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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 19, 2014 FBO #4773
SOURCES SOUGHT

D -- E-Mail Records Managment Solution

Notice Date

12/17/2014
 

Notice Type

Sources Sought
 

NAICS

518210 — Data Processing, Hosting, and Related Services
 

Contracting Office

Department of Commerce, National Institute of Standards and Technology (NIST), Acquisition Management Division, 100 Bureau Drive, Building 301, Room B130, Gaithersburg, Maryland, 20899-1410, United States
 

ZIP Code

20899-1410
 

Solicitation Number

GG000000-15-00764
 

Archive Date

1/19/2015
 

Point of Contact

Prateema E. Carvajal, Phone: 301-975-4390, Timothy Karol, Phone: 301-975-8249
 

E-Mail Address

prateema.carvajal@nist.gov, timothy.karol@nist.gov
(prateema.carvajal@nist.gov, timothy.karol@nist.gov)
 

Small Business Set-Aside

N/A
 

Description

This announcement is a Request for Information (RFI) notice. It is not a Request for Proposals (RFP) and does not commit the Government to award a contract now or in the future. No solicitation is available at this time. The Department of Commerce, Office of the Inspector General (OIG), seeks information on commercial vendors that are capable of providing E-mail Records Management Solution. This RFI is being posted by The Department of Commerce, National Institute of Standards and Technology (NIST). Contracting Office Address: The Department of Commerce, National Institute of Standards and Technology (NIST), Acquisition Management Division, 100 Bureau Drive, Building 301, Room B129, Mail Stop 1640, Gaithersburg, MD, 20899-1640. NIST is seeking responses from all responsible sources, including large and small businesses. The Government is considering a NAICS code of 518210 with a size standard of $30.0M. After results of this market research are obtained and analyzed and specifications are developed for the service that can meet OIG's minimum requirements, NIST may conduct a competitive procurement. A small business set-aside decision may be made as a result of the information received. All small business organizations (SB, SDB, 8(a), WOSB, HUBZone, and VOSB and SDVOSB) are encouraged to respond to this notice. Draft Requirement: The OIG is developing a requirement for the following: (located at HCHB 1401 Constitution Ave., NW Washington, DC 20230) OIG is seeking information in the form of capability statements from vendors who can assist us to meet the requirements of two joint issued memorandums from the Office of Management and Budget (OMB) and the National Archives and Records Administration (NARA) M-14-16, "Guidance on Managing Email" (http://www.whitehouse.gov/sites/default/files/omb/memoranda/2014/m-14-16.pdf) and the M-12-18, "Managing Government Records Directive." These two memorandums gave agencies specific deadlines to implement electronic recordkeeping of e-mail and other records formats for temporary and permanent records. The "Managing Government Records Directive" (M-12- 18) mandated that agencies implement records management of e-mails, which are federal records by a deadline of December 31, 2016. To assist you in providing us the information we seek we are providing the following link: (http://www.archives.gov/records-mgmt/prmd.html). Currently, OIG is using Outlook on an Exchange 2010 platform with BlackBerry Enterprise Service version 5.0 as the mobile device solution. There are approximately 350 e-mail boxes, predominantly used by the 160 federal employees, group e-mail lists, and 30 contractors. We have approximately 85 BlackBerry devices and a plan to implement Smart-phone capabilities. OIG recently awarded a contract for a FedRAMP approved cloud email and migration is expected to be completed by September 30, 2015. OIG is seeking information on e-mail records management solutions that would integrate with OIG's FedRAMP approved cloud email that are either FedRAMP approved, if in the cloud, or that can be hosted at OIG, if not in the cloud. The information on OIG's General Support System is designated Sensitive But Unclassified or Controlled Unclassified Information. Requested Information/ Questions for Capability Statements to Address: 1. Vendors are hereby requested to submit a capability statement that addresses their ability to assist OIG in meeting the goals of the directive through automation. (Papers should be no more than 12 pages and should not include marketing material, although hyperlinks to online marketing material are welcome.) Statements should address the questions in the following section two, but are not limited to answering those questions. Please include company points of contact to include e-mail address, mail phone number, etc. If a question does not apply to your solution or service, you may respond by identifying the question and indicating "not applicable" in your response. 2. Is your product a single solution or service, or are you an integrator that will customize a solution using other products? 2.1 On what current or planned procurement vehicle is your product/service available (e.g., on GSA schedule number XXX, Government Wide Acquisition Contracts (GWACs), BPA, etc.). 2.2 How does your solution apply automation to reduce the burden of records management on end users, (i.e. records management functions are NOT performed by the end user, but rather by the solution)? Examples might be: capture by harvesting [perhaps for social media records], associating records with retention categories by workflow rules or by metadata, by content analysis, by auto-categorization, etc. 2.3 If relevant information management capabilities are available in products that are not primarily designed for records management, please explain how the products can be used to help meet the requirements of M-12-18 and M- 14-16. The following is the link to M-14-16, which provides NARA guidance we are required to follow: http://www.whitehouse.gov/sites/default/files/omb/memoranda/2014/m- 14-16.pdf. 2.4 What tasks of electronic records management can the solution automate? 2.5 Which tasks listed below can it support through technology while reducing the burden on the end-user? Examples follow: (1) Capture email records into an electronic records management system; (2) Categorization of records by retention schedule items; (3) Retention Management; Event driven dispositions [e.g. dispositions driven by completion of an audit or investigation, or the lifting of a legal hold]; (4) Legal Holds - ensuring the ability to suspend disposition purging of email messages within the system to include all attachments sent via email and metadata fields as defined in 36 C.F.R. 1236.22 as defined by a privileged user or system admin as necessary for restrictions due to litigation; (5) Disposition - ensuring destruction of records, driven by events or time managed by approved individuals with the appropriate records custodian profiles; (6) Export of permanent records and associated metadata to NARA or to a successor system in the agency, as required; (7) Case file management to assign related email records to with unique categorization; (8) Capability to retrieval all emails within a "conversation;" (9) Storage and preservation in an open source tool; 10) Management and updating of metadata, including access restrictions, etc.; 11) Support for full-text search capability across content and/or metadata including active and archived files; (12) Support for creation and maintenance of records retention schedules;Management of email accounts or groupings/bodies of email based on the role or position of the end user and application of disposition accordingly (whether temporary or permanent), while ensuring attachments sent with emails are retained for the life cycle of the associated email; (13) Capability to designate content as subject to litigation hold and prohibit its destruction content or alteration and the capability to export such email in an open data format; (14) Capability to provide APIs allowing integration with third party tools such as email archiving solutions, E-Discovery solutions, and Electronic Records Management Software Applications, including those that meet the requirements of 36 C.F.R. 1236.20 & 22, and that also allow for the transfer of permanent records to NARA per 36 C.F.R. Part 1235; (15) Ability to maintain records in their archive in accordance with Government Administrator as defined by role base retention periods; existing federal record retention schedules and policies, and applicable NIST guidance (NIST 800-88), including any backup versions of data on termination of the FSS order and verified receipt of all recorded information to the Agency; (17) Ability to find, tag and sequester records identified for a legal hold; 2.6 What content types does the solution handle? (1) Email - what programs or formats; (2) Presentation; (3) Social media - what platforms; (4) Textual data (word processed, structured and unstructured text); (5) Structured Data (databases, spreadsheets, statistical and scientific data); (6) PDF; (7) Web records; (8) Information in other business applications or platforms (9) Other 2.6 With what records and information management standards, if any, does the solution comply? (Below are some examples) (1) DOD 5015.2 -if certified you should provide the certification and summary testing report; (2) ISO 23081-2:2009 Information and documentation; (3) MoReq2 - Model Requirements Specification for the Management of Electronic Records; (4) ISO15489-1 Information and Documentation - Records Management; (5) ISO15489-2 Information and documentation Records Management, Part 2: Guidelines; (6) ANSI/ARMA 9-2004 - Email Standard; (7) NARA Bulletin 2011-03, November 30, 2013, "Guidance Concerning the use of E- mail Archiving Applications to Store E-mail;" (8) NARA Bulletin 2010-05 September 08, 2010, "Guidance on Managing Records in Cloud Computing Environments (ref 8);" (9) Other (please specify). agency point-of-contact willing to discuss. If so, did the other Federal agencies implement it department-wide or at the operating unit/bureau level? 2.8 If your products or services are already in use at other Federal agencies, are there ways that your products or services could be better used to meet goals of directive. For example, do your products or services have relevant capabilities or capabilities that could be used differently to introduce more automation into electronic records management? 2.10 What is the greatest volume of data or number of users your solution has been proven to handle without degrading performance? 2.11 Is your product or service available as a local installation, is it outsourced, and/or is it cloud based? 2.12 Is your solution based on open source technologies, open architecture and/or Open standards? If yes, please explain. 2.13 How does the solution ensure interoperability with other information management products? Please provide an example. 2.14 Does the solution publish Application Program Interface (API) integration to allow other systems to develop tools that can use the same data? 2.15 Do you have formal partnering arrangements with any other vendors in this space? If so, who? 2.16 Can your solution or service be acquired as components, which could be integrated into a heterogeneous environment or deployed in a cloud environment? 2.17 We are seeking "economically viable automated records management solutions." If you can share any information that demonstrates that, solution is affordable and economically viable for both large and small Federal agencies, please provide it. For example, do you support a consumption-based model where an agency would pay only for services it uses? 2.18 Could your solution help support any of the government's long-term goals, including: (1) Easily providing open, machine-readable government information to government employees and the public, as appropriate? across heterogeneous data sources while enforcing appropriate access controls? (3) Storing one instance of information and linking to it from many places? (4) Capturing and storing or transmitting the metadata required for many information management purposes, including business needs, records management, eFOIA, classification and declassification management, etc.. (5) Exporting/transferring responsibility for permanently valuable records to NARA following format transfer guidance, metadata guidance, and a published XML schema provided by NARA. 2.19 Is your product FedRAMP approved, if it is Government Only cloud based within the United States? 2.20 What solutions can your system provide to assist with Freedom of Information Act (FOIA) tasks. Below are a few examples: (1) The solution shall provide the capability for the OIG-designated privileged users to conduct full text searches of email content, metadata and attachments; and to develop search and disposition rules and take action on the results of the rules including; (2) Managing retention and deletion, copy or moving email, (3) Exporting of immutable copies of any system content in a way that retains records in their authentic state regardless of disposition state, for the purposes of FOIA, and other compliance matters, in bulk across several email boxes at the mailbox level, based on search results in an open format; (4) Deleting email from the live mailbox after a specified time period and; (5) Providing for cleanup queries to reduce storage (6) De-duplication of the same file/record, if declared by one or more users. 2.21 Is there a pilot copy of your solution available for previewing and/or a demo? 2.22 Is your product Section 508 compliant? Requirements for Responding to this RFI: All interested capable contractors shall respond to this RFI by submitting a Capability Statement. The statement should include the following: 1) Company name and address, Cage Code and DUNS Number, a contact person's name, telephone number, and email address and, if available, company website URL. 2) Company size classification and socioeconomic status. 3) Capability response that addresses the questions in this Notice. 4) Any information of similar projects you have performed of this nature and what was accomplished in what time frame. This may include answers to any or all of the "approaches" being considered. All responses shall be sent to Prateema.Carvajal@nist.gov by January 16, 2015 by 12:00pm, Eastern Time (ET) with the following subject line "E-mail Records Management Solution." Point of Contact: Prateema Carvajal, Contract Specialist, Phone (301) 975-4390, Email Prateema.carvajal@nist.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NIST/AcAsD/GG000000-15-00764/listing.html)
 

Place of Performance

Address: Department of Commerce, Office of the Inspector General, Washington, District of Columbia, 20230, United States

Zip Code: 20230
 

Record

SN03599269-W 20141219/141217235055-bcad606b2b84344577cb6e23ecedf134 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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