MODIFICATION
D -- RFI - Acquisition Reporting Tool-Amend 4
- Notice Date
- 12/2/2011
- Notice Type
- Modification/Amendment
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of Commerce, Office of the Secretary, Commerce Acquisition Solutions, Office of the Secretary, 14th & Constitution Avenue NW, Room 6521, Washington, District of Columbia, 20230
- ZIP Code
- 20230
- Solicitation Number
- RFI-ACQ-RPT-TOOL-04-15-2011
- Point of Contact
- Sheryl D. Sanders, Phone: 2024823401
- E-Mail Address
-
ssanders@doc.gov
(ssanders@doc.gov)
- Small Business Set-Aside
- N/A
- Description
- AMENDMENT 1 The date responses are due is amended to read 'NOT LATER THAN Tuesday, May 10, 2011, 12:00 p.m. (EDT)' The deadline for questions related to this RFI are due not later than May 6, 2011, 12:00 (EDT) (Added). This is a SOURCES SOUGHT ANNOUNCEMENT. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. This Request for Information (RFI) is issued to survey the commercial market for potential Commercial-Off-the-Shelf (COTS) solutions to improve the current acquisition reporting tools utilized by the Department of Commerce. Contracting Office Address: U.S. Department of Commerce (DOC) Office of Acquisition Management (OAM) Commerce Acquisition Systems Division (CASD) 14th Street and Constitution Avenue NW, Suite 6060 Washington, DC 20230 This is not a solicitation for proposals Request for Information for a Acquisition Reporting Tool THIS IS A REQUEST FOR INFORMATION (RFI) ONLY – Solicitations are not available at this time. Requests for a solicitation will not receive a response. This notice does not constitute a commitment by the United States Government. All response and response contents to this RFI will be considered information only and will not be binding on the parties. Contractors responding to this request will not be obligated to provide the services described herein and it is understood by the United States Government that the costs provided as a result of this request are “best” estimates only. All information submitted in response to this announcement is voluntary; the United States Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the United States Government. The U.S. Department of Commerce is seeking sources, product capability information and pricing information to support a business case and budget for a new acquisition reporting tool/solution. The focus of this RFI is to take advantage of advancements in technology while benefiting from competitive industry trends. In its current state, the acquisition reporting system is cumbersome and time consuming. Data must be pulled from various disparate systems in order to respond to diverse, mandated reporting requests. The acquisition data for the Department of Commerce currently resides in the following systems: Existing DoC Data Stores Used for Reporting Data # Name Description Owner Database 1 C.Request Census Requisition data DoC/Census Oracle 2 C.Request NOAA Requisition data DoC/NOAA Oracle 3 C.Request NIST Requisition data DoC/NIST Oracle 4 C.Request OS Requisition data DoC/OS Oracle 5 C.Buy Census Contract data DoC/Census Oracle 6 C.Buy NOAA Contract data DoC/NOAA Oracle 7 C.Buy NIST Contract data DoC/NIST Oracle 8 C.Buy OS Contract data DoC/OS Oracle 9 FIDO/FAAPS DoC Acquisition Planning data GSA MS SQL Server 10 CFS Census Financial data DoC/Census Oracle 11 CFS NOAA Financial data DoC/NOAA Oracle 12 CFS NIST Financial data DoC/NIST Oracle 13 CFS OS Financial data DoC/OS Oracle 14 Momentum PTO Acquisition/Financial data DoC/PTO Oracle 15 FPDS-NG DoC Contract Summary data GSA Oracle 16 CCR DoC Vendor data GSA Oracle 17 Bank Card NOAA Bankcard System DoC/NOAA Oracle NOTE: Some DoC systems allow for cross-service functionality. Specifically, NOAA, NIST and OS perform acquisition and financial services for other internal DoC bureaus and for each other. Therefore, a bureau’s acquisition or financial data may contain cross-serviced bureau data too. Many of the systems used by Commerce do not provide a robust data collection and reporting environment which necessitates the need for a more efficient reporting tool/solution. Further, several systems are separate and provide further challenges regarding consolidating and collection data from all DoC bureaus. For example, there are four production instances of C.Buy deployed at Commerce one each for: the Office of the Secretary (OS), National Oceanic and Atmospheric Administration (NOAA), National Institute of Standards and Technology (NIST) and the Census Bureau. The DOT Enterprise Services Center, Oklahoma City, Oklahoma hosts acquisition data for Census, OS, and NOAA. DOT provides each bureau with their own environment that includes a separate instance of the C.Buy application and Oracle database. Although also using C.Buy, NIST operates and maintains a separate instance at their Gaithersburg, MD offices. Collectively, this means that C.Buy is currently located physically at two locations, Oklahoma City, Oklahoma and Gaithersburg, Maryland. In addition, the Patent and Trademark Office (PTO) employs the Momentum finance and procurement system. The majority of DoC utilizes Oracle-based financial systems. These systems provide commitment, obligation and payment data. The Commerce Business Solutions (CBS) Center in Gaithersburg, Maryland maintains the department’s Core Financial System (CFS). This system exchanges financial data with the requisition and contract systems. The PTO employs Momentum as their financial and procurement system. Momentum is XML based on their application layer and SQL on their database layer (it does support Oracle). NTIS has a financial system called Budget, Accounting, and Purchasing System (BAPS) and is Government-owned, off-the-shelf software. Like all other government agencies, DoC is required to integrate and exchange certain acquisition data with components of the federal Integrated Acquisition Environment (IAE). At a minimum, the reporting tool/solution should be able to query and receive data from FedBizOpps, Central Contractor Registry (CCR) and Federal Procurement Data System – Next Generation (FPDS-NG). While each bureau's data is currently stored in disparate databases, DoC would like to utilize a single reporting tool solution for collecting, consolidating and reporting data. The overall objective is to expand and improve the quality and timeliness of reporting efficiency at the Department of Commerce for acquisition and financial data with one reporting tool for all data. The long-term objective is to include other types of ‘business’ data (i.e., property, human resource, etc.) The various systems at DoC continue to evolve. It is anticipated that in December 2011, DoC will migrate the current acquisition system (C.Buy) with a new acquisition system called C.Award. This is also an Oracle based contract writing system that is more tightly coupled and highly integrated with the current DoC requisition system (C.Request). Therefore, our acquisition reporting tool must be easily configurable to meet the ever changing system needs of the department. Overall Goal Expand and improve the quality and timeliness of reporting efficiency with one reporting tool Objectives: 1.Transform from a reactive acquisition reporting environment to a proactive acquisition reporting environment; a transactional environment to an analytical environment 2.Provide quick start-up, ease-of-use, reduce need for intensive & repeated user training 3.Easily configurable to meet changing data systems 4.Achieve reporting interface with (NOAA, OS, Census, NIST, PTO) planning, requisition, contract, IAE, and financial systems 5.Measure and track acquisition results and savings 6.Utilize mature, best of breed products 7.Compliant with all federal legislation and mandates High Level Functional Requirements 1.Utilize current data warehouse technology and reporting tools. 2.Support Interactive Queries. (Ability to select multiple data elements using an ad hoc tool) 3.Provide interactive analysis. (Allow average users the ability to use ad hoc tools without necessarily understanding the data sets) 4.Provide presentation quality, interactive output of all data. (Both onscreen and printable reports of user created tables and/or graphs) 5.Provide consistent data quality no matter what the view of the data. 6.Provide the ability to transform data into useful information that supports ad-hoc and “what-if” analysis. 7.Identify historical trend analysis, and provide the ability to “slice-and-dice” the information to support DOC business practice requirements. (Ability to select specific data elements across multiple fiscal or calendar years) 8.Meets current security requirements as outlined in the Federal Information Processing Standards Publication 200, Department of Commerce Information Technology Security standards and with NIST Publications 800-37 and 800-53A 9.Web-based software tool 10.Provides accessibility to data utilizing one system from the user’s desktop 11.Provide potential accessibility to all members of the acquisition community and customers 12.Provides drill-down capability from summary data to detailed data (Ability to go from the Department-level to the transactional or line item level) Sample Reports OAM can provide current output or examples of reports listed below, if requested. 1.Vendor Report—this is to establish whether a specific vendor has an active contract within the Department or a specified bureau. Data elements include: Contracting Agency Name, Customer (if possible), PIID, Referenced IDV PIID, Modification Number, Prepared by, Effective Date, Completion Date, Est. Completion Date, Contractor Name, DUNS Number, Doing Business as Name, Description of Requirement, NAICS Description, PSC Description, Actions and Action Obligation, Total all Actions and Obligations at bottom of report. 2.Actions & Dollars Obligated by Fiscal Year, both DOC-level and bureau-level—shows the actions and dollars obligated by a given FY(s). Data elements include: Contracting Agency Name, Actions and Action Obligation, Total all Actions and Obligations at bottom of report. 3.Independent Verification & Validation (IV&V)—used for quarterly and annual IV&V. Data elements include: Actions and Action Obligation, Date Signed, Effective Date, Contracting Agency ID, Contracting Office ID, PIID, Referenced IDV PIID and Award or IDV Type. Need to be able to tally a random sample. 4.Dollar Thresholds—Need to be able to input various dollar amounts similar to (only show values greater than or equal to AND only show values less than or equal to, only show values greater than, only show values less than Simplified Acquisitions, etc). Data elements include: Contracting Agency Name, Actions and Action, Total all Actions and Obligations at bottom of report. 5.High Risk Contracting, both DOC-level and bureau-level by Fiscal Year—shows spend (dollars obligated) and percentage base spend for the following categories: Cost Reimbursement, Time & Materials/Labor Hours, Noncompetitive, Competitive One Bid, Total High Risk and Total Base Spend. OAM can provide the data elements for each category. 6.Active Contracts—displays current contracts. Data elements include: Contracting Agency Name, Contractor Name, PIID, Referenced IDV PIID, Modification Number, Effective Date, Completion Date, Est. Completion Date, Actions and Action Obligation. 7.Top 10, 20 PSC, both by dollars and by actions—shows the top Product or Service codes (separately) both by dollars and by actions. Usually requested at DOC-level but can be requested at Bureau-level. Data elements include: Count (1, 2, 3, etc) Contracting Agency Name, Funding Agency Name, PSC (code), PSC Description, Actions and Obligations. 8.Top 10, 20 NAICS, both by dollars and by actions—shows the top NAICS codes both by dollars and by actions. Usually requested at DOC-level but can be requested at Bureau-level. Data elements include: Count (1, 2, 3, etc) Contracting Agency Name, Funding Agency Name, NAICS (code), NAICS Description, Actions and Obligations. 9.Socioeconomic, both DOC-level and bureau-level —same as the FPDS-NG Small Business Achievements by Awarding Organization Report except remove all Eligible columns and Percentage columns. Report must be by a given quarter or fiscal year and at the Doc-level and Bureau-level. 10.Cost Type Analysis—displays Cost Type contracts in a given period of time, by both DOC-level and bureau-level. Data elements include: Contracting Agency Name, Type of Contract, Performance Based Acquisition Actions, Performance Based Acquisition Dollars and Percentage of Total PBA Dollars Awarded by Bureau. 11.Service Contract Inventory Detailed—displays PSC (code), PSC Description, Contracting Agency Name, Funding Agency Name, Place of Performance City, Place of Performance State, Place of Performance Country, Date Signed, Extent Competed, Fair Opportunity/Limited Source, Type of Contract, Description of Requirement, Vendor Name, Action Obligation, PIID, Referenced PIID, DUNS. 12. Service Contract Inventory Summary—displays the following Special Interest Functions PSC (codes and descriptions): B505, D302, D307, D310, D314, R406, R407, R480, R409, R413, R414, R423, R425, R497 and R707. Display also includes the following data elements: Obligations, Percent Total Obligations and the Percentage of dollars obligated (per PSC above) in these categories: Contract Type Analysis (separately shown-Fixed Price, Cost, T&M/LH, Other), Competition Analysis (separately shown-Competed, Not Competed, Not Available for Competition, Blank), Time of Obligation Analysis (separately shown-Q1, Q2, Q3, Q4), Small Business Analysis (Small Business, SDB, 8a Program, VOSB, SDVOSB, HUBZone, WOSB). Also display the following Biggest Percentage of Obligations (codes and descriptions): same as above except use the Top 10 Service codes. 13.DOC Funds Awarded by Other Agencies—displays the obligations awarded by other federal departments. Data elements include: Contracting Department Name, Funding Agency Name, Actions and Obligations. Total all Actions and Obligations by Contracting Department Name and Funding Agency Name. The diagram below depicts the anticipated target technical architecture for the new acquisition reporting platform at DoC. The exact configuration of the environment will be determined based on requirements, DoC enterprise architecture framework, security requirements, and system user base and volume. REQUESTED INFORMATION You are asked to provide four documents as follows: 1.Narrative response to “Product Information Requested” section below. Please include the numbers of the questions you are responding to for each response. 2.A completed “DOC Pricing RFI.xls” spreadsheet which is attached to this RFI. More detailed explanations of the elements to respond to in this spreadsheet are included below. 3.A narrative explaining any qualifying remarks to the “DOC Pricing RFI.xls” spreadsheet. This is open-ended as far as any qualifying information. 4.Your GSA schedule, if applicable. Product Information Requested: Please provide responses to the following 1.What functionality does your product offer that is not captured in the functional requirements in this document? 2.What do you believe are the features or other factors that make your product the most competitive? 3.Please delineate, by number and description, any functional requirements listed above that your product is unable to meet. 4.Please provide any federal clients that are currently using your solution in production. 5.Provide any examples of implementing a web-based, acquisition reporting tool that would meet similar functional requirements. Describe any performance issues with the system and the solutions to resolve these issues. 6.Did any of your implementations include measuring and tracking acquisition results and savings? What were the cost savings resulting from these implementations? 7.What has been the scope of your implementation experience (e.g., number of systems, number of users, etc)? 8.Have you been awarded any cost sharing contracts for a similar project? 9.What creative solutions has your organization provided to your perspective clients who are experiencing funding challenges? 10.What type of methodology (e.g., bottom-up, top-down, hybrid, etc.) is used to deploy your system(s)? 11.Do you offer COTS solutions? Is your COTS product customizable? 12.What type of training do you provide? a.What type of manuals do you provide? How often are they updated? b.Do you provide Quick Reference Guides for the various modules in the product? c.What type of training comes with the product? 13.What is your pricing model, for example, seat license, subscription or enterprise-wide license for a specified purpose? Do you offer an acquisition system data warehouse as a service instead of, or as well as, a product? 14.If you have a GSA schedule, please provide the contract number. 15.What hosting portfolio of solutions for cloud computing and virtualization does your company provide? Pricing Information Request: INSTRUCTIONS: Please provide pricing information (in thousands of dollars) for each activity by fiscal year. Pricing data should be provided over the 5 year lifecycle and the out-years should reflect inflation factors as determined by your pricing model. Budget planning is for the system implementation to begin in FY 2011 and be complete by FY 2011. While costs in FY 2011 may include both non-recurring and recurring costs, it is anticipated that FY 2012 and beyond will be only steady state recurring operation and maintenance costs. For budget planning we distinguish between non-recurring costs to deploy the system (Implementation Activities) and recurring year-to year costs which represent Operations and Maintenance (O&M) Activities. You will see some elements such as training in both acquisition and in operations and maintenance. In this case, training in the acquisition phase is to train the initial workforce on new software, while in the operations and maintenance phase, the concentration is training of new features and hires. It is important to keep the concept of segregating recurring from non-recurring costs. Some O&M activities are not performed annually, such as certification and accreditation (a as tri-annual federal requirement) or hardware refresh on a three to five year cycle (depending on your own estimate). While these are not annual activities, they are considered recurring costs to be reflected in the O&M section because they are not associated directly with deploying the system as opposed to maintaining the system. Specific pricing information for activities will be considered a rough order of magnitude and should be based on experience with other similar projects and understanding. It would be most helpful to include estimates along with quality remarks that you would deem to be beneficial in understanding your estimates. These should be provided in a narrative separate from the spreadsheet in a separate MS Word or Adobe Acrobat document. Following are the descriptions for the price elements to be completed in the spreadsheet. Where reference are made to additional requested comments, please do not put these in the spreadsheet, but include them in a separate narrative in a Microsoft Word 2003 (or earlier version) or Adobe Acrobat document. Implementation Activities: Hardware may include the following: - Cost associated with new hardware such as servers and networking equipment needed to utilize the new acquisition reporting tool. Software may include the following: - The cost associated with purchasing the recommended software tool meaning either the license or base fee for a subscription-based pricing structure. - The cost associated with any underlying software that would support the new software tool (e.g. Oracle). Services may include the following: - Preparing, developing or acquiring the information you will use to design and implement the system. - Developing process flow diagrams, data dictionaries, engineering and design studies, and prototypes. - Identifying necessary process changes and data standardization efforts that need to occur. - Installation and testing of newly acquired software. Significant testing is expected. - Development of any needed interfaces between systems. - Development of the desired Web interface for the newly acquired system. - Migrating data into the system. - Training of the current workforce of approximately 3 users. It is assumed that training materials are included with your estimate unless noted. If training materials are not included, please provide costing information. Please include the number of training hours with your estimate. It is our intent to convert all estimates to a “unit cost per person.” Please provide the information necessary to complete this conversion. Other Costs may include the following: - Any known ancillary requirements associated with implementation activities should be specified. - If hosting services are identified, please clearly identify costing data based on level of complexity and size. Operation & Maintenance Activities: Hardware may include the following: - Cost associated with system hardware 'refreshed' on a regular basis (usually three to five years, but based upon your estimate) to ensure the hardware environment remains technologically current throughout the lifecycle. Software may include the following: - Cost associated with the new reporting tool to include software improvements, maintenance, and documentation updates. Services may include the following: - Cost associated with training new-hires and retraining to account for system changes and turn-over.. It is assumed that training materials are included with your estimate unless noted. If training materials are not included, please provide costing information. Please include the number of training hours with your estimate. It is our intent to convert all estimates to a “unit cost per person.” Please provide the information necessary to complete this conversion. Other Costs may include the following: - Any known ancillary requirements associated with implementation activities should be specified. - If hosting services are identified, please clearly identify costing data based on level of complexity and size. Procedures for Responding Responses to this RFI are due via email to tcochran@doc.gov NOT LATER THAN Tuesday, May 10, 2011 at 12:00 p.m.(EDT) Provide all responses in MSWord 2003 (or earlier version) or Adobe (.pdf extension). If you have correspondence that cannot be e-mailed, please mail to the attention of Thomas Cochran at the contracting office address specified in this announcement. Deadline for quesitons related to this RFI are due not later than Friday, May 6, 2011, 12:00 P.M.(EDT) Respondents may submit multiple solutions and approaches, however, they must be submitted in a manner that reflects a distinct separation from each other. All questions and inquires must be in writing via e-mail and telephonic request for information will not be accepted. Added: <input type="hidden" name="dnf_class_values[procurement_notice][description][1][added_on]" value="2011-05-06 20:36:11">May 06, 2011 8:36 pm Modified: <input type="hidden" name="dnf_class_values[procurement_notice][description][1][modified_on]" value="2011-12-02 17:27:40">Dec 02, 2011 5:27 pm Track Changes AMENDMENT 0004 - The Department of Commerce has elected to obtain the services posted under RFI #RFIACQRPTTOOL04052011via a Government issued Memorandum of Understanding. At this time the Government will not be seeking Proposals from parties interested in providing the Acquisition Reporting Tool. Should the Government elect to modify its position a new RFP will be issued and posted at the Government's Point of Entry www.febizopps.gov. AMENDMENT 3 AMENDMENT 3 Posts the consolidated list of questions submitted in response to RFI-ACQ-RPT-TOOL-04-15-2011. NOTE: The date for responses to this RFI remains unchanged and are due not later than Tuesday, May 10, 2011 at 12:00 p.m. (EDT).
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