Senate_RFP_2018-R-032_-_POS_System.pdf

SECTION A – SOLICITATION/CONTRACT FORM

SOLICITATION, OFFER AND AWARD PAGE 1

1. CONTRACT NO. SOLICITATION NO.

2018-R-032

2. TYPE OF SOLICITATION

Competitive

3. EFFECTIVE DATE

See Block 21

4. REQUISITION/

PURCHASE NO.

5. ISSUED BY CODE 6. ADDRESS THE OFFER TO (if other than Item 5)

Office of the Secretary United States Senate U.S. Capitol Washington, DC 20510

Attn: Contracts Department Office of the Sergeant at Arms United States Senate 2 Massachusetts Avenue, NE Washington, DC 20002

SOLICITATION

7. FOR INFORMATION

CALL OR E-MAIL

A. NAME: Connie Kemper

Procurement & Contracting Specialist

B. TELEPHONE NO: 202-228-3253 (NO COLLECT CALLS)

or E-MAIL: acquisitions@saa.senate.gov

8. TABLE OF CONTENTS

SEC DESCRIPTION PAGE(S) SEC DESCRIPTION PAGE(S)

PART I – THE SCHEDULE

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICES AND PRICE/COSTS

X C STATEMENT OF WORK X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING K REPRESENTATIONS AND CERTIFICATIONS

X E INSPECTION AND ACCEPTANCE X L INSTRUCTIONS, CONDITIONS AND NOTICES TO

OFFERORS

X F DELIVERIES OR PERFORMANCE

X G CONTRACT ADMINISTRATION DATA X M EVALUATION FACTORS FOR AWARD

X H SPECIAL CONTRACT REQUIREMENTS N CONTRACTOR PROPOSAL

OFFER (Must be fully completed by Offeror)

9. In compliance with the above, the undersigned agrees, if this offer is accepted within ____ calendar days (90 calendar days unless a different period is inserted by the Offeror) from the date of receipt of offers specified above, to furnish any of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the specified schedule.

10. ACKNOWLEDGEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

The Offeror acknowledges receipt of amendments to the SOLICITATION for Offerors and related documents numbered and dated:

11A.

NAME

TIN

NO

Dunn & Bradstreet

12. NAME AND TITLE OF PERSON AUTHORIZED TO

SIGN OFFER (Type or Print)

AND ADDRESS

OF OFFEROR

11B. TELEPHONE NO. 11C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE

13. SIGNATURE 14. DATE SIGNED

AWARD (To be completed by Senate)

15. ACCEPTED AS TO ITEMS

NUMBERED

16. AMOUNT

In accordance with purchase orders issued under this contract

17. SUBMIT INVOICES PER SECTION G.4 ITEM

18. ADMINISTERED BY (If other than Item 5) CODE 19. PAYMENT WILL BE MADE BY CODE Secretary of the Senate United States Senate Financial Department Washington, DC 20510-7205

20. NAME OF CONTRACTING OFFICER

Julie E. Adams

UNITED STATES SENATE (signature of Contracting Officer) 21. DATE SIGNED

IMPORTANT — Award will be made on this Form, or other authorized official written notice

X

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Scope

The United States Senate (“Senate”) requires a financial management and retail operating system for use separately by the Senate Gift Shop (“Gift Shop”) and Senate Stationery Room (“Stationery Room”), referred to herein as the Departments.

B.2 Description of Services

The Contractor shall provide the software, peripheral hardware, technical services, and support to execute the design, delivery, and implementation of a fully-tested retail operating system, in two separate customized products, within the timeframe designated by the Senate. The project shall require data migration services in order to transition the new system with a minimum disruption of service, training of Senate personnel, and ongoing maintenance and technical services in support of the system as required by the Senate. The two products will be as similar as possible while accounting for operational distinction between the two Departments. All components of the System will reside entirely on Senate premises.

B.3 Pricing

B.3.1 The schedules at Section B.6 shall provide the firm-fixed price for services and products identified herein under this Contract. All pricing shall be fully burdened with all administrative cost, inclusive of travel, transportation, and other direct costs (ODCs) unless specifically identified and agreed upon by the Senate.

B.3.2 All pricing in the Contractor’s proposal, incorporated into this Contract under Section N, must indicate apportionment and pricing for each of the Departments separately, so that each Department’s appropriate accounts may be obligated and invoiced correctly. Where indicated in this Contract, some requirements may apply only to one Department or the other. The total calculations of fixed prices should consider these differences. The Contractor’s proposal should also reflect in greater detail these different levels of requirements.

B.3.3 This Contract shall be performed in two phases, first for the Gift Shop, and second for the Stationery Room. While Phase One must consider the needs of the Stationery Room and include Stationery Room input even as the system is built and implemented for the Gift Shop, the costs in Phase One will be apportioned to the Gift Shop unless such costs are clearly attributable to the Stationery Room and not to the Gift Shop, such as where bulk purchase of peripherals is warranted and some will be for use of the Stationery Room. Phase Two will include conversion, testing, training and implementation of the Stationery Room System, but should not duplicate any efforts or costs that can be performed in Phase One on behalf of the Gift Shop, such as initial design and building of the common elements of the System. Purchase of products such as commercial software or peripherals for the Stationery Room can be made during either Phase for the purpose of cost and time efficiencies, and should be apportioned as appropriate.

B.4 Term

B.4.1 This is a Contract for commercially available products and for services specified and shall commence upon the effective date for the period stated in Section C.7, Period of Performance.

B.4.2 The Contractor shall provide a one-year warranty period for the Contractor’s work and all products installed after acceptance of all the deliverables, and shall include pricing options for annual maintenance for five (5) one-year periods. Exercise of option(s) will be in accordance with Section C.11, Exercise of Options.

B.5 Price Re-determination and Adjustments

The Contractor may offer a price reduction at any time effective upon the date offered by the Contractor and will apply to all services performed on or after the effective date of price change. Price increases must be mutually agreed to and incorporated into the Contract through a modification hereto.

B.6 Pricing Schedule

The Contractor shall complete the schedules below which shall serve as the basis for the firm-fixed pricing for all products and services herein. The Contractor’s proposal incorporated into this Contract under Section N will reflect in more detail the costs of the materials, supplies, equipment, and services required to implement and install the System under this Contract, including the apportionment between the two Departments.

B.6.1 Deliverable Firm-Fixed Price

The following schedule shall contain firm-fixed prices for the deliverables indicated in Section C.

Deliverable Task Firm-Fixed Price Gift Shop

Firm-Fixed Price Stationery Room

C.5.1 Project Plan C.5.2 Implementation Plan C.5.3 Acquire and/or Build System Components C.5.4.1 & 3 Installation Steps 1 & 2 C.5.4.2 Data Migration/Conversion and Interface C.5.5 Training C.5.6 Acceptance Testing C.5.7 Cut-Over C.5.8 System Support No additional Charge No additional Charge C.5.9 Status Reports Total Firm-Fixed Price Per Department

B.6.2 One Time Product and License Pricing

The following table will list all commercial or custom products or groups of products and associated costs, including required licenses. The Contractor’s proposal must provide details for each line.

Product Per-User or Unit Cost

Firm-Fixed Price Gift Shop

Firm-Fixed Price Stationery Room

Software Peripherals Listed in Section C.4.12 Additional Recommended Peripherals Perpetual Licenses Other Other Total Firm Fixed Price Per Department X

B.6.3 Annual Software License and Support Fees

The following table will list all annual costs anticipated to be necessary for the full life cycle of the System. The Contractor’s proposal must include specific items proposed for each line in this table. This table should not include optional warranties provided by the Contractor, which are to be listed in Section B.6.4 below. In this Table, “GS” represents the Gift Shop, and “SR” represents the Stationery Room.

Annual Item Yr 1

GS

Yr 1

SR

Yr 2

GS

Yr 2

SR

Yr 3

GS

Yr 3

SR

Yr 4

GS

Yr 4

SR

Yr 5

GS

Yr 5

SR

Annual Software License Fees Annual Third Party Support Fees Other

Other

B.6.4 Extended Warranty Option Pricing

The following table proposes prices for optional extended warranties, which may be exercised by each Department separately, as described further in the Contractor’s proposal.

Option Proposal Per-year or multi-year cost Stationery Room

Per-year or multi-year cost Gift Shop

Option 1:

Option 2:

Option 3:

Option 4:

SECTION C -STATEMENT OF WORK

The Senate requires a financial management and retail operating system (the “System”) for use separately by the Gift Shop and Stationery Room. The System shall, at a minimum, support point-of-sale, inventory management, shipping, internal delivery, accounting, and auditing for Stationery Room and Gift Shop administration. The System must also interface via file upload (with the capability to be replaced with automated interface in the near future) with the Senate Disbursing Office ("DO") financial system, which provides the central accounting function for the Gift Shop and Stationery Room.

The Contractor shall provide and install the System, in two units, to support the Gift Shop and Stationery Room sales, inventory management, shipping, internal delivery, accounting, and auditing needs. The System shall be installed within the Gift Shop and Stationery Room's facilities using point-of-sale (“POS”) enabled PC's provided by the Senate along with any necessary peripherals provided by the Contractor. These stations may be located in two separate physical locations: the Senate facility in Washington, D.C. and at an off-site warehouse in Landover, MD. The Contractor shall be responsible for the conversion of all current data to the proposed database and shall also provide ongoing support for the System as required by the Senate.

All requirements herein are presumed to apply to both Departments, unless otherwise indicated in the sub-section header or in a line-item.

C.1 Background

C.1.1 The Gift Shop and Stationery Room are departments of the Office of the Secretary of the Senate which provide retail, custom order, and various other services for the Senate Community. The Gift Shop also serves the general public. Currently the Gift Shop and Stationery Room’s retail operations utilize Microsoft Retail Management System (“RMS”) and Microsoft Dynamics Great Plains (“GP”).

RMS and GP are inadequate to meet the existing and future Gift Shop and Stationery Room needs. To address the inadequacies, the Gift Shop and Stationery Room seek a system that will support their separate operations.

C.1.2 Each Department has its own single retail location, its own administrative office, and its own warehouse facilities, including both on-site and off-site warehouses. Each Department has its own server hardware that houses its database instance(s) (currently SQL), existing on the Senate environment.

C.1.3 The Gift Shop currently has 11 work stations, 3 of which are used as POS stations. In fiscal year 2017, the Gift Shop engaged in approximately 23,000 transactions, selling over 100,000 items. The Gift Shop database includes over 4,000 discreet items, including merchandise, vendor, and customer records.

C.1.4 The Stationery Room currently has 16 work stations, 3 of which are used as POS stations. In fiscal year 2017, the Stationery Room engaged in approximately 34,000 transactions, selling approximately 240,000 items including special order and stock items. The Stationery Room store database includes approximately 1,350 active items, including merchandise, vendor, and customer records. The Stationery Room currently maintains a separate warehouse database with approximately 64,000 items, though this database may be archived, rather than converted, as determined by the Stationery Room in consultation with the Contractor.

C.1.5 Additional information regarding each Department can be obtained in a Vendor site-visit pursuant to Section L.4 below.

C.2 General Requirements

The following general requirements are addressed further below in the System Requirements (C.3), Specific Technical Requirements (C.4), Tasks and Deliverables (C.5) and Acceptance Testing (C.8).

C.2.1 The Contractor must design, plan, install, and train Senate staff for a System which operates in an efficient, retail-oriented manner with all expected and customary retail POS, record-keeping, and accounting functionality including, but not limited to, all specific requirements listed in this Contract.

C.2.2 The Contractor will work with the Senate’s existing hardware to the extent practical, or will recommend particular hardware for the Senate to purchase on its own. In the case of the peripherals described in Section C.4.12, the Contractor will procure the peripherals for the Senate after approval of both COTRs.

C.2.3 The Contractor must provide a project plan and implementation plan, as described in Sections C.5.1 and C.5.2, to meet all requirements in this Contract.

C.2.4 The Contractor must provide regular status reports in coordination with the Contracting Officer’s Technical Representatives (COTRs) identified in Section G.2.

C.2.5 To the extent not already accompanying the commercial products used in the System, the Contractor must design, develop, and test the relational databases described in Section C.3 to satisfy the relevant System requirements indicated in Sections C.3 and C.4, as well as any needed interfaces between the System and the existing Senate systems, including the DO.

C.2.6 The Contractor must migrate or convert all customer, inventory, accounting, and other relevant data from the current system to the new system, and establish all required interfaces with existing Senate systems, including the DO, without risking loss, corruption, or exposure of data or interruption of service to the current system.

C.2.7 Before, during and after migration, conversion, and interface, the Contractor must test the System and the interfaces in a safe test environment to ensure all requirements can be accomplished. The Senate will conduct formal acceptance testing pursuant to Section C.8 prior to cut-over to the new System.

C.2.8 The Contractor must provide training, as described in Section C.5.6, first to administrators and any technical staff designated by the Contracting Officer, and then, upon complete installation, to all remaining staff of the Departments.

C.2.9 The date of cut-over will depend on the completion of acceptance testing and will be determined by the COTRs. Unforeseen events that cause a disruption to the Senate, Stationery Room or Gift Shop normal operating activities may also delay acceptance testing and final cut-over.

C.2.10 All components of the System must reside on Senate premises and cannot be located or stored remotely in non-Senate facilities.

C.3 System Requirements

The following requirements apply generally System-wide to both Departments, unless otherwise indicated.

C.3.1 The System shall support sales by cash, credit card, check, and Senate in-house accounts, to include secure transactions for credit card approval, including digital signature capture at the POS and secure internet credit card transactions. Credit card transactions must be PCI DSS and Vantiv compliant and must be integrated into the System.

C.3.2 The System must support both UPC and custom bar code systems for the purposes of completing POS transactions, inventory functions, shipping, receiving and internal deliveries.

C.3.3 The System must function on a standard PC with a MS Windows10 or higher operating system.

The System must be useable on standard non-administrative user accounts without adjustment to User Access Control inside of the Senate Active Directory Domain. Other standard PC software programs must be able to run simultaneously with the System.

C.3.4 The System must operate on a variety of device platforms, including PCs, POS terminals, tablets, phones and barcode scanners to transfer, receive, and requisition merchandise, track and edit inventory, conduct POS transactions, and other inventory management functions. At a minimum, the

System must support 27 workstations, 5 mobile devices and 2 Windows servers, and be scalable for future expansion.

C.3.5 The System must support redundant processing on the individual POS workstations and PC workstations so that if the network is down, the System records sales and tracks inventory until the network is back up. At that time, the System must synchronize with the database and reconcile sales transactions.

C.3.6 The System must store product, vendor, customer, sales, delivery (internal and external) and financial information in two databases (one for each Department), which shall support the generation of ad hoc queries, reports, orders, and receipts, and which must permit the insertion of additional user-defined fields by the Departments before and after cut-over.

C.3.7 The System must be able to store an expansive number of items in a database and be able to implement a “template” for special order items that are ordered frequently, only certain specifics would change for each special order.

C.3.8 The System must be able to periodically archive old data in order to keep the database as compact as possible.

C.3.9 Each System user interface must be user-friendly, intuitive, and consistent across the System, with easy-to-use online help functions, and touch screen capabilities.

C.4 Specific Technical Requirements

Within each Department’s System, and with appropriate security protections, the data related to each technical requirement below must be able to be integrated with all other technical requirements, for such purposes as automatic or user-created audit trails, regularly occurring or user-created special reports, user-created templates for various types of documents, to include auto-fill capabilities, real-time tracking and reporting, independent of incomplete prior reports, and for other purposes.

C.4.1 Point of Sale

C.4.1.1 The System must enable standard and custom functions at the POS terminal, or using any device linked to the system and capable of adopting such functionality, including but not limited to:

(a) incorporate time clock functionality at the POS for both log-in and transactional tracking;

(b) modify or delete the line items after entry but before sale is final;

(c) auto-fill data, including price, from inventory records;

(d) manually modify all auto-filled data, including price, when user has appropriate designated security level for particular field being modified;

(e) display a running total as multiple items are entered;

(f) apply total sale discounts with appropriate authority;

(g) recall and review past transactions by item, vendor, or other data fields at POS device;

(h) hold (save) and later resume sales in progress;

(i) void sales with audit trails when user has appropriate designated security level;

(j) interact with, and automatically and immediately update, other system records, such as inventory tracking;

(k) process exchanges, returns and refunds of whole or partial sales with the same functionality as other sales and with appropriate security levels;

(l) allow users with appropriate security levels to override restrictions on the logged-in user without the need for the original user to log out;

(m) process sales for items without bar codes or that are mislabeled;

(n) process multiple tenders per transaction, including custom tenders;

(o) customize the data required to complete sale, including different data required for different tenders (such as for checks or credit cards, cash, Pay.gov and on account);

(p) process transactions, including credit card transactions, during network fails, and immediately verify and integrate upon recovery of network;

(q) generate a barcode for each transaction which can be printed automatically on receipts and automatically or on demand in reports where appropriate; and

(r) utilize multiple cash drawers simultaneously.

C.4.1.2 The System must be able to capture all internal sales and delivery transactions via a signature capture device and store each transaction along with the signature as one document.

C.4.1.3 With appropriate security, the System must enable cash drawer balancing at beginning and end of shift both on screen and in stored audit trails, as well as to enable the closing of a cash drawer without balance (blind close).

C.4.2 Inventory Control

C.4.2.1 The System must generate inventory records and enable a variety of inventory control functions including but not limited to:

(a) receive partial inventory from vendors and noting the incomplete status;

(b) validate the inventory against the related order;

(c) generate barcode labels for product labels, bin labels and store shelf labels;

(d) match purchase orders to invoices;

(e) store multiple vendors associated with a single item in the inventory record;

(f) restrict certain items from general sale or from specific payment methods;

(g) enter (or import if possible) and store manufacturer stock numbers for each item in the inventory record;

(h) track location, transfer, purchase and return of each inventory item instantaneously across all locations and on every terminal and device;

(i) scan and store images associated with an item in the inventory record;

(j) insert user-created fields in inventory records;

(k) permit editing and adjustment of inventory records on all devices, pursuant to security settings, and with audit trails; and

(l) adjust unit of quantity for item records between vendor order/receipt and sales quantities.

C.4.2.2 The System must support reorder reports and reorder functions, including the ability to set minimum and maximum inventory levels for each item and the automatic generation of reorders, reports, or email notices based on such levels, and the ability to exempt items from automatic features (discontinue the item).

C.4.2.3 The System must be able to distinguish between regular stock and special order items, but still permit the same inventory control and re-order capabilities for each.

C.4.2.4 The System must be able to restrict each item of stocked inventory to prevent sales paid for by cash, external credit card, or check.

C.4.2.5 The System must be able to create and sell kits (bundled items) from specific stock items and also have the capability to sell items in kits as individual items, while distinguishing between the kit and the item for reporting purposes.

C.4.2.6 The System must track transactions and inventory by location, provide information related to volume and product sales by location, enable independent inventory management by each location and update inventory counts across all warehouse platforms when an item is purchased and delivered. This function includes tracking the transfer of inventory from one location to another such that it may immediately identify the physical location of active stock items in each location.

C.4.3 Vendor Information

C.4.3.1 The System must be capable of storing and accessing records for each vendor used or considered, including multiple addresses for a single vendor, order terms, return terms, past purchase orders, past inventory items purchased, active or inactive status, and other fields, including the ability to add fields.

C.4.3.2 The System must enable searching and reporting on all vendors based on individual categories of data or comparative data, such as frequency of use by the Department, number of purchase orders, number of back-orders or unfilled orders, and others. Full searches must be able to be performed from all System devices

C.4.4 Internal Customer Accounts

C.4.4.1 The System must integrate all internal customer accounts with all the appropriate POS and accounting files (customers may be organizations, with one or more authorized users, or individual customers).

C.4.4.2 The System must create unique account numbers for each new internal customer account.

C.4.4.3 For the Stationery Room, the system must allow each customer to use an internally created customer account charge card which is scanned or inputted into the System. Purchases are completed just like any other sale; all debits and credits are posted to the customer account and stored for monthly processing. Inventory and accounting functions are completed normally and according to generally accepted accounting principles (“GAAP”).

C.4.4.4 For the Stationery Room, the System must create charge cards related to individual internal customer accounts and have the ability to create new numbers for lost or replaced cards for existing accounts.

C.4.4.5 The following account information, at a minimum, must be able to be recorded and tracked in the System and used for the generation of customer account reporting:

(a) billing information - account number, name, address, phone, etc.;

(b) purchase history - total sales, special order history, delivery history, and items purchased;

and

(c) account information - invoice history, open invoices for current month, Accounts Receivable (“A/R”) and payment history, aging and sales summary, and open orders.

C.4.4.6 The System must facilitate automatic end of month compilation, reconciliation, printing, and electronic delivery of each customer's itemized statement for billing purposes.

C.4.4.7 The System must be able to flag, restrict, or close an in-house account.

C.4.5 Orders

C.4.5.1 The System must support an order function that includes prepaid orders, the associated A/R functionality and sales history.

C.4.5.2 The System must enable the Senate to generate hardcopy and electronic versions of all orders.

C.4.5.3 The System must support automated numbering of all purchase orders and must support the customization of purchase orders to include, for example, special instructions and templates for business card orders or custom stationery items in the Stationery Room, as well as engraving orders in the Gift Shop, and other custom items.

C.4.5.4 The System must have the capability to edit fields on purchase orders after they have been created, but before they have been processed, without voiding the entire purchase order, using varying approval levels to permit or deny these changes. Such changes may be to the vendor, the list of items, the payment terms, or other fields on the purchase order.

C.4.5.5 In the case of vendor backorders, all purchase orders must be able to reflect partial shipment of items received and be processed for payments, while remaining active with a balance in "backordered status," until such time as the remaining items are received.

C.4.6 Customer Backorders (Stationery Room only)

C.4.6.1 The System must support a backorder function that is directly tied to over-the-counter stock item sales and generates appropriate documents

C.4.6.2 For orders where payment is received, the backorder shall be identified as an inventory liability and, when the backordered item(s) are received, the inventory adjustment must be automatically completed and a delivery or pickup ticket printed.

C.4.7 Returns

C.4.7.1 The System must be able to process retail returns from customers; voiding, crediting, or otherwise reversing a sale in the same manner it was processed.

C.4.7.2 The System must be able to process wholesale merchandise returns to vendors for exchange or credit.

C.4.7.3 The System must have the ability to store and track return authorization requests and process and reconcile the credit when received.

C.4.8 Accounting

C.4.8.1 General Accounting Function Requirements

C.4.8.1.1 The System must be one integrated system within each Department, with POS, inventory and accounting all contained within the same system in each Department. Use of a separate accounting system with a “bridge” to connect with the POS system is not acceptable.

C.4.8.1.2 The accounting portion of the system must provide standard accounts payable (“A/P”), A/R, purchasing, General Ledger (“GL”) and financial reporting capabilities as well as specialized functions as outlined below.

C.4.8.1.3 The System must be in compliance with GAAP.

C.4.8.1.4 The System must support the U.S. Standard General Ledger accounts (up to eight characters) as set forth by the Department of Treasury.

C.4.8.1.5 The System must accept expense classification using up to six (6) digit OMB object codes.

C.4.8.1.6 System upgrades or updates must have no effect on use of accounting processes. The System must be flexible to accommodate future upgrades to DO GL systems.

C.4.8.1.7 The Contractor must design and develop interfaces to the DO. The Contractor shall work with the DO staff to review and approve all interfaces to the DO system. The Contractor shall furnish to the Senate any necessary additional interface requirements for connecting both the Gift Shop and the Stationery Room server and network to the existing Senate infrastructure. The Contractor shall implement the interfaces as required.

C.4.8.1.8 The System must have the flexibility to integrate with the future DO financial statements applications.

C.4.8.1.9 The System must support at least fourteen (14) accounting periods per year.

C.4.8.1.10 The System must provide the ability to configure and schedule recurring entries.

C.4.8.1.11 The System must support automation of period closing processes (such as automatically rolling balances to the new period).

C.4.8.1.12 The System shall support monthly and yearly closing processes.

C.4.8.2 Accounts Payable

C.4.8.2.1 The System must be able to export and import A/P data in a format that is compatible with the requirements of the DO, and be flexible to change formats to accommodate future DO requirements.

Export and import of A/P data with the DO is currently accomplished via Excel xls or csv files, but DO requirements may change in the future

C.4.8.2.2 The System must be able to generate custom reports containing specific information as required by DO to process A/P invoices/vouchers.

C.4.8.2.3 The System must be able to accept imported A/P check information in a format determined by DO and be flexible to change formats to accommodate future DO requirements. Currently, xls format is used. This requirement may change due to future planned DO system upgrades.

C.4.8.2.4 The System must be able to voucher (invoice) batches by specific vendor.

C.4.8.2.5 The System must not have batch size limits on vouchering invoices for payments.

C.4.8.2.6 The A/P system must be able to apply payments to vendor invoices via corporate credit card.

C.4.8.2.7 The A/P system must be able to authorize complete or partial payments of existing invoices.

C.4.8.2.8 In order to facilitate export and import of A/P data, vendor records must contain appropriate fields, including but not limited to vendor number, vendor account number and OMB object code.

C.4.8.3 Accounts Receivable

C.4.8.3.1 For the Stationery Room, the System must be able to integrate with DO in order to charge Senate customers for Stationery Room purchases and to import payments and be flexible to change formats to accommodate future DO requirements. Export and import of A/R data is currently accomplished via Excel (.xls) files. CSV files are also acceptable. This requirement may change due to future planned DO system upgrades.

C.4.8.3.2 Receipt of payments to A/R accounts must not be strictly automatic, but must have the capability to be processed manually.

C.4.8.3.3 The System must generate balanced and accurate customer statements.

C.4.8.3.4 For the Stationery Room only, the System must be able to create customer statements that can be exported into XML for importing to TranSAAct.

C.4.8.3.5 For the Stationery Room only, the System must be expandable for a future interface with Pay.gov (an electronic payment used for the Stationery Room only).

C.4.8.4 Revolving Funds

C.4.8.4.1 The System must be able to track cash, check, Pay.gov and credit card deposits to the revolving funds of the Stationery Room and Gift Shop and payments to vendors from the revolving funds.

C.4.8.4.2 The System must be able to reconcile the revolving fund against the department GL.

C.4.9 Printing

C.4.9.1 The System must be able to create and print receipts, shipping and delivery reports, purchase orders, vouchers, labels and reports either on an automatic or on-demand basis, and with auto-fill capabilities across records and functions.

C.4.9.2 The Contractor-supplied print system must support networked laser printer technology and barcode printer configurations.

C.4.9.3 The System must support printing labels on multiple label media.

C.4.9.4 System Administrators must be able to customize all printed forms and documents and include any data field, or images including bar codes, on any form or document, including receipts.

C.4.10 Mail Order/Shipping/Delivery

C.4.10.1 The System must be capable of real-time delivery tracking with signature capture and automatic e-mail notifications.

C.4.10.2 The System must support shipping and receiving functionality that enables the Departments to ship by multiple shippers including USPS, FedEx and UPS.

C.4.10.3 The System must be able to track the shipping of packages and record the costs associated with shipping across all shippers.

C.4.11 Web Store Front

C.4.11.1 The System must provide a web store front functionality that interfaces with Senate intranet websites as appropriate.

C.4.12 Peripherals

C.4.12.1 While the Senate will provide basic workstation and server hardware, the Contractor must propose and provide sufficient peripherals for each of the three POS work stations in each Department.

C.4.12.2 For the Gift Shop, the peripherals for each POS workstation must include:

(a) receipt printer;

(b) two USB cash drawers;

(c) signature capture pad with credit card processing capabilities;

(d) keyboard with trackpad; and

(e) streaming banner capability on either a pole display or the signature capture pad, with customizable messaging and the ability to indicate the state of the transaction.

C.4.12.3 For the Stationery Room, the peripherals for each POS workstation must include:

(a) receipt printer;

(b) USB cash drawer; and

(c) signature capture pad with credit card processing capabilities.

C.4.13 Compliance

C.4.13.1 The System must provide internal controls to facilitate resource use consistent with applicable laws, regulations and policies.

C.4.13.2 The System shall be in compliance with GAAP as promulgated by the Federal Accounting Standards Advisory Board.

C.4.13.3 All Contractor-provided software and hardware must be Section 508 (Rehabilitation Act, 29 U.S.C. §794(d)) compliant or must demonstrate a process for becoming compliant.

C.4.14 Security

C.4.14.1 The System must provide safeguards to help prevent misuse and ensure reliable data are maintained and disclosed in reports.

C.4.14.2 The System must have the ability to set and enforce password policies.

C.4.14.3 The System must provide different levels of security access permissions depending on job requirements by defining security levels for different system users, different functions, and different fields of data for editing or modification purposes and by restricting or making certain functions invisible based on each user's security level.

C.4.14.4 The System must require secure log-in procedures which track and store log-in data which can be associated with all transactions and System events, including no-sale transactions, and which can identify the security permissions of the specific user logged in.

C.4.14.5 The System must provide traceability from required financial and budget reports to GL account balances.

C.5 Tasks and Deliverables

Tasks and Deliverables will be limited to the current Phase unless otherwise indicated, or in cases where combining the task for the two Phases will be the most cost effective and efficient course of action. The Senate will review the deliverables and provide comments regarding each deliverable for a period of up to thirty (30) calendar days after its receipt of the deliverable.

The Contractor must identify, bring to the attention of the Senate, justify, and perform any task necessary to effectively implement its product. The Contractor must comply with terms and conditions as described in this Contract. The omission of an explicit description of a particular task does not relieve the Contractor of the responsibility of completing all tasks required to successfully implement the System in the Senate environment.

C.5.1 Task - Project Plan

C.5.1.1 Deliverable - Project Plan. The Contractor must submit a single project plan addressing both Phases, in Contractor format, with its proposal that shall include proposed commercial and, if necessary, custom baseline products as well as schedules, task priorities, and assignments of key personnel. The project plan will include a completed Task Deliverable Schedule (Section C.6).

C.5.1.2 The Contractor must submit a revised project plan, with the revised project plan saved as a baseline within ten (10) business days after the Contract has been awarded, incorporating any comments from the Senate provided they are received no later than five (5) business days after the Contract is awarded.

C.5.1.3 The Contractor must review the project plan weekly. If there have been any changes to the project's schedule or deliverables, the Contractor must revise the project plan accordingly, maintaining the original baseline. The Contractor must submit changed project plans with changes highlighted to the Contracting Officer's Technical Representative (COTR) for approval prior to the next review period.

C.5.2 Task - Implementation Plan

C.5.2.1 Deliverable - Implementation Plan. The Contractor must create an implementation plan, in Contractor format, that describes how the Departments will move to the System. The implementation plan, including all schedule milestones and completion dates, requires Senate approval. The implementation plan shall include:

C.5.2.2 Programming and Product Design Plan. The Contractor must describe how and on what schedule it will adapt the commercial products where necessary or create custom products to achieve the required relational databases, accounting, integration and other tools as required.

C.5.2.3 Conversion Plan. The Contractor must describe how conversion will take place in a safe environment that will prevent loss, corruption, or exposure of data.

C.5.2.4 Interface Plan. The Contractor must identify and plan for the interfaces between the new System and any existing DO system. The Contractor must also identify any additional systems with which the new System needs to interface.

C.5.2.5 Installation Plan. The Contractor must describe the two step installation plan, first for the administrative workstations, and then, after system testing and any other relevant stages, and upon approval of the Senate, on the remaining workstations.

C.5.2.6 Training Plan. The Contractor must develop a training plan to identify the timing of training, content of training, and type of training to be provided to all relevant staff. The training plan must:

(a) identify training needs for sales staff;

(b) identify training needs for inventory staff;

(c) identify training needs for administrators; and,

(d) identify training needs for system administrators.

C.5.2.7 Acceptance Test Plan. The Contractor must develop a plan for testing all major functionality and interfaces of the System in stages to correspond with each other stage of implementation and installation.

C.5.2.8 Cut-over Plan. The Contractor must develop a cut-over plan that includes timing of the cut-over as well as all dependencies required to be completed for a successful cut-over to the new System.

C.5.3 Task - Product and Component Acquisition and Build.

C.5.3.1 Deliverable – Obtain or build component products of System. The Contractor will acquire the approved commercial products used to build the System and/or build custom elements of the System, as per Senate approved project and implementation plans. These components include the POS program, the relational databases, interface tools, accounting components, and anything required to integrate each component as per the above requirements.

C.5.3.2 Acquisition may be performed for both Phases at once if the combined purchase would result in significant cost savings or efficiencies. Otherwise, acquisition for the Stationery Room will not occur until sufficient testing for the Gift Shop has been performed for the Stationery Room COTR to authorize acquisition for Phase Two.

C.5.3.3 System construction during Phase One will be apportioned to the Gift Shop for billing purposes, unless specific construction activity is attributable only to the Stationery Room.

C.5.4 Task – System Installation and Data Migration and Conversion

C.5.4.1 Deliverable – Installation Step 1. The Contractor will install the System on the administrative work stations of the Departments initially, doing so in a safe manner that prevents loss, corruption or exposure of data, or interruption of ongoing services.

C.5.4.2 Deliverable - Data migration, conversion and interface. The Contractor will convert or migrate current data, along with five (5) years of sales records, to the System, and interface the System with relevant ongoing Systems in a safe environment which prevents loss, corruption or exposure of data, or interruption of ongoing services. Additional historical data must be converted but the Contractor may propose to complete additional historical data conversion at a later stage, provided that final acceptance will not be provided until such conversion is complete.

C.5.4.3 Deliverable – Installation Step 2. After testing of the initial installation to the satisfaction of the Senate, the Contractor will install the System on the remaining Department workstations.

C.5.5 Task – Training

C.5.5.1 Deliverable – Provide training. The Contractor must develop and deliver comprehensive training on the System to Gift Shop, Stationery Room, and other Senate Staff designated by the COTRs on how to use and maintain the System.

C.5.5.2 Training shall be provided on-site at the Senate during normal business hours, 8:30 a.m. to 5:00 p.m. and shall be scheduled around the operational activities of the Senate Chamber as directed by the COTRs.

C.5.5.3 The training must incorporate proven education methods. Training shall include quick cards for day-to-day use of the System. The training may include instructor-led, computer-based, and additional forms of training. All training materials shall be concise and comprehensive to permit the departments to use these materials for future refresher courses and training for new employees.

C.5.5.4 The Contractor must provide train-the-trainer training to Senate-identified personnel to enable the Senate to train new staff, as needed.

C.5.5.5 Deliverable – In-System training mode. The system must include a training mode in the System that is easily distinguishable from the live mode in order to protect the database from loss, corruption or exposure of data, or interruption of ongoing services.

C.5.5.6 Deliverable – Training Materials. The Contractor shall provide hardcopy and electronic versions of all training materials and will ensure that the Senate has all rights in data to all training materials provided to the Senate so that it may reproduce the materials, disclose the material to third parties and to use the materials without restrictions.

C.5.6 Task - Acceptance Testing

C.5.6.1 Deliverable – Acceptance Testing. The Senate will conduct acceptance testing for each Phase prior to cut-over for that Phase, pursuant to Section C.8.

C.5.6.2 The Contractor shall test each System under load following each implementation, as specified in the Acceptance Test Plan, and shall make the test results available to the designated COTR.

C.5.7 Task - Cut-Over

C.5.7.1 Deliverable – Facilitate full cut-over to System. The Contractor must work with the Senate to implement the cut-over to the System after completing installation, training, and acceptance testing to the satisfaction of the COTRs.

C.5.7.2 The Contractor must have technical support on-site in each Department for a minimum of three (3) full business days after cut-over, and then to the extent necessary to address ongoing problems.

On-site technical support must also be present in the administrative offices before, during, and after the first end-of-month operations and the first fiscal year closeout in each Department following cut-over, in an amount to be determined by the COTRs.

C.5.7.3 The current system will be maintained for use beyond cut-over so that, in the event acceptance testing is not successful, the Contractor will be able to fully restore the current system.

C.5.8 Task - Support

C.5.8.1 Deliverable: System Support.

C.5.8.2 The Contractor shall support the System throughout each Phase, throughout Acceptance Testing (Section C.8), and during cut-over, including but not limited to:

a) equipment maintenance;

b) on-site support;

c) telephone support; and

d) on-line support.

C.5.8.3 The Contractor must provide no cost maintenance services and support for the first year after final acceptance as ordered by the Senate. Maintenance services and support shall include but not be limited to:

(a) software maintenance (patches/fixes/upgrades);

(b) telephone support;

(c) Contractor on-line support using Senate approved means of connecting;

(d) on-site support (8:30am to 5:00 pm); and

(e) emergency support on nights and weekends.

C.5.8.4 The Contractor will offer standard support options for the proposed systems beyond the first year, as proposed and priced in Section B.6.4.

C.5.8.5 The proposed support options should include prices for installation and testing of future updates to the System.

C.5.9 Task – Prepare Status Reports

C.5.9.1 Deliverable: Status Reports. The Contractor must prepare and deliver weekly written and oral status reports, as requested and mutually agreed to by the Senate and the Contractor. The weekly reports, in Contractor format, must identify the goals for that week, the accomplishments during that week, the action items to be accomplished for the upcoming week, and risks to the successful and timely completion of the project. The action items set forth in a given reporting cycle shall serve as the goals of the next reporting cycle.

C.5.9.2 With three (3) days prior notification, the Contractor may be required to present some or all of the status reports in the form of an oral presentation as well as in written format as directed by the

COTR.

C.5.9.3 The Risk section of the Status Report shall describe each major risk, the likelihood and impact of each risk, and the mitigation strategy for eliminating or limiting the impact of each risk.

C.6 Task Deliverable Schedule

C.6.1 Schedule for Phase One

Task - Due Date C.5.1 Final Project Plan 10 DACA C.5.2 Implementation Plan 15 DACA C.5.3 Commercial Product Acquisition 20 DACA C.5.3 Custom Product Build Per Project Plan as agreed by Senate C.5.4.1 Installation Step 1 Per Project Plan as agreed by Senate C.5.4.2 Data Migration and Conversion Per Project Plan as agreed by Senate C.5.4.3 Installation Step 2 Per Project Plan as agreed by Senate C.5.5 Training Per Project Plan as agreed by Senate C.5.6 Acceptance Testing Per Project Plan as agreed by Senate C.5.7 Cut-over No later than October 1, 2018

DACA = Business Days after Contract Award

C.6.2 Schedule for Phase Two

Task - Due Date C.5.1 Final Project Plan 10 DACA C.5.2 Implementation Plan 15 DAP1CO C.5.3 Commercial Product Acquisition 20 DAP1CO C.5.3 Custom Product Build Per Project Plan as agreed by Senate C.5.4.1 Installation Step 1 Per Project Plan as agreed by Senate C.5.4.2 Data Migration and Conversion Per Project Plan as agreed by Senate C.5.4.3 Installation Step 2 Per Project Plan as agreed by Senate C.5.5 Training Per Project Plan as agreed by Senate C.5.6 Acceptance Testing Per Project Plan as agreed by Senate C.5.7 Cut-over No later than January 1, 2019

DAP1CO = Business Days after Phase One Cut-Over

C.7 Period of Performance

In order to avoid disruption to Senate services, and fiscal year-end closeout, cut-over for Phase One must occur by October 1, 2018 and for Phase Two by January 1, 2019. As per Section L.1.1.2, vendors who do not believe this is feasible may explain the basis for their assessment in their proposal and propose the soonest date they believe the tasks are reasonably achievable, and why.

C.8 Senate Acceptance Testing

C.8.1 The Senate production version of the System must meet all of the requirements set forth in this Section C.

C.8.2 To pass acceptance testing, the System must function without failure for thirty (30) days. A "failure" of the System is defined as the inability to meet a requirement or to provide a work-around acceptable to the Senate.

C.8.3 The Contractor must provide on-site technical support during normal business hours throughout the system acceptance testing period. The Contractor will remediate all failures to meet requirements immediately upon notification during the acceptance test.

C.8.4 If the System cannot operate without failure for thirty (30) calendar days of initiation of the test, Contractor shall, at its own expense, replace any defective or insufficient component of the System (including the entire system, if necessary). The acceptance period shall begin again after the replacement of the designated components. Subject to Section C.8.6 below, if the System cannot pass the acceptance test within ninety (90) calendar days of the initiation of acceptance testing, (or greater than ninety days at the discretion of the Contracting Officer), the Senate may reject the system entirely and terminate the Contract for default.