Chief Administrative Office, Office of Procurement and Purchasing, O'Neill House Office Building, Room 207, U.S. House of Representatives, Washington, DC 20515

70 -- RFI ON CLIENT/SERVER BASED CUSTOMIZED OR COTS SOFTWARE ACCOUNTING SYSTEMS SOL IHIR990043 DUE 021299 POC George John Bath, Senior Procurement Specialist or Larry Gooding, Procurement Specialist, (202)225-2921 1. PURPOSE The House of Representatives is seeking product and service information to evaluate the feasibility for purchase/development, deployment, and post-implementation support of an Enterprise server-based Accounting and Personnel Financial System (APFS). 2. BACKGROUND The House of Representatives has identified the need to install a client-server based accounting and personnel information system to meet the needs of the financial administrators in Member and other House offices, is Year 2000 compliant, requires a minimum of resources to implement and maintain, and meets current user requirements. The currently configured system does not meet the requirements for budgeting, funds reconciliation, and for the production of a limited set of reports for the Chief Administrative Officer (CAO) Office of Finance and Committee financial managers. The current version of the software does not meet the requirements established by the financial administrators and the user community and must meet the "13 core requirements" (below) that were developed by the finance community and the committee staff. An APFS solution must meet all 13 requirements and provide each user organization with a viable system that has a life expectancy of at least three to five years. 3. RFI SCOPE Information is being sought on product specifications and costs, contractor support, on-going maintenance, training, etc. (See Instructions below) for a customized or commercially available client-server based accounting system for use in the House of Representatives. The House of Representatives has 435 Member offices (not including Committee and Officers) that use a variety of software solutions for accounting. When providing the requested information, contractors should use the base premise of a 200 -- 500 user install base, pursuant to the 13 Core Requirements below. The 13 Core requirements for the purposes of this RFI are as follows: 1. Budget, track and manage expenditures in legislative year and fiscal year by overall authorization, Budget Operating Code (BOC) categories and individual BOC's against current year and prior two legislative and fiscal years. 2. Budget, track and manage expenditures by subgroup within a group. For committees by Full, Majority, Minority, and Subcommittee. For Members by Washington, DC office and District offices. 3. Track vouchered expenses and directs payments through committed, obligated and paid by group, subgroup and BOC. 4. Generate reports that will show amount budgeted, current obligations, expended in current month, expended year-to-date and amount remaining by group, subgroup, and BOC. 5. Allow for easy reconciliation to the Monthly Financial Statement provided by the Finance Office (i.e., by providing a report identical to the format of the MFS). 6. Provide ability to set up and produce user defined reports using key data elements in the system and provide multiple levels of totals (fund, BOC, Subgroup). The key data elements include authorization for committees with multiple authorized fund sources, legislative or fiscal year, transaction month, transaction type (budget, obligation, expenditure, etc.) Group, sub-group, BOC, Vendor ID/Name/SSN. 7. Support for Backup and Recovery of all data as a standard system function that can be run at any time the user requests it. Also option to perform a backup as an automatic process as part of application shutdown. 8. Maintain an audit trail of transactions entered into the system that is accessible as a system function and remains with the database for as long as the user needs access. If a voucher is entered and then deleted, the system permits a short note to be written with the reason for deletion in the record. 9. Export data into other systems to allow manipulation of data for projections and creation of charts and graphs. 10. Input and track employee information including, name, address, emergency contact, SSN, hire date, position, salary, pay history by pay period, FLSA type. 11. Format and prepare standard Chief Administrative Officerforms (i.e., Payroll Authorization Form, Voucher Form, OSM requisition form) using system data. 12. Function in an operating environment that is menu driven -- using pull down menus. 13. Contain Pop-up list of valid values. 4. INSTRUCTIONS The House is requesting vendors to provide the following information based on the above specifications: 1. Manufacturer(s)/Publisher(s) of the proposed software solution, purchase price, and annual maintenance costs 2. Proposed technical architecture and required hardware specifications (brand name products preferred) and estimated hardware prices 3. Estimated Implementation Timeline, Customization Requirements (if needed), and costs 4. Estimated training costs based on a per unit classroom setting and individual user sessions 5. Estimated costs of help-desk support including the hours of operation 6. Estimated costs of on-site support/service (including response and resolution times) for one year This is a REQUEST FOR INFORMATION (RFI). This informational requestdoes not commit the Government to pay any costs incurred in the preparation of the submission of this survey or to contract for supplies for services. Please mail or fax responses on or before 2/12/99 to the Office of Procurement and Purchasing (OPP) and reference RFI# IHIR990043 on all nomenclature. Email questions to OPP to the attention of George Bath: george.bath@mail.house.gov or Larry Gooding: larry.gooding@mail.house.gov or fax questions to 202-226-3850. Posted 01/12/99 (W-SN287307). (0012)

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