Relocation Automation System Solution

Request for Information Relocation Automation System Solution Purpose The Department of Homeland Security (DHS), U.S. Customs and Border Protection (CBP), Office of Finance (OF) is issuing this Request for Information (RFI) to obtain industry product/solution input and ideas for a Relocation Automation System Solution. The proposed relocation system would be able to support an interface with CBP's SAP Financial System and is expected to meet all government standards for privacy and security including those unique to DHS and CBP. Currently, the majority of CBP's relocation process is performed manually whereby relocation technicians input data and maintain audit files for each individual relocation. During FY 2018, CBP processed 1,357 relocation authorizations and 6,052 associated vouchers for reimbursement. The overall CBP relocation processing volume continues to grow annually. System Capabilities CBP has determined that the new relocation system should meet the following capabilities: - Automate enforcement of government and agency relocation regulations for domestic and overseas moves; - Automate and accurately calculate relocation entitlements; - Provide a centralized data repository that stores detail 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.); separating detail record level expenses when they are taxable; - Ability to electronically capture and process all relocation data contained in standard CBP relocation forms in compliance with the FAR and CBP procedures. - Web-based access by multiple users (approvers, Relocation Services Contractors, administrators, and users located within multiple organizations across the enterprise); - Enterprise-level proven capability to handle all organizations in CBP using web access and relational databases; - Automate processing of relocation expense documents, including authorizations, vouchers, Relocation Income Tax Allowance (RITA) payments, Withholding Tax payments, Relocation Service Contractor invoices and amendment documents. System should store document history and provide for printable forms; - Maintenance and storage of pertinent Employee information (i.e. name, addresses, dependents, salary, etc.); - Maintenance and storage of pertinent vendor information (i.e. invoice number, amount, date, 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, RITA, payroll, etc.); - Enable employees 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; - Real-time interface capabilities with CBP's SAP financial system to generate financial transactional postings from relocation authorizations, vouchers and vendor invoices generated - Ability to integrate with CBP's current relocation service provider (provide physical relocation services to employee); - Ability to provide electronic signatures and workflow approvals; - Ability to meet all federal records retention requirements; - Ability to integrate with CBP's recertification and user separation processes for inactive, transferred, and terminated employees System Compliance CBP has determined that the new relocation system should meet the following compliance standards: - Compliance with Federal Enterprise Architecture; - Compliance with Section 508 for accessibility; - Financial Systems Integration Office (FSIO) compliant; - Support Government Performance and Results Act (GPRA) requirements; - Compliance with DHS Information Security Policy, identified in MD4300.1, Information Technology Systems Security Program, and 4300A Sensitive Systems Handbook; - Federal Systems Security Standards (FISMA); - Internal and external control compliance Performance The system shall accommodate 2,500 - 3,000 annual users with the capability to expand. The system shall be able to receive and report on approximately 3,000 relocations annually. Implementation Services Besides meeting the requirements listed above, the vendor shall provide the following implementation and hosting services for the relocation system: - Allow for software to be implemented on premise in a CBP facility or provide centrally hosted Software as a Service (SaaS) licensing model; - Initial configuration of system administration tables; - Training for CBP administrative staff and end-users; o Following the classes, the students shall be able to process authorizations and vouchers in the system and shall be able to administer the system. Hosting Requirements: - 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 DHS, CBP, and Federal agency requirements; - 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: - Technical support shall be available from 8:30 AM ET to 5:00 PM ET Monday- Friday, except government holidays. Emergency technical support shall be available 24x7x365. Responses shall include - Current Support Portfolio - Federal Government agencies implemented and/or supported; - SAP Public Sector Integration experience and references; - Availability on Federal Government and Department of Homeland Security (DHS) procurement vehicles (i.e., GSA Schedules, DHS Strategic Sourcing, other existing contracts, etc.) - provide specific procurement vehicles. CBP will prefer to utilize DHS Strategic Sourcing vehicles but will consider other solutions that would be of the best interest of the agency. - Pricing estimate and pricing methodology for software and support (i.e., level of effort by hours/days/months, by users, transactions, module, etc.) and software as a service tier pricing if applicable; - Implementation timeline to include possible phased approaches (i.e. by major functionality, number of users, other types of phased releases); - Capability Maturity Model Integration (CMMI) level - specify certification level if applicable; - Architecture design for infrastructure Structure of responses - Electronic responses in Microsoft Word or Adobe PDF only; - As part of response, include 1 - 2 page summary Any and all correspondence must be through email correspondence. Inquiries through phone and voicemail will not have a guaranteed response.