Billing and Account Receivable Services
Closed Pre-Solicitation Posted
- Solicitation number
- GS-00-V08-PDC-0013
- Agency
-
Office of the Chief Financial Officer
General Services Administration
- Responses due
- Set-aside
- Total Small Business
Opportunity facts
- NAICS code
- 518210 Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
- PSC
- Not on record
Notice details come from SAM.gov. Updated .
Notice text
2 versions
Update #2 · Latest ·
This is not a solicitation announcement. The purpose of this synopsis is to gain knowledge of interest, capabilities and qualifications of various members of the Small Business Community to include Section 8(a), Historically Underutilized Business Zones (HUBZone), and Service-Disabled Veteran-Owned Small Business (SDVOB). Only small businesses are to submit capability packages. Interested small businesses that are certified and qualified as a small business concern in NAICS code 518210 with a size standard of $23 million, are encouraged to submit their capability packages outlining their experience meeting the items in Table 1 Check List .
This Sources Sought Synopsis is for information and planning purposes to determine if the Billing and Account Receivable services can be procured as a small business set-aside. It is not to be construed as a commitment by the Government. A Contract will not be awarded as a result of this Sources Sought Notice. Since this is a Sources Sought announcement, no evaluation letters and/or results will be issued to the respondents. The type of solicitation to be issued will depend upon the responses to this sources sought synopsis. The Government must ensure there is adequate competition among the potential pool of responsive contractors. No reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow up information requests. The Government intends to issue a combined synopsis/solicitation under FAR 12.603 at a later date.
If at least two responsible small business concerns are determined by the Government to be capable of performing this requirement based on an evaluation of the capability packages, then the requirement will be solicited as a set-aside for small business concerns. If the Government determines that there are not two small businesses that are capable of performing this requirement based upon evaluation of the capability packages submitted, this requirement will be solicited under full and open procedures.
The General Services Administration (GSA), the Office of the Chief Financial Officer (OCFO), the Financial Management System Division (BD) intends to procure a Commercial-Off-The-Shelf (COTS) solution for Billing and Accounts Receivable solution (BAAR), Managed Hosting Services and Systems Development Life Cycle (SDLC) support. The proposed period of performance for this acquisition will be for a base period of four (4) years with three two (2) year option periods.
The BAAR solution shall include the functionality of Unfilled Customer Orders, Unbilled Receivables Management, Billing, Billed Receivable Management and Collections, Delinquency Management and Claims. The proposed solution must support GSA and the agencies GSA is providing accounting services for as a Financial Management Line of Business (FMLOB).
GSA has implemented Momentum Financials as their financial system of record, which includes a General Ledgar (GL), Accounts Payable, Budget, Automated Disbursements, Central Contractor Registry (CCR) Connector, and other financial components. The BAAR system proposed should integrate into the GL established by Momentum Financials and not have a separate GL structure. There shall be only one GL.
The BAAR system shall include inbound and outbound interfaces, many of which may utilize Service Oriented Architecture (SOA) principles and open source standards. It shall take into account the work already completed or ongoing efforts in the areas of GSAs Financial Management Enterprise Architecture (FMEA).
Background
GSA is the Federal Government agency whose two major services, Public Building Service (PBS) and Federal Acquisition Service (FAS), operate the following 7 major business lines:
(1)Global Supply and Services
(2)Personal Property
(3)Travel
(4)Motor Vehicle and Card Services
(5)Integrated Technology Services
(6)Assisted Acquisition Services, and
(7)Real Property Services
The Office of Governmentwide Policy and the Office of Citizen Services and Communications also have requirement for collections. Through these programs GSA has over 70 sources of income. GSAs major customers are Federal agencies across the Military and Civilian sectors. In many business lines GSA acts as a broker, placing orders for products and services; sometimes managing that work on behalf of the Federal agency, and then billing the Federal agencies. Bill calculations and bill dates vary based on business line. The estimated volume of billing is approximately $16.2 billion in bills, $18.5 billion in collections and about 2.4 million records each year. The types of billing include: InterGovernmental Payment and Collection System (Treasury) (IPAC), non-IPAC, Simplified InterGovernmental Billing and Collection System (military only) (SIBAC) for GSA, National Weather Service (NWS) and the Federal Aviation Administration (FAA), Interfund/Intrafund and credit cards. The current system generates 27 different types of bills to support the business lines and billing types.
GSA legacy system for BAAR is a 30 + year old proprietary main frame legacy system. It is no longer feasible or cost effective to maintain this system as it cannot be easily upgraded to implement new Government rules and guidelines, cannot support new technologies which could reduce/eliminate manual processes, or meet increasing security requirements. The system includes many redundant processes and does not support GSA FMEA.
Response to this Notice
Interested small businesses are required to provide an electronic copy in Microsoft Office Suite of their response to the Contracting Officer by 3:00 PM on the due date. Responses must address relevant experience and past performance limited to Federal engagements, and existing offerings. Responses must also indicate business capability to perform the proposed services identified above. In addition, the small business shall complete the provided Check List and provide the supporting information that validates a positive (YES) response. A (YES) response requires all necessary supporting information validating the response, references of the Federal Government Clients where the solution was implemented, and the contact information of the clients who can provide verification. Capability Statements are to be limited to 20 pages (minimum font size 12). You are not to submit brochures and marketing materials, and any such material will be discarded.
In summary, The Offeror is required to submit a response that includes the following (subject to the page limit):
(1)Relevant Experience Summary
(2)Past Performance Summary including the references and contact information
(3)A list of Existing Offerings
(4)Capability Statement
(5)Check List
(6)Supporting Information for all YES Responses on the Check List
Summary
Small Business Concerns are invited to identify their interest, technical capability, and respond to this Source Sought Notice within 13 calendar days, by 3:00 PM EST, February 27, 2008.
Send written responses to Ms. Carolyn Turner, Contracting Officer, at the Email address listed below. No collect calls or telephone inquiries will be accepted.
This is a Sources Sought Synopsis. No solicitation exists; therefore, do not request a copy of the solicitation. If a solicitation is released it will be synopsized in FedbizOpps. It is the potential Offeror?s responsibility to monitor this site for the release of any solicitation.
Point of Contact
Ms. Carolyn Turner, Contracting Officer
Enterprise Management Division
Office of the Chief Financial Officer
1800 F Street, NW
Room 1320
Washington, DC 20405
Phone: (202) 501-2867
Email: carolyn.turner@gsa.gov
Table 1 Check List
Response to questions 1 through 25 with a YES or NO answer.
BAAR Sources Sought Check List Questions
NUMBER DESCRIPTION YES NO
1. Did you implement a COTS BAAR package for the Federal Government?
2. Did you implement a financial system that has integrated into the GL established by another financial package and not have a separate GL Structure for the Federal Government?
Note: There shall be only one GL. GSA already has a financial systems package, Momentum Financials in operation that includes a GL, Accounts Payable and other core financial components.
3. Did you implement a high-volume COTS Billing solution that can processes approximately $16.2 billion in bills, $18.6 billion in collections, and approximately 2.4 million records per year?
4. Did you implement a financial system that required a Service Oriented Architecture (SOA) approach to manage inbound and outbound interfaces?
5. Did you implement a financial system that can import collection files from the Treasury Offset Program and post them?
6. Did you implement a financial system that can cross reference (assign) customer funding document lines on a customer order to Federal Government issued purchase/task orders?
7. Did you implement a financial system that can account for the many-to-many relationships between customer orders and Federal Government issued purchase/task orders?
8. Did you implement a financial system that can report on the customer orders and task orders?
9. Did you implement a financial system that can show the unique information on the bill that the customer is being billed for? How was this information associated between the Accounts Payable (AP) and Accounts Receivable (AR) systems?
Example: Supply bills would show stock no, quantity and unit of issue. FTS bill might show description of service provided, service month, labor hours and client acceptance. Fleet bill might show tag number, miles driven and beginning and ending mileage.
10. Did you implement a financial system that can customize the text and data elements to be displayed on system-generated bills, by business line, by customer type, receivable type, or billing method?
Example: IPAC bill for the sale of goods and services would need to contain different supporting text than a bill to an employee for an overpayment.
11. Did you implement a financial system that can handle hundreds of thousands of detail billings for a billing type and be able to sort these records using various sorts, create multiple types of bills and output them to Treasury, the receivable subsidiary, and the web application?
12. Did you implement a financial system that can support a web application that can handle millions of lines of detail bills each month and allow the customers to query on these details?
13. Did you implement a financial system that can process any single bill with up to 25,000 detail lines and allow all downstream processes function at the detail level including; the Subsidiary ledger, collections, and chargebacks/delinquencies?
14. Did you implement a financial system that can import collection files from banks (Lockbox files at the summary level) for application against open receivables at the detail level?
15. Did you implement a financial system that can liquidate the correct agreement at the accounting line by the income entry and update unbilled/income?
16. Did you implement a financial system that can process an agency?s projected accounting activity (batch and scheduled jobs) without adversely impacting projected online response time?
17. Did you implement a financial system that can complete routine batch processing, including:
* Daily systems assurance reports
* Daily backups
* Daily interface processing
* Core GL posting
* Table updates
* Standard reporting within an agency defined batch-processing window?
* Daily Export data to datawarehouse and/or data store
18. Did you implement a financial system that can process claims automatically including the generation of a minimum of three (3) dunning notices, whose content may vary by claim type and with different timeframes for Federal and Non-Federal customers?
19. Did you provide SAS 70 - Type II managed hosting / data center for projects of similar nature and magnitude for the Federal Government?
20. Did you manage projects of this nature and magnitude using a SDLC methodology based on industry best practices for the Federal Government?
21. Did you provide assistance to a Federal Government agency in obtaining a successful Certification and Accreditation (C&A) Authority to Operation (ATO), support C&A maintenance, and support C&A recertification every three years and after any major upgrades to the system?
22. Did you develop and provide training that meets the customer needs for projects of this nature and magnitude?
23. Did you provide application system operations and maintenance (O&M) to ensure that the system operates without major errors?
Note: O&M shall include all interfaces including those that utilize the SOA infrastructure.
24. Did you implement major software upgrades on COTS financial system packages for the Federal Government?
25. Did you successfully execute a proof-of-concept of their solution for a financial system application for the Federal Government to demonstrate that the system delivers its intended functionality?
Note: A YES response requires all necessary supporting information including, but not limited to:
1) All supporting information validating the response
2) References of the Federal Government Clients where the solution was implemented
3) The contact information of the Clients who can provide verification.
Update #1 ·
This pre-solicitation notice and draft statement of requirements is provided pursuant to FAR 5.205(c). The Agency intends to issue a combined synopsis/solicitation under FAR 12.603 at a later date.
The General Services Administration (GSA), Office of the Chief Financial Officer (OCFO), Office of Financial Management Systems (BD) is seeking a single vendor to provide a COTS solution(s) for billing and accounts receivable, managed hosting services and Systems Development Life Cycle (SDLC) support for such. Offerors should team to provide a complete solution. This shall be acquired through a full and open competition. The Request for Proposal (RFP) will be issued in the December 2007 ? January 2008 timeframe for 30 days. The contract will be awarded for one year with options through year ten.
This includes the functionality of Unfilled Customer Orders, Unbilled Receivables Management, Billing, Billed Receivable Management and Collections, Delinquency Management and Claims. The proposed solution must support GSA and the agencies GSA is providing accounting services for as a Financial Management Line of Business (FMLOB).
Background
GSA is the federal government agency whose two major services, Public Building Service (PBS) and Federal Acquisition Service (FAS), operate the following business lines: Global Supply and Services, Personal Property, Travel, Motor Vehicle and Card Services, Integrated Technology Services, Assisted Acquisition Services, and Real Property Services. The Office of Governmentwide Policy and the Office of Citizen Services and Communications also have requirement for collections. Through these programs GSA has over 70 sources of income. GSA?s major customers are federal agencies across the Military and Civilian sectors. Annually GSA processes approximately $16,205 billion in bills and $18,654 billion in collections.
GSA?s legacy system for AR and Billing is a 30 + year old proprietary main frame system. It is no longer feasible or cost effective to maintain this system as it cannot be easily upgraded to implement new government rules and guidelines, cannot support new technologies which could reduce/eliminate manual processes, or meet increasing security requirements. The system includes many redundant processes and does not support GSA?s financial management enterprise architecture.
Goals:
GSA expects to achieve the following objectives in implementing this system.
The optimal alternative will:
? Enable elimination of time-consuming manual processes in Regions and Finance Centers;
? Enable resolution of audit findings;
? Improve currently weak linkages b/w acquisition, inventory control, and accounting processes;
? Reduce the need for multiple systems and duplications in work;
? Provide for seamless interfacing/integration with the GSA core accounting system;
? Streamline/standardize business processes and data;
? Meet security requirements;
? Enable users to ease of access to financial and business data;
? Provide for an accelerated time-to-market implementation;
? Strengthen financial controls by leveraging technology where possible (automated workflow; validation edits; etc.);
? Improve data management, presentation, and access;
? Reduce life cycle costs compared to the current baseline;
? Comply with Federal standards and requirements;
? Facilitate continual progress toward standardization and interoperability; and
? Facilitate continued progress toward reduction/elimination of duplicative systems
System Functionality:
The system needs to manage, control and update and track balances of customer orders.
The system needs to perform accounts receivable processing and aging for other than Intergovernmental Payment and Collection System (IPAC) bills.
The system shall support all federal regulations and guidelines governing receivables, cash management, billing, delinquency management and security. The system will also support the Financial Systems Integration Office (FSIO) requirements as well as GSA specific requirements.
The system shall provide the following billing capabilities:
?? Generate 5 types of billings, IPAC, Non IPAC, Interfund (Sales within GSA), SIBAC and Credit Card processes.
?? Warehouse billing documents until bill schedule
?? Schedule and run billing by business lines
?? Aggregate detail data for bills by business line, bill type and other criteria
?? Each bill type for each business line must be able to sort bills on a variety of methods
??Assign intelligent statement number by bill type and business line and retain the last bill number used for each.
?? Calculate bill amounts using sliding scales, surcharges, labor hours or fixed fees or a combination of these
?? Calculate bills based on expenses and apply sliding scales, surcharges, labor hours or fixed fees or a combination of these
?? Produce bills based on calculations made in other systems
?? Transport bills to IPAC and post to general ledger and establish receivable for collection for bills generated by Service Business lines.
?? Generate electronic bill files for transmission and print
?? Generate income accruals at month end for bills still warehoused after the bill cycle and create general ledger documents
?? Post bills to protected and Privacy Act compliant web site for customer view of only their bills
?? Update General ledger at all stages
The system shall process collections including processing lock box files.
The system shall perform delinquency management
The system shall process claims
Attachments:
The requirements and business rules will be provided after the Non Disclosure Agreement has been signed and returned to GSA. The natural language requirements are provided in file DraftRequirements.zip. They have been prioritized into Mandatory, Critical, and Desirable. GSA?s Draft Business Rules are also included to provide an understanding of the environment in which the requirements must be applied.
Questions and comments on the Presolicitation notice should be submitted to GSABillingandARSolution@gsa.gov. This is a new email address. Should you receive a rejection please try again in a few days.
NON-DISCLOSURE AGREEMENT
Quotation from USC Title 18, Section 1905:
Whoever, being an officer or employee of the United States or of any department or agency thereof, publishes, divulges, discloses, or makes known in any manner, or to any extent not authorized by law any information coming to him in the course of his employment of official duties or by reason of any examination or investigation made by, or return, report or record made to or filed with, such department or agency or officer or employee thereof, which information concerns or relates to the trade secrets, processes, operation, style of work, or source of key income, profits, losses or expenditures of any person, firm, partnership, corporation or association; or permits any income return of copy thereof or any book containing any abstract or particulars thereof to be seen or examined by any person except as provided by law; shall be fined not more than $1,000 or imprisoned not more than one year, or both; and shall be removed for office of employment.
As a government employee or official Government contractor employee, I certify that I will not disclose, publish, divulge, release, or make known, in any manner or to any extent, to any individual other than an appropriate or authorized government employee, the content of any procurement sensitive information provided during the course of my employment. I understand that for the purpose of this agreement, procurement sensitive information is to include procurement data contract information, plans, and strategies.
I hereby certify that I have read the non-disclosure agreement described above and I am familiar with the directives and policies governing this disclosure of procurement sensitive information. I will fully and completely observe these directives and will not disclose such information to any unauthorized person, or use any information obtained for private use or gain.
Name (please print) ?????????????????????????????????????____________________________________________________________
Company ____________________________________________________________
Phone Number / E-Mail ___________________ _____________________________
Signature / Date ________________________________________________ ____________
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