DJO-OA-16-F-0081.pdf

FedBizOpps

Sources Sought Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from

User Profile Unless Entered)

DESCRIPTION See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Sources Sought Notice

Rev. March 2010

D

Acquisition Management Division (AMD) Contract Writing Tool

20531

DJO-OA-16-F-0081

05-20-2016

N

541512

Acquisition Management Division

DOJ, Office of Justice Programs

810 7th Street, N.W.

Washington DC 20531

Larrieka Knox

Contract Specialist

810 7th Street, NW

Washington, DC

20531

United States

Larrieka.Knox@ojp.usdoj.gov

DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

ACQUISITION MANAGEMENT DIVISION (AMD)

CONTRACT WRITING TOOL (CWT)

This Request for Information (RFI) is being released pursuant to the Federal Acquisition Regulations (FAR)

Part 10 Market Research. The information collected through the process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. This is NOT a Request for Proposal (RFP), and nothing shall be construed herein or through the Sources Sought process to commit or obligate the

Government to further action. In addition, vendors responding to this RFI shall bear all risks and expenses of any resources used to provide the requested information. The submission of capability information in response to this market survey is purely voluntary.

The Department of Justice (DOJ), the Office of Justice Programs (OJP) is issuing this RFI to identify qualified vendors having an interest in and possessing the resources and expertise to provide all supplies and services reasonably associated with the provision of the CWT. This Sources Sought is unrestricted and capability statements from all vendors shall be accepted.

The anticipated contract type is a hybrid of Time & Materials and Fixed Price. The anticipated period of performance is a base year plus four (4) option years commencing September 18, 2016. The anticipated place of performance will include some on-site work at AMD at 810 7th Street NW, Washington DC 20001, as well as the Contractor’s site and field locations.

Respondents to this RFI shall provide the following information:

a) Vendor background summary including, contractor name, address, DUNS, point of contact information, email, phone, website address, small business designation, and any GSA schedule number.

b) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

c) Past Performance - Provide a list of previous contracts where similar services were provided. Provide customer/Government Agency contact information where these services were provided including: contact name and organization, telephone number, and email address.

The Government will evaluate market information to ascertain potential market capacity to provide services consistent in scope described in this notice and otherwise anticipated.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point of entry site for further information.

Submission Instructions: Interested vendors who consider themselves qualified to perform the listed services are invited to submit a response to this RFI Notice by Friday, May 20, 2016 at 5:00PM EST. All responses under this RFI Notice must be emailed to Larrieka.Knox@ojp.usdoj.gov.

Statement of Objectives (SOO)

1.0 PURPOSE: The purpose of this SOO is to outline the requirements of the Office of Justice Programs

(OJP), Acquisition Management Division’s (AMS) Contract Writing Tool (CWT).

2.0 BACKGROUND: AMD currently utilizes a web-based system that is not integrated with any internal system. For this procurement, Phase-In support will be provided by OJP, Office of the Chief Information

Officer and AMD staff.

The government recognizes that the possibility of customization of this solution may be required but neither the contractor nor the government can define specific requirements at this time. Therefore, the government also requires the contractor to provide a rate schedule for development services/personnel that may be exercised as T&M based subtasks to this contract. The rate schedule shall provide committed costs for relevant labor categories (as defined by the contractor) for the base period and up to four (4) option periods.

The government intends to only exercise T&M subtasks for custom feature development and implementation.

3.0 SCOPE OR MISSION: The scope of the contract shall be limited to all supplies and services reasonably associated with the provision of the Contract Writing Tool (CWT), including all initial assessments and analyses, implementation planning, implementation services, training, hosting services, ongoing maintenance and support, and further development or customization as desirable and applicable. The implementation will occur in Phases. At this time, the CT will not be integrated with a financial management system but should possess the capability.

4.0 PERIOD AND PLACE OF PERFORMANCE: The period of performance shall be a base period with four (4) one (1) year option periods. Implementation is expected no later than March 18, 2017. Work will be performed at 810 7th Street, NW, Washington, DC 20510 and at the contractor’s site.

5.0 OVERALL OBJECTIVES:

5.1 Personnel: The contractor should provide knowledgeable, experienced staff with the proper skill sets required to complete this project. Key Personnel resumes are required. A detail of required and suggested personnel by labor category and function are also required.

5.2 Materials: The contractor will provide a “turnkey” web-based system inclusive of features, services, implementation, training and other such activities as necessary to comply with system functionality objectives. The contractor shall offer the system as a traditional material asset to be hosted in a contractor hosted service utilizing contractor provided, contractor operated, and contractor maintained infrastructure.

For DOJ hosted solutions, the contractor shall provide a detailed bill of materials defining hardware, software and network components offered or required to implement the turnkey solution. The government does not intend to provide hosting hardware or software under this contract. The government will provide facility environmental resources (floor space, power, HVAC) and network communications resources in accordance with specifications provided by the contractor. However, the mailto:Larrieka.Knox@ojp.usdoj.gov government reserves the right to provide hardware and software as specified by the contractor in cases where the government can realize cost savings by using existing purchasing agreements and vehicles.

For contractor hosted service, the contractor shall provide all hardware, software, facility and network services required to implement the proposed offering exclusive of the user workstations and DOJ communications services necessary to access the hosted service. The contractor will provide a document entailing resource and service specifications to be provided by the government to facilitate the web based access to the hosted service (minimum workstation configuration and characteristics, minimum network bandwidth projections and the like).

Except as noted herein, the government only intends to provide GFE workstations to the contractor located at the government site for the contractor’s use supporting the implementation and operation of the system.

5.3 Facilities: The contractor will be provided two workstations located within AMD for use prior to and up to one year after full implementation.

5.4 Organizational processes: Current OJP business processes will be provided upon award. The CWT is expected to be auditable to include time, date and username stamps for each action taken in the tool.

The contractor shall provide in their capability statement the internal controls and management oversight to be provided throughout the life of the contract. Tool shall have the ability to define workflow process based on, at a minimum, document type, user profile, etc.

5.5 Quotations: Quotations must be submitted in a phased approach. Each phase of the project must be clearly identified in detail to include, but is not limited to, identifying all sub-tasks, a detail of the sub-tasks, and assignment of responsibility for each phase and sub-task. Each phase and sub-tasks shall be a separate CLIN.

5.6 Implementation and Change Management Plan: The contractor shall provide an implementation and change management plan for the project with anticipated project deliverables and timelines, service levels. Implementation plans shall address cultural change management and strategies thereto, as well as, required posts-implementation activities. Implementation plans shall outline the level of

OJP resources and support necessary for the project with anticipated hours and time lines.

5.7 Customization Plan and Delivery Acceptance Criteria: The government recognizes the possibility of customization but at this pre-solicitation stage, the government has insufficient knowledge of contractor’s proposed solution to accurately predict and define the types and level of customization required. Such customization shall not, however, negatively impact, limit or significantly diminish the systems functional integrity. Customizations shall not prevent smooth upgrades into subsequent release levels of the base software. The tool shall not be custom designed. Therefore, the government requires the vendor to deliver a mutually agreed upon requirements document with deliverable acceptance criteria. The document shall provide:

5.7.1 a brief description of the offeror’s standard methodologies and practices regarding customization of the standard product for unique client requirements.

5.7.2 a brief description of sample customization requests received by clients with scope, level of effort and cost information.

5.7.3 a statement of the offeror’s philosophy with respect to how/if custom development requests become integrated into the mainstream product as a general availability feature of the standard product.

5.8 Implementation Plan: The contractor shall provide for OJP’s transition to the system in accordance with the implementation plan, including at a minimum, the migration of all current Agency data. The implementation plan should also include current system availability during implementation phase.

Implementation may also include any customization as may be required.

5.9 Training Plan: The contractor shall provide necessary training to OJP users by holding multiple on-site training sessions. The contractor will train AMD/OCIO staff in a “train-the-trainer” model so that

OJP may assume increasingly more responsibility in the training of its personnel following system transition. Contractor shall provide, and update as necessary, all training documentation in the form of an electronic user guide. The user guide shall be role specific, i.e. System Administrator, System

Users, etc.

5.10 Post-Implementation Plan: The contractor shall continue to provide support beyond system implementation through a pre-determined period of time or pre-determined events, as set forth in the implementation plan. Implementation shall not be considered as being complete until all post-implementation services are concluded.

5.11 Ongoing Support: Contractor shall provide a variety of ongoing support to OJP and the system, at a minimum, maintenance services, product upgrades and repairs, customization and support as requested and agreed to, as well as system exit and transition support.

5.12 Maintenance and Support: Contractor shall provide maintenance and support covering all products and services provided under the contract. Contractor shall provide all system upgrades, hardware and software, repairs and modifications. Contractor shall notify OJP a minimum of 30 days in advance of such upgrades and manage their implementation through completion.

5.13 Customizations: As requested by OJP and agreed to by the contractor, contractor shall provide customization services to OJP regarding any complimentary, supplemental, or ancillary functionality of the system. Such customized products shall be documented and agreed to by the parties prior to commencement.

5.14 Transition Support and System Exit: Contractor shall provide all system maintenance and support services through the expiration of the contract. Contractor shall provide additional support to OJP in the event that OJP transitions onto another system and contractor at the conclusion of the contract.

Such support shall at a minimum include: timely information sharing, data collection and transmission, and follow-up support after transition for a pre-determined time or event.

For offers based upon the contractor hosted solution, the government will be required to re-compete the program at the end of the contract period of performance. Subject to notice from the government regarding the final period of performance, the contractor will provide the following to facilitate extraction of government data from the hosted system/service.

5.14.1 A detailed data definition document that describes the data types, formats, relationships and other pertinent descriptive information regarding the federal data collected in the system.

5.14.2 A database schema document/model created using Erwin or an equivalent data modeling tool.

5.14.3 A data extraction or migration plan for exporting the data in an organized, readable form/format.

5.14.4 Data extraction/export services to execute the removal of government data from the hosted system and deliver same to the government.

5.15 Project Management: The contractor shall provide, at a minimum, a professionally accredited

Project Manager that will function as the primary contact and project lead for the contractor. Project

Manager shall establish a team and facilitate monthly team meetings through the assessment, implementation, transition, and operation and exit phases of the contract. Project Manager and other contractor personnel shall be available to attend any other OJP requested meetings arising from the system implementation. Project Manager will also facilitate the submission of required reports. A detailed Project Plan shall be required before commencement of work. The Project Manager shall be responsible for the updating of the project plan on a weekly basis.

5.16 Security Requirements: The tool shall meet or exceed all OJP security requirements as specified in

Appendix A, OJP Security Requirements.

5.17 User Roles and Responsibilities: Tool shall have the ability to assign user roles for each document type. Tool shall have the ability to restrict user access by identifying specific roles at the onset of each procurement.

5.18 Ownership: For the DOJ Datacenter hosted model, the government requires the vendor to convey the following ownership rights upon successful acceptance of the functioning system.

5.18.1 Sole ownership (title) to hardware acquired by the vendor and implemented in the government data center.

5.18.2 Perpetual use rights for any software license required to implement this system inclusive of the vendor’s proprietary product and any enabling 3rd party software such as a database, search engine, operating system, etc.

5.18.3 Full and exclusive ownership rights to software and intellectual property as may be developed for the offered solution where the development was funded exclusively by the government.

For the contractor hosted model, only section 5.18.3 shall apply where the contractor may require the government to install 3rd party enabling software on the government workstation in which case 5.18.2 and 5.18.3 shall apply.

5.19 System Requirements: The contractor shall provide a commercial off-the-shelf tool inclusive, at a minimum, of the following techncial functionalities, as well as system hosting requirements.

6.0 TECHNCIAL OBJECTIVES:

6.1 Forms: All GSA standard and optional forms should be included in the CWT.

6.2 Interfacing: The CWT should be able to interface with all government standard sites (i.e.

fedbizopps.gov, SAM, FPDS-NG, etc.). Specific interface requirements will be addressed as the procurement progresses.

6.3 Exporting/Output: All forms and attachments should be able to be exported into a .pdf or other document type.

6.4 Importing/Input: The CWT should allow for outside documents to be attached within the tool.

6.5 Purchase Requisition (PR): Tool shall allow users to create, or revise through a change process, purchase requisitions. PRs shall be preliminary to the creation and transaction of a solicitation or award document. Tool purchase requisition creation and management shall include documenting the funding source though not directly interfaced with a financial management system. Tool shall allow users to suspend, terminate, or reactivate purchase requisitions with appropriate corresponding action.

The tool shall allow for subsequent authorization(s) for purchase requisitions prior to creation of solicitation or award document. Purchase request authorization shall allow authorized users to view and modify funding data as the purchase request progresses through the approval process. Tool shall allow authorized administrators to suspend and terminate purchase requisitions.

6.6 Solicitation: Tool shall allow for online solicitation generation and publication. Solicitation generation shall include ability to create and amend a solicitation, import and pool relevant requisition(s) information, search for commodity codes, access information from previous solicitations, and provide for electronic release to government point of entry (GPE). Tool shall have the capability to interface with GSA Advantage and FedBizOpps.

6.7 Awards: Tool shall allow for various award types (i.e. purchase order, delivery order, task order, etc.)

based on offers received in response to solicitation conducted within the tool. Tool shall include a notification function that may alert all stakeholders of the completion of the solicitation process and of any resulting contract awards. The tool shall allow for Inter- and Intra-agency Agreements.

6.8 Contract Administration: The tool shall, at a minimum, allow authorized users to amend, extend, suspend and terminate contracts. Tool shall allow for tracking contracts by key dates, such as contract expiration data. Tool shall have the ability to maintain contract administration documents per contract. Tool shall have the ability to collect usage information as captures spend for the system contracts.

6.9 Order Receipt Documentation and Fulfillment: Tool shall provide for receiving functions, such as, acknowledgement by requestor of full or partial fulfillment of order, flagging fixed assets to be tagged, tracking outstanding orders, etc. Tool shall allow for the documentation of order receipt and acceptance. Upon receipt of supplies and services ordered, inspection and acceptance, the customer shall be able to log into the tool, view the various award documents, and electronically confirm receipt of the supplies and services. This receipt confirmation shall be retained with the respective award document.

6.10 Invoice: Tool shall have the ability to upload and route invoices for approval.

6.11 Transition Plan: The offeror shall include a Phase-In plan that ensures full implementation by March

18, 2017.

6.12 Optional Features: The offeror shall propose additional features that will enhance the overall functionality of the tool beyond the objectives stated within this SOO.

6.13 The tool shall utilize existing/future data management tools and modern analytical reporting tools, to include Business Intelligence capabilities, to provide system users with both the ability to provide accurate and timely acquisition resource data to decision makers and the ability to drill down through data from a highly aggregated level to transaction level detail. These tools will be capable of merging data from more than one source into common reports using standard, ad hoc, and dashboard reporting methods. These methods include using: tables, graphs, texts, calculated results, and threshold or exception reporting. These methods will also be dependent on standardization of the data or meta-data tagging, such as XML, in the various sources.