JETMS RFI 07Jan2025.pdf

07 Jan 2025

REQUEST FOR INFORMATION

ARMY CONTRACTING COMMAND – ROCK ISLAND

FOR

PROGRAM EXECUTIVE OFFICE ENTERPRISE

PROJECT DIRECTOR, ENTERPRISE SERVICES

PRODUCT LEAD, ARMY ENTERPRISE STAFF MANAGEMENT SYSTEM

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes, the Army is not at this time seeking proposals and will not accept unsolicited proposals. This RFI does not commit the United States Government (USG) to contract for any supply or service whatsoever.

CONTRACTING OFFICE:

Army Contracting Command-Rock Island (ACC-RI) ATTN: Corene (Nicole) Feddersen corene.n.feddersen.civ@army.mil

1. OVERVIEW

ACC-RI and Program Executive Office Enterprise are requesting information to assist the USG in understanding the available Commercial-off-the-Shelf (COTS) software applications.

Information is requested from industry to provide an opportunity for the Government to continue to gather information to assist in the planning for potential solutions.

This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. All information received and marked “Proprietary” will be handled accordingly, responses will not be returned. Information provided in response to this RFI will be used to assist the USG in its acquisition process. In accordance with (IAW) Federal Acquisition Regulation 15.201(e), responses are not offers and cannot be accepted by the USG to form a binding contract.

The purpose of this RFI is to gather information and allow industry partners to describe their technical capabilities and demonstrated experience in the disciplines identified. A response is necessary to determine if industry capability and interest exists. Please provide a negative response if no interest exists. The information gathered through this RFI will aid in influencing future product investments and facilitate decision making.

No contract will be awarded from this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement and any follow-up information requests. No basis for claim against the Army shall arise as a result from a response to this announcement or Army use of any information provided. This announcement does not restrict the Army to an ultimate acquisition strategy. The Army reserves the right to consider acquisition strategies as deemed appropriate.

mailto:corene.n.feddersen.civ@army.mil

2. SCOPE

The objective of Army Enterprise Staff Management System is to deploy a cloud-based task management software system that can interface with Office of the Secretary of Defense (OSD), Correspondence and Task Management System (CATMS). The system should be able to be deployed across the Department of Defense (DoD) (all Services and Fourth Estates) as well as to other government agencies. The requirements for a Joint Enterprise Task Management System are as follows:

• Provide a cloud-based task management solution

• Leverage existing Army/DoD/USG software investments (i.e. Microsoft (MS) 365)

• Provide a scalable and flexible Cloud based architecture. The solution should be scalable from 100 users to 50,000 users in a single instance with supportability across the contract to allow the user base to grow to greater than 350,000 users across myriad instances and/or within a single instance while also providing for segregation of data and documents.

• Provide the capability and personnel to deploy new instances in a single or multiple cloud environments based on individual organizational needs

• Provide the capability and personnel to migrate existing task management systems data and documents into the solution

• Currently holds or able to obtain an Authority to Operate (ATO)

• Must adhere to Security Technical Implementation Guides (STIGs) set by DoD, and the current Risk Management Framework (RMF)

• Software must be capable of implementing role-based access control

• Manages group permissions at the team and user level based on organization’s structure and requirements

• Provide an Artificial Intelligence (AI) capability that can automatically identify patterns and trends within large datasets using machine learning algorithms. The AI capability should support document creation, classification and editing, calendar integrations, automated routing and rerouting of tasks, and provide an interactive chat bot. This is not all encompassing; AI capabilities should be able to evolve and mature as new capabilities and requirements are determined.

• Provide an interoperable capability that allows end users to digitally sign documents

• Provide a mobile application of the solution that is available on Android and Apple platforms. Mobile application should be a comprehensive app that provides end users with greater ease of use and not a mobile browser view of the solution

• Provide management of Personal Identifiable Information (PII), encrypted data, and protected/private tasks

• Enable user profile registration and multifactor authentication for credential management

• Provide configuration management that delivers capabilities, upgrades, and customer feedback tools (i.e. test, deployment, feasibility analysis)

• Provide in-person, virtual and computer-based training experiences, specifically tailored to functional requirements and customizable to organizational requirements.

• Manage task origination and responses that are internal and external to organizations.

• Manage workflows based on organizational requirements (i.e. trouble tickets, case management, document/correspondence routing, etc.)

• The solution must be interoperable with OSD’s CATMS; able to exchange task data and documents between environments.

• Deployable on multiple networks (i.e. Non-secure Internet Protocol Router Network (NIPR), Secret Internet Protocol Router Network (SIPR), Joint Worldwide Intelligence Communications System (JWICS)

• Leverage the DoD’s current processes for identity and access management

• Provide the capability to manage records in place allowing organizations to store, track, share documents, and to apply records disposition policy

• Capable of interfacing with National Archives and Records Administration (NARA), and other similar systems/archives

• Generate standardized enterprise-wide reports

• Generate user customizable reports (i.e. private view (user), and public view (launched to organization)

• Capable of generating analytical reports natively or via commonly available tools such as

Power BI

• Provide a standardized enterprise dashboard customizable to user and organizational requirements

• Provide document management capability that supports coauthoring and version control.

• Generate task specific forms and documents, custom templates, and organizational specific forms and templates.

• Provide for classification levels of tasks to be selectable by end users

• Generate system notifications (i.e. automatic, scheduled/specific, in system messaging, etc.)

• Contains a search feature for workflow fields, user, documents, and records

• Contains embedded help functions such as tutorials, query, and chat

• Provide multitiered Help Desk support with remote and on-site options

• Provide system administration to manage the application, database, and interface.

• Provide continuous monitoring of RMF.

• Create and manage batch, organization specific, and cross organizational teams

• Manage self-registration and batch team creation for organization specific and cross-organizational users

• Show experience delivering program management and continuous software development using Agile methodologies

• Deliver the complete product lifecycle documentation which includes a methodology for tracking, and facilitating user feedback for future improvements

• Interoperable with the current versions of MS Office Applications (i.e. Word, Outlook, Excel, PowerPoint, One Note, SharePoint, and Teams)

• Interoperable with Adobe Portable Document Format (PDF)

• Provides cross organizational sharing of specified workflows, tasks, documents and records.

• Provide an Application Programming Interface (API) that allows end users to perform data extraction.

3. INSTRUCTIONS TO INTERESTED PARTIES

• The USG is submitting this RFI to obtain critical feedback from industry on current capability.

• Responses to this RFI must be submitted in writing to corene.n.feddersen.civ@army.mil and megan.e.haffey.civ@army.mil by 1200 Central Time, January 31, 2025. Do not submit a proposal or quote.

• Responses must contain:

• Company name; CAGE Code; Unique Entity Identifier; Address, Point of Contact, phone number; and email address.

• Business size standard along with any special designation (SDB, HUBZone, WOSB, etc.)

• Single-spacing, Arial, 12-point font, one-inch margins

• Compatibility with MS Office Word.

• For Section 4., your company should provide a response that does not exceed one page per numbered question (no more than 19 pages).

• Proprietary information and trade secrets, if any, must be clearly marked on all materials.

All information received that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become USG property and will not be returned. All USG and contractor personnel reviewing responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as described 41 USC 423. The USG shall not be held liable for any damages incurred if proprietary information is not properly identified.

4. QUESTIONS

1. DoD Information Technology (IT) Experience:

a. What DoD IT programs have you supported in the past?

b. What DoD IT programs do you currently support?

2. Interoperability:

a. Is your solution currently able to exchange information with Office of the Secretary of Defense’s (OSD) CATMS?

b. If so, please provide an explanation of how your solution interacts and exchanges information with CATMS.

c. If not, what is the estimated time to design, build, test and deploy a data exchange capability that enables seamless interoperability between CATMS and other users?

d. Is your solution operable on multiple networks?

e. Explain what other applications your solution integrates with.

3. Current DoD Usage Experience:

a. Identify usage of your solution by any DoD entity. (Agency, number of users/seats, etc.)

b. Is your company currently providing any kind of sustainment support for those implementations?

c. If applicable, state if it includes on-site services and/or remote services and what kind of services are provided.

mailto:corene.n.federsen.civ@army.mil mailto:megan.e.heffey.civ@army.mil

d. Provide a breakdown of personnel that support a typical development and sustainment mission. Identify billet titles and count of personnel.

e. Have you deployed a solution to users in CONUS & OCONUS?

4. DD Form 254 “Contract Security Classification Specification” Facility Security Clearance

(FSL):

a. Does your company have a current DD Form 254, Contract Security Classification Specification FSL?

b. Can you provide skilled personnel with the required minimum security clearances to support NIPR, SIPR, JWICS, and other secure networks?

5. Solution Certifications:

a. Does your solution have a current Certification & Accreditation/Authority to Operate (ATO) based on the RMF (2.0) for Customer agencies?

b. If so, please provide a copy of the ATO.

6. Training:

a. Please describe your experience with training end users in a deployment of a minimum of 5K up to 20k users.

b. Provide an example of where your company deployed and trained your solution on a similar scale.

c. Explain what computer and virtual classroom-based training you’ve performed for end users on your product.

d. Is your training customizable based on organizational needs?

e. Provide an example of where your company has delivered remote live training to end users.

7. Cost Structure:

a. Please provide the cost model for your solution. Include any discount tiers, deployment and sustainment costs.

b. Do you provide your solution as a ‘service’?

c. If so, please provide a breakdown of what is included in your SaaS pricing.

d. Are there any costs associated with establishing or maintaining an environment that is not included in your SaaS pricing?

e. If so, please provide a breakdown of associated tasks and their cost.

f. Are there any costs for support or services that are not already addressed by another question?

g. If so, please provide a breakdown of associated tasks and their cost.

8. User Experience:

a. Please provide customer testimonials regarding deployment and use of your solution.

b. Please explain the amount of down time (average and frequency) users may have experienced in the past 12 months and what solutions are in place to quickly bring the solution back online.

9. Cloud Based:

a. Can you provide a scalable and flexible cloud-based architecture for multiple networks?

b. Is your solution certified for Impact Level (IL) IL5/IL6 or higher?

c. Can you deploy your solution without the need for additional software?

d. If not, what additional software is required.

e. Could you provide this software if the government required it?

10. Mobile Application Capability:

a. Does your solution have a mobile application?

b. Is it Defense Information Systems Agency approved?

c. Does your solution enable digital signatures of PDF files?

d. Does your solution provide a Mobile OS agnostic solution that will meet the demands of changing technology and mobile cyber security standards?

11. Archiving of Data:

a. Is your solution currently able to archive data for organizations to compress and encrypt files to be maintained per DoD Governance and Policies that support exporting to NARA or equivalent records management system?

b. Please explain your methodology.

12. Environment Supporting Elements:

a. Is your solution a stand-alone operating environment or built on top of/within existing platforms such as Microsoft SharePoint?

b. If built on existing platforms, what third party software is required for your product to operate?

c. Would a customer be required to own additional software products to access or use the product you offer? Please list all products and describe how they interact and what type of licenses are required (i.e. basic/professional)

d. What is the per user cost associated with each license or piece of required software that is not included with a license for your product.

13. Migration of existing Task Management data:

a. Is your team capable of migrating data from other task management solutions into your product.

b. If so, please provide a breakdown of associated tasks.

c. Please provide the costs associated with those tasks.

14. AI:

a. Do you have experience with developing and training a Large Language Model (LLM) or AI which was incorporated into an application for purposes of identifying patterns and trends within large datasets, creating, classifying and editing documents, calendar integrations, and automated routing and rerouting of workflows.

b. Please provide details of a current or potential use case. Ensure you highlight successful chatbot deployments.

15. API:

a. What is your level of experience in developing and integrating APIs?

b. Can you provide examples of successful API projects, including challenges faced and how they were addressed?

16. Analytics:

a. Describe your experience in delivering analytics solutions.

b. What specific analytics tools and technologies have you worked with?

c. How do you tailor your analytics approach to specific regulatory requirements?

17. Agile delivery/management:

a. What is your level of experience using Agile methodologies in continuous software development?

b. Which Agile framework do you specialize in?

c. What challenges have you experienced using Agile compared to traditional waterfall methods with delivering COTS solutions.

18. Permissions Management:

a. Provide details of how you would implement access management based on organizational and user roles.

b. What access management tools do you have experience with?

c. Provide examples of managing PII, data encryption, and managing protected/private tasks.

d. Provide your level of experience with enabling user profile registration and multifactor authentication for credential management.

19. Records Management Integration:

a. What is your level of experience delivering records management solutions?

b. What record management tools do you have experience with?

c. How do you tailor your records management approach to specific regulatory requirements?