DFAS NAFSGP Dynamics GP Software Replacement RFI.pdf

Request for Information (RFI) NAFSGP MS Dynamics GP Software

Replacement Version 4.0

Issued by the Defense Finance and Accounting Service

A. PURPOSE

DFAS is currently seeking input from industry pertaining to a new Enterprise Resource Planning (ERP) to replace MS Dynamics GP Software. DFAS is seeking capability statements from potential sources and seeking industry engagement to determine the availability of and level of interest in providing this support.

This market research is part of DFAS acquisition planning efforts and may help inform development of a potential future requirement.

B. BACKGROUND .

The Defense Finance and Accounting Services (DFAS) requires IT Professional support to migrate an existing ERP with an end-of-life date, to a new ERP.

All current users of this application use Microsoft windows-based laptops/Desktops to access this application. Non-Appropriated Funds GP (NAFSGP) is a Microsoft Dynamics GP COTS application used as an Accounting, Vendor Pay, Fixed Assets, Budgeting and Disbursing System for Army Non-Appropriated Funds. Users utilize a terminal server to access the system, from locations in the continental United States, and outside of the United States.

C. OBJECTIVES/REQUESTED INFORMATION

The Defense Finance and Accounting Services (DFAS) is seeking to identify potential software solutions to replace Microsoft Dynamics GP as our enterprise resource planning system. The goal is to find a modern, scalable, and cost-effective solution that aligns with our current and future business needs. The selected solution should streamline financial operational, and reporting processes while enhancing user experience and ensuring robust integration capabilities.

Information Requested:

We would like detailed information regarding core functionality, scalability, ease of use, integration, deployment options, customization and flexibility, cost structure, implementation and support, security, and compliance.

D. SCOPE

Functional Requirements:

Finance:

• General Ledger

• Accounts Payable/Receivable

• Budgeting and Forecasting

• Bank Reconciliation

• Fixed Assets Management

DFAS 3

• Analytical Accounting

Sales and Distribution:

• Customer Relationship Management (CRM)

• Sales Order Processing

• Quoting and Pricing

• Inventory Management

• Order Fulfillment

Purchasing:

• Vendor Management

• Purchase Order Creation

• Receiving and Inspection

• Invoice Processing

Technical Requirements:

• Operating System Compatibility - Windows Server 2019+

• Database Requirements - SQL Server 2022+

• Deployment Options (On-Premises, Cloud) – Cloud cannot be public, must be Federal Government .mil cloud software on the Federal Govt Approved Software List

• Integration Capabilities (with other systems) – SharePoint?

• Security Features – meet RMF Medium Categorization – FISCAM

• Reporting and Analytics Tools – Ability to generate ad-hoc reports as well as out of the box reports, Balance Sheet, Income Statement, and Trial Balance reports

Impact Level 4 and Impact Level 5 DoD Provisional Authorization(PA) is required for the integrated solution

Implementation and Support:

Implementation Methodology, Training Requirements, Customer Support Options, and Service Level Agreements (SLAs).

Pricing and Costing:

Licensing Costs, Implementation Fees, and Maintenance and Support Fees.

Vendor Information:

Company Overview, Relevant Industry Experience, Customer References, and Implementation Track

DFAS 4

E. RFI QUESTIONS

DFAS is seeking detailed Industry comments and advice on the following items. Please provide detailed responses.

1. Could you provide information on how long the proposed software has been on the market and the current number of companies using it?

2. Could you please Identify the underlying platform/database that is used to manage data.

3. What integration capabilities are available?

4. Could you explain the customization ability within your application?

5. Does your organization provide an Application Programming Interface (API) as part of the base package?

6. Does your organization provide central support for both application systems and the underlying technical infrastructure components?

7. Does your organization provide a website for submitting support requests?

8. What are the days and hours the support staff is available?

9. Does your organization provide access to support as part of the maintenance agreement?

10. Could you describe the training methods offered by your organization? Additionally, is the training supported by online help screens and instructional videos?

11. Could you outline the steps required to implement the proposed solution?

Additionally, please specify the average timeframe for the implementation process.

12. Please specify which data will be converted from the existing systems. Additionally, who will be responsible for data conversion, reconciliation, and approval?

13. How do you ensure data security and compliance during the migration process?

14. Please describe your security plan for upgrades, patches, vulnerability assessments, and addressing/correcting vulnerabilities. Additionally, what types of updates does your organization release, and how frequently are they provided?

15. Please describe your testing procedures for ensuring that applications and workloads function correctly after the migration.

16. Please provide the size and Labor Category composition of the team that would be involved in the migration project.

17. What is your complete pricing structure for conversion/modernization?

18. What post migration support services do you offer?

19. Could you describe any experience you have on testing web-based applications/solutions for FISCAM controls?

20. Could you describe any experience you have on testing web-based applications/solutions for RMF framework controls?

21. What are the major risks associated with this type of migration?

DFAS 5

E. Additional Question only for Small Business

This RFI part of our market research activities to make appropriate acquisition decisions and to gain knowledge of potential qualified Small Businesses, e.g., General Small Businesses, Service- Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and others interested and capable of performing the work. Please note, we are only interested in communicating with vendors who provide their own IT Support Services.

Small Businesses are encouraged to provide responses to this RFI. Such responses will be used to assist DFAS in determining whether any small business vendors can provide the services outlined in this RFI request. Also, DFAS seeks to learn the potential levels of competition available in the industry, as well as helping to establish a basis for developing any subsequent potential subcontract plan goal percentages.

Small Business firms who have services capable of performing the tasking described in this RFI are encouraged to respond. It should be noted that any resultant contract or task order for supplies (other than procurement from a non-manufacturer of such supplies), the concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials. Your supply item (software) requires at least 50 percent of the cost of contract performance incurred to be expended for employees of the concern proposing as a prime. Please see FAR Clause 52.219-14, Limitations on Subcontracting for prescription and complete version of the clause.

Responses to this RFI will help shape the government’s strategy for this acquisition, as well as any subsequent formalized solicitation.

1. Does your small business provide ERP migration services?

2. If so, please describe it.

3. Would you elect to submit to one or more of the following sub-categories; 8a, Service-

Disabled Veteran Owned Business and/or HUBZone?

4. If you would submit as an 8a and/or HUBZone, are you Small Business Administration

(SBA) Certified in either or both of these sub-categories?

5. What is your exit date for your certification(s) in 8a and/or HUBZone?

F. INFORMATION REQUESTED

Information is hereby requested to gain a better understanding about goods and services available to satisfy the requirements and questions in paragraphs C.

OBJECTIVES/REQUESTED INFORMATION, D. SCOPE, and E. RFI QUESTIONS. Also, within your response to this RFI please include recent and relevant contracts (last 3 years), including the contract number, and dollar value for procurements you have offering this service.

Please provide any contract vehicles available to the Government for the procurement of these types of services, to include General Service Administration (GSA) Federal Supply Schedules

DFAS 6

(FSS), or any other Government Agency contract vehicle. Please include any recommended common industry performance standards.

G. RESPONSES

Responses to this RFI shall address all items listed in sections C. Objectives/Requested Information, D. Scope, and E. RFI Questions and shall not exceed 5 pages. Responses shall be e-mailed as either a PDF or MS Word attachment and must include a cover letter with the institution name, points of contact (address, phone number, and e-mail), and CAGE code. DFAS requests a response by February 24, 2025, at 3:00pm EST. Please send responses to the attention of Program Manager, Wendy Johnson, wendy.l.johnson78.civ@mail.mil and Contracting Officer, jennifer.a.stegman.civ@mail.mil. DFAS may establish a dialog with vendors to gain a better understanding of their service offerings. In turn, responding vendors may engage in dialogue with DFAS to gain a better understanding of the environment.

PLEASE NOTE: Please provide responses which answer the questions in the above sections.

Unsolicited sales-oriented types of presentations are undesired. Gantt charts included for project plans and any other PowerPoint style graphics should be pasted as inline images into the MS Word or PDF document. Landscape mode will suffice for wide layout charts.

H. DISCLAIMER

This is a request for information only. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a solicitation, or an obligation on the part of the Government to acquire any products or services. No entitlement to payment of direct or indirect cost or charges to the Government will arise as a result of a contractor submission of responses to this announcement or the Government’s use of such information.

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this RFI. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. All information received in response to this RFI that is marked Proprietary will be handled accordingly.

Responses to the RFI will not be returned. At this time, questions concerning the composition and requirements for future RFIs will not be entertained.

ATTACHMENT A – System information breakdown

NAFSGP is currently being hosted on Blue Cloud DBCE terminal servers.

DFAS 7

Organization is utilizing:

• Microsoft Dynamics GP 18.6.

• Microsoft Windows Server 2016

• Microsoft SQL Database 2022

• Dexterity Programming language

• Transparent Data Encryption (TDE) – for data at rest

• Microsoft SQL Force Encryption – for data in motion

• CAC authentication to Terminal Servers, then username/password for application (Not CAC enable at application)

The new solution should be capable of reading common access card (CAC, SMART CARD) for user authentication as a first step.

The system should TIMEOUT after a period (15, 10 minutes) of inactivity for security.

The menus available in the application and the access that a user will experience in the system should be based on database profiles given to them. They are stored in tables in the database and the new application should read them first as part of login process to set the access for any given user.

There are currently 123 active users between CONUS and OCONUS.