Pension System Solution RFI 26-I-0002.pdf

Pension System Solution, Implementation, and Migration Performance Work Statement (PWS)

FLEET AND FAMILY READINESS SUPPORT SERVICES (FFRSS)

ENTERPRISE APPLICATIONS AND SUPPORT (N6Q2)

REQUEST FOR INFORMATION (RFI)

This is a Request for Information (RFI) only. This RFI is issued solely for market research, information, and planning purposes; it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the Government is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI.

Commander, Navy Installations Command (CNIC) is seeking to modernize by replacing its existing retirement/pension system potential viable FedRAMP-Authorized Solutions in the marketplace. The goal of this request is to provide CNIC a Rough Order of Magnitude (ROM) to estimate costs, timeline, and level of effort with developing a new implementation plan, implementation, and migration of CNIC current retirements solutions to a new modern retirements system. CNIC encourages potential interested parties to provide any relevant comments or feedback they deem prudent.

1. TASK/TITLE:

CNIC, Fleet & Family Readiness (F&FR) Headquarters (HQ) Non-Appropriated Funds (NAF) NAF Enterprise Applications & Support (N6Q2) is seeking a contractor to provide a path to replace the CNIC Retirement Information Management System (CRIMS) for Fleet and Family Readiness (N9) and NAF Information Technology (IT) N6Q. The current CRIMS is outdated and lacks the capabilities CNIC requires to efficiently manage all CNIC employees’ pension and benefits. The outcome of this effort will produce costs associated with a pension system solution, an implementation plan for replacing CRIMS, and the implementation for replacing CRIMS in support of agency-wide pension processing functions.

2. BACKGROUND:

CNIC F&FR, HQ, with a detachment located in Millington, Tennessee, is the U.S. Navy’s Non- Appropriated Fund Instrumentality (NAFI) program for a variety of recreational, social, and community support programs for Navy personnel, their dependents, and other authorized patrons worldwide. The primary programs provided through CNIC F&FR are revenue-generating including food and beverage operations (clubs, restaurants and snack bars), specialty retail (bowling pro shop, golf pro shop, auto hobby, crafts, recreation), lodging (official and recreational) and programs (golf, marinas, tickets and tours, movies, childcare, sports, fitness, and youth activities). There are currently over 100 installations among 11 regions around the world to be affected by this project along with CNIC F&FR in Millington.

CNIC operates a defined benefit retirement program for eligible NAF employees. There are approximately 7,400 active defined benefit participants and 3,700 former employees who are

N4571A-26-I-0002 receiving benefit payments from the Plan. CNIC is required to produce accurate retirement calculations. This process necessitates a unique database that stores retirement data and provides retirement calculation tools. CNIC is also required by the Office of SECNAV to maintain independent third-party reviews of the calculations produced.

CRIMS is the pension system of record. E-Room is the centralized case management system of record, SAP HR is the HR system of record, and ADP Vantage is the payroll system of record, however these are subject to change. The pension system was installed and configured in 2013 and while upgrades and enhancements have been made over time, the functionality has remained relatively the same. It is a multi-part custom solution with data stored in a SQL server within CNIC GovCloud. The front end is a custom Access DB connected to the SQL server via ODBC. Access is a full custom front end that allows some ability to search an employee’s service history, contributions, payroll, benefit calculations, etc. This is done through custom Access Forms running stored procedures within SQL which can be exported in Word and Excel formats. There is currently no request tracking system and information collection is performed through email exchange and phone call follow-ups.

3 OBJECTIVES:

CNIC’s Retirement Program is seeking a contractor to provide detailed information on a pension system solution to meet and accommodate NAFI evolving pension needs. The FedRAMP SaaS solution or allowable private hosting on a FedRAMP-authorized platform will satisfy the replacement of the current pension system (CRIMS) and the case management repository.

Requesting contractor to provide estimates in a ROM output with planning, implementation, and migration services, product, and timeline based on the objectives identified below.

3.1 Software Product and Costs Objective.

For the first objective, the contractor shall detail the licensing cost for their Commercially-Off- The-Shelf (COTS) software, support, materials, and training to successfully deploy an automated web-based pension system with minimal additional development or modification. The platform shall meet the system and functional requirements outlined in 4 System & Functional Requirements. The pension system solution shall integrate with an HR self service employee benefit system to streamline and securely exchange beneficiary and HR retirement information collection with CNIC HR Staff.

3.2 Implementation Plan Objective

The second objective is to develop a pension system implementation plan focusing on gathering requirements from CNIC programs, regions, installations, and headquarters to deliver business and system requirements conforming to pension benefit to industry best practices. This will involve gathering requirements from all stakeholders, inclusive of current pain-points and future needs, by assessing the as-is state Process Requirements Documents (PRDs) and updating with recommended to-be future state. Details and output of the plan will conform with the Appendix B PRD process template. The recommendations shall identify capabilities which reduce or eliminate “pain points” for our frontline workers and business managers, while also meeting policy, functional, and security requirements. The implementation plan shall encompass pertinent information required for implementing, configuring, testing, data synchronization and migrating from the current CRIMS and case management repository to the new pension system. Additionally, the implementation plan shall identify the current state and translate the requirements to the future state while allowing flexibility for future integrations to be identified during the implementation planning workshops.

3.3 Implementation Objective

The third objective is pension system implementation focusing on implementing and deploying the pension system solution based on the implementation plan developed in objective two above

3.2 Implementation Plan. Implementation goals include configuring, system and integrations testing, data validation, and supporting go-live of the new system in collaboration with core project team members and subject matter experts (SMEs) in HR/Retirement, Finance, and IT, as well as additional key stakeholders at headquarters and regional locations. The contractor shall also develop, implement, and test integrations between the pension system and other internal and external systems including but not limited to SAP HR, financial system, and payroll system. The implementation should include the necessary management and training requirements for successful transition to the new pension system. Furthermore, a cybersecurity assessment and supporting documentation shall be developed and incorporated into the implementation to ensure compliance with NAFI security requirements captured in Appendix A.

3.4 Case Management Repository Migration

The fourth objective shall include the migration of all supporting documentation associated with retiree case files in the current CNIC case management repository to the new pension management system equivalent case file solution. The migration shall include historical and transactional data associated with the retiree and ensure data mappings are validated for accuracy and compliance with all current and future audit requirements. The new system’s repository must be a scalable, cloud-level storage solution, designed to accommodate all existing data and future growth without data capacity limitations. Furthermore, the solution shall enforce all applicable data retention policies for NAF employee personnel records in accordance with Program and Department of Defense (DoD) Compliance policies.

4 SYSTEM & FUNCTIONAL REQUIREMENTS

NAFI F&FR requires a new pension system that automates retirement rules and processes currently managed semi-manually through benefits calculation tools and a case file management system in two separate environments. The new pension system must interface with SAP HR, Payroll, and the Annuity Payment system. The new pension system must be deployable within the Vendor’s SaaS FedRAMP environment or onto CNIC N9 GovCloud (CNG) FedRAMP-accredited Hosting Platform and must encompass the following functional capabilities listed below:

1. Service Retirement Application enabling the transition of NAF employees to retirement by means of validating, calculating, and approving retirement benefits through the pension system.

2. Transition a CNIC approved retirement benefit into pay ready status to be processed by a payroll state to be administered by the pension payment vendor.

3. Service Retirement application enabling the management and extension with a Document Management Solution for maintaining and managing planned participants information for benefits processing.

4. System Compatibility: Ease and ability of the solution to work in conjunction with existing technologies such as SAP HR, SAP ERP and Payroll by building integrations and interfaces to pass data into and out of the system encompassing the following requirements.

a. Interface with HR System to obtain pension related data

b. Interface with Payroll System to obtain pension contribution and compensation data

c. Provide secure storage and transmission of data

d. Accept various data input (system interface, file upload, manual entry) and formats

(limit need for manual change/modify) to support Federal Government Portability of Retirement (Pension) Plan law and instructions

e. Interface or otherwise support the exchange of information with third party Pension Payment Administrator – for example sending and/or receiving monthly payment information to/from the pension payment vendor.

5. System Plan Rules and Legislation Compliance: Comply with plan rules and federal laws and regulations encompassing the following requirements:

a. Establish rules for multiple plans to include, but not limited to, eligibility, participation, compensation, vesting, contributions, and early retirement factors.

b. Set up rules for special plan provisions, e.g. special retirement incentive programs, service buyback programs, minimum benefit formulas, breaks in service, NAF to NAF portability, DoD pension portability calculation functions and data requirements, and eligible sick leave hours’ credit conversion.

c. Support Internal Revenue Service (IRS) regulations and limitations.

d. Comply with changes to Social Security calculations, e.g. factors in place to convert an offset benefit from another NAFI calculated at age 62 to actual retirement age if under 62.

6. System Functionality: The range of operations the software possesses and its adaptability to future changes encompassing the following requirements:

a. Maintain an audit trail/log of changes.

b. Enforce User restrictions/limitations of various types of data based on specific authorization levels.

c. Access/display individual participant pension related data based on the specific pension plan(s): consolidate service history; bi-weekly contributions and earnings;

annual contributions and earnings.

d. Track Enrollment: enrolled, not enrolled, rehired with prior retirement refund, leave of absence, and participants that have transferred to another agency.

e. Include other federal agency employment for a complete service history; assist in determining NAF to NAF Portability, APF to NAF Portability, Joint Base Portability.

f. Track Separated Participants: Vested/Deferred elections.

g. Track Contributions: Service accrual, refund purposes, buyback programs, service credit deposits, and ineligible deductions.

h. Apply multiple retirement plans to a single participant, which will allow pension administrative services for the participant based on the plan section, e.g. Vested CNIC NAF Retirement Benefit Statement, or FERS Retirement Plan Service Data Report.

i. Track all payees (retirees, survivor benefit payees, beneficiaries), which will tie back to original participant benefit, as well as display all eligible benefits if payee is also an active participant/retiree under the plan.

j. Monthly Pension Payment verification

k. Track service credit deposits

l. Support Single Sign On (SSO) and Multi-Factor Authentication (MFA) for both HR and beneficiary applicants.

7. Workflow Management: Ability for the active participant, retiree, or survivor beneficiary to track and monitor progress of a particular business process.

a. Manage and track cases, requests, or inquiries, etc.

b. Auto-notification of assignments via email and text

8. Participant Data: The pension administration system is required to store and protect data and allow users to view and/or modify.

a. Track and manage participants in multiple plans or statuses (e.g. CNIC, USNA, NNS, Federal Employees Retirement System (FERS) / Civil Service Retirement System (CSRS), etc.)

b. Maintain and house historical plan participant data (ex. key dates, contribution amounts, pensionable pay)

c. Provide a “mass” data entry capability that permits users to execute a large number of like transactions with limited effort (ex. Cost of Living Adjustment (COLA) process)

d. Track and capture data for related parties (ex. beneficiary, spouse, dependents)

e. Support collection of retirement and pension information through digital form via

Human Resources Service Delivery (HRSD) ServiceNow and/or the self-service portal (retirees, survivor benefit payees, beneficiaries).

f. Allows for digital form creation conforming to the CNIC benefits and retirements processing

9. Enrollment and Beneficiary: Ability to track enrollment and all options as well as changing or adding beneficiaries.

a. Track the enrollment of new employees, transferring employees, employees returning to work, or returning from a leave of absence.

b. Support various enrollment rules applying to different time periods and the accommodation of employees who are “grandfathered in” under said rules (e.g.

enrollment rules for one-year wait period vs immediate contributions)

c. Add and edit beneficiary information for multiple beneficiaries

d. Support bi-directional links between employee(s) and beneficiary(ies) so users can search using beneficiary information to find the original employee’s account

e. Show holistic view of all employees’ benefits (ex. employee who is both a retiree and a beneficiary)

10. Pension Contributions/Buybacks: Ability to track contributions and buybacks.

a. Store and accumulate pension contributions for service accrual and refund purposes

b. Identify periods of service for which contributions were not required and calculate the amount of overpayment

c. Track historical service buyback periods

11. Benefit Calculations General: Ability to carry out readily available benefit calculations based on different scenarios and formulas encompassing the following requirements.

a. Calculate benefit by pension plan type; for all forms of benefits and optional forms of payment; for past, present, or future dates.

b. Single calculation module to handle both internal and external generated calculations

c. Set up rules to combine multiple retirement plans under single calculation based on specific conversion criteria, e.g. grandfathered benefits (USNA/Civilian NAFI), special plan provisions (NAF to NAF Portability Laws).

d. System will notify user of “ineligible calculation” if selection and inputs do not meet individual plan provisions.

e. System will produce specific calculation outputs based on calculation type and user preferences; employee estimates, official retirement calculation, NAF to NAF Offset calculation, benefit statements, and refund of contributions.

f. System will be able to store specific calculation data for use of annual valuation reporting, monthly retiree pension payment verification from third party reporting, archive final calculations to individual participant accounts

g. Batch calculations of various types for both on-demand and automated schedule (annual benefit statements and terminated employees)

h. Provide internal authorized users with the ability to override or apply custom data for final retirement calculations for specific data input elements, e.g. enrollment date, breaks in service period, annual contribution amounts

i. Benefit Calculations Estimates: Flexibility to perform calculations using parameters such as pay, key dates, beneficiaries, etc.

j. Benefit Calculations Retirement: Able to perform calculations for normal and early retirement in detail.

k. Benefit Calculations Death: Includes all employee statuses and calculates benefit amount to beneficiary(ies).

12. Communication/Correspondence: Ability to quickly and accurately gather pension information into correspondence documents for remittance to participants and store communication.

a. Store/create pension forms and various communication templates

b. Generate duplicate communications, prior benefit statements/estimates upon participant request.

c. Produce automated/on-demand reports for entire Pension Plan Program for purposes of analysis and/or budget planning.

d. Schedule communication for Separated participants; Vested, Non-Vested, and

Retirement election.

e. Annual Benefit Statement

f. APF Retirement Program required documents due to Portability Laws; FERS and

CSRS Separation/Retirees.

13. Benefit Statements: Send periodic statements that contain detailed benefit information, key dates, and other related information.

a. Run a batch benefit statement process for a subset of, or all eligible employees so that

CNIC can remit the statements in-house

b. Display and print an individual statement and for the employee to access a copy of said statement via his/her desired correspondence channel

c. Produce a consolidated batch statement file which can be encrypted, downloaded, and sent to a print Contractor (if applicable)

d. Identify employees who are not eligible for benefit statements and bypass production of said statement

14. Pension Payroll: Process to easily start, stop, and track all payment amounts both current and future.

a. Run a batch benefit statement process for a subset of, or all eligible employees so that

CNIC can remit the statements in-house

b. Display and print an individual statement and for the employee to access a copy of said statement via his/her desired correspondence channel

c. Produce a consolidated batch statement file which can be encrypted, downloaded, and sent to a print Contractor (if applicable)

d. Identify employees who are not eligible for benefit statements and bypass production of said statement

15. Online/Self-Service: A user-friendly employer portal to view information and run scenarios.

a. Run a batch benefit statement process for a subset of, or all eligible employees so that

CNIC can remit the statements in-house

b. Display and print an individual statement and for the employee to access a copy of said statement via his/her desired correspondence channel

c. Produce a consolidated batch statement file which can be encrypted, downloaded, and sent to a print Contractor (if applicable)

d. Identify employees who are not eligible for benefit statements and bypass production of said statement

16. Online/Self-Service: A user-friendly retiree, spousal/survivor beneficiary, and participant portal to view information and run scenarios.

a. Service history, contribution total, high average annual earnings

b. Employee information to validate (DoB, SSN, marital status, etc.)

c. Upload documents

d. Run estimates

e. Access to training resources, forms, documents, FAQ

f. Communicate directly with Retirement (submit inquiries and questions)

17. Reporting: Ability to create custom queries and reports along with basic report options.

a. Report on case clearance rates by individual

b. Create/save simple user-defined queries or more advanced custom queries

c. Create a custom process/report for actuarial extract purposes including actives, deferred vested, beneficiaries, and retirees and associated pension data.

d. Custom CNIC reporting such as a listing of FERS/TSP participants

18. Workflow Management System to help manage and track requests amongst different HR Personnel which encompass the following requirements.

a. Manage and track cases/request

b. Create new cases for both manual and automatic (separations)

c. Manager to create queries to compile statistics on workflow process on all case types.

d. Auto-notification of assignments via email and text

e. Dashboard reporting capabilities

5 SCOPE

5.1 Software Licensing

This scope objective shall detail the licensing, support, materials, and training for a COTS solution that can be configured, installed, and tested, as an automated web-based pension system with minimal additional development or modification.

The proposed solution must meet CNIC financial system requirements outlined in 4 System & Functional Requirements. The solution must be deployable in one of the following Government-approved hosting environments:

1. As a Software-as-a-Service (SaaS) or Platform-as-a-Service (PaaS) solution that is Impact Level 4 (IL4) FedRAMP Authorized.

2. Installed within CNIC’s own N9 GovCloud (CNG) accredited cloud environment.

The contractor’s proposal shall detail how the solution satisfies these requirements. The outcome shall include the following:

• A detailed explanation of how the contractor’s solution can meet the business and system requirements outlined in 4 System & Functional Requirements.

• Furnish the COTS/Government Off-The-Shelf (GOTS) Service Level Agreement (SLA)

5.2 Implementation Plan Requirements Analysis for Pension System This scope will evaluate CNIC’s current pension system (CRIMS) and centralized case management system by developing an implementation plan based on as-is (existing) PRDs and new business processes to produce to-be state PRDs. The outcome of the implementation plan will recommend the optimal path forward for maintaining CNIC’s current pension system (CRIMS), and the current centralized case management system functionality in the new pension system. The Implementation plan will segue into the deployment of the pension system hosted on (CNIC Accredited Cloud IaaS environment).

The contractor will lead an onsite kick-off for the implementation plan phase. The contractor shall perform a detailed analysis of all CNIC-provided documentation, including the PRDs in the table below and the “CRIMS Core Capabilities”, to develop an implementation plan. This plan must fully satisfy CNIC’s pension system requirements.

As part of this analysis, the contractor shall conduct fit-gap workshops with CNIC stakeholders from HR and N6Q to produce a "to-be" system design and to identify any functional gaps between the CNIC’s requirements and the proposed COTS solution. The resulting fit-gap analysis and the complete Implementation Plan shall be delivered to CNIC for review and approval. The formal review and approval body for these deliverables will be composed of the Contracting Officer's Representative (COR), Technical Advisors (TAs), and Program Subject Matter Experts (SMEs).

The contractor's analysis and the resulting implementation plan must account for benefits calculations currently in CRIMS and be replicated in the new pension system.

PRDs This is a table of our existing processes. Feel free to comment as needed. Note: “Existing” PRDs are PRDs developed for CNIC, “New” does not currently exist and would require developing the current and new business process.

PRD

# PRD Description

Existing

New

1 Service Retirement

The core administration process of CNIC retirement services to transition members to retirement; and to validate, calculate, and approve retirement benefits.

Existing

Benefit Payment

Processing & Retiree Payroll

Outlines the procedure to transition a CNIC approved retirement benefit into pay ready status. The end payroll state is administered by BNY Mellon Bank.

Existing

Participant Enrollment

& Demographics

Outlines the voluntary plan enrollment process steps required of Base HR, CNIC Retirement Services, and the individual participant to begin contributing as an active service member.

Existing

4 Pre-Retirement Death

Outlines the required steps to transfer funds from a deceased pre-retirement participant to their beneficiary. Different sub-processes take place depending on the beneficiary chosen by the Participant (spouse or non-spouse).

Existing

5 Post-Retirement Death

Outlines the required steps to stop active annuity payments to a deceased participant. The process also outlines how benefits are transferred from a deceased Pension Participant who was receiving payments to their eligible spousal beneficiary.

Existing

6 Benefits Estimates

Provides functionality for a participant to request an estimated value of their retirement benefit from CNIC Retirement Services. The purpose of this process is to avoid unnecessary file recovery, documentation review/collection, and false payroll enrollment.

Existing

7 NAF to NAF Portability

Outlines the required steps in transitioning a Participant from one NAF sponsored Defined Benefit Plan to another plan with a NAF Employer.

Existing

8a and 8b

Portability: Civil Servant w/ CNIC

NAF Plan Accrual

Portability: CNIC NAF Employee w/

FERS Plan Accrual

Outlines the required steps to allow a portability eligible Participant to accrue Credited Service and Contributions from the CNIC NAF Plan upon gaining employment with the Civil Service.

Outlines the required steps to allow a portability eligible Participant to keep accruing credited service and contributions from the FERS Retirement Plan upon gaining eligibility for CNIC/NAF Benefits.

Existing

9 Service Buybacks Outlines the two available service purchase options available to member participants: Redeposit of contributions and ALWOP purchase

Existing

10 Participant Self- Service

Outlines available online portal capabilities for CNIC active or retiree population(s). Current capability is extremely limited to online estimate calculator access, select forms library, and posted plan documentation. Existing portal capabilities do not include direct communication channels with CNIC Retirement Services Staff, or the existing CNIC Retirement System/Data. The current capabilities are limited to open website postings and absent are secure login portals granting account access.

Existing

11 Participant Withdrawal

Outlines the steps required for a Participant's Contributions to be withdrawn from the CNIC Plan. This is a batch process for individuals who are involuntary withdrawals. These are the two types of Withdrawals: Voluntary and Involuntary

Existing

12 COLA Increase

Apply Cost of Living Adjustments to the Plan Retirees who are eligible annually with the November 1st pay cycle. This process allows CNIC Retirement Services to calculate full and partial COLA increases for these participants and to send the payment instructions along with a mass mailer template to BNY Mellon for processing.

Existing

13 Benefit Statements

Provides important proof of income and allows the member population to gain a periodic update on the growth of their contributions, High Avg Earnings, service, vesting status, and expected retirement income. These statements are produced by CNIC Retirement Services upon request.

Existing

14 Customer Service

(CRM)

Organize inbound customer service calls so that all customer queries are responded to. This feature allows records of past communications, quick reference information, and a potential security layer to be organized in a centralized workflow.

Existing

15 Imaging and Workflow

Organize cases (regarding Retirement Initiation, Death Processing, and the generation of Estimates) into a consolidated location for Retirement Services Team Members. Documentation, Analyst notes, and case progress/status can currently be saved under each new entry.

Existing

16 Employer Payroll Reporting

CNIC Employers provide payroll data to CNIC Retirement Services with the goal of tracking a complete history of all contributions made into the Pension Plan.

Existing

17 Employer Self- Service

Outlines available online portal capabilities for CNIC employer populations. For CNIC Plan purposes, this would include online portal capabilities for each Naval Base (HR department), portability external agencies requiring reporting on participants, and the Naval Academy.

Outlines target state capabilities through a self-service employer portal to streamline information sharing with CNIC Retirement Services and provide access for direct employer reporting and document/forms submission.

Existing

18 Actuarial Extract

CNIC Retirement Services to successfully append data, required by a requesting actuary at Willis Towers Watson (WTW) or compliance purposes, to an Actuarial Extract Template.

Participant Data from multiple platforms must be consolidated into this mandatory report to produce accurate calculation outputs.

Existing

19 NRA

Communication

Encourage the timely commencement of benefits upon NRA through communication to Deferred Vested Participants.

This process enables CNIC to maintain fiduciary responsibility on behalf of the CNIC Pension Participants. As a Federal Plan, there are no Required Mandatory Distributions or automatic distributions upon Participants aged 70.5.

Existing

20 Post-Retirement Health Benefits

Outlines the capture, storage, and management of historical and current data related to post-retirement health benefits. The system must provide functionality to track eligibility, enrollment status, and other relevant data points for participants in the Health Benefits program, ensuring this data is preserved during the transition from the legacy HR system.

New

CRIMS Core Capabilities:

1. Captures the service history of CNIC employees or CNIC retirees by abstracting all relevant information used to process retirement calculations.

2. Maintain stored procedures within CRIMS and backend database processing calculation for retirement payment.

3. Perform Buy-Back and import historical and current buybacks to retiree records from different NAF retirement plans.

4. Manages earnings and contribution calculations within the CRIMS system, which may include but are not limited to pensionable pay, contributions, pay period contributed, and contribution records.

5. CRIMS reports include but are not limited to (generate payroll pay report, generate contribution report).

6. Participant Data Review

a. Demographics data

b. Service history

c. Social Security supplemental benefits

d. Buy back data

e. Earnings and contributions

f. Portability earnings and contributions

g. Benefits statement viewer

h. Calculations

i. Pension payment manager

j. Other benefits

k. Portability benefits election

l. TSP contribution tool

m. IRR form

7. Manage Data Import and Reporting

a. Batch calculations/benefits statements (run by region, terminate participants, based on grouping or activity).

b. Earnings report

c. Pension payment manager imports and reports

d. Pension payment manager COLA admin

e. Payroll import

f. SAP (HR) SSN file import (or future HR System)

g. Custom communication

h. Contributions report

i. Restore deleted records

j. Valuation History Batch Upload

8. Perform Calculation

a. Calculation types which include estimate/retirement, death in service, cashout, benefits management.

b. Perform calculations based on organization plans which include but are not limited to

CNIC, United States Naval Academy (USNA), and Newport News Shipbuilding

(NNS).

c. Calculation based on form type including life benefit or spouse benefits options.

d. Capture calculation based on Business Based Action (BBA) or Involuntary

Retirement.

e. Enable for HR administrator to override enrollments date with tracking capabilities.

f. Ability to update and adjust sick leave hours for benefits calculation.

g. Capture and collect termination date of employee and retirement date for employee along with break in service dates.

h. Capture and process calculations based on flags identified which may encompass NAF to NAF portability, include other NAF Time, and prior NAF Offset at Age 62 to be factored into calculations.

i. Generate an Excel & PDF report based on the calculation solution within CRIMS

Centralized Case Management Core Capabilities:

The new, fully integrated pension system must ensure the following core capabilities are replicated and enhanced:

1. Centralized Case Management:

a. Provide a secure, centralized repository for all electronic documents and records associated with a retiree’s case which include but are not limited to Personnel Action Reports (PARs) and Retirement documents in chronological order to a temporary file on your computer. Supporting documents will include, but are not limited to Hire, Change, Separation, Retirement Enrollment, LWOP, Buyback Programs, and/or NAF to NAF Portability, Contribution reports, estimation calculations, birth certificates, SSN cards, banking information, Driver’s License, Passport copies, etc.

2. Case Status and Workflow Tracking:

a. Functionality to track the status and ownership of all retirement-related cases (e.g.

New Application, In Review, or Closed).

b. Capture a complete, time-stamped audit trail of case activities, including notes and the identity of the assigned case owner and all reviewers (e.g. Service History Reviewer, Calculation Reviewer).

c. Store retiree information including NAF Retirement Status, Status of Application, Service History Reviewer, Retirement Service Case Owner notes, Retirement Calculation Reviewer, communication with beneficiary and retiree.

3. Robust Search and Retrieval:

a. Powerful search capabilities, allowing authorized users to quickly locate case files or specific documents using multiple search criteria such as participant name, employee ID, case number, or document type.

4. Role-Based Access Control

a. The system must enforce granular, role-based access controls to ensure users can only view, edit, or manage documents and case information depending on their assigned duties while protecting Personally Identifiable Information (PII).

5.3 Implementation of Pension System

Per the referenced contract, the contractor shall:

1. Support an onsite kick-off for the implementation phase and provide support, as mutually agreed upon by CNIC, during system implementation to help foster knowledge transfer during implementation and post implementation.

2. The contractor will work with CNIC N6Q, N6Q2, the Retirement Program, and hosting vendor through an assessment to determine the necessary hosting, security, and implementation requirements for the solution.

3. The contractor shall provide architectural, design, and assist CNIC in the installation and deployment of the pension system on the Vendor’s SaaS FedRAMP solution or within the CNG FedRAMP accredited Hosting Platform.

4. The contractor will provide engineering support to programming staff to integrate and test internal and external interfaces with the payroll and HR (SAP) systems to operate with the pension system.

5. Provide (pension) support to configuration, testing, and go-live with system for CNIC HQ and Regional HR functions worldwide.

a. Correctly processes employee contribution both historical and future for pension and benefits processing.

b. Correctly route transactions through the system.

c. Generate accurate data file extracts sent to other systems.

d. Correctly process data file imports from other systems.

e. Allow secure employee access to system and self-service features.

f. Generate reports that replace the current CRIMS reports to support payment processing of the pension payment vendor.

6. Deploy and configure the new pension system, and migrate all users (including active employees, retirees, and beneficiaries) from the current pension system to the new system.

7. Develop and execute a comprehensive system testing plan for system implementation, ensuring all components and configurations are thoroughly validated before deployment. The contractor is responsible for coordinating all testing activities, documenting results, addressing identified issues, and providing recommendations for improvements or corrective actions to ensure the system is fully functional and meets all operational requirements. The testing process shall include, but may not be limited to, the following types of testing:

a. Configuration testing: verify that all system configurations, settings, and parameters are correctly applied according to the defined requirements and business processes. Ensure that the system operates as expected with specified configuration under various use cases.

b. Interface testing: test all system interfaces to ensure proper data exchange between internal and external systems. This includes validating data flow, format correctness, and proper error handling between the pension system and the other systems.

c. System testing: perform end-to-end testing of the entire system to validate that it meets the business requirements and functional expectations. The testing should simulate CNIC business process scenarios to ensure that the system is operating as intended across all functionalities.

d. User Acceptance Testing (UAT): coordinate with end-users to validate that the system meets operational needs and requirements. This will involve real users performing tasks to confirm that the system is user-friendly, intuitive, and fully functional in their specific workflows.

e. Performance testing: assess system performance under normal and peak load conditions to ensure the system can handle expected user traffic and data volumes without degradation in performance.

f. Security testing: validate that the system meets all security requirements and best practices, ensuring data integrity, confidentiality, and protection against unauthorized access. This includes testing user roles and authorizations to ensure access control mechanisms are correctly implemented, and that users can only access the system and data they are authorized to. This should also include verifying that appropriate security measures are in place for all sensitive data.

g. Regression testing: test any changes or updates made during implementation to ensure that new configurations, features, or integrations do not adversely affect existing functionality or system performance.

h. Compatibility testing: verify that the system is compatible with various hardware, software, and network environments, ensuring that it works seamlessly across all intended platforms.

8. Deploy and configure Benefit Payment Processing & Retiree Payroll to interface and exchange pension payment information with the pension payment vendor.

9. Build, test, troubleshoot, and resolve issues for new and existing inbound and outbound interfaces to and from all required systems listed throughout this document.

10. Provide support during Go Live and post Go Live, providing max attention to issues and special attention to critical issues during implementation.

11. Implement pension system within CNIC’s hosting environment to ensure the solution complies with all necessary information security controls and requirements for System Accreditation.

12. Finalize training, knowledge transfer, and communications plans, develop communications material (newsletters, etc.) and training materials in collaboration with CNIC HQ Training team (N941T) to communicate with Regional HR managers, employees, and all impacted by the system change.

13. Provide instructions on employee access of self-service features, video tutorials recording for employee access, and job aids for completing the most common Retirement tasks.

14. Provide system accreditation support including working with subject matter experts to complete artifacts required for obtaining an Authority-To-Operate (ATO) for retirement and pension and all integration points prior to migrating live data into the production instance. For any existing or future integration, support the development and management of necessary interconnection agreements such as Interconnection Security Agreement (ISA) and Memorandum of Agreement (MOAs) for upstream and downstream systems.

a. Provide a dedicated resource responsible for the development and maintenance of Risk Management Framework (RMF) and ATO artifacts, including full cradle-to-grave lifecycle support. This includes initial security package development, submission support, coordination with stakeholders, continuous monitoring activities, and ongoing updates to documentation to ensure compliance with current cybersecurity standards and policies.

15. Professionally collaborate with other contractors and internal team supporting this effort.

16. Perform end-to-end project management including managing contractors, scheduling meetings, conducting weekly status calls, providing weekly status reports, tracking issues and risks, escalating risks, proposing risk mitigations, addressing problems, and collaborating with diverse teams in various time zones.

17. At minimum, four (4) months before go-live, provide editable source files for training materials including pictures as separate graphics files.

18. Provide six (6) months of application support with max attention post go-live. Support pension system roll-out to all the CNIC regions:

CNIC regions are:

• CNIC Navy Region Japan (CNRJ)

• CNIC Navy Region Mid-Atlantic (CNRMA)

• CNIC Navy Region Southwest (CNSW)

• CNIC Navy Region Northwest (CNNW)

• CNIC Navy Region Hawaii (CNRH)

• CNIC Navy Region Naval District Washington (CNRNDW)

• CNIC Navy Region Southeast (CNRSE)

• CNIC Navy Region Korea (CNRK)

• CNIC Navy Region Europe, Asia, Africa, Central (CNREURAFCENT)

• Joint Region Marianas (JRM)

Deployment and Configuration of Pension Self-Service Portal CNIC is presently evaluating a self-service portal to aid with the collection of retiree and beneficiary information for enrollment. Until the decision is made, the pension system solution will need to support a method for extracting benefits information from existing systems such as Payroll, HR, and manual information in the interim to ingest as a flat file for retirement processing into the pension system. The contractor shall perform tasks related to the implementation and installation of the pension system. The contractor shall provide architectural, design, and development consulting services to assist HR with the installation and deployment of the pension system with the CNIC self-service portal. The self-service portal shall allow entry and communication for retiree benefits information to interface with the new pension system.

Deployment encompasses the roll out of the pension system solution in phases, first at HQ then eventually at program offices at each of the CNIC regions listed above. Each region will designate a point-of-contact (POC) representing regional testing and implementation, to validate the configuration of the pension system solution meets the implementation plan. Additionally, the main implementation oversight will be provided by the HQ Core Team. The HQ Core Team is comprised of members from the following HQ Branches including Human Resources (currently N941), NAF Enterprise Applications & Support (N6Q2), and Information Technology (N6) with additional support from other Branches including Acquisitions (N945), Training (N941T) and Finance (N948).

5.4 Migration of Case Data Within the Centralized Case Management System CNIC currently hosts the retirement case file documentation associated with a beneficiary and beneficiary recipient in a centralized case management system. Information stored on the platform includes information relevant to retiree or beneficiary case files, pertinent for processing CNIC retirement and pensions.

The Offeror shall:

1. Evaluate the current centralized case management system and provide requirements both functional and system to map and migrate case file supporting information to the new pension system.

2. Migrate all existing supporting documentation for beneficiary processing from the current centralized case management system into the new pension system.

3. Map all supporting documentation from the current centralized case management system with retirement cases. This data includes, but is not limited to, the following:

a. IRS Forms (W-9, FORM W-4P, etc.)

b. CNIC Retirement Forms (RP-2, RP-4, RP-7S, RP-7M, RP-7D)

c. Official Personnel File (OPF) and Personnel Action Reports (PARs) and/or equivalent.

d. Proof of death documentation

e. Historical salary, beneficiary, and retiree historical information

5.5 User Identity Management

The NAFI has selected Okta as the user identity management system for use with cloud applications. The plan shall identify the various user types and how user authorizations and user authentication would be achieved for each proposed application. Additionally, the contractor will assess the necessary licenses and software requirements to support user access to the new pension system to conform with security policies. Additionally, the portal will need to support minimally MFA for beneficiary and beneficiary recipients’ users with the option of SSO which would integrate with CNIC identity management system.

6.0 Questions

Questions regarding this announcement shall be submitted in writing, electronically, via email to the Contracting Officer, Hollie Bryant at Hollie.J.Bryant.naf@us.navy.mil. Verbal questions will not be accepted. Questions will be answered via amendment. Questions shall not contain proprietary or classified information. The Government does not guarantee that questions received after 1300 CST, 21 July 2026 shall be answered. Price or cost will not be discussed.

7.0 RESPONSE DATE

The response date for this Request for Information is 31 July 2026, not later than 3:00pm CST.

Please respond by submitting a proposal that can meet requirements listed in this RFI. Please send e-mail responses to Contracting Officer, Hollie Bryant at Hollie.J.Bryant.naf@us.navy.mil.

No telephone request or written request for market surveys will be accepted.

8.0 SUMMARY

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify resources that can provide identify resources that can provide comments and feedback on SECO Program. The information provided in the RFI is subject to change and is not binding on the Government. The Navy has not made a commitment to procure any of the items 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.

CONTACT INFORMATION:

Commander, Navy Installations Command Hollie.J.Bryant.naf@us.navy.mil

(901) 258-4203

Glossary of Terms

ALWOP: Authorized Leave Without Pay ATO: Authority To Operate CNIC: Commander, Navy Installations Command CNG: CNIC N9 GovCloud COLA: Cost of Living Adjustment COR: Contracting Officer's Representative COTS: Commercially-Off-The-Shelf CRIMS: CNIC Retirement Information Management System CSRS: Civil Service Retirement System DoD: Department of Defense F&FR: Fleet & Family Readiness FERS: Federal Employees Retirement System FFRSS: Fleet & Family Readiness Support Services GOTS: Government Off-The-Shelf HRSD: Human Resources Service Delivery IL4: Impact Level 4 Interface: Two separate software communicates under limited capacity IRS: Internal Revenue Service ISA: Interconnection Security Agreement LWOP: Leave Without Pay

MFA: Multi-Factor Authentication MOA: Memorandum of Agreement NAF: Non-Appropriated Funds NAFI: Non-Appropriated Fund Instrumentality NNS: Newport News Shipbuilding NRA: Normal Retirement Age OPF: Official Personnel File PaaS: Platform-as-a-Service PAR: Personnel Action Reports PII: Personally Identifiable Information POC: Point-of-Contact PRD: Process Requirements Document RFI: Request for Information RFP: Request for Proposal RMF: Risk Management Framework ROM: Rough Order of Magnitude SaaS: Software-as-a-Service SLA: Service Level Agreement SME: Subject Matter Expert SSO: Single Sign On TA: Technical Advisor TSP: Thrift Savings Plan USNA: United States Naval Academy mailto:Hollie.J.Bryant.naf@us.navy.mil

Glossary of Terms