Sources Sought Notice – Project Portfolio Management Tool

Notice Type: Sources Sought Notice

Posted Date: 09-JUL-14

Office Address: Department of the Treasury; Bureau of the Public Debt (BPD); Bureau of the Fiscal Service; Avery 5F200 Third Street Parkersburg WV 26106-5312

Subject: Project Portfolio Management Tool

Classification Code: D - Information technology services, including telecommunications services

Solicitation Number: RFI-OFR-14-0077

Contact: RH/LS RH/LS, Contracting Officer, Email [email protected]

Setaside: N/AN/A

Place of Performance Country: US

Description: Department of the Treasury

Bureau of the Public Debt (BPD)

Bureau of the Fiscal Service

Project Portfolio Management Tool (PPM) RFI-OFR-14-0077 PROJECT PORTFOLIO MANAGEMENT TOOL

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY- A solicitation is NOT available at this time. Requests for a solicitation will not receive a response. The Government will not award a contract on the basis of this RFI.

The Program Management Office at the Office of Financial Research (OFR) is seeking sources capable of providing a Project Portfolio Management Tool (PPM) to support full lifecycle management of programs and projects. The tool will assist in the processes for analyzing and collectively managing current and/or proposed projects and programs based on numerous key characteristics. This tool will be used by project managers, program managers, executive sponsors, team members and stakeholders.

Objective and Goals The primary objective is the ability to manage the OFR portfolio of programs and projects from conception to close out. The PPM begins with the development of a comprehensive inventory of all its projects with information about each to allow them to be analyzed and compared. The primary goal for this tool is to allow the PMO team the ability to manage their projects and programs and portfolios in an integrated manner, as well as have the ability to govern the projects through lifecycle management and the toll gate approvals. Senior management needs the ability to review project portfolios (monthly, quarterly, etc.) to determine which projects are meeting their goals, which may need more support and which may need to be down-sized, deferred or cancelled entirely.

Core PMO Requirements: Listed below are the minimum requirements for the tool. Vendor responses shall be more than a simple restatement of the requirement, or a response that simply states that the tool meets or exceeds. Note: for clarification, requirements prefaced as SHALL are mandatory while those listed as SHOULD are desirable.

A. Demand Management Requirements 1. The PPM Tool shall provide the capability for users to select a value by using a defined set of, with associated help on a configurable form. 2. The PPM Tool shall provide the capability to convert demands into actual projects or programs and associated project manager or program manager. If the demand is not considered a project or program the tool should provide the ability to close the demand and defer to another work effort. 3. The PPM Tool shall provide the ability to capture projected resource needs (e.g. people, technology, procurements). 4. The PPM Tool shall provide the capability to track and view demand on given resources at multiple levels. 5. The PPM Tool shall provide the capability to capture, classify, prioritize, evaluate, approve and/or dispose of proposed programs or projects or demand. 6. The PPM tool shall provide standard reporting capability for demand management at multiple levels (e.g. demand, project, program and portfolio).

B. Portfolio Management Requirements 1. The PPM Tool shall provide the capability to create multiple portfolios and define portfolio types by building a collection of programs, and/or projects. 2. The PPM Tool shall provide the ability to implement workflows for the approval process(es) as defined by the OFR PMO to include project approvals, program approvals, procurements, and change requests etc. 3. The PPM Tool shall provide the ability to store historical program/project approvals and decision. 4. The PPM Tool Shall provide the capability to create and apply configurable weighting to portfolios 5. The PPM Tool shall provide the capability to allow users to create analytic views of the portfolio 6. The PPM Tool shall provide predefined graphics as well as allow users to develop custom graphical views via dashboards and portfolio scorecards. 7. The PPM Tool shall provide the capability to do what-if scenarios without affecting change to the underlying data 8. The PPM Tool shall provide the capability to perform portfolio comparisons on any given portfolio characteristic(s) 9. The PPM Tool shall provide the ability to support capture of planned and actual benefits for projects and programs.

C. Project Management Requirements 1. The PPM Tool shall provide full project management functionality, including the ability to create project plans, schedule and manage tasks against the plan and track progress 2. The PPM Tool shall provide integration with Microsoft Project with full bidirectional connection and update capabilities (i.e, Excel, SharePoint, SSRS, Access) 3. The PPM tool shall support the creation of multiple baselines 4. The PPM Tool shall support unlimited number of projects and tasks 5. The PPM Tool shall support sort capabilities based on pre-defined project characteristics 6. The PPM Tool shall have the ability to track dependencies between programs and projects 7. The PPM Tool shall support issue management functionality and reporting 8. The PPM Tool shall support change management functionality and reporting 9. The PPM tool shall support risk management functionality and reporting 10. The PPM tool shall provide the ability to convert risks to issues 11. The PPM tool shall support task management functionality 12. The PPM Tool shall support multiple methods of scheduling 13. The PPM Tool shall support automated project schedule projection 14. The PPM Tool shall provide the capability to provide a single comprehensive list of all expected PM related deliverables 15. The PPM Tool shall provide the capability to have pre-defined project schedule templates that can be used by the project manager 16. The PPM Tool shall provide the ability to escalate issues, changes and risks 17. The PPM Tool shall support project status reporting and document management for project artifacts 18. The PPM Tool shall have the capability to report status to multiple audience with different views 19. The PPM Tool shall have the ability to have calculated indicators for health and control their thresholds 20. The PPM Tool shall provide the ability to govern projects and programs as defined by the OFR Project Management Lifecycle 21. The PPM Tool shall provide the ability to document lessons learned for each project/program 22. The PPM Tool shall have the ability to designate work effort as an activity that has project like characteristic. The work effort would not be required to follow the full lifecycle of a project and can opt-in to components such as capturing management and status reporting.

D. Resource Management Requirements 1. The PPM Tool should allow users to manage and track resources allocation and priorities, track resources as they move from one project to another 2. The PPM Tool should support multiple levels of resource planning (e.g. employees and contractors) across multiple roles 3. The PPM Tool should provide the ability to create heat map showing allocation statuses 4. The PPM Tool should provide the ability to forecast demand and capture actuals 5. The PPM Tool should provide reporting and dashboards for resource management

E. Reporting Requirements 1. The PPM tool shall provide standard reporting capability detailing portfolio program health and project health 2. The PPM tool shall support standard import/export to MS Office products 3. The PPM Tool shall provide the capability to create custom dashboards, portals and to print all views

F. Methodology Requirements 1. The PPM tool shall provide a standard project management methodology 2. The PPM Tool shall support the capability to customize the project management methodology tailoring it to OFR business process 3. The PPM Tool shall provide a standard program & portfolio management methodology 4. The PPM Tool shall support the capability to customize the program portfolio management methodology tailoring it to OFR's needs 5. The PPM Tool shall provide ability to add other methodologies (i.e. agile, scrum, kanban/hybrid)

G. Workflow Requirements 1. The PPM Tool shall provide a standard workflow for portfolio, project and program work 2. The PPM Tool shall provide governance processes 3. The PPM Tool shall provide the ability to configure workflow capability to meet OFR's best practices and business processes 4. The PPM Tool shall provide standard roles and can be configured to accept additional roles and additional access can be tailored at the named resource level 5. The PPM Tool shall support phased processes with the appropriate approval levels

H. Document Management Requirements 1. The PPM Tool shall have a full text search capability within documents 2. The PPM Tool shall have search capabilities based on key data 3. The PPM Tool shall associate documents to projects 4. The PPM Tool shall display document status and date last updated 5. The PPM Tool shall provide change management capabilities (check in/checkout) for documents 6. The PPM Tool shall provide the ability to monitor document progress (reviews/approvals) during proposal and project management processes

I. Application Security & Support 1. The PPM Tool shall provide data archiving and backup 2. The PPM Tool shall provide system security 3. The PPM Tool shall provide scalability and performance 4. The PPM Tool shall provide capacity and capacity planning processes 5. The PPM Tool shall provide continuity including a method for automated system backup, and disaster recovery procedures 6. The PPM Tool shall provide quality assurance processes and test tools for all vendor-provided customizations 7. The vendor shall provide processes for enhancement of software including change requests and requests for custom development 8. The PPM tool shall provide automated scripts for upgrades to new releases, and/or bug fix patches, including the migration of user data 9. The PPM Tool shall provide development tools used on/off site

J. Integration The PPM tool is expected to be integrated with in-house custom applications and data, which will both consume and update PPM information. 1. The PPM tool shall provide documented integration points for interfacing with other applications. 2. All user-consumable PPM data shall be accessible from external applications and reporting tools. 3. The format of the data store for the PPM tool shall be documented (for example, schema and data dictionaries for RDBMS storage). 4. The PPM tool should provide a REST web services interface for content extraction and updates.

K. RFI response RFI responses shall be in the form of a Capability Statement or White Paper that addresses:

1. Commercial off the shelf software/product availabililty, ability to fulfill the above functionality. Describe any customization that would be required to fulfill required functionality, 2. Company's profile and capability in providing these types of solutions, if any, 3. Business type (i.e., large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone small business, woman-owned small business, veteran-owned small business, service-disabled veteran-owned small business) based upon North American Industry Classification System (NAICS) code 541512 Computer Systems Design Services. Please refer to Federal Acquisition Regulation (FAR) Part 19 for additional detailed information on Small Business Size Standards. The FAR is available at http://www.acquisition.gov/comp/far/index.html. 4. Past Performance History /Experience in providing this area of expertise and other relevant information that would enhance the Government's understanding of the information submitted. 5. Budgetary estimates to include pricing model for all services, hardware, software licensing to implement purposed solution. 6. An invitation to demonstrate the solution may be requested from the companies responding to this RFI.

All Vendor questions related to this Request for Information shall be submitted via email to [email protected] by 2:00 PM on July 21, 2014. Responses are due by 2:00 PMAugust 11, 2014 and shall be submitted via e-mail to Fiscal Service with the subject line "RFI - PPM ATTN: RH/LS", at [email protected].

Link/URL: https://www.fbo.gov/spg/TREAS/BPD/DP/RFI-OFR-14-0077/listing.html