Attachment A Statement of Work-Schedule of Charges.pdf

ATTACHMENT A

Statement of Work Business Process Analysis and Training Content

Development and Management

A. Introduction

The U.S. Department of Housing and Urban Development's Office of Community Planning and Development (CPD), through the Office of Affordable Housing Programs (OAHP), has a need for contractual support to provide HOME Integrated Disbursement and Information System (IDIS OnLine) business process analysis, analysis of IDIS OnLine reports related to the HOME program, updating HOME IDIS OnLine training materials, and developing new training content.

The purpose of the business process analysis and training content development and management tasks are to assist the HOME Program Office with on-going initiatives that affect HOME program data collection and reporting. This will include tasks such as the following:

(1) analyze existing IDIS functionality and reports; (2) recommend new IDIS OnLine HOME program path functionality and reports; (3) conceptualize and recommend system improvements consistent with the HOME Program regulations; (4) evaluate any proposed IDIS OnLine HOME program path changes and recommended actions; and (5) survey user groups on requirements.

The purpose of the HOME IDIS training materials is to teach HOME Participating Jurisdictions (PJs) how to correctly enter information in the IDIS OnLine system consistent with the HOME Program regulations and system functionality. The content of the E-Learning Training Guide is currently being managed and hosted by a contractor and linked to the HOME web page. OAHP requests contractor support to update content of the E-Learning Training Guide to reflect HOME-related IDIS OnLine changes to ensure HOME PJs are adequately trained in activity set up, funding, draw downs, performance reporting, activity closeout and other tasks consistent with HOME Program regulations. The E-Learning Training Guide must also continue to be maintained and hosted so that it is available to HOME PJ staff, field office staff and other IDIS OnLine users. This is a Brand Name or Equal requirement. The solution must provide functionality equivalent to the functionality available of the Integrated Disbursement & Information System (IDIS). The IDIS system consists of a web-based system built with Java using an Oracle 11g database. This web-based financial disbursement, tracking, and performance reporting system is used to electronically administer and manage grant programs. This system supports more than 14,000 users representing over 1,200 state and local government grantees. Grantees use this system to set up activities, draw funds, track receipt and use of program income, and report accomplishments.

400 HUD field staff use this system to monitor grant spending, and track performance.

Background

The HOME Program is authorized by Title II of the Cranston-Gonzalez National Affordable Housing Act. as amended, and provides annual grants on a formula basis to states, local governments and consortia to implement a wide variety of affordable housing activities. It is essential that the HOME program path in IDIS OnLine and all HOME training tools be consistent with the HOME statute regulations. Additional information on the HOME Program can be found on the Internet at:

http://www.hud.gov/offices/cpd/affordablehousing/programs/home/index.cfm.

(Cut and paste this link)

B. General Requirements

The Contractor shall furnish the personnel and services to accomplish the specific tasks described in this Statement of Work. The Contractor shall also utilize personnel and/or subcontractors with HOME IDIS On-Line experience when updating the training content. The Contractor shall establish a competent E-learning web content manager, so that the content of the updated E-Learning Training Guide shall accurately reflect the functions and navigation of the IDIS On-Line HOME screens.

This is a brand name or equal. The solution must provide functionality equivalent to the functionality available of the Integrated Disbursement & Information System (IDIS). The IDIS system consists of a web-based system built with Java using an Oracle 11g database. This web-based financial disbursement, tracking, and performance reporting system is used to electronically administer and manage grant programs. The Contractor shall demonstrate a working knowledge of the HOME Program IDIS On-Line functions or an equivalent and relevant experience to address the requirements outlined in this Statement of Work. The contractor shall have also the ability to use MicroStrategy to execute business intelligence reports related to the HOME program.

Unless otherwise specified, all content produced by, or otherwise made available to the Contractor during the performance of this contract shall, be considered confidential and proprietary and shall not be used for any purpose other than performance of the work under this contract. The products of the Contractor's work shall not be shared with any person or group without written permission from the Government Technical Monitor (GTM)/ Government Technical Representative (GTR). All materials shall be returned to the GTR/GTM at the completion of this contract.

All deliverables must be submitted in hard copy and on CD-ROM, unless otherwise specified.

The CD-ROM format must be compatible with HUD standard software, which currently include Microsoft 2007 Professional Office suite.

http://www.hud.gov/offices/cpd/affordablehousing/programs/home/index.cfm

C . TASKS

Task One -Orientation

The Contractor shall meet with HUD Headquarters staff in Washington, DC within fourteen

(14) days after the contract has been awarded for the purpose of establishing a mutual understanding of the contract objectives and scope of work. Participants in this meeting shall include Contractor key staff, the GTR, the GTM, and any other individuals identified by the

GTR/GTM.

Task Two - Management Work Plan

The Contractor shall submit a Management Work Plan (MWP) to the GTR/GTM within thirty (30) days from the date of the contract award. The purpose of the MWP is to provide HUD sufficient information to determine that the contractor has an adequate plan and sufficient resources to successfully accomplish all tasks.

The MWP shall provide a schedule and allocation of resources with planned start dates, planned completion dates, and major milestones for all contract primary tasks. The MWP shall explain any and all interdependencies among the tasks. The MWP shall also include a comprehensive narrative that explains how the work is expected to flow, and how the tasks shall be accomplished.

The GTR/GTM shall inform the Contractor of approval of the MWP, or of any needed changes, within five (5) business days after receipt. In the event changes are required, the Contractor shall modify the MWP based on the GTR/GTM comments and resubmit the plan to the GTR/GTM within five (5) business days. The plan may be updated as directed by the GTR/GTM, to reflect approved changes in the process of the work.

Task Three - Updated HOME IDIS On-Line Training Manual

The Contractor shall perform gap analysis on the HOME IDIS OnLine Training Manual to identify missing or inaccurate content. Contractor shall communicate such analysis to the GTM, and at the GTM's approval, update the training manual so it is comprehensive, accurate, user-friendly, and able to be understood by non-technical or novice IDIS OnLine users.

Training manual updates are to be consistent with HOME IDIS screens, functionality and guidance to ensure HOME participating jurisdictions how to use properly and efficiently set up activities, fund activities, report performance, and complete HOME activities by tenure type in IDIS OnLine. Any updates to the HOME IDIS OnLine Training Manual shall also include comprehensive and accurate instructions new or revised IDIS OnLine system functions related to the HOME program.

Task Four - Updated E-Learning System

The Contractor is required to update the content of the web-based E-Learning Training Guide to ensure it accurately and comprehensively reflects all information in the HOME IDIS OnLine Training Manual described above.

Task Five - Hosting and Posting of HOME IDIS On-Line E-Learning Training Guide

The Contractor shall "host and post" content of the HOME IDIS On-Line E-Learning Training Guide and ensure its availability to the public. The E-Learning Training Guide will be available a minimum of 95% of the time every day excluding Saturdays, Sundays, or Federal holidays.

Task Six - HOME IDIS On-Line Reports Manual

The Contractor shall create a HOME Reports Manual directed to users of HOME IDIS On- Line Reports and HOME web based reports. The Reports Manual will cover each report and describe its contents, its use, and how to improve performance or compliance using the report.

Task Seven - Weekly, Monthly and Quarterly

The contractor shall provide the following:

(a) Monthly Reports

The Monthly reports shall include:

HOME Deadline Compliance;

HOME Open Activities;

HOME Vacant Units HOME Cancellation HOME National Production.

ADDI Accomplishments

(b) Quarterly Reports

Quarterly reports shall include:

HOME Dashboard;

HOME and TCAP Performance;

HOME Energy Star.

(c) Weekly Reports

Weekly reports shall include:

TCAP Activities;

HOME Undrawn Funds.

Task Eight - OAHP Creation of the Ad Hoc Reports and additional reports.

The contractor shall create new web content from data derived from any of the systems used by the Office of Affordable Housing Programs (OAHP), e.g. IDIS On-Line, for the purposes of analyzing and improving current HOME business processes or business intelligence. The data downloads may be in various formats including but not limited to MDB, XLS, DBF, TXT. This new content will be consistent with HOME program expenditure and performance reports already posted on the CPD website such as including, but not limited to, the SNAPSHOT Reports, Deadline Compliance Status Reports, and the American Dream Downpayment Initiative (ADDI) Reports. The contractor shall recommend report content, format, and design that would be most useful to target audiences.

In addition, the contractor shall provide analytical support to the Office of Affordable Housing programs to perform several services:

Identify new opportunities to present OAHP information to the grantees and the field offices that will help CPD in achieving its core mission

Refine the current HOME processes to generate OAHP reports to improve efficiencies and to make them more useable to the audience.

Examine the potential of posting HOME program data in raw, unfiltered format for program transparency.

Identify opportunities to present OAHP information on the web for the public to examine program performance, improve accountability, enhance transparency, comply with HUD's Open Government policy, and to provide the stakeholders at all levels of government (Congress, GAO, HUD, PJs and the public) with resources needed to make sound, data-based decisions.

This task is not intended to create any new IT system or enhancement. Rather, this task is intended to use existing HOME data in IDIS OnLine to create meaningful reports that provide value to HUD, the Participating Jurisdictions/Grantees, and or the public, and other key stakeholders.

The contractor shall establish and maintain a document containing the standard operating procedures for generating the reports covered under this contract.

The work will generally involve using the IDIS data download tool, performing queries with the raw data, conceptualizing report design, and implementing efficient processes for such reports to be posted on CPD's website. The vendor may only use HUD approved tools for report generation including MS Access, MicroStrategy, SQL Server, and any of the reporting tools listed on the IT Infrastructure Platform Standards webpage:

http://www.hud.gov/offices/cio/sdm/devlife/def/newstand.cfm.

http://www.hud.gov/offices/cio/sdm/devlife/def/newstand.cfm

TASK EIGHT cont.

HOME IDIS On-Line Program Path Analysis

The Contractor shall provide general HOME IDIS On-Line program path analysis. HUD will provide the Contractor with the initial task priorities at the orientation meeting and update the priorities and tasks on a monthly basis in response to Contractor's reports. The analysis may include the following IDIS tasks.

(a) Assess the current IDIS On-Line HOME program path and conceptualize and communicate potential enhancements that could improve HOME program data collection.

(b) Assess the current IDIS On-Line HOME program path and conceptualize and communicate potential enhancements that could improve HOME program data reporting. Including Micro Strategy business intelligence reports.

(c) Attend IDIS On-Line integrated project team (IPI) meetings with HUD staff and IDIS On- Line technical contractors to learn about planned IDIS On-Line enhancements, assess and value and relevancy of such plans with respect to the HOME program and communicates such assessment to OHAP staff.

(d) Perform gap analysis of reports to identify new report needs.

(e) Perform gap analysis of the IDIS On-Line data download tool and conceptualize and communicate potential changes that add value to the business processes of the HOME program.

(f) Survey user groups for requirements and consensus.

(g) Participate in user acceptance testing of IDIS On-Line releases to ensure all changes meet the business needs of OAHP.

(h) Perform gap analysis of IDIS On-Line documentation, including all HOME-related content posted on CPD's IDIS On-Line website, communicate analysis to OAHP, and suggest recommended changes, additions, or deletions.

(i) Identify and analyze HOME business processes that are currently performed manually that could potentially be automated via IDIS On-Line or other means.

D. Inspection and Acceptance

Inspection and acceptance of all work required under this contract shall be performed by the GTR/GTM identified in the HUDAR Clause, or other individual as designated by the Contracting Officer or GTR/GTM.

Final acceptance of all deliverables will be subject to a quality review by the HUD GTR/GTM assigned to this contract. All deliverables intended for reproduction and use under this contract will be provided to HUD in camera-ready copy suitable for HUD to perform the printing and HUD standard electronic format with specifications for their use. The web product shall be delivered in a test platform for approval, then accessible on a hosted web-server acceptable to HUD.

E. 508 Standards

The purpose of this part is to implement section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d). Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

http://www.section508.gov/index.cfm?fuseAction=stdsdoc

F. Deliverables/Reporting Requirements

The Contractor shall be responsible for the timeliness and quality of the deliverables listed below All products delivered specifically for this contract shall he delivered to the GTR and the GTM. The Contractor shall provide all final deliverables will be in a format consistent with HUD standards and a described in this Statement of Work.

All reports required herein shall be submitted in electronic format. In addition, one (1) hardcopy of each report shall be submitted to the GTR/ GTM, unless otherwise specified.

http://www.section508.gov/index.cfm?fuseAction=stdsdoc

Activity Deliverable Delivery Date

Task One (1) Orientation Meeting

To establish a mutual understanding of the contract objectives and scope of work.

Within 14 business days after contract award

Task Two(2) Management Work Plan

(MWP)

The Contractor shall provide a Management Work Plan in accordance with Task 2 of the Statement of Work stated within.

The MWP shall be delivered to the GTR and

GTM.

The MWP is due within 30 days of contract award.

Task Three (3) Updated HOME IDIS OnLine Training Manual

The Contractor shall provide The updated training manual to be delivered hard and soft copy (in the Microsoft Office Standard tool package) as requested by the GTR/GTM.

Within 90 days when requested by the GTR/GTM.

Task Four (4) E-learning Training Guide-update

The updated web based E-Learning Training Guide shall be posted to the Internet and available for users no later than 90 days after an updated HOME IDIS OnLine Training Manual is accepted by the GTR/GTM.

No later than 90 business days after Task 3 update

Task Six (6) The HOME IDIS On-Line Reports Manual

The HOME IDIS OnLine Reports Manual can be in any agreed upon file format including WORD, HTML etc. no later than 120 days after the notice to proceed is requested by the GTR/GTM.

Within 120 days after notified to proceed.

Task Seven( 7) Weekly, Monthly, Quarterly Reports

Weekly reports shall include the following:

TCAP Activities; HOME Undrawn Funds.

The Monthly reports shall include the following:

HOME Deadline Compliance; HOME Open Activities;

HOME Vacant Units, HOME Cancellation HOME National Production

Weekly reports shall include the following:

TCAP Activities;

HOME Undrawn Funds.

Quarterly reports shall include the following:

HOME Dashboard;

HOME and TCAP Performance;

HOME Energy Star.

The weekly report is due on Monday of each week and thereafter.

The Monthly Report is due on the 15th business day after contract award and thereafter.

The Quarterly Report is due on the 15th business day after each Federal fiscal quarter

G. Other Pertinent Information and Special Considerations

IDIS Online is a web-based system built with Java using an Oracle l lg database.

IDIS Online is accessible anywhere with an Internet connection at https:,/www2l.hud.gov/idis.

Access to project personnel will be provided on an as-required basis. Access to HUD personnel outside the division will be requested and coordinated through the CiTR/GTM.

Task Eight (8) Creation of the Ad Hoc Reports and the Program Path Analysis

Ad Hoc Reports and other reports, including new and/or ad hoc reports are due upon request on a deadline negotiated between the GTR/GTM and the contractor. This report may be included in the standard monthly and quarterly reports already developed and shall be ready for posting to the HUD website.

The reports may also contain HOME IDIS On- Line Program Path Analysis, as described in Task Eight.

These tasks will be billed as loaded hourly rates.

As requested by the

GTR/GTM

http://www2l.hud.gov/idis.

H. Schedules of Charges

The Period of Performance is from the effective date of award through 12 months plus 2 one year option periods.

Contract Line Items (CLIN’s) are identified below:

BASE PERIOD - September 24, 2011 through September 23, 2012

Item No. Description of Supplies/ Service

Qty Unit Fixed Unit Price

Total Price

0001AA Task One, Orientation 1 ea $ $

0001AB Task Two, Management Work Plan

1 ea $ $

0001AC Task Three, Updated HOME IDIS On-Line Training Manual

12 Months $ $

0001AD Task Four, E-learning Training Guide- update

12 Months $ $

0001AE Task Five, Continued Maintenance and Hosting of Current E-Learning Training Guide

12 Months $ $

0001AF

Task Six, HOME IDIS On- Line Reports Manual

12 Months $ $

0001AG

Task Seven, Weekly, Monthly and Quarterly Reports

12 Months $ $

0001AH

Task Eight, Creation of the Ad Hoc Reports and the Program Path Analysis as requested (level of effort/loaded hourly rates)

As directed by the GTR/GTM. The maximum hrs. is 2,050 for the base year and all option terms.

410 hrs

NTE

Total Base Period $

OPTION PERIOD ONE - September 24, 2012 through September 23, 2013

Item No. Description of Supplies/ Service

Qty Unit Fixed Unit Price

Total Price

0002AC

Task Three, Updated HOME IDIS On-Line Training Manual

12 Months $ $

0002AD

Task Four, E-learning Training Guide- update

12 Months $ $

0002AE

Task Five, Continued Maintenance and Hosting of Current E-Learning Training Guide

12 Months $ $

0002AF

Task Six, HOME IDIS On- Line Reports Manual

12 Months $ $

0002AG

Task Seven, Weekly, Monthly and Quarterly Reports

12 Months $ $

0002AH

Task Eight, Creation of the Ad Hoc Reports and the Program Path Analysis as requested (level of effort/loaded hourly rates)

As directed by the GTR/GTM. The maximum hrs. is 2,050 for the base year and all option terms.

410 hrs

NTE

Total Option Period 1 $

OPTION PERIOD TWO - September 24, 2013 through September 23, 2014

Item No. Description of Supplies/ Service

Qty Unit Fixed Unit Price

Total Price

0003AC

Task Three, Updated HOME IDIS On-Line Training Manual

12 Months $ $

0003AD

Task Four, E-learning Training Guide- update

12 Months $ $

0003AE

Task Five, Continued Maintenance and Hosting of Current E-Learning Training Guide

12 Months $ $

0003AF

Task Six, HOME IDIS On- Line Reports Manual

12 Months $ $

0003AG

Task Seven, Weekly, Monthly and Quarterly Reports

12 Months $ $

0003AH Task Eight, Creation of the Ad As directed by the 410 hrs

OPTION PERIOD TWO - September 24, 2013 through September 23, 2014

Item No. Description of Supplies/ Service

Qty Unit Fixed Unit Price

Total Price

Hoc Reports and the Program Path Analysis as requested (level of effort/loaded hourly rates)

GTR/GTM. The maximum hrs. is 2,050 for the base year and all option terms.

NTE

Total Option Period 2 $

Total Base Year Plus l Option Years $

Tasks 1-7 are fixed price line items.

Tasks 8 is a level of effort/labor hour line item.

For pricing purposes the estimated hours for Task 8 is 410 hrs per year.

Task Eight Currently, 2 labor categories have been identified and the Offeror shall provide pricing for all of these 2 labor categories. The Offeror may propose additional labor categories if deemed necessary. All newly proposed labor categories outside of the 2 identified in this contract shall be subject to review, negotiation and approval by the Contracting Officer.

Labor Categories Project Manager Project Analyst