Communication, Coordination, and Productivity Tools for EPA

vanillaoliveInternet and Web Development

Nov 3, 2013 (3 years and 10 months ago)

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E
NVIRONMENTAL
P
ROTECTION
A
GENCY


Communication, Coordination, and
Productivity Tools for EPA





T
ASK
O
RDER
R
EQUEST FOR
Q
UOTATION

TORFQ

#
ITS
-
EPA

II

RFQ
-
12
-
0024


Amendment
3











11/3/2013

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






1

Table of
Contents

1.0

Statement of Objectives

................................
................................
................................
.......

3

1.1

Purpose

................................
................................
................................
.............................

3

1.2

Background

................................
................................
................................
......................

3

1.3

Objectives

................................
................................
................................
.........................

6

2.0

QUOTATION INSTRUCTIONS

................................
................................
......................

12

2.1

Technical Solution (Volume 1, Part I)

................................
................................
...........

13

2.1.1

Written Section

................................
................................
................................
.......

13

2.1.2

Operational Capabilities Demonstration:

................................
................................

15

2.2

Technical Approach (Volume 1, Part II)

................................
................................
........

15

2.2.3

Transition Plan

................................
................................
................................
........

16

2.2.4

Change Management Plan

................................
................................
......................

17

2.3

Management Approach (Volume 1, Part III)

................................
................................
.

18

2.4

Past Performance (Volume I, Part IV)

................................
................................
...........

19

2.5

Price Quotation (Volume 2)

................................
................................
...........................

19

2.5.1

Part I: Cover Letter

................................
................................
................................
.

19

2.5.2

Part II: Price Quotation

................................
................................
...........................

19

2.5.3

Part III: Tab C: Price Supporting Documentation

...

Error! Bookmark not defined.

2.5.4

Part IV: Assumptions and Conditions
................................
................................
....

20

2.6

OTHER QUOTATION INFORMATION

................................
................................
.....

20

2.6.1

On
-
site Contractor Support

................................
................................
.....................

20

2.6.2

Government Furnished Space or Property (GFP)

................................
...................

20

2.6.3

Additional Progress or Financial Reporting

................................
...........................

20

2.6.4

Period of Performance (POP)

................................
................................
.................

20

2.6.5

Key Personnel

................................
................................
................................
.........

21

2.6.6

Ot
her Support Personnel

................................
................................
.........................

21

2.6.7

Conflict of Interest

................................
................................
................................
..

21

2.6.8

Contractor Teaming Arrangements

................................
................................
.........

21

3.0

EVALUATION CRITERIA

................................
................................
..............................

22

3.1

Method of Award

................................
................................
................................
...........

22

3.2

Technical Quotation Evaluation

................................
................................
.....................

23

3.2.1

Factor 1
-

Technical Solution

................................
................................
..................

23

3.2.2

Factor 2
-

Technical Approach

................................
................................
...............

23

3.2.3

Factor 3


Management Approach

................................
................................
..........

24

3.2.4

Factor 4


Past Performance

................................
................................
...................

25

3.3

Price Quotation Evaluation

................................
................................
............................

25

3.4

508 Compliance: Responsibility Factor (Acceptable/Not Acceptable):

........................

25

4.0

Task Order Clauses

................................
................................
................................
............

26

4.1

KEY PERSONNEL (EPAAR 1552.237
-
72)


(APR 1984)

................................
..........

26

4.2

CONTRACT ADMINISTRATION REPRESENTATIVES (EP 52.242
-
100) (AUG
1984)

26

4.3

SUBCONTRACT CONSENT (EP 52.244 100) (APR 1984)

................................
.......

26

4.4

OPTION TO EXTEND THE EFFECTIVE PERIOD OF THE CONTRACT
-

FIXED
PRICE (EPAAR 1552.217 75) (JUN 1984)

................................
................................
.............

27

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






2

4.
5

TECHNICAL DIRECTION (EPAAR 1552.237 71) (APR 1984)

................................

27

4.6

PROJECT EMPLOYEE CONFIDENTIALITY AGREEMENT

................................
..

28

4.7

IDENTIFICATION OF ON SITE CONTRACTOR EMPLOYEES (RTP H 2)

...........

28

4.8

EPA SPONSORED MEETINGS, WORKSHOPS, CONFERENCES (RTP H 4)

........

29

4.9

APPLICATION OF RIGHTS IN

DATA SPECIAL WORKS CLAUSE (RTP H 5)

....

29

4.10

CEILING PRICE (to be completed at time of award)
................................
................

30

4.11

EMPLOYMENT ELIGIBILITY VERIFICATION FAR 52.222
-
54 (JAN2009)

......

30

5.0

TASK ORDER PROVISIONS

................................
................................
..........................

34

5.1

TECHNICAL QUESTIONS (EP 52.215 110) (APR 1984)

................................
..........

34

5.2

ORGANIZATIONAL CONFLICT OF INTEREST NOTIFICATION (EPAAR
1552.209
-
70) (APR 1984)

................................
................................
................................
........

34

5.3

ORGANIZATIONAL CONFLICT OF INTEREST CERTIFICATION (EPAAR
1552.209
-
72) (APR 1984)

................................
................................
................................
........

34

5.4

PROHIBITION ON OBLIGATING OR AWARDING FEDERAL FUNDS TO
ACORN CERTIFICATION

................................
................................
................................
.....

34

6.0

LIST OF ATTACHMENTS

................................
................................
..............................

36


Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






3



1.0


STATEMENT
OF OBJECTIVES

This Task Order Request for Quotation (TORFQ) for
C
ommunication, Coordination, and
Productivity Tools for EPA

is being issued by the Environmental Protection Agency
(EPA)
with the intent to award a Task Order under an
ITS
-
EPA II
Blanket Purchase Agreement (BPA).


1.1

P
URPOSE

The goal of this Task Order is to equip the EPA with better tools and capabilities to perform
its

mission: protecting human health and the environment. EPA will pursue this goal through the
acquisition of e
-
mai
l and collaboration services as Software as a Service (SaaS) from a
commercial provider of
Cloud

c
omputing services and software. The intent is to replace the
current EPA enterprise on
-
premise e
-
mail, collaboration, and Blackberry Enterprise Server
(BES)
solution

with

a
SaaS services and s
upport

contract that will improve communications,
collaboration, and professional networking

for the Agency
.

EPA seeks a
Cloud
-
based
solution

because of its presumed ability to deliver

high availability and
scalability
,

r
elieve EPA of the cost of owning and responsibility for managing Information
Technology (IT) infrastructure
, and meet Federal security, privacy, and accessibility
requirements.

EPA
requires a
Cloud
-
based SaaS solution that will serve
both internal and
ext
ernal users and
featur
e

the following capabilities:



E
-
mail
, calendaring/scheduling, and contacts management



Collaborative development and s
haring of documents, content, and ideas



Professional social networking including expertise identification



Synchronous

communication via text
,

audio and video

Additionally, because EPA has an extended reliance on its Domino infrastructure for some
critical applications, the
Contractor

must also assume operations and maintenance
responsibilities for that on
-
premise Domino
infrastructure
for the duration of this task order
.

Domino infrastructure maintenance does not include maintenance of physical hardware or
operating systems, or of the EPA applications deployed on the server.


1.2

B
ACKGROUND

EPA’s
e
-
mail

service is provided t
o approximately 24,000 users across the country. These users
consist of EPA staff and approve
d contractors, as well as group

and test accounts.


Agency
e
-
mail

is
currently
standardized around the Lotus Notes platform

(current release 8.5)
, and includes
messaging, scheduling, workflow, communication, calendaring, remote
e
-
mail

access
capabilities (
i.e.
, blackberry, Web mail), storage management, archiving, foldering, backup,
disaster recovery, spam filtering, virus protection, and security.

The
e
-
mail

service provides
the
national infrastructure and
e
-
mail

user accounts

managed in accordance with EPA policy and to
defined service levels for capacity, availability, performance and recovery.


In addition to e
-
mail
Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






4

services, EPA also provides
services and an on
-
premise infrastructure in support of mobile
devices, Lotus collaboration tools, and Notes/Domino applications.


Current data storage for email archives and files include 14.46
terabytes

(TB) in email and
archive files and 25.02 TB in Dom
ino Attachment and Object Service (DAOS) files.

Storage
requirements

grow at about 1.7 TB per month
.

(
Note:

Currently there are no Agency policies on
purging email or retention.
)



Additional data on storage and usage is provided below:




Average email bo
x size: 1 GB



Average email archive: 3 GB



Number of mailboxes over 5 GB: ~750



Current Email storage:
22 TB active email, 74 TB archive mail



Current
Internal Quickr data

storage
: 115
-
125 GB



Current
External Quickr data

storage
: 500
-
550

GB



Current Oracle site

storage: 56 GB.



Number of blogs:
59



Number of wikis:
90




All EPA users must be able to organize meetings



A
verage
online meeting
attendance is 5 users/session
; larger meetings
average around
100 per session.



See Attachment 1 for additional data on users

by location.


EPA’s current infrastructure and services are not adequate to meet our current and future
demands. Today, we struggle to quickly and easily locate colleagues with
needed

knowledge
and experience. Our teams face significant obstacles with e
ffectively capturing and sharing
knowledge

and information

within the Agency and with our partners. EPA lacks robust and
easy
-
to
-
use tools that enable individuals and teams to productively collaborate with each other
across physical locations and organiza
tions. Our ability to work “on the go” is limited

by a lack
of support for different computing environments and mobile devices
. By implementing
a
Cloud
-
based,
enterprise collaboration solution, the Agency aims to
increase productivity, enhance job
perfor
mance and facilitate collaboration among employees
regardless of their location. As we
look to improve our capabilities and ability to scale, we must also reduce the costs of delivering
these services by minimizing the on premise infrastructure and suppor
t required.

The current e
-
mail

and collaboration

software

infrastructure supporting
EPA

is summarized in
the tables below.



Accounts


Quantity

EPA Employees


18,505

Contractors


3,963

Other


1,652

State Users


16

Mail In Databases



8,478

Internal Quickr Sites


1,186

External Quickr Sites


1,311

Communication, Coordination, and

Productivity Tools



Task Order RFQ
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12
-
0024






5

Oracle Workspaces


1,886

Resource Databases


170

Distribution Lists


17,162





Mobile Devices


Quantity

RIM Blackberry


4,875





E
-
mail

Platform



E
-
mail

Servers

Domino 8.5.2


(
Qty: 18
)

Domino App Servers

Domino 8.5.1 & 8.5.2 & 8.5.3

Workspaces (
Quicker
)

Servers

Domino 8.5.1


(
Qty: 3
)

Workspaces (Oracle) Servers

Oracle Collaboration Suite 10.1.2

Sametime (IM)

Servers

Domino 7.0.3 & 8.0.2 & 8.5.2


(
Qty: 4
)

Monitoring & Reporting Tool

Permessa 6.1.1

DAOS

Domino 8.5.1 & 8.5.2 & 8.5.3

Blackberry Server

Domino 8.5 HF460

SPAM Filter

SOPHOS





Enterprise Tools



Blackberry Enterprise

BES 5.0

Antivirus

Symantec 11 > 12

Patch Management

Big Fix (Tivoli) 8.1

Blackberry Monitoring

Boxtone 6.3

Web Conferencing

Adobe Connect
-

Cloud Provider

Video Conferencing

Cisco
Tandberg

PC

Video Chat

Cisco Jabber Video

Remote Access

Bomgar 10.3.6

VOIP

Avaya Communications Manager 6.0

VOIP

Avaya Modular Mes
s
aging 5.2

eDiscovery

EnCase, Relativity, Equivio

Content Management

Documentum

Service Desk

Remedy

Records Management

ECMS with directly linkage from
E
-
mail

client to
propagate

D
ocumentum
backend

Web Content Management

Drupal

Web Access Management

Oracle Access Manager, Novell Access
Management

Authen
t
ication

Novell ID Vault and Novel Access
Manager

Network Directory

Microsoft
Active Directory
, IBM Lotus
Domino Directory, Oracle Internet
Directory

Blogs

Wordpress 3.3.2

Wikis

Mediawiki 1.19

Professional Networking

None

Communication, Coordination, and

Productivity Tools



Task Order RFQ
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6





Desktop Software



Desktop OS

Windows XP, 7;
(current plan to migrate
to

Win8

over next 18 months)

File Services

Microsoft Windows File Services


Windows Server 2003, 2008

E
-
mail

Client

IBM
Lotus Notes 8.5.2
; IBM Lotus iNotes
8.5.3


Web Browser

Internet Explorer 7, 8
(current plan to
migrate to IE8 over next 18 months)

Office
Productivity

MS Office 2007

Compression

WinZip 14.5

AntiVirus

Symantec Endpoint Protection 11
, 12

Desktop Encryption

CheckPoint 7.4
; planning BitLocker

Citation

EndNotes 5.01

Assistive Technologies

ZoomText, Dragon Naturally Speaking,
JAWS, OpenBook,
Kurzweil 3000,
Kurzweil 1000, MAGIC, Captel 200/800,
Adesso Keyboard

Other

Adobe Acrobat Reader X


Privilege Management

Beyond Trust Power Broker 5.0




Lotus Notes/Domino app servers that will need to be supported by the

Contractor

are located at
the EPA National Computing Center (NCC)

in Research Triangle Park (RTP), NC

and Potomac
Yards office in Crystal City, VA. Email

and Collaboration suite

servers that

the
Contractor

will
need to
migrate

from are loca
ted in the NCC and Potoma
c Yard

as well is in Chicago, IL and
Denver, CO.

See Attachment 2 for additional information on servers.


1.3

O
BJECTIVES


The scope of
this task order
will include all Cloud Computing and support services required to
transition, deploy, operate, maintain, a
nd safeguard an enterprise
-
wide solution
that will facilitate
work within EPA and between EPA users and external partners
.

This solution will provide
e
-
mail
, calendar, contact, online meeting, professional networking,
collaboration
, and BES

services.

Als
o included will be ongoing maintenance and support for the existing Domino
infrastructure in support of applicati
ons that will not be transitioned

at this time.


In general,
EPA is looking for the
Contractor

to help the Agency to:




Provide a robust set of
email, collaboration, and Blackberry messaging services that meet
the Agency’s requirements;



Provide a seamless
transition
and positive user experience
;



Minimize the Agency’s responsibility in delivering and managing these services
;

Communication, Coordination, and

Productivity Tools



Task Order RFQ
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0024






7



Support the Agency’s ne
ed to conduct e
-
Discovery and
Freedom of Information Act
(
FOIA
)

searches and to manage records



Reduce the overall
service delivery
costs to the Agency
; and



Ensure
that all
services

are provided

in a manner that fully meets
Government

requirements
in

areas
such as
security, privacy, and
accessibility.


Specifically, the
Contractor

shall
deliver a solution and related set of
support
services that will
meet the following objectives:


1.

Replace the current e
-
mail and colla
boration environment with Cloud
-
based
ser
vices
,

accessed through

single sign
-
on
,

that

improve business performance by providing
EP
A
users wit
h expanded and new capabilities.

a.

Provide enhanced and state
-
of the
-
art
email
functionality that includes
e
-
mail
,
contacts,
calendaring,
and
resource
reservations
.

Users must have
the ability to
access both current and archive
d

email
s
.

b.

Provide expanded access to state
-
of
-
the
-
art collaborative tools and capabilities
including

instant messaging, on
-
line/web meetings, personal video conferencing,
shared w
orkspaces, social media, professional networking
and
workgroup support
systems that will enhance EPA's ability to conduct business.
Key c
apabilities sh
all

include
:

i.

ability to
s
earch for and locate employees based on their experience, skills,
program respon
sibility,
and

organizational affiliation

ii.

ability to
easily

add, update or correct employee information

iii.

ability to s
hare and facilitate product development

(documents,
etc) and
problem solving among
distribut
ed and co
-
located team members

iv.

ability to share information/ knowledge
in
real
-
time with colleagues across
the Agency and with external partners (other Agencies, States and Tr
ibes,
Contractors, Communities)


v.

ability to hold virtual meetings with
colleagues across the nation and with
ext
ernal partners
in various locations using an online tool with video
conferencing capabilities
and

built
-
in, functional audio capabilities

c.

Provide f
requent technology updates
and/or enhancements that
give

EP
A
users
access
to the most current, commercially a
vailable
capabilities
.

d.

Provide robust and rapid search (full text) capability

across all
EPA
Cloud

content

holdin
gs

in support of user work requirements and agency needs for e
-
Discovery,
FOIA responses, etc. In support of this, also have capability for
C
loud Service
Provider (
CSP
)

to testify on
Cloud

operations and forensics if needed as part of
discovery

i.

NOTE:
All data (e
-
mail traffic, contact information, calendar contents, etc) is and
shall remain

the property of the
Government
. The Contractor shall ensure that the
Government

retains access and download capability of all data for research,
investigation, transfer, or migration to other systems.

Communication, Coordination, and

Productivity Tools



Task Order RFQ
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-
0024






8

e.

Provide a solution that promotes fast adoption, maximizes ease of use, and minimiz
es
user error, frustration and the need for significant investments in training and help
desk support.

f.

Provide the same services and features to EPA
-
issued mobile devices as to desktops.

E
mployees
should be able
to perform work “on the go” using mobile dev
ices

and
from alternate work locations
. EPA seeks comprehensive and simple access to
relevant business applications remotely, while maintaining the security posture
required by federal policy.

g.

Provide the ability for EPA to

identify, mark,

and

capture
any

data stored in the
Cloud provider

s solution for use in Agency records management, e
-
discovery, and
litigation hold
.


2.

Transition

from the current e
-
mail and collaboration environment to the
Contractor
’s
Cloud

solution

with mi
n
imal disruption to business

operations
, ensuring

data

and metadata
integrity.

a.

Plan and conduct
a

transition from the current environment to the new environment
.
This plan shall include a Readiness Review that allows the
Government

to confir
m that
the system is ready for A
gency
-
wide cutover. The Readiness review shall be timed to
be completed no fewer than 20 business days prior to Agency
-
wide transition, and to
support
the following migration timeframe
:


Transition

Timeframe

Results of
Transition

Within 4 months of
issuance of contract

(Phase 1
solution
transition
)

All Email

(current and archived), Calendars, Contacts, Instant
Messaging, Resource Reservations, and Blackberry/mobile
device management must be migrated to the
Contractor
’s
Cloud

solution.


All Cloud
services must be available for use by EPA employees.


Note:

EPA’s Confidential Business Information (CBI) Lotus
Platform is not within scope

of this Task Order
.

Months 4
-
6 from
issuance of contract
(Domino
transition
)

Contractor must a
ssume full
responsibility for Domino
infrastructure support operations.

Within 12 months of
issuance of contract

(Phase 2
solution
transition
)

All Quickr Sites, Oracle Collaboration Workspaces,
wikis, blogs,
and Adobe Connect team rooms must be migrated to the
Contractor
’s
Cloud

solution.




NOTE: Prior to any data cutover, the solution must have achieved an ATO and been certified
as 508
-
compliant. While vulnerability assessments and 508 compliance reviews will be
Communication, Coordination, and

Productivity Tools



Task Order RFQ
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12
-
0024






9

conducted by independent parties, the Contract
or will be expected to provide support on
these issues.

b.

Plan and execute a change management strategy to prepare all users and the
enterprise for the adoption and use of EPA’s new email and collaboration suite.

c.

D
evelop an executable exit strategy

that would allow transition to another
vendor

should
this become

necessary in the future
.


3.

Provide

a Cloud e
-
mail and collaboration service with a high degree of
resiliency,
redundancy,
reliability and availability.

a.

Provide
a service that maintains

a redundant
e
-
mail

(current and archive)

and
collaboration
infrastructure that will ensure access for all
EPA
users in the event of
failure at any one
provider
location
.

b.

Provide
a service that includes e
ffective contingency planning
,

including back
-
up and

disaster recovery

capabilities
.

c.

Provide e
-
mail and collaboration services that are dependable and provide response
rates that are consistent with industry standards.


4.

Provide

a Cloud e
-
mail and collaboration service with the
s
ecurity and
p
rivacy levels an
d
controls that are required by
applicable
regulations and consistent w
ith best professional
practices.

a.

Provide security controls

that
are confirmed to
meet the security standard
s

for
Moderate Impact systems as described in NIST SP 800
-
53 with an accepted
Certific
ation and Accreditation (C&A)

or Assessment and Authorization (A&A)
.

b.

Ensure that

contractor personnel
with access to Privacy Information
adhere to the
Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable
A
gency rules
,
policies, proced
ures, and
regulations.

c.

Provide a
security management environment
that meets the requirements of
Federal
Information Security Management Act
(
FISMA
)
,
Federal Risk and Authorization
Management Program
(
FedRAMP
)

and EPA CSP control matrix as provided

in
Attachment
3
.

d.

Provide continuous monitoring in accordance with
FedRAMP
, NIST SP 800
-
53 and
NIST SP 800
-
137.


5.

Provide a
C
loud
e
-
mail

and collaboration service

that securely manages user access

and

l
everage
s

or improve
s

upon existing identit
y and access
management infrastructure and
processes
.

a.

Provide

single
-
sign on to allow end users to access all parts of the
Contractor
’s
solution

without requiring additional logins
.

b.

Incorporate authentication to the
Contractor
’s solution into existing EPA single
sign
-
o
n initiatives (web single sign
-
on and desktop single sign
-
on)
.

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Task Order RFQ
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-
0024






10

c.

Provide support for

two
-
factor authentication to access the
Contractor
’s solution
.

d.

Allow EPA’s external collaboration partners to access the solution with little or
no assumption of responsibil
ity on EPA’s part for the

management of their
identities
.


6.

P
rovide continuing operations and maintenance of the Agency’s
on
-
premise
Domino
infrastructure in support of
EPA
Domino applications
.

Currently, there is no plan in
place for transitioning Domino applications out of EPA’s current on
-
premise
infrastructure.

a.

Manage, administer, support, configure, analyze performance of
,

implement
upgrades

to,

and operate the Agency’s Domino directory an
d infrastructure
.

b.

Conduct release and deployment management to include testing of server and
client software, documentation, release

and
support. Upgrades should ensure
compatibility between

EPA systems and Lotus releases.

c.

Perform Domino Directory adminis
tration and maintenance for the Agency.

d.

Install, upgrade, test, patch, and maintain system software which is required for
continued functionality or to correct software malfunctions.

e.

Provide the ability for
EPA
local administrators to create, manage, and

support
new
Domino

user accounts.

f.

Perform daily monitoring of log files and statistical data
t
o monitor system
availability, failures, performance, usage, and capacity.

g.

Until fully migrated to the Cloud provider, manage inte
rnal and external Quickr
places
. This scope
include
s, but is

not limited to
,

moves, adds, deletes, changes,
and archiving
.

h.

Provide
21 day advance notice of standard changes and notification of any
unplanned outages within 30 minutes

of occurrence
.

i.

NOTE: The scope of Domino support do
es not include maintenance of physical
servers or individual Domino applications.

For any on
-
premise support provided,
the Contractor
shall
use EPA
-
provided technologies.


7.

Provide responsive and comprehensive Tier 2 and 3 help desk support for
Cloud
-
based
services

and Domino application support
.

EPA will maintain customer (user) support to
receive Tier 1 trouble calls or requests for assistance.
EPA
Tier 1 includes the local
desktop support teams onsite at each location.
Tier 1 support will capture ticket
s in
EPA’s Agency Service Desk Ticketing system (Remedy) and escalate appropriate
requests through that system to the
Contractor
.
The
Contractor

shall provide customer
support for issues that cannot

be resolved by Tier

1

and be required to
:

a.

Use the Agency

Servic
e Desk Ticketing system to respond to issues escalated by
EPA’s Tier 1 support.

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






11

b.

Provide training to Tier 1 personnel on all email and collaboration solutions
provided
.

c.

Provide support for Domino administrators

and users

agency
-
wide on technical
and user issues from 6:00 a.m. to 9:00 p.m. ET Monday

to
Friday
, excluding
Federal holidays
.





Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
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12

2.0

QUOTATION INSTRUCTIO
NS

The
Contractor

shall comply with the following instructions for preparing the Task Order
Quotation.

The firs
t page of the technical portion of the quotation and the cost/price portion of the quotation
should each indicate the TORFQ Number
ITS
-
EPA II
-
RFQ
-
12
-
0024

and

title
:

Communication,
Coordination, and
Productivity
Tools
.

The
Contractor
’s Technical Quotation s
hall be a Combination Written Quotation and
Operational
Capabilities
Demonstration.


The
written
Technical
Q
uotation shall have a limit of 1
0
0 pages. A page constitutes one (1) side
of a sheet of paper.
Please note that the page limitations are double sided, i.e.
5
0

double sided
equates to
1
0
0

total pages of text.

Pages that exceed the stated limitation will be removed and
not considered for evaluation.
Cover pages, transmittal letters, table of content
s,
Functional
Requirements Matrix, Security Matrix,
Government Product/Services Accessibility Template
(
GPAT
)
,
resumes, pages left intentionally blank and
Service Level Agreements

do not count
toward the page limits.

For purposes of this RFQ, quotations s
hall be prepared using "Arial" or
"Times New Roman
" 12
-
point font style on 8½ x 11 inch white paper. Tables and illustrations
may use a reduced font style, not less than 8
-
point. Margins shall be not less than one (1) inch on
all sides. All material submi
tted may be single
-
spaced.


The
Technical

Quotation shall contain a Table of Content
s

with page numbers for all major
sections. Submit your
T
echnical
Quotation

separately from the
Price
Quotation
.
Omit all pricing
details from the
T
echnical
Q
uotation.


E
-
mail

submissions of the complete q
uote are due by
12
:00 PM Eastern Time on
July
16
,
201
2

to
Bradley R. Austin, Contracting Officer, at
Austin.Bradley@epa.gov
,

and
Joseph
Hicks, Contract Specialist, at
hicks.joseph@epa.gov
.

One hard copy should be delivered to
the
following address

no later than July
20
, 2012.


(For Hand delivery or overnight commercial carriers)

Environmental Protection Agency

Attn: Bradley R
. Austin

Bid and Proposal Room, Ronald Reagan Building, 6th Floor

(3802R)

1300 Pennsylvania Avenue, N.W.

Washington, DC 20004


(For U.S. Mail)

Environmental Protection Agency

Attn: Bradley R. Austin

Bid and Proposal Room, Ariel Rios Building (3802R)

1200
Pennsylvania Avenue, N.W.

Washington, DC 20460


Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
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13


If there are differences between the e
-
mailed copy and the hard copy, the e
-
mailed copy will be
used for the evaluation.


The quotation must stipulate that the
Contractor
’s
quotation

accepts

all the terms
and conditions
of this RFQ
. In addition, it must contain a statement that the
Contractor
’s acceptance period is
valid for at least 180 calendar days from the date of receipt by the Government.



2.1

T
ECHNICAL
S
OLUTION

(V
OLUME
1
,

P
ART
I
)

This volume will be
used to present the
Contractor
’s technical solution. It will address the
functions and features of the solution offered,
including
how it addresses EPA’s
objectives
and
requirements
for

ease of use. The
Contractor

is encouraged to propose innovative solu
tions that
meet EPA’s objectives for this procurement.
Contractor
s are encouraged to provide screen shots
or other visual examples to describe how their solution can meet EPA’s objectives. In
formulating its technical solution,
Contractor
s should consider

all available information from the
Statement of Objectives, Attachments to the RF
Q
, and industry best practices.

2.1.1

W
RITTEN
S
ECTION

The

Contractor

must specifically address the following requirements

as distinct subsections
in

its
Technical Approach
:



EPA F
unctional Requirements Matrix
:

The
Contractor

shall complete and
include
Attachment
6
,

EPA Functional Requirements Matrix
, in its technical quotation

to
demonstrate
how well its proposed solution will meet

EPA’s technical requirements as
well as extended features and functions included in the
Contractor
’s
quotation
.
Instructions for completing the EPA Functional Requirements Matrix are included in
Attachment
6
.



Resiliency, Redundancy, and Reliability
:
The

Contractor

shall affirm that all data at
rest will reside within the contiguous United States
, H
awaii and Alaska. The
Contractor

shall provide a description of the infrastructure (hardware and software) architecture and
network specifications (including
a minimum of two data center facilities at two distant
geographic locations), access points, and connectivity, or other relevant technical details
to show evidence of the ability to provide services required. The
Contractor

shall describe
its solution for
disaster recovery and continuity of operations strategies, plans, and tests.
The
Contractor

shall describe best practice and business considerations they recommend
from their experience in the storage of non
-
e
-
mail related objects (such as voice mail,
ima
ges, video, etc).

The
Contractor

shall describe its approach to technology refresh,
patching, and upgrades as well as the
Contractor
’s controls for testing and deployment of
new technologies/releases for on premise services.



Privacy and Security
:

Contra
ctor

shall describe its understanding of and preparation to
comply with the
Government
’s requirements for privacy protection and security
readiness.
Contractor
s shall fully describe the methods, processes, and tools used to
implement the security controls

and control enhancements listed
in
FedRAMP

and
the
Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
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14

EPA CSP Security Matrix (Attachment
3
). For each control, the
Contractor

shall also
state
whether the security control implementation is a standard part of the
Contractor
’s
service for e
-
mail and collabo
ration tools or is provided; for those controls that are not
part of the standard offering, the
Contractor

shall provide its methodology for
implementing them.

If the
Contractor

maintains metrics for the effectiveness of
particular controls, the
Contractor

shall describe the control metrics and demonstrate the
relevance of the metric to the effectiveness of control in reducing security risks.


If
additional control enhancements beyond the minimum are offered, the other
enhancements should be descr
ibed as well.


T
he
Contractor

shall address EPA’s objectives concerning identity and access
m
anagement/authentication for EPA users and external collaboration partners.
D
etail on
current baseline practices, tools, objectives for authentication practices,

assumptions for
federating EPA authentication tools with those of the C
SP, are included as Attachment 5
,
Identity and Access Information.
The
Contractor

shall explain in detail the identity and
access management approach to be employed by its proposed sol
ution. Please address all
of the following, as well as any other relevant information:



EPA will
require two
-
factor authentication (“something you know and something you
have”)
in order
to access the email/collaborat
ion solution via the Internet.

EPA
strongly prefers to use
its

existing two
-
factor authentication for EPA personnel with
EPA endpoint devices, described in Attachment
5
. We must establish a two
-
factor
approach for non
-
EPA personnel and devices, possibly using the techniqu
e also
descr
ibed in Attachment 5
.
Contractors are encouraged to provide

input on this
component. The solution must leverage EPA’s selected authentication approaches for
all combinations of user, device, and location.



EPA intends to provide access to the e
-
mail/colla
boration solution only by first
accessing the “One EPA Workplace” intranet web site. This is true regardless of
whether the user is using an EPA
-
issued device, and is true regardless of whether the
device is connected to an EPA local area network (wired o
r wirelessly) or simply to
the Internet.



EPA

strongly prefer
s

that once a
remote
user is authenticated,
the
user’s device
communicate directly with the hosted email/collaboration solution via the Internet
without passing through EPA’s network or over EPA’s own Internet connection.



EPA
strongly prefer
s

that for EPA personnel, the email/collaboration solution
pa
rticipate in the web single sign
-
on afforded applications for which One EPA
Workplace acts as a “portal.”



EPA prefers

to
use existing identity data for EPA personnel, rather than establish yet
another identity for each employee, in order to access the emai
l/collaboration
solution. We also wish to
avoid, to the maximum extent possible, administrative
burden associated with managing the identities of external parties who are permitted
to access the proposed solution in order to collaborate with EPA.


The
Con
tractor

shall
describe its approach to
safeguard
ing

Personally Identifiable
Information (PII) stored in the information system in accordance with NIST SP 800
-
122,
“Guide to Protecting the Confidentiality of Personally Identifiable Information (PII)”, in
a
ccordance with M
-
06
-
16: Protection of Sensitive Agency Information


and M
-
07
-
Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
0024






15

16:

Safeguarding Against and Responding to the Breach of Personally

Identifiable

Information and Agency policies for protecting PII.



Section 508 Compliance
:

Contractor
s must de
scribe how their proposed Electronic and
Information Technology (EIT) solution (deliverables as well as information,
documentation, and support proposed in their EIT solution) meet
the
technical provisions

at Section 508 of the Rehabilitation Act of 1973 (29 USC 794d)
, functional performance
criteria, and information, documentation, and support requirements identified in the
Government or Vendor Product/Service Accessibility Template (GPAT/VPAT).
Contracto
r
s shall complete and submit the G
PAT template for Cloud Computing
,
available

at
https://app.buyaccessible.gov/baw/Quick
-
Links/index.jsp
.

2.1.2

O
PERATIONAL
C
APABILITIES
D
EMONSTRATION
:



Eac
h
Contractor

s
ubmitting a quotation

will be invited to provide a demonstration of
its

solution. This
demonstration
must include the key personnel plus up to two additional
individuals
.
The session
s will be scheduled within 20
calendar
days of receipt of
the
quotation
s, and

will be held in the
Room 5110 of the EPA West building
in Washington, DC.

Demonstrations will be limited to
3 hours
, including set
-
up time, breaks and the
demonstration itself
. The Government will use the opportunity to evaluate the e
ase of use
and seamlessness of the solution, as well to observe the execution of required features and
functions.
EPA will provide
identical
scenarios on which the Demonstrations should be
based at least 2 weeks prior to the Demonstrations.
Neither formal

discussions nor
negotiations will be conducted by the Contracting Officer at this meeting.
EPA will record
the sessions

and retain the recording for reference
.

Contractors will not be provided a copy of
the recording.

2.2

T
ECHNICAL

A
PPROACH
(
V
OLUME
1,

P
ART
I
I)

The
T
echnical

A
pproach
shall
describe
the
overall approach and tools
that will be used to
implement and support the
Contractor
’s proposed
Cloud

solution and provide support for the
Agency’s

Lotus Domino Infrastructure. This approach must address how the
Contractor

will
mig
r
ate EPA to the proposed Cloud solutions, assume responsibilities for operating and
maintaining EPA’s existing Lotus Domino environment, and prepare the Agency to successf
ully
adopt the new Cloud service offerings
.


In this

Section
, the
Contractor

must include
:



Transition Plan

o

Transition to
New Solution

o

Assumption of Domino on
-
premise infrastructure management



Change Management Plan



Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
0024






16

2.2.3

T
RANSITION
P
LAN


2.2.3.1

T
RANSITION TO
N
EW
S
OLUTION

The
Contractor

shall submit a
Transition P
lan

that describes how it will transition

the Agency to
the new solution within the migration timeframes outlined in Section 1.3.
The Transition Plan
shall address the following:



Data Migration: The
Contr
actor

s
hall provide its methodology fo
r migrating data (both
current and archive);
translatin
g

folder structures;
conducting
data reconciliation and
cleanup, protectin
g

data and metadata integrity,
and

conducting
post
-
migration error
correction. The plan
shall define the responsibilities and authority of individuals
conducting the testing, and propose an acceptance

mechanism by which
EPA

agrees to
proceed with the Agency
-
wide migration.

o

Note:
It is EPA’s preference to have all data

be migrated
in accord
ance with the
Transition Time Frame table in Section 1.3 of this RFQ.
However, the agency is
open to alternate data migration schedules if they maintain the four
-
month target
for delivery of services, reduce transition risk and do not pose operational
dis
ruptions to users.



BES Migration. The
Contractor

shall describe its approach to executing the BES
migration.



Readiness Review.
T
he
Contractor

shall
describe its proposed

readiness review
in
preparation for the Agency
-
wide cutovers of Phase 1 and Phase
2 capabilities. A
t
a
minimum
, the Contractor shall address

the items outlined below

within the context of its
proposed readiness review
.

o

Success of data migration

o

Creation and deletion of accounts

o

Implementation of required function
ality

o

Availability on

and off site, from EPA computers and mobile devices, and from
personal PCs and mobile devices

o

Usability with existing tool sets (see Section 1.2)

o

Failover/redundancy

o

Processing and resolving user incid
e
nts


o

Operational readiness for eDiscovery/FOIA collec
tions

o

Section 508 compliance

o

Implementation of security controls and associated continuous monitoring



Project Schedule and Milestones:
The
Contractor

shall provide an o
verall project
schedule with milestones from time of award through Phase 2 migration.
It
shall
i
nclude
Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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17

key
tasks required to
successfully
meet the transition

objectives and
deadlines described
in this section as well as
i
ntegrat
ing

tasks associated with
executing the
Change
Management Plan
and to decommission legacy systems.

These milestones shall include,
at a minimum:

o

Obtain Authority to Operate (ATO)

o

Conduct Phase 1
1

readiness review

o

Condu
ct agency
-
wide Phase 1

migration

o

Conduct Phase 2 readiness review

o

Conduc
t agency
-
wide Phase 2 migration



Quality Assurance: The
Contrac
tor

shall indicate how it will monitor the quality of
all
services delivered and report them to the Government



Communications: The
Contractor

shall indicate how it will conduct communications with
the Government and provide issue escalation during the

tran
sition to the new solution



Risk Management: The
Contractor

shall
identify
currently known
significant risks
inherent in the transition
requirements
, and describe its approach for
avoiding or
mitigating those risks



Severability:
The
Contractor

shall includ
e in this section an exit strategy
detailing how
the
Contractor

would transition its responsibilities to a new vendor while ensuring that
the EPA suffered no lapse in service during the transition period.


2.2.3.2

A
SSUMPTION OF ON
-
P
REMISE
D
OMINO
I
NFRASTRUCTURE
M
A
NAGEMENT

The
Contractor

shall provide a detailed plan, including project team members and schedule, to
affect a smooth transition for assuming operations of the existing Domino infrastructure within
six months of the issuance of the contract.

The plan mus
t address how the
Contractor
’s
quotation

will assure minimum disruption to EPA services, describe methods and procedures,
and provide specific steps and a timeline for accomplishing this transition.


2.2.4

C
HANGE
M
ANAGEMENT
P
LAN


The
Contractor
's Change
Management Plan shall describe

its approach for achieving
widespread
adoption and usage of the new tool suite. The change management strategy
shall
include roles
and responsibilities for the
Contractor

and the Government,
shall
ad
dress the following
commu
nication, training, user experience, and user support objectives:




Explaining what is changing and whe
n (timeline and key milestones)





1

“Phase 1” and “Phase 2” are defined in Section 1.3 of this RFQ.

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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18



Explaining the necessity and benefits of the change an
d
build
ing

desire to use the tool



Training employees, on
-
site contra
ctors

(including Tier 1 help desk support)
, and external
stakeholders to ensure they have the ability a
nd proficiency to use the tools



Providing user support and explaining how to obtain it.



Identifying and communicating issues upfront



Providing feedback
mechanisms and explaining how feedback will be considered and
addre
ssed



Testing the new tools to ensure they are working properly before launch.



Making the tools easily accessible

both internally and externally



2.3

M
ANAGEMENT
A
PPROACH
(V
OLUME
1,

P
ART
II
I
)

The
Contractor

shall descri
b
e its approach to managing this Task Order and ensuring successful
project delivery.
The management approach should describe the
Contractor
’s proposed team
as
well as
how the
Contractor

will manage
the
risks, staff,
tasks,
schedule, quality, issues, and cost
s

associated with
the ongoing
Cloud

services and maintenance of the Domino infrastructure
.
The
Contractor shall also address environmental
,

energy and economic best practices for data center
management, in keeping with FA
R 23.7, Contracting for Environmentally Preferable Products
and Services.
The
Contractor

shall
identify specific deliverables that will be provided to EPA as
part
of this effort and indicate
its
standard practices for retaining daily log files for on
-
premi
se
Domino maintenance.

T
his approach
shall
address the following:



Project Team Organization
: The
Contractor

shall
provide an overview of the project
team including a description of how the team will be organized in order to deliver the
work.
P
ersonnel tha
t are key to project delivery, including the Task Order Manager and
Technical Lead, shall be identified. If appropriate, the
Contractor

should delineate
separate or joint responsibilities assigned to the
Contractor

and/or the
Government
.

The
Contractor

m
ust provide resumes as a separate attachment for all key personnel being
proposed.



Support
Communications:

The
Contractor

shall describe in detail its approach for
communicating with EPA on technical, contractual, and service disruption or
modification
(upgrade) matters. The description must explain the mean
s
, methods, and
usual advance notification for various situations
, for example, planned outages
.



Service Level Agreements (SLAs)
:

The
Contractor

shall provide in this part of its
quotation

all SLAs related to the comprehensive list of the services that the
Contractor

proposes to fulfill the objectives of this RF
Q
. The
Contractor

shall provide standard
industry metrics and measures for establishing performance levels for each service. In
a
ddition, the
Contractor

shall provide SLAs related to notifications of security breaches,
compromises of data, and corruption of data, which clearly define who is responsible to
provide the remedy to the impacted accounts where PII is exposed. The
Contrac
tor
’s
SLAs shall include metrics related to resolving issues with service and clearly define the
Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






19

Contractor
’s escalation policy and procedures. Further the SLAs shall clearly define how
metrics and measures are calculated.

All SLA’s associated with Infor
mation
Security/Continuous Monitoring sh
all

adhere to
the
FISMA, FedRAMP, and the
EPA
CSP control matrix provided in Attachment
3
.



EPA Administration of Cloud Services

The
Contractor

shall provide a detailed
description of the toolset
be used by EPA

for ad
ministration,
discovery, archiving,
and
performance
of Cloud services
.

The
Contractor

shall also describe the operational
processes associated with these tools. The
Contractor

shall describe and illustrate with
examples the kinds of reports that provide
both current and historical status and volume
of trouble calls, changes, and resource utilization.


2.4

P
AST
P
ERFORMANCE

(V
OLUME
I,

P
ART
IV)


The
Contractor

shall provide
at least
two examples of previous contract
s

where the
Contractor

team
or team members
provided or is providing services similar to those required in this
RF
Q
.


The
Contractor

shall include a detailed description of each effort, the services and support
provided

(including transition support)
, an explanation of why the experience is relevant

in
demonstrating the
Contractor
’s
past performance
, and period of performance.


The
Contractor

shall provide the Contract Type

and estimated contract value for each
contract
.


2.5

P
RICE
Q
UOTATION

(V
OLUME
2
)

The
Contractor
’s Price
Quotation

shall contain the
following tabs:

2.5.1

P
ART
I
:

C
OVER
L
ETTER

The
Contractor

shall provide a cover letter signed by representatives of the
Contractor

authorized
to commit the company to contractual obligations.

2.5.2

P
ART
II:

P
RICE
Q
UOTATION


The price
quotation

shall be consistent with the
Contractor
’s ITS
-
EPA

II BPA
, inclusive of any
discounts offered. The
quotation shall follow

the

format provided in Attachment 7
,
CLIN
Structure
.

The Vendor’s submission must identify its GSA Schedule Contract number and
expi
ration date of the GSA contract.

When discounts are offered, quotes must identify

both the GSA Schedule 70 contract number
and the discounted rate for each labor

category being discounted.


In addition, the price quote
shall detail the following

elements f
or each CLIN:



All proposed items not on the Vendor’s GSA Schedule contract (i.e., Open

Market Items)



All proposed Other Direct Costs (ODCs)



Source of pricing for all costs, including the GSA contract number, SIN,

and uniform
resource locator (URL) to acces
s the pricing information online



The applicable GSA Schedule contract indirect rates (i.e., G&A and

Materials)

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
0024






20

EPA expects that
CSP and on
-
premise Domino Infrastructure

costs for the first year will be
prorated to cover the months that the services are act
ually provided.



2.5.3

P
ART
IV:


A
SSUMPTIONS

AND

C
ONDITIONS

Contractor
s must submit, under a separate tab, all (if any) assumptions

and
conditions upon
which the Price
Quotation

is based.


2.6

OTHER

QUOTATION

INFORMATION


This section provides additional information on the task order
requirements, period of
performance
,
key personnel, COI, etc.


2.6.1

O
N
-
SITE
C
ONTRACTOR
S
UPPORT


__ Yes __ No _
X
_Both


The

task
order
requires
occasional
on
-
site contractor support.


The
systems

to be administered, supported and managed by each technical area
are

located
on
-
site at EPA

R
esearch
T
riangle
P
ark

and EPA

H
eadquarters
.

However, secure
remote administration i
s

permitted.


2.6.2

G
OVERNMENT
F
URNISHED
S
PACE OR
P
ROPERTY
(GFP)


_

_ Yes

_
X
_ No.
The task

order
does not
involve the provision of
Government

space.



_
X
_ Yes

_
___

No. The

task order involves the provision of GFP.


EPA will provide RSA tokens to allow off
-
site access to the network.


2.6.3

A
DDITIONAL
P
ROGRESS OR
F
INANCIAL
R
EPORTING


_
X
_
Yes__ No. The

task order requires additional progress or financial reporting.


The
Contractor

shall
track costs by

Working Capital Fund (WCF)

code
. Codes will be
provided upon award.



2.6.4

P
ERIOD OF
P
ERFORMANCE
(POP)


_
X
_ Yes

__ No.

The

task
requires serv
ices beyond one year.



Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
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-
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21

Base Period:

Date of Award

plus 12 months. This period will include all transition activities.


Option Period
s
:

The contract will allow for three option periods, each of 12 months duration. These
option periods will entail
Operations and Maintenance

activities exclusively.

2.6.5

K
EY
P
ERSONNEL



_
X
_
_
Yes _No The task will specify specific positions that are considered key.



2.6.6

O
THER
S
UPPORT
P
ERSONNEL


This task order will also specify requirements for specific positions that are
considered important
support positions necessary to ensure success in each task area.



Domino

Administrati
on




Domino

Administrator
s

must have a minimum of
5

years experience working directly with
most current releases
of
Domino
.




No less than one
-
third

of the National
Domino

Support Staff
must

be
industry
certified
subject matter experts
.


2.6.7

C
ONFLICT OF
I
NTEREST



The services to be performed under this Task Order present:



_
X
_
_

No Conflict of Interest



____An Actual Conflict of Interest



____
Potential Conflict of Interest


2.6.8

C
ONTRACTOR
T
EAMING
A
RRANGEMENTS


Vendors may propose a teaming arrangement in accordance with GSA’s guidance on

Contractor Teaming Arrangements (CTA), found at

http://www.gsa.gov/portal/content/200553
,
and FAR Part 9.6, Contractor Team

Arrangements. If Vendors propose a teaming arrangement,
they shall also include a

GSA Schedule Contractor Teaming Arrangement (CTA) document in
accordance wit
h
GSA’s “Elements of a

CTA Document” found at

http://www.gsa.gov/portal/content/202253.

The CTA shall designate primary team

contractor
as
the ITS
-
EPA II BPA holder and
be responsible for communications with the EPA and receiving
technical

direction.


Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






22





3.0

EVALUATION CRITERIA


3.1

M
ETHOD OF
A
WARD

The
Government

anticipates awarding a task order to the
Contractor

whose
quotation

is the most
advantageous to the
Government
, price and other factors considered.
EPA is seeking a solution
which (as FAR 2.01 defines Best Value) “provides t
he greatest overall benefit in response to the
requirement” across the potential life of the task order and that will result in a better value and
investment of public funds to support EPA’s mission.

Technical
quotation
s will be evaluated based on the fact
ors described below. Price
quotation
s
will be evaluated

to determine realism and reasonableness
.
Non
-
cost considerations are

more
important than price. Award may be made to other than the lowest priced technically acceptable
quotation
. The selection
decision will be based on the following factors:

(a)

Non
-
Price
factors:

Factor
1
:
Technical Solution

(includes evaluation of
Operational Capability
Demonstration
)
(40%)


Factor 2: T
echnical

Approach

(30%)

Factor
3
: Management Approach
(15%)

Factor
4
:
Past
Performance

(15%)


(b)

Price

Factor

(c)

508 Compliance
: Responsibility Factor (Acceptable/Not Acceptable)


Each Non
-
Price
Factor will be rated on a scale of 0
-
5, in accordance with EPA
AR 1515
.
Sub
-
factors will not be scored separately and, unless noted o
therwise, are of equal importance.
Definitions for each score are provided below.




0 = The factor is not addressed or is totally deficient and without merit.



1 = The factor is addressed, but contains deficiencies and/or weaknesses that can be
corrected on
ly by major or significant changes to relevant portions of the
quotation
, or
the factor is addressed so minimally or vaguely that there are widespread information
gaps. In addition, because of the deficiencies, weaknesses, and/or information gaps,
serious
concerns exist on the part of the
evaluators

about the
Contractor
’s ability to
perform the required work.



2 = Information related to the factors is incomplete, unclear, or indicates an inadequate
approach to, or understanding of the factor. The TEP believe
s that there is question as to
whether the
Contractor

would be able to perform satisfactorily.



3 = The response to the factor is adequate. Overall, it meets the specifications ad
requirements, such that the TEP believes that the
Contractor

could perform to

meet the
Government’s minimum requirements.

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






23



4 = The response to the factor is good with some superior features. Information provided
is generally clear, and the approach is acceptable with the possibility of more than
adequate performance.



5 = The respons
e to the factor is superior in most features.

3.2

T
ECHNICAL
Q
UOTATION
E
VALUATION

3.2.1

F
ACTOR
1

-

T
ECHNICAL
S
OLUTION

The
Government

will evaluate the
Contractor
’s Technical
Solution

to determine the manner and
extent to which the
Contractor
’s proposed
solution

infrastructure will
support
the
Government
’s
objectives as described in
this document.
The
Government

will evaluate the manner and extent
to which the
Contractor
’s Technical Approach fulfills
EP
A’s requirements (see Attachment
6
,

EPA Functional Requireme
nts Matrix
).

Failure to provide a Mandatory feature or function
as
fully available
in the Base
Managed Service
offering will disqualify the
Contractor
from award.

The
Government

will evaluate the manner and extent to which the
Contractor
’s Technical
solut
ion delivers a robust design and demonstrates how its particular approach will ensure that
the
Contractor
’s Cloud
and on
-
premise
services can deliver resiliency, redundancy, and
reliability. The
Government

will verify that the
Contractor
’s solution includ
es the minimum
requirement for two data centers

located at sufficient distance
so as
to
avoid being subject to the
same set of risks
.

The
Government

will evaluate the manner and extent to which the
Contractor
’s Technical
Approach fulfills
EPA’s
requirements for
privacy and security

readiness
. Specifically, the
Government

will evaluate the proposed solution’s ability to maintain a secure hosting
environment and for meeting the security standard for Moderate Impact systems as descr
ibed in
NIST SP
800
-
53

as well as the
Contractor
’s approach for obtaining

C&A.
Contractor
s will be
evaluated on the demonstrated completeness of the implementation of the listed security
controls, and on the adherence to applicable NIST standards and
EP
A standards descri
bed in
FISMA, FedRAMP and the EPA CSP control matrix provided

(see Attachment
3
)
.

If the
Contractor
’s
quotation

includes metrics for the effectiveness of particular controls, the
quotation

shall also be evaluated on the demonstrated relevance of the metri
cs to the effectiveness of
controls in reducing security risks
.
Failure to meet the minimum FISMA or
FedRAMP

standards
in the EPA CSP control matrix provided as Attachment
3

will disqualify the Offeror from award.

In addition, the
Government

will evaluate the proposed solution’s adherence to requirements for
protecting PII, compliance with and to

the Privacy Act, Title 5 of the U.S. Code, Section 552a
and applicable agency rules
, polic
i
es, guidelines

and regulations.

T
he
Government

will evalu
ate the thoroughness of the
Contractor
’s
quotation

for addressing
EPA objectives for

identity
and access
management objectives
for EPA users and external
collaborative partners
.

Finally, the
Government

will use the Operational Capability Demonstration to e
valuate the ease
of use and seamlessness of the solution, and to confirm the functionality of features provided.

3.2.2

F
ACTOR
2

-

T
ECHNICAL

A
PPROACH

The
Contractor

will be evaluated on its ability to transition EPA
to the proposed solution
and
Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






24

provide ongoing support of the same,
and
to
assume operations and maintenance

of EPA’s
existing
on
-
premise
Lotus Domino environment. The
Contractor

will be evaluated on its
innovative solutions and approaches to completing transition activities

in a m
anner which
addresses EPA’s schedule objectives
for delivery of services
while minimizing

transition
risk

and operational disruptions to users
.
.



The
Government

will evaluate the manner and extent to which the
Contractor
’s proposed
T
ransition
P
lan

successfully plan
s
, schedule
s
, and execute
s

the Readiness Review and final
data
and

BES migration
s;

support
s

quality assurance;

provide
s

effective communications with the
Government
project leads during transition;

and mitigate
s

risk
s
.
It will evaluate the
completeness and innovativeness of the tools and methodologies listed in the change
management plan to prepare users for transition to the new solution and to promote adoption.

The
Government

will evaluate the
Contractor
’s
exi
t strategy
plan for
practical
ity

and to
determine the way in which they provide access to archive and litigation hold data.

3.2.3

F
ACTOR
3



M
ANAGEMENT
A
PPROACH

The
Government

will evaluate the manner and extent to which the
Contractor
’s
project team is
aligne
d to effectively meet EPA’s objectives
.

The
Contractor

will be evaluated based on
its

ability to define an efficient organization structure, clear lines of communication, and appropriate
roles and responsibilities to
administer the Domino infrastructure a
nd support ongoing delivery
of collaboration services through its
Cloud

solution
.

The
Government

will assess the extent to
which the Contractor demonstrate
s

leadership in environmental, energy, and economic best
practices to data center management.
Key p
ersonnel will be evaluated based on their
qualifications and demonstrated experience helping customers meet similar objectives.

The
Government

will evaluate the Contractor’s support communications to ensure the
completeness of its plans for notifying the
G
overnment

of contractual issues, service disruptions
or upgrades.

The
Government

will evaluate
the
Contractor
’s
SLAs
to determine whether they
provide
sufficient
availability,
operational support
, customer notification, escalation procedures, and
metrics that
to meet
EP
A
’s

program objectives.


The
Contractor

will be evaluated on the extent
and completeness to which the
Contractor
’s SLAs define a basis for guaranteed performance as it
relates to th
eir solution and its availability (
Contractor should include a definition as to how it
calculates availability)
. The
Government

will evaluate the
Contractor
’s SLAs to determine the
extent to which the proposed metrics are meaningful to
EP
A’s business goal
s and the objectives
of this procurement
,

the extent to which the
Contractor
’s SLAs incentivize performance

and
the
extent to which they reflect industry standards.

The
Government

will evaluate the extent to
which the Contractor minimizes EPA’s management

burden by providing EPA with the tools
required to effectively monitor the parameters of service described in the SLAs, identify
violations, and calculate related penalties.

The
Government

will evaluate the manner and extent to which the
Contractor
’s de
scription of the
off
-
premise Cloud toolset,
operational processes
,

and reports proposed for administration,
monitoring and control define an effective and thorough operational capability that fulfills the
objectives of the program.

Communication, Coordination, and

Productivity Tools



Task Order RFQ
-
12
-
0024






25

3.2.4

F
ACTOR
4



P
AST

P
ERFOR
MANCE

The
Government

will evaluate the information provided to determine the extent to which the
Contractor

has demonstrated
quality of
experience
that
is relevant to the objectives and
requirements in this RF
Q

in terms of size, scope, and complexity.
Ele
ment
s

of past performance
that will indicate relevance include, but are not limited to:



M
igration of Lotus Notes

and Quickr



Provision of 10
,000 or more e
-
mail user accounts



Provision of the same Cloud
-
based solution proposed for EPA.

Additionally, the
Government

will
evaluate past performance based on information

from the Past
Performance Information Retrieval System (PPIRS) at
www.ppirs.gov


or other sources
available
to EPA
. The
Government

reserves the right to in
terview program managers and Contracting
Officers or other sources with knowledge of the
Contractor
’s past performance.

3.3

P
RICE
Q
UOTATION
E
VALUATION

Contractors' price quotations will be evaluated to determine realism and reasonableness. Prices
for per
-
seat

service offerings shall be evaluated based on the
maximum
count provided
for each
CLIN
in Attachment
7
2
.

T
he
Government

will award the contract value based on actual count at
time of award.

EVALUATION OF OPTIONS (FAR 52.217
-
5) (JUL 1990)