Request for Information Notice Document Repository Workflow System Development.pdf

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

Defense Security Cooperation Agency (DSCA) Information Management & Technology (IMT)

Document Repository & Workflow Systems Development Regional Center Personnel Activity Management System MS)

Request for Information—

Reference No. HQ003425RFI1911

The Washington Headquarters Services (WHS) Acquisition Directorate (AD) is conducting market research to locate qualified, experienced and interested vendors to provide support services to the Defense Security Cooperation Agency’s Information Management & Technology.

This acquisition will focus on development of a centralized document repository and workflow system to support the Foreign Military Sales (FMS) process within DoD and other USG departments. This acquisition will focus on a system capable of providing automation and transparency for document processing, review, approvals, and coordination needed to support the FMS process.

Introduction: WHS/AD is seeking information on behalf of DSCA for potential sources to provide document repository & workflow systems development..

This Sources Sought Notice 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. This notice neither constitutes a Request for Proposal (RFP), nor does it restrict Washington Headquarters Services, Acquisition Directorate (WHS/AD) to the ultimate acquisition approach. No contract will be awarded from this announcement.

No reimbursement will be made for any cost associated with providing information in response to this announcement. At this time no solicitation exists. Therefore, please do not request a copy of the solicitation or Performance Work Statement (PWS). Responses in any form are not offers.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be issued. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings. No phone solicitations or email with regards to the status of the Request for Quote (RFQ) will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned. The Government does not intend to award a contract on the basis of responses received nor otherwise pay for the preparation of any information submitted.

As a result of this notice, the Government MAY issue a Request for Proposal (RFP). There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the Government shall arise as a result of a response to this Sources Sought Notice, or the Government’s use of such information as either part of our evaluation process, or in developing specifications for any subsequent requirement.

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Background: Security Cooperation is one of the central tools of the United States’ (U.S.) national security and foreign policy. An integral element of Department of Defense’s (DoD) mission, SC comprises all activities undertaken by DoD to encourage and enable international partners to work with the U.S. to achieve strategic objectives. The Security Cooperation (SC) community currently lacks the process automation and transparency for the document routing and approvals needed to support the FMS process. These include processes that require the Implementing Agencies (IA) to submit documents to DSCA (and other government agencies) for processing, review, approvals, and coordination. The lack of process automation and transparency for the document routing and approvals causes considerable delays and does not provide the necessary situational awareness and reporting required to improve the overall FMS process. This also hampers auditability especially with regards to requests made by Congress.

To remain capable of meeting the needs of the SC enterprise, DSCA IM&T requires a vendor that can provide a system capable of determining where tasking actions for an SC purchaser request are in the overall process without requesting information across multiple organizations to ensure situational awareness and transparency of requirements as they advance through the FMS process.

Objective: The objective of this Request for Information (RFI) is to gather information on the capabilities of existing vendors and their vendor-partners’ experience in developing a centralized document repository and workflow system accessible by designated personnel from across the DoD and other USG departments to support the Case File Documentation standards within the Financial Management Regulation (FMR) DoD 7000.14 – R Volume 15 Chapter 6 Case Files. Automation of the applicable records retention schedules and the capability to conduct searches with multiple different filters is also required to support FMS. The centralized document repository and workflow system should provide process automation and transparency for the document processing, review, approvals, and coordination needed to support the FMS process; from Letter of Request (LOR) to Case Closure.

Scope: DSCA IM&T envisions that a potential contractor would provide a centralized document repository and workflow system capable of the following:

1. Process and Information Improvement and Automation:

a. Data and Information Flow/Repository Identification and Mapping

b. Business Records Management Design and Development

c. Data and Information Flow Re-Engineering and Automation

d. Business Process Re-Engineering and Automation

2. System Interface Design and Development:

a. User Interface Design

b. User Experience Design

i. Workflow Design and Mapping for retention schedules

c. System Interface Development

i. Capability to archive records designated for archiving with NARA solutions

3. Technology Analysis, Selection, and Procurement:

a. Semantic Hub Design

b. Semantic Hub Technology Identification

c. Vendor Analysis and Procurement Support

d. Semantic Hub Technology Development and Implementation

Security Clearance: N/A

Anticipated Period of Performance: TBD

Place of Performance: TBD

Anticipated Contract Type(s): TBD

NAICS: TBD

Submission Details: Interested firms having the capabilities necessary to provide the specified services may submit capability statements.

1. Please complete the requested information using the response tables in Appendix A detailing your organization’s profile (e.g., general, company, active/live client information, etc.).

2. What is the feasibility of the solution detailed in the Solution Overview section?

a. What are the risks and considerations for the overall solution?

3. What is the feasibility for a single vendor to orchestrate the development and PO support, carry out development capabilities and conduct services listed within the Capability Statements section of this RFI?

a. What are the opportunities and limitations of that strategy?

4. Describe your firm’s capability to provide qualified teams, to include a qualified individual to serve as the Project Manager and lead for the different technical disciplines.

5. Do you have experience with utilizing coding challenges to establish employee qualifications?

Appendix A – General Response Tables Organization Profile

General Vendor Response Company name.

Address.

City.

State.

Zip.

Country.

Primary Contact.

Title.

Phone.

Company Vendor Response Number of years in business overall.

Location of corporate and administrative services.

Applicable Federal Certifications.

Number of employees.

Current / former federal clients for which your company has performed a cloud migration(s).

Submission Instructions: The response to this notice is limited to fifteen (15) single sided pages including all attachments, charts, etc. (single spaced, 10-point font minimum excluding charts and graphics) and should also include current business size status, and any applicable Federal Supply Schedule(s). This indication should be clearly marked on the first page of the response, as well as the eligible business concern’s name, point of contact, address, and cage code.

All responses to this Request for Information Notice must be submitted electronically (via e-mail) to the ‘WHS NCR AD Mailbox DSCA Group’ repository inbox at:

WHS NCR AD Mailbox DSCA Group: whs.ncr.ad.mbx.dsca-group@mail.mil

The Subject Line should state the following: “RFI Response – DSCA Document Repository & Workflow System Development: HQ003425RFI1911.” Facsimile responses will not be accepted.

mailto:whs.ncr.ad.mbx.dsca-group@mail.mil

To facilitate a timely and comprehensive review of all submitted responses, firms must respond using the format requested in this Notice. Any deviation from this format may lead to the rejection of the response.

Capability Statements must be submitted no later than 5:00pm (ET), Thursday, February 06, 2025. Capability statements will not be returned. No telephone requests will be honored.

Proprietary Information and trade secrets shall NOT be submitted as part of a response. Please be advised that all submissions become Government Property and will not be returned. The Government shall not be held liable for any damages incurred if proprietary information is submitted, as it is clearly stated this type of information shall NOT be submitted.

Appendix A – General Response Tables