HSI Information Technology Program Management Services (Amendment 1)

HSI Information Technology Program Management Services 1.0 Background The US Immigration and Customs Enforcement (ICE) Homeland Security Investigations (HSI) directorate is a critical asset in the ICE mission, 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 uses its legal authority to investigate issues such as immigration crime, human rights violations, and human smuggling; smuggling of narcotics, weapons, and other types of contraband; and financial crimes, cybercrime, and export enforcement issues. ICE special agents also conduct investigations aimed at protecting critical infrastructure industries that are vulnerable to sabotage, attack, or exploitation. ICE investigations cover a broad range of areas, including national security threats, financial and smuggling violations (including illegal arms exports), financial crimes, commercial fraud, human trafficking, narcotics smuggling, child pornography/exploitation, and immigration fraud. In addition to ICE criminal investigations, HSI oversees the agency's international affairs operations and intelligence functions. The ICE Office of the Chief Information Officer (OCIO)/Solutions Delivery Division (SDD)/ HSI Information Technology (IT) Portfolio Delivery Branch is responsible for oversight, support, and delivery of information technology solutions and services that support the HSI operational mission. The HSI IT Portfolio Delivery Branch works closely with HSI leadership, in conjunction with the HSI Executive Steering Committee (ESC), to align HSI IT priorities with current and future HSI IT investments. The HSI IT Portfolio Delivery Branch oversees and manages the implementation of new HSI IT investments and measures the performance of those investments relative to the missions they support. 2.0 Purpose of Request for Information THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued to search for currently known qualified small business vendors under NAICS code 541519, Other Computer Related Services (large business, small business, small disadvantaged business, etc.) that can provide all personnel, management support, and non-personal services necessary to support the Department of Homeland Security, Immigrations and Customs Enforcement, Homeland Security Investigations as outlined in this RFI. This RFI will be used to identify sources that can provide IT Program management support services and to receive feedback from industry on procurement strategies. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, ICE 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 RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If an RFP is released, it will be posted on e-GOS. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this requirement. The information provided in this RFI is subject to change and is not binding on the Government. All submissions become the property of the Government and will not be returned. Responses to the RFI may be used to develop Government documentation. DO NOT submit pricing information in response to this RFI. 3.0 Description of Requirements ICE is exploring procurement strategies for IT Portfolio and Program Management support services to both HSI and the HSI IT Portfolio Delivery Branch. On-going assessment of HSI systems to fully understand the data and data transactions is needed to establish strong Data Warehousing and IT Program Management strategies. Impactful analysis requires a multi-dimensional view into the data. When properly integrated, these differing perspectives provide the Government with traceable and defensible information to make informed decisions around operationalization, business performance metrics, costs, capabilities, requirements assets, and organization. The HSI IT Portfolio Delivery Branch also requires Program Management Office support services. These services are intended to assist in the management and administration of both Program-wide and Project-specific requirements. Program Management Office support services shall include development and maintenance of program support documentation as mandated by D102, integrated project schedules, program and project costs and funding artifacts, program performance measures, project management improvement support, audit support, OBM assessment and business case development, EVM, metrics and Program and portfolio contract tracking. These services will enable the Program to function more efficiently; allowing for continued transparent, timely and accurate reporting to ICE and DHS management. Based on current development activities, ICE anticipates acquiring the following capabilities: Task 1: Program Management Support Program Management Support will include a wide range of Branch-wide or Project-specific services. The vendor shall provide recommendations for continuous process improvements and additional activities that support successful project management based on industry best standards, particularly focused on IT project improvement opportunities. Assist the government on all Branch Taskers received from the Department or Component through the Tasker Management System or on an ad hoc basis. Assist the Branch in responding to any Congressional or Government Accounting Office requests including action items and reporting requirements. And assist the government in gathering, analyzing and documenting Branch, project or task information and status; translating and composing information into clear, readable documents, reports or briefings to be used by technical and non-technical personnel. The vendor shall conduct research to ensure compliance with department policy or standards, use of required templates or procedures, and the correct understanding and usage of technical and Program Management terminology. The Contractor shall: Support the Government in developing DHS D102 and ICE Acquisition documentation as well as documentation in support of the SDLC/SLM process for programs and projects. Support preparation and completion of presentations, briefings, white papers, etc. (to include congressional testimony and GAO/OIG responses). Prepare and distribute program and branch level status reports for internal agency and department level review as required Create and maintain branch and project templates. Support and maintain lessons learned across the portfolio Manage data calls and action items; track, coordinate, and support gathering information from project teams to consolidate responses to internal and external data calls; track and report status. Oversee management of the Branch repository (currently SharePoint Portal) to support the maintenance of all branch related deliverables. Coordinate meetings as required for Branch/Projects and Integrated Product Teams (IPT) to include scheduling conference rooms, preparing meeting invites, preparing agendas, minutes, and other read-ahead materials, and acting as POC for distribution of information Provide Analysis and Reporting Support as required Ad-Hoc data analysis support Monthly activity reporting support Resource reporting and analysis support Program Metrics and Reporting Creation and Maintenance of Program or Project dashboards Provide Quality Management Support as required Quality assurance planning Quality assurance implementation Project audits Issues management Contingency planning Provide Risk Management Support as required Develop and maintain a Risk Management Plan Develop strategies for implementing and maintaining inventory of risks and risk mitigations Make recommendations for risk escalation and process improvements Coordinate risk reviews and provide independent risk assessments Assistance in maintenance of the inventory of risks, risk artifacts, and historical information Provide Change Control Process Management as required Develop and document change management processes Coordinate and assist with the creation of internal change management documents and artifacts Facilitate internal Program CCBs and maintain CCB artifacts Assistance Programs in meeting OCIO and DHS CCB requirement Task 2: Schedule Management Schedule management shall include the creation and maintenance of Program-wide or Project schedules. The Contractor shall: Create and maintain schedules as required, to include critical milestones, dependencies and expected delivery dates for the desired capability Document and maintain the Program level schedule management process, as required Maintain Program Integrated Master Schedule with milestones, dependencies and expected delivery dates, and coordinate with other schedule owners to ensure updates are provided and incorporated into the Program IMS Report schedule impacts due to changes in individual project schedules Support the creation and maintenance of program and release roadmaps Task 3: Financial Management Support Financial Management support shall include maintaining Branch-wide and Project- specific budgets; to include budget planning, tracking, reporting and analysis of all program and project funds, funding approvals, benefits realization, earned value management, CPIC, cost/benefit analysis, OMB Exhibit 300 process and documentation, support resource allocation planning (RAP) and Program Assessment Rating Tool (PART) updates. The Contractor shall: Document financial management policies, processes, and procedures Coordinate and maintain the budget plan to meet the funding requirements Review budget plans for all activities, tracking obligated, committed, and expensed amounts against the plan; investigate variances, identify shortfalls and propose reallocating funds when necessary Support oversight and execution of current funding authority across all funded activities. Maintain budget and expenditure forecasts. Coordinate with Program Control Specialists. Perform analyses of alternative funding and expenditure scenarios. Prepare forecasted funding scenarios and compile documentation to demonstrate the need for funding requirements. Coordinate with the Office of Finance to confirm budget authority and status of funds. Support the periodic budget formulation task for the program, support preparation of OMB 300 and other documentation, directives and guidance as required to report and justify the budget needs Ensure that the analytical basis for the budget process has been developed by the customers and the data furnished by the contractor are supportable Perform system and incremental Cost-Benefit Analyses to support investment decision-making Attend and participate in management reviews, serving as point of contact for addressing inquiries related to project funds prioritization and allocation. Track funding availability, status of plans, commitments obligation expenditures, and progress against the technical plan by customer, funding source or other classification as required. Document the customer invoicing and payment process. Respond to program financial data calls or data requests as needed Create and support Automated Cost Estimating Integrated Tools (ACEIT) modeling to support the creation of LCCEs. Support the creation of program Life-Cycle Cost Estimates and affordability memos, annual updates to the LCCEs, and tracking of the Summary of Fundings (SOF) Create program requisitions and de-obligation documentation as needed Task 4: Acquisition Management Support Acquisition Management Support shall include the creation, submission, tracking and status reporting of acquisition packages as well as maintenance of acquisition and contract management files. The Contractor shall: Maintain acquisition and contract files within the Branch Repository Create, submit, track and report status on IT Acquisition Requests (ITAR), Balanced Workforce Services (BWS) submissions, and Privacy Review checklist Create, submit, track and report status of IT Service Requests (ITSR) and IT Change Request (ITCR) as needed for Acquisition Support Maintenance of Acquisition Program Baseline, Acquisition Plan, and other Acquisition specific D102 documents Support the preparation of OAQ required documentation including market research and justification documents Task 5: Administrative Support Executive level administrative support is required to manage calendars and ensure the day to day requirements of the office are maintained. The Contractor shall: Develop and maintain points of contact lists, organizational charts and email distribution lists at the Branch level Preparation and distribution of correspondence Coordinate the procurement of office consumables (office supplies, copier paper and printer cartridges) Liaise with facilities/building management on issues impacting the workspace, as required Maintain inventory records for Branch-wide Federal and Contractor Staff and liaise with Government inventory coordinator for all inventory updates Assist with resource management and on-boarding activities Maintain and update all branch/project organizational charts, point of contact listings, and email distribution lists. Task 6: HSI IT Strategic Planning Support The Contractor shall provide the following support to assist the Government with IT strategic planning: Manage, maintain, and refine the HSI IT Strategic Plan for the HSI IT Ecosystem according to HSI-wide priorities Maintain current IT Strategies, Roadmaps, Reference Models, Architecture and Frameworks to articulate support organization awareness, planning, strategy, and investment. Develop forward-leaning, future IT Strategies, Roadmaps, Reference Models, Architecture and Frameworks to articulate conceptual plans or policy to define next steps for - as is and - to be HSI capabilities or investments. Document System and Business Functionality Portfolio Matrixes in alignment with DHS & ICE Enterprise Architecture roadmaps Map HSI investments to DHS and ICE mission, goals and objectives to identify and reduce redundancies, maximize shared services, and make recommendations for cost efficiencies Maintain and update the HSI Data Warehouse Strategy and Framework to include resource requirements, technology usage, and alignments. Establish portfolio roadmap milestones Specific milestones for measuring the maturity of the HSI Portfolio Management Strategy over time Establish a roadmap to collapse business functionality and streamline business processes Monitor roadmap progress Determine and review roadmap milestone objectives Report progress of roadmap objectives against established milestones and guidelines Task 7: Integrated Governance Support The Contractor shall manage the HSI IT Portfolio Governance Model Lifecycle and associated processes to continuously integrate HSI-wide priorities with ICE and OCIO initiatives. This support includes the following activities: Maintain the governance process documentation, (scope, stakeholder roles and responsibilities, rules of engagement, and evaluation) for the assessment and prioritization of IT requirements Provide governance meeting support including scheduling and facilitating meetings and reviews, capturing and producing accurate meeting minutes, and tracking issues and action items through to resolution/completion Validate, process, and track Intake requests, analyze and assess the Intake request requirements, and update the SharePoint site with results and status Support HSI with the portfolio management projects, including the analysis of overall project benefits, documenting the concept of operations, defining operational requirements, and working with the leadership team to promote the overall vision of the project Conduct research, analysis, and investigation necessary to report on technical alternatives and industry trends, aggregating information, and generating applicable reports and presentations Conduct assessments of as-is business processes, CONOPS/architecture, identify and analyze alternatives, and provide recommendations for to-be solution/architecture with implementation plan Task 8: HSI IT Program Management Support The HSI IT Program Management support tasks shall include: Maintain and update the HSI IT Ecosystem, Stakeholder Dependencies, HSI IT Portfolio Systems List and Scorecards to include Mission Information, Technology Information, Business Functionality/Mission mapping, Data, Interfaces, Lines of Business, and system POCs. Catalog, track, and report IT investments performance and status Track performance of new and existing portfolio systems Maintain, and continue to update, HSI portfolio inventory of systems, including portfolio catalog updates Evaluate system effectiveness and efficiency against newly established performance measures/ratings Perform discovery, analysis, and dependencies for systems within the portfolio to document system functionality, architecture and stakeholder usage Develop business operational performance metrics (e.g. value, meeting business needs, customer results'productivity, service quality, system effectiveness in achieving mission etc.) to support budget/business case justifications for system enhancement/modernization, consolidation, and/or disposition in alignment with the HSI IT Strategy and roadmap Support the Government in oversight and guidance for platform-based solutions for the HSI user community Support the Government in technical project monitoring and control activities for portfolio management projects, including scope management, and architecture management Provide Knowledge Management leadership in support of the portfolio management on HSI's SharePoint site to include the HSI Governance Board storefront Work with applicable HSI components to establish, document, and validate updated business processes that will be enabled by modernized applications as they are added to the portfolio. Document and publish guidelines, providing necessary details for effectively executing updated business processes Task 9: Surge Support - Optional Task Based on the fluidity of the Homeland Security Mission environment, there may be a need for an emergency shift or an increase in workload to meet demanding requirements. When requested by Operational Systems Development and Management (OSDM) and subject to the availability of funds, the Contractor shall support surge requirements associated with the above tasks, consistent with the overall scope. Surge requirements may be initiated due to unplanned and/or unanticipated changes in the projected delivery timelines, emphasis, or scale of any of the above tasks resulting from natural or man-made disasters, policy, or legislative decisions made by the Secretary of Homeland Security or any other members of the Executive or Legislative Branches of the U.S. Government, or other exigent circumstances as determined by leadership. 4.0 RESPONDING TO THIS RFI Sources able to satisfy all aspects of the above requirements are invited to submit information describing their ability to meet the requirements. Please limit submissions to a maximum of 12 pages (cover page, white paper, and product description(s)), etc. Multiple submittals are welcome to address various solutions. Each proposed solution submittal should follow the guidelines laid out the following sections: Cover page (maximum 2 pages) Contact and company information Name Title Company Name Intent to Partner or Subcontract any of the work Number of years in business Brief overview of company history Number of employees Location Mailing address Phone number Website address Note: that RFI respondents shall designate a single Point of Contact for receipt of all information pursuant to this RFI. List any pertinent Federal government schedule currently listed on. Name/type of both technology(ies) and/or model(s). Define capabilities and resources available to provide a solution. White Paper (maximum 5 pages) Vendors responding to this notice are requested to provide ICE with a statement of capability or non-capability. Responses to the RFI shall be limited to five-pages or less (three pages for the capability statement, and two pages for past performance information and teaming arrangements). Responses should clearly and specifically outline the company's existing experience in relation to the tasks specified in this draft PWS, as well as past performance on similar efforts and any teaming arrangements. Technical description should include a proposed technical approach, and methods for satisfying the needs of the requestor and accomplishing the tasks outlined in the Tasks section of this RFI: Past performance information provided should include the agency, contract number and description of tasks performed which are relevant to the Task section of this RFI. Include any teaming arrangements as part of your capabilities statement. 5.0 Question Responses Interested parties shall address all the questions outlined below. This RFI limits the response for the following Contracting questions to five (5) pages, excluding Question 5 (performance measures). Contracting Questions: Can you perform the work as a prime or would you need a subcontractor? Would the subcontractor be a large business or another small? What percentage of the work would be performed by the subcontractor? Do you currently have subcontracting arrangements to perform work on existing contracts? List contracts where you have been a prime contractor on an IT Program Management support project as described in Section 3.0, within the last three (3) years, including: Name of the Agency Contract Name Contract Number Total Awarded Amount (Contract Value with Options) Period of Performance Description of Work Performed, specifically which of the tasks in Section 3.0, were you performing? Percentage of Work Performed 4. Based on the work described in this RFI in Section 3.0, and similar work you have performed on existing contracts, what type of performance measures would you recommend in the Quality Assurance Surveillance Plan (QASP). 5. The Government has determined that this effort may result in a potential or actual conflict of interest, whereby contractors bidding on this requirement may be unable to render impartial assistance or advice to the Government, (i.e., develop specifications or statements of work). As a contractor, are you willing to proceed and submit a mitigation plan? 6. Please list all Eagle Next generation contracts you are affiliated with. 6.0 Questions Questions and requests for additional information must be sent to DHS/ICE via e-mail to: Contract Specialist,Krista.Jones@ice.dhs.gov and Contracting Officer Jina.Jackson@ice.dhs.gov by Monday, February 24, 2020 at 2:00 PM. All submissions shall include in the subject line - Questions for HSI IT Program Management - (Company's Name). Verbal questions will NOT be accepted. Questions shall NOT contain proprietary or classified information. The Government does not guarantee that questions received after the due date deadline will be answered. 7.0 Submission Instructions Further Submittal Information: White Papers should be submitted in Times New Roman, size 12, with single spacing. Please include the RFI Title - RFI # 59266-SB-ICE HSI in the subject line of your response and provide one electronic submission in PDF format. Submissions must be received no later than Monday, March 2, 2020 at 2:00 PM 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. 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. Unsolicited proposals in response to this RFI will not be considered.