Business Process Re-Engineering Support
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 541611 Administration Management and General Management Consulting Services, and the Small Business Standard is $14M, PSC Code R407, Program Evaluation, for Business Process Re-Engineering and Change Management for the newly established Office of the Deputy Assistant Secretary for Housing Counseling 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. State whether or not the business is a GSA Mission Oriented Business Integrated Services (MOBIS) Schedule 874 contract holder.
Please review the draft Performance Work Statement (PWS) and provide your feedback to Ms. Jerl Traylor, Contracting Officer, at [email protected].
REQUIREMENT
The Contractor shall conduct a review and analysis of business processes and office structure; a review and analysis of workload, Information Technology systems, and staffing requirements and conduct analysis of business processes to identify areas for improving effectiveness and efficiencies in the newly established Office of the Deputy Assistant Secretary for Housing Counseling nationwide. This new Office was created by the Dodd-Frank Act of 2010.
This is a new requirement contemplating a fixed price contract arrangement.
BACKGROUND
The U.S. Department of Housing and Urban Development (HUD) Housing Counseling Program (Program) supports the delivery of a wide variety of housing counseling services to homebuyers, homeowners, low- to moderate-income renters, and the homeless. The primary objectives of the Program are to improve financial literacy, expand homeownership opportunities, improve access to affordable housing and preserve homeownership.
Organizational Structure
The OHC is comprised of several offices: 1) Office of Deputy Assistant Secretary which is responsible for providing leadership and vision to accomplish the mission of the OHC; 2) Office of Policy Development and Grant Administration which is responsible for developing regulations, measuring and reporting on the impact of HUD' housing counseling program and developing and implementing the Housing Counseling Notice of Funding Availability (NOFA); 3) Office of Outreach and Capacity Building which is responsive for providing and coordinating training and technical assistance for HUD-approved housing counseling agencies; 4) Office of Oversight and Accountability which is responsible for monitoring and compliance agencies participating in HUD's program to ensure that quality counseling services are provided to consumers.
The OHC has 67 staff located in 33 HUD offices across the country. It is considered geographically neutral.
Program Description
The mission of the Office of Housing Counseling is to help current and future homeowners, renters, and those without homes to improve their housing conditions through a strong national network of housing counselors and housing counseling agencies.
Through its network of more than 2,600 HUD-approved and participating housing counseling agencies, the Program provides housing counseling services to families and individuals across the United States and Puerto Rico. The Program office's (Program Office) administration and oversight of the Housing Counseling Program involves all activities and matters relating to homeownership counseling and rental counseling, including:
(i) research, grant administration, public outreach and policy development relating to such counseling; and
(ii) establishment, coordination, and administration of all regulations, requirements, standards and performance measures under programs and laws administered by the Department that relate to housing counseling, homeownership counseling (including maintenance of homes), mortgage-related counseling (including home equity conversion mortgages and credit protection options to avoid foreclosure), and rental housing counseling, including the requirements, standards, and performance measures related to housing counseling.
The work identified in the contract shall adhere to the rules, regulations, laws,
standards and conventions identified by HUD as well as within the federal Government. Constraints may include but are not limited to:
Program Authorities
1. Section 106 of the Housing and Urban Development Act of 1968 (12 U.S.C.1701x);
2. Section 255 of the National Housing (12 U.S.C. 1715z-20);
3. The Housing Counseling Program; Final Rule, 24 CFR Part 214, the regulations which prescribe the procedures and requirements by which the Housing Counseling Program is administered; and 42 U.S.C. Section 3533 for Housing Counseling as Amended by the Dodd-Frank Act of 2010.
DEFINITIONS
1. BPAT - Business Process Program Area Team
2. OHC - Office of Housing Counseling
3. IT - Information Technology
GENERAL DESCRIPTION OF WORK
HUD seeks a Contractor who shall provide BPR services to perform an analysis of the OHC's Housing Counseling Program processes and IT systems, develop and document requirements and recommend re-engineered Business Processes and IT solutions in accordance with industry best practices, and that streamlines OHC's operation, improving efficiencies within the organization and promoting sound decision-making and risk and fraud management.
Key personnel for this Contract will be a Project Manager (PM) and a Business Process Re-engineering consultant.
The Contractor shall identify a PM to serve as the Government's primary point of contact. The PM is responsible for the quality and efficiency of the work performed under this Contract, to include technical issues and business processes and should possess the following certifications, skills, and attributes:
a. Expert demonstrated skills managing projects in similar type regarding Business Process Reengineering while carrying the certified Project Management Professional (PMP) designation by the Project Management Institute (PMI).
b. Expert demonstrated skills in managing projects with deliverables similar to those of the Contract.
c. Demonstrated written and verbal communication skills, including experience in presenting material to senior Government officials and proficiency in the use of Microsoft Office applications.
d. Minimum of 10 years of demonstrated managerial experience leading an engagement similar in size and scope to this requirement, with at least 3 of those years with a PMP certification.
e. Ability to manage projects within estimated price while delivering on schedule.
f. Leadership and experience in grant administration, including Notice of Funding Availability (NOFA), reviewing and scoring grant applications, awarding grants, grantee monitoring and grant close-out.
g. Demonstrated experience in facilitating, leading and conducting Business Process Re-engineering.
h. Demonstrated experience in Project Management and Information Technology Systems.
i. Organized and deadline driven.
The Business Process Re-engineering consultant is responsible for capturing and gathering all pertinent business related data and information by researching applicable laws, regulations, handbooks and current state operating procedures and conducting interviews and using the data to graphically map business lines, models, and process flows. The Business Process Re-engineering consultant should possess the following skills and attributes:
a. A bachelor's degree in business administration or related field.
b. Demonstrated experience in government grants administration and management.
c. Demonstrated experience in facilitating, leading and conducting Business Process Re-engineering through all phases.
d. 10 years of demonstrated experience in Project Management, leading a team in requirement analysis, systems analysis and design and information technology systems.
e. Significant facilitation skills in conducting interviews to gather pertinent information from diverse stakeholders and senior managers.
f. Ten years' experience in performing requirements/alternative analyses and producing business model documents similar to those of the Contract.
g. Demonstrated understanding of the existing HUD Housing Counseling program, information systems and industry standards.
h. Organized and deadline driven.
CONTEMPLATED PERFORMANCE METRICS
Surveillance Method - Lists the assessment/monitoring method the Government shall use to evaluate the Contractor's performance in meeting the contract requirements and indicates who performs the surveillance. Definitions of methods of surveillance are below.
-100% Inspection. One hundred percent inspection shall be used for those products and services, which are considered critical tasks. All tasks that utilize this method of surveillance shall be reviewed by HUD and certified for its completeness, accuracy, and conformance to HUD's standard.
-Validated User Complaints. User complaints shall be received through various means of communications, telephone calls, email, forum entries, etc. User complaints shall be recorded and maintained by HUD.
-Periodic Inspection. Predetermined plans for inspecting part of the work are established using the scope of work.
-Random Sampling. Services/products are sampled to determine if the level of performance is acceptable.
-Third Party Audit. A third party shall inspect and certify products/services for completeness, accuracy and conformance with acceptable performance level.
Incentive/Disincentive - The outcome for performance above or below the AQL of service.
Contemplated performance metrics include 5% per week deduction of invoice request on late delivery of work product for each calendar day late and full payment for 100% completion including satisfactory HUD GTR comments.
CONTEMPLATED REPORT REQUIREMENTS
The Contractor shall accomplish a review and analysis of business processes and office structure; a review and analysis of workload, IT systems, and staffing requirements; and conduct analysis of business processes to identify areas for improving effectiveness and efficiencies in the newly established Office of Housing Counseling. The Contractor shall support OHC by developing and facilitating the reengineering of the OHC business processes using the Business Processing Engineering/Improvement (BPR/I) methodology, along with any other professional tools as deemed most effective working with HUD. In addition, the Contractor shall provide HUD GTR/M with routine and timely reports on the progress of the BPR and shall provide ongoing technical and management support as outlined in the detailed task descriptions.
The Contractor shall follow the methodologies and standards in HUD's Business Process Improvement Handbook (HUD Publication 3250.1) in completing the BPR tasks. The Contractor shall propose other industry best practice approaches subject to approval of the HUD GTR. Proposed methodologies must integrate with HUD's standards described in HUD Publication 3250.1, and the Contractor should discuss the benefits to be gained by using the proposed approach. Furthermore, the Contractor shall provide HUD GTR/GTM with a copy of the project management work plan that clearly demonstrates the time-budget phased delivery of all milestones and deliverables per this scope of work.
Types of Reports Contemplated.
1. Quality Control Plan;
2. Project Management Plan;
3. BPR Methodology;
4. BPR Project Framework and Communication Plan;
5. Preliminary Analysis and Strength, Weaknesses, Opportunities and Threats (SWOT) Analysis;
6. "As-is" Analysis;
7. Gap Analysis;
8. Future State Strategy Plan and Roadmap;
9. Organizational Impact Statement of Future State and Change Management Roadmap;
10. Communication Strategy for Change management Process in the Office of Housing Counseling;
11. On-going support and Training Plan for Successful Transition;
12. On-going Training and Support to Complete Successful Transition;
13. Monthly Status Reports and
14. Travel Reports.
CONTEMPLATED MAGNITUDE OF THE PROJECT
The potential dollar range of the requirement is estimated by the Government to be approximately from $750,000.00 to $820,000.00 for the Base Year and Option Year 1. The Contractor may provide its estimate of the work to be performed for the Base Year, and for Option Year 1, for estimated Total Contract Costs.
CONTEMPLATED PLACE OF PERFORMANCE
The work will be performed at the Contractor's facility.
RESPONSE REQUESTED
Qualified small businesses only 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.
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. Demonstrated technical expertise relevant to the requirement;
3. Technical approach relevant to the requirement (1 to 2 paragraphs);
4. Management approach relevant to the requirement (1 to 2 paragraph);
5. Demonstrated 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; address any applicable Schedules; address any other NAICS codes regarding similar work;
7. 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.
8. Address what major Reports/Deliverables were provided and explain each relative to the applicable requirement.
9. Address how the contract assisted the organization in accomplishing its objectives/mission.
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 to 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: [email protected] and [email protected]. The e-mail shall contain the following subject line: Response to Sources Sought Notice - Office of the Deputy Assistant Secretary for Housing Counseling Business Process Re-Engineering and Change Management. The Government may use the responses received to determine whether to proceed with the acquisition as a set-aside. 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 5:00 pm EST on July 29, 2014, attention Jerl Traylor. Late responses will not be considered.
Jerl S. Traylor, Contracting Officer, Phone 2024026131, Email [email protected] - Kimberly M. Campbell, Contract Specialist, Phone 2024023191, Email [email protected]
