Portfolio Financial Management - Sources Sought.docx

19AQMM-24-SS-CACST

30-mile radius of 600 19th Street NW Washington, DC)

1.0 Purpose

This is a Sources Sought notice as outlined in FAR 15.201(d). The purpose of this notice is to accomplish market research pursuant to Federal Acquisition Regulation (FAR) Part 10, and to identify qualified and experienced small businesses capable of and interested in providing the services described herein. The Government is requesting information regarding the availability of obtaining support for Portfolio and Financial Management Services to the Bureau of Consular Affairs. Additionally, this notice seeks to determine if the services can be acquired using a Government Wide Acquisition Contract (GWAC).

This notice is issued solely for information and planning purposes and does not constitute a(n) Invitation for Bid (IFB), Request for Quotation (RFQ), or Request for Proposal (RFP). Additionally, there is no obligation or commitment on the part of the Government to acquire any products or services described within this notice now or in the future. The Government does not intend to award a contract(s) based solely on the submissions submitted in response to this notice. Respondents are advised that the Government will not pay for information submitted in response to this Sources Sought notice, nor will it compensate respondents for any costs incurred in the development/furnishing of a response. The Government will not entertain telephone calls or questions pertaining to this notice. Please note that a decision not to submit a response will not preclude a vendor from participating in any future solicitation.

2.0 Background and Statement of Need

The U.S. Department of State (Department or DOS) Bureau of Consular Affairs (CA) Office of Consular Systems and Technology (CST) is a large Information Technology (IT) organization) that provides a full gamut of IT services and support to enable the missions of both CA and the Department. As an IT organization, CST is responsible for supporting the Bureau of Information Resource Management (IRM), Information Technology Executive Council Program Management Office’s (ITEC PMO) compliance with the Clinger-Cohen Act of 1996, Federal Information Technology Acquisition Reform Act (FITARA), E-Government Act of 2002 (Federal Information Security Management Act- FISMA), and other applicable Federal legislation and regulations. This support consists of reporting the appropriate accurate data and information to ITEC PMO.

The objective of this requirement is to enable CST to manage its investments and execute the missions of the Department and CA, and to provide the Government with information, recommendations, processes, tools, and analysis in a constantly changing, fast-paced environment. This will facilitate advanced prioritization of IT modernization initiative or ongoing operational activities in an atmosphere of budgetary constraints, as well as informed decisions and approaches as they relate to all aspects of budget formulation, budget execution, project coordination support, and project scheduling.

To meet this responsibility, CST requires effective portfolio and investment management support to ensure transparency and informed decision-making related to IT investments.

3.0 Scope of Work/Required Capabilities

3.1 Scope

The Government anticipates requiring a team of personnel to support CST’s portfolio management activities, including: budget formulation and execution, Capital Planning and Investment Control (CPIC), conducting project coordination activities, and developing and maintaining CST’s Integrated Master Schedule (IMS); developing and operationalizing an IT Strategic Plan that aligns with the Department’s IT Strategic Plan and CA’s Functional Bureau Strategy; and, providing training to ensure CST staff properly understand the Federal budget process, scheduling, and internal processes.

Additionally, support shall include developing and maintaining applicable policies, with a focus on process improvement, to ensure each objective is achieved and providing executive-level briefings related to the task areas listed below.

The task and activities for the Portfolio and Financial Management (PFM) Support Services are as follows:

· Task Order Management & Administration

· Portfolio Management

· IT Strategic Planning

· CPIC

· Technology Business Management (TBM)

· IMS and MS Project Server/MS Project Online

· Financial Management

· Budget Formulation

· Develop Annual Budget Resource Request (BRR) and Budget Narrative Justification

· Budget Execution

· Funding Requirements Report

· Spend Plan

· Spend Analysis

· Purchase Requests

· Budget Change Requests (BCRs)

· Unliquidated Obligations (ULOs)

3.2 Security Requirements

The Contractor must have a final Secret Facility Security clearance. All personnel performing on or supporting this requirement in any way shall be U.S. citizens and must possess a final Secret security clearance.

4.0 Instructions

4.1 Responses

A viable interested party shall demonstrate, in any capability statement submitted, the company's capabilities to meet the performance objectives and the customer’s requirements. A viable interested party shall provide relevant, applicable examples of previous work or solution implementations. Responses are limited to twelve (12) pages and must be submitted as a Microsoft Word Document (.doc or .docx) or Portable Document Format (.pdf) to Denise A. Williams, Contracting Officer at williamsda@state.gov. To the maximum extent possible, submit Non-Proprietary Information. All information received in response to this notice that is appropriately marked “Proprietary” will be handled accordingly.

Responses are due no later than 3:00 PM EST on July 18, 2024.

If you have any questions regarding this announcement, contact Denise A. Williams via e-mail, Williamsda@state.gov, no later than 3:00 PM EST on July 12, 2024.

Submissions should include responses to the following categories: Company Profile, Recent/Relevant Experience and Questions for Industry.

4.1.1 Company Profile:

A. Please complete the table below:

Company Name:

Company Point of Contact:

Email:

Phone:

Prime Contractor Address:

UEI Number:

CAGE Code, if applicable:

Socioeconomic Status under any of the following NAICS Codes: 541611

Example: Small Business, Small Disadvantaged Business; HUBZone; Economically Disadvantaged Woman-Owned; Service-Disabled Veteran-Owned; 8(a)

Applicable GSA MAS Schedule Contracts or other GWAC (e.g., GSA PSS FABS, SIN 520-12 (Budgeting)

4.1.2 Additional Instructions for Joint Venturing or Partnering

To better assist the government in making a determination regarding the level of participation by small business in any procurement that may result from this Sources Sought, respondents are encouraged to provide information regarding your plans to use joint venturing or partnering to meet the requirements herein. This includes any joint venturing with qualified large or small businesses, Small Disadvantaged Businesses, Service Disabled-Veteran Owned Small Businesses, Women-owned Small Businesses, HUBZone Small Businesses, and 8(a) companies. Please describe how you would envision your company's areas of expertise and those of any proposed joint venturing that would be combined to meet the specific requirements contained in this Sources Sought notice.

4.1.3 Questions for Industry

1. Describe your experience and techniques used to forecast IT business needs – including new business initiatives and ongoing operational activities – and estimate costs associated with those IT needs across multiple fiscal years.

2. Describe your approach to monitoring OMB requirements to ensure that the organizational [internal] CPIC processes and procedures for selecting, controlling, and evaluating the IT investments are updated in a timely manner or created new as required.

3. For an organization that you have supported, describe the highest TBM maturity level achieved and how.

4. Describe the data visualization tools that you have implemented or leveraged to depict an enterprise view of linkages between organizational strategic goals and IT investments (including the projects, products, and services that are subsumed under those IT investments).

5. Describe your experience in ensuring alignment between IT strategy to business strategy.

6. Describe your experience in operationalizing an IT Strategic Plan. Provide details on the approach and timeline for operationalizing the Plan, mechanisms that were used to addressed organizational change management potential risks and issues, and methods used to communicate with stakeholders.

7. Describe your experience using JIRA to create schedules in the form of a timeline view (Gantt chart) and a roadmap. Explain the organizational challenges to transitioning away from MS Project, if any, and how you supported the organization in navigating those challenges.

8. Explain how you have used dashboards for reporting in support of Project Coordination or for Executive-level briefings.

9. Explain your approach for determining when and how to implement business process improvements, adding value-added activities, and eliminating non-value-added activities. Reference the scope/required capabilities outlined in Section 3.0 of this notice.

10. Describe the service delivery platforms that you have implemented or leveraged to integrate and manage the workflow of business processes. Refer to the scope/required capabilities outlined in Section 3.0 of this notice.

11. Describe the automated tools that you have implemented in an organization and how these tools significantly improved or streamlined the work of the organization. Refer the scope/required capabilities outlined in Section 3.0 of this notice.

12. Explain your approach to organizational training. Include factors that determine when training is needed, frequency with which training should occur, training format, target audience, etc.

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