ERP PPS RFI.docx

Request for Information (RFI) for ERP Execution

This Request for Information (RFI) is issued to support market research in identifying sources capable of providing the system capabilities and requirements detailed in accordance with the Procurement for Public Sector (PPS) Draft Performance Work Statement (PWS). This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI marked Proprietary will be handled accordingly.

Responses to the RFI will not be returned. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. A response to this RFI is necessary to assist the Government in determining the potential levels of interest, adequate competition, market maturity, and technical capabilities within the Large and Small Business Communities to provide the required capabilities.

The Government does not intend to award a contract on the basis of this RFI or reimburse any costs associated with the preparation of responses to this RFI.

Description DLA’s Enterprise Resource Planning (ERP) program is an integrated platform primarily based on SAP software with supplemental Non-SAP applications to form a cohesive business environment with multiple integrations and customizations that enable DLA to establish end-to-end processes to fulfill logistics and financial reporting requirements, streamline and use data sources effectively, reduce inefficient or non-value added operations, and audit its resources so that it can monitor and make decisions about how the resources are allocated and utilized for the benefit of the warfighter and the US taxpayer.

In support of a lifecycle technical refresh of DLA ERP to better align DLA processes with industry standards and simplify computing and sustainment requirements, DLA is in the process of upgrading the existing ERP environment to the S/4 High Performance Analytics Appliance (HANA) Cloud, with an estimated completion of February 2026. As we upgrade to the new version, we will de-customize the solution to take advantage of the S/4 HANA standard capability to the maximum extent possible.

The DLA is responsible for contracting, purchasing, storing, and distributing most of the consumable, expendable, and repairable items for DoD and currently uses Supplier Relationship Management (SRM) application. DLA issues on average 2000+ Request For Quote (RFQ) type solicitations daily, with a large percentage of automated solicitation generation. Additionally, DLA issues on average 130,000+ purchase orders and delivery orders monthly, with approximately 90% automated awards. Automated awards include delivery orders issued against long term contracts as well as fully automated purchase orders under SAT (Simplified Acquisition Threshold). SRM provides real time warrant checks and signature application (not DocuSign) for all awards, including automated ones. SRM's highly automated processing allows DLA to issue orders around the clock, 365 days a year.

DLA also utilizes the DLA Internet Bid Board System (DIBBS). Originally fielded in 2000, DIBBS is a web-based application that provides the capability to search for, view, and submit secure quotes on Requests for Quotations (RFQ) for DLA items of supply. It allows users to search and view Request for Proposals (RFP), Invitation for Bid (IFB), Awards, and other procurement information related to DLA. An interface was established between DIBBS and DLA’s Enterprise Business System (EBS) in 2004 and between DIBBS and Supplier Relationship Management (SRM) in 2010. DIBBS now serves as one part of a larger DLA eProcurement System architecture that has aged and is no longer meeting customer expectations.

It is DLA’s intent to implement SAP Ariba Sourcing and Procurement for Public Sector in SAP S/4HANA Cloud Private Edition 2025, SAP Ariba Direct Materials Sourcing for Auto & Industrial Manufacturing, in S/4HANA Cloud, SAP Ariba Supplier Quotation and price renegotiation in SAP S/4HANA Cloud /SLP, SAP S/4HANA Cloud for Enterprise Contract Management, SAP Signature Management by DocuSign, basic edition for spend management, Icertis Contract Intelligence, and Opentext Extended ECM for Gov henceforth referred to as SAP PPS and Bulk Fuels Management (BFM) 4.0 for go-live in October 2027 with an estimated 18-month implementation plan. Attachment 1 depicts the current configuration of the implementation.

It is DLA’s intent to also implement an SAP Ariba/PPS solution as a replacement for DIBBS prior to October 2026 and interfaced with the current SRM solution. The solution must be ICAM compliant upon implementation. The DIBBS solution will then transition to the SAP PPS solution prior to the decommissioning of SRM.

Objective The purpose of this RFI is to elicit information in support of DLA’s ERP Transformation effort to determine if the market has sufficient expertise in S/4 HANA and SAP’s Next Generation Procurement for Public Sector and SAP Ariba to perform some or all the requirements defined in the attached PWS.

DLA is well underway with the ERP Transformation effort and has completed many critical steps already. Thus far DLA has successfully migrated from the DISA infrastructure to the IL4 NS2 Gov Cloud, has completed two Business Transformation Studies (BTS), has completed 27 Business Process Re-engineering (BPRs) in preparation for the upgrade from Suite 7 to S/4 HANA to standardize where possible. DLA has also conducted 21 out of 24 Procurement Process Reviews to standardize where possible. These requirements inclusive in the attached PWS for this RFI will utilize the Product Release Roadmap(s) (PRRs) delivered from previous task orders to upgrade and standardized where possible on the SAP S/4 HANA Next Generation PPS solution by October 1,2027.

There are several task areas in this PWS that DLA has defined as requirements to successfully achieve the upgrade from SAP SRM to Next Generation PPS by October 1, 2027. The Period of Performance for this Task Order is anticipated to begin September 1, 2024, with a 1-year Base and 4 additional 1-year Options. A listing and high-level objective is defined below:

Task 1: Program Management and Administration Services

· Standard Program Management reporting through the duration of the entire Task Order Task 2: Environment Build and Transition

· There are environment build & technical setup activities that must be accomplished to successfully upgrade to the S/4 HANA 2025 and implement SAP PPS and BFM 4.0.

· This task is also inclusive of Post Convergence activities/Hypercare for 45 days after each incremental rollout of SAP PPS and BFM.

Task 3: Execution

· This task is the execution of the ERP migration from S/4 HANA 2023 to 2025 to include SPA PPS and BRM 4.0 Task 4: Testing, Evaluation, and Documentation

· This task covers the testing, evaluation, and documentation required through the duration of this task order.

Task 5: DIBBS Modernization

· This task is for the modernization efforts of DIBBS.

Task 6: (Optional) Human Performance

· This is an Optional Task for Human Performance Activities, in the event that DLA has a need to exercise.

Place of Performance The primary place of performance will be at the contractor’s place of performance and/or Off-Site. Personnel shall be available to periodically support meetings at the below locations. The estimated percentage of dedicated support per location is as follows:

1. Ft. Belvoir, VA = 20%

2. New Cumberland, PA = 20%

3. Battle Creek, MI = 20%

4. Philadelphia, PA = 10%

5. Columbus, OH = 20%

6. Richmond, VA = 10% System Capabilities and Requirements

· See Draft PWS Interface Requirements

· See Draft PWS Hosting

· PPS and DIBBS SAP Hosting requirements will be covered under the EBS Hosting Contract Technical Requirements

· See Draft PWS Functional Requirements

· See Draft PWS

RFI Response Assessment Information provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Specific plans will be communicated at a later date.

To assist the contracting office in making a determination regarding the level of participation by small business in any subsequent procurement that may result from this RFI, you are encouraged to provide information regarding your plans to use joint venturing (JV), partnering or consortiums to meet each of the requirement areas contained herein. You should provide information on how you would envision your company's areas of expertise and those of any proposed JV/partnering/consortium would be combined to meet the specific requirements contained in this RFI. You are encouraged to provide a response detailing which of the specific requirements you can meet even if you cannot complete all the tasks.

Response Instructions RFI responses must conform to the format below and provide the following information.

When answering questions 1 through 8, please respond in essay form.

· Section 1 - Cover Letter. The cover letter must include the following information:

· Company name

· Company business size with socioeconomic classification based on North American Industry Classification Code.

· Company point of contact and contact information (name, address, phone number, email address, and fax number)

· Date submitted.

If more than one solution is proposed from a team of providers, all company information should be presented (name, size, etc.).

Section 2 - Market Research Questions. The purpose of this section is to obtain information that will assist in making a decision on whether any solutions are available in the market to satisfy the requirements and objectives; assessing if there is any additional information industry requires to better understand the requirement and determining a ROM pricing estimate.

1. Has your company been involved in the NexGen SAP Procurement for Public Sector (PPS) i.e. Ariba PPS? If yes, provide a summary of your knowledge and involvement.

2. Will SAP DMLT Services or other direct SAP resources be required for the implementation of PPS?

a. If yes, has your company formed a subcontracting agreement with sap in the past? Does your company have the ability to partner with Sap through a subcontracting agreement on this requirement? If so, please explain the partnering arrangement

3. Based on the high-level requirements in the PWS for DIBBS modernization, what SAP solution would you propose? Please provide a summary of the proposed SAP capability.

a. Is the proposed capability on the SAP FEDRAMP Roadmap? Is so what is the proposed date when it be FedRamp IL4 compliant?

b. Is there value in modernizing DIBBs with SRM and then move to PPS once deployed? Please explain why or why not. What are the risks and costs?

c. What would be your recommended deployment schedule of the DIBBS Modernization solution given the deployment schedule for PPS.

d. In reviewing all Sub-Tasks within Task 5, is Sub-Task 1 – DIBBS Modernization Analysis, needed to provide a realistic level of effort for the remaining Sub-Tasks?

4. As written, does your company clearly understand the scope of work defined in the Draft PWS? Are there any areas that DLA should define better allowing your company to provide a more complete response?

5. Of the 6 Task Areas, how many of those can your company successfully provide and complete, please provide a detailed response as to why you believe your company may or may not be able to achieve each task area.

6.

· Risk. What are the five major risks associated with using your proposed solution to meet the requirements?

· What are the major labor categories you would leverage to complete the requirements of this PWS and which contract vehicle is your preferred method to access these services. Explain why you made your selections and how it contributes to the success of the program.

Response Instructions

Responses to this RFI must total no more than 30 pages double-sided, with text no smaller than 10 point; however, text included in graphics, tables, and figures can be no smaller than 9 point. The cover page, cover letter, table of contents, and the rough order of magnitude (ROM) table are not included in the total page count. Any material submitted in excess of the 30-page limit and the page limitation exclusions will not be considered. The submissions must be in sufficient detail and clarity to provide the information needed to assess your company’s ability to provide a solution.

Email your company capabilities in response to this RFI to Irv Farmer and Kevin Buckman.

RFI response must be submitted no later than January 17, 2025 at 12:00PM EST.

Primary Point of Contact

Irvin Farmer III

Irvin.Farmer2@dla.mil

(215)–737-2876

Secondary Point of Contact

Kevin Buckman

Kevin.Buckman@dla.mil

(215)–737-4220

Contracting Office Address

DLA Contracting Support Office (DCSO-F) 8725 John J. Kingman Road Fort Belvoir, VA 22060 United States

ATTACHMENT A

Rough Order of Magnitude (ROM) Pricing Please submit a ROM cost estimate. The ROM estimate will help the Government determine the potential cost of acquiring and maintaining a solution over its life cycle. Please use the pricing template at the end of this attachment to submit the estimate.

Vendors should use the following ground rules and assumptions to develop their ROM cost estimates.

· Cost period. Provide ROM pricing for a 5-year period including annual inflation.

· Current-year dollars. Express costs in the value of the year in which a cost is expected to occur, including the effects of inflation.

· Inflation. Apply inflation using the appropriate annual inflation factor, where applicable.

· Cost elements. Break out cost elements separately between the Task Areas per year.

· Scope. Provide ROM pricing to migrate the DLA ERP from S/4 HANA 2023 to 2025 with PPS and BFM 4.0 inclusive of DIBBS. Separately on the second spreadsheet provide a ROM for Licensing, Hosting & Managed Services for S/4 HANA Licensing with PPS and BFM 4.0 as well as DIBBS modernization

· Key milestone schedules. Provide a statement on feasibility of adhering to this milestone schedule for your solution. Assume the following schedule for pricing purposes only:

· Contract award Anticipated on September 1, 2025

· ERP S/4 HANA 2025

with PPS and BFM 4.0 Go-Live October 1, 2027

· Basis of estimate. List general ground rules and assumptions used to generate the ROM estimate for each cost element in a basis of estimate. Provide the details used to price each cost element explaining how costs were derived, including the assumptions made, cost factors, quantities, hours, and calculations used to estimate costs.

· Cost elements.

· 1.0 Anticipated Task Areas

· 3.1 Task 1. Include costs for project management support using an agile methodology by participating in and providing input to the sprint planning, daily scrum and scrum of scrums, sprint reviews, project design reviews, sprint retrospectives and other associated project meetings for the Migration to Standard Execution.

· 3.2 Task 2. Include the cost to for the Environment Build and Technical Setup for S/4 HANA 2025 with PPS and BFM 4.0 and hypercare.

· 3.3 Task 3. Include the cost to for Execution of the Product Release Roadmap that upgrades S/4 HANA to version 2025 and integrates PPS and BFM 4.0.

· 3.4 Task 4. Include costs for developmental and operating testing as well as for completing system documentation.

· 3.5 Task 5. Include the cost for modernizing DIBBS and integrating it into the PPS suite.

· 3.6 Task 6. Include the cost for the ERP Human Performance Efforts.

· Cost template revisions. Add cost elements or adjust the price template where applicable to appropriately price the proposed solution.

· ROM cost risk. Identify at least three significant cost risk factors that could potentially increase (drive up) the cost of the projected ROM estimate submitted. Also indicate the risk rating (high, medium, or low) for each cost risk and the expected percentage increase in total cost if the risk occurs.

image1.emf

Microsoft_Excel_Worksheet.xlsx Sheet1

SAP PPS Task Order

Request for Information

Rough Order of Magnitude Cost Estimate Integration

Date: enter date here

OWNERSHIP COST ELEMENTS Sep 1, 2025 - Aug 31, 2026 Sep 1, 2026 - Aug 31, 2027 Sep 1, 2027 - Aug 31, 2028 Sep 1, 2028 - Aug 31, 2029 Sep 1, 2029 - Aug 31, 2030 Total

TASK 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 2 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 3 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 4 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 5 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Task 6 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Sheet2

Sheet3 image2.emf

Microsoft_Excel_Worksheet1.xlsx Sheet1

SAP PPS Task Order

Request for Information

Rough Order of Magnitude Cost Estimate Integration Hosting, Licensing & Managed Services

Date: enter date here

OWNERSHIP COST ELEMENTS Sep 1, 2025 - Aug 31, 2026 Sep 1, 2026 - Aug 31, 2027 Sep 1, 2027 - Aug 31, 2028 Sep 1, 2028 - Aug 31, 2029 Sep 1, 2029 - Aug 31, 2030 Total

TASK 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 2 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 3 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 4 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

TASK 5 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Task 6 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Sheet2

Sheet3