E-mail Correspondence Solution

1. Purpose The U.S. Securities and Exchange Commission (SEC), Office of Equal Employment Opportunity (OEEO), is seeking sources to provide a Commercial-off-the-Shelf (COTS), Federal Risk and Authorization Management Program (FedRAMP) certified Moderate e-mail correspondence and document management solution that can integrate with existing OEEO systems, as described below. The information received as a result of this market survey will be used to refine the SEC's requirements, to determine small business capabilities, and to develop the acquisition strategy. 2. Background OEEO processes cases of alleged employment discrimination involving applicants, employees, and former employees. Each case generates voluminous amounts of Word documents and e-mail correspondence that involve employees within OEEO, complainant's representatives, management officials, and witnesses - many of which are considered - records for purposes of federal law. Team members use e-mail as the official method of - service of legal documents related to the Equal Employment Opportunity (EEO) complaint process, as well as the official communications means for day-to-day case management. Currently, team members generally retain case-related e-mail in their Outlook inboxes and case-related Word documents in the shared drive where they are created. Documents and information that relate to official reporting requirements are also saved in a COTS system OEEO uses for case management and reporting. Team members also forward e-mail messages and Word documents among team members as requested, and individually convert messages to Portable Document Format (PDF) to save on the shared drive as they are able. This process can be complicated by cases that span longer time periods as e-mails transition to the Enterprise Vault and have to be individually restored before they can be forwarded to other team members or archived in case files. For example, OEEO receives requests from the Office of General Counsel (OGC) related to EEO case records that are necessary to produce at the Equal Employment Opportunity Commission (EEOC) or in federal court; these requests often involve cases that have been pending for many years and are affected by the Enterprise Vault process. In order to ensure efficiency, continuity, uniformity in approach, collaboration, and completeness of case files while processing EEO cases, OEEO requires a COTS, FedRAMP certified Moderate e-mail correspondence solution that: Can easily retain, catalog for searching purposes (e.g., case number, case type, document type, and issue/bases, etc.), and compile all e-mails and documents from a case in an environment where e-mail and documents can be used by multiple team members; Integrates into Microsoft Outlook and other 365 applications; Integrates with Adobe Acrobat; Integrates with Microsoft SharePoint; Can be integrated with Tyler Technology Entellitrak; Supports compliance with federal records retention requirements; and Assists with consistency and efficiency goals across cases, time, and team members. The impact of continuing day-to-day case processing and management primarily using Outlook inboxes as the records retention solution results in a time consuming and inefficient method of records retention, does not support knowledge management goals, and increases risks associated with overlooked and missing documents and massive disruptions to a highly regulated timeline in the event a single team member is unavailable for a given period of time. 3. Requested Information a. Corporate Description Responses shall include a Corporate Description as described below (3-page limit): Respondent's name, System for Award Management (SAM) Unique Entity Identification (UEI) number, and Commercial and Government Entity (CAGE) code; Respondent's business size status and whether the respondent is registered in SAM under the North American Industry Classification System (NAICS) code 513210, Software Publishers. The associated small business size standard is $47M in annual receipts. For more information about size standards, please refer to http://www.sba.gov; Respondent's socioeconomic status, if any (e.g., small, small disadvantaged, 8(a), woman-owned and/or economically disadvantaged woman-owned, Historically Underutilized Business Zone (HUBZone), and veteran-owned and/or service disabled veteran-owned business); Respondent's point(s) of contact including names(s), title(s), telephone number(s), and e-mail address(es); Respondent's affiliate information including parent corporation, joint venture partner(s), potential teaming partner(s), prime contractor (if potential subcontractor), or subcontractor(s) (if potential prime contractor); and Respondent's current contracts with Government agencies, such as the General Services Administration (GSA) Multiple Award Schedule (MAS) or Government-wide Acquisition Contracts (GWACs). b. Corporate Capabilities Responses shall include Corporate Capabilities as described below (10-page limit): A description of your company's solution and how it meets the SEC's requirements, as described above; A budgetary estimate to implement the solution, to include a pricing model for all services, licensing for approximately 19 users, and optional support services for security assessment including the Authorization to Operate (ATO) process; Experience/past performance history in providing this area of expertise to the Government. Specific examples that are relevant should include experience/past performance with implementation with other Government agencies. c. Other Feedback Responses may include: Relevant information that would enhance the SEC's understanding of the information submitted; and Any feedback on the requirements. What is unclear about the requirements listed or what additional information is needed? 4. Submittal Responses are requested as soon as possible, but due no later than March 22, 2023 at 5:00 PM Eastern Time (ET). Responses shall be submitted via e-mail to the Contracting Officer, Ms. Christine Dye, at dyec@sec.gov. 5. Questions Questions regarding this notice shall be submitted to the Contracting Officer, via the e-mail address listed above, no later than March 16, 2023 at 5:00 PM ET. Verbal questions will NOT be accepted. 6. Disclaimer This notice is for informational and planning purposes only and is not to be construed as a commitment by the Government to contract for any supply or service whatsoever. This is NOT a solicitation announcement nor does it constitute a Request for Proposal (RFP), or a promise to issue a RFP in the future. The SEC is not seeking proposals at this time and will not accept unsolicited proposals. Interested parties are advised that the Government will not pay for any information or administrative costs incurred in response to this notice or any follow-up information requests. All costs associated with responding to this notice will be solely at the interested party's expense. All information received will become Government property and will not be returned. Information that is marked - Proprietary will be handled in accordance with Federal Acquisition Regulation (FAR) 3.104. Failure to respond to this notice does not preclude participation in any future solicitation, should a solicitation be issued. Respondents will NOT be notified of the results of the Government's evaluation. The information provided in this notice is subject to change and is not binding on the Government. It is the responsibility of the respondent to monitor SAM for additional information pertaining to this notice.