RFI Questions_HE125425RSAF.docx
DOCX document 18 KB Posted
- Attached to
- DoDEA Student Activity Funds Accounting Solution
- Solicitation number
- HE1254-25-R-SAF
- Issued by
-
Department of Defense Education Activity
About this file
This is a Q&A document containing 18 questions and answers related to a DoDEA Student Activity Funds (SAF) accounting solution RFI. The questions clarify requirements for a cloud-based accounting system that will manage student activity funds across 64 DoDEA schools.
Key details include: USD is the accounting currency but the system must handle multiple currencies (Euro, Yen, Won, Pound); schools process approximately 500+ outgoing payments and 300-400+ incoming receipts annually; each school maintains its own individual bank account with payments managed at the school level; the system must meet FedRAMP Level 2 standards with potential for waivers; and there will be one core user (bookkeeper) per school. Additional capabilities being explored include on-site check printing, billing/receivables functionality, and purchase order support, which vendors should price separately. The system must handle both cash and check payments, require named customer recording, and support electronic bank statements for each school.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| HE1254-25-R-SAF.docx | DOCX document |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
1. Is USD the accounting currency of record for DoDEA? Yes
2. Does the application need to account for currencies other than USD, Euro, Yen, Won, and Pound? Yes
3. Are there any special requirements around the management of exchange rates? No, the original amount will remain the same as entered on the day of the transaction. There is no expectation to monitor the fluctuation of foreign exchange rates.
4. Does the application need to support multiple payment methods (e.g., electronic, check, wire)? Yes
5. Will schools need the ability to print checks onsite? This capability is an area our agency is exploring. Please provide additional information on this capability in the techincal capability statement. For the price estimate please identify this capability as a separate line item if it is an additional cost.
6. Will schools need the ability to outsource check printing? No
7. How many bank accounts will the application need to support? Our agency does not have a centralize bank account. Each school has its own individual bank account.
8. Will the issuance of payments to vendors be managed centrally, or will this be done at the school level? School level
9. Approximately how many outgoing payments does a school issue each year? 500+ outgoing payments
10. Approximately how many incoming payments does a school receive each year? 300-400+ incoming receipts.
11. Will DoDEA receive electronic bank statements from the respective financial institutions? Yes, each individual school
12. How do individuals/customers submit payments? Cash and checks
13. Do receipts need to be recorded by a named customer? Yes
14. Are there any billing or receivables requirements? This capability is an area our agency is exploring. Please provide additional information on this capability in the techincal capability statement. For the price estimate please identify this capability as a separate line item if it is an additional cost.
15. Does the application need to issue or support Purchase Orders? This capability is an area our agency is exploring. Please provide additional information on this capability in the techincal capability statement. For the price estimate please identify this capability as a separate line item if it is an additional cost.
16. Does the application need to support budgetary control? No
17. Can you confirm with your cybersecurity team whether DoDEA requires DoD IL4 or FedRAMP authorization? Be able to meet Federal Risk and Authorization Management Program (FedRAMP) Level 2 standards for all proposed software/digital resources and ensure that any third-party resources that are part of its proposed solution also meet the FedRAMP Level 2 standard. For more information on FedRAMP, see the following URL: www.fedramp.gov. Participate, if required, in interviews and deep system architecture inspections.
Per DoD policy for cloud-based services, DoDEA conducts a supplemental series of validations, which closely mirror the FedRAMP Internet Cloud vetting processes. Contractor participation/ cooperation is normally required to complete this process.
On a case-by-case basis, DoDEA may honor requests to waive the FedRAMP Level 2 requirement.
18. We see that there will be 2-3 people per school who will need access. How many of those users will be core users, and how many will just need access to reporting? This will help us to generate the most cost effective budgetary estimates. 1 core user (Bookkeeper)
File details come from the government source that posted it. Updated .