Attachment 1 SON.pdf

SATEMENT OF NEED (SON)

1. Project Title:

Active Navigation (Active Nav) License Agreement

2. Background Information and Objective:

This is a follow-on requirement in the Division of Technology Management (DTM), for the Records Management team. On June 28, 2019,Presidential Memorandum M-19-21 (Transition to Electronic Records) was enacted that directs all Federal agencies to: Ensure that all Federal records are created, retained, and managed in electronic formats, with appropriate metadata;

and be consistent with records management laws and regulations, develop plans to close agency-operated storage facilities for paper and other, analog records, and transfer those records to Federal Records Centers operated by NARA or commercial storage facilities.

Since 2020, Active Navigation’s Discovery Center has been in production and used as an advanced file analysis software deployed to analyze and manage digital file environments at SAMHSA. To comply with Presidential Memorandum M-19-21, Active Nav will help ensure that all Federal records are created, retained, and managed in electronic formats, with appropriate metadata. Active Navigation is a recognized industry leader in providing unique file analysis software for the discovery, transformation, and ongoing control of unstructured data throughout an enterprise.

3. Generic Name of Product:

File analysis software (for the discovery, transformation, and ongoing control of unstructured data throughout an enterprise)

4. Salient characteristics:

Vendor shall provide Active Navigation brand-name only licenses with the following salient characteristics.

• Discovery – Discovery Center provides the ability to open or penetrate several different file types for content search/discovery and evaluate content within the file itself

• Clean-Up – Identify duplicate and near duplicate files for evaluation and deletion at a binary level, of duplicate files/records

• Redundant Data/Files - Data is analyzed at a content and binary level, regardless of filename, and pointers to source files are created to eliminate duplicate data

• Retention Modeling – Discovery Center provides a data modeling tool for retention modeling

• Management – Using categorization capabilities content is bucketed into record series to support managing and purging of records

• Search – The product can crawl through content storage areas to include SharePoint, Exchange, share drives, Amazon S3 or Amazon Simple Storage Service, G-Suite, Office 365, and more

• Migration – Active Navigation’s Discovery Center provides capability for migration of files to specific designated locations

• File analysis includes the following:

1. Information Governance

2. Risk mitigation

3. Reduction in footprint required file storage

4. M-19-21 Compliance

5. Cloud migration

• Develop rule-based records taxonomies and file plan structures that can be used to discover and auto-categorize files into retention schedules.

• Manage this content in place or migrate it to restructured file shares or other systems.

• Provide an automated method of monitoring ongoing compliance with information governance policies and periodically updating taxonomies and records metadata.

5. Quantity:

1. Part # AN-INT-MIG-MAINT-A, Description Band A 12-Months maintenance and support, intelligent migration up to 10TB, QTY 1

2. Part # AN-SP-CONN-TER, SharePoint Connector 12-month term, QTY: 1

3. Part # GSA-DMS-II, professional services hours, QTY: 50

6. Anticipated Period of Performance:

Base Year: 9/2023 to 9/2024.

Option Year 1: 09/2024 – 09/2025 Option Year 2: 09/2025 – 09/2026 Option Year 3: 09/2026 – 09/2027

7. Training:

N/A

8. Other Requirements / Compatibility Requirement / Performance Requirement SAMHSA has ActiveNav installed in the AWS Commercial Cloud on a EC2 instance – Microsoft Windows Hyper-V Server 2019 version 1809 (OS Build 17763.4645).

Additionally, it is using Microsoft SQL Server 2017.