SOLICITATION NOTICE
99 -- Investigative Case Management System
- Notice Date
- 9/9/2005
- Notice Type
- Solicitation Notice
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-05-Q-0038
- Response Due
- 9/16/2005
- Archive Date
- 10/1/2005
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Request For Quote (RFQ) Number is NAMA-05-Q-0031. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-03 effective April 11, 2005. The Government reserves the right to make an award on the initial quote without discussions for this procurement. Award will be based on a best value determination, price and other factors considered. Other factors for award include past performance. Factors are equal to in importance to price. The Offeror must submit, in writing, as part of its technical quotation, the relevant past performance information (limited to 3 contracts) and the responsible Offerors ability to meet the salient functional and technical requirements as listed below for the IG Case Management system. 1.0 Background The National Archives and Records Administration (NARA) ensures ready access to essential evidence that documents the rights of citizens, the actions of Federal officials, and the national experience. NARA supports lifecycle management of records in all three branches of the Federal Government and provides sustained access to historically valuable records in the National Archives and the Presidential Libraries. Within NARA the Office of the Inspector General (OIG) works toward the goal of improving the economy, effectiveness and efficiency of NARA operations. To that end and pursuant to the IG Act of 1978, as amended, (5 U.S.C. App. 3), the OIG conducts audits and investigations, both criminal and investigative, relating to all aspects of NARA operations to promote efficiency and prevent waste, fraud, abuse, and mismanagement. Currently the Office of Investigations within NARA?s OIG is utilizing several systems for tracking the various aspects of investigations. These systems are not integrated, requiring multiple manual entries of redundant data, as well as manual compilation/calculation of data for management reporting. Initially all complaints are entered into one system where they are evaluated to determine if there is a need for further investigation. If further investigation is required the information is manually re-entered into another system for conducting the investigation. Additional supporting information such as letters, emails, and other electronic or paper documents are stored separately in electronic archive folders or paper files. These systems include commercial and custom desktop database applications, word-processing document archives, document logs, and paper based logs. 2.0 Objective and Tasks The systems currently in use by the Office of Investigations are not effective or efficient. They require many manual steps especially in the preparation of the Semi Annual reports to Congress, Quarterly reports to the Archivist, as well as numerous monthly management reporting and oversight activities. Case data is not easily accessible from a single location, and accuracy can be compromised due to redundant data entry and multiple storage locations. The OIG is anticipating that the number of cases will increase significantly over the next 1 to 2 years due to an increase in pro-active investigations. In light of these anticipated increases and in an effort to increase efficiency and accuracy the OIG would like replace the current systems with a single investigative case management system to process, track and report on all complaints and cases. To that end, NARA requires contract services to configure and implement a commercially established Case Management System (CMS) to meet the information technology (IT) needs of NARA?s Office of Investigations for up to seven users. BRAND NAME OR EQUAL PURCHASE DESCRIPTION. Magnum Case Management Software by Paisley Consulting. This solicitation requires the vendor to deliver an out of the box Investigative Case Management Software package. This software will be used by the Office of Investigations within the Office of the Inspector General, and must provide the salient characteristics listed below. SALIENT CHARACTERISTICS ARE AS FOLLOWS: Single repository for all case related information. Store, sort, and report on interrelated data. Allow for multi user access. Provide an easy to use Graphical User Interface (GUI). Standard and Ad hoc reporting capabilities. Document and track evidence. Document interviews. Access security controls. Configurability that allows field labels and messages to match the NARA OIG standard terminology. Access to historical cases (complaints/investigations). o Once a case is closed there should be limited edit capability. The ability to log all complaints received by the OIG regardless of the source. The ability to create an investigation from a complaint. o The investigation number should be different from the complaint number, but the records should be linked. o All information from the complaint should be accessible and editable from the investigation. Ability to assign cases to investigators. The ability to create electronic case files. Track information about investigators working a case. The ability to input and track case milestones. Track total time charged, as well as time charged by individual investigators to a case. o Track expenses associated with each case. The ability to track the referral of cases to other agencies/organizations. The ability to track recoveries associated with a case. The ability to track Freedom of Information Act (FOIA) requests associated with a case. Display chronologically the events associated with a case. The ability to produce information to facilitate the preparation of the OIG?s Semi-Annual report to Congress. Track investigators progress in meeting performance objectives. Perform full text searches and retrieval of documents related to cases. Provide the capability to scan supporting case notes and attach them to cases. Support third party data interchange with products such as MS Word, Access and Excel. The ability to track Department of Justice (DOJ) coordination. Suspect identification. Perform trend analysis on case data. Must integrate fully with the latest version of Lotus Notes Domino server 2.1 Conduct a Kickoff Meeting The Contractor shall lead a Kickoff Meeting to prepare the Contractor and Government for the Cases Management System implementation. The topics for discussion shall include the requirements, expectations, prerequisites, and schedules. The Contractor shall work with the Government to identify the project management structure and the individuals involved for this Implementation Project. The Contractor shall also discuss the implementation tasks and the Contractor and Government?s expected roles and responsibilities. 2.2 Develop an Implementation Project Plan The Contractor shall develop an Implementation Project Plan that shall outline the Government and Contractor?s implementation schedules and needs. The plan shall include contract deliverables, tasks and their assignment to a resource, as well as a time for completion based on the required effort. Upon the Government?s acceptance of the Project Plan, the start date will be scheduled. 2.3 Gather the Requirements The Contractor shall conduct interviews with the OIG users to develop a complete understanding and to verify the preliminary requirements as defined in section 2.3.1, and specifically: a. Scope of the CMS configuration effort b. Report requirements c. User Roles and Areas of Access d. Mapping business processes into workflows e. Identification of business rules 2.3.1 Preliminary Requirements The requirements for this system have been broken down into three categories; general system, reporting, and security. The proposed solution must be capable of supporting these requirements. Responses should not only address the requirements below, but must also detail any architecture requirements that the proposed software requires. These will include but are not limited to network and desktop operating systems, browsers and communications software. Responses must also identify physical specifications such as the number of required processors and their speed, RAM and hard drive storage requirements. 2.3.1.1 General System Requirements Must provide a single repository for all complaint/case related information. Must provide a single user interface into the system. Must allow for multi user access. Provide an easy to use Graphical User Interface (GUI). The system must be configurable such that field labels and messages can be altered to match the NARA OIG standard terminology. The system must provide access to historical cases (complaints/investigations). o Note ? historical data in this case refers only to information entered into the new system from the time it goes into production forward. There will not be a migration of legacy data into the new system. o Once a case is closed there should be limited edit capability. Must have the ability to log all complaints received by the OIG regardless of the source. Must have the ability to create an investigation from a complaint. o The investigation number should be different from the complaint number, but the records should be linked. o All information from the complaint should be accessible and editable from the investigation. Must have the ability to create pro-active investigations. o These are investigations that do not originate from a complaint. Must have the ability to create spin off investigations. o These are investigations that result from information obtained in a separate investigation. These cases must be linked. Must be capable of assigning and tracking multiple (five or more) violations to a complaint/investigation. Must have the capability to assign and track multiple case statuses and properly rout the case based on the status for appropriate action. o Must keep and audit trail of status dates. Must be capable of assigning and tracking multiple (five or more) administrative actions to a complaint/investigation. Must be capable of assigning and tracking multiple (five or more) legal actions to a complaint/investigation. Must be capable of assigning and tracking multiple (five or more) statute and sentencing actions to a complaint/investigation. Must be capable of assigning and tracking multiple (five or more) interview and investigation techniques to a complaint/investigation. Must be capable of assigning and tracking multiple (five or more) financial actions to a complaint/investigation. Must provide the capability to enter free form text narratives for items such as results of investigation and basis for investigation. Must have the ability to assign investigators to a case. Must track information about investigators working a case. o Track total time charged, as well as time charged by individual investigators to a case. o Track expenses associated with each case. o Track investigators progress in meeting performance objectives. Must have the ability to input and track case milestones. Must have the ability to track the referral of cases to other agencies/organizations. Must have the ability to track recoveries associated with a case. Must have the ability to track Freedom of Information Act (FOIA) requests associated with a case. Must be able to display chronologically the events associated with a case. Must be capable of performing full text searches and retrieval of documents related to cases. Must have the capability to scan supporting case notes and attach them to cases. Must support third party data interchange with products such as MS Word, Access and Excel. System must be scalable such that additional data fields can be added as needs change over time. 2.3.1.2 Reporting Requirements It is anticipated that the required reports for this system will need to be custom developed based on requirements identified by the OIG. Below are the reporting requirements that the system must be able to provide. The OIG expects that 25 - 30 management reports will be needed initially. These reports will cover such things as status of open complaints/investigations, investigations pending action, disposition of investigations, and other status type reports. The system must allow for ad hoc reporting capabilities. The system must be capable of producing statistical reports based on but not limited to such things as days in status, investigator hours spent, spin-off cases and financial information. 2.3.1.3 Security Requirements The system must provide the ability for a system administrator in the OIG?s office to access system security controls for the purpose of changing a user?s access level 2.4 Develop NARA?s Prototype System The Contractor shall take the requirements identified in section 2.3 and develop and test a prototype system. 2.5 Demonstrate the Prototype System During the prototype phase, the Contractor shall conduct at least two functional demonstrations. The demonstrations shall show the Contractor?s progress and also how their development is meeting NARA?s business processes and functional requirements. These demonstrations can be done in person or via teleconference. The Government will provide guidelines to the Contractor about what shall be expected at each demonstration and the criteria for acceptance. 2.6 Complete the Development of the Production System Upon acceptance of the prototype system, the Contractor shall complete the development for the remaining user functions, workflows, and reports. The Contractor shall conduct a final functional demonstration of the production system prior to its delivery to the Government. As a part of this demonstration, the Contractor shall show: the system has been constructed per the design, sufficient time was spent on developer testing and error correction, and the Contractor Acceptance Test Plan adequately exercises the system and validates it against the requirements. 2.7 Deliver Final System Upon completing the second demonstration, the production system shall be ready for delivery. The Contractor shall deliver all files and documentation necessary for the government team to install the final system in the production environment. The contractor will also be available via phone and email for consultation on the production implementation. 2.8 Test the System 2.8.1 Government Acceptance Testing Upon completion of final system implementation, the Government will conduct a system test of the delivered system. The Contractor shall be available during the Government?s test phase to resolve any issues and to answer questions related to the system?s functionality. 2.8.2 Resolving Test Issues The Contractor shall resolve all issues discovered during the Contractor and Government Acceptance Testing. The Contractor shall have up to 8 hours to resolve each issue. The Government will provide written evidence of their acceptance of the solution. If an issue takes more than 8 hours to resolve, then the procedures and resolution shall be documented in the Contractor Acceptance Test Report. 2.9 Complete the Project Upon completion of the Government Acceptance Testing, the system will be ready for deployment of the CMS into an operational setting. The Contractor shall do whatever is required to ready the system and the Government staff for production, including sending all appropriate files and instructions, and providing any last minute refresher training. The Contractor shall lead a final meeting to review the project as delivered. The Contractor shall provide an overview of the project and deliver all outstanding deliverables. The Governmet will approve and sign-off for the completion of the project. 2.10 Training The contractor shall provide end user training for all identified users of the application, not to exceed 15 total users. This training will be provided at the National Archives and Records Administration College Park facility at 8601 Adelphi Road, College Park, Maryland, 20704. 3.0 Deliverables All deliverables must be submitted to the COR for review and approval. Unless otherwise specified, once the contractor has submitted the deliverable to the COR, the Government will have five working days to review the deliverable. The COR may return the deliverable to the contractor for re-work or accept the deliverable as completed. If the deliverable is returned to the contractor for re-work, it must be completed within the timeframe established by the COR. For written deliverables, the contractor must provide an electronic version of the deliverable in an appropriate MS Office application, as well as two hardcopy versions. Task Deliverable Format Business Days After Award 2.2 Implementation Project Plan Contractor Format 1 Day 2.3 Requirements Document Microsoft Word 10 Days 2.5 Prototype System System 40 Days 2.6 Test Plan Microsoft Word 45 Days 2.7 Final System System 55 Days 2.7 Systems Administrators Operations and User?s Manual Contractor Format 55 Days 2.7 7 User Licenses of Magnum Software and 1 year of maintenance System 10 Days 4.0 Bi-weekly Status Reports Microsoft Word Every 10 Days 2.10 End User Training Contractor Format 50 Days 4.0 Reporting Requirements The contractor is required to provide a bi-weekly status report, which must include: Title Performance period Accomplishments during the period Planned activities Problems encountered, issues, risks, and explanation of any potential slippage Decisions or assistance needed from the COR In addition to the bi-weekly status report the contractor will also participate in a bi-weekly status meeting with the COR and the program office. This meeting can be in person or via conference call. 5.0 Designated Work Place All work must be conducted at the National Archives and Records Administration, 8601 Adelphi Road, College Park, Maryland, 20704, unless otherwise directed and approved by the COR. 6.0 Government Furnished Equipment The Government will provide the contractor temporary office space including cubicles, desks, telephones, and Internet access. The Government will also provide information and documentation as required. 7.0 Contracting Officer?s Representative The following NARA employee is designated as the COR: COR: Rich Tomlinson Phone: (301)837-1536 Fax: (301)837-0871 E-mail: richard.tomlinson@NARA.gov The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase: FAR Clause 52.212-1, Instructions to Offerors Commercial Items (Oct 2000); each offeror shall include a completed copy of the provisions at FAR clause 52.212-3, Offeror Representation and Certifications Commercial Items (June 2003), with the quotation. A copy of the provisions can be found at http://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions Commercial Items (February 2002); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (June 2003). Paragraph (b) of this clause incorporates by reference the following FAR clauses: 52.222-3 Convict Labor, 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.225-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act Supplies, 52.211-6 Brand Name or Equal (Aug 1999), 52.32-34 Payment by Electronic Funds Transfer Other Than Central Contractor Registration, and 52.233-3 Protest After Award. Paragraph (c) of this clause incorporates by reference the following FAR clauses: 52.222-41. Any inquiries must include a full capability statement. The Government will not be responsible for any costs in preparation of responses to this announcement. One copy of each proposal (detailed price breakdown and literature/brochures) must be mailed to the National Archives and Records Administration (NARA), Attention Mr. Stuart Hitchings, 8601 Adelphi Road, NAA, Room 3340, College Park, Maryland 20740-6001, by 4:00 pm September 16, 2005. Additionally, the detailed price proposal may also be emailed to: stuart.hitchings@nara.gov. Telephonic responses will not be processed.
- Place of Performance
- Address: 8601 Adelphi Rd, College Park, MD
- Zip Code: 20740-6001
- Zip Code: 20740-6001
- Record
- SN00891893-W 20050911/050909213103 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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