Responses to company questions 11-18-19.pdf

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS) Indefinite-Delivery Indefinite-Quantity (IDIQ) Request for Proposal (RFP)

RFP Number: 70RTAC20R00000001

November 18, 2019 Page 1

EFiMS Document and Section

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1. SF 1449 and

RFP

Block 8 and

Section L.3

The Offer Due Date (November 26, 2019) on the SF 1449 conflicts with the date specified in Section L.3 of the RFP (November 21, 2019). The latest FBO posting also indicates a due date of November 26, 2019. Please confirm the Offer Due Date is November 26, 2019 @ 2:00PM EST and the government will amend the date specified in Section L.3 of the RFP.

Government Response: The due date for offers is Tuesday November 26, 2019, @ 2:00 p.m. EST. Section L in the solicitation will be updated accordingly.

2. SF 1449 Block 10 NAICS 511210, footnote 20 states “For purposes of Government procurement, the purchase of software subject to potential waiver of the nonmanufacturer rule pursuant to §121.1203(d) should be classified under this NAICS code.”

Please confirm the SF 1449 will be updated to reflect the proper NAICS Code for this procurement, 511210, Software Publishers, footnote 20 and the size standard applicable to this procurement for unmodified commercial software is 500 employees.

Government Response: This is an unrestricted procurement and not subject to set-aside requirements.

The non-manufacturer rule does not apply to this procurement. However, the SF1449 will be updated to reflect that the NAICS code for this procurement is 511210 and the size standard is $41.5M, to assist with completing Section K in the solicitation.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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3. RFP Section B.6 Does the language in B.6(a) of the RFP allow for proposals to "increase" labor rates since this paragraph currently only allows proposals for price "reductions"? We understand that labor rates are fixed for the term of the Order. Since the Base and Award Terms range from 2 to 5 years in duration, Contractors must be able to ensure that labor rates are fair and reasonable for the life of the contract. Therefore, Contractor requests for rate "increases" must be allowed whenever labor rates are no longer fair and reasonable.

Since the award terms range from 2 to 5 years, we recommend that the Solicitation include 52.216-2, Economic Price Adjustment - Standard Supplies.

Since the award terms range from 2 to 5 years, we recommend that the Solicitation include FAR 52.216-4, Economic Price Adjustment - Labor and Material.

Government Response:

The EFiMS IDIQ Contracting Officer determines whether rates are fair and reasonable under the contract.

Section B.6 (Rate Refreshments) subparagraph (b) already provides a mechanism for the contractor to propose Order Unique labor categories, rates and descriptions in the event market conditions necessitate pricing that differs from pricing contained in the EFiMS IDIQ contract. The Economic Price Adjustment clauses (52.216-1 and 52.216-4) will not be included in the contract. However, Section B.6 (Rate Refreshments) subparagraph (b) will be updated to include language, which enables the EFiMS IDIQ Contracting Officer to incorporate Order Unique labor categories, rates and descriptions in the basic IDIQ contract if a determination is made that the rate adjustments should be available across the DHS enterprise for all ordering offices.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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4. RFP Section G.2.3

Please confirm the Ordering Level CO has authority to amend, modify or deviate from the "Order terms" with the understanding that such change does not change the terms of the contract.

Government Response: Order level Contracting Officers have full authority to amend, modify, and establish order terms within the parameters outlined in the basic EFiMS IDIQ contract.

5. RFP Section G.5

Please revise the 2nd sentence to accurately reflect the scope or what can be purchased through the contemplated contract.

We suggest something like, “Contract users within DHS may directly place orders under the contract to obtain COTS software licenses, software license maintenance, SaaS subscriptions, support services, and otherwise in-scope products and services for their component.”

Government Response: The second sentence in section G.5 will be updated to provide a more accurate description of the ordering capabilities under the contract.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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6. RFP Section G.8

Given the scope of the contract, we assume the primary use of the EFiMS IDIQ will be to issue delivery orders for COTS licenses, software maintenance (as a product), SaaS services, and other support services. This assumption is further supported in Section H.2. Is it the government’s intention to include professional and/or consultative services under the EFiMS IDIQ? Based on this assumption, would the government define and/or give an example of "Task Order Unique CLIN, labor categories, rates, and descriptions".

Government Response: Limited professional services as outlined in section 5.8 of the statement of work (SOW) are authorized under EFiMS. The services that are not included within the scope of EFiMS are listed in Section 4 (Scope) of the SOW. In addition, order unique CLIN, labor categories, rates, and descriptions allow maximum flexibility for the duration of the contract. For example, a skill set not covered by an existing category under the contract may be required under a particular order.

Order level Contracting Officers in conjunction with the EFiMS IDIQ contractors will propose any order unique items to the EFiMS IDIQ Contracting Officer for consideration.

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7. RFP Sections H.2 and H.3.1

What is the procedure for adding non services-related items of supply? Does the government anticipate allowing Open Market CLIN(s) long as they meet the applicable FAR and agency procurement regulations?

Government Response: Please see Section 4 (Scope) in the Statement of Work (SOW) and Section B.6 in the solicitation. Also, in general, accessory products (only if incorporated into the proposed software) are allowed in limited circumstances as outlined in the SOW.

8. RFP Section H.5

Because the Solicitation is issued IAW FAR Part 12, please confirm that Section H.5 be revised to read all changes must be made only by written agreement of the parties (FAR 52.212-4(c)).

Government Response: Section H.5 of the of the solicitation will be updated.

9. RFP Section H.17

As a reseller of COTS software and cloud services, we can only point to the Software Publisher’s Section 508 representations noted on applicable Voluntary Product Accessibility Templates (VPATs). Please confirm the government will accept the OEM’s VPAT’s and remove all Section 508 clauses.

Government Response: The Section 508 requirements outlined in the SOW must be met by any software procured under this solicitation. To the extent the requirements can be covered by a VPAT, it should be referenced with the RFP response.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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10. RFP Sections H.20, H.21, H.22, H.27, H.29, I.4, I.5

Please confirm the government will remove the identified clauses. Unless the government anticipates providing Uncontrolled Classified Information directly to a Reseller or Software Publisher during the life of the contract, there is no need for such clauses in the master contract. Should they be necessary, Ordering COs can include the appropriate clauses at the Delivery Order level.

Government Response: This is a solicitation for an IDIQ contract. All of the available clauses available to Order level Contracting Officers must be listed in the basic contract. The appropriate clauses will apply at the order level as identified by the Order level Contracting Officer.

11. RFP Section I.1 Please confirm the government will remove FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Jun 2016). FAR 52.204-21 is not intended for solicitations and contracts solely for the acquisition of COTS items, as prescribed in 204.7304(c), and this is a contract solely for the acquisition of COTS items. Should they be necessary, Ordering COs can include the appropriate clauses at the Delivery Order level.

Government Response: Please see the response under question number 10.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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12. RFP Section I.1 Please confirm the government will remove FAR 52.217-8 -- Option to Extend Services (Nov 1999) (Available at the order level). Given the anticipated 20 year period of performance, we will need to seek proper authorization from Software Publisher(s) that will require bilateral approval.

Government Response: Please see the response under question number 10.

13. RFP Section I.2 Please confirm the government will remove FAR 52.227-14 Rights in Data - General (May 2014) Alternate IV (Dec 2007), FAR 52.227-15 Representation of Limited Rights Data and Restricted Computer Software (Dec 2007), and FAR 52.227-19 Commercial Computer Software License (Dec 2007). Commercial off the shelf (COTS) software offering is not subject to the rights in data provisions and governed by the terms of the applicable license agreement.

Government Response: Federal Acquisition Regulation (FAR) clauses 52.227-14 Rights in Data - General (May 2014) Alternate IV (Dec 2007), FAR 52.227-15 Representation of Limited Rights Data and Restricted Computer Software (Dec 2007) will be removed from the solicitation. FAR clause 52.227-19 Commercial Computer Software License (Dec 2007) applies in the acquisition of commercial computer software and will remain in the solicitation.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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14. RFP Section I.7 Please confirm the government will remove the entire section. Unless the government anticipates providing PII directly to a Reseller or Software Publisher during the life of the contract, there is no need for such clauses in the master contract. Should they be necessary, Ordering COs can include the appropriate clauses at the Delivery Order level.

Government Response: Please see the response under question number 10.

15. RFP Sections L.3 and L.5

Section L.3 states, “Proposals (in their entirety) are due November 21, 2019 to the address in RFP Section L.5.2.”

Section L.5 provides instructions for the electronic delivery of proposals, but does not contain a Section L.5.2. Please confirm the delivery instructions in L.3, in addition to the due date, are inaccurate by removing or amending Section L.3.

Government Response: Please see the response under question number 1. Also, Section L.5 of the solicitation will be updated.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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16. RFP L.10,

Factor 2:

Functional Capability

If a requirement is met with standard system configuration that is required for any implementation, for example by loading an agency’s chart of account values, or by creating user IDs, should an offeror choose “Meets Out of the Box” or “Meets with Configuration”?

Typically, we would consider this to be “Meets Out of the Box” because configuration is required to use any software of this complexity – none of it can simply be installed, turned on, and used immediately. However, by the standards provided in the RFP it seems the response for this should be “Meets with Configuration” and that essentially no requirement could be labeled as “Meets Out of the Box”

Government Response: Requirements that do not require any configuration, extension, or enhancement would qualify as “Meets out of Box.” Any requirements that require some user Contractor configuration would be considered “Meets with Configuration.”

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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17. RFP L.10,

Factor 2:

Functional Capability

If a requirement is met with customization that can be accomplished with the tools in this software, but which would be completed by a services provider during implementation rather than by the Contractor responding to this RFP, should an offeror choose “Meets Out of the Box” or “Meets with Configuration”?

Based on the definition of “Meets with Configuration”, it is implied that the EFiMS contractor will also include such configurations as part of any order requiring configuration. If so, does the government expect the EFiMS contractor to provide such configurations at no cost? Are such configuration services in scope of the EFiMS IDIQ?

Government Response: If the requirement is met by leveraging built-in extensions which the Contractor will provide as part of any solution, this would be considered “Meets with Extension.” If the software requires customization, defined as custom development to the software product, then the ability to meet the requirement should be indicated as “No.” Configuration services are not in scope for EFiMS, but are in scope for the companion EFSI contract.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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18. RFP L.10,

Factor 2:

Functional Capability

Based on the definition of “Meets with Extension”, it is implied that the EFiMS contractor will also include such built-in extensions as part of any solution. If so, does the government expect the EFiMS contractor to provide such extensions – that may require additional modules, plug-ins, or other products - at no cost?

Government Response: No, these would be extensions that are already built into the software. All costs associated with meeting the requirements must be included in the proposed pricing. Any work needed to setup the extensions would be covered under a separate contract.

19. RFP Factor 2 – functional narratives

It is anticipated that more than two pages will be needed to address the functional narratives. Please confirm if the government is agreeable to more than two pages?

Government Response: The Government will allow up to three pages per business process area.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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20. Attachment J-1 Section

5.2.1 and 5.2.2

As a reseller of COTS software and cloud services, we do not anticipate onsite work nor requiring physical or electronic access to government data. Please confirm the government will remove these requirements as they don’t apply to a reseller of COTS software or SaaS.

In addition, the exclusion of PaaS and IaaS may prove troublesome as SaaS may require the use of PaaS and/or IaaS. Please confirm the government will revise its statement to state something similar to “While it not the intent to procure PaaS and/or IaaS, when such services are required to use COTS or SaaS, or may prove beneficial to the government, the Ordering CO may approve the purchase of PaaS/IaaS at the Delivery Order level.”

Government Response: Sections 5.2.1 and 5.2.2 must be met by all vendors submitting proposals under this solicitation.

21. Attachment J-1 Section 5.2.6

As a reseller of COTS software and cloud services, we can only point to the Software Publisher’s Section 508 representations noted on applicable Voluntary Product Accessibility Templates (VPATs). Please confirm the government will accept the OEM’s VPAT’s and remove all Section 508 clauses.

Government Response: Please see the response to question number 9.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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22. Attachment J-1 Section I.3 Commercially available COTS software and SaaS are not compliant with the identified Information Security Laws, Regulations, Standards, and/or Guidance. Please confirm the government will remove the requirement that EFiMS COTS software or SaaS offerings must be compliant with the requirements. Furthermore, it is anticipated that over the term of the 20-year contract, the government will issue further mandates. To ensure long-term flexibility in meeting this requirement, we suggest the government require EFSI contract holders to detail how they comply with such requirements at the Task Order level when integrating their proposed COTS software or SaaS solutions.

Government Response: The federal information security laws, regulations, standards, and guidance under sections

1.3 and 5.10 must be met by all software proposed under this solicitation.

23. Attachment J-3 Tab 4 Request to Procure functional requiremen ts 20-28

The information in Column B (FMSS Level 3 Process Title) and Column C (FMSS Level 4 Process Title) do not match the Functional Requirement description found in Column D.

Please confirm the government will clarify functional requirements 20-28.

Government Response: Requirements 20 to 28 apply as stated in the SOW and the Requirements Matrix (Attachment J-3). These requirements will not be updated.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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24. Attachment J-3 Tab 4 Request to Procure functional requiremen t 19

Most of the data for requirement 19 is missing. Please confirm the government will provide the requirement information.

Government Response: The text indicated under number 19 should be part of requirement 18. The Government will update the Requirements Matrix (Attachment J-3) to fix the text.

25. Attachment J-3 10.1.2 Please provide examples of the “multiple data sources” identified in this section? Also, are there data sources outside the financial system?

Government Response: The “multiple data sources” referenced in requirement 10.1.2 under Business Intelligence could include more than one source from the integrated EFiMS solution or from a third-party system.

For example, this may include financial, procurement, and asset management data from the COTS ERP software, plus payroll data from a third-party payroll provider (e.g., NFC).

26. SOW Attachment C 10.1 Will the government provide examples of unstructured data?

Government Response: Unstructured data can come in many forms, including email, log files, or other text-heavy data sources.

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27. Attachment J-5: Ordering Guide

Page 2 Please confirm the government will update the Ordering Guide to reflect the proper NAICS Code for this procurement, 511210, Software Publishers, footnote 20.

Government Response: The Ordering Guide attachment will be updated with the correct NAICS code.

28. N/A N/A We want bid more than one OEM’s solution in our proposal.

Is it the government’s intention for each award to only represent one OEM? If it is the government’s intention to accept multiple OEM’s per proposal, please confirm if a separate J-3 is required for each OEM?

Government Response: Each proposal should include all software, for all OEMs, needed to meet the Governments requirement for an integrated financial, procurement, and asset management solution.

29. N/A N/A Based on the complexity and quantity of functional requirements, as well as, terms and conditions associated with the response, will the government grant a 2 week extension to the response date to allow time to provide the most complete and beneficial responses possible?

Government Response: No, the Government will not grant an extension. Proposals are due by November 26, 2019, @ 2pm.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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30. Attachment J-3 (RFP Section L, Factor 2)

99-100 If a ‘Yes’ answer is entered under the “Meets Requirement (Yes/No)” column, should only one additional cell in that row then be completed under the other four columns [i.e., “Meets Out of the Box (Yes/No)”, “Meets with Configuration (Yes/No)”, “Meets with Extension (Yes/No)”, and “Meets with Future Enhancement (Yes/No)”]?

Government Response: Yes, if “Yes” is selected under “Meets Requirement,” only one additional option should be selected.

31. RFP Section L Volume 2 – Business, Cover Sheet”

97, 103-

Page 97 states the Page Limit for this Cover Sheet is "2 Pages +". Can DHS please confirm that this Cover Sheet can be in excess of 2 pages to accommodate Price Assumptions, Technical Assumptions, and Software Terms & Conditions in addition to the items A through O specified on page 103?

Government Response:

The RFP will be updated to provide clarification on the page limits for the Cover Sheet, Technical Assumptions, Price Assumptions, and the Terms and Conditions.

32. RFP Section L.3, Proposal Schedule

94 FBO posted the due date as November 26, 2019 whereas the RFP (p. 94) states that proposals are due November 21, 2019.

Please clarify the proposal due date and time.

question number 1.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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33. Attachment J-3 Requirements: Are the questions mutually exclusive? For example, if we answer Yes to Meets Requirement and Yes to Meets Out of the Box, do we stop there and leave the remaining boxes empty? Or, if Yes to Meets Requirement, No Meets Out of the Box and Yes to Meets with Configuration, do we leave the remaining boxes empty? Or doe there need to be a Yes or No in all boxes?

Government Response: Yes, if “Meets Requirement” is “Yes,” you should only select one of the options.

34. RFP Section – Part IV – Representations and Instructions – K

Are these will/will and is/is not responses to be checked within the RFP, or do we create a separate document for this?

Government Response: Offerors have the choice of creating a separate document that contains all of the completed Representations and Certifications or offerors may complete the Representations and Certifications within the solicitation document.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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35. EFiMS Request for Proposal N/A Can a software vendor bid if they do not have any of the financial, Procurement, and asset management solutions and are only responding to Other Software (e.g., integration platform)?

Government Response: Proposing only “Other Software” is not in compliance with the solicitation requirements. The EFiMS solicitation is for software that will support integrated financial, procurement, and asset management operations. Accessory products will only be allowed if they are incorporated into the proposed solution. All proposals will be evaluated against the full set of requirements in the EFiMS SOW.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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36. SF 1449 #20

The Department of Homeland Security (DHS) Office of Procurement Operations (OPO), Information Technology Acquisition Center (ITAC) is pleased to present this Request for Proposal (RFP) for Enterprise Financial Management Software (EFiMS) to provide commercially available off-the-shelf (COTS) integrated financial, procurement, and asset management systems application software licenses, and other services outlined in the Statement of Work (SOW).

1 SF 1449 states “...Enterprise Financial Management Software (EFiMS) to provide commercially available off-the-shelf (COTS) integrated financial, procurement, and asset management systems application software licenses..." Does DHS expect EFIMS vendors to propose fully integrated solutions that meet all requirements? If so, wouldn't DHS already have identified these solutions and narrowed vendor selections prior to this solicitation?

Government Response: The SF1449 simply summarizes the requirements as outlined in the solicitation. EFiMS vendors will be chosen as part of the competitive process under this solicitation and as outlined in Section L and M.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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37. SF 1449 #20

The Department of Homeland Security (DHS) Office of Procurement Operations (OPO), Information Technology Acquisition Center (ITAC) is pleased to present this Request for Proposal (RFP) for Enterprise Financial Management Software (EFiMS) to provide commercially available off-the-shelf (COTS) integrated financial, procurement, and asset management systems application software licenses, and other services outlined in the Statement of Work (SOW).

1 SF 1449 states “...Enterprise Financial Management Software (EFiMS) to provide commercially available off-the-shelf (COTS) integrated financial, procurement, and asset management systems application software licenses..." Can EFIMS vendors propose best of breed solutions that meet a subset of functionality in EFIMS SOW and allow the EFSI integrator to select the component pieces of the proposed solution that a DHS component will implement?

Government Response: The Government’s requirement is for an integrated financial, procurement, and asset management solution. The proposed integrated software will be evaluated based on the requirements in the SOW and certified in the Requirements Matrix (Attachment J- 3). However, if a company offers software that only meets a subset of the functionality in the SOW, they may team with other vendors as long as the proposed software meets the definition of an integrated financial, procurement, and asset management solution and the other requirements under the SOW.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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38. SF 1449 #20

The Department of Homeland Security (DHS) Office of Procurement Operations (OPO), Information Technology Acquisition Center (ITAC) is pleased to present this Request for Proposal (RFP) for Enterprise Financial Management Software (EFiMS) to provide commercially available off-the-shelf (COTS) integrated financial, procurement, and asset management systems application software licenses, and other services outlined in the Statement of Work (SOW).

1 Is the end result to have a list of available software tools to accomplish each DHS component’s Financial Management Modernization whether they are integrated today or not?

Government Response: The intent of the EFiMS solicitation is for integrated financial, procurement, and asset management software that is available for use by DHS and all Components.

39. EFiMS Request for Proposal N/A From the structure of the overall RFP, DHS is limiting itself to pre-integrated solutions which will limit the competition under EFIMS. Is this DHS's intent?

question number 37.

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40. EFiMS Request for Proposal N/A The procurement does not appear to allow best in breed products, only responders bidding an integrated solution. Is this DHS's intent or please clarify how evaluation and selection of products not part of a complete integrated stack offering. In particular, software products in the Other Licenses category.

Government Response: Please see the response to question number 37.

41. EFiMS Request for Proposal N/A Will DHS evaluate and potentially award an IDIQ contract to a company that only provides software that enhances a core financial, procurement or asset management system?

Government Response: No, we will not award an IDIQ contract to a company that only provides software that enhances a core financial, procurement, or asset management system. Please see the response to question number 37.

42. EFiMS Request for Proposal N/A In EFIMS Request for Proposal, will the Government evaluate software that is not core financial, asset or acquisition software but is used with it to enhance business functionality and shield users from complexity?

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43. Attachment J-3 N/A Will the Government on Attachment J-3 Requirements evaluate software that answers how their technology enhances functionality described?

Government Response: The Government will use the Requirements Matrix (Attachment J-3) to evaluate how proposals meet the requirements outlined in the SOW.

Any additional information regarding how the proposed software enhances the functionality can be covered under the business process narratives.

44. EFiMS Request for Proposal N/A Per the statement in the RFP "This procurement is intended to satisfy multiple, potentially competing, business objectives by standardizing the systems supporting financial management, asset management and procurement management while also addressing customer-specific mission needs and capability gaps and minimizing potential organizational disruption due to technological change." Will DHS award space on the IDIQ to SaaS solution only addressing customer-specific mission needs and capability gaps and minimizing potential organizational disruption?

Government Response: All software awarded under EFiMS must support integrated financial, procurement, and asset management. Proposals will be evaluated against the requirements outlined in the SOW and assessed in the Requirements Matrix (Attachment J-3).

All offerors must propose a COTS with the ability to move to SaaS.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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45. EFiMS Request for Proposal

B Supplies or Services and Prices/Costs

B.1 General The Enterprise Financial Management Software (EFiMS) is an Indefinite-Delivery, Indefinite- Quantity (IDIQ) contract established to provide the Department of Homeland Security and its components (collectively “DHS”) with commercially available off-the-shelf (COTS) integrated financial, procurement, and asset management systems application software licenses, Software-as-a- Service (SaaS) subscriptions, software documentation and accessory products (only if incorporated into the proposed software), and professional services as broadly described in Section C.

7 Per the EFIMS Request for Proposal, it states "...accessory products (only if incorporated into the proposed software)..."

Please explain what is meant by this phrase. Does DHS mean that any accessory products have to be merged into the proposed software or does DHS mean the final software solution (e.g., composite of multiple software products)?

Government Response: Accessory products can only be included if proposed as part of the integrated financial, procurement, and asset management solution. Only those products incorporated into the proposed offering will be included in the scope of EFiMS.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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46. EFiMS Request for Proposal N/A Will DHS mandate that all components (excluding the Trio components) must use EFIMS and EFSI contracts and offerings for any financial, procurement, and asset management work going forward upon award for the next 20 years? Will DHS components have the option to bypass EFIMS and EFSI if they so choose?

Government Response: The EFiMS contract will be issued as DHS enterprise-wide contract, which is subject to the mandatory for use considerations consistent with an internal Management Directive. Similar to other mandatory for use vehicles within the Department, an exception must exist if the vehicle is not used.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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47. EFiMS Request for Proposal

B.4 Type of Orders Allowable Under This IDIQ Contract

(d) IDIQs, Blanket Purchase Agreements, and Letter Contracts are not permissible order types under the EFiMS IDIQ. The following Orders are not permissible under this IDIQ contract: (1) Orders for which COTS software licenses, software license maintenance, SaaS subscriptions, and technical support services are not the principal purpose; (2) Orders for software/system/solution integration, software/system/solution operations and maintenance (O&M), or information technology (IT) support; and

(3) Orders for hardware or other than financial, procurement, and asset management software.

8 Per the EFIMS Request for Proposal, it states "...(1) Orders for which COTS software licenses, software license maintenance, SaaS subscriptions, and technical support services are not the principal purpose..." If a DHS component makes an initial order for a COTS software licenses, software license maintenance, SaaS subscriptions, and technical support services but then realizes that they need Other Software, does this phrase from the RFP prohibit a DHS component from using the EFIMS contract if they need to add Other Software to meet their needs under a new order?

Government Response: No, components cannot purchase ancillary software unless it was already incorporated into the proposed integrated financial, procurement, and asset management solution under the EFiMS IDIQ contract.

Those ancillary software products need to be purchased outside of the EFiMS IDIQ contract.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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48. EFiMS Request for Proposal

B.4 Type of Orders Allowable Under This IDIQ Contract

(d) IDIQs, Blanket Purchase Agreements, and Letter Contracts are not permissible order types under the EFiMS IDIQ. The following Orders are not permissible under this IDIQ contract: (1) Orders for which COTS software licenses, software license maintenance, SaaS subscriptions, and technical support services are not the principal purpose; (2) Orders for software/system/solution integration, software/system/solution operations and maintenance (O&M), or information technology (IT) support; and

(3) Orders for hardware or other than financial, procurement, and asset management software.

8 Per the EFIMS Request for Proposal, it states "...(2) Orders for software/system/solution integration, software/system/solution operations and maintenance (O&M), or information technology (IT) support..." If a DHS component needs integration software, does this phrase prohibit them from procuring integration software through

EFIMS?

question number 47.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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49. EFiMS Request for Proposal

B.4 Type of Orders Allowable Under This IDIQ Contract

(d) IDIQs, Blanket Purchase Agreements, and Letter Contracts are not permissible order types under the EFiMS IDIQ. The following Orders are not permissible under this IDIQ contract: (1) Orders for which COTS software licenses, software license maintenance, SaaS subscriptions, and technical support services are not the principal purpose; (2) Orders for software/system/solution integration, software/system/solution operations and maintenance (O&M), or information technology (IT) support; and

(3) Orders for hardware or other than financial, procurement, and asset management software.

8 Per the EFIMS Request for Proposal, it states "...(3) Orders for hardware or other than financial, procurement, and asset management software." If a DHS component needs Other Software (e.g., integration software, reporting solution), this phrase seems to contradict Attachment J-2 EFIMS Pricing Structure which has sections for "Other Licenses" which are envisioned to be procured and priced via EFIMS?

Government Response: Please see the response to question number 47. The “Other Licenses” included in the Pricing Structure (Attachment J-2) is intended to capture other software delivered as part of the integrated financial, procurement, and asset management software.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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50. EFiMS Request for Proposal

H.19 Architectural Compliance

All software must be located in a DHS Consolidated Data Center unless a waiver is approved by the DHS CIO. All DHS Wide Area Network circuits must be part of the OneNet architecture unless a waiver is approved by the

DHS CIO.

27 Per the EFIMS Request for Proposal, it states "All software must be located in a DHS Consolidated Data Center unless a waiver is approved by the DHS CIO." Does this apply to SaaS solutions which are generally hosted by Cloud Service Providers (CSPs) as long as they comply with DHS security regulations?

Government Response: Yes, the requirements stated under Section H.19 in the RFP apply to all software. If a SaaS is proposed, it would need to meet all of the requirements in the SOW under Section 5.2.2.

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51. EFiMS Request for Proposal H.23 On Ramp

The Government reserves the right to utilize an “On Ramp” concept to manage and maintain a sufficient number of contract awardees. Consistent with FAR 16.504(c)(1)(ii)(A), the Government has determined that at all times during the term of the EFiMS contract, there remain an adequate number of EFiMS contractors eligible to compete for TOs. Over time, the total number of EFiMS contractors may fluctuate due to various reasons including industry consolidation, significant changes in the marketplace or advances in technology, general economic conditions, or other reasons.

Recognizing this, DHS intends to periodically review the total number of EFiMS contractors participating in the EFiMS ordering process, and determine whether it would be in the Government’s best interest to initiate an open season to add new contractors to the EFiMS contract program. This is a discretionary, unilateral authority of the Government, and may be used at any time during the IDIQ performance period. Any new contracts will contain terms and conditions identical to those in this contract.

29 How often will the Government evaluate the number of contract awardees on EFIMS (e.g., annually, at option renewal periods)?

Government Response: The timing and frequency of the evaluation and number of awardees will occur at any time during the performance period of the EFiMS multiple award contract and within the full discretion of the government.

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Para(s) Page Question

52. EFiMS Request for Proposal H.23 On Ramp

The Government reserves the right to utilize an “On Ramp” concept to manage and maintain a sufficient number of contract awardees. Consistent with FAR 16.504(c)(1)(ii)(A), the Government has determined that at all times during the term of the EFiMS contract, there remain an adequate number of EFiMS contractors eligible to compete for TOs. Over time, the total number of EFiMS contractors may fluctuate due to various reasons including industry consolidation, significant changes in the marketplace or advances in technology, general economic conditions, or other reasons.

Recognizing this, DHS intends to periodically review the total number of EFiMS contractors participating in the EFiMS ordering process, and determine whether it would be in the Government’s best interest to initiate an open season to add new contractors to the EFiMS contract program. This is a discretionary, unilateral authority of the Government, and may be used at any time during the IDIQ performance period. Any new contracts will contain terms and conditions identical to those in this contract.

29 What will be the process to on ramp new contract awardees to EFIMS under an "open season"?

Government Response: Please see section H.23 of the solicitation. In addition, any new EFiMS IDIQ contract awardees will be selected through a competitive process.

Section H.23 has been updated accordingly.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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53. EFiMS Request for Proposal

L.8.3 Subcontracting Companies may be proposed as a subcontractor, at any tier, on multiple offers received under this solicitation.

Can a Prime contractor awardee add additional software by adding the software vendor as a subcontractor post-award?

If so, does the Government need to approve the additional software solutions provided by the subcontractor?

Government Response: EFiMS prime contract awardee may add additional software by adding the software vendor as a subcontractor post award. Additional subcontractors will be subject to consent requirements.

FAR clause 52.244-2 (Subcontracts) will be included in Section I of the solicitation.

Questions regarding Department of Homeland Security (DHS) Enterprise Financial Management Software (EFiMS)

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54. EFiMS Request for Proposal L.10 Background and Submission Requirements

The Department of Homeland Security, Joint Program Management Office Financial Systems Modernization (JPMO FSM) has a requirement for Enterprise Financial Management Software (EFiMS), in accordance with the attached SOW. This requirement is broadly broken up into three areas: Financial, Procurement, and Asset Management support. Interested firms are required to submit a Technical and Price Proposal Submission. The proposals will be provided to Government officials for the purposes of assuring that the prospective contractor has a complete understanding of the scope of this effort and has the capability to complete all required tasks of the Statement of Work (SOW). A pricing response must be provided for all tasks associated within each Area as requested with the Pricing Structure -pricing attachment (Attachment J- 2).

96 Per the EFIMS Request for Proposal, it states "The proposals will be provided to Government officials for the purposes of assuring that the prospective contractor has a complete understanding of the scope of this effort and has the capability to complete all required tasks of the Statement of Work (SOW)." If a prospective software contractor has to meet all the required tasks, then this will drastically limit best-of-breed solutions. Would the Government instead allow vendors to indicate which requirements they meet and award potential best-of-breed solutions to be part of the financial management modernization effort versus excluding vendors from an award? Some EFSI may have approaches to delivering an integrated solution to DHS of best-of-breed solutions, which this instruction to offerors would prohibit.

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55. EFiMS Request for Proposal

2. REQUIRED

COMPONENTS OF EACH

VOLUME:

Factor 1: Experience

Offerors shall demonstrate that the software proposed has been implemented in an agency similar to DHS, i.e., the agency has a federated (i.e., an agency that has units or components with some level of autonomy) environment and that it is a FAR based and/or CFO Act agency.

99 Does the Government want to exclude applicable experience with other Governments (e.g., State-level or Foreign governments) examples? Are applicable commercial experiences excluded?

Government Response: Vendors must be able to demonstrate that the software proposed has been implemented in an agency similar to DHS, i.e., the agency has a federated (i.e., an agency that has units or components with some level of autonomy) environment and that it is a FAR based and/or CFO Act agency.

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56. EFiMS Request for Proposal

2. REQUIRED

COMPONENTS OF EACH

VOLUME:

Factor 2: Functional Capability

Offerors shall demonstrate that the software is capable of allowing the government to move to a Software-as-a- Service (SaaS) offering and capable of obtaining a DHS Authority to Operate (ATO) within the applicable environment (cloud or DHS data center).

100 Previously, the EFIMS Request for Proposal stated that the software had to be hosted in a DHS Data Center. In this instruction to Offerors, it gives the option to vendors. Please clarify if vendors have the option of hosting in the cloud and not in a DHS Data Center.

Government Response: Please see the response to question number 50. All software must be located in a DHS consolidated data center unless a waiver is approved by the DHS CIO. For COTS software, DHS will determine the appropriate hosting location. Hosting is within scope for SaaS.

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57. EFiMS Request for Proposal

L.10 Background and Submission Requirements

2. REQUIRED COMPONENTS

OF EACH VOLUME:

Factor 6: Price Proposal (Attachment J-2 Pricing Structure)

Offerors shall complete Attachment J-2, EFiMS Pricing Structure, including all applicable worksheets within the Attachment. Offerors must complete at least one or both of the COTS tabs (Tab 2 - COTS Perpetual, Tab 3 - COTS Subscription) based upon the COTS licenses proposed to the Government. Tabs 4 (SaaS), 5 (Services), and 7 (Pricing Scenario) must all be completed.

Vendors shall list their commercial rate and the discounted rate being proposed for each software area being proposed (Financial, Procurement, and Asset Management). Under the Services Tab 5 in the spreadsheet, the contractor shall propose fully-burdened Government rates for work performed at Government site and fully-burdened Contractor site rates for work performed at Contractor site.

104 Are offerors penalized if they do not propose any Services on Tab 5 of Attachment J-2?

Government Response: The scope of EFiMS includes professional services to include Tier 4 consultative services support to address software issues. These requirements are outlined in section 5.8 of the SOW and captured in the Requirements Matrix (Attachment J-3).

Offerors will be evaluated based on the ability to meet this requirement.

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Para(s) Page Question

58. EFiMS Request for Proposal

2. REQUIRED COMPONENTS

OF EACH VOLUME:

Factor 6: Price Proposal (Attachment J-2 Pricing Structure)

Offerors shall complete Attachment J-2, EFiMS Pricing Structure, including all applicable worksheets within the Attachment. Offerors must complete at least one or both of the COTS tabs (Tab 2 - COTS Perpetual, Tab 3 - COTS Subscription) based upon the COTS licenses proposed to the Government. Tabs 4 (SaaS), 5 (Services), and 7 (Pricing Scenario) must all be completed.

Vendors shall list their commercial rate and the discounted rate being proposed for each software area being proposed (Financial, Procurement, and Asset Management). Under the Services Tab 5 in the spreadsheet, the contractor shall propose fully-burdened Government rates for work performed at Government site and fully-burdened Contractor site rates for work performed at Contractor site.

104 If the Offeror is proposing solely SaaS based solutions, do we still need to complete COTS tabs (Tabs 2 - COTS Perpetual or Tab 3 - COTS Subscription)? Please clarify the instructions on what an offeror needs to complete if there solution is completely SaaS-based.

Government Response: A SaaS only proposal does not comply with the requirements under the SOW.

DHS seeks COTS software with the ability to move to SaaS. DHS anticipates that the initial orders under this IDIQ contract will be for COTS. At the time of the IDIQ award, vendors must meet the SaaS requirements outlined in Section 5.2.2 of the SOW.

At the Component ordering level, vendors must meet all of the requirements under the SOW. In addition, Factor 6 instructions in Section L of the RFP states, “Offerors must complete at least one or both of the COTS tabs…”

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Para(s) Page Question

59. EFiMS Request for Proposal

Factor 6: Price Proposal (Attachment J-2 Pricing Structure)

Offerors shall complete Attachment J-2, EFiMS Pricing Structure, including all applicable worksheets within the Attachment.