Inactive

RFI Amendment 0003: Post Rev2 to Government responses to Industry questions. Includes additional questions and responses. RFI Amendment 0002: Post Rev1 to Government responses to Industry questions. I... RFI Amendment 0003: Post Rev2 to Government responses to Industry questions. Includes additional questions and responses. RFI Amendment 0002: Post Rev1 to Government responses to Industry questions. Includes additional questions and responses. RFI Amendment 0001: Post the Government responses to Industry questions. REQUEST FOR INFORMATION (RFI) Homeland Security Investigations (HSI) – Electronic Routing Capabilities (ERC) ICEHSIERC-4.22.2022 April 22, 2022 A. BACKGROUND/PROGRAM DESCRIPTION The United States Immigration and Customs Enforcement (ICE) is the largest investigative branch of the Department of Homeland Security (DHS). As part of ICE, Homeland Security Investigations (HSI) is a critical asset in accomplishing the ICE mission and is responsible for investigating a wide range of domestic and international activities arising from the illegal movement of people and goods into, within and out of the United States. HSI requires Electronic Routing Capabilities (ERC) that consolidate needs into a cloud based platform that is FEDRAMP certified or a portal that can scale overtime to accommodate significant document retention requirements, is accessible to a wide audience within the agency, is built upon a robust workflow engine that provides linear and dynamic routing potential and is capable of developing standard forms while also supporting ad-hoc document upload functionality with routing and signature capability. The solution shall also incorporate capabilities for day-to-day taskings within each component to be assigned, tracked, and addressed. This capability shall remain financially sustainable for the Government in the long term (10-15 years). Finally, the solution shall be easily supported by a readily available market expertise to ensure access to maintenance support at a competitive rate and/or on a competitive basis. B. PURPOSE OF REQUEST FOR INFORMATION THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued IAW FAR 15.201(c)(7) and is solely for market research, planning and information purposes only and is not to be construed as a commitment by the Government to issue a subsequent solicitation (Request for Proposal, etc.). This RFI does not commit the Government to contract for any supply or service. ICE is not seeking proposals at this time. Further, ICE will not accept unsolicited proposals in response to this RFI. Participants in this market research are advised that the Government will not pay any costs incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the interested party's expense. The purpose of this RFI is to identify Contractors and their solutions that can satisfy these requirements. Responses to this RFI will be used to identify potential solutions, sources, vehicles and set asides for specific small business classifications. Therefore, while not responding to this RFI does not directly preclude a Contractor from participating in a future solicitation, not responding to this RFI could impact procurement decisions that affect a Contractor’s ability to participate in future solicitation(s) as a prime. C. SCOPE OF WORK/REQUIREMENT DESCRIPTION Core Objective There are four core objectives for this Electronic Routing Capability: a. The automated routing of documents for review and electronic signature through a chain of command resulting in a final document approval housed in a centralized archive for long-term review and access. b. The ability to task and route web-based forms (converted from existing paper-based forms to electronic templates) for review and approval. c. The ability to assign, track, and respond to taskings that may or may not include documents for action. d. Maintain audit trail and long-term retention of documents, actions, and decisions. Workflow Management Workflows shall be agile with linear/serial, dynamic, and parallel flows while retaining the option for ad-hoc flows to be assigned for unique user needs. Submitters shall have flexibility to use standardized/templated flows and ad-hoc flows with the potential to add in new signers throughout the document’s active routing period. Ideally, it should be possible to reinitiate or reopen the original task if the initiator determines that the document was not executed properly. Workflows shall be responsive to conditionals and cascading logic based on user input. Shall have the ability to do both role-based group workflows as well as specific individually assigned taskings. Shall have the ability to enforce deadlines and request/approve/deny an extension to the original deadline. Items may be recategorized between document, task and form management. Notifications Router shall be able to alert the submitter when someone in the routing chain is out of office so that the submitter can elect an alternative for their flow. Router shall have the ability to provide alerts and reminders to ensure timely completion through workflow. Router shall have the ability to notify original submitter and have the option to add other parties for notification on status and final disposition of a document. Depending on conditions, key Points of Contact (POCs) should automatically be included in the final disposition notice. Calculated fields shall be capable of tagging an event with priorities such as “urgent” and provide visual indicators on document status, such as on time, delayed, or past due. The solution shall allow for notification timelines to be configured by category and/or document type or task type. Integration The solution shall be capable of supporting tasks, documents and forms that come from other ICE systems into this solution and produce tasks, documents and forms that can be integrated into other ICE systems. Document Management Ability to submit a package that includes multiple documents for signature at one time. Ability to use built-in templates as well as attach non-standardized documents for signature. Ability to submit and view, within the application, multiple types of documents where some require signature, and some do not but are part of the overall package for review. Ability to create and enforce naming conventions through metadata captured at upload or otherwise. Ability to support a document router that requires more than one signature based on the document requirements. Signatures may be credentialed Personal Identity Verification (PIV), application of an image, or a scribble on a touch screen. Ability to view document and sign from a button in an email. Ability to approve or advance a document or task in cases where a signature is not needed. Transparency Document routing and storage maintains and presents a history of comments and/or discussions associated with the action, such as changes requested, questions answered, and other contextual input along its path to signature or approval. The solution offers users information on the current status and priority of their document in a queue of documents. Dashboard shall show the status and timeliness of documents submitted, pending actions required, on time, delayed, past due, and historical/holistic statistics. Records Management Platform archives / stores / complies with National Archives and Records Administration (NARA), ICE, Freedom of Information Act (FOIA), and HSI record retention requirements in a centralized location with easy access through a powerful search engine. Items and documents must be configurable by category and/or document type or task type. Mobile and Security Access Document router must allow maximum access to view and sign or approve via mobile application. Platform must be able to control / restrict access and reliably protect Personally Identifiable Information (PII). All application functionalities must be available by Agency provided phone and tablet as well as workstation. Task Management Platform shall be highly configurable and offer options to develop a separate workflow management structure specifically focused on taskings. Tasking solution shall support many of the same characteristics as e-signature document routing with the core objective being requests for action from a central location delegated out to an audience for response including document attachment and form population for submission. Dynamic re-routing for taskings needed in cases when it is determined that an item needs to be redirected to a more appropriate party. Users shall have the ability to create recurring tasks. Users shall have the ability to clone tasks where designated fields are recreated with a new Identification (ID). The solution shall support nested tasks with the ability to roll up related tasks. The solution shall support task association with one another such as a parent/child relationship and/or relation by specified criteria. Search Ability to search by ID, keywords, date, name, and other fields, as specified. Security/Permissions The solution shall meet ICE policies and procedures, following the ICE security posture, as dictated by the ICE OCIO Information Assurance Division (IAD). The solution shall meet ICE policies and procedures as dictated by the ICE Privacy, Records Management and Data Offices. The solution shall have permission levels including administration at different levels, read/write, and read to be configurable at levels including item/document, list, document type, task type, category, site, etc. Maintainability The solution shall be available with maximum uptime. The solution shall support scalability for 260 taskings (high end) farmed out to 30 offices annually for annual total of approximately 7,800 taskings spread amongst 10,000 to 20,000 agents/employees. Future requirements may include: The system shall allow participation with other Department of Homeland Security (DHS) agencies. The system shall allow participation with the public. The system shall allow participation with other Government agencies. The system shall integrate into existing agency chat functionality. The Contractor and any proposed solution shall comply with all ICE charters, policies, procedures and plans, processes, manuals, models, and guides. Interested Contractors are requested to submit a white paper, with a brief description of your solution while addressing how your solution currently meets or could be modified to meet each of the capability requirements described above. In addition, please address each of the following: Provide a brief description of the various organizational customers that have acquired the precise solution you propose to meet these requirements. State the daily document transaction volumes for each organizational customer and the number of users for each document, per day. Specify the "mission" or application for which your solution is used by each organizational customer and the date when your solution began full production operations for each organizational customer. Identify core system licensing costs, module licensing costs, and/or user licensing costs if applicable and describe your licensing structure (term, perpetual, etc.). Identify any licensing agreement benefits or limitations (i.e., proprietary limitations). Identify any costs associated with developing, or supporting the system (licenses, implementation, maintenance, and training). Describe how you charge for Operations and Maintenance (O&M) services following the initial deployment of your proposed solution, and what services are included in your standard O&M package(s)? Describe your solutions implementation model. For example, is your company the sole implementer or are other companies also able to implement your product? Provide a brief explanation. Examples may include ability to train/certify Government developers to maintain; evidence of third-party companies being able to support; etc. What are the warranty terms of your solution, if any? What are the data rights of your solution, including ownership of the source code, in the event of company bankruptcy, sale of company, relationship with customer ends, etc.? Is any part of your system or proposed solution proprietary? If so, please describe. Is your solution a commercial item or Commercial Off The Shelf (COTS) solution? D. RESPONDING TO THIS RFI Sources able to satisfy these requirements are invited to submit information describing their capabilities. Please limit submissions to a MAXIMUM of 11 pages (cover page, white paper, and product description(s)), inclusive of diagrams, photos, etc. White Papers should be submitted in Times New Roman, size 12 font, with single spacing. Multiple submissions are authorized to address various solutions. Each submission should follow the guidelines laid out the following sections: Cover Page (maximum 1 page) Contact and company information Name* Title Company Name Number of years in business Brief overview of company history Number of employees Business type, North American Industry Classification System (NAICS) code and company size (other than small, small business, Service-Disabled Veteran Owned Small Business (SDVOSB), etc.) Personnel Security Clearance(s) Location Mailing address Phone number Website address Email address *Note that RFI responses shall designate a single Point of Contact for receipt of all information pursuant to this RFI. List of any Federal contract appropriate to support this requirement (i.e., SWIFT, CIO-SP3, Alliant, GSA MAS IT 54151S, NASA SEWP, etc.). Please note that we are required to first consider agency strategic sourcing vehicles such as SWIFT, CIO-SP3, Alliant etc. prior to considering other vehicles such as GSA or NASA SEWP. Name/type of technology or technologies proposed. E. QUESTIONS AND REQUESTS FOR ADDITIONAL INFORMATION Questions and requests for additional information shall be sent to DHS/ICE via email to jason.zheng@ice.dhs.gov and misty.weinhold@ice.dhs.gov no later than Thursday May 5, 2022 at 10:00AM local time in Washington D.C. Verbal questions will not be considered. Please include the RFI title “RFI QUESTIONS HSI - ERC – (Company Name)” in the subject line of your email and provide your electronic submission in the “RFI Question and Response Template” provided in Microsoft Excel format, attached. F. SUBMISSION INSTRUCTIONS Submissions shall be received no later than Thursday May 26, 2022 at 10:00AM local time in Washington D.C. Early submissions are encouraged. ICE reserves the right to review late submissions but makes no guarantee to the order of, or possibility for, review of late submissions. Please include the RFI title “RFI RESPONSE HSI - ERC – (Company Name)” in the subject line of your email and provide your electronic submission in Microsoft Word or PDF format. Any company proprietary information, performance capabilities, and/or future modification should be clearly identified and marked; please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned.