RRB12R004 FMIS RFP Amendment A-1.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

11. CONTRACT ID CODE PAGE

OF PAGES

III

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE

A-1 06/14/2012

4. REQUISITION/PURCHASE REQ. NO. 15. PROJ_~ ~

a.ISSUED BY CODE 7. ADMINISTERED BY (If other then Item 6) CODE

U.S. Railroad Retirement Board Acquisition Management 844 N. Rush St.

Chicago, I L 60611

8. NAME AND ADDRESS OF CONTRACTOR (No., swet, county, State and ZIP Coda)

NO.

RRB12R004

9B. DATED (SEE ITEM 11)

05/31/2012

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE IFACILITY CODE

"jN: 9A. AMENDMENT OF SOLICITATION

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

~ The above numbered SOlicitation is amended as sat forth In Item 14. The hour and date specified for receipt of Offers ~ is extended. o Is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified In the solicitation or as amended. by one of the following mathods:

(a) By completing items 8 and 15. and retuming 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate latter or telegram which includes a referance to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter. provided each telegram or letter makes reference to the solicitation and this amendment. and Is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE

o A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

o B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes In paying offica, appropriaJion date, ele.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

o C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

o D. OTHER (Specify type ofmoalficatlon and authority)

E.IMPORTANT: Contractor 0 is not, 0 is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIF1CATION (Organized by UCF section headings, including solicitetion/contract subject ma/terwhere feasible.)

This Amendment A-1 is issued to Request for Proposals (RFP) number RRB12R004 for a Financial Management Integrated

System (FMIS) to incorporate the following:

1) Provide the RRB's response to questions submitted by vendors regarding the referenced FMIS RFP documents (see attached document for RRB responses);

2) Provide the attached summary document specifying the changes to the FMIS RFP documents based on the questions submitted by vendors and the RRB's associated responses and provide the amended FMIS RFP documents;

3) Extend the due date for proposals in response to the FMIS RFP RRB12R004 to Monday, July 9th at 11 :OOAM COT.

Except as provided herein, all terms and conditions of the document referenced In Hem 9A or 10A as heretofore changed remains unchanged and In full force and effed

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

15A. NAME AND TITLE OF SIGNER (Type or print)

15B. CONTRACTOR/OFFEROR

(Signature ofperson authorized to sign)

NSN 7540-01-152-8070

Previous edition unusable

15C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Paul T. Ahern, Contracting Officer

16~:~r~Or:~ 16C. DATE SIGNED

/.~ .. ~ ~ ,-I'i-2v(- (Signature ofContracting Officar)

RRB12R004 Amendment A-1

RRB's Response to Vendor Questions for FMIS RFP

# Document Section & Page

Nos.

Question

1 General Q: In numerous places, RRB discusses travel and multiple work locations including Chicago, IL and contractor work sites. Please validate that the only work required to be in Chicago are tasks that require face-to-face interaction such as requirements working sessions, training, etc. Otherwise, the majority of the work can take place in alternate US locations which may reduce costs to the government.

A: The RRB believes that the majority of the services may be provided at a contractor's facility.

The following services at a minimum must be provided onsite at the RRB headquarters facility:

training, requirements gathering, contract kick-off meeting, post implementation support, conference room pilot, etc.

2 RFP Section 1.3, p. 1 Section 3.1, p. 3

Q: In Sections 1.3 and 3.1, RRB specifies that it is seeking an integrated financial system using a software as a service (SaaS) model, however the remainder of the RFP references a hosting as a shared services provider (SSP) model. Please clarify ifRRB desires a bundled SaaS that includes temporary usage of the software and hosting and O&M or the typical SSP model that includes the purchase ofperpetual software licenses and hosting and O&M.

A: The RRB is seeking a hosted shared services provider model for FMIS. The attached amended FMIS RFP has been updated to reflect this change.

3 RFP Section 3.5.1

p. 7

Q: RRB mentions the "international costs ofoverseas transactions." Please clarify the extent of support required for foreign currency transactions.

A: The RRB has removed the statement listed above from the amended FMIS RFP document that is attached.

# Document Section & Page

Nos.

Question

4 RFP Section 3.9.2

p. 14

Q: Section 3.9.2 states "Incorporate in your response business process support such as supplemental supportive services, reconciliations, and report preparation". Can the government provide more information on the required services so the offeror can scope and price the work appropriately? For example, what are the types and frequencies of supportive services, reconciliations, and report preparation tasks that are to be performed?

A: The types and frequencies for the services listed in section 3.9.2 of the FMIS RFP are listed below:

Transaction Processing

1. Hardcopy documents approximately 5200 vendor invoices in fiscal year 2011 resulting in approx. $13,500,000 in disbursements. Service would include payment scheduling and confirmation.

Financial Reporting

1. FACTSII and lRAS bulk riling to u.S Treasury-quarterly

2. SF-224 Reporting - monthly

3. Financial Statements quarterly and annual

4. Treasury Report on Receivables (TROR) monthly

5 RFP Section 3.10.1 Q: Is it acceptable for the offeror to assume the use of VPN to meet the site-to-site connectivity needs of

RRB?

A: The RRB will consider all offered connectivity options that meet the security and privacy requirements stated in OMB Memorandums M-06 16, M-07-16, the FMIS RFP, and attachments.

# Document Section & Page

Nos.

Question

6 RFP Section 3.11 p.17

Q: In order to ensure that all offerors submit equal levels of support for the optional hosted services task, please provide additional information on the scope and duration of the tasks and the physical location requirements for which RRB wishes to use supplemental staff.

A: Please see the RRB's response to question number 4 above.

7 RFP Section 4.3, p.29

Q: The Integrated Baseline Review (ffiR) is a meeting to review the EVMS baseline. Section 4.3 calls for a pre-award IBR, yet Section 3.14 says the EVM Baseline is due 30 days post-award. Can the government please confirm that section 4.3 should be removed? Or that it should be replaced with the Post- Award IBR FAR clause 52.234-3?

A: The RRB has removed the EVM FAR Clause 52.234-2 in the attached amended FMIS RFP document.

S RFP Section 5.0, p.44

Q: In the Proposal Format section, a reference is made to an "FY11 aggregate performance metrics" attachment. What is this attachment?

A: The RRB is requiring offerors to submit their FY 2011 Aggregate Performance Metrics with their technical proposal submission. The attached FMIS RFP section 5.0 has been amended to clarify this requirement.

9 RFP Section 5.0, p.44

Q: The Certification of EIT Accessibility attachment is missing from the list of items to be included in the Technical Proposal. Should the offeror assume that this should follow the Statement on SSAE 16/Statement ofAuditing Standards (SAS) 70 attachment?

A: Yes, the Certification of EIT Accessibility attachment is now included in the attached amended FMIS RFP Section 5.0.

10 RFP Section 5.0, p.44

Q: Please clarify where the key personnel resumes should appear in the Technical Proposal.

# Document Section & Page

Nos.

Question

11 RFP Section 5.0 p.45

A: Offerors shall provide the resumes of the proposed key personnel as an appendix to the technical proposal submission.

Q: RRB states "Optional CLIN technical and cost proposals must be in the same fonnat, font, and page-limitations as identified in paragraph four (4) of this section. Offerors are advised that, although CLINS four (4) thru twelve (12) are identified as "Optional", technical and cost proposals are mandatory, and will be fully-evaluated." Please confirm whether the optional CLIN technical and cost proposals are two separate volumes with separate page limitations.

Meaning, should the submission include one technical volume with mandatory requirements with a maximum of35 pages and a second technical volume with optional requirements and a maximum of 35 pages for 70 pages total? Or is it one volume with both mandatory and optional for a total of35 pages?

12 RFP Section 5.0 B iv, p.47

A: Offerors shall submit one Technical proposal that includes both mandatory and optional requirements. The page limit for the Technical proposal is 50 pages total, not including resumes, and all required attachments completed by the offerors. The Business Proposal shall be limited to 20 pages, not including the Price Proposal Worksheet and Offerors Representations & Certifications.

Q: Please clarify this sentence: "The offeror should propose their most qualified personnel based on past experience successfully performing similar projects.proposal shall identify the end."

13 RFP

Attachment 4

Section 5.0, pA8

A: The RRB has updated this sentence in section

5.0 of the attached amended FMIS RFP.

Q: In the Past Performance section, bullets band c, RRB specifies that it is seeking 5 past performance references. Attachment 4 Past Performance References

- RRB states 'Please complete the following form for three references.' Please clarify whether three or five references are being requested for the past

# Document Section & Page

Nos.

Question performance section and the questionnaires.

A: A minimum of three and a maximum of five past performance references are required for Attachments 4 and 5. The RRB has amended the requirements for the Past Performance Reference Attachments in section 5.0 of the attached FMIS RFP. The updated Attachment 4 is also attached.

14 RFP Section 5.02 c p.48

Q: Please confirm that the completed questionnaires should be submitted directly from the reference to the RRB via email, proposals@rrb.gov. Is there any specific data that should be included in the subject line?

A: Yes, the Past Performance Questionnaire completed by the offerors references shall be submitted directly to the RRB by the references.

• Questionnaires may be sent to DroDosalsl'mrrb.2ov.

15 RFP

Attachment 1

Instructions Q: The Attachment 1 instructions state that the offeror should not complete the requirements sections for services they don't intend to provide. The RFP instructions, however, state that all optional requirements need to be priced and will be evaluated.

Which instruction takes precedence?

A: The Requirements document lists the mandatory and value-added requirements for the system modules or functionalities. Vendors shall complete this attachment to indicate whether they meet the mandatory and value-added requirements for the system requirements. Vendors must include all mandatory and optional system functionalities and services in order to be considered for evaluation. See the attached amended Attachment 1 and FMIS RFP documents. Please note that the RRB has removed the Inventory and Travel tabs from Attachment 1.

16 Attachment 2 Security measure, Critical Issue Incident Resolution Time

Q: As the amount of liquidated damages are traditionally designated up front, can the government please clarify the process for determining liquidated damages at the time of assessment?

# Document Section & Page

Nos.

Question measure A: Liquidated damages will be based on an the amount of probable damage attributable to the Contractor's failure to comply with Federal security regulations and shall be an amount equal to the actual dollar amount by which the Contractor's security breaches affected the Government.

17 Attachment 2 Optional Hosting

Q: For the Optional Hosting measures, the government specifies "A .5% deduction against the total value of the option year Optional Hosting Services" may be applied. Our standard hosting metric is to assess penalties on a quarterly or rolling quarterly basis, is the government amenable to modifying to us proposing this alternate approach?

A: Yes. See changes made to Attachment 2.

18 Attachment 4 Q: The references in Attachment 4 ask about Small Business Contracting Plans, however, the RFP doesn't list any small business targets. Is a Small Business Contracting Plan required for this procurement?

A: Yes a Small Business Subcontracting Plan is required to be submitted with the Business Proposal for this procurement. The attached FMIS RFP has been updated to include this requirement and the Small Business Subcontracting Plan Attachment 10 is included with this Amendment.

19 General Q: Can you advise if subject effort will be solicited against the GSA Schedule or will it be full and open?

A: This is a full and open competition for FMIS and as stated in the solicitation the RRB will consider proposals from both public and commercial shared service providers.

20 General Q: To ensure the highest quality response, we respectfully ask that the submission date ofJuly 2nd 2012 be moved to July 20th 2012.

A: The RRB is extending the due date for proposals to Monday, July 9, 2012 at 11:00AM CDT.

# Document Section & Page

Nos.

Question

21 General Q: Could you share the project budget?

A: The RRB will not provide potential offeror's with the FMIS project budget.

22 General Q: Could you indicate your Agency's Operating budget?

A: The budget of a federal agency is public information and available on various websites.

23 General Q: Could you indicate your Agency's Information Teclmology Department budget?

A: The RRB will not release that information at this time.

24 General Q: Is any of the funding from grants?

A: No, the RRB's funding for FMIS is not from grants.

The funds for FMIS are congressionally appropriated.

RRB12R004 HIllS RFP Amendment A-l Summary

RRBl2R004 Amendment A-I Summary of Changes to FMIS RFP

The RRB has made several modifications to the attached amended FMIS RFP Documents, including re-formatting, re-numbering of pages, etc. The RRB has listed some of the changes to the FMIS RFP documents below. Offerors shall refer to the attached amended FMIS RFP documents when preparing their proposals.

Document Section & Page Number

FMIS RFP & Attachment 1

FMIS Requirements Attachment 1

FMIS Requirements Attachment 1

FMIS RFP & Attachment 6

FMIS RFP Section 1.3 and 3.1, Pages 1 and 3

FMIS RFP Section 3.5.1, page 7

FMIS RFP Section 3.8.2, page 12

FMIS Section 3.10.1, page 16

FMIS Section 3.11, page 17

FMIS RFP Section 4.3, page 29

Description of Change

The eGov Travel Optional Functionality has been removed.

The following sentence has been removed from the Requirements attachment instructions: "Offerors shall not complete requirements for optional services they do not intend to provide."

The inventory requirements for FMIS have been removed.

The term "Cost Estimate Worksheet" has been replaced with the term "Price Proposal Worksheet".

The term "software as a service model" has been replaced with a "hosted shared services provider model".

The phrase "international costs of overseas transactions" has been removed. Additional information has been provided in this section regarding budget formulation and budget execution.

Additional information has been provided regarding the eGov Travel interface requirement.

Additional information has been provided regarding the RRB's hosting services objectives.

Additional information has been provided in this section regarding the optional hosted services.

The EVM FAR Clause 52.234-2 has been removed and replaced with EVM FAR Clause 52.234-3.

RRBI2R004 FMIS RFP Amendment A-I Summary

FMIS RFP Section 4.26, page 46

FMIS RFP Section 5.0, page 48

The Liquidated Damages FAR Clause is now included in this section.

The reference to "FY 11 aggregate perfonnance metrics" has been updated to state that offerors are required to submit this item as part of their technical proposal submission.

The requirement for offeror's to include the completed "Certification of EIT Accessibility" in their technical proposal has been included.

This section has been updated to state that offerors shall include the resumes of the key personnel as an appendix to their technical proposal submission.

The technical proposal submission page limitation has been increased to a total of 50 pages and shall include, in one volume, both mandatory and optional functionalities.

This section was updated to include a business proposal volume submission page limitation of20 pages, excluding attachments, etc.

FMIS RFP Section 4.16,5.0, pages 34 &49 The requirement for an offeror to provide a small business subcontracting plan has been added to the business proposal submission requirements, and removed from the technical proposal submission requirements. The associated clauses and provisions regarding the Small Business Subcontracting Plan have been added to sections 4.1.,4.2, and 4.16 and a sample plan has been added as Attachment 1 °to the

RFP.

FMIS RFP Section 5.0, page 51 The phrase "proposal shall identify the end." has been removed from this section.

FMIS RFP Section 5.0, Attachments 4 &5, The requirements stated for Attachment 4, Page 52 Contractor Past Perfonnance, have been modified to state that the offeror shall identify a minimum of 3 and a maximum of five contracts and/or

RRB12R004 FMIS RFP Amendment AMi Summary

FMIS RFP Section 5.0, Business Proposal, FMIS RFP Section 5.0, Page 49 subcontracts. The requirements stated for Attachment 5, Past Perfonnance Questionnaire, have been updated to state that offerors should provide a minimum ofthree to a maximum offive

(5) references. The references may submit the completed questionnaires directly to the RRB via email to proposals @rrb.gov.

The Business Proposal Submission section was updated to require offerors to submit a copy of their Representations & Certifications, signed copies of all solicitation amendments and a copy of their GSA schedule (if applicable).

This section was updated to state that the technical proposal volume shall not include any offeror contact infonnation or other identifying infonnation such as DUNS numbers, Tax ID numbers, or GSA Schedule numbers, etc.