A14_MR_-_RFI_DOIDFBO250038_Attachment_1__BFS_RFI_Information_1.pdf

REQUEST FOR INFORMATION (RFI)

1.0 PURPOSE OF THIS RFI

This Request for Information (RFI) is issued by the Department of the Interior (DOI), Office of Hearings and Appeals (OHA), to obtain information from interested parties regarding their capabilities to provide comprehensive support for the evolution of the OHA Bison File & Serve (BFS) System. This RFI seeks to identify potential approaches and vendor capabilities for modernizing the current BFS Minimum Viable Product (MVP), addressing existing capability gaps (including support for large file uploads, enhanced document search capabilities, and detailed analytics and data visualization), and potentially transitioning to a more modern, modular architecture leveraging loosely coupled microservices. This RFI is for planning purposes only and does not constitute a commitment to procurement. No award will be made from this RFI. Responses may inform the development of a future solicitation. This RFI is for planning purposes only and does not constitute a commitment to procurement. No award will be made from this RFI.

Responses to this RFI may inform the development of a future solicitation.

2.0 BACKGROUND

OHA exercises delegated authority from the Secretary of the Interior to conduct hearings and decide appeals from decisions of the Department's bureaus and offices, and probates Indian trust estates. OHA consists of the Departmental Cases Hearings Division (DCHD), the Office of the Director (DIR), the Interior Board of Indian Appeals (IBIA), the Interior Board of Land Appeals (IBLA), and the White Earth Reservation Land Settlement Act (WELSA) Hearings Division.

OHA recently implemented the Bison File & Serve (BFS) system to replace its legacy Docket Management System (DMS) and to modernize OHA’s filing practices by providing a free and secure electronic filing and service platform for the public and Departmental bureaus and offices. BFS is a COTS-based adjudicatory electronic filing, service, and docket management system leveraging the Tyler Application Platform (TAP) (formerly known as Entellitrak by Micropact). The system was developed and deployed to a FedRAMP authorized cloud environment. The initial effort focused on delivering a Minimum Viable Product (MVP).

BFS is currently operational and accepting electronic filing and service of documents for all OHA units: DCHD, DIR, IBIA, IBLA, and the WELSA

Hearings Division. Accepted file types are limited to PDF, DOC, DOCX, and JPEG. Current limitations exist on individual document file size, requiring larger documents to be split into smaller parts.

There is an existing project backlog which includes Change Requests (CRs) for features beyond the MVP, OHA is seeking information on approaches to evolve BFS into a "Next Generation" system, focusing on a modern, modular architecture, addressing existing capability gaps, while ensuring continuity of operations by interfacing with the current BFS system during a potential transition period.

3.0 SCOPE OF INTEREST

OHA anticipates a future contract vehicle would encompass support across several primary areas, structured as separate Contract Line Items (CLINs):

3.1 CLIN 1: Operations and Maintenance Support. This CLIN would cover the ongoing activities necessary to operate, maintain, and sustain the BFS system in a FedRAMP authorized cloud environment. This includes ensuring system availability, performance, security, and providing user and technical support. A key aspect of this CLIN is to provide critical bug fixes and necessary maintenance for the current BFS solution built on the Tyler Application Platform during the transition period to a potential Next Generation solution.

Required capabilities for this CLIN may include, but are not limited to:

• System Maintenance: Performing routine maintenance, monitoring system health, and applying updates and patches to the BFS application, underlying COTS platform (TAP/Entellitrak), and potentially related infrastructure components as necessary.

• Technical Support/Help Desk: Providing technical assistance and troubleshooting for system issues, including support for users (Tier 1, Tier 2) and system administrators (Tier 3).

• Cybersecurity Sustainment: Maintaining the system's Authority To Operate (ATO)132, ensuring compliance with government security standards (e.g., NIST/FISMA, FedRAMP, FIPS 140-2), performing vulnerability scanning and remediation, managing security controls, and adhering to security policies and procedures.

• Database Management: Providing support for the system's database (Microsoft SQL or similar), including backups, restores, performance tuning, and ensuring the ability to export government data.

• Configuration Management: Managing system configurations and documentation updates.

• Compliance: Ensuring continued compliance with applicable standards such as Section 508 accessibility requirements and electronic record keeping standards.

3.2 CLIN 2: BFS Next Generation Design, Development, and

Implementation. This CLIN would cover the design, development, testing, and implementation of a BFS Next Generation system. The goal is to evolve OHA's electronic filing, service, and docket management system to a modern, modular architecture, ideally leveraging loosely coupled microservices, to address current gaps and provide a more flexible and scalable platform. This includes implementing core case management, eFiling, electronic service of documents, document search, data search, reporting on case statistics, and workflow capabilities within the new architecture. A critical requirement is the ability to handle large file uploads. The new system must also interface and integrate with the current BFS system. Development is expected to utilize an Agile methodology.

Required capabilities may include, but are not limited to:

• Modular Architecture Design: Designing and proposing a technical architecture for BFS Next Gen, focusing on modularity and loosely coupled microservices.

• Agile Development: Providing resources to participate in sprint cycles and perform configuration and development for the new platform/architecture.

• Requirements Implementation: Designing, developing, and testing enhancements such as new or modified workflows, reports, searches, UI/UX improvements, forms, fields, and templates, specifically addressing current backlog items and identified gaps (including support for large file uploads, enhanced document search capabilities, and detailed analytics and data visualization).

• Integration Development: Designing, building, and maintaining interfaces (e.g., APIs) between the current BFS (Tyler/TAP) and the new BFS Next Gen system to ensure seamless operation during transition.

• Data Migration: Developing and executing a plan to migrate data from the current BFS to the new BFS Next Gen platform.

• Quality Assurance (QA): Performing testing activities (unit, regression, security, 508 compliance, user acceptance testing support) for new development.

• Security Implementation: Designing and implementing security controls within the new architecture to meet FedRAMP, NIST/FISMA, Section 508, and electronic record keeping standards.

• Documentation: Creating and updating technical and end-user documentation for implemented features in BFS Next Gen.

• User Training: Developing and delivering training materials, such as detailed user manuals and sessions for OHA staff and external users on the BFS Next Gen system.

3.3 CLIN 3: Software Licensing. This CLIN would cover the procurement and management of all necessary software licenses for the BFS system environment(s). This includes licenses for the current BFS platform (the Tyler Application Platform (TAP), formerly known as Entellitrak by Micropact)) and associated components needed to support CLIN 1 during the transition period, as well as licenses for the new BFS Next Gen platform/components and required modules (e.g., core platform, document management, eFiling capabilities). Associated vendor maintenance and support licenses are also included.

Required capabilities for this CLIN may include, but are not limited to:

• License Procurement: Identifying, procuring, and managing licenses for the TAP/Entellitrak and necessary modules such as Case Management, Document Management, and eFiling/Access for external users.

• License Type Recommendation: Recommending the appropriate licensing model (e.g., Perpetual, 1 Year Term, SaaS Shared/Dedicated) based on the cloud hosting environment and OHA's needs, providing justification for the recommendation.

• License Quantity Recommendation: Determining and recommending the required quantities of licenses (e.g., Named Users, Concurrent Users, Instances) necessary to support OHA's internal users (minimum 50 concurrent users) and anticipated external eFilers, including growth projections if applicable.

• Vendor Maintenance and Support: Including the cost and details of the required COTS vendor's (TAP/Entellitrak) software maintenance and support licenses (e.g., Gold, Platinum, Platinum Plus). These licenses typically provide access to new releases, patches, and direct technical support from the vendor.

• License Management: Providing ongoing management of the procured licenses to ensure compliance and optimize usage.

• Hosting Costs (if applicable): If proposing a SaaS model hosted by the offeror, clearly delineating which costs are associated with the software licenses and which are for the hosting infrastructure and environment.

• NOTE: Interested parties should validate the type and quantities of licenses required to provide the desired sustainment, maintenance, and enhancements indicated in the previous CLINs.

4.0 INFORMATION REQUESTED

Interested parties are requested to provide a response that addresses their capabilities and approach for providing the support described above across all three CLINs. Please organize your response as follows:

Company Information: Provide your company's name, size (e.g., large, small, small disadvantaged, etc.), point of contact information, and GSA schedule or other relevant contract vehicles applicable to this scope.

Relevant Experience: Describe your experience performing similar operations, sustainment, development, and licensing services for COTS-based adjudicatory electronic filing and docket management systems, particularly for Federal government clients. Highlight experience with:

• The Tyler Application Platform (TAP)/Entellitrak.

• Designing and implementing modular systems or those based on loosely coupled microservices for complex business processes.

• Implementing solutions capable of handling large file uploads (e.g., >100 MB per file), and/or with document search capabilities and detailed analytics.

• Data migration between disparate systems and developing system interfaces/integrations.

• Systems requiring FedRAMP authorization, compliance with NIST/FISMA, Section 508, and electronic recordkeeping standards.

Technical Approach (CLIN 1 - O&M for current BFS): Describe your proposed approach to provide comprehensive operations, maintenance, and sustainment support as outlined in Section 3.1. Detail your approach to system monitoring, maintenance, help desk support, cybersecurity sustainment, and database support. Include your proposed staffing model for O&M, identifying key labor categories and typical levels of effort (e.g., hours per month or year) required for routine support and incident response.

Technical Approach (CLIN 2 - BFS Next Gen Design, Development, Implementation): Describe your proposed approach to design, develop, and implement the BFS Next Generation system. This should include:

• Your proposed technical architecture, emphasizing modularity and the use of loosely coupled microservices.

• Your proposed technology stack/platform for the Next Gen system.

• Your Agile development methodology.

• Your approach to addressing existing functional gaps, specifically detailing how your proposed solution would handle large file uploads, document searching, and data analytics.

• Your strategy and approach for designing and implementing the necessary interfaces and integrations between the current BFS (Tyler/TAP) and the new BFS Next Gen system to support phased transition.

• Your approach to data migration.

• Your approach to ensuring Section 508 and security compliance within the new architecture.

Technical Approach (CLIN 3 - Licensing): Describe your proposed approach to identifying, procuring, and managing the necessary software licenses. Identify the specific licenses you propose are required for both the current BFS (Tyler/TAP) to remain operational during a transition and the new BFS Next Gen system (base platform, necessary modules, vendor support). For each proposed license, recommend the appropriate type (e.g., SaaS annual, Perpetual, Term) and provide justification based on estimated system requirements (e.g., internal users, external eFilers).

Staffing Model: Describe your proposed staffing model for supporting the requirements across the potential CLINs. Identify key labor categories and how staffing levels/hours would scale based on project phases (O&M, design, development, migration).

Security Approach: Describe your approach to ensuring the security and privacy of sensitive government data throughout O&M, development, and licensing activities, including experience with FedRAMP compliance and handling Personally Identifiable Information (PII).

Pricing Structure: Provide a notional pricing structure for all three CLINs, outlining how costs would be estimated and billed for ongoing sustainment (CLIN 1), variable development work (CLIN 2), and software licensing (CLIN 3). For CLIN 3, clearly distinguish between initial license procurement costs (if perpetual) and recurring annual costs (for maintenance or SaaS), as applicable.

5.0 DISCLAIMER

This RFI is not a solicitation. It is for informational and planning purposes only and does not commit the Government to any contractual agreement.

The Government will not pay for any information submitted in response to this RFI. Not responding to this RFI does not preclude participation in any future solicitation, if issued. Information received will be used to assist the Government in developing its acquisition strategy.