RFI-Investigative Case Mgmt Data Ecosystem_UPDATE.pdf

UNCLASSIFIED

Department of Justice (DOJ) / (U) REQUEST FOR INFORMATION Drug Enforcement Administration (DEA)

UPDATE: 14 October 2025 DATE: 01 October 2025

REQUIREMENT NAME: Investigative Case and Data Ecosystem (ICDE)

1.0 REQUEST FOR INFORMATION (RFI) PURPOSE AND DISLAIMERS

The Drug Enforcement Agency Administration (DEA) is issuing the following Request For Information (RFI) to obtain market research information related to DEA’s Investigative Case and Data Ecosystem requirements.

This RFI does not constitute a Request for Proposal (RFP) and is not to be construed as a commitment by the Government. In accordance with the Federal Acquisition Regulation (FAR) clause 52.215-3, Request for Information or Soliciting for Planning Purposes, please be advised that this is an RFI only, and does not obligate the Government to reimburse any cost associated with preparation and/or submission of a capabilities statement. This RFI neither guarantees that the Government will issue an RFP, nor that it will award a contract for these services.

This RFI may be used to determine an acquisition strategy for this requirement, and failure to respond to this RFI may preclude participation in any subsequent acquisition. For example, if the market research conducted via this RFI indicates that two or more small business entities are capable of performing the requirements, the effort may be solicited as a small business set-aside, or if market research indicates only one vendor is capable, a Fair Opportunity Exception (FOE) may be requested. However, in no instance will a respondent’s capability statement be used as a proposal.

2.0 ATTACHMENTS:

1. List of DEA Requirements

3.0 REQUEST FOR INFORMATION NUMBER: DEA-ICDE-2026

4.0 REQUIREMENT OVERVIEW

The digital age has brought about an unprecedented surge in the generation, collection, and storage of vast amounts of information. This presents both opportunities and challenges for the DEA. The proliferation of digital technologies, surveillance systems, social media platforms, and interconnected systems and databases empowers the DEA workforce with access to a wealth of information, opening new avenues for investigation, drug poisoning prevention, and strategic decision-making. However, the sheer volume and diversity of data also pose significant challenges in terms of extraction, standardization, analysis, interpretation, and visualization.

Adapting to this informational landscape will reshape how DEA operates and underscores the critical role of data in combating organized cartel structures. This shift also emphasizes the networked nature of the threat, offering opportunities to map, identify, and target networks through data, particularly as traditional investigative tools face growing limitations in the evolving landscape.

AREAS OF INTEREST: The requirements are subject but not limited to;

1. Commercial off the Shelf Case Management Systems

2. Case Management Tools and Customization

3. Reporting and Auditing (i.e., compliance with DEA investigative reporting policies)

4. Case and Task Management: Case/Investigation management to include document workflow and approvals

5. Data Sorting and Analytics

6. Criminal organization network Mapping

7. Cloud Migration: Technologies that can enhance our current infrastructure including hybrid approaches.

8. Security: Robust security measures safeguarding sensitive data and mitigating cybersecurity risks.

9. System Configuration: Integration capabilities with existing systems and platforms to ensure seamless transition and interoperability

10. System Integration

11. Federal Cybersecurity Compliance (e.g., FEDRAMP)

12. Enterprise solution supporting worldwide operations.

13. User-friendly interfaces and intuitive functionalities to enhance employee productivity and customer experience.

14. Ongoing support, maintenance services and enterprise training to ensure optimal performance and uptime.

15. Integration of geospatial and temporal analysis, visualization and AI.

16. Data migration strategy for existing legacy case management system.

5.0 REFINEMENT OF REQUIREMENTS

DEA’s current Case Management environment: DEA currently uses the Investigative Management Program and Case Tracking (IMPACT) system for Investigative and Case Management needs. IMPACT is a DEA system that is managed, operated, and maintained by DEA’s Information Systems Division (TC). IMPACT provides DEA personnel to create, edit, log, search, manage, track, report, and audit (compliant with DEA policy) DEA cases and relevant documentation.

DEA’s Investigation Environment Future State:

Base Case Management System: DEA is assessing the capabilities of available law enforcement investigative case reporting, evidence tracking, and data management software to replace IMPACT and augment current systems DEA utilizes to meet law enforcement, forensics, and drug related requirements. A case management system supporting DEA’s law enforcement community requires a web-based intuitive user-friendly interface (Section 508 compliance), the ability for document management (manage workflows, audit data input to ensure compliance (i.e., DEA policy) and audit trail (e.g., time-stamped records, user ID tracking, role- and permission based access control, etc.), be minimally customizable solution for agency specific needs, provide deconfliction capabilities, internal requests for case assistance and/or funding from field elements to headquarters, and evidence submission and chain of custody (Digital Signatures) tracking. The case management system should have the following technical requirements: integrate with other federal systems (e.g., APIs), ensure high levels of security and compliance (e.g., FedRAMP High, FISMA, CJIS, etc.), cloud-based or on-premises or hybrid deployment models, and user roles and permissions (e.g., RBAC an ABAC).

DEA Investigative Ecosystem: Further, DEA is assessing the possibility of a full DEA ecosystem with a combination of the base case management system (see above) and leverage existing capabilities for data search and analytics (i.e., analytics to identify patterns, trends, and intelligence), a tailored CRM system for case management and user interaction, GIS for spatial analysis, BI tools for visualization, and specialized technologies for facial recognition and other biometrics, enable secure communication and collaboration across internal teams, interoperability and data exchange (e.g., XML, and JSON), mobile friendly or dedicated mobile apps for a portion of the system at the discretion of the Government and based on operational requirements for field use, support for multilingual capabilities, and incorporate AI/ML capabilities. These would form a comprehensive and technologically advanced system meeting the diverse needs outlined for a DEA law enforcement platform.

6.0 ORGANIZATIONAL CONFLICT OF INTEREST INFORMATION

Organizational Conflict of Interest (OCI) for this RFI pertains to demonstrated compliance. As such, replies from industry partners interested in this opportunity must clearly demonstrate their understanding and strict compliance as this RFI pertains to FAR Subpart 9.5:

Contractors must strictly avoid any potential organizational conflict of interest (OCI), including the appearance of a perceived OCI condition, and/or prior existence of an OCI condition, by disclosing any potential conflicts to the contracting officer and taking steps to mitigate or avoid them, often by following Federal Acquisition Regulation (FAR) Subpart 9.5 which outlines procedures for identifying and managing OCIs; this includes situations where a contractor might gain an unfair competitive advantage through prior knowledge of government requirements due to previous work with the Drug Enforcement Administration.

Key points about OCI guidance for contractors are as follows:

• Disclosure is key: Contractors must actively disclose any potential conflicts of interest to the contracting officer, even if they seem minor.

• Avoid biased ground rules: A contractor should not be involved in developing specifications or requirements for a future contract where they intend to compete.

• Unequal access to information: If a contractor has access to sensitive government information that could give them an unfair advantage in a competition, they must manage that information appropriately.

• Mitigation strategies: If an OCI is identified, the contractor will need to demonstrate they have taken steps to mitigate the conflict, such as recusing personnel involved, creating information barriers, or modifying their proposal.

• Compliance with FAR Subpart 9.5: The DEA expects contractors to comply with the FAR Subpart 9.5 and all relevant supplemental guidance regarding organizational conflicts of interest, which outlines procedures for identifying, evaluating, and addressing potential conflicts.

In responses to the questions below, please provide past performance (contract number, government point of contact/telephone number/email) that accurately substantiates and supports your role as a contractor with performance similar in size and complexity to the DEA’s requirement. Past performance must be reported in a manner that shows Official Conflict of Interest (OCI) has been preserved.

7.0 PERIOD OF PERFORMANCE

The anticipated period of performance is one base year with four, one-year options.

8.0 RFI SUBMISSION INSTRUCTIONS

All eligible vendors are requested to submit their responses electronically NLT 12 December 2025 at 1:00PM EST 31 October 2025 at 4:00PM EST. Negative responses (not interested and/or not capable) are also requested. All communications shall be submitted via email. Telephone call with not be entertained. Please submit responses to the following POCs:

1. Laura Over – Contracting Officer (laura.e.over@dea.gov)

2. Rebecca Taylor – Project Owner (Rebecca.a.taylor@dea.gov)

Responses should be prepared in accordance with the vendor’s determined format. Vendors should respond to each item below. Vendors should limit their responses to no more than two 8.5 x 11 sheets per question/item, with font size no less than 12-point.

Responses are expected to be Unclassified. However, if certain pieces of information must exceed this level of classification, responses must be classified appropriately, must be portion marked, and sent electronically using the network appropriate to the information classification level. The overall classification should be marked at the top and bottom of each page. Vendors should include information on the Security Classification Guide (SCG) used to classify the document on the front page of the submittal. If submissions include proprietary information, such submissions must properly label that information and clearly indicate any limitations on its disclosure. Respondents are also requested to inform of any potential or actual Organizational Conflict of Interest (OCI) that may arise relevant to the subject matter in the RFI response.

Please contact the RFI’s POCs to request email addresses/delivery instruction for information that is higher than Unclassified.

Vendors who are capable and interested in this opportunity are requested to respond to all sections below. Vendors who are not capable and/or interested in this opportunity are requested to only complete Sections 1-3.

mailto:laura.e.over@dea.gov mailto:Rebecca.a.taylor@dea.gov

NOTE: The Contractor MUST overtly demonstrate experience, technical knowledge, and Past Performance in all listed competence areas.

9.0 REQUEST FOR INFORMATION:

1. (U) COMPANY INFORMATION:

COMPANY NAME: CAGE CODE:

POC(NAME/PHONE/EMAIL): UEI:

2. WHAT IS YOUR COMPANY’S SOCIOECONOMIC STATUS UNDER NAICS 541611

SMALL (please specify type) LARGE

3. WHAT IS YOUR COMPANY’S SOCIOECONOMIC STATUS UNDER NAICS 541330

SMALL (please specify type) LARGE

4. (U) IS YOUR COMPANY CAPABLE/INTERESTED IN THIS OPPORTUNITY?

Yes / No (If no, any information regarding why you are not interested/capable is appreciated.

If yes, please proceed to Question 4)

5. CAPABILITY QUESTION A:

The Government requires either:

1. A Commercial Off-shelf (COTS) Case Management System, minimally customized solution to meet the law enforcement needs of DEA. If recommending a SaaS or COTS solution, please identify the solution, version, and your relationship to the Publisher/Provider; or

2. A Hybrid COTS and Open-Source Custom Development solution, properly configured to meet the criminal law enforcement needs of DEA.

Identify and describe your recommended solution

6. CAPABILITY QUESTION B:

DEA requires the incorporation of current and NextGen Business Intelligence (BI) tools to provide comprehensive visualizations, aiding in the interpretation of complex datasets and supporting strategic decision-making.

Describe your recommended approach to incorporating, maintaining, and progressing Business Intelligence tools and capabilities to meet DEA’s requirements.

7. CAPABILITY QUESTION C:

Define your approach to Open-Source Intelligence (OSINT) as applicable to DEA’s requirements. How is OSINT used to support the Case Management system and the greater

Investigative Ecosystem and how is OSINT used to support system integration and user interface.

8. CAPABILITY QUESTION D:

DEA’s Law Enforcement mission is unique and targeted. Define the minimally customized solution of your proposed software and how your company would ensure that DEA’s and the end user needs are met.

9. CAPABILITY QUESTION E:

Outline your approach to collaboration with appropriate DEA stakeholders to ensure successful integration, integration of existing capabilities, systems, and data, reduce downtimes, and meet the required security levels/certifications.

10. CAPABILITY QUESTION F:

Describe the user experience for DEA end users (e.g., investigators, analysts, chemists, developers, system administrators, etc.).

11. CAPABILITY QUESTION G:

Describe your approach to maintenance, Help Desk support, DEA Program Office / End User Support, Training to include Train-the-Trainer and Roll-Out strategy across DEA enterprise.

12. CAPABILITY QUESTION H:

Describe your experience and approach to integration with relevant/salient systems (Financial Management, Prescription Drug Reporting, Evidence tracking, Device tracking, etc.) both internal and external to DEA in support of Federal Law Enforcement requirements. Provide details regarding level of effort, timelines, processes, maintenance, data collection, etc.

1. Are there any systems that integration is not possible?

2. How would your company assess, and approach systems identified by DEA for integration.

13. CAPABILITY QUESTION I:

Has your organization previously integrated a similar Case Management System into a Government environment, including unclassified, classified, and secure networks? If yes, please provide the details (including approximate total contract value and contract number) of at least two (2) contracts. It is highly preferred that examples be from within the past three (3) to five (5) years. (Vendors may submit two pages as defined above for each contract example.)

Please provide information regarding your contract experience including but not limited to:

1. Was this solution a new case management solution or did it replace a legacy system while maintaining backward compatibility? If a legacy system was replaced, was the data migrated?

Provide details of the size and scope of the migration.

2. Did this case management solution require the integration of one or more systems or applications? Provide details on how this solution worked to provide a seamless end user experience for a case management system.

3. Was this solution implemented and deployed in the mobile environment (cellphone and/or tablet)?

4. Did this solution utilize advanced technologies like Artificial Intelligence (AI), Machine Learning (ML), and Robotic Process Automation (RPA)? Please provide details.

5. Establish and manage one or more sets of users with independent workflows, roles, and access controls.

14. CAPABILITY QUESTION J:

Describe your approach to maintaining its adaptability to change and promptly responding to emerging threats, changing patterns, and evolving sources and volumes of data. Adaptability also extends to the integration of cutting-edge data analytics tools and techniques, to extract meaningful insights from increasingly complex datasets.

15. CAPABILITY QUESTION K:

Describe your approach to deploying DEA’s requirement from an Initial Operating Capability (IOC) System to a Full Operating Capability (FOC) System? Provide how you define IOC and FOC and what capabilities were implemented for each phase?

16. CAPABILITY QUESTION L:

How has your company ensured data transparency was implemented to safeguard the customer’s capability to extract, integrate, and analyze data using whatever tools and repositories best serve customer needs?

a. Specify the tools and repositories used.

b. Identify any metrics applicable (i.e. user count, transactions on a daily/weekly basis, volume of data, frequency of ingest, etc.)

17. CAPABILITY QUESTION M:

Outline your approach to customization for evidence tracking and management.

18. CAPABILITY QUESTION N:

Based on the information provided regarding DEA’s Investigative Case and Data Ecosystem requirements, what, if anything, DEA not accounted for that needs to be addressed and would impact the success of the contemplated ecosystem?

19. CAPABILITY QUESTION O:

Outline the recommended deliverables, Service Level Agreements (SLAs), Service Summary Items (SSIs), and performance thresholds for DEA’s ICDE requirement.

20. CAPABILITY QUESTION P:

What are the recommended Contract characteristics for a requirement of this nature?

1. Contract Type

2. Selection Process (LPTA, Best Value)

3. Evaluation Factors

4. Evaluation Criteria

5. CLIN Structure

6. Terms and Conditions

7. Appropriate PSC

8. Appropriate NAICS

9. Etc.

21. CAPABILITY QUESTION Q:

Information and Personnel Security: Explain what security requirements winning vendor must possess.

22. CAPABILITY QUESTION Q R:

Describe your approach to the evaluation of legacy systems and data to build data migration strategies.

10.0 ROUGH ORDER OF MAGNITUDE (ROM) REQUEST

The Government requests Vendors to provide an, as detailed as possible, rough order magnitude outlining, at a minimum, the following anticipated cost factors:

1. Licensing Costs

a. Provide Average Annual Cost for this experience

b. Provide Licensing Structure (i.e. per user, per core, etc.)

c. Provide Pricing Tiers if applicable

d. Additional/Add-on Licenses (i.e., Shadowdragon)

e. Additional Fees (as applicable)

i. What the fees are derived from

2. Cloud/Software Costs

a. Identify the Hosting CSP and Environments (i.e. GovCloud vs Vendor Cloud or Hybrid)

b. Provide Average Annual Storage Costs for this experience

c. Provide Average Annual Compute Costs for this experience

d. Provide Software versions and license counts if applicable

3. Implementation/Integration Labor Costs

a. Provide Average Annual Development Costs

i. Provide number of Full Time Employees (If possible, Labor Categories)

b. Provide Average Annual Operations and Maintenance Costs

i. Provide number of Full Time Employees (If possible, Labor Categories)

4. Training and Documentation

5. Data Migration or egress costs

6. Costs between different FedRAMP environments

7. AI related costs

The Government requests that Vendor’s identify which cost inputs directly relate to DEA’s discussed Case Management System future state and DEA’s discussed Investigative Ecosystem future state (See Section 5.0 REFINEMENT OF REQUIREMENTS).

CONCLUSION:

This RFI is intended to afford the open market an opportunity to provide comments regarding this effort to the Government. The Government will not be conducting a Q&A period due to updated submission timeline and organizational priorities. The Government will conduct a Q&A period for this RFI. The Government will accept questions from interested vendors NLT 31 October 2025. Questions received after this deadline will not be included in DEA’s “Answers”.

The Government reserves the right to hold industry engagement opportunities, virtually or in-person, with any responsible and capable vendor and may contact vendors for demonstrations based on responses provided to this RFI. If the Government determines that vendor engagement meetings/demonstrations, ALL EXPENSES INCURRED AS A RESULT IS THE VENDORS

RESPONSIBILITY. THE GOVERNMENT WILL NOT FUND OR REIMBURSE ANY

EXPENSES.

Reference materials and counts

Number of cases

User Role and Number of Users

Number of forms from Legacy IMPACT 2.10 and current Production IMPACT

Database and table sizes

TableNam e TotalSpaceKB TotalSpaceMB TotalSpaceGB TotalSpaceTB Table 1 72 0 0 0 Table 2 17,385,656 17,386 17 0 Table 3 16 0 0 0 Table 4 8,216 8 0 0 Table 5 313,576 314 0 0 Table 6 1,344 1 0 0 Table 7 576 1 0 0

Table 8 432 0 0 0 Table 9 7,600 8 0 0 Table 10 503,054,248 503,054 503 1 Table 11 23,336 23 0 0 Table 12 501,544 502 1 0 Table 13 32 0 0 0 Table 14 71,040 71 0 0 Table 15 66,752 67 0 0 Table 16 78,080 78 0 0 Table 17 12,076,488 12,076 12 0 Table 18 24 0 0 0 Table 19 16 0 0 0 Table 20 53,928 54 0 0 Table 21 36,320 36 0 0 Table 22 1,195,160 1,195 1 0 Table 23 16 0 0 0 Table 24 552 1 0 0 Table 25 168,560 169 0 0 Table 26 1,047,104 1,047 1 0 Table 27 1,512 2 0 0 Table 28 144 0 0 0 Table 29 144 0 0 0 Table 30 20,736 21 0 0 Table 31 2,868,472 2,868 3 0 Table 32 72 0 0 0 Table 33 675,200 675 1 0 Table 34 7,481,816 7,482 7 0 Table 35 155,160 155 0 0 Table 36 72 0 0 0 Table 37 784 1 0 0 Table 38 44,712 45 0 0 Table 39 216 0 0 0 Table 40 39,120 39 0 0 Table 41 18,096 18 0 0 Table 42 172,930,480 172,930 173 0 Table 43 329,424 329 0 0 Table 44 - - - - Table 45 239,925,048 239,925 240 0 Table 46 40 0 0 0 Table 47 4,547,640 4,548 5 0 Table 48 62,932,176 62,932 63 0

Table 49 144 0 0 0 Table 50 1,556,864 1,557 2 0 Table 51 159,904 160 0 0 Table 52 6,164,784 6,165 6 0 Table 53 142,240 142 0 0 Table 54 184 0 0 0 Table 55 6,800 7 0 0 Table 56 21,579,264 21,579 22 0 Table 57 24,808 25 0 0 Table 58 - - - - Table 59 - - - - Table 60 4,944 5 0 0 Table 61 416 0 0 0 Table 62 - - - - Table 63 36,320 36 0 0 Table 64 1,290,680 1,291 1 0 Table 65 16 0 0 0 Table 66 46,384 46 0 0 Table 67 8,800 9 0 0 Table 68 351,272 351 0 0 Table 69 16 0 0 0 Table 70 72 0 0 0 Table 71 201,008 201 0 0 Table 72 10,512,496,079 10,512,496 10,512 11

11,572,132,751 11,572,132.75 11,572.13 12