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U.S. Citizenship and Immigration Services (USCIS) Automated Purchase Card Approval System Request for Information/Sources Sought Notice THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (SS-RFI) 1. Ove... U.S. Citizenship and Immigration Services (USCIS) Automated Purchase Card Approval System Request for Information/Sources Sought Notice THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (SS-RFI) 1. Overview United States Citizenship and Immigration Services (USCIS) requests that interested vendors provide evidence that they are capable of meeting or exceeding all seven of the major tasks identified below. USCIS is issuing this Sources Sought, Request for Information (SS-RFI) for planning purposes, in support of USCIS market research on strategic program management office modernization support services. USCIS is seeking to gather information on the specific questions identified below. 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 is issued solely for the purpose of conducting market research and does not constitute an Invitation for Bids, Request for Proposal, or Request for Quotations. No solicitation is being issued at this time and the Government makes no assertion that a solicitation will be issued. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract, nor do they affect a potential offeror's ability to respond to any future synopsis/solicitation which may or may not follow or restrict the U.S. Government's eventual acquisition approach. Additionally, the U.S. Government is not obligated to, and will not provide reimbursement for any information that may be submitted in response to this notice. Respondents are solely responsible for all expenses associated with responding. 2. 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.” 3. Requirements 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 (see below form example). 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. 4. Response Format and Guidelines Responses to this RFI/Sources Sought Notice are due no later than 12:00 PM ET on March 30, 2023. Responses shall be submitted via email to both Taylor.J.Quintin@uscis.dhs.gov and Rhonda.l.Canell@uscis.dhs.gov and shall not exceed 10 pages in length (including the cover letter). Please include in the subject of your email, “USCIS Paperless Innovations to Automated Purchase Card Approval System”. Vendors that believe they possess the expertise and experience necessary for this requirement are invited to respond with the following information: 1. Provide a cover letter that includes company name, address, point of contact information, and Unique Entity ID (UEI) and CAGE code. 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 541611 - Administrative Management and General Management Consulting Services with a size standard of $24.5M as the correct classification for this requirement. Please indicate if you concur with this 541611 NAICS code selection. 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. Proprietary information should not be included in responses. Responses to this notice will not be returned. Additional Information: There is no commitment by the Government to issue a solicitation, to make an award(s), or to be responsible for any monies expended by any interested parties in support of any effort in response to this sources sought notice. Any information submitted in response to this sources sought notice is a strictly voluntary. This sources sought notice is for information planning purposes and the Government will not pay or otherwise reimburse respondents for information submitted. It is the responsibility of potential vendors to monitor for the release of any follow-on information. All documentation shall become the property of the Government. Unless otherwise stated herein, no additional information is available and any request for additional information will be disregarded.