NFC Forward_January RFI Questions and Responses_02022025_Final.pdf

NFC Forward January RFI - Questions and Responses

# Question Proposed Response

What is the estimated size/value for (1) the prototype and (2) full award?

The Government plans to release a draft RFP in March 2025 which will provide more information regarding the prototype (Phase 2) and full award scope (Phase 3), level of effort and performance measures. Please refer to the RFI with proposed scope including population size for the prototype phase and full award.

Can the Government confirm the incumbent vendor(s) currently supporting the on-prem work today?

This is a new procurement without existing system integration incumbents. The current payroll system is Mainframe and the current human capital management system is based on PeopleSoft 9.0.

Are there preferred PaaS and SaaS solutions already in use or planned to be in use by the NFC (e.g. Azure, AWS, Salesforce, ServiceNow)?

The Government is looking for bidders to propose a recommended technical architecture and SaaS cloud-based solution that combines HR and payroll into a single solution based on NFC's requirements.

What specific service-level agreements (SLAs) will vendors be required to meet?

The Government plans to release a draft RFP in March 2025 which will provide more information regarding the prototype (Phase 2) and full award scope (Phase 3), level of effort and performance measures. The Government is interested in industry feedback on recommended SLAs for this program as part of this RFI.

Can the Government provide the size and complexity of the data sets for the required MVP migration?

Please see the updated RFI in which Phase 2 is referred to as the prototype, and not the MVP. NFC's data structures are complex due to the diverse range of federal payroll and HR data it processes, including over 70 federal pay plans and numerous special employee classifications. For the prototype, however, only a small representative subset of data will be used, likely a few thousand employee records that represent a variety of employee types and pay plans to ensure that the prototype demonstrates system capabilities.

What key legacy systems and databases will the vendor need to integrate for the MVP?

Please see the updated RFI in which Phase 2 is referred to as the prototype, and not the MVP. The prototype will not require direct integration with NFC's legacy systems. However, it will require an initial data migration of sample NFC data, and it should be capable of processing key inputs, such as timesheet and HR data and generating key outputs, such as the Treasury pay file and specific payroll reports.

The expected outputs will be listed in the RFP. Additionally, the prototype phase (Phase 2) will include technical deliverables such as integration specification documents and data mapping documentation between NFC's legacy systems and new target system. These deliverables will also be listed in the RFP.

How will the initial MVP be evaluated?

Please see the updated RFI in which Phase 2 is referred to as the prototype, and not the MVP. The Government is interested in industry feedback on the prototype approach including the prototype evaluation as part of this RFI.

What current middleware, if any, is in use today? Will the Government provide the middleware and licenses necessary for the migration or is the Government's expectation for the vendor to procure and manage it?

Vendors are encouraged to propose middleware solutions that best support their migration and modernization efforts. NFC expects vendors to bring and manage the necessary tools, including middleware solutions, as part of their proposed approach.

To ensure we can submit a comprehensive and competitive response, we request clarification on the following key areas:

•Scope of Work: Beyond system integration, are there opportunities to contribute expertise in areas such as change management, training, process optimization, and data analytics?

•Evaluation Criteria: What specific factors will be most heavily weighted in the evaluation process for selecting partners?

The Government is interested in industry feedback on the proposed scope of work and evaluation criteria as part of this RFI. Final decisions have not been made regarding these aspects.

If this project will include any requirements for internet access for these systems to run over separate and apart from USDA net that was procured through EIS.

Vendors are expected to propose cloud-based SaaS solutions which will inherently require internet access, however, detailed network requirements are not specified.

Solutions will need to be compliant with federal security and identity management standards, and be compatible with government access management and authorization frameworks.

11 What is the measurement of success for the pilot?

See response 14 for a summary of the prototype and pilot.

The goal of the pilot is to validate that the new integrated HR and payroll solution can perform the HR actions and payroll processes accurately and timely for the target population in the production environment. Additionally, the pilot will enable the NFC Forward Program to test and refine its deployment processes, and continue to gain NFC customer and stakeholder support and buy-in for the Modernization effort.

Can you please provide additional clarification on the desired payroll output for the prototype? Specifically, will the desired payroll output be the generation of the FESI file for input into the existing NFC payroll solution?

No, generation of a FESI file for input into the existing NFC Payroll Solution is not the desired goal of the prototype. The objective for payroll in the prototype is to show the initial vendor solution capability for a subset of NFC’s workforce (e.g., Title 5), and demonstrate the long-term roadmap for full solution capability for NFC’s diverse customer base. We are interested in industry feedback for appropriate use cases that will demonstrate this objective in the prototype timeframe.

In re: 3.2.2 Technical Solution Capabilities and Requirements. You �ask for recommendation on a single tenant, multi organization or a separate tenant for each of the 170 customer agencies. What is your preferred method for system administration across multiple organizations and stakeholders? For example:

● Creation of new job codes/positions

● New configurations of reports

● Business Process/workflow configuration

● Role and organization based security

● Configuration of onboarding and onboarding employee self service

NFC seeks vendor recommendations on the best system administration approach for managing multiple organizations across the 170 organizations. NFC is open to approaches that address the scalability, security, and efficiency objectives of the modernization, and therefore encourage vendors to provide innovative solutions that align with these goals.

Payroll and Payroll Accounting: Please validate this is the output file you are expecting as part of the pilot.

https://help.nfc.usda.gov/publications/FESI/86314.htm?updates

The Government is in the process of developing the overall solution requirements for the full system implementation including the prototype and will share for industry comment as part of the draft RFP in March 2025.

As detailed in the RFI, please note the procurement will be a multiple-phase process to include the prototype phase (Phase 2). The prototype is proposed to be a multi-award phase to develop a prototype solution that establishes core baseline functionality for HR and payroll. The prototype is not expected to be deployed into the production environment. Upon evaluation of the prototypes and final award, the full implementation of the selected solution will begin with Enterprise Design and a Pilot to a subset of approximately 10,000 Title 5 employees. This pilot will be fully deployed into production and operational for the pilot group. Upon successful completion of the pilot, the solution will be configured and deployed in iterative phases across NFC’s customer agencies.

In re: Title V Configuration and validation of payroll results: Please confirm the focus will be on the following pilot evaluation:

● FLSA compliance of hours worked over 40 with proper tracking of time worked and approval of overtime hours (could be varied by type of worker)

● Overtime pay calculations of 1.5 rate of pay and additional variables such as shift differentials into blended rate of overtime pay

● Premium Pay calculations such as stand by pay and/or holiday pay

● Pay Caps and limitations

● Record keeping and audits See Question Response #14.

In re: Integration and External Interfaces: Develop technical design specifications for a subset of integrations to NFC’s existing systems and Government-wide external systems. Develop standalone functionality to incorporate timesheet files and generate pay files, with no integration to legacy or external systems during this phase. Please confirm the file layouts expected from the pilot are as follows.

https://help.nfc.usda.gov/publications/FESI/50380.htm https://help.nfc.usda.gov/publications/FESI/13755.ht See Question Response #14.

Is the overall goal to replace this with the system you choose? This interface would not be needed if you implement the Time Tracking module of _________ solution If you allow agencies to continue an external time system you would replace this with the _______ solution template.

The overall goal is to replace NFC's Payroll and Personnel System (PPS) and EmpowHR for core human resource and payroll processing with integrations to existing time and attendance systems. Time and attendance will not be a requirement for the initial award but could be a longer-term consideration for the program.

Typically, many of the customer requirements can be met through configuration of the SaaS. Is NFC open to procuring the SaaS solution first and then decide on the scope of the SI RFP procurement for implementation services

Not at this time. The expectation is that the SI and Solution Provider will be able to provide the government with the most attractive combination of both the solution, implementation strategy, and discounts to the government by teaming in one acquisition.

What are the most pressing IT challenges your organization is currently facing? Please refer to the RFI for NFC's IT challenges and modernization objectives.

Are you looking to modernize your source control and ALM processes? If so, are you interested in Azure DevOps or other specific tools?

The goal of this procurement is to modernize NFC's legacy HR and payroll systems with a cloud-based SaaS solution. System integrators should propose solutions that include implementation toolsets, including data extraction and conversion tools as part of their approach. NFC is evaluating and selecting the ALM tool to use throughout the modernization effort, but vendors are encouraged to recommend ALM solutions that align with their proposed implementation strategy.

Do you have a disaster recovery plan in place? If not, are you interested in developing and implementing one? Yes, NFC has a disaster recovery plan in place.

Do you need resources for user acceptance testing, particularly with Medicaid experience? Not at this time.

Are you looking for guidance on technical architecture, including web services architecture planning?

The Government will be looking for bidders to propose a recommended technical architecture and SaaS cloud-based solution that combines HR and payroll into a single solution based on NFC's requirements.

Can you please elaborate on the strategy for migrating sensitive employee data from the legacy PPS system to the new SaaS solution?

The Government is looking for bidders to propose their conversion and data management strategy to migrate sensitive employee data from the legacy system to the new SaaS solution as part of the proposal response in summer 2025. This will be tested and evaluated during the prototype Phase.

Could you please explain how the new SaaS solution will seamlessly connect with existing legacy systems?

The Government is looking for bidders to propose their integration approach and solution(s) to support the integration between the new NFC Forward solution and existing legacy systems.

Can you provide details on the cybersecurity measures implemented to safeguard sensitive employee data within the new SaaS environment?

The new NFC Forward solution must be compliant with all USDA cybersecurity and access management policies and will undergo security testing during the prototype implementation. As part of the proposal response, the Government is looking for industry to propose their cybersecurity approach to safeguard sensitive data in the new solution.

Can you outline the plans for comprehensive user training and ongoing support for employees and HR staff?

The Government is currently developing its overall organizational change management and training approach in collaboration with its customers. The Contractor will be expected to support the training strategy, training development and delivery for the new system for end-users in partnership with NFC and its customer agencies.

Can you describe how the success of the SaaS implementation will be measured, including key performance indicators (KPIs) to track

ROI?

The Government plans to use Earned Value Management (EVM) to track the health and performance of the NFC Forward Program. The Government encourages feedback from industry on their recommendations to track return on investment including key performance indicators. This also will be required as part of the vendor response to RFP.

Can a vendor's proposed solution consist of multiple integrated technologies, or must the entire cloud solution be within a single software/platform?

The Governments prefers to consolidate NFC's enterprise architecture with a single integrated HR and payroll solution, however, we understand additional integrated technologies may be required for integration, reporting and analytics, and customer experience.

What is the breakdown of users that will be addressing/resolving cases versus submitting cases? This data will be provided as part of the RFP requirements

31 Is there a USDA preferred contract vehicle?

The Government is interested in industry providing recommendations on contract vehicles for this procurement.

Is there a preference for a small business classification company response, assuming they are qualified?

The Government is currently developing its acquisition plan including small business considerations. The Government is interested in RFI responses from businesses of all sizes and socioeconomic designations with the requisite experience, technology, and capabilities to handle a project of this magnitude to inform the acquisition approach.

What is NFC's tolerance for software code customizations to meet unique business needs? Does NFC prefer to leverage a configuration-based approach (i.e. minimizing code development) to meet customer requirements and ensure the integrated solution remains agile and scalable?

The Government prefers a configuration-based approach and will only consider customizations/extensions when the requirement(s) can not be addressed by configuration or business process changes.

Prior to or during Phase 1, would NFC be willing to host software vendors for a live configuration exercise, where NFC could evaluate each offering's flexibility and ease of modification?

The Government is looking for these types of suggestions and ideas as part of your RFI response. Please include suggestions, rationales, and examples if possible.

We appreciate the notional scope as a starting point. Can you confirm if the RFP planned for release in Phase 1 will detail the prototype scope to replace the notional scope, and whether there will be an opportunity to ask questions to ensure they are more relevant and aligned with the scope?

The Government plans to distribute a draft RFP in March 2025 for industry review and comment with the scope, deliverables and evaluation approach of Phase 1.

Yes, questions may be asked at that time.

The contractual personnel requirements include a Program Manager and a Training Lead. The Training Lead will be responsible for supporting change management. Will there be a distinct vendor Change Management Lead role, or will the change management responsibilities fall under the Program Manager and Training Lead?

The Change Management responsibilities will primarily fall under the Government-led Transformation Management Office (TMO) including stakeholder analysis, change management strategy, execution, and measurement. The Contractor will be responsible for leading the new solution training and supporting change management activities as required based on the mutually agreed upon plan.

How will the "set amount of funding" for the prototype phase be determined for each vendor, and will this amount be the same for all vendors? Furthermore, does this funding cover all costs associated with the prototype, including any necessary software licenses?

The prototype funding is currently being determined based on an independent government cost estimate and industry input provided in the RFI responses. The funding will cover the contractor costs to include labor and software licenses. The Government intends for each down-selected contractor team to receive the same amount of funding for the prototype phase. The Government is interested in industry feedback on the prototype approach including period of performance and pricing considerations as part of this RFI response.

Given HR transaction processing systems do not typically handle contact center and customer experience engagements, would the government consider two platforms (e.g. 1. handle contact center and customer experience and 2. HR and payroll processing)?

Please consider allowing bidders to propose two platforms: one to handle contact center/customer engagement and another for HR/Payroll processing. This would allow the best and most appropriate a more easily configurable approach for each NFC customer and for the best platform selection.

The Government is looking for industry to propose the solution(s) to provide customer experience capabilities during its RFP response. The Government is open to using the customer experience capabilities of the integrated HR and payroll solution or leveraging a separate customer experience solution.

If a subcontractor has the experience implementing a single HR/Payroll SaaS solution, is that acceptable? Please consider allowing bidders to propose a subcontractor's experience for past performance as this would allow a diversely skilled team to produce the best results for the government.

Given the scope, scale and complexity of this modernization effort, the Prime Contractor must be able to show they have the demonstrated experience to successfully lead and manage the system integration and software scope of the NFC Program. However, the Government is interested in industry feedback and recommendations at this time to inform its acquisition planning and draft RFP development. As such, please provide your suggestions including rationale and examples in your RFI response.

Do you need sample resumes to support the Contractor Personnel Requirements in the RFI?

No.

What are the expectations of the prototype, and what do you consider a successful prototype? What will be the success criteria for evaluating?

The Government is in the process of developing the prototype approach, use cases and deliverables, and evaluation criteria for the draft RFP in March 2025. NFC is open to industry feedback as part of your RFI submission to inform our approach.

As part of the RFP will the vendor receive a specific set of requirements? Will the vendor be given an opportunity to have a discovery session to discuss the requirements?

Yes, the RFP will include a set of requirements for the overall integrated HR and payroll solution, as well as specific requirements and deliverables for Phase 2 (prototype). The Government is looking for industry feedback on vendor/Government engagement approaches throughout the procurement as part of this RFI.

As it pertains to the notional scope of the prototype:

a.What is the list of employee self-service and manager self-service processes?

b.Can you provide the Treasury compliant pay files and/or provide examples?

c.How many years of historical data?

d.We would like to validate our understanding of the 12 key employee life-cycle PAR's called out in the RFI. Can you please validate the list below is correct, and if not please provide the accurate list and associated information Recruitment and Hiring

2. Onboarding

3. Position Changes

4. Salary Adjustments

5. Leave Management

6. Performance Management

7. Awards and Recognition

8. Training and Development

9. Disciplinary Actions

10. Benefits Changes

11. Separation

A-C. The Government is in the process of developing the prototype approach, use cases and deliverables, and evaluation criteria for the draft RFP in March 2025.

NFC is open to industry feedback as part of your RFI submission to inform our approach.

D. Yes, this is correct.

Table 1: Notional Pilot Scope includes a feature/aspect for Call Center scripts to be developed. Please confirm NFC expect to run a call center—with full case management capabilities—out of the same system as the HR application?

The Government will provide more information and requirements as part of the draft RFP package. However, NFC plans to use its existing contact center operations to provide customer care for the new NFC Forward solution once deployed and in operations and maintenance (O&M). The Contractor will be expected to provide tier 2/3 support for escalated solution issues in the future once the system is in O&M using NFC's existing contact center operations capabilities. It is not the expectation at this time that the new solution will provide contact center case management capabilities for NFC

Does NFC expect the payroll processing application to share the same user interface as the HR application?

The Government would like a seamless experience for NFC end-users when using the new HR and payroll solution. However, the Government is interested in industry feedback on the best approach for the customer experience layer given current maturity and future roadmap for the SaaS cloud-based HR and payroll solutions.

The RFI states ‘The vendor’s proposed solution must be a cloud solution that performs core HR, benefits, payroll processing, reporting, and third-party integration in one integrated platform/ system’. We consider this to mean that a Solution Integrator should present to you one, unified solution which meets all the requirements. This could include an integrated solution made of separate components (such as HR functionality from Vendor A + Payroll capability from vendor B + Implementation from Vendor C) so long as it is presented and operationally as ONE, fit for purpose solution. Please confirm our understanding is correct.

The Government is looking for a Prime Contractor to bring the full set of integrated solution(s) and services to support NFC's Modernization program. Given the size, scope and complexity of this modernization effort, the Government expects the Prime Contractor to leverage subcontracting to bring the total solution to the NFC Forward program. However, please note that the Government is looking for a single integrated HR and payroll solution vs. multiple solutions/vendors for the HR and payroll software.

Can the Government please elaborate on the anticipated scope for "basic payroll processing functionality" that will be required to build in the prototype?

The objective for payroll in the prototype is to show the initial solution capability and cybersecurity functionality for a subset of NFC’s workforce (e.g., Title 5), and demonstrate the viability for a full solution capable of meeting NFC’s diverse customer base. We are interested in industry feedback for appropriate use cases that will demonstrate this objective in the prototype phase.