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CON 218 Summer 2012. Acquisition Plan for the acquisition of an agency-wide Financial Management System (FMS) Prepared by: Paul Gyamfi Peter Schulleri. Requesting Activity.

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Con 218 summer 2012

CON 218Summer 2012

Acquisition Plan

for the acquisition of an agency-wide

Financial Management System (FMS)

Prepared by:

Paul Gyamfi

Peter Schulleri


Requesting activity
Requesting Activity

  • The Department of Homeland Security (DHS), Office of the Chief Financial Officer (O-CFO) oversees all financial management activities

  • O-CFO’s Financial Systems Div. (FSD) maintains all Financial Management Systems (FMSs)


Statement of need
Statement of Need

  • Consolidate all DHS FMSs to one enterprise / agency-wide system

    • Consolidate 22 federal offices

    • Design life-span of 8 - 12 years

  • FMS to integrate with DHS’s network architecture

  • Commercial-off-the-shelf (COTS) system

    • GUI & icon-centric interface

    • Specific modules for defined end-users

      • Specialists’ input data fields

      • Reports for decision-makers / managers


Conditions
Conditions

  • Key consideration: consolidating 22 unique FMSs

  • The 22 systems

    • Vary as to which external invoicing network they interface with

      • DHS will use Dept of the Treasury’s Financial Management Service (UST-FMS)

    • Include End-of-Life hardware, and other systems nearing refresh

    • Reside on SAP and Oracle platforms


Trade offs
Trade-offs

  • Risk of not consolidating to one FMS

    • Non-compliance (Congress)

    • The cost of reconciling non-uniform data

    • Internal controls: mitigate unintentional / intentional financial mismanagement

    • Future lower cost to maintain and upgrade

  • Benefit of consolidation

    • Oversight and transparency

    • Uniformity – data collection & reporting

    • Decreased resource-demand

      • Decreased labor

      • Decreased errors

      • Decreased energy consumption


Delivery requirements wbs
Delivery Requirements (WBS)

  • Planning, Designing and Integration Phases

    • At least two years – “stand up” phases

  • Project Maintenance

    • IDIQ task Orders – on-going services

  • Products: Software / Hardware

    • Firm-Fixed Fee


Cost year 01 02
CostYear 01 & 02

  • Planning, Designing and Integration Phases

    • Assumptions built using

      historically similar project

    • Work Breakdown Structure

      subject to change after

      Pre-Proposal Conference or

      negotiations

    • Hours will be negotiated

    • This IGCE is best estimate


Cost years 03 through 12
CostYears 03 through 12

  • On-going maintenance & support

    • All issues addressed on

      previous slide apply here

    • Eval the FMS at year 8:

      is it still worth on-going M&S?

  • Total estimated cost


Sources contract type selection
Sources & Contract Type Selection

  • Planning, Designing and Integration

    • Cost reimbursement

    • Task Orders – competed amongst exiting DHS / IT Services IDIQ holders

      • MUST subcontract with qualified HUBZone firm

    • Two year POP (“stand up” phases)

  • Products: Software / Hardware

    • Firm-Fixed Fee, full and open (FedBizOpps)

    • Small business set-aside

  • Project Maintenance

    • Incorporate to existing maintenance TO


Selections negotiations
Selections & Negotiations

  • Task Orders

    • Best value

      • Technical capability and past performance more important than cost

    • Incentivize contractor

      • Milestones-driven: progress reports, analysis of burn-rate tied to mutually approved Work Breakdown Structure

      • Performance-based work statement

      • Cost-Plus-Incentive Fee (CPIF)

      • Industry input in WBS & Milestones



Thank you questions
Thank you &Questions?


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