RFI - RSD Religious Media Asset Tracking System

Federal Bureau of PrisonsRequest for Information (RFI) – Religious Media Library Management System1.0 Background and ScopeThe Federal Bureau of Prisons (Bureau) is an agency of the Department of Justice (DOJ). It consists of 122 institutions throughout the United States, including Hawaii and Puerto Rico; 6 regional offices, a Central Office (headquarters), 2 staff training centers, and 24 Residential Reentry Management offices.The Bureau is responsible for the custody and care of approximately 183,000 Federal offenders. Approximately 84 percent of these inmates are confined in Bureau-operated facilities, while the balance are confined in secure privately-managed or community-based facilities and local jails. More information about the agency can be found on the Bureau’s public site, www.bop.gov.The Bureau’s Chaplaincy Services Branch, a component of the Reentry Services Division, is conducting market research to

obtain detailed information about Commercial-Off-The-Shelf (COTS) cloud-based library management systems, customizable for use in managing religious media (non-digital books, video, audio) provided to federal inmates.2.0 General InformationThis RFI is issued solely to obtain price (cost estimate), delivery, other market information, or capabilities for planning purposes.  Responses to the RFI are not offers and cannot be accepted by the Government to form a binding contract.  The goal of this Request for Information (RFI) is to gather information regarding the following:Implementation within the Bureau IT environment of a cloud-based religious media library management system for inmates.  System should be a Commercial-Off-The-Shelf (COTS) system.  There would be approximately 100-130 total system users nationwide.  The system should adhere to the following functional requirements:Users should be able to enter items into the system using barcodes or QR codes.Data elements the system should be able to capture include:Barcode/QR Code (Captured from label affixed to item)Item TitleAuthorPublisherPublication DateISBNItem Type (List: Book, Video, Audio)Category (List: Religions/faiths – provided by the Bureau)Bureau Physical Location (List: All Bureau facilities where items are held)Item Review Status (List: Review, Accepted, Rejected, Resource)Item Check-out Indicator (Indicates if item is currently checked out by an inmate)Date Checked OutDue DateInmate Borrowing ItemForeign Language Item Indicator (Indicates if item is written or produced in a language other than English)Users should be able to search for records in the system by Barcode/QR code, Item Title, Author, Publisher, Publication Date, ISBN, Item Type, Category, Bureau Location, Item Status, Inmate Borrowing Item, and other data elements as required.Chaplaincy staff at Bureau Institutions should be able to input items, search agency-wide holdings, check-out/check-in items, generate certain reports, and exercise other rights appropriate for this role.  Chaplaincy staff at Bureau Central Office should be able to exercise all rights available to Institution staff, as well as grant Institution user rights, accept/reject all items, generate all reports, and exercise other rights appropriate for an administrative role.  Chaplaincy staff at Bureau Central Office should be able to edit all drop-down lists for the data elements indicated above, as well as determine if an item can be checked out by an inmate.The system should be able to generate the following reports in PDF or Microsoft Word format:Listing of all library holdings, at both the individual institution level and the agency level.Results from searches by title, author, or religion in any/all institution libraries.Item record counts based on Item Title, Category, or Media Type.Items under review.Items past due / overdue.Chaplaincy Services managers should be able to generate other reports as required.Vendors should address the functional requirements stated above in as much detail as possible in their response, including describing the methods and processes that would be used to provide the library management system.  In addition, vendors should describe any hardware, software, peripheral devices, and/or configuration required to support the solution.Vendors should describe a solution which addresses the functional, technical and security requirements identified in this RFI.  The vendor is advised that its ability to comply with all Bureau and DOJ IT security requirements will be a key consideration in any future acquisition.  Bureau IT requirements are summarized in the “IT Requirements” section below.3.0 IT RequirementsThe system must be a cloud-based application designed to function either in the Bureau cloud environment (currently hosted in AWS GovCloud), or via a FedRAMP authorized cloud service provider. System implementation should be conducted using industry standard project management techniques.  Project status updates will be required to be sent to the Bureau’s designated Contracting Officer’s Representative (COR) and IT Project Manager throughout the project life cycle.The contractor must provide administration and user guides for the system.User access to the system must be via the Bureau’s Active Directory (AD) service and HSPD-12 PIV card authentication, using group memberships to verify permissions.The system should not require any client application (other than a web browser) be installed on workstations in order to function.  System should be able to function in both the Microsoft Edge and Google Chrome web browsers.The system must be capable of auditing events and maintaining logs with sufficient information to be able to account for the actions of individual users and record system events and processes.The system must use secure network transport protocols that encrypt data in transit.  Use of unsecure protocols is prohibited.Peripherals (such as scanners) that are locally attached to workstations must:Not be shared on the network;Not require software to operate that requires access to the internet or other network resources;Not require older versions of software to operate, such as Java;Not require a change to the workstation’s local security policy to operate.4.0 DisclaimerThe Bureau may continue conducting market research by scheduling an onsite, follow-up demonstration at the Bureau’s headquarters located in Washington D.C. of proposed solutions by select vendors to provide more detailed information and display functionality and/or methodology. If web/virtual conferencing is used for a remote demonstration, the following solutions would be supported: Cisco WebEx, Microsoft Teams, Citrix GoToMeeting or Adobe Connect and the vendor should account for at least ten (10) possible connections. Please include specification sheets and product literature in the responsive materials. Interested parties shall not be reimbursed for any costs related to the development and submission of information in response to this RFI.Please be advised that providing responses to the RFI will not automatically include the vendor in acquisition planning. Information provided by responsive vendors will be used to further refine the Bureau’s specifications for any eventual solicitation for such tools and services.This RFI is issued solely for information and planning purposes and does not constitute a Request for Quote (RFQ) or a promise to issue an RFQ in the future. This RFI does not commit the Government to contract for any supply or service whatsoever.Further, the Bureau is not, at this time, seeking proposals and will not accept unsolicited proposals. A response to this notice is not an offer and cannot be accepted by the government to form a binding contract. Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested vendor's expense. Responses to this RFI will not be returned. All information received will be for internal use within the Bureau and will not be published. However, not responding to this RFI does not preclude participation in any future RFQ, if any is issued.In addition, this RFI is intended solely for the use to improve communications between potential contractors and the Bureau. If for some reason, the responses are requested by outside parties (i.e. FOIA request); the information is not protected as source selection information (FAR 2.101 and 3.104). If you intend for the information to be exempt from disclosure under FOIA Exemption 4, please indicate this in your response and on each page you want to be exempt. Furthermore, indicate that your response is proprietary information that may not be used, reproduced, or disclosed to any other parties for any purpose without the expressed written permission of (Provide individual name and title).