SOLICITATION NOTICE
B -- IGMS Deployment Planning and Support
- Notice Date
- 8/20/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Headquarters Contract Service Center, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-02-00267
- Response Due
- 8/30/2002
- Point of Contact
- Point of Contact, Carole Laplante, Purchasing Agent, Phone (202) 564-9714
- E-Mail Address
-
Email your questions to U.S. Environmental Protection Agency
(LaPlante.Carole@epa.gov)
- Description
- NAICS Code: 541513 This procurement has been awarded sole source to the following: University of Texas CBA 6.482 Mail Code B6900 Austin, Texas 78712 Phone : 512-239-0218 This requirement has been awarded in the amount of $35,000. Statement of Work Integrated Grant Management System Deployment Planning and Support I. Background The purpose of this contract is to develop materials and provide consultation services to EPA and its recipients in the deployment of the Integrated Grant Management System(IGMS). IGMS is an automated system which models the grant process from beginning to end. The grant process is defined as follows: EPA identifies grant programs which offer funding for certain projects. Grant applicants develop a proposed project workplan and apply for the grant. EPA reviews the grant approves the expenditure of funds and commits the money for the project. EPA awards the grant to the grantee and the grantee accepts it. The grantee submits administrative and programmatic reports concerning the grant. EPA closes out the grant. While some benefits accrue when EPA uses the system for its own internal processes, to maximize the savings from IGMS, both the applicant and EPA staff must use the system. As IGMS is deployed throughout the EPA Regions, these Regions are preparing to reach out to the applicant community to offer them the opportunity to begin using IGMS to conduct grant business with EPA. Successful deployment to the applicant community presents a challenge in that EPA personnel are unfamiliar with the recipient business process and yet must be able to provide the recipient community the tools they need to understand how the system will help them operate more efficiently with a minimum investment in training and administration. The contractor will develop deployment materials for applicants including examples of mapping IGMS to a recipient business process, assignment of roles, responsibilities of the application administrator, and basic models for initial interactive tests of the system. The contractor will participate with the Regions in on-site or telephonic/video meetings with recipients to describe and demonstrate system operations and benefits and answer questions regarding implementation in recipient organizations. Sessions may also require the contractor to facilitate business process mapping, direct training or demonstration of the training module, and on-site system tests by recipients. The contractor will provide consultation services on system administration issues relative to server setup and communication, user registration and troubleshooting. The contractor will also test newly designed or modified modules from the applicant perspective and provide feedback on Abugs@ and functional shortcomings. II. Period of Performance The period of performance for this requirement is October 1, 2002 to September 30, 2004. III. General Instructions To accomplish the tasks defined below, the contractor shall: 1) conduct discussions with EPA grants and program staff, the national IGMS team, and recipient organizations who use and plan to use the system, 2) prepare and deliver deployment support materials to EPA reviewers and interested recipient organizations, get feedback on their usefulness and revise them, 3) deliver presentations to recipient organizations, 4) facilitate deployment planning meetings with EPA staff and recipient organizations, 5) train application administrators, 6) troubleshoot implementation problems, 7) test system functions, and 8) document frequently asked questions and lessons learned. All written materials should be brief and to the point. Where possible, written materials should include straightforward diagrams, checklists, and cheat sheets, as opposed to lengthy textual discussions. Material should be written to be understood by a target audience with at least basic knowledge of the grant process and minimal knowledge of computers. Where meetings, presentations, consultation or troubleshooting result in new learning, the contractor will document it either as a Frequently Asked Question or as a Troubleshooting Tip. Materials may be submitted in Microsoft Word or Word Perfect format for easy conversion. Bills should be submitted monthly by task. Deliverables, e.g., trip report, deployment material, should accompany the bill unless the deliverable is due on a tighter deadline. IV. Tasks The contractor will be responsible for delivering services in the following categories. The quantity of services in Tasks B through E is an estimate. To meet the needs of the recipient community and contingent on approval by the permission of the project officer, the contractor may perform more of one service and less of another. A. Develop Deployment Materials for Recipient Organizations To provide recipients with a simple approach to understanding and deploying the IGMS system, the contractor shall develop deployment materials including but not limited to the following: description (may be graphic) of IGMS; management level briefing describing the system and its benefits; protocol for system demo with sample documents identified and recipient experiences; deployment checklist with sample time line; description of roles in state terms; hardware/software requirements for both versions of IGMS; sample case of complete grant application review process cross-walked to IGMS; cheat sheets of key processes; glossary of key IGMS terms; core team functions list, instructions on registering new users and Frequently Asked Questions for trouble-shooting. Materials should be provided electronically in Word Perfect. Word Perfect or Free Lance Graphics may be used for briefing charts. The contractor will test the first version in sessions of Tasks B and C and incorporate feedback from those sessions and from EPA in a final version. Deliverables: A1 Draft Outline of Materials A2 Draft Version A3 Final Version B. Conduct Briefings and Demonstrations for Recipient Organizations Exploring the Possibility of Participating in IGMS Contractor will conduct one or more sessions with the appropriate entity staff at selected locations(s)to provide an explanation/overview of the project (scope, objectives, deployment approach, etc.). Contractor will prepare for sessions within 10 days of request by EPA. The number of meetings shall be determined by and coordinated with the EPA IGMS Project Manager. Specifically, the purpose of this meeting shall be to assist the entity and collect information in regards to: $ Gaining Management Support $ Gaining an understanding of recipient organizational structure $ Assisting in establishment of the Project Core Team $ Discussing and determining system connectivity (Server access vs. Internet) $ Defining/analyzing existing business processes/workflow $ Identifying key project staff and agency/regional points of contact $ Reviewing status of legal authority and policies for electronic/digital signature $ Discussing an Aapproach strategy@ to system training, data entry, testing and grant package processing $ Discussing and identifying recipient staff by IGMS System roles Deliverables B1 Session B2 Trip report Estimated number of sessions = 4 $ Conduct Deployment Preparation Sessions for Recipient Organizations The contractor will present training sessions and work with the Application Administrator, core teams and /or testing groups to establish a working IGMS presence at the recipient site. Contractor will prepare for sessions within 10 days of request by EPA. This includes assisting the appropriate recipient staff in completing system setup and configuration activities and other anticipated activities such as: $ Setup of address books/coordination with EPA $ Training (includes both Notes and Web version) and system administration training $ Conduct training to include preparation of Acanned@ grant guidance records and grant application packages for system training and testing $ Assist recipient with processing Alive@ grant application and grant award packages $ Review business plans/workflow to insure recipient and region compatibility $ Provide alternatives to other problems identified in the assessment meeting $ Conduct the necessary testing to determine accurate system functionality and connectivity $ Activities B and C may be completed in a single consolidated trip. Deliverables C1 Session C2 Trip report Estimated number of sessions = 4 D. Test New Modules and Releases The contractor will conduct tests of new modules and/or major releases. These tests should include 1-3 test packages and be conducted using Areal life@ grants programs and data. All data elements on test packages should be completed as they would be for a Alive@ grant. In some cases, testing will be done solely by the contractor; in some cases, EPA employees will handle the EPA side of the testing in cooperation with the contractor. Contractor will prepare for testing within 10 days of request by EPA. The objective of these tests is to determine the viability of the module from the applicant perspective, including: $ Does the module continue to perform baseline functions? $ Does the module perform the new functions as defined in the requirement? $ Is the module user friendly and intuitive? Deliverable: D1 Summary of the results of testing with recommendations for changes. Estimated number of releases tested = 2 E. Provide Troubleshooting Support to Application Administrators and Other System Users The contractor will provide consultation to recipient Application Administrators in resolving problems including but not limited to application preparation and workflow, access problems, communication/notification problems. Deliverable: E1 Report of Contact, including the recipient, recipient contact, time to complete, problem and resolution. For new problems, the contractor will prepare a description of the problem and resolution written up as a Frequently Asked Question. Maximum Number of Hours = 80 V. Schedule of Deliverables A. Develop Deployment Materials A1 Draft Outline of Materials 10 days after contract award A2 Draft Version 30 days after contract award A3 Final Version 30 days after comments B. Conduct Briefings and Demonstrations B1 On-Site Session As requested by EPA B2 Report of Session Within 10 days C. Conduct Deployment Preparation Sessions C1 On-Site Session As requested by EPA C2 Report of Session Within 20 days D. Testing New Modules and Releases Summary of the Testing Results Within 10 days E. Provide Troubleshooting Support Consolidated report of activity within the period Monthly
- Record
- SN00146143-W 20020822/020821010540 (fbodaily.com)
- Source
-
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