REQUEST FOR INFORMATION (RFI)PURSUANT TO FAR 15.201(e)OCEAN FREIGHT PAYMENT SYSTEM 1 Introduction The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking to obtain information regarding web-based electronic freight payment systems. USAID is seeking the best value fully functioning web-based solution that meets the needs of the Agency. The proposed solution may be either commercially off the shelf software (COTS) package(s), a custom built solution or a combination of both. The required services under this RFI will be generally limited to use solely by USAID for payment of freight incurred as a result of ocean transportation contracts under the PL 480 Title II program. The vast majority of these contracts are between commercial ocean carriers and non-government Cooperating Sponsors (CS), which includes Private Voluntary Organizations, Cooperatives, and International Organization Agencies, and are funded under USAID grants as described below. In addition, some Title II impelled cargoes are transported under direct USAID contacts with ocean carriers. In general the system must: (1) Perform automated evaluation of freight payment documentation submitted to USAID by CS and ocean carriers; (2) Allow same-day payment of freight upon receipt of necessary documentation and concurrences; (3) Operate under multiple freight payment scenarios based upon varying shipment terms (including dry bulk charters, liner bookings, staggered payment terms, liquidated damages, port-to-port and combined ocean and inland through bills of lading); (4) Maintain searchable records of payment data and corresponding documentation, including invoices, bills of lading, and related communications; (5) Provide robust and dynamic reporting capabilities including spreadsheet and chart functions; (6) Allow for user-controlled evaluation audits and overrides; (7) Interface with USAID's current XML-based financial management system, Momentum (CGI Federal Inc.) and the Federal Procurement Data System (FPDS). The Ocean Freight Payment System (OFPS) project is divided into two phases. Phase I consists of: (1) Conducting a needs assessment; (2) Documenting the As-Is environment; (3) Documenting the desired capabilities for the To-Be OFPS, which includes a formal business process analysis with workflows enabling USAID to easily and economically explore more than one To-Be business process option and to cost different sets of requirements. The second and final phase (Phase II) will involve: (1) Validation of the desired capabilities; (2) Design and development (custom); (3) Integration (COTS); (4) Testing; (5) Deployment of OFPS, including creating user and system documentation and conducting user training. 2 General Information USAID, in conjunction with the U.S. Department of Agriculture, has the responsibility of managing food aid programs that provide agricultural commodities to food deficit countries and populations. Providing food aid is a collaborative effort requiring the participation of many stakeholders, both within and outside the U.S. Government. USAID, through funding provided by Public Law 480, Title II, makes commodity donations to Cooperating Sponsors to address the needs of food security in both multi-year development projects and emergency food assistance programs. The transportation element of the PL 480, Title II program is financed by the Commodity Credit Corporation/USDA and administered by USAID in accordance with USAID Regulation 11, 22 CFR Part 211. This program provides emergency food shipments in the form of bulk grains and processed packaged commodities to various countries under both USAID and CS transportation contracts. Over fiscal year 2006, a total of 2,698,504 metric tons of food aid was booked for both liner and charter shipments under the Title II program with a total freight cost of $ 179,236,991. Without guarantee, it is expected that the tonnage programmed for Fiscal Year 2008 for Title II volumes should approach the same as the FY 2006 levels. Solicitations for transportation services for Title II impelled bulk commodities are advertised on the USAID website. The resulting freight contracts are scribed on a charter party form. Solicitations for the transportation of parcel (i.e. bagged, liner) commodities are advertised on USDA's Freight Bid Entry System (FBES), and the resulting contracts are typically in a booking note format. Food aid commodities are transported under both USAID and CS transportation contracts with ocean carriers. Under USAID transportation contracts, freight is remitted directly by USAID to the ocean carrier upon notice satisfactory to USAID of cargo's arrival at first or sole port of discharge. Under CS transportation contracts, freight is remitted by USAID first to the CS under a previously awarded grant agreement, then from the CS to the ocean carrier, upon presentation of proper documentation to USAID. In either case, before the payment described above will be effected, a fax notice or other appropriate electronic transmission of vessel's arrival at first or sole port of discharge must be received by the CS or USAID from the country / region where the port of discharge is located. The carrier is to submit the following documentation to USAID as part of the invoice package requesting payment of freight (payment package): a) Voucher for payment of freight submitted on a 1034 Voucher Form; b) Signed, certified "clean - unclaused" Rated On-Board Bill of Lading c) Copy of fully signed Charter Party, and any Addenda thereto; d) Certified copy of Tariff page with Tariff page certification (for liner carriers only); e) Copy of Agent's / Broker's "paid" commission invoice; f) Signed copies of the weight certificate (for bulk carriers only); g) Signed copy of Vessel Hold Inspection Certificate or Container Inspection Certificate issued by Federal Grain Inspection Services (FGIS); h) Signed copies of Vessel Inspection Certificate issued by National Cargo Bureau (NCB) (bulk or breakbulk carriers only). USAID does not currently utilize an integrated IT system for the electronic processing of freight payment packages and the expedited remittance of funds. Rather, freight documents are first reviewed manually for accuracy. Subsequently, upon confirmation of available funds under the correct contract obligation, the associated payment vouchers are submitted for processing through USAID's Office of Financial Management (FM). In turn, FM processes the payment vouchers via USAID?s financial management system, Momentum (CGI Federal Inc.). Due to the capital intensive nature of modern marine transportation, USAID would prefer to employ a web-based, electronic freight payment system which will both expedite payment of ocean freight to carriers while maintaining a robust level of control over said payments. For example, often if the ocean carrier is delayed in delivering cargo to destination, USAID or the CS may assess liquidated damages at a predetermined rate ($1-$2 per metric ton for each day?s delay in delivery). As such, the preferred ocean freight payment system should have the capability to both process payments faster than the conventional means discussed above, while allowing for a percentage of freight to be held in abeyance subject to the successful delivery of commodities. Moreover, USAID is seeking a user-friendly system, which both allows for human-user interface while reducing the manpower necessary to manually process freight payment packages. 3 Location of Phase II Activities Phase II activities shall be performed at designated Government offices located in the Washington D.C. area. 4 Information Requested When responding to this RFI, please clearly label all proprietary information and any other limitations on disclosure. Please limit your total response to 20 pages or less. In addition to any necessary supporting documentation, please supply the following information as applicable: 1. GSA Schedules, if applicable. 2. Brief description of OFPS past experience performing work of a similar size and scope. 3. Project plan to include: a. High level description of proposed solution. b. A description of how the project sub-phases will be managed and how progress will be measured. c. A description of the testing approach to be used. d. If proposed solution is a COTS package, include the following: i. The name of the COTS package. ii. A matrix summarizing the functionality met by the base COTS package. iii. A description of the proposed method of supplying the functionality not met in the base COTS package. iv. Whether COTS product has been certified by the Joint Financial Management Improvement Group (JFMIP) and if it has been certified whether it meets or exceeds the core requirements. v. A high level schedule depicting key phases, milestones, and events with start and finish dates and duration estimates for each. The schedule should begin at contract award and continue through the end of implementation. 4. Assumptions and risks associated with the COTS package or proposed solution. 5 Applicable Documents and Regulations P.L. 480, TITLE II: Governing legislation for the Food For Peace Program. http://www.usaid.gov/our_work/humanitarian_assistance/ffp/title2.htm 22 CFR 211: Transfer of Food Commodities for Food Use in Disaster Relief, Economic Development and Other Assistance http://www.usaid.gov/our_work/humanitarian_assistance/ffp/reg11p.htm 22 CFR 216: Environmental Regulations http://www.usaid.gov/environment/22cfr216.htm 22 CFR 226: Administration of Assistance Awards to U.S. Non-Governmental Organizations http://www.access.gpo.gov/nara/cfr/waisidx_03/22cfr226_03.html Automated Directives System (ADS) Series 300: Acquisition and Assistance http://www.usaid.gov/policy/ads/300/ 6 Special Note This RFI is issued solely for information and planning purposes and does not constitute a solicitation. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. Responses to this RFI will not be returned. Respondents will not be notified of the result of the review. Based on the written results of this RFI, if funding is available and a study is deemed reasonable, the Government may submit a follow-on announcement in FBO requesting formal proposals. When responding to this RFI, please clearly label all proprietary information and any other limitations on disclosure. Technical questions, suggestions and responses to this RFI shall be submitted electronically, by no later than 1100 hours Eastern Time on November 2, 2007, to Anthony Fisher at
[email protected]. 7 Point of Contact Anthony Fisher Traffic Management Specialist Office of Acquisition and Assistance, M/OAA/T U.S. Agency for International Development Telephone: (202) 712-4261