Request for Information - Case Mgmt System (FINAL).pdf

N63285-25-RFI-0003

NCIS Case Management System

REQUEST FOR INFORMATION

CONTRACTING OFFICE ADDRESS:

Naval Criminal Investigative Service (NCIS) Headquarters (HQ), Acquisition Division- Code 14B, Russell Knox Building, 27130 Telegraph Road, Quantico, Virginia 22134.

INTRODUCTION:

This is a REQUEST FOR INFORMATION/TECHNICAL DESCRIPTION to conduct market research in support of requirement definition, and determine the availability and technical capability of large and small businesses (including the following subsets, Small Disadvantaged Businesses, HUBZone Firms; Certified 8(a), Service-Disabled Veteran- Owned Small Businesses and Woman Owned Small Business) to provide the required products and/or services.

The Naval Criminal Investigative Service (NCIS) is an organization of approximately 2,000 personnel of which 700 serve at HQ and the remaining staff serve at offices worldwide. NCIS is the Department of the Navy (DON) component with primary responsibility for criminal investigation, law enforcement (LE), counter-terrorism (CT), counter-intelligence (CI), and cyber matters. NCIS not only has primary responsibility for all criminal investigative, CI, CT, and cyber matters within the DON, but it also has exclusive investigative jurisdiction in non-combat matters involving actual, potential, or suspected criminal, terrorism, sabotage, espionage, and subversive activities. NCIS provides the DON with threat status and warnings associated with terrorist, criminal, cyber, and counter-intelligence activity throughout the world. NCIS is the only DON organization that has the information and responsibility to fuse and analyze the national intelligence and law enforcement information necessary to provide these warnings. Due to worldwide changes and increased threats to the DON, NCIS must increase its overall capability to provide DON Commanders with a timely and accurate common operational picture (COP) of security threats and vulnerabilities in and around existing naval facilities.

NCIS is seeking industry feedback and potential sources for a commercially available software solution for a case management system (CMS). NCIS needs a robust Case Management System (CMS). The CMS solution can be described as a system that includes the intake/report information loop, but at its heart is a collection of tools designed to assist with case handling itself.

PROGRAM BACKGROUND:

In support of investigations, operations, criminal case preparation, and intelligence activities, agents with NCIS must have the ability to manage and report on their activities in a consolidated and efficient manner. Currently, agents utilize a web-based case management system to accomplish all aspects of the investigative process. This includes but is not limited to: writing reports of investigative actions, managing persons, property, and entities of interest, documenting evidence seized, uploading documents and media files to support investigative actions, sending leads and communications to other offices for support on investigations and operations. The level of effort is substantial as multiple systems must be accessed to ensure all aspects of the investigation or operation are consolidated in the CMS. Even with experienced personnel, the current CMS’ idiosyncrasies cause undue delays, convoluted reporting, is susceptible to crashing, and difficult to use.

Prior attempts to procure a new CMS via contracted efforts were made at great expense and with unacceptable delays in processing and results. In pursuit of cost, manpower and time savings, NCIS desires to leverage an approach which utilizes a no code/low code platform.

REQUIREMENT DESCRIPTION:

Minimum Viable Product Requirements:

NCIS is seeking to conduct a proof of concept for a minimally viable product (MVP) to show a proof of concept for future CMS development. The Government intends to award multiple contracts in a phased approach; an initial contract for the proof-of-concept and a follow-on contract for the implementation of the enterprise-wide CMS. The base period of the initial contract will consist of a two (2) month proof of concept period to support functional and technical review of the Offeror’s solution. The focus for this initial phase will be to provide a ‘new’ user interface (UI) that works concurrently with NCIS’ existing data structure. Users will have the ability to use both the existing UI and the ‘new’ UI during the contract period. The proof-of-concept is based on the following requirements for the new UI:

Create and Manage Investigations

The system shall provide the capability to create, track, manage, transfer, close, reopen and archive investigations.

Create and Manage Non- Criminal Investigations

The system shall provide the capability to create and manage Non-Criminal Investigations.

Create and Manage Criminal Initiative Operations

The system shall provide the capability to create Criminal Initiative Operations investigations, as well as document and manage specified details associated with the investigation.

Create and Manage Protective Orders

The system shall provide the capability to create, track, and manage military protective orders so all CMS communities are aware of restrictions placed on an individual.

Unique Case Identifier The system shall provide the capability to generate a unique case number for all cases independent of case type.

Create and Manage Registrations

The system shall provide the capability to create, track, and manage registrations for property including vehicles, weapons, pets, and high Value Property (>$500) registration for personal property.

Create and Manage Offense Information

The system should provide the ability to document and manage criminal and civil offense(s) codes/violations associated to the investigation.

Create and Manage Case Entities

The system shall provide the capability to create and manage entities including people, companies/organizations, governments, vehicles, countries, phone numbers, domain names, social media accounts, email addresses, and IP addresses.

Special Victim Investigation and Prosecution Reporting

The system shall provide the capability to document and manage Special Victim Investigation and Prosecution (SVIP) reporting information.

Create and Manage Investigative Techniques

The system shall provide the capability to identify investigative techniques used throughout the case.

Special Handling Instructions, Classification markings, Caveats and Declassification Instructions

The system shall provide the capability to select special handling instructions for all operational reports including classification markings, caveats and declassification instructions.

Pseudonym Titles The system shall provide the capability to create, approve, and manage pseudonyms used for case titles.

Create and Manage References

The system shall provide the capability to document references and information associated with the investigative report.

Create and Manage Distribution Information

The system shall provide the capability to document internal and external distribution of investigative reports.

Distribute Reports and Documents

The system shall provide the capability to internally distribute reports and documents to a customizable distribution list.

Special Interest The system shall provide the capability to identify and track high interest cases.

Create and Manage ‘Be on the Look Out For’ (BOLO) Information

The system shall provide the capability to create and manage Be On the Lookout (BOLO) documents (refer to Appendix).

Case Disposition The system shall provide the capability to enter case disposition information including judgement date, results of trial, resolution of investigation, etc.

User Manuals The vendor shall provide the capability to deliver functional and technical user manuals for the system.

General Pre-Programmed Workflows

The system shall provide the ability to utilize pre-programmed workflows for various business activities.

Export Reports The system shall provide the ability to export reports.

Create and Manage Law Enforcement and Investigative Reports

The system shall provide the capability to produce a report with the information provided in the electronic case file.

System Homepage The system shall provide the capability to display a homepage with general information about the current user (User Name, Office, Location, etc.), current system announcements, and a basic overview of all sections within the system.

User Dashboard The system shall provide the capability to identify a user's active workload including outstanding activities, cases, tasks, reports, or notifications in a centralized location with a dashboard feature.

Quick Links The system shall provide the capability to quickly access sections at any given time through a main menu or quick links type of feature.

Spell Check The system shall provide the capability to conduct grammar/spell check on any data represented in the system in free text fields.

Separation of User Accounts and Involved Persons

The system shall provide the capability to differentiate between user accounts and involved persons associated with cases.

Official Record Time The system shall provide the capability to use a standard, consistent time zone for official record time, but be able to display local time to the user at any given location.

Help Desk The vendor shall provide the capability to implement a help desk to address core product/system issues.

System Support The vendor shall provide the capability to deliver support throughout the system's lifecycle.

Cleared Personnel The vendor shall provide the capability to supply staff cleared to work at the highest system security classification levels needed to deploy the application.

Data Model, Data Dictionary and Entity Relationship Diagram

The vendor shall provide the capability to deliver a full data model, data dictionary, and entity relationship diagram associated with the system.

Browser Add-Ons The system shall not require additional add-ons to the browsers that are not preapproved for the Navy and Marine Corps network in order to function properly.

Referential Integrity The system shall provide referential integrity of data by ensuring data is not duplicated.

System Testing on Networks The vendor shall provide complete system testing on all networks including NCIS Legacy, NMCI, and MCEN prior to user acceptance.

NIBRS Compliance The system shall adhere to all data submission procedures and guidelines defined in the 2019 National Incident-Based Reporting System (NIBRS) Technical Specification and the 2019 National Incident-Based Reporting System User Guide or current version.

NIBRS Data Submission Procedures and Guidelines

The system shall provide the capability to adhere to all data submission procedures and guidelines as defined in the 2019 National Incident-Based Reporting System (NIBRS) Technical Specification and the 2019 National Incident-Based Reporting System User Guide or current version.

Field Validation Prior to NIBRS/DIBRS Submission

The system shall provide the capability to validate data fields with the use of business rules prior to being sent to NIBRS/DIBRS

Role Based Access The system shall provide the capability to implement role-based access.

Case Access Restriction The system shall provide the capability to restrict and control access to specific cases in support of special access protocols.

Create and Manage Case Management Information

The system shall provide the capability for specified users to manage administrative actions of an investigation, including voiding an investigation, special interest, cold case information, and other administrative details.

Create and Manage Participating Agents

The system shall provide the capability for specified users to grant edit permissions to electronic case files.

Lead Assignment and Management

The system shall provide the capability for specified users to document and manage data associated with requested investigative assistance during a case.

System Administrator Permissions

The system shall provide the capability for system administrators to create and manage user identities, workflows, user accounts, and critical data.

Manage Users - Account Manager Role

The system shall provide the capability for specified users to add, edit, transfer, and disable users and groups of the system.

System Roles Matrix The system shall provide the capability for specified users to easily access a roles matrix to assist in the assignment of various user roles, privileges, and exceptions.

Concurrent Users The system shall have the capability to support 800 concurrent users, scalable up to 1,500.

Victim Status Assault The system shall provide the capability to document and manage Victim Status (Sexual Assault) information.

System Warning Banners The system shall provide the capability to display quick indicators of any current issues associated with a person, business, or enterprise.

Provide a Case Summary The system shall provide the capability to display a high-level case summary including involved objects.

Electronic Case Notes The system shall provide the capability to electronically input details of investigative activity and administrative requirements throughout the case lifecycle as needed.

Crime Scene Sketching and Management

The system shall provide the capability to create and manage crime scene documentation.

Create and Manage Case Reviews

The system shall provide the capability to conduct case reviews within the electronic case folder of an investigation.

Workflow Capability The system shall provide users the ability to utilize pre-programmed and customizable workflows to automate business activities including passive and active system notifications and alerts to users through a variety of channels.

Searching Incident and Investigation Data

The system shall provide the ability to search for structured and non-structured data.

Document Content Search The system shall provide the ability to search content within documents and uploaded files.

Upload and Manage Standard and Nonstandard Files

The system shall provide the ability to upload and manage standard and nonstandard file types of various sizes directly into files, investigative activities, entities, or elsewhere within the system.

Forms and Reports The system shall be capable of maintaining a document library which stores up to 500 user loaded customizable/editable forms that are OPNAV and other LE compliant and that can be exported and printed.

The system shall also provide users the capability to access these commonly used reports at any given time.

Create and Manage Restricted Law Enforcement and Investigative Reports

The system shall provide the capability to restrict law enforcement and investigative reports to specified users.

Browser Based Application The system shall be a browser-based application that is compatible with multiple browsers including Microsoft Edge Google Chrome.

Case Access Restriction The system shall provide the capability to restrict and control access to specific cases in support of special access protocols.

Concurrent Users The system shall provide the capability to support 800 concurrent users for the initial operational capability deployment.

Subsequent to the trial period and successful implementation of the MVP, NCIS is seeking a modern case management system solution to improve its operational capabilities to include 1) expedite case handling by using electronic case files containing all case-associated documents and information (from open to closed and retention status), replacing manual paper files, 2) connect with other relevant systems across the Law Enforcement (LE) community and LE Information Domain, and 3) support future needs and requirements, whether driven by policy or technological, organizational, or environmental change (advances in biometric technology, artificial intelligence, etc.).

Key case management system features include:

• Calendaring, timekeeping, and tickler systems (to organize documents and reminders for future action by date) connected directly to case files;

• Complex relational databases to enable sophisticated client/partner and contact management;

• Social media searching capabilities, advanced link analysis, geographic mapping, and the ability to integrate evidence, photo’s location data, and other investigative findings;

• The ability to interface with the National Incident-Based Reporting System (NIBRS) and Defense Sexual Assault Incident Database (DSAID) and NCIS core databases.

• Easy supervisor access of case work;

• Increased collaboration with LE partners through easy file sharing (e.g., video and audio), communication, and status reporting, including dashboards for visual representation, etc.;

• Computer-automated dispatch capabilities;

• Support of multi-channel platforms for ease of information access via mobile devices, such as Android and Apple Products, etc.

• Complete and robust file management capabilities, meaning centralized data storage and built-in retention and back-up (with data easily stored and accessible in the Cloud); and

• Support of built-in roles for access and management rights, including creation of permissions based on specific engagement needs with security in accordance with Department of Defense (DoD), DON, and LE requirements (Role-Based Access Control, etc.) capable of handling over 6000 users.

• A full list of requirements will be announced at the completion of the trial period.

Configuration and Installation -

- The Contractor shall support installation onto NCIS systems that include configuration of the COTS product(s) to satisfy the functional requirements as identified above. The expectation is for requirements to be satisfied by configuration of the standard COTS software. The Contractor shall ensure that the software is properly installed within the appropriate support and production environments. This includes ensuring that the application is functioning in accordance with user requirements per as outlined above. The Contractor shall provide a weekly status of these activities up to full operational capability. DEL. 2

- The Contractor shall be capable of incorporating any required software baseline changes during implementation into its proposed COTS software solution in order to minimize customization.

- The Contractor shall ensure administrative users are able to install software pushes and security updates as needed to maintain operation and full functionality.

- The Contractor shall provide product manuals in support of the solution.

Product manuals will include system manuals that will support implementation, administration, and user operation, specific to the system.

Software products that are delivered will be specified in the Software Version Description (SVD). Product manuals shall be delivered as electronic media. DEL. 3

Deliverables -

All information, records, data, files, documents, and work papers obtained or created in support of this ROI shall become and remain the property of the Government and shall be returned or disposed of in accordance with the COR’s instructions at the conclusion of performance. The Contractor shall provide the Government or other agencies, access to any and all program information and data prepared or obtained as part of this contract or in support of any tasking of this ROI.

Deliverable Item Description Delivery

Method Due

DEL 1 Executable Software/User Interface

(UI)

Electronic delivery

Upon completion of two (2) month period

DEL 2 Weekly Status Report Word or PDF via email

Every Friday by Noon until installation completion

DEL 3 Product Manuals Word or PDF documents

Upon installation completion

SPECIAL CONSIDERATIONS:

Security Requirements -

The Contractor shall be a United States-based company, licensed, chartered, or incorporated in the United States.

If required, all Contractor personnel shall be United States citizens and have appropriate Cyber Security Workforce (CSWF) certification to work within MS Azure at IL5 platform in order to obtain the elevated privileges necessary, prior to performance of the effort. Government personnel at NCIS Headquarters will validate authorization and facilitate obtaining system access, as needed. Contractor personnel must supply full name, personal identifiable information, contact phone numbers, and email addresses to the NCIS Technical POC at least ten (10) business days prior to the required access date.

Contractor personnel that do not meet NCIS’ security requirements will not be granted access to the environment and NCIS system(s). CSWF certification includes successful completion of the DISA Cyber Security Challenge and the DoD Cyber Security Awareness training (certificates are required to be submitted with the PII information noted above). The DISA Cyber challenge is located at https://cyber.mil/training/cyber-awareness-challenge/ and the DoD Cyber training is located at:

https://public.cyber.mil/training/privileged-user-cybersecurity-responsibilities/

All access and documentation shall be returned to the Government at the completion of the support services or upon termination or resignation of employment. Failure to comply with security requirements is grounds for contract termination.

NCIS systems access is a privilege that may be granted, denied, or withdrawn by NCIS.

Denial or withdrawal may occur as a result of any type of misconduct or incident determined contrary to the best interest of NCIS’ mission, protection of property, welfare of personnel and for any other infraction determined justifiable for denying access.

INDUSTRY FEEDBACK:

The Government is requesting industry feedback, in the hopes that NCIS can properly support a competitive environment. The anticipated North American Industry Classification System Code (NAICS) being considered for this requirement is 541511 – Custom Computer Programming Services, with the corresponding small business size standard of $34M. If an alternative NAICS code is more appropriate, please provide recommended codes with description and rationale in your response.

To assist NCIS in making a determination regarding the level of participation by small business in any subsequent procurement that may result from this sources sought, vendors are encouraged to provide information regarding plans to use joint venturing (JV) or partnering to meet each of the requirements areas contained herein. This includes responses from qualified and capable Small Businesses, Small Disadvantaged Businesses, Service Disabled-Veteran Owned Small Businesses, Women-owned Small Businesses, HUBZone Small Businesses, and 8(a) companies. Vendors should provide information on how the company's areas of expertise and those of any proposed JV/partners would be combined to meet the specific requirements contained in this posting.

https://cyber.mil/training/cyber-awareness-challenge/ https://cyber.mil/training/cyber-awareness-challenge/ https://public.cyber.mil/training/privileged-user-cybersecurity-responsibilities/

In order to make a determination for a small business set-aside, two or more qualified and capable small businesses must submit responses that demonstrate their qualifications.

Responses must demonstrate the company’s ability to perform in accordance with the Limitations on Subcontracting clause (FAR 52.219-14).

QUESTIONS/INQUIRIES FOR RESPONSE:

1. Please provide some appropriate labor categories that align with the required technical aspects of this requirement.

2. Please provide an estimated timeline for this or a similar project for developing and implementing the case management system.

3. Are there are any technical details that are missing from the technical description above that are needed in order to start a project like this?

4. Please provide an example of a past implementation of your commercial case management software that supported five (5) separate and distinct user groups.

5. Please provide a Rough Order of Magnitude or General Pricing Structure for current offerings based on the given parameters identified above? (This information is STRICTLY for market research purposes only and does not preclude your company from responding to this notice, nor is this required as part of your response.)

SUBMISSION DETAILS:

Responses to this RFI must address the above questions and also include the following:

1. Business name and address,

2. Company representative and their business title;

3. Cage Code, Unique Entity Identifier (UEI) number, Business Size and Classification;

4. A brief capability summary that speaks to the requirement description above detailing company background and experience in providing similar services;

preferably for a law enforcement agency/organization. (5-10 pages max);

5. Available contract vehicles, if any, that would be available to the Government for the procurement of these services, to include GSA (i.e. FSS, STARS, Alliant, OASIS, etc.), NASA SEWP, DoD ESI, or any other Government-wide Acquisition Contract (GWAC). (This information is for Market Research purposes only and does not preclude your company from responding to this notice or being considered for this requirement.)

Vendors who wish to respond to this RFI should send responses via email NLT 12:00 PM Eastern Daylight Savings Time (EDT), 5 September 2025 to Jessyca.Whittekiend@ncis.navy.mil and Kristin.Gomez@ncis.navy.mil. Interested vendors should submit a response that demonstrates the ability to meet the requirement as listed in the Requirement Description paragraphs above. An initial estimate or quote from an established price list, schedule or other means is acceptable.

DISCLAIMERS:

THIS REQUEST FOR INFORMATION IS FOR INFORMATIONAL PURPOSES

ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE

A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY

THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE

GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A

RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY

FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY

INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL

DESCRIPTION IS STRICTLY VOLUNTARY.

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 GOVERNMENT

PROPERTY AND WILL NOT BE RETURNED. ALL GOVERNMENT AND

CONTRACTOR PERSONAL 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 GOVERNMENT SHALL NOT BE HELD LIABLE

FOR ANY DAMAGES INCURRED IF PROPRIETARY INFORMATION IS NOT

PROPERLY IDENTIFIED.

mailto:Jessyca.Whittekiend@ncis.navy.mil