AESMS RFI for Enterprise Task Management Software Solution Dec 2019.pdf

Request for Information

U.S. ARMY PROGRAM EXECUTIVE OFFICE ENTERPRISE INFORMATION

SYSTEMS

Enterprise Task Management Software Solution (ETMS2)

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes, the Army is not at this time seeking proposals and will not accept unsolicited proposals. This RFI does not commit the U.S. Government (USG) to contract for any supply or service whatsoever.

1.0. Background

The Army Contracting Command (ACC-RI), in support of the Program Executive Office Enterprise Information Systems, and Project Director, Enterprise Services (PD ES), is seeking to identify sources to support the purchasing of Commercial-off-the-Shelf (COTS) task and correspondence management software applications and related services.

This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. All information received and marked “Proprietary” will be handled accordingly, responses will not be returned. Information provided in response to this RFI will be used to assist the USG in acquisition development. In accordance with (IAW) Federal Acquisition Regulation 15.201(e), responses are not offers and cannot be accepted by the USG to form a binding contract.

No reimbursement will be made for any costs associated with providing information in response to this announcement and any follow-up information requests. This announcement does not restrict the USG to an ultimate acquisition strategy, and the USG reserves the right to consider any acquisition strategy it deems appropriate for this requirement.

2.0. Scope

The Contractor shall identify and provide a capability/technical statement that outlines their ability to potentially perform the following tasks:

Provide an Enterprise tasking software solution for an organization with a minimum of 50K users and the ability to scale to over 250K users

Automate the dissemination and reporting of taskings, RFIs, and directives originating from DoD organizations to internal staff directorates and external subordinate units

Automate the dissemination and reporting requirements of administrative instructions originating from DoD organizations to staff directorates and external subordinate units

Automate the staffing of Awards, Decorations, and Evaluations

Enable transparency and accountability of DoD organizations incorporated staff processes, providing DoD leaders with valuable organizational data including workflow bottlenecks, workload comparisons, and efficiencies

Assign tasks to individuals or teams, using either predefined or ad hoc workflows Provide the ability for a local administrator (super user) to modify the predefined workflows Allow for configurable privacy settings Provide automatic tasking notifications using Microsoft Outlook Provide near-real time status updates Enable visible responses across the entire user base Automate storage and archiving Provide an easy to use business intelligence capability to support the building of reports (end-user & management reports) Deliver end-user training for an organization with 50K users and a compressed deployment timeline Enable task management capability that leverages existing DoD information technology infrastructure to the maximum extent possible Utilize COTS software to the maximum extent possible to reduce delivery & deployment time Provide seamless interoperability with CATMS that minimizes the need for software development in order to mitigate costly and time-consuming customized interface development

Operate on both the DoD’s unclassified and classified networks

Integration points:

Leverage the DoD’s investment in existing capabilities for Microsoft Outlook, Microsoft Office including 365, Defense Enterprise Email, etc.

Leverage the DoD’s investment and deployment of Microsoft SharePoint software to reduce costs for storage and archiving

Leverage the DoD’s current processes for Identity and Access Management (IdAM)

3.0. Instructions

The USG is submitting this RFI to obtain critical feedback from industry on current capability.

Responses to this RFI must be submitted in writing to jennifer.l.smith974.civ@mail.mil and babette.r.murphy.civ@mail.mil by 1200 Central Time, 20 December 2019. Do not submit a proposal or quote.

Responses must contain:

Company name; CAGE Code; Address, Point of Contact, phone number; and email address.

Business size standard along with any special designation (SDB, HUBzone, WOSB, etc.)

Single-spacing, Arial, 12 point font, one inch margins Compatibility with MS Office Word 1997-2013.

For each question in Section 4.0., your company should provide a response that does not exceed one page per question. If your company has previously submitted a response to a previous RFI, please respond only to those questions not contained within that initial submission response.

Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become USG property and will not be returned. All USG and contractor personnel reviewing responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as described 41 USC

423. The USG shall not be held liable for any damages incurred if proprietary information is not properly identified.

4.0. Response Questionnaire

1. Software/System Exchange Capability:

a. Is your software/system currently able to exchange information with Office of the Secretary of Defense’s (OSD) Correspondence And Task Management System (CATMS)?

b. If not, what is the estimated time to design, build, test and deploy a data exchange capability that enables seamless interoperability between CATMS and other users?

2. Department of Defense (DoD) Usage Experience:

a. Identify usage of your software/system by the DoD or any component of DoD.

(Agency, number of users/seats, etc.)

b. Is your company currently providing Tier 2 & Tier 3 sustainment for those implementations?

3. CONUS & OCONUS Deployment:

a. Have you deployed your product to users in CONUS & OCONUS?

b. Was it deployed on Government-owned networks, in both unclassified and classified environments?

c. If so, please provide the customer and number of users in each environment.

4. DD Form 254 “Contract Security Classification Specification”:

a. Does your company have a current DD Form 254, Contract Security

Classification Specification, which will enable you to provide skilled personnel with current security clearances/background investigations that can work on the Army’s unclassified and classified networks?

5. System/Software Certifications:

a. Does your system/software have a current Certification & Accreditation/Authority to Operate (ATO) based on the Risk Management Framework (RMF) for DoD?

b. If so, please provide a copy of the ATO.

6. Training End Users:

a. Please describe your experience with training end-users in a deployment of a minimum of 5K users up to 10K end-users.

b. Provide an example of where your company deployed and trained your product on a similar scale and under similar time-constraints.

7. Licensing Structure/Cost:

a. Please provide the licensing cost model for your product?

b. Is licensing per user, per instance or based on server hardware or processors/cores?

c. What are your bulk purchase discount tiers?

d. What is your annual software maintenance percentage?

e. Do you provide your product as a ‘service’?

8. User Experience

a. Please provide customer testimonials regarding deployment and use of your software.

b. Please explain the amount of down time users may have experienced in the past 12 months and what solutions are in place to quickly bring the system back online.

9. Cost

a. Are there any costs associated with establishing or maintaining an environment for the software to operate? If so, please provide a breakdown.

b. Are there any costs for deploying your software to a customer? If so, please provide a breakdown of ancillary costs.

c. Are costs for training users included with the purchase of a software licenses?

If not, please provide the pricing structure associated with training.

10. Cloud Enabled

a. Is your system certified for Unclassified and Classified networks?

b. Is your system certified for IL5/IL6?

11. Archiving of Data

a. Is your software/system currently able to archive data for organizations to compress and encrypt files to be maintained per DoD Governance and Policies that support the National Archives and Records Administration or equivalent records management system?

b. Please explain your methodology.