Indiana Bids > Bid Detail

Records Management Application

Agency: Department of Housing and Urban Development
Level of Government: Federal
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD00159988428846072
Posted Date: Feb 10, 2019
Due Date: Feb 22, 2019
Solicitation No: SS-H-2019-087
Opportunity History
  • Original Synopsis
    Feb 08, 2019
    5:29 pm
Solicitation Number :
Notice Type :
Sources Sought
Synopsis :
Added: Feb 08, 2019 5:29 pm

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) 541611--Administrative Management and General Management Consulting Services and 541513--Computer Facilities Management Services, and the Small Business Standard is $15 Million based on NAICS Code 541611 and $25 Million based on NAICS Code 541513, PSC Code R408--Program Management/Support Services, for the Records Management Application requirement and is issuing this Request for Information (RFI) 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.

Please review the performance work statement (PWS) and provide your feedback to Mrs. Rachel Wilson at

The Federal Records Act of 1950, as amended and codified in Title 44 of the United States Code (U.S.C.) places responsibility on agencies to adequately document their mission and functions, policies, procedures, decisions, and transactions and to preserve their historically valuable records. The National Archives and Records Administration (NARA), the Office of Management and Budget (OMB), and the General Services Administration (GSA) share oversight of Federal Records Management Programs. The Department seeks improved methods to meet its growing case binder records service demands while facing economic constraints and complying with legal and regulatory mandates.

The Office of the Deputy Assistant Secretary for Operations (A/OPR) has the operational responsibility for storing and retrieving Single Family Mortgage Insurance case binders, (approximately 18 million) as well as approximately 330,000 Multifamily Washington Dockets that are stored at HUD and various other locations nationwide. This operational responsibility includes the submission, receipt, classifying, maintenance, protection, transfer, retirement and/or disposal of such as records, and the retrieval of records that have been transferred or retired to the Federal Records Center or commercial storage facilities.
The Office of Business Development, Communication and Marketing Division, Records Management Unit strives to provide an economical and efficient administrative process for managing case binders throughout their life cycle, from submission to HUD to their final designated disposition (destruction or preservation). It is also a process of maintaining information in a format that allows for timely access.

The Office of the Chief Information Officer (OCIO) supports initiatives that enable HUD staff and clients to process less paper and move into a more customer-facing role that provides increased levels of service to citizens and business partners.


Business/Work Days - Every official work day of the week (i.e., between and including Monday to Friday, excluding public 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 Representative (COR)- An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities regarding technical issues. This individual has authority to provide technical direction to the Contractor provided direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered, which may include non-manufactured things such as meeting minutes or reports.

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.

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.

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.
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.

Subordinate Contracting Officer Representative (SCOR) - An individual designated by the Contracting Officer to assist in providing technical direction and monitoring performance under the contract.

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. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

1.1.1. 2.2 Acronyms

APPS- Active Partners Performance System (APPS)

AQL - Acceptable Quality Level

ARAMS - Automated Renewal and Amendment System

BAA - Business Area Analysis Study

CBT - Computer-Based Training

CCB - Change Control Board

CCMB - Configuration Change Management Board

CLIN - Contract Line Item Number

CMMI - Capability Maturity Model Integration

CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

COR - Contracting Officer Representative

COTS - Commercial Off-the-Shelf

CPO - Office of the Chief Procurement Officer of HUD

EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion

GAO - U.S. General Accounting Office

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

HUD/ISG - Internet Services Group within the Telecom Processing Division

HUD Web - HUDs Intranet Web Site and related WEB pages

IG or OIG - Inspector General (Office of)

IT - Information Technology

IV&V - Independent Validation and Verification

LOOCS - Line of Credit Control System

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL - Public Law

PM - Project Manager

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SCOR - Subordinate Contracting Officer Representative

SF - Standard Form

TBD - To be determined

U.S.C - United States Code


US Department of Housing and Urban Development (HUD)is seeking Contractor services to provide and host the Commercial Off-the-Shell (COTS) application for the electronic document and records management for the Housing Program Offices of Office of Single- Family Housing, Office of Multifamily Housing, and Office of Healthcare Programs and other Housing Program Offices. The records services for these Housing Program Offices shall be under the oversight of the Office of Operations.

The mission of the Records Management Unit is to ensure that official records of the Office of Housing Program Offices are created, made available to the right people, when needed, for appropriate reasons, adding or changing the applications functionality. The Records Management Application (RMA) shall support interfaces necessary to exchange information and content with HUD systems including the enterprise document/records management capability currently hosted in Microsoft and then disposed of properly when their usefulness to the agency and federal retention obligations have ended. The Contractor shall provide services operations support of RMA.

This includes, but is not limited to, completing backlog items identified during the initial deployment of the business application, ensure that the system calculations, data manipulation and processing, user interface and interaction with the application, and other specific functionality that shows how user requirements are satisfied.

The Portal must be reliable and remain operational over with an emphasis on error prevention. Also, the Contractor shall maintain the RMA system to add or change services, features, and interfaces when adding or changing the applications functionality. The RMA shall support interfaces necessary to exchange information and content with HUD systems including the enterprise document/records management capability currently hosted in Microsoft.

• Demonstrable knowledge in diverse areas of NARA's record requirements
• Previous experience in managing federal records electronically
• Working knowledge of NARA requirements of managing federal electronic records.
• Ability to derive relevant concepts from any amendments made by NARA in regards to managing electronic federal records.
• Ability to facilitate meetings in a "lead" capacity for groups of various sizes and scientific expertise in regards to NARA requirements of managing federal electronic records.
• Skills in oral and written communication in regards to NARA requirements of managing federal electronic records and any amendments there are.
• Organized and deadline driven in regards to dates mandated by NARA.

The tasks require a set of skill categories based on the following approximate breakdown:
Document Storage & Hosting: 100%
Help Desk Support: 99%
Data Protection/ Security: 99%
Project Manager: 50%
Senior Developer/ Programmer: 50%
Senior Developer: 35%
Junior Developer: 35%
Cybersecurity Engineer level II: 35%
Cybersecurity Specialist Level III: 50%
Information Systems Specialist V: 50%
Senior Data Analyst: 65%
Junior Data Analyst: 75%
Senior Visual Designer: 35%


The reports and plans shall include the following details:

Management Plan (MP)
•In accordance, with the PWS 5.1.1, the Contractor shall submit a Management Plan with their proposal that is clear, concise, and demonstrates it will result in meeting the objectives and requirements contained within the Performance Work Statement tasks identified within this PWS.

•The Contractor shall provide evidence of his/her organization's ability to manage the work required here within.

•The Contractor shall describe how the work will be organized, the proposed staffing and the responsibilities and existing commitments of proposed staff.

•The Management Plan shall be revised as circumstances dictate to reflect approved changes during the contract.

•The MP shall include a detailed work flow chart reflecting the process and steps the ORCF would follow which clearly reflect the Contractors strategy for timely completion

•How work deadlines shall be met including how adjustments in staffing and workload shall be made when there are fluctuating demands

•Address training and Help Desk operations.

Preliminary Quality Control Plan

In accordance, with the PWS 5.1.1, the Contractor shall provide a Preliminary Quality Control Plan in the Management Plan, submitted with the offerors proposal. After contract award, the government shall review and accept the QCP.

The Contractor shall implement the plan to result in a quality and timely contract performance to prevent, detect, and correct any deficiencies in contract performance with little or no need for government intervention.

The QCP shall be revised during contract performance as circumstances dictate to reflect necessary changes during this contract performance.

The Preliminary Quality Control Plan at a minimum shall include a detailed inspection oversight program covering all tasks.

The QCP shall include a description of the "checks and balances that shall be used to ensure an acceptable level of quality.

The QCP shall include provisions for:

•Responding to technical directions and comments provisions for safeguarding sensitive, confidential, and Personally Identifiable Information

•Provisions that shall be used to prevent and eliminate the potential for fraud, waste, and/or abuse of HUD funds or other resources received in performance of this contract.

IAW PWS Paragraph 4.7, the Contractor shall ensure that its final QCP includes the Contractors methodology for:

•Identifying and recruiting qualified personnel for protecting confidential, sensitive, and/or Personally Identifiable Information

•For resolving problems identified by the Government during reviews conducted in accordance with its QASP

•For establishing an internal feedback system for support personnel and for resolving problems identified by that feedback system

•For demonstrating and validating that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Governments QASP.

Continuity of Operations Plan (COOP)

•The Contractor shall provide a specific baseline COOP IAW PWS 5.2, 5.3, 5.5, 5.7, 5.8, 5.9, 5.10, 5.11, 5.12, 5.14 for all services specified in this PWS.

•The COOP shall be designed and implemented to result in all services required in this PWS being continued without interruption in the case of an emergency or crisis requiring relocation of Contractors office and other resources.

•The COOP at a minimum shall include a detailed listing of contract services, alternate resources, processes, and steps to immediately relocate the Contractors operations (office and other resources) and any other pertinent information needing consideration.

•The COOP plan is due 40 business from contract award

•The Contractor shall provide Status Report, quarterly.
Contingency Plan (CP)

•The Contractor shall prepare as part of its Security documentation an application CP.

•The Contractor shall provide a baseline version of the CP and an annual update thereafter IAW PWS 5.2, 5.3, 5.5, 5.7, 5.8, 5.9, 5.10, 5.11, 5.12, 5.14.

•The Contingency Plan at a minimum shall include potential scenarios to ensure that the Contractors business services are able to continue processing during a planned or unforeseen outage.

•The CP documents the applications recovery procedures (see NIST SP 800-34) and during a CP test, the application support staff members participate in a test to confirm the effectiveness of the CP and to identify gaps, bottlenecks, or other plan weaknesses.

Configuration Management Plan (CMP)

•The Contractor shall establish, document, and maintain technical and procedural controls to protect HUD; HUD users; FHA-approved Lenders, servicers, and investors; HUDs Loan Servicing Contractor; and FHA third-party providers infrastructure from unplanned, unauthorized, or unintended changes.

•The Contractor shall prepare and maintain a Configuration Management Plan.

•The Contractor shall submit the baseline CMP and an annual update thereafter IAW PWS 5.2, 5.3, 5.5, 5.7, 5.8, 5.9, 5.10, 5.11, 5.12, 5.14. Any changes to the CMP must be provided within five business days of any changes to the configuration control IAW PWS 5.2, 5.3, 5.5, 5.7, 5.8, 5.9, 5.10, 5.11, 5.12, 5.14

•The CMP will be due 40 business days after contract award.

Training Plan and Materials

•The Contractor shall provide training plan and training materials IAW PWS 5.14.

Independent Assessment of Business System Plan

The Contractor shall provide an Independent Assessment of Business System Plan.

•Plan that describes the approach for the independent third party to determine if the Contractors business services meet specifications and fulfill its intended purpose PWS 5.4.

Independent Assessment of Business System OCI Mitigation Plan

•The Contractor shall provide an Independent Assessment of Business System OCI Mitigation Plan IAW PWS 5.4.
Independent Assessment of Business System Corrective Action Plan

•The Contractor shall submit Corrective Action Plans IAW PWS 5.4.

SSAE 16 Corrective Action Plan

•The Contractor shall submit a Corrective Action Plan
IAW PWS 5.18.

Independent Assessment of Business System

The independent Assessment of Business System Contractor shall submit daily online access to reports that describe the suitability of the design and operating effectiveness of the Contractors business services controls IAW PWS 5.4 after each IV&V monthly review is completed.

Help Desk Operations Status Report

•The Contractor shall prepare and submit a Help Desk Operations Status Report IAW PWS 5.12. At a minimum, this report shall include performance metrics for:

oTransaction Time - This metric shall be used to ensure transactions are occurring in an acceptable timeframe. A baseline review of all transactions shall be conducted during the first 30 days after completion of the Transition-In Phase to identify current transaction times and any needed improvements.

oAbandonment Rate - This metric shall identify how many calls were not fielded by the Help Desk. The abandonment rate should be less than 2%.
Operational Readiness and Performance Status Report

•The Contractor shall provide a status report of operational performance, readiness, and availability.

•The report shall document each day and length of time of approved and documented scheduled maintenance.

•The report shall also document any service disruptions, the length of the service disruption, and the resolution of each service disruption.

•The Operational Readiness and Performance Status Report online access shall be made available daily through RMA.

The Bi-Lateral Interface Report shall be made available daily and online.


The total estimated value of the contract is $10,000,000.00 to $13,000,000.00.


The place of performance will be done at the Contractor's facility but all scanning must be done at HUD Headquarters. Any field offices scanning must be done in the field unless otherwise have access to a NARA certified storage facility for scanning.


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.Indicate your FSS Schedule contract number if you possess a FSS Schedule.

8.Whether you have had unequal access to any information relevant to the acquisition that could provide an unfair competitive advantage;

9.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 enough detail, but not exceed 5 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:

The e-mail shall contain the following subject line:
Response to Sources Sought Notice - Records Management Application 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: 4:00 PM EST.
•DATE: 2-22-2019.

Attention POC: Mrs. Rachel N. Wilson

Late responses will not be considered.

Responses to this announcement will not be returned, nor there any ensuing discussions or debriefings of any responses.

Please consult the list of document viewers if you cannot open a file.
Performance Work Statement
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Performance Work Statement
Posted Date:
February 8, 2019
Description: This is a draft Performance Work Statement for the Records Management Application requirement.
Contracting Office Address :
451 7th Street S.W.
Washington, District of Columbia 20410
United States
Place of Performance :
The contemplated place of performance will be done at the Contractor's facility but all scanning must be done at HUD Headquarters. Any field offices scanning must be done in the field unless otherwise have access to a NARA certified storage facility for scanning.
United States
Primary Point of Contact. :
Contract Specialist
Phone: 2024024284
All Files
Performance Work Statement
Feb 08, 2019
Download/View PWS_FY19_Records_Management_Application_Draft.pdf
General Information
Notice Type:
Sources Sought
Posted Date:
February 8, 2019
Response Date:
Feb 22, 2019 4:00 pm Eastern
Archiving Policy:
Automatic, 15 days after response date
Archive Date:
March 9, 2019
Original Set Aside:
Set Aside:
Total Small Business
Classification Code:
R -- Professional, administrative, and management support services
541 -- Professional, Scientific, and Technical Services/541611 -- Administrative Management and General Management Consulting Services


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