USAID Agency Correspondence Tracking Systems

AMENDED The purpose of this Amendment Ones (1) to the subject Amendment is to amend the closing date to the aforementioned Sources Sought Notice posted to FedBizOps. This notification hereby amends the following: Original Closing Date of the Sources Sought/Request for Information is October 15, 2018 11:59pm Eastern. Amended Closing Date of the Sources Sought/Request for Information is September 04, 2018 11:59pm Eastern. All other terms and conditions of the Sources Sought/Request for Information remain unchanged as originally stated and in full effect. The United States Government represented by the United States Agency for International Development (USAID) issues a request for information for agency correspondence tracking systems. The purpose of this Request for Information (RFI) is to gather information on industry capabilities related to correspondence management and tracking. In an environment where the government is required to engage with key stakeholders digitally and/or electronically, USAID needs a correspondence management and tracking solution (this could be in the form of a service, IT software, etc.) that will support existing and future electronic services. Our goal is to create the capability for our agency to automatically accept solicited and/or unsolicited correspondence and documentation, sort and categorize it, and then notify the appropriate processing area(s) and individuals of the receipt of the documentation for their feedback and approval. USAID currently receives various types of digital documents and various forms and correspondence in paper format. The objective is to further streamline the intake and triaging process and to reduce the overall dependency on paper. The purpose of this tool would be to provide a solution that allows us to route incoming documents, improve the document capture process and provide methods to facilitate the receiving, identifying, categorizing, indexing, routing, and storing steps in the process to make the document available for viewing and available for processing by multiple business lines and business owners. This solution will be the underlying document repository, responsible for managing the lifecycle of the submission for storage, retention and archive and disposition according to federal laws and mandates. The solicited tool would replace an existing tool used to track correspondence electronically on behalf of USAID leadership and provide a computerized database for ready access by authorized personnel to respond to inquiries about controlled correspondence. It would also collect and organize information on reports required of the Agency in Congressional legislation and other directives. As part of market research, the Office of the Executive Secretariat is issuing this RFI to ascertain a better understanding of qualified and interested GSA schedule contractors who may be capable of providing the requested support, as further described below, as well as the estimated cost of such support. The Government may use the responses to this RFI for information and planning purposes. Responses to this RFI are not quotes on which USAID can issue any schedule orders. This RFI is issued for information and planning purposes only and does not itself constitute a Request for Quotes (RFQ). The Government does not intend to award a schedule order(s) based only on responses to this request for information. All information received in response to this RFI marked - proprietary will be protected and handled accordingly. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. Responders are solely responsible for any and all expenses associated with responding to this RFI. There is no commitment by the Government to issue an RFQ, make an award or awards, or to be responsible for any monies expended by industry responses to this RFI. Responses to this RFI must include the following: Capability Statement of the Offeror (details below draft SOO) Estimated Cost and Pricing from the Offeror Limited responses to 5 pages Draft Statement of Objectives (SOO) Background: The United States Agency for International Development (USAID) seeks a tool that provides electronic correspondence tracking and reporting. Objectives: The solution(s) should include capabilities to track, store and report on correspondence between USAID, the Office of Administrator, and other agencies. Requirements for each capability are discussed in detail below. The solution should accommodate at least 50 simultaneous users. The solution should be cloud based. The solution should be FedRamp approved or show that it is - FedRamp Ready and comply with all federal statutory and policy requirements, including FISMA and ATO requirements. If the solution is not FedRamp Ready, USAID is interested to know if there is a potential time frame and path to future compliance. If solution is cloud based, it should have some way to prevent the execution of malicious payloads from within submitted data sets. Solution should have robust administrative capabilities and should allow for the management of: Correspondence Multiple file types to be edited in the tool Tracking Of all correspondence within the system Administrative capabilities: The solution's administrative capabilities should allow for the management of program functions and performance by local administrators. Local administrators should have the ability to assign or deny access to cases to licensed users. Administrative rights should be allowed to be based on user, roles, and groups. User and administrators operations should be able to be audited. If SaaS solution, the program should be able to export all uploaded files to local workstation for offline review without cloud administrative assistance. Solution should provide tech support that is responsive within 1 hr after contact (except for federal non-business hours i.e. 7pm-7am) Solution should provide correspondence system to track all communications in regards to a case Solution should provide function for export of all data in native format. Solution should be compatible and able to integrate with USAID's Google Mail and Application solution (e.g., Google Drive, etc) Functional Requirements: Capable of handling a variety of file types including but not limited to: .doc, .xls, .pdf, .jpg, .gif, .csv, .ppt, .odt, .rtf, .html, .epub Storage Capacity: High storage capacity for overall solution Able to accept large single files (up to 25GB) User Management Assign each group permissions with detailed system privileges Assign system permissions/privileges Add/Remove Users, Create Distribution Lists, etc Routing Allow user to define routing privileges Collaboration Open Create distribution lists for sharing Should allow for a collaborative document drafting space where others can be invited and allowed to comment/edit as necessary Search Function Simple Advanced Dashboard Open/Closed Taskers Stores Retrieves Routes Taskers for Correspondence real-time discussions where others can be invited to comment/edit Reporting & Metrics (Real-time Analytics) Master Templates Privileged Users Can Upload Master Templates Time stamps Digital signature or, Time/date stamps for user entry (new or updates) File Management Ability to re-open closed files for update Tag files to other Files Spelling/Grammar Review Tracks history and location of each document at every point in its lifecycle Autosave Prepares the correspondence file for the next scheduled activity System Management Accessible Remotely Embedded Help/Training Tool Application should feature customizable built-in alerts and notifications Non-Functional Requirements (NFRs): See attached NFRs Statement of Capability (1) Provide a company overview and include respondent's name, address, point of contact, phone number, email address; (2) Respondent's business size and any socio-economic status (e.g. 8(a), HUBZone, SDVOSB, other) (5) Describe your software capabilities and its ability to meet the functional requirements in the draft SOO without customizations? (6) Are there any specific capabilities or requirements in the draft SOO that your current software or IT solution cannot provide or meet? Are there any requirements, features, or functionality that should be added to the final SOO. (7) Provide details on your standard licensing agreement and terms & conditions for your software or IT solution? (8) Provide descriptions for three recent (within the last 2 year) projects and/or engagements (prefer U.S. Federal clients) providing software capabilities as described in the draft SOO. Specify whether your work was done as the primary or subcontractor. (9) Provide any additional feedback or questions regarding the draft SOO Estimated Cost and Pricing from the Offeror Include details for annual product subscriptions and levels of access, licensing, operations and maintenance as well any other pricing related to access to the software product and service.