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SOURCES SOUGHT SYNOPSIS Automated Purchase Card Approval System Overview This is a Sources Sought ONLY. The United States Citizenship and Immigration Services (USCIS) is issuing this Sources Sought fo... SOURCES SOUGHT SYNOPSIS Automated Purchase Card Approval System Overview This is a Sources Sought ONLY. The United States Citizenship and Immigration Services (USCIS) is issuing this Sources Sought for planning purposes, in support of USCIS market research on strategic program management office modernization support services. USCIS is seeking to determine whether vendors have the experience (preferred) or the capability (required, if no experience) to meet or exceed the requirements. Vendors will need to demonstrate in their response that they have experience (preferred) or the capability (required if no experience) to meet or exceed the requirements. This notice does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to the sources sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Any information provided in response to the sources sought will not be returned to the responder. Proprietary information should not be included in responses. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry (GPE). It is the responsibility of potential offerors to monitor the GPE for additional information pertaining to this requirement. The draft Statement of Work (SOW) is attached. Background USCIS is seeking a solution to automate the process flow of the agency’s Purchase Card (PCARD) program approvals. A solution will provide an automated, paperless PCARD approval processing system with customizable options that meet USCIS’s unique PCARD program needs. DHS Purchase Card policy requires cardholders to complete a DHS purchase card transaction worksheet (DHS 1501) prior to making purchase. There is a very specific chain of events that needs to be followed to remain in compliance with DHS and USCIS policy. This includes having funding and approving official signatures prior to the cardholder making the purchase. USCIS seeks to have a tool that incorporates safeguards for these policy attributes. Additionally, USCIS seeks to have a tool that has safeguards for specific audit attributes that DHS and USCIS include in the monthly audits. Additionally, the current approval process is manual and often labor intensive, this requirement is intended to reduce the manual effort through the automated processing solution that provides paperless approvals, routing, policy compliance, and audit readiness capabilities. With an automated DHS purchase card transaction worksheet solution, the purchase card program can efficiently manage cost, streamline audit requirements, and provide stakeholders with an additional oversight over the program. An automated solution will be used to assist with mitigating risks associated with the program. As of Feb 13, 2023, the agency has 391 cardholders; the number of users will fluctuate throughout the year.” Requirements The commercial of the shelf (COTS) solution shall have an Authority to Operate (ATO) in accordance with Federal Information Security Management Act (FISMA). Paperless – The system must be a paperless, automated enterprise procurement system for purchase card (credit card) requests. Form – The system must have a fillable request form that routes for approvals. Department of Homeland Security (DHS) has a form (DHS Form 1501) that must be used as the request. The system must be dynamic and able to allow for customizing new fields when/if necessary without incurring additional charges or fees. Routing – The system must route requests for review and approvals. The approvals route through a minimum of 4 individuals (Cardholder, Funding Official, Approving Official, third-party Receiver). However, the approvals may include additional individuals (Property Custodian, Local Field Office) and should include the ability for special approvals for (IT Request, Printing, Branding, Legal, OGC-Awards, Accountable Property, Training, and Other). Hierarchy – The system should be capable of integrating with agency’s bank hierarchy structure. The hierarchy structure will be provided during solicitation should this requirement come to fruition. Visibility – The system must provide access to designated purchase card managers over all transaction documentation. The access will provide managers the ability to retrieve information and documents related to transactions. The access must provide robust search capabilities. Search options include by: Cardholder Approving Official Merchant Amount of request Description of items/service Date of transaction Establish Rules – The system must provide established rules to comply with DHS policies and procedures. Example: Separation of Duties for review and approvals. Accessibility – The system must allow accessibility of documents from any location via computer, smart phone or other. Retention - Document must be accessible for a period of 6 years from the transaction date. Reporting – The system must have reporting capabilities to include: Track spending Track users Track pending requests Socio-economic spend Custom reports Track merchants/vendors Track details on items purchases (example: uniforms, cable service, etc.) Search Function – The system must have a search function that allows purchase card managers to search for specific information. Example: Search for amount, card holder name, merchant, product. Matching – The system must be able to match bank’s transaction report to an approved document, matching between the request/DHS 1501, receiver, and invoice. 3-Way matching capability between request, receiving signature, and invoice. Reconciliation and Document close out – The system must be capable of importing purchase card data from the agency’s servicing bank’s system (currently Citimanager) at any time. The data must be auto-matched to purchasing and invoice data and presented to the purchase card holders to allow them to match transactions and close out active requests. Auditing – The system should provide alerts to the administrator and purchase card holders of potential audit flags that should be reviewed. Audit flags may include audit test attributes such as taxes were charged. Receiving – The system must allow for partial receipt as well as full receipt of order. Catalog – The system should have “punch out” capability allowing the user to access merchant catalogs that have been approved by the agency administrator. The system should also have the capability of loading catalogs and/or spreadsheets with approved items. Catalog searches should enable comparison shopping, and comparison supporting documentation must be automatically attached to the purchase request when desired. Integration – The system must provide an integrated e-commerce shopping experience for requestors to include catalogs, punch out to vendor’s websites and manual requests. Favorites – The system must allow users to create a favorites list which integrates with (catalogs, punch outs and manual requests). Financial – The system should provide financial tracking capabilities and be customizable. Printing/Download – The system must allow users and administrators to print and/or download all documentation. Printing/downloading one request – The system must be capable of generating a consolidated document output that includes the DHS Form 1501 and all attachments into one document; this should be a click and print ability. Printing/downloading multiple request – The system should have the ability to print multiple requests with associated attachments via a batch printing/download capability. Support – The vendor must provide customer support to agency users. This includes assistance with the system and any updates to the system deemed necessary by the administrator. Access – The system must have restricted access to USCIS personnel. Any other access to USCIS documentation must be approved by the administrator via written request. Logging – The system must have the capability to log user access and action. Training – The vendor must provide user training. Response Format and Guidelines In response to the sources sought, please comply with the following requirements: 1. Limit responses to 5 pages and include the following additional information: name and address of firm, Unique Entity ID (UEI), commercial activity/government entity (CAGE) code, corresponding NAICS code, business size and status, point of contact name, title, phone, and email. Interested sources shall submit all replies by email to tiffany.l.alexander@uscis.dhs.gov no later than 12:00 PM ET on August 30, 2023. Please include in the following in the subject of your email, “USCIS Automated Purchase Card Approval System.” Acknowledgement of receipt will not be made. 2. Address all questions above and briefly describe the solution you would provide USCIS. Ensure you demonstrate whether you have experience (preferred) or the capability (required if no experience) for each question’s response. 3. Please provide confirmation of entity registration on SAM.gov. 4. Confirm whether your solution is currently available through a federal contracting strategic sourcing vehicle (i.e. GSA Federal Supply Schedule) or is available only through open market. 5. The Government is considering NAICS code 513210 – Software Publisher with a size standard of $47M as the correct classification for this requirement. Please indicate if you concur with the selection of NAICS code 513210. If not, identify what NAICS code(s) you believe is the most appropriate for this requirement. Identify your company’s size/socioeconomic status as it relates to the NAICS codes indicated (both the one identified by the Government and any NAICS that you propose be used instead of the Government’s selection, if applicable). Identify the size/socioeconomic status of any subcontractors you propose to use to meet the requirements if not able to perform all seven major tasks as the prime contractor. Any information received in response to this RFI may be used by USCIS during its preparation of a subsequent RFQ/RFP including the specifications, instructions for proposal preparation, and evaluation criteria.