VA Office of Inspector General (VA OIG) Office of Investigations Case Management (OICM) Services

Questions & Answers / Clarifications

This document provides vendor questions and government responses related to the Request for Information (RFI) for Office of Investigations Case Management (OICM) Services.

• Due Date Extension: The due date for capability package submissions has been extended to Thursday, April 30, 2026, no later than 1:00 PM EST.
• Incumbent Contractor: There is no incumbent contractor for this requirement; it is a new requirement.
• User Base: The system must support 325 concurrent users with read/write access. The total number of users is not specified beyond this.
• Data Migration: Approximately 24GB of non-attachment case records and 574GB of associated attachments need to be migrated from the legacy EMS system. A data dictionary will be provided after award. SFTP is an approved method for data transfer.
• AI Capabilities: The government refers vendors to SOW paragraph 1.b.xxxi for guidance on AI capabilities. Specific AI use cases or evaluation criteria for AI are not detailed in this RFI response.
• FedRAMP Authorization: The solution must be fully FedRAMP authorized with a unique ATO from a Federal agency. An "in process" status is not acceptable.
• Pricing: Vendors are instructed to provide Rough Order of Magnitude (ROM) pricing for the Base Period and four Option Periods. A "break-out" of pricing elements is recommended but not required.
• Third-Party Solutions: The government is not considering leveraging third-party solutions for analytics, link analysis, or geospatial mapping at this time.

This Q&A document clarifies several aspects of the RFI and potential future solicitation, including extending the submission deadline and providing details on data migration, user capacity, and security requirements. Vendors should incorporate this information into their capability packages and future proposals.

Statement of Work (SOW) / Performance Work Statement (PWS)

The objective is to procure a commercial off-the-shelf (COTS) investigative case management system (ICMS) to technically modernize the Office of Investigations (OI) current system. This new system will serve as the OI's system of record, replacing parts of the existing Enterprise Management System (EMS) and transitioning from paper to electronic case files.

The contractor shall provide the COTS ICMS software licensing and services for its installation. Key capabilities include:

• Creating, maintaining, retrieving, and managing all investigation data.

• Generating investigative and statistical reports.

• Configuration and customization to meet OI's business processes and user roles.

• Technical modernization and replacement of parts of the existing EMS.

• Migration of all existing case data from the current system to the new COTS solution.

• Providing documentation, installation, configuration, deployment, maintenance support, and training.

• Offering ongoing technical and customer support.

• The COTS product must be available to users with 99.9% uptime.

• The system must support an initial user base of 325 concurrent users, with scalability for increased user base.

• Data storage capacity of at least 10 TB, with dynamic scaling capabilities.

• Period of Performance: One (1) 12-month Base Period, and four (4) 12-month Option Periods.

• Place of Performance: Primarily at the Government's location, with potential for remote contractor work approved by the COR. Travel to VA OIG field offices may be required.

• Technical Requirements: Highly configurable interface, administrator control over user interface, single inclusive and scalable system, document management, workflow and reporting, contact/referral intake, evidence management, personnel time tracking, logical access controls, customizable case management, bi-directional workflows, audit trails, templated/customizable letters/emails, customizable ad-hoc reports, advanced search capabilities, internal support services request feature, report automation, investigation activity and technique management, undercover/confidential source documentation, subpoena generator, URL addressability, time tracking, record input/retention/queries, government vehicle tracking, evidence management with barcoding, data migration/integration/interoperability, print/export/download capabilities, document/media upload up to 10GB, OCR capability, mobile-friendly interfaces, automatic name check deconfliction, advanced visualization dashboards, link analysis, geospatial analysis, alert system, timeline creation, customizable dashboards, eDiscovery, digital forensics, and AI capabilities.

• Non-Technical Requirements: Section 508 compliance, Federal security, privacy, and technical directives compliance, FedRAMP authorization or deployment on Single Agency Private Cloud, data-at-rest and data-in-transit encryption, HSPD-12 compliance, records retention specification, OMB M-21-31 Event Logging compliance, modern browser support, HTTPS usage, compatibility with latest Microsoft OS, SSO capability, and adherence to specific metrics for user base and uptime.

• Onboarding Support: 3 months from contract award.

• Contract Kickoff: Within 5 business days after award.

• Technical Kickoff: Within 5 business days after award.

• Deliverables: COTS ICMS, Implementation and Configuration, Configuration Plan, Configuration Control Document, Configuration Management Tool, Implementation Plan, Integrated Control Documentation, Data Migration, Data Migration Plan, Business Rules and Data Mapping, Test Management Plan, Daily Onboarding Status Report, Contract Kickoff Meeting, Technical Kickoff Meeting, Weekly Status Report, Project Schedule, Project Management Plan, Support Agreement, Knowledge Articles, Training Materials, Training Sessions, A&A Documentation.

• Contract Type: Anticipated Firm-Fixed Price (FFP).

Form / Attachment / Pricing Sheet

This document is a template provided for vendors to submit questions regarding the Request for Information (RFI) for Office of Investigations Case Management (OICM) Services. It is intended to standardize the format of vendor inquiries.

• Question Number: A sequential identifier for each question.
• SOW / RFI Reference: A field to reference specific sections of the Statement of Work (SOW) or RFI that the question pertains to.
• Vendor Questions: The primary field for vendors to articulate their questions.
• Government Response: A section reserved for the government to provide answers.

Vendors interested in responding to the RFI should use this template to submit their questions. This structured format ensures clarity and helps the government efficiently address vendor inquiries related to the OICM Services RFI (Notice ID: VAOIG-RFI-26-0001).