RFI NICS WFM.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

REQUEST FOR INFORMATION (RFI) TEMPLATE

REQUEST FOR INFORMATION (RFI)

Federal Bureau of Investigation, National Instant Criminal Background Check Section’s

Workforce Management Software Solution RFI

September 16, 2024

Attachment AS - Request for Information (RFI) Template

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DISCLAIMER:

THIS NOTICE IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL

OR QUOTE. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A

COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE

GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS

ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO

THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL

DESCRIPTION IS STRICTLY VOLUNTARY.

INTRODUCTION

Responses to this RFI may be used to formulate final requirements and/or to identify qualified vendors capable of meeting those requirements. The description below outlines preliminary requirements envisioned for the National Instant Criminal Background Check Section’s

Workforce Management software solution. The information gathered may be used to formulate acquisition strategies for competitive solicitations.

BACKGROUND

The United States Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Criminal

Justice Information Services (CJIS) Division, National Instant Criminal Background Check System

(NICS) Section in Clarksburg, West Virginia, is seeking information on current market capabilities for Workforce Management (WFM) solutions. These tools are crucial for effectively managing human resources. The NICS Section requires a WFM solution that offers functionalities including labor forecasting, scheduling, time and attendance tracking, and performance management. It is essential to compare various options to ensure the best fit for the organization. This evaluation will focus on each solution’s effectiveness, cost-efficiency, scalability, and alignment with organizational goals.

Core business components that must be met include efficient resource allocation, strategic alignment, compliance and fairness, and productivity enhancement. A WFM software solution is pivotal in optimizing business operations by efficiently managing NICS Section personnel. This optimization assists the FBI in providing timely determinations of a person’s eligibility to possess firearms or explosives in accordance with federal law. The WFM software will ensure that

Version 1.2 Page 3 personnel can provide recommendations within the three-day period established by the Brady

Act, identifying any prohibiting factors for potential gun buyers.

As mandated by the Brandy Handgun Violence Prevention Act of 1993 (Brady Act), Public Law

No. 103-159, to make timely determinations of a person's eligibility to possess firearms or explosives. The law requires that federal firearms licensees (FFLs) (e.g., gun dealers) contact

NICS to determine whether the proposed transfer of a firearm would violate Sections 922 (g) or

(n) of Title 18, United States Code, or applicable state laws.

CONTEMPLATED REQUIREMENT

National Instant Criminal Background Check System (NICS) is issuing this Request for

Information (RFI) to obtaining solutions that meet objectives needed to accomplish stated requirements. As a part of this RFI is it important to understand several factors as it pertains to customer projects, integration, support and training. Please include with your response:

• Detail any case studies that highlight experience with similar projects. Including the scope of the project, challenges faced, solutions implemented, and the outcomes achieved.

• Detail the companies experience with integrating WFM systems into various existing technologies such as HRIS, CRM, and other enterprise systems. We would like to understand the approach used to achieve seamless integration and how data inconsistencies and workflow disruptions were averted.

• Details on what tools and methodologies are used to ensure smooth integration.

• Detail the support structure during and after the implementation process, which includes the availability of technical support, response times, and the types of support offered (e.g., on-site, remote).

• Details on the training programs used to educate on your WFM system. This should cover initial training as well as ongoing education to keep up with system updates and new features.

The areas of interest for contemplated requirements and scenarios are addressed below.

Functional Requirements

Scheduling: Automated shift scheduling, shift swapping, and real-time updates.

Forecasting: Predictive analytics for workforce demand based on historical data.

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Time and Attendance: Clock-in/clock-out functionality, absence management, and overtime tracking.

Leave Management: Request and approval workflows for various types of leave.

Compliance: Adherence to labor laws and regulations, including overtime and break rules.

Reporting and Analytics: Customizable reports, dashboards, and data visualization tools.

Employee Self-Service: Access for employees to view schedules, request time off, and update personal information.

Integration: Compatibility with existing HR, payroll, and other enterprise systems.

Technical Requirements

Data Security: Encryption, access controls, and compliance with data protection regulations, within the guidance of NIST Special Publication 800-53, DOD 8570/8140, ISO/IEC 27001 and FISMA Compliance.

Scalability: Ability to scale with the growth of your organization.

API Access: Open APIs for seamless integration with other systems.

Cloud-Based: Preference for cloud-based solutions for ease of access and maintenance.

User Interface: Intuitive and user-friendly interface for both administrators and employees.

Vendor Requirements

Experience: Proven track record in providing WFM solutions to similar industries.

Customer Support: Availability of 24/7 support and dedicated account managers.

Implementation: Detailed implementation plan, including timelines and training.

References: References from existing clients, particularly those in similar industries.

Cost Structure

Pricing Model: Clear breakdown of costs, including setup fees, subscription fees, and any additional charges.

Total Cost of Ownership: Consideration of long-term costs, including maintenance and upgrades.

Additional Considerations

Customization: Ability to customize the solution to meet specific business needs.

User Training: Availability of training resources and support for end-users.

Future Roadmap: Vendor’s future development plans and how they align with your business goals.

The Government would like to know which firms can provide a solution that is capable of scheduling, time and attendance, leave management, forecasting, performance management

Version 1.2 Page 5 and compliance for this contemplated requirement by identifying themselves and responding to this RFI. Demonstrations may be requested after the completion of this RFI. The Government requests the following information:

1. Company name and business size.

2. Provide evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience). Information provided shall be succinct and related to the requested information in this RFI. All submissions shall be unclassified.

3. Address whether your company has a GSA Schedule and if they are capable of providing these services on a schedule. If able to provide the services on schedule, provide the schedule and SIN.

4. Demonstrate your company’s business base in the United States and disclose whether your solution contains any coding developed outside of the United States.

5. Any other assumptions, comments, concerns, and/or questions relating to the contemplated services.

Required Information:

Contractor Legal/DBA Name:

Address:

Point of Contact:

Telephone:

Email Address:

DUNS Number:

UEID Number:

Cage Code:

Facility Clearance (if applicable):

Applicable NAICS Codes:

Standard Business Size:

GSA Schedule:

NASA SEWP Contract:

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DISCLAIMER and RESPONSES

THERE IS NO COMMITMENT BY THE GOVERNMENT TO ISSUE A SOLICITATION AS A RESULT OF

THIS RFI. THIS IS BEING ISSUED SOLEY FOR INFORMATIONAL AND PLANNING PURPOSES AND

DOES NOT CONSTITUTE A SOLICTIATION. IN ACCORDANCE WITH FAR 15.201(e), RESPONSES

TO THIS NOTICE ARE NOT OFFERS AND CANNOT BE ACCEPTED BY THE GOVERNMENT TO

FORM A BINDING CONTRACT. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE. IT DOES

NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY

THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS

UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO

FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT.

ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS

STRICTLY VOLUNTARY.

WHAT SHOULD BE INCLUDED IN YOUR RESPONSE

1. All interested parties shall submit capability packages in response to this notice.

2. Do submit succinct, thoughtful responses to the requirements/questions listed in this

RFI.

3. Do submit comments that address the FBI's requirements, assumptions, conditions or contemplated approaches to this future acquisition.

4. Do submit information and suggestions that may encourage new, different, or innovative approaches that would result in products, solutions, and direct savings to the

FBI.

WHAT SHOULD NOT BE INCLUDED IN YOUR RESPONSE

1. Do not submit proposals or offers.

2. Do not submit past performance information or general descriptions of corporate experience.

3. Do not submit requests to be considered for award or to be notified of a future solicitation.

4. Do not submit requests to be added to a mailing list or distribution list.

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5. Do not submit questions or comments not related to this RFI.

6. Do not respond via telephone.

RFI SUBMITTAL INSTRUCTIONS: The Government requests response to this RFI to be submitted via electronic means to the POC outlined below. Any request for clarification to this RFI are due by 10/15/2024 Noon Eastern to ensure response. The Government reserves the right to respond to questions provided after the deadline. Government response to questions will be provided on 10/17/2024 by close of business. Formal responses are due by 10/25/2024 Noon

Eastern. Each submission shall not exceed 15 pages in length, including cover page, table of contents, and any other information. Submit RFI Information via email to the attention of:

Contracting Point of Contact: Tyler Cutright

Email: tbcutright@fbi.gov