Bureau of Indian Affairs; Reston, VA
Description
Project Description Project Description This project addresses the replacement of three separate engineering and power billing systems, two of which are obsolete and does not include the necessary engineering, billing, and accounting modules, with one cost effective current technology system that meets the needs of BIA?s power projects. The benefits of utilizing one system are significant and include: 1. Increased efficiencies and/or productivity 2. Compliance with applicable federal laws (i.e., the Debt Collection Improvement Act of 1996 (DCIA)), which promotes standardization and allows for easier automatic interface capability with the BIA accounting system 3. Improved ability to meet Departmental, OMB, and BIA reporting requirements 4. Cost savings through server-based modernization Purpose 1. Standardization of fully integrated utility software (engineering, staking, GIS, mapping, billing, accounting, etc.) systems 2. Compliance with applicable laws and regulations 3. Automated interface with the BIA accounting system 4. Replacement of existing manual or obsolete subsidiary systems/modules (i.e., staking, engineering analysis) Business Assumptions Existing service providers, custom designs and COTS products shall be considered. If the solution includes a COTS product, then database administration and system administration resources shall be required to support implementation efforts and on-going system operation and maintenance. A portion of the cost for these services is included in the estimated fees for this project. An individual major application security plan shall be prepared as part of the project development lifecycle. This shall include a risk assessment, threat analysis, physical, management, and operational controls, and a contingency plan. The system shall conform to P.L. 100-235 and OMB circular A-130. Funding will come from power utility revenues. The vendor shall provide a comprehensive training plan. Technical Assumptions The chosen solution shall conform to BIA technology standards, and have a projected life expectancy of five years minimum. The team shall address four alternatives: As-is ? Two of the systems are obsolete and do not meet the power utility requirements and all three do not interface with BIA?s Federal system of record COTS ? A COTS solution is chosen Modified COTS ? A COTS product shall be modified to suit Full Development ? A product shall be developed to BIA/IPSOD specifications (must include at a minimum; Customer Information Systems, Accounting, Billing/Collections, Engineering, mapping, automated staking, outage management, and must interface with common industry software for Engineering Analysis (e.g. Milsoft, Siemens), various Supervisory Control And Data Acquisition (SCADA) systems, Global Information Systems (GIS) and Automated Meter Reading systems (e.g., ITRON, Hunt) Interfaces to External Systems EUEBS (Electrical Utility Engineering Billing System) shall interface with the BIA?s Federal financial system of record. EUEBS shall interface with the U.S. Department of Treasury for referring delinquent debt. Background BIA?s three power projects have either poorly designed, non-integrated, and/or outdated systems to satisfactorily meet the requirements of electrical utilities. Two of the power projects? systems perform billing and collections functions only and none of the three systems interface with the BIA?s Federal financial system of record of record. Two of the power projects are operated by BIA while the remaining power project is operated by a tribe under P.L. 93-638 contract. Customers for all three power projects total nearly 40,000 accounts, comprising both Indian and non-Indian and span on and off-reservation. Electrical Usage and Miscellaneous Billing EUEBS shall comply with BIA standards and Departmental regulations applicable to BIA?s power projects. EUEBS shall provide system modules typical in the utility industry; to include, but not limited to: Accounting (General Ledger, Accounts Receivable, Accounts Payable), Payroll, Purchasing, Customer Service, Billing/Collection and Deposit Account (method for tracking the activity in the two different appropriations-Billing/Collections vs. Deposit), automated process for working delinquent accounts (e.g., issuing disconnect work orders for those who received and don?t pay by the date in the above 31 day letter), Fixed Assets, Inventory, Mapping, Engineering, Automated Staking, Work Order System, Service Orders, Outage Tracking/Reporting, Report Writer, and must be able to interface with Industry Standard Power System Modeling software (e.g., Milsoft, Siemens), Automated Meter Reading Systems ((AMR), e.g., ITRON, Turtle), various Supervisory Control and Data Acquisition (SCADA) systems, and Geographic Information Systems (GIS). EUEBS shall conform to the Generally Accepted Accounting Practices (GAAP), the Federal Energy Regulatory Commission (FERC) system of accounts, and the American Public Power Association reporting requirements. EUEBS shall have flexibility in developing special ad hoc financial reports. Delinquent Debt Management Interest Posting On a regularly scheduled basis, (15 days after the due date), interest shall begin accruing. Interest is calculated on a monthly basis, using 30 days in a month, and posted according to the schedule (daily or monthly). The interest rate charged is that in effect at the time and dictated by the Department of the Treasury. Penalty Posting On a regularly scheduled basis, beginning 90 days after the due date on a bill, penalty shall begin accruing. Penalty is calculated on a monthly basis, using 30 days in a month, at a current rate of 6% per year. Demand Letter Processing 16 days after the due date, a demand letter is sent to the delinquent debtor. There is a charge (administrative fee) for the issue. The administrative fee posting is associated with a revenue source code. An adjustment is made to the accounts receivable in EUEBS, is created for the Federal financial system of record. NOTE: In lieu of interest, penalty, demand letter and administrative fees, power projects may have the option to assess service, delinquent account, or disconnect/reconnect fees in line with standard utility business practices. Treasury Referral Processing All outstanding debts 120 days past due shall be referred to the Department of Treasury for collection. BIA has the authority to change the number of days before referral to Treasury and EUEBS shall have this capability. Exemptions are allowed under certain conditions. Once at Treasury, Treasury may collect on an account or return the debt as uncollectible, After write off, the debt shall be moved to the currently non-collectible (CNC) portion of the database while it awaits proposal for, and acceptance of, termination by the Assistant Secretary ? Indian Affairs. While it is in CNC and termination is not final (signed), collection is permitted, with a journal voucher field entry to note late payment of this debt. Once such an account is terminated, the status is regarded as closed, the debt is discharged and no action may be taken on this account. All related records shall then be moved to a historical file, for viewing only. EUEBS shall have reports to perform the following reconciliations: - Reconciliation between EUEBS and the Federal financial system of record - Reconciliation between Federal financial system of record and Treasury - Reconciliation between EUEBS and FedDebt EUEBS shall comply with BIA and Departmental standards for Information Technology systems. SPIBS shall comply with BIA and Departmental standards for Information Technology systems. You may submit your interest via fax to Herbert Payne at 703-390-6582. Please include your POC information, fax number, email address with your request.
Point of Contact
Herb Payne, 703-390-6472 Email your questions to Bureau of Indian Affairs at 703-390-6472
Place of Performance
Postal Code: / 20191
Country: / US