Statement of Work.docx

REQUEST FOR PROPOSAL

CLOUD-BASED SOURCE-TO-PAY (S2P) PLATFORM AND RELATED SERVICES

Lance M. Wiley, Contracting Officer Date of publication: 8/2/2023 Due Date: 8/16/2023 2pm EST.

Table of Contents

1.0. INTENT

It is the intent of this Request for Proposal (RFP) to solicit proposals from qualified CONTRACTOR(s) to provide software and professional services to implement a Source to Pay system for UNICOR.

UNICOR seeks a qualified CONTRACTOR with the experience, expertise, and qualifications to provide a fully integrated, proven state-of-the-art solution. UNICOR requires that any proposal also include the professional services necessary to implement the system.

2.0. BACKGROUND

2.1. FEDERAL PRISON INDUSTRIES

The Federal Prison Industries program (now operating under the trade name UNICOR) was established in 1934 by an Executive Order issued by President Franklin D. Roosevelt. On January 1, 1935, FPI officially began operations as a wholly owned corporation of the United States Government. More than eighty-seven years after its establishment, the program continues to operate at no cost to taxpayers and benefits communities across the Nation by creating safer prisons and reducing inmate recidivism.

In the words of Supreme Court Justice Warren Burger, "We must accept the reality that to confine offenders behind walls without trying to change them is an expensive folly with short-term benefits - winning the battles while losing the war."

UNICOR Mission Statement The mission of Federal Prison Industries, Inc. (FPI) is to protect society and reduce crime by preparing inmates with job training and practical work skills for reentry success.

UNICOR's Vision

· UNICOR restores lives by being a thriving corrections program that provides marketable skills and qualifications for inmates to succeed as productive citizens in our communities.

· We are a diverse, team-based organization where collaboration and respect for the capabilities of all staff and inmates is valued through work that is fulfilling.

· We deliver a competitive advantage in quality, on-time delivery, service, and cost in an innovative and safe environment that makes us the preferred supplier to our customers.

UNICOR procures materials and services to support the various services and supplies that FPI provides to its customers. In support of those functions, UNICOR requires a full Source to Pay Contract Writing solution to better and more efficiently execute its procurement/contracting function.

3.0. SCOPE OF WORK

The purpose of the S2P project is to implement an electronic cloud-based procurement solution to optimize the procurement and payment functions. UNICOR is focused on improving business processes and increasing efficiency, leading to faster results and more reliable data.

Implementation of a S2P platform will enable UNICOR to achieve valuable streamlined workflows that will advance, automate, and improve our current processes. Therefore, a solution that covers the entire procure-to-pay process, electronic contract, management, supplier onboarding, supplier information and performance management, electronic sourcing, and spend analysis will help UNICOR achieve compliance, cost savings, reduced cycle times and improved customer experience.

3.1. KEY PROJECT OBJECTIVES INCLUDE, BUT NO LIMITED TO:

· Centralize the procurement function.

· Reduce ad-hoc transactional buying and provide opportunities for strategic sourcing, spend compliance via increased transparency and a consolidated platform.

· Drive soft and hard cost savings.

· Create a better user experience with simplified processes and advanced functionality and features.

· Implement an intuitive user interface to optimize user adoption.

· Automate and streamline the source-to-pay functions.

· Streamline business processes through automation, integration, workflows, and best practices including financial controls, and effective budget and expense tracking.

· Automate the contract process and ease of retrieval of contract documents.

· Reduce invoice processing cycle-time.

· Automate 3-way and 2-way invoice matching to drive efficiencies.

· Enhance reporting capabilities and access to data and information for decision making.

· Provide Amazon-like shopping experience – gain efficiency in purchasing catalog/non-catalog items.

· Improve financial transparency, data integrity and reporting.

· Allow suppliers to check purchase order and payment status.

· Integrate with UNICOR ERP System (SAP S/4HANA).

· Track supplier information and performance measurements.

· Enhance digital data repository and archival methods.

3.2. SOFTWARE PLATFORM AND INTEGRATION REQUIREMENTS

The cloud based S2P Platform shall address the following modules:

1. Sourcing.

2. Contracts.

3. Procure-to-Pay (P2P).

4. Supplier Information and Performance/Risk Management.

5. Spend Analytics.

P2P Module shall include the following:

1. Supplier self-registration and onboarding.

2. Supplier risk assessment.

3. Contracts Lifecycle Management including repository of contracts.

4. Three bids and a buy to facilitate transactional procurement.

5. Strategic Sourcing process for competitive bids assessment.

6. Forms and free forms.

7. Requisitioning.

8. PO management.

9. Supplier enablement including cataloging via punch-out and CIF catalogs.

10. Automate AP functions.

11. Receipt of goods and services with three- and two-way match.

12. Electronic invoicing and matching.

13. Virtual card payments.

14. Digital payments.

15. T&E processing.

16. Integrate with UNICOR’s SAP S/4HANA ERP system.

17. Archival and data depository.

Additional System Requirements:

Custom and standard forms

Creation

Structured Data Capturing

Attachment

Editing

Clause Management

Federal Acquisition Regulations (FAR), Department of the Justice Acquisition Regulations (JAR), Defense Federal Acquisition Regulations (DFARS)

Contract unique clause management

Records Management

Contract Files Management

Contract Files Storage

Reporting

Data Quality

Data analytics

Configurable workflows

Configurable roles

COR Management

System administration

Ability to reduce the need for manual data entry by integrating technology such as machine learning and natural language processing. For example:

Produce draft contract requirements documents automatically based on a user provided contract description (e.g. as described in Using AI to Write Contract Requirements). May include cutting edge capabilities such as transformer-based generative language models.

Recommend PSC and NAICS codes automatically based on user provided contract description (e.g. using predictive model such as GitHub - wamuir/golang-tf-api or alternatively DOJ-furnished PSC prediction model).

Automatically Project when procurement requests will become signed contracts (e.g. as described in Implementing Projected Contract Award Date Web App).

Ability to keyword search and semantically analyze unstructured full text documents stored in system (e.g. determine which documents include a specific keyword, topic, clause/provision)

B. Enable UNICOR to increase operational efficiencies by implementing best business practices and increased automation (i.e. encourage streamlining and automation of standard routine contractual transactions).

C. Encourage the implementation of standard functionality and best business practices embedded in the solution to reduce cost, long-term maintenance impacts, and avoid or minimize customizations.

D. Improve quality and accessibility of information through standard reports, ad hoc tools, and the ability to create new reports.

E. Implement a scalable platform that will support future growth and sophistication of contracting actions.

The P2P module is required to integrate with our ERP system, SAP S/4HANA On-Premise (version 1809).

Software solution provider shall include specific software application training for a minimum of two participants for each module.

3.3. PROJECT MANAGEMENT, IMPLEMENTATION AND DEPLOYMENT SERVICES

UNICOR expects the Offeror to take the lead in the project management and implementation of the software and to provide the majority of the project management and implementation effort. Although, UNICOR staff, led by UNICOR Project Manager, will participate in the implementation effort, staff’s role is to provide subject matter expertise to the Offeror throughout the implementation process, relying on the Offeror’s extensive experience in implementing the solution in our private setting.

UNICOR expects the Offeror to supply the majority of the implementation labor. We do not want a solution where the implementation approach consists primarily of training staff on how to tailor, implement, and use the software. Specifically, UNICOR expects the Offeror to assist with analysis, design, configuration, and enable suppliers and implement the software as well as to provide guidance, and work collaboratively with the UNICOR to complete data conversion, integration with our ERP, testing, training and change management, and deployment. The project plan should reflect these assumptions:

· Project Management.

· Gathering UNICOR's business and technical requirements.

· Analyzing, mapping, and streamlining current processes.

· Recommending areas where modifications/changes are needed in the current processes.

· Recommending the best approach to implement and roll out the Source-to-Pay solutions.

· Configuring the S2P Solutions to meet UNICOR’s requirements.

· Initial Installation.

· System Configuration.

· Data Conversion (approximately 2000 to 3000 agreements)

· Report/Form Development.

· Workflow Development.

· Interface Development.

· Integration with our ERP (SAP S/4HANA system).

· Providing a fit gap analysis.

· Developing a change management plan.

· Developing a training plan.

· Providing a test plan.

· User acceptance Testing.

· Providing Train the Trainer.

· Providing End User Training, including training materials, job aids, etc.

· Providing a Knowledge Transfer Plan and Delivery.

· System Documentation.

· Knowledge and Change Management execution.

· Go-Live and Post Implementation Stabilization.

· Hypercare Support and Maintenance (minimum of 1 month or more after go-live).

Offeror shall provide a detailed estimated timeline and tasks from requirements documentation and design through support after go-live.

Project Management Successful Offeror shall provide a project management plan that describes what is to be completed during the course of the project and will define how the work will be managed and executed. Examples of the work is to develop a project charter, mutually agreed upon by both parties, which shall include schedules, implementation phases and plans for resource management, quality and risk management, communication management, issues and problem management, change management, deployment and support. It is important to ensure the components of project management are aligned, and stakeholder acceptance and approval is obtained.

For the purpose of preparing proposals, Offerors are to assume the Offeror will be responsible for supplying expertise and leadership for the professional project planning of all tasks required for the success of this project through a single project manager. The completion of these tasks must be cooperatively managed by the Offeror’s Project Manager and the designated UNICOR Project Manager.

This project involves new technology for UNICOR and is relying on the Offeror’s Project Manager for planning, implementation, support, communication, and leadership to ensure success and timely identification of problems.

The meetings will focus on discussing project progress, risk management, problem areas, next steps and future plans. Meeting minutes, action items, item/issues discussed, and outstanding issues will be documented and distributed after each meeting by the Project Manager.

Hybrid Service Delivery While services can be delivered from off-site locations by the Offeror, UNICOR desire on-site services for specific engagements such as kick off meetings, discovery and design sessions, end user training (in multiple locations), and at other various milestones during implementation and deployment. Based on the experience and expertise of the implementation team, Offeror shall propose on-site services which can be finalized during negotiations.

Offeror shall be reimbursed for actual expenses for travel and amounts agreed upon in the final agreement. Travel expenses shall be paid at cost with no markup fees and upon approval by UNICOR. Additionally, personnel shall pursue value through the least expensive methods of travel including air travel that offers the lowest overall fare for the given itinerary. Offeror shall utilize corporate hotel rates for overnight stays as recommended by UNICOR.

Estimated Resources Required of UNICOR Offeror shall provide a list of estimated resources and time commitment on the part of UNICOR to successfully implement and deploy the software platform. Offeror shall also provide job descriptions for the Administrator and Functional Lead roles to successfully continue administering and managing the system post implementation.

FPI Rights FPI reserves the right to select an offer that implements all modules or a subset of modules in a Source to Pay Solution based on FPI business needs and conditions.