TIME AND EXPENSE SYSTEM

Transcription

1 TIME AND EXPENSE SYSTEM REQUEST FOR INFORMATION RFI # PCO-T&E2013 November 22, 2013 KEY DATES RFI Release Date November 22, 2013 Information Due December 9, 2013 by 5:00 pm ET Projected Award Date February 10, 2014 Projected Start Date February 17, 2014

2 About PCORI The Patient-Centered Outcomes Research Institute (PCORI) is a non-profit organization headquartered in Washington, DC, with approximately 150 full-time employees. PCORI s purpose, as defined by the Patient Protection and Affordable Care Act of 2010, is to help patients, clinicians, purchasers, and policy makers make better-informed healthcare-related decisions and improve healthcare delivery and outcomes. PCORI achieves this goal by advancing the quality and relevance of evidence about how to prevent, diagnose, treat, monitor, and manage diseases, disorders, and other health conditions. PCORI promotes and helps to produce high-integrity and evidence-based information. Such information comes from research guided by patients, caregivers, and the broader healthcare community. PCORI is committed to transparency and a rigorous stakeholder-driven process that emphasizes patient engagement. PCORI uses a variety of forums and public comment periods to obtain public input throughout its operations. Patient-Centered Outcomes Research Institute 1828 L St., NW, Suite 900 Washington, DC Phone: (202) Fax: (202) info@pcori.org Follow us on

3 Opportunity Snapshot PCORI s Finance Team is seeking Contractors who provide time and expense systems and services for the purpose of tracking time and expenses of PCORI employees while conducting PCORI business. The time and expense systems must provide PCORI employees with data-input capabilities while onsite, traveling, and at remote locations. Contractors should demonstrate the systems abilities to function as a stand-alone as well as an integrated solution for payroll and financial reporting. The requested information may be submitted by any not-for-profit or for-profit private sector organization. RFI # PCO-T&E2013

4 Scope of Work We are seeking a time and expense system that will provide PCORI employees with data-input capabilities while onsite, traveling, and at remote locations. Contractors should demonstrate the systems abilities to function as both a stand-alone and an integrated solution for payroll and financial reporting. Requirements The requirements are outlined below. Some of these requirements may be adjusted based on the solutions provided and onsite demonstrations of selected systems. Web-time and expense-entry component considers all applicable rules, regulations, and requirements for automated timekeeping systems. Accurate and current recording of labor hours by authorized employees. Controls in place to ensure corrections to labor charges are accurate and authorized. A verifiable audit trail process that collects all initial entries and subsequent entries. Web-based time and expense approval workflow and work breakdown structures easily implemented and modifiable as required. Web-based time and expense approval in place to quickly see resource time and projects; easily approve/reject and enter comments for timesheets, expense reports, paid time off (PTO), and requisitions, all from one application. Ability to provide data output in a comma delimited file (.csv) format. Reports in paper or electronic formats. Quickly import and validate resource hours by cost objectives, e.g., labor distribution reports by charge codes or work breakdown structures (WBS). Include applicable regulations and guides for expense charging, i.e., Joint Travel Regulations (JTR), Federal Travel Regulations (FTR), or per diem schedules. System Delivery Period We anticipate an implementation period of four weeks, which may vary based on the stand-alone or integrated approach to the project. RFI # PCO-T&E2013 1

5 Organizational Eligibility The requested information may be submitted by any private sector organization, including not-for-profit and for-profit organizations. PCORI wishes to encourage any and all Contractors who can provide time and expense systems and services to external organizations to submit their information. Any US organization that submits information must be recognized by the Internal Revenue Service. Submission Guidelines Interested parties are asked to respond with a product description overview and details on how the product meets or exceeds the requirements listed on the Scope of Work. Also, interested parties should submit brochures or links to their websites that demonstrate the look and operation of the systems proposed. Information submitted must be in MS Word or PDF format and is due no later than December 9, 2013, 5:00 pm ET. Responses must be submitted via to rfp@pcori.org. Proprietary information, if any, must be minimized and clearly marked. Please be advised that all submissions become PCORI property and will not be returned. While PCORI is not limiting the volume or page count of responses, concise submissions are encouraged. Section 1 Provide administrative information and include the following, at a minimum: Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and of designated point of contact (POC). Recommended contracting structure: Provide a recommended contract type, as well as justification for the recommended contract type. For a list of defined services, provide proposed budgets, time and materials (T&M) arrangements, and cost reimbursable/fixed fee arrangements. Respondent s organizational type, or alternatively business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, RFI # PCO-T&E2013 2

6 HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business, or other as defined by the Internal Revenue Service). Section 2 Address the Scope of Work as described in this RFI. Contractor Discussions and Demonstrations PCORI representatives plan to meet with the potential Contractors who seem most aligned with PCORI s needs. Such meetings are intended to get further clarification of potential capability to meet the requirements. Evaluation Criteria PCORI will evaluate the information submitted based on responsiveness to the requirements section of the RFI. A selection process will then determine those Contractors that PCORI determines best meet or exceed those requirements. Additional Information THIS IS A REQUEST FOR INFORMATION (RFI) ONLY, to identify sources that can provide time and expense reporting systems and services. The information provided in the RFI is subject to change and is not binding on PCORI. All submissions become PCORI property and will not be returned. Contractors are advised that PCORI will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the Respondent s expense. PCORI plans to procure the services discussed. If a solicitation is released, a synopsis will appear on PCORI s web site at The solicitation will also be summarized at FedBizOpps, It is the responsibility of potential Contractors to monitor these sites for additional information pertaining to this requirement. RFI # PCO-T&E2013 3