CRIMS Case Management System (CMS)

**THIS IS A REQUEST FOR INFORMATION (RFI)** REQUEST FOR INFORMATION The Department of Defense (DoD), Office of Inspector General (OIG) is seeking information from industry to assist with the development and planning of a replacement system/tool. THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSALS (RFP). NO SOLICITATION IS AVAILABLE AT THIS TIME. Overview/Purpose/ Description of Procurement The DoD OIG has identified a need for a new law enforcement investigative Case Management System (CMS) for complex criminal investigations. The applications case management solution is required to provide a flexible user interface for data entry; and analyze and organize information to assist with retrieval and automated support for the implementation of investigative planning, tracking investigative processes and techniques, and verify data quality based on business rules. Additionally, the application needs to contain flexible Business Intelligence (BI) reporting tools for creating standard, ad hoc, and dashboard reporting; and database, and data management tools. DoD OIG's existing CMS is not adequate for the future due to an inability to adapt to changing needs in agency requirements. In order to improve performance, enhance availability, facilitate legal compliance and federal guidance, and manage cost, the DoD OIG is requesting information on the viability of various CMS options with a one-stop solution for all relative investigative information on a single platform. This approach is expected to provide cost savings and resources while providing the services needed to make Defense Criminal Investigative Service (DCIS) more efficient and effective. Scope of Effort The DoD OIG is seeking a CMS to replace the current legacy system. The new system will allow DoD OIG employees, both Contiguous United States and Outside Contiguous United States, to create, maintain, retrieve, and manage all data related to investigations. Additionally, the system would be configurable to DoD OIG's business processes and user roles. This system will need to be user-friendly that will combine flexible technology with strong security measures and data integrity. The estimated user base will be approximately 550 users, with the ability to scale and accommodate user growth. The solution will provide case management capabilities to store, organize and track the ongoing DoD OIG investigations. The information is collected and documented within system, for supporting the Inspector General's statutory and regulatory reporting requirements and produce the Semiannual Report to Congress and mandated reporting to other information systems such as the Defense Central Index of Investigations (DCII), the Law Enforcement Defense Data Exchange (DDEX), National Incident-Based Reporting System (NIBRS), Criminal Justice Information Services (CJIS), National Integrated Ballistic Information Network (NIBIN), National Crime Information Center (NCIC), U.S. Army Criminal Investigation Laboratory (USACIL). These capabilities shall include at a minimum: Secure access controls Customizable dashboards Ability to export entire case file documents in a variety of formats. Application interface capabilities to share real time information with other applications. Ability to assign users case-related roles. Indexing of entities associated with investigations. Ability to query system narrative and text fields Data quality validation throughout investigative life cycle Reporting (canned, ad-hoc, dashboards) Ability to manage evidence related to investigations Case management including the ability to open, review, close, and track results, Investigative workflows and notifications Advanced search (including text, documents, files, and data fields) with drill-down capability Within system document and form creation templates Mobile-friendly interfaces Management of documents, images, audio, and video files Data migration, including migration from current CMS Technical Characteristics The following comprehensive list of objectives for the CMS and support services are provided for your consideration: (Objective 1) Project Management The contractor shall assign a single point of contact (POC) and back up POC that is responsible for planning, collaborating, coordinating, implementing, software set-up and configuration, and ensure the successful implementation of the CMS. The contractor shall provide an integrated master schedule (IMS) within 7 calendar days after contract award, detailing the steps required to implement, set-up and establish a fully operational CMS. The milestone schedule will be submitted for review and approval by the Contracting Officer's Representative (COR). The contractor shall provide periodic status reports to describe the progress and results to date, and identify matters that may impact the completion of installation or other future work. The frequency of these meetings is at the discretion of the DoD OIG COR. Significant accomplishments for the reporting period; A discussion of significant problem areas, including a plan and target dates for resolving each problem and the problem's impact on deliverable due dates; (Objective 2) Implementation The contractor shall develop/implement and set-up the CMS to result in a fully successful deployment. Implementation and set-up shall include a customer-based ability to customize the final CMS. Implementation of the CMS must result in a capability that is fully compliant with DoD standards, e.g. DCIS policies and directives, Security Technical Implementation Guides, anti-virus, firewalls, and Host Intrusion Prevention Systems. Clearly defined software patch and upgrade schedules. Ability to test prior to patch/upgrade installations to production environment. Scalable applications support users globally. Metrics on System Performance. Ability to operate via direct connection to network or through Virtual Private Network/remote connections. Mobile-friendly interfaces. Compliant with DOD IL4 and higher. Compliant with revised Section 508 accessibility standards and must include a Vendor Voluntary Product Accessibility Template. Capability to migrate data from existing legacy System(s). System must comply with federal Personally Identifiable Information (PII), Controlled UNCLASSIFIED Information and Law Enforcement Sensitive regulations. A Privacy Impact Assessment will be submitted to OIG Freedom of Information Act office. Ability to establish secure connection with external databases to retrieve and send data in compliance with OIG standards. Support for single user sign-on and authorization based on the Common Access Card (CAC). Full centralized logging of user activity, including replacement, deletion, and changes. Easy access to logs and activity reports. System must pass the DoD OIG Network Security Information Accreditation requirements. Requirements published by the DoD OIG Information Assurance (IA) team. Configurability and Centralized Management User-friendly, intuitive graphical interface. Centralized System Administration policy management. Ability to create and assign permissions based on user roles based on DCIS needs such as admin, agent, cyber agent, resident agent in charge etc. Ability to create investigative workflows. management Support media and audio files Ability to package all documents in a single file. Ability to update/replace/delete attachment. Ability to import/export documents. Data Ability to bulk export/import data to DCII, the Law Enforcement DDEX, NIBRS, CJIS, NIBIN, NCIC, USACIL. Functionality Ability to quickly locate documentation within a case using text-based search of labels and contents. Dashboards Easily accessible reports for staff indicating completion and review status. Visual reminders for pending deadlines and open items. Access items directly from dashboards. Ability to create visual report/dashboard based on user needs. Ability to utilize tool(s) to perform data analytics. Ability to create notifications within the system for user-defined triggers such as pending deadlines, review status, and required actions. Ability to create notifications based on user-defined triggers. reporting Ability to generate reports, at any time, across entire system. Ability to create ad hoc reports and queries. (Objective 3): Requirements Management - Analysis and Assessment The Contractor shall perform system requirements analysis and provide functional and engineering requirements. Analyze current support requirements and capabilities in relation to existing functions, operations, technology, and technical trends. Maintain and update the requirements management process to ensure the integrity of approved baseline requirements, while collecting, vetting, and documenting new requirements within the process. (Objective 4) Testing The Contractor shall design and maintain the necessary non-production environments for testing new development and upgrades of existing systems prior to integrating into the production environment. Conduct testing to ensure product and services meet the Government acceptance criteria. (Objective 5) Training The contractor shall provide training on how to customize and become proficient using the CMS. The training will supplement the knowledge transfer that occurs during the implementation, and deployment process. The Contractor shall provide - Train the Trainer training on a simulated production environment. The contractor shall conduct the required training within the time frame established in the COR approved milestone schedule. Training documentation shall cover all aspects of user operations. (Objective 6) Software Maintenance contactor shall provide software support to resolve user configuration and issues. Requested Information Product information, capabilities statements, white papers, etc,. that demonstrate your available CMS product(s). Is your product Federal Risk and Authorization Management Program (FedRAMP) authorized? (Yes/No) Are you able to provide a demonstration of your product in October 2024? (Yes/No) If yes, how will this demonstration be provided? (Virtually / In Person) If you are able to provide a demonstration, please be prepared to demonstrate the following features: How to track a case/ and investigative technique from case creation throughout the investigative process, including various types of investigative outcomes, notifications, and approvals. How to configure a workflow to meet a business need. How to establish access controls and restrictions to information in the system. How to search for information using data fields. How to prepare customized reports. How data will be migrated from legacy systems. Evidence module. Sharing information (Export and import data). How to create and customize dashboard. How to produce reports within the system to support the investigative process. How to create case for investigations with pertinent allegations, targets, and relevant information that establish and sustains the allegations. A general rough order of magnitude (ROM), including an explanation of any license pricing structure. Does your solution have an associated support team available? Include this in your ROM. Delivery date after award, timeframe required ramp up personnel, timeframe required to complete all development work, testing, implementation, verify compliance and conduct training. The prime contractor shall have at least a SECRET facility security clearance. Please include the following non-technical information: Business name and address. Name of company representative and their business title. Type of Small Business. Commercial and Government Entity Code. Your contract vehicles that would be available to the Government for the procurement of the product and/or service, to include ENCORE III, SETI, NIH, NASA SEWP V, DoD ESI, General Service Administration (GSA): OASIS, ALLIANT II, VETS II, STARS III, Federal Supply Schedules (FSS) (including applicable SIN(s)), or any other Government Agency contract vehicle that allows for decentralized ordering. (This information is for market research only and does not preclude your company from responding to this notice.) Response Guidelines: Interested parties are requested to respond to this RFI with a white paper. Submissions cannot exceed 10 pages, single spaced, 12-point type with at least one-inch margins on 8 1/2 X 11 page size. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. Responses must specifically describe the contractor's capability to meet the requirements outlined in this RFI. Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI. Companies who wish to respond to this RFI should send responses via email no later than October 10, 2024 to lisa.m.newell13.civ@mail.mil and taylor.j.schomaker.civ@mail.mil. Industry Discussions DISA representatives may choose to meet with potential offerors and hold one-on-one discussions. Such discussions would only be intended to obtain further clarification of potential capability to meet the requirements, including any development and certification risks. Questions: Questions regarding this announcement shall be submitted in writing by e-mail to lisa.m.newell13.civ@mail.mil, and taylor.j.schomaker.civ@mail.mil. Verbal questions will NOT be accepted. Answers to questions will be posted to SAM.gov. The Government does not guarantee that questions received after October 3, 2024 will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses. Disclaimer: This RFI is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals nor will any award be made as a result of this synopsis. All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, - Request for Information or Solicitation for Planning Purposes, is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on capabilities available. This RFI is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this RFI that is marked - Proprietary will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.