iTRAK RFP Amendment 0001 Support.pdf

RFP# DACS12P2108 Amendment 0001 SF-30 Continuation

This amendment to Request for Proposal (RFP) DACS12P2108 shall accomplish the following:

Solicitation

#1. Clause C.7 Task Order Procedures (OCT 2011), item (d)

Delete and replace C.7 Task Order Procedures, (d) with the following:

The contractor’s acceptance of each Task Order shall be presumed by it’s commencement of work called for therein.

#2. Clause C.12 NSF 170 Section 508 Compliance (OCT 2011)

Delete and replace Clause C.12 NSF 170 Section 508 Compliance (OCT 2011) with the following:

The Contractor must provide a comprehensive list of all offered specific electronic and information technology (EIT) products (supplies and services) that fully comply with Section 508 of the Rehabilitation Act of 1973, per the 1998 Amendments, and the Architectural and Transportation Barriers Compliance Boards Electronic and Information Technology Accessibility Standards at 36 CFR Part 1194. The Contractor must clearly indicate where this list with full details of compliance can be found (e.g., vendors or other exact web page location). The contractor must ensure that the list is easily accessible by typical users beginning five calendar days after award. The contractor must maintain this detailed listing of compliant products for the full contract term, including all forms of extensions, and must ensure that it is current within three calendar days of changes to his product line.

The offeror must ensure that all EIT products that are less than fully compliant are offered pursuant to extensive market research, which ensures that they are the most compliant products and services available to satisfy this solicitation’s requirements.

For every EIT product accepted under this contract by the Government that does not comply with 36 CFR Part 1194, the contractor shall, at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral, on either the planned refresh cycle of the product or service, or on the contract renewal date, whichever shall occur first.

At a minimum that contractor shall:

Ensure product support documentation provided to all end-users be made available in alternate formats upon request at no additional charge to the Government;

Ensure end-users have access to a description of the accessibility and compatibility features of products in alternate formats or alternate methods upon request at no additional charge to the Government; and

Ensure support services for products and services shall accommodate the communication needs of end-users with disabilities.

(End of clause)

#3. E.1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

Update RFP Section E.1, Solicitation Provisions Incorporate By Reference by including the following provision:

FAR 52.216.31 (Time and Materials/Labor Hour Proposal Requirements- Commercial Item

Acquisition

#4. E.3 FAR 52.212-1, Instructions to Offerors-Commercial Items (Addendum)

Delete and replace items 1 through 7 with the following:

1. Volume I: Technical (Applicable for the overall IDIQ contract and Task Order 1) - A written description shall be submitted to address all IDIQ technical requirements. NSF will use offeror technical descriptions for Subfactors A through F to establish Task Order 1.

(a) Overall IDIQ Contract Technical Requirements: 70 pages maximum, excluding Service Level

Agreement. The Service Level Agreement will not count against the 70 pages maximum for the

IDIQ Technical requirements description. Standard reports, queries, and preconfigured workflows that are standard in the proposed solution shall be included as an appendix and do not count against the page limitation.

Note: Task Order 1 (Implementation and Integration Services) will be awarded in conjunction with the IDIQ contract.

2. Volume II: Management Approach (Applicable for the overall IDIQ contract and Task Order

1) - A written description shall be submitted to address the Management Approach for the overall IDIQ contract. NSF will also use information submitted by offerors for the Management

Approach to establish Task Order 1 requirements.

Management Approach Page Limitation: 30 pages maximum; Resumes: 2 pages maximum per

Key Personnel (excluding letters of commitment); Project Schedule 20 pages maximum and broken down no more than 3 levels. The Project Schedule, resumes, and letters of commitment do not count against the Management Approach page limitation.

3. Volume III: Past Performance (Applicable for the Overall IDIQ contract and Task Order 1): 6 pages maximum.

4. Volume IV: IDIQ Price Proposal: No Page Limit

5. Volume V: Extent of Participation of Small Disadvantage Business Concerns: 15 pages maximum

6. Volume VI: Task Order 1 Price Proposal: No page limit

7. PowerPoint Slides (pdf): A maximum of 30 PowerPoint Presentation slides shall be submitted with the Proposal for subsequent presentation during the oral proposals, and covering the information as identified in this RFP. The minimum font size for all information contained on the PowerPoint slides is 14 point.

Offerors shall not include any pricing information in non-price volumes (Volumes I, II, and III).

Any pricing information included in these volumes will not be considered by the Government.

#5. E.6 PROPOSAL DUE DATE

Delete and replace E.6 Proposal Due Date with the following:

Proposals must be submitted electronically by 12:00PM Eastern Standard Time on December

14, 2011 to Thurl Frazier, Contracting Officer at tfrazier@nsf.gov

#6. E.7 INSTRUCTIONS FOR ORAL PRESENTATION AND SOFTWARE DEMONSTRATION

Delete and replace item (e) with the following:

(e) Submission of videotapes or other forms of video contained in the presentation for evaluation in lieu of the oral presentation will not be authorized and will be rejected. Members of the offeror’s team may attend but only proposed key personnel shall present in the oral presentation.

mailto:tfrazier@nsf.gov

#7. E.8 Factor 1: Technical (Volume I) Instructions

Delete and replace E.8 Factor 1 summary instruction paragraph with the following:

E.8 Factor 1: Technical (Volume I) Volume I shall consist of the Offeror’s Technical capabilities for the overall IDIQ in response to this RFP. Information submitted by offeors for Subfactors A through F will be used by NSF to establish Task Order 1. The Offeror shall provide a total solution that includes financial management software and implementation and integration services to include project management and organizational change management, hosting, operations and maintenance, enhancement services, and transaction service that addresses all of the objectives and requirements in the RFP.

#8. Subfactor A: Technical Approach Instructions

Delete and replace item d), Written, Software Demonstration and Oral Presentation instructions with the following:

d) Written, Software Demonstration and Oral Presentation- Provide detailed description on how the First-in First-Out (Cost Allocation) Process will be accomplished. Specifically, discuss the process used to design, develop, and deploy a custom cost allocation methodology as part of the iTRAK solution. Discuss how the deployed cost allocation methodology will meet the requirements as identified in Attachment B, iTRAK Business Requirements, “Cost Allocation

Requirements” section and be used to allocate grant expenditure costs across amendments and splits on individual grant awards. Offerors shall describe the “Procure to Pay” process from entry of a purchase order through the invoice payment. Offerors shall describe the “Inter-

Agency Agreement (IAA)” process (in-coming and out-going) for tracking an IAA in the financial system to include commitments, obligations, expenditures, and how IPAC (Intragovernmental

Payment) transactions are recorded. Offerors shall describe the financial system’s capabilities for processing financial statements to include but not limited to formatting, ability to export data, and flexibility in changes to accommodate NSF’s reporting requirements. Offerors shall also describe the reporting tools that are standard with the software.

#9. Subfactor H: Operations & Maintenance Services

Delete and replace Subfactor H: Operations & Maintenance Services, item h) instructions with the following:

h) Describe the Service Level Agreement (SLA), which shall be included in its entirety in Volume

I. The SLA shall describe the specific methodology for operations and maintenance performance measurement. The Offeror shall describe its methodology for proposing updates to the SLA and addressing performance deficiencies per the SLA. The SLA shall identify the specific services and support that will be provided to NSF with regard to the use, operations and maintenance support of the financial system. The SLA shall establish service levels, metrics, monitoring methods and organizational responsibilities. The Offeror shall ensure that the performance metrics listed in the proposed SLA align with the information metrics included in the Offeror's

QCP and the performance requirements metrics identified in Attachments C (Interface

Requirements), Implementation and Integration Performance Standards, and Attachment E

(SLA Requirements).

#10. E.8 Factor 1: Technical (Volume I), Subfactor K, Business Process Support Services

Delete Subfactor K, Business Process Support Services from the RFP.

#11. Factor 2: Management Approach (Volume II)

Delete and replace the introduction paragraph in Factor 2: Management Approach (Volume II) instructions with the following:

Volume II shall describe the Offeror’s planned methodology for managing the execution of its solution for the overall IDIQ contract. The information that is submitted by offerors for the

Management Approach will also be used by NSF for Task Order 1. At a minimum, the

Management Approach shall include the following.

#12. Factor 3: Past Performance (Volume III)

Delete and replace Factor 3: Past Performance instructions with the following:

Volume III shall consist of one (1) to three (3) Past Performance references that are applicable to the IDIQ contract. The information described for Past Performance will also be used by NSF for Task Order 1. To help Offerors determine relevant contracts to include in this volume, NSF provides the following Past Performance Relevance Profile for suggested Past Performance descriptions:

a) The system installed is a fully operational Federal financial system compliant with Core Financial system;

b) The client had 150 or more total financial system users;

c) The work performed included a system life cycle implementation activity, such as those included in this solicitation (e.g., requirements definition, system design, testing, data conversion, and training), hosting services, operations and maintenance, enhancement services, and business transactional services);

d) The Past Performance section include one (1) to three (3) current contracts or contracts completed within the last three (3) years that are relevant to the RFP and requirements listed in the IDIQ and Task Order 1 PWS(s); and

e) The Offeror’s historic performance as a hosting provider, including discussion of the system availability for previous and current hosting and IT Administration customers.

The Offeror shall provide a detailed overview and scope of work that was performed for each past performance reference that are discussed and the results achieved. Each overview shall not exceed two (2) pages. To facilitate NSF’s understanding of past performance information, the Offeror shall discuss its past performance solutions in terms of the original software name

(i.e., the name that the software vendor assigned to the software) and not names assigned to the solution by the client or the Offeror. Offerors may provide information on problems encountered and corrective actions taken, on any of the contracts identified in Volume III.

Offeror’s shall send a copy of the Past Performance Questionnaire (Attachment H) to each customer references for each of the contracts or subcontracts discussed in this section and provide clear instructions for completed questionnaires to be submitted to the Government by the date set forth for proposal submission. It is the responsibility of the Offeror to ensure that questionnaire information is submitted to the Government by the proposal due date. Each customer shall submit the completed questionnaire to Thurl Frazier, Contracting Officer, 4201

Wilson Boulevard Suite 475, Arlington, VA 22230. Questionnaires may also be emailed to tfrazier@nsf.gov.

#13. Factor 4 Price (Volume IV (IDIQ) and Volume VI (Task Order 1))

Delete and replace Factor 4 Price (Volume IV (IDIQ) and Volume VI (Task Order 1)) instructions with the following:

Volume IV and volume VI shall consist of the following: the Offeror’s Cover Letter and the

Offeror’s price proposal information. Please note that private sector Offerors must cite their

Tax Identification Number (TIN), Dun & Bradstreet Number (DUNS), North American Industrial

Classification System (NAICS), and other pertinent information.

For the IDIQ and Task Order 1, the price proposals shall be submitted for each item in the specified format (Time and Materials, Firm Fixed Price) for the base period and where applicable, each option period as set forth in Attachment I of this solicitation. Pricing information must include fully burdened labor rates for all time and materials labor categories proposed and firm-fixed pricing for all costs associated with performing such work. Offerors are mailto:tfrazier@nsf.gov also permitted to include firm-fixed price subcategories in the IDIQ and Task Order 1 price proposal for those services deemed necessary for meeting requirements. Offerors are also required to provide G&A rates for each year of the contract, including options, that would be applied to

Other Direct Costs that are authorized by the Government under the contract. (Government estimated values of Other Direct Costs will be used for evaluation purposes.) All Offerors shall provide pricing for the descriptions that are identified in the table below:

Note: For pricing and evaluation purposes, the Offeror shall assume a start-of-work date of April 1, 2012.

Description Type Estimates

Implementation Services Time & Materials 19,028 Hours over

24 Month Base

Period

Integration NSF Systems Time & Material 8,493 Hours over

24 Month Base

Period

Integration Federal Systems Fixed Price TBD by Offeror

Hosting During Integration Fixed Price TBD by Offeror

Project Management Time & Materials 10,453 Hours over

24 Month Base

Period

Organizational Transformation Time & Materials 12,413 Hours over

24 Months

Software Licenses Fixed Price 561 NSF Users

Transition Services Time & Materials 981 over a 90-day

Period

Operations and Maintenance, Hosting Fixed Price See Attachment G for Transactional

Estimates

Enhancement Services Time & Materials 988 Hours Per

Year over 3-Year

Option Periods

The Price proposal for the IDIQ and Task Order 1 shall include the following:

For Fixed Price Tasks: Total firm fixed price to complete the task.

For Time and Materials Tasks:

Offered IDIQ labor categories

1. Proposed fully burdened IDIQ hourly rates

2. Applicable G&A rates

Other Price Details

The Offeror shall provide detailed pricing in their price proposal as follows:

a) Software Licenses. The Offeror shall provide pricing for the acquisition and maintenance of all proposed software licenses. This pricing shall include maintenance upgrades for all software. The Offeror shall clearly indicate in which base and/or option period(s) the price(s) will apply and also include incremental pricing to increase the number of software licenses if needed.

b) Help Desk Support. The Offeror shall provide tiered pricing based on expected call volume.

#14. Factor 5 Extent of Participation of Small Disadvantaged Business Concerns (Volume V)

Subcontracting Plan

Delete and replace Subcontracting Plan Instructions with the following:

Subcontracting Plan

The Offeror shall submit a Small Business and Small Disadvantaged Business Subcontracting Plan, in accordance with FAR Subpart 19.7 and FAR 52.219-9. Failure to submit such a plan will render the Offeror ineligible for award. The goals, stated below, should be used as guidance for developing a subcontracting plan in response to this RFP. In addition, Offerors shall also provide annual and semi-annual reports from the Electronic Subcontracting Reporting System (eSRS) at www.esrs.gov to demonstrate a record of previous performance in carrying out the goals of subcontracting plans. If the Offeror has had no previous contracts requiring a subcontracting plan, include a statement to that effect in the proposal. The goals listed below represent the subcontract dollar percentage of total contact dollars for work performed within the U.S. Provide details, percentages, performance incentives, and evidence of corporate commitment for each small business category addressed. In addition, Offerors shall provide the anticipated percentage of total subcontracting dollars for each of the small business categories.

Total Small Business 17.65% Small Disadvantaged Business 5.0% Women-Owned Small Business 5.0% HUBZone Business 3.0% Service-Disabled Veteran-Owned Small Business 3.0%

#15. E.9 FAR 52.212-2 Evaluation—Commercial Items (JAN 1999)

Delete and replace E.9 FAR 52.212-2 Evaluation—Commercial Items (JAN 1999) with the following:

(a) The Government will award a contract or Interagency Agreement resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and will be most advantageous to the Government, price and other factors considered. NSF will evaluate proposals for the IDIQ contract and Task Order 1 requirements based upon four (4) factors in descending order of importance: 1. Technical; 2. Management Approach; 3. Past Performance;

4. Price. Factor 5. Extent of Participation of Small Disadvantaged Business Concerns, will be evaluated on a meet/ fails to meet criteria.

Factor 1: Technical The technical evaluation factor will receive an overall adjectival rating. In addition, the technical subfactors will receive individual adjectival ratings that will be consolidated to achieve the overall technical factor rating. NSF will evaluate the following technical subfactors for the IDIQ contract and Task Order 1 requirements which are of equal importance:

Subfactor A: Technical Approach The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of technical requirements for achieving NSF objectives.

Subfactor B: Implementation Services The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of implementation requirements for achieving NSF objectives.

http://www.esrs.gov/

Subfactor C: Integration with NSF Systems The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of integration with NSF systems requirements for achieving NSF objectives.

Subfactor D: Integration with Federal Systems The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of integration with Federal systems requirements for achieving NSF objectives.

Subfactor E: Hosting Services During Implementation The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of the hosting during implementation requirements for achieving NSF objectives.

Subfactor F: Organizational Change Management and Training The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of organizational and change management requirements for achieving NSF objectives.

Subfactor G: Hosting (Post Implementation) The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of hosting requirements for achieving NSF objectives.

Subfactor H: Operations and Maintenance Services The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of operations and maintenance requirements for achieving NSF objectives.

Subfactor I: Transition Services The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of transition requirements for achieving NSF objectives.

Subfactor J: Enhancement Services The Government will evaluate the thoroughness, soundness, and comprehensiveness of the Offeror's understanding of enhancement requirements for achieving NSF objectives.

Factor 2 Management Approach The Management Approach factor will receive an overall adjectival rating. NSF will evaluate the Management Approach for the IDIQ contract and Task Order 1 requirements for comprehensiveness, soundness, and the probability of successfully achieving NSF objectives.

Factor 3 Past Performance Past Performance will receive an overall adjectival rating for the IDIQ contract and Task Order 1 requirements and will be evaluated for relevance to NSF’s requirement, the quality of performance within the last three (3) years, and the amount of responsibility the Offeror had in performance. In conducting the Past Performance evaluation, the Government may use data provided by the Offeror in its proposal as well as data obtained from other sources. NSF will collect and evaluation Past Performance Questionnaires and past performance information provided by the contributor. Offerors with no relevant past performance information shall receive a rating of neutral for the Past Performance factor.

Factor 4 Price The Government will evaluate the sum of the total estimated cost and total price of the base years and each option year. The price for the IDIQ contract and Task Order 1 will be evaluated by the Government for reasonableness and appropriateness for the proposed mix of labor categories and hours for achieving NSF objectives.

Factor 5 Extent of Participation of Small Disadvantage Business Concerns The Government will assess the Offeror’s proposed subcontracting goals and approach to subcontracting will be evaluated based on the degree of participation, providing subcontracting opportunities for, and the extent the Offeror plans to identify and commit to subcontracting with small business, small disadvantaged business, and veteran-owned, service-disabled, HUBZone, and woman-owned small businesses. The Offeror’s proposal will be evaluated to determine the realism of the proposed subcontracting goals and the likelihood of successful accomplishment of the goals.

The Extent of Participation of Small Disadvantaged Business Concerns Factor shall be evaluated using the “meet/fails to meet” criteria.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Attachment A-IDIQ Performance Work Statement

#16. Attachment A-IDIQ Performance Work Statement, Scope of Work

Delete item 10, Business Process Support Services from the IDIQ Performance Work Statement

Scope of Work.

#17. Attachment A-IDIQ Performance Work Statement, Section 6.11 Business Process Support

(Optional Task)

Delete Performance Work Statement section 6.11 requirements for Business Process Support

(Optional Task).

Attachment B-Business Requirements

#18. Attachment B-Business Requirements, Master Requirements list, Page 1

Delete and replace item Cost Allocation Management with the following:

Cost Allocation (FIFO)

#19. Attachment B-Business Requirements, Cost Allocation Method Requirements, Page 126

Delete and replace Attachment B-Business Requirements, Cost Allocation Method

Requirements, Page 126 with the following:

Cost Allocation (FIFO) Requirements

Req ID Requirement Source Software Meets Requirement out of the box? Yes or No

Comments

CA-01-01 The system must have the capability to calculate and allocate costs for all transactions interfaced from the Payment Processing System, based on the order of the following criteria:

Period of Performance of Award

2- Appropriation Year (the year the funds were appropriated)

3- Funds cancelling first (appropriation cancellation date)

4- External Funds or Other Special Appropriations (eg, other Agency funds or ARRA)

5- Allocate based on amounts of amendments / splits (prorated based on the percentage of funds obligated)

NSF

Requirement

CA-01-02 The system must have the capability to remove ("turn off") criterion number 4 (external funds or other special appropriations) on a case-by-case, as needed basis when allocating costs.

NSF

Requirement

Attachment F – Hosting, Operations, and Maintenance Services Performance Metrics

#20. Attachment F, Page 1 Item #4

Delete and replace Attachment F-Hosting, Operations, and Maintenance Services Performance

Metrics, Page 1, item #4 with the following:

Performance Objective (Desired Outcome)

Standard Performance Threshold

Method of Surveillance

4 Recovery Time:

Recovery Time Objective (RTO) will be within 48 hours

Recovery Point Objective (RPO) will be the backup of data up to the last 24 hours.

The system would be available 99.95% of the time and outages will be reported within 1 hour of occurrence.

A complete loss of services shall not exceed 24 hours in case of emergency

Number of hours the system is unavailable (Unscheduled)

System should be restored within 48 hours

Provide outage metric as part of regular reporting cycle including all outages, root causes, and corrective actions.

100% inspection by COTR and Project Officer for compliance.

Attachment H- Past Performance Questionnaire

#21. Attachment H- Past Performance Questionnaire

Delete and replace Attachment H-Past Performance in it’s entirety and replace with the version dated 11/22/2011 which is used to update the submission due date.

Attachment I-Cost Matrix

#22. Attachment I- Cost Matrix

Delete and replace Attachment I-Cost Matrix in it’s entirety and replace with the version dated

11/22/2011.

Task Order 1 Performance Work Statement

#23. Task Order 1, Section 2.1, Page 4 bullet list

Add the following to the Task Order 1 Performance Work Statement, Section 2.1 bullet list following Account Code Structure:

System Documentation - The Contractor shall clearly and thoroughly document the financial management solution. This documentation shall include, but not be limited to technical and functional configuration guides and software design documents.

#24. All other RFP information shall remain the same.