EPAS_RFI_(final).docx

Enterprise Process Automation System Support Services for Financial Division

Solicitation Number: RFI-1212134548

Notice Type:

Sources Sought

Posted Date:

April 25, 2013

Response Date:

May 9, 2013 3:00 pm Eastern

Archiving Policy:

Automatic, 15 days after response date

Archive Date:

May 10, 2013

Original Set Aside:

N/A

Set Aside:

N/A

Classification Code:

70 ― General purpose Commercial Information Technology Equipment, Software and Services

NAICS Code:

541511 ― Custom Computer Programming Services /541512 ― Computer Systems Design Services

Solicitation Number:

RFI-1212134548

Synopsis:

This is a Request for Information (RFI) in accordance with Federal Acquisition Regulation (FAR) 52.215-3 Request for Information or Solicitation for Planning Purposes (OCT 1997). Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract (FAR 15.201(e). No Request for Quote (RFQ) exists at this time.

The Government does not intend to award a contract on the basis of this RFI. Your response will be treated as information only. No reimbursement will be made for any costs incurred in providing information in response to this announcement. Contractors responding to this RFI are advised that participation does not ensure involvement in future solicitation or contract awards. The Government will not notify the industry of the results of this RFI evaluation. If a solicitation is released, it will be synopsized on the General Services Administration Advantage E-Buy (e-buy) website. Responders are responsible for monitoring www.ebuy.gsa.gov for additional updates and solicitation, if released. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response.

The Government is conducting market research for the Finance Division’s (FD) Commercial Payments and Confidential Services Unit (CPCSU) of the Federal Bureau of Investigation (FBI), which is seeking potential sources for technical support services to develop, deploy and transition financial data in all phases of its Unified Financial Management System (UFMS) project, including connections to the UFMS invoice payment interfaces. Currently, the Invoice Management System (IMS) provides the following services for processing commercial invoices into the UFMS:

· Document batch scanning of commercial invoices for processing within CPCSU;

· Batch indexing of commercial invoices for submission of individual commercial invoices into the IMS process;

· Invoice data entry module to capture invoice details required for payment of invoice into the Financial Management System (FMS) or the UFMS;

· A payment function to submit the invoice document to FMS or UFMS for final vendor payment; and

· Electronic invoice submission gateway for other internal FBI systems to submit invoices directly into IMS.

Scope of Work The FD utilizes an automated system, IMS, to process commercial invoices. The Accounting Section (AS) and the CPCSU require assistance providing operation and maintenance support of IMS.

The IMS is a Metastorm Business Process Management (BPM)-based process hosted on the FBI’s Enterprise Process Automation System (EPAS). The IMS process on EPAS has been enhanced through the use of several technologies, including Windows Presentation Foundation (WPF) and Windows Communication Foundation (WCF), to support interfaces to document scanners and as well as other FBI invoice source systems. IMS provides automated interfaces to both the FBI’s FMS and the UFMS to create payments for invoices processed within the system.

The contractor’s personnel will work in conjunction with the FBI designated FMS and UFMS team members to provide operation and maintenance (O&M) in support of IMS and to maintain the IMS/UFMS and IMS/FMS interfaces. The contractor’s personnel will also provide support in the development of process changes resulting from identified defects or enhancement requests as directed by the FBI.

In addition, the contractor’s personnel shall work in conjunction with the FD to re-engineer and automate business processes using the FBI’s BPM tools and deploy these automated processes into the EPAS environment. The contractor’s personnel shall gather business requirements on the existing process, facilitate meetings to establish a new technical process, create documents consistent with the BPMU Governance Procedures, re-engineer, automate, test, and deploy automated business processes, and assist in the transition of these processes into the FBI Production/O&M) environment.

The contractor’s personnel will be required to perform the following:

· Participate in process analysis and requirements gathering sessions

· Act as primary customer interface for process analysis and design

· Conduct process analysis sessions with customers to define their current business processes

· Develop functional and technical process requirements and assist in developing new processes

· Determine any output media/formats and design user interfaces if required.

· Write, debug and maintain existing IMS code

· Integrate hardware and software components

· Work with customers to test applications

· Follow and prepare all documentation according to BPMU Governance Procedures

· Communicate effectively and efficiently with many levels of executive and technical staffs

· Analyze, design, develop, implement and maintain client server applications over distributed networks and related protocols

· Plan, design, develop and test automated business processes and reports using COTS BPM tools

· Plan, develop and maintain process related scripting, databases and reporting

· Maintain library of reusable Metastorm BPM process components and scripting

· Configuration Management of COTS and custom components of the BPM environment

· Collect current process performance data and establish monitoring mechanisms to measure project success

· Ensure business process enhancements fully complement the existing IMS functions and technology within the current business process

· Coordinate process improvements by simulating process modifications using Metastorm BPM Suite

· Test applications

Documentation and Other Deliverables The contractor shall provide written status reports and billing summaries on a monthly basis. Monthly status reports detail any change requests (CRs) an end-user support provided throughout the month on the project are each month. The contractor shall provide bi-weekly progress status reports of work accomplished to the FBI Project Manager. Relating to development work being performed, the following technical products could be requested:

· Service Request documentation

· Requests from user

· Memos documenting meetings with FBI personnel

· Requirements Analysis Documentation

· Software Requirements Specification

· Product prototype, if required

· Design Documentation

· System Design Document

· System Test Plan

· Acceptance Test Plan

· Development and Testing Documentation

· Product source code and executables

· Unit Test Plan

· Integration Test Plan

· Implementation Test Plan

· Test Results

· User documentation

· Maintenance documentation

· Security documentation

· Implementation Documentation

· Training materials

· Operations and Maintenance

· Documented Change Requests

· System documentation

Other Government Requirements – Earned Value Management The Department of Justice (DOJ) mandates that all of its sub-agencies, which include the FBI, analyze and evaluate contractor performance data utilizing the concepts and requirements of an Earned Value Management and Analysis program. Management actions will be determined based on analysis of problem indicators and corrective actions taken, considering their effects on cost and schedule. Any variance above 10% of a measured factor will cause in-depth review by FBI and project officials of the technical, schedule and cost elements of this effort.

The contractor shall develop and submit, a Performance Measurement Baseline (PMB) plan, which is a time-phased scheduling system, or Work Breakdown Structure (WBS) for each task identified for this effort. The purpose of this requirement is to provide the means of determining the status of activities, milestones, and/or critical events.

The FBI requires that an EVM percent complete technique be used to measure performance. These estimates shall be for cumulative progress made against the PMB plan. This information shall be included in the contractor’s monthly reports. The FBI requires that the contractor report this information as follows for each identified task in the WBS:

Security Requirements The Contractor shall have a security program that addresses all aspects of performance including personnel, five year re-investigations, facilities, software, hardware, and equipment security and subcontractor security and surveillance plans. Contractor’s personnel must possess an active Top Secret security clearance (meaning the Top Secret clearance must have been issued and/or revalidated within the last five years). Upon the FBI’s discretion, contractor personnel may be requested to undergo a polygraph or drug test.

The contractor shall ensure all personnel maintain active Top Secret security clearances throughout the period of performance. It is the responsibility of the contractor to ensure requests for five-year background re-investigations are coordinated with the COR at least six (6) months in advance of expiration.

Respondents should include as part of their submission:

1. A synopsis of core competencies and corporate information on a cover page (1 page) to include:

· Company name, address, telephone number, a point of contact, e-mail address, business size, the North American Industry Classification System (NAICS) Code, and the Product Code Services (PCS) relevant to this RFI.

2. A capability statement that describes your company’s expertise and availability in the following requirements:

· Conduct process analysis sessions with customers to define their current business processes to ensure full compliance with interface standards;

· Develop functional and technical process requirements and assist in developing new processes to meet the needs of UFMS procedures as related to customer and the IMS program;

· Determine any output media/formats and design user interfaces;

· Analyze, design, develop, implement and maintain client server applications over distributed networks and related protocols;

· Plan, develop and maintain process related scripting, databases, reporting; and

· Collect current process performance data and establish monitoring mechanisms to measure project success.

Interested parties may submit a response directly to Ms. Carol Mays, Contracting Specialist (CS) at carol.mays@ic.fbi.gov. Complete RFI submissions should be emailed not later than 3:00 p.m. on May 7, 2012 EST. Electronic submission is the only acceptable method of submission. Submissions should be made in Microsoft Office (Word, Excel and Power Point). All information should be UNCLASSIFIED. Any company proprietary information should be marked as such. All information submitted in response to this RFI should not exceed 15 pages (13 pages for numbers 2, 3 and 4 above and two pages for the ROM), excluding the cover page. Text pages when printed shall be 8½ x 11 inches and single-sided. Margins of at least 1 inch shall be provided around the page. The Times New Roman font type with at least 12 point characters shall be used to enhance readability and evaluation. The Government will send an acknowledgement of receipt when an RFI package is received.

Questions should be sent to the following e-mail addresses: carol.mays@ic.fbi.gov. Any questions or requests for clarifications must be made in writing and are due (in Microsoft Word format) no later than 3:00 p.m. on May 1, 2013 EST. Questions shall be written in a manner that enables clear understanding of the respondent's questions or concerns. The Government will not respond to any questions via telephone calls or faxes. All email questions must include the following:

1. Subject line: “Enterprise Process Automation System Questions”

2. Date of Request, RFI Number, Vendor’s Name and referenced RFI section (paragraph/clause/line)

Contracting Office Address:

935 Pennsylvania Avenue, NW Washington, District of Columbia 20535 United States Place of Performance:

Federal Bureau of Investigation 935 Pennsylvania Avenue, NW Washington, District of Columbia 20535 United States

Primary Point of Contact:

Carol Mays, Contracting Specialist carol.mays@ic.fbi.gov

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