Common use of PROGRAM HARDWARE AND SOFTWARE Clause in Contracts

PROGRAM HARDWARE AND SOFTWARE. The Contractor shall provide the SOR for use by the County and its agents. To facilitate timely implementation of programs, the County prefers that the Contractor provide an existing SOR solution that meets CDBG-DR Federal reporting requirements, as described in 88 FR 32046 and as required for reporting in HUD Disaster Recovery Grant Reporting (DRGR) system, that can be configured for the County’s Program needs and allows moderate and immediate customizations that may be needed to fulfill the County’s needs and to facilitate the closeout the CDBG-▇▇ ▇▇▇▇▇. The Contractor shall ensure the SOR meets the compatibility needs necessary to interface with the County programs. The County’s Enterprise Computing Standards and Security Standards are incorporated as a requirement, see Attachment A. The Contractor shall provide access to any software programs necessary for the SOR and develop the procedures and capability for County access and/or licensure. The Contractor shall ensure that the SOR is a robust, secure, web-based system specifically designed to capture pertinent data and provide comprehensive, flexible, end-to-end grants management functionality required to manage CDBG-▇▇ ▇▇▇▇▇ project performance and efficiencies, and act as a central retention system for application, project, and grant management files. The Contractor shall ensure the County will be able to retain use of the full records generated and retained by the SOR as required by Federal law. The Contractor may be required to collaborate and provide system access to the County and other Contractors for the administration of CDBG-DR funded projects. SOR functionality will include, at minimum: 1. User-friendly customizable application interface for individual applicants and subrecipients; 2. Ability to manage documents to support eligibility determination and case management; 3. Clearly defined processes for acquiring, organizing, storing, retrieving, and reporting information about CDBG-DR funded activities; 4. Ability to track grant funded obligations, budgets, and program income; 5. Reporting capabilities to fulfill County and HUD monitoring and audit requirements; 6. Program, project and task collaboration and sharing; 7. Security and privacy protections for PII; 8. Capability to securely process large volumes of data and document storage with little to no latency; 9. The ability to integrate with other data systems for reporting purposes, at minimum be able to create csv files to populate HUD data upload templates for import into HUD’s Disaster Recovery Grant Reporting (DRGR) System; 10. Provide properly trained staff with the responsibility of recordkeeping and reporting tasks, as required by program manager; 11. Provide access to HUD, Office of the Inspector General (OIG), County, and independent auditor staff to complete monitoring and audits; 12. Be configured to a minimum of ADA Web Content Accessibility Guidelines (WCAG) 2.0 level AA standards and shall have public and private user-friendly interface; 13. Complies with the Rehabilitation Act’s Sections 504 (Persons with Disabilities) and 508 (Electronic and Information Technology) regarding accessibility compliance requirements; 14. Ability to accommodate mobile and desktop users as well a Microsoft Edge, Google Chrome, Firefox Browsers, Apple Safari and other commonly used browsers; and 15. Provide training to necessary County staff on applications and programs as needed. The Contractor shall coordinate with the County on the SOR to ensure compatibility with existing County and requisite Federal systems of record. The Contractor shall designate program personnel, including Contractor staff, who will have access to the SOR, and designate their level of access. The County shall have administrative rights to the SOR. The SOR shall have the capability to lock access to a project file once the project is closed out, and the file shall not be accessed further without a notification to the County. The Contractor shall ensure compliance with best management practices related to cybersecurity and protection of government and/or confidential information, to include but not limiting mitigation of risks to information and hardware/software, unauthorized use or access of a computer or software system, introduction of malicious codes, computer viruses, worms, logic bombs, etc., and theft, damage, unauthorized disclosure, destruction, or corruption of information in all forms. The County reserves the right to seek a separate contract for an alternative SOR in the event that the Contractor’s SOR proves to be insufficient based on the County’s needs or volume of applications.