FBO Notice Date 10/18/18
BIDS Reference Number 403
Document Type: Modification
Information Technology Services, Telecommunications Services

Department of Homeland Security, Federal Emergency Management Agency, National Continuity Branch, 20135

D -- Request for Information IPAWS Reporting and Application Tracking System SOL 70FA5018R00000002SRCSGT DUE 102318 POC Kristin Wright, Contracting Officer, Phone 5405425284, Email Kristin.Wright@fema.dhs.gov1. Request for Information
The Federal Emergency Management Agency's (FEMA) National Continuity Programs (NCP) IPAWS Division is conducting market research on available software as a service (SaaS) cloud-based integrated Document Management, Customer Relationship Management (CRM), Reporting and Application Tracking System. The system primarily should support online profile creation (online Application), upload, download, manage and route documents for signatures and Generate PDFs from templates (and data input). System needs to be hosted and supported by vendor.
This Request for Information (RFI) is issued solely for information and does not constitute a solicitation. In accordance with the FAR 15.201(e), RFI's may be used when the Government wants to obtain price, delivery, other market information, and capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with this RFI response. For the purposes of this RFI, the term "vendor" refers to those members of the industry providing a response to this RFI. Payment will notbe provided for information obtained in this RFI, nor will it be returned. Respondents will not be notified of the RFI assessment.
2. Introduction to Background
The Federal Emergency Management Agency's (FEMA) National Continuity Programs (NCP) serves the public by preserving our Nation's constitutional form of government across a wide range of potential threats and emergencies. On behalf of the Secretary of Homeland Security and FEMA Administrator, NCP coordinates the planning, implementation, and execution of executive branch continuity programs in support of National Essential Function (NEF) 1, preservation of our Constitutional Government.
FEMA Integrated Public Alert and Warning System (IPA WS) provides integrated systems, services and capabilities to federal, state,territorial, tribal, and local authorities that enable them to alert and warn their respective communities via multiple communications methods. This mission isperformed in accordance with Executive Order 13407 and Public Law 114-143 and The Integrated Public Alert and Warning System Modernization Act of 2015.
IP A WS is used by federal, state and local authorities to send emergency alerts to cellular phones as Wireless Emergency Alerts (WEA), to radio and TV as Emergency Alert System (EAS) broadcasts, to NOAA Weather Radios, and to an All HazardsAlert and Information Feed for Internet applications, services, and websites.
IPAWS Collaborative Operating Group (COG) in house Database supports Federal, State, Local and Tribal Authorities that applies for authorization to use IPAWS. Tracking Customers Applications (COGs and Developers), Points of Contacts and Vendors, Memorandums of Agreements (MOA), Public Alerting Authority (PAA) request forms, Training Certificates and Digital Certificates. Managing and Trackingelectronic and paper documents is done by a series of manual processes utilizing the in house database to track dates and locations of items.

3. SCOPE
In the context of market research, FEMA is requesting information about the availability of a cloud-based integrated Document Management, Customer Relationship Management (CRM), Reporting and Application Tracking System that will automate FEMA IPAWS manual processes, migration and implementation of services. This platform should also allow for the FEMA IPAWS development team to be able to expand the system capability if new data (tracking) objects or workflows are needed. Vendor responses should include information on relevant securityissues, the capabilities of their system, data migration requirements, system development lifecycle utilizing and a general implementation plan. Be advised that these responses will be utilized by FEMA to gain an understanding of the products, capabilities and options available within the market. No feedback will be provided to vendors on their individual responses to this notice.

4. Questions
Interested vendors are requested to provide a response that addresses the following topics and questions.

4.1 System Architecture
4.1.1. What cloud-based PaaS or SaaS service(s)do you provide? Are you able to provide an integrated CRM, Document and Application Tracking Management system?
4.1.2. Is your system client- or web browser-based?
4.1.3. Where are your servers located? Are you able to host all DHS FEMA IPAWS data on servers located within the continental United States only?
4.1.4. What type of contingency planning do you have in place to ensure continuity of service in the event of a system or server outage?

4.2 Security
4.2.1. Please address if your system is FedRAMP certified or where your system is in the FedRAMP certification process. Do you have dedicated support staff willing to discuss security concerns if requested by FEMA?
4.2.2. How do you protect personally identifiable information (PII) found in patron and circulation data (i.e. encryption, etc.)?
4.2.3. Do your products operate with an HTTPS certificate?
4.2.4. Do you have any other relevant security certifications?

4.3 System Functionality
4.3.1. What are the standard functions of yoursystem?
4.3.1.1 Does your system have workflow management?
4.3.2. User management
4.3.2.1. Can the system support different types of users? (ie.Customer, Admin, Representative, Developer)
4.3.2.2. Can patrons create and manage their own accounts? If so, please describe how patron
Registration/ Access may be limited?
4.3.2.3. Can different Roles / Groups be created?
4.3.3. Notifications
4.3.3.1. Can the system generate email notifications and can these be set to go automatically and/or manually?
4.3.3.2. Can the system generate (display) status notification? (i.e. On customer display, tells what status application is at in any given process.)
4.3.4 Cataloging
4.3.4.1. Does your system provide means to conduct version control?
4.3.4.2. Can your system handle item location? If so, describe how your systemhandles item locations.
4.3.5. 508 Compliance
4.3.5.1 Does your system conform to Section 508 Accessibility Board Standards?
4.3.6. Reporting
4.3.6.1. Does your system provide a standard set of reports?
4.3.6.2. Can the system create customized reports?

4.4 Search
4.4.1. How does your system conduct searches?
4.4.2. How does your system determine what search results to show?

4.5 Migration
In what format, and what transmission method you would require to complete a total migration from FEMA IPAWS COG Database and to your newsystem. Please describe the support you provide in the data migration process.

4.6. Implementation and Support
4.6.1. Please provide a general timeline for what you would expect the system implementation process to look like from the date of a potential contract award. Note time expected for migration, testing, and training. Note any other relevant implementation factors and their expected time.
4.6.2. Please describe vendor involvement and support available during the implementation process. Is a primary point of contact established? Is asupport center or team available?
4.6.3. Please describe training available to staff during the implementation process.
4.6.4. What type of support do you offer if FEMA IPAWS wishes to customize the system further?
4.6.5. What kind of support is available post-implementation? Should the FEMA IPAWS expect to maintain a service contract?
4.6.6. Does your platform provides a development portion outside of production?

4.7 System Development
4.7.1. What System Development Lifecycle Model do you use? (ie. Agile, Waterfall, Sprial)
4.7.2. At what stage(s) do you involve the customer in development?
4.7.3. Have you ever participated in or facilitated SETR (System Engineering Technical Reviews) in a Federal Government setting?


4.8 Other Needs
The following are relevant items of interest or inquiry of which potential vendor should be aware.
4.8.1 Storage of digitalassets (PDF, Zip Files etc..)
4.8.2. Display of digital assets
4.8.3.Scanning (upload) Feature

4.9. COST
4.9.1. Provide an estimated cost to procure and implement a new system. Please break down the cost by, at a minimum
4.9.1.1. Initial procurement cost
4.9.1.2. Migration/support costs
4.9.1.3. Implementation/training costs
4.9.1.4. Any relevant costs associated with items addressedunder "4.8 Other Needs"
4.9.1.5. Any service contract costs
4.9.1.6 Any other associated costs

5.0. How to Respond
FEMA would prefer detailed responses to the information requested in this RFI, rather than general sales or marketing material. Thepage limit suggestion for responses is twenty-five (25) letter sized (8.5 x 11)pages in length using the standard margins and font. Responses should clearly and directly address vendor capabilities and library concerns, and the costs associated with the product.
All responses are to be submitted electronically to the FEMA Contracting Officer at Kristin.Wright@fema.dhs.gov, and are requestedby October 23, 2018 (this date has been corrected from the original posting).

The following questions and answers are provided:

1. Does FEMA need the sophistication of a DocuSign-type product for e-signatures, or does a simple type-your-name in the box model work?

    • Docusign-Type e-signature
  1. How many different form templates need to be available for output to PDF? Could we get anapproximate count?
    • 5-6 Templates,but the system should have the capability to create Templates as needed
  2. How many users of the system are there? Can we get a break-down of casual users vs. administrator-type users?
    • At minimum 7 Concurrent Users (Role Base: Administrator, System Admin) FEMA
  3. How many different business processes need to be built out in the solution? The level of detail is not currently sufficient to provide an adequate ROM.
    • Depends on howthe proposed system determines what is a business process. We have 3 different objects that can go through 5 different downstream(s) for management.
    • The system should have the scalability to create and manage additional business processes.

5. Is there an incumbent for this work?

    • The incumbent contractor is Micropact Incorporated. (THIS IS A CORRECTION FROM INFORMATION PUBLISHED EARLIER TODAY)

CITE: https://www.fbo.gov/spg/DHS/FEMA/MWEAC/70FA5018R00000002/listing.html