RFI.pdf

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REQUEST FOR INFORMATION

Washington Headquarters Services, Acquisition Directorate Defense Security Cooperation Agency (DSCA)

Information Management & Technology (IM&T) Human Resources (HR) Information Management Application

Development and Support

REQUEST FOR INFORMATION

This Request for Information (RFI) is being issued for market research purposes ONLY and shall not be construed as an obligation on the part of the Government to acquire any products or services. The purpose of this RFI is to gain knowledge on the level of interest, capabilities, and qualifications of capable vendors to include small business vendors.

I. INTRODUCTION

This RFI is being released by the Department of Defense (DoD), Washington Headquarters Services (WHS) Acquisition Directorate (AD) on behalf of the Office of Defense Security Cooperation Agency (DSCA), Information Management & Technology (IM&T). WHS(AD) is performing market research by issuing this RFI to obtain information and assist in determining the availability, interest, and capability of potential firms, to include small business vendors, to provide services for HR Information Management Application Development and Support. Please see system capacity requirements in section III and attached Use Case and Prioritized Business Requirements Table for specific details as it pertains to the requirements of this notice.

This acquisition is a new requirement and have no prior acquisition history.

II. INSTRUCTIONS

A. Submission Requirements:

Interested firms should submit responses to include a capabilities statement covering experience and technical capabilities. Businesses having the capabilities necessary to perform the stated requirements may submit capability statements via email to:

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

Responses must be submitted no later than November 4th, 2025, 4PM Eastern Standard Time (EST). Capability statements will not be returned. No phone calls related to this RFI will be accepted. All correspondence shall be via email.

B. Capability Statement Requirements:

Please respond to the following in your capability statement:

1. A brief three to-five-page synopsis of similar work performed and addressing the ability to provide qualified staff capable of fulfilling the areas of subject matter expertise.

2. CAGE Code Number and Unique Entity Identifier (UEI).

3. Company name and address.

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

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4. Company Point of Contact, phone number and email.

5. NAICS codes associated with the company.

6. Company must identify if they are a small business. Small business concerns must identify their small business category (Example: 8(a) Service- Disabled Veteran-Owned, HUB-zone, Small Disadvantaged, Veteran-Owned, or Women-Owned).

7. Specific examples of prior efforts same/and or similar to HR Information Management

Application. In addition to addressing prior efforts, vendors should also describe their ability to deliver and configure a Human Capital Information Management Application as described in section III and attached Use Case and Prioritized Requirements Table.

8. Recommended/suggested NAICS codes for this effort.

9. Recommended/suggested contract type (i.e. FFP, Cost, T&M, LOE, etc.), based on the requirements as described in section III and attached Use Case and Prioritized Business Requirements Table.

10. Please state whether these services are commercially available, yes, or no? Please state why or why not.

11. Number of contracts currently held with the Government to include any Federal Supply

Schedules listed under GSA Advantage that are similar in scope for the required services.

12. Are all the services and labor categories needed to fulfill this requirement available on your company’s GSA contract? If they are available, please identify your GSA contract number.

13. Identify/Recommend Government Wide Acquisition Contract (GWACS) that these services can be obtained and fulfilled based on all of the documents. Identify the GWACs contract number for the Government for review.

14. Please provide feedback or questions regarding the requirements of as described in section III and attached Use Case and Prioritized Requirements Table.

15. Please provide the details (including approximate total contract value) of at least two (2) contracts where your company has been the prime contractor (as the sole prime contractor or as part of a joint venture) within the past three (3) years providing support services similar to the HR Information Management Application Development and Support requirements and tasks. Please review all documents for details.

16. Identify the areas in the package that you will perform as a prime contractor and collaborate with a subcontractor and explain the reason for performing those areas identified in the package as a prime and collaborating with a subcontractor, i.e. teaming arrangements and or joint ventures.

17. For the areas identified above (#16) that will be subcontracted, identify the percentages that would be subcontracted to small business to perform.

18. Respondents are limited to ten (10) pages for the entire submission to include three to five (5) page synopsis of similar work performed. A minimum font size 12, left justified and one-inch margins all around.

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19. Point of Contact, phone number, and emails of individuals who can verify the demonstrated capabilities identified in the responses.

20. Respondents must submit documents in Word or PDF format. Zipped files will not be accepted, nor will telephone requests be honored.

III. Human Capital Information Management Application Capabilities

A. System Capabilities (admin-configurable, no vendor coding, maximized out-of-box)

The team is looking for a solution that provides:

Ease of Use: easy for users to interact with, easy for them to manage, and intuitive and easy to learn.

Document & Signature Management: ability to store or link to stored documents, allows for signature workflows without the need to download and upload attachments constantly (i.e., similar to DocuSign, PDF Signature, Athentisign). Can connect with existing document stores like OneDrive or SharePoint.

User Organization: ability to sort and organize users in various ways. For example, it could have metadata tags or other technology that allow for different types of organization of users (i.e., by military, civilian, or contractor status), and allow sub-sorting of users by country or location of posting.

Analytics & Reporting: ability to review metrics or export to external visualization software (i.e., Power BI, Tableau).

Permissions & Records: fields or record level permissions by different HR functional areas (military, staffing, manpower, classification, succession planning, etc.) to manage their responsibility of a personnel record. There should only be a single employee record that our staff is maintaining.

Lifecycle Tracking: ability to track employment lifecycle activities such as writing job descriptions, position library, authorizations, awards, career development, training, seat assignments, security clearance status, onboarding and off-boarding, and evaluations. The application must also be able to automate the developing, assigning, reviewing, approving, storing, and reporting of position classification documents in a centralized and secure virtual location. This is not meant to be a comprehensive list, but ideally the software is flexible enough that fields, tags, and workflows can be implemented to address any number of scenarios.

Role-Based Access Management: configurable role-based access management that allows permissions to be assigned at the user, group, field, workflow and record level without requiring vendor coding.

Integration: integration with Microsoft Outlook, OneDrive, SharePoint, external APIs, and reporting tools such as PowerBI and Tableau to support workflow and analytics/reporting

Security, Privacy & Compliance: hosted in a FedRAMP-approved DoD IL4+ cloud environment, compliant with Zero Trust and ICAM requirements (must support both CAC and PIV cards), protecting PII, and meeting Section 508 accessibility standards.

Flexibility: ability to add fields, tags, and workflows for evolving scenarios

D. Use Case Mapping:

Vendors should map system features to the detailed Use Cases (provided separately by the

4 / 5 agency). Detailed use cases are provided to expand on the features list and explain how those features maybe be put into practice in an application.

For each capability, identify whether it is Out-of-the-Box, Configurable by an Administrator, or Not Available.

E. Cost Breakdown:

Vendors must provide a comprehensive cost breakdown that clearly identifies costs by requirement category:

Must-Have Requirements (Essential Functionality): all associated costs must be included in the base proposal price.

Should-Have Requirements (Desirable Enhancements): Two ways to respond Option A – Itemized Cost: provide separate, itemized cost for each requirement.

Option B – Grouped Costing: group related requirements together with a single combined cost and a brief description of what is included.

Nice-to-Have Requirements (Value-Added Options):

Option A – Itemized Cost.

Option B – Grouped Costing.

Option C – No Cost: indicate if included as a value-added service at no additional cost.

F. Licensing

For planning purposes, DSCA anticipates approximately 35 super-user licenses and 2000 common-user licenses. For each license type offered, vendors must:

• Identify and describe the license type and its differences.

• State what functionality or access it includes.

• Indicate whether it is role-based, user-based, concurrent, or enterprise-wide.

• Identify any limits (e.g., number of workflows, storage, reporting, admin features).

• Provide unit cost per license type.

• Specify model (e.g., by groups, per user, floating).

• Identify restrictions such as continuous use limitations or other constraints.

Map licensing structure to user groups. G. Migration & Implementation

Vendors must provide cost estimates and approach for migrating from the agency’s current Microsoft-based application, including:

• Data migration.

• Configuration and testing.

• Setup and integration.

• Training.

• Available migration packages and timelines.

H. Operations & Sustainment

Vendors must provide cost estimates for ongoing technical support, including:

• Helpdesk with tiered escalation for break/fix.

• System maintenance and upgrades.

• Troubleshooting.

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Cyber compliance activities (e.g., STIG checklist).

I. Configuration & Enhancements

• Provide definitions and costs for enhancements (e.g., field name changes).

• Identify costs for add-ons and additional modules.

• State what level of configuration can be completed by DSCA business users without vendor cost, versus what requires additional vendor costs.