Responses to RFI Supplier Questions.pdf

USPS OIG Audit Document Management System

RFI - Supplier Questions

Question USPS OIG Response [Our service] is provided as a hosted service on a FedRamp approved Microsoft Azure hosting service however, [the service] as an application has not been FedRamp approved. Does this exclude us from participating?

FedRamp certification of the application is required, however this does not exclude your firm from participation as long as the required certification is obtained by the time of any potential award.

Please could you confirm if you would like any preliminary pricing included in the response.

Preliminary pricing information is welcome, but not required.

Requirement TECH0013: is offline capability a hard requirement for USPS?

No this is not a hard requirement at this time, however we would like to have the capability to use the software offline.

Will vendors still be considered if any of the requirements listed in Table A, such as PROG0001, are not fully met as specified?

Yes, all vendors will be reviewed based on their individual capabilities. If a vendor does not meet specific requirements we ask that they list them out.

Could you provide more details on the use case for SharePoint Online compatibility?

This can vary and would depend on the capability of the software to support APIs and or the available tables for data sharing.

Can you confirm whether your Office 365 version is cloud-based or desktop-based?

O365 is currently cloud-based.

Can you share additional information about your user base? For example, does the implementation need to address compliance functions operating independently with different configuration goals? How are these functions distributed geographically? This information would help with scoping the implementation and service delivery models, as well as provide insights into future scaling and timelines.

Configuration would be for the platform as whole to accommodate our user base.

Currently only our Audit users will be using the software so there would not be multiple independent configurations. Geographically, our user could be any state or U.S Territory.

We also desire the ability to customize items as needed.

From a training perspective, do you have a dedicated training staff to support a "train the trainer" model, or do you prefer a direct vendor training model for all sessions? Would these need to be delivered onsite, or as remote sessions?

Training would take many forms for example:

1. We would like the Vendor to work with our Subject Matter Expert(s) (SME) to introduce our user base to the software.

2. The vendor would need to conduct administrator training for the SME.

3. The train the trainer would be the vendor and SME training a group of user would are first line POCs for the User Base.

Do you plan to designate a team of subject matter experts (SMEs) to support the implementation, and if so, how many resources do you anticipate for this role?

Yes we will have SMEs. This number can vary.

TECH0008 - Roughly how much data will be shared between the agency's customized management information system and the ADMS? (In terms of MBs per day, month, or year)

This can vary based on system capabilities (whether or not files or compressed etc.).

Current usage is not tracked daily but monitored to ensure we are within our designated storage amounts. With software capabilities in mind we are tracking at around 100GB per year.

TECH0008 - Is this bidirectional flow of data steady throughout the year or is there seasonality to the exchange?

This would be steady and continuous.

TECH0020 - Compatibility w/ SharePoint Online - Will the ADMS be ingesting/exporting, or potentially both, data to SharePoint Online?

And if so roughly how much data? (In terms of MBs per day, month, or year)

This can vary and would depend on the capability of the software to support APIs and or the available tables for data sharing.

General - Besides the data exchange needs with the agency's customized management information system, SharePoint Online & Power BI are there are other external systems that will need to be integrated with (either to pull or push data)

There is a possibility of this and we need to know if the system would be able to support any Add-in/API connection.

DOC0002 - What is the expected size of the largest files? What are they?

We do not limit the size of files for our users. As such this can be estimated at the max capability for Microsoft and Adobe file types.

DOC0010 - Do you require the ability for multiple users to concurrently edit or collaborate on a document from within the system?

Yes, we want our users to be able to work concurrently to edit and collaborate.

TECH0013 - Can you elaborate further on your off-line requirements for this system?

The users should be able to work without an internet connection. Whether that is being able to take a replica offline to continue working and merge data in upon returning online. Or, if there is some other model the vendor is using for allowing offline work. If this is not something that can be done we ask for this to be identified as such.