Federal Emergency Management Agcy, Acquisition Operations Division, 500 C Street, S.W., Room 350, Washington, DC 20472

70 -- CORRESPONDENCE AND ACTION TRACKING SOFTWARE DUE 061499 POC Greg Steigerwald (202) 646-3750 E-MAIL: RFI for Correspondence and Action Tracking Software, greg.steigerwald@fema.gov. The Federal Emergency Management Agency is seeking information to use in conducting an alternatives analysis to support selection of software/system to meet correspondence and action tracking functional requirements. The analysis will focus on COTS software, existing government software, and capability for integration with other FEMA software applications (particularly the Microsoft Office suite and agency standards) to preclude costly detailed and extensive customization. The software selected must be Y2K compliant and compatible with existing communications and network capabilities, as follows: Operating System Windows NT Database Oracle Communications Protocol TCP/IP Client/end user station Operate efficiently using FEMA standards for PCs and Windows 95 as client operating system Network Access Operate across WANs spanning the U.S. Interconnected by T1 datalinks Software/system must satisfy FEMA's functional requirements for correspondence and action tracking. Functional requirements are definedas capabilities that support business processes and responsibilities associated with electronically tracking and managing correspondence and action items. In addition to prescribed technical requirements, the selected software package must meet the following basic minimum functional requirements: Ability for designated points of contact in all FEMA organizations (at all fixed facilities) to enter correspondence and action items for tracking and control into a single agency system; Access by managers and designated points of contact to assign actions within their organization, monitor and track status, and obtain information about specific actions; Produce reports and lists that support management responsibilities to monitor and track status and completion of action items; Electronically record (scan) and transmit selected documents tracked in the system, to include incoming correspondence and outgoing response; Electronically transfer action and documents from one organization to another for reassignment and/or coordination review; Automatically assign correspondence to the appropriate organization based on key words or other techniques that can be built in to expedite correspondence transfer. Although the analysis will focus on the above requirements, the selected software must allow for growth, linkage to other tracking systems, and potential use in the disaster operations environment. It must also position FEMA to meet specific requirements outlined in statute, such as electronic signature and increased use of technology for records management and storage. These requirements include: Official record of approval (signature) on documents and forms; Capture key data from organizational or subsystems, e.g., forms tracking, for access by organizational managers; Historical database of correspondence and actions accessible by organization, date, subject, and author; Provide record management support to achieve objectives of specific mandates, such as Paperwork Reduction Act, NARA requirements, etc.; Workload, performance, and issue analysis that identifies trends, problem areas, and ability to meet standards of performance; Link to temporary field locations in order to capture actions generated in the disaster environment that have unique or special interest to other FEMA organizations. Contractors are encouraged to submit technical and price information regarding software which meets the correspondence and action tracking functional requirements as detailed herein and available on GSA Federal Supply Schedule. Industry responses to this RFI should be submitted no later than 30 calendar days following publication of this notice in the CBD. This RFI shall not be construed as a request for proposal (RFP) nor as an obligation on the part of the Government to acquire any products or services. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of submission of responses to this RFI and the Government's use of such information. Respondents of this RFI may be requested to provide additional information based on their initial submissions. Information can be mailed to Greg Steigerwald, FM-RP, Room 350, 500 C Street, SW, Washington, DC 20472. Information can also be e-mailed to Greg.Steigerwald@FEMA.GOV, or tele-faxed to (202) 646-2970. Questions regarding this RFI should be directed to Greg Steigerwald at (202) 646-3750. Posted 05/13/99 (W-SN331369). (0133)

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