SOURCES SOUGHT
D -- Electronic Records Management
- Notice Date
- 11/6/2014
- Notice Type
- Sources Sought
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), National Office Procurement (OS:A:P), 6009 Oxon Hill Road, Suite 500, Oxon Hill, Maryland, 20745
- ZIP Code
- 20745
- Solicitation Number
- IRS-ERM-2014
- Archive Date
- 12/2/2015
- Point of Contact
- Leona M. Brown, Phone: (240)613-8043
- E-Mail Address
-
leona.m.brown@irs.gov
(leona.m.brown@irs.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS A REQUEST FOR INFORMATION (RFI) BEING RELEASED PURSUANT TO FEDERAL ACQUISITION REGULATION (FAR) PART 10, MARKET RESEARCH. This is not a Request for Proposal (RFP), and nothing shall be construed herein or through the RFI process to commit or obligate the Government to further action as a result of the RFI. The IRS is not at this time seeking proposals and will not accept unsolicited proposals. There is no solicitation available and requests for a solicitation will receive no response. Contractors responding to this RFI shall bear all risk and expense of any resources used to provide the requested information. The information collected through this process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. Not responding to this RFI does not preclude participation in any further RFP, if any is issued. This RFI is issued to assess the level of interest and capabilities of all interested parties. The IRS Privacy, Governmental Liaison and Disclosure division in support of the Records and Information Management function is seeking information on vendor products and services supporting full electronic records management functionality, including email. Information received should include products and services able to implement the capstone approach for managing email as defined in National Archives and Records Administration (NARA) Bulletin 2013-02, Guidance on a New Approach to Managing Email Records, August 29, 2013 and Bulletin 2014-06, Guidance on Managing Email, September 15, 2014 1 - BACKGROUND: The Office of Management and Budget issued Directive M-12-18, Managing Government Records, August 24, 2012, requiring agencies to eliminate paper and use electronic recordkeeping, and directed NARA and the Office of Personnel Management to support agency records management programs. The directive contains requirements for managing electronic records and the implementation schedule. NARA issued bulletins to agencies providing guidance for the approach to managing electronic records. 2 - REQUESTED INFORMATION: The IRS is seeking information on enterprise-wide records management products and services available that conform to electronic records requirements as outlined in 36 CFR 1236, Subpart C and those outlined in the capstone approach for email management identified in NARA's bulletins. The IRS uses Microsoft Exchange Server products for all email communications for over 100,000 subscribers that will be managed as follows: 2.1 - Email Archive Schedule: • Email accounts for IRS Commissioner and Top-level officials. PERMANENT. Transferred to NARA when 15 years old. (31 accounts) • Email accounts of Executives, Senior Managers, and select program and policy analysts. Destroy when 15 years old. (330 accounts) • All other email accounts. Destroy when 7 years old. The requested information is for research in developing technical solutions for enterprise-wide electronic records management including the capstone approach to managing email records, implementation timelines, and costs estimates for budgetary purposes. The IRS is not seeking a custom-developed solution and would prefer the use of commercial-off-the-shelf or open-source products that are ready for quick deployment. 2.2 - Planned Production: By December 31, 2016, Federal agencies will manage both temporary and permanent email records in an accessible electronic format, and by December 31, 2019 will manage all permanent electronic records electronically. 2.3 - Security Requirements: Products and services must conform to requirements of the Federal Information Security Management Act of 2002 and be capable of operating in accordance to computer security controls specified in National Institute of Standards and Technology Special Publication 800-53 Revision 4. 2.4 - Section 508 of the Rehabilitation Act Electronic information technology (EIT) products and product support services must conform to the applicable provisions of the appropriate technical standards in 36 CFR 1194, Subpart B, and functional performance criteria in 36 CFR 1194.31, Subpart C, unless an agency exception to this requirement exists. 3 - RESPONSES: All interested parties shall submit a capabilities package. The capabilities package should be brief and concise, yet clearly demonstrate an ability to meet the stated requirements by providing clear and comprehensive information supporting the company's products, expertise and experience. The package should also include a brief description of any recent, relevant experience. The description should indicate whether this experience was as a prime or sub-contractor and whether it was in support of a Government or commercial contract. In addition to addressing the technical criteria, each response must also include the following information: (1) Company Name, Address and CAGE Code; (2) Point of Contact Name, Telephone Number and E-mail Address (3) Business Classification, e.g., Large Business, Small Business, Small Disadvantaged Business (SDB), Woman-Owned Small Business (WOSB), 8(a) Certified, Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), or Historically Underutilized Business Zone Program (HUBZone) The applicable North American Industry Classification System (NAICS) code for this action is 541512, Computer Systems Design Services. Vendors should ensure that they meet all applicable classification and/or certification requirements in accordance with FAR Part 19, Small Business Programs. Prospective Government contractors are cautioned to ensure that they are registered in the System for Award Management (SAM) database and that all their information is current, including their selected NAICS codes. (4) Information Regarding Any Existing Government Purchasing Vehicles that may be applicable (e.g. GSA Schedule Contracts, Government-Wide Acquisition Contracts (GWACs), Blanket Purchase Agreements (BPAs), etc.) Responses to this notice shall be submitted electronically to Leona.m.brown@irs.gov no later than 10:00 am, Tuesday, December 2, 2014 EST. Responses shall not exceed 5 pages and shall not contain any brochures, advertising or any other type of extraneous, graphic literature or documents that have not been requested and are not relevant or essential in demonstrating the company's ability to provide the required products/services. Vendors may submit questions regarding this notice; however the IRS does not guarantee that any responses will be provided. Questions shall be submitted by e-mail. Telephonic inquiries will not be accepted. Proprietary information submitted in response to this notice shall be clearly marked. The Government shall not be liable for, or suffer any consequential damages for any proprietary information not properly identified. Proprietary information will be safeguarded in accordance with all applicable Government regulations. All documentation shall become the property of the Government and will not be returned. This synopsis is not a RFP and is intended as a market research tool to determine the availability and adequacy of potential sources capable of providing the required products/services. Any information submitted by respondents to this synopsis is strictly voluntary. This synopsis should not be construed as commitment by the Government for any purpose other than market research. This notice is for information and planning purposes only and does not commit the Government to any contractual agreement. The Government does not intend to award a contract based on responses under this announcement. The reference number for this notice is IRS-ERM-2014.
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