SOLICITATION NOTICE
D -- EFORMS (ELECTRONIC FORMS ) FRI
- Notice Date
- 10/5/2010
- Notice Type
- Presolicitation
- Contracting Office
- 550 C Street WewtRandolph AFB, TX
- ZIP Code
- 00000
- Solicitation Number
- R2653
- Response Due
- 10/12/2010
- Archive Date
- 10/27/2010
- Point of Contact
- Ruth Makela ruth.makela.ctr@randolph.af.mil
- E-Mail Address
-
E-mail the POC
(ruth.makela.ctr@randolph.af.mil)
- Small Business Set-Aside
- N/A
- Description
- PurposeThis RFI supports market research by The Human Resources Systems Division of the Electronic Systems Center, to obtain industry input on the existing capability in implementing a solution utilizing a IBM FileNet P8 solution. The information will also assist in locating small business sources as well as obtaining industry feedback on the eForms draft Request for Proposal information. The goal is to clarify uncertainties and identify disconnects in the draft RFP to familiarize industry with the eForms requirement and facilitate quicker responses for the formal RFP. SummaryThe Enterprise Electronic Forms (eForms) effort is anticipated as a Small Business set-aside acquisition. However, small businesses will also be permitted to team with other partners as they see fit to provide a competitive bid for the project. eForms seeks to provide automation of personnel-related forms to minimize manually intensive processes, such as printing, hand filling and scanning Air Force forms for records storage. Solution will address "cradle-to-grave" handling of forms through Airman initiation of form, pre-population of required data fields, automated routing for appropriate approval, metrics reporting, and storage in the associated data repositories. The data from the eForms system will be available to all members of the Air Force, constrained by their specific roles via a built-in Role Based Access (RBA). Airmen and their supervisors will be able to query the status of their forms and see where they are in the process. Total Force Service Center (TFSC) h! elp desk agents will also be able to see forms data in order to provide service to those Air Force customers needing help with their forms. The eForms solution will rely on the Military Personnel Data System (MilPDS) Service Oriented Architecture (SOA) data service and Automated Records Management System (ARMS) to perform as envisioned. The appropriate documentation will be provided to the eForms vendor in the RFP to describe which data elements are needed and how to interface with the SOA service. For ARMS, the Interface Control Document (ICD)-in the Non-Functional Requirements-will be provided to show how the vendor is to configure eForms to permit a proper interface. Since there is a need to share eForms infrastructure with other applications across the AF enterprise, the interfaces will be standard and open to allow for accessibility and interoperability.The Air Force currently owns over 700,000 licenses for IBM FileNet P8 and seeks to utilize this product as the platform to implement eForms. NOTE: This is not a solicitation for proposals nor is it a request to perform work. The Government will not pay for any information, documentation, and/or data submitted in response to this notice. Responses will be used to identify potential sources, potential business arrangements, market conditions, and an assessment of solutions and products and their potential to satisfy the subject requirement. The Government intends to release a Request for Proposal within six (6) weeks of publication of this RFI with more specific details on the eForms requirements. Information Requested 1. Please review the attached items that are part of the draft Request for Proposal package. Please note areas of confusion or uncertainty and feel free to ask questions that might help to clarify the package. Answers will be provided to all vendors and posted on HERBB and FedBizOpps.2. The workflow and business process documentation for the first five (5) forms will be provided in the RFP. These five forms will be representative of the difficulty of the remaining forms. Copies of the remaining forms will be provided to you, but they will not have the associated business process documentation. The Government is proposing an approach to have industry bid a firm priced ordering table-which breaks down the primary cost drivers in developing an automated form. A notional sample of the table is included in the attachments. With these drivers identified, the Government feels that industry should be able to assign costs to those drivers against which the remaining forms can be ordered-once the workflows and business process documentation is provided. The defined work in first five forms should serve as the basis in creating the table, as the nature of the work for the remaining forms is similar. a. Please provide your assessment of the concept of providing a firm priced ordering table b. Please review the cost drivers identified and note, in your opinion, any missing drivers or if the ones listed are incorrect. c. Please note if the documentation provided for the first 5 forms will be sufficient for you to identify proper cost drivers and permit you to fill out the pricing table for remaining forms. 3. The timeline for availability of the SOA data services is not currently known. The project responsible for exposing this information anticipates an award around the same time as eForms. The data services will be used to pre-populate forms and facilitate some aspects of automated workflow. The Government has indicated a preference to not delay the entire eForms project until those services are available. The Government would like to request a contract option available to execute when the data services are available. The SOA Guidebook-in the Non-Functional Requirements-will be provided in the RFP and will indicate how the selected eForms vendor will access the exposed SOA data. Also the fields requiring pre-population in the first five forms will be provided. The information for the remaining forms will be provided when it is available. a. Please indicate your ability to provide a firm priced option to implement connection to the SOA data services. b. With the timeline uncertainty, can you provide options to be started within 4 months, 8 months, and 12 months of contract award?4. eForms will require a Role Based Access mechanism for users accessing the system. Please indicate your experience configuring the FileNet P8 RBA capability.5. Please indicate if you have experience implementing solutions at the Defense Information Systems Agency (DISA).6. Our office previously released an RFI on 25 Aug 10. Overall response was not as high as anticipated. Some businesses indicated they did not respond because they assumed large businesses would compete for the award. As previously stated, eForms is anticipated as a small business set-aside opportunity. The questions from the previous RFI are listed below. Those companies who already responded do not need to re-answer the questions below.1. Please identify your experience in the following areas a. IBM FileNet P8 implementations to include design/development and automation of forms/business process workflow b. Implementing FileNet P8 with either US Government, Department of Defense, or Air Force organizations on a Government owned/operated network infrastructure c. Implementing large-scale enterprise solutions using FileNet P8 (Large being either over 500,000 users, over 100 forms/business processes, and over 15,000 concurrent users) 2. Please provide list of projects relevant to the experience listed above, with associated customer points of contact. Please identify if you were the prime vendor or a partner in the projects listed. Also include the extent of your work on these projects such as involvement in design, interfacing, installation, and configuration. 3. In the relevant projects listed above, please identify major risks to cost, schedule, and performance that were encountered, which phase of the project they were encountered, and how they were mitigated. Based on the information provided by eForms, what would you see as potential risk areas to the eForms project? 4. Please identify your current Software Development CMMI appraised level (if applicable). 5. Please identify if you are a large or small business. If a small business, please specify which category (i.e. 8(a), HUBZone, SDB, etc.). 6. If a large business, what capabilities have been or are good candidates for small business subcontracting? Please provide supporting rationale. 7. At least five (5) processes/forms-of varying complexity-will be provided in the RFP. However, the majority of eForms business processes will not be fully identified at RFP release. These forms will be identified by name and a copy will be provided, however, the mapping of the business process will be done by the government and provided prior to your implementation. a. Are you able to provide a firm fixed price for automating the remaining processes that are to be documented? b. What do you view as the cost drivers in pricing the work with the complete documentation? Is it all based on form/workflow complexity?c. What information would be sufficient for you to confidently price the forms/workflows that do not yet have the business process fully documented?d. What approach is typically done/used to provide fixed pricing with work not fully defined at time of proposal (i.e. categorize Hard/Med/Easy, etc.)? 8. Will you be able to provide training that is sufficient for the government to assume sustainment of the application-to include introducing new forms and workflow, as well as changes to existing ones? Have you done this type of transition in your previous efforts? 9. Discuss your involvement in any on-going related Government or DoD efforts and how the Air Force could potentially leverage these efforts to reduce total program costs. How to Submit a Response.Include information regarding the following:.Company name and address.Technical and Program Management POCs.Telephone numbers, fax number, and email addresses.Submit one paper or one electronic response to this Request for Information. Please email responses to ELSG/PNKWorkflow@randolph.af.mil with Subject Line of "eForms RFI Response - (contractor name)" or mail hard copies to ESC/HIG (Attn: ESC/HIGK); 550 C. St. W.; Randolph AFB, TX 78150. All information received will be safeguarded from unauthorized disclosure, in accordance with Federal Law. Please ensure any sensitive information is clearly marked as such but sensitive information or proprietary information is not desired..Please ensure that there is no proprietary information in your responses since we will make acquisition decisions based upon your information. If you have any questions, please contact Joe Lopez (210) 565-4735, or via email at joe.lopez@randolph.af.mil.
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