FEMA_Request_for_Information_Budget_Application_Software_.pdf

OCFO Field Based Operations Budgeting Application Software and Support

Services

Request for Information

FEMA OCFO Budgeting Application Software and Support Services

HSFE30-14-I-0036

March 12, 2014

REQUEST FOR INFORMATION (RFI) FEDERAL EMERGENCY MANAGEMENT

AGENCY (FEMA) BUDGETING APPLICATION SOFTWARE AND SUPPORT

SERVICES

The Department of Homeland Security (DHS), Federal Emergency Management Agency

(FEMA) Office of the Chief Financial Officer (OCFO) is seeking information and contractors’ capability for commercial web based budgeting applications that are presently available in the market as well as to obtain comments on the draft Statement of Work (SOW) FEMA plans on utilizing for procuring such a system along with support services Full details, including how to respond, can be found in the announcement.

FEMA’s annual appropriations reside in the Disaster Relief Fund (DRF). Executing FEMA’s mission requires solvency of the DRF. The accuracy of Disaster Relief projections is crucial in managing the DRF balance. The primary financial tool the Office of the Chief Financial Officer

(OCFO) Field Based Operations (FBO) uses for financial projections, management and reporting within the DRF is called the Spend Plan (SP). OCFO-FBO seeks information regarding a web based budgeting tool that can aggregate and manage the fiscal data in the

Spend Plans.

The applicable NAICS code is 541511, the SIC is 7371, and PSC is D302 The places of performance are the Washington DC Metro Area, the 48 Contiguous States, Alaska, Hawaii, and its US Territories. It is requested that interested firms submit a brief capabilities statement package (no more than 20 pages in length, single spaced, single sided, 12 point font minimum) to the contracting office demonstrating eligibility to meet DHS’s requirements.

SUBMISSION OF CAPABILITY PACKAGES: This documentation should address, at a minimum, the following:

Capability statements as well as detailed information regarding the commercial application available which explains how it meets the needs described in the draft SOW or how the SOW it could be easily modified to meet those needs. FEMA is soliciting feedback on this draft Statement of Work (SOW) at Attachment One to help finalize the

SOW that will be used in a potential procurement of a budgeting application.

Provide a company profile to include current number of employees, DUNS number, Cage code and a statement regarding current small business status (indicate whether Section

8(a), HUBZone or small disabled veteran owned); and service areas (cities and states)

Describe any technological options available through your organization as well as availability of current service support options.

Clearly delineate your organization’s availability and the services that can be provided

Business Type: based upon North American Industry Classification System (NAICS) code 541511 Computer Program or Software Development, Custom Services applicable to this acquisition, and FAR 52.219-14, Limitation of Subcontracting, the responder is to provide answers to the following questions:

To be considered for a Small Business set-aside, at least 50 % of the cost of contract performance incurred for personnel shall be expended for employees of the responder.

RESPONSE

Small Business? (FAR 19.102) □ YES □ NO

Small Disadvantaged small business? (FAR 19.304) □ YES □ NO

Service Disabled small business? (FAR 19.14) □ YES □ NO

8(a) small disadvantaged small business? (FAR 19.8) □ YES □ NO

HUBZone small business? (FAR 19.13) □ YES □ NO

Woman-Owned Small Business? (FAR 19.15) □ YES □ NO

Involved in a mentor and/or protégé program? (DFARS 219.71) □ YES □ NO

Do you have a GSA vehicle? If yes, provide the contract number.

THIS RFI IS NOT A REQUEST FOR PROPOSAL. This RFI is only intended for the

Government to identify sources that can provide the needed services to fulfill the Government’s requirement in order to keep up with the demands FEMA’s OCFO FBO fiscal data. DHS is seeking contracting alternatives and sources to provide professional services to meet these requirements. The information provided in this RFI is subject to change and is not binding to the

Government. The Government has not made a commitment to procure any of the RFI requirements discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.

The Government does not request any proprietary information be submitted, nor shall it be liable for any consequential damages for proprietary information. Any information submitted to the

RFI (e.g. capability statement) is subject to disclosure under the Freedom of Information Act, 5

USC 552 (a).

The last date to submit questions pertaining to this RFI will be 5:00 pm, Monday, March 17, 2014. Questions that have been received prior to this date will be submitted to the Program

Office and responses will be posted by 7:00PM EST on Wednesday March 19, 2014.

http://www.census.gov/cgi-bin/sssd/naics/naicsrch?chart=2012 http://www.naics.com/naicsfiles/Size_Standards_Table2013.pdf http://www.acquisition.gov/far/current/html/52_217_221.html http://www.acquisition.gov/far/current/html/Subpart%2019_1.html http://www.acquisition.gov/far/current/html/Subpart%2019_3.html http://www.acquisition.gov/far/current/html/Subpart%2019_14.html#wp1093836 http://www.acquisition.gov/far/current/html/Subpart%2019_8.html#wp1092796 http://www.acquisition.gov/far/current/html/Subpart%2019_13.html#wp1094801 http://www.acquisition.gov/far/current/html/Subpart%2019_15.html#wp1094868 http://www.acq.osd.mil/dpap/dars/dfars/html/current/219_71.htm

Submission of capability packages and comments must be received at the office and cited no later than 9:00 AM Eastern Standard Time (EDT) on March 27, 2014. Questions or comments regarding this notice may be addressed electronically to Gina Wheatley at

Gina.Wheatley@fema.dhs.gov. No phone calls will be accepted or returned. The capability statement packages should be sent via email to Gina.Wheatley@fema.dhs.gov or by mail to the following address:

Contracting Office Address:

Federal Emergency Management Agency (FEMA)

Attn: Gina Wheatley, Contracting Officer

395 Patriots Plaza, 5 th

Floor #510

Washington, DC 2072-3205

The Government representatives may or may not choose to meet with potential RFI service providers. Such meetings and discussions would only be intended to get further clarification of potential capability, especially any development and certification risks.

mailto:Gina.Wheatley@fema.dhs.gov mailto:Gina.Wheatley@fema.dhs.gov

ATTACHMENT ONE

Office of the Chief Financial Officer

Field Based Operations Statement of Work (SOW)

Background:

Federal Emergency Management Agency's (FEMA’s) mission is to support our citizens and first responders to ensure that as a nation we work together to build, sustain and improve our capability to protect against, prepare for, respond to and recover from and mitigate all hazards.

In order for FEMA management to ensure solvency of the Disaster Relief Fund (DRF) for current and future disasters, accurate and effective budgetary projections of disaster lifecycle costs is essential. The Spend Plan is a primary financial tool used for managing funds in the

DRF. The Spend Plan is an Excel based product that provides multi-user access on a SharePoint platform. Annual baseline projections are established through the Spend Plan process at the beginning of every fiscal year. Projections are modified by the Program offices on a monthly basis.

The Spend Plan is comprised of three major components: prior projections, new projections and actual obligations. Together, these three components comprise the Life of Disaster (LOD). The

Spend Plan is utilized and monitored continuously throughout the month and fiscal year to ensure actuals relate to the projections submitted in the previous month’s Spend Plan submission.

Our budgeting cycle is reflected in the diagram below.

OCFO-FBO is looking for information regarding a replacement for the Excel based Spend Plan that can offer easy aggregation, analytics and is easily accessible to the national end users.

2. Scope

The OCFO proposes to implement a web based budgeting application that will allow field based operations to capture the following items at a minimum:

Simultaneous Access for 250+ users

Advanced data entry (cell-freezing, drivers and validation rules)

Real time data calculations

Instant and simple aggregation abilities

Advanced security architecture

Drill down analytics

Multiple budgeting scenarios, including what if and goal searching

Interactive dashboarding

Customizable planning methodologies

Immediate creation of data models

Advanced reporting and analytics: standard and ad hoc

Interface with Oracle Products

Custom alert mechanisms

Scorecarding

Self service: analysis and reporting

Intuitive and visually appealing

Searchable

3. Applicable Documents

Standard Operating Procedures

4. Specific Tasks

If OCFO-FBO decides to move forward with the project we will conduct a phased approach to implementation. Phase one will entail moving the current LOD numbers for each of the 160+ disasters from Excel to the new budgeting tool. Phase two will entail training and rolling the application out to end users in the field/nation. Phase three will entail linking the new application to several Oracle based systems.

The prospective vendor must:

Have experience working with government agencies at the federal level

Have at least three successful implementations of identical/similar tools

Offer a product that is web based and can support 250+ users or more if needed.

Offer a product that can house 200+ unique financial or spend plans

Provide technical assistance as needed

Have experience in training the end users

Offer a product that can be housed on FEMA’s server

Offer a product that can interface with Excel

4.1 Task Management

The contractor shall provide training on their software packages and establish a help desk system in the early stages of implementation

4.2 Budget Life Cycle Planning

We are just gathering information about potential budgeting solutions at this point.

4.3 Strategic and Requirements Planning

To Be Determined

5. Deliverables and Delivery Schedule

Phase 1 – Base Year Phase one will entail moving the current LOD numbers for each of the 160+ disasters from Excel to the new budgeting tool.

Phase 2 – Option Year Two Phase two will entail training and rolling the application out to end users in the field/nation.

Phase 3 – Option Year Three Phase three will entail linking the new application to several Oracle based systems.

6. Government-Furnished Space, Property, Equipment and Information

To be determined when/if an actual contractual requirement develops.

7. Place of Performance

The primary place of performance shall be the vendor’s facility. Program management reviews and technical interchange meetings will take place in Biloxi, MS. However services may be required less frequently on an as needed basis at the FEMA HQ and field offices Nationwide to include Washington DC Metro Area and the Nationwide (48 Contiguous States, Alaska, Hawaii, and the US Territories)

8. Period of Performance

The period of performance is just an estimate and may change if it is determined solicitation for to contract for these services is needed.

Base Year 1 July 2014 – 30 June 2015 with two –one year option periods

9. Security

This work will be UNCLASSIFIED. Contractors working on under any potential contract shall be required to complete a background check.

10. Special Considerations

10.1 Inspection and Acceptance

10.2 Travel

Travel to Biloxi, MS and Washington DC may be required

11. Additional Requirements Concerning Data, Data Rights, and Computer Software