SOURCES SOUGHT
D -- Records and Information Management (RIM) and Configuration Management/Document Management (CM/DM)
- Notice Date
- 3/24/2017
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Office of the Chief Procurement Officer, Washington, District of Columbia, 20528, United States
- ZIP Code
- 20528
- Solicitation Number
- HSHQDC-17-RFI-001
- Archive Date
- 4/27/2017
- Point of Contact
- Tiffany A. Kindred-Lopez, Phone: 202-447-5742, Tiana Chandler, Phone: 202.447.0643
- E-Mail Address
-
tiffany.kindredlopez@hq.dhs.gov, tiana.chandler@hq.dhs.gov
(tiffany.kindredlopez@hq.dhs.gov, tiana.chandler@hq.dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- DEPARTMENT OF HOMELAND SECURITY OFFICE OF PROCUREMENT OPERATIONS Records and Information Management (RIM) and Configuration Management/Document Management (CM/DM) THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Nonetheless, submitters should properly mark their responses if the information is confidential or proprietary. Furthermore, those who respond to this RFI should not anticipate feedback with regards to its submission other than acknowledgment of receipt, should the submitter request an acknowledgement. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. All submissions become the property of the Federal Government and will not be returned. Responders are solely responsible for all expense associated with responding to this RFI. INTRODUCTION In March 2013, Congress established the Office of Biometric Identity Management (OBIM) within the National Protection and Programs Directorate (NPPD), Department of Homeland Security (DHS), designating OBIM as the lead entity for biometric identity services within DHS. OBIM provides enabling biometric identity services to the Department, supporting operational missions across the DHS mission areas. OBIM does this by matching, storing, sharing, and analyzing biometric information through the Automated Biometric Identification System (IDENT). Records and Information Management (RIM) and Configuration Management/Document Management (CM/DM) supports OBIM's Enterprise Services Management (ESM) Section. PURPOSE OF RFI The purpose of this RFI is to gather information from vendors and organizations with experience in providing support services relating to consultation and managerial support in the analysis, operations, instruction, and execution of Records and Information Management (RIM) and Configuration Management/Document Management (CM/DM). SUBMISSION REQUIREMENTS For the purposes of this RFI, describe in your submission your company's relative experience in the following areas: 1. Share Drive Cleanup: ● Performing share drive records inventorying, appraisal, and migration to SharePoint platform activities. o Assessing shared drives unstructured data. o Identifying record assets on LAN Shared Drives. o Applying records retention as applicable and ensuring data is migrated to appropriate SharePoint site library. o Categorizing data into controlled documents, records, or non-record, and document status for each. o Identifying and verifying duplicate records. o Archiving controlled documents eligible for retirement. o Establishing naming conventions, access restrictions and implementing standardized taxonomy. o Cleaning up data (delete duplicates and empty folders/files). o Creating rules-based records structure and organizing records into structure. 2. SharePoint platform Site Content Administration: ● Providing (SharePoint platform) site build out; metadata capture and duplicate records identification. o Performing assessment and analysis of current content and future inputs. o Building out (SharePoint platform) libraries. Develop and providing (SharePoint platform) site administration and training. o Collaborating with liaisons to reassign and retire end of life cycle documentation. o Coordinating the disposition of retired documents from (SharePoint platform) sites to include assignment of schedules and required metadata (dates) for the transfer of controlled items from a CDL to the Records Center. o Identifying and archiving high value/high volume content. o Developing data map/inventory of information location. o Performing data mapping, document analysis, and data quality cleanup to (SharePoint platform) controlled documents library (CDL). o Categorizing data into controlled documents, records or non-records. o Cleaning up data (delete duplicates and empty folders/files). o Establishing naming conventions, access restrictions and implement standardized taxonomy. 3. Reduction of Paper Record Documentation Backlog: ● Providing document inventorying, records appraisal and records retention schedule alignment; destruction and transfer to Federal Records Center (FRC) activities. o Processing and identifying record/non record content. o Appraising identified records for their value and aligning to Retention Schedules. o Executing Retention and disposition according to established procedures. o Hardcopy Inventory / Physical Inspections. o Creating Inventory Reports. o Applying Retention Management. • Identifying and destroying duplicates. • Transferring to FRC and/or NARA. • Scanning records for Electronic storage 4. Training development: ● Preparing training material for delivery and outreach support. Management of controlled documents, electronic records, email, shared drives, websites and information systems into training activities. o Assisting with New Employee training. o Records Schedule Identification. o Managing Electronic records, controlled items and E-mail. o Retention Schedule Management. o Assisting with Vital Records Retention and Training. o Assisting with training based on the specific branch records and training on the use of the Records Schedule and CM/DM functions. o Collaborating with liaisons on RIM and CM/DM functions. o Assisting with conducting training. o Updating of Process/Procedure Documentation. o Providing input, re-format and assisting with the development of Records Management Implementation Plan. o Interfacing with liaison on the development of file plans and new/updated controlled items for each Division. SUBMISSION INSTRUCTIONS The information obtained may be utilized in the preparation of a Request for Proposal (RFP) provided DHS finds it in its best interest. Vendors are encouraged to review this RFI and determine if their competency meet the DHS requirements. Finally, RFI submissions should include a cover letter no longer than 2 pages in length with the following information: 1) Vendor Official name, address and phone number 2) Point of contact information and email; 3) The vendor's country of origin 4) If applicable, your company's GSA Schedule contract number; 5) If applicable, any relevant DHS strategic sourcing vehicle your company currently holds a contract under and the associated contract number; and 6) The socio-economic size standard and/or category under which the vendor is currently certified to perform under NACIS code 541611. Questions are due no later than 1:00 pm (Eastern) on March 29, 2017. Responses are limited to 10 pages (including cover letter), must be in 12pt Calibri font with.75 inch margins and submitted via e-mail only to Tiffany Kindred-Lopez and Tiana Chandler at tiffany.kindredlopez@hq.dhs.gov and tiana.chandler@hq.dhs.gov no later than 5:00pm (Eastern) on April 12, 2017. The subject line of the email should contain the RFI number (HSHQDC-17-RFI-001). Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate and mark proprietary information. Please be advised that all submissions become Government property and will not be returned. (End of Request for Information)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/OCPO/DHS-OCPO/HSHQDC-17-RFI-001/listing.html)
- Place of Performance
- Address: Arlington, VA, Arlington, Virginia, United States
- Record
- SN04446668-W 20170326/170324234220-3a6a328afc472d715982b84915cb9a55 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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