Preproposal conference briefing 0312 oaq full v3.ppt

AGENDA

Welcome

Administrative Remarks

Introductions

AGENDA (Cont’d) RFP Review

Section C Section B Section L Section M

Please hold all questions until after the break

All questions must be written on the index cards provided, put name & company on card Only answers posted in writing are official Government responses

Break

Government Response to RFP Questions received 3/12/10

Question and answer session

Closing remarks

Computer Aided Dispatch Information System

Pre-proposal Briefing – Section C

March 16, 2010

1.0 INTRODUCTION

Federal Protective Service (FPS) has CADIS stakeholders in 4 divisions:

Communications Management Division (MegaCenter Operations) Risk Management Division Uniformed Operations Division (Law Enforcement) Threat Management Division (Investigative) Firearms and Training Division (Law Enforcement Training)

FPS is transitioning from Immigration and Customs Enforcement (ICE) to the National Protective Programs Directorate (NPPD)

ICE OCIO provides IT support and IT Project Management for FPS systems development, implementation, and O & M

2.0 BACKGROUND (Cont’d)

FPS manages dispatches and incidents from 4 MegaCenters

Operating in pairs, one backs up the other MegaCenter in the pair

Suitland, MD and Battlecreek, MI Philadelphia, PA and Denver, CO

Current capabilities do not adequately support the FPS mission:

Manual processes, not enough automation of the workflow Non-standard data management between MegaCenters Lack of a Graphical Information System (GIS) capability Lack of complete performance measurement capabilities Limited emergency fail-over and load sharing Lack of Standard Operating Procedures across MegaCenters

2.0 Background (Cont’d)

CADIS will replace:

The Dispatch Operations Log (DOL) incident management system Web Records Management system (WebRMS) for case reports

CADIS will provide 3 major components:

Computer aided dispatch Incident management with records management and reporting Graphical Information System maps

CADIS goals support the missions of DHS and FPS:

DHS’s mission is to lead the unified national effort to secure the country and preserve our freedoms FPS’s mission is to keep America safe by mitigating risk to federal facilities and their occupants

2.1 ENVISIONED CAPABILITY

Comprehensive computer aided dispatch capabilities based on Standard Operating Procedures in each MegaCenter

Three dispatch roles: Alarm Monitor, Call Taker, and Dispatcher

Interface to and compatibility with other DHS, ICE, FPS and NPPD systems according to the DHS enterprise architecture

Records management that collects, shares, and reports incidents based on the NIBRS standards

Ensures efficient call center management by automating data collection, call routing, and viewing call history

GIS mapping to improve vehicle routing & tracking

FPS requires 2D views of building exteriors and interiors Vehicle routing and tracking are future capabilities

2.1 ENVISIONED CAPABILITY (Cont’d)

GIS will be used only in the MegaCenters initially

Environmental Systems Research Institute (ESRI) is the GIS data source accessed via an interface to RAMP No GPS capability currently exists in the MCDs or vehicles.

Additional Envisioned Capabilities:

2.2 CADIS DEPLOYMENT CONSIDERATIONS

CADIS will initially be deployed in the 4 FPS MegaCenters

CADIS may be moved to a DHS Data Center in the future

For the MegaCenters there will be a total of 100 concurrent workstation users

For the 900 Law Enforcement Officers, there will be 500 concurrent MCD users. This capability will be phased in after deployment at the MCs

20 operations consoles at Suitland, 19 at Battlecreek, 18 at Denver and 14 at Philly are used for the Alarm Monitor, Call Taker, & Dispatcher functions

Records Management and Reporting:

at the 4 MegaCenters throughout 11 regions across the U.S.A, at HQ in Washington D.C.

and at the FLETC Training Center in Glynco, GA about 1700 RMS users, 800 concurrent

2.2 CADIS DEPLOYMENT (Cont’d)

Software deployment to the HQ, regional offices, MCDs and Glynco shall be done via Big Fix utilities by the Government.

The vendor shall create Microsoft Software Installers for Big Fix Deployment to the computers at the MegaCenters is manual and will be done by the Government.

MCDs used in the field shall connect to the DHS network via aircards

Bandwidth for MCDs in the field will be limited to the bandwidth of the aircard

MCDs and workstations at the MCs can also be direct connected to the DHS network in an office via an Ethernet connection

CADIS shall be capable of integrating alarm location, floor plans, and building data. This is required for a future envisioned capability

2.2 CADIS DEPLOYMENT (Cont’d)

CADIS will interface with RAMP to obtain all information on over 10,000 FPS-responsible facilities, including GIS alarm location and floorplan data

Each building has an unidentified number of floors (one to many) This is required for a future envisioned capability

Each MegaCenter (MC) has its own Radionic 6600 alarm receivers that interface to the Security Information System (SIS). SIS will provide alarm data to CADIS

Each MC maintains an independent database for alarm data

Each MC each database contains a unique set of alarms. In the event of failover to another MC, the receiving MC will monitor all alarms for the failed MC, as well as their own.

2.3 BEST PRACTICE IMPLEMENTATION

FPS shall adapt computer aided dispatch industry best practices and standard operating procedures for use by CADIS dispatchers & LEOs

FPS is looking for a balance between technology implementation and SOP implementation to improve and streamline overall operations

The selected vendor shall work with FPS to develop SOPs for CADIS for the MegaCenters, Regional and HQ offices

The contractor shall execute PMI best practices from the PMBOK and follow the ICE SLM work pattern for COTS/GOTS products

3.0 SCOPE OF WORK

The contractor shall perform the work defined in the SOW

Procure the COTS product & provide licensing based on the most cost-effective approach that will meet FPS requirements

Provide training materials and conduct training

Integrate the COTS solution with DHS, ICE & other government systems identified in the SOW

Provide a proven integrated computer aided dispatch, records management & GIS system that meets FRD requirements

4.0 APPLICABLE DOCUMENTS

All of the following documents are listed in section 4.1, 4.2, & 4.3 of the SOW and are available on Fed Biz Opps

4.3 COMPLIANCE WITH STANDARDS & PROCEDURES

The Contractor shall ensure that the delivered system is in full compliance with:

DHS Enterprise Architecture ICE System Lifecycle Methodology (SLM, which complies with DHS SDLC) ICE Security Guidelines and Regulations (DHS MD 4300A)

The Contractor must comply with all technology standards and architecture policies, processes & procedures defined in the DHS

& ICE OCIO Architecture Division publications

The Contractor shall not deviate from these technology standards, regulations, & procedures without written approval from the Government

5.0 SPECIFIC TASKS

The requirements listed in section 5.0 and its subsections are a representative sample of the complete requirements that are specified in the CADIS FRD

The complete requirements listed in the CADIS FRD comprise the requirements that must be fulfilled by the delivered system

The requirements specified in the CADIS FRD override and supersede those listed in sections 5.0 of the SOW

5.1 PROGRAM MANAGEMENT SUPPORT

The Contractor shall establish & implement operating procedures and oversight activities necessary for:

Project planning Work Breakdown Structure activity scheduling Quality assurance processes based on requirements trace-ability, formal test plans, test cases & test processes Risk management to include project cost and schedule risks, deployment risks, risk of implementing SOPs, & etc.

Centralized administrative, clerical & documentation support Project metrics analysis & Earned Value Management CMMI level 2 compliance in all phases & aspects of project management

5.1 PROGRAM MANAGEMENT SPT (Cont’d)

The Contractor shall develop and deliver:

A Project Management Plan:

including a WBS project schedule that tracks all work activities and employs a Critical Path Methodology identifies all milestones, activities and deliverables on a schedule to be agreed to by the Government

Meeting agendas, meeting minutes, weekly & monthly status reports & participate in daily status conference calls

5.1 PROGRAM MANAGEMENT SPT (Cont’d)

The Contractor shall develop and deliver:

A Risk Management Plan & a Risk Management Matrix that identifies, tracks and provides for risk mitigation

Monthly Performance Status Reports and Earned Value Management Reports

5.2 CADIS COTS CAPABILITIES

The Contractor shall provide a COTS based computer aided dispatch system that shall have the capability to:

Support the Alarm Monitor, Call Taker, and Dispatch functions and support Law Enforcement Officer operations

Collect, modify, store, retrieve, and process record management and geographic data

Provide a level of scalability for integration with other DHS, ICE, FPS and NPPD systems

Always be in compliance with emerging DHS enterprise architecture.

5.2 CADIS COTS CAPABILITIES (Cont’d)

In addition to the items listed in section 2.1 and the CADIS FRD, the Contractor shall:

Support development, test & integration, and user acceptance testing environments with Government Furnished Equipment

Add backup processes and contingency plans that shall include manual processing of data during controlled outages in case of disaster

Deliver documentation to and maintain it in, the government provided Electronic Library Management System (ELMS)

5.3 SOFTWARE CONFIGURATION & IMPLEMENTATION SUPPORT

Within 45 days after contract award, the Contractor shall provide in the Project Management Plan:

an initial report detailing their architectural & COTS based system configuration approach their implementation strategy their documentation gate review approach

The Contractor shall provide implementation support for:

deploying the application to the servers at the MegaCenters, to the client workstations at the MegaCenters, HQ and regional offices, and Glynco

5.3 SOFTWARE CONFIGURATION & IMPLEMENTATION SUPPORT

CADIS shall be implemented at the 4 MegaCenters in concurrent pairs:

Suitland MD and Battlecreek MI is one pair Denver CO and Philadelphia PA is the other pair These sites back each other up and each serves as the Disaster Recovery site for the other in the pair

The Contractor shall support FPS in developing SOPs for all functional roles at the MegaCenters, HQ and regional offices

Implement software that allows users to view historical data for user activities in the system

5.3 SOFTWARE CONFIGURATION & IMPLEMENTATION SUPPORT

Implement software that allows for online search capabilities on incident data without the need to generate ad-hoc reports

Flag incidents in a way that permits prioritizing potential leads for investigations by FPS Inspectors or other Federal LEOs

Conduct testing according to the ICE SLM COTS/GOTS work pattern

Maintain software development libraries to facilitate development, testing, and implementation of the software

5.4 CADIS DEPLOYMENT CONSIDERATIONS

CADIS shall be completely installed, configured, testing, implemented and operational for at least 3 months in the 4 MegaCenters prior to deploying to the MCD users

All dispatch and system administrator users shall be trained prior to operational implementation of the system

Geographic location of client computers:

Dispatch clients, including Alarm Monitors and Call Takers, are located at the 4 MegaCenters Regional reporting clients, including desktop and MCDs are located nationwide and organized into 11 regions, plus HQ

The Government shall provide or fund the acquisition of the servers, workstations, and MCDs required for the development of CADIS

5.4 CADIS DEPLOYMENT CONSIDERATIONS

Deployment, installation, and configuration of servers and workstations, along with their operating systems, including upgrades, will be accomplished by the Government with support being provided by the Contractor

The client application components at the MegaCenters will be manually installed by the Government

The client application will be pushed to the workstations and MCDs outside the MegaCenters by the Government using Big Fix

The Contractor shall provide the Microsoft Software Installation (MSI) used by Big Fix to deploy the application components, including upgrades

5.5 DATA MIGRATION & TRANSITION

The Contractor shall prepare a detailed Data Migration Plan after contract award, according to the SLM, that includes:

Data discovery and analysis Mapping and migration planning Data Extraction, Transformation and Loading (ETL) A migration strategy and technical approach Provisions for trial conversions Data cleansing and validation Full migration & deployment to the production environment A cost/benefit analysis to determine if the effort is worth it

File formats for the Dispatch Operations Log (the current dispatch system) and WebRMS (the current reporting system) will be provided during the Requirements Definition Phase of the project

5.6 OPERATIONS & MAINTENANCE

The Contractor shall fully maintain CADIS. Tasks include, but are not limited to:

Identifying & correcting software application functional failures, & performance problems in the normal course of business or in emergencies within 72 hours

Processing and implementation of System Change Requests for requirements specification changes that require software changes

Updating and maintaining required SLM documentation

Enhancing system functionality to adapt the system to meet changes in FPS operational business processes

Maintaining CADIS interfaces when external connection requirements change

5.6 OPERATIONS & MAINTENANCE

Assist FPS personnel in defining and configuring user accounts

Assist in the preparation of CADIS system information to be disseminated to FPS personnel, including brochures & information sheets

Provide updates to SOPs when business processes change

Perform all system administration activities associated with the implemented system, including Monitoring and compilation of data statistics for batch and interface production processing Identification of corrupt files or processes Performing system data archiving when applicable

5.6 OPERATIONS & MAINTENANCE

Staff a full time (24 x 7 x 365) on-call support function:

providing tier 2 and tier 3 support for problems reported to the DHS/ICE Service Desk

Produce and maintain Service Desk Support procedures documentation:

used by the Service Desk to determine which reported problems should be transferred to the Contractor’s tier 2 and tier 3 support personnel for resolution

Meet with the COTR on technical issues, as-needed to:

report progress in resolving problems reported to the service desk provide statistics regarding problem types, number of tickets opened/resolved/in progress, include what was done to resolve the problem

5.7 CONFIGURATION MANAGEMENT

The Contractor shall:

Perform Configuration Management (CM) for all development & maintenance tasks under the guidelines of the ICE OCIO Architecture Division

Execute all approved requests for software changes via the approved SCR process

Assist with and participate in Change Control Board meetings

Assign proper identification, labeling and management of all releases using the Government Furnished Serena Tracker system

Provide Version Description Documents for each software release

Submit an electronic version of all deliverables to the ICE ELMS library

5.7.1 Managing System Change Requests

The OCIO COTR and the FPS Project Manager will identify, define, and prioritize System Change Requests based on needed changes to system functionality

The Contractor shall determine the Level of Effort for each SCR, define the system changes required, and estimate the time it will take to complete the SCR

SCRs must be approved by the FPS and OCIO Project Managers Change Request Board (CRB) prior to execution by the Contractor

All SCRs must be approved by the ICE Change Control Board (CCB) prior to implementation

All SLM required documentation for an SCR must be completed and approved by the ICE Architecture Division prior to implementation

5.8 TRAINING

The Contractor shall submit a Training Plan that:

utilizes a blended training approach provides overall best value & the best approach to training, is based on the Contractor’s experience in providing training for their product.

leverages their existing training materials is applicable to training all of the roles performed by the users causes minimal impact on daily operations

Training of new hires is performed by the Government at the FLETC in Glynco, GA

It will not require the support of the Contractor

5.8 TRAINING

Training shall cover the existing community of approximately:

16 system administrators distributed over 4 MegaCenters 125 dispatchers (includes the Alarm Monitors & Call Takers) distributed over 4 MegaCenters 900 LEOs located throughout the U.S. and its territories

Initial user training:

All users shall receive a general overview of the system Specific users shall receive training on Standard Operations Procedures (SOPs) Dispatch & system administrator training at each of the 4 MegaCenters, including interactive hands-on system use LEO user training through the most cost effective means

5.8 TRAINING

The Training Plan must include the following:

Annual refresher training for all dispatch and system administrators at the 4 MegaCenters

Maintenance of Training Documentation:

Maintain and update training documentation and provide an electronic copy of the updated materials to ELMS

Training must be accessible to all applicable FPS users, both Government and Contractors, as well as at FLETC

5.9 CERTIFICATION & ACCREDITATION

The Contractor shall ASSIST the ICE Information Assurance Division in developing, implementing and maintaining the C & A

In the role of assisting, the Contractor shall:

Provide security artifacts in support of the ICE Security requirements and governance

Support the Information Systems Security Officer in developing:

Privacy Threshold Assessment & Privacy Impact Assessment System Security Plan Security Test & Evaluation Security Assessment Report Vulnerability Scanning Assessment Other Security related documents, as required by the ISSO

5.9 CERTIFICATION & ACCREDITATION

The Contractor shall

Provide technical expertise on C & A, Federal Information Security Management Act Verify that information assurance is being addressed throughout the SLM process Prepare specified CADIS C & A artifacts in accordance with the National Institute of Standards & Technology Provide guidance, recommendations, manage & support:

Perform risk assessment and management activities as part of the SSP and SAR process Identify, monitor and manage risks based on the 19 OMB Risk Facets Evaluate and manage Plan of Action milestones Complete assurance reviews of IA-related processes

5.10 INTERFACES

The Government is asking for separate cost estimates for each of the following interfaces

Interfaces for initial deployment: not optional

Risk Assessment Management Program:

Building data and GIS data from RAMP Post Tracking System:

Guard post location, Guard names & contact information Determine whether a Guard Post is manned or not National Crime Information Center (NCIC) system Warrants & arrests Criminal record history information, fugitives, stolen properties, missing persons

5.10 INTERFACES

Interfaces for initial deployment: not optional

National Law Enforcement Telecommunications System:

Vehicle and driver's data, Canadian 'Hot File' records, immigration data, and state criminal history records

Optional Interfaces for after initial deployment: optional

State Crime Information Center Systems Geospatial Information Data from RAMP

ICEPIC:

Helps in identifying suspicious identities

5.11 PHASE IN

Within 90 days of contract award, the Contractor shall:

Identify their key personnel and have the necessary preliminary staff and subcontractors on-board and through the ICE security process

Provide a list of the rest of the staff with Entry on Duty dates

Assign a position description for each person supporting the contract

Participate in the project Kick-off meeting

Be ready to accept and accomplished assigned tasks

6.0 KEY PERSONNEL

A management team consisting of a Program Manager and Project Leads with subject matter expertise are Key Personnel

Program Manager – Candidate must have a minimum of 10 years of IT-related program management experience

Law enforcement dispatch systems, call center databases, or similar experience PMP certification is preferred

Project Leads (1 or 2) – Candidates must have a minimum of 5 years of IT-related management experience

Law enforcement dispatch systems, call center databases Some knowledge of DHS/ICE SLM processes is desired

7.0 DELIVERABLES & DELIVERY SCHEDULE

SLM document templates are available from the Government

All deliverables shall be delivered to the COTR, FPS Program Manager, and Contracting Officer as outlined in section 7.9

The Contractor shall develop and deliver a Project Management Plan as previously outlined & maintain it throughout the project

All reports shall be delivered via e-mail, unless otherwise requested by the COTR or CO

Regularly scheduled meetings will be held to discuss project status and progress

Impromptu meetings may be requested by the COTR or CO

7.2 PROGRESS & EVM REPORTS

The Contractor shall prepare weekly & monthly progress reports and a quarterly program review in the format provided by the Government

Specific format for the reports will be provided after award. The following are sample topics to be covered:

Description of the work planned Description of the work accomplished Work planned for the next month Open issues

The Contractor shall prepare a monthly EVM report that supports the OMB A-11 requirements.

The first report is due 45 days after kickoff

7.4 FINANCIAL REPORT

The monthly EVM report shall satisfy the OMB A-11 requirement by including, but not be limited to the following:

Cost ceiling, burn rate, funding ceiling

Monthly incurred costs and cumulative incurred

Monthly outlook, total estimate cost

Monthly invoiced, cumulative invoiced amounts

An excel spreadsheet with appropriate charts is desired

7.5 SLM DELIVERABLES

The CADIS project shall be executed by following the ICE SLM COTS/GOTS work pattern

After initial kickoff, the COTR and Contractor will meet with the ICE Architecture division representative to review the Project Tailoring Plan:

Objective: determine exactly which deliverables will be required for the CADIS project.

7.5 SLM DELIVERABLES

The COTS/GOTS work pattern deliverables include, but are not limited to:

7.9 PRODUCT ACCEPTANCE

The criteria for CADIS system acceptance includes, but may not be limited to the following:

CADIS meets all requirements in the FRD that are agreed to be in each release

Business objectives have been met and validated through operational testing

All functionality is provided and all processes have been validated through system testing

CADIS meets all ICE technical standards

7.9 PRODUCT ACCEPTANCE

All documentation meets ICE SLM requirements

CADIS meets all security certification and accreditation requirements

All reviews and approvals have been accomplished and signed off by the appropriate parties

8.0 GOVERNMENT FURNISHED EQUIPMENT

The Government will provide, or fund and have the Contractor procure, the server hardware and operating system software, including utilities, that is necessary for development and testing CADIS

The Government will provide 3 environments in which the Contractor will be expected to stand up and test CADIS:

Functional Quality Test User Acceptance Test Training System Assurance Test

The Government will provide Panasonic CF-19 MCDs, including operating system software and utilities for Contractor use in developing and testing the client application

8.0 GOVERNMENT FURNISHED EQUIPMENT

The Government will provide all the hardware, software, and network capacity required to operate CADIS in the 4 MegaCenters in a production environment

The Government will provide the Contractor with laptops, aircards, and VPN tokens required to access to the Enterprise Library Management System (ELMS) where all system documentation will be stored

All documentation and information about the project shall become the property of the Federal Government upon creation and shall be turned over to the Government upon completion of the project

9.0 PLACE OF PERFORMANCE

Work will be performed primarily at the Contractor’s facility

At the Government’s option, meetings and briefings will be conducted either at the FPS offices located at 800 N. Capital St. NW, or at the ICE OCIO facility located at 801 I Street NW

The Contractor may also be required to travel to the MegaCenters to attend meetings and gather information

Normal operations must be carried on during a 9 hour period between the hours of 6:00 a.m. and 6:00 p.m. Monday – Friday, except on Federal Holidays, unless authorized by the COTR

10.0 PERIOD OF PERFORMANCE

The Period of performance for the CADIS project is:

1 Base year

6 One-year Option periods

11.0 OTHER DIRECT COSTS

The Government anticipates requirements for recurring ODC expenditures that may include, but not be limited to:

Travel to the MegaCenters Travel to support the deployment of CADIS Travel to various locations nationwide to conduct training, depending on the Contractor’s training approach Ancillary and extraneous equipment necessary to complete the project

The Contractor shall adhere to the GSA Federal Travel Regulations

All project expenditures must be approved by the COTR prior to incurring the expenditures

Section B Supplies/Services Price/Cost Schedule

Full and open contract

Hybrid contract type Cost Plus Fixed Fee (CPFF) Labor Cost Reimbursable (Cost) Travel, hardware, software, Other Direct Costs (ODC’s) Firm Fixed Price (FFP) Interfaces, training, O&M

Period of Performance – one year base period plus 6 one year option periods (potential total of 7 years)

Anticipated award date is May 28, 2010

Section L Microsoft Office 2003 product format

Volume 1 Technical Proposal – 40 Page Limit

Tab 1 – Technical Approach Tab 2 – Management Approach / Staffing Tab 3 – Past Performance

Volume 2 Cost / Price Proposal

Tab 1 – Administrative Summary Tab 2 – Cost Summary Tab 3 – Subcontracting Plan

Section M Evaluation Criteria

Factor 1 – Technical Approach

Factor 2 – Management Approach / Staffing

Factor 3 – Past Performance

Factor 4 – Small Business Subcontracting Plan

Factor 5 – Price

Break Time

QUESTION & ANSWER SESSION

Government Response to RFP Questions received 3/12/10

Government’s response to audience questions

Responses will be provided to all vendors, in written format, on or about Friday, March 19, 2010

Closing remarks