SOURCES SOUGHT
D -- Imaging and Rsearch Services - RFI
- Notice Date
- 10/24/2018
- Notice Type
- Sources Sought
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of Housing and Urban Development, OCPO, Office of Support Operations, Office of Support Operations, NO, 451 7th Street S.W., Washington, District of Columbia, 20410, United States
- ZIP Code
- 20410
- Solicitation Number
- APP-H-2019-030
- Archive Date
- 11/15/2018
- Point of Contact
- Gabriel Wright, Phone: 2024024471
- E-Mail Address
-
gabriel.g.wright@hud.gov
(gabriel.g.wright@hud.gov)
- Small Business Set-Aside
- Competitive 8(a)
- Description
- RFI THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a request for offers, quotes or proposals. This notice does not represent a commitment by the Government to issue a solicitation or award a contract. This is a market research tool only to determine the capability of potential sources. The Department of Housing and Urban Development (HUD) is contemplating establishing a contract under NAICS Code(s) 518210 Data Processing, Hosting and Related Services), PSC Code D315 Digitizing Services for Imaging and Research Services and is issuing this Request For Information (RFI) in order to solicit responses from capable sources and capability statements to ensure sufficient competition exists to meet the government's requirements Teaming arrangements and joint ventures will be considered for any subsequent procurement based on the Government's market research, provided that the prime contract is awarded to an applicable small business and that small businesses provide fifty percent or more of the support. Please review the performance work statement (PWS) and provide your feedback to Gabriel Wright at Gabriel.G.Wright@hud.gov or Please call 202 402-4471 <img style="overflow: hidden; cursor: hand; height: 16px; width: 16px; vertical-align: middle; white-space: nowrap; right: 0px; position: static !important; float: none; left: 0px; margin: 0px; display: inline; top: 0px; bottom: 0px;" title="Call: 202 402-4471" src="data:image/png;base64,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" alt="" /> if there are questions. So, what exactly is HUD contemplating acquiring? The Single Family Insurance Operation Division (SFIOD) is seeking Contractor support to provide the conversion of incoming mail, paper documents, old CDs, DVDs, and microfiche to digital images and in the uploading of converted files to a HUD based network server for immediate access and retrieval by staff. The contractor shall provide support by researching approximately 800,000 unpaid cases including 37,000 questionable property cases, and 6,000 HUD no pay cases and suspended cases that require research in order to obtain the necessary documentation to pay these cases. SFIOD also needs research for approximately 400,000 cancelled checks. Since the US Postal Service will not forward a government check even if a change of address notification has been filed, these checks are returned to HUD as undeliverable. To assist in locating these homeowners, Contractor services are needed to process and reissue cancelled checks that have been returned as undeliverable. BACKGROUND SFIOD is responsible for providing information services, via SFIOD Systems, to homeowners, lenders, the general public, Home Ownership Centers (HOCS) and other government organizations related to Single Family Mortgage Insurance premium refunds for homeowners and lenders. SFIOD has determined that the conversion of paper documents into a media which can be indexed, searched, retrieved, accessed by multiple users, and archived will improve customer service. Records management capabilities that are easily searchable and retrievable by FHA case number and/or document image number will enable FHA to store and maintain information electronically; to reduce the number of paper files currently in the office; to provide a secure method for maintaining Personally Identifiable Information (PII); to reduce the number of DVDs, and file cabinets to more effectively utilize office space; and to reduce the risk of information loss due to damaged microfiche, microfilm, and DVDs. Most importantly, electronic records management allows FHA to provide information and respond to inquiries faster. This will enhance FHA's image with the American public and to further the Department's goal of maintaining the public trust. SFIOD requires a secure method for destroying microfiche and microfilm and other sensitive program and financial management documents with PII that follows the Media Protection requirements specified in HUDs IT Information Technology Security Policy, HUD Handbook SFIOD has approximately 800,000 unpaid cases including 37,000 questionable property cases (QP) a QP is an FHA insured loan that is due a mortgage insurance premium (MIP) refund, but which does not have a good name and address to send a claim form for the homeowner to return to HUD for processing, and 6,000 HUD no pay cases that require research in order to obtain the necessary documentation to pay these cases. DEFINITIONS Definitions Business/Work Days - Every official work day of the week which are days between and including Monday to Friday. This does not include federal holidays and weekends. Calendar Day - Any day of the week. Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime. Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government. Contracting Officer's Representative (COR) -The Contracting Officer's Representative (COR) is a critical member of the team of knowledgeable and qualified experts supporting the CO. Deliverable Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. Federal Housing Administration (FHA) - The Federal Housing Administration (FHA) is a United States government agency created in part by the National Housing Act of 1934. Government Furnished Property (GFP) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract. HUD No pay - HUD No Pay are cases a lender has not paid MIP on because they think it is not in their portfolio. Identification (ID) - document or code which may be used to prove a person's identity and gain access. Mortgage Insurance Premium (MIP) - mortgage insurance premium is required for most of the FHA's Single Family mortgage insurance programs. Mutual Mortgage Insurance (MMI) - The Mutual Mortgage Insurance Fund is authorized by Section 203(b) of the National Housing Act of 1934. Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met. Performance Standard - The Contractor's performance level required by the Government. Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes. Physical Security - Actions that prevent the loss or damage of Government property. Personally Identifiable Information (PII) - The borrower's personal information including name, address, social security number (SSN) Personal Identity Verification (PIV) - The Personal Identity Verification program enables HUD to meet the new security standards effectively for employee identification and access. Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements. Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract. Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements. Questionable Property (QP) - An FHA insured loan that is due an MIP refund but which does not have a good name and address to send a claim form for the homeowner to return to HUD for processing. Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply. Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. Third Party Tracers - Third-party tracers are independent business enterprises involved in Work Week - Monday through Friday, unless specified otherwise. GENERAL DESCRIPTION OF WORK The Contractor shall utilize Commercial Off-the-Shelf (COTS) package software in order to image source documents, to store digital images in a safe secure environment, and to upload converted files to a HUD based network server for immediate access and retrieval by staff. Recent meetings with the Office of the Inspector General (OIG) have resulted in a departure from Sharepoint technology as the result of extreme concern expressed by the OIG regarding the security of PII in in the Sharepoint environment. The Contactor shall destroy original documents CDs, DVDs, and microfiche, while ensuring the security of PII information, after the Contractor verifies that the documents have been successfully imaged, and HUD staff has verified the completeness and accuracy of the images. The Contactor shall image backlog of approximately 80,000 documents, CDs, DVDs, tapes and Microfiche. The Contactor shall provide a secure method for maintaining documents including PII. The Contactor shall perform research in order to obtain current mailing addresses for questionable properties (QP), HUD no pay cases, suspended refund cases, and Spanish case perform. The Contactor shall research to locate homeowners whose refund checks have been returned by the US Postal Service as undeliverable. The Contactor shall locate documentation from jurisdictions and web sites to obtain information on HUD No Pay, cancelled checks, and suspended refund cases. Specific Tasks Document management requirements • The Contractor shall establish document management system including the setup of preferred database, scanning, and retrieval program which needs to be established during the 30-60-day transition in period. • Pick up and or electronically receive paper documents and emails related to homeowner mortgage insurance premium (MIP) refunds • Prepare documents including removing staples, fasteners, binder clips, rubber bands, any binding, etc. Post-it notes will be placed on a blank page before scanning unless other instructions are provided • Sort, index, and scan paper documents, envelopes and emails from SFIOD. There will be approximately 80,000 pages of correspondence and documents per year. • Convert the original documents to digital data allowing for immediate access and retrieval by HUD staff accessible through a network-based document management system. Documents will be provided to the contractor by email or fax on a weekly basis and by pickup by contractor. • Customized coding and indexing are required as part of the document conversion process. Multiple indexes and cross-referencing are required for most document types. The types of documents include every document in the homeowner refund file or envelope. The index filed include at a minimum FHA Case Number, Homeowner name, property address, mailing address and document image number. The government based on its business necessity can modify (add or delete) the types of documents and index fields. • Utilize Commercial Off-the-Shelf (COTS) package software in order to retrieve images and to upload converted files to a HUD based network server for immediate access and retrieval by staff. Recent meetings with the Office of the Inspector General (OIG) has resulted in a departure from Sharepoint technology as the result of extreme concern expressed by the OIG regarding the security of PII in in the Sharepoint environment. Research Requirements • The Contractor shall research websites in order to obtain current mailing addresses on the following types of cases: approximately 800,000 unpaid MIP refunds, approximately 37,000 questionable properties (QP) a QP is an FHA insured loan that is due an MIP refund, but which does not have a good name and address to send a claim form for the homeowner to return to HUD for processing, 6,000 HUD no pay, approximately 400,000 cancelled checks, suspended refund cases, and Spanish cases. The average time required to research each case is difficult to determine because these are the most difficult cases to locate the necessary documentation in order to pay these cases. • Contractor shall locate documentation to support of ownership from jurisdictions and web sites to obtain information on approximately 800,000 unpaid MIP refunds, approximately 37,000 questionable properties (QP), a QP is an FHA insured loan that is due an MIP refund, but which does not have a good name and address to send a claim form for the homeowner to return to HUD for processing, 6,000 HUD no pay, approximately 400,000 cancelled checks, suspended refund cases, and Spanish cases. • Contractor shall Provide HUD with a weekly excel spreadsheet with the results of the search so that HUD can send out an updated claim form to homeowners Convert backlog • Contractor shall convert backlog of old CDs, DVDs, and microfiche to digital images and in the uploading of converted files to a HUD based network server for immediate access and retrieval by staff at their workstation or at any alterative telework site. Contractor will pickup backlog material form SFIOD on a weekly basis until backlog has been eliminated. Destruction of source documents and other storage media • Contractor shall destroy paper records and other sensitive documents that contain personal and financial records protected, with the COR's approval after the contractor has verified to the COR that they have successfully scanned the source documents, and after the government has verified that the resulting images are accurate and complete, under the Privacy Act to include records with PII and other documents that include sensitive program and financial management documents with PII in a manner that is consistent with the Media Protection requirements outlined in HUD's IT Information Technology Security Policy, HUD Handbook 2400.25 REV.4 (August 2014), Section 4.8, Media Protection. Provide a secure method or maintaining PII. • Contractor shall destroy microfiche, microfilm, electronic tapes, CDs, and DVDs that contain personal and financial records protected, with the COR's approval after the contractor has verified to the COR that they have successfully scanned the source documents, and after the government has verified that the resulting images are accurate and complete, under the Privacy Act to include records with Personally Identifiable Information (PII). The contractor shall destroy paper records protected under the Privacy Act to include records with PII and other documents that include sensitive program and financial management documents with PII. CONTEMPLATED REPORT REQUIREMENTS Deliverable Media # of Copies Due Date HUD Action Quality Control Plan MS Word via email 1 soft copy Within 30 business days after Contract award, and within 5 business days from the returned date for required changes/ updates SCOR will review w/in 5 business days and approve/return Transition in Plan MS Word via email 1 soft copy Within five business days of contract award SCOR will review w/in 5 business days and approve/return Monthly Imaging Report on what information has been received, processed and errored off including an explanation for the results. MS Word/Excel via email 1 soft copy The data collection and reporting tool shall be delivered within 60 business days after contract award, and within 5 business days from the first of the month SCOR will review w/in 5 business days and approve/return Establishment of the management system including the setup of preferred database, scanning, and retrieval program online Within 30 business days after Contract award SCOR will review w/in 5 business days and approve/return Monthly Status Meeting Teleconference Third Thursday of each month SCOR will review w/in 5 business days and approve/return Weekly Research Report with the results of the research so that HUD can send out updated claim forms to homeowners MS Word and Excel via email 1 soft copy Every Monday morning SCOR will review w/in 5 business days and approve/return Monthly Document Report showing what documents and media were destroyed. MS Word/Excel via email 1 soft copy Within 5 business days from the end of the month SCOR will review w/in 5 business days and approve/return Transition out Plan MS Word via email 1 soft copy 60 days before end of contract SCOR will review w/in 5 business days and approve/return CONTEMPLATED MAGNITUDE OF THE PROJECT Estimated Value: $5,000,000 (Base Period of Twelve Months plus 4 Option Years) CONTEMPLATED PLACE OF PERFORMANCE The Contractor shall furnish facilities to meet the requirement under the PWS. RESPONSE REQUESTED Small Businesses are encouraged to respond. This synopsis is a market research tool being used to determine the availability and capability of potential sources prior to determining the method of acquisition and whether the government will proceed with this acquisition. The Government will not pay for any information solicited. If a contract is ultimately pursued, responses to this synopsis will be used to aid in determining whether the acquisition is set-aside for small business or in establishing small business subcontracting goals. All qualified firms are encouraged to respond. The capability statement shall address, at a minimum, the following for the past three years: 1. Name and address of company and or companies (if there is a teaming arrangement or joint venture); 2. Technical expertise relevant to the requirement; 3. Technical approach relevant of the requirement (1 to 2 paragraphs); 4. Management approach relevant to the requirement (1 to 2 paragraph); 5. Corporate experience relevant to the requirement (1 to 2 paragraph); 6. Indicate if you are a small business or any other socio-economic categories that apply to your firm under the designated NAICS code; 7. Whether you have had unequal access to any information relevant to the acquisition that could provide an unfair competitive advantage; 8. Relevant past performance. Your capability statement needs to include a list of three customers (Government/non-Government) within the past three (3) years highlighting similar work in nature, scope, complexity, and difficulty and a brief description of the scope of work. Your submission for relevant past performance must include for each customer: • Contract name; • Contracting Agency or Department, POC and contact information; • Yearly contract value (in $); • Whether your firm was the prime or a subcontractor; • Period of performance; • Description of work and how it relates to the requirements. Interested firms responding to this market survey must provide a capability statement demonstrating their experience, skills and capability to fulfill the Governments requirements for the above. The capability statement shall be in sufficient enough detail, but not exceed 10 pages TOTAL, so that the Government can determine the experience and capability of your firm to provide the requirements above. Please specify one primary and one alternate Point of Contact (POC) within your firm, including telephone numbers and email addresses in case clarifications of your submission are needed. Only electronic copies of capability statements will be accepted and should be emailed to: Gabriel.G.Wright@hud.gov. The e-mail shall contain the following subject line: Response to Sources Sought Notice - Imaging and Research Services Requirement. The Government may use the responses received to determine whether to proceed with the acquisition as a set-aside, or in the absence of a least two small business responses to this notice, may determine to proceed with a full and open competition. This decision and whether to proceed with the acquisition is at the sole discretion of the Government. All interested Contractors should submit their capability statements by TIME 10:00am on DATE: October 31, 2018, attention POC Gabriel Wright. Late responses will not be considered.
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