RFI for ICMS_FINAL.pdf

REQUEST FOR INFORMATION (RFI)

Investigative Case Management System

1.0 Description

1.1 The National Transportation Safety Board (NTSB) Office of the Chief Information Officer (CIO) is seeking information on how an interested party could provide software solutions to replace its System for Analysis of Federal Transportation Investigations (SAFTI) with a commercial off-the-shelf product. Specifically, NTSB CIO is interested in finding a product that can meet its needs with only limited customizations.

BACKGROUND:

The National Transportation Safety Board (NTSB) is an independent federal agency responsible for determining the probable cause of transportation accidents and issuing safety recommendations aimed at preventing future accidents, conducting transportation safety research, promoting transportation safety, and assisting victims of transportation accidents and their families. Part of this responsibility includes investigating all aviation accidents that occur in the United States. Results of these investigations are collected and maintained in the NTSB’s System for Analysis of Federal Transportation Investigations (SAFTI). SAFTI is an enterprise-line business application that tracks NTSB investigation workflow and case management across all modal offices, consolidating and standardizing processes and data.

The NTSB maintains SAFTI to store, retrieve, and manage information associated with its accident/incident investigations, safety research, and reports. NTSB investigators create a new case record for each investigation or research report in the SAFTI and then manage that case through various report development milestones until the release of a final report with analytical findings, probable cause, and/or safety recommendations. NTSB staff relies on data from SAFTI to monitor workflow, conduct safety research, support accident investigations, produce annual statistical reviews, respond to congressional requests, and provide Board member support. These data are also used to fulfill US reporting requirements to the International Civil Aviation Organization (ICAO), Other government agencies, industry organizations, and individuals regularly use the data for safety research.

1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the NTSB is not at this time seeking proposals and will not accept unsolicited proposals.

Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the System for Award Management

(www.sam.gov) webpage. It is the responsibility of the potential offerors to monitor this site for additional information pertaining to this requirement.

NTSB is conducting market research through this RFI to capture information from the vendor community on the marketplace of potential solutions. This RFI seeks input regarding:

a. Industry’s general comments on the NTSB’s business needs and possible solutions including proposals of alternate methods of meeting business needs;

b. Industry’s capability to perform the work (including perceived risks and level of customization required);

c. Industry’s estimate of the approximate cost to acquire and implement the proposed solution;

d. Industry’s ability to demonstrate a proposed solution; and,

e. Industry’s ability to propose innovative strategies for meeting NTSB’s needs, including multi-vendor collaborative solutions, solutions that leverage open source tools, and enhancements that will bring value.

The desired outcomes of this RFI are for NTSB to:

a. Learn more about what needs can and cannot be met with existing market offerings;

b. Determine the approximate cost of acquiring, implementing, and maintaining the solution(s);

c. Learn about the technology and staff resources that may be required to implement and support the solution; and,

d. Inform future budget planning.

2.0 Statement of Objectives

To enhance the efficiency and effectiveness of its investigative function, NTSB requires a Commercial Off-The-Shell (COTS) Investigative Case Management System (ICMS).

The proposed solution should be Software as a Service (SaaS) or solution hosted in an environment that meets the FedRamp authorization. The ICMS solution shall have the http://www.sam.gov/ capability to manage and track investigative cases and provide reporting information on various data fields.

Scope of Work

Case management and approval workflow for the full investigative lifecycle across the following modals of transportation: Aviation, Marine, Highway, Railroad, Pipeline, Hazmat, and multimodal investigations

Development and approval workflow for creation and publishing of investigative reports

Development and approval workflow for safety products (safety recommendations, safety studies, etc.)

Development, management and approval workflow for Safety Actions lifecycle

Management of investigation support requests (collaborating with medical officers, foreign parties, device/recorder specialists, research lab, etc.)

Duty Officer event entry process and investigative case conversion

Suite of automated validation rules to promote accuracy of data entry

Multiple system generates emails based upon system actions such as upcoming publishing dates, ICAO emails to foreign parties involved, case creation, etc.

Publish viewer dashboard for upcoming investigation report publishing

Development and management of Safety Messages

In-system alerts and notifications

User management module

Interface Definitions

SAFTI will contain interfaces to several NTSB data systems. Some systems may provide investigation-specific data that may be imported or mirrored/

These interfaces are listed below, with a description of the information to be transferred.

• Subpoena Application. This application can generate and track form-filled subpoenas for records and specimens.

o SAFTI will provide data fields (name, address, etc.) needed to initiate a subpoena and will prompt users to enter relevant information based on the type of request o SAFTI will integrate with the subpoena application to facilitate investigator and Office of General Counsel workflows, including status notifications, notifications of overdue responses, and tracking of completed and outstanding requests

• NTSB Keys. This database contains basic information on all NTSB investigations and studies, including unique keys number.

o SAFTI will import or look up basic incident/accident data including date, location, brief description, and IIC

• NTSB staff. This database contains a listing of all active NTSB employees and staff.

o SAFTI will import employee listing for user management

• Docket management system (MyDMS). This is a document repository for

NTSB investigations with partition for public-side and official-use-only data.

o SAFTI will facilitate the export of health information records to MyDMS, in accordance with permissions based on case-level personnel roles and record types.

• FOIA database. This system tracks FOIA requests and status.

o SAFTI will enable sharing of common data fields

• MEDICS – medical case management

• PREVIEW – storage and analysis tool for sensitive content

• Product Management Application – product development and management

• Keys – investigative data

• Staff Entry Exit Staff – Human Re data

• Report Generator – real time report generation

• SharePoint Online – storage and collaboration

• Google Maps – geographical data

• Microsoft PowerBI – dashboard and reporting on investigative data

• Weather Bug – weather source data

• NHTSA VIN – vehicle data

• FAA data – pilot and cert data

• Future Application Integration. NTSB application development is ongoing, with a goal of increased application integration.

o SAFTI will be adaptable and expandable to interface with future NTSB applications and with existing applications as they gain new functionality.

o SAFTI will facilitate navigation and data flow among such applications (for example, linking to safety recommendation databases), subject to appropriate controls

• 6120 electronic form / Document Manager – electronic entry of pilot/operator accident report and ingestion into SAFTI

• An Evidence Management System hosted in the cloud by a third-party vendor

The proposed applications shall support the government’s obligation to provide accessible technologies to its citizens with disabilities as required by Section 508 of the Rehabilitation Act of 1974, and its state law counterparts.

3.0 Responses

3.1 Interested parties are requested to respond to this RFI.

3.2 Written responses in a PDF compatible format are due no later than July 9, 2025 at 4:00 PM/Eastern Time (ET). Responses shall be submitted via e-mail only to bryan.moy@ntsb.gov. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned.

3.3. Section 1 of the response shall provide administrative information, and shall include the following as a minimum:

3.3.1. Organization Name, mailing address, physical address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact.

3.3.2. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

3.3.3. Business type (large business, small business, small disadvantaged business, 8(a)-certified small, disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business), GSA schedule contract number, if applicable, based upon North American Industry Classification System (NAICS) code 513210 or 511210 Software Publishers. Please refer to Federal Acquisition Regulation FAR 19 for additional detailed information on Small Business Size Standards.

There is no page limit for Section 1 of the response above, and the number of pages in Section 1 shall not be included in the 10-page limitation below. The 10-page limitation applies only to Section 2 of the response.

3.4 Section 2 of the response shall answer the question below and shall be limited to 10 pages:

mailto:bryan.moy@ntsb.gov http://www.arnet.gov/far/current/html/FARTOCP19.html

a. Within the Section 2.0 Statement of Objectives, is there any information that is not clear, or could otherwise be improved upon in order to perform the requirements of the contract to industry standards?

4.0 Questions

Questions regarding this announcement shall be submitted in writing by e-mail to the Contract Specialist at bryan.moy@ntsb.gov. Verbal questions will NOT be accepted.

Questions will be answered by posting answers to the selected government point of entry; accordingly, questions shall NOT contain proprietary or classified information.

The Government does not guarantee that questions received after July, 3, 2025 at 4:00 PM/ET will be answered.

5.0 Summary

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify parties that can provide new software that meets the needs of NTSB. The information provided in the RFI is subject to change and is not binding on the Government. NTSB has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.

mailto:bryan.moy@ntsb.gov