RFI for OI Case Management v2.pdf

The US. Health and Human Services (HHS) Office of

Inspector General (OIG) Request for Information Date: 12

January 2022

This Request for Information (RFI) is being released pursuant to the Federal Acquisition Regulations (FAR) Part 10 Market Research. The information collected through the process considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. This Request for Information (RFI) is the initiation of market research under Federal Acquisition Regulation (FAR) Part 10. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This announcement does not constitute an Invitation for Bids (IFB), Request for Quote (RFQ), or a Request for Proposal (RFP), and it should not be construed as a commitment of any kind by the Government to issue a formal solicitation or ultimately award a contract.

In addition, vendors responding to this RFI shall bear all risks and expenses of any resources used to provide the requested information. The submission of capability information in response to this market survey is purely voluntary.

The Health and Human Services (HHS) Office of Inspector General (OIG) is issuing this RFI to identify qualified and responsible business, to include Large Businesses and Small Business vendors (e.g., 8(a); Service- Disabled Veteran Owned Small Business; Historically Underutilized Business Zone (HUBZone) Small Business; Small Disadvantaged Business; Veteran-Owned Small Business, Women-Owned Small Business and Economically, Disadvantaged Women- Owned Small Business) having an interest in and possessing the resources and expertise to develop a case management system.

The applicable North American Industry Classification System (NAICS) code assigned to these services is 541611. Contractors must be properly registered in the Government System for Award Management at https://www.sam.gov/portal/public/SAM/.

Background

The mission of the Health and Human Services (HHS) Office of Inspector General (OIG) is to protect the integrity of HHS programs, as well as the health and welfare of beneficiaries served by those programs. This statutory mission is carried out through a nationwide network of audits, investigations, and inspections. By conducting independent and objective audits, evaluations, and investigations, OIG provides timely, useful, and reliable information to Department officials, the Administration, Congress, and the public. The HHS OIG consists of five components – Office of Audit Services (OAS), Office of Evaluation and Inspections (OEI), Office of Investigations (OI), Office of Counsel to the Inspector General (OCIG) and the Office of Executive Management (EM). The approximately 1,900 OIG employees are distributed throughout the United States and territories, in the headquarters at Washington DC, 9 regional offices and over 90 field offices.

EM office is composed of the Immediate Office of the Inspector General and the Office of Management and Policy (OMP). EM is responsible for coordinating OIG activities and providing mission support, including setting vision and direction for the OIG’s priorities and strategic planning; ensuring effective management of https://www.sam.gov/portal/public/SAM/ budget, finance, human resource management, and other operations; and serving as a liaison with HHS, Congress, and other stakeholders. EM plans, conducts, and participates in a variety of cooperative projects within HHS and with other Government agencies. EM provides critical data analytics, data management, and information technology (IT) infrastructure that enables OIG components to conduct their work efficiently and effectively.

A need has been identified within the Office of Investigations (OI) for an enterprise case management system.

The applications’ case management solution is needed to provide a flexible user interface for data entry, retrieval and automated support for the generation of investigative planning, time tracking and execution artifacts. The application is also needed to contain flexible Business Intelligence, (BI) reporting tools for creating standard, ad hoc, and dashboard reporting; database, and data management tools.

The existing complaint and case management system currently used by OI is not adequate for the future. The current system is difficult to manage and retrieve investigative data associated with legal matters. In-house upgrading, replacement, and deployment of new servers and infrastructure has been both expensive and disruptive to OI’s operations. Therefore, in an effort to improve performance, enhance availability, facilitate legal compliance and federal guidance, and manage cost, the OIG is requesting information on the viability of various commercial of the shelf (COTS) case-management options. This approach is expected to realize savings in cost and resources while providing the services needed to make HHS-OIG more efficient and effective.

Purpose and Objectives

HHS OIG is seeking a new complaint and case management and collaboration tool that will meet industry performance standards, offer the necessary redundancy and contingency features to meet OI’s needs, and provide state-of-the-art technology enhancements to improve user experience and minimize service disruption.

The ideal solution will involve no software development work and minimal integration effort past implementation. The cost of operation will also be significantly reduced.

The purpose of this RFI is:

(1) to summarize OI’s case-management and supporting business process needs

(2) to determine capabilities of vendors who can develop this case-management tool and

(3) to determine the best contracting vehicles to meet OIG requirements.

OIG needs to replace its current OIG case-management system/environment with a Commercial off the Shelf (COTS) System that will technically modernize and reengineer OIG’s complaint and investigative management processes. The case-management tool shall leverage commercial “best practices” and are built on COTS solutions and support case-management functions.

These functions shall include, but not limited to:

• Logical access controls

• Complaint handling

• Case opening

• Investigative activity management

• Workflows and notifications

• Case results tracking

• Indexing of entities associated with cases

• Advanced search with drill-down capability

• Document and form creation with built-in templates

• Time tracking (Direct and Indirect time)

• System administration

• Case reviews

• Reporting (canned, ad-hoc, dashboards)

• Management of documents, images, audio, and video files

• Data migration

• Mobile-friendly interfaces

• Application Interface capabilities to share real time information other applications and partners

Anticipated period of performance. (TBD) Early 2022

Capability statement /information sought. Respondents must provide a capability statement, to include the following information:

1. Respondent’s statement attesting to capabilities in relation to developing this case management tool, including providing an understanding of Federal case management processes, Federal case management terminologies and general investigative and complaint operations.

2. Information regarding Respondent’s: (a) staff expertise with Federal case management systems; (b) current in-house capability and capacity to perform the work; (c) prior completed projects of similar nature; and (f) training of up to 700 users on system capabilities, including providing a training manual.

Information regarding Respondent’s (a) Licensing costs and terms (b) Support/maintenance (c) Help desk/issue resolution (d) Product enhancement/upgrade planning (e) Product modification, customization, and configuration (f) Release scheduling and deployment (g) Describe company’s preferred product implementation road map

3. A general rough order of magnitude of the effort, time, and travel that may be required for completion of this project. Do not submit detailed estimates.

4. Respondent’s DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) and NITAAC or GSA contract number (if applicable).

5. Information about any Government Wide Acquisition Contract (GWAC) (e.g., NITAAC) or Federal Supply Schedule Contract from which the training services could be procured.

6. Any other information the Respondent feels is pertinent to the potential requirement.

All responses to this RFI must be submitted electronically to Crystal McCane, Contracts Specialist, at crystal.mccane@oig.hhs.gov. Facsimile responses will not be accepted. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point of entry site for further information. Your firm’s response to this RFI is appreciated.

SUBMISSION TIME AND DATE

Questions can be submitted until 26 January 2022 by 12PM EST with a 48-hour response time. Responses to the information provided above are due no later than 12PM on 02 February 2022 EST. Responses received after this date and time may not be considered.

mailto:crystal.mccane@oig.hhs.gov