Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 18, 2013 FBO #4285
DOCUMENT

70 -- Software as a solution (SaaS) for VA Office of Construction & Facilities Management (CFM) - Attachment

Notice Date

8/16/2013
 

Notice Type

Attachment
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;Technology Acquisition Center;260 Industrial Way West;Eatontown NJ 07724
 

ZIP Code

07724
 

Solicitation Number

VA11813I0572
 

Response Due

8/23/2013
 

Archive Date

11/30/2013
 

Point of Contact

Lana J Farber
 

E-Mail Address

0-9702<br
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs (VA) Technology Acquisition Center is issuing a request for information to seek comprehensive integrated software as a service (SaaS) solution that exists today and can meet the requirements identified below. VA Office of Construction & Facilities Management (CFM) currently uses a government-off-the-shelf (GOTS) product called Corporate and Regional Matrixed Budget System (CRMBS) to manage CFM's fiscal, human resource, non-construction acquisitions approval, and construction financial accounting systems, reporting capabilities, and export capabilities to commonly used office applications such as Microsoft Office Suite. VA's desire at this time is to replace the GOTS product with an enterprise-level SaaS solution that provides project management software capability and supporting services, to include construction project management solution, hosting solution, configuration services, implementation services, training services and support for VA business processes in order to manage VA's increasing needs for construction and nonrecurring maintenance projects. VA seeks to assess the current IT market place to understand the SaaS solutions to manage VA construction and nonrecurring maintenance projects within CFM. The SaaS solution must provide the following basic functionalities: 1.Financial Management: "Purchase Card Reconciliation "Imports IFCAP data such as obligation numbers "Manages obligated balances based on IFCAP/FMS current data "Imports actual travel expenditures "Manages Major Construction Project Funds "Robust ad hoc reporting capabilities 2. Human Resource Tracking: "Tracks Within Grade Increases and promotions "Salary forecasting based on hiring timeline and scaled to match annual projections by month "Tracking employee training and renewal requirements 3. Training Tracking: "Manages and store COSVA Group Training requirements "Creates repository for forecasting and re-use of data "Provides a rollup of budget and financial reports, and tracking for the FY 2012-13 COSVA directive regarding training, travel and conferences 4. Major Construction Tracking: "By project, phase, funding year, funding limitations (no year vs. 5 year) "Connects change order requests directly to funding streams "Implements pre-defined hierarchical approvals for package tracking, retrieval and coordination "Creates mechanisms to view current status and location of actions within the system 5. Expanded Budgetary, Financial and Performance Analysis: "Implements Spend Plan creations and tracking "Ties spend plan priorities to CFM, OALC, SECVA priorities "Integrates PPBE processes to spend plan creation and tracking 6. General Administration (GenAd), Major Construction, Leases, and multi-year, one-year and no-year and transferred funds tracking: "Provides a detailed Budget-Year and Out-Years Database and Reporting Tool "Provides the ability to allocate, track, report, analyze, and forecast budgets from multiple funding sources "Expands current hierarchical spend plan creation functionality "Provides the ability to account for funding not yet spent, but programmatically planned to be spent "Provides budgetary accounting (including periodic and yearly closing of accounts) "Provides remote procurement processes (desk-to-door micro-purchases and simplified acquisition) 7. Interface (for data import, export, upload, or other functionality) with various CFM systems to include: "Financial Management System (FMS) "On Line Certification System (OLCS) "Electronic Contract Management System (eCMS) "Integrated Funds Control, Accounting and Procurement (IFCAP) "TRIRIGA "Current Payroll Systems "Human Resources (HR) - CFM Employee Management System "Current VA Travel System 8. Workflow Capability: "Integrates and manages CFM's formal and informal fiscal, human resource, non-construction acquisitions approval, travel and COSVA processes (sequence of their operations/steps). "Creates workflows that may be modified or configured at the request of the CFM Change Control Board (CCB). "Supports workflows for all processes that have been reviewed and approved by the CCB. "Ad hoc report generation salient content to CFM to include ability to search, filter, sort, and query based on user-defined criteria. "Generates an electronic Standard Form (SF)-30, SF-2237, and SF-1358. In addition to the above basic functionalities, the desired SaaS solution must meet the following requirements: SOFTWARE SOLUTION SYSTEM FUNCTIONALITY REQUIREMENTS Conform to Section 508 Specifications, Security Content Automation Protocol (SCAP) Specifications and any new or emerging specifications. Accommodate current detailed process flows and be flexible to allow changes accommodate future CCB modifications. Reflect all field names, character compositions, and other discrete factors associated with VA's budget and financial processes. Accommodate VA/CFM specific budgetary, tracking, Human Resources (HR) and procedural requirements. Provide fields and formulas that will assist VA processes, perform necessary calculations and address dependencies within the software. Perform routine functions as part of the budget cycle based on VA systems and institutional processes. Matrices that cross-classify multiple appropriations, actions within and between funding sources. Manage data import, upload, and data from other systems to include Excel, SQL, Word, and Textfile. Categorize processes within typical budget formulation and execution areas, incorporating VA budgetary, financial and performance management key indicators. Develop standard reports and incorporate VA/CFM fields for ad hoc reporting capability. Accommodate CFM Regional structure in both financial management and Human Resource tracking. Incorporate atypical funding sources, (such as the use of no-year funds) in the HR tracking and projection capability that feeds the fiscal management side of the software. Document existing financial or budget systems within CFM, using input from several of the program offices. Accessibility Specifications Provide a Graphical User Interface (GUI) profile that enables a specific user with admin rights to define access control on a user-by-user basis. Customize GUI navigation based upon the privileges of an authenticated user. Store System privileges in a database accessible by the System administrator. Enable authorized users to amalgamate system privileges into roles. Enable authorized users to combine users into groups. Enable authorized users to grant individual privileges and/or roles to users and/or groups. Restrict access to create, retrieve, update, delete and archive data based upon the privileges of the authenticated user. Restrict access to system functions (print, reports, manage workflow, etc.) based upon the privileges of the authenticated user. Provide the capability to administer user rights necessary to restrict document actions such as: create, modify and delete project document properties. Provide audit trail capability, to track data changes, (to include the individual making the change and the date the change was made.) Business Rules Specifications Provide the ability to maintain a complete electronic business environment by allowing optional information delivery options such as email, email to fax, fax to PDF, fax from within System, etc. Provide ease of reconfiguring or adapting GUIs to accommodate VAFM business process changes and CFM fiscal mnemonics. Documentation shall be prepared in accordance with VA's Project Management Accountability System (PMAS) along with ProPath Template and Instruction Specifications. Cost Management Functionalities Provide budget tracking from multiple funding sources, multiple contracts within one (1) project and split funding. Provide cost tracking from multiple funding sources, multiple contracts within one (1) project and split funding. Provide cost forecasting for multiple funding sources, multiple contracts within one (1) project and split funding. Provide bid item tracking for multiple independent bid items within a project from one (1) or more funding and budget sources. Provide the ability to split funding across multiple contracts within one (1) project for budget and cost tracking. Provide the ability to track forecasts for potential contract modification costs. Provide change order tracking to include independent tracking of each modification. Provide approved and unapproved contract modification tracking to include independent tracking of each modification. Payment actions shall link with initiation of work, such as bid Items, contract modifications and also link to appropriate budget to generate an invoice for the period selected. Provide visibility of status for all invoices. Include an approval capability at multiple levels. Disaster Recovery Specifications During recovery of specific project data, system capabilities for other projects shall not be impacted. During backup operations the system shall be available for all standard operations unless 24 hours advanced notice is provided. Any interrupted processes during a system failure shall restart and complete upon system availability. Documentation Specifications Documentation shall contain language common to the intended audience. Functional Capabilities Web-based application on MS SQL Server, Oracle or equivalent database. Customized to follow VA's business-process. Provide VA-initiated business changes over time. Provide open data exchange with standard data formats. Support commercial best practices and procedures. Provide data conversion of existing data system to the new platform. Integrate with established VA data systems that are either SQL-Server (Structured Query Language) or Oracle-based. Support the use of mobile computing devices running Google Android or Apple iOS. Functional Specifications Provide VA budget-recording capabilities from project conception through design and construction into building occupancy and maintenance. Facilitate collaboration between designers. Provide the ability to link RFIs and RFPs to Contract Modifications. Support email and attachment integration and correspondence management. Provide automatic notification of issues such as system actions needing actions by recipient. Provide the ability to access and read project data after project is closed. Provide the ability to browse a system repository and retrieve the correct project documents by using a metadata search or filtering. Allow the ability to manually assign unique sequential numbers for submittals, RFI's and Contract Modifications. Provide the capability to search, filter, sort, and generate reports based on user-defined criteria. Correspondence shall be generated internally within the software product. Support the ability to add external correspondence. Maintain a Master List of Anticipated Submittals and allow Contractors to select from list. Provide the capability to link submittals to possible future actions such as RFP's and contract modifications. Incorporate the capability for reports to be flagged as "System Reports" that are only editable by certain users. Allow the AE to either accept or respond to reviewer's comments. Provide the ability to close out all design review comments after final review. Allow design reviews to be linked/associated with documents in multiple formats. Manage multiple types of contract modifications, such as change orders; supplemental agreements; time extensions; settlements by determination; administrative changes; task orders; change orders to task orders; and supplemental agreements to task orders. Submittal process shall support multiple status codes such as APP (Approved); AN (Approved as Noted); ANR (Approved as Noted, Resubmit); DAP (Disapproved); NA (No Action); NAR (No Action, Resubmit). Have one common look and feel, navigation, and consistent user interface throughout. Incorporate and provide a graphical representation of workflow (Visual workflow representation). Only require and end users to login once to access all modules and capabilities of the solution. Incorporate a user-customizable Home Page such as "My Homepage" that would allow end users to configure their homepages to display information most pertinent to them. Provide the ability to add, delete, and edit program-level information. Provide the ability to map all projects to their parent program. Provide the ability to summarize data at the program level. Provide the ability to run reports at the project or program level. Graphical User Interface (GUI) Specifications Provide a project dashboard based on industry best practices that is user editable. Provide a program dashboard based on industry best practices that is user editable. Performance Specifications Support up to 500 users with access to the System, (no more than 200 simultaneous users doing a single transaction at a time). Support 200 simultaneous users with the capability to support up to 3000 users. Provide the scalability and capacity to access and read budget data after the project is completed. Accommodate progressive growth of 10% a year for up to five (5) years before hardware replacement. Allow doubling of the number of processors without replacing the server. Allow doubling the amount of memory without replacing the server package. Provide a collection of standard reports. Provide a function, scripting tool, or other utility to develop custom reports. Allow an unlimited number of programs and projects to be entered and maintained with no limitations on the number. Accommodate 2,000 contract modifications/supplemental agreements per project. Accommodate 100,000 material submittals and documents per project. Accommodate 3,000 RFIs per project. Reporting Functionalities Provide a collection of standard reporting types in accordance with Construction and Facilities Management System (CFMIS). Provide capability to create custom reports and to design custom forms for data entry as well as for reporting. Provide the capability to create custom reports from scratch or from copying existing reports. Provide the capability to link photos, drawings and other artifacts to forms. Reports shall have the ability to display tabular data as well as graphical data. Provide a monthly report of all planned and unplanned funding. Provide ad hoc reporting capability, as required. Include a graphical user interface GUI that enables an end user to manage content assets and document assets in the repository. Store content assets and meta data in a non-proprietary centralized repository. Include a nested folder structure (nodes and sub nodes). Include a drag and drop utility to support movement of files within the nested folder structure. Provide capability to maintain multiple versions of a single content asset or entire deployment. Automatically maintain a version numbering scheme. Provide a mechanism that enables a user to 'check in' and 'check out' a content asset from the repository and lock a content asset while a user has it 'checked out'. Allow for "checked out" documents to be available to other users in read-only mode. Maintain and link all versions of a document and allow the end user to view and retrieve any version. Create 'branch' or 'regional' content versions. Provide Web-based storage for project construction documents accessible by authorized users via internet connection. Accessible via Web Browser from any computer, including remote sites with internet access. (Compatibility with current versions of Apple Safari, Mozilla Firefox, and Internet Explorer). Accessible via handheld devices such as smart phones and tablet computers. Upload and download documents such as contract drawings, specifications, daily reports, construction schedules, meeting minutes, in Word, Excel, Adobe Acrobat, and Contract Manager formats. Provide the ability to store multiple formats that include scanned documents. E-mail notifications automatically to selectable users when new documents are submitted, updated, using Microsoft Outlook, Yahoo, and Gmail. Export reports as searchable PDF, HTML, Excel, XML, and CSV formats. Generate reports by Congressional District (Information to be provided by Business Owner.) Import Dashboard information from several VA Systems (Information to be provided by Business Owner.) Perform keyword search of all documents in the database. Provide the capability to maintain a data dictionary for the Construction and Facilities Management Information System (CFMIS). Reliability Specifications Available for transaction processing 24 hours a day/7days a week (24/7). Available 99% of scheduled operational time. Deployed on high availability servers (< 0.1% unscheduled down time). Deployed on servers that utilize redundant network interface cards. Deployed on servers that utilize redundant power supplies. Deployed on servers that support or utilize "hot-swappable" disk drives. Security Specifications Comply with the security requirements IAW VA Handbook 6500 and 6500.6 (See Addendum A and B of this document for additional detail.) Provide 128-bit encryption (or other defined by VA's Office of Information Technology (OI&T) and has defined access control to software. Contain Information Assurance (IA) and vulnerability assessment capabilities, both preventive and forensic. Provide a single-point of primary storage to assure coherence & consistency. Usable behind agency firewall with external publishing and authorized access. Provide functionality for data backup and restoration. Provide capability to backup and archive data in PDF and XML format to FTP site on a monthly recurring basis. Provide the capability to define access control based on user roles within each project. Support the VA's strong password requirements. Support remote administration of all system management functions. Software Interfaces Support data interfaces that can be developed and customized by CFM-authorized personnel. Support Web services for bi-directional data interfaces to and from VA systems. Provide the ability to manually turn off interfaces when needed. Provide the ability to test interfaces without the data affecting the production system. System Management Functionalities Support deployment running Microsoft operating systems. Include a utility for remote administration of all system management functions. Automatically archive data based upon user-defined age parameters. Automatically archive data based upon access dates. Provide a utility to manually archive and/or purge data based upon user-defined age parameters. Prompt the user for verification of manual archive and/or purge operations. Provide a graphical user interface (GUI) that enables an end user to schedule backup and restore operations. Provide a notification utility that alerts subscribers when scheduled backups are complete. Provide a notification utility that alerts subscribers when errors occur during scheduled backups. Provide a utility to verify integrity of all backup routines after processing. Allow the end user to select the location to which files are sent after completion of backup operations. Automatically mirror backup files to alternate locations. Complete backup of data and configuration files in less than six (6) hours. Process normal transactions during backup operations. Process normal transactions during recovery operations. System backup or restore operations shall have minimal impact on System performance. Establish and maintain information security within and between organizations. Assign user and group access and permissions by Manager, or an authorized representative. Provide protection of all Government data behind an approved firewall. Usability Specifications/Help Functionalities Include a Web-based, context-sensitive, help module. Include an integrated, context sensitive help library capability. Include a searchable help library capability. Provide the capability to support training of an unlimited number of participants. Provide the capability to store a training package for distribution to students. Provide the capability for users with the proper training but who do not possess a programming background to create reports Workflow Capabilities and System Features Able to capture snapshots of CFM's budget resources to include multiple fiscal years and budget cycles, expressed in dollars and in Full Time Equivalents (FTEs). Able to capture data by fiscal year, appropriation, sub-appropriation, budget activity, and cost centers for both dollars and human resources. Able to be broken out by support, office mission-critical projects, and program management discretionary expenditures. Provide the capability to capture data required for capital asset reporting for OMB A-11 Exhibit 53, earmarks, and programs that office directors and stakeholders are required to track. Capable of payroll modeling by individual offices and by cost centers. Have the flexibility to produce additional detailed performance and budgetary analysis requirements and reports on an ad hoc basis. Able to segregate system functions through security to match CFM and VA job functions, either current or envisioned. Capable of measuring productivity benchmarks on a project, to include computing average review days for RFIs and submittals. Allow users to track the history and determine the status of any workflow in the system. Provide the capability to query / review outstanding workflow steps on demand. Allow users to define a completion time threshold for a given workflow. Allow for multiple approvals of a single document in a single workflow. Support work packages to process sequential (serial) and parallel activities in the workflow. Provide a utility to attach comments / notes at each workflow step. Allow the owner of the current workflow step the capability to define and execute escalation workflows and temporarily re-route workflows to delegated authority. Provide a Submittal workflow that is based on industry best practices and is user configurable. Provide a RFI workflow that is based on industry best practices and is user configurable. Provide an Invoice workflow that is based on industry best practices and is user configurable. Provide a Contract Modification workflow that is based on industry best practices and is user configurable. Legal, Copyright, and Other Notices No legal disclaimers, warranties, copyright notices, patent notices, word marks, 508 disclaimers, or trademark logo compliance issues for the system/project shall apply. Each response shall include an answer to the following questions: 1. Do you currently have SaaS solution that provides at least the same capabilities as described above? 2. For solutions that meet the above, provide the following: a) A brief description of the overall solution and a brief description of the environment in which this solution currently operates. b) Identify the entity currently offering the SaaS. c) Provide an estimate of the approximate cost expended by the entity currently operating this solution to implement that solution and the estimated annual cost to maintain that solution. Responses to this RFI shall be submitted via email to Contract Specialist Lana Farber at lana.farber@va.gov no later than 12PM EST on August 23, 2013. Product information, brochures, part numbers, and/or other description information may be included with the submission. THIS IS NOT A SOLICITATION. Do not submit a proposal or quote.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/b348c5dbb3f70db80b6a374f2f93189e)
 

Document(s)

Attachment
 

File Name: VA118-13-I-0572 VA118-13-I-0572.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=951944&FileName=VA118-13-I-0572-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=951944&FileName=VA118-13-I-0572-000.docx

 

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Record

SN03152447-W 20130818/130816235125-b348c5dbb3f70db80b6a374f2f93189e (fbodaily.com)
 

Source

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