Revised_PWS.docx

CONTRACT DOCUMENTS, EXHIBITS, AND ATTACHMENTS

Inter-American Foundation Grant Management System and Hosting Services Performance Work Statement

1. BACKGROUND

The Inter-American Foundation (IAF), an independent U.S. government agency, was created by Congress in 1969 to channel development assistance directly to the organized poor in Latin America and the Caribbean. The IAF has carried out its mandate by responding with grant support for the most creative ideas for self-help received from grassroots groups and nongovernmental organizations. It also encourages partnerships among community organizations, business and local government directed at improving the quality of life for poor people and strengthening democratic practices. For more information on the IAF mandate and mission, see the IAF website: http://www.iaf.gov

2. GRANTS PROGRAM OVERVIEW

Once considered experimental, the IAF’s approach is increasingly recommended as the most effective way to improve the quality of life in marginalized communities.

Since 1972, the IAF has awarded about 5,000 grants valued at more than $680 million. Grantees promote more profitable agriculture, micro businesses and community enterprises; they provide the skills training vital to gainful employment; they offer access to water, basic utilities and adequate housing, allowing people to channel their energy into productive work.

In awarding its development grants, the IAF works to assure the participation of indigenous peoples, African descendants, persons with disabilities, and other marginalized groups, and encourages their inclusion in political and social processes. By supporting the best ideas emerging from the region, its program has strengthened a vast structure of community groups and nongovernmental organizations that has become a highly effective and transparent channel for productive foreign assistance. Together, the IAF and its partners have benefited hundreds of thousands of families in communities throughout the hemisphere.

The IAF delivers development assistance in a smart and highly cost-effective manner. The IAF model maximizes the value of allocated funds, leverages resources, creates private-sector partnerships and results in sustainable solutions.

Value. In 2013 the IAF invested in 58 new grants and 35 supplemental grants to organizations in 18 countries. Many of these grants directly benefit African descendants, indigenous communities, persons with disabilities and disadvantaged women and youth, providing opportunities for these historically excluded groups to participate more fully in economic and civic life.

Leverage. The IAF requires all of its grantees to invest counterpart resources. This multiplies the effect of IAF funding and maximizes program returns. As a result of these efforts, counterpart resources committed in 2013 totaled $16.6 million, more than matching the IAF’s investment of $12.6 million.

Private-sector partnerships. The IAF actively collaborates with the private sector in joint funding initiatives, often with members of the IAF Network of Corporate Foundations and Actions for Grassroots Development (RedEAmérica), an IAF-initiated business-sector alliance committed to supporting self-help projects in the hemisphere.

Accountability and Results. The IAF holds all grantees accountable for the responsible use of U.S. public funds and successful implementation of their projects through annual financial audits and required reporting on their progress in achieving targeted results.

Last updated: 6/28/2012 12:24:44 PM

3. CURRENT BUSINESS PROCESS

Currently, the grants program is supported by the Grants Evaluation and Management System (GEMS) built on Oracle software. However, GEMS has limited features as a database system and only supports a fraction of the work carried out through the grants approval and monitoring processes. Labor-intensive use of Excel workbooks, Word documents, Adobe PDF documents, e-mail correspondence, and the agency’s internet site are employed to make up for the shortfalls of the current database system.

4. SCOPE OF WORK

4.1 Purpose/Objectives

The IAF requires a grant management solution that will facilitate consistent and straightforward administration and tracking for all agency programs. This tool will enable staff at the IAF to better support and enhance the IAF’s grants management program and to more thoroughly monitor, evaluate, and report on funded projects.

This will include the public-facing portal which allows grantees to view grant opportunities, submit applications, monitor status of grants, and submit reports.

· Cloud Hosted that has FEDRAMP authorization from GSA

· Provide Data Migration services

· Provide Help desk services Anticipated Milestone Dates (subject to change based on actual award date):

· 5 days after award – Kickoff Meeting

· 5 days from kickoff – Gap Analysis,

· 40 days from kickoff date - Prototype

· 75 days from kickoff date- System configured (including IAF data) in UAT environment

· 90 days from kickoff date - Training, Agency-wide Communication/Preparation

· 120 days from kickoff date – Production roll-out

· Day 1 of first option year – Grants System is available in English, Spanish, French and Portuguese

The Contractor shall develop and implement a grant management solution that is configured on a Microsoft Dynamics CRM platform or Equal, in accordance with IAF requirements and specifications. The Contractor shall provide a grant management system that ensures ease of integration with current infrastructure and migrating existing data as required from Oracle data base and Excel and Word files to the new platform. Migrate all related grant documents associated to each grant from the file server (on premise) to the new grants system respectively.

1. GEMS database files size (Oracle data base) – 5.4GB. (all data) GEMS Oradata size – 9GB (including data files, control files, redo files and temp).

(This is data plus the control and config files)

2. Data types used by GEMS database – Varchar2; Number; Date; BLOB; CLOB; LONG RAW and RAW.

3. Please see attached file and section 7.2 for more information regarding excel and other files to migrate.

The Contractor shall provide its support service offerings including help desk support; operation and maintenance and enhancements / change requirements.

While detailed requirements are listed in Sections 4.3 and 4.4, in general, the Contractor shall develop and implement a solution that offers the following abilities and flexibility:

· To support IAF workflows and business rules, with minimal and simple customization of the application and the ability for system administrators to configure as needed;

· To support requirements that can be applied to all grant types and the ability to establish unique requirements for certain grant types (i.e., branching capability);

· To communicate with all related parties throughout the grant process through automated and configurable email alerts;

· To collect information into a database for all relevant contact information for anyone associated with the grant management process, i.e., grantees, internal staff, contractors, etc. To store this information as a relational database so that contact information is entered once and then reused whenever needed;

· For applicants or project proponents to complete reports offline and upload them at a later date, if necessary;

· For proponents to access the application through a web-based portal URL that provides visibility into grant opportunities;

· For proponents (using this web-portal) to submit grant applications, receive updates and track the status of the grant application online;

· For contractors to report progress against measurable indicators and produce completion reports;

· For staff to attach or upload forms and documents electronically, maintain them as part of the official record, and be able to retrieve/access these forms as needed;

· Ability to manage the review process (by providing feedback or requesting additional information from proponents applying for a grant), collaborate within the review team, rate/score grant applications, and recommend/mark them for approval;

· For staff to maintain grant data, run queries, and produce summary and status reports for agency-wide financial, qualitative, and quantitative reporting;

· For program administrators and appropriate users to easily customize, add, or update fields and drop-down values in the system and establish workflows for system-wide use.

4.2 Desired Future State – Example Use Cases

The grant management system shall include all grant information (grant agreement, cooperative agreement, amendment agreement, and travel grant) organized per country and project number. Project data shall be available from proposal until after the end of the project: project approval, grant period and post-grant period. This system shall be primarily designed for IAF staff members. However external users such as IAF contractors, proponents, and grantees shall have selective access to it according to their specific needs. The following bullets give a general, but not comprehensive, overview of the uses of the system by its different users.

Specific Users and Roles:

Internal Users:

· Foundation Representatives (FR)

· Review and grade funding proposals. At least two FRs should be able to enter the grade justification.

· Draft the internal Project, Analysis, and Review (PAR) document and input the public statement.

· Input orientation visits and work plans.

· Approve disbursements.

· Input amendment (additional funds, time-extension, reprogramming, and novation) memos and justifications.

· Approve time-extension amendments.

· Input trip reports: each project visited shall be linked.

· Input reports on grantee exchange meetings, conferences, and relevant events.

· Program Assistants

· Receive notification when new proposals are sorted by country.

· Initiate sending rejection letters.

· Input related PAR documents.

· Input Embassy clearance emails and documents to project and proposal files; input clearance dates.

· Edit and make changes on PAR drafts.

· Initiate time extension amendments.

· Assemble grants and amendment documents.

· Input disbursement information.

· Enter all IAF staff and board member travel clearances.

· Input country-relevant information and contacts.

· Program Administrator

· Verify all grantees’ disbursements.

· Generate reports for the Bureau of the Fiscal Service (BFS) such as new funding notices and disbursement record reports.

· Attach email confirmation to grant.

· Input notification in system BFS has processed disbursement.

· Verify grants and amendments for accuracy.

· Coordinate data gathering and reporting for the IAF Board of Directors.

· Vice-President for Programs (VPP)

· Edits and approves (or denies approval) all funding justification documents PARs.

· Provide input and save final tracked change draft.

· Edits and approves (or denies approval) all amendment justification documents.

· Provide input and comments in funding documents.

· Office of General Counsel (OGC)

· Reviews and clears grant and amendment documents for legal sufficiency.

· Flags grants and amendments with potential legal issues.

· Provides additional comments as needed. Saves final tracked change version.

· Provide input and save final tracked change draft

· Office of External and Government Affairs (EGA)

· Edits public statements for Congress.

· Edits project summaries (blurbs) for the IAF publication.

· Save final draft of public statement and project summaries (blurb).

· Creates links to IAF publications.

· Uploads trip reports, grantee articles, IAF Fellowship Program document, and events related to the IAF portfolio.

· Manages all website material and links.

· Reviews incoming media pieces submitted by grantee.

· IAF President

· Approves and signs new grants and additional-funds amendments.

· Provides comments in a special field. Saves final tracked change version.

· Chief Operating Officer (COO)

· Signs and approves final obligation of all new grants and additional-funds amendments.

· IAF Financial Officer

· Manages and tracks new grants and amendments funding against office and agency-wide budgets.

· Generates system reports on new funding actions. This includes copies of all obligated grants and amendments, memos indicating source of funds, and any other relevant information for the Bureau of the Fiscal Service.

· Verifies availability of funds and type of funds.

· Creates reports for internal and external purposes on agency-wide and office funding.

· Office of Evaluation

· Inputs ex-post grant evaluations.

· Inputs trip reports on grants visited.

· Reviews results reports entered by Data Verifiers.

· IAF Auditor

· Receives audit reports by in-country auditors.

· Inputs audit summaries.

· Flags grants with findings.

· Inputs Grant Oversight Committee (GOC) notes/decisions.

· Grant Management System Administrator

· In-house management.

· Interns

· Input projects, tasks, and special assignments related to specific grants.

External Facing Users / Other Types of Users:

· Proponents:

· Proposal submission linked to the website.

· Ability to edit and add to proposal through website

· IAF Grantees

· Input programmatic, financial and evaluation reports including the Grassroots Development Framework (GDF).

· Input amendment requests.

· Input media pieces related to project (articles, pictures, videos, etc.) flagged for EGA review.

· Contractors (“Contractors”)

1. Local Liaisons Advisory Services (LLAS): Input trip reports and other tasks overlapping those of FRs and PSAs

2. Data Verifiers (DV): Enter orientation visit reports, GDFs, project history reports and evaluation studies.

3. Auditors: Input audits and flag projects with findings.

4. Other contractors such as Networking Partners (individuals carrying out studies and analyses).

· External collaborative funders Other government agencies and organizations funding IAF work.

4.3 Technical Requirements

The Contractor shall provide a grant management solution that is cost-effective and configured upon a Microsoft Dynamics CRM platform or Equal, and that offers internet portal capabilities. The Contractor shall configure a solution that follows defined customer requirements as detailed in this Performance Work Statement (PWS). The Contractor shall also provide training to IAF system administrators and end-users that will enable the agency to further improve the management of its grant programs using the new system.

The IAF will provide the current data base structure / model to the awardee prior to project kickoff. The Contractor shall work with IAF functional staff and Data Base Administrator (DBA) to develop data modeling standards to configure the grant management solution in support of IAF’s business and relationship management needs.

The IAF requires a standalone cloud hosted solution for the grant management solution.

In addition, the Contractor shall provide data migration services.

4.3.1 The Contractor shall conduct a Project Kick-Off meeting to clarify site structure, requirements, and conduct a gap analysis to gather needed customizations or configurations.

4.3.2 The Contractor shall configure and brand a secure web-based portal that provides visibility into small grants and opportunities and allows users access to the solution via a public-facing URL.

4.3.3 The Contractor shall customize, configure, and deploy a grant management solution, providing role-based access to the system for:

4.3.3.1 IAF staff and community partners to submit grants, receive updates and track the status of the grant application online, report progress against measurable indicators and produce completion reports;

4.3.3.2 IAF staff to review/approve grant applications, provide feedback or request additional information from applicant applying for grant, collaborate within HQ review team, rate/score the application, and recommend for approval;

4.3.3.3 Headquarters grants management staff to maintain grant opportunity data and query for agency-wide financial, qualitative, and quantitative reporting.

4.3.4 The Contractor shall provide detailed training for general users and up to five grant system power users and training documentation appropriate for use in training other staff, future end-users, and shall provide appropriate administration training of the system. The Contractor shall provide the training materials in a format that can be referred to after implementation (e.g. PDF manuals, online reference materials, etc.).

4.3.5 The Contractor shall provide hosting services in accordance with its Hosting Plan, the Cloud Service Provider (8.1.4); and it’s Configuration Management Plan (8.2.1). The Contractor’s Hosting Plan shall describe hosting services and procedures for implementing the small grant management system in a standalone environment. In addition, the Contractor shall outline its recommended engineering services and data migration approach in the Hosting Plan.

4.3.5.1 The Contractor shall provide a Hosting Plan that details all hosting services including its monitoring response, resolution services and disaster recovery services. The Contractor shall provide a hosted solution including, at minimum, the following requirements:

· Available twenty-four (24) hours per day, seven (7) days per week, for the public facing web portal;

· Available twenty-four (24) hours per day, seven (7) days per week, for the grants management system.

· Customer technical support services available during regular IAF business hours (Monday-Friday), 9:00am-5:30pm (EST/EDT, observing OPM Federal holidays);

· Additionally, the Contractor shall describe their service level agreement (SLA), which shall include best practices for response times and service support and include technical specifications such as latency standards/ranges, etc.

(IAF estimates 800 hours for base year for implementation and 80 hours for each option year for enhancements. Product should be delivered with a warranty period of at least 90 days whereby the vendor provides 24/7 support and resolution for bug-fixes, system functionality issues and user support questions).

After that timeframe, a maintenance and support agreement would likely include 6 month options for hourly support in the range of 120-150 hours per option period. Each subsequent option exercised may be reduced or increased based upon need).

4.3.5.2 Services for Engineering /Data Migration. The Contractor shall also propose its approach for implementing such engineering/data migration services in its proposed Hosting Plan.

4.3.6 Additional Services. The Contractor shall provide support for unforeseen enhancements/maintenance and/or health checks. IAF will require three (3) to six (6) functional enhancements or engineering modifications annually requiring a cumulative support of 80 hours. This would involve one or more of additional requirements, design modifications, testing, deployment, security reviews, and changes to help desk support and documentation activities.

4.4 Mandatory Functional/System Requirements

4.4.1 The Contractor shall implement a grants management solution that offers, at minimum, the following functionalities, with minimal configuration, as listed on the following pages:

PREAWARD

· Call for Proposals

· An external facing website for proponents to apply for grants and input any inquiries. This website shall have Multi-lingual capability for proponents to choose from English, Spanish, Portuguese, French and Haitian Creole.

· Proponents shall be able to save their application and return back to it to complete to avoid latency and slow connection from applicant’s site.

· A solution to import data from pdf.

· Proposal

· The system shall start with the proposal stage.

· The system shall generate word documents such as notice of proposal receipt, rejection letters, or other notices to proponents.

· The system shall receive and store data on all incoming proposals. Proponent organization shall be able to fill out the proposal application online. Fields with basic data shall be collected in the system so that reports can be run on types of proposals received.

AWARD (Grant Making Phase/Process)

· Grant Agreement Documents

· The system shall house all information related to the approval process (proposal, PARs, approval chains, etc.).

· The system shall generate the agreement letters according to the agreement type (grant, cooperative agreement, etc.) with reporting dates, principals, grantee address from the fields automatically in all languages.

· The system shall generate annexes necessary for the agreement automatically based on the certain fields entered.

· Grant, Organization, and Beneficiary Descriptor Fields

· The system shall have standard program categories in which one is identified with each grant and proposal

· The system shall have standard program tags, including the option to enter a new tag or to select numerous tags per project with equal weight

· The system shall have standard organization types in which one is identified with each grantee and proponent

· The system shall have standard organization descriptors, including the option to enter a new ag, with the option to select numerous tags per organization and proponent with equal weight

· The system shall have standard beneficiary descriptors in which one is identified with each grant and proposal

· The system shall have standard beneficiary descriptor tags, including the option to enter a new tag, with the option to select numerous tags per grant and proposal with equal weight

· The system shall allow for an administrator user to modify the standard categories and descriptor fields as needed

· The system shall allow for the proponent to self-select the categories from fields in the proposal stage

· Clearances/Approvals

· The system shall have a section to input text from embassy notification letters and replies from the Post, and shall contain fields to input approval dates.

· The system shall track approvals of and within each IAF office. All approvals (from Programs Office (PRO), OGC, EGA, and IAF President) shall be made through the system. This includes the following path of approval:

· FR approves proposal for funding

· VPP approves PAR

· All Staff Review (end date of comment period, entered by PSA)

· EGA Approval of Public Statement

· OGC Approval

· Translation Complete (entered by PSA)

· Translation Approval (FR)

· President Approval

· Budget Officer Approval

· COO Obligation

· The system shall log all major decisions in the approval process with the intent to generate any reports to show internal approval process of all funding actions

· Obligation & Accounting Information

· The system shall have the capacity to track types of funds for obligation, allow for the budget officer to add new types of funds as they become available, and split funds between more than two sources

· The system shall create reports (“financial reports”) that will be sent to contacts at Fiscal Service when amendments are finalized and all new funds are obligated. – Workflow and approval process required.

· The system shall track financial data per grant, per office, per source of funds, and agency-wide; provide snapshot reports for financial reconciliation; link to appropriate users’ dashboards

ACTIVE (Grant Obligated & Project Active)

· General Grant/Project Management

· The system shall house all inputted fields related to a grant:

Pre-award reports and history

· Proposal – this shall be incorporated in the dashboard for PSA and FR

· Project, Analysis, and Review (PAR) and related fields (for example, 2nd reads, team meeting, pre-screening reports)

· Embassy notification email – alert 30 days for PSA Active grant

· Agreement

· Amendment

· Travel grant

· External event

· Grantee exchange record

· Orientation visit report

· Verification report (GDFs)

· LLAS report (including one-year portfolio review report from in-country team meeting)

· FR trip report

· PSA trip report

· Disbursement request – reminder (system automatically to every active grantee two weeks prior to report due date) If there is a special case with a grantee, the FR can turn off the tickler (calendar notification/reminder). Grantee inputs disbursement request into the system and makes edits in the system as necessary. There shall be a small chain of approval for each grant: tickler goes to PSA or LLAS to ensure all fields are ready for review and all necessary fields are completed, then to FR for review. Once the FR clicks approve, the request is automatically sent to PA for processing. This pending review shall be incorporated in the dashboard for the PSA, FR, and PA.

· 6-month tickler of terminating grant (chain of approval before it goes to the grantee – first to PSA and FR – shall be incorporated on the dashboard for PSA and FR)

· GOC memo field (there shall also be a chain of approval/tickler associated with this and once all have approved, the report/memo shall be automatically linked to the grant)

· The system shall have a management capacity and dashboard (alerts on due dates, alerts on report submission, track all approvals/rejections, etc.).

· The system shall be accessible to grantees and contractors, to submit semester reports

· The system shall be capable of generating word documents such as letters or other notices to grantees. A list of the templates includes the following:

· Proposals Tracker

· PAR Document

· Public Statement

· Grant Agreement template (in 5 languages). Includes:

Grant Cover Letter & Annexes: A Project Description, B Terms and Conditions, C Budget, D Disbursement Form, E Financial Report, F Programmatic Reports, G Drug Free Workplace Agreement, H Terms of the (Sub Grant Working Capital Loan) Fund, I Report Form for Fund.

· Rejection Letters

· Amendment Justification Memos

· Amendment Letters

· Disbursement Reports

· Templates of frequently used emails we send to Grantees

External documents

· IAF journal piece

· IAF fellow piece

· Project Summaries

· Public statement

· Video

· Picture

· News piece

· Notification: there is a check box for piece inputted as “external”. Immediately, a notification shall be sent to EGA that there is a pending external document for review (for website publication, etc.)

Post grant

· Use of remaining funds approval chain and email template (this shall also have a chain of approval – PSA creates in the system, FR approves, then to VPP for approval. There shall be a tickler (and “pending action” on the dashboard for all)

· Ex-post evaluation

· Project history

· Programmatic Monitoring

· The system shall have a way to simplify the collection and review of grantee reports. Programmatic report – reminder (system automatically notifies every active grantee two weeks prior to report due date) If there is a special case with a grantee, the FR can turn off the tickler (calendar notification/reminder). Grantee inputs programmatic and financial reports into the system and makes edits as necessary. There shall be a small chain of approval for each grant: tickler goes to PSA or LLAS to ensure all fields are ready for review, then to FR for review. This pending review shall be incorporated in the dashboard.

· Evaluation (Data Verifier-DV Reports)

· The system shall contain certain fields such as the orientation visit report from the DV, GDFs, project history. Grant results report – reminder (system automatically sends to every active grantee two weeks prior to report due date). If there is a special case with a grantee, the COR (Evaluation specialists) for DV contracts can turn off the tickler calendar notification/reminder). Grantee inputs GDFs and makes edits as necessary.

· Financial Monitoring & Auditing

· Financial report – reminder (system automatically notifies every active grantee two weeks prior to report due date) If there is a special case with a grantee, the FR can turn off the tickler (calendar notification/reminder). Grantee inputs financial reports into the system and makes edits in the system as necessary. There shall be a small chain of approval for each grant: tickler goes to PSA or LLAS to ensure all fields are ready for review and all necessary documents are attached, then to FR for review. This pending review shall be incorporated in the dashboard

· The system shall allow the IAF Auditor to enter all audit reports from the in-country auditors (audit orientation reports, audits, special audit reports), or any other audit reports related to a specific project

· The system shall include a field for audit summary comments from the IAF auditor and send notification to FRs, GC, VPP, and PSA when the field is entered

· Project Budget

· Proponent Budget

· The system shall have a standard budget with specific main line item fields, and shall include fields for cash and in-kind contributions

· The system shall track grant totals and subtotals for cash and in-kind for proponent, beneficiaries, other counterparts.

· The system shall contain fields for footnotes

· Grant Budget

· The system shall merge proponent budget (pre-proposal section) into the grant section.

· The system shall allow modification of the budget; ability to add new line items or delete others.

· Based on the fields inputted in the final budget line items, the system shall determine the necessity of specific reports for the grantee to complete (for example, working capital report, loan fund report, etc.)

· Other Financial Management Aspects

Contractors (LLAS, Data Verifiers, Auditors)

· The system shall track reports, voucher payments and provide notifications of pending expiration of contracts (one year prior to expiration).

Travel Grants

· The system shall track initial applications, in-house approval, and reports.

· The system shall store all previous travel grants

· Disbursements

· The grantee will input the disbursement request into the system.

· The system shall verify availability of funds per line item requested against previous disbursements and running balances, and flag the FR for final review.

· The system shall allow users to add or change source of funding for disbursements and have the ability to track those funds.

· The FR approves the disbursement and inputs the justification, including any flagged issues and it is flagged for processing by the Program Administrator.

· Once processed, shall automatically generate an email notification to Fiscal Service of daily disbursements.

· The system shall notify the Grantee, FR, PSA and Program Administrator when the disbursement has been processed by Fiscal Service.

· The system shall record the date the disbursement was sent to Fiscal Service.

· There shall be a field to enter the date disbursement processed by Fiscal Service and attach the Fiscal Service email verification.

· The system shall save the disbursement request to each grant file in the system under disbursements.

· Amendments

· The system shall store all fields related to amendments including amendment justification narrative, approval chains, etc.

· The system shall be user friendly and track reprogramming changes to budgets.

· The system shall generate the amendment letters according to the amendment type (time extension, additional funds, reprogramming, etc.) with new reporting dates, principals, grantee address. It shall pull all the info from the fields to create the letters automatically in all languages.

INACTIVE (Project Closed-out)

· The system shall have a tickler for the PSA to close out grants once the project terminates. It shall include grant closeout fields for comments from FRs, LLAS and Data Verifiers, and a check list to ensure that all the reports have been received

· The system shall provide a field for grants that are closing for a short overall assessment so that any FR going into the system can know if they should consider funding the group again.

· The system shall include a tickler according to the National Archives and Records Administration (NARA) record disposition calendar.

· The system shall provide a report that includes grants ending each FY and the schedule for disposition

· The system shall contain fields for final reports in the close out section.

· Ex-Post Evaluations – Reports shall be input/stored in the system

· De-obligations – The system shall have a field so that FRs can input funds de-obligated. A tickler shall be sent to notify the financial officer.

REPORTS

· Reporting Features/Accessibility to Data

· The system shall allow all IAF offices to have user access

· The system shall be flexible enough to create new reports based on various, completed fields.

· The system shall be compatible with Word, Excel, and Adobe. It shall run reports in all different formats, and documents in either of these formats shall be attached in the systems database and linked to appropriate grants.

· The system shall be able to run a snapshot of active portfolios (Ex. summary of active grants with brief description per country).

· There shall be a window/section in which you can see a summary of everything that has gone on with the life of a grant or proposal (dashboard).

· The system shall house monthly management reports to the board.

· The system shall run several types of reports that not only track progress of grant funding per fiscal year, but also summaries of important data used for annual reports, the CBJ, etc.

· The system shall be searchable (grantees, prior grantees, orgs that have sent proposals, by country, etc.).

· The system shall allow thematic and programmatic searches.

· The system shall run data disaggregated by fiscal year/country/project id for GDF indicators and project area/demographic data, included in the GDF.

(Attachment B - Audit&Evaluation)

· The system shall allow searching by organization acronym, organization name, and principal names of individuals associated with grants.

OTHER

· Contact information

· The system shall be the central location where contact information is maintained for grantees (current and past), contractors, partners, distribution lists, and embassy POCs etc.

· The system shall be virtually accessible/web enabled (i.e. review, input from field or when teleworking).

· The system shall have an online help module and help functions for all users including the proponents.

· The system shall have a calendaring capacity.

· Travel

· The system shall have a section to store travel information: dates of field visits, trip report fields, fields for all related government travel clearances.

TESTING:

· The Offeror shall test every function to meet the requirements in the PWS.

· Similar test shall be conducted for any upgrades and configuration changes.

· In the initial roll-out of the system, the Offeror shall test the system thoroughly for functionality and accuracy and performance of the system.

UAT TESTING:

· IAF will take up to two weeks to execute the user acceptance testing and identify defects.

· The Offeror shall address and resolve the defects to an acceptable limit for IAF to approve it.

SUPPORT SERVICES:

· Providing help desk services via e-mail and phone for internal HQ personnel for the specified hours in section 4.3.5.1.

· Services may include account management; troubleshooting software and hardware issues and resolving it in a timely manner.

4.4.2 Technical Constraints

The Contractor shall meet the required deliverables within the following constraints:

· Bandwidth is limited at sites that IAF does business with which includes Mexico, Central America, The Caribbean, South America; any solution shall take this into consideration and offer a low-bandwidth offline system option.

· The current email system and calendar is Google apps.

· Currently IAF does not have a Single Sign-on system; however IAF is planning to implement a Single Sign-on solution.

· The current bandwidth circuit at IAF is 10 Mbps

4.5 Licensing and Role-Based Access Requirements

The Contractor shall recommend a licensing type (i.e., full CAL, limited CAL, and Employee Self Service(ESS)) based upon the anticipated level of access needs shown in the chart below.

Apply for grants Track application status Submit progress reports Submit Completion Report

Provide feedback to or request additional information from applicant

Collaborate within review team

Rate/score application

Approve or Disapprove

Manage grant through life cycle (reports)

Ability to push out reminders Generate agency-wide reports

Modify email templates and configure forms

Configure and customize data fields and establish standard workflows

Ability to push out reminders

Ability to view and search individual grants and groups of grants.

Full Cal, Limited Cal, Employee Self Service (ESS)

Employees- HQ staff Contractors and Data Verifiers Review applications

Provide feedback to or request additional information from applicant

Collaborate within review team

Rate/score application

Approve or Disapprove Manage grant through life cycle (reports)

Ability to push out reminders Generate agency-wide reports

Modify email templates and configure forms

Configure and customize data fields and establish standard workflows

Ability to push out reminders

Ability to view and search individual grants and groups of grants.

4.6 Language requirements:

IAF provides grants and conducts business in Latin America and Caribbean Islands. The languages used are English, Spanish, French, Portuguese, and Haitian Creole.

Portal requirements: The IAF portal site shall be configured to allow the user to choose from the following languages: English (default language), Spanish, French, Portuguese, and Haitian Creole.

This shall be available upon GO-LIVE day 1.

The Grants Application: Upon implementation and Go-Live – Day 1; the system shall be in English (default language).

Day 1 of the 1st option year, Grants system application shall be available in Spanish, French, and Portuguese, in addition to English (default language),

5.0 Data Transmission Security and Availability Requirements

Data transmissions, such as credential log-ins, shall use a 128 bit Advanced Encryption Standard (AES). Transport Layer Security (TLS) 1.1 or higher is preferred over Secure Sockets Layer (SSL) 3.0. SSL versions prior to 3.0 are not allowed.

The Contractor’s solution shall define security measures for application web portal user authentication, system back-up and recovery, and automated monitoring.

6. Deliverables and Due Date

6.1.1 Kick off meeting

The Contractor shall hold a kick-off meeting at IAF, within 5 business days after award, to discuss strategies and become familiar with IAF staff and requirements for Tasks.

6.1.2 Bi-Weekly Status Reports

The Contractor shall electronically provide bi-weekly reports by noon Friday. Bi-Weekly progress reports to show the Contractor’s actual progress compared to the approved schedule as required and identified elsewhere in this PWS. The progress report shall identify delay factors (if any) and status of work planned versus actual start and completion dates, including percentage of completion and cost status. Status reports shall be provided to the Contracting Officer’s Representative (COR) in a written format and at meetings.

Special Reports and Notifications—Bi-weekly updates shall be supplemented by documented meetings, telephone calls, and other notices so that any problems that will impede timely performance may be immediately brought to the attention of the COR. Special reports shall be provided to the COR in a written format and meeting.

6.1.3 Contractor Project Management Plan (CPMP)

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that describes the Contractor’s approach, timeline and tools to be used in execution of the implementation of the grants management system with the technical proposal and shall be revised within 30 days after award, if necessary. The CPMP shall take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor intends to coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon by the COR and updated monthly thereafter. The Contractor shall update and maintain IAF approved CPMP throughout the period of performance.

Except where otherwise directed, the Contractor shall submit reports and other deliverables in accordance with the requirements set forth in Section 6.1.2. All reports or other written documentation shall be submitted in one (1) electronic copy to the COR, unless otherwise indicated. All required deliverables (hard copy or electronic) including documents requested by the COR and produced under this award are the property of IAF. The Contractor shall NOT release any information related to this award without written permission from the COR.

6.1.4 Prototype System Deliverables

The contractor shall demonstrate a functional prototype of the system that meets the requirements identified in Section 4 Scope within 40 days of the project kickoff. IAF will review, identify any defects or gaps and accept this within five business days.

6.1.5 System Documentation

The Contractor shall provide the following system documentation annually including documentation during the implementation phase.

1. Functional requirement documentation before Production roll-out

2. Technical documentation including all security documents in section: before Production roll-out

3. Training documentation before Production roll-out

6.1.6 Training

Contractor shall provide training and training materials in accordance with Section 4.3.4, within 15 business days after delivery of system.

6.1.7 Final System Deliverables

The Contractor shall deliver the final system within 30 business days after conclusion of testing with live data.

6.1.8 Migration of Grant Management Data from Existing Database to New System The Contractor shall migrate grant management data from existing systems as part of the deployment to the UAT environment within 75 days from kickoff date.

The data and files will be made available as soon as it is required for data migration planning and testing.

There will be a first run of data migration from the current system to the new system for UAT; as IAF continues to test the existing system. There will be a need for a second run of data migration before production roll out within 100-105 days from kickoff.

6.1.9 Language Capability and Availability:

6.1.9.1 Portal Requirements

The IAF portal site shall be configured to allow the user to choose from the following languages: in English (default language), Spanish, French, Portuguese, and Haitian Creole. This will be made available upon GO-LIVE day 1.

6.1.9.2 The Grants Application

Upon implementation and Go-Live – Day 1; the system will be available in English (default language).

6.1.9.3 The Grants Application

Day 1 of the 1st option year of the contract the Grants system application shall be available in Spanish, French, and Portuguese, in addition to English (default language).

6.2 Deliverable Quality

All deliverables shall be submitted in electronic format to the COR. For deliverables that change after their initial submission, the Contractor shall submit the updated deliverables to the COR.

IAF requires a minimum of two (2) and up to five (5) business days, based on the size of the deliverable, to complete the review of each deliverable. The Contractor shall update all the deliverables as required to accommodate appropriate comments within five (5) business days and include a disposition on all comments, with an explanation for any comments not incorporated. The Government requires a minimum of two (two) to five (5) business days to review and approve minor rework of deliverables.

6.3 Quality Assurance

IAF will review Contractor deliverables for quality, completeness, correctness, and timeliness and acceptance criteria applicable to the deliverable. Any written deliverables shall be free of grammatical and spelling errors as well as accurately reflect industry standard rules and best practices.

IAF will evaluate the Contractor’s performance under this award in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what IAF will do to ensure that the Contractor has performed in accordance with required performance standards. It defines how the performance standards will be applied as well as the method of surveillance. The IAF reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

6.3.1 Quality Assurance Surveillance Plan

Unsatisfactory Prototype System Deliverables will be made satisfactory at no additional cost to the Government.

Unsatisfactory Final System Deliverables will be made satisfactory at no additional cost to the Government.

Customer Support

7. Non-Functional Requirements

7.1 System Interface/Integration

· The new Grants system shall interface with Microsoft Windows 7 and be able to scale up to other windows upgrades.

· The current email system is Google apps using Google apps over cloud.

· The internet browser used at IAF is IE v 9 and Google Chrome and shall be capable of interfacing with newer versions.

· IAF's financial systems are maintained through a shared service agreement with another federal agency. Payments, reconciliations, commitments and obligations must go through International Treasury Service (ITS) and Secure Payment System (SPS) and are recorded in Oracle Federal Financials. As a result, the solution will need the capability to support integration of IAF's Grants System to the Oracle Federal Financials

7.2 Data Migration

· The Contractor shall employ its engineering services to prepare the Microsoft Dynamics CRM or Equal, grant management “solution” package necessary to capture current IAF data structure, and customizations in order to successfully migrate data to the hosted system. The overarching effort shall be to migrate grant data from the following systems:

· IAF’s Grant evaluation and management system (GEMS) to Contractor’s hosted solution. The GEMS system is an oracle based application with approximately 5.4 GB data file.

· There are approximately 250 active grants and each grant may have up to 80 files including word, excel and pdf files. The average grant may have up to 33 Word files; 25 pdf files and 12 excel files.

· Data in excel format that is currently stored on the file server shall be imported/migrated to the Contractor’s hosted solution. (Attachment B – Sample excel file)

· Other Grant…