Module 03 Course Project - Statement of Work (SOW) and Work Breakdown Structure (WBS)
Twinage12
sample_statement_of_work_government.pdf
A Statement of Work (SOW) is typically used when the task is well-known and can be described in specific terms.
Statement of Objective (SOO) and Performance Work Statement (PWS) emphasize performance-based concepts
such as desired service outcomes and performance standards. Whereas PWS/SOO's establish high-level outcomes
and objectives for performance and PWS's emphasize outcomes, desired results and objectives at a more detailed
and measurable level, SOW's provide explicit statements of work direction for the contractor to follow. However,
SOW's can also be found to contain references to desired performance outcomes, performance standards, and
metrics, which is a preferred approach.
The Table of Content below is informational only and is provided to you for purposes of outlining the
PWS/SOO/SOW. This sample is not all inclusive, therefore the reader is cautioned to use professional judgment
and include agency specific references to their own PWS/SOO/SOW.
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B.1 GENERAL DESCRIPTION ............................................................................................................................... 3 B.2 SERVICES AND PRICES/COSTS .................................................................................................................... 3 B.3 INDIRECT / MATERIAL HANDLING RATE ................................................................................................. 3 B.4 INCREMENTAL FUNDING LIMITATION OF GOVERNMENT’S OBLIGATION ..................................... 4 B.5 CONTRACT ACCESS FEE ............................................................................................................................... 5 C.1 PURPOSE ........................................................................................................................................................... 5 C.2 BACKGROUND................................................................................................................................................. 5 C.2.1 AGENCY MISSION........................................................................................................................................... 6 C.2.2 CURRENT ENVIRONMENT ............................................................................................................................ 7 C.3 SCOPE ................................................................................................................................................................ 7 C.4 OBJECTIVE........................................................................................................................................................ 7 C.5 TASKS ................................................................................................................................................................ 8 C.5.1 TASK 1 - DEVELOPMENT, MODERNIZATION AND ENHANCEMENT (DME) ...................................... 8 C.5.2 TASK 2 – STEADY-STATE CORRECTIVE MAINTENANCE .................................................................... 13 C.5.3 TASK 3 – MONTHLY STEADY-STATE OPERATIONAL SUPPORT ........................................................ 17 C.5.4 TASK 4 – TRANSITION SERVICES.............................................................................................................. 20 C.6 SECTION 508 COMPLIANCE ........................................................................................................................ 20 D.1 DELIVERABLES MEDIA ............................................................................................................................... 21 E.1 PLACE OF INSPECTION AND ACCEPTANCE ........................................................................................... 21 E.2 SCOPE OF INSPECTION ................................................................................................................................ 22 E.3 BASIS OF ACCEPTANCE .............................................................................................................................. 22 E.4 INITIAL DELIVERABLES.............................................................................................................................. 22 E.5 WRITTEN ACCEPTANCE/REJECTION BY THE GOVERNMENT............................................................ 22 E.6 NON-CONFORMING PRODUCTS OR SERVICES ...................................................................................... 22 F.1 PLACE OF PERFORMANCE.......................................................................................................................... 23 F.2 PERIOD OF PERFORMANCE........................................................................................................................ 23 F.3 TASK ORDER SCHEDULE AND MILESTONE DATES ............................................................................. 23 F.4 PLACE(S) OF DELIVERY .............................................................................................................................. 27 F.5 NOTICE REGARDING LATE DELIVERY.................................................................................................... 27 G.1 INVOICE SUBMISSION ................................................................................................................................. 28 G.2 INVOICE REQUIREMENTS........................................................................................................................... 28 G.2.1 INVOICING INSTRUCTIONS ........................................................................................................................ 28 G.2.2 TRAVEL ........................................................................................................................................................... 29 G.3 LIMITATION OF COSTS................................................................................................................................ 29 H.1 GOVERNMENT FURNISHED PROPERTY (GFP) ....................................................................................... 29 H.2 GOVERNMENT FURNISHED INFORMATION........................................................................................... 29 H.3 TRAVEL ........................................................................................................................................................... 30 H.3.1 TRAVEL REGULATIONS .............................................................................................................................. 30 H.5 SECURITY REQUIREMENTS........................................................................................................................ 30 H.5.1 SECURITY POLICY........................................................................................................................................ 30 H.5.2 SECURITY AND OTHER COMPLIANCE CONCERNS .............................................................................. 30 H.6 KEY PERSONNEL........................................................................................................................................... 31
H.7 ORGANIZATIONAL CONFLICT OF INTEREST AND NON-DISCLOSURE REQUIREMENTS ............ 31 H.7.1 ORGANIZATIONAL CONFLICT OF INTEREST ......................................................................................... 31 H.8 TRANSFER OF HARDWARE/SOFTWARE MAINTENANCE AGREEMENTS TO FOLLOW-ON
CONTRACTORS.............................................................................................................................................. 32 H.9 EARNED VALUE MANAGEMENT CRITERIA ........................................................................................... 32 I.1 FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1).............................................................. 33 I.2 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) .................................................................... 33 I.3 FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000).............................. 33 J.1 LIST OF ATTACHMENTS.............................................................................................................................. 33
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STATEMENT OF WORK
Project Name & ID: ______________
May 1, 2011
NOTE: Paragraphs B.1 through B.3 of the offeror’s awarded Alliant GWAC are applicable to this Task Order
Request (TOR) and are hereby incorporated by reference. In addition, the following applies:
B.1 GENERAL DESCRIPTION
Consistent with Agency and Federal goals of enterprise, shared-solution, and service-based approaches to
information technology: services may include a new systems, consolidate and/or integrate systems, develop
interfaces with other systems/services, and expand the existing systems to also support other program areas, and,
potentially, support data and requirements from other Federal Government agencies.
The Contractor shall perform the effort required by this task order on a Labor Hour and Firm Fixed Price (hybrid)
basis. The work shall be performed in accordance with all sections of this task order and the offeror’s Alliant
GWAC, under which the resulting task order will be placed. The Contractor must propose labor categories and
hourly rates that are contained within its Alliant contract, at fully burdened rates that do not exceed the benchmark
rates established for each particular labor category in its Alliant contract. Therefore, for the purposes of this task
order, the labor rates shall not exceed the benchmark rates unless the Contractor proposes a specialized or rare labor
category not explicitly defined by any established labor category description in the Alliant GWAC. If a highly
specialized or rare labor category is proposed, the Contractor must provide the appropriate support rationale. Please
reference Section L.7(c) Price Supporting Documentation (Tab C).
B.2 SERVICES AND PRICES/COSTS
The following abbreviations are used in this Task Order Request:
(CLIN) Contract Line Item Number (FFP) Firm Fixed Price (LH) Labor Hour (NSP) Not Separately Priced (NTE) Not to Exceed
Note: An Indirect Handling Rate Or Other Overhead Charges (Such As G&A) Shall Only Be Included If The
Underlying Contract Allows The Application Of Such A Charge And Includes The Negotiated Rate/Charge.
The Nte Ceiling Amount Represents The Maximum Amount Of The Government’s Liability. The Contractor
Exceeds The Ceiling At Its Own Risk.
*Transition-In Services (Clin 0004) Applicable To Base Year Only
Transition-In Services Are Not Anticipated For The Incumbent. Therefore, These Services Should Not Be Proposed
By The Incumbent.
All Other Offerors Shall Price Transition-In Services Separately From The Total Price Of The Base Year.
B.3 INDIRECT / MATERIAL HANDLING RATE
Travel will be reimbursed at actual cost in accordance with the limitations set forth in FAR 31.205-46.
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Profit shall not be applied to travel costs. Contractors may apply indirect costs to travel in accordance with the
Contractor’s usual accounting practices consistent with FAR 31.2.
B.4 INCREMENTAL FUNDING LIMITATION OF GOVERNMENT’S OBLIGATION
(a) Contract line item(s) (CLINs) * through * are incrementally funded. For these item(s), the sum
of $ * of the total ceiling is presently available for payment and allotted to this task order. An allotment
schedule is set forth in paragraph (j) of this clause.
* To be inserted at time of award - after negotiation.
(b) For item(s) identified in paragraph (a), the Contractor agrees to perform up to the point at which the
total amount payable by the Government, including reimbursement in the event of termination of those
item(s) for the Government’s convenience, approximates the total amount currently allotted to the contract.
The Contractor is not authorized to continue work on those item(s) beyond that point. The Government
will not be obligated in any event to reimburse the Contractor in excess of the amount allotted to the task
order for those item(s) regardless of anything to the contrary in the clause entitled “Termination for
Convenience of the Government.” As used in this clause, the total amount payable by the Government in
the event of termination of applicable contract line item(s) for convenience includes costs, profit, and
estimated termination settlement costs for those item(s).
(c) The Contractor will notify the Contracting Officer in writing at least ninety days prior to the date when,
in the Contractor’s best judgment, the work will reach the point at which the total amount payable by the
Government, including any cost for termination for convenience, will approximate 85 percent of the total
amount then allotted to the task order for performance of the applicable item(s). The notification will state
(1) the estimated date when that point will be reached and (2) an estimate of additional funding, if any,
needed to continue performance of applicable line items up to the next allotment of funds. The notification
will also advise the Contracting Officer of the estimated amount of additional funds that will be required
for the timely performance of the item(s) funded pursuant to this clause, for a subsequent period as may be
specified in the allotment schedule in paragraph (i) of this clause or otherwise agreed to by the parties. If
after such notification additional funds are not allotted by the date identified in the Contractor’s
notification, or by an agreed substitute date, the Contracting Officer will terminate any item(s) for which
additional funds have not been allotted, pursuant to the clause of this contract entitled “Termination for
Convenience of the Government.”
(d) When additional funds are allotted for continued performance of the contract line item(s) identified in
paragraph (a) of this clause, the parties will agree as to the period of task order performance which will be
covered by the funds. The provisions of paragraphs (b) through (d) of this clause will apply in like manner
to the additional allotted funds and any agreed to substitute date, and the task order will be modified
accordingly.
(e) If, solely by reason of failure of the Government to allot additional funds, by the dates indicated below,
in amounts sufficient for timely performance of the contract line item(s) identified in paragraph (a) of this
clause, the Contractor incurs additional costs or is delayed in the performance of the work under this task
order and if additional funds are allotted, an equitable adjustment will be made in the price or prices
(including appropriate target, billing, firm fixed price, and ceiling prices where applicable) of the item(s),
or in the time of delivery, or both. Failure to agree to any such equitable adjustment hereunder will be a
dispute concerning a question of fact within the meaning of the clause entitled “Disputes.”
(f) The Government may at any time prior to termination allot additional funds for the performance of the
contract line item(s) identified in paragraph (a) of this clause.
(g) The termination provisions of this clause do not limit the rights of the Government under the clause
entitled “Default.” The provisions of this clause are limited to the work and allotment of the contract line
item(s) identified in paragraph (a) of this clause. This clause no longer applies once the contract line
item(s) identified in paragraph (a) of this clause are fully funded except with regard to the rights or
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obligations of the parties concerning equitable adjustments negotiated under paragraphs (d) and (e) of this
clause.
(h) Nothing in this clause affects the right of the Government to terminate this task order pursuant to the
clause of the underlying contract entitled “Termination for Convenience of the Government.”
Nothing in this clause shall be construed as authorization of voluntary services whose acceptance is
otherwise prohibited under 31 U.S.C. 1342.
(j) The Government has allotted funds to this task order in accordance with the following table:
CLIN DATE FUNDING
OBLIGATED
TOTAL TASK
ORDER
ESTIMATED
CEILING PRICE
AMOUNT OF
FUNDING
OBLIGATED
TOTAL FUNDED
ESTIMATED
CEILING PRICE
0001, 0002, 1001,
1002, 2001, 2002,
3001, 3002, 4001,
4002
month/day/year $ $ $
Total $ $ $
B.5 CONTRACT ACCESS FEE
The Contract Access Fee (CAF) is ¾ of a percent (i.e., 0.0075) to be applied to the total price/cost for contractor
performance as billed to the Government.
The formula is: Total CAF = Total Price or Costs * CAF Percentage.
On all Orders, regardless of Order type, Contractors must estimate CAF in their proposals and OCOs may fund CAF
as a separate Contract Line Item Number (CLIN).
The Contractor remits the CAF to GSA in accordance with Alliant GWAC Section G.9.5.
C.1 PURPOSE
The purpose of this task order is to obtain services related to the Operations, Corrective Maintenance, and
Development/Modernization/Enhancement (DME), of the Agency’s electronic grants management (eGrants) and
other related Information Technology (IT) systems. These systems primarily support program offices.
The current IT systems within scope of this task order include Integrated Disbursement and Information System
Online (IDIS OnLine), Performance Measurement System (PERMS), and the Title V system. Consistent with
Agency and Federal goals of enterprise, shared-solution, and service-based approaches to information technology:
services may also be required to develop new systems, consolidate and/or integrate systems, develop interfaces with
other systems/services, and expand the existing systems to also support other program areas, and, potentially,
support data and requirements from other Federal Government agencies.
C.2 BACKGROUND
Offices under the Office of the Chief Information Officer (OCIO) monitor most IT functions in the Agency.
Systems (applications) work is currently performed under the OCIO Office of Systems Integration and Efficiency
(OSIE). Additionally, staff in the division serves as the focal point in coordinating the technical activities involved
with other OCIO organizations including the Chief Information Officer and Deputies, Investment Management,
Enterprise Architecture (EA), Policy and e-Gov, IT Operations, and IT Security offices.
The Agency serves as the focal point for coordinating efforts with external stakeholders including grantees, public
interest groups, citizens, White House Office of Management and Budget (OMB), and Congress.
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For purposes of this task order there is one clear distinction that is validated by the Department’s organizational
structure. The people who work in OCIO respond to and effectively manage all technical aspects of this task order.
The people who work in CPD respond to and effectively manage all business aspects of this task order.
The business processes covered under this procurement include, but are not necessarily limited to, the general
aspects of the Grants Management Lifecycle.
This Grants Management Lifecycle is consistent and compatible with the benchmarks identified in the Federal e-
Grants initiative and the Grants Management Line of Business. The IT systems within scope of this task order each
support one or multiple functions of the Grants Management Lifecycle.
CPD’s vision for Electronic Grants Management is to:
Automate or increase efficiency of grant management and administrative processes Retire manual and/or paper-based processes Increase use of single-sign-on so grantees have fewer points-of-entry to grants systems Increase integration among grants systems Reduce reliance on stove-piped, single-purpose solutions Streamline database design to increase performance and reliability Centralize data where feasible (single-source) and share via services Reduce overall data footprint Increase accuracy and standardization of data Reduce data entry burden for grantees and staff Better utilize existing data for improved analysis, reporting, and decision-making Improve system design, interface, usability, and user-friendliness Reduce reliance on manual data corrections to reduce overall operational costs Improve quality of system releases to minimize need for corrective maintenance Enable additional grant programs to leverage the eGrants systems for cost savings Further enhance systems with stronger financial controls for improved accountability Develop public-facing interfaces for improved transparency Utilize innovative web technologies for integrated and cost-effective solutions Rapidly and efficiently respond to legislative mandates requiring system changes Reduce overall costs to operate/maintain eGrants systems
CPD believes this vision will lead to more rapid award and disbursement of funds to grantees, better execution of
grants, greater capacity of grantees, and better on-the-ground performance of grants. Most importantly, the Agency
believes an improved and integrated spectrum of IT systems will directly lead to improved access to affordable
housing, better neighborhood conditions, job creation, and more targeted services to better meet the needs of low-
income families, the homeless, HIV/AIDS patients, and other key beneficiaries of Agency’s grant programs. In
times of limited Federal dollars for grant programs, optimizing use of IT systems can directly lead to improved
outcomes, i.e., reduced grantee time spent on administrative paperwork frees up staff time to directly execute and
oversee grant activities.
Additionally, CPD believes that grant programs in other program offices could benefit in terms of significant
efficiency gains and administrative cost savings if they leveraged CPD’s grants management systems to administer
their grants, and abandoned existing stove-piped, legacy, and/or paper-based solutions. CPD’s grants management
systems are poised to begin servicing other grant programs around the Department.
C.2.1 AGENCY MISSION
The Agency seeks to develop viable communities by promoting integrated approaches that provide decent housing,
a suitable living environment, and expand economic opportunities for low and moderate income persons. The
primary means towards this end is the development of partnerships among all levels of government and the private
sector, including for-profit and non-profit organizations.
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The Agency seeks to empower local residents by helping to give them a voice in the future of their neighborhoods; stimulate the creation of community based organizations; and enhance the management skills of existing organizations so they can achieve greater production capacity. Housing and community development are not viewed as separate programs, but rather as among the myriad elements that make up a comprehensive vision of community development. These groups are at the heart of a bottom-up housing and community development strategy. The IT systems identified in this task order request are dedicated to supporting this mission.
Work outlined in this task order request is directly related to the following Strategic Goals: The Contractor shall provide innovative, integrated, EA-compliant, and cost-effective IT solutions that increase efficiency, reduce data entry, reduce IT system operations costs, and reduce manual/paper-based administrative burdens for staff and grantees in order to meet this mission. C.2.2 CURRENT ENVIRONMENT
The Technical Environment for each of the existing IT systems is defined in Attachment 1 to this solicitation.
The Agency currently uses the following desktop business applications: Microsoft Windows XP, Microsoft Access
version 2007, Microsoft Excel version 2007, Microsoft PowerPoint version 2007, Microsoft Word version 2007,
Microsoft Project version 2007 and Microsoft Visio version 2007, but regularly upgrades the environment. The
current Technical Reference Model (TRM) can be found on the website. All deliverables will be in a format
compatible with standards listed.
C.3 SCOPE
The milestones and deliverables in the following requirements will be implemented and thoroughly discussed with
the GSA Contracting Officer’s Representative (COR) and the Agency Technical Points of Contact (TPOCs)
(Government Technical Representative [GTR]/Government Technical Monitor [GTM]). This task order will be
performed for a five-year period with one base period, and four option years.
The Contractor shall support the following functions:
IT System Steady-State Operational Support services necessary to continue on-going operations of existing IT systems.
IT System Steady-State Corrective Maintenance services, including application bug fixes, fixes to reports that are inaccurate, correcting business rules that contain bad logic, and/or assistance in completion of
scheduled Enterprise Architecture (EA) and infrastructure or software upgrades as identified by OCIO.
Systems Development, Modernization and Enhancement (DME) services for each of the eGrants systems and subsystems as budgets permit. DME typically includes requirements analysis, design, development,
testing, and deployment of changes and enhancements to existing systems to engender new or modified
functionality in response to regulatory and statutory changes. DME may also include development of future
systems, consolidation of systems, integration of systems for improved data sharing, and/or the expansion
of the existing systems to support other grant-making program areas in the Agency or potentially from
other Federal Government agencies. All of these services will include coordination with the infrastructure
support vendor(s) and, from the Contractor’s side, effective project management in alignment with Project
Planning and Management (PPM) process.
C.4 OBJECTIVE
The Contractor shall be responsible for providing substantial value to the Agency in the form of technical services to
ensure successful business operations, maintenance, and enhancement of the systems supporting CPD and other
grant-making offices within the Agency. This work includes assisting staff and infrastructure contractors to
complete scheduled Enterprise Architecture (EA) and software upgrades as identified by OCIO. The effort includes
ensuring that the systems are fully compatible and integrated with current software programs and hardware and fully
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functional in relation to existing operating environments within the Agency and to the greatest extent possible with
the external users and business partners outside of Agency.
Contractor personnel assigned to this task order will perform their work at the Contractor’s facility. The
Government will not furnish office space or equipment for Contractor staff. However, all project review meetings
with the Government and Contractor staffs will be held at the Agency Headquarters unless instructed otherwise by
the GTR/GTM.
C.5 TASKS
The purpose of this task order is to have the Contractor perform services related to the Operations, Corrective
Maintenance, and Development/Modernization/Enhancement (DME) of electronic grants management (eGrants)
and other related Information Technology (IT) systems. Due to the complexity of the task, the offeror should have
knowledge of grants management business processes, have the ability to analyze those processes in a holistic and
integrated context, and recommend viable cost-effective technical and data solutions that improve program
operations, reduce costs, and lower administrative burdens for grantees and staff.
The Contractor shall provide support for the tasks as described below.
C.5.1 TASK 1 - DEVELOPMENT, MODERNIZATION AND ENHANCEMENT (DME)
Development/Modernization/Enhancement (DME) means the program cost for new investments, changes or
modifications to existing systems to improve capability or performance, changes mandated by the Congress or
agency leadership, personnel costs for investment management, and direct support.
DME includes introduction of new or modified functionality or scope that requires the re-engineering and/or
enhancement of an existing system, the re-platforming of a system to a new technical architecture, or the
development of a new system.
The Contractor shall practice rigorous requirements management, project management, change control management
and testing during DME efforts to ensure:
Deployment Of High-Quality Code That Accurately Meets The Requirements Successful Releases Without Introduction Of Unexpected Problems Minimal Need For Emergency/Corrective Maintenance Minimal Need To Fix The Same Issue Multiple Times Maximum Value Out Of Limited It Budget Resources
C.5.1.1 DME AND THE PPM PROCESS
All DME projects shall be initiated via a Work Request and will follow the Project Planning and Management
(PPM) process.
Some or all of the project phases defined by PPM will be included in the Project Plan:
Need/Concept Definition Design Execution of Solution Deployment Operate and Maintain Decommission
The project plan will identify the phases above as milestones. It will also include milestones for requirements
gathering/business process analysis meetings, agile development design sessions, prototype demonstrations, regular
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status meetings, and other meetings as necessary where the Contractor needs input from the Government or staff
requests demonstration of functionality. The project plan will also provide a schedule for all PPM and other
deliverables identified in the Work Request as well as any of the following based on the scope of the change or the
Level of Effort (LOE), as required by the Government:
Concept of Operations Business Process Models Proof of Concept Prototype Pilot
Work Requests will cover one or multiple phases of the PPM process. The PPM process is a general guideline for
all DME projects. Not all deliverables are required for all projects. During the Need/Concept phase, CPD/OCIO
will develop a Project Process Agreement which essentially determines which PPM artifacts are required for the
project. CPD/OCIO will tailor Work Requests to include or exclude PPM artifacts. The Contractor shall develop
new documents, or update existing documents, as specified in the Work Request. Examples of standard PPM
documents that will be created or updated include:
Requirements Definition Document
Solution Architecture Document
Technical Design Document
Interface Control Document and/or Interconnection Security Agreement
Test Plan
Release Plan
Communication Plan
Staffing Management Plan
Capacity Plan
Data Conversion Plan
Test Report
Operations and Maintenance Manual
Project Completion Report
Post Deployment Report
Decommission Plan
Post Decommission Report
As part of the need/concept or definition phases of the PPM, and based on scope and complexity of work, the project
plan may also include either or both of the following activities as required by the Government:
Business Analysis Business Process Re-engineering
The PPM process requires Gate Reviews as projects progress through the phases. The contactor shall participate in
OCIO Gate Reviews or other technical project reviews as requested by the GTM.
C.5.1.2 PROJECT MANAGEMENT
Project management shall be required for DME efforts to ensure software developers and other technical staff follow
project plans established in each Work Request. The Agency will closely monitor the cost and schedule of DME
Work Requests to minimize potential for cost and/or schedule variance.
The Government encourages the Contractor to follow the work process flow, methodology, procedures, deliverables
and best practices that conform to the standards dictated by the Project Management Body of Knowledge (PMBOK)
Guide, Project Management Life Cycle defined and published by the Project Management Institute (PMI).
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DME projects shall follow HUD’s Project Planning and Management (PPM) process. Details about the PPM
process can be found at this Government website:
C.5.1.3 CONFIGURATION MANAGEMENT PLAN
The Contractor shall update the existing Configuration Management (CM) Plan or create the CM Plan if it does not
exist. The plan shall address the following:
Configuration management: Configuration management is a set of processes and procedures to identify
configuration items, baseline configuration items and control changes to the configuration baseline. All
changes must be evaluated and approved by the Change Control Board (CCB) in accordance with the
procedures. The CCB constitutes staff and are responsible for determining priority and sequencing for
releasing fixes and enhancements.
Change management: Change management identifies and defines steps for initiating software changes that
may alter the current system or current requirements. The Contractor will maintain a Change Control
Register (CCR) for each system to log and track all change requests and requests to implement new
requirements.
Release management: Release management consists of specific processes that manage the risks associated
with each release. The processes address the coordination and responsibilities of all functional areas
affected by a release.
Problem tracking: Issues are thoroughly tracked and are sometimes submitted to the CCB for evaluation
and approval of the proposed resolutions.
CM tools: The Contractor will use standard CM tools as part of the CM process. Serena Dimensions is
currently the tool in use at the Agency.
C.5.1.4 QUALITY ASSURANCE PLAN
The Contractor shall provide a Quality Assurance (QA) Plan (QAP) that conforms to the minimum standards as
identified in the Quality Assurance guidelines identified in the PPM. The Contractor shall identify a team that is
dedicated to Quality Assurance and ensure that only high quality products and services are delivered to the
Government.
The Contractor shall maintain a Lessons Learned document, updating it subsequent to each release, and as required
by PPM process. The Contractor shall disseminate lessons learned to the team after each release, and make
recommendations as appropriate to the Government to increase the quality of future deliverables and improve
reliability and efficiency of systems.
The Government will use a Quality Assurance Surveillance Plan (QASP) as part of the Government’s efforts to
monitor contractor performance. See Attachment 2.
C.5.1.5 RISK MANAGEMENT
The PPM process emphasizes the importance of identifying, monitoring, managing, and mitigating risks for DME
efforts. The Contractor shall, with input from the GTM, develop a Risk Management Plan and a Risk Register for
each DME project. Monthly updates to the Risk Register will be identified as tasks in each Project Work Plan
(PWP). When the Contractor believes a technical project risk is on a path to be realized in the future, or already has
been realized, they must notify the GTR/GTM.
C.5.1.6 EARNED VALUE ANALYSIS AND REPORTING
The Contractor shall use Earned Value Management (See Section H.9) as per requirements of PPM process for
Steady-State Corrective Maintenance (Task 2) and DME (Task 1) Work Requests.
The Contractor shall not use Earned Value Management for Task 3 (fixed-price Steady-State Operational Support).
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C.5.1.7 SECURITY PACKAGES
The Contractor shall assist staff in developing or updating the “Security Package” for each system prior to major
system releases. Staff shall maintain responsibility for these documents but the Contractor shall provide technical
input. Updates in conjunction to major releases shall be covered under Task 2 (Steady-State Corrective
Maintenance) or Task 1 (DME) tasks only if the system fixes/enhancements being released cause a significant
change in the security of the system. All PWPs under Task 2 or Task 1 shall contain a task identifying each IT
Security document update requested in the Work Request, as well as a task or tasks identifying IT security-related
coding or system modification. The Security Package includes the following documents:
Risk Assessment System Security Plan Contingency Plan
Other IT security documents may be required, and will be identified in the Work Request. The Contractor shall
provide technical input to HUD in responding to Plan of Action and Milestones (POA&M) items by identifying the
system changes that may be required to correct and address security weaknesses.
C.5.1.8 REQUIREMENTS TRACEABILITY MATRIX (RTM)
A Requirements Traceability Matrix (RTM) shall be created or updated as required as part of the Definition phase of
all DME projects. The RTM is typically a direct input to the Requirements Definition Document. The RTM shall
clearly link the new and/or changed requirements to where and how they have been implemented in the system. The
RTM shall provide backwards and forward traceability, meaning the RTM documents each requirement from its
source through definition, analysis, design, testing, acceptance, and deployment.
C.5.1.9 TESTING
The Contractor shall conduct functional, unit, system/integration, regression, smoke, load/performance and/or
stability tests as applicable as part of their quality assurance plan for each system release. Each applicable test shall
be identified as a milestone in the Work Breakdown Structure (WBS). Use of industry-standard automated testing
software is strongly encouraged. The software shall be flexible to be able to handle changes and requirements of
any complexity; allow for the recording and playback of scripts, along with the ability to maintain an ongoing test
data suite; thus ensuring 100% of the requirements are met and that regression testing will fully test all previous
functionality. The amount and type of testing shall be commensurate with the size, scope, and risk of the specific
release as mutually agreed upon by the Contractor and the GTR/GTM.
User Acceptance Testing (UAT) is the critical step for identifying whether a product is ready to be deployed. The
process for UAT will be consistent with Section C.5.1.10 of this Task Order Request (TOR). Acceptance of all other
deliverables will be consistent with Section F of this TOR.
System performance load and stress testing will begin as early as feasible in the Execution of Solution phase and
shall be conducted at appropriate intervals prior to the submission of the request for the system release to ensure
acceptable performance in production.
C.5.1.10 USER ACCEPTANCE TESTING (UAT)
The Government will perform acceptance testing of the new or modified CPD systems’ code and/or database
changes/additions after successful completion of Contractor testing. The Contractor shall prepare or update a User
Acceptance Test (UAT) plan and test scenarios/scripts for users to follow during the initial structured portion of the
UAT (following structured testing the users are encouraged to conduct their own free-form testing). The Contractor
shall assist the Government during the preparation and execution of the acceptance test by establishing test data and
maintaining the test environment. The Contractor shall provide the draft version of all documentation, including the
Requirements Traceability Matrix (RTM), which shall be delivered with the final product at the time of the initiation
of the UAT period. The RTM shall clearly link the new and/or changed requirements to where and how they have
Software Application and Web-based Service Interface Page 11 of 36
been implemented in the system, to assist the users during testing. The Contractor shall correct any errors identified
by the User Acceptance Test team. The Contractor shall document the results of the testing in the Test Report.
Upon receipt of the report, the Government will examine the test results and make a determination as to the
readiness of the new or modified CPD systems’ code and/or database changes/additions to be released into the
production environment. The Government will certify the planned release under one of the following categories:
It is virtually error free and should be released into production. Errors still exist that should be addressed, however, a decision could be made that either:
o the release can proceed intact and the errors will be corrected and implemented through a subsequent release or,
o the release can proceed but the portions determined defective will be removed from it and errors will be corrected and implemented through a subsequent release.
It has major shortcomings and should not be released into production at this time. Instead, it should be returned for further development and re-testing.
C.5.1.11 RELEASES
Once the Government has performed UAT and final system performance load and stress testing has been completed,
the product shall be submitted as an Application Release Tracking System (HARTS) release request, along with all
associated documentation required for the HARTS release. This shall include the preparation of the system release
request in HARTS system, as well as the provision of test ID(s) and Password(s) and the necessary software code.
The Contractor shall prepare and manage Release Notes to document the fixes/changes/enhancements included in
each system release and support the release process using standard CM tools.
When the GTR/GTM verifies that UAT is successfully complete, the Contractor shall prepare and submit a HARTS
release package, which includes the technical release instructions, scripts, schedule, and other documentation.
The GTR/GTM shall determine if the release is categorized as a “regular” or “emergency” release. Current policy
specifies a lead-time of 10 business days for “regular” releases and 4 business days for “emergency” releases. The
Contractor shall be responsible for coordinating release testing with the Test Center, including copying all relevant
files into the Test Center “realignment” testing environment used to simulate each release. The Contractor shall
support the Test Center staff, OCIO staff, and/or infrastructure contractors during the installation and configuration
of software upgrades and application system releases as required. The Contractor shall also follow-up to provide
Verification and Validation of the intended results within two business hours after the release installation has been
completed, to verify that the installation was completed correctly.
The Contractor shall update all PPM and other system documentation to reflect all changes implemented to
production under DME work. The Contractor shall update the IT Security Plan and other documents if required.
These documentation tasks will be identified in the project plan and PWP for each Work Request.
C.5.1.12 CONCEPT OF OPERATIONS
The Concept of Operations shall be based upon the templates and checklists outlined in the PPM methodology. This
document is commonly referred to as a ConOps. A ConOps is not usually necessary for routine work on existing
systems. The ConOps shall be required for deployment of new systems; major re-engineering or modernization of
existing systems; or development of new system Modules or “paths” to meet substantially revised or new business
requirements. As directed by the GTR/GTM, the Contractor shall develop a ConOps or update an existing ConOps
for Definition and Design phases in the PPM. The ConOps shall be delivered first, before the Requirements
Definition documents, and then refined and delivered again before the Technical Design document.
Software Application and Web-based Service Interface Page 12 of 36
C.5.1.13 BUSINESS PROCESS MODELS
Business process models may include any of the following:
Flow Charts Use Cases Including Diagrams Activity Diagrams Work Process Simulations Other Models As Required By The Government
C.5.1.14 PROOF OF CONCEPT
A Proof of Concept is a non-operational representation of the proposed functionality. If the Project Plan calls for a
Proof of Concept, it will include a graphical representation of the flow of screens or the progression through the
logic of the system by the typical user.
C.5.1.15 PROTOTYPE
A Prototype is an incomplete project/product that is tested to verify the development that has been completed to
date. Thus, for the functionality that has been completely developed, the prototype shall be considered to be
completely demonstrating those unit functions. If the project plan calls for the prototype, it shall be deployed using
the development language of the final product delivery as well as the database of the final product delivery. The
prototype shall be tested to verify the efficiency of the code as well as the performance of the database. All
subsystem dependencies that have not been identified to be included in the Prototype shall be identified in writing
before the delivery of the prototype. Additionally, a Requirements Traceability Matrix (RTM) of the requirements
that are included in the prototype shall be delivered with the prototype delivery. The RTM shall include the
verification criteria for each requirement for testing purposes.
C.5.1.16 PILOT
A Pilot is a deployment of the final product for a limited group or subset of users. The pilot is intended to decrease
the overall risk of the project by only placing a limited number of users at risk of product failure in the deployment
phase. If the Pilot is deemed to be acceptable, then the Release Plan and Data Conversion Plan continue as
scheduled. The Contractor shall identify and document contingency plans prior to pilot deployment in the event that
the pilot is not successful, outlining corrective action plans for the project, if necessary.
C.5.2 TASK 2 – STEADY-STATE CORRECTIVE MAINTENANCE
Steady-State Corrective Maintenance encompasses modifications that fix application problems caused by design,
logic, or coding errors. This type of maintenance is often triggered by an explicit service desk ticket and often
involves errors that must be addressed immediately. Examples of issues that require corrective maintenance include
the following:
Calculations that generate incorrect totals Data screens that omit a required entry or store an entry in the improper location Improper logic in business rules Aborted programs Error messages Interfaces that are not functioning as designed Application configuration issues
C.5.2.1 PROJECT MANAGEMENT
Project management shall be required for Steady-State Corrective Maintenance efforts to ensure software developers
and other technical staff follow project plans established in each Work Request. The Government will closely
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monitor the cost and schedule of Corrective Maintenance work requests to minimize potential for cost and/or
schedule variance.
The Government encourages the Contractor to follow the work process flow, methodology, procedures, deliverables
and best practices that conform to the standards dictated by the Project Management Body of Knowledge (PMBOK)
Guide, Project Management Life Cycle defined and published by the Project Management Institute (PMI).
Steady-State Corrective Maintenance projects shall follow Project Planning and Management (PPM) process.
C.5.2.2 CONFIGURATION MANAGEMENT PLAN
The Contractor shall update the existing Configuration Management (CM) Plan. The plan shall address the
following:
Configuration management: Configuration management is a set of processes and procedures to identify
configuration items, baseline configuration items and control changes to the configuration baseline. All
changes must be evaluated and approved by the Change Control Board (CCB) in accordance with the
procedures. The CCB constitutes staff and staff are responsible for determining priority and sequencing for
releasing fixes and enhancements.
Change management: Change management identifies and defines steps for initiating software changes that
may alter the current system or current requirements. The Contractor shall maintain a Change Control
Register (CCR) for each system to log and track all change requests and requests to implement new
requirements.
Release management: Release management consists of specific processes that manage the risks associated
with each release. The processes address the coordination and responsibilities of all functional areas
affected by a release.
Problem tracking: Issues are thoroughly tracked and are sometimes submitted to the CCB for evaluation
and approval of the proposed resolutions.
CM tools: The Contractor will use standard CM tools as part of the CM process. Serena Dimensions is
currently the tool in use at the Agency.
C.5.2.3 QUALITY ASSURANCE PLAN
The Contractor shall provide a Quality Assurance (QA) Plan (QAP) that conforms to the minimum standards as
identified in the Quality Assurance guidelines identified in the PPM. The Contractor shall identify a team that is
dedicated to Quality Assurance and ensure that only high quality products and services are delivered to the
Government.
The Contractor shall maintain a Lessons Learned document, updating it subsequent to each release, and as required
by PPM process. The Contractor shall disseminate lessons learned to the team after each release, and make
recommendations as appropriate to the Government to increase the quality of future deliverables and improve
reliability and efficiency of systems.
HUD will use a Quality Assurance Surveillance Plan (QASP) as part of the Government’s efforts to monitor
contractor performance. See Attachment 2.
C.5.2.4 EARNED VALUE ANALYSIS AND REPORTING
Contractor shall use Earned Value Management (See Section H.9) as per requirements of PPM process for Steady-
State Corrective Maintenance (Task 2) and DME (Task 1) work requests.
Contractor shall not use Earned Value Management for Task 3 (fixed-price Steady-State Operational Support).
Software Application and Web-based Service Interface Page 14 of 36
C.5.2.5 SECURITY PACKAGES
The Contractor shall assist staff in developing or updating the “Security Package” for each system prior to major
system releases. Staff shall maintain responsibility for these documents but the Contractor shall provide technical
input. Updates in conjunction to major releases shall be covered under Task 2 (Steady-State Corrective
Maintenance) or Task 1 (DME) tasks only if the system fixes/enhancements being released cause a significant
change in the security of the system. All PWPs under Task 2 or Task 1 shall contain a task identifying each IT
Security document requested in the Work Request, as well as a task or tasks identifying IT security-related coding or
system modification. The Security Package includes the following documents:
Risk Assessment System Security Plan Contingency Plan
Other IT security documents may be required, and will be identified in the Work Request. The Contractor shall
provide technical input in responding to Plan of Action and Milestones (POA&M) items by identifying the system
changes that may be required to correct and address security weaknesses.
C.5.2.6 STEADY-STATE CORRECTIVE MAINTENANCE
The Contractor shall perform Steady-State Corrective Maintenance actions that encompass modifications to fix
application problems caused by design, logic, coding, development, and/or infrastructure errors. This type of
maintenance will be triggered by an explicit trouble ticket, problem report, or trouble call and involves errors that
must be investigated immediately as indicated in Task 3, Monthly Steady-State Operational Support. The Contractor
shall perform all project phases and activities required to build, test and deploy all Steady-State Corrective
Maintenance changes as necessary to fix the application problems.
Steady-State Corrective Maintenance consists of the action(s) taken to restore a failed system to operational status.
This usually involves replacing or repairing the software component that is responsible for the failure in the system.
Corrective maintenance is performed at unpredictable intervals. The objective of corrective maintenance is to restore
the system to satisfactory operation within the shortest possible time.
Code changes or other fixes conducted under a Steady-State Corrective Maintenance Work Request are of the nature
that require a HARTS release or application configuration change to implement into Production, e.g., cannot be
accomplished via data correction scripts.
Corrective maintenance is also undertaken to ensure continuing operations for software
version/platform/infrastructure changes (e.g. operating system upgrades, Microstrategy upgrades, or Oracle
upgrades) when the impacted business application/system would otherwise not work as a direct result of that
version/platform/infrastructure change. For instance, if OCIO determines all systems must upgrade from Oracle
v.11 to Oracle v.12, and that change requires code changes that cannot be implemented without a HARTS release or
application configuration changes, then the work is categorized as Corrective Maintenance. However,
version/platform/infrastructure changes that can be accommodated without a HARTS release or application
configuration change are considered Task 3 Monthly Steady-State Operational Support.
C.5.2.7 WEB CALCULATORS
The Contractor shall provide corrective fixes as requested by the GTR/GTM in a Work Request for the following
web calculators. These tools are used by grantees in coordination with activities undertaken in the HOME and
Environmental Review modules in IDIS OnLine. Web calculators and may require full HARTS releases to deploy
or modify.
C.5.2.8 REQUIREMENTS TRACEABILITY MATRIX (RTM)
A Requirements Traceability Matrix (RTM) shall be created and/or updated as required as part of a Corrective
Maintenance Work Request. The RTM is typically a direct input to the Requirements Definition Document. The
Software Application and Web-based Service Interface Page 15 of 36
RTM shall clearly link the new and/or changed requirements to where and how they have been implemented in the
system. The RTM shall provide backwards and forward traceability, meaning the RTM documents each requirement
from its source through definition, analysis, design, testing, acceptance, and deployment. The size and level of
detail of the RTM for a Corrective Maintenance work request shall be commensurate with the size, scope, and risk
of the corrective maintenance issues being fixed for each corrective release.
C.5.2.9 TESTING
The Contractor shall conduct functional, unit, system/integration, regression, smoke, load/performance, and/or
stability tests as applicable as part of their quality assurance plan for each system release. Each applicable test will
be identified as a milestone in the project plan. Use of industry-standard automated testing software is strongly
encouraged. The software will be flexible to be able to handle changes and requirements of any complexity; allow
for the recording and playback scripts, along with the ability to maintain an ongoing test data suite; thus ensuring
100% of the requirements are met and that regression testing will fully test all previous functionality. The amount
and type of testing will be commensurate with the size, scope, and risk of the specific release as mutually agreed
upon by the Contractor and the GTR/GTM.
The Contractor shall assist staff in coordinating User Acceptance Testing (UAT) with impacted stakeholders, as per
section C.5.2.10 below.
C.5.2.10 USER ACCEPTANCE TESTING (UAT)
The Government will perform acceptance testing of the new or modified CPD systems’ code and/or database
changes/additions after successful completion of Contractor testing. The Contractor shall prepare or update a User
Acceptance Test (UAT) plan and test scenarios/scripts for users to follow during the initial structured portion of the
UAT (following structured testing the users are encouraged to conduct their own free-form testing). The Contractor
shall assist HUD during the preparation and execution of the acceptance test by establishing test data and
maintaining the test environment. The Contractor shall provide the draft version of all documentation, including the
Requirements Traceability Matrix (RTM), which shall be delivered with the final product at the time of the initiation
of the UAT period. The RTM shall clearly link the new and/or changed requirements to where and how they have
been implemented in the system, to assist the users during testing. The Contractor shall correct any errors identified
by the User Acceptance Test team. The Contractor shall document the results of the testing in the Test Report.
Upon receipt of the report, the Government will examine the test results and make a determination as to the
readiness of the new or modified CPD systems’ code and/or database changes/additions to be released into the
production environment. The Government will certify the planned release under one of the following categories:
It is virtually error free and should be released into production. Errors still exist that should be addressed, however, a decision could be made that either;
o the release can proceed intact and the errors will be corrected and implemented through a subsequent release or,
o the release can proceed but the portions determined defective will be removed from it and errors will be corrected and implemented through a subsequent release.
It has major shortcomings and should not be released into production at this time. Instead, it should be returned for further development and re-testing.
C.5.2.11 RELEASES
Once the Government has performed UAT and final system performance load and stress testing has been completed, the product shall be submitted as an Application Release Tracking System (HARTS) release request, along with all
associated documentation required for the HARTS release. This shall include the preparation of the system release
request in HARTS system, as well as the provision of test ID(s) and Password(s) and the necessary software code.
The Contractor shall prepare and manage Release Notes to document the fixes/changes/enhancements included in
each system release and support the release process using standard CM tools.
Software Application and Web-based Service Interface Page 16 of 36
When the GTR/GTM verifies that UAT is successfully complete, the Contractor shall prepare and submit a HARTS
release package, which includes the technical release instructions, scripts, schedule, and other documentation.
The GTR/GTM shall determine if the release is categorized as a “regular” or “emergency” release. Current policy
specifies a lead-time of 10 business days for “regular” releases and 4 business days for “emergency” releases. The
Contractor shall be responsible for coordinating release testing with the Test Center, including copying all relevant
files into the Test Center “realignment” testing environment used to simulate each release. The Contractor shall
support the Test Center staff, OCIO staff, and/or infrastructure contractors during the installation and configuration
of software upgrades and application system releases as required. The Contractor shall also follow-up to provide
Verification and Validation of the intended results within two business hours after the release installation has been
completed, to verify that the installation was completed correctly.
The Contractor shall update all PPM and other system documentation to reflect all changes implemented to
production under Corrective Maintenance work. The Contractor shall update the IT Security Plan and other
documents if required. These documentation tasks will be identified in the project plan and PWP for each Work
Request.
C.5.3 TASK 3 – MONTHLY STEADY-STATE OPERATIONAL SUPPORT
Consistent with OMB Circular A-11 and Capital Planning and Budget processes the objective of Operational
Support is to ensure complete, continuous and successful business operations for all of the CPD eGrants systems.
Steady-State Operations (SS) means maintenance and operation of current IT systems at current capability and
performance level including costs for personnel, maintenance of existing information systems, configuration, data
communications maintenance, and replacement of broken IT equipment. Project Management support should be a
minimal portion of Task 3 Monthly Steady-State Operational Support since no Work Requests are anticipated.
C.5.3.1 The Contractor shall create Operational Verification Checklist for elements within each system that will be
verified to ensure normal business operations and submit the checklist to the Government for revision or updates on
a quarterly basis.
C.5.3.2 The Contractor shall use the Operational Verification Checklist to conduct a daily check on all systems
covered by this task order to verify that they are operational. Send a status report to the GTM and project managers
daily by 9:00am each Federal business day. Identify each failure/issue and escalate as needed. Identify items in
which the performance was outside the threshold for acceptable performance.
C.5.3.3 The Contractor shall submit and revise on a monthly basis operational performance measures for business
application system processes that include minimum and maximum thresholds as well as average or normal
operational thresholds. NOTE: The Government is considering under a separate infrastructure contract,
purchasing enterprise datacenter monitoring tools and/or services. If these tools and/or services are in place, the
Contractor shall use them to measure the percent of time the business application systems are available to users, not
the servers/network/infrastructure.
C.5.3.4 The Contractor shall have access to and monitor the queues in ServiceDesk system (or any other standard
ticket tracking system used by the Agency, OCIO, and the Agency-wide infrastructure contractor) related to the
systems covered in this task order. If during this task order the Agency adopts an enterprise-wide ticket tracking
system for applications, the Contractor shall adopt within six months as directed by the GTR.
C.5.3.5 The Contractor shall monitor system interfaces and automated data transfers at least once daily to ensure
that transactions are occurring as designed. Current interfaces include:
Electronic Data Interchange (EDI)-IDIS Online interface IDIS Online–LOCCS interface IDIS Online-Geocode Service Center interface DRGR–LOCCS interface DRGR-Geocode Service Center interface GMP–IDIS OnLine interface
Software Application and Web-based Service Interface Page 17 of 36
GMP-OCFO Financial Data Mart interface IDIS OnLine–CPD Maps interface.
If interface processes and/or automated data transfers fail, the Contractor shall be responsible for contacting
appropriate resources to troubleshoot and resolve interface issues.
C.5.3.6 The Contractor shall provide “Tier 2” technical support to the first tier help desk(s), National Helpdesk,
project managers, and/or GTM. The Contractor shall use a ticket tracking system (See Sec. C.5.3.4 and Sec.
C.5.2.22) to intake, log, and track all Tier 2 tickets through resolution. The Contractor shall log tickets within 3
hours during normal business hours. The Contractor shall respond to ticket requests which can include, but are not
limited to, technical issues, system access problems and application questions (i.e., user cannot enter data into a
specific field, screen is not loading, etc.), error messages, permissions, performance issues, batch processes, EDI,
etc.
C.5.3.7 The Contractor shall analyze and diagnose Tier 2 tickets, identify problematic components, re-create the
problem, perform a root cause analysis, and provide a description of the problem. The Contractor shall provide an
initial analysis of all Tier 2 tickets within one business day. The Contractor shall recommend a strategy or strategies
to the GTM that will fix or address the problem.
C.5.3.8 The Contractor shall implement the GTM-approved strategy to fix or address the problem provided the work
is within the scope of Task 3 (Operational Support). If the problem will require a HARTS release to implement, the
ticket shall be categorized in the ticket tracking system as such, and must be addressed via a Task 2 (Steady-State
Corrective Maintenance) or Task 1 (DME) Work Request.
C.5.3.9 The Contractor shall send information concerning the cause of the problem to the organization/resource best
equipped to address the problem, for example, the Government infrastructure support contractors for
hardware/network issues.
C.5.3.10 The Contractor shall perform manual transactions in the event of an internal software issue, data correction,
or the failure of an internal batch process, e.g., data correction scripts, to ensure the continuity of business
operations. Upon approval, the Contractor will follow OCIO procedures to have the data correction scripts executed
in production. This also includes configuration changes, OLAP refreshes, or other pushes that can be implemented
to production without a HARTS release.
C.5.3.11 The Contractor shall act as Liaison with IT production support staff for troubleshooting system problems.
The Contractor will include the GTM in the resolution of the problem and notify the CPD program area
representative after resolution. Problem resolution may require a coordinated effort with one or more other groups
to resolve.
C.5.3.12 The Contractor shall act as Liaison with the Office of the Chief Financial Officer (OCFO) systems project
personnel to ensure continuous, successful business operations/interfaces between the systems of this portfolio and
all relevant OCFO systems.
C.5.3.13 The Contractor shall access LOCCS (Line of Credit Control System – A76) on a read only basis, as needed
for the following purposes:
To check on the set-up of banking information for a grantee and its grants in LOCCS;
To research disbursement issues that arise by comparing disbursement information in LOCCS to what is in the CPD system to determine whether a problem is due to a delay in payment, a problem within LOCCS, or a problem within the CPD system; and to assist OCFO in resolving issues regarding improper set-up of
grantees and their grants in LOCCS or the modification of such set-up information.
C.5.3.14 The Contractor shall write and test data correction scripts to make data corrections in response to input
from GTR/GTM/CPD staff/Tier 1 help desk. Upon the Government approval, the Contractor shall follow OCIO
procedures to have the scripts executed in production. The Contractor shall use proactive quality control processes
Software Application and Web-based Service Interface Page 18 of 36
and testing to ensure data correction scripts are accurate and do not cause unintended consequences. The Contractor
shall log all data correction scripts to ensure adequate audit trail should the system be audited.
C.5.3.15 At the request of the GTM, the Contractor shall write and execute queries against databases of financial
systems (IDIS OnLine and DRGR) to check for data inconsistencies such as incorrect grant balances or potential
over-committed activities. The Contractor shall propose application code changes and/or database changes that
could be implemented in a Corrective Maintenance (Task 2) work request to prevent future inconsistencies from
occurring and reduce the overall number of data correction scripts required in the future.
C.5.3.16 The Contractor shall load data tables that are provided by CPD for loading in a pre-defined format on an
annual basis. Examples of typical data loads are adding new Fiscal Year grants into IDIS OnLine, or adding a new
list of Low-Mod Census Tracts to IDIS OnLine, data required for GMP risk assessment, or data required for GMP
Congressional Releases. The Contractor must verify that these tables are correct (i.e., no duplicates, no incomplete
records, etc.). This especially pertains to IDIS Online and GMP, but is not limited to these systems.
C.5.3.17 The Contractor shall populate the UAT and development environments with live production data once per
month.
C.5.3.18 The Contractor shall participate in meetings pertinent to this task order that discuss the
operations/supporting infrastructure of the systems of this portfolio including conference calls, Integrated Project
Team (IPT) meetings, HITS Requests Management Board (HRMB) Meetings, Configuration Change Management
Board (CCMB) meetings, Data Steward Advisory Board (DSAG) meetings, etc., as requested by the GTR/GTM.
C.5.3.19 The Contractor shall ensure that all existing application software is fully functional and operational. The
Contractor shall work with the infrastructure support contractors to resolve issues related to software applications.
The Contractor shall start (bring up) and stop (shut down) various on-line systems when necessary for all
environments, as required. As required, the Contractor shall update the Operations and Maintenance Manual which
provides detailed technical instructions to the infrastructure contractors on how to start and stop systems and
services, how overnight transactional processes operate (e.g. Online Analytical Processing [OLAP] refresh, LOCCS
transaction, autosys jobs, chron jobs, authentication), and other essential information on basic system technical
configuration.
C.5.3.20 The Contractor shall participate in testing the existing CPD systems’ Contingency Plans and/or
participating in Disaster Recovery Drills, which ensure CPD’s ability to operate and maintain systems and business
operations in the event of a terrorist attack, natural disaster, or other significant disruption. Typically Contingency
Plan tests / Disaster Recovery Drills occur once per year per system. In the event of a COOP declaration, the
Contractor shall execute the Contingency Plan per the direction of the GTM.
C.5.3.21 The Contractor shall conduct analysis and testing of the impact of Agency-wide datacenter infrastructure or
software upgrades on the systems of this portfolio and support the infrastructure contractor during the upgrades. The
Contractor shall coordinate with OCIO staff, the OCIO infrastructure contractors, and CPD staff during testing and
implementation. Examples may include software patches/upgrades (such as MicroStrategy v.8 to v.9), operating
system patches/upgrades, core database version upgrades (such as Oracle 10g to 11g), or other infrastructure
maintenance impacting the systems within scope of this task order. If the upgrade will require application system
modification and a HARTS release to implement, the effort must be addressed via a Task 2 (Corrective
Maintenance) or Task 1 (DME) Work Request.
C.5.3.22 The Contractor shall maintain a web-based, searchable ticket tracking system that categorizes all system
issues by multiple attributes. The Contractor shall enable select CPD and OCIO staff to access this system to assess
the overall status of each system/project, to assess each documented issue, and to prioritize issues for fixing.
C.5.3.23 The Contractor shall provide support for ad-hoc reports including determining report needs and system
capabilities; defining report requirements and format; generating and providing the report; and providing support for
the IDIS Data Download function, which allows users to download raw data for off-line analysis or ad-hoc
reporting.
Software Application and Web-based Service Interface Page 19 of 36
C.5.3.24 The Contractor shall maintain a shared, web-based document repository (e.g. SharePoint site) for posting
and sharing of documents such as approved Work Requests, prototyped screens, PPM documents, et cetera, for
simplified collaboration with CPD and OCIO staff.
C.5.4 TASK 4 – TRANSITION SERVICES
The Contractor shall provide a detailed transition plan showing the specific tasks and milestones for transition-in
and transition-out activities. The Contractor shall perform transition services necessary to ensure an effective
transition-in and transition-out of contractor support and continued system operations and maintenance, as well as an
orderly transition period without any interruption or loss of proficiency of services within 30 calendar days.
C.5.4.1 Perform Transition-In. The Contractor shall develop a Transition-In Plan that shall facilitate the
accomplishment of a seamless transition from the incumbent to an incoming contractor /government personnel.
Transition-In services shall occur from date of award and shall last an estimated 30 days. The Transition-In Plan
shall identify points-of-contact (POC) for liaison between the Government, the prime contractor, and other
contracted industry partners to ensure a proper and orderly transition and transfer of services and assets between the
parties cited. The Transition-In Plan shall communicate the Contractor’s transition strategy in the Contractor’s
written technical proposal. The Final Transition-In Plan shall reflect any changes, additions, or revisions as required
by GTR/GTM and shall be delivered No Later Than (NLT) three (3) working days after the Kick-Off Meeting.
C.5.4.2 Perform Transition-Out. The Contractor shall develop a Transition-Out Plan that shall facilitate the
accomplishment of a seamless transition from the incumbent to an incoming contractor /government personnel at the
expiration of the task order. The Contractor shall provide a Transition-Out Plan No Later Than (NLT) 90 days prior
to expiration of the task order.
C.6 SECTION 508 COMPLIANCE
Section 508 of the Rehabilitation Act requires Federal agencies to make their electronic and information technology
accessible to people with disabilities. This applies to all Federal agencies when they develop, procure, maintain, or
use electronic and information technology.
All electronic and information technology (EIT) procured through this task order must meet the applicable
accessibility standards specified in 36CFR1194.2, unless an agency exception to this requirement exists. Any agency
exceptions applicable to this task order are listed below.
The standards define Electronic and Information Technology, in part, as “any equipment or interconnected system or
subsystem of equipment that is used in the creation, conversion, or duplication of data or information. The standards define the type of technology covered and set forth provisions that establish a minimum level of accessibility. The application section of the standards (1194.2) outlines the scope and coverage of the standards. The standards cover the full range of electronic and information technologies in the Federal sector, including those used for communication, duplication, computing, storage, presentation, control, transport and production. This includes computers, software, networks, peripherals and other types of electronic office equipment.
Applicable Standards, which apply to this acquisition
Section 1194.21: Software Applications and Operating Systems _____X____. Section 1194.22: Web-based Internet Information and Applications _____X______. Section 1194.23: Telecommunications Products _______________. Section 1194.25: Self-Contained, Closed Products _____________. Section 1194.26: Desktop and Portable Computers _____________. Section 1194.31: Functional Performance Criteria ______________.
Agency Exceptions, which apply to this acquisition
National Security System _____________. Acquired by a contractor incidental to a contract _________. Located in spaces frequented only by a service personnel for maintenance, repair or
Software Application and Web-based Service Interface Page 20 of 36
Occasional monitoring of equipment ____________. Would impose and undue burden on the agency ____________.
The Contractor must demonstrate compliance to 508 standards or their proposal will not be evaluated.
NOTE: Sections D.1 through D.4 of the offeror’s awarded Alliant GWAC are applicable to this Task Order and are hereby incorporated by reference. In addition, the following applies.
D.1 DELIVERABLES MEDIA
Any deliverables under this task order will be accepted or rejected in writing by the GTR/GTM. The Contractor
warrants against latent defects for a period of two years all analysis, designs, plans and specifications produced
under this task order. Further constraints shall apply to computer software deliverables. Such products will be
accepted on an interim basis for payment, but must perform satisfactorily from period of acceptance date for 13
months. During this period the GTR/GTM (or designee) will have the right to reject or require correction of any
deficiencies found in the deliverable that are contrary to the information contained in the Contractor's accepted
proposal at no additional cost to the government. In the event of rejection of any deliverable the Contractor will be
notified by the GTR/GTM of the specific reasons why the deliverable is being rejected. Deficiencies discovered
within this period will be articulated by the government and the Contractor shall correct them within a period of 28
calendar days. If the deficiencies continue to exist after this 28 calendar day period, the Contractor shall correct
them at no charge to the government.
Services will be requested and controlled by means of written/verbal descriptions of specific requirements for each
task, which will delineate specific objectives, deliverables and information protection and system security (IPASS)
issues and controls as required. The Contractor shall be responsible for delivering all end items specified in the
work request.
Specific acceptance criteria, delivery schedules, and delivery instructions will be included in for each task where
necessary. Services will be requested and controlled by means of production logs, which will delineate all processed
deliverables. The Contractor shall be responsible for delivering all end items specified in the procedures as well as
production logs. When workload exceeds the production capabilities of the Contractor staff, priorities will be
annotated by the government to ensure that critical tasks are completed in a timely manner. The following are
deliverables that fall within the scope of this task order and are illustrative of some of the types of work the
Government expects to order:
System requirements documentation System specifications documentation Program specification documentation Data analysis Software maintenance Quality assurance and quality control analysis and documentation System/program test plan and analysis report System software quality assurance report Joint application design reports Telecommunications, network and system analysis reports
NOTE: Sections E.1 through E.5 of the offeror’s awarded Alliant GWAC are applicable to this Task Order and are
hereby incorporated by reference. In addition, the following applies.
E.1 PLACE OF INSPECTION AND ACCEPTANCE
Inspection and acceptance of all work performance, reports and other deliverables under this task order will be
performed by the GTM at HUD Headquarters.
Software Application and Web-based Service Interface Page 21 of 36
E.2 SCOPE OF INSPECTION
E.2.1 All deliverables will be inspected for content, completeness, accuracy and conformance to task order
requirements by the GTM. Inspection may include validation of information or software through the use of
automated tools and/or testing of the deliverables, as specified in the task order. The scope and nature of this testing
must be negotiated prior to task order award and will be sufficiently comprehensive to ensure the completeness,
quality and adequacy of all deliverables.
E.2.2 The Government requires a period of not to exceed fifteen (15) work days after receipt of final deliverable
items for inspection and acceptance or rejection.
E.3 BASIS OF ACCEPTANCE
The basis for acceptance will be in compliance with the requirements set forth in the task order, the Contractor’s
proposal and other terms and conditions of the Government Quality Assurance Surveillance Plan. Deliverable items
rejected will be corrected in accordance with the applicable clauses.
E.3.1 For software development, the final acceptance of the software program will occur when all discrepancies, errors or other deficiencies identified in writing by the Government have been resolved, either through documentation updates, program correction or other mutually agreeable methods. (Software development only)
E.3.2 Reports, documents and narrative type deliverables will be accepted when all discrepancies, errors or other deficiencies identified in writing by the Government have been corrected.
E.3.2.1 If the draft deliverable is adequate, the Government may accept the draft and provide comments for incorporation into the final version.
E.3.2.2 All of the Government's comments to deliverables must either be incorporated in the succeeding version of the deliverable or the Contractor must demonstrate to the Government's satisfaction why such comments should not be incorporated.
E.3.2.3 If the Government finds that a draft or final deliverable contains spelling errors, grammatical errors, improper format, or otherwise does not conform to the requirements stated within this Task Order, the document may be immediately rejected without further review and returned to the Contractor for correction and resubmission. If the Contractor requires additional Government guidance to produce an acceptable draft, the Contractor shall arrange a meeting with the HUD GTR.
E.4 INITIAL DELIVERABLES
E.4.1 The Government will provide written acceptance, comments and/or changes requests, if any, within fifteen (15 days) work days from receipt by the Government of the initial deliverable. If there is a need for an extension to this timeframe the Government will notify the Contractor via the GTM/GTR within 15 days.
E.4.2 Upon receipt of the Government comments, the Contractor shall have ten (10) work days to incorporate the Government's comments and/or change requests and to resubmit the deliverable in its final form.
E.5 WRITTEN ACCEPTANCE/REJECTION BY THE GOVERNMENT
The Government shall provide written notification of acceptance or rejection of all final deliverables within fifteen
(15) work days. All notifications of rejection will be accompanied with an explanation of the specific deficiencies
causing the rejection.
E.6 NON-CONFORMING PRODUCTS OR SERVICES
Non-conforming products or services will be rejected. Deficiencies will be corrected, by the Contractor, within ten
(10) work days of the rejection notice. If the deficiencies cannot be corrected within ten (10) work days, the
Software Application and Web-based Service Interface Page 22 of 36
Contractor will immediately notify the GTR/GTM of the reason for the delay and provide a proposed corrective
action plan within ten (10) work days.
NOTE: Paragraphs F.1 through F.12 of the offeror’s awarded Alliant GWAC are applicable to this Task Order and
are hereby incorporated by reference. In addition, the following applies.
F.1 PLACE OF PERFORMANCE
All work will be performed at the Contractor’s site. The Government will not furnish office space or equipment for
Contractor staff. However, all project review meetings with the Government and Contractor staffs will be held at
the Headquarters unless instructed otherwise by the GTM.
The Contractor’s off-site facility must be fully operational with remote access (such as Virtual Private Network
(VPN), etc.) to applicable networks/systems as specified by the GTR/GTM during the transition-in period to ensure
smooth transition of operations from the incumbent vendor.
There is a need for close coordination and frequent interaction between the Contractor and personnel to facilitate
day-to-day systems operations, DME efforts, control over documents, and the need for rapid turnaround of work.
Therefore, the Contractor offices will be located in the Washington DC Metropolitan area with access to METRO
rail public transit.
F.2 PERIOD OF PERFORMANCE
This task order has a base period of 12 months, plus four (4) one-year option periods.
F.3 TASK ORDER SCHEDULE AND MILESTONE DATES
The Contractor shall provide the following deliverables based on the Government’s requirements. In accordance
with the PPM methodology, a Project Process Agreement (PPA) shall be used to tailor all project documentation
requirements to the scope, scale, and risk of each project. Following the PPA, the Government shall specify in each
Work Request all documents required of the Contractor. In some cases this may include updates to legacy
documentation under different title but satisfying the same PPM requirement (for example, a Functional
Requirements Document instead of a Requirements Definition Document). The Contractor shall provide all
documentation specified in each Work Request. Most PPM documentation will be developed or updated as part of
Tasks 1 and 2, with only minimal routine updates conducted under Task 3.
TOR
Reference
CLIN
Number
Deliverable Due Date Qty
C.5.4 0004 Transition-In Plan Within 3 days
after contract
Kick-off
Meeting
1
C.5.4 4004 Transition-Out Plan 90 Days before
PoP end date
1
C.5.1.6,
C.5.2.4
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Earned Value Management Reports (ANSI/EIA 748) Monthly, for
required Work
Requests
1 per Work
Request
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Project Status Meetings/Conference Calls Weekly, twice
monthly, or
monthly as
required by
Government
1 per system,
as required or
Work Request
as required
C.5.1,
C.5.2,
0001-0004,
1001-1004,
Ad-hoc Meetings/Conference Calls As required As required
Software Application and Web-based Service Interface Page 23 of 36
TOR
Reference
CLIN
Number
Deliverable Due Date Qty
C.5.3,
C.5.4
2001-2004,
3001-3004,
4001-4004
C.5.1,
C.5.2,
C.5.3,
C.5.4
0001-0004,
1001-1004,
2001-2004,
3001-3004,
4001-4004
Meeting/Conference Calls Minutes Within 3
business days of
the meeting/
conference call
1 for every
meeting in
which the
Contractor is a
participant
Need/Concept Phase Deliverables
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Project Work Plan showing cost, schedule, resources,
and Work Breakdown Structure (WBS), in the form
of a Microsoft Project-based Gantt chart document.
Prior to Work
Request approval
and updated as
required.
Updated with
performance
weekly after
Work Request is
authorized.
1 per Work
Request
Definition Phase Deliverables
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Requirements Definition Document As defined in
Project Plan
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Requirements Traceability Matrix As defined in
Project Plan
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Solution Architecture Document As defined in
Project Plan
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Quality Assurance Plan Created/
updated as
required
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Security Risk Assessment As defined in
Project Plan
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Security Plan As defined in
Project Plan
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Project Management Plan As defined in
Project Work
Plan
1 per system
or Work
Request,
updated as
required
Software Application and Web-based Service Interface Page 24 of 36
TOR
Reference
CLIN
Number
Deliverable Due Date Qty
C.5.1 0001, 1001,
2001, 3001,
4001
Risk Management Plan As defined in
Project Plan
1 per system,
updated as
required
C.5.1 0001, 1001,
2001, 3001,
4001
Risk Register As defined in
Project Plan and
updated weekly
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Change Control Register As defined in
Project Plan and
updated weekly
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Configuration Management Plan Created/
updated as
required
1 per system,
updated as
required
C.5.1 0001, 1001,
2001, 3001,
4001
Communication Management Plan As defined in
Project Plan
1 per system,
updated as
required
C.5.1 0001, 1001,
2001, 3001,
4001
Staffing Management Plan As defined in
Project Plan
1 per system,
updated as
required
C.5.1 0001, 1001,
2001, 3001,
4001
Capacity Plan As defined in
Project Plan
1 per system,
updated as
required
C.5.1 0001, 1001,
2001, 3001,
4001
Concept of Operations (CONOPS) As defined in
Project Plan
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Lessons Learned As defined in
Project Plan
As defined in
Project Plan
Design Phase Deliverables
C.5.1 0001, 1001,
2001, 3001,
4001
Business Process Models As defined in
Project Plan
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Proof of Concept As defined in
Project Plan
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Prototype As defined in
Project Plan
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Technical Design Document As defined in
Project Plan
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Data Conversion Plan As defined in
Project Plan
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Interface Control Document Created/
updated as
required
1 per system,
updated as
required
C.5 0001-0004, Section 508 Compliance Created/ 1 per system,
Software Application and Web-based Service Interface Page 25 of 36
TOR
Reference
CLIN
Number
Deliverable Due Date Qty
1001-1004,
2001-2004,
3001-3004,
4001-4004
updated as
required
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Release Plan As defined in
Project Plan
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Interconnection Security Agreement (ISA) As defined in
Project Plan
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Test Plan As defined in
Project Plan
As defined in
Project Plan
Execution of Solution Phase Deliverables
C.5.1,
C.5.2,
C.5.3
0001, 0002,
0003, 1001,
1002, 1003,
2001, 2002,
2003, 3001,
3002, 3003,
4001, 4002,
4003
Operations and Maintenance Manual Created/ updated
as required
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
User Manual Created/ updated
as required
1 per system,
updated as
required
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Test Reports As defined in
Project Plan
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
User Acceptance Test Plan and test scenarios/scripts As defined in
Project Plan
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
HARTS Release Request As defined in
Project Plan
As defined in
Project Plan
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Release Notes As defined in
Project Plan
As defined in
Project Plan
Deployment Phase Deliverables
Software Application and Web-based Service Interface Page 26 of 36
TOR
Reference
CLIN
Number
Deliverable Due Date Qty
C.5.1,
C.5.2
0001, 0002,
1001, 1002,
2001, 2002,
3001, 3002,
4001, 4002
Project Completion Report As defined in
Project Plan
As defined in
Project Plan
Operate and Maintain Phase Deliverables
C.5.1 0001, 1001,
2001, 3001,
4001
Post Deployment Report As defined in
Project Plan
As defined in
Project Plan
C.5.3 0003, 1003,
2003, 3003,
4003
Operational Verification Checklist Quarterly 1 per system,
updated as
required
C.5.3 0003, 1003,
2003, 3003,
4003
Operational Performance Measures Monthly 1 per system,
updated as
required
C.5.3 0003, 1003,
2003, 3003,
4003
Operational Status Report Daily (each
business day)
1 which
includes all
systems
C.5.3 0003, 1003,
2003, 3003,
4003
Trouble Call Log (for Tier 2 technical support) Ongoing 1
C.5.3 0003, 1003,
2003, 3003,
4003
Populate all environments (DEV &UAT) with
production data
Monthly or as
requested by
Government
As required
per system
C.5.3 0003, 1003,
2003, 3003,
4003
Analysis and Testing for Infrastructure or Software
Upgrade(s)
As required As required
C.5.3 0003, 1003,
2003, 3003,
4003
Participate in IPT’s, CCMB, HRMB, Gate Reviews,
or other operations/infrastructure meetings and/or
conference calls
As required As required
C.5.3 0003, 1003,
2003, 3003,
4003
Participate in testing the CPD systems’ Contingency
Plans
Annually or as
required by
Government
As required
per system
Decommission Phase Deliverables
C.5.1 0001, 1001,
2001, 3001,
4001
Decommission Plan Created/ updated
per phase
As defined in
Project Plan
C.5.1 0001, 1001,
2001, 3001,
4001
Post Decommission Report Created/ updated
per phase
As defined in
Project Plan
F.4 PLACE(S) OF DELIVERY
GSA FAS/National Capital Region
F.5 NOTICE REGARDING LATE DELIVERY
The Contractor shall notify the GTR/GTM, as soon as it becomes apparent to the Contractor, that a scheduled
delivery will be late. The Contractor shall include in the notification the rationale for late delivery, the expected date
for the delivery and the project impact of the late delivery. The GTR/GTM will review the new schedule and
Software Application and Web-based Service Interface Page 27 of 36
provide guidance to the Contractor. Such notification in no way limits the Government's right to any and all rights
and remedies up to and including termination.
NOTE: Paragraphs G.1 through G.8 of the offeror’s awarded Alliant GWAC are applicable to this Task Order and
are hereby incorporated by reference. In addition, the following applies.
G.1 INVOICE SUBMISSION
The Contractor shall provide invoice backup data, including labor categories, rates and quantities of labor hours. The Contractor shall submit invoices as follows:
The Contractor shall utilize NCR's two electronic system to submit invoices.
Invoices shall be sent to both:
https://portal.fas.gsa.gov
www.finance.gsa.gov
G.2 INVOICE REQUIREMENTS
The Contractor shall submit Requests for Payments in accordance with the format contained in GSAM 552.232-70,
INVOICE REQUIREMENTS (SEPT 1999), to be considered proper for payment. In addition, the data elements
indicated below shall be included on each invoice.
Task Order Number: (from GSA Form 300, Block 2) Paying Number: (ACT/DAC NO.) (From GSA Form 300, Block 4) NCR Project No.: Project Title:
The Contractor shall provide invoice backup data, including labor categories, rates and quantities of labor hours.
G.2.1 INVOICING INSTRUCTIONS
A proper invoice for each task order shall be submitted not later than 5 work days after acceptance by the
Government of the product, service, and/or cost item. A separate invoice for each task order shall be submitted on
official company letterhead with detailed costs for each of the following categories:
For fixed price tasks, products delivered and accepted, listed by deliverable number For time and materials tasks, labor expended for each skill level Total labor charges Travel and per diem charges Total invoice amount Prompt payment discount offered (if applicable)
For time and materials tasks, the amount invoiced shall include labor charges for actual hours worked and other
actual expenses based upon task order rates and conditions, not to exceed the limits specified in the task order and
that have been accepted by the Government.
Copies of contractor paid invoices, receipts; travel vouchers completed in accordance with Federal Travel
Regulations (FTR) shall be maintained by the contractor and made available to the Government upon request.
In addition to the above information, the invoice shall include the following minimum task identification:
GSA Task Order Number Accounting Control Transaction (ACT) number (assigned by GSA on the Delivery Order, GSA Form 300,
Block 4)
Software Application and Web-based Service Interface Page 28 of 36
Period of Performance (month services performed for work request Contracts, month deliverable completed for fixed price Contracts).
Invoice Number
Client name and address
When the paying office is GSA, the original of each invoice, with supporting documentation, shall be submitted to
the GSA Paying Office designated in Block 24 of the GSA Form 300.
In those cases where the paying office is other than GSA, the invoice/paying office will be as specified in the order.
Invoices for final payment must be so identified and submitted when tasks have been completed and no further
charges are to be incurred. These close-out invoices, or a written notification that final invoicing has been
completed, must be submitted to the ordering agency within 30 days of Contract completion. A copy of the written
acceptance of task completion must be attached to final invoices. If the contractor requires an extension of the 30
day period, a request with supporting rationale must be received prior to the end of the 30-day period.
Labor hours of subcontractors shall not be billed at a rate other than the fully burdened hourly rates agreed to in the
Contract.
G.2.2 TRAVEL
Travel for contractor staff is not anticipated. However, if the need for travel does arise, the Contractor shall adhere
to the following travel regulations. Travel will be authorized by the Contracting Officer (CO) as requested by the
GTR and/or GTM as appropriate. No local travel will be reimbursed. All requests for travel must be approved by
the GTR and/or GTM as appropriate prior to incurring cost. Prior to any long distance travel, the Contractor shall
prepare a Travel Authorization Request for Government review and approval. Long distance travel will be
reimbursed in accordance with the Federal Travel Regulations.
G.3 LIMITATION OF COSTS
FAR Clause 52.232-20 applies to this task order on a Contract Line Item Number (CLIN) basis and on a total task
order b asis. The notification required by the subject clause on the part of the Contractor shall be made in writing to
the Contracting Officer. In the event the task order is not funded beyond the estimated cost set forth in the schedule,
the Contractor shall deliver to the Contracting Officer all data collected and material produced, in process or
acquired, in connection with the performance of the task order together with a summary report, in three (3) copies,
of its progress and accomplishments to date.
NOTE: Paragraphs H.1 through H.20 of the offeor’s awarded Alliant GWAC are applicable to this Task Order and
are hereby incorporated by reference. In addition, the following applies.
H.1 GOVERNMENT FURNISHED PROPERTY (GFP)
HUD shall not furnish office space or equipment for contractor staff.
H.2 GOVERNMENT FURNISHED INFORMATION
The Government will furnish, at no cost to the Contractor, when required and authorized by the task order:
Where possible and appropriate, external access to Government facilities and resources will be provided.
Government forms, publications, documents, and other information required for task order performance.
Remote access such as Virtual Private Network (VPN) access to HUD’s development, test, and production environments to off-site Contractor staff, as required to perform work identified in this TOR.
Software Application and Web-based Service Interface Page 29 of 36
H.3 TRAVEL
H.3.1 TRAVEL REGULATIONS
The Contractor shall adhere to the following travel regulations (see FAR 31.205-46):
(1) Federal Travel Regulations (FTR) - prescribed by the General Services Administration, for travel in the
contiguous United States.
H.3.1.2 All requests for Travel must be approved by the by the Contracting Officer (CO) as requested by the
Government GTR and/or GTM as appropriate prior to incurring cost. Prior to any long distance travel, the
Contractor shall prepare a Travel Authorization Request for Government review and approval. Long distance travel
will be reimbursed in accordance with the Federal Travel Regulations (FTR).
H.3.1.2.1 Requests for travel approval shall:
Be prepared in a legible manner; Include a description of the travel proposed including a statement as to purpose; Be summarized by traveler; Identify the task order number; Identify the CLIN associated with the travel; Be submitted in advance of the travel with sufficient time to permit review and approval.
The Contractor shall use only the minimum number of travelers and rental cars needed to accomplish the task(s).
Travel shall be scheduled during normal duty hours whenever possible. Airfare will be reimbursed for actual
common carrier fares which are obtained by the most reasonable and economical means.
H.3.1.2.2 The Government will identify the need for a Trip Report (if required) when the request for travel is
submitted. The Contractor shall keep a summary of all long-distance travel, to include, at a minimum, the name of
the employee, location of travel, duration of trip, and POC at travel location.
H.5 SECURITY REQUIREMENTS
H.5.1 SECURITY POLICY
The Government Handbook 2400.24 REV.2 (or the most current version), Security Program, describes the
department’s Data Processing Security Program. The policies outlined in the Handbook support the security
requirements found in the Model Framework for Management Control over Automated Information Systems and the
Security Guidance from the Office of Management and Budget (OMB) within circulars A-123, A-127 and A-130.
The Contractor will adhere to Homeland Security Presidential Directive (HSPD-12) as it applies to the Agency.
H.5.2 SECURITY AND OTHER COMPLIANCE CONCERNS
Any contractor personnel who are involved with the management, use, or operation of a sensitive computer
system/application are required to undergo a background investigation. A background investigation is required for
this task order see Contractor personnel will be required to complete Standard Form 85P, Questionnaire for
Sensitive Positions, Optional Form 305, Declaration for Federal Employment, and FD-258, Finger Print Card, or
any such form as may be required to complete the background investigation. Completed forms must be submitted to
the GTR and/or GTM as appropriate NLT 5 workdays after the effective date of the task order or the individual’s
assignment to this task order.
Any contractor personnel who are involved with the management, use, or operation of a sensitive computer
system/application are required to complete IT security awareness training annually as mandated by the Federal
Information Security Management Act (FISMA).
Software Application and Web-based Service Interface Page 30 of 36
The Contractor shall comply with the Computer Security Act of 1987, the Industrial Security Manual for
Safeguarding Classified Information (DOD 5220.22-M), and the requirements of FAR Clause 52.204-9 – Personal
Identity Verification of Contractor Personnel (JAN 2006).
The Contractor shall provide security briefings to, and ensure compliance by its employees with the Government or
contractor security regulations. The Contractor must provide for the safekeeping, wearing, and visibility of a
contractor provided picture name badge, and any special agency badges. The Contractor shall ensure the return of
all badges, and any other Government property, upon task completion, or when personnel depart a task permanently
or for an extended period of time.
H.6 KEY PERSONNEL
The Alliant GWAC contains the contract labor category descriptions. The contract labor category descriptions
provide the minimum qualifications for the selected labor categories listed in Section B.
Key personnel must be assigned for the duration of the task order and may not be replaced or removed without prior
notification to the Contracting Officer. A comparable replacement must be chosen and agreed to by the GSA COR
and GTR/GTM. Resumes must be provided for each proposed key personnel in accordance with the key personnel
qualifications listed in Attachment 3.
H.7 ORGANIZATIONAL CONFLICT OF INTEREST AND NON-DISCLOSURE REQUIREMENTS
H.7.1 ORGANIZATIONAL CONFLICT OF INTEREST
If the Contractor is currently providing support or anticipates providing support to the Government that creates or
represents an actual or potential organizational conflict of interest (OCI), the Contractor shall immediately disclose
this actual or potential OCI in accordance with FAR Part 9.5. The contractor is also required to complete and sign
an Organizational Conflict of Interest Statement in which the Contractor (and any Subcontractors, consultants or
teaming partners) agree to disclose information concerning the actual or potential conflict with any proposal for any
solicitation relating to any work in the task order. All actual or potential OCI situations shall be handled in
accordance with FAR Subpart 9.5.
H.7.1.1 SERVICE IMPROVEMENTS
a. After task order award, the Government may solicit, and the Contractor is encouraged to propose independently, improvements to the services, features, or other requirements of the task order. These
improvements may be proposed to save money, to improve performance, or for any other purpose
which presents a service advantage to the Government. As part of the proposed changes, the
Contractor shall submit a price proposal to the CO for evaluation. Those proposed service
improvements that are acceptable to the Government will be processed as modifications to the task
order.
b. As a minimum, the following information shall be submitted by the Contractor with each proposal:
o A description of the difference between the existing task order requirement and the proposed change, and the comparative advantages and disadvantages of each;
o Itemized requirements of the task order which must be changed if the proposal is adopted, and the proposed revision to the task order for each such change;
o An estimate of the changes in performance and cost, if any, that will result from adoption of the proposal;
o An evaluation of the effects that the proposed changes would have on collateral costs to the Government, such as Government-furnished property costs, costs of related items,
and costs of maintenance, operation, and conversion (including Government-premise
equipment);
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o A statement of the time by which the TO modification adopting the proposal must be issued so as to obtain the maximum benefits of the changes during the remainder of the
task order including supporting rationale; and
o Any effect on the task order completion time or delivery schedule shall be identified. o The Government will not be liable for proposal preparation costs or any delay in acting
upon any proposal submitted pursuant to this clause. The Contractor has the right to
withdraw, in whole or in part, any proposal not accepted by the Government within the
period specified in the proposal. The decision of the CO as to the acceptance of any such
proposal under this task order is final and not subject to the "Disputes" clause of this task
order.
H.8 TRANSFER OF HARDWARE/SOFTWARE MAINTENANCE AGREEMENTS TO FOLLOW-ON CONTRACTORS
The Contractor shall ensure that all hardware/software agreements entered into under this task order are transferable
to the Government and/or to other Contractors at the discretion of the Government.
H.9 EARNED VALUE MANAGEMENT CRITERIA
The Contractor shall employ EVM in the management of this task order. While the Government reserves the right
of final approval, a joint determination will be made by the Government and Contractor as to where EVM will be
applicable at the Task Order Kick-Off Meeting. The Government anticipates that the Contractor will employ
innovation in its proposed application of EVM techniques to this task order in accordance with best industry
practices. EVM effectively integrates the project’s technical scope of work with schedule and cost elements for
optimum project planning and control. The qualities and operating characteristics of earned value management
systems are described in American National Standards Institute (ANSI)/Electronic Industries Alliance (EIA)
Standard-748-A-1998, Earned Value Management Systems. A copy of the standard is available from Global
Engineering Documents (1-800-854-7179).
In the performance of this task order, the Contractor shall use an earned value management system to manage the
task order that:
(1) Is recognized by the GSA COR that complies with the guidelines in ANSI/EIA Standard 748.
(2) Provides on a monthly basis or more often as deemed necessary by the GSA COR and the following project status information:
a) Budgeted (planned) cost of work scheduled (BCWS) b) Budgeted cost of work performed (BCWP) c) Actual Cost of Work performed (ACWP) d) Provide a cost curve graph plotting BCWS, BCWP, and ACWP on a monthly basis from inception
of the Contract through the last report, and plotting the ACWP curve to the estimated cost at
completion (EAC) value
e) Provide the following Earned Value Management variance analysis:
Cost variance = (BCWP minus ACWP)
Cost Variance % = (CV/BCWP X 100%)
Cost Performance Index (CPI) = (BCWP/ACWP)
Schedule Variance = (BCWP m inus BCWS)
Schedule Variance % = (SV/BCWS X 100%)
Schedule Performance Index (SPI) = (BCWP/BCWS)
Two independent Estimates at Completion (EAC)
ACWPcum + 1/CPI X (BAC minus BCWP cum)
ACWPcum + 1/CPI X SPI X (BAC minus BCWPcum)
Variance at Completion (VAC) = (BAC minus EAC) for both EACs above
Variance at Completion % + (VAC/BAC X 100%) for both EACs above
Expected Funds to Completion (ETC)
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Expected Completion Date
f) Explain the reasons for all variances g) Provide performance variance. Explain, based on work accomplished as of the date of the report,
whether the performance goals will be achieved
h) Provide the Contractor EAC and the differences with the two independent EAC calculated as above
i) Discuss the corrective actions that will be taken to correct the variances, the risk associated with the actions, and how close these actions will bring the project to the original baseline. Define
proposed baseline changes, if necessary.
j) Leverages EVM techniques in managing the aspects of the Contract to which they are most beneficial to the Government in accordance with best industry practices.
NOTE: Paragraphs I.1 through I.10 of the offeror’s awarded Alliant GWAC are applicable to this Task Order and
are hereby incorporated by reference. In addition, the following applies.
I.1 FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)
SOLICITATION CLAUSES (HTTP://WWW.ARNET.GOV/FAR/)
CLAUSE NO CLAUSE TITLE DATE
52.227-21 TECHNICAL DATA DECLARATION REVISION (JAN 1997) AND WITHHOLDING OF PAYMENT – MAJOR SYSTEMS
52.237-3 CONTINUITY OF SERVICES (JAN 1991) I.2 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)
The Government may require continued performance of any services within the limits and at the rates specified in
the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the
Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance
hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the
Contractor within 30 days of task order expiration.
I.3 FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)
The Government may extend the term of this contract by written notice to the Contractor within 10 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
If the Government exercises this option, the extended contract shall be considered to include this option clause.
The total duration of this contract, including the exercise of any options under this clause, shall not exceed five years.
NOTE: SECTION J of the offeror’s awarded Alliant GWAC is applicable to this Task Order and is hereby
incorporated by reference.
J.1 LIST OF ATTACHMENTS
Attachment 1 – Current Systems Environment, Specifications, and Historical Data Attachment 2 – Quality Assurance Surveillance Plan (QASP) Attachment 3 – List of Acronyms
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NOTE: SECTION K of the offeror’s awarded Alliant GWAC is applicable to this Task Order and is hereby
incorporated by reference.
List of Acronyms
Acronym Description
BA Business Analysis
BPR Business Process Re-Engineering
CCB Change Control Board
CCMB Configuration Change Management Board
CCR Change Control Register / Central Contractor Registration
CDBG Community Development Block Grant Program
CM Configuration Management
CMP Configuration Management Plan
COOP Continuity of Operations
COR Contracting Officers Representative
CP Communication Plan
CP Contingency Plan
CPD Community Planning and Development
CR Cost Reimbursable
DCP Data Conversion Plan
DME Development/Modernization/Enhancement
DP Decommission Plan
DRD Disaster Recovery Drill
DRGR Disaster Recovery Grant Reporting
DSAG Data Steward Advisory Board
EA Enterprise Architecture
EDI Electronic Data Interchange
EIT Electronic and Information Technology
e-snaps electronic Special Needs Assistance Programs Systems
EVM Earned Value Management
EZ/RC Empowerment Zone/Renewal Community Performance Measurement System (PERMS)
GMP Grants Management Process
GMPC Grants Management and Program Compliance
GR Gate Reviews
GTM Government Technical Monitor
GTR Government Technical Representative
ICD or ISA Interface Control Document/Interconnection Security Agreement
IDIS Integrated Disbursement and Information System [online]
IPT Integrated Project Team
IT Information Technology
LL Lessons Learned
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LMCT Low-Mod Census Tracts
LOCCS Line of Credit Control System-A76
LOE Level of Effort
NLT No Later Than
O&M M Operations and Maintenance Manual
OCFO Office Chief Finance Officer
OCIO Office Chief Information Officer
OLAP Online Analytical Processing
OMB Office Management and Budget [White House]
OSIF OCIO Office of Systems Integration and Efficiency
OTAM Office of Technical Assistance and Management
OVC Operational Verification Checklist
PCR Project Completion Report
PDR Post Deployment Report / Post Decommission Report
PERMS EZ/RC Performance Measurement System
PMBOK Project Management Body of Knowledge [Guide]
PMI Project Management Institute
PMLC Project Management Life Cycle
POA&M Plan of Action & Milestones
POC Points of Contact
PPM Project Planning Management
PWP Project Work Plan
QA Quality Assurance
QASP Quality Assurance Surveillance Plan
RA Risk Assessment
RDD Requirements Definition Document
RMP Risk Management Plan
RN Release Notes
RP Release Plan
RR Risk Register
RTM Requirements Traceability Matrix
SAD Solution Architecture Document
SDED Systems Development and Evaluation Division
SMP Staffing Management Plan
S-SCM Steady-State Corrective Maintenance
SSP System Security Plan
STraCAT Sound Transmission Classification Assessment Tool
TDD Technical Design Document
TOR Task Order Request
TP Test Plan
TPOCs Technical Points of Contact
TR Test Report
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TRM Technical Reference Model
UAT User Acceptance Testing
V&V Verification and Validation
WBS Work Breakdown Structure
WR Work Request
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