SOURCES SOUGHT
D -- Automated, web-hosted, end-to-end relocation software solution
- Notice Date
- 6/17/2014
- Notice Type
- Sources Sought
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of Commerce, National Institute of Standards and Technology (NIST), Acquisition Management Division, 100 Bureau Drive, Building 301, Room B130, Gaithersburg, Maryland, 20899-1410, United States
- ZIP Code
- 20899-1410
- Solicitation Number
- AMDTC-14-0002
- Archive Date
- 7/15/2014
- Point of Contact
- Todd D Hill, Phone: 301-975-8802
- E-Mail Address
-
todd.hill@nist.gov
(todd.hill@nist.gov)
- Small Business Set-Aside
- N/A
- Description
- The National Institute of Standards and Technology (NIST) seeks information on an automated, web-hosted, end-to-end relocation software solution including training and technical support. The relocation system must be in compliance with the Federal Travel Regulation (FTR) Chapter 302, the Foreign Affairs Manual (FAM), Federal, state and local laws and regulations and produce Government-mandated and other customizable relocation travel forms and reports. After results of this market research are obtained and analyzed, and specifications developed, NIST may conduct a competitive procurement and subsequently award a Purchase Order. If at least two qualified small businesses are identified during this market research stage, then any competitive procurement that resulted would be conducted as a small business set-aside. NIST processes approximately 200 relocation travel documents each year and has a need for an automated relocation software solution that would meet the following requirements: 1) Requirements Capabilities and Characteristics Requirements The Contractor shall provide and host user-friendly, secure, web-hosted, end-to-end relocation software that is accessible to NIST via a secure Web portal environment. The relocation software shall: • Display a unique traveler ID value as a key reference number for all travel document types and reports; • Produce complete and accurate relocation travel orders, travel advances, travel cancellations, and travel vouchers; • Capture Government Bills of Lading (GBL) information; • Display travel origin and destinations (city, state, and country) on electronic and printed versions of travel orders and vouchers; • Generate and report multiple accounting lines and allocate costs among the travel expense categories. The entire accounting code classification structure (ACCS) must be printed on all travel documents; • Report transactional detail in a flat file format agreeable to NIST. • Have the capability of an electronic workflow with scanned receipts and other supporting documentation for completely paperless processing; • Automatically compute taxes and produce required information for Internal Revenue Service (IRS) forms from the previous calendar year by January 20 of each year. The information must be printable on official blank forms or produced on officially-accepted, self-generated forms; • Calculate current taxes and accumulate tax data for Federal, state, and local jurisdictions, withholding tax allowances, and FICA taxes as well as produce the tax forms required by the IRS; • Summarize relocation payment information and produce a quarterly 941, "Employer's Quarterly Federal Tax Return" generated on an officially accepted form; and • Summarize on an annual basis, individual employee relocation payments - both taxable and non-taxable - as well as Federal, state, local taxes and FICA payments made on behalf of that individual for W2 reporting. The relocation software must be in compliance with the following regulations: a. Federal Travel Regulation, Chapter 302 b. Department of State Foreign Affairs Manual c. Department of Commerce Travel Handbook, Section C302 d. Internal Revenue Service Publication 521, "Moving Expenses" e. Internal Revenue Service, Circular E, "Employer's Tax Guide" f. Department of the Treasury Financial Manual, TRM 3-5000 g. OMB Circular A-130, Appendix III h. Federal Information Processing Standard (FIPS) 199 i. NIST Special Publications 800-53 j. Section 508 Americans with Disabilities Act The Contractor shall manage ongoing changes to workflow and support data exchange with NIST by providing: • Full support for the relocation software to include software releases, and updates to mileage, tax, and per diem rates and accounting codes; • Technical and functional help desk support; and • Automated notification to NIST when a file is ready for extraction or download. Immediate notification to NIST if the daily file is late or incomplete or the load process fails. Interface Requirements • The Contractor shall provide appropriate technical personnel and resources to support the establishment and testing of NIST's interfaces to the relocation software platform; and • The Contractor shall provide consultation to NIST to assist in the understanding of the interface specifications. Security Management Requirements The Contractor shall meet or exceed the following mandatory requirements for continuous security monitoring. • FIPS PUB 199 - Standards for Security Categorization of Federal Information and Information Systems • NIST Special Publications 800-53v4 • System Continuity of Operations Plans (COOP) • System Contingency Plan • Security Plan • Security Assessment annually • Risk Assessment • Incident Response Plan Testing Requirements • The Contractor shall provide a User Acceptance Test (UAT) environment for NIST to test the functional requirements with dates mutually agreed upon between the Contractor and NIST; • The Contractor shall correct any deficiencies that were identified by the NIST within an agreed upon period after notification of the deficiency. Should the deficiency require more time to address, the Contractor shall negotiate a mutually agreeable timeline with NIST; • Relocation software updates shall be promoted in the test environment for review and acceptance by NIST, and then promoted to the production environment on an agreed upon schedule; and • After the implementation is complete, if NIST identifies a defect that is confirmed by the Contractor to be unrelated to a change in requirements, the Contractor shall treat the defect as an Emergency Bug Fix (EBF). The defect shall follow the EBF change management process and once tested, it shall be put into production as soon as possible. EBFs will not increase the cost to NIST. Queries and Reports Requirements Relocation software shall: • Be able to produce customizable reports with detailed information to be used for various reports; • Produce a relocation payment report by expense category on a daily basis by individual employee to be used for the payment of Federal withholding taxes; • Produce a quarterly 941, "Employer's Quarterly Federal Tax Return" generated on an officially accepted form; • Be able to collect taxable and non-taxable data and produce an annual report for individual employees for all the relocation reimbursements and tax payments that were made on behalf of that individual; • Allow any NIST user with access to the relocation software reporting tool the ability to run the report(s) on a daily basis; • Make available a minimum of twenty-four (24) months' worth of data to NIST; and • Provide fully automated reports that are downloadable or extractable to a Microsoft Excel desktop application. Records Retention and Archiving Requirements The Contractor shall: • Comply with customer agency records retention requirements established by the National Archives and Records Act, accessible at http://www.nationalarchives.gov; • Retain records based on calendar year - January 1 through the following December 31 - for dating and retention of records; • Allow simplified searchable access to accurately index and archive detailed travel transaction information, including receipts and other supporting documents attached to any travel documents, for a period of six (6) years and three (3) months from the date of payment of the voucher; 3) Customer Support The Contractor shall provide NIST and customer bureaus with technical helpdesk services as well as administrative support by phone and/or on-line, during the Contractor's regular business hours and at least Monday through Friday, 8:30 am - 5:00 pm EST. 4) Training The Contractor shall: • Work with NIST to provide relocation software training in a variety of forms such as computer-based, instructor-led classes, and train-the-trainer curriculum for all user roles; • Provide training materials (e.g. manuals, handouts), written or electronic; • Provide a distinct test environment and a training environment for each instance implemented so that testing does not impact training being conducted and training does not impact production; and 5) Anticipated period of performance The period of performance for this task order will be one calendar year after the date of the award, anticipated from January 1, 2015 through December 31, 2015 with the actual award made approximately 90 days in advance to allow adequate time for testing, training, and implementation. 6) Questions Please address the following questions: • What are the days/hours of availability of the system? • Are there specific periods of down-time for system maintenance and updates? If so, how much notification is provided for these situations? • Is the system HSPD-12 and IPv6 compliant? If not, is the system in the process of complying? If compliance is in process, when is the expected completion date? Please provide evidence. Does the system meet the requirements of the Authority to Operate (ATO) at a moderate level? If it does not, is the system in the process of complying? If compliance is in process, when is the expected completion date? Please provide evidence. NIST is seeking responses from all responsible sources, including large, foreign, and small businesses. Small businesses are defined under the associated NAICS code for this effort, 541519, as those domestic sources having 150 employees or less. Please include your company's size classification and socio-economic status in any response to this notice. Companies that manufacture for an automated relocation software solution are requested to email a detailed response describing their abilities, and addressing the requirements set forth herein, to todd.hill@nist.gov no later than the response date for this sources sought notice. The response should include achievable specifications and any other information relevant to your product or capabilities. Also, the following information is requested to be provided as part of the response to this sources sought notice: 1. Name of the company that manufactures the system for which specifications are provided. 2. Name of company(ies) that are authorized to sell the system, their addresses, and a point of contact for the company (name, phone number, fax number and email address). 3. Indication of number of days, after receipt of order that is typical for delivery of such a system. 4. Indication of whether each instrument for which specifications are sent to todd.hill@nist.gov are currently on one or more GSA Federal Supply Schedule contracts and, if so, the GSA FSS contract number(s). 5. Any other relevant information that is not listed above which the Government should consider in developing its minimum specifications and finalizing its market research. Point of Contact Todd Hill, Contracting Officer, Phone (301) 975-8802, Fax (301) 975-8753, Email todd.hill@nist.gov
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