Amendment_0001.pdf

Attachment 1

TFSAIAF15CI0001 – Grants Management System and Hosting – Questions and Answers

1. Q - How are these services currently being performed? Under contract? In-house?

A – This is a new requirement.

2. Q - If these requirements are currently being performed under a contract, Who is the Contractor? What is the contract number?

A – This is a new requirement.

3. Q - Is there an estimated value range for this requirement?

A – No, the offeror shall propose a price based on their expertise in meeting the requirements of the PWS.

4. Q - Matt Goodrich, FedRAMP Program Manager at the GSA suggested that we ask if you will you accept companies that are currently “In Process” of receiving their FedRAMP certification?

A – Yes we will consider the companies who are currently “In Process” of acquiring the FEDRAMP certification.

5. Q - From our understanding a CRM is required among other services for this project.

Our main questions is whether or not you would require an already built CRM or if you were planning on creating one from scratch. We have had a lot of experience with CRMs in different industries, but our main concern is the time frame.

Please let me know when you plan on launching this system and how much time you plan on spending on the development of such system. The answers to these questions will determine whether or not we will be able to satisfy the requirements in time.

A – IAF only requires a CRM solution that meets the requirements in the PWS, there is no mandate for one specific approach. The length of project development and implementation is contained in Section 4.1 of the PWS.

6. Q - Will the system need to support multiple currencies?

A - No.

7. Q - What are the criteria for supporting multiple languages, (i.e., interface is in English, but software supports the upload, import and entering of other languages)?

A – This question has generated some discussion which has prompted IAF to consider revising the PWS. Our estimated release date for the revised PWS is September 29, 2014.

8. Q - Please define “custom fields” and give an example.

A - Custom Fields are database columns that have the flexibility built in that can be enabled in the future to record data elements without the need to modify the software itself. For Example: Oracle E-Business Suites have Flex Fields (Custom Fields) that can be enabled by configuration change to capture custom information without any software modification.

We don't know what a proposed software package/COTS product has, and it is possible there will be some custom fields to be added.

9. Q - How critical is a Web CMS? Why are you asking for this specifically and what are the specific criteria needing to be met?

A – Web CMS is critical - Enhances productivity and job satisfaction; Enables information to be fresh, consistent and high quality; Facilitates centralized workflow, approved processes and rules; Ease of access.

10. Q - Specifically which types of documents need to be generated out of the system vs.

which need to be able to be uploaded and stored?

A - Documents include Word, PDF, Excel, Emails (Outlook and Gmail), etc. The types of specific documents and whether they need to be migrated, uploaded, or generated are included under section 4.4.1 and 7.2 (Data Migration).

11. Q - Define and give an example of what you would like Amendments to do.

A - Types of amendments:

-Time extension -Reprogramming of budget line items -Project description change -Name change -Additional funds

12. Q - Can BFS please clarify how Microsoft Dynamics CRM can be offered as a solution in response to this RFP if it is not currently offered in a Cloud Hosted environment that has FedRAMP authorization from GSA?

A – IAF will consider an offeror’s solution that would be hosted in a FEDRAMP authorized location or locations that have provisional authorization

13. Q - If a Cloud Service Provider that has a CRM other than Microsoft Dynamics and holds a FedRAMP authorization through a sponsoring agency such as HHS, are they able to respond to this solicitation?

A – Yes, the solicitation states “Microsoft Dynamics CRM or equal”. IAF will consider an offeror’s solution that would be hosted in a FEDRAMP authorized location or locations that have provisional authorization.

14. Q - We understand that this scope of this work was initially released under GSA schedule as an RFQ. Can BFS please explain why this has now been released as a public procurement?

A – Not all of the products and services were available on the offerors’ GSA schedules who submitted quotes.

15. Q - On page 41, under Factor 3 - Security requirements, please confirm if BFS is evaluating if the Cloud Services Provider has a FedRAMP authorization as outlined on page 14?

A – Yes.

Page: Section. Question

16. Q - Cover: Can the due date be extended by two weeks due to response complexity, past performance questionnaires, and the need for answers to the submitted questions?

A – A proposal extension is granted with proposals due not later than October 14, 2014, at 10:00am ET.

17. Q - 14: 4.1. Why would you call out Microsoft Dynamics CRM platform or Equal? Do you currently use MS Dynamics or have a preference for MS Dynamics?

A - See Attachment G; IAF uses other Microsoft products and based on our market research points to this solution as the best fit to our needs.

18. Q - 18: 4.3.5. Is the customer technical support services for the internal IAF users only?

A – Yes.

19. Q - 18: 4.3.5. What is the basis for the 800 hour estimation for base year implementation and 80 hours for each optional year for enhancements? Have you already received a proposal with these guidelines or are you asking the vendors to quote this amount for comparison reasons?

A - Based on market research, IAF estimates the work to be around 800 hours and 80 hours for enhancements. Offerors should propose based on their experience in providing these services.

20. Q - 19: 4.4.1. Several references are made to tags, can you provide further information for these field requirements?

A - Tags refer to descriptor, eg. Agriculture and food production; environment; chronic violence framework. Tags = categories

21 Q - 22: Financial Monitoring & Auditing. Are the audit reports attached to specific project files or are these report to be built into the grants system? If so then can you provide the details of what these audit reports contain/look like?

A - The system shall have the capability to store templates and forms as well as attach any word and excel documents to project files. There are three types of audit reports that could be attached to a file/project: 1) Orientation and Initial Assessment Report – one per grant, 2) Audit Report – various per grant, and Summary – depends on number of audit reports.

22 Q - 23: INACTIVE (Project Closed-out). Will the NARA record disposition calendar be entered and maintained by IAF?

A – Yes.

23. Q - 24: 4.4.2. Offline system option, you are asking for a FedRamp cloud based solution so can you remove this offline option?

A - IAF is looking for a solution where the process uses low bandwidth or has the capability to complete locally and transfer/submit it at a later time rather than inputting the data in real-time.

24. Q - 27: 6.1.4. Is the 40 day period, calendar days or business days like the other deliverables?

A - All of the days are based on business days

25 Q - 27: 6.1.8. Will IAF perform data cleansing and de-duping prior to the data migration by the contractor? If not then what is the time allowance and sizing requirements so the contractor can use for costing purposes

A - Currently GEMS production application does not contain any duplicate grants data and we do not expect any data cleansing to be done. IAF is asking the data to be migrated from GEMS (Oracle data base) and the excel files to the new Grants system.

See Section 6.1.8 for migration schedule and Section 7.2 for sizing requirements

26 Q - 29: 7.1. Can you provide the current interface details for Oracle Federal Financials?

A - Currently there is no automated interface to Federal Financials. IAF scans the grant obligation and disbursement information and sends it to the federal financials team. We are looking for an automated interface between the new grants system and the federal financials to transfer and record obligation and disbursement information in federal financial system.

27 Q - 30: 7.2. The word and pdf files to be migrated are as attachments to past grants, versus migrating information from within the document, correct?

A – Yes.

28. Q - 30: 7.3. Windows authentication mechanism, on premise and VPN are in control of IAF, not the contractor that is providing the cloud based grants system that is internet accessible, can you clarify this requirement?

A - Once the user is in the IAF network when on premise or via VPN, they should be able to access the grants system with application id and password. IAF is looking into a single sign-on solution that would enable the user to sign in to the application without the need of application id and password.

29. Q - 30: 7.5. Agreed IAF data is always owned by IAF, but source code for a cloud service is owned by the cloud provider, can you clarify or remove your reference to source code?

A - IAF is looking for a COTS solution hosted in a cloud environment. IAF should be able to take the application with data, customizations and port it or migrate it to another cloud facility if required in the future. IAF will make the necessary agreements and obtain licensing to use the source code.

30. Q - 39: Is there a page limitation for the technical proposal?

A - No page limit is established for the technical proposal. However, offerors shall be succinct in their responses.

31. Q - 42: How long after proposal due date will the Oral Presentations be scheduled?

A - If Orals are to be held, they will be held as soon as possible after the evaluation is completed, but no timeframe has been established at this time.

32. Q - 14: 4.1. Purpose/Objectives. Milestone schedule, are there any identifiable events that are driving this proposed schedule?

A - Yes; funding cycle and internal processes rely on the proposed schedule.