RFI 022520220001 Enterprise Financial Data System.pdf

Supplies, Services, and Material Management Division Ford House Office Building, Room H2-263 Washington, DC 20515 202.226.2557 www.aoc.gov

Architect of the Capitol | Supplies, Services, and Material Management Division

Ford House Office Building, Room H2-263 | Washington, DC 20515 | 202.226.2557 | www.aoc.gov

Request for Information

Reference # 022520220001

Office of the Chief Financial

(This is not a Request for Quotations, this is for market research purposes)

The Architect of the Capitol (AOC) has a requirement for a contract for The Office of the Chief Financial Officer, with a period of performance of a one-year base a two one-year option periods.

1.0 PROJECT TITLE

Architect of the Capitol Enterprise Financial Management System

2.0 BACKGROUND

Established as a permanent office in 1876, the Architect is provided permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The Architect is responsible for the maintenance, operation, development and preservation of 17.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S. Capitol, House and Senate office buildings, the U.S. Capitol Visitor Center, the Library of Congress, the Supreme Court of the United States, the U.S. Botanic Garden, the Capitol Power Plant, and other facilities. The Architect also provides professional expertise with regard to the preservation of architectural and artistic elements entrusted to his care and provides recommendations concerning design, construction and maintenance of the facilities and grounds.

The Office of the Chief Financial Officer (OCFO) acquires and distributes resources that sustain the financial needs of the operational jurisdictions and central services of the Architect of the Capitol. OFCO does this by executing the core supporting functions of budgeting, accounting, financial systems operations, enterprise risk management, program analysis and evaluation, and enterprise data management. The office provides real-time financial analysis and information that promotes economy, builds evidence-based requirements and maximizes performance.

3.0 SCOPE OF WORK

Develop and implement a web-based software solution to streamline AOC financial data management reporting to support all phases of the budget process. In addition, the solution will integrate and interact with other AOC data systems. The improved system will reduce man hours required, improve data quality, better support decision making processes, and increase the speed of standard and ad-hoc reporting. The system should start with a programming module as an agency test case then add on budget formulation, budget execution, spend http://www.aoc.gov/ plans and reporting modules.

4.0 Technical Requirement - Enterprise Financial Management System:

1. Develop and implement the Programming Module

a. Background: The AOC does not have a current process to develop a five year fiscal plan.

i. The template organizational process will follow these steps.

I. Office/jurisdictions collect their requirements for each capability package II. The requirements are rolled up for analysis by a capability package manager III. The requirements are reviewed by an evaluation group IV. The EG provides their recommendations to the review board V. The RB provides recommendations to the C-Suite VI. The C-suite approves the requirements VII. The RB provides approved requirements and recommended funding spread to the budget office

ii. Definitions:

I. Capability package – a grouping of like AOC capabilities (i.e. custodial services) II. Functional Grouping III. Evaluation Group IV. Review Board V. C-suite VI. Capability Package Manager VII. Dollar Types

b. Programming: the solution must support the agency’s programming process. The structure must provide the ability to develop a future fiscal plan that covers at least a five year segment that begins two fiscal years in the future (similar to DOD’s POM process). An enhancement would be a longer range planning horizon for long range planning, likely at a lower level of detail. Gain approval for the structure/system from the agency before implementation. The module should include easy to use user input, for multiple users, that brings in as much data from existing systems as possible. The programming module should include data elements (i.e. Capability package, functional groupings) that allow the inclusion of existing fiscal data such as appropriation, fiscal year, object class, etc. The dollar types need to include different types: Requested amount, recommended requirement, approved requirement, funding request, actual funding, and execution. The application should allow to an iterative decision support including an audit file to capture decisions at multiple decision points and maintain this data for future reference for X number of years.

c. Line Item Construction Program (LICP). The software will support the AOC’s LICP process. The LICP process delivers a five year plan for construction projects across the AOC. These projects are funded from five year appropriations. The LICP process is run by the Office of the Chief Engineer and already captures a five year plan. The software will capture the current data and help automate the current process.

d. Training: Provide training for twenty government employees for the programming phase. Include a rough outline of the training plan. This training, as part of the implementation, is likely mostly hands on and iterative.

e. Reports: CP submission status; Requirements approval status; final approved requirements; budget hand off documents; strategic linkage report

f. Timeframe: the programming module is the first phase of the overall project. The structure should be developed and ready for operational testing with real data by 30 JAN 2023. This operational testing may include a smaller or less granular data set, with the ability to increase the granularity and data set size for the next iteration in January 2024. This module is the agency’s test of the overall system and must be accepted by the agency before the other modules are initiated. The contractor will develop all required reports in the programming module.

2. Develop and implement the Budgeting Module

a. The budgeting module will follow the current AOC processes to the maximum extent possible.

Generally, AOC offices & jurisdictions submit their budget materials to the budget office in BEFM and other MS Office documents. The budget module should automat data input from the offices and jurisdictions and the programming module to maximize automating the budget submission. This includes developing the initial budget estimates for AOC approval process and building the AOC’s budget book for final approval.

i. One unique input is client letters. These letters that solicit input from other Legislative Branch agencies that the AOC supports such as the Capitol Police, the Supreme Court, the Library of Congress, the House & Senate Sergeants at Arms, etc. The responses come back in memorandums with different formats and level of detail and not all agencies respond. The budget module should include a feature to capture this data for incorporation into the current budget, to allow for historical tracking, and to provide data for executive level responses to other agency heads on the status of their requests.

ii. Execution data. The budget module should integrate with Momentum for daily updates, as well as, allowing for developing budgets based upon a fixed date (i.e. when official execution numbers are posted from the previous year’s closeout).

b. Training: Provide training for all budget office staff, budget financial analysts, and Jurisdiction Leads, plus other CFO staff about 50 government employees for the budgeting module. Include a rough outline of the training plan. The contractor will develop the most effective method.

c. Reports: budget submission status by office/jurisdiction; approved budget; draft budget material; final budget material, strategic linkage report

d. Timeframe: This is the second phase of the overall project. The initial structure should be developed and ready for operation testing by September 1, 2023 to support the development of the FY2025 budget materials

3. Spend Plan module. Spend plans will provide easy user with input from Jurisdictions and program managers and populates with as much data as possible from existing systems.

a. Spend plan development will follow these steps:

i. Spend plan guidance provided by the CFO to the Offices & Jurisdictions

ii. Minor Construction spend plan guidance provided by ChOps

iii. Spend plan development

iv. Spend plan approval (up to 4 levels)

v. Will allow for different periods of spend plans

I. Monthly – annual funds

II. Quarterly – Minor Construction funds III. Annual – No Year and LICP projects

vi. Will provide easy to understand execution reports compared to spend plans

b. Reports: Spend completion report; spend plan approval report; spend plan accuracy report

c. Timeframe. The spend plan is the third phase and may be accomplished in conjunction with the budget or execution module

4. Develop and implement the Execution Module

a. The execution module includes execution reporting during the year of execution and year end closeout reporting. The execution reporting should include comparison with the spend plan and be updated daily.

b. Training: Develop and provide training for forty government employees. Include a rough outline of the training plan. This training, as part of the implementation, is likely mostly hands on and iterative

c. Reports: Execution (weekly, bi-weekly, quarterly, annual); yearend close out; execution variance report, strategic linkage report

d. Timeframe: Execution is the fourth phase. The structure should be developed and ready for operational testing with real data in time for operational launch at the start of a fiscal year (October 1st). The contractor will include which fiscal year they plan to implement the execution module.

5. Develop and implement the Reports Module

a. This is the fifth and final module. The development of this module will be simultaneously with the other phases as reports are developed and captured as part of this module.

b. Reports. Reports will include those identified in the program, budget, execution, and spend plan modules. Other reports are to be determined and will be priced separately if required.

c. Training: Provide training for 40 government employees. Include a rough outline of the training plan.

This training should be focused on how to develop ad hoc reports to support future reporting requirements that the AOC has to support

d. Timeframe: This module will be developed in conjunction with the other modules and closed out once the other modules are complete.

6. Data system integration: The solution should be able to integrate with the existing AOC data systems listed below and be able to share data with future systems easily. Additionally, data must be synchronized seamlessly between modules.

a. AOC data systems (not all inclusive):

i. FMS/Momentum – daily updates

ii. Tableau – data push to the reporting dashboards daily

iii. PMIS – weekly updates

iv. BEFM – daily updates

v. Microsoft Access & Excel files

vi. eBuilder

7. No government equipment or space will be provided. Most meetings will be virtual, any in person meetings will be coordinated at the government location by the COR or at the contractor’s location at no additional cost.

B. Deliverables:

1. Programming Module. Contractor will provide the programming module within six months of contract award.

2. Budgeting Module. Contractor will provide the budgeting module within six months of award for this line item.

3. Spend Plan Module. The contractor will develop the spend plan module within six month award for this line item.

4. Execution Module. The contractor will provide this module within six months of award for this line item.

5. Reports Module. This module will be delivered within six months of completion of the final line item awarded.

6. Monthly status report of project progress.

4.1 KEY PERSONNEL

Key personnel for this contract shall include one IT Program Manager and one Financial Management (FM) Solutions SME. The IT program manager will be overall responsible for the implementation. The FM Solutions SME will be responsible integrating the financial data across all modules.

Instructions for Responding to this RFI:

1) Please provide a response to the following questions from the Government:

a) Will your company be interested in submitting a quotation for this contract if a solicitation is issued?

b) Can your company perform this scope of work under its GSA Schedule contract? If so, what is the GSA Schedule contract number? What SIN is this usually done under? Or is this a mix of SINs? Note: It’s acceptable if you don’t have a GSA Schedule contract under which you can perform this work, this question is only to determine if a FAR 8.4 acquisition strategy can be used.

c) What questions do you have for the Government? (You may either list your questions in the RFI response or you may email the questions to Roman Davydov at roman.davydov@aoc.gov any time if it helps you to provide a better response with the answers known)

d) What is the usual duration of a contract for this work? In other words, what period of performance is typical for this?

e) Please provide examples of past contracts within the past three years that are either completed or ongoing that have the same or similar scope of work. Please provide the awarded contract dollar amount as well.

f) Any other information you believe will be of interest to the Government.

Please email responses to Roman Davydov at roman.davydov@aoc.gov by noon on March 11, 2022.

Thank you, mailto:roman.davydov@aoc.gov mailto:roman.davydov@aoc.gov

Roman Davydov Contracting Officer

Phone: (202) 226-5175 Mobile: (202) 486-2437

Architect of the Capitol Supplies, Services, and Material Management Division (SSMMD) www.aoc.gov