DoDEA Student Activity Funds Accounting Solution

Active

Contract Opportunity

HE1254-25-R-SAF

**Please see updated Question and Answer Attachment for further clearifications.**

DoDEA Student Activity Funds Accounting Solution

REQUEST FOR INFORMATION (RFI)-SOURCES SOUGHT

Pursuant to Federal Acquisition Regulation (FAR) Part 10, the Department of Defense Education Activity (DoDEA) Procurement Office is currently conducting market research to identify companies capable of and qualified to provide cloud-based, vendor-hosted Student Activity Funds (SAF) accounting solution for our sixty-four school accounts.

Agency: For school year (SY) 2024-25, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction in 161 schools to over 67,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain, and Italy. In the Pacific, DoDEA operates 46 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA also operates a fully accredited virtual high school with teaching hubs in the Americas, Europe, and Pacific. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

Background: DoDEA allows middle schools and high schools to establish and manage student activity funds (SAF) to support student extracurricular activities. These funds are currently managed according to DoDEA regulation and guidance. The middle school level SAFs handle approximately $10,000 each year and the high school SAFs handle approximately $100,000 each year. It must be user-friendly and permit 2-3 people access to the system at the school level and additional view only access for above school level staff to have the rights to generate reports.

DoDEA is requesting the proposed solution(s) to provide the minimum criteria:

• Cloud-based and vendor-hosted.


• Produces reconciliation reports, bank reconciliation reports, activity ledgers, extended codes to identify types of funding received (ex: donations, grants), outstanding check reports, and audit review, including any missing checks or missing receipts reports.


• Provide sequential lists of accounts payable, activity transfers, vendor transactions, receipts, journal adjustments, and canceled checks.


• Ability to record foreign currency and US currency independantly, to include a dropdown menu to select country currency (Euro, Yen, Won, and Pound) when entering data.

Example: The school bank account has both US currency and Euro. The end user shall have the ability to select the currency being used in the system, and the system should calculate the total of the US currency amounts and the total Euros.

• Provide the ability to conduct audit reports (ex: missing checks, missing receipts, check for duplicates, open closed months), year-end closing, and view prior year accounts.


• Updated periodically—at least once per year and is 508-compliant.


• Ability to receive electronic payments (US and non-US currency) and send to identified school bank account(s).


• Print/Email donation receipts.


• Ability to send funds (US and non-US currency) electronically from the identified school bank account to vendors and print/email receipt of payments.


• Ramp Up:

Provide a transition training plan for the following:

• 
  
  
  
  • intergrating the data from the old system to your solution
  
  
  • ramping up the new system
  
  
  • training the trainers
  
  
  
  


• Continuation of Services:
  
  
  
  • Provide step-by-step training to show DoDEA staff how to use the SAF solution via videos or digital modules that includes videos on getting started and a documentation manual.
  
  
  
  
  • Provide industry-standard technical support for the life of the contract via telephone, video conference, or email within three business days or less from the initial contact to include but not limited to assisting with service problems, product setup, upgrades, and troubleshooting. DoDEA personnel work in different time zones to include but not limited to Eastern Standard Time, Central European Time, Greenwich Mean Time, and Japan Standard Time. Contractor personnel shall be able to accommodate for the different time zones. We are not looking for multiple people but flexibility to provide support across the regions by the contractor. Contractor personnel are not expected to work on Federal holidays and Federal government closures/shutdowns. The following list shows all recognized Federal holidays:
  
  
  
  

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

One vendor may identify multiple solutions to achieve this criterion, however all solutions must work together on one platform for the end user.

The period of performance for these services, with an anticipated start date of 1 August 2025, will include a base period with four (4) 12-month option periods.

This Request for Information (RFI) is issued solely for conducting market research and does not constitute a Request for Proposals (RFP), Invitation for Bids (IFB), Request for Quotations (RFQ), and does not obligate the Government to any current or future commitments. The Government will not pay/reimburse any costs or charges resulting from contractors’ responses to this RFI.

If your firm is interested, capable, and qualified to provide these services, please submit written information supporting this capability. If your solution provides more than the minimum requirements, please identify in your submission all capabilities of your platform. Capability statements shall consist of no more than 5 pages, Also include a cover page with the company’s name, business mailing address, point of contact, telephone number, Duns & Bradstreet Number (DUNS), and Commercial And Government Entity/NATO Code (CAGE/NCAGE) and an estimated pricing summary page for your solution. The estimated pricing shall include the total price for the accounting solution, training, technical support, any possible fees for transactions (to include accepting electronic payments and paying for services), and transaction fees for non-US currencies.

Submissions and inquiries must be sent electronically to colleen.pritchard@dodea.edu and adwoa.essel-akoli@dodea.edu no later than 16:00 Eastern Standard Time (EST) on 09 January 2025. Vendor’s e-mail message shall state “HE1254-25-R-SAF” in the subject line. Telephone calls regarding this RFI will not be accepted.

For the purpose of this acquisition, the North American Industrial Classification System (NAICS) code is 518210, Data Processing, Hosting, and Relative Services; Size Standard, $35M; and Product Service Code, 7A20 Information Technology Software.

Please note that vendors are required to be registered in the System for Award Management (SAM) database at the time an offer/quotation/proposal is accepted in order to comply with the annual representations and certifications requirements. Therefore, only businesses with an active SAM registration will be eligible to receive any resultant contract(s) with the Department of Defense Education Activity.

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