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.
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?
4.2.1. 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?
18.104.22.168 Does your system have workflow management?
4.3.2. User management
22.214.171.124. Can the system support different types of users? (ie.Customer, Admin, Representative, Developer)
126.96.36.199. Can patrons create and manage their own accounts? If so, please describe how patron
Registration/ Access may be limited?
188.8.131.52. Can different Roles / Groups be created?
184.108.40.206. Can the system generate email notifications and can these be set to go automatically and/or manually?
220.127.116.11. Can the system generate (display) status notification? (i.e. On customer display, tells what status application is at in any given process.)
18.104.22.168. Does your system provide means to conduct version control?
22.214.171.124. Can your system handle item location? If so, describe how your systemhandles item locations.
4.3.5. 508 Compliance
126.96.36.199 Does your system conform to Section 508 Accessibility Board Standards?
188.8.131.52. Does your system provide a standard set of reports?
184.108.40.206. Can the system create customized reports?
4.4.1. How does your system conduct searches?
4.4.2. How does your system determine what search results to show?
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
4.9.1. Provide an estimated cost to procure and implement a new system. Please break down the cost by, at a minimum
220.127.116.11. Initial procurement cost
18.104.22.168. Migration/support costs
22.214.171.124. Implementation/training costs
126.96.36.199. Any relevant costs associated with items addressedunder "4.8 Other Needs"
188.8.131.52. Any service contract costs
184.108.40.206 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?
5. Is there an incumbent for this work?