Award File Managment System (AFMS)

I. DISCLAIMER: This announcement constitutes a Request for Information (RFI) for the purpose of determining market capability of sources or obtaining information. It does not constitute a Request for Proposals (RFP), a Request for Quote (RFQ) or an indication that the Government will contract for any of the items and/or services discussed in this notice. Any formal solicitation that may subsequently be issued will be announced separately through Federal Business Opportunities (FedBizOpps). Information on the specific topics of interest is provided in the following sections of this announcement. Neither ONR nor any other part of the federal government will be responsible for any cost incurred by responders in furnishing this information. II. BACKGROUND: The Office of Naval Research's (ONR) Award File Management System (AFMS) serves as the central repository for information pertaining to the location and closeout of ONR award files. The current system where the AFMS functionality resides will be retired, and ONR is in need of a replacement system. The current system provides the following functions: - creation of award folder labels, - file location/ownership tracking, and - close-out functions of award documents. In our environment, when a new award is generated within the Naval Research Information System (NAVRIS), an Oracle e-Business System, the contract specialist contacts file room personnel through the AFMS to request that a folder be created; this request is automatically sent to the print queue by AFMS. The file room or close-out specialist logs into the AFMS and inputs the new award data into the "CHECK-IN/OUT" section to create the label for the file folder. The system then performs a validation test to make sure that the current award data does not exist and verifies the award data is not a duplicate. If the validation is successful the system prompts the file room personnel to create a label for a new file folder. This information is then shifted into a queue to print labels for each new file folder. Label information contains the award number, order number, a unique barcode, and folder number if applicable. The label is then placed on the file folder and submitted to the contract specialist for use. Once the folder is given to the contract specialist, file room personnel assign responsibility of the contract folder to the requesting contract specialist from within AFMS which transfers accountability of the file to the contract specialist. The AFMS also tracks the location of award folders as they are checked-in and checked-out of the file room by contract specialist, legal, security, and ONR senior leadership/management. Currently, the request for award folders by an individual is made through the AFMS and the request is automatically sent to the file room via email. This award folder is then pulled by the file room personnel and a notification is sent from the system to the folder requestor via email indicating that the award folder is ready for pickup. When the award folder is returned, the information is checked back into the system, and accountability for the award folder is transferred back to the file room. Furthermore, AFMS contains Contact and Vendor/Performer information, which is linked to NAVRIS. The Contact and Vendor/Performer information is used to increase efficiency and provide the closeout specialist with immediate access to pertinent data when requesting closeout documentation. Various administrative responsibilities are available in the AFMS, including creation of a new user, management of an existing user, and maintaining system roles. The system has four system roles which stipulate the level of required access to certain portions of the system. Some reporting capabilities are available within the system, including a Contracts Closeout Activity Report, Contracts closed monthly/weekly etc. These reports are based on the information which resides in the system. Finally, AFMS is the system used for the entire closeout process of ONR awards. Award documents go through different stages in the closeout process, and this data is tracked in AFMS. Milestone checklists are used to identify whether the proper forms have been requested and received, as well as, tracking the date the information was input into the system throughout the closeout process. The system also provides a notification of certain milestones to further remind the closeout specialist that certain action items need to be completed before moving to the next step. This part of the system is instrumental in that it tracks whether closeout file folders have been shipped and/or archived, and whether a record center number has been given to locate the historical document if necessary. The database contains roughly ten years of historical data and portions of the system are also integrated with our Document Retrieval System (DRS) document repository for fast retrieval of documents. III. SPECIFIC INFORMATION OF INTEREST: The intended use will allow ONR's Acquisition Department to properly manage and track award file folders. The Request for Information (RFI) will focus on providing the same functionality currently in the AFMS, in order to maintain our current business processes. The new system will incorporate some of the same functionality as the current AFMS, but as a web application. This web application will enhance performance with its' new design format, improved database back-end, and flexible web-based architecture. The short-term solution will encompass all the key functionality of label printing, check in/checkout, close-out functionality, milestone tracking, auditability, email notification, and a visual display of relevant data from varying systems to include Enterprise Resource Planning (ERP), Procurement for Public Sector (PPS), PRISM, and Contract and Grant Management Information System (CAMIS). The solution will be aesthetically pleasing, providing an intuitive user interface. The system will be multifunctional, utilizing built-in features, including predictive text searches, icons, and other system features to improve performance and responsiveness. Some critical aspects of the project are to import all of the current data that resides in the current AFMS (NAVRIS) into a database or repository for use by the new solution. Data cleanup will be necessary before the initial move is performed. All tables, reports, queries, dynamic link libraries, and modules will be checked to verify whether they can be used or if they will have to be re-built to accommodate functionality before transfer. The current AFMS was built using APEX forms which are a component of the Oracle E-Business suite. The new AFMS shall be configured for authorized access by Common Access Card (CAC) only, in accordance with the ONR Information Assurance branch directive. The new solution must have the ability to create user groups and roles. System Administrators shall grant the necessary permissions to the system roles. Each role will be privy to certain screens within the application, and validation performed from the database. System Administrators will have all permissions to the entire system; this will incorporate all user functions. Standard Users will be able to check-in/out folders, view history and tracking of file folders, and the ability to check when files are ready for pickup. Closeout specialist will be able to perform all closeout functions, create new labels, and view designated reports. The new solution must provide visual notification of request for files, tracking of files, and a variety of reports. It must show an in-basket of pending actions on login for roles designated. The system shall be designed to have ease-of-use for the user, and responsive and intuitive navigation throughout the application. Performer file data and award data must be available in the system for a quick and easy reference. The transmission of data between systems may be necessary as the system is adopted throughout ONR. The solution must have the ability to interface with Systems Applications and Products in Data Processing (SAP) solutions and OpenText solutions or have the ability to ingest data from a variety of sources through varying formats. The print label and close out functionalities must be automated to reduce process times. It is proposed that the new system integrates with ERP/PPS so that information is accessible to the user, taking into consideration that any solution may be viable to obtain the same quality result. Proposed solutions must be able to access both migrated award data, as well as, new award information from ERP/PPS in real-time. We are also offering alternatives such as Radio Frequency Identification (RFID ) or scanning of labels to improve efficiency, reduce typographical errors, and tracking of files. The long term solution is to explore the possibility of expanding the short term solution into a full electronic file room. The solution shall provide the following: - Storage capabilities with archiving and auditability, backup, restore, and document versioning; - Scan files to make them digital documents; - Drag, drop, and organize files, document creation and templates, add files from external sources; - Print to multiple directories; - Search capabilities with indexing; - Sharing of files with security features; - E-signatures, document workflow management, multiple security levels; - Conversion of file folders by scanning sections to designate notes, contracts, and other scanned documents; - Mobility features for tablets, laptops, and mobile phone, as well as, Optical Character Reader (OCR) capabilities and PDF conversions; - Regulatory Compliance; and - Integration with Microsoft Office Suite, email, mobile devices, and ERP Systems. We will request demos of possible solutions.