RRB12R004 FMIS RFP Amendment A-2.pdf

A-2 I

OF PAGES11. CONTRACT ID CODE

AMENDMENT OF SOLICIT A TION/MODIFICA TION OF CONTRACT IPA~E

I S 3.EFFE 14. REQUISITIONIPURCHASE REQ. NO. 15. PROJECT NO. (If applicable)2. AMENDMENT/MODIFICATION NO.

06/28/2012

7. ADMINISTERED BY (If other than Item 6) CODE6. ISSUED BY CODE

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

Chicago, IL 60611

9A. AMENDMENT OF SOLICITATION8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) ft NO.

RRB12R004

~ 9B. DATED (SEE ITEM 11)

05/31/2012

10A. MODIFICATION OF CONTRACT/ORDER NO.

0 10B. DATED (SEE ITEM 13)

CODE IFACILITY CODE

11. rHIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITA110NS

~ The above numbered solicitation is amended as sat forth in Item 14. The hour and date specified for receipt of Offers 0 is extended, ~ 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 returning 1 copies of the amendment; (b) By acknowiedglng receipt of this amendment on each copy of the offer submitted;

or (c) By separete letter or telegrem which Includes a reference 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 latter, prollided each telegrem or letter makes reference to the solicitation and this amendment, and Is recefved prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (Ifrequired)

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

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

CHECK ONE 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 office, appropnaliono date, etc.) 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:

D. OTHER (Specify type ofmodification and au/honty)o E. IMPORTANT: Contractor 0 is not, 0 is required to sign this document and retum copies to the issuing office.

14. DESCRIPTION OF AMENDMENTIMODIFICATION (Organized by UCF sec/Ion headings, including soIicltatlonkon/reet subject matter where feasible.)

This Amendment A-2 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 responses to additional questions submitted by vendors regarding the Amendment A-1 to the above referenced RFP for FMIS issued by the RRB on 6/14/12.

2} Provide the FMIS RFP Attachment 10, Small Business Subcontracting Plan, and updated Attachment 6, Price Proposal

Worksheet.

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

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

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

158. CONTRACTOR/OFFEROR

(Signature ofperson authonzed to sign)

NSN 7540-01-152-8070

Previous edition unusable

15C. DATE SIGNED

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

Paul T. Ahem, Contracting Officer

16B~r~ 16~~ED '/.---7 ~" 6" {,t9J'2-ol

(Signature of Contrecting Office"

RRB12R004 Amendment A-2

# Document Section & Page

Nos.

Question

1 Amendment 1 RRB's Response to Vendor Questions for

FMISRFP

Question 18, p. 6 Q: The question response states: "The attached FMIS RFP has been updated to include this requirement and the Small Business Subcontracting Plan Attachment 10 is included with this Amendment." There was no Attachment 10 included.

A: The RRB has posted the Attachment 10, Small Business Subcontracting Plan, on FedBizOpps.

Please see the attachment for further information.

2 RFP 3.9.4, p. 14 Q: In order to improve quality, reduce risk, and lower costs, our standard approach for conversion is to convert open transactions only (not closed). Is the government open to this alternative approach?

A: The RRB will make a decision on the appropriate course of action (i.e. converting closed data or storing the data in a data warehouse) after comparing these options with the SSP's standard approach to data conversion. Offerors should provide pricing for these two options and discuss both in terms of risk and data quality in addition to the standard approach.

3 General Q: The value of Earned Value Management (EVM) reporting is derived from the combination of cost variance and schedule variance; having both of them on one report is EVMs differentiating factor as a management tool. When only one of those metrics is being measured on a piece a work (e.g., on operational work or fixed price work), the value of EVM is lost and the same results can be achieved through status reporting and cost reporting. We have implemented EVM on over half a billion dollars of civilian agency programs. In our experience for O&M work and FFP work, cost and status reporting provide the government with the same level of transparency and management control without the additional cost of developing EVM reports.

1. After completion of the implementation of the FMIS, the operational nature of the work and the lack ofdiscrete deliverables during the O&M periods would mean that the work would have to be measured LOE (Level of Effort) on

# Document Section & Page Nos.

Question the EVM Contract Performance Reports (CPR). With no discrete schedule milestones to measure, LOE means that no schedule variances are reported. Since any cost variance would already be reported on the Monthly Status Report in Budget Update section, EVM reporting would provide no additional information to the government for Years 2-7.

Would the government consider accepting the Monthly Status Report in lieu of the ANSI-748 EVM requirement for Years 2-7?

AI: The RRB will only require monthly EVM reporting for CLINs 1,4,6, & 8, which are T &M tasks for implementation and migration related CLINS. EVM reporting is not required in monthly status reports for other CLINS, which includes fIXed price implementation and migration tasks and post-implementation support.

2. For FFP work since the cost to the government is fixed, no cost variance can be reported on the EVM CPR reports. For FFP work, only schedule variance is reported. Since any schedule variance would already be reported on the Monthly Status Report in the Accomplishments section and the Project Plan Status section, EVM reporting would provide no additional information to the government for FFP work. Would the government consider accepting the Monthly Status Report in lieu of the ANSI-748 EVM requirement for the FFP work?

A2: The RRB will only require monthly EVM reporting for CLINs 1,4, 6, & 8, which are T &M tasks for implementation and migration related CLINS. EVM reporting is not required in monthly status reports for other CLINS, which includes fixed price implementation and migration tasks and

RRB 12R004 Amendment A-2

Section & Page

Nos.

Question post-implementation support.

4 RFP

RRB12R004 and Attachment 6, Price Proposal Worksheet

Q: RRB 12R004 - FMIS Solicitation includes separate CLINs for migration and hosting. In the RFP SOW, software is called out separately, but it is not stated under which CLIN software should be proposed. Can you please clarify whether we should include the software portion ofour proposal under the hosting CLINs or under a different CLIN?

A: The RRB has amended the Price Proposal Worksheet, Attachment 6, to include SLINS for the Software license and maintenance fees for the Implementation and Migration Period, the Initial (Base) Year and the Five (5) Option Years. Please see the Attachment 6 for further information.

5 Attachment 10, Small Business Subcontracting Plan

Q: Attachment 10 (Subcontracting Plan) to the Solicitation is missing. Will Attachment 10 be posted in fed biz opps? The Attachment is referenced in the RFP, but only Attachments 1 - 9 are posted under Amendment 1. The Solicitation states that Attachment 10 is to serve as an example of a Subcontracting Plan.

Section 4.16 of the Solicitation implies that only the "successful Offeror" needs to complete and submit the Subcontracting Plan. But in Section 5.0, the Solicitation states that "Offerors shall complete and submit a Small Business Subcontracting Plan ...." Are we to include the Subcontracting Plan with our proposal- or is this only a requirement for the successful Offeror upon award?

A: All offerors must complete and submit the Small Business Subcontracting Plan, Attachment 10, along with their Business Proposal submission.

6 RRB12R004

Amendment A-I, RFP

Q: Can you please clarify the instructions to exclude vendor/offeror contact information? Amendment 1 states that we can not include any offeror information in the Technical proposal. However, some of the attachments that are required for that volume have placeholders for our name, address, etc. Additionally, , are we not allowed to use our name in the proposal at

Section & Page

Nos.

Question all? Should we use "Contractor shall" as opposed to our company name; and should we not display our company name on the title page?

A: Offerors shall not include their company or agency contact information, (e.g. individual employee names, phone numbers and email addresses), as well as any other identifying information such as their Tax ID or DUNS numbers in their Technical Proposal submission.

Offerors may include their company or agency name in their Technical Proposal submission.

7 General Q: Will your office provide a letter ofauthorization to purchase software offofa third party's GSA Schedule?

A: The RRB would consider providing a letter of authorization if the FAR and GSA contract guidelines allow such a letter for the contract type RRB anticipates awarding.