MODIFICATION
D -- Request for Information (RFI) for Headquarters Army Environmental System (HQAES)Amendment 4
- Notice Date
- 3/3/2015
- Notice Type
- Modification/Amendment
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- ACC - Rock Island (ACC-RI), ATTN: AMSAS-AC, Rock Island, IL 61299-6500
- ZIP Code
- 61299-6500
- Solicitation Number
- W52P1J-15-R-0068
- Response Due
- 3/13/2015
- Archive Date
- 5/2/2015
- Point of Contact
- Sonja Johnson Wills, 309-782-3384
- E-Mail Address
-
ACC - Rock Island (ACC-RI)
(sonja.m.johnsonwills.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- I. INTRODUCTION: This is a Request for Information (RFI), as defined in the Federal Acquisition Regulation (FAR) 15.201(e). The Army Contracting Command - Rock Island (ACC-RI) on behalf of the Office of the Assistant Chief of Staff Installation Management (OACSIM) Army Environmental Division (ISE), Installation Services Directorate is seeking information on an enterprise resource planning (ERP) commercial off-the-shelf (COTS) SAP-based environmental data to provide Helpdesk and Long-term Sustainment services to support HQAES services. This Request for Information (RFI) is for contract holders currently registered under the NAICS code 541512, Computer System Design Services, with a size standard of $27.5 million. Additionally, the scope includes Special Item Number (SIN) 132 51 Information Technology (IT) Professional Services, which includes system design, development, documentation, analysis, creation, testing, programming, conversion, implementation, and other relevant services of an ERP software package from a SAP Army data environment. II. PURPOSE: The purpose of this RFI is issued solely for information and planning purposes and responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Information received in response to this RFI shall be safeguarded adequately from unauthorized disclosure. This is not a request for proposal, request for quotation, or an invitation for bid, nor does its issuance obligate or restrict the Government to an eventual acquisition approach. This RFI does not obligate the Government to issue a solicitation. Neither unsolicited proposal nor any other kinds of offers will be considered in response to this request or accepted by the Government to form a binding contract. Contractors are solely responsible for all expenses associated with participating in this RFI. Acknowledgement of receipt of submitted items will not be made, nor will respondents be notified of the outcome of the information received. Information provided in response to this RFI will be used to determine the potential levels of interest, adequate competition, and technical capability unrestricted to the small and large business community for providing the required services. The Army plans to implement best practices, to improve productivity, gain efficiencies, and realize cost savings in consideration of industry recommendations in the delivery of the HQAES. III. BACKGROUND: The Army Environmental Program (AEP) mission is to sustain the environment to enable the Army's mission and secure the future. The goal is to improve readiness by helping to provide and ensure continued access to quality training lands and facilities with minimal restrictions on operations. The Army chose an enterprise resource planning (ERP) commercial off the shelf (COTS) software package from SAP as the enterprise solution for Army environmental data management collection and reporting. This COTS software package has been customized to fit Army environmental business processes. The current execution contract will tentatively expire in Sep 2015, however it is anticipated that there will be a three-six month extension to allow for transition. The services discussed herein are planned to be part of the overarching ERP services acquisition which will support HQAES. Because HQAES has an imminent need for support services this RFI is being published while the Army continues to formulate the overarching strategy. To continue business process transformation, IT solutions supporting the AEP must be modernized to align with new business processes. Key areas for transformation include: establishing a capability to comply with environmental liability reporting requirements, monitoring and reporting on the performance of the AEP, and conducting program analysis to optimize environmental cleanup and environmental quality activities. III. HQAES OVERVIEW: A. HQAES Characteristics/Description: * Implemented at Headquarters, Department of Army and Commands at 200+ sites with approximately 1,600 users at Continental United States (CONUS) and Outside Continental United States (OCONUS) sites. * Provides Army with auditable environmental data to support compliance with the Chief Financial Officers (CFO) Act and Federal Financial Management Improvement Act (FFMIA). * Provides an Army-wide solution for accurate, reliable, and timely environmental information. B. HQAES Capability/Improvements: * A complete audit trail to trace all environmental transactions to their sources. * Improved usefulness, timeliness, and accuracy of environmental data. * Improved environmental reporting capabilities. C. HQAES Special Features: * Integration with other Army ERPs (Federated Solution). * Complies with Congressional and DoD Auditability objectives, and DoD's Standard Financial Information Structure. * System is hosted on the Defense Information System Agency (DISA) environment. IV. HQAES SCOPE OF SERVICES: The anticipated scope of services to be required to support HQAES in the future are as follows: SERVICES DESCRIPTION 1. Project Management Overall management and control of the project (e.g. contract administration, financial, schedule, resource management, office related activities, account management, risk management, and advisory services). 2. Helpdesk Managing performance and troubleshooting incidents, answering questions, or resolving issues with business functions and processes that service customers. 2. a. Tier I Phone/email single-point-of-contact for end users. Responsibilities include: monitoring requests for support - remedy incident tracking system; assessing incidents and requests; answering basic questions using knowledgebase scripts; and, when necessary, escalation of issues to Tier II or Tier III. 2. b. Tier II Functional and user account management support. Responsibilities include: working with users when issues are escalated from Tier I; analyzing and recommending business process changes; participating in testing and regression of applications; recommend prioritization of break/fix and enhancement system changes; documenting properly the resolution of incidents; and escalating of issues to Tier III. 2. c. Tier III Resolution of complex and advanced issues. Responsibilities include: developing SAP based system enhancements; advising and resolving complex issues; analysis of technical solutions to support the changes submitted to HQAES Configuration Control Management Board (CCMB); coding and unit testing of approved system changes; and managing releases and updates to the production environment. 3. Maintenance Software and hardware updates made to HQAES to ensure it performs as expected to include corrective and emergency, preventive, adaptive, and perfective maintenance. Activities will be performed in coordination with DISA. 3. a. Corrective and Emergency Maintenance Repair of defects to applications in production use and enables such applications to provide the required functionality to meet service level requirements. (Reactive to events to restore functionality). Activities performed in coordination with DISA. 3. b. Preventive Maintenance Proactive performance tuning, pre-production execution simulation, special testing, application of system patches, staying on the most current release in coordination with DISA. (Technical changes to prevent incidents) 3. c. Adaptive Maintenance Ensure application performance and system interoperability is not affected by changes to interfacing applications, infrastructure, new applications, COTS software packages, or by process changes. (Change or add functionality). Activities performed in coordination with DISA. 3. d. Perfective Maintenance Application development, maintenance, and enhancement that ensure applications operate at peak efficiency. (Technical changes to optimize performance). Activities performed in coordination with DISA. 3. e. Monitoring, Reporting, and Review Ongoing monitoring (project and application health checks; specific incident, change, problem, project activity tracking; ongoing project and or problem management surveillance), status reporting (project, change, incident, problem, risk mitigation), and review (analysis, escalation, response, resolution of developed policies, procedure, designs, modules, incidents, changes, problems and processes documentation). Activities performed in coordination with DISA. 4. Application Development Development of new applications and major enhancements. 4. a. Requirements Definition Develop the detailed functional and technical design specifications (creating change requests and technical design documentation) to support the Army decision process. 4. b. Design Specifications Create all necessary functional design documentation for the ERP solution, including configuration documents and Reports, Interfaces, Conversions, Extensions, Forms, and Workflows (RICEFW) objects. Design and develop technical specifications for the creation of development objects. 4. c. Programming / Development Programming, scripting, activating, configuring or customizing of application modules using the information from the previous phases as critical input within the boundaries of the involved application platforms and or application frameworks. Activities performed in coordination with DISA. 4. d. Integration and Testing Functional and non-functional verification and validation of the developed solution at unit and system level, in interaction with the interfaced applications (including the interfaces); perform regression testing, execute usability testing to confirm that the solution or total application can be used within the involved business processes by the intended user community. Activities performed in coordination with DISA. 4. e. Implementation and Migration Installation and migration of new or upgraded components to the production environment. Activities performed in coordination with DISA. 4. f. Release Packaging Packaging of software changes into suitable releases as approved along with software version control (both electronic and manual). 4. g. Solution Architecture Details the systems and any changes made in new releases such that it is reflective of complete hierarchy of transaction flows in the configured system. 5. Training Train and/or update users of HQAES with orientation and instruction on the system. Updating and integration of SAP self directed web based training with business process procedures and job guides to create end user training. Travel may be required to military facilities in support of this function. Anticipated number of end users to be trained is approximately 200 users. Potential training options include train-the-trainer, Defense Connect Online (DCO), and classroom. 6. Knowledge Management Knowledge management includes providing and documenting the details of how work is performed associated with work-streams and performance (e.g. recurring work activities, concepts of operation, continuous improvement plans, reports, and deliverables). Conceptually this would be a shared work environment with an appropriate system document repository (i.e. Share Point). 7. Transition Migration of current activities performed by the incumbent to a new service provider. 7. a. Transition Phase-In Time frame for the successor to prepare logistically to start actual contract performance (e.g. inventory and transfer government property, coordinate the transfer of ongoing projects) and not actual full performance of the contracted work. 7. b. Transition Phase-Out Time frame for the incumbent to provide training and exercise its best efforts and cooperation to effect an orderly and efficient transition to the successor. 8. Compliance Maintain a compliant environmental management system with regulations, guidance, policy, and other standards. 9. Security Management Provide physical and logical security of all application components and data, access protection and other security services in compliance with Army and DISA Security requirements, and all applicable regulatory requirements. Scope of Services V. INFORMATION REQUESTED: HQAES anticipates utilizing a hybrid contract consisting of firm fixed price (ex. help desk functions, training), cost plus fixed fee (ex. system enhancements) and cost reimbursable for travel by adopting the best commercial practices and obtaining the best value to achieve greater savings and efficiencies. A. RFI: This RFI seeks industry comment and suggestions regarding recommended RFI structure, standard industry terms and conditions related to providing services described in Table 1 Scope of Services. Use Table 2: RFI Structure (below), following the instructions provided, to fill-in the requested information. Column A - Scope of Services: Provide comment and suggestions for identifying a logical breakout of cost elements (based on the above scope of services) and for understanding the contractor's view on where work and contract line item numbers/sub line item numbers become too granular and unmanageable. Column B - Measures/Metrics: Provide comment and suggestions of successful measures/metrics. Measures/metrics may be in terms of technical and managerial, preferably Specific, Measurable, Attainable, Relevant, Time-bound (SMART), and are required from both provider and end-user perspectives. Qualitative, as well as quantitative, measures, and metrics are anticipated. Explicitly define metrics to avoid any ambiguity regarding which service components the metric includes along with providing the timeframe (service window) and frequency of the reporting period. Column C - Government Furnished Information (GFI) Preaward: Provide comment and suggestions on the types of Preaward GFI necessary to understand the requirement and to prepare a technical and cost proposal. COLUMN A - Scope of Service COLUMN B - Measures/Metrics or SLAsCOLUMN C - GFI Preaward 1. Project Management Comment and suggestions (logistical breakout of cost elements): 2. Helpdesk Comments: 3. Maintenance Comments: 4. Application Development Comments: 5. Training Comments: 6. Knowledge Management Comments: 7. Transition Comments: 8. Compliance Comments: 9. Security Management Comments: 2: RFI Structure B. Capabilities: This RFI seeks industry comment and suggestions regarding capabilities which are vital to the Government and must be continued without interruption and that, upon contract/order expiration, a successor, may continue them. Respond in two pages or less to the questions listed below for your capabilities. 1. Do you have SAP certified personnel? If so, what are the labor categories; how many personnel and what are the levels of experience? 2. Do you have experience sustaining an ERP solution? If so, provide examples. 3. Have you designed and implemented a major system enhancement in SAP? If so provide an example. 4. Do you have experience interacting and/or working within a DISA hosted environment? If so provide an example. 5. Do you have experience working with environmental reporting systems? If so provide an example. In order to meet the requirements established it is expected that the contractor will possess detailed knowledge of the SAP system environment, as well as, all required experience, technical knowledge and qualification credentials necessary to meet the task requirements. VI. INSTRUCTIONS TO COMPANIES: Participation in response to this RFI will not preclude any contract holder from responding to future acquisitions, either individually or as part of a team. Large or small business contractors who wish to respond to this RFI should submit a brief capabilities statement package (no more than five pages), responding to the capabilities questions to demonstrate their ability to perform the services listed herein and shall be formatted in Times New Roman, 12-point type, with one inch margins and compatible with MS Office Word or.pdf. Pleasedo not submit more than seven pages in the the total submitted package. Request Response Company Name, Address, and Country of Business Company Representative, Business Title, Email and Phone Number Cage Code Partners Team Approach Business Classification/Socio-Economic Status (e.g., large, small, 8(a), women-owned, hub-zone, SDB, Service-Disabled Veteran-owned) Company Profile: Please provide the following information about your company. If submitting a team response, please include the requested information for all companies on the team. Indicate specific capabilities and experience in performing the described requirement by specifically delineating any US Government contract and/or subcontract numbers and/or any commercial contracts, a description of those requirements, periods supported, type of contract, was your company a prime or subcontractor, and approximate value of support rendered. Please submit your responses via electronic mail (e-mail) by 1500 Central Time on 13 March 2015 to Army Contracting Command Contracting Officer, Ryan Larrison [ryan.r.larrison.civ@mail.mil] and Contract Specialist, Sonja Johnson Wills [sonja.m.johnsonwills.civ@mail.mil]. Note: Files greater than 5MB shall not be transmitted through the computer firewall. Therefore, any file greater than 5MB must be submitted by CD-ROM media to: Ryan Larrison Army Contracting Command-Rock Island, Bldg. 62, 3rd Floor 1 Rock Island Arsenal Rock Island, IL 61299 If the Government has additional questions or a need for information following the evaluation of your response you may be contacted and asked to provide that information. Request for Information (RFI) Headquarters Army Environmental System (HQAES) RFI W52P1J-15-R-0068, 20 February 2015
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