ANTI-HARASSMENT CASE MANAGEMENT SOFTWARE

SOURCES SOUGHT NOTICE
DEFENSE THREAT REDUCTION AGENCY
ANTI-HARASSMENT CASE MANAGEMENT SOFTWARE
1.Introduction:
This is a Sources Sought Notice and not a solicitation for proposals or quotes. Pursuant to FAR Part 10 this notice is issued for market research purpose only. The Defense Threat Reduction Agency (DTRA) is seeking potential vendors capable of providing the requirements specified in this notice. Vendors are hereby advised that providing a response is purely voluntary and at no cost to the Government. If DTRA determines it necessary, an official request for proposals or quotes may be issued later.

2.Background:
DTRA’s Equal Employment Opportunity Office (EEO) has the responsibility of facilitating and tracking the processing of all harassment concerns filed with the EEO Office. This requirement is for an Anti-Harassment Case Management Software to be used in tracking harassment concerns throughout the case management process. The software shall include all components required for case management (initiation to closure), auto-populated letters, auto-populated email communication, and produce reports. The software must be compatible with Department of Defense (DoD) and DTRA policies, regulations, allow 24/7 access to a minimum of three (3) Users, feature a Portal for employees to enter their concerns; and, must be able to be hosted on DTRAs Microsoft Azure Cloud, IL5 (IL5 due to PII data).

3.Requirements:

3.1 General

The required electronic case management software shall be capable of tracking the harassment concerns from initial receipt through the entire process with the following features:
1)Receipt of concern (date, name, demographics).
2)Receipt of employees supporting documentation.
3)Assignment of inquiry (date, name).
4)Meetings with employee (dates).
5)Meetings with management official completing the inquiry (dates).
6)Receipt of completed inquiry documents (date, name).
7)Referral for investigation, if required (date).
8)Assignment of investigator, if required (name, date).
9)Completion of investigation, if required (date).
10)Results of inquiry.
11)Results of investigation, if required.
12)Corrective actions.
13)Closure.
14)Assignment of case number.
15)Track number of days at each stage (i.e., number of days pending supporting documentation, number of days in inquiry, number of days pending investigator assignment, and number of days for investigation).

3.2 Reports
1)Ability to pull reports for entire agency.
2)Ability to pull reports by directorate or staff office
3)Ability to pull reports by type of harassment.
4)Compile my open cases report.
5)Compile my cases report (includes open and closed).
6)Open cases report (compilation of all users).
7)Unassigned cases report.
8)Open harassment case report (includes basis of complaint, case status, last event, and age of case).
9)Annual harassment case report (includes cases by basis, harassment type, concluded allegations summary per fiscal year).
10)Ability to pull report by employee name.
11)Ability to pull report by alleged harasser name.

3.3
Notifications/Letters
1)Software shall include ability to send notifications from the case outside of the software system using email.
2)Software shall allow for creation of templates and will auto-populate a variety of values.
3)Software shall include the ability to manually trigger and automate email correspondence based on each phase in the workflow.
4)Emails are configurable and include client-specific text, headers and pulls data variables from the database.
5)Pre-populated harassment investigation summary and decision letters.
6)Harassment investigation summary and decision letters are pre-populated into the system with defined variables.

4.Response Information and Instructions:

4.1 General All information submitted in response to this notice is strictly voluntary and in no way obligates the U.S. Government to a monetary compensation or otherwise to make a contract award. The U.S. Government will not return any submitted data and information.

4.2 Response Submission:
To facilitate seamless appraisal of the responses, vendors are required to complete and return the vendor questionnaire attached to this notice. Interested vendors shall return the completed questionnaire via email to Carrie A. Lucas at carrie.a.lucas3.civ@mail.mil no later than 12:00PM ET on 09 September 2024. Be sure to answer the vendor questions below.

Disclaimer and Important Notes:
THIS NOTICE IS PUBLISHED FOR MARKET RESEARCH PURPOSE ONLY AND DOES NOT OBLIGATE THE USG TO ISSUE A SOLICITATION OR OTHERWISE MAKE A CONTRACT AWARD. The USG reserves the right to use information provided by respondents for any purpose deemed necessary including any potential future solicitation. The Government shall consider the number and quality of responses received in determining the best acquisition approach for this effort. Therefore, vendors are advised to ensure their response addresses all the requirements in this notice sufficiently. The USG is under no obligation to acknowledge receipt of responses or provide feedback to respondents with respect to any information submitted.
Confidentiality:
Vendors are advised to avoid any classified or confidential information in their response to this notice.

SOURCES SOUGHT NOTICE
DEFENSE THREAT REDUCTION AGENCY
ANTI-HARASSMENT CASE MANAGEMENT SOFTWARE

ATTACHMENT 1: VENDOR QUESTIONNAIRE
1.Vendor Name:
2.Address:
3.CAGE Code:
4.Small Business socio-economic category (if applicable):
5.Point of Contact:
6.Brief capability statement: (Attach no more than 1 page)
7.Does your proposed software meet all the elements listed in Para 3 of this Sources Sought Notice? If no, list the missing elements
8.Do you have any additional information to add? If yes, insert here: