0008-PSF-R_3-2025_HRD_Time_and_Attendance_Request_for_Information_(RFI)_2_7_2025_1.docx

Request for Information (RFI) Department of the Interior (DOI), Interior Business Center (IBC) – Human Resources Directorate (HRD), Time and Attendance Solution General Information This RFI notice is issued solely for information and planning purposes - it does not constitute an invitation for bid, request for quotation (RFQ), request for proposal (RFP), or an obligation on behalf of the Government or a promise to issue a solicitation in the future. The Government is not seeking proposals and will not accept unsolicited proposals at this time. Vendors responding to this notice are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future solicitation, if issued. Interested parties are responsible for CLEARLY MARKING proprietary or competition sensitive information contained in their response. No classified, confidential, or sensitive information should be included in your response. Please be advised that all submissions become Government property and will not be returned. Marketing brochures and/or generic company literature will not be considered and shall not be sent in response to this RFI.

Purpose of RFI IBC’s Human Resources Directorate offers a full suite of integrated hire-to-retire systems. HRD would like to gather industry solutions to satisfy the time and attendance segment of our full suite with a solution built on a modern open-source architecture featuring cloud- hosted, resilient, data-centric, loosely coupled micro services to ensure flexibility, scalability, and efficient data management. Responses to this RFI will help us identify and evaluate various options available in the marketplace capable of modernizing our current time and attendance offering. This information will help inform and shape future HR IT modernization strategies for the next generation of HRD’s time and attendance offering to clients. HRD would look to future potential solicitations to implement the next time and attendance system.

Background: IBC as a Shared Services Provider The Department of the Interior, Interior Business Center is a certified federal Shared Services Provider (SSP) for human resources, payroll operations, and financial management services and an Interior-authorized SSP for assisted acquisition services. We provide these services to other Federal agencies on a full cost recovery, fee-for-service basis.

We retain a workforce of dedicated professionals with expert knowledge of federal business practices, which we leverage to provide business solutions that meet our customers’ needs. Our commitment to service is highlighted by the steady generation of efficiencies, economies, and cost savings for our customers and partners over the past 30+ years.

With leadership and oversight provided by the Office of the Director, IBC operates its lines of business through three service directorates:

Table 1. IBC Organizational Overview

Office of the Director

IBC is also supported by key DOI partners. Specifically for our systems, the IBC relies on the DOI Office of the Chief Information Officer (OCIO) to provide tier 1 support, infrastructure hosting, voice and data telecommunications, network management, information security and disaster recovery.

Human Resources Management Systems Solutions (HRMSS) Information technology (IT) and the federal workforce are constantly evolving. To continue meeting clients' HR business needs in today's world and into the future, HRD’s HR IT systems must evolve. In 2022, HRD launched our Human Resources Management Systems Solutions (HRMSS) modernization program to evaluate, optimize and modernize HRD’s entire suite of hire-to-retire systems. Having built the proper foundation to ensure modernization projects will succeed, HRMSS is now primed to launch specific projects, the first being, a new time and attendance system. Examining, and implementing, the next generation of time and attendance will benefit not only the DOI but also HRD’s external customers by reducing enterprise risk, providing updated infrastructure and security, and enhancing usability for end users. HRD is seeking a solution that will provide time and attendance capabilities for more than thirty-five federal agencies across the United States employing approximately 168,000 personnel. HRD is looking to continue to grow our customer base by either adding new clients or migrating existing clients, utilizing different time and attendance systems, to HRD’s new offering, which will increase the total user population.

For this RFI, HRD is hoping to receive a wide range of industry ideas/approaches. HRD is open to all possibilities including, but not limited to, re-platforming our existing system to complete product replacement with something like a Software as a Service (SaaS) solution, or any sort of combination of the two utilizing microservices.

Legacy Systems Currently, IBC deploys a suite of systems to support our hire-to-retire services in a shared services environment including a specific time and attendance offering, Quicktime.

Quicktime is a web-based application that allows employee and timekeeper entry of time using either a sign-in and sign-out time method (timeclock) or a traditional hourly timesheet. Quicktime provides on-line edits to ensure data entered by employees, supervisors, and timekeepers meet regulatory requirements. Quicktime provides an automated leave request process as well as requests for premium work hours, such as overtime. Quicktime allows for the tracking of various work situations, such as differentiating between telework hours and in-office hours. Quicktime also allows time to be tied to multiple lines of accounting, so data can be transmitted to financial systems to track project costs. Quicktime has built-in workflow for the input, review, and approval of time worked and leave requests based on various user roles. Once certified, this data is transmitted to and interfaces with our payroll processing system, Federal Personnel and Payroll System (FPPS), on a bi-weekly basis. Each Quicktime instance is configured to accommodate an individual client agency's functionality and policy requirements in a multi-tenancy, multi-instance shared services environment. Quicktime is 508 compliant.

Presentation tier: Quicktime offers a web-based user interface using HTML, CSS and JavaScript.

Application tier: Quicktime’s application code base utilizes Panther.

Database tier: Quicktime leverages Oracle for the database platform.

Interface capabilities: Currently Quicktime has bi-directional data capabilities with other systems.

Quicktime is hosted on premises within a DOI data center. Quicktime currently does not offer mobile capabilities to users.

Office of Personnel Management Human Resources Quality Services Management Office (OPM HR QSMO) HRD’s service delivery business requirements align with Office of Personnel Management (OPM) rules, regulations and policies. Particularly, within the federal Human Resource (HR) Shared Services space, the OPM HR Quality Services Management Office (QSMO) is leading this effort. The HR QSMO is one of the OPM’s key avenues to enhance the service delivery of HR solutions across government agencies. The HR QSMO offers a marketplace of solutions compliant with robust, approved standards and helps agencies understand how to maximize their value.

HRD is a strong partner with the OPM HR QSMO and an authorized vendor in the HR QSMO Marketplace. As such, our time and attendance business requirements align with OPM’s Human Capital Management hierarchy, which consists of:

> Human Capital Business Reference Model (HCBRM) representing what services need to be delivered. HCBRM > Human Capital Federal Integrated Business Framework (HC-FIBF) representing how to deliver the HCBRM. HC-FIBF > Human Capital Information Model (HCIM) data model containing the human capital data standard. HCIM Vendors are encouraged to familiarize themselves with the standards for Work Schedule & Leave Management within these references.

Future consideration of any solution must align with OPM HR QSMO’s Work Schedule & Leave Management HCBRM, HC-FIBF and HCIM standards.

Submission Requirements Vendors interested in participating in this market research activity are requested to submit the following (Note: if vendors are proposing more than one solution, please provide a separate response for each proposed solution):

1. Corporate Information requested in Section 1.

2. Narrative capability statements addressing the business requirements in Section 2. Please limit your response to each business requirement to 2 pages (font no smaller than 11pt). General marketing information or reference to vendor web site as a response to any of the business requirements will not be considered responsive to this notice. (16-page maximum)

3. Rough Order of Magnitude in Section 3.

Vendors must identify any proprietary information submitted in response to this RFI. The proprietary information must be clearly marked as proprietary. The government will not treat any other information as proprietary.

The Government reserves the right to contact, or not contact, any party responding to this RFI to obtain further information for market research purposes. The government will not notify respondents of the results of the information received and will not return submittals to the sender.

All interested sources must respond to any potential future solicitation announcements separately from responses to this RFI.

Interested sources that believe they have the ability to provide the solution to the requested functionality listed herein should submit responses electronically via email to Christina Lene (christina_lene@ibc.doi.gov) and Jamie Gregar (jamie_gregar@ibc.doi.gov). Please reference “HRD Time and Attendance RFI” in the email subject line. No telephone, mail, or fax responses will be accepted. Other than the opportunity to ask questions as detailed below, inquiries for additional information and/or a request for a meeting to discuss this RFI/sources sought notice will not be accepted. Responses must be received by 5:00pm EST, March 21, 2025. Please be advised that it is the responders’ responsibility to ensure the Government receives your RFI submission on or before the specified due date.

Questions Written questions are to be submitted via email to the contact information listed below, by no later than February 18th, 2025, 3:00pm EST.

Christina Lene at christina_lene@ibc.doi.gov and Jamie Gregar at jamie_gregar@ibc.doi.gov All questions must be submitted by the date and time listed above or they may not be addressed before the RFI closing date. All questions received by the due date will be answered via an amendment to the RFI.

Section 1 – Corporate Information Corporate Information Template

CORPORATE INFORMATION TEMPLATE

1) Organization Name, Address, Website

2) Organization Unique Entity Identifier (UEI) number

3) Point of Contact, Title of point of contact, Email Address, Telephone Number

4) Please provide the name of your solution(s)

5) Is the solution FedRAMP authorized (if applicable)?

a. Provide the Package ID

6) Which business categories do you fall under? Large Business Small Business (SB) Small Disadvantaged Business (SDB) Section 8(a) Business Woman-Owned Small Business (WOSB) Economically Disadvantaged Woman-Owned Small Business (EDWOSB) Historically Underutilized Business Zone (HUBZone) Small Business Veteran-Owned Small Business Service-Disabled Veteran-Owned Small Business (SDVOSB)

7) What Government-Wide Acquisition Contracts (GWACs) or General Services Administration (GSA) Multiple Award Schedule(s) (MAS) do you currently hold that would support this requirement?

a. Provide each overarching GWAC/GSA FSS contract number and expiration date that would support this requirement.

8) Would you have to partner with other industry partners to support this requirement?

a. If yes, please provide the longest duration pricing can be obtained.

9) Please provide the duration of available pricing (software, labor, etc.). Example, if the Government determines it requires a 10, 7, 5, etc. year contract, will pricing be available?

10) Identify Government agencies of a similar size for which the vendor has implemented the solution(s) identified in this response.

a. Indicate whether you were the prime or the sub.

b. If the sub, indicate the % or work performed, and the specific work performed.

c. Include Agency reference and contact information (name, title, phone, and email).

11) Describe any third-party alliances, relationships, or dependencies you would utilize to implement or provide the solution(s)

Section 2 – HRD Time and Attendance Business Requirements After reviewing the background, purpose, and HRMSS sections above, please provide written responses to each of the business requirements. HRD will be reviewing the responses from both a functional and technical perspective so, where appropriate, please be sure to provide details on each perspective. Based on the solution being offered, some questions may not be applicable.

1. Description of proposed solution.

2. System Replacement and Functional Fit

a. Describe how your solution modernizes HRD’s current time and attendance system while meeting functional requirements.

3. Integration with HR Systems. Describe how your solution integrates within a complete HR suite and other external systems, addressing:

a. Interoperability with other systems.

b. Data exchange capabilities in various formats.

c. Reporting and analytics functionality.

4. Describe how your solution can accommodate a multi-customer environment with different configurations.

a. How is tenancy addressed?

b. How is data segregated/protected?

c. Can the solution be accessed from multiple devices?

d. Can the solution be accessed from anywhere?

e. Incorporation of agency unique requirements.

5. Describe how your solution can be scaled to add or remove customers.

a. Is there an existing process to implement new customers?

b. What is the typical timeline to migrate customer to the solution?

6. Describe your change management process for keeping your solution current to changes in regulatory requirements, customer enhancements, bug fixes, security vulnerabilities, etc.

a. What is a typical timeline to implement regulatory changes into a production environment once requirements are made known?

b. What is a typical timeline to implement user enhancements into a production environment once requirements are made known?

c. Do you utilize Continuous Integration/Continuous Delivery (CI/CD) pipelines?

d. What are your DevSecOps strategies?

7. Risk Management and Security. Describe your risk management and security process, addressing:

a. Multi-factor authentication/Single Sign-on capabilities using Personal Identity Verification (PIV) cards and other alternative means for non-employee partners.

b. Cloud Hosting options.

c. FedRAMP package information.

d. Zero Trust principles.

e. Continuous monitoring/remediation.

f. Incident response mitigation, notification, reporting.

8. Migration and Operational Continuity. Describe how your solution ensures a seamless transition, including:

a. Phased migration to prevent service disruptions.

b. Complete data migration and payroll processing continuity.

c. Support for user training and adoption.

Section 3 – Rough Order of Magnitude Funding for such a large enterprise solution has challenges within the federal space. For each solution, identify the pricing structure that is preferred for each aspect of the cost components provided. For example, the solution may have firm fixed price components and some may have labor hours.

HRD also requests information on any creative pricing solutions that might exist that would minimize major upfront investments to acquiring a new solution. For example, if the government invested $5 million to acquire and implement a new system and the actual new system exceeded the $5 million, could a vendor perhaps recover their cost on a transactional basis with payroll processing every two weeks? (As payroll is processed, the vendor would charge some amount for each transaction made per payroll transaction). It is important to note that $5M is a notional amount and does not represent any allocated funding amount or expected estimate for this effort.

HRD is aware there are many variables in actual costing. However, to move forward with future solicitations, HRD seeks a rough estimate of costs for any proposed new solution. In this vein, HRD is attempting to ascertain the threshold in which a solution could be procured and the costs associated with that procurement would cover the costs for implementation, migration and future operations and maintenance (O&M) costs. In trying to determine what the approximate investment amount should be above, HRD considers all these tasks would be included plus any the vendor may want to highlight that are not included.

· Migration Setup/Conversion Costs, Including Expected Timelines

· Program/project management

· Requirements analysis/system setup

· Data conversion/data loads

· Interface development

· Testing

· Training

· Hosting infrastructure setup

· Change management

· Annual Operations and Maintenance Costs

· Hosting (Assumed to include database/storage costs)

· Core application support

· Hardware

· Network connectivity

· Technology refresh

· Interface support (Assumed to include Section 508 compliance)

· Security

· Auditing

· Training

· Customer support tiers (1, 2 & 3)

· Estimated Timeframe for Return on Investment (ROI)

· Based on prior implementations, how long does it typically take for organizations to recoup the upfront investment through operational efficiencies, cost savings, and reduced maintenance costs?

· What are the primary cost drivers that influence this ROI timeline?

· Benchmarked Data and Case Studies

· If available, provide anonymized data or case studies from previous federal, state, or large enterprise implementations demonstrating ROI timelines and key financial impacts.

· Licensing, if applicable

· Fixed

· Per-user

· Transaction-based

· Creative Pricing Solutions, if applicable

Section 4 – HRD Time and Attendance Vendor Days As a follow-on activity to this RFI, HRD may invite a limited number of potential industry partners to present their proposed solutions to gather additional market research information. Vendors must inform government of their intent to present by the RFI closing dates. Vendors must consent to their presentations being recorded. The format will consist of 90 minutes allotted for vendor presentation followed by 30-minute opportunity for questions.

These meetings will be conducted virtually between April 15, 2025 – April 24, 2025.

Demonstration Scenarios The vendors invited to Vendor Days should, at a minimum, be prepared to demonstrate:

1. Typical time and attendance functionality:

a. Logging on using Multifactor Authentication/PIV capabilities.

b. Ability to log on with different user roles.

c. Log hours worked on a timesheet using various hours codes.

d. Ability to tie hours worked to various accounting codes.

e. Ability to request leave.

f. Ability to create, edit, delete user profiles.

g. Ability to certify timecards.

h. Ability to approve leave requests.

i. Workflows/automatic notifications on pending tasks.

j. Reporting capabilities.

2. Interfacing capabilities.

3. System configuration capabilities to reflect individual agency-wide policies.

4. Configuring and managing multi-tenant configurations/data segregation.

5. Ongoing system maintenance, audit logging.