RFI for PREVIEW_FINAL.pdf

REQUEST FOR INFORMATION (RFI)

Protected Recorder Viewer (PREVIEW)

1.0 Description

1.1 The National Transportation Safety Board (NTSB) Office of Research and Engineering (RE) is seeking information on how an interested party could provide software solutions to replace its existing Protected Recorder Viewer (PREVIEW) with a commercial off-the-shelf product. Specifically, NTSB RE is interested in finding a product that can meet its needs with only limited customizations.

BACKGROUND:

In support of the agency’s mandate, the NTSB Vehicle Recorder Division (RE-40) recorder specialists routinely recover sensitive imagery and audio from recording devices aboard vehicles involved in accidents. These recoveries take place in a laboratory at NTSB Headquarters in Washington, D.C. Public release of these recordings is prohibited by law.

Accident investigations sometimes involve the recovery of highly sensitive videos and data. To prevent any accidental release of this sensitive information, the NTSB stores protected content on non-networked drives in a laboratory at NTSB headquarters.

While these safety measures have been effective, the process of uploading new and accessing existing sensitive data is less than ideal.

PREVIEW objectives are to facilitate the process of accessing and working with protected content, while at the same time precluding any inadvertent release of sensitive data to the public or non-investigative NTSB staff.

To prevent inadvertent public release, these recordings reside on non-networked secure servers in the laboratory and NTSB policy prevents these recordings from being stored on computers issued to investigators.

NTSB investigators and staff who work remotely have a need for a system to securely view these recordings and documents based on these recordings

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.

1.3 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 that will at a mininum 90% of requirements could be implemented on a Low Code/ No Code Platform as a Service (PaaS) or Software as a Service (SaaS) with nominal software development needs.

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);

http://www.sam.gov/

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

The workflow logic and case management tool will be tailor to match the needs of the NTSB Office of Research and Engineering (RE) and modal investigation offices.

Scope of Work

The system will facilitate the secure sharing, viewing, and management of protected content, while ensuring compliance with NTSB procedures and federal regulations.

Functional Requirements and User Roles

2.1 File Management

The system shall allow users to:

• Upload draft Cockpit Video Recorder (CVR) transcripts, photos, videos, and other sensitive media.

• Package and encrypt files for network transfer.

• Allow users to review videos frame by frame and encryption in transit shall be employed.

• Prevent videos content from being stored on users computers.

• Receive confirmation upon successful file transfer.

• Assign uploaded files to an investigation using NTSB numbers or keys.

• Indicate the sensitivity level of each uploaded file.

• Enter descriptions and comments for uploaded files.

• Update or delete files associated with any case.

2.2 User Access and Permissions

The system shall enable:

• Investigators to view files after receiving appropriate approvals.

• Users attach approval emails to cases and capture approval details.

• Users to view a list of open cases and cases they are approved to see.

• Alerts to users when new files are uploaded for their cases.

• Display of sensitivity and meta-data for all approved-to-view cases.

• Users request access to cases via email.

• Viewing of draft CVR transcripts, photos, videos, and sensitive media for approved cases.

• Reminders of NTSB procedures before accessing protected recordings.

• Video playback with controls for fast-forward, rewind, pause, slow motion, and frame-by-frame advance.

• Addition of private and public annotations to files.

2.3 System Operations

The system shall:

• Must be deployable in a cloud environment.

• The proposed solution must have FedRamp Authorization and a FISMA high impact level.

• Restrict access to the NTSB internal network only.

• Utilize web APIs for system interfaces and report generation.

• Adhere to the defined general investigation workflow.

• Implement automatic session timeouts after periods of inactivity.

• Validate user input for security and proper formatting.

• Log all system activity.

• Prohibit searches involving personally identifiable information (PII).

2.3 User Administration

The system shall allow User Administrators to:

• Manage user access and permissions.

• Manage system updates and maintenance.

User Roles

Recorder Specialist

• Role Description: Recorder Specialists manage case data, including uploading, editing, deleting, and viewing.

• Functional Requirements:

o Ability to convert files to the standard format.

o Use of a packaging app for file encryption.

o Transfer encrypted data between designated network segments (red to blue).

o Create and manage cases within the system.

o Upload encrypted data to the correct case, specifying sensitivity levels, expiration dates, and authorized viewers.

o Receive confirmation of successful file transfers.

o Automatic notification of relevant personnel upon successful data upload.

2.2 Investigator

• Role Description: Investigators primarily view protected data after receiving necessary approvals.

• Functional Requirements:

o Receive email notifications of new data availability.

o Access new content via PREVIEW, accepting terms and conditions related to NTSB procedures.

o View a list of open and approved cases.

o Request access to protected content when necessary.

o View content with watermarks displaying user information.

o Interact with video files (play, pause, stop, rewind, fast-forward, slow motion).

o Annotate documents and images with private or public notes.

2.3 Office Director

• Role Description: Office Directors have oversight capabilities and limited access to sensitive data.

• Functional Requirements:

o View a complete listing of all open cases and authorized personnel.

o Access the system's activity log.

o Approve investigator access requests, documenting the method of approval.

o Limited access to recordings, with the ability to be granted viewing permission by Recorder Specialists if necessary.

Interface Definitions

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

others may provide or request workflow status, direct site links, or reference data.

These interfaces are listed below, with a description of the relevant information.

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

• NTSB SEES. This database contains a listing of all active NTSB employees and staff. PREVIEW will reference the employee listing for user management

• System of Analysis of Federal Transportation Investigation (SAFTI): is the primary data entry and workflow management application for NTSB accident/incident investigations and used by all investigative offices.

Stakeholders

The stakeholders include:

As PREVIEW is associated with all investigations, there are many NTSB stakeholders and potential system users. The stakeholders include:

Recorder specialists from RE

All investigation modes including:

• Office of Aviation Safety

• Office of Marine Safety

• Office of Railroad, Pipeline, and Hazardous Materials (RPH) Investigations

• Office of Highway Safety

• The Office of Chief Information Officer (CIO) provides support for all NTSB information technology applications.

Security Requirements

Security is of the utmost importance to PREVIEW. Under no circumstances can unauthorized personnel be allowed to view protected recordings. Security requirements are listed below:

• Comply with all applicable NTSB security policies and requirements

• The proposed solution shall be FedRAMP Authorized as FISMA Moderate

Impact

• Comply with all applicable NTSB record management and data retention policies

• Comply with all applicable NTSB privacy policies and requirements

• Restrict system access to those on the NTSB internal network, either directly or through a VPN

• Utilize single sign-on (SSO) for PREVIEW log-in

• Authorize/restrict case and data access based on user

• Log system activity, including when users upload files and view data and recording

• Ensure that data is encrypted at rest

• Ensure that data is encrypted in motion

• Validate all user input

• Display a watermark over video recordings and documents to identify user

• Ensure that users are not able to download data

• Ensure that no sensitive temporary files are left on a user's computer

• Expunge data on or before a specified date

Price is obviously an issue with any customer. We anticipate a user base of approximately 100 people. We would like to understand your pricing model (per user/per case, etc.). Additionally, we would like to understand what annual ongoing expenses will be incurred in future years including customization, maintenance or licenses.

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.

mailto:bryan.moy@ntsb.gov

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 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:

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