QandA v2.pdf

Q&A Enterprise Case Management System

Uploaded on 24 January 2022

1. What contract vehicle will be used for this procurement?

Will update when available.

2. Is this funded FY2022?

Yes.

3. P. 2, Purpose and Objectives: Re. clarification of “past implementation” – “The Government states in the sam.gov description, ‘The ideal solution will involve no software development work and minimal integration effort past implementation.’ Will the Government clarify if ‘past implementation’ refers to the existing complaint and case management system or has a pilot replacement been implemented?”

There’s no pilot. The “past implementation” refers to post implementation of the required enterprise case management solution.

4. P. 2, Purpose and Objectives: Re. clarification of “minimal integration” – “To smartly answer questions 2.a-g, particularly to our experience and level of effort for what ‘minimal integration’ would entail, will the Government share the technical architecture of the current system: GOTS or COTS, current base software platform, environment (cloud fixed), etc.?"

The existing legacy system consists of the following technical specifications:

Internet Information Services (IIS) v. 10, Oracle 19, .Net (Version 4.6.2), Microsoft Server 2016, Hosted in the Amazon Web Services Cloud Additionally, the existing legacy system supports a number of internal and external applications or entities, including data import/exports export to various internal OIG systems that also support our Office of Investigations as well as data exports to numerous outside Federal agencies.

5. Does the OI anticipate program growth during the period of performance that will require additional personnel to be onboarded for this work?

Not initially, however user growth may increase 10-20% within or beyond the period of performance.

6. Does the OI anticipate program contraction during the period of performance that will require personnel reduction for this work?

We do not anticipate personnel reduction during the period of performance.

7. Does the OI currently use, own, or have access to any COTS product licensing? If so, what are the names of those products?

No

8. Does the OI have a preferred COTS solution, or is the OI open to any COTS solution?

Open to any COTS case management solution.

9. Will the contract include licenses for the COTS solution and other dependent systems interfacing with the COTS solution, or does the OI plan to purchase and provide enterprise licenses for the vendor?

Contract will include licenses for the COTS solution. Licenses for the interdependent systems are handled by OIG.

10. How many and what types of application integrations exist with the legacy system?

Approximately 2 application integrations with approximately 6 data exports to outside Federal agencies.

11. Is there a decommissioning deadline for the existing legacy system?

Not at this time.

12. Can you share the user stories that would be part of this development to help with estimating the

ROM?

Not at this time but if applicable information should be available later in the procurement process.

13. What is the budget for this work?

We have not reached that far in the process, we are doing Market Research to determine if the product and/or services are available in industry.

14. What is the volume of legacy data that will need to be migrated to the new system as part of this work?

Approximate size of the legacy system is 77GB.

15. What is the volume per month for the existing complaint and investigative cases?

Roughly on average 400 complaint/investigative cases per month.

16. What is the current average case review and completion time from the beginning of case opening to resolution?

This depends. Cases can last up to 8 months or for many years. Also, cases that are initially closed can routinely be re-opened.

17. In the RFI Objectives it states: ‘The ideal solution will involve no software development work and minimal integration effort past implementation.’ Can you provide additional details about the integrations referenced in this statement? For instance, which systems would you integrate with, and would they be unidirectional or bidirectional?

Two internal systems that the legacy system interact with are bidirectional. The legacy also exports data (unidirectional) to six external systems.

18. In the RFI Objectives, it states: ‘The ideal solution will involve no software development work…’.

Are you open to implementation services for configuration of the application but no backend development work or are you looking for a completely out of the box solution?

The OIG recognizes that some of its requirements may not fit a commercial model and, therefore, prefers a solution that can be configured or has a rules engine allowing customization without coding. If this is not possible, the contractor will limit custom code necessary to integrate components/interfaces with the legacy system and/or establish interfaces with other internal / external systems.

19. Related to ‘Application interface capabilities to share real time information with other applications and partners…’. Can you provide a list of the other application interfaces, as well as number of partners who will require access?

Approximately 2 application integrations internal to OIG with approximately 6 data exports to outside Federal agencies.

20. It appears the current system being used by OIG is self-hosted, would OIG be open to a cloud-based case management solution?

Yes. However, per the cloud solution, all data at rest will reside within the contiguous United States, the District of Columbia, and Alaska (CONUS). The Cloud solution must also have achieved at least a FedRamp-moderate authorization.

21. Can OIG explain more about their current Case Management system and workflows: How many workflows are managed through the current platform? How many people are involved in each process? What sort of information is shared across each process? How many forms are involved across the completion of each process? What metrics is each process managed by?

This will take some time to generate, will update here when available.

22. With some SaaS software, different license options allow for different access and record update controls, which can result in different pricing options. Does OIG currently have documented Persona groups that will better inform the types of licenses that each Persona group will need?

No but approximately 900 total licenses/users.

23. Can OIG please provide estimates on data currently supported by this platform? What is the breakout of this data? How many GB are file-related (PDF, Word, Excel, etc.)?

The legacy system schema is approximately 77GB. The attached electronic case file is approximately 2,576 GB (contains files such as MS Word, PDFs, etc.).

24. Can OIG please provide additional insight into the support channels (i.e.- Chat, email, phone, web) that will need to be supported by this new solution?

Support channels exist thought email, phone, and an internal help-desk web-based system.

25. What is the volume (monthly / yearly) of cases being handled through the current solution? If OIG can provide any metrics according to the type of case, that would be quite helpful in devising the right solution.

Roughly on average 400 complaint/investigative cases per month (5,000 complaints thus far).

26. How many reports currently exist that will be needed for migration into our solution?

Approximately 375 reports.

Uploaded on 19 January 2022

• Is this ongoing work or a new requirement? If it is ongoing, who is the incumbent contractor?

New requirement.

• What is the incumbent contract number?

N/A

• Are any specific technologies, databases being used currently for the current system?

The current system consists of the following technologies:

Internet Information Services (IIS) v. 10, Oracle 19 .Net (Version 4.6.2) Microsoft Server 2016 Hosted in the Amazon Web Services Cloud

• Does the data from legacy system need to be migrated into the new system?

Yes

• In what format would the legacy data be available?

Legacy data resides within a Oracle v19 database.

• When does the Government want the new system to go live?

TBD – however the management objective is to allow the contractor maximum flexibility to innovatively manage the projected schedule.

• Is training needed for HHS staff for using the new system?

Yes.

• Is there a need for maintenance, enhancements and end user support?

Yes.

• Do any interfaces need to be built for the system with other existing agency systems?

Yes. An interface will need to be built for the existing legacy system and its application integrations.

• Where would the system be hosted? Can we (contractor) host it?

The applications’ case management solution should preferably be hosted in a FedRamp-approved Cloud;

however, an alternative Cloud Computing services and software solutions will also be considered. The host solution, at a minimal, must have achieved at least a FedRamp-moderate authorization.