Government Purchase Card Process Executed in ERP System

U.S. Customs and Border Protection Office of Administration Purchase Card Process Executed in ERP System Request for Information and Sources Sought (RFI/SS) Description: U.S. Customs and Border Protection's (CBP) Office of Administration (OA) is responsible for the budgeting, appropriations, expenditure of funds, accounting, procurement, facilities, real and personal property business processes that enable CBP to accomplish its mission. In support of these business processes, OA's Financial System Division (FSD) is responsible for the design, development, programming, testing, implementation and end user training of CBP's enterprise resource planning financial management system Systems, Applications and Products (SAP) and other applicable interfaced systems. In addition, the responsibility for identifying, evaluating and implementing new applications that will integrate or interface to SAP and or other CBP OA systems also lies with FSD. This Request for Information/Sources Sought (RFI/SS) is issued solely for informational and planning purposes and does not constitute an Invitation for Bids, Request for Proposal, or Request for Quotes. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The information provided in this RFI/SS is subject to change and is not binding on the Government. All submissions become the property of the Federal Government and will not be returned. This RFI/SS is intended to provide the Government with market research. Objective: CBP is seeking a commercial off-the-shelf (COTS) application that will integrate SAP specific processes applicable to acquisitions made with the Government Purchase Card. Certain Government Purchase Card system processes are currently performed in a mainframe system and the results of the transaction are interfaced to SAP. These processes include the initial commitment of funding that will be used for purchases, the obligation and decrease of commitment funding when a purchase is made and the monthly bank statement reconciliation and approval of purchases. In addition, certain processes are currently performed in the mainframe system and do not interface to SAP. Those processes include cardholder, approving official and alternate approving official account maintenance, reporting and auditing. It is CBP's intention that the COTS solution would also integrate these processes into SAP. CBP currently has approximately 1700 Purchase Card holders who process more than 200,000 purchases totaling greater than $80 million. The specific version of SAP that CBP currently has implemented is ECC 6.0 (Enhancement Package 4 Support Stack 7), SAPGUI 7200.2.5.1057 and Portal Netweaver Process Integration 7.1 Support Stack 11. Technical Requirements User Account Master Data Cardholder Account Master Data - o Key user information (Name, Address, E-Mail, Card Expiration Date, etc.). - o Account Ids (e.g., Card Numbers) are unique from User Ids. - o Assigned Purchase Card account numbers and Personally Identifiable Information are encrypted when displayed. - o Transaction and Monthly purchase limits that can be overridden or adjusted at the user level. - o Linkage to a maximum number of Approving Officials and Alternate Approving Officials. - o Linkage to Commitment documents and Obligation documents created. - o Ability to track all changes made to the master record. Approving Official Account Master Data - o Key user information (Name, Address, E-Mail, Card Expiration Date, etc.). - o Linkage to Cardholders. - o Linkage to Commitment documents and Obligation documents created by assigned Cardholder. - o Ability to track all changes made to the master record. Alternate Approving Official Account Master Data - o Key user information (Name, Address, E-Mail, Card Expiration Date, etc.). - o Linkage to Approving Officials. - o Linkage to Commitment documents and Obligation documents created by assigned Cardholder. - o Ability to track all changes made to the master record. Statement Reconciliation Ability to upload the monthly statement received from the bank and reconcile it to SAP Purchase Orders that are linked to a Purchase Card account number, vendor, transaction date, purchase amount, etc. Ability to identify and process errors in the reconciliation process (e.g., transaction date reported outside the statement period, valid Cardholder account number, charges not matched to a PO, etc.). Ability to mark, investigate and report disputed items. Ability for Approving Official to indicate approval of the final reconciliation and all purchases contained therein. General Requirements Ability to audit all user accounts, associated cards and linked transactions to identify sources of fraud, waste, and abuse and assess compliance with governing regulations, policies and procedures. Ability to report on Purchase Card and Cardholder Master Account activity using Cardholder, Approving Official and Alternate Approving Official selection criteria. Access to COTS functionality adheres to standard SAP security methodology (e.g., transaction code check, authorization object and values). Responding to this RFI/SS Information provided in response to this RFI/SS must be submitted no later than October 26, 2012 at 2:30 pm EDT, in the form of a 5-page MS Word document submitted to the POC indicated in this posting. Interested parties should provide the following information: - 1. Company Information - Provide background information on your company. Include the company size, DUNS number, the socioeconomic status, and POC information (name, email address, telephone, and fax numbers). - 2. GSA Schedules - If applicable, please provide your GSA Schedule(s) that could be utilized for this requirement and please identify any products that would be open market. - 3. Corporate Experience - Identify up to three existing or recently completed contracts that are of similar scope to this requirement. - 4. Product Name and version number. - 5. Technical brochures and other information that details the full functionality of the COTS solution. - 6. Any other US federal or state government agencies currently using the COTS solution. Please provide your responses by e-mail to: sarah.drzemala@dhs.gov by the closing date/time.