SOURCES SOUGHT
D -- U.S. Department of the InteriorOffice of the Chief Information OfficereRecords Records Management Please see attachements at: http://www.aqd.nbc.gov/Business/openmarket.aspx
- Notice Date
- 4/11/2011
- Notice Type
- Sources Sought
- Contracting Office
- US Dept of the Interior - National Business Center Acquisition Services Directorate381 Elden Street Herndon VA 20170
- ZIP Code
- 20170
- Solicitation Number
- ANN100168
- Response Due
- 4/25/2011
- Archive Date
- 4/10/2012
- Point of Contact
- Kelson Baker Contract Specialist 7039643588 Kelson.Baker@aqd.nbc.gov;
- E-Mail Address
-
Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
- Small Business Set-Aside
- Total Small Business
- Description
- REQUEST FOR INFORMATIONU.S. Department of the InteriorOffice of the Chief Information OfficereRecords Records Management 1IntroductionThe Office of the Chief Information Officer (OCIO) is seeking firms that can provide a Department of Defense (DoD) 5015.2 Version 3certified records management platform for electronic email pursuant to 36 C.F.R. 1236.20- 1236.26 and National Archives & Records Administration (NARA) Bulletin 2008-05 and NARA Bulletin 2008-07. 2Referenceshttp://www.archives.gov/records-mgmt/bulletins/2008/2008-07.htmlhttp://www.archives.gov/records-mgmt/bulletins/2010/2010-05.htmlhttp://jitc.fhu.disa.mil/recmgt/standards.htmlhttp://www.archives.gov/about/regulations/part-1236.html 3BackgroundThe U.S. Department of the Interior manages approximately 80,000 to 120,000 user electronic email accounts totaling 8-terrabytes. The current rate of increase is estimated at 20% per year. Currently the Department utilizes both Microsoft Exchange and Lotus Notes email platforms for all current versions supported by each respective manufacturer. The Department is seeking a solution that enables the organization to meet its obligations in a cost effective, timely, and compliant manner. To this end, the solution must have the following capabilities: - Provide for the grouping of related records into classifications according to the nature of the business purposes the records serve;- Permit easy and timely retrieval of both individual records and files or other groupings of related records;- Retain the records in a usable format for their required retention period as specified by a NARA-approved records schedule;- Be accessible by individuals who have a business need for information in the system;- Preserve the transmission and receipt data specified in agency instructions; and- Permit transfer of permanent records to the National Archives and Records Administration pursuant to 36 CFR 1235.44 - 1235.50 and CFR 1236.20. 4Purpose of This RequestThe Department of the Interior would like to know what products or solutions are available to meet these long-term goals of the Department. Firms are required to identify themselves by responding to this Request for Information (RFI). The Government requests product information, recommendations, comments, concerns, and/or questions relating to the contemplated solution. The OCIO's office is open to alternative, innovative and forward thinking ideas. Respondents are encouraged to provide information about alternatives that may help the OCIO better define its requirements and obtain a solution that meets its needs both now and in the long term. 5RFI RequirementsAt a minimum, respondents must supply the following information in the following sequence. 5.1General (2 pages)1.Provide a general description of your product / solution offering2.Provide your company's market understanding related to email archive3.Provide your company's market strategy related to email archive4.Provide your company's management strategy, to include support and training 5.2Product & Hardware (5 pages)1.What product / solution do you work with?a.Please identify which versions of these solutions your product / solution is compatible with related to exchange, lotus notes and other email technologies2.Describe how your product / solution manages multiple content types and attachments3.Describe how your product / solution manages de-duplication4.Describe how your product / solution manages stubbing or linking5.Describe how your product / solution manages access to the archive6.Describe how your product / solution differences between cloud, Software as a service (SaaS), Platform as a service (PaaS), or on-premise e-mail archive taking into account cost of ownership, security, and compliance7.Describe any limitations of your product / solution when performing short and long term archiving.a.Include notes for structured and unstructured archiving8.Describe your product / solution support for storage both online, offline, and near offline discovery9.Describe your product / solution security model10.Provide a recommended server configuration for this type of solution11.Provide a recommended storage configuration for this type of solution12.Describe your product / solution support for blackberry enterprise server, texting and other mobile communication technologies 5.3Records Management (15 pages)1.Is your current product version compliant with DoD 5015.2 Version 32.Describe other products certifications and accreditations such as (i.e. HIPPA FRCP, SEC, FINRA, SOX, NARA, DoD 5015.2, MoReq2, VERS2, OMG)3.Describe your product / solution administrative functions related to records management4.Describe how your product / solution integrates with other records management platforms (i.e. inner connecting, or cross-pollinating)5.Describe your product / solution search features6.Describe your product / solution legal hold features7.Describe your product / solution capabilities for auto records identification8.Describe your product / solution discovery capabilities 9.Describe your product / solution auditing capabilities10.Describe your product / solution reporting capabilities11.Describe your product / solution vital records capabilities12.Describe your product / solution tracking and freezing records capabilities13.Describe your product / solution manages dispositions14.Describe your product / solution compatibility with FOIA and eFOIA15.Is your product compliant with the NARA ERA tool16.Describe how any of these processes can be automated or scheduled 5.4Cloud Computing & Records Management (5 pages)Please address the following NARA concerns related to cloud technologies and records management. 1.Cloud applications may lack the capability to implement records disposition schedules, including the ability to transfer and permanently delete records or perform other records management functions. Therefore specific service and deployment models may not meet all of the records management requirements of 36 CFR Part 1236 (formerly 36 CFR part 1234). Examples of these requirements include: a.Maintaining records in a way that maintains their functionality and integrity throughout the records' full lifecycleb.Maintaining links between the records and their metadatac.Transfer of archival records to NARA or deletion of temporary records according to NARA-approved retention schedules.2.Depending on the application, cloud service providers must be made aware of the record retention requirements governing a given body of Federal records stored in one or more cloud locations. Agencies need to be able to control any proposed deletion of records pursuant to existing authorities, wherever the records may be located in the providers' cloud. Cloud service providers must also act to ensure that records are accessible so as to ensure agency responsiveness to discovery, or FOIA/Privacy Act, or other access requests.3.Various cloud architectures lack formal technical standards governing how data are stored and manipulated in cloud environments. This threatens the long-term trustworthiness and sustainability of the data.4.A lack of portability standards may result in difficulty removing records for recordkeeping requirements or complicate the transition to another environment. This could affect the ability of agencies to meet their recordkeeping responsibilities for temporary or historically valuable records being transferred to NARA.5.Agencies and cloud service providers should anticipate how continued preservation and access issues will be resolved in a contingency where the cloud service provider's business operations materially change (e.g., bankruptcy), or cease altogether. 5.5Published Price (3 pages)Respondents are encouraged to provide relevant GSA or related Federal Government Wide Acquisition Contracts (GWAC) and/or Indefinite Delivery Indefinite Quantity (IDIQ) contracts available for your product / solution 6Contemplated Type of ContractIf this results in a solicitation the Government intends to competitively award a period of performance of two years, plus three one-year option periods. The type of award is not yet determined. 7Point of ContactPlease direct questions related to this response to Kelson Baker Kelson.Baker@aqd.nbc.gov. Phone calls will not be accepted or responded to. 8Disclaimer This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. Responses to this RFI will not be returned. Respondents will not be notified of the results of the review. 9How to RespondThe following outlines the format for each response. Submissions that do not meet these requirements will not be considered. All submissions must follow this document section title structure and format: 1)Cover Page (not included in page count)2)Cover Letter (not included in page count)3)Table of Contents (not included in page count)4)General Section (2 Pages)5)Product & Hardware Section (5 pages)6)Records Management Section (15 pages)7)Cloud Computing Section (4 pages)8)Published Price Section (2 pages)9)Appendix A - Market Material (not included in page count) - Clarification questions are due on or before April 13th, 2011 by 5pm EST- Responses to Clarification questions will be posted on April 15th, 2011- Responses are due on or before April 29th, 2011 by 5pm EST- Responses must be made electronically in PDF format 8x or higher- Reponses should be emailed to kelson.baker@aqd.nbc.gov- Responses must clearly identify a single technical point of contact in the cover letter- Responses must clearly identify a single services point of contact in the cover letter- Responses must be made on 8"x11" paper - Responses must be made using 1" Top/Bottom/Left/Right Margin- Responses must use Font Size no smaller than 11" excluding graphics and tables- Response must use no less than Arial 9 for all charts and tables- Responses must use Font Style Regular- Responses must not exceed 30 single pages, excluding cover, table of contents, past performance, and marketing material. Marketing material will only be evaluated based on its relevance to this RFI. - Paper copies will not be accepted.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/5ddd3e29da33379c77c50e2d8d64226d)
- Place of Performance
- Address: Department of the Interior1849 C St NW Washington, DC
- Zip Code: 20240
- Zip Code: 20240
- Record
- SN02421902-W 20110413/110411234601-5ddd3e29da33379c77c50e2d8d64226d (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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