SOURCES SOUGHT
D -- The Naval Facilities Engineering Command (herein referred to as NAVFAC) is seeking information associated with the potential procurement of a web based electronic document management system.
- Notice Date
- 2/21/2008
- Notice Type
- Sources Sought
- Contracting Office
- N62470 NAVFAC ATLANTIC, Code AQ 6506 Hampton Blvd. Building A Norfolk, VA
- ZIP Code
- 00000
- Solicitation Number
- N6247008R2005
- Response Due
- 3/10/2008
- Point of Contact
- Rochelle Lee 757-322-4182
- Description
- Request for Information NAVFAC eFILES System Pursuant to FAR 15.202(e), the Naval Facilities Engineering Command (herein referred to as ?NAVFAC?) is seeking information associated with the potential procurement of a web based electronic document management system. NAVFAC also seeks to determine the availability of capable contractors that can provide such a system and hereby invites industry input for alternative methods, improvements or the identification of existing systems adaptable to the Governments needs. Respondents are encouraged to provide information about alternative electronic document strategies that can help NAVFAC define and finalize its needs. This is a Request for Information (?RFI?) only. It is issued solely for information and planning purposes. It does not constitute a Request for Proposal (?RFP?) or a promise to issue an RFP in the future. This RFI does not commit the government to contract for any supply or service whatsoever. The U.S. Government will not pay for any information or administ rative cost incurred in response to this RFI. BACKGROUND NAVFAC procures approximately $4.0 billion of annual construction requirements in support of the U.S. Navy and other federal agencies. NAVFAC, an Echelon II command, is organized such that all construction field operations are executed through two large subordinate (Echelon III) Commands - NAVFAC Atlantic and NAVFAC Pacific. These two Commands have ten subordinate (Echelon IV) Facility Engineering Commands (FECs). These ten FECs collectively have approximately 90 subordinate field offices across the globe. Each field office does work for one or more major Navy supported commands worldwide. This might include naval bases, naval air stations, naval submarine bases, naval shipyards, Marine Corps bases, etc. Each of these field offices is composed of a workforce of Construction Managers, Contract Specialist and Engineering Technicians along with other support personnel who need to share information with one another, personnel at Echelon II & III commands, and various comme rcial partners (contractors, designers, consultants etc.). Each of the 90 offices may do hundreds of contracts each fiscal year and work with dozens of unique contractors. There could be as many as 14,000 NAVFAC employees using the system at various levels in the organization structure (and for various purposes) worldwide. This number would not include the number of commercial partners (contractors, designers, consultants) also using the system. NAVFAC seeks to procure a web based electronic document management system that will allow all of its Echelon II, Echelon III, FECs, Field Offices, and commercial partners (contractors, designers, consultants etc.) to share electronic documents. The electronic document management system would have a folder tree that would be clearly visible in the left portion of the screen and the files themselves would be clearly visible in the right portion of the screen. At all levels in the organization, the files to be shared include documents such as Microsoft Word, Excel, Powerpoint, Adobe Acrobat, pictures in various formats, autocad drawings, video in various formats, etc. Specifically at the FEC level, the documents to be shared might include GIS drawings, As-Built Technical Drawings, technical documents, standard operating procedures, instructions, announcements of general interest, etc. These documents would need to be shared within the local FEC and Field Offices. At the FE C level, the documents to be shared might include Organization Charts, workload projections, office staffing information, HRO documents, announcements of general interest etc. These documents would need to be shared within the FEC and with all subordinate activities. At the field office level, the documents to be shared might specifically include daily contract production reports, quality control reports, request for information, technical submittals, technical drawings (in various formats), specifications, photos, Primavera Suretrak schedules (in native file format and adobe acrobat format) etc. At the field office level, the folder and subfolder structure for each individual project would generally be similar. Construction managers, engineering technicians and contract specialists would generally have similar permissions on folders for all projects throughout the office. However, each project (set of folders) would be assigned to a different construction manager, engi neering technician and contract specialist. Each project would also g enerally be assigned to a unique commercial partner (with various associated personnel). This commercial partner would need specific permissions on this set of specific folders and subfolders. The organization and structure of the folders at all levels would be extremely important. The total number of projects done by NAVFAC each year at all 90 offices is projected to be at least 11,000. Most of those 11,000 projects are executed with unique contractors. It would be NAVFAC's desire to have scalable storage space. FUNCTIONALITY DESIRED NAVFAC desires the following functionality in an electronic document management system: ? The system must have a full audit trail on all folders and documents. ? Folders and documents must have check in/check out procedures. ? All native electronic documents (not scanned Adobe Acrobat files) must be searchable. ? The system must have the ability to hyperlink directly to folders. Each folder at every level must have a unique index/location. ? All folders and documents must have the ability to be setup for email notifications. So that users can be notified when any document is downloaded, uploaded, versioned, edited in any way etc. ? The system must provide thumbnails of key documents like photos ? The system must have the batch ability to delete, move, copy, paste, upload or download multiple documents ? The system must be fully WebDAV compliant and provide full WebDAV capability ? NAVFAC users must be able to burn a CD/DVD (or any other media) directly from the system. ? The system must have the capability for folders to ?inherit permissions? of a parent folder. The system must also have the capability for permissions established on parent folder to ?apply to this folder and all subfolders? ? The system must provide on-line and PDF training manuals DOD IA/IT REQUIREMENTS NAVFAC Information Assurance (IA) Program is a unified approach to protecting unclassified, sensitive or classified information, and is established to consolidate and focus efforts in securing that information, including its associated systems and resources. IA is required operationally throughout DoN. DoN Chief Information Officer (CIO) is responsible for IT within the Navy, as mandated by the Clinger-Cohen Act, and is the lead for departmental compliance with the Federal Information Security Management Act of 2002 (FISMA). The application needs to be in compliance with the following instructions to include those referenced within the items below: Links to the instructions are also shown below. ? SECNAV M-5239.1 DoN Information Assurance Program; Information Assurance Manual https://www.cool.navy.mil/ia_documents/Final_5239_1.pdf ? CJCSI 6211.02 (series) ? Defense Information Systems Network (DISN): Policy Responsibilities and Processes, 31 July 2003 http://www.dtic.mil/cjcs_directives/cjcs/instructions.htm#6000 ? CJCSI 6212.01 (series) ? Interoperability and Supportability of Information Technology and National Security Systems http://www.dtic.mil/cjcs_directives/cjcs/instructions.htm#6000 ? DoDD 8100.1 ? Global Information Grid (GIG) Overarching Policy http://www.dtic.mil/whs/directives/corres/pdf/810001p.pdf ? DoDD 8500.1 ? Information Assurance http://www.dtic.mil/whs/directives/corres/pdf/850001p.pdf ? DoDI 8500.2 ? Information Assurance Implementation http://www.dtic.mil/whs/directives/corres/pdf/850002p.pdf ? DoDI 8510.bb ? DoD Information Assurance Certification and Accreditation Process (DIACAP) (Draft) http://www.dtic.mil/whs/directives/corres/pdf/851001p.pdf ? DoDI M-8510.1 ? DoD Information Technology Security Certification and Accreditation Process (DITSCAP), 30 December 1997 http://iase.disa.mil/ditscap/appjuly00.pdf Additionally, NAVFAC seeks a solution with the following IA aspects: ? Ability to login using either user ID/password or DoD Common Access Card (CAC) ? Documents containing personnally identifiable data (PII, per the Privacy Act of 1974), or that are marked with a security classification such as For Official Use Only, need to be flagged or otherwise distinguished from other documents. ? Documentation on how the product can run in a virtualized environment ? A security features guide for users and a separate security guide for system administrators Ability to mark groups of documents which, when combined, might result in unintentional disclosure of classified information (and then restrict access to them) CONCERNS NAVFAC is requesting that respondents consider the following critical aspects of the system when addressing this request for information. System Design - The document management system being proposed could become so large with so many users, and so many folders & documents that careful consideration would need to be given to critical design features of the system. This might include how domains (or root level folders) could possibly be used, how folder organization and structure would be designed etc. The speed of system is a significant concern. Response time for navigation between folders must be minimized. Upload and download speed must be maximized. Ease of finding folders & documents must be paramount. Project Creation- NAVFAC would anticipate that as many as 50 projects could be added per working day across NAVFAC. In turn, each of these projects could have dozens of folders and subfolders. The result would be that hundreds of folders and subfolders could potentially be added each working day across NAVFAC. It would be extremely cumbersome to permission these folders and subfolders individually. So a clever mechanism must be developed to make new project setup as easy as possible. This might possibly include some scenario of copying a set of template folders that already have pre-permissioned groups. Then assigning users (once) to these pre-permissioned groups which would immediately give these users the proper permissions on a large number of folders and subfolders. Respondents are encouraged to submit alternative ideas that might also serve the same purpose. Employee Turnover - There are construction managers, engineering technicians and contract specialists that leave NAVFAC frequently and need to be replaced with other employees. So a mechanism must be developed which allows one user (with associated permissions on a large number of folders) to be easily replaced by another new user who would be given the exact same permissions on the exact same folders. System Administration - System administration must be carefully designed. A small group of users must be able to do system wide functions like setup new users, reset passwords, disable accounts, delete folders or documents loaded by mistake etc. Part of this functionality would require an easy way to find and administer user accounts. A significantly larger group of users (possibly all construction managers at all Field Offices) must be able to establish, control and permission groups against folders etc. Since there would potentially be thousands of users and thousands of groups, there must be a quick and easy way to locate/add the groups and an easy way to locate/add the users. Within the folder structure, there must be an easy method (involving one screen and only a few mouse clicks) of adding, controlling and permissioning an unlimited combination of users and groups against folders. End of Contract turnover: NAVFAC anticipates a maximum five year service contract for this system. At the end of that term, all documents and information stored on the system must be transferred to a follow-on contract, or to the Government, as determined at that time. STRATEGY NAVFAC is requesting information on two general methods of procurement which are under consideration; 1) Procure a fully hosted subscription service ("software as a service") that provides a fully integrated technology for storing electronic documents which also includes managing, processing, and delivering these same files; and 2) Procure an enterprise application (fully hosted by NAVFAC) which provides the same fully integrated technology for storing electronic documents which also includes managing, processing and delivering these same files. This RFI is intended to solicit information and suggestions with regard to both strategies. Part 1 of the RFI pertains to respondents who would propose a fully hosted subscription service. Part 2 of the RFI pertains to respondents who would propose that NAVFAC procure an enterprise application that is fully hosted at a NAVFAC site. PART 1 - FULLY HOSTED SUBSCRIPTION SERVICE For those respondents that propose NAVFAC procure a fully hosted subscription service (?software as a service?), we are requesting that the following information be provided: 1. What advantages would you suggest NAVFAC take under advisement when considering a fully hosted subscription service? 2. Please provide your input on an overall system design (and possible RFP requirements that NAVFAC should consider) which would meet the general intent described in the ?Background? section described above. 3. Please provide your input on the commercial availability of all functionality listed under ?Functionality Desired? section above. Which of these items are difficult to achieve? 4. Please provide your input on the difficulty of meeting the requirements outlined in the DOD IT Requirements section above 5. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?System Design? under the Concerns section above. 6. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?Project Creation? under the Concerns section above. 7. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?Employee Turnover? under the Concerns section above. 8. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?System Administration? under the Concerns section above. 9. Please provide your input on RFP requirements that NAVFAC should consider for follow on yearly technical support that would be associated with an effort similar to that described in this RFI. This would include troubleshooting technical issues associated with the web based electronic document management system as well as providing any help desk support such as on-line, email and voice (telephone) etc. 10. Please provide your input on what an "industry standard" requirement would be for security of electronic document data. 11. If the respondent has any knowledge concerning the Navy Marine Corps Internet (NMCI) network, please provide your input on the use of Java and ActiveX as it relates to this effort. We believe ActiveX and Java Script may be blocked at the Boundary of the NMCI network. This may present issues since key features of certain systems (like drag & drop) may or may not be possible with the NMCI network. 12. What would be a rough yearly cost estimate (over a 5 year period) for procurement of a fully hosted subscription service that has been generally described in this RFI? 13. Provide your suggestion on what strategy NAVFAC should adopt for the recovery of all its electronic documents in the event that a successful relationship cannot continue past a pre-determined period of time (5 years for example) PART 2 - ENTERPRISE APPLICATION HOSTED BY NAVFAC For those respondents that propose NAVFAC host an enterprise application, we are requesting that the following information be provided: 1. What advantages would you suggest NAVFAC take under advisement when considering an enterprise application which is fully hosted by NAVFAC? 2. Please provide your input on an overall system design (and possible RFP requirements that NAVFAC should consider) which would meet the general intent described in the ?Background? section described above. 3. Please provide your input on the commercial availability of all functionality listed under ?Functionality Desired? section above. Which of these items are difficult to achieve? 4. Please provide your input on the difficulty of meeting the requirements outlined in the DOD IT Requirements section above 5. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?System Design? under the Concerns section above. 6. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?Project Creation? under the Concerns section above. 7. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?Employee Turnover? under the Concerns section above. 8. Please describe the strategy that you suggest NAVFAC should adopt (and RFP requirements NAVFAC should consider) for meeting the requirements of the ?System Administration? under the Concerns section above. 9. Please provide your input on RFP requirements that NAVFAC should consider for follow on yearly technical support that would be associated with an effort similar to that described in this RFI. This would include troubleshooting technical issues associated with the web based electronic document management system as well as providing any help desk support such as on-line, email and voice (telephone) etc. 10. Please provide your input on what an "industry standard" requirement would be for security of electronic document data. 11. If the respondent has any knowledge concerning the Navy Marine Corps Internet (NMCI) network, please provide your input on the use of Java and ActiveX as it relates to this effort. We believe ActiveX and Java Script may be blocked at the Boundary of the NMCI network. This may present issues since key features of certain systems (like drag & drop) may or may not be possible with the NMCI network. 12. What would be a rough yearly cost estimate (over a 5 year period) for procurement of an enterprise application that has been generally described in this RFI? This would include the initial software procurement & configuration along with any ancillary yearly support costs that might be considered necessary. MARKET SURVEY The following information will be used as a market research tool to determine the availability and adequacy of potential business sources prior to determining the method of acquisition and issuance of a Request for Proposal including the use of any appropriate small business programs. This request for market survey is for informational and planning purposes only and does not constitute a solicitation for bid or proposals, and is not to be construed as a commitment by the Government. Provide the following information in your response to this Request for Information: 1. What is your company size under North American Industry Classification System (NAICS) Code 519120, Library and Archives (Size standard is $6.5M)? ___ Large ___ Small ___ Small Disadvantaged ___ Woman-Owned Small Business ___ Historically Black Colleges & Universities ___ 8(a) Small Business ___ HUBZone Small Business ___ Veteran-Owned Small Business ___ Service-Disabled Veteran-Owned Small Business NOTE: Please mark all categories under which your company qualifies. To qualify as an 8(a), Small Disadvantaged or HUBZone Small Business, your company must be certified by the Small Business Administration. 2. What are your company's gross annual receipts for the last 3 years? 3. How many employees does you company currently have? 4. Does your company regularly engage in the business of providing these types of services listed in the synopsis? ___ Yes ___ No 5. If so, how long has your company provided these types of services? 6. Please mark all the specific types of services provided: ____ Electronic Document Maintenance ____ Facilitating use of electronic documents ____ Facilitating use of electronic documents for research needs ____ Facilitating use of electronic documents for informational needs ____ Store, preserve, and make accessible documents, maps, drawings, and other arhival material electronically. ____ Electronic data/document information assurance compliance ____ Electronic document user access restriction and maintenance 7. The NAICS Code currently determined to be applicable for the planned scope of work described in this RFI is 519120, Library and Archives. If you determine this is not the most appropriate industry for the described planned services, please provide an alternate suggested NAICS Code. SUMMARY This request is for informational and planning purposes only and shall not be construed as a Request for Proposal or as an obligation on the part of the Government. The Government does not intend to award a contract on the basis of this request or otherwise pay for the requested information. The Government will not provide a debriefing on the results of this request nor will respondents be contacted regarding information gathered. No basis for claim against the Government shall arise as a result of this sources sought notice or Government use of any information provided. Please email your responses to this RFI to the following NAVFAC point of contact by 10 Mar 2008: Rochelle Lee, Contract Specialist, email: Rochelle.lee@navy.mil. Include your Company Name, Address, Point of Contact, Phone Number, and EMAIL address on your response. Please limit your response to 25 pages.
- Record
- SN01514068-W 20080223/080221224723 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |