overhaul. ITCT allows for Associate Chief Information Officer (ACIO) areas and Contracting Officer’s Representatives (COR) to input and track acquisition data before it is input into Procurement for Public Sector (PPS). ITCT was developed in SharePoint 2013 and enhanced with Nintex Workflows and Forms, both of which are no longer supported in the new SharePoint Online platform. ITCT was later upgraded to using SharePoint Online, Power Apps and Power Automate.

5.1 Existing challenges

• ITCT is hitting the limits of SharePoint Online:

o ITCT is at the maximum number of lookups, and the Government has had to implement several indexes to allow the lists to grow. This has noticeably slowed down the environment.

o PowerApps form developed by the Government is experiencing significant latency.

The data validation and rules are integrated into the Power App form.

• ITCT reporting is not real time and requires a manual process to transfer the ITCT data to the data warehouse, which is prone to error out and failure.

• ITCT is not able to directly integrate with other government solutions, i.e. SSM-VCM data warehouse.

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• ITCT does not currently have a dedicated development or test environments.

• The Government does not have adequate resources to support changes to the ITCT application or other transformational priorities.

• Due to attrition, the Government does not have senior level architecture skill sets.

6.0 Objectives

The Government has three major objectives: rebuilding the ITCT application, providing advisory capabilities and support, and transitioning work products to the Government staff. The Contractor shall document the methodologies they will use to complete these objectives within the PWS.

1. Rebuild the ITCT Application:

a. Review the current ITCT application, security/permissions, validations/rules, flows, and reports.

i. Engage with users and pertinent stakeholders to develop comprehensive application requirements.

Conduct user research.

Develop user stories.

Create use cases.

Other documents as needed.

ii. Develop design documentation that includes system and application architecture diagrams, interfaces, data modules, and configurations.

b. Build ITCT using the IRS implementation of the Microsoft 365 GCC Power Platform.

c. Identify and resolve defects and bugs.

2. Advisory Capabilities and Support:

a. Provide technical advice for the branch’s projects, focusing on available technologies, and industry trends, integrating innovative approaches into data science methodologies.

b. Collaborate with the Government staff to:

i. Understand deficiencies in current Government process.

ii. Provide solution options that align with Government objectives.

iii. Assist Government projects using agile methodologies, while focusing on collaboration, flexibility, and adaptability.

iv. Provide support for other Government tools, including, but not limited to:

SharePoint Online and Teams, SQL server, Tableau, Business Objects, and UIPath.

v. Develop and implement predictive models, algorithms, dashboards, data quality controls, as well as scheduled and ad hoc reports, within the IRS environment.

3. Transition:

a. Transfer the admin and developer roles of the systems to the Government after implementation.

b. Ensure that Government staff will receive the knowledge transfer and access needed to maintain all products, processes, and deliverables the Contractor has created to ensure uninterrupted performance to the Government.

7.0 Period of Performance

The Period of Performance shall be for one twelve (12) month base period and one twelve (12) month option periods.

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8.0 Deliverables / Schedule

Below are baseline deliverables, the Contractor will include additional deliverables in the PWS proposed in response to the SOO.

Deliverable/Item Title Frequency Delivery

Format Due by

1 Conduct Orientation Briefing Single Meeting 3 business day after award

2 Conduct Initial Design and Engineering Meeting

Single Meeting 3 business days after Orientation Briefing

3 Provide Quality Control Plan Single Email to COR 15 calendar days after award

4 Initiate Background Investigation

Single Email to COR 3 business days after award

5 Project Status Report Monthly Email to COR Monthly

9.0 Constraints

9.1 TECHNICAL

a. Requires robust data validations to ensure high quality data input and output.

b. Requires Microsoft 365 GCC Power Platform technology support, including, but not limited to: Power

Apps, Dataverse with Canvas or Model Driven apps, Data Gateway, Power Automate, and Power BI.

c. Must include an automated solution to synchronize the data with on-premises SQL Server database.

d. Must include reports, visualizations, and dashboards that utilizes near real-time data or data automatically refreshed on a suitable cadence.

e. Must resolve all product issues and bugs identified during development, User Acceptance Testing, and production.

f. The deliverables must meet the established requirements, specifications, and all IRS Policies.

g. The solution must meet the service level objectives developed by the Contractor, in conjunction with the Government, during the requirement gathering process.

9.2 RECOGNIZED FEDERAL HOLIDAYS

The Contractor is not required to perform services on federal holidays.

New Year’s Day Labor Day

Birthday of Martin Luther King Jr Columbus Day

Washington’s Birthday Veteran’s Day

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Memorial Day Thanksgiving Day

Juneteenth National Independence Day Christmas Day

Independence Day

9.3 HOURS OF OPERATION

The Contractor is responsible for conducting business, between the hours of 8:00 am – 4:30 pm (EST) Monday thru Friday except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings.

The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOO when the government facility is not closed. When hiring personnel, the Contractor shall prioritize that the stability and continuity of the task order workforce.

9.4 PLACE OF PERFORMANCE

The work is to be performed at Contractor facilities, with reasonable access to government site (Contractor personnel can travel to government site for meetings within two hours’ notice and at reasonable travel costs.)

9.5 OPERATIONAL REQUIREMENTS

The applicable Contractor employees will need IRS issued laptops, loaded with appropriate applications, and have staff-like access. The applicable Contractor employees will also need access to the IRS M365 environment for development of the application.

9.6 SECURITY REQUIREMENTS

The applicable Contractor employees are subject to investigation by the government. Applicable Contractor employees who undergo Contractor clearances that reveal, but are not limited to, the following, may be unacceptable under this contract: conviction of a felony, a crime of violence or a serious misdemeanor, a record of arrests for continuing offenses, or failure to file or pay federal income tax. The Government reserves the right to determine if a Contractor employee assigned to a task shall continue with the task. The Contractor shall agree to remove the person assigned within one day of official notification by the Government and provide a replacement within five days. New hires or substitutions of personnel are subject to the Contractor clearance requirement.

The Contractor is required to obtain government (staff-like) access approval from IRS personnel security before accessing any IRS systems or data.

The Contractor must accurately complete, sign and submit to the COR the following documents to initiate staff access approval processes:

• Form 12333, Consent for Fingerprint Check.

• Non-Disclosure Agreement.

• OPM Form 306 – Declaration for Federal Employment.

• IRS Form 12114 – OPM Form 306 Additional Information.

• IRS Form 13340 – Fair Credit Reporting Act.

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9.7 PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each workday, government facilities, equipment, and materials shall be secured.

9.8 PROGRESS MEETINGS

The Contracting Officer (CO), Contracting Officer Representative (COR), and other Government authorized personnel, as appropriate, must meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the IRS views the Contractor's performance and the Contractor shall apprise the IRS of problems, if any, being experienced. Appropriate action shall be taken by the Contractor to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

9.9 IDENTIFICATION OF CONTRACTOR EMPLOYEES

Contractor personnel attending meetings, answering IRS telephones where Contractor status is not obvious to third parties, are required to identify themselves to avoid the appearance of serving in the capacity as a government official. All documents or reports produced by Contractors shall be clearly marked as Contractor products or Contractor participation is appropriately disclosed. Contractor personnel must obtain and wear IRS badges while working in IRS offices.

9.10 DATA RIGHTS

All Contractor deliverables or work products shall remain categorized as "Official Use Only.” The release of any portion must be authorized in writing by the Government.

The Government has unlimited rights to all documents and material produced under this task order. All documents and materials, including the source codes of any software, produced under this task order shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other government rights.

9.11 SECTION 508 COMPLIANCE

The Contractor shall adhere to Section 508 of the Rehabilitation Act of 1973, which requires access to the Federal Government electronic and information technology.

The law applies to all federal agencies when they develop, procure, maintain, or use electronic and information technology. Federal agencies must ensure that this technology is accessible to employees and members of the public with disabilities. http://www.section508.gov/.

Each electronic and information technology product or service furnished under this SOO shall comply with the Electronic and Information Technology (EIT) Accessibility Standards (29 U.S.C. 87794(d)).

For every EIT product or service accepted under this award by the Government that does not comply with (29 U.S.C. 87794(d)), the Contractor shall at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral, on either the planned refresh cycle of the product or service, or on the order renewal date, whichever shall occur first.

All Section 508 clauses are in attached.