AFSVC RFI_QA_Responses_1-141_5April24.xlsx
XLSX spreadsheet 44 KB Posted
- Solicitation number
- Not on record
About this file
This document contains questions and answers related to a Request for Information (RFI) for the Air Force Services Financial Management System (AFSFMS) Oracle Consolidation effort. The key details are:
The Air Force Services Center (AFSVC) is seeking an Oracle E-Business Suite (EBS) contractor with strong knowledge of Oracle EBS modules to replace legacy systems and provide development, configuration, implementation, and DBA support, with a concentration on Treasury Management, Cash Management, Project Costing, iSupplier, Payables, Purchasing, Contract Lifecycle Management (CLM), and associated modules. This is new work with no incumbent. The contract will be a non-appropriated fund (NAF) procurement, so the Federal Acquisition Regulation (FAR) and Small Business Act do not apply. AFSVC is in the process of moving AFSFMS to the Oracle Government Cloud Infrastructure (OCI) and expects to be operational by April 2024. The contractor will be responsible for developing, configuring, integrating, and implementing the required Oracle modules to fully utilize the Oracle EBS capabilities. Key challenges include consolidating three existing ledgers into one, correcting the existing line of accounting (LOA), and integrating with legacy systems such as the Internet-Based Purchasing System (IBPS).
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Other files
| File | Type | Posted |
|---|---|---|
| Instructions to Vendor (Updated)_16May2024.docx | DOCX document | |
| 5_AFSVC Basic Line of Accounting Structure_dated_7Feb24.pdf | ||
| SOO (Updated) - Oracle Consolidated Project -DRAFT_1April2024.docx | DOCX document | |
| 4_CLM-Process_dated_7Feb24.pdf | ||
| 3_AFSVC_EBS_Modules_dated_7Feb24.pdf | ||
| 1_IBPS Active Records_dated_7Feb24.pdf | ||
| Instructions to Vendor (Updated).docx | DOCX document | |
| 2_AFSFMS RICE Inventory List_dated_7Feb24.xlsx | XLSX spreadsheet | |
| Instructions to potential sources.pdf | ||
| SOO - Oracle Consolidated Project -DRAFT 09282023 v2.docx | DOCX document |
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Sheet1
| # | Paragraph | Reference | Question | Answer |
| 1 | n/a | n/a | We would like to know who the current contractor is supporting the Air Force Services Financial Management System (AFSFMS) Oracle Consolidation program and what is their contract number. | This is new work, there is no incumbent. |
| 2 | 1.2.2 | Lift and shift migration | We are unclear if AFSVC has already performed a ‘lift and shift’ to Oracle Cloud Infrastructure (OCI) or Government Oracle Cloud Infrastructure. The background volumetrics (Section 1.2.2) say “migrating to Oracle Cloud…) and none of the objectives include helping to migrate to the cloud. And the scope includes DBA support. | AFSVC is in the process of moving to the Oracle Cloud and expect to be operational in April 2024. |
| 3 | n/a | n/a | Should we assume in our ROM that we will be working in OCI to implement the new modules, merge the ledgers, and update the LOA, etc.? Or should we include supporting the migration to OCI in our ROM and in our draft schedule in our RFI response? | Assumption is correct. AFSFMS will be in the Oracle Government Cloud. The merger of the ledgers is a suggested solution for the implementation of the Oracle’s Projects Costing, Cash Management, and Treasury Management modules. The consolidation of the ledgers would facilitate the functioning of all modules additionally, fixing the existing LOA is also fundamental to the proper functioning to the system as a whole, the SSC recommends fixing both the LOA and the ledger set-up at the same time, to get maximum benefit and reduce rework. If the LOA is not fixed the system will not function optimally. Any changes to the infrastructure will require coordination between stakeholders and migration support |
| 4 | n/a | n/a | Also, there is no mention of the number of integrations/interfaces that may need to be retrofitted and if we should include that type of work in our estimate. | AFSVC is relying on the expertise of the contractor to determine module interoperability. |
| 5 | n/a | n/a | Could you please provide me with the details, like who the incumbent is and about the current work? | This is new work, there is no incumbent. |
| 6 | n/a | n/a | Has the government decided on the solicitation release date and vehicle and set aside? | The government has not determined a solicitation release date. This will be a non-appropriated fund (NAF) procurement. In accordance with DAFMAN 64-119, section 2.8 and its subsection, the Federal Acquisition Regulation (FAR), the Small Business Act, along with award-preference programs will not apply. NAF contracts are awarded to the firm whose proposal is most advantageous to the NAFI. |
No contract vehicle has been determined at this time.
| 7 | n/a | n/a | Could you please provide me with the details of the small business liaison, and is this a recompete? | This is not a recompete and the Small Business Act does not apply to this procurement. This will be a non-appropriated fund (NAF) procurement. In accordance with DAFMAN 64-119, section 2.8 and its subsection, the Federal Acquisition Regulation (FAR), the Small Business Act, along with award-preference programs will not apply. NAF contracts are awarded to the firm whose proposal is most advantageous to the NAFI . |
| 8 | n/a | n/a | Considering the Federal government is closed Friday, November 10th in observation Veterans Day, will you consider rescheduling the response due date until the following week? | No, the submission date for the original RFI was kept for November 10, 2023 at 2PM CST. |
| 9 | n/a | n/a | Would you kindly confirm if this is an entirely new effort or is there an incumbent currently providing these services? If so, would you please provide the incumbent contract details? | This is new work, there is no incumbent. |
| 10 | n/a | n/a | I am researching why AFSVC is planning to replace/enhance their current Oracle E-Business Suite (EBS)? I noticed that to enhance the EBS, AFSVC plans to merge the three current ledgers into one ledger. What is the plan for doing so? Has any work been done by AFSVC or outside stakeholders to complete the development, configuration, integration, and implementation of Oracle’s Projects Costing, Cash Management, and Treasury Management modules? Any information you can provide on this topic would be very helpful. | Currently, AFSVC is conducting market research related to the SOO that was posted in the RFI. AFSVC is seeking the expertise of the industry to help AFSVC to help this requirement. |
11 1.2 Background Will the activity described in the SOO Section 1.2.2 as "Migrating to Oracle Cloud to Linux" be complete prior to the start of this contract? What Cloud service provider will be used for AFSFMS - Oracle Cloud Infrastructure (OCI) for Government (GovCloud) or other provider? AFSVC is in the process of moving to the Oracle Cloud and expect to be operational in June 2024. Oracle Cloud Infrastructure (OCI) for Government (GovCloud) (FedRamped) PaaS and Iaas.
12 7.1 DEFINITIONS & ABBREVIATIONS For AFSFMS Volumetrics, Section 1.2 mentions there are 7 environments for sustainment, but Section 7.1 mentions there are 10 Oracle EBS Environments. Will the government please confirm number of environments total for AFSFMS (current state with counts including PROD, DR, and any non-production environments)? The production environments: PROD, NAFPAY & COOP The non-Production enviroments: Devl, Test, Gold, NAFPAY-GOLD, CAC, Patch, Training
| 13 | 1.2.2 | Volumetrics | After migrating AFSFMS to the Cloud are infrastructure support services (such as instance management, provisioning new instances, starting/stopping instances, deploying changes to instances, and bouncing or refreshing Oracle EBS instances) included in this contract's scope? | No, an environment will be provided to the contractor for development, code will then be provided to AFSVC via a script and will be promoted to Test and Gold instances for Smoke testing by AFSVC personnel and then promoted to PROD by AFSVC if validated. |
| 14 | 1.2.3 | Volumetrics | For AFSFMS Volumetrics, how many RICEW (Reports, Integrations, Conversions, Extensions, Workflows) are in the current AFSFMS EBS Production Environment and Internet Based Purchasing System (IBPS) ? To assist with retrofit estimates, please provide volumetrics by module/system. | Document provided (AFSFMS RICE Inventory List v3 2020.xlsx) |
| 15 | 1.2.4 | Volumetrics | Is integration with Internet Based Purchasing System (IBPS) expected with or is the intention to retire use IBPS with the implementation of CLM? To what extent is CLM expected to be leveraged (e.g. Recording Document Detail or creating requisitions, solicitations, and contracts)? | CLM is replacing IBPS. CLM is expected to leverage it's full capabilities (CLM-Process.pptx). This will be integrated w/ AP and Purchasing modules |
| 16 | 1.2.5 | Volumetrics | 1.2.2 Volumetrics states "150+ OAS Reports" and "10,000+ Oracle 6i Base Reports (Monthly)". Please clarify the any specific expectation for retrofit consideration within this scope. | |
| Expectation is that contractor will create any required/requested reports in OAS or Oracle Reports | ||||
| 17 | 1.2.2, 7.1 | Volumetrics, DEFINITIONS & ABBREVIATIONS | Definitions section says "AFSFMS environments. AFSFMS has fourteen environments: (10) Oracle EBS Environments and four (4) Oracle APEX environments.". What are the 4 Oracle APEX environments used for? | APEX environments are used to process documents (1876.1877 and General Ledger Accounting Forms (GLAFs) into AFSFMS modules |
| 18 | 1.3 | Scope | Is IBPS also used to create Requisitions? If so, is the Government open to utilizing the Oracle EBS iProcurement module, which is designed to integrate with CLM and financial modules? | Yes. Yes. |
| 19 | 1.3 | Scope | What functionality is desired from implementing the iSupplier module? Is the intent to have external users (Suppliers) access the EBS environment and use iSupplier? | - Create Closed-Loop Purchase Order Collaboration: Get improved service, eliminate routine inquiries, and even offload inventory management by sharing information with suppliers online. |
- Simplify Fulfillment and Payment: Reduce receiving problems with advance shipment notices, capture savings with online invoicing, and improve service from suppliers by sharing delivery and quality data.
-H19 Efficiently Ramp and Maintain Suppliers: Bring suppliers onboard quickly with Web portal access and online registration. Maintain them easily with self-service profile updates.
However, AFSVC is looking for contractor expertise for a solution for invoice processing.
20 1.3 Scope Does AFSVC desire to use Project Costing module only and not additional aspects of the Oracle EBS Projects suite including but not limited to Project Contracts and Project Billing (which integrates with AR)? We do not intend to use Project Billing, but we do intend to use Project Management and Project Costing to its fullest extent, and expect integration. For clarification, the project costing does not intergrate with AR. Project costing flows to Accounts Payable. The AR module is used to process daily revenue.
| 21 | 2 | Problem Statement | Will all historical contracts/data be migrated to CLM or only active contracts/data? | Only active. |
| 22 | 2 | Problem Statement | How many users are currently active in IBPS and is it currently utilized for all 3 ledgers (Central Funds, MEFF and Corporate)? | 1151 Activated |
885 De-activated 348 Disabled total: 2384 And based on the deactivated and disabled numbers, those numbers can often change to activated because user if users have not been active into their accounts over 30 days.
| 23 | 2 | Problem Statement | Does AFSVC maintain a data dictionary and/or have crosswalks identified and built to support the translation to the future state chart of accounts? | AFSVC maintains an active crosswalk/chart of accounts for all enterprises. Which needs to be standardized and reduced to a more manageable size. SSC would also like to standardize CC and GLAC usage across the ledgers only certain ledgers utilize certain portions of the chart of accounts, the enterprise needs to all use the same accounting cost centers and general ledger accounts |
| 24 | 2 | Problem Statement | What line account and enterprise structure is utilized today for current the current 3 ledgers Central Funds, MEFF and Corporate? | The chart of accounts is not static; it changes as operations close/open etc. Please see AFSVC basic LOA structure diagram attachment. |
| 25 | 2 | Problem Statement | Are all of the funds allocated considered Non-Appropriated Funds or does AFSFMS need to support both appropriated and non-appropriated funds? | All funds recorded currently in the AFSFMS are non-appropriated funds (NAF). |
| 26 | 2 | Problem Statement | Regarding correcting the line of accounting setup- would this require correcting existing transactions that have been previously recorded, or only future transactions? | Effort will require a crosswalk of existing account balances (of previously recorded transactions) to new lines of accounting. Historical data will only be captured as aggregate amounts from each general ledger account code per cost center. All historical data and crosswalks should be maintained for future reference. |
| 27 | 2 | Problem Statement | Are all 3 ledgers currently leveraging an alternative field or chart element to capture "Project" type data or will this be a new concept for the users of these ledgers? | No alternative field or chart element are currently used. All projects costs are captured in a specific range of general ledger account codes (i.e., Construction-in-Progress accounts, GLAC 185xxxx). The additional detail information for those transactions are captured on spreadsheets. This will be a new concept for the users of these ledgers. |
| 28 | 2 | Problem Statement | In regards to Treasury Management module, is AFSVC looking for integration with Treasury for payment processing or what specific functionality is expected to be achieved through the use of this module as part of this contract? | We understood to get the full potential of the Cash Management Module we needed to utilize features available in the Treasury Module which would include capturing payments processed. We need to implement/configure system ad-hoc reporting and analytical tools, determine and implement use of inter/intra-account transfers, and banking capabilities. The current module is used for securities and AFSVC seeks to include repurchase capability. |
| 29 | 2.1 | Objectives | Currently are receiving transactions for acknowledgement of receipt and/or inspection and acceptance (for 3-way or 4-way invoice matching) created in the Oracle EBS or IBPS system? | Receiving is accomplished in IBPS but within AFSFMS it is accomplished in the purchasing module, in order for the AP module to function and the three-way match to occur. Receiving data flows through the infromatica interface. The actual three way match; contract, receiving and invoice is not automated and requires human intervention to occur |
| 30 | 2.1 | Objectives | Are there any requirements to meet specific data exchange/interface standards, such as Procurement Data Standard (PDS) and Purchase Request Data Standard (PRDS)? | AFSVC requirement does not adhere to the PDS & PRDS standards |
| 31 | 2.1 | Objectives | Is G-Invoicing used currently (either through manual processing across systems or automated integration between existing systems and G-Invoicing), and is there a requirement to implement Oracle's G-Invoicing solution with the implementation of Project Costing in the future state AFSFMS environment? | SSC/AP is looking for contractor expertise to determine if iSupplier is still the best way to go. If a vendor portal is most effective or if a better more current tool is available. The iSupplier module was purchased in 2018 and never implemented or integrated. |
| 32 | 2.1 | Objectives | What system(s) does the AFSFMS interface / communicate with to record disbursement information? Is Automated Disbursing System (ADS) utilized or is Treasury Direct Disbursing utilized? | Payments are made through a commercial concentration banking platform. We are not APFs and do not make payments the way DFAS and other APF entities do. NAF utilizes commercial accounting practices and on the treasury/banking side AFSVC treasury division controls the concentration bank account |
| 33 | 2.1 | Objectives | Are all the interfaces between integrated systems and AFSFMS point-to-point in nature or is there any Service Oriented Architecture (SOA)/Middleware component for integration? Please describe any/all integration methods used. | All interfaces are flat-file, except for IBPS which is Point-to-point using Informatica ETL, however, CLM will be replacing these systems. |
| 34 | 2.1 | Objectives | What system(s) does AFSFMS currently integrate with and what new integrations are expected as part of this implementation? Please specify details such as system name, integration method/protocols, types of data, direction of data flow, schedule and any other high-level information that may be available. | All integrations are in the provided AFSFMS RICE Inventory List v3 2020.xlsx |
| 35 | 2.1 | Objectives | For integrations between AFSFMS internal and external systems integration solutions: |
1) Does AFSVC maintain MOUs or Interconnection Security Agreements (ISAs) with all integrated parties for any system integrations that are subject to change as part of this effort? Can it be assumed that external parties will be able to make the necessary changes to MOUs / ISAs as needed in a timeframe that aligns with the project schedule?
2) Can it be assumed that supporting teams for integrated systems will be available for integration testing as needed for this effort? 1) Does AFSVC maintain MOUs or Interconnection Security Agreements (ISAs) with all integrated parties for any system integrations that are subject to change as part of this effort? AFSVC response: YES Can it be assumed that external parties will be able to make the necessary changes to MOUs / ISAs as needed in a timeframe that aligns with the project schedule? AFSVC response: Unknown as they are external agencies and what the changes are.
2) Can it be assumed that supporting teams for integrated systems will be available for integration testing as needed for this effort? AFSVC response: YES, coordination required 36 2.1 Objectives Questions regarding scope of testing for this contract:
1) Are there any test automation tools currently used to conduct automated regression testing / functional testing in AFSFMS? Is testing fully or partially automated?
2) Does the Government have test scripts documented clearly for AFSFMS regression testing (testing of existing core functionality and customizations)?
3) What testing tools are used for test management (test plan/script repository, test execution progress, defect management)?
4) Are existing support teams available to provide support with documenting any new test scripts (in cases where gaps are identified during Discovery)? 1) Are there any test automation tools currently used to conduct automated regression testing / functional testing in AFSFMS? Is testing fully or partially automated? AFSVC Response: There are NO automated testing tools.
2) Does the Government have test scripts documented clearly for AFSFMS regression testing (testing of existing core functionality and customizations)?
AFSVC Response: Test scripts are the responsibility of individual directorates, but it is expected that AFSVC Directorates will test their modules according to contractor provided test plans created by the contractor to validate "newly" implemeted modules.
3) What testing tools are used for test management (test plan/script repository, test execution progress, defect management)? AFSVC Response: Manual Processes
4) Are existing support teams available to provide support with documenting any new test scripts (in cases where gaps are identified during Discovery)?
AFSVC Response: No, support with documenting any new test scripts will be provided by the contractor, however there will be limited support by the support team to help ensure that all gaps are correctly identified.
| 37 | 2.1 | Objectives | Based on deliverable schedule, discovery would be limited to 1-2 months. Will the government consider adjusting the deliverable timeline requirements to allow for responses that include a more agile/variable Discovery phase? | Yes. |
| 38 | 3.2 | Acceptence Criteria | Section 3.2.1 references version R12.2.X. Is there an expectation to upgrade to a more recent 12.2.X version as part of this contract on any specific timeline? Is the Government open to executing an upgrade as part of the implementation effort to gain efficiencies while meeting the other objectives? | AFSFMS is currently at 12.2.9 , however the Government open to executing an upgrade as part of the implementation effort to gain efficiencies if coordinated first. |
| 39 | 6.6 | 6.6 Security and Training Requirements | Section 6.6. Security and Training Requirements appears to be omitted from the SOO. Will the government provide information for this section or is the expectation that this will not be included in the SOO? | Security and Training Requirements will be provided in the final SOO when it is submitted. |
| 40 | 6.7.5 | Security Clearances | The SOO states "6.7.5. The Contractor shall ensure all FISMA, NIST, Department of Defense (DoD), Air Force certification, accreditation/assessment and authorization, data protection and security standards are met and renewed on a continuing basis throughout the contract period." |
| Is the contractor solely responsible for all requirements and related activities referenced in section 6.7.5 (similar to duties of an Information System Security Officer (ISSO))? Or is there an existing Security team that will outline specific requests for the contractor throughout the period of performance, such as reviewing and updating security documents to reflect changes in AFSFMS? Please specify the types of IT security documents/deliverables that are expected for this contract (such as ATO, SSP, etc.). | The Contractor shall ensure all FISMA, NIST, Department of Defense (DoD), Air Force certification, accreditation/assessment and authorization, data protection and security standards are met and renewed on a continuing basis throughout the contract period. AFSVC will create security documents/IT security documents/deliverables that are expected for this contract for its ATO. | ||||
| 41 | N/A | N/A | When does the ATO expire for ASFMS? Will a resubmission / renewal of the ATO be required with this effort? Who is responsible for the resubmission / renewal of the ATO? | Not an issue for the contractor. AFSVC maintains all ATO actions. | |
| 42 | N/A | N/A | What kind of project team(s) will the Government stand-up to support this effort (for example: any existing or new teams that will work with the selected Contractor to support activities such as discovery/requirements definition and validation, test planning and/or test execution, infrastructure support, IT Security documentation reviews and approvals, architecture reviews and approvals for changes, etc.)? Will the project team be full time for the full duration of the project? | VTEI will provide limited support by the support team to help ensure that all gaps are correctly identified, i.e. code promotion, Development clone, etc. | |
| 43 | 4.2 | Contractor Qualifications | Section 4.2 states the contractor "Must have Office of the Security of Defense (OSD) Non-Appropriated Funds Standard General Ledger (NAFSGL) line of accounting implementation experience". Will AFSVC consider system implementors that have significant line of accounting implementation experience OTHER than NAFSGL? | Please see updated Draft SOO (1 April 2024), this requirement has been removed. |
| 44 | N/A | N/A | Will the government be procuring licenses and/or Oracle cloud credits under the procurement? | Yes, as required |
| 45 | N/A | N/A | Are any of the modules currently operating and if so what is the version? | See attached Document (3_AFSVC_EBS_Modules_dated_7Feb24) |
| 46 | N/A | N/A | Are there any tactical dependencies or preferred sequence of tasks between the different Modules? For example: do you prefer implementing iSupplier before CLM, etc. | Seeking indusry advice/expertise on the best way to implement the modules. |
| 47 | N/A | N/A | Are there any integration requirements with other systems or processes that should be considered? | Yes, as required (2_AFSFMS RICE Inventory List_dated_7Feb24) |
| 48 | N/A | N/A | Are there any regulatory or compliance considerations that need to be addressed during this merger outside of OSD NAFSGL? | The accounting system must adhere to Generally Accepted Accounting Principles; have proper internal controls to stand up to a full financial statement audit. All laws applying to payments to vendors and payroll standards, IRS etc |
| 49 | N/A | N/A | How many suppliers will be using the system both internal and external? | SSC can provide the current number of suppliers but the number is constantly changing as new vendors are added and outdated ones removed |
| 50 | N/A | N/A | Is there any interest in third party software for treasury management outside of the EBS platform? | No, AFSVC is not interested in a third party software for this requirement. |
51 N/A N/A What key features are you looking for with your treasury management module? Use of full reporting capabilities inherent to the module, summation and totals of reports, cash flows, inter-bank activity, etc. A few examples of information needed on reports includes: Purchases by Portfolio YTD, Sales by Portfolio YTD, Realized Gains/Losses by Portfolio YTD, Maturities (par value) by Portfolio YTD, Amortization by Portfolio YTD, Unrealized Gains/Losses by Portfolio YTD, Market Value by Portfolio YTD, Interest Earned by Portfolio MTD/YTD, etc.
Seamlessly transfer of data between the all modules involved 52 N/A N/A What are the interfaces, customization, workflow, alerts, reports etc., requirements? All current integrations are in the provided AFSFMS RICE Inventory List v3 2020.xlsx As much as we want to limit customizations please be aware that there may be a need to customize some aspects of the module to accommodate business processes that are true regulatory and cannot be changed or altered if done within the confines of oracles guidelines.The AFSVC request contractor support in implementing full functionality of Oracle reporting tools to include the summation and calculations of totals in the reports. Workflow notification of process start, completion, requests/approval notifications, alerts of OOB or use of incorrect code combinations.
| 53 | N/A | N/A | We believe that deliverable 6 and 7 can be done concurrently, does AFSVC have the resources to support a concurrent implementation of these modules? For example: do you have functional testing capabilities for both? | AFSVC team can support scheduled functional testing for delieverable 6 and 7 for a concurrent implementation, and will be intimately involved in all efforts, to fully supports the mission |
| 54 | N/A | N/A | Is a Business Process Re-engineering Effort going on before, during or as part of this effort? How are new processes evaluated and prioritized? | AFSVC will coordinate with contractor support during implementation on new proces re-engineering if needed. The AFSVC project team will be intimately involved in all efforts, AFSFMS fully supports the AFSVC support mission. |
55 N/A N/A What governance processes are currently in place that this project will tie into or will this be an entirely stand alone effort? (Document Repositories; Project Management Tools; Issue Management; Help Desk; Risk Management; Performance Standards; Configuration Control) Document Repositiories (VersionManager) will be provided for Code, Configuration Control and BR/MD documentation created by the contractor. IT Compliance: DoDI 8140; DoDI 8510; AFI 17-101; NIST SP 800-37 Rev. 2. During implementation, AFSVC requires Help Desk and issue management from the contractor.
| 56 | N/A | N/A | Does this effort involve migration from government data center to Oracle Cloud Infrastructure? If so, is this contract responsible for establishing infrastructure, network and data management pipelines or is coordination required with other service providers? | Oracle Cloud Infrastructure will already be active, and contractor will be working in AFSVC cloud environment. |
| 57 | N/A | N/A | What Identity Access Management capabilities will this solution tie into? | Multi Factor Authentication (MFA) (Okta) and EBS Responsibilities. |
| 58 | N/A | N/A | Does this system usage track other federal financial systems calendars for peak and trough usage or are their particular schedule peculiarities with programaccess and data management? | No, AFSVC does not track other system usage. |
| 59 | N/A | N/A | Does this system tie into an existing Single Sign On Service currently in use or is it stand alone access? | MFA (Okta) and EBS Responsibilities. |
| 60 | N/A | N/A | Are you interested in implementing Advanced Zero Trust Architecture capabilities? | Yes |
| 61 | N/A | N/A | What are Continuity of Operations requirements? Would system need High Availability Disaster Recovery options? | Code promoted to the Production will be replicated to the DR (COOP) site by AFSVC |
| 62 | N/A | N/A | What enterprise tools are available or expected to be used by this project? | ConfigSnapShot may be available if configured in time |
| 63 | N/A | N/A | Would AFSVC consider alternatives to the fixed bid approach outlined in the draft SOO? Specifically an Initial Time and Materials/Labor Hour Planning/Design Phase, followed by a fixed bid Implementation (Build and Test) Phase? | Yes. |
| 64 | N/A | N/A | Would AFSVC consider hiring a Program/Project Manager independent from the chosen SI to represent AFSVC objectives, drive internal AFSVC team and facilitate decision-making? | Not interested in a third party. This is a contract requirement to be managed by the awarded contractor |
| 65 | N/A | N/A | For Projects, CE, and Treasury, does AFSVC have finalized, detailed requirements in place? a. Does AFSVC have all EBS code delivered previously with OFP for these modules? b. Does AFSVC have the requirements (RTMs) and design documents previously (MD50s, MD70s) delivered and stored on AFSVC drives to use as a starting point for requirements gathering? Or is AFSVC seeking a complete restart? c. Could AFSVC clarify the intent/objective for Treasury? Given Oracle Treasury went live for AFSFMS, is AFSVC seeking changes to this implementation? | No |
| 66 | N/A | N/A | What organizational framework is in place to drive and finalize decision-making? Who has the authority and accountability to finalize requirements? | The Oracle Consolidated project working group has the authority and accountability to finalize requirements. |
| 67 | N/A | N/A | What is the escalation process when AFSVC internal deadlines are missed? | AFSVC will have a Project Manager and a Contracting Officer Representative working with the contractor. |
| 68 | N/A | N/A | What is the escalation process when previously approved AFSVC design decisions are then reversed? | AFSVC will have a Project Manager and a Contracting Officer Representative working with the contractor. |
| 69 | N/A | N/A | Does AFSVC have detailed finalized requirements in place for Merged Ledgers, OSD NAFGL Implementation, and the CLM, iSupplier, and Purchasing Implementation? | Detailed requirements have not been finalized at this point. The RFI process will be used to proved the finalized detailed requirements. |
| 70 | N/A | N/A | Is this a COA replacement for all ledgers or is at least one of the current ledgers using this COA (NAFSGL)? | The consolidation of the ledgers has not been approved. Plans for configuration, integration, and implementation has not been put in place. None of the ledgers are using NAFSGL at this point. |
| 71 | N/A | N/A | AFSVC does not mention or reference the need for a separate ‘COA’ mapping effort/task, so should we assume, the mapping will be required as part of this effort? Could AFSVC provide any detail on the magnitude of the mapping effort anticipated? | The merger of the ledgers is a suggested solution for the implementation of the Oracle’s Projects Costing, Cash Management, and Treasury Management modules. The consolidation of the ledgers would facilitate the functioning of all modules additionally, fixing the existing LOA is also fundamental to the proper functioning to the system as a whole, the SSC recommends fixing both the LOA and the ledger set-up at the same time, to get maximum benefit and reduce rework. If the LOA is not fixed the system will not function optimally. Any changes to the infrastructure will require coordination between stakeholders and migration support |
| 72 | N/A | N/A | As it pertains to systems interfacing currently with EBS, is AFSVC updating the COA’s to the NAFSGL COA or is the need to map from the NAFSGL COA in EBS to their current COA structures? a. Consideration: A new COA will potentially require new reports based on the new COA. b. Knowing that AFSVC uses SLA to derive many of the accounts in MEFF, this will require effort and planning to review for possible elimination of some or most of the SLA during the COA change. | NAFSGL is a reporting framework not a fix to the LOA, fixing the existing LOA is fundamental to the proper functioning to the system as a whole, AFSVC sees value in fixing both the LOA and the ledger set-up at the same time, to get maximum benefit and reduce rework. Oracle contractor expertise is needed to examine existing setup and provide a way forward. |
| 73 | 2 | Problem Statement | Has the AFSVC Shared Services Center (SSC) already determined the Ledger they plan to use as the target for the merger of all ledgers? If not, do you have requirements for the new single ledger? | The merger of the ledgers is a suggested solution for the implementation of the Oracle’s Projects Costing, Cash Management, and Treasury Management modules. The consolidation of the ledgers would facilitate the functioning of all modules additionally, fixing the existing LOA is also fundamental to the proper functioning to the system as a whole, the SSC recommends fixing both the LOA and the ledger set-up at the same time, to get maximum benefit and reduce rework. If the LOA is not fixed the system will not function optimally. |
| 74 | 2 | Problem Statement | Are there any new interfaces that will need to be designed, developed, and implemented in order to successfully deploy Oracle Project Costing, Cash Management, Treasury, Contract Lifecycle Management, iSupplier, and Procurement. | Yes, this will be determined as per contractor recommendations once module is implemented |
75 2 Problem Statement Does AFSVC have a list of reports to be designed, developed, and implemented as part of the system implementation? All integrations are provided in the AFSFMS (2_AFSFMS RICE Inventory List_dated_7Feb24) also reports as determined by contractor and/or VF as determined
| 76 | 2.0 and 2.1.3 | Problem Statement, Objectives | We understand AFSVC plans to utilize the OSD NAFSGL chart of accounts. Has AFSVC already chosen the new the new line of accounting (LOA) (e.g.,segments) or will the determination of the new LOA be an activity for this | |
| project? | AFSVC has been mandated to utilize the OSD NAFSGL chart of accounts. We want to utilize the system to its fullest capability. Fixing the existing LOA is fundamental to the proper functioning to the system as a whole. Fixing both the LOA and the ledger set-up at the same time, will provide maximum benefit and reduce rework. If the LOA is not fixed the system will not function optimally. AFSVC will assess any recommendations received and determine the best way forward. |
77 2.1.4 Objectives An objective of this project is to “Complete the development, configuration, integration and implement of Oracle’s Projects Costing, Cash Management, and Treasury Management modules.” Has work already begun on the implementation of these modules? Yes, partially. Oracle’s Projects Costing has not been implemented. Cash Management and Treasury Management modules are implemented, but need to be fully configured. Viability assessment documentation will be provided upon award.
| 78 | 2.2, 7.3 | Final Outcome, AFSFMS Change Management Process | The SOO states, “At the end of the contract performance, AFSVC AFSFMS environments will have Objectives 2.1.2. thru 2.1.5 fully tested and operational in the Production environment.” The process for promoting configurations, code, etc. to Production is provided in 7.3. It would be very helpful if you could provide estimated timeframes for each step of the process. | We are seeking industry to provide the estimated timeframes on how to reach the final outcome. |
| 79 | 4.2.1.4 | Contractor Qualifications | Is it correct to assume the following experience requirement applies only to the personnel who will be supporting the implementation of the modules listed? “Must have Oracle’s Projects Costing, Cash Management, and Treasury Management modules experience. | Yes. |
80 4.2.1.5 Contractor Qualifications Is it correct to assume the following experience requirement applies only to the personnel who will be supporting the implementation of the modules listed? “Must have Contracting LifeCycle Management (CLM), iSupplier, and Purchasing modules experience.” Yes.
81 4.3.3 Shareholders The SOO lists risks created by multiple stakeholders. Would AFSVC find it useful to incorporate Organizational Change Management (OCM) aspects (e.g., communications, stakeholder management, etc.) into the implementation? Yes, we find it useful for the contractor to provide this information.
82 6.2 Place of Performance The SOO states, “Remote work is authorized for a majority of the contract, however in office work may be required as recommended by COR & Contractor.” Would you please provide an estimate of the percentage of time you believe will be required for in office work? Do you expect the requirement for some in office work will apply to certain members of the team (e.g., functional team members, technical developers, project management, etc.) or the entire team? Timelines are determined by the contractor in the Project plan as per the SOO 3.1.2. Deliverable two (2).
We expect the sitework not to exceed more than 25% of total contract time; however, the discussion of virtual and office work would be determined at the kickoff meeting between the contractor and the AFSVC/PM/COR.
| 83 | 4.1 | Timeline | Is there an anticipated RFP release date? | No. But it will be released on SAM.gov. We will also notify all of the potential resources collected from this RFI. |
| 84 | 2.2, 4.1 | Final Outcome, Timeline | Please provide anticipated period of performance for this project. | AFSVC is seeking industry to provide a project timeline. |
| 85 | N/A | N/A | What are the key challenges you are facing with your current finance and HR processes and systems? | AFSVC is using an external legacy cash management system with limited support and need to transition to a modern cash management system that can work with our Oracle EBS system. In addition, we have ongoing challenges with the reporting function of the Treasury Module. Finance and HR source documents are coming into the system through flat file exchange. Much of this data comes from legacy systems which creates issues. |
| 86 | N/A | N/A | Do you have current state process flows documented across all finance and HR functions? | Yes, current state processes will be provided at the kickoff meeting or thereafter. |
87 N/A N/A Please provide overview (org chart) of the finance/accounting, procurement, HR, and Information technology organizations. This will be provided on contract award.
88 N/A N/A Should we assume that all the Finance and HR processes are handled within Oracle EBS today? No
| 89 | N/A | N/A | What are the current state approval process within the Finance and HR function manual? The current state approval question is to help us outline the functional process and identify the level of complexity. In broad terms, are there any complicated scenarios that need to be accommodated and therefore could add additional time to implement? If this can’t be answered at this time, no problem, it can be addressed in discovery. | We do not use Advance Benefits, so there is no workflow, as for employee payments, which are charged to the base, is handled via costing transfer to GL and then an allocation process. |
| 90 | N/A | N/A | What is the current COA structure of the existing ledgers? | Will be provided upon contract award |
| 91 | N/A | N/A | Does the current reporting meet the need of the business, statutory, and regulatory requirements? | Partially. The accounting system must adhere to Generally Accepted Accounting Principles; have proper internal controls to stand up to a full financial statement audit. All laws and DOD policy applying to vendor payments and payroll, IRS, and all reporting requirements (daily, monthly, ad-hoc, etc.) |
| 92 | N/A | N/A | Please describe your current state financial planning process and calendar. | AFSVC financial processs is performed internal, and worked on a fiscal year calender (Oct-Sep). Additional information provided upon contract award. |
| 93 | N/A | N/A | What business groups participate in current planning and forecasting processes? | All functional areas participate in these processes for their respective areas. |
| 94 | N/A | N/A | What systems are used to gather planning and forecasting data? | We do not have any systems/applications for planning/forecasting data. |
| 95 | N/A | N/A | Do you plan to use Oracle Projects budgets/plans for anticipated revenue, as well as cost, to track project performance? | Oracle contractor expertise is needed to examine existing setup and provide a way forward. |
| 96 | N/A | N/A | Is there an inventory of interfaces and reports that can be provided? | All integrations are in the provided (2_AFSFMS RICE Inventory List_dated_7Feb24) also reports as determined by contractor and/or VF as determined |
97 N/A N/A What is the primary reporting tool used today? Current Primary Reporting Tools: Internal EBS concurrent Requests, ported reports and Oracle Analytics Server Current External Reporting Systems: To be integrated into AFSFMS depending on the products [SAIS (SAFIS), AS525 (AFFMF, CMIP), ARA, AFSFMS (Oracle EBS), etc.].
VIS-Oracle Analytics Server (OAS) go live Feb 2024 98 N/A N/A How many operating units do you have implemented in EBS? There are 3 operating units "ledgers"
| 99 | N/A | N/A | When is this effort planned to start? | There is no planned start date. Still conducting market research. |
| 100 | N/A | N/A | Are there any additional 3rd party integrations that we will need to take into consideration? If so, which ones? | Currently one (1) which will be replaced by CLM |
| 101 | N/A | N/A | Do all the business units use all of the core modules? Any additional information and detail would be helpful. The current state approval question is to help us outline the functional process and identify the level of complexity. In broad terms, are there any complicated scenarios that need to be accommodated and therefore could add additional time to implement? If this can’t be answered at this time, no problem, it can be addressed in discovery. In regard to the question for the business and operational models, it enables us to create an accurate implementation plan, ensuring we budget enough time to implement areas of complexity and importance. The information is used simply to prepare scope and project plan. If unable to provide at this time, no problem. | All the businesses use all the core modules we currently have implemented. |
| 102 | N/A | N/A | Can we assume that there are subject matter experts (SME's) for each module? Any thoughts or details on this would be helpful. | Yes. There are functional SME's for the modules that are currently implemented. |
| 103 | N/A | N/A | Who are the stakeholders (roles in the organization) who will be involved in reviewing submitted proposals? | The stakeholder information will be provided to the awarded contractor. All proposals will be evaulated by a source selection team. |
| 104 | N/A | N/A | Has any other work been performed around future state ERP requirements? If so, are you able to share those details | Not part of this RFI |
| 105 | N/A | N/A | Do you have any critical deadlines we should be aware of (i.e., legacy system sunset dates) and related to that, a hard Go-Live date we should be aware of? | Source documents come from multiple legacy systems whose life span is variable. |
| 106 | N/A | N/A | Has the entity performed an ERP or finance technology road mapping exercise, and if so, are you able to share those details? | We have not performed an ERP nor finance technology road map exercise |
| 107 | N/A | N/A | Can you provide a business and operating model overview in-scope for this project with approximate headcount by functional area? In regard to the question for the business and operational models, it enables us to create an accurate implementation plan, ensuring we budget enough time to implement areas of complexity and importance. The information is used simply to prepare scope and project plan. If unable to provide at this time, no problem. | Head counts shouldn’t be required. For modules we’re licensed for 200-35,000 depending on module. |
| 108 | N/A | N/A | What systems/applications outside of your core ERP are relevant for the in-scope functional areas? | The current system (IBPS) will be replaced by this effort |
109 N/A N/A If future state design is included within scope, do you have specific benchmarks or metrics it is trying to meet? No the future state design is not included within the scope. Oracle contractor expertise is needed to identify the metrics and benchmarks.
| 110 | N/A | N/A | Please provide a high-level timeline of when key HR events occur (i.e., Open Enrolment) | High-level timeline of key HR events will be provided to contractor that is awarded the contract. |
| 111 | N/A | N/A | Is there currently an incumbent performing these services? If so, please provide the incumbent name and contract number. | No. |
| 112 | 2 | Problem Statement | What is the current LOA structure? Will the new LOA structure require changes to the entire system, specifically the master data that is contained in the GL? | The current LOA structure will be provided to the contractor that is awarded the contract. Yes, the new structure will require changes. |
| 113 | 2.1.2 | Ledgers | Do all ledgers utilize the same GL account structure, data elements and master data? | Yes, in general, we have one COA structure but different parts are utilized by specific areas. |
| 114 | 2 | Problem Statement | What type of Legacy system is the Internet Based Purchasing System (IBPS)? How much data needs to be migrated to the new environment? | The system is a contracting system, not financial, that operates using a MS SQL Database. Data quantity to be migrated is not yet determined. Database size is currently at 500GB(Max). |
Note that these numbers will fluctuate daily; Contracts: 4902, Calls: 2632, CallRegister: 100, Orders: 3121, PR: 12924, RFP: 78, RFQ: 1560, Users: 1402, Vendors: 69085, OU: 199,756 115 N/A N/A Is AFSVC running the federal version of the Oracle Applications? (Did not see Federal Administrator in the list) No, Commercial version (Oracle Government Cloud, IaaS - PaaS)
116 N/A N/A Is there a preference for implantation methodology (Waterfall (AIM, OUM) or Agile or a hybrid? AFSVC is seeking industry expertise.
117 N/A N/A Are there any planned new interfaces required to support the modules? AFSVC is seeking industry expertise. Need expertise and insight into function, process and integration of all modules; new and existing
| 118 | N/A | N/A | Aside from the GL Consolidation, are there additional needed conversions for Projects, Cash Management, Treasury, CLM, iSupplier, and Purchasing? | Oracle contractor expertise is needed to optimize system functioning, inregards to module set up and intergration and business processes, we want to undo the customization, and utilize the modules/system the way Oracle intends for the system to function optimally - this includes looking at Projects, Cash Management, Treasury, CLM, iSupplier, and Purchasing. Also, there is data conversion necessary for projects data, cash management, and possibly Treasury. |
| 119 | N/A | N/A | Can we assume that the deployment of capability would be staged as per the Deliverable Section (essentially 3 deployments)? The reason for the question is if Projects will be your costing subledger, the procurement deployments and GL consolidation need to be done concurrently. | We are seeking industry to provide in their proposals suggested deployment schedules. |
| 120 | N/A | N/A | What resources and capabilities will the AF Service Center have involved in the Project? Will these be Full-time resources assigned to the project? | The AFSVC project team will be intimately involved in all efforts. |
| 121 | N/A | N/A | Will functional and technical AF Services Center Super Users and SMEs be involved? | The AFSVC project team will be intimately involved in all efforts. |
| 122 | N/A | N/A | Any training requirements? | Yes. Train the Trainers and provide Guides, Snipets and Training Videos. Training for each module as a user, SME and admin.Training required to be efficient in utilizing the system and implement a process to train others.Would require to see a live action of the system currently being used effectively. |
| 123 | N/A | N/A | Any audit requirements? | No audit requirements. Separation of duties and other financial audits are performed by external third party source. |
| 124 | N/A | N/A | Are you planning to use RBAC roles or standards? | AFSVC is seeking industry expertise. |
125 N/A N/A Will current process flow or configuration documents be available as part of an RFP or post-award? Current process flows/functional maps will be provided by AFSVC post Award
| 126 | N/A | N/A | Will documented system requirements or features be available as part of the RFP or post-award? | Documented system requirements/features will be available as part of the RFP |
| 127 | N/A | N/A | Will Interface Control Documents (ICDs) be available as part of the RFP or post-award? | Provided post award. |
| 128 | N/A | N/A | Is AFSVC planning to hold an Industry Day before releasing the RFP? | AFSVC is in discussion to possibly have an industry day, after the release of the RFP, but before the solicitation questions are due from the vendors. |
| 129 | N/A | N/A | We hypothesize that AFSVC Oracle system may have dependencies to the United States Air Force (USAF) Defense Enterprise Accounting and Management System (DEAMS). Could you confirm if this hypothesis is correct and if so, identify those dependencies in a forthcoming RFP? | No, that hypothesis is incorrect; NAF requirements and NAF accounting are completely separate by law from federal appropriations and any systems used to support them. There are no dependencies to DEAMS which is used to support appropriated fund reporting. |
| 130 | N/A | N/A | Based on the findings of the DEAMS Government Accountability Office (GAO) Report, we assume AFSVC has a strategy or plan in place to accelerate ERP modernization timelines. Is our assumption correct and if so, can you share that strategy? | AFSFMS is an independent system and not associated with DEAMS. |
| 131 | N/A | N/A | We anticipate that you might be facing certain critical pain points or challenges with your legacy systems (e.g., data quality issues) beyond what was shared in the SOO. We also assume that the upgraded Oracle EBS could address these issues and AFSVC is not considering other alternative solutions. Could you confirm or correct our assumptions? | Your assumptions are correct. |
| 132 | N/A | N/A | Could you elaborate on the timeline and milestones for this project? What are the critical deadlines and dependencies we should be aware of? | We are seeking industry to provide in their proposals suggested timelines and milestones for this requirement. While we do not have a definitive critical deadline to sunset the legacy cash management system but time is of the essence. |
| 133 | N/A | N/A | We anticipate that our team might need to provide a certain level of support in terms of training, knowledge transfer, and post-implementation. Is this assumption accurate? | Your assumptions are correct. |
| 134 | N/A | N/A | You mentioned several Oracle EBS modules that you’re currently using and some that you plan to implement. Are there any other modules you will consider for future use? | AFSVC is seeking industry expertise. |
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