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Request for Information/Sources Sought

REQUIREMENT TITLE

Demand and Portfolio Management Solution

Introduction

ITS is requesting information from industry regarding IT Software for the areas detailed below. The software solution is preferred to be all-inclusive; however, the OCC will also accept alternative responses detailing a suite of software applications that seamlessly works together. Responders to this RFI should provide documentation illustrating specific software capabilities that meet, or exceed the following:

• Demand Management - An application used for assessing ideas and promoting accepted ideas to strategic and operational demands.


• Program Management - An application used to manage programs, tasks, and resources.


• Portfolio Management - An application that enables you to manage your projects and programs in different portfolios.


• Resource Management - An application that enables resource requesters to create resource plans and request resources.


• Ideas - An application that enables you to gather and evaluate ideas and promote accepted ideas to demand, story, epic, or project.

This is a request for information (RFI) only - it does not constitute an Invitation for Bids (IFB), Request for Proposal (RFP), or Request for Quotes (RFQ). This RFI is issued solely for information and planning purposes and does not commit the OCC to issue a solicitation (RFQ/RFP) or award a contract for any supply or service whatsoever.

The OCC 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 respondents’ expense. Those who respond to this RFI should not anticipate feedback concerning its submission other than acknowledgement of receipt, if the submitter requests a request for acknowledgement.

Background

The OCC currently leverages a combination of SharePoint, Microsoft Project Server and a COTS solution to manage the full lifecycle of IT Demand/Idea Management, IT Investment Management (prioritizing and scoring IT projects to determine get funded each fiscal year), IT Financial Management and IT Project and Portfolio Management. Resource planning is a data-driven process only in so much as individual project teams provide an estimate of their capacity and these estimates are used as a basis to determine which proposed projects in upcoming fiscal years can be adequately resourced.

The OCC is looking to acquire a comprehensive software solution that tracks an idea from idea intake to high-level requirements development, to full business case development, to portfolio management, to implementation/execution.

REQUIREMENT DESCRIPTION

The OCC, ITS, seeks information for a software tool capable of the following (the following are salient characteristics sought by the OCC):

General System Requirements/Features:

• Direct Okta login links to system and system artifacts (i.e. portfolio, reports, ideas) without intermediary login screens


• Ability to have multiple windows of the web application open at the same time

Demand Management Idea Intake:

• Ability for any OCC user to enter an investment idea


• Ability for all enterprise users to access an editable version of the business case (at least business needs and solution information) that is not acquisition sensitive


• Ability to have multiple business cases open for review at once


• Ability to edit data at same time as someone else (or some lock mechanism to prevent work from being lost when two people are editing)

Demand Management Evaluation:

• Ability for idea submitter's supervisor and/or director to approve the submission


• Ability to define stakeholders associated with the business case


• Ability to create a workflow to alert relevant stakeholders to the creation of a new idea (with email notifications)


• Ability for all stakeholders to review, provide comment feedback, and approve idea


• Ability for Senior Executive to review a list of business needs and approve them


• Ability to perform stakeholder review of ideas and provide comments


• Ability to tag an enterprise IT team (e.g., “Networking Team” or “Database Team”) to an idea


• Ability for an enterprise IT team to evaluate demand, estimate budget and dependencies, and propose a high-level solution.


• Ability for stakeholders to review and approve in a workflow (with email notifications)


• Ability to perform stakeholder review of ideas and provide comments


• Ability to change the status of new IT investments/capital projects items and route them to O&M process when applicable and vice versa.

Demand Management Reporting:

• Ability for automatic reporting out on ideas throughout the process from several views (perspective of an executive, manager, team lead, engineer)

Portfolio Management Reporting:

• Ability to filter investments/projects by Business Unit, Business Unit POC, Lead Delivery Organization


• Ability to use and retain a filtered default view (similar to a SharePoint List, for example the ability to show only items I created)


• Ability to report within a single portfolio or across multiple portfolios

Resource Management - Financials Budget

• Ability to capture costs for as many prior years and futures years as necessary, regardless of budget year in which investment is developed


• Ability to control versions, at least designate a final annual budget approval version, and allow updates as needs or solution decisions change


• Ability to flag individual costs as estimates


• Ability to identify expected on-going O&M costs for an investment


• Ability for multiyear resource dependency planning

Resource Management - Financials Budget - Multi-year Updates:

• Improved workflow for updating multi-year investment costs (e.g. flag all in execution for a review for budget formulation)

Resource Management - Financials Budget:

• Ability to develop full ITS budget from O&M and new investment costs.

Resource Management - Financials Contracts:

• Ability to track costs for multiple contracts per investment


• Ability to compile costs by contract across investments


• Ability to map contract costs to likely timing of requisition or funding request (at least by FY QTR, if not month)


• Ability to track contract costs by time of expenditure (to align with FY FTE expenses) – goal is to separately identify funding and expenditure

Portfolio Management:

• Ability to use the system to understand all IT portfolio costs, including O&M programs

Program Management:

• Ability to capture program costs at the program-level, with and without a defined “project”


• Ability to differentiate between programs and projects

Procurement Management:

• Ability to enter in-flight contracts as well as procurements that are in development


• Ability to track individual procurement elements (e.g. contract strategy if it’s a new procurement or what contract vehicle will be used if contract has already been awarded)

Road Mapping:

• Allow for the creation of roadmaps/high-level plans for key initiatives, for both projects and programs.

Data Calls

• Allow resources at all levels to respond to data calls to enter resource, budget and project planning information

At a high-level, the OCC seeks to more efficiently perform Resource Planning and Financial Management activities to sustain existing systems (O&M) and serve customers through processing their new needs (Demand Management).

Submission Requirements

Interested parties are requested to respond to this RFI with an electronic document that fulfills the requirements below.

1. Company Background - Provide summary information including company name, UEI number, CAGE code, GSA Federal Supply Schedule (FSS) contract(s) or Government-wide Acquisition Contracts (GWACs) contract number(s) (if applicable), and designated point of contact's name, title, email address and phone number.


2. The targeted North American Industry Classification System (NAICS) code for this request is 513210 for Software Publishers. The small business size standard for this NAICS code is $41.5 million. The targeted Product Service Code (PSC) for this request is DA10; IT and Telecom - Business Application/application Development Software as a Service. Interested parties may take this opportunity to suggest the code(s) applicable to their proposed solution(s). If providing a suggested NAICS code, please include the SBA size standard and your Company's Business Type Classification under the recommended NAICS Code (e.g. large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone business, woman-owned small business, veteran-owned small business, service-disabled veteran-owned small business, etc.).


3. Solution and Service Overview – Describe services available through your company and provide a statement of capability demonstrating your ability to meet the requirements outlined in the requirement description. Describe any other tasks/services you think are essential to the project as described.


4. Previous Implementations – Describe previous successful engagements similar to the ones outlined above. Provide customer contact information where that solution was implemented including: contact name, organization, telephone number, and email address for each example that you provide. Specify how your past similar engagements were structured (e.g. Time and Materials, Fixed Cost, Performance Based, etc.).


5. Price Lists or Catalogs/Pricing/Potential CLIN Structure –Provide price lists or catalogs. If applicable, provided information on volume discounts, prompt payment discounts, contract financing, and payment methodology. Provide recommendations on potential CLIN structure and if the requirement is suitable for fixed-price, time-and-materials, or labor-hour contract.


6. Schedule Estimate/Delivery – Delineate factors which would affect the time it would take to complete the project. Include specifics, where possible, about interim milestones/ timeframes to achieve those dates, and any other information/recommendations relevant to scheduling. Consider delivery date after award, timeframe required to install and set-up the product, verify compliance and conduct training. Does the delivery date vary on the item being purchase/ service being performed?


7. Other Information (e.g. commercial practices, market information, capabilities for planning purposes, subcontracting, etc.) – Provide information on following as applicable:
   
   
   
   1. Commercial practices (e.g. warranty, support, spare parts, limitation of liability, etc).
   
   
   2. Vendor's possible solutions and approaches that may currently exist in the marketplace, and information regarding innovative ideas or concepts regarding the product or service in question;
   
   
   3. Commercial practices regarding industry evaluation of or measuring performance;
      
      
      
      1. Are there qualifications/ certifications requirements for individuals, or to the vendor as whole, who is performing the services? If so, what are they and do they apply to this acquisition?
      
      
      
      
   
   
   4. Subcontracting possibilities, specifically for small businesses; and
   
   
   5. Place of manufacture;
   
   
   
   

Responses shall be in Microsoft Word or Adobe Acrobat formats and no longer than 20 total pages, including any pages to demonstrate a potential solution or tool. Standard formatting is acceptable; i.e. normal to moderate margin spacing, font style similar to Times New Roman, Calibri, Cambria, or Arial; and font sized between 10 – 12. The email shall include the following subject heading, “Response to 2031JW23N00002, Demand and Portfolio Management Solution RFI.” ONLY digital documentation will be accepted. There is no need to mail in responses - mail-in responses will not be accepted.

Please email your response to:

Christian Fowler, Contract Specialist | Email: christian.fowler@occ.treas.gov

Response deadline: 12:00 PM EST; February 10, 2022.

Proprietary information, if any, shall be minimized and must be clearly marked. Responders shall avoid the use of excessive marketing language, submission of fancy brochures, and other unnecessary sales literature.

Attachments/Links