RFI - Audit Documentation Management System.pdf

United States Postal Service Office of Inspector General

Office of Audit (OA)

Request for Information Audit Documentation Management System

UDisclaimer

This is a Request for Information (RFI) and planning ONLY and does not constitute a solicitation. A response to this RFI is necessary to assist the U.S. Postal Service Office of Inspector General (USPS OIG) in determining the potential levels of interest, adequate competition, and technical capability for a potential, but not certain, future solicitation. The OIG may issue a future request for proposal (RFP) only to those Suppliers that respond to this RFI. Companies not responding to the RFI may be precluded from participating in any future competitions related to this requirement. Additionally, the USPS OIG reserves the right to conduct a limited competition based on the responses received from this RFI, and merely responding will not guarantee an invitation to participate in the potential future RFP. The USPS OIG and the Federal Government is not responsible for any cost incurred by industry in furnishing this information.

UOrganizational Background

The USPS OIG is an independent federal law enforcement agency providing oversight to the U.S. Postal Service (USPS) and the Postal Regulatory Commission (PRC).

Its mission is to ensure efficiency, accountability, and integrity in USPS and PRC. The OIG’s Office of Audit (OA) conducts and supervises objective, independent audits and reviews of USPS and PRC programs and operations to:

Prevent and detect fraud, waste, and misconduct.

Promote economy, efficiency, and effectiveness.

Promote program integrity.

Keep the Postal Service Board of Governors, PRC Commissioners, Congress, and Postal Service and PRC management informed of problems, deficiencies, and corresponding corrective actions.

UProject Background

In fulfilling its mission to conduct and supervise objective and independent audits and reviews of Postal Service programs and operations, the OIG Office of Audit (OA) performs audits and reviews each year.

OA performs these audits over a geographically dispersed environment, which includes auditors working in various locations throughout the U.S. The OIG’s audits and reviews are designed to protect Postal Service assets and revenue, ensure efficient and economical mail delivery, and safeguard the integrity of the postal system.

OA performs audits and reviews in compliance with standards published by the Comptroller General of the United States, the American Institute of Certified Public Accountants, the Public Company Accounting Oversight Board, the Institute of Internal Auditors, and the Council of the Inspectors General on Integrity and Efficiency. These standards require OA to prepare, maintain, and protect audit documentation.

For this RFI, OA is seeking a commercial off-the-shelf, audit documentation management system solution that facilitates efficient and effective planning, analyzing, organizing, collaborating, communicating, and reporting of audit results, for approximately 300 users.

Along with the system, the vendor must provide system maintenance, including regular updates for changes in technology, user documentation (user manuals/guides) with illustrations, knowledge transfer, and remote support for administrators and users of the system.

For more information, see the attached Statement of Work (SOW).

UPurpose and Objective

The purpose of this RFI is to perform market research and obtain information on market capabilities able to meet USPS OIG potential requirement for an Audit Documentation Management System.

Instructions

The USPS OIG is seeking responses from all qualified, interested suppliers to establish an effective acquisition strategy. Responses must be limited to 10 pages or less and be submitted in Microsoft Word or Adobe Portable Document format (PDF), using Times New Roman, 12-point font. The Government will not entertain telephone calls for this RFI. All submissions must be clearly marked with the following caption: For Official Use Only, Releasable to Government Agencies for Evaluation Purposes Only.

Responses that fail to comply with the above instructions or present ideas not pertinent to the subject, may not be reviewed. All information received in response to this Notice that is marked proprietary will be handled accordingly. The responses should include the following information:

A. Company Profile, to include:

1. Please provide a brief description of your company; business size (revenue, employees, and customers, if applicable) and points of contact; including name, address, phone number, and e-mail address.

2. Please inform if your firm currently possesses a GSA Schedule or other GWAC.

B. Technical Capability, to include:

1. Summary of the supplier’s technical capabilities which would support the services described herein. The OIG would also like to see information regarding whether the required capabilities exist in-house or if the company plans to subcontract or team.

2. Answers to the following questions:

a. Is the software fully hosted (software and data) in the cloud by the vendor?

b. Is the software a commercial, off-the-shelf software package, with the ability to be customized?

c. Are all input fields configurable/customizable for the agency via an administrative tool included with the software?

d. Are the workflows agency-configurable via an administrative tool included with the software?

e. Is the software fully FedRAMP moderate certified for both infrastructure and software?

f. Is the software scalable from at least 50 to 600 users without performance issues?

g. Does the software use databases and technologies commonly used across industry?

h. For projects currently in progress and those previously closed, does the software provide the ability to migrate the audit documentation and associated sign-offs from the existing system?

i. Is the software compatible with Microsoft Windows 11 and higher?

j. Is the software compatible with O365 (GCC), without account federation?

k. Does the software support mobile iOS devices, where users can work on their mobile device?

l. Can the software handle slow or latent connections through VPN or remote connections, without software latency?

m. Does the software offer the ability to work offline, to include the ability to create new audit documentation and review/approve existing audit documentation? The software must have controls in place to prevent overwriting data modified online with data modified offline.

n. Are the software policies centrally managed by the agency via an administrative tool included with the software?

o. Does the software allow the agency to store audit documentation/projects and easily allow view access to it for a rolling 7 years after the project is closed? This is currently estimated at 1TB of storage for the system being used. Does the vendor have scalable storage amounts?

p. Does the vendor offer storage and access via the cloud for audit documentation, with or without an active contract, up to the 7-year retention of each project individually?

q. Does the vendor have live support technicians available to all agency users 5 days a week with response within 24-hours?

r. Can the software provide multiple Application Programming Interfaces (APIs) as well as documentation and support for bi-directional data sharing with the agency’s customized management information system?

s. Does the system have the ability to secure access via single sign-on, with other access options for external users, using MFA?

t. Can the vendor comply with the SOW requirements fully, partially, or not at all. If the vendor cannot comply fully, specifically identify which items the vendor cannot comply with?

3. A list of up to three (3) contracts under which the company has previously provided products and performed services similar to those described herein. The list shall include:

a. Agency or company name

b. Contract number

c. Contracting Officer or POC name, email address, and telephone number

d. Dates of performance

e. Brief description of work performed.

4. Please list any other information that would be helpful for USPS OIG to provide for future proposal solicitation.

5. Other information you believe would be helpful in understanding your organization’s capabilities and issues that should be considered.

UQuestions and Answers

Questions must be submitted in writing via email to the Contracting Officers, Brian Lee at blee@uspsoig.gov and Farzad Afrasiabi at fafrasiabi@uspsoig.gov. Questions submitted prior to November 22, 2024 will be considered. Any questions submitted after November 22, 2024 shall be answered at the Contracting Officer’s discretion. Answers will be published within the RFI announcement on SAM.gov.

UDue Date

Responses must be submitted via email to the Contracting Officers at blee@uspsoig.gov and at fafrasiabi@uspsoig.gov, as well as to contracts@uspsoig.gov, no later than December 2, 2024 at 3PM ET.

PRIVACY ACT STATEMENT

To the extent that the information you provide is about an individual, the Privacy Act will apply.

Collection of that information is authorized by 39 USC § 401. As a routine use, the information may be disclosed to an appropriate government agency, domestic or foreign, for law enforcement purposes; where pertinent, in a legal proceeding to which the USPS is a party or has an interest; to a government agency in order to obtain information relevant to a USPS decision concerning employment, security clearances, contracts, licenses, grants, permits, or other benefits; to a government agency upon its request when relevant to its decision concerning employment, security clearances, security, or suitability investigations, contracts, licenses, grants, or other benefits; to a congressional office at your request; to an expert, consultant, or other person under contract with the USPS to fulfill an agency function; to the Federal Records Center for storage; to the Office of Management and Budget for review of private relief legislation; to an independent certified public accountant during an official audit of USPS finances; to an investigator, administrative judge or complaints examiner appointed by the Equal Employment Opportunity Commission for investigation of a formal EEO complaint under 29 CFR 1614; to the Merit Systems Protection Board or Office of Special Counsel for proceedings or investigations involving personnel practices and other matters within their jurisdiction; to a labor organization as required by the National Labor Relations Act; to a federal, state or local agency, financial institution or other appropriate entity for the purpose of verifying an individual's or entity's eligibility or suitability for engaging in a transaction. In addition, the following disclosures may be made to any person: a solicitation mailing list when a purchase is highly competitive and competitions will not be harmed by release, or to provide an opportunity for potential subcontractors seeking business; a list of lessors of real or personal property to the Postal Service; a list of entities with whom the Postal Service transacts for goods or services, interests in real property, construction, financial instruments, or intellectual property; and the identity of the successful offeror.

Completion of this form is voluntary; however, if this information is not provided, we will be unable to process your request.

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