AOUSC_PMD_RFI_J-wide_Fingerprint_Requirement_20191022.pdf

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REQUEST FOR INFORMATION

THE ISSUANCE OF THIS SOURCES SOUGHT NOTICE IS FOR THE PURPOSE OF MARKET

RESEARCH ONLY AND DOES NOT OBLIGATE THE GOVERNMENT IN ANY WAY TO SOLICIT FOR

THIS REQUIREMENT – NO AWARD WILL BE MADE NOR WILL FEEDBACK BE PROVIDED AS A

RESULT OF THIS NOTICE OR INFORMATION PROVIDED. AT THE GOVERNMENT’S DISCRETION,

IT MAY BE DECIDED TO HOLD INDUSTRY EXCHANGE MEETINGS WITH SOME/ALL/NONE OF

THE INTERESTED SOURCES/RESPONDENTS TO GATHER ADDITIONAL INFORMATION AFTER

RECEIPT OF THE SOURCES SOUGHT RESPONDENTS’ SUBMISSIONS. PARTICIPATION IN THIS

NOTICE IS STRICTLY VOLUNTARY, RESULTING IN NO COST OR OBLIGATION TO BE INCURRED

BY THE GOVERNMENT. NOTE THAT THE GOVERNMENT IS NOT OBLIGATED TO AND WILL NOT

REIMBURSE ANY RESPONDENTS FOR THE INFORMATION RECEIVED AS A RESULT OF THIS

NOTICE.

ADMINISTRATIVE OFFICE OF THE UNITED STATES COURTS

PROCUREMENT MANAGEMENT DIVISION

JUDICIARY-WIDE FINGERPRINT SUPPORT

I. BACKGROUND

The Administrative Office of the United States Courts (AO), housed within the Thurgood Marshall Federal Judiciary Building (TMFJB), is an agency within the judicial branch that provides a broad range of legislative, legal, financial, technology, management, administrative and program support services to federal courts. The AO’s Administrative Systems Office (ASO) serves as an integral component to the management of the Judiciary’s administrative systems which includes the system used for the fingerprint program. Court Human Resources Division’s Personnel Security Group manages the overall fingerprint program that includes conducting suitability. In accordance with the Guide to Federal Judiciary Policy, Volume 12, Chapter 5, Subsection 570, Background Checks and Investigations, an FBI fingerprint check is required for all individuals (employees, vendors, and volunteers) appointed to or working in the courts, chambers and federal public defender units. As part of the background investigation program, the Federal Judiciary requires the ability to create Ten-Print digital fingerprints that can be processed against the Federal Bureau of Investigation (FBI), Criminal Justice Information Services (CJIS) Division's Integrated Automated Fingerprint Identification System (IAFIS) through a dedicated interface tunnel to the Department of Justice (DOJ). The Background Checks Investigations Program is run by the Personnel Security Group (PSG) within the AO’s Court Human Resource Division (CHRD) processes approximately 15,000 fingerprints annually.

OBJECTIVE

The AO, Procurement Management Division (PMD) on behalf of the ASO is seeking to transition the Judiciary from standalone live scan machines to a mobile, web-based application that can

2 | 10 P a g e be centrally maintained by the AO and accessed by all Court Units to enter biometric information that is sent to a central repository at the AO. The AO’s security group will electronically transmit this information to the FBI and/or OPM, depending on the type of investigation needed. Once the investigation is completed, the results are returned to the security group who communicates the results to the appointing official for adjudication.

The Federal Judiciary currently utilizes models Guardian 200, 300 and models 500 and 1500 live scan(s) systems to capture and produce forensic quality ten-print digital fingerprint records. The live scan approach replaced the traditional inked fingerprint card method for some courts, which has improved the quality, accuracy and timeliness of the fingerprint check process. Yet, the AO intends to modify the current process which utilizes standalone fingerprint systems in the Court Units (Workflow Diagram 1) which send data to a central repository and onto DOJ/CAS to a solution that utilizes Judiciary equipment where no data is stored on the device so it can run with other applications. All data is sent securely to the command center and onto DOJ/CAS (like, Workflow Diagram 2).

Workflow Diagram 1

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Workflow Diagram 2

Hence, this source sought is intended to obtain information of available sources, capabilities, and equipment to satisfy the Judiciary’s requirements, which will promote Vendors’ access to the AO’s upcoming procurement opportunity and adequate competition.

II. REQUESTED RESPONDENTS

The government is seeking Vendor’s, currently having a software solution that transmits required data in the format that is recognized and accepted by the DOJ’s Civil Applicant System (CAS), in which the following information is being requested in the submission cover page (one-page limitation, not included in total submission count):

● Contractor’s/Company’s Name and Website

● Company’s Point of Contact Name, Phone Number and Email

● Physical Address

● Product(s) Listing(s) Name, Identification, Model, Series or Stock Number; Pricing

(optional)

● Labor Categories, Package Levels; Pricing (optional)

● Warranty, Software (SW) License, Maintenance Packages available; Pricing (optional)

● GSA Schedule Contract Number, and Relevant SIN(s) (if applicable)

● Assigned DUNS Number, CAGE Code

● Company Credentials (e.g., Capability Maturity Model Integration (CMMI), International

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Organization for Standardization (ISO) 90001:2015), ANSI/NIST (if applicable)

● Company certification makeup (e.g., Project Management Professionals (PMP, Portfolio

Management Professionals (PfMP), ITIL)

● Federal Government contract vehicles (e.g., GSA Schedule, NASA SEWP, GWACs, Governmentwide BPAs) that support agency contracts, that offer fully loaded rates and discounts for commercial products

● NAICS with Corresponding Index Entry

III. SCOPE OVERVIEW

The AO is seeking information of available sources having the capability to provide fingerprint equipment, SW, SW updates, maintenance, training, supplies, materials, and system enhancement and upgrades in support of the Judiciary’s Fingerprint Program. The Vendor would essentially be responsible for providing the installation, configuration, integration of the AO Command Center including the installation and connectivity of PSG’s hard copy scanner and one court unit to the command center. The AO Command Center will be run from DC. The Vendor’s proposed web-based fingerprint solution shall not require the Vendor or a Third-Party support to operate and/or maintain after final setup and transitioning.

Court Units shall be able to access this solution/application from a court provided device through a central Judiciary page. Device(s) proposed by interested Vendors shall allow Court Units to transmit data through secure means to the command center at the AO, using various computer devices (e.g., Apple iPad, Mac, Dell). The proposed devices must be easily and quickly accessible and be accompanied by a universal serial bus (USB) connector for computer accessibility.

IV. ANTICIPATED PERFORMANCE PERIOD

The AO would require the Judiciary-wide fingerprint support for a period of performance of up to 5 years, including one (1) 12-month base period, and four (4) 12-month option periods. The performance period may be as follows:

Base Period: February 2020 through February 2021 Option Period One: February 2021 through February 2022 Option Period Two: February 2022 through February 2023 Option Period Three: February 2023 through February 2024 Option Period Four: February 2024 through February 2025

V. HIGH-LEVEL DESCRIPTION OF THE JUDICIARY’S REQUIREMENTS

The details outlined below provides a high-level description of the requirements the AO will seek under the Judiciary Fingerprint Program solicitation.

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A. High-Level Tasks’ Overview and Descriptions

i. Packaging, Shipping and Delivery

ASO will be ordering all software, hardware, and maintenance associated with any resulting contract. When ordering equipment, ASO will specify, at time of orders and any subsequent orders, where the items shall be shipped/delivered and the designated official responsible for receiving items ordered. Vendors shall be able to offer equipment and parts (e.g., cables) that are safely packaged, clearly identifiable, marked and indicates a serial or unique identification number that is easily accessible. Interested Vendors shall able to address ways in which delivery across the entire Judiciary (both within the CONtiguous United States (CONUS) including the District of Columbia, and Outside the CONUS (OCONUS), including Hawaii, Puerto Rico, Guam, Virgin Islands and Alaska) with understanding of the differing time zones, postage costs and reception ports. The government anticipates that all orders established under a future request for a price quote will include a fully loaded cost which includes shipping, handling and delivery.

ii. Hardware and Software Installation, Setup, Testing and Configuration

Interested Vendors shall be able to assist the Judiciary with transitioning the AO Command Center from its current state to a centrally maintained web-based state to allow the AO to control all aspect of fingerprint transmissions, setting up new users, pushing software upgrades and confirming equipment locations. Vendor provided services shall include installation, setup, testing and (re)configuration of all equipment and software including connectivity setup and testing from a court unit.

The Vendor’s web-based solution shall meet fully operational status in order to meet acceptability, which is defined as the AO being able to receive acceptable fingerprints, tracking of the requests per PSG’s requirements, attaching billing information, transmission to DOJ/Civil Applicant System (CAS), and has passed the AO’s IT Security review.

The Vendor shall not be required to operate and maintain the AO Command Center once installation and configurations are complete. The AO Command Center shall thereafter be fully operational by the Judiciary’s personnel.

The Vendor shall disclose if an enterprise software license is available for the Judiciary to purchase. Including yearly fees or any additional costs associated with an enterprise license.

The Vendor shall perform all activities in coordination with the Judiciary personnel in the installation on Judiciary hardware and software at the AO. Also ensuring the web-

6 | 10 P a g e based fingerprint system is fully operational from the Court Units to the command center, as well as, the electronic response from FBI. This includes documenting the steps for installation, configuration and setup for the command center and Court Units. The Vendor shall participate in connectivity testing from the court unit to the central repository (command center) including conducting troubleshooting activities and preparing documentation of a repeatable process which will allow judiciary personnel to implement additional Court Units. The Vendor shall make available one (1) technical manual, in electronic format, that will provide details of the manufacturer's literature, performance specifications, operating system details, and servicing information for scanners and other equipment provided. In addition, the Vendor shall make available one (1) user manual, in electronic format, that will provide details on the system operating instructions, use of web application and application data, and updating the equipment and equipment’s software.

The Vendor shall deliver equipment directly to the court unit and provide support remotely (i.e. help desk) to ASO and the court unit IT where questions arise in connectivity. Remote services may also include testing connectivity to the Courts and central repository from multiple and simultaneous Court locations. Full ordering procedures will be presented at time of solicitation posting.

iii. Support via Training Sessions, Materials and Assistants (e.g., Help Desk)

Interested Vendors shall be able to provide certification training to specified Judiciary personnel to effectively administer, manage, and update the web-based fingerprint software. Keeping the system current with the latest Vendor updates and DOJ changes.

Vendors shall be able to provide initial training in conjunction with the delivery and installation of the web-based fingerprint solution at the AO Command Center and AO site. Or a date scheduled soon thereafter. In addition, Vendors shall be able to provide training that include instructions on how to push, where applicable, updates to the Court Units devices and/or solution they access.

Additionally, Vendors shall have the ability to provide technical support/support technicians as needed. A help desk dedicated to support end-users of the LiveScan fingerprint device shall be available via a toll-free telephone line to address questions and resolve problems reported by Judiciary personnel. Interested Vendors shall be able offer the toll-free line between the hours of 8:00 AM to 8:00 PM Eastern Time (ET), Mondays through Fridays, except for Judiciary holidays (see table below).

Judiciary’s Observed Federal Holidays Table

Federal Holidays Designated Dates

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February

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Federal Holidays Designated Dates

Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

Vendor’s help desk support shall be able to troubleshoot and resolve all Judiciary personnel’s calls within 48 hours of initial contact. All calls must be electronically ticketed or documented for tracking purposes. Electronic tracking shall be communicated in a report that outlines the name, location, nature/issue of the caller as well as the resolution or actions taken to resolve the call. The Vendor’s technician staff shall be able to respond within 2 business hours after receipt of a call (unless within 1 hour of closing) and attempt to answer or resolve the reason for the call. The Vendor shall also have a communication plan or some other escalation procedural plan for calls that are not routine, requires additional service, more information or attention, or equipment is failing to return to a proper operating condition. A draft copy of the Vendor’s plans must be documented and would be provided to the Judiciary during the solicitation phase. In conjunction with the Vendor, the Government reserves the right to add, delete or modify the plans to meet the need of the Judiciary.

iv. Warranty, Maintenance, and Refresh/Replace

Interested Vendor shall be able to provide a minimum of a 5-year warranty on all equipment ordered, and a 1-year warranty of licensed software that can be renewed yearly. The Vendor shall provide warranty support for all equipment and software provided under the toll-free line. The warranty shall be able to commence upon the acceptance date of the equipment is live or the license is procured. In the event of an issue with the hardware or software, the Vendor shall honor the warranty by way of help desk resolution, repair of the ordered item, and/or 100% replacement of the ordered item.

Vendors should assume the responsibility of the repair and replacement of ordered items at no additional cost to the Judiciary. The Vendor shall be able to report the issue to the Judiciary and convey the resolution of repairing or replacing the ordered item to the designated government official (e.g., Government Program/Project Manager, Contracting Officer’s Representative). All issues unresolved via help desk shall then be

8 | 10 P a g e escalated. The Vendor shall bear the cost of transportation whenever equipment is subject to manufacturing defects and mechanical replacement unless the replacement is required due to fault or negligence of the Judiciary.

The Vendor shall be able to provide technological refreshments and replacements throughout the life of an established contract. The refresh would be a technological advancement to enhance the Judiciary’s ability to capture and produce forensic quality Ten-Print digital fingerprint records that can be processed against the FBI, CJIS Division's IAFIS more efficiently. Therefore, for the duration of any resulting contract, the Vendor shall be able to offer and implement the most recent version of equipment and/or software available, which may include replacing obsolete equipment and/or software that is no longer supported by the manufacturer or the Judiciary. The Vendor shall notify the government’s designated official, when products are discontinued by the Original Equipment Manufacturer (OEM). The initial ordering or delivery of refurbished hardware will be prohibited.

B. High-Level Tasks’ Deliverables

ID

No. Deliverable Draft Due Date On-going /

Final Due Date 1 Signed NDA – All Contractor

Staff and Contractor Attendees

2 Contractor Workflow Diagram 3 Key Personnel Listing/POCs

(including contact information)

4 Project Schedule/Plan 5 Refresh/Enhancement Schedule 6 Demobilization/Replacement

Schedule

7 Communication Plan 8 Quality Control Plan 9 Transition Plan 10 Weekly/Monthly/Quarterly

Status Reports, Dashboard and Meeting Minutes

11 Corrective Action Reports 12 Travel Schedule

VI. RESPONSE SUBMISSION INSTRUCTIONS

A. Questions Submission

Interested Vendors may submit questions and clarification requests within its final package submission via email ONLY, no later than 12:00 PM ET, Monday, October 28, 9 | 10 P a g e

2019. Questions regarding the government’s requirements shall be clearly marked as QUESTIONS within the first section of the package submission. Interested Vendors shall pose inquiries related particularly to the requirements outlined within Section V, and request clarification on any ambiguous tasks. Questions shall be submitted in a typed document, MS Word or PDF preferred document, (with a font no less than 11 point, Calibri or Times New Roman), within no more than two (2) pages. Questions will not be answered prior to the sources sought close date, however, inquiries made may be used in an effort to redefine requirements within the solicitation.

B. Responses Submission

Interested Vendors may submit questions and clarification requests within its final package submission via email ONLY, no later than 12:00 PM ET, Monday, October 28, 2019. Questions regarding the government’s requirements shall be clearly marked as RESPONSES within the second section of the package submission. Responses shall address each of the subsections presented within Section IV, including A. and B.

Interested Vendors shall address what equipment would be used to satisfy the requirements, associated software, methods for packaging, shipping, and delivery, as well as local and remote installation, setup, testing, configuration, training, maintenance, refreshes/replacements, updates, warranty, manuals, reports, plans, frequency and potential approaches. Vendors may also provide information that may otherwise be omitted that would result in well-defined requirements.

Responses shall be submitted in a typed document, MS Word or PDF preferred document, (with a font no less than 11 point, Calibri or Times New Roman), within no more than four (4) pages. Documents presented within the response submission will not be returned prior. Vendors may provide diagrams, charts, photos and supplemental information in response to this notice within an APPENDIX section of its submission package, not to exceed four (4) pages, as included with its submission package. The cover page is not included in the overall total page count, as outlined in the table below.

Submission Document

Title Reference Section Page Limit

Cover Page* Requested Respondents (See Section II)* 1 (Not Included) Questions Questions Submissions (See Section VI. A.) 2 Responses Responses Submissions (See Section VI. A.) 5 Appendix Responses Submissions (See Section VI. A.) 4

Total Number of Pages for all Submissions 11

* Not included in response submission package total page count

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When submitting responses to this RFI, Vendors will be allowed to do so using electronic submission ONLY, and are encouraged to follow the instructions provided to ensure collection of your details. The email communication shall include: “RFI Response to the AOUSC’ Judiciary-wide Fingerprint Program” in the subject line.

Interested Vendors shall submit responses to this source sought, via email ONLY, no later than 12:00 PM ET, Monday October 28, 2019. All responses shall be submitted directly to the attention of the Contracting Officer, Anethra Facione at Anethra_Facione@ao.uscourts.gov

VII. GOVERNMENT’S LEGAL DISCLOSURE

A. Public Records AND Requests for Confidentiality

Any document submitted that contains confidential information must be watermarked as containing confidential information, and each page upon which confidential information appears must be marked as containing confidential information. The confidential information must be clearly identifiable to the reader wherever it appears.

B. Content of Responses

Responses should be based on the information contained in this RFI and any other relevant information the Vendor considers as appropriate. Respondents will not be notified of the results of this source sought notice, and no responses presented will be returned.

C. Cost(s) to Vendors

Participation in this RFI is strictly voluntary with no cost or obligation to be incurred by the Government. The Government is not obligated to and will not reimburse any respondents for information received as a result of this.

D. No Obligation to Issue Request for Quote/Proposal/Bid

The issuance of this sources sought notice does not obligate the government in any way to solicit for this requirement or will result in an award of a contract. The objective of this sources sought notice (i.e., request for information (RFI)) is to promote collaboration with the Vendor community and give Vendors an opportunity to comment on their commercial offerings and services as an interested party having the capabilities to meet the government’s requirements. At the Judiciary’s discretion, a decision to hold industry exchange meetings and/or demonstrations with some/all/none of the interested sources may be determined to gather more information after RFI responses have been submitted.

mailto:Anethra_Facione@ao.uscourts.gov mailto:Anethra_Facione@ao.uscourts.gov