Request for Information (RFI): Fiscal Management Tool

Added:Apr 09, 2019 3:23 pmModified:Apr 19, 2019 1:25 pmTrack Changes REQUEST FOR INFORMATIONFiscal Management Tool1. Description1.1. The Military Health System (MHS) Components is seeking to identify a single fiscal management system/tool that will promote more effective contract management oversight and execution of fiscal resources. The tool will address the root-causes of systemic de-obligations promoting specific contract process reforms to be implemented across the MHS that ensure more efficient utilization of Defense Health Program (DHP) resources.2. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY.2.1. This Request for Information (RFI) is issued solely for the information and planning purposes of Market Research as required by the Federal Acquisition Regulation (FAR) 15.201 and FAR 10.002, and does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This RFI does not commit the Government to contract for any supply or service whatsoever.

Further, the DHA is not at this time seeking proposals and will not accept unsolicited proposals. Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. It is the responsibility of the potential offerors to monitor these sites for additional information pertaining to this requirement. The associated NAICS for this requirement is 541519 and PSC Code D314.3. Background3.1. Effective October 1st, 2018, the Defense Health Agency assumed responsibility for the administrative and operational control of all the military treatment facilities (MTF), fully integrating medical capabilities of the Armed Forces, eliminating duplication of function and task among MHS components.3.2. The Defense Health Program (DHP) requires the capability to monitor, forecast, and proactively adjust medical contract management, at all levels of the Enterprise, to drive enhanced decision support, and to better manage contract execution in order to reduce de-obligations.3.3. The DoD CIO directed the DHP perform rationalization and streamline processes to achieve the necessary budget cut across Information Management. There are several contract management systems utilized within the DHP that all perform similar functions. As such, the DHA is looking for potential efficiencies gained by identifying and transitioning the DHP to a single contracting enterprise-wide solution in the long term.3.4. An in-depth review determined that a single most significant contributor to the de-obligation problem is attributable to a lack of oversight of medical contract management and execution strategies.3.5. The objective is to maintain find an audit tool that will assist in the maintenance of all relevant contract data and financial information pertinent to DHA in one central repository. The DHA is looking for a tool that can house this information within one application allows for leadership to make prudent financial decisions for the organization.3.6. Attached is a spreadsheet of functional requirements of the system in connection with the roles and capability areas. The spreadsheet lists the priorities of the functions within the database. Section 4, below, provides a brief outline of the requirements.4. System Requirements4.1. Contract Performance Overview4.1.1. The system will provide Contract Performance Overviews customized to Organizational structure (Regional, Command, MTF). The system will allow free design capabilities and tie contract performance overview reports to implementation plans4.1.2. The system will allow reports with Contract Detail to include CLIN and SLIN Overview Reports. The report shall contain at a minimum the following data elements: Description feature, PSC codes, contract type, purchase requests, contract number, and contractor4.1.3. The system will allow standardized reporting and monitor key performance indicators across the enterprise, e.g. FTEs, obligations, de-obligations, vacancies, Labor Categories,4.1.4. The system will allow the consolidation of contracting, resource management, and program office/COR data visibility into a single shared dashboard4.1.5. The system will allow for the highlighting obligation and expensing of funding compared to spend projections, allowing recovery and repurposing of dollars at the CLIN level. The system will also generate burn rate projections and remaining funding levels.4.2. Operational Management Reports and Notifications4.2.1. The system will allow the generation of Operational Management Reports by Active Burn Rate.4.2.2. The system will allow for the generation of invoice reports that highlight outstanding Invoices; the invoices shall be customizable to Organizational structure (Regional, Command, MTF); by COR, and will be able synch with WAWF and GFEBS.4.2.3. The system will allow for generation of reports by POP Ending date; by Assigned COR; by DoDAAC, and unassigned CORs.4.2.4. The system will provide contract exception reports with contracts that were invoiced incorrectly. It will include acceptance/rejection/suspension decisions.4.3. Projects and Tracking4.3.1. The system will generate spend projections (actual vs projected spending).4.3.2. The system will identify contract de-obligation potential.4.3.3. The system will allow users to attach and track supporting documents.4.3.4. The system will generate expected vs actual invoiced amount to date and burn rate projections editable by COR.4.4. Acquisition Life Cycle/Business Processes4.4.1. The system will to create a common operating picture of contract expenditures for all organizational levels within the MHS that will support the standardization of processes.4.4.2. The system will manage all aspects of acquisition life cycle from contract award through close-out. For example: a reporting functionality that provides reports, at a minimum, on de-obligations, expiring contracts, contracts up for renewal and ad hoc reports. Additional reports include queries, quality control and status reports.4.5. External System Interface4.5.1. The system will integrate and interface with other existing budgeting and contracting resources.4.5.2. The system will provide necessary security features to protect the acquisition-sensitive data and meet all DoD compliance requirements.5. Capability Solutions5.1. Please describe your company's capability to provide an integrated solution tool that meets the requirements in Section 4 and attached spreadsheet on an enterprise level.5.2. Please describe your company's relevant experience providing a like or similar tool to DoD and/or other federal agencies of similar MHS size and complexity.5.3. Please describe your solutions and/or tool's capability to integrate with SPS, WAWF, EDA, and GFEBS.5.4. Please describe your capability and approach to deploying your tool and/or solution MHS wide.5.5. Based on your capability, what would be your organization's management approach to rolling out a product and/or service of this size? Would you require a teaming arrangement?5.6. Based on your experience, what kind of timeline would you project it would take before you could reach Initial Operating Capability (IOC) and Functional Operating Capability (FOC).5.7. Based on your experience, please provide as best you can a Rough Order of Magnitude (ROM) of a project this size and scope.6. Responses6.1. Interested parties are requested to respond to this RFI by completing the attached fillable Adobe PDF document and provide a Capability Statement, if interest.6.2.RESPONSE DATE AND TIME CHANGE: Responses are now due no later than 24 April 2019, 4:00 PM (Local San Antonio, TX time). Responses should be limited to 8 pages, excluding the fillable PDF Form, and submitted via e-mail to jennifer.n.felt2.civ@mail.mil and Christopher.d.rieper.civ@mail.mil. Please use the following title in your email subject line RFI Fiscal Management Tool. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned.7. Company Information.7.1. In order for us to know if the capacity at your company or organization may be suitable for administering, please provide answers to the following questions:7.2. Please state the following company information:7.2.1. Company Name;7.2.2. DUNS;7.2.3. CAGE;7.2.4. Applicable NAICS Codes;7.2.5. Business size status and time of last certification; and7.2.6. Contracting vehicles that would be available to the Government for the procurement of the service. (This information is for market research purposes only and does not preclude your company from responding to this notice.).8. Industry Discussions8.1. DHA representatives may or may not choose to meet with potential offerors as a follow-up to this RFI. The Government will not pay for expenses related to this meeting. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. The Government reserves the right to use results of the communications with industry for any purpose consistent with, and not otherwise prohibited by FAR Part 10.9. Questions9.1. Questions regarding this announcement shall be submitted in writing by e-mail to the email address at section 6.2 above. Verbal questions will NOT be accepted. Questions need to be submitted by 4:00 PM (Local San Antonio, TX time) 11 April 2019. Questions shall NOT contain proprietary or classified information. The Government need not address/answer questions received after this date.10. Summary10.1. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY in accordance with FAR Part 10. The information provided in the RFI is subject to change and is not binding on the Government. The DHA has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.11. List of Attachments:11.1. DHA Fiscal Management Tool RFI Response Form11.2. Fiscal Management Tool Requirement Priorities Spreadsheet