SOURCES SOUGHT
D -- Relocation Software Solution and Technical Support - AMDTC-16-0003 Relocation Software & Technical Support Sources Sought Notice_2015-11-13
- Notice Date
- 11/13/2015
- Notice Type
- Sources Sought
- NAICS
- 511210
— Software Publishers
- 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-16-0003
- Point of Contact
- Chantel Adams, Phone: 301-975-6338, Todd D Hill, Phone: 301-975-8802
- E-Mail Address
-
chantel.adams@nist.gov, todd.hill@nist.gov
(chantel.adams@nist.gov, todd.hill@nist.gov)
- Small Business Set-Aside
- N/A
- Description
- AMDTC-16-0003 Relocation Software & Technical Support Sources Sought Notice_2015-11-13 This is a Sources Sought Notice ONLY. Requests for copies of a solicitation will not receive a response. This Notice is for planning purposes only and shall not be misunderstood as a Request for Proposal or a Request for Quotation or as an obligation on the part of the Department of Commerce (DoC) for conducting a follow-on acquisition. DoC does not intend to award a contract on the basis of this Notice, or otherwise pay for the information requested. No entitlement or payment of direct or indirect costs or charges by DoC will arise as a result of submission of responses to this Notice and DoC use of such information. DoC recognizes that proprietary data may be part of this effort. If so, respondents are responsible for identifying proprietary components, interfaces and equipment, and clearly mark restricted or proprietary data and present it as an addendum to the non-restricted / non-proprietary information. In the absence of such identification, DoC will assume to have unlimited rights to all technical data in the information paper. NO SOLICITATION DOCUMENTS EXIST AT THIS TIME. Section I - Sources Sought Information: The Department of Commerce (DoC) seeks information on an automated, end-to-end relocation software solution that includes training and technical support. The relocation system shall 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. DoC processes approximately 650 relocation travel documents each year across three (3) separate relocation service providers, the National Oceanic and Atmospheric Administration (NOAA), the National Institute of Standards and Technology (NIST), and the Census Bureau. As such, DoC has a need for an automated relocation software solution that would meet the following requirements: A. Requirements i. Capabilities and Characteristics Requirements The Contractor shall provide a secure end-to-end relocation software solution. The relocation software shall: • Display a unique traveler ID value as a key reference for all travel document types and reports. • Produce complete and accurate relocation travel orders, amendments, travel advances, travel cancellations, and travel vouchers. • Capture Government Bill of Lading (GBL) information. • Capture third party vendor information, such as for real estate purchase, real estate sales, etc. • Allow for multiple vendors to be recorded and associated with a single relocation. • Display travel origin and destinations (city and state, or country) on electronic and printed versions of travel orders and vouchers. • Generate and report multiple accounting lines by amount, percentage, or expense type (sometimes necessary for travel orders when costs are divided between projects by expense type or by percentage). • Capture travel type, purpose, and object class codes per DoC requirements. • Print the entire accounting code classification structure (ACCS) on all travel documents. • Report transactional detail in separate flat files by document type in a format agreeable to DoC, including travel orders, vouchers, cancellations, and GBL files. • Perform tax calculations for Income Tax Reimbursement Allowances (ITRA) for long-term taxable travel. Provide results to support manual general journal entries. • Have the capability of an electronic workflow with scanned receipts and other supporting documentation to support completely paperless processing. • Compute and store the necessary IRS information for processing tax forms and provide an automated process to create W-2 Forms. • Calculate and accumulate all necessary tax data associated with taxable reimbursement of relocation, including Federal withholding, state withholding, employee FICA, employer FICA, employee HIT, and employer HIT taxes. • Calculate government relocation tax allowances, withholding tax allowances (WTA) and Relocation Income Tax Allowance (RITA) per FTR 302.17. • Compute and store the necessary IRS information for processing relocation tax forms and provide a comprehensive report that includes all data required for 941 reporting. • Summarize, on an annual basis, individual relocation payments - both taxable and non-taxable - as well as Federal, state, local taxes, and FICA payments made on behalf of an individual for W2 reporting. • Calculate the Income Tax Reimbursement Allowance (ITRA) associated with Long-Term taxable travel in accordance with FTR and IRS regulations including WTA, Federal taxes, state taxes, local taxes, and FICA for Long-Term taxable travel. • Provide an avenue for accommodating adjustments and/or corrections to voucher amounts, and accurately reflect those changes in the 941 and W2 data. • Be free of security defects that would prevent DoC from issuing an Authorization to Operate per OMB Circular A-130, Appendix III, and other Federal information security regulations. The relocation software must be in compliance with the following regulations: • Federal Travel Regulations, Chapters 301 and 302 • Department of State Foreign Affairs Manual • Department of Commerce Travel Handbook, Section C302 • Internal Revenue Service Publication 521, "Moving Expenses." • Internal Revenue Service, Circular E, "Employer's Tax Guide." • Department of the Treasury Financial Manual, TRM 3-5000 • Office of Management and Budget Circular A-130, Appendix III • Federal Information Processing Standard (FIPS) 199 • NIST Special Publications 800-53 • Section 508 Americans with Disabilities Act. • Social Security and Medicare withholding regulations The Contractor shall manage ongoing changes to workflow and support data exchange with DoC by providing: • Full support for the relocation software to include software releases and updates to mileage, tax, and per diem rates and any applicable updates to regulations and publications. • Technical and functional Tier 2 help desk support for those issues requiring advanced technical knowledge of the product that are unresolvable by the DoC help desks. • Functional and technical support to configure the application in a standardized way across DoC. • Technical support to transition the hosting location from NIST to the Department of Transportation, Federal Aviation Administration, Enterprise Services Center (DOT/FAA/ESC). • Support to convert any existing Bureau data into the DoC standardized configuration as necessary and migrate the NIST relocation data to DOT/FAA/ESC. ii. Interface Requirements The Contractor shall: • Provide appropriate technical personnel and resources to support the development and testing of DoC's interfaces to/from the relocation software platform. • Provide consultation to DoC to assist in the understanding of the interface specifications. • Ensure ability to handle multiple Bureau interfaces interacting concurrently with the vendor application and support the associated required data segregation and processing. • Provide ability for DoC to setup and maintain non-production relocation software environment for development and testing. iii. Security Management Requirements Vendor software shall be in compliance with security and privacy laws, regulations, guidance, and direction including but not limited to the: • FIPS PUB 199 - Standards for Security Categorization of Federal Information and Information Systems • NIST Special Publications 800-53v4 • Applicable Office of Management and Budget (OMB) memoranda; • Federal Information Security Management Act (FISMA); The software shall prevent intentional or inadvertent access to data and functionality not specifically associated with particular user roles, accounts, and related permissions. iv. Testing Requirements • The Contractor shall correct any deficiencies that were identified by DOC 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 DoC; • After the implementation is complete, if DoC 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 DoC. v. Queries and Reports Requirements Relocation software shall: • Produce customizable reports with detailed information to be used for various reports. • Compute and store all relocation payment information, both taxable and non-taxable, as well as Federal and state payroll tax data associated with each payment with the ability to summarize the data into user-friendly system reports. • Compute and store the necessary IRS information for processing relocation tax forms. • Provide all data required by DoC to prepare Form 941, "Employer's Quarterly Federal Tax Return." • Provide system reports that aggregate annual relocation payment information, both taxable and non-taxable, as well as Federal and state payroll tax data associated with each payment. • Provide fully automated reports that are downloadable or extractable to a Microsoft Excel desktop application. B. Customer Support The Contractor shall provide DoC 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. C. Training The Contractor shall: • Coordinate with the DoC Travel Groups at NOAA, Census and NIST and their system support groups 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 such as manuals or handouts in a written and electronic editable (i.e. Microsoft Word) format; • Provide ability for DoC to setup and maintain non-production relocation software environment for training. D. Anticipated Period of Performance Anticipated period of performance is a 12-month base period with four (4) 12-month option periods. E. Questions In addition to addressing the aforementioned requirements, the response to this notice shall also answer the following questions: • Is the system free of security defects that would prevent DoC from issuing an Authorization to Operate per OMB Circular A-130, Appendix III, and other Federal information security regulations? • Will the system be able to accommodate the three separate relocation service providers (NOAA, NIST, and Census) in one environment and still meet their separate data exchange requirements? The three may have separate data extract requirements and may require separate interface file formats. ========== DoC is seeking responses from all responsible sources, including large, foreign, and small businesses. DoC has not made a determination whether this will be a small business set-aside. The small business size standard for the applicable NACIS code of 511210 - Software Publishers - is $38.5 million. Please include your company's size classification and socio-economic status in any response to this notice. After results of this market research are obtained and analyzed, and specifications developed, DoC may conduct a competitive procurement and subsequently award a Purchase Order. Section II - Response Instructions: Companies that manufacture an automated relocation software solution are requested to email a detailed response (defined below) describing their abilities, and addressing the requirements set forth herein, to todd.hill@nist.gov and chantel.adams@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. Company Name, Address, DUNS Number, CAGE Code, and Point of Contact information. 2. Name of the company that manufactures the system for which specifications are provided. 3. If the manufacturer, the 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). 4. A description of prior, related experience to a Federal, State or Local Government customer(s). 5. A typical pricing structure to include any licenses, modules, components, or other options required to provide system and whether the pricing structure and information may be used as a quote. 6. Estimated timeframe for number of days, after receipt of order, that is typical for delivery of such a system. 7. Indication of whether the system, licenses, modules or components for which specifications are provided, are currently on one or more GSA Federal Supply Schedule (FSS) contracts and, if so, the GSA FSS contract numbers(s). 8. Description of any Key Teaming Arrangements/Agreements to be utilized potentially for a future DoC RFQ submission, if applicable. Additionally, information on prior project methodologies successfully utilized for supporting an agile, "out of the box", implementation approach. 9. Any other relevant information that is not listed above which the Government should consider in developing its minimum specifications and finalizing its market research. Responses are limited to a total of twenty (20) pages. The responses must be in MS Word format. Pages shall be 8½-inch x 11-inch, using Times New Roman 11-Point Font. Each page shall have adequate margins on each side (at least one inch) of the page. Header/footer information (which does not include any information to be evaluated) may be included in the 1" margin space. Please send responses via email to todd.hill@nist.gov and chantel.adams@nist.gov.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NIST/AcAsD/AMDTC-16-0003/listing.html)
- Place of Performance
- Address: 100 Bureau Drive, Gaithersburg, Maryland, 20899, United States
- Zip Code: 20899
- Zip Code: 20899
- Record
- SN03945366-W 20151115/151113234138-5d00c4dba2f2db20878793104ee53ffc (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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