A10 SS 2025 OEHE Technical Services.docx

OEHE Technical Services IDIQ Sources Sought # SS75H70125R00022

SOURCES SOUGHT/REQUEST FOR INFORMATION

The Indian Health Service (IHS) is conducting a SOURCES SOUGHT/REQUEST FOR INFORMATION (RFI) as outlined in FAR 15.201(c)(3) to gain knowledge of interest, capabilities, and qualifications of firms especially small businesses including: Native American/Indian-Owned Businesses (Indian Economic Enterprise (IEE)), 8(a) Certified Small Businesses, Historically Underutilized Business Zones (HUB-Zone) Small Businesses, Women Owned Small Businesses, Service Disabled Veteran-Owned Small Businesses (SDVOSB), Small Disadvantaged Businesses (SDB), and Veteran Owned Small Businesses.

NO PROPOSALS ARE BEING REQUESTED OR ACCEPTED WITH THIS RFI. THIS IS NOT A SOLICITATION FOR PROPOSALS. Respondents will NOT be notified of the results of this notice. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow-up information requested.

Market Research is being performed pursuant to Federal Acquisition Regulation (FAR) Part 10 to identify businesses capable of performing the functions described herein.

A. Summary of Scope: Refer to sections B, C, and D. (Submission instructions are in Section E.)

The project’s primary goals are to maintain operational reliability, ensure documentation of application business rules, facilitate modernization initiatives, and deliver Project Management Office (PMO) support. This will ensure the continued performance, functionality, and security of these applications while preparing them for modernization to a more scalable, future-proof platform, and integrating the required construction facilities management functionalities.

The type of work to be performed will be categorized under the following codes:

PSC/FSC: DA10 IT and Telecom - Business Application/application Development Software as a Service.

NAICS Code: 541511 Custom Computer Programming Services, with a size standard of $34 million.

B. Purpose The objectives of this RFI include:

· Identifying vendors with capabilities in application maintenance, business rule documentation, modernization planning, and PMO support.

· Understanding industry leading practices and recommendations to gain insight into the service delivery models, methodologies, and tools that vendors use to perform maintenance, documentation, and modernization.

· Gather information from qualified vendors who can provide ongoing maintenance, support, and modernization services for custom ColdFusion applications integrated with geospatial technologies, financial systems, and facilities management.

C. Background The Indian Health Service, Office of Environmental Health and Engineering (OEHE https://www.ihs.gov/oehe/) maintains a variety of data systems used to conduct routine operations and manage the program work of five Divisions:

· Division of Sanitation Facilities Construction (DSFC)

· Division of Environmental Health Services (DEHS)

· Division of Facilities Operations (DFO)

· Division of Facilities Planning and Construction (DFPC)

· Division of Engineering Services (DES)

OEHE relies on a suite of ColdFusion custom applications integrated with geospatial technologies for mapping, spatial data analysis, as well as financial systems for financial data handling and reporting applications to meet operational requirements, improve user experience, and ensure data integrity.

Additionally, our operations include managing facilities projects and maintenance, requiring project management systems to track construction progress, manage budgets, and facilitate collaboration.

Over time, these applications have evolved, making documentation of business rules and ongoing maintenance critical to avoid disruptions and maintain efficiency. With modernization initiatives under consideration, we seek to transition these applications to new platforms and practices to enhance security, scalability, and performance.

D. Scope of Work The scope of this RFI includes the following primary areas:

1. ColdFusion Custom Application Maintenance and Support:

· Provide ongoing maintenance, updates, troubleshooting, and support for ColdFusion applications, including performance optimization, debugging, and bug fixes.

· Ensure the seamless operation of integrations with geospatial systems (e.g., Esri GIS -Geographic Information System,) and financial systems (e.g., accounting, budgeting, invoicing).

· Apply updates, patches, and security enhancements for both ColdFusion and integrated systems.

2. Geospatial Integration Support:

· Maintain and optimize the integration between ColdFusion applications and geospatial data sources, including GIS software, spatial databases, and mapping services.

· Resolve geospatial data issues such as accuracy, syncing, and performance.

· Ensure that geospatial data is efficiently processed and visualized within ColdFusion applications.

3. Financial System Integration Support:

· Maintain and optimize integration between ColdFusion applications and financial systems, including accounting, financial reporting, budgeting, and invoicing platforms.

· Ensure smooth data flow and synchronization between ColdFusion applications and financial systems.

· Address any issues related to data integrity, accuracy, and reporting from financial systems.

4. Facilities Project Management Support:

· Integrate or enhance the ColdFusion applications to support facilities project management, including tracking construction timelines, budgeting, resources, and reporting.

· Implement systems to manage construction workflows, project progress tracking, task assignments, contractor communications, and resource allocations.

· Provide project management solutions for managing facility projects, including compliance tracking, milestone reporting, cost management, and project forecasting.

5. Security and Compliance:

· Regularly monitor and address any security vulnerabilities in ColdFusion applications and integrated systems.

· Ensure compliance with industry standards for both geospatial and financial data handling and any relevant construction-related regulations.

· Maintain a secure environment for the handling of sensitive financial and construction project data.

6. Performance Monitoring and Optimization:

· Monitor the performance of ColdFusion applications, including geospatial, financial, and construction facilities management functions.

· Optimize both general application performance and geospatial, financial, and project management processes for efficiency.

7. Documentation and Knowledge Transfer:

· Provide comprehensive documentation for the ColdFusion applications, including business rules, system architecture, integration points, and construction facilities project management workflows.

· Document all changes, enhancements, and updates to the applications, particularly with respect to geospatial, financial, and construction management integrations.

· Provide knowledge transfer and training to internal teams to enable them to manage and support the applications post-modernization.

8. Disaster Recovery for OEHE applications.

· Design and implement a DR architecture in the cloud that ensures data availability and system uptime in case of a disaster.

· Test and validate DR capabilities to ensure recovery objectives (RTO and RPO) are met.

9. Modernization to Newer Platform: Ensure the DR plan aligns with federal security and compliance standards.

· Assess the current ColdFusion applications and recommend a strategy for migrating them to a newer, more scalable platform.

· Design and implement a modernization plan, including evaluating migration to cloud platforms, web frameworks, or alternative technologies that provide enhanced performance, security, and scalability.

· Ensure that the new platform supports continued seamless integration with geospatial, financial, and construction project management systems.

· Ensure the application can easily interact with APIs and other data sources.

· Data Analytical tools for insights and reporting.

· Implement AI features, capabilities and analysis.

· Develop a phased implementation plan to migrate the system with minimal downtime, ensuring a smooth transition.

E. Submission Instructions Please submit responses no later than 12/20/2024 to Contract Specialist Daniel Cotto at daniel.cotto@ihs.gov, with the subject line "RFI Response OEHE Technical Services."

Responses must include:

1. Company Information: Company name, website, physical address, SAM UEI code

2. Point of Contact: Contact name, phone number, and E-mail address

3. If a solicitation is issued, will your firm/company be submitting a proposal?

- Indicate Yes or No

4. Type of Business: Native American-owned (IEE/ISBEE), SBA certified 8(a), SBA Certified HUB Zone, Service Disabled Veteran-Owned Small Businesses (SDVOSB), Women Owned Small Business (WOSB), and/or Small Businesses (SB). For more information on the definitions or requirements for these small business programs, refer to http://www.sba.gov.

a. Native American-owned (IEE/ISBEE) firms – Submit the following:

· Attachment 1: IHS IEE Representation Form (Jan 2022) filled out.

· The controlling enterprise’s Department of the Interior, Bureau of Indian Affairs Certificate of Degree of Indian Blood documentation.

Please note that there shall be no personally identifiable information (PII), such as social security numbers, included in the documentation submitted. Any PII shall be redacted prior to submission.

b. ADDITIONAL INFORMATION:

Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, Indian Health Service must use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic Enterprises (IEE) whenever the use of that authority is authorized and practicable. The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of performing the below Indian Health Services (IHS) requirement. Any firm responding to this notice should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise Representation Form (attached).

Indian Small Business Economic Enterprises (ISBEEs) as well as other small business are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Please note that a decision not to submit a response to this request for information will not preclude a firm from participating in any future solicitation.

All information received in response to this source sought that is marked proprietary will be handled accordingly. Documents and/or information other than what is requested will not be reviewed. Information submitted beyond what is requested will not be considered.

QUESTIONS:

Questions regarding this RFI/sources sought may be emailed to Daniel Cotto at daniel.cotto@ihs.gov.

5. Experience Submittal Requirements Vendors responding to this RFI should address one or more of the following areas:

· Technical Expertise in Maintenance and Support: Describe your experience in supporting and maintaining similar applications. Include your approach to incident management, preventive maintenance, and performance optimization.

· Documentation of Business Rules: Detail your process for extracting, analyzing, and documenting business rules within legacy applications. Explain how your documentation will remain up-to-date and accessible.

· IT Modernization Capabilities: Provide an overview of your approach to supporting IT modernization efforts, including methodologies for assessing modernization needs, identifying technology solutions, and supporting cloud migrations or technology stack updates.

· PMO Support Approach: Describe your PMO services, including project tracking, resource coordination, reporting, risk management, and communication strategies.

· Quality Assurance and Performance Monitoring: Explain your quality assurance practices and the metrics you use to measure and report on performance, issue resolution times, and overall service quality.

6. Past Performance: Examples of past projects or contracts for similar maintenance, PMO, moderation, and documentation services, particularly in the public sector or with cloud-based enterprise applications.

1. Experience Submission Requirements: Submit at least two (2) but no more than five (5) similar requirements completed by your firm/company within the last six (6) years that are similar to the work that will be required under this requirement. Along with the project experience submission, the following questions shall be answered in your firms’/company’s submission for each requirement:

· Indicate whether a Prime Contractor or Subcontractor for each project submitted;

· Dates of services for each requirement submitted;

· Contract value, location, completion date, and complexity of job for each project submitted;

· Indicate whether the project is a federal, state, tribal or other for each requirement submitted; and

· Project references/Agency point of contact (telephone number and email address) for each requirement submitted.

· If the entity responding to this source sought is submitting experience information from any entity that does not match the name, CAGE code, and/ or UEI exactly as stated on the submitting entity’s SAM record (e.g. affiliates, subsidiaries, parent companies, sister companies, etc.) the submission shall clearly demonstrate how that entity will have meaningful involvement in the performance of the contract and specifically address which resources would be committed to the contract. Failure to comply with this requirement or failure to adequately demonstrate meaningful involvement and commitment of resources on behalf of that entity may result in that experience information to be considered not relevant.

2. How is your company structured to handle quality control of the various disciplines of a service type project? (i.e., what position(s) (full-time/part-time) are employed under your company to perform QC)?

3. Does your company primarily handle the services activities related to management by the prime contractor and if so, what are those activities?

4. Does your company self-perform, if so, what are those disciplines (job titles)? What disciplines (job titles) does your company anticipate self-performing for this specific project?

Thank you.