USDA web-based employee relocation system.

Employee Relocation System Request for Information This posting is being used only for market research purposes. If your firm offers a product which meets the requirements stated herein, the United States Department of Agriculture (USDA) wants to be made aware of it. The USDA encourages all businesses to respond. The market research will be used as one set of factors in making a decision about the acquisition method to be employed. We would like to receive responses one week after posting. This is not a request for proposals. Responding to this posting does not confer any rights to the vendor. I. Overview The United States Department of Agriculture (USDA) seeks sources of software that will provide a web-based employee relocation system. This system will be incorporated into USDA's new Relocation Resource Center (RRC), which will be a full-service, permanent-change-of-station processing center. The USDA relocates approximately 2,000 employees per year. Currently, USDA's relocation processing is decentralized with all relocation transactions eventually being processed by the Controller Operations Division (COD) located in New Orleans, Louisiana. Relocations involve complex financial transactions, consisting of an authorization, possible amendments, multiple vouchers (i.e., claims), and tax offsets. Most of these transactions are handled manually in a time consuming manner and some data is tracked by agencies via a myriad of spreadsheets. Many of the relocation transactions are ultimately processed by COD's legacy relocation travel system, which is being phased out as USDA's new accounting system, FMMI, is fielded. The RRC shall establish a standard streamlined methodology to perform associated tasks, reduce variability across USDA, and add cost savings by centralizing the relocation process. The RRC will provide full-service to employees, including counseling employees on the various relocation entitlements, vendor selection, processing payments, and preparing W-2's for employees when relocation expense reimbursements impact reportable income. This includes Relocation Income Tax Allowance (RITA) follow-up activity with travelers to ensure full tax advantages are realized. II. Requirements The new system must have the following features: 1. Automated enforcement of government and agency relocation regulations for domestic and overseas moves. 2. Automated and accurate calculation of relocation entitlements. 3. Centralized database that stores detailed record level expense data for all relocation allowances (i.e. house hunting trip, household goods, en route travel, temporary quarters, real estate, miscellaneous expenses, taxes, etc.). 4. Web-based for ease of access by multiple users (approvers, movees, administrators, and people at multiple organizations across the enterprise). 5. Enterprise-level capability to handle future expansion to other organizations within an agency and to other agencies. 6. Automated processing of relocation expense documents, including authorizations, vouchers, RITA payments and amendment documents. System should store document history. System should present document as printable forms. 7. Maintenance and storage of pertinent employee information (i.e. name, addresses, dependents, salary, etc.). 8. Maintenance and storage of pertinent relocation and accounting information (i.e. report date, authorization number, duty station information, accounting codes, etc.). 9. Maintenance, storage and automated update of all necessary government rates (i.e. per diem, mileage, RIT, payroll, etc.). 10. Replace manual survey process with the ability to allow movee to electronically submit relocation data necessary for authorizations. 11. Provide reports summarizing relocation expenses by employee, relocation destination, accounting code, and accounting element. Support ad hoc reporting per agency request. 12. Ability to generate end of year relocation W-2 forms. 13. Interface capabilities with FMMI. 14. Compliance with Federal Enterprise Architecture. 15. Compliance with Section 508 for accessibility.