Project Charter.pdf

Request for Information (RFI)

TFRS Dynamics GP Software Replacement

Version 7.0

Issued by the Defense Finance and Accounting Service

A. PURPOSE

DFAS is currently seeking input from industry pertaining to a new Enterprise Resource Planning (ERP) to replace MS Dynamics GP Software. DFAS is seeking capability statements from potential sources and seeking industry engagement to determine the availability of and level of interest in providing this support.

This market research is part of DFAS acquisition planning efforts and may help inform development of a potential future requirement.

B. BACKGROUND

The Defense Finance and Accounting Services (DFAS) requires IT Professional support to implement a replacement ERP/Financial Management. The current Microsoft Dynamics GP

System has an official End of Life of 2031.

All users are currently located in the continental US have Microsoft Windows operating system laptops that CAC into terminal servers used to access this application. TFRS is Microsoft

Dynamics GP COTS application used for Accounting and Budgeting.

C. OBJECTIVES/REQUESTED INFORMATION

The Defense Finance and Accounting Services (DFAS) is seeking to identify potential software solutions to replace Microsoft Dynamics GP as our enterprise resource planning system. The goal is to find a modern, scalable, and cost-effective solution that aligns with our current and future business needs. The selected solution should streamline financial operational, and reporting processes while enhancing user experience and ensuring robust integration capabilities.

Information Requested:

We would like detailed information regarding core functionality, scalability, ease of use, integration, deployment options, customization and flexibility, cost structure, implementation and support, security, and compliance.

D. SCOPE

Functional Requirements:

• DoD government security certified IL 5

• Standard Financial Information Structure (SFIS) compliant

• Risk Management Framework (RMF) compliant

• Federal Information Processing Standards (FIPS) compliant

• Government Cloud Ready

• SharePoint Integration

• Automated Interface Capability

• General Ledger

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• Cash Card function – this function allows us to manage the cash for each account by inputting transactions and show the remaining balance for each account

• Option to create/generate queries and export query results to excel or pdf

• Ability to integrate multiple journal entries at once rather than manually inputting journal entries one by one

• Ability to generate amortization schedules or payment calculations based on a set of numerical values/parameters input within the system

• Automated timed application inactivity user logout feature

Either set of technical requirements below (1 or 2) can be met for the new system to be reviewed

1. Technical Requirements Current System:

• • Common Access Card (CAC) Enabled

• Deployment Options (On-Premise, Cloud) – Cloud cannot be public facing, must be

Federal Government .mil cloud software on the Federal Govt Approved Software List

• Integration Capabilities (with other systems) – SharePoint

• Security Features – meet RMF Medium Categorization – FISCAM

• Reporting and Analytics Tools – Ability to generate ad-hoc reports as well as out of the box reports, Balance Sheet, Income Statement, and Trial Balance reports

• Operating System Compatibility - Windows Server 2019+

• Database Requirements - SQL Server 2022+

• User Base: 15 – 20 users

• Database size: 320 GB

• Transactions: 10000 yearly

2. Technical Requirements Cloud System:

• Common Access Card (CAC) Enabled

• Deployment Options (On-Premise, Cloud) – Cloud cannot be public facing, must be

Federal Government .mil cloud software on the Federal Govt Approved Software List

• Integration Capabilities (with other systems) – SharePoint

• Security Features – meet RMF Medium Categorization – FISCAM

• Reporting and Analytics Tools – Ability to generate ad-hoc reports as well as out of the box reports, Balance Sheet, Income Statement, and Trial Balance reports

• User Base: 15 – 20 users

• Database size: 320 GB

• Transactions: 10000 yearly

Implementation and Support:

Implementation Methodology, Training Requirements, Customer Support Options, and Service

Level Agreements (SLAs). Data migration – from

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Pricing and Costing:

Licensing Costs, Implementation Fees, and Maintenance and Support Fees.

Vendor Information:

Company Overview, Relevant Industry Experience, Customer References, and Implementation

Track

System information breakdown: See ATTACHMENT A below

E. RFI QUESTIONS

DFAS is seeking detailed Industry comments and advice on the following items. Please provide detailed responses.

1. What is your approach to data migration? Please explain how data migration will be handled and if historical data will be migrated. How far back can you migrate historical data?

2. What steps are necessary to implement the proposed solution and what is the average length of time needed to complete implementation?

3. What data cleanup is recommended before migration?

4. Please describe the custom features available in the new software/ERP system that meet our unique business needs.

5. Please describe how your solution will address our specific business processes.

6. What reporting capabilities does the new solution offer?

7. What is the estimated timeline for the migration process?

8. Can you please provide a breakdown of all costs (software, licensing, implementation, training, travel, ongoing support, license renewal, etc.)?

9. Can you provide any experience that you have had in migrating an organization from MS

Dynamics GP to a modern ERP? Please describe.

10. What are the major risks associated with this type of migration?

11. Can you please provide any additional details that we need to consider for this migration project?

12. What software would be recommended as an upgrade from MS Dynamics GP that provides the most seamless integration to our systems outlined in the Description and

Scope sections?

13. What is your upgrade model (frequency, submittal for updates to software, how are upgrades released)?

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14. Please identify how many years the proposed software has been available on the market.

15. How many companies are currently using the software?

16. What language was application developed in?

17. Does the product support Windows servers 2019 and up?

18. Does the Product support SQL database 2022 and up?

19. Is on-site assistance available for the migration if requested?

20. Please Identify the underlying platform/database that is used to manage data.

21. What integration capabilities are available?

22. What types of updates are released by your organization (full upgrades, hot fixes, security patches)?

23. Does your organization provide an Application Programming Interface (API) as part of the base package?

24. Does your organization provide central support for both application systems and the underlying technical infrastructure components?

25. Does your organization provide a website for submitting support requests?

26. Does your organization provide access to support as part of the maintenance agreement?

27. What are the days and hours the support staff is available?

28. Please describe how training will be provided by your organization (e.g.train-the-trainer, individual training, or online/web training, on site). Does training include online help screens, documents and videos?

F. Additional Question only for Small Business

This RFI is part of our market research activities to make appropriate acquisition decisions and to gain knowledge of potential qualified Small Businesses, e.g., General Small Businesses, Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and others interested and capable of performing the work. Please note, we are only interested in communicating with vendors who provide their own IT Support Services.

Small Businesses are encouraged to provide responses to this RFI. Such responses will be used to assist DFAS in determining whether any small business vendors can provide the services outlined in this RFI request. Also, DFAS seeks to learn the potential levels of competition available in the industry, as well as helping to establish a basis for developing any subsequent potential subcontract plan goal percentages.

Small Business firms who have services capable of performing the tasking described in this RFI are encouraged to respond. It should be noted that any resultant contract or task order for supplies (other than procurement from a non-manufacturer of such supplies), the concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials. Your supply item (software) requires at least 50 percent of the cost of contract performance incurred to be expended for employees of the concern proposing as a prime. Please see FAR Clause 52.219-14, Limitations on Subcontracting for prescription and complete version of the clause.

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Responses to this RFI will help shape the government’s strategy for this acquisition, as well as any subsequent formalized solicitation.

1. Does your small business provide ERP Data Migration and Implementation services?

2. If so, please describe it.

3. Would you elect to submit to one or more of the following sub-categories; 8a, Service-

Disabled Veteran Owned Business and/or HUBZone?

4. If you would submit as an 8a and/or HUBZone, are you Small Business Administration

(SBA) Certified in either or both of these sub-categories?

5. What is your exit date for your certification(s) in 8a and/or HUBZone?

G. INFORMATION REQUESTED

Information is hereby requested to gain information about goods and services available to satisfy the requirements and questions in paragraphs C. OBJECTIVES/REQUESTED INFORMATION, D. SCOPE, and E. RFI QUESTIONS. Also, within your response to this RFI please include recent and relevant contracts (last 3 years), including the contract number, and dollar value for procurements you have offering this service. Please provide any contract vehicles available to the

Government for the procurement of these types of services, to include General Service

Administration (GSA) Federal Supply Schedules (FSS), or any other Government Agency contract vehicle. Please include any recommended common industry performance standards.

H. RESPONSES

Responses to this RFI shall address all items listed in sections C. OBJECTIVES/REQUESTED

INFORMATION, D. SCOPE, and E. RFI QUESTIONS and shall not exceed 5 pages.

Responses shall be e-mailed as either a PDF or MS Word attachment and must include a cover letter with the institution name, points of contact (address, phone number, and e-mail), DUNS

Number and CAGE code. DFAS requests a response by February 17, 2025. Please send responses to the attention of clinton.l.parsons2.civ@mail.mil and stephanie.j.flynn2.civ@mail.mil. DFAS may establish a dialog with vendors to gain a better understanding of their service offerings. In turn, responding vendors may engage in dialogue with DFAS to gain a better understanding of the environment.

PLEASE NOTE: Please provide responses which answer the questions in the above sections.

Unsolicited sales-oriented types of presentations are undesired. Gantt charts included for project plans and any other PowerPoint style graphics should be pasted as inline images into the MS Word or PDF document. Landscape mode will suffice for wide layout charts.

I. DISCLAIMER

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This is a request for information only. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a solicitation, or an obligation on the part of the Government to acquire any products or services. No entitlement to payment of direct or indirect cost or charges to the

Government will arise as a result of a contractor submission of responses to this announcement or the Government’s use of such information.

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this RFI. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. All information received in response to this RFI that is marked Proprietary will be handled accordingly.

Responses to the RFI will not be returned. At this time, questions concerning the composition and requirements for future RFIs will not be entertained.

ATTACHMENT A – System information breakdown

Organization is utilizing:

• Microsoft Dynamics GP 18.6.

• Microsoft Windows Server 2019

• Microsoft SQL Database 2022

• Dexterity Programming language

• Transparent Data Encryption (TDE) – for data at rest

• Microsoft SQL Force Encryption – for data in motion

• CAC authentication to Terminal Servers, then username/password for application (Not CAC enable at application)

The new solution should be capable of reading common access card (CAC, SMART CARD) for user authentication as a first step.

The system should TIMEOUT after a period (15, 10 minutes) of inactivity for security.

The menus available in the application and the access that a user will experience in the system should be based on database profiles given to them. They are stored in tables in the database and the new application should read them first as part of login process to set the access for any given user.