Permanent Change of Station Software

BACKGROUND: The Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Office of Acquisition Management (OAQ) is issuing a sources sought notice pursuant to the Federal Acquisition Regulation (FAR) Part 10 - Market Research. This notice is to determine the availability of vendors capable of providing the supplies and services necessary to support ICE's Permanent Change of Station (PCS) employee relocation efforts. This new employee relocation system is necessary to replace a legacy system that does not provide complete Federal Travel Regulations (FTR) computations in accordance with the attached Relocation Software Requirements document. REQUIREMENTS: ICE has determined that the new relocation system should meet the following requirements: - Automated enforcement of government and agency relocation regulations for domestic and overseas moves; - Automated and accurate calculation of relocation entitlements; - Centralized database that stores detailed record level expense data for all relocation allowances (i.e. house hunting trips, household goods, en route travel, temporary quarters, real estate, miscellaneous expenses, taxes, etc.); - Web based for ease of access by multiple users (approvers, movees, administrators, and people at multiple organizations across the enterprise); - Enterprise-level proven capability to handle all organizations in ICE using web access and relational database; - Automated processing of relocation expense documents, including authorizations, vouchers, Relocation Income Tax Allowance (RITA) payments and amendment documents. System should store document history and should present document as printable forms; - Maintenance and storage of pertinent Employee information (i.e. name, addresses, dependents, salary, etc.); - Maintenance and storage of pertinent relocation and accounting information (i.e. report date, authorization number, duty station information, accounting codes, etc.); - Maintenance, storage and automated update of all necessary government rates (i.e. per diem, mileage, RIT, payroll, etc.); - Replace manual survey process with the ability to allow movee to electronically submit key relocation data necessary for authorizations; - Expense management and managerial reporting capabilities; - Ability to generate end of year relocation W-2 forms; - Workflow and receipt management for completely paperless processing; - Interface capabilities with ICE accounting system; - Compliance with Federal Enterprise Architecture; and - Compliance with Section 508 for accessibility. Besides meeting the requirements listed above, the vendor shall provide the following implementation and hosting services for the relocation system: - Hosting of system (see below for detailed requirements); - Initial configuration of system administration tables; - Training for administrative staff; and - Following the classes, the students shall be able to process authorizations and vouchers in the system and shall be able to administer the system. During the term of the system license, maintenance shall include: Hosting services: - 24x7x365 web-based internet access and availability of its relocation management system in a Federally-compliant information technology (IT) infrastructure; - Facility and site management that includes the highly secure maintenance of facility, network, operating systems (OS) and data; - Application implementation management that includes software installation and maintenance tasks such as release and data management; - Application administration support, such as maintenance of per diem, mileage rates, taxes and other regulatory updates; - Agency hosting support designed and maintained to achieve Authority to Operate (ATO) and Certification & Accreditation (C&A) with Federal agency requirements; system must have already passed C&A at another federal agency; and - Support for one application environment (production) in the C&A environment and one other non-C&A environment for testing, development, and training.` Technical Support - 3rd tier phone technical support for a maximum of 3 named ICE employees available from 8:30 AM ET to 5:00 PM ET Monday- Friday, except government holidays. RESPONSES: Interested parties who can meet the requirements outlined above are requested to submit written capability statements, not to exceed 5 pages, outlining their capabilities via email to Harold Honegger, Contracting Officer, at harold.honegger@ice.dhs.gov no later than 8:00 AM ET on August 26, 2013. All capability statements received will be considered and evaluated solely for the purpose of determining if any vendor is capable of performing this requirement. This is not an RFQ and there is no solicitation available at this time.