SOURCES SOUGHT
R -- RESEARCH AND IMAGING SERVICES
- Notice Date
- 4/16/2014
- Notice Type
- Sources Sought
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of Housing and Urban Development, OCPO, Office of Policy and Systems, Community Service/Housing Support Div, 451 7th Street SW, Washington, District of Columbia, 20410, United States
- ZIP Code
- 20410
- Solicitation Number
- 2014-H-008
- Archive Date
- 5/15/2014
- Point of Contact
- Rachel N. Wilson, Phone: 2024024284, Brenda K Lee, Phone: 202-402-3504
- E-Mail Address
-
rachel.n.wilson@hud.gov, brenda.k.lee@hud.gov
(rachel.n.wilson@hud.gov, brenda.k.lee@hud.gov)
- Small Business Set-Aside
- N/A
- Description
- RESPONSES TO THIS ANNOUNCEMENT WILL NOT BE RETURNED, NOR ANY ENSUING DISCUSSIONS OR DEBRIEFINGS OF ANY RESPONSES. PLEASE DO NOT CALL. This is a SOURCES SOUGHT NOTICE to determine the availability and capability of qualified small businesses (including certified 8(a), Small Disadvantaged, HUBZone firms; veteran and service-disabled veteran-owned small businesses, and women-owned small businesses) to provide research and imaging services. Background: HUD is responsible for providing policy direction, review, and coordination of the financial management and fiscal services required to support the FHA's Single Family, Multifamily, and Title I insurance portfolios. These services include maintaining records of all insured loans, providing data quality and other loan servicing activities, billing lenders for insurance premiums, collecting insurance premiums, transferring loans between insured portfolios, refunding unearned single family mortgage insurance premiums to homeowners, and processing applications for insurance benefits when a loan goes into default. These programs are highly visible and nationwide in scope. They directly impact the mortgage banking industry and homeowners. The data required by these programs is voluminous. HUD gathers this data, much of it on paper forms, at HUD Headquarters in Washington, D.C. HUD has determined that the conversion of paper documents into a media which can be indexed, searched, retrieved, accessed by multiple users, and archived for at least 40 years will improve customer service by allowing HUD staff to respond to the thousands of daily telephone calls and letters more quickly and efficiently. Records management capabilities that are easily searchable and retrievable by HUD case number and/or document image number will enable HUD 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 CDs, DVDs, and file cabinets to more effectively utilize office space; and to reduce the risk of information loss due to damaged microfiche, microfilm, CDs, and DVDs. Most importantly, electronic records management allows HUD to provide information and responding to inquiries faster. This will enhance HUD's image with the American public and to further the Department's goal of maintaining the public's trust. SFIOD requires a secure method for destroying microfiche and microfilm and other sensitive program and financial management documents with Personally Identifiable Information (PII) that follows the Media Protection requirements specified in HUD's IT Information Technology Security Policy, HUD Handbook 2400.25 REV-2, CHG-1 (November 30, 2009), Section 4.7 The objective is to provide a service for imaging, data processing paper records, and hosting of government records. The transition phase may include, but is not limited to: Reviewing explanatory documentation (paper copies or electronic files, as appropriate), including working papers and source data as well as previous contract deliverables Briefings on selected subjects Shadowing Performing Ad hoc inquiries Developing security guidelines for dedicated staff Securing dedicated office space Attending Status meetings Meeting with IT projects leaders on the HUD mainframe systems Training Creating data conversion specifications Designing and testing templates Creating test data sets Providing unit and parallel testing Performing initial startup of imaging, data entry, data preparation and verification services for the Disbursements and Customer Service Branch. The contractor shall sort, batch, perform data entry, and image a minimum of approximately 500 to 1,000 documents per day. Performing data entry and verification services for the Single Family Claims Branch. Convert the data from a minimum of approximately 400 to 600 pages per day of source documents into machine-readable form. SPECIFIC TASKS Disbursements and Customer Service Branch (DCSB) requires daily pick up, sorting, indexing, batching, processing, and delivery of an estimated 60,000 pieces of correspondence and documents per year. The contractor shall provide software license and maintenance of the data entry and imaging software. Image and index these documents so that the captured data can be searched, retrieved, and stored on a CD, DVD, or other large capacity state-of-the-art media. The government requires weekly and monthly data. This data may be delivered on CDs, DVDs, or other large capacity state-of-the-art media that is easily searchable and retrievable by FHA case number and/or document image number. Responsible for storing DVDs on a DVD-RAM library or another acceptable media approved by the Government that provides multi-period easily searchable and retrievable records by FHA case number. Return forms electronically and the original documents will be destroyed after the contractor verifies that the images have been successfully transferred. Demonstrate their quality control process to the government and get approval for this process. Provide courier service to pick-up, transport, and deliver DSCB documents and correspondence from HUD's facility and the U.S. Postal Services to the contractor's site. HUD requires daily data preparation services of source documents (claim forms) submitted by mortgagees that are applying for FHA Single Family Mortgage Insurance Benefits. Pick up the previously sorted and batched claim forms from the SFCB, extract specific data elements and perform data entry, use electronic file transfer (EFT) to upload data files to HUD's data processing facility, and return the source documents to the Claims Branch Destruction of Records; Destroy microfiche, microfilm, electronic tapes, CDs, and DVDs that contain personal and financial records protected under the Privacy Act to include records with Personally Identifiable Information (PII). Destroy paper records and other sensitive documents that contain personal and financial records protected under the Privacy Act to include records with PII and other documents that include sensitive program and financial management documents with PII. Provide a secure method for destroying microfiche, microfilm and other electronic media that contains Personally Identifiable Information (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-2, CHG-1 (November 30, 2009), Section 4.7, Media Protection. These paper documents and electronic media are covered by Records Disposition Schedule 21 - Financial Management Information Systems - Item 3, Payments (HUD Handbook 2225.6 REV-1 CHG-68, January 2007). Destruction of paper documents and electronic media must comply with the provisions of HUD Handbook 2225.6 and with the provisions of HUD's IT Information Technology Security Policy, HUD Handbook 2400.25 REV-2, CHG-1 (November 30, 2009), Section 4.7, Media Protection. Destruction of paper documents and electronic media will be performed off-site at a secure facility. Cancelled Check Processing; a questionable property is when HUD's database is missing the homeowners address or is incomplete. These cases cannot be paid and are suspended in A80D until the homeowner can provide HUD with documents to show they were the owners of the property at loan termination. When a homeowner request his/her refund, a letter is sent to the homeowner requesting documentation of proof of property ownership so HUD can update its records. Proof of property ownership consists of: a copy of the satisfaction of the mortgage, a copy of the property tax bill for the year the FHA mortgage insurance terminated, a copy of the canceled Deed of Trust marked paid-in-full, or a signed form HUD-1 Settlement Statement. A copy of the mortgage note. Upon receipt of the documents, they are sent to the Data Quality Section to be updated in HUD's database. DSRS is updated with that information overnight. The homeowner can be paid his/her refund the next day. The Department estimates that no more than 500 cancelled checks will be returned each year. The contractor shall develop methods to find the homeowners that are owed the premiums. These may include skip trace reports, courthouse searches or other available methods to locate the homeowner. Determine what level of data detail is required to provide the best possible match for each case provided. The electronic information provided by HUD shall contain the following data elements: FHA Case Number, Mortgagor(s) Names, Property Address, Last Known Mailing Address, Date of Termination, and Social Security Number (when available). Update an electronic data entry worksheet and provide this electronic file to HUD for all addresses located within one month of receipt of the data file from HUD. HUD staff shall update the address with the information provided by the contractor and shall generate a new form HUD-27050-B. Due to processing limitations by HUD's mainframe system, the contractor shall limit the number of records in each file to 5,000 records. No limitation is set on the number of files delivered to HUD on CD-ROMs, DVDs, etc. HUD shall process the electronic files submitted by the contractor within two weeks of receipt. HUD shall inform the contractor of the outcome of the records uploaded to HUD's mainframe. HUD shall provide the contractor with a list by file name of how many addresses update the HUD mainframe, how many cases generated HUD-27050-B forms (Part Bs), and how many addresses were duplicate or unable to process. Exercise due diligence to locate the current address of all individuals provided on the HUD data file where the address identified was a check returned as undeliverable. Responsible for providing general information in response to homeowner inquiries during the address verification process. Responsible for routing any case specific questions or inquiries to a toll free number that shall be provided by HUD. Deliver information and electronic files on those occasions when this information cannot be transmitted electronically (e.g., email, Internet, file transfer protocol). In these instances, the delivery of information and files shall be sent to the Department of Housing and Urban Development, Chief, Systems Management Branch, L'Enfant Plaza Room P3220, Monday-Friday, (except holidays), between the hours of 12 noon to 2:00 p.m. Establish data conversion specifications, design templates, create test data sets, provide unit and parallel testing, train staff, develop security guidelines for dedicated staff, and secure dedicated office space in conjunction with the government security regulations. The Government shall furnish sample documents, sorting and data entry instructions, and information technology assistance regarding HUD's hardware and software infrastructure. The GTR, the GTMs, and the Program manager, and other designated HUD staff shall inspect and determine acceptability of the testing data. Based on results of the tests, shall recommend to the GTR improvements to the conversion data processes. Ability to recommend enhancements to the process. The company must satisfy all the requirements. Provide a detailed description of your company's (including its teammates, if applicable) experience and demonstrated abilities to deliver each and every tasks separately of the following requirements DETAILED TASK DESCRIPTION Support services are required to: Pick up, sort, and batch incoming mail; Image, index, and store forms, correspondence, court records, and other source documentation on electronic media for research and easy retrieval; Extract specific data items from forms and/or correspondence, enter that information onto electronic media, and upload data to a secure HUD server; Return forms, source documents, correspondence, and mail to specific offices within HUD using electronic methods whenever possible; Convert existing paper and electronic media to a central media storage for research and easy retrieval that will enhance FHA's records management capability; After quality control review of document conversion (paper documents to electronic media) and successful transmission of data files to HUD's secure server, destroy original paper documents. Paper documents may contain personal and financial records protected under the Privacy Act and may include records with Personally Identifiable Information (PII); destroy microfiche, microfilm, electronic tapes, CDs, DVDs, and other electronic media that contain personal and financial records protected under the Privacy Act and may include records with Personally Identifiable Information (PII); Data research to locate homeowners whose refund checks have been returned by the US Postal Service as undeliverable; Prepare reports weekly, monthly. The NAICS Code is 518210 Data Processing, Hosting, and Related Services. The small business size standard is 30M. Interested small business offerors are encouraged to respond to this notice. However, be advised that generic capability statements are not sufficient for effective evaluation of the respondents' capacity and capability to perform the specific work as required. Response must directly demonstrate the company's capability, experience, and/or ability to marshal resources to effectively and efficiently perform each of the tasks described above in sufficient level of detail to allow definitive review of the capability statement and evidence that the contractor can satisfy the minimum requirements listed above in compliance with FAR 52.219-14 ("Limitations of Subcontracting"). Failure to definitively address each of these requirements will result in a finding that respondent lacks capability to perform the work. Responses to this notice shall be limited to ten pages, and must include: 1.Company name, mailing address, e-mail address, telephone and FAX numbers, website address (if available), and the name, telephone number, and e-mail address of a point of contact having the authority and knowledge to clarify responses with Government representatives. 2.Name, title, telephone number, and e-mail addresses of individuals who can verify the demonstrated capabilities identified in the responses. 3.Business size for NAICS XXXX (size standard $ or number of employees) and status, if qualified as an 8(a) firm (must be certified by SBA), Small Disadvantaged Business (must be certified by SBA), Woman-Owned Small Business, HUBZone firm (must be certified by SBA), and/or Service-Disabled Veteran-Owned Small Business (must be listed in the VetBiz Vendor Information Pages). 4.DUNS number, CAGE Code, Tax Identification Number, and company structure (Corporation, LLC, partnership, joint venture, etc.). Companies also must be registered in the System for Award Management (SAM, at www.sam.gov) to be considered as potential sources. 5.Identification of the firm's GSA Schedule contract(s) by Schedule number and contract number and SINs that are applicable to this potential requirement are also requested. 6.If the company has a Government approved accounting system, please identify the agency that approved the system. Please submit copies of any documentation such as letters or certificates to indicate the firm's status (see item #3, above) Teaming arrangements are acceptable, and the information required above on the company responding to this announcement, should also be provided for each entity expected to be teammates of the respondent for performance of this work. To the maximum extent possible, please submit non-proprietary information. Any proprietary information submitted should be identified as such and will be properly protected from disclosure. This notice is for planning purposes only, and does not constitute an Invitation for Bids, a Request for Proposals, a Solicitation, and a Request for Quotes, or an indication the Government will contract for the items contained in this announcement. This request is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government will not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this announcement. Responses to this announcement will not be returned, nor any ensuing discussions or debriefings of any responses. However, information obtained as a result of this announcement may be reflected in the subsequent solicitation, and HUD, OHP may contact one or more respondents for clarifications and to enhance the Government's understanding. This announcement is Government market research, and may result in revisions in both its requirements and its acquisition strategy based on industry responses. RESPONDENTS MUST SUBMIT CAPABILITY STATEMENT VIA E-MAIL to Rachel N. Wilson at Rachel.N.Wilson@hud.gov no later than April 30, 2014, 3:00 PM Eastern Time for consideration.
- Web Link
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FBO.gov Permalink
(https://www.fbo.gov/notices/d1bf6b75a59452e7565953ed12e5b2e7)
- Place of Performance
- Address: 451 7th Street SW, Washington, Florida, United States
- Record
- SN03340009-W 20140418/140416234633-d1bf6b75a59452e7565953ed12e5b2e7 (fbodaily.com)
- Source
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