Sources Sought HCR210009PR.pdf

HCR210009PR

Sources Sought Notice

SOURCES SOUGHT/MARKET RESEARCH for “Civil Rights e-Connect System”

1. SUBMITTAL INFORMATION

ISSUE DATE: June 09, 2021 DUE DATE FOR RESPONSES: 12:00 PM (ET) on June 16, 2021 SUBMIT RESPONSES TO: HCFA-32SRI@dot.gov with cc to

Hector.Santamaria@dot.gov SUBMIT QUESTIONS TO: HCFA-32SRI@dot.gov with cc to

Hector.Santamaria@dot.gov

See below Section 5 entitled “REQUESTED CONTENT OF RESPONSES TO THIS SOURCES SOUGHT (SS)” for submittal content instructions.

NOTE: THIS IS NOT A REQUEST FOR PROPOSALS. THE GOVERNMENT WILL NOT MAKE

AN AWARD AS A RESULT OF THIS NOTICE AND/OR THE INTERESTED OFFEROR’S

RESPONSE.

2. INTRODUCTION

This is a special notice. This is NOT a solicitation for proposals or quotations. The Federal Highway Administration (FHWA) is conducting a market survey to identify potential sources for a planned contract entitled, “Civil Rights e-Connect System.” Responses to this notice will be used by the Government to determine the availability and capability of qualified sources to perform the work.

Accordingly, the Government is conducting market research to:

• Determine what sources exist that are capable of satisfying the Government’s requirements listed below,

• Determine the capabilities of potential contractors,

• Determine the size and status of potential sources, and

• Determine the level of competition (i.e. 8(a), set-aside or full and open).

3. BACKGROUND

The FHWA Office of Acquisition and Grants Management plans to make a contract award to accomplish the work in the attached draft Statement of Work. The purpose for this Sources Sought is to conduct market research to identify potential offerors having an interest in, and the mailto:HCFA-32SRI@dot.gov mailto:Hector.Santamaria@dot.gov mailto:HCFA-32SRI@dot.gov mailto:Hector.Santamaria@dot.gov resources to accomplish the work. Consideration will be given to identifying small business concerns, including the sub-categories of SDVOSB, HUBZone, 8(a), SDB and woman-owned.

The result of this market research will contribute to determining the method of procurement.

This document contains a draft statement of work. Responses regarding a firm’s experience and capabilities will be used to determine the availability of potential businesses, both large and small, and their capabilities in meeting the Government’s requirement.

4. DRAFT SCOPE OF WORK

• Background

The FHWA has a need for a software as a service to provide operations and maintenance, annual services, module configuration and activations, and one-time changes to the FHWA’s Civil Rights e-Connect system (CRC). The CRC system is a configurable Commercial Off-the- Shelf (COTS) system that collects data and information on FHWA Civil Rights programs, as required by regulations. Those programs include: the Disadvantaged Business Enterprise (DBE), DBE Supportive Services (DBESS), EEO Employment Data, On-the-Job Training, Title VI and the Americans with Disabilities Act (ADA).

The current CRC system is a Microsoft stack including: MS SQL Server, IIS webserver and .NET framework. It is a secure multi-tiered architecture hosted on AWS FedRamp platform. The system is designed to facilitate user responses and feedback on mandatory and recommended FHWA reporting for the Civil Rights Programs. Users complete on-line forms with their specific data and submit to FHWA Division Offices for review. FHWA Headquarters Office of Civil Rights (HCR) staff have oversight authorization over all recipients to assure consistency and program compliance. FHWA manages all user access and security granting privileges to FHWA Division staff and recipient users. FHWA’s primary recipients are State DOTs. FHWA reviews and approves only the State DOT Civil Rights programs and require that sub-recipients, if any, follow the State DOT program. The incumbent contractor is LCPTracker/B2GNow.

• Scope of Work

The objective of this acquisition is to provide operations and maintenance, annual services, module configuration and activations, and one-time changes to the current FHWA CRC system for the next five years. The web-based system provides the ability for recipients to electronically submit data and information for: DBE Uniform Reports of DBE Awards and Commitments, EEO- 1392, DBE Supportive Services information, OJT plans and data, Title VI Goals and Accomplishments Reports, and ADA Transition Plan updates.

See attached for a draft statement of work.

5. REQUESTED CONTENT OF RESPONSES TO THIS REQUEST FOR INFORMATION

This Sources Sought Notice is not to be construed as a commitment on the part of the Government to award a contract. The Government does not intend to pay for any information or responses submitted as the result of this Sources Sought Notice. Interested parties are invited to submit responses to this Sources Sought and submit a Capability Statement to the identified Contracting Officer/Specialist via email by the response date.

Responses shall clearly identify:

1. Company Name, Address, Point of Contact (include phone number and email);

2. DUNS #

3. GSA Federal Supply Schedule (FSS) Contract Number and SIN, if applicable. Also, note if part of any relevant Best-in-Class (BIC) contract solution such as Federal Government-wide Acquisition Contracts (GWACs) of relevant scope.

4. Size Standard under the following two NAICS Codes: 511210, Software Publishers Identify all applicable classifications for your organization, such as:

a. Small Business?

b. Woman-owned business?

c. 8(a) business?

d. Large business

e. Small disadvantaged business

f. HUBZone business?

g. SDVOB business?

h. Non-profit?

i. University?

5. Description of technical capabilities to perform the work described in Section 4 of this document;

6. Synopsis of experience and expertise of potential staff. Do not provide resumes.

7. Relevant projects completed within the last five years that are relevant to the anticipated objectives of the project with information on the client, scope, and products.

The Capability Statement shall be no more than five (5) pages in length single-spaced with font size twelve or larger. Page margins (exclusive of headers and footers) shall be a minimum of 1-inch top, bottom and each side. The following items which do not count against the page limitations: covers/title page; blank divider pages; tables of contents; lists of acronyms. Hard copies will not be accepted.

The capability statement shall be included as an attachment and shall be submitted electronically as Adobe (.pdf) or Microsoft Word file. The email size shall not exceed three Megabytes (3MB). Do not zip files. Electronic documents shall not contain any security restrictions (e.g. password protection) that prevent the Government from distributing and printing the document.

6. NOTES

PARTICIPATION IN THE MARKET RESEARCH IN NO WAY INFLUENCES THE SOURCE

SELECTION FOR THESE SERVICES. The information in this notice is subject to change.

This Sources Sought is not to be construed as a commitment on the part of the Government to award a contract. The issuance of this notice does not restrict the Government’s acquisition approach.

Any response to this Sources Sought is due no later than 12:00 pm (ET) on June 16, 2021. Responses shall be submitted via email to: HCFA-32SRI@dot.gov with cc to hector.santamaria@dot.gov mailto:HCFA-32SRI@dot.gov mailto:hector.santamaria@dot.gov

DRAFT STATEMENT OF WORK

“FHWA Civil Rights e-Connect Database”

NOTE: THIS IS NOT A REQUEST FOR PROPOSALS (RFP). THE GOVERNMENT WILL NOT

MAKE AN AWARD AS A RESULT OF THIS NOTICE AND/OR THE INTERESTED OFFEROR’S

RESPONSE. This is a DRAFT Statement of Work issued for information and planning purposes only.

The objective of this draft SOW to identify and resolve concerns regarding the statement of work;

and any other industry concerns or questions. This DRAFT SOW does not constitute a formal request for proposals (RFP), nor does the issuance restrict the Government’s acquisition approach. This draft SOW is subject to change.

The Government welcomes questions, comments, and feedback on this draft SOW. Any response will remain internal and will only be seen/used by FHWA. Comments will be reviewed by the CO and Program Office only, and may be used to resolve issues in the draft SOW, and develop a final version of this document. Responders are advised that the Government will not pay for any information or administrative cost incurred in response to this notice. Response to this notice is strictly voluntary. The Government will not make an award on the basis of this notice and any response.

1.0 Detailed Requirement

The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the services described in the tasks below.

The Contractor shall perform the following:

1. Coordination Meetings & Training

Task C1- Coordinate a Project Kick Off Meeting

The contractor shall schedule, coordinate, and host a Project Kick-Off Meeting at the location approved by the Government. The meeting will provide an introduction between the contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss system requirements, contract tasks, user reports, user training manuals, and reporting procedures. At a minimum, the attendees shall include Key Contractor Personnel, other relevant Government personnel to include Subject Matter Experts, and the FHWA Contracting Officer (CO) and Contracting Officer’s Representative (COR).

At least one day prior to the Kick-Off Meeting, the contractor shall provide a Kick-Off Meeting Agenda for review and approval by the FHWA COR and the Subject Matter Expert (SME) prior to finalizing. The agenda shall include, at a minimum, the following topics/deliverables:

a. Points of Contact (POCs) for all parties

b. Personnel discussion (i.e., roles and responsibilities and lines of communication between contractor and Government)

c. Staffing Plan and status

d. Overview of the Civil Rights Connect system and any updates

e. Invoicing considerations

The Government will provide the contractor with the number of Government participants for the Kick-Off Meeting and the contractor shall provide sufficient copies of the presentation for all present.

The contractor shall draft and provide a Kick-Off Meeting minutes’ report documenting the Kick-Off Meeting discussion and capturing any action items.

Task C2- Monthly Status Reports (MSR)

The contractor shall develop and provide an MSR. The contractor shall develop a format to be approved by the Government. The MSR shall include the following:

a. Activities during reporting period, by task (include on-going activities, new activities, and activities completed, and progress to date on all above-mentioned activities). Each section shall start with a brief description of the task.

b. Problems and corrective actions taken. Also, include issues or concerns and proposed resolutions to address them.

c. Government actions required for the contractor to execute specific tasks. Net results of Government action or inaction.

d. Schedule (show major tasks and projects, milestones, and deliverables; planned and actual start and completion dates for each).

Task C3- Convene Technical Status Meetings

The contractor PM shall convene a monthly Technical Status Meeting virtually and/or onsite at HQ pending Government requests. The monthly Technical Status Meeting will include the Subject Matter Expert, FHWA COR, and other Government stakeholders.

The purpose of this meeting is to ensure all stakeholders are informed of the monthly activities and MSR, provide opportunities to identify other activities and establish priorities, and coordinate resolution of identified problems or opportunities. The contractor PM shall provide minutes of these meetings, including attendance, issues discussed, decisions made, and action items assigned, to the FHWA COR within five workdays following the meeting.

Task C4- Training Resources

The contractor shall update the user manual that covers ADA, DBE, and Title VI program areas as defined in operations and maintenance tasks. The user manual shall be submitted to FHWA for review and approval as modified.

2. Operations and Maintenance:

Task M1 - Baseline Administration Module- Operations and Maintenance o The Contractor shall provide oversight, administration and maintenance of the current Baseline/Administration Module which provides users access, technical assistance, help-desk support, and generated reports by the Office of Civil Rights (HCR). The help desk support will have its own ticketing system and not rely on the DOT ticketing system. The system has approximately 400 users (107 FHWA and 289 STA) and the level of service of support is the same for all users.

The Contractor shall provide, ongoing administration and maintenance to, at a minimum, include the following:

The management of information and tasks for Federal user accounts:

1. FHWA staff requiring access to the system.

2. FHWA Division staff (one or more).

3. HCR staff (limited).

4. User request process for FHWA to access and provide State DOTs with access to the system.

5. Profile self-managed by user.

6. User lookup and password reset tools.

7. Means for FHWA to update and deactivate user profiles.

8. Ability for HCR Administration Team to test the system and enhancements.

Therefore, the contractor shall implement a test system for enhancements.

9. The contractor shall provide training as requested for FHWA staff and State DOTs.

10. The contractor shall provide updates to the User’s Manual annually

The management of information and tasks for State DOT user accounts:

1. All State DOTs, D.C., Virgin Islands and Puerto Rico subject to FHWA reporting requirements (one or more programs from each State), including authorized consultants.

2. Official organization name.

3. State.

4. DBE Liaison Officer (name, address, phone, email).

5. EEO Officer (name, address, phone, email).

7. State ADA Coordinators (name, address, phone, email)

8. State and/or like or related contacts (i.e. Title VI, ADA, Supportive Services) (name, address, phone, email)

9. FHWA Division Office and FHWA Office of Civil Rights Points of Contact.

(name, address, phone, email)

10. Ability of State DOTs to self-manage basic recipient profile information

Task M2 - DBE Uniform Report Module

This account-based access allows States to upload DBE Uniform Report data; FHWA Divisions to review the data and FHWA to collect the data to show national utilization by dollar amount and number of firms in the format required by s 49 CFR Part 26. This data provides FHWA the ability to generate unique reports, simplify trend analysis, eliminate the need for submission of paper documents, free up staff, and comply with USDOT requirements.

The contractor shall operate and maintain this reporting mechanism for recipients to enter DBE uniform report information in compliance with 2014 Form (49 CFR Part 26, Appendix B).

The DBE Uniform Report consists of the following operations and maintenance tasks:

• Provide validations to ensure uniform report are complete and accurate.

• Include fields to clarify reasons for shortfall, if any.

• Include a listing tool for recipients to identify DBEs used during the reporting period (data entry or file upload).

• Include tool to upload file attachments to report.

• Provide workflow mechanism for FHWA HCR DBE/Contractor Compliance team and Division staff to approve or reject/return, with comment, submitted reports.

• Provide support reporting of large projects separately from recipients.

• Include status (submitted, approved, rejected).

• Provide training on demand on system use for FHWA staff and selected recipients.

• Provide ability to convert uniform report to PDF format.

• Provide timely responses (within 24 hours) to address all user support requests;

monitor system performance daily and respond immediately to any system interruptions.

• Create on demand reports for:

o Uniform report submission status o Detailed uniform report data o Summary uniform report data o Authorized system users

Task M3 – External EEO 1392 Module

The Contractor shall operate and maintain the External EEO 1392 module. Federal law imposes EEO program obligations on State DOTs for its contractors in FHWA-funded road and bridge construction.

The contractor shall operate and maintain a mechanism for recipients to enter Form 1392 report on Federal-Aid Highway Construction Contracts. The 1392 report requirement is found in 23 CFR 230.121 and is unique to FHWA.

The External EEO 1392 module consists of the following operations and maintenance tasks:

• Allow upload of the 1392 report by each State DOT, reviewed by divisions and submitted to HCR DBE/Contractor Compliance team

• Provide validations to ensure 1392 reports are complete and accurate.

• Include tools for recipients to identify contractor’s workforce during last week of

July.

• Provide workflow mechanism for FHWA HCR DBE/Contractor Compliance team and Division staff to approve or reject/return, with comment, submitted reports.

• Provide status (submitted, approved, rejected).

• Provide training on demand on system use for FHWA staff and selected recipients.

• Include ability to convert 1392 report to PDF format.

• Provide timely responses (within 24 hours) to address all user support requests;

monitor system performance daily and respond immediately to any system interruptions.

• Create on demand 1392 reports for:

o Nationwide summary of data from 1392 report o Summary of 1392 report data by each section

Task M4 – OJT Report Module

The Contractor shall operate and maintain the OJT Report module. The purpose of the OJT Implementation Report is to collect information relative to the requirements of 23 CFR §230.111 –Implementation of Special Requirements for the Provision of On-the-job Training (OJT). The report consists of common statistical and narrative data necessary to evaluate the effectiveness of OJT implementation and to inform technical assistance efforts nationally. States are encouraged to complete this report annually by January 30th.

The OJT Report Module consists of the following Operations and Maintenance tasks:

• Ensure the previously configured OJT Implementation Report remains functional and available to all users.

• Provide timely responses (within 24 hours) to address all user support requests; monitor system performance daily and respond immediately to any system interruptions.

• Annually verify and update OJT contacts for each recipient.

Task M5 –DBE/SS Accomplishment Report Module

The Contractor shall operate and maintain an annual DBE/SS Accomplishment Report module. The purpose of the DBE/SS Accomplishment Report is to collect sufficient data and narrative content to enable evaluation of both progress and problems per the requirements of 23 CFR §230.204 –Implementation of Supportive Services.

The DBE/SS Report Module consists of the following Operations and Maintenance tasks:

• Allow upload of the DBE/SS report by each State DOT, reviewed by divisions and submitted to HCR DBE/Contractor Compliance team

• Provide validations to ensure DBE/SS reports are complete and accurate.

• Provide workflow mechanism for FHWA HCR DBE/Contractor Compliance team and Division staff to approve or reject/return, with comment, submitted reports.

• Provide status (submitted, approved, rejected).

• Provide training on demand on system use for FHWA staff and selected recipients.

• Include ability to convert DBE/SS report to PDF format.

• Provide timely responses (within 24 hours) to address all user support requests;

monitor system performance daily and respond immediately to any system interruptions.

• Create on demand DBE/SS reports for:

o Nationwide summary of data from DBE/SS reports o Summary of DBE/SS report data by each section

Task M6 – DBE/SS SOW Module

The contractor shall operate and maintain the DBE/SS Statement of Work (SOW) submission module. State DOTs are required to submit a detailed Statement of Work that meets the requirements of the regulation to justify allocation of funds (DBESS Regulation).

The DBE/SS SOW Module consists of the following Operations and Maintenance tasks:

• Allow upload of the DBE/SS SOW by each State DOT, reviewed by divisions and submitted to HCR DBE/Contractor Compliance team

• Provide validations to ensure DBE/SS SOWs are complete and accurate.

• Provide workflow mechanism for FHWA HCR DBE/Contractor Compliance team and Division staff to approve or reject/return, with comment, submitted reports.

• Provide status (submitted, approved, rejected).

• Provide training on demand on system use for FHWA staff and selected recipients.

• Include ability to convert DBE/SS SOW to PDF format.

• Provide timely responses (within 24 hours) to address all user support requests;

monitor system performance daily and respond immediately to any system interruptions.

• Create on demand DBE/SS SOW reports for:

o Nationwide summary of data from DBE/SS SOWs o Summary of DBE/SS report data by each section https://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=23:1.0.1.3.8#sp23.1.230.b https://www.ecfr.gov/cgi-bin/text-idx?rgn=div5&node=23:1.0.1.3.8#sp23.1.230.b

Task M7 - Title VI Module

The Contractor shall operate and maintain the Title VI module. State DOTs are required to submit annual Implementation Plans, which essentially describe how they will implement Title VI in their programs, and a Goals and Accomplishments Report, which outlines what they accomplished the previous FFY as well as their goals for the upcoming FFY. Along with these two reports, State DOTs must answer questions pertaining to their Title VI implementation. This data provides FHWA the ability to pull the raw data, generate reports, and produce maps, all of which reduces paper documentation, frees up staff to work on other aspects of Title VI, and comply with USDOT requirements.

The Title VI data and essential elements are:

• States and Divisions need the ability to upload and comment on documents pertaining to Title VI in order to meet the requirements of 23 CFR 200.9.

o The contractor shall provide States, Divisions, and the HCR Title VI team with the ability to upload and comment on documents.

o The contractor shall provide the Divisions and the Title VI team the ability to return documents to the States.

o There may be times when multiple documents are required to show Title VI compliance. The contractor shall give States, Divisions, and the HCR Title VI team the ability to upload multiple documents for both the Implementation Plan section and Goals and Accomplishment Reports section.

• The contractor shall include a required question form to be filled out by States pertaining to their Goals and Accomplishments Report.

o The contractor shall collect and synthesize the data from this form to create an ad hock reporting system.

• The HCR Title VI team needs the ability to test the system. Therefore, the contractor shall implement a test system for Title VI enhancements.

• The contractor shall provide a file upload page for each state as well as the ability to add questions to the Implementation Plan form and Goals and Accomplishments form.

• The contractor shall create the ability to generate custom reports for Implementation Plan status and submissions to include visual mapping, graphs, and raw data.

• The contractor shall create the ability to generate custom reports for Goals and Accomplishments Report status and submissions to include visual mapping, graphs, and raw data.

• The contractor shall provide Divisions with the ability to:

o Open a new Plan or Report (“Add Plan” and “Add Report”) o Navigate the approval process by approving, unapproving, and returning the Implementation Plan and Goals and Accomplishments Report.

o View Plans by status (All, Not Started, Pending Submission, Under Division Review, Returned, Under HCR Review, HCR Returned), FY, or choose “Show Mine” (to see only their State’s Plan) or “Show All” (to see all States’ Plans) o Divisions can “edit Plan” by typing in the Date Plan Due, Date Plan Received, Date Plan Division Approved, Date Plan HCR Reviewed, Date Plan Amended, and Comments.

Task M8 – ADA Module

The Contractor shall operate and maintain the ADA module. Title II of the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973 (504) provide similar protection for those with disabilities and require State DOTs to make programs, services and facilities accessible. In addition, State DOTs are charged with conducting self-evaluations of their facilities and completing transition plans for correcting pedestrian features not in compliance with ADA standards. State DOTs are encouraged to report annually on the status of their transition plans.

The contractor shall also create a submission workflow to alert HCR once the STAs have uploaded ADA reports into the system; once the Divisions have approved, the ADA reports and are ready for HCR review. Once created, the contractor shall maintain all functionality and provide ongoing customer support.

The ADA data and essential elements are:

States and Divisions need the ability to upload and comment on documents pertaining to State DOT ADA Transition Plans in order to track compliance with 28 CFR 35.150(d)(2).

• The contractor shall provide States, Divisions, and the HCR ADA team with the ability to upload and comment on documents.

• The contractor shall provide the Divisions and the ADA team the ability to return documents to the States.

• There may be times when multiple documents are required to show a State’s ADA Transition Plan status. The contractor shall give States, Divisions, and the HCR ADA team the ability to upload multiple documents.

• The contractor shall include a required question form to be filled out by States pertaining to their ADA Transition Plan implementation.

• The contractor shall collect and synthesize the data from this form to create an ad hock reporting system.

• The HCR ADA team needs the ability to test the system. Therefore, the contractor shall implement a test system for ADA enhancements.

• The contractor shall provide and maintain a file upload page for each state as well as the ability for the ADA team to add questions to the ADA Report form.

• The contractor shall create and maintain the ability to generate custom reports for the ADA Report status and submissions to include visual mapping, graphs, and raw data.

• The contractor shall create and maintain the ability to generate custom reports the ADA Report status and submissions to include visual mapping, graphs, and raw data.

• The contractor shall create and maintain an annual reminder system for States and Divisions to submit the annual ADA Report information.

• The contractor shall create and maintain a notification system to alert the appropriate State, Division and HCR team members when documents or comments have been added to the ADA Report system.

The contractor shall maintain the State DOT’s ability to:

• Open a new Plan or Report (“Add Report”)

• Complete and edit the Reports under “Pending Submission” status

• Navigate the approval process by submitting the ADA Reports for “Division

Review”

• Edit Report after Division review and “Return” and resubmit for “Division

Review”

The contractor shall provide Divisions with the ability to:

• Open a new Plan or Report (“Add Plan” and “Add Report”)

• Navigate the approval process by approving, unapproving, and returning the ADA

Reports.

• View Plans by status (All, Not Started, Pending Submission, Under Division

Review, Returned, Under HCR Review, HCR Returned), FY, or choose “Show Mine” (to see only their State’s Plan) or “Show All” (to see all States’ Plans)

• Divisions can “edit Plan” by typing in the Date Plan Due, Date Plan Received, Date Plan Division Approved, Date Plan HCR Reviewed, Date Plan Amended, and Comments.

The contractor shall provide the HCR ADA team with the ability to:

• Open a new Plan or Report (“Add Plan” and “Add Report”)

• Navigate the approval process by approving, unapproving, and returning the ADA

Reports.

• View Plans by status (All, Not Started, Pending Submission, Under Division

Review, Returned, Under HCR Review, HCR Returned), FY, or choose “Show Mine” (to see only their State’s Plan) or “Show All” (to see all States’ Plans)

• HCR team can “edit Plan” by typing in the Date Plan Due, Date Plan Received, Date Plan Division Approved, Date Plan HCR Reviewed, Date Plan Amended, and Comments.

Task M9 - DBE Goal Submission Module

The Contractor shall operate and maintain a DBE Goal Submission Module. The purpose of this module is for all State DOTs to submit their triennial overall DBE goal through CRC. The goal submission is required under 49 CFR 26.45.

The DBE Goal Submission Module consists of the following Operations and Maintenance tasks:

• Allow upload of the goal submission and FHWA division decision document by each State DOT and division, reviewed by divisions and submitted to HCR DBE/Contractor Compliance team

• Provide validations to ensure goal submissions and decision documents are complete and accurate.

• Provide workflow mechanism for FHWA HCR DBE/Contractor Compliance team and Division staff to approve or reject/return, with comment, submitted reports.

• Provide status (submitted, approved, rejected).

• Provide training on demand on system use for FHWA staff and selected recipients.

• Include ability to convert goal submission and decision documents to PDF format.

• Provide timely responses (within 24 hours) to address all user support requests;

monitor system performance daily and respond immediately to any system interruptions.

• Create on demand goal submission and decision documents reports for:

o Nationwide summary o Custom reports for overall goal methodology status and submissions to include visual mapping, graphs, and raw data

Task M10 - DBE Statewide Goal Setting Module

The Contractor shall operate and maintain the DBE goal setting module. As primary recipient of U.S. Department of Transportation (DOT) financial assistance, each State Department of Transportation (State DOT) is required to establish an annual overall goal for DBE participation.

The DBE Goal Setting Module consists of the following Operations and Maintenance tasks:

• Allow continued access for State DOTs to use goal setting tool.

• Provide workflow mechanism for State DOTs to calculate their triennial DBE goal setting.

• Provide training on demand of use of tool for State DOTs

• Provide timely responses (within 24 hours) to address all user support requests;

monitor system performance daily and respond immediately to any system interruptions.

2. Annual Reporting Services

The following tasks are for ad-hoc reporting, including visuals created through Power BI, using data in the CRC system at HCR Administrators request.

Task A1 Title VI report form updates (30 hours/year)

The HCR Title VI team is often times asked for data in the form of briefs, maps, graphs, and other visualizations. Implementation Plans are due October 1st of each year, and therefore requests on submittal and approval status begins October 1st and ends when the final Implementation Plan is submitted and approved by the Division.

• The contractor shall create the ability for the HCR Title VI team to generate custom reports for Implementation Plans status and submissions to include visual mapping, graphs, and raw data.

• The contractor shall create the ability for the HCR Title VI team to generate custom reports for Goals and Accomplishments Reports status and submissions to include visual mapping, graphs, and raw data.

Task A2 - ADA Reporting - 30 hours/year

The HCR ADA team may be asked for data in the form of briefs, maps, graphs, and other visualizations. State DOTs are encouraged to submit their ADA Transition Plan Reports by October 1st of each year.

The contractor shall create the ability for the HCR ADA team to generate custom reports for ADA Transition Plan status and submissions to include visual mapping, graphs, and raw data

Task A3 – DBE/SS Accomplishment Reporting - 30 hours/year

The HCR DBE/Contractor Compliance Team responsible for Supportive Services data and information may be asked present the information in the form of briefs, maps, graphs, and other visualizations in response to ad-hoc requests from OST, Congress and FHWA Leadership.

The contractor shall create the ability for the HCR DBE/Contractor Compliance team to generate custom reports for DBE/SS to include visual mapping, graphs, and raw data.

Task A4 – DBE Program Reporting – 50 hours/year

The HCR DBE/Contractor Compliance Team responsible for data and information related to the general DBE program may be asked present the data and information in the form of briefs, maps, graphs, and other visualizations in response to ad-hoc requests from OST, Congress and FHWA Leadership.

The contractor shall create the ability for the HCR DBE/Contractor Compliance team to generate custom reports for DBE Program to include visual mapping, graphs, and raw data.

Task A5- OJT reporting – 30 hours/year

The HCR DBE Team/Contractor Compliance team responsible for data and information related to the OJT program may be asked present the data and information in the form of briefs, maps, graphs, and other visualizations in response to ad-hoc requests from OST, Congress and FHWA Leadership.

The contractor shall create the ability for the HCR DBE/Contractor Compliance team to generate custom reports for DBE Program to include visual mapping, graphs, and raw data.

Task A6 –External EEO 1392 reporting – 30 hours/year

The HCR DBE/Contractor Compliance team responsible for data and information related to the 1392 EEO contractor compliance requirements may be asked present the data and information in the form of briefs, maps, graphs, and other visualizations in response to ad-hoc requests from OST, Congress and FHWA Leadership.

The contractor shall create the ability for the HCR DBE/Contractor Compliance team to generate custom reports for contractor external EEO 1392 reporting to include visual mapping, graphs, and raw data.

3. Module Configurations and Activations.

Task N1 – DBE/SS - Create Fillable Statement of Work (SOW) Plan Form

The contractor shall create a 10-page template of a SOW that includes planned activities;

timeline of activities; budget breakdown, and performance objectives. The template must allow State DOTs to complete and submit through the CRC system. (See sample DBE/SS Program SOW Outline in Attachment A).

Task N2- DBE/SS - Create Submission workflow for SOW Plans

The contractor shall create a State DOT submission workflow for DBE/SS SOW to alert the DBE/Contractor Compliance Team and the Division once the State DOT has uploaded the SOW into the system; alert the DBE/Contractor Compliance Team once the Division has approved the State DOT’s DBE/SS SOW and are ready for HCR review.

Task N3 - DBE Goal Submission Module Workflow

The contractor shall create a Goal Submission workflow for State DOT triennial goal methodologies to alert the DBE/Contractor Compliance Team and the Division once the State DOT has submitted the DBE Goal Methodology; create the ability to indicate the date the submission was uploaded by State DOT; alert the DBE/Contractor Compliance Team once the Division has uploaded the Decision Document and are ready for HCR review; create the ability to indicate the date the Division has uploaded the Decision Document; and create the ability for the DBE/Contractor Compliance Team to indicate legal sufficiency review status and final approval of goal. The contractor shall also create the ability for HCR DBE/Contractor Compliance Team members to turn the notifications on and off.

Task N4 – Create DBE Goal Setting Module

The DBE program requires under 49 CFR 26.45, require FHWA recipient State DOTs to submit, triennially, an overall DBE goal. FHWA must review the methodology used to set the overall goal had review it for legal sufficiency. Currently, FHWA receives 17-18 overall goal methodologies each year to review. The methodologies vary in size from 4 pages to 400 pages. FAA uses a fillable form to assist recipients in submitting triennial goals. The contractor shall create a voluntary fillable form to assist the State DOTs in completing the DBE goal setting methodology. Standardized submissions will provide FHWA with a more efficient review process. (Sample DBE Triennial Goal Setting Template in Attachment B)

Task N5 – Title VI - Create Fillable Implementation Plan form

The HCR Title VI team and Divisions need an easy way to obtain data pertaining to the Implementation Plans. A fillable question form would act as a way to guide Divisions in reviewing their State’s Implementation Plan as well as allow Divisions and HCR to report out trends. The contractor shall create a 5-15 question fillable question form for Division staff to complete.

• Both Divisions and HCR will be able to populate reports with the Title VI Implementation Plan information, allowing them to review and analyze the responses to the fillable forms. The contractor shall provide the ability for the HCR Title VI team to run up to 10 custom reports an unlimited number of times.

The contractor shall create and maintain reporting abilities from the fillable form on the Implementation Plan section.

• The contractor shall provide the ability for the HCR Title VI team to run up to 10 custom reports an unlimited number of times. The contractor shall create and maintain reporting abilities from the fillable form on the Goals and Accomplishments Report section.

Task N6 – Title VI – Create Configuration to provide and receive comments

In meeting the requirements of 23 CFR 200.9, there are oftentimes comments and questions that need to be documented and retained. There is currently the ability to make comments pertaining to an uploaded document.

• The contractor shall expand the commenting abilities by allowing the State, Division, and HCR the ability to make comments separate from document uploads. The contractor shall create text fields for States, Divisions, and the HCR

Title VI team to post comments in the form of a conversation where the comment history is retained and visible by all parties.

Task N7 – Title VI Configure Non-Compliance Flags

Divisions and the HCR Title VI team need an easy way to see which State Title VI Plans have elements that are not in compliance. The contractor shall create the ability for Divisions and the HCR Title VI team to assign non-compliance flags for Implementation Plans. (6 months after contract award)

• The HCR Title VI team may need to report information pertaining to non-compliance to leadership. The contractor shall create and maintain reporting abilities using the non-compliance flags to display the States who have elements that are and are not in compliance through a mapping visual, graphs displaying each area of compliance, and raw data.

Task N8 – DBE/SS Accomplishment Report

The contractor shall create a DBE/SS accomplishment report similar to the one attached.

The template must allow STAs to complete and submit online. The contractor shall work with HCR DBE/Contractor Compliance team to develop national reports based upon the data submitted. (See sample DBE/SS Accomplishment Report Template in Attachment C).

Task N9 – DBESS Workflow for DBESS Annual Reports

The contractor shall create a system in which the HCR DBE/Contractor Compliance Team and Divisions will be notified by email when DBE/SS SOWs are uploaded and/or approved. The contractor shall also create the ability for HCR DBE/Contractor Compliance Team members to turn the notifications on and off. (3 months)

The contractor shall create a notification system for the following:

• Notification to HCR DBE/Contractor Compliance Team and the Division when a State DOT has uploaded a SOW.

• Notification the HCR DBE/Contractor Compliance Team when and the Division has approved the SOW.

Task N10 – Title VI – Reminders to the Field Implementation Plans

The HCR Title VI team sends out several emails to Divisions each year reminding them to submit their Implementation Plan. The contractor shall create email reminders for States and Divisions to submit their Title VI Implementation Plans.

• A reminder will be sent to States and Divisions one month before the October 1st deadline, the week before, and the business day before October 1st.

• Reminders will be sent to States weekly until the Plan is submitted.

• Reminders will be sent to the Division weekly until it is approved.

Task N11 - Title VI – Reminders to the Field Goals and Accomplishments Reports

The contractor shall create email reminders for States and Divisions to submit their Title VI Goals and Accomplishments Report one business week before December 1st and the business day before December 1st. A reminder will be sent weekly after December 1st.

Reminders will be sent to States and Divisions until the Goals and Accomplishments Report has been submitted.

Task N12 – Title VI – Indicator when documents are Uploaded or Comments Posted

The contractor shall create a system in which the HCR Title VI team will be notified by email when documents are uploaded or comments are posted. The contractor shall create notifications to be sent through email to the HCR Title VI team every time a document is uploaded or a comment is posted by the State, Division, or another HCR Title VI staff pertaining to Title VI. The contractor shall also create the ability for HCR Title VI team members to turn the notifications on and off.

Task N13 – Title VI – Change Division Privilege

The “Show All” option currently allows Divisions to view and edit any state’s Title VI sections. The contractor shall take away the ability to edit when in the “Show All” view and provide it as a view only privilege for Divisions.

Task N14 – ADA – Reminders to the Division Offices and State DOTs –

The HCR ADA team sends out emails to Divisions each year reminding them to submit their ADA Report. The contractor shall create email reminder mechanism to notify States to submit their ADA Reports.

• An email reminder will be sent to States and Divisions one month before the October 1st, the week before, and the business day before October 1st.

• Reminders will be sent to the Division monthly until the State ADA Report is reviewed. (3 months)

Task N15 – ADA – Indicator when documents are Uploaded or Comments Posted –

The contractor shall create a system in which the ADA Team, Divisions and State DOTs will be notified by email when documents are uploaded or comments are posted. The contractor shall also create the ability for HCR ADA Team members to turn the notifications on and off. (3 months)

The contractor shall create a notification system for the following:

• Notification to the Division when a State DOT has uploaded an ADA Report for Division Review and after each edited Report is uploaded again, as needed.

• Notification to the State DOT when an ADA Report is returned by the Division.

• Notification the HCR ADA Team when and ADA Report has been submitted for HCR Review.

• Notification to the Division when an ADA Report is accepted by HCR.

Task N16 – Assure Accuracy of DBE Uniform Report Statewide Goal

The contractor shall provide configuration to transfer approved statewide goal from approved DBE Statewide Methodology to LINE 7 of the State DOT’s Uniform Report.

Task N17 - DBE Uniform Report update -- DBE Shortfall Analysis

In accordance with 49 CFR Part 26.47, based on the data entered in the Uniform Report, if recipients do not meet their DBE overall goal they must submit a Shortfall Analysis and Corrective Action Plan to the FHWA Division Office for review and approval within 90 days of the end of the fiscal year (December 31st). The contractor shall create an alert to the State DOT when a Shortfall Analysis submission is required.

Task N18 – ADA Notification to HCR administration when any document is posted related to ADA

Notification engine to notify/remind HCR staff of reporting requests and report status (submitted, approved, rejected). Allow FHWA HCR and Division staff to submit/edit uniform report data on behalf of a recipient.

Task N19 – ADA On Demand Reports:

Query and reporting capability for each of the 28 current report input fields.

Task N20 - ADA – Reminder sent yearly to POCs

Create reminder mechanism to allow generation and send out to STA POCs and Division Civil Rights Specialist to submit ADA reports.

Task N21 – DBE Shortfall Analysis and Corrective Action Plan –

Shortfall Analysis and Corrective Action Plan to the FHWA Division Office for review and approval within 90 days of the end of the fiscal year (December 31st) – provide roll-up of states that do not meet goal by January 31st.

Task N22 – DBE Goal Setting Module – Create Configuration to provide and receive comments

In meeting the requirements of 49 CFR 26.45, FHWA recipient State DOTs are required to submit, triennially, an overall DBE goal. FHWA must review the methodology used to set the overall goal for legal sufficiency. There are oftentimes comments and questions that need to be documented and retained.

• The contractor shall create the ability to make comments pertaining to an uploaded document. The contractor shall develop the commenting abilities by allowing the State, Division, and HCR the ability to make comments separate from document uploads. The contractor shall create text fields for States, Divisions, and the HCR DBE/Contractor Compliance team to post comments in the form of a conversation where the comment history is retained. System provides ability to isolate comments between parties involved in submission and approval process. (6 months after contract award).