SOURCES SOUGHT
D -- Department of State Email Management - SAQMMA16I0008
- Notice Date
- 11/30/2015
- Notice Type
- Sources Sought
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of State, Office of Acquisitions, Acquisition Management, 1735 N. Lynn St., Arlington, Virginia, 22209, United States
- ZIP Code
- 22209
- Solicitation Number
- SAQMMA16I0008
- Archive Date
- 1/2/2016
- Point of Contact
- Tyler, Phone: (703) 875 5481
- E-Mail Address
-
SinclairTE@state.gov
(SinclairTE@state.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Request for Information (RFI) Department of State Email Management 1. PURPOSE: This Request for Information (RFI) is issued as market research to determine the capabilities of industry to provide and support a system to satisfy the Presidential Memorandum-Managing Government Records dated November 28, 2011, for managing State Department email by December 31, 2016. This sources sought will also be utilized to determine if any Small Business Set-Aside opportunities exist and how viable GSA schedule and/or existing Government Wide Acquisition Contracts (GWACs) may be for this requirement. The Government does not intend to award a contract on the basis of this RFI or reimburse any costs associated with the preparation of responses. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI marked PROPRIETARY will be handled accordingly. Responses to the RFI will not be returned. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI will assist DOS in determining the potential level of interest, competition adequacy, and technical capabilities of commercial industry to provide the required products and services. The Government does not guarantee any action beyond this RFI. The responding party shall be responsible for any costs associated with preparing the response. A decision not to submit a response will not preclude anyone from participating in any future solicitation. 2. BACKGROUND: The Department of State is continuing to study options for satisfying Federal requirements for managing email. The Department is considering acquisition of a Commercial Off-the-Shelf (COTS) solution as well as modification/customization of existing hardware and software. The Department has approximately 100,000 email accounts on Sensitive and Classified networks in more than 200 embassies and consulates as well as Washington Main State and other domestic locations. NARA's Capstone model has been adopted for managing permanent email records. Temporary email records of most employees and contractors will be maintained for a period of seven years. The anticipated technical solution will include storage, search, auditing, extraction, disposition, legal holds, de-duping, secure back-up, and related requirements for email records management. The 2016 target for deployment of the new baseline DoS email management system does not include media other than email, although it is preferred by DoS that the solution be expandable to satisfy the companion 2019 target for maintaining records of other digital media. A notional diagram of the presumed end-state is included as an attachment to assist vendors in responding to the RFI; however, the diagram is not intended to constrain respondents from describing solutions that differ from this vision. 3. REQUIREMENTS: The Government requires the eventual vendor to provide commercial off-the shelf (COTS) products and associated support services necessary to satisfy the Presidential Memorandum-Managing Government Records dated November 28, 2011, for managing State Department email by December 31, 2016. A.General Operational Requirements: The proposed solution should be installed, tested, and fully operational not later than December 2016 to meet the deadline mandated by OMB and NARA: By December 31, 2016, Federal agencies must manage all email records in an electronic format. Email records must be retained in an appropriate electronic system that supports records management and litigation requirements (which may include preservation-in-place models), including the capability to identify, retrieve, and retain the records for as long as they are needed. The proposed solution should anticipate the 2019 requirement for Federal agencies to manage all permanent electronic records in an electronic format - but should not include costs for that solution. The Department of State processes more than six million emails daily, of which approximately one million are estimated to be unique, after de-duping. The emails of senior officials (Capstone members) will be permanently retained. The record emails of other employees will be retained for seven years, subject to NARA's GRS 6.1: Email Managed under a Capstone Approach. Transitory and personal email will be retained for one year, subject to NARA approval. The successful technical solution will receive feeds from journaled mailboxes and a dynamic register that identifies Capstone members. The feeds will be provided from two independent networks: Unclassified and Classified The solution will satisfy the 62 requirements in the attached Requirements Matrix. B.Security Requirements: Clearance: The vendor must possess a facility clearance (FCL) of Top Secret. The vendor will be required to provide designated contractor personnel with Top Secret personnel security clearances (PCLs) issued by the Defense Security Service (DSS). All other contractor personnel must favorably pass a Moderate Risk Public Risk (MRPT) determination made by the Bureau of Diplomatic Security, Department of State prior to contract performance. Designated contractor personnel assigned to this contract shall possess TOP SECRET and SECRET personnel security clearances issued by Defense Security Service (DSS) prior to contract performance. All other personnel must favorably pass a Moderate Risk Public Risk (MRPT) determination made by the Bureau of Diplomatic Security, Department of State prior to contract performance. Facility - Personnel Security Requirements Trade Agreements Act: Vendors shall make every effort to maximize procurement of hardware manufactured in the United States using parts built in the United States and software developed in the United States. Hardware and software components shall comply with Section 508 of the Rehabilitation Act of 1973 and the Trade Agreements Act (FAR 52-225-5). FIPS PUB 200: The minimum security requirements as defined through the use of the security controls in accordance with the National Institute of Standards and Technology Special Publication (NIST SP 800-53). C.System Life-Cycle Support Requirements: The vendor shall provide the following support service. Note-Support services described below may require personnel with a PCL as described previously, depending on the end-user's work space. a.Site survey - vendor shall perform surveys to gather site-specific information to detail the products, work, and schedules for the installation system. b.Site preparation - The vendor shall perform any site preparation, and other related work identified in the attached Requirements Matrix. The vendor shall complete all site preparation work without interruption to the current system's operation. c.Shipping of equipment - The vendor shall ship equipment, if any, to the specified government location, F.O.B. Destination in accordance with best commercial practices. d.System installation including engineering and configuration - The vendor shall provide system installation services to install, make operational, and fully integrate the system. The vendor shall complete system installation without interruption to the current system's operation. e.Staff training - The vendor shall provide hands-on training for all system users in accordance with the approved training plan. f.On-site post-installation support - The vendor shall provide 24/7 on-site support over the first 30 days of the new system operation. g.IT Change Control Board (ITCCB) approval - The vendor shall work with the Department's Information Resources Management staff to submit all equipment, if any, through the Department's ITCCB and also assist with Cybersecurity Assessment and Authorization upon contract award. h.The vendor shall support all federally-mandated Assessment and Authorization initiatives as defined by the Department. i.Transition plan - The vendor shall describe how the transition from the current system to the new one will occur without interruption to current operations. j.Maintenance - The vendor shall provide on-site maintenance for the all system components including hardware and software on a 24 x 7 x 365 basis. The vendor shall provide a minimum 2-hour response time for critical failures. The vendor shall also stock critical spare parts on-site to ensure timely repair and comply with up-time requirements. k.Software maintenance and software upgrades - The vendor shall describe how it will implement version upgrades while retaining customized DOS functionality without regressing to defects in earlier software versions. l.Warranty and Lifecycle Support- The vendor shall describe the warranty, licenses, and lifecycle support for hardware and software it will include with the proposed system. m.On-site/On-Call support - The vendor shall provide a Systems Engineer on an on-call basis when the Government accepts the system and the 30-day on-site support period is complete. The Systems Engineer shall be available within 2 hours' notice to provide on-site technical support in the event the system is operating at less than optimal levels. This response time shall be available 24 hours a day 7 days a week. (Note - the Systems Engineer may require Top Secret clearance) 4. RESPONSE INSTRUCTIONS: RFI responses should conform to the format below and provide the following information: Section 1 - Cover Letter. The cover letter shall include the following: a.Company information - Include company name, point of contact and contact information (name, address, phone number, website URL, if available, email address, and fax number), CAGE Code, DUNS Number, and a short description of the company (history, experience in similar telephone systems, etc.). b.Certifications - Include any certifications the company and/or its key personnel hold including, but not limited to Program/Project Management Professional (PMI), International Organization for Standardization, and Capability Maturity Model Integration (CMMI). c.Facility Security Clearance (FCL). d.Teaming is encouraged to ensure an effective solution. The respondent is encouraged to utilize small and disadvantaged businesses in its project team. Please provide similar information for any team members. e.List of relevant products available on GSA schedule and/or GWAC with corresponding schedule number/contract number. f.List your company size and socioeconomic status. Section 2 -Sample Installation/Capability Statement. The purpose of this section is to provide information that will assist the State Department to decide how to contract for the required products and services. Your response should include the following: a.System Description: Please provide a description of the system you intend to implement to meet the requirements stated in this RFI. The description shall discuss the hardware and software components that would comprise the system and how you would maximize the use of commercial off-the-shelf software and hardware components. b.Program management: Please provide a brief description of how you would provide the required program and project management support using the key personnel. c.Maintenance and support: Please provide a brief description of your capability and approach to providing the required maintenance and 24/7/365 support for the system as described above. Section 3 - Past Performance. Please briefly describe at least one and no more than three of your projects/contracts of similar size and scope to this requirement. Section 4 - Rough Order of Magnitude Costs. The purpose of this section is to provide information that will assist DOS in estimating the cost of the system and budgeting appropriately. Please provide costs estimates for the following: Hardware-cost of hardware, if any Base software package Software customization and personalization Services -Site survey and preparation -Installation -Training -Hardware and software maintenance -On-call/on-site support 5. SUBMISSION INSTRUCTIONS: Responses to this RFI shall be limited to 15 letter-size pages, single-spaced, MS Word or PDF format, Times New Roman 12-point font. Text included in graphics, tables, and figures can be no smaller than 9 point. The cover page, cover letter, and table of contents, are not included in the total page count. The submissions shall be in sufficient detail and clarity to provide DOS with the information it needs to assess the capabilities of responding vendors. Please be advised that all submissions become Government property and will not be returned. The Government will not entertain telephone calls or questions for this RFI. Please provide an electronic version of your written response to: Tyler Sinclair, Contract Specialist, SinclairTE@state.gov, no later than December 18, 2015. Attachments (Note these are located within the attached version of this document): Requirements Matrix Notional diagram of end-state solution
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