1. INTRODUCTION In an effort towards modernization and enhanced communication, the Navajo Nation (NN) has made tremendous strides to develop and implement the Information Technology (IT) Infrastructure to connect the Agencies and Chapters though a high speed Internet backbone. The next challenge is to provide interactive content to these tribal entities. The NN Design and Engineering Services Department (NNDES) has in place the initial phase of this effort to provide content via a Web page for each Chapter with limited Geographic Information System (GIS) content including satellite imagery and contour maps from the U.S. Geological Survey. This is a tremendous first step, but does not begin to capitalize on the NN investment in GIS, nor the needs of the Chapters. Current methods require the installation of expensive and highly technical software packages in addition to extensive training to fully utilize the NN investment in GIS. The NN is expecting the Chapters to take on more responsibilities to manage local chapter affairs including grant applications, project management for ongoing and planned activities and for the financial tracking of projects. Similarly, the NN is requiring more data and information from the Chapters in order to make knowledge based decisions about funding and Chapter infrastructure needs (e.g. water and electric utilities, schools, job training, current census data, etc). The NN Agencies and Chapters and the NN Divisions and Departments require the tools, training, and data access to effectively and efficiently manage local and governmental affairs. To accelerate these goals, the NN is seeking proposals for the insertion of novel Information Technology (IT) for the integration of existing databases, databases to be developed, and geographic information systems (GIS) with the goal of enhancing data sharing, data mining, and data access for the people of the NN and between NN Departments and Divisions. 2. REQUEST FOR QUOTE The NN is seeking a Request for Quote (RFQ) from vendors offering innovative cost effective IT technical support. The NN seeks to establish an Indefinite Deliverable Indefinite Quantity (IDIQ) contract with a qualified vendor. This contract will have a ceiling of $5M for a period of 3 years with and option for two 1-year extensions. The IDIQ contract has no funding. Funding will be provided for individual task orders released under the contract. A Statement of Work (SOW) will be provided for each task release. To be successful in the IDIQ award, the offeror must provide evidence of experience in all phases of IT support, including but not limited to: technical requirements definition, database design and development, data migration, database and GIS integration tools, client-server and web-based IT tools, configuration management, data standardization, all phases of GIS development and implementation (including aerial photoimagery, surveys, GIS development), help desk support, software maintenance, and Quality Assurance (QA). In addition, the vendor must have sufficient IT staff to provide software development for specialized requests; the software development staff must be skilled in Microsoft and ESRI development environments.
3. SCOPE OF WORK The offeror meeting the requirements outlined in section 2, is requested to provide cost proposals for the following tasks: Needs Assessments Technical Requirements Definition Data Gathering Database Development Data Migration Database-GIS Visualization Tool Development and Deployment Training for Developed Systems to include information updating Help Desk Support Software Maintenance Configuration Management Support Miscellaneous Technical Support The cost proposal for each task should include vendor labor categories required to execute the task, and an estimate of travel costs and other direct costs (ODCs), where applicable. The offeror should describe past experience in successfully executing each of the listed tasks. A table showing labor costs for each labor category should also be included in the proposal. 3.1 Needs Assessments The offeror will conduct a survey and evaluation of current NN Government data sources, information, and geospatial data. This survey will not be all-inclusive, but will provide an overview of available systems including: inventory, contents, structure, format, and accessibility. This task will be accomplished with the assistance of the requesting NN Division or Department. The Needs Assessment will address the requesting NN Division or Department s top-level business processes and workflow. The Needs Assessment will provide a framework for potential follow on work to define detailed technical requirements for an NN-wide inclusive data visualization tool that integrates databases and GIS. The Needs Assessments will help identify gaps and deficiencies in data sources, and will serve as a roadmap for: data needs, data gathering, database development, data migration, data analysis, and software application development. A representative Needs Assessment for a NN Department is estimated to require 300 hr to complete. The deliverable associated with this task is a Needs Assessment document that identifies components described above, recommendations for technology insertion and a cost proposal to accomplish the recommendations. 3.2 Technical Requirements Definition Technical Requirements Definition is a detailed process that describes existing business processes, workflow, business systems (including hardware, software, operating systems, and networks), current data, future data needs, reporting requirements, and information security. Technical Requirements Definition builds on the Needs Assessments (section 3.1) and describes in detail the current information architecture
and the functionality of proposed systems. A representative Technical Requirements Definition task for a NN Department is estimated to require 750 hr to complete. The deliverable for this task includes a Technical Requirements Document (TRD) that addresses items identified in section 3.2. 3.3 Data Gathering The offeror will gather and analyze all data and data sources required for business processes and workflow for the requesting NN Division or Department. Data may be in the form of hardcopy, spreadsheets, standalone databases, relational databases (either internal or external to NN), and GIS map data. The data sources for analysis will be those identified in the TRD for a specific project. A representative data gathering task for a NN Department is estimated to require 500 hr to complete. The deliverable for this task is a Data Source Document that inventories the current data types, contents, and format of the data. 3.4 Database Development The NN requires technical assistance in the development of relational databases to more efficiently manage the information maintained by NN Divisions and Departments. The offeror will develop databases that meet the requirements in the TRD (section 3.2) and incorporate the data sources defined in sections 3.2 and 3.3. The databases must be compatible with the Database-GIS Visualization Tool described in section 3.6 (see below). Database Development for a representative NN Department is estimated to require 1200 hr to complete. The deliverable for this task is the database on Compact Disc (CD) containing an installation routine (e.g. Install Shield) that will populate a blank database program with the data tables, relationships, and data. A data dictionary will also be provided as a deliverable. 3.5 Data Migration The NN requires technical assistance in the migration of hardcopy and electronic data to formats consistent with the databases developed in task 3.4. The data sources for this task will be defined in the TRD and the Data Gathering (tasks 3.2 and 3.3). This task may include the development of desktop tools for entering hardcopy data into developed databases, providing data entry clerks to accomplish the task, providing onsite training for NN staff on the use of the data entry tools, scanning hardcopy documents and converting these documents to electronic format, archive system for scanned documents. Data Migration for a representative NN Department will include data entry of 1000 documents, scanning and electronic conversion of 1000 documents, and is estimated to require 1000 hr. The deliverable for this task will be the database defined in section 3.4 populated with the information from 1000 documents, and the conversion of 1000 hardcopy documents into electronic format. 3.6 Database-GIS Visualization Tool Development and Deployment The NN has a specific need for a data visualization tool that integrates GIS and databases. At a minimum the system must provide the following functionality: User friendly and provide multiple approaches to query multiple dissimilar databases.
Able to query databases though a GIS interface, other common graphical user interfaces, and through computer screens that directly access the databases Capable of performing ad hoc queries of the databases and have the ability to generate ad hoc reports from those queries. Using the same database interface, the user (with appropriate permissions) will be able to add, edit, and delete records to the database. Capable of interfacing with any ODBC compliant database and shall utilize ESRI shapefile and coverage formats for the GIS component. Equipped with an intuitive archival function for organizing and storing word processing files, spreadsheets, audio files, photographs, or any other electronic file type of document. Equipped with a graphical user interface that can be user customized. Capable of exporting user customized maps to multiple standard formats (e.g. jpg, bmp, etc.) that can be printed or pasted into documents, presentations, etc. Capable of operating in a standalone or client-server configuration and have the capability to generate and deploy selected portions of the underlying data to the web. Modular in design and deployment with the capacity to add new functionality through plug-in modules that do not require recompiling and re-distribution of the system to the system users; and with the proposed IT system serving as a core system for potential expansion of the system to meet additional NN needs (e.g. facility management, transportation planning, public safety, etc.). Equipped with a security component, that has a high degree of granularity and flexibility in the assignment of roles and user access to the application and application subcomponents, and that can be set and defined by the application administrator. Configured with help files that describe the function and use of the system components. The system must integrate with databases developed under task 3.4; GIS data identified in task 3.3; and scanned documents developed under task 3.5. In addition, the system must address the technical requirements defined in the TRD (section 3.2). The system offeror shall demonstrate past experience in the deployment of IT systems with the above described capabilities, and the offeror shall demonstrate experience in configuration management and quality assurance in the software design and deployment. The system developed for a NN Division or Department must be scalable to accommodate the requirements and needs of other Divisions or Departments with the ultimate goal of the system being NN-wide in scope. Deployment of the described system for a representative NN Department is estimated to require 2100 hrs to complete. The deliverable for this task includes the system software on a CD that installs the software executable and all licensing for the software. 3.7 Training for Developed Systems The NN requires training in the use of the system developed under task 3.6 and the databases developed under task 3.4. Training will consistent of onsite support with training for a representative participating NN Department estimated at 80 hr.
3.8 Help Desk Support The NN requires Help Desk telephone support for systems developed and deployed under this contract. The offeror shall provide an estimate for this support based on 100 hr blocks of time. The NN may purchase Help Desk support in multiples of 100 hr. 3.9 Software Maintenance The NN requires a Maintenance Agreement with the successful offeror for all software, databases, and systems developed under this contract. Maintenance routinely includes minor software bug fixes and cosmetic changes to applications and systems developed under this contract. The offeror shall provide an estimate for this support based on 100 hr blocks of time. The NN may purchase Help Desk support in multiples of 100 hr. 3.10 Configuration Management The NN requires technical assistance in the development of data standards and configuration management control of systems and software. Configuration Management Support for a representative NN Department is estimated to require 500 hrs to complete. The deliverable for this task is a Configuration Management Plan (CMP) that defines configuration and data standards and the methodology for implementation and maintenance of the CMP. 3.11 Miscellaneous Technical Support The NN may require additional technical support not addressed specifically in the tasks outlined above. This technical support may include, but is not limited to, the following: Project Management Consulting Program Management Consulting IT Consulting Assistance in IT Systems Design and Architecture Cyber Security Support and Consulting GIS Consulting Web-page development Data warehousing Application Service Provider Services Though estimates to accomplish these tasks will be specific to the task release, the offeror is to provide an estimate for Miscellaneous Technical Support for a 500 hr effort. 4. AWARD CRITERA The award for the IDIQ contract will be based on best value for the NN. The proposals will be evaluated based on offeror experience, innovative solutions, and cost with each evaluation element carrying a 50%, 25%, and 25% weight, respectively. Firms desiring to be considered for the review shall submit one (1) original RFQ and two (2) copies no later than 5:00 p.m. (Mountain Daylight Time), September 12, 2003 to the office of The Navajo Nation Design and Engineering Services. RFQs can either be mailed or hand delivered to the attention of: Frederick Marianito, Department Manager
II. Must receive RFQs no later than the time specified above. If RFQs are mailed, please mark clearly, REQUEST FOR QUOTE, Do Not Open, and type of service(s) to be provided either individually or full services. MAILING ADDRESS: PHYSICAL ADDRESS: Navajo Nation DES Navajo Nation DES P.O. Box 610 Administration Building #1-2 nd Floor Window Rock, Arizona 86515 Window Rock, Arizona 86515 Telephone Number: (928) 871-6734 FAX Number: (928) 871-6953 The Navajo Nation reserves the right to reject any or all Request For Quote (RFQ), whether within applicable terms of requested services, and to waive any informalities in the proposals received whenever such proposal action is in the interest of The Navajo Nation. In performing the work under this contract, the consultant shall comply with all applicable laws, rules, and regulations of The Navajo Nation, including without limitation, the Navajo Business Opportunity Act. Depending upon the project s funding source, federal, or state requirements may be applicable. Any payment under contracts with The Navajo Nation is subject to the availability of funds. There shall be no waiver of The Navajo Nation s Sovereign Immunity, either expresses or implied.