ATTACHMENT_1_QUESTIONSANSWERS_about_FA56LNHPP-SS_DEVELOPMENT_OF_LN_HOSTED_PAYROLL_PROGRAM_AVIANO_AFB.pdf

QUESTIONS&ANSWERS about FA5682-LNHPP-SS DEVELOPMENT OF LN HOSTED PAYROLL PROGRAM AVIANO AFB:

1. WITH REFERENCE TO THE DOCUMENT” DRAFT-CIVILIAN PAYROLL SOFTWARE PROJECTED STATEMENT OF

WORK UPDATED 31 AUGUST 2015”, COULD YOU PLEASE PROVIDE US WITH THE EXACT NUMBER OF THE

LOCAL NATIONAL EMPLOYEES?

564 as of today.

2. WITH REFERENCE TO THE SENTENCE “LOAD ALL EXISTING HISTORICAL DATA PROVIDED UP TO DATE OF FINAL ACCEPTANCE IN ORDER TO ENSURE THE PROGRAM IS REDAY FOR USE BY THE OPERATORS FOR DAILY OPERATIONS” (SOO PART 2.SCOPE a.), HOW MANY YEARS OF HISTORICAL DATA ARE YOU TALKING

ABOUT?

At a minimum we would require the vendor to upload current employee and accounting information from 1 January 2015. We require at least data from 2014 and 2015, at a maximum we require data back to 1998.

3. WITH REFERENCE TO THE SENTENCE” CORRECT ALL INITIAL DEFICIENCES (SOO PART 2.SCOPE b.), WHAT

DO YOU MEAN WITH “CORRECT INITIAL DEFICIENCES”? COULD YOU PLEASE EXPLAIN AND SPECIFY WHETHER THE CORRELATION OF TABULAR AND CODING DATA MUST BE DONE BY US OR WE HAVE ONLY TO PROVIDE YOU WITH THE INFORMATION NECESSARY TO EXPLAIN WHAT WILL BE FIXED AND RECODED?

The vendor will correct any and all system deficiencies/glitches prior to turning over the system to the wing.

The vendor will be required to make the updates in regards to the tabular and coding data as needed.

4. WITH REFERENCE TO THE SENTENCE “ THE CONTRACTOR WILL COMPLY WITH AFI 33-332, AIR FORCE PRIVACY AND CIVIL LIBERTIES PROGRAM, PARA 1.12.3,52.224-1, PRIVACY ACT NOTIFICATION; AND 52.224-2, PRIVACY ACT AS REQUIRED BY FEDERAL ACQUISITION REGULATION (FAR)”, (SOO PART 3 TRAINING), COULD YOU PLAESE PROVIDE US WITH THE ONLINE WEBSITE LINK TO THE MENTIONED

LEGISLATION?

1.1.2.3. PII maintained in a SOR accessed or handled by contractors. Contractors required to access or handle PII on behalf of the Air Force, will follow this Instruction. Organizations with contractors that access and handle PII will coordinate with contracting officials to ensure that contracts contain the proper Privacy Act clauses: 52.224-1, Privacy Act Notification; and 52.224-2, Privacy Act as required by the Federal Acquisition Regulation (FAR) (see FAR website at: http://www.acquisition.gov/far/) Contracting Officers should also require non-disclosure agreements for contractors who will have access to sensitive PII. (T-0)

1.1.2.3.1. Contracts will be reviewed annually by the Contracting Office Representative (COR) to ensure compliance with this Instruction. (T-0)

1.1.2.3.2. Disclosure of PII maintained in a SOR to contractors for use in the performance of an Air Force contract is considered an official use disclosure within the agency under exception (b)(1) of the Privacy Act and protected as an inter/intra Agency disclosure per Freedom of Information Act (FOIA) exemption (b)(5).

5. WITH REFERENCE TO THE SENTENCE”PHASE I, 30 CALENDAR DAYS AFTER CONTRACT AWARD:DELIVERY OF HOSTED PAYROLL PROGRAM, ACCESS TO PAYROLL PROGRAM, DEBUG ACCESS RESTRICTIONS, IF ANY, FAMILIARIZATION WITH U.S. GOVERNMENT PAYROLL PROCEDURESPROCEDURES; PRINTING OF BLANK FORMS”(SOO PART 3 TRAINING a.), WHAT DO YOU MEAN WITH THE SENTENCE “FAMILIARIZATION WITH U.S. GOVERNMENT PAYROLL PROCEDURES”? DO YOU NEED REPORTS AND/OR PRINTOUT IN ORDER TO

CHECK IF THE PROCEDURE IS CORRECT AND CONSEQUENTLY OBTAIN AN AUTHORIZATION FROM THE U.S.

GOVERNMENT?

The vendor should have a basic understanding of the payroll procedures required by the U.S.

Government, to include the accounting procedures and requirements.

Yes, we will require validation to confirm that the system is providing accurate accounting information that meet the U.S. Government General Accounting procedures. No official authorization from the U.S Government is required, written confirmation of accuracy will be provided by the 31 CPTS Civilian Pay Office.

6. WITH REFERENCE TO THE SENTENCE “PHASE IV, 90 CALENDAR DAYS AFTER CONTRACT AWARD: DELIVERY OF FULLY FUNCTIONING HOSTED PAYROLL PROGRAM FOR INSTALLATION DISSEMINATION”(SOO PART 3 TRAINING d), WHAT DO YOU MEAN WITH “INSTALLATION DISSEMINATION”?

The system must be active with all installation users to include, employees, timekeepers, supervisors, and Civilian Pay Office employees.

7. WITH REFERENCE TO THE SENTENCE “ELECTRONIC TIMECARD MODULE ACCESSIBLE TO LOCAL NATIONAL EMPLOYEES, U.S. GOVERNMENT AND LOCAL NATIONAL SUPERVISORS AND TIME KEEPERS.TIMECARDS WILL BE ACCESSED THROUGH A URL ON A U.S. GOVERNMENT COMPUTER” (SOO PART 5 PROGRAM REQUIREMENTS a.), WITH REFERENCE TO THIS SENTENCE, DO YOU MEAN “TO ACCESS THE SYSTEM

THROUGH THE URL?”

Yes, access to the system through the URL.

8. WITH REFERENCE TO THE SENTENCE ”PRINTED PRODUCTS: THE PROGRAM SHALL ALLOW THE SELECTION

OF A PRINTER AS WELL AS A PRODUCT OR PORTION OF PRODUCT SELECTED FOR PRINTING BY

OPERATORS. THE LOCAL NATIONAL EMPLOYEES MUST BE GRANTED THE POSSIBILITY TO DOWNLOAD AND PRINT DIRECTLY FROM THE PROGRAM, SPECIFICALLY THEIR LEAVE AND EARNING STATEMENTS AND THEIR TAX REPORT (CERTIFICAZIONE UNICA)(SOO PART 5 PROGRAM REQUIREMENTS o). WHAT DO YOU MEAN WHEN YOU TALK ABOUT “LEAVE STATEMENT? DO YOU MEAN “RESIGNATION LETTER”? IS IT A

BLANK FORM OR A REPORT PRE-FILLED WITH EMPLOYEES’ DATA?

Leave and Earning Statement, a pay statement/payslip that includes all pay and allowances for the month, deductions, taxes, leave, etc… This is a form auto-filled with the employee data.

9. WITH REFERENCE TO THE SENTENCE “THE CONTRACTOR SHALL ENSURE THE PAYROLL PROGRAM HAS THE

CAPABILITY TO CONVERT DATA FROM EUROS TO DOLLARS, IN ACCORDANCE WITH THE U.S.

GOVERNMENT ACCOUNTING REQUIREMENTS, SPECIFICALLY THE DESIGNATED EXCHANGE RATES

IDENTIFIED BY THE 31ST FIGTHER WING”, (SOO PART 5 PROGRAM REQUIREMENTS, q), DO YOU REQUIRE THE ENTIRE SYSTEM TO BE ABLE TO USE THE DOUBLE CURRENCY OR ONLY A SYSTEM IN WHICH YOU USE

THE DOUBLE CURRENCY FOR THE ACCOUNTING REPORTS?

A system in which we use double accounting for our accounting reports.

10. WITH REFERENCE TO THE SENTENCE “THE CONTRACTOR SHALL ENSURE EACH PAY ELEMENT IS

IDENTIFIED WITH 3 ALPHANUMERICAL CODES IN ACCORDANCE WITH THE U.S. GOVERNMENT

ACCOUNTING REQUIREMENTS (P123456, F123456,D123456).SPECIFIC GUIDANCE WILL BE PROVIDED TO

THE CONTRACTOR BY THE 31ST FIGHTER WING” (SOO PART 5 PROGRAM REQUIREMENTS, s), COULD YOU

PLEASE PROVIDE US WITH MORE INFORMATION ABOUT THESE ALPHANUMERICAL CODES?

http://www.defensetravel.dod.mil/Docs/Training/DTA_App_R.pdf

Appendix R: Lines of Accounting (LOA) Formats by Service/Agency

R.1 Air Force LOA Format (GAFS)—AF 2, 9/29/2003

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

ACCT 1 ADSN ^

ACCT 2 DEPT ^ TA ^ FY ^ APPR ^ SL ^

ACCT 3 FC ^ PY ^

ACCT 4 OAC ^ OBAN ^ RC/CC ^ BA ^

ACCT 5 BPAC ^ CDC ^ CC ^ Line# ^

ACCT 6 EEIC/SRAN ^ SC ^ SMC/CSN ^

ACCT 7 ADSN ^ ESP ^

ACCT 8 FM ^ PEC ^

ACCT 9 IBOP ^

ACCT 10 JON ^ Obj-Class ^ COC ^

Appendix R: Lines of Accounting (LOA) Formats by Service/Agency

Air Force LOA Example

This is an example of an Air Force LOA. It is designed to aid in the translation from the traditional account-ing format to the DTS 10X20 format. Both formats are provided below.

Air Force Traditional Format:

EEIC CSN

57 3 3600 293 78 88 6DLCA0 409 _DLLD3 667100

EEIC SMC

57 3 3600 293 78 88 695003 409 JA5890 667100

SRAN

97 X 4930FC0C 6C 78 88 40947 F04000 667100

57 4 3400 304 78 88 04 211300 409 667100 1Z 51A40001

ACCT Field Name

1, 7 Accounting and Disbursing Station Number (ADSN): A six-position numeric code that identifies the Activity that is responsible for performing the official accounting and reporting for the funds.

2 Appropriation Symbol (APPR SYM): A four-position numeric code that identifies the type of funds being used.

4 Budget Authority (BA): A two-position alphanumeric code that identifies the aggregate of mission oriented and support programs, resources and cost data included in the DOD Five- Year Defense Program.

http://www.defensetravel.dod.mil/Docs/Training/DTA_App_R.pdf

5 Budget Program Activity Code (BPAC): A six-position alphanumeric code established for a classification below appropriation level to identify major budget programs and activities. It is applicable to Air Force procurement and RDT&E appropriations.

2 Department Code (Dept): A two-position code that identifies the military department or government entity receiving the appropriation.

6 Element of Expense/Investment Code (EEIC)/Stock Record Account Number (SRAN): A six-position alphanumeric code consisting of two parts: a three-position account code followed by a two-position sub account code to provide a further breakdown. The codes are designed for use in budget preparations and accounting systems to identify the nature of services and item acquired for immediate consumption (expense) or capitalization (investment). EEICs are used as part of the Air Force accounting classification in accounting for commitment, obligation, disbursement, collection and international balance of payment transactions. This filed is also used for the Stock record Account Number (SRAN).

7 Emergency and Special Program Code (ESP): A two-position alphanumeric code used to provide separate accounting and reporting for cost incurred during an emergency or in support of a special program. ESP codes are assigned by HQ USAF, Major Commands (MAJCOMs), or bases. The first position is assigned by the user and may be either an alpha or numeric character. The second position is always an alpha character and is assigned as follows: (A-G) HQ USAF; (H-W) MAJCOM; or (X-Z) base.

2 Fiscal Year (FY): A one-position alphanumeric code that designates the year funds are available for obligation.

5 Foreign Military Sales (FMS) Case Designator Code (CDC): A three-position alphanumeric code in a FMS contractual sales agreement between the U.S. and foreign country or interna-tional organization documented by a DD Form 1513 or a Letter of Offer and Acceptance. An FMS case identifier is assigned for the purpose of identification, accounting and data processing for each offer.

5 FMS Country Code (CC): A two-position alphanumeric code identifying a country or interna-tional organizational code for transactions pertaining to Foreign Military Sales (FMS); Interna-tional Military Education and Training (IMET); and Foreign Military Financing. Country codes also are used to develop the International Balance of Payment (IBOP) code. The country codes used for IBOP are based on the Federal Information Processing Standards (FIPS) publications issued by the National Bureau of Standards (NBS). The FMS, IMET and FMF codes are developed by the Defense Security Assistance Agency (DSAA) and published in the Security Assistance Management Manual, DOD 5105.38-M (SAMM).

5 FMS Line# (Line#): A three-position alphanumeric code that identifies a detail line item on the Letter of Offer and Acceptance.

3 Fund Code (FC): A two-position code established for each Air Force appropriation, DOD fund allowed to Air Force and military assistance appropriations transferred to Air Force. These codes facilitate computer processing and are an element of the allotment code.

9 International Balance of Payments (IBOP): A three-position code identifying a country for transactions pertaining to International Balance of Payments. The country codes used for IBOP are based on the Federal Information Processing Standards (FIPS) publications issued by the National Bureau of Standards (NBS).

10 Job Order Number (JON): A twelve-position alphanumeric code used to identify the job order number or work order number. The JON identifies the individual MIPR, NASA order, job order, etc., which will be billed for charges incurred. The work order number is a six-position number assigned by Base Civil Engineering Office.

4 Operating Agency Code (OAC): A two-position alphanumeric code for a major high-level organizational unit within the Air Force to which HQ USAF allocates funds.

4 Operating Budget Account Number/(OBAN): A two-position code synonymous with allotment serial number assigned by the operating agencies (MAJCOMs, POAs) to identify specific funding points.

3 Program Year (PY): A one-position numeric code required only for appropriations that never expire (FY X), yet require fiscal year accountability because of the language in the Appropri-ation Act. Relative to Fiscal Year.

4 Responsibility Center/Cost Center Codes (RC/CC): A six-position alphanumeric code identi-fying Air Force organizations, subordinate units, successive levels of responsibility, and their related cost accounts. Responsibility centers are the focal point of managerial control and represent a level of reporting for financial accountability. A cost center is a subordinate entity or unit of activity of an organization used for purposes of cost accumulation and distribution.

The cost account is subordinate to a cost center and is used to collect costs below organiza-tional entities; also cost accounts are identified to single parent command, DOD program element and functional category.

6 Sales Code (SC): A three-position alphanumeric sales code.

6 Systems Management Code/Control Serial Number (SMC/CSN): A six-position alphanu-meric code. This data can include various elements. Included can be the Cost Systems Indicator (CSI), Cost Descriptor (CD), Control Serial Number (CSN), or the Systems Management Code (SMC). If any of these elements are used in GAFS to build an address, they must be included in this field. CSI is in position 1, CD in position 2, CSN normally is position 2

- 5, SMC is normally positions 1 - 6.

2 Subhead/Limit (SL): A four-position code identifying the limitation or subhead to the U.S.

Treasury account number (basic symbol). The limitation is used to identify a subdivision of funds that restricts the amount or use of funds for a certain purpose or identifies sub-elements within the account for management purposes. On accounting documents, the limitation is preceded by a decimal point. If there is no limitation, leave these positions blank.

2 Transfer Agency (TF): A two-position alphanumeric code identifying the Government agency transferring appropriations and/or funds to the Department of Defense (department code 97) or one of the Services (department codes 17, 21 or 57). For example, an appropriation in which the Department of Defense is the receiving agency and the Executive Office of the President is the issuing agency would be cited as follows: 97-11 X 8242.GYO1.

See attached Financial Management Functional Area Training Guide, General Accounting and Finance System (On-Line Updates) (Interfaces) for additional U.S. Government

11. WITH REFERENCE TO THE SENTENCE “THE CONTRACTOR SHALL ENSURE THE SYSTEM OFFERS

SUPPORTING DOCUMENTATION UPLOAD CAPABILITY WITH THE TIMECARD MODULE.SUPPORTING

DOCUMENTATION MAY BE UPLOADED AND SAVED INDEFINITELY”(SOO PART 5 PROGRAM

REQUIREMENTS, u), WHAT TYPE OF DOCUMENTATION DO YOU MEAN WHEN YOU TALK ABOUT “DOCUMENTATION FOR THE UPLOAD”? DO YOU MEAN THAT THE DATA REGISTERED BY THE PAYROLL

SYSTEM SOFTWARE CAN BE CONSULTED INDEFINITELY OR DO YOU MEAN A DOCUMENT STORAGE

SYSTEM ALWAYS CONNECTED TO THE PAYROLL THAT ALLOWS INDEFINITE CONSULTATION OF THE

RECORDED DATA?

The employees will have the opportunity to upload supporting documentation to include overtime requests, leave requests, sick leave documentation etc… This will allow supervisors and timekeepers to view and review the documents electronically with the timecard versus relying on the manual documents.

We want the capability to go back and view the supporting documentation (i.e. PDF doc) is on file indefinitely with the specific timecard. The payroll software in itself should have the capability to indefinitely track and report pay, benefits, deductions, etc… But this is only specifically requesting for the capability to store/file supporting documents that affect the pay.

12. WITH REFERENCE TO THE SENTENCE “THE U.S. GOVERNMENT ‘S ITALIAN LOCAL NATIONAL PAYROLL WILL

BE SEPARATED INTO TWO MAJOR DIVISIONS WHICH MAY ONLY BE ACCESSED BY THE 31ST FIGTHER WING IDENTIFIED EMPLOYEES AND CODICE FISCALE IDENTIFIED FOR APPROPRIATED FUNDS AND NON- APPROPRIATED FUNDS”(SOO PART 7 PAYROLL PROCEDURE), COULD YOU PLEASE PROVIDE US WITH

MORE INFORMATION ABOUT APPROPRIATED FUNDS AND NON-APPROPRIATED FUNDS?

The billing will need to identify charges separately for Appropriated Fund and Non-Appropriated Fund employees. The initial contract establishment will be billed to the Appropriated Fund Line of Accounting. Monthly charges should be split by the type of employee, Appropriated vs. Non- Appropriated. The Appropriated and Non-Appropriated Funds will be identified to the contractor. The employees will be identified as Appropriated or Non-Appropriated.

Official Definitions:

Appropriated Funds

Within the federal government Appropriated Funds refer to moneys allocated by legislation passed by Congress and signed by the President. Appropriated Funds are usually specified in Congress’s yearly budget or continuing resolution. However, funds can be allocated in any bill passed by Congress. This money comes primarily from Federal Income Tax and other federal taxes. Appropriated Funds may only be used for the purpose they have been appropriated for.

Agencies can incur penalties and employees can face legal charges for misappropriating funds.

Non-Appropriated Funds

Non-Appropriated Funds refer to revenue earned by government departments, organizations or agencies by means other than taxation. For instance, the State Department charges for passports and then uses the earnings for other purposes. These funds are known as non-appropriated. Many government entities earn revenue and use those non-appropriated funds to pay for employee salaries and other expenses that are not explicitly authorized in Congress’s Budget. There is more leeway regarding how Non-Appropriated funds can be used.

13. WITH REFERENCE TO THE SENTENCE “ACCOUNTING DATA REPORTS: SEPARATE FOR EACH MAJOR

DIVISION, PLUS CONSOLIDATED CAPABILITY” (SOO PART 7 PAYROLL PROCEDURE d), WHAT DO YOU MEAN

WHEN YOU TALK ABOUT “CONSOLIDATED CAPABILITY”, COULD YOU PLEASE GIVE US MORE

INFORMATION?

For example, we require the capability to pull a report on an employee, we require the capability to pull a report for a set period for employees that filed for overtime, we require the capability to pull a report identifying employees that were on sick leave for a set period (1 week, 3 months, a year).

14. WITH REFERENCE TO THE SENTENCE “PRINTING OF LEAVE AND EARNING STATEMENT SUMMARY” (SOO PART 7 PAYROLL PROCEDURE, c7), DOES THE PAYROLL SYSTEM HAS TO BE ABLE TO PRINT THE PAYSLIP

SUMMARY OF EMPLOYEES, THE BASE PAYSLIP SUMMARY OR BOTH OF THEM?

The system must be able to print individual employee payslip summaries. The reports element must allow us to pull all base/installation pay data summaries.

15. WITH REFERENCE TO THE SENTENCE “ PRINT FORM WORK-RELATED STRESS “VALUTAZIONE STRESS

LAVORO CORRELATO”(SOO PART 7 PAYROLL PROCEDURE c7), IS IT POSSIBLE TO SEE A “WORK-RELATED

STRESS” BLANK FORM REPORT?

Attached is an example of the data included on a "Valutazione stress lavoro correlato". It does not need to be exactly as the one attached, as far as the Italian law requirements (DLgs 81/08) are met.

16. WITH REFERENCE TO THE SENTENCE “PRINT OF STATEMENT OF RESPONSIBILITY FOR BLOOD DONORS “MODELLO DI DICHIARAZIONE DI RESPONSABILITA’ PER I DONATORI DI SANGUE”(SOO PART 7 PAYROLL PROCEDURE c 26), COULD YOU PLEASE, GIVE US MORE DETAILS ABOUT THIS STATEMENT?

It is a self-certification through which you declare to have done a blood donation. The self-certification has a free format.

17. WITH REFERENCE TO THE SENTENCE “PRINT OF SALARIES FORM ALSO ON 1031 FORM “MODULO PER LA DICHIARAZIONE DELLE RETRIBUZIONI ANCHE SU MODELLO 1031” (SOO PART 7 PAYROLL PROCEDURE c

63), COULD YOU PLEASE GIVE US MORE DETAILS ABOUT THIS FORM?

It is the INAIL salaries declaration.

18. WITH REFERENCE TO THE SENTENCE “ PAYMENT ORDERS” (SOO PART 7 PAYROLL PROCEDURE c 130), WHAT DO YOU MEAN WITH “PAYMENT ORDERS”, DO YOU MEAN PAYMENT ORDERS MADE TOWARDS

BANKING INSTITUTIONS OR DO YOU MEAN PAYROLL PAYMENT AUTHORIZED BY THE HUMAN RESOURCE

MANAGER?

The "Payment orders" can be translated into Italian as "Distinte di pagamento".

These are detailed list which reports at least the following data :

- name of employee,

- bank account data (IBAN)

- LES amounts.

19. WITH REFERENCE TO THE DATUM “1092 REPORT”(SOO PART 7 PAYROLL PROCEDURES, d, ADMINISTRATION OF TABLE AND PARAMETERS, 1), WHAT DO YOU MEAN WITH “1092 REPORT”?

This is currently only required for one type of employee, DeCA (Defense Commissary Agency) employees. A total of 98 employees, and this may not be required in the future. If required, we can pull all the data from the data in the system in order to manually generate the report.