SOURCES SOUGHT
D -- Guaranteed Loan Management and Accounting System
- Notice Date
- 1/4/2007
- Notice Type
- Sources Sought
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of the Interior, Bureau of Indian Affairs, Midwest Regional Office, Commerical Contracting Branch, One Federal Drive, Room 550, Fort Snelling, Minnesota 55111
- ZIP Code
- 55111
- Solicitation Number
- BIA-MRO-07-01
- Response Due
- 2/20/2006
- Archive Date
- 3/6/2007
- Description
- THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY FOR THE PURPOSE OF CONDUCTING MARKET RESEARCH. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. REQUESTS FOR A SOLICITATION WILL NOT REVEIVE A RESPONSE. The program is seeking a replacement of the IT system that manages the loan guaranty program and former direct loan program. This project is expected to include four components. The database holds data in a legacy system which will need to be extracted and converted to a modern, flexible format. The application needs to meet the business requirements detailed below. The front end must be flexible and user-friendly. Finally, the project requires a technology coordinator who can serve as a system integrator between the packages that are selected to provide the above components and ensure that they work together. A vendor may apply to provide information as a source on any one, two, three, or all four of the above components. Additionally, vendor products which provide a distinct portion of the application requirements but not all are invited to provide information as a potential source. The system resides in Indian Affairs and supports the acquisition of vendors who qualify under the Buy Indian Act. Sources interested should provide a description of their capabilities that match the above components an any requirements listed below which their products satisfy. 1.1 Introduction The Loan Guaranty, Insurance and Interest Subsidy Program was created by the Indian Financing Act of 1974 to stimulate and increase Indian entrepreneurship and employment through the establishment, acquisition or expansion of Indian-owned economic enterprises. The Program is administered by the Division of Capital Investment in the Office of Indian Energy and Economic Development (IEED). The Division's responsibilities include the approval of loan guaranty applications, loan default compensation, servicing existing direct loans and other services provided for in the 25 Code of Federal Regulations (CFR) Part 103. The Division of Capital Investment works as liaison with lending organizations, tribes, and Bureau of Indian Affairs credit offices. The program currently manages a portfolio of over $400 million in loan guarantees. This portfolio will be substantially increased when the loan management IT system becomes capable and compliant. The project strongly encourages responses and proposed partnerships with Indian-owned firms. 1.2 Subject Current System Description The purpose of the loan management and accounting system (LOMAS) investment is to provide the Division of Capital Investment in the IEED with the ability to manage the guaranteed loan program and other loan services provided in the 25 CFR 103. It has various loan management capabilities, some of which need to be updated to incorporate modern financial analysis tools. Other areas of the system need to be made compliant with current regulations. The program is involved with loan application review, data management, and report generation as needed by the credit officers. We are seeking information on loan management systems which are or can be made compliant to government regulations (for example, JFMIP, FFMIA, and Section 508). It will interface or integrate with other government financial systems (Federal Financial System (FFS) and the upcoming Financial and Business Management System (FBMS)). It supports offices across the country so must have feasible networking capabilities to service limited-access areas. Information is being requested for possible loan management solutions that will address the requirements below. Current Processing Environment Indian Affairs currently has a processing environment based on Windows 2003 based servers with active directory implemented. Oracle and SQL Server databases are supported. The most recent third party applications implemented and applications developed in house have been Intranet-based. However, the network is closed with no Internet Access. 1.3 Business Requirements of the Application The following requirements are provided to serve as a detailed description of the needs of the system. Vendors may provide additional benefits, and similarly may respond to the general description provided above. 1.3.1 Program Requirements 1.3.1.1 Shall have the ability to handle Guaranteed Loans, Interest Subsidy, Insured Loans, Bond Guarantees transactions, and former Direct Loan Program (servicing existing loans), and Assigned Guaranteed Loans 1.3.1.2 Shall be flexible in order to interface with modern technology shifts within the Department of the Interior 1.3.1.3 Shall be compliant with the Joint Financial Management Improvement Program (JFMIP) 1.3.1.4 Shall be compliant with the Federal Financial Management Improvement Act of 1996 (FFMIA) 1.3.1.5 Shall include ability to enter and display a loan guaranty checklist 1.3.1.6 Shall include ability to create and save a credit memorandum in Microsoft Word with a spreadsheet attached 1.3.1.7 Shall include ability to accept Standard Industry Classification Codes and associate them with particular loans/bonds 1.3.1.8 Shall include ability to create and generate editable form letters with data from database, including: ? Return incomplete request to lender ? Disapproval letter ? Approval letter with Loan Guaranty Certificate ? need ability to have conditions of approval ? Others as required 1.3.1.9 Shall include ability to generate loan guaranty premium receipt. 1.3.1.10 Shall include ability to create reports from the database for all program types. 1.3.1.11 Shall include the ability to support PAR, PART, and GPRA reviews 1.3.1.12 Shall include the ability to process initial loan guaranty applications prior to actual loan guaranty initiation 1.3.1.13 System shall provide confirmation for significant changes to data 1.3.1.14 System shall comply and provide support to all aspects of 25 USC Part 103 (regulations governing the Program) 1.3.2 Financial Function Requirements 1.3.2.1 Shall include electronic interface with the general ledger system, including setting up a payment 1.3.2.2 Shall include automatic establishment of assigned loans when claim is paid on defaulted guaranteed loans 1.3.2.3 Shall have the ability to input financial data. 1.3.2.4 Shall have the ability to perform financial analysis and ratios. 1.3.2.5 Shall include calculation, display, and printing of amortization schedule. 1.3.2.6 Shall automatically apply collections/payments to loan, including the following: ? Reduction of principal by correct amount based on date of receipt of payment (could be many months past actual receipt date) ? Application of loan interest subsidy ? Application of late charges based on late charge schedule 1.3.2.7 Shall allow modification of late charge schedule 1.3.2.8 Shall print receipts showing receipt and processing of collections 1.3.2.9 Shall generate Treasury Report on Receivables (TROR) 1.3.2.10 Shall produce Summary TROR by Treasury Account and BFY (options to generate by region or summary) 1.3.2.11 Shall produce Summary Accrual and Active Notes reports by Treasury Account and BFY (options to generate by region or summary) 1.3.2.12 Shall allow update of TROR, Summary TROR, and Summary Accrual and Active 1.3.2.13 Shall track insured portfolios by lender 1.3.2.14 Shall be able to track the status of and apply collections to loans written off as ?currently not collectible? but not closed out 1.3.2.15 Shall process the establishment of commitments for guaranteed loans 1.3.2.16 Shall automatically establish insured loans reported by lenders 1.3.2.17 Shall automatically establish guarantee when premium collection is processed 1.3.2.18 Shall process premium collections for insured loans 1.3.2.19 Shall track ceiling allocations to lenders for insured loans, prevent the ceiling from being exceeded, and generate notification when a request shall exceed a ceiling 1.3.2.20 Shall process loan payments reported on lenders? reports for insured and guaranteed loan types 1.3.2.21 Shall calculate amounts and produce SF 1034?s for interest subsidy payments for both loan types (use Excel ? Form 4749) 1.3.2.22 Shall track interest subsidies paid by loan and produce a report for both loan types 1.3.2.23 Shall process claim payments and produce SF 1034?s for both loan types 1.3.2.24 Shall include the ability to generate economic impact data for economic impact statements 1.3.2.25 Shall include the ability to store success stories in system and note how a project contributes to 25 CFR 103.4. 1.3.2.26 Shall include the ability to store digital pictures with/for economic impact statements and success stories 1.3.2.27 Shall include the ability to reference documents such as the Loan Guaranty Regulations, 25 CFR ? 103, and the Indian Financing Act of 1974, with amendments 1988, and amendments of 2002, as a document that can be cut and pasted from as a reference. 1.3.2.28 Shall include the ability to manage both pre-Credit Reform Act and Credit Reform Act 1.3.2.29 Shall include system to include user selectable sections of the above regulations as optional inclusions in the form letters. 1.3.2.30 Shall include the ability to provide a listing of all loans created in a given year by Congressional District. 1.3.2.31 Shall include the ability to support display of information on a website based on information in the database. 1.3.2.32 Shall be able to interface accruals of interest and late fees on a loan by loan basis. 1.3.2.33 Shall also be able to automatically interface the reversal of these accruals at a specified time. 1.3.2.34 Shall be able to reverse collections when ISF situations are encountered. 1.3.2.35 Shall be able to interface "all" collections (checks and IPAC collections). 1.3.2.36 Shall be able to produce payment history reports for any time period. 1.3.2.37 The ability to search by industry success rate 1.3.3 Collections 1.3.3.1 Shall be able to track the status of and apply collections to loans written off as ?currently not collectible? but not closed out. 1.3.3.2 Shall have the ability to create collection letters 1.3.3.3 Shall have the ability to create dunning notices 1.3.3.4 Shall have the ability to download information to support Department of Justice referrals. 1.3.3.5 Shall have the ability to download information to support Treasury referrals. 1.3.3.6 Shall support for Delinquent Certification Form from regions. 1.3.3.7 Shall have the ability to generate an aged receivables report 1.3.3.8 Shall have the ability to generate a delinquency report. 1.3.3.9 Shall support for IRS 1099 Form generation 1.3.4 Basic Security 1.3.4.1 Shall support for complex passwords 1.3.4.2 Shall support for password lockout due to invalid attempts or account activity. 1.3.4.3 Shall support for workstation lockout after a period of inactivity. 1.3.4.4 Shall support for differing functional roles based on user authority 1.3.4.5 Shall support for data change audit trails 1.3.4.6 Shall support for user action audit trails 1.3.4.7 Shall support for monitoring system utilities. 1.3.5 Other 1.3.5.1 Shall support for 20 to 25 concurrent users 1.3.5.2 Shall support for a Tickler system for loan events ? Generate warning messages, flags or other form of notification when a loan event approaches ? Support for both operator controlled and business rules based notification 1.3.5.3 Shall support for an integrated knowledge base of policies and procedures: ? Knowledge base should be integrated into the process ? Support wizards/tutorials for novice users ? Ability to add, change or delete business rules ? Ability to build tutorials 1.3.5.4 Shall have the ability to store information on lenders 1.3.5.5 Shall have the ability to store information on lender claims for loss 1.3.5.6 Shall have the ability to store information personal and financial information on the applicant at intake 1.3.5.7 Shall have the ability to transfer intake data to credit memorandum and financial analysis 1.3.5.8 Shall have the ability to create credit memorandum per BIA format 1.3.5.9 Shall provide amortization schedules for direct, expert assistance, and assigned loans 1.3.5.10 Shall have the ability to calculate future and historical positions of principle and interest as of a particular date 1.3.5.11 Shall have the ability to export all data associated with a loan for analysis. 1.3.5.12 Shall have the ability to cross reference signers (including co-signers and guarantors) and other principles 1.3.5.13 Shall create and store collateral descriptions 1.3.5.14 Shall create and store collateral appraisals 1.3.5.15 Shall create and store collateral images 1.3.5.16 Shall contain a government-wide debarment list which is automatically updated. 1.3.5.17 Shall contain an area for ease of update of a website with general information on the program 1.3.5.18 Shall have the ability to enter data and historical information on lenders and loan officers 1.3.5.19 Shall ensure ease of usability for users. 1.4 Basic Operational Requirements The requirements below define the operational system environment of Indian Affairs and the standards which must be met by a potential product. 1.4.1 Usability 1.4.1.1 The system shall provide a Graphical User Interface that follows a currently acceptable standard (ex. Microsoft, IBM, etc.). 1.4.1.2 The system shall provide drop down lists for table driven fields. 1.4.1.3 The system shall provide frame and non-frame options if a browser is used. 1.4.1.4 The system shall provide a text-only option. 1.4.1.5 The system shall provide online help. 1.4.1.6 The system shall provide or allow the creation of context sensitive help. 1.4.1.7 The system shall provide or allow the creation of a help index. 1.4.1.8 The system shall provide or allow the creation of help topic search capabilities. 1.4.1.9 The system shall provide or allow the creation of field Tips. 1.4.1.10 The system shall provide or allow the creation of help for error messages. 1.4.1.11 The system shall highlight field level errors. 1.4.1.12 The system shall have user defined favorites and bookmarks. 1.4.1.13 The system shall not require more than three mouse clicks to access any part of the system. 1.4.1.14 The system shall provide or allow for the creation allow the user overrides to system prompts (ex. on deletes, on saves, etc.). 1.4.2 Training 1.4.2.1 A detailed training plan shall be developed. 1.4.2.2 System administrator training shall be developed. 1.4.2.3 System maintenance training shall be developed. 1.4.2.4 Initial train-the-trainer courses shall be developed. 1.4.2.5 Initial training for primary users shall be developed. 1.4.2.6 Initial training for users shall be developed. 1.4.2.7 Advanced training on system features shall be developed. 1.4.2.8 Tutorials for casual users shall be developed. 1.4.2.9 Trouble shooting training shall be developed. 1.4.2.10 Follow-on training shall be developed. 1.4.2.11 The system shall provide or allow the creation of feature documentation. 1.4.2.12 The system shall provide or allow for the creation documentation for all system objects (ex. menus, screens, fields, etc.). 1.4.2.13 The system shall provide or allow the creation of documentation to all error messages. 1.4.2.14 The system shall provide or allow the creation of technical documentation as required for local support. 1.4.2.15 The system shall provide design documentation. 1.4.2.16 The system shall provide a data model. 1.4.2.17 The system shall provide a data dictionary. 1.4.2.18 The system shall provide data flow diagrams. 1.4.3 Security 1.4.3.1 Application Security ? the system shall have security features 1.4.3.2 Each user shall have a unique User-ID 1.4.3.3 User-IDs shall be associated with specific individuals. 1.4.3.4 The system shall require secure access (ex. password). 1.4.3.5 The system shall disable an account when inactive for 60 days. 1.4.3.6 The system shall support complex passwords and shall comply with the Indian Affairs password policy. 1.4.3.7 The password shall be at least 8 characters. 1.4.3.8 The password shall contain a mix of upper and lower case letters. 1.4.3.9 The password shall contain at least one number. 1.4.3.10 The password shall contain a special character. 1.4.3.11 The password may not be reused or recycled. 1.4.3.12 The password shall be changed at least once every 90 days. 1.4.3.13 The system shall lock accounts after three failed password attempts. 1.4.3.14 The system shall allow Help Desk reset of passwords. 1.4.3.15 The system shall encrypt passwords. 1.4.3.16 The system shall restrict access to the database to the application. 1.4.3.17 Role Based Security - The system shall allow role-based security. 1.4.3.18 The system shall provide or allow the creation of roles for users. 1.4.3.19 The system shall allow users to be assigned roles by case. 1.4.3.20 The system shall resolve access to data when an individual has more than one role. 1.4.3.21 Rules Based Security - The system shall allow rules based security. 1.4.3.22 The system shall allow Rules based confidentiality 1.4.3.23 The system shall allow for levels of confidentiality based on user-defined rules. 1.4.3.24 The system shall allow the system administrator to define confidentiality rules. 1.4.4 Audit 1.4.4.1 Audit Capability - The system shall provide complete audit capability. 1.4.4.2 The system shall allow tracking of all changes. 1.4.4.3 The system shall allow tracking of changes by operator. 1.4.4.4 The system shall allow tracking of changes by date and time. 1.4.4.5 The system shall allow the tracking of changes by field or document. 1.4.4.6 The system shall allow the tracking of multiple changes to the same entity. 1.4.4.7 The system shall track additions and deletions to and of a record. 1.4.5 Supportability 1.4.5.1 The system shall be compatible with the existing computing environment and adhere to the current standards. 1.4.5.2 The system shall be compatible with the current processing environment (ex. Windows Servers, Oracle and MS SQL Server RDBMS). 1.4.5.3 The system shall be compatible with the current processing standards (ex. Intel based Servers running Windows 2003). 1.4.5.4 The system shall be compatible with the current workstation standards (ex. Windows XP, Microsoft Office). 1.4.5.5 Support procedures shall be established. 1.4.5.6 Start-up procedures shall be developed. 1.4.5.7 Operating procedures shall be developed. 1.4.5.8 Disaster recovery procedures shall be developed. 1.4.5.9 Troubleshooting procedures shall be developed. 1.4.5.10 The system shall be developed using industry standard tools and methodologies. 1.4.5.11 The system shall support the system development life cycle. 1.4.5.12 The system shall allow for multiple test environments to support unit, integration and regression testing. 1.4.5.13 The system shall allow for a development environment. 1.4.5.14 The system shall support change management procedures. 1.4.5.15 The system shall support existing disaster recovery plans. 1.4.5.16 The system shall be able to be integrated into the Indian Affairs Disaster recovery plan. Glossary of Acronyms 1. Financial and Business Management System (FBMS) 2. Federal Financial System (FFS) 3. Federal Financial Management Improvement Act of 1996 (FFMIA) 4. Joint Financial Management Improvement Program (JFMIP) For Technical Questions please contact Ms. Elizabeth R. Nagorski, 1951 Constitution Ave., NW, SIB Room 9, Washington, District of Columbia 20245, Phone 202-513-7680 Potential contractors must submit their qualifications and capabilities statement no later than 3:00PM local time on February 20, 2007 to Bryce Claymore, BIA/Midwest Region, Commercial Contracting, One Federal Drive, Room 550, Fort Snelling, Minnesota, 55111
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