Case Management Platform

SOURCES SOUGHT ANNOUNCEMENT The Department of Labor (DOL) is seeking sources for Case Management Platform RFI Tracking Number: DOL-OPS-DIV4-17-0001 CONTRACTING OFFICE ADDRESS: Department of Labor 200 Constitution Ave., NW Washington, D.C. 20210 INTRODUCTION: This is a SOURCES SOUGHT TECHNICAL DESCRIPTION to determine the availability and technical capability of both large and small businesses (including the following subsets, Small Disadvantaged Businesses, HUBZone Firms; Certified 8(a), Service-Disabled Veteran-Owned Small Businesses and Woman Owned Small Business) to provide the required services. The Department of Labor is seeking potential sources from authorized Appian resellers for a Case Management Platform. This requirement allows DOL to improve case management and ensure their dispersed workforce can conduct mission-critical work efficiently and effectively in a flexible and mobile environment. DISCLAIMER: THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. 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. WHEN SUBMITTING CAPABILITIES STATEMENTS PLEASE DO NOT PROVIDE A GERNERIC GENERIC CAPABILITES STATEMENT. DOL NEEDS TO MAKE AN ASSESSMENT OF THE CAPABILITIES STATEMENT TO DETERMENT DETERMINE WHO CAN PERFORM THE WORK REQUIRED AND IF THE REQUIREMENT SHOULD BE SET-ASIDE FOR SMALL BUSINESS. CONTRACT/PROGRAM BACKGROUND: Contract Number: N/A Contract Type: N/A Incumbent and their size: N/A Method of previous acquisition: N/A 1. Provide Brief description of the current program/effort: The scope of the work requires the purchase of a Case Management Platform using an Appian COTS solution. Anticipated Time Frame: July 31, 2017. Place of Performance: The place of performance will be specified in each individual Task Order (TO). 2. REQUIRED CAPABILITIES: The case management platform must consist of the following: 2.1 Program and Project Management Program and Project Management - The Contractor shall apply standard project management techniques, including Project Management Institute best practices, to manage project execution. This includes, but not is not limited to, developing and adjusting the baselines, reporting on cost and schedule performance, managing the stakeholders' expectations, customer engagement, requirements gathering and analysis, and creating and maintaining documentation. 2.2 Implementation Appian COTS-based solution - The Contractor's case management system (CMS) shall be built on the Appian COTS software and - to the greatest extent possible - rely on configuration rather than software customization to achieve business solutions. Cloud-based Hosting - The Contractor's CMS shall be portable from one cloud hosting provider to another cloud-hosting provider at the direction of the government (i.e., no lock-in with a specific hosting provider). The Contractor's CMS shall support a hybrid cloud solution (where part of the infrastructure is hosted on premise at the Dept. of Labor) if deemed necessary to support specific user requirements. For example, it may be appropriate to keep sensitive data and database servers on premise at the Dept. of Labor for security purposes. The Contractor's CMS shall have four separate environments (Development, Test, Staging, and Production). Security Assessment and Vulnerability Remediation - The Contractor's CMS shall be compliant with the Federal Information Security Modernization Act (FISMA) (https://www.dhs.gov/fisma). Prior to implementation into a Production environment, the Contractor's CMS must obtain an Authority to Operate (ATO). It is incumbent on the Contractor to build security into the design/development/configuration of the Contractor's CMS to ensure it meets all security requirements and obtains an ATO. The Government has the option to acquire an independent 3rd party to assess the Contractor's CMS and provide a recommendation on whether or not to issue an ATO. Configuration Management & Deployment to Production - The Contractor shall manage the configuration of the CMS through all four environments (Development, Test, Staging, and Production). Implementation of a solution requires that a fully functional/operational solution is deployed to the Production environment and is accessible and usable by end-users. Document Processing - The Contractor shall build and create a case management system (CMS) that will store and share electronic documents. The Contractor's CMS shall be able to add revisions of documents, which would allow the revisions to be compared, restored and merged. The Contractor's CMS shall provide content types (or content folders) for documents in a hierarchical folder structure. Each content type shall have a set of pre-defined metadata fields, that will be used to describe the types of documents in the folder structure and useful for searching and organizing the documents. The Contractor's CMS shall handle the agency's file plan, also known as file codes, for retention and disposition of records. A file code defines the duration of a type of record that can be kept in the National Archives and Records Administration (NARA) before being destroyed. The Contractor's CMS shall import structured data, such as data contained in an Excel spreadsheet, CSV file, or database. The imported data must be stored such that the data can be accessed for analysis without having to open an imported Excel spreadsheet, CSV file, or database. The CMS shall export data to a tabular format (e.g. Excel, CSV) for analysis. The CMS shall allow for the capability of redacting information on DOL's systems. Image Capture & Processing - The Contractor's CMS shall be able to capture images (e.g., document scanning) and extract texts from scanned documents to make them editable and searchable. The Contractor's CMS shall have the functionality to add a digital signature to documents (e.g., Microsoft Word, PDF). Workflow - The Contractor's CMS shall define the steps and dependency required to complete an activity (i.e., process). The Contractor's CMS shall send a notification or alert for an action to take place via email and/or in the application. A timer defines an action triggered at a point in time. The Contractor's CMS shall route documents/forms to collaborators, reviewers, and approvers and have the capability required for each role during a review and approval process. Search/Reporting - The Contractor's CMS shall find data within CMP and utilize the returned results. The Contractor's CMS shall find data within non-CMP CMSs and utilize the returned results. The Contractor's CMS shall define and run canned, parameterized, and ad hoc reports. The Contractor's CMS shall have the ability to present at-a-glance summary of the tasks and their statuses according to the role and responsibility of the user. The Contractor's CMS shall keep track of the statuses of the current cases and have the ability to view both the history and upcoming activities about each case. The Contractor's CMS shall capture a chronology of user or CMS actions to enable the reconstruction and examination of sequence of events. Business Rules - The Contractor's CMS shall make decisions based upon structured inputs and pre-defined processes. For example, CMP should dynamically balance workloads based on rules. User Experience - The Contractor's CMS shall follow the design and implementation principals found in the Digital Services Playbook (https://playbook.cio.gov) and the U.S. Web Design Standards (https://standards.usa.gov). The Contractor's CMS shall ensure the user interface is consistent across the user's interaction. The Contractor's CMS shall ensure the user interface changes based upon the user's access controls and their interaction with CMP. The Contractor's CMS shall pre-populate data to reduce manual data entry, validate fields (fail or pass) to reduce errors, allow easy navigation between the pages, and provide an indicator for the status (partial or complete) of each page. Database - The Contractor's CMS shall store and retrieve structured data, and provide relationship between data. The Contractor's CMS shall provide standardized reference data. Examples of such standardized data include DOL organizational hierarchy, case types, and referral codes. The Contractor's CMS shall connect to and integrate with a variety of database managements systems at a minimum Oracle, DB2, SQL Server, and PostgreSQL. The Contractor's CMS shall perform calculation and statistical analysis on structured data contained within CMP. Examples include back pay calculation. This may be done automatically by the Contractor's CMS or via user direction. The Contractor's CMS shall transform data within the CMS based upon the needs of various business processes. Data Security, Roles and Access Permissions - The Contractor's CMS shall protect data including personally identifiable information (PII) from unintended use. This includes data encryption both in transit and at rest. The Contractor's CMS shall restrict access to data and CMS functionalities by roles. The Contractor's CMS shall grant permission to those outside of the DOL network to access data and functionalities in CMP. For example, an external stakeholder may be granted permission to upload files to the CMP. CMS Administration - The Contractor's CMS shall maintain the CMS operation and grant access rights to users and groups at the object level (a case, a field, or a document). Mobile Application - The Contractor's CMS shall support operations via mobile devices including mobile data entry. The Contractor's CMS shall operate within DOL's MaaS360 containerized environment. The Contractor's CMS shall support responsive web design concepts such that the development/configuration of only one user interface which can adapt automatically to a variety of screen sizes, web browsers, and mobile devices. This saves development time because the developer does not need to create unique user interfaces for each end user device. Document Templates and Auto-Generation - The Contractor's CMS shall manage document templates, including format and content. The Contractor's CMS shall automatically generate a document based on a template and any data source(s) within CMP. Integration with External Systems - The Contractor's CMS shall exchange data and interface with external systems by providing FTP, SFTP, HTTP, HTTPS, REST, SOAP, WSDL, ODBC or JDBC support. The Contractor's CMS shall provide Web Service Definition Language (WSDL) to allow an external system to utilize the web service methods. Application Programming Interface (API) could be provided to allow another application to plug in and integrate with CMP. The Contractor's CMS shall connect to social networking tools to share experience and knowledge. The Contractor's CMS shall connect to mainstream commercial off-the-shelf (COTS) applications and common tools (e.g., email, Microsoft Office). The Contractor's CMS shall have the ability to transfer electronic files with their metadata over to NARA via an interface. Integration with Email - The Contractor's CMS shall provide the ability to connect and integrate with Email (Office 365). Integration with Common Office Tools/Software - The Contractor's CMS shall provide the ability to integrate with common office tools/software, including but not limited to Microsoft Products, Office 365, PDF, etc. Integration with Document/Content Management Systems - The Contractor's CMS shall provide the ability to integrate with established document/content management systems such as SharePoint Online (Office 365) and Drupal. Data Conversion/Migration from Existing CMSs - The Contractor's CMS shall provide data conversion/migration from existing CMSs to the Contractor's CMS. Digital Government - The Contractor's CMS shall adhere - to the greatest extent possible - to the Dept. of Labor's Digital Government Strategy (https://www.dol.gov/digitalstrategy.html) where appropriate. CMS Installation - The Contractor's CMS shall be installed using pre-defined installation procedures from the vendor. Installation should not require development of code. The Contractor's CMS shall offer configurable installation parameters so that only modules required by the customer are installed. Customer Communication Management - The Contractor's CMS shall generate communications in customer-preferred formats including email, print, web, and mobile services. The Contractor's CMS shall provide on-demand, interactive and batch document generation capabilities from a single, flexible CMS. 2.3 Test Planning & Execution Test Planning & Execution - The Contractor shall apply test planning and execution techniques to ensure a smooth implementation. Testing may include but is not limited to functional testing, integration testing, regression testing, security testing, Section 508 testing, usability testing, performance and load testing, etc. The Contractor shall work with the Contracting Officer's Representative (COR) to facilitate user acceptance testing. The Contractor shall create and maintain all documentation related to testing. 2.4 Training Training - The Contractor shall train users of the CMS to facilitate quick user adoption. The training materials shall be tailored to the individual roles and must be Section 508 compliant. Depending on specific customer needs, training may be delivered in a variety of ways (e.g., on-site or off-site classroom locations, virtual/remote). 2.5 Operations & Maintenance Operations & Maintenance - The Contractor's CMS shall be operated and maintained throughout its entire life cycle. Activities include but are not limited to help desk support, software and technology upgrades, troubleshooting, bug fixes, security patches, documentation updates, and post-implementation support (i.e., hypercare or surge). The intent of post-implementation support is for the Contractor to have additional staff available to address unforeseen technical or training issues immediately following deployments to production. SPECIAL REQUIREMENTS: DOL is seeking an authorized Appian authorized reseller that can provide case management platform. SOURCES SOUGHT: The anticipated North American Industry Classification System Code (NAICS) for this requirement is 541519, with the corresponding size standard of $27.5M. This Sources Sought Synopsis is requesting responses to the following criteria from all sources that can provide the required services under the NAICS Code. To assist DOL in making a determination regarding the level of participation by small business in any subsequent procurement that may result from this Sources Sought, you are also encouraged to provide information regarding your plans to use joint venturing (JV) or partnering to meet each of the requirements areas contained herein. This includes responses from qualified and capable Small Businesses, Small Disadvantaged Businesses, Service Disabled-Veteran Owned Small Businesses, Women-owned Small Businesses, HUBZone Small Businesses, and 8(a) companies. You should provide information on how you would envision your company's areas of expertise and those of any proposed JV/partner would be combined to meet the specific requirements contained in this announcement. In order to make a determination for a small business set-aside, two or more qualified and capable small businesses must submit responses that demonstrate their qualifications. Responses must demonstrate the company's ability to perform in accordance with the Limitations on subcontracting clause (FAR 52.219-14). SUBMISSION DETAILS: Responses should include: 1) Business name and address; 2) Name of company representative and their business title; 3) Type of Small Business; 4) Cage Code; 5) Contract vehicles that would be available to the Government for the procurement of the product and service, to include General Service Administration (GSA), GSA MOBIS, GSA OASIS, NIH, NASA SEWP, Federal Supply Schedules (FSS), or any other Government Agency contract vehicle. (This information is for market research only and does not preclude your company from responding to this notice.) Vendors who wish to respond to this should send responses via email NLT 13 March 2017 10:00 AM Eastern Daylight Time (EDT) to marquez.rico.a@dol.gov and Jackson.Michael.D@dol.gov . Interested businesses should submit a brief capabilities statement package (no more than five pages) demonstrating ability to perform the services listed in this Technical Description. Documentation should be in a clear bullet format. 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 Government property and will not be returned. All government and contractor personal reviewing RFI 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 Government shall not be held liable for any damages incurred if proprietary information is not properly identified.