FBODaily.com | FedBizOpps: PRESOL | 70 | ON-LINE APPOINTMENT SCHEDULING TOOL - Appendix A

FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 14, 2013 FBO #4403
SOLICITATION NOTICE

70 -- ON-LINE APPOINTMENT SCHEDULING TOOL - Appendix A

Notice Date: 12/12/2013
Notice Type: Combined Synopsis/Solicitation
NAICS: 541511 — Custom Computer Programming Services
Contracting Office: Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 131 M Street, NE, 6th Floor, Washington, District of Columbia, 20507, United States
ZIP Code: 20507
Solicitation Number: RFQ0106-14
Archive Date: 1/14/2014
Point of Contact: Gregory A Browne, Phone: (202) 663-4292, Anthony R Price, Phone: (202) 663-4218
E-Mail Address: gregory.browne@eeoc.gov, anthony.price@eeoc.gov
(gregory.browne@eeoc.gov, anthony.price@eeoc.gov)
Small Business Set-Aside: N/A
Description: List of Functional Requirements for On-Line Scheduling Tool This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-71 effective on November 25, 2013. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC) has a requirement for a contractor to provide an On-line Appointment Scheduling Tool. The EEOC contemplates the award of a Firm-Fixed Price Contract. The quotation package shall include the following line items in a written quotation: CLIN 0001. Base Year: On-line Scheduling Tool SaaS and Professional Services - Quantity 1 Lot, Unit Price tiny_mce_marker____, Total for CLIN 0001 tiny_mce_marker____; CLIN 0002. Base Year: Annual Software Licensing and Hosting - Quantity 1 Lot, Unit Price $ _____, Total for CLIN 0002 $ _____; CLIN 0003. Option Year 1: Annual Software Licensing and Hosting - Quantity 1 Lot, Unit Price $ _____, Total for CLIN 0003 $ _____; CLIN 0004. Option Year 2: Annual Software Licensing and Hosting - Quantity 1 Lot, Unit Price tiny_mce_marker____, Total for CLIN 0004; CLIN 0005. Option Year 3: Annual Software Licensing and Hosting - 1 Lot, Unit Price tiny_mce_marker____, Total for CLIN 0005 $ _____; and CLIN 0006. Option Year 4: Annual Software Licensing and Hosting - 1 Lot, Unit Price tiny_mce_marker____, Total for CLIN 0006 $ _____. Total Price for CLINs 0001 through 0006 tiny_mce_marker____. A contract will be awarded to a responsible vendor whose quotation represents the best value to the Government. Interested parties must indicate in their quotation whether they accept payment via Government-wide commercial purchase card. The prospective contractor must be registered in the System for Award Management (SAM) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.sam.gov/. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. Purpose: This requirement is for a web-based appointment scheduling tool Software-as-a-Service (SaaS) to be configured, tested, and implemented for use by Potential Charging Parties and EEOC staff to schedule and manage interviews during the Intake process. This project will introduce a greater infusion of technology during the pre-intake stage of a charge/inquiry and will more capably allow for enhancements to this baseline in future out years. The project will analyze the intake process including customer service. The scheduling tool may also be used for other functions i.e. for scheduling mediations and hearings with EEOC. Scope of Work: The contractor shall provide Software-as-a-Service (SaaS) for a functional web-based appointment scheduling software tool to be configured, tested, and implemented that meets the requirements outlined in the Tasks to be Performed. It will include: Hosting, with all hardware and software to maintain the appointment scheduling software; Support standard browsers such as Internet Explorer, Google Chrome, and Mozilla Firefox; Access to the appointment scheduling software for an unlimited number of users; and Annual technical support and product upgrade services. Tasks To Be Performed: The Contractor shall configure, test, implement, and host a web-based appointment scheduling tool SaaS to meet the functional requirements identified in Appendix A: Functional Requirements for On-line Appointment Scheduling Tool. The Contractor shall prepare test and deployment plans. The Contractor shall prepare a project plan in the form of an Agile Roadmap to reflect priorities and to provide input to Release Planning. The Contractor shall work with the COR and Scrum Master to review the functions and to define specific solutions. The Contractor shall use the Agile methodology to group the changes into Sprints lasting approximately 2-3 weeks. At the end of each Sprint, the Contractor shall demonstrate the system to the EEOC workgroup for feedback and acceptance; and identification of modifications, as necessary. Implementation will be in a phased approach. EEOC offices will be designated for a pilot(s). Results of the pilot(s) will be used to modify the configurations, if necessary, prior to EEOC-wide implementation. The Contractor shall work within a design team to integrate the scheduling tool with an on-line public portal; the specific product is still to be determined. The Contractor shall provide project management services to oversee the tasks. The Contractor shall provide a training environment for pilot offices to use to try out the product. The Contractor shall also provide training to EEOC staff for the purpose of train-the-trainer for functional users and knowledge transfer to the EEOC technical staff to support the tool. Period of Performance: The period of performance is from date of award through twelve (12) months with four (4) one-year options, if exercised. Option to Extend the Term of the Contract: The Government may extend the term of this contract by written notice to the Contractor within 30 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 60 months. Place of Performance: Work to produce the deliverables can be done at the Contractor's site. The Contractor shall provide the required software and services to EEOC Headquarters and field offices that will be using the tool. Deliverables: The Contractor shall deliver the items and services described in the Tasks to Be Performed according to the project schedule coordinated and approved by the EEOC Contracting Officer's Representative (COR). These deliverables include: Software-as-a-Service hosting of the scheduling tool available 24x7; test scenarios and results; a working, functional on-line appointment scheduling tool that meets the requirements; a pilot implementation; and if accepted, an EEOC-wide implementation. The Contractor shall provide a user manual for configuration of the tool, and system documentation that sufficiently describes the web services specifications. The Contractor shall provide a monthly progress report of activities, to include: Description of the tasks; Status of assigned tasks, schedule and budget; Identification of issues, risks, and required decisions; Activities and completed milestones during the reporting period, and Planned activities for the next reporting period. The monthly report will be due to the COR by the 10th business day of the next month following the reporting period. All documentation shall be submitted to the COR in electronic format using Microsoft Office, compatible with version 2007, or Adobe PDF. Time of Delivery: The Contractor shall deliver the functioning on-line appointment scheduling tool according to a schedule mutually agreed to by the COR and the Contractor. The Contractor shall develop and maintain the schedule described in the Tasks to Be Performed. Key Personnel: The Contractor shall provide a Project Manager who shall be designated as Key and shall be responsible for ensuring all work is performed as required under this task order. The Project Manager shall ensure contractor's employees are aware of, understand, and abide by the EEOC established policies, regulations, and safety practices, and shall have full authority to act on matters pertaining to the performance of services under this contract. The Project Manager shall also be the primary point of contact for the Contracting Officer and COR. The name of this individual, and the name of the alternate Assistant Project Manager who shall act for the contractor when the Project Manager is absent, shall be provided in writing to the CO not later than 14 business days of notification of award and subsequent replacement of Project Manager. During any absence of the Project Manager, only one alternate shall have full authority to act for the contractor on all matters relating to this contract. Before changing an individual identified as Key, the contractor shall notify the CO no less than 14 business days and shall submit written justification (including the name and qualifications of the proposed substitute). The proposed substitute shall possess qualifications equal to or superior to those of the Key person being replaced. The contractor shall not substitute Key personnel without written consent from the CO. Electronic and Information Technology Accessibility Standards: The EEOC considers universal accessibility to information a priority for all its employees and external customers, including individuals with disabilities. Under §§ 504 and 508 of the Rehabilitation Act of 1973 (29 U.S.C. §§ 794 and 794d, as amended), EEOC must ensure the accessibility of its programs and activities, specifically its obligation to acquire and use accessible electronic and information technology. To comply with the provisions of this clause, the Contractor shall refer to the Section 508 Standards described at www.section508.gov. The Contractor shall document or demonstrate how the application in this requirement meets Web-based Intranet and Internet Information and Applications, subpart 1194.22; and Information, Documentation, and Support subpart D. Government Furnished Information, Equipment and Property: EEOC will provide all necessary documents to the Contractor to assist in completing the required tasks. This will include such things as security policies, system security plans, Rules of Behavior, and applicable EEOC orders. Confidentiality, Privacy and Non-Disclosure Provisions: The confidentiality provisions of Title VII of the Civil Rights Act of 1964 and Title I of the Americans with Disabilities Act prohibit disclosure of any charge, charge related, or EEO survey information. All reports and information from these systems will be kept confidential, as required by §§ 706(b) and 709(e) of Title VII of the Civil Rights Act of 1964 and § 107 of the ADA The Contractor shall agree that such information will not be disclosed and will only be used for the performance of their responsibilities under this SOW. EEOC's information systems contain personal information subject to the Privacy Act of 1974 (PL 93-579) and amendments. It will be the Contractor's responsibility to familiarize and brief employees and subcontractors on the provisions of the Privacy Act. FAR clauses 52.224-1: "Privacy Act Notification" and 52.224-2: "Privacy Act" are hereby incorporated by reference. EEOC's information systems (including those systems or portions of systems supported or maintained by contractors) are Federal Information Systems, as defined in the Federal Information Security Management Act of 2002, and are required by this statute to be provided information security protections commensurate with the risk and magnitude of the harm resulting from unauthorized access, use, disclosure, disruption, modification, or destruction of information collected or maintained by or on behalf of the Commission; and information systems used or operated by the Commission or by a contractor or other organization on behalf of the Commission. Any equipment, software, or hosting facilities must comply with Federal security policies and procedures, including secure locked-down configurations, adequate power backup, data security, server redundancy and physical security. This includes compliance with NIST Special Publication 800-53, Recommended Security Controls for Federal Information Systems, for systems with a FIPS Publication 199 security classification ranking of "Moderate," as well as use of common security configurations available from the National Institute of Standards and Technology's (NIST) Web site at http://checklists.nist.gov. Any non-compliance with these standards must be brought to the attention of the EEOC for assessment of the related risk, as a part of the proposal/work-order response process. In addition, during the course of the contract, the vendor agrees to respond to EEOC requests for information related to assessing the security of the contractor maintained host environments (as applicable), including participation in internal and external vulnerability scanning and penetration testing. EEOC's offices physically restrict access by non-employees and some are located in Federal buildings. Access is through controlled points and Contractors must show identification with a photograph. EEOC's representatives must escort the Contractor's technicians. Submission of Quotation: Your quotation in response to RFQ0106-14 is due December 30, 2013, 2:00 p.m. ET. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisitions Services Division, 131 M Street, N.E., Room 4SW26D, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@eeoc.gov with a cc: copy to anthony.price@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Gregory Browne, via e-mail at gregory.browne@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0106-14 is December 16, 2013 at 2:00 p.m. ET. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before February 28, 2014. Basis for Award: The Government intends to award a contract to the responsible quoter whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter's quotation against the evaluation criteria described below. Additionally, risk ratings will be conducted to assess the risks and weaknesses associated with each quoter's proposed approach to performing the above mentioned requirements. It is an overall assessment derived from the technical evaluation and is driven by each of the sub-factors within the technical factor. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated Price. The Government reserves the right to make an award to the quoter with the highest technically rated quotation rather than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical quotation over another. Thus, to the extent that the quoter's technical and past performance quotations are evaluated as equal, the evaluated price is more likely to be a determining factor. The sub-factors for technical evaluation are listed below in descending order of importance: Technical Capability: On-line Appointment Scheduling Tool Requirements and Software as-a-Service Technical Capability: Technical Approach & Methodology Past Performance Factor I - Technical Capabillity: The technical quotation should be directly responsive to the above mentioned requirements, and Appendix A. The quoter should set forth in detail, the overall technical approach and capabilities for accomplishing the required work. These will be an important factor in selection of the contractor, and should be specific and complete. The quoter should present the information necessary to provide a basis for evaluation by the Government of the quoter's technical qualifications and the proposed solution to the technical problems. Each quotation will be evaluated in the light of the material and substantiating evidence presented in the quotation and not on the basis of what is inferred. The quotation should not simply repeat the RFQ. Each quotation should include a completed Voluntary Product Accessibility Template (VPAT) to describe how Section 508 standards are met (See Electronic and Information Technology Accessibility Standards). Volume I shall not exceed 30 pages. The quoter shall be available to provide a demonstration of approximately one-hour in length of how their proposed product meets the requirements. i. The demonstration should last approximately one hour. An appropriate amount of time will be allowed prior to the demo to set up, and following the demo to finish answering questions related to the functionality and requirements. ii. The demo shall show how the proposed product meets the requirements in the SOW, especially in Appendix A. iii. The demo can be conducted on-site at EEOC Headquarters, or presented remotely over the web. EEOC is located at 131 M Street, N.E., Washington DC. iv. If conducted on-site, a laptop, internet connectivity, projection screen, and conference call technology will be available from EEOC. v. The time of day for the demo shall allow for remote access by any Technical Evaluation Team members in the western time zones, as well as members from the eastern time zones. Factor II - Past Performance: The quoter must provide a minimum of three (3) references for past performance for similar and relevant work performed within the past three (3) years. At least one of the references should be from a Federal Government agency. The quoter will be evaluated based on customer satisfaction, quality, timeliness, cost control, and business relations. The contact information for each reference shall include the following: • Contract type: • Contract number: • Contract/Task value: • Agency/Company Name: • Agency/Company point of contact name, telephone number, email address: • Duration of task/contract: • Type of services provided (brief description): Factor III - Price: A detailed price quotation shall be submitted. The quoter shall provide rates for the professional services to complete the required work and costs of software hosting. Evaluation Criteria: Factor I: Technical Capability Sub-Factor: On-line Appointment Scheduling Tool Requirements and Software-as-a-Service The quoter's quotation will be evaluated on it is ability to provide the functionality and capabilities mentioned above, and in Appendix A. a. The quoter shall describe its functionality and capabilities, including web services specifications. b. The quoter shall describe its Software-as-a-Service hosting environment, including system security provisions, hours of availability, technical support, and access requirements. c. The Technical Evaluation Team will evaluate the product according to this Evaluation Criteria and the requirements in the SOW, especially in Appendix A. A product with functionality identified as Optional in Appendix A will be given a potentially higher evaluation. d. The Voluntary Product Accessibility Template (VPAT) shall describe how Section 508 standards are met and any exceptions. e. The quoter whose quotation is technically acceptable will be contacted by the CO or COR to arrange a product demonstration to the Technical Evaluation Team. The demo will be evaluated according to the requirements in Appendix A. Sub-Factor: Technical Approach & Methodology The quotation will be evaluated to determine whether the quoter's technical plan and approach have met the requirements of the SOW. The quotation will be evaluated to assess the quoter's understanding of the requirement and clearly addressed the SaaS environment including system security provisions. a. The quoter shall demonstrate a thorough understanding of the requirements of the SOW by describing an approach, methodology, technique, and/or plan being proposed to accomplish tasks, such as configuration, testing, and implementation of a pilot, and EEOC-wide implementation. b. The quoter shall describe the management approach to the Software-as-a-Service hosting to ensure an effective and reliable solution. c. The quoter shall describe the approach to ensure a high level of customer satisfaction of the supported system. Factor II - Past Performance a. The quoter must provide at least three (3) references for past performance for similar and relevant work performed within the past 3 years, with at least one being a Federal reference. Identify any work performed for a small Federal agency. The quoter must provide similar tasks or project information which would demonstrate the essential experience and skills necessary to address the requirements of the SOW. The quoter may submit a description of work performed as a major subcontractor, or work performed as part of a team or joint venture. Describe previous partnering with any subcontractors included in this quotation, if applicable. b. The quoter should discuss any negative performance issues and corrective actions taken. c. The quoter will be evaluated on quality, timelines, cost control, and business relations. i. Quality of Product or Service - The quoter will be evaluated on compliance with previous contract requirements, accuracy of reports, and technical excellence to include Quality awards/certificates. ii. Timeliness of Performance - The quoter will be evaluated on meeting milestones, reliability, responsiveness to technical direction, deliverables completed on-time, adherence to contract schedules including contract administration. iii. Cost Control - The quoter will be evaluated on the ability to perform within or below budget, use of cost efficiencies, relationship of negotiated costs to actuals, submission of reasonably priced change proposals, and providing current, accurate, and complete billing timely. iv. Business Relations - The quoter will be evaluated on the ability to provide effective management, cooperative and proactive behavior with the Contracting Officer's Representative (COR) and Contracting Officer, flexibility, responsiveness to inquires, problem resolution and customer satisfaction. The quoter will be evaluated on satisfaction of the technical monitors with the overall performance, and final product and services. d. The past performance selected for submission by the quoter shall be those that provide evidence which can be validated by the Government reference checks, utilization of other contacts, or any available information. Any past performance information provided by a quoter in its quotation is subject to verification/validation by the Government during the evaluation process. The Government reserves the right to contact the Government and/or commercial point of contact provided by the quoter and any project officials and/or other persons who have been involved in any of the contracts listed by the quoter in its quotation, for the purposes of verifying the information provided and obtaining additional information concerning the quoter's performance on these contracts. e. A quoter without a record of relevant past performance or for whom information on past performance is not available will not be evaluated favorably or unfavorably on past performance. Factor III: Price a. The price quotation will be evaluated against the independent Government Cost Estimate. b. The quoter shall provide product and license costs, rates for the professional services to complete the required work, and costs of software hosting. c. A listing of any Other Direct Charges that are proposed for completion of this requirement. Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the vendor's initial quote should contain the vendor's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The provisions at 52.212-2 Evaluation-Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. Clause 52.203-6, Restrictions on Subcontractor Sales to the Government ‘ Alternate I, Clause 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards, Clause 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment, Clause 52.222-3 Convict Labor, Clause 52.222-19 Child Labor - Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-37 Employment Reports on Veterans, Clause 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, and Clause 52.232-33, Payment by Electronic Funds Transfer-System for Award Management are incorporated by reference. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/. Method of payment: Electronic Funds Transfer.
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70 -- ON-LINE APPOINTMENT SCHEDULING TOOL - Appendix A