SOURCES SOUGHT
D -- RECORDS MANAGEMENT APPLICATION
- Notice Date
- 8/3/2005
- Notice Type
- Sources Sought
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of Transportation, Office of the Secretary of Tranportation (OST) Procurement Operations, OST Acquisition Services Division, 400 7th Street SW, Room 5106, Washington, DC, 20590
- ZIP Code
- 20590
- Solicitation Number
- Reference-Number-OST-2005-RMA01
- Response Due
- 8/31/2005
- Archive Date
- 9/15/2005
- Description
- REQUEST FOR INFORMATION (RFI) OFFICE OF THE SECRETARY OF TRANSPORTATION (OST) PROGRAM TITLE: DOT-WIDE RECORDS MANAGEMENT APPLICATION - PHASE 2 Name: Rhonda Robinson, Contracting Officer, DOT, OST Organization: Acquisition Services Region: DOT Headquarters Phone Number: 202-366-6689 Email: Rhonda.robinson@dot.gov Date: August 3, 2005 Industry Reponses Due by: August 31, 2005 Procurement Method: Public Announcement Introduction: The United States Department of Transportation (DOT), Office of the Secretary of Transportation (OST) is seeking Records Management Application products. With this Request For Information (RFI), the OST is seeking Commercial Records Management Application providers assistance in providing information that the DOT may utilize to support the scanning, indexing, storage and migration of paper records, for DOT-wide implementation, business solution and/or investment decision. Background: The DOT is planning a move to a new Headquarters Building, and as part of a department-wide consolidation process, DOT plans to convert substantial portions of its paper records into an electronic format. Statement of Need: This notice is issued by the Office of the Chief Information Officer (OCIO), an organization of the DOT OST, as an RFI to solicit responses from interested parties. The OCIO is seeking sources with the ability to recommend and implement a strategy that provides for the identification, evaluation, recommendation, purchase, installation, operation, and support of a Department-wide Records Management Application (RMA) for DOT. This notice is for information and planning purposes only, with the intent to allow industry the opportunity to provide feedback on their ideas for the provision of services described below. This document will also verify reasonableness and feasibility of future program requirements and promote competition. DOT intends to install 3,500 seats with the RMA over a three (3) year period, 2000 in the first year, and 750 in years two and three. The 2000 seats and associated services must be in place by February 2007. DOT is looking for a single Offeror that can provide solutions and support for the issues listed below. This RFI is not to be construed as a commitment by DOT, nor will DOT pay for the information submitted in response. Respondents will not be notified of the results of any government assessments. No awards will be issued as a result of this RFI. However, the information received through this RFI will be utilized to assist in formulating future requirements and an implementation strategy for DOT Records Management program. A part of that strategy will include other competitive procurements, such as obtaining the actual RMA solution. Therefore, the DOT is interested in commercial RMA providers? review, comments and input on the following: Issues to be Addressed: The Offeror must address the following items: Solicitation/Procurement Document Preparation The Offeror must identify and state the technical requirements and specifications of DOT pursuant to the process of the preparation and issuance of procurement documents that will allow prospective vendors to respond by offering an appropriate RMA solution. The Offeror must document the process by which the technical requirements of DOT were determined and incorporated into said procurement documents. A portion of this task will require the identification of the functional requirements of the several DOT Operating Administrations (OAs) for the Department-wide RMA, as well as the incorporation of related information already obtained by DOT. The RMA must comply with DOD 5015.2-STD, and the requirements of the National Archives and Records Administration (NARA), and be consistent with the Enterprise Architecture (EA) for DOT. Solicitation Response Evaluation and Recommendation to DOT for RMA Acquisition The Offeror must provide a documented methodology for evaluation of responses received resulting from the above referenced procurement consistent with the needs of DOT as stated in the procurement documents, and make a recommendation to the OCIO, based on all relevant documentation, for acquiring a specific Department-wide RMA solution. The Offeror should provide an estimated cost for the acquisition of the RMA solution, and an explanation of the underlying assumptions that form the basis for stating that price. A portion of this task will require the Offeror to arrange for and evaluate demonstrations of how the proposed RMA solutions will operate based upon certain work flows of the several DOT OAs. Moreover, the proposed RMA solution must be consistent with the Enterprise Architecture for DOT and will be reviewed by members of that DOT office prior to purchase or implementation. The Offeror must not be associated with any RMA solution in any sense that would constitute a conflict of interest by limiting the ability of the Offeror to fairly and objectively evaluate all potential RMA solution proposed. Implementation and Support of Selected RMA The Offeror must manage and support the chosen RMA in terms of its initial installation onto DOT servers and the DOT network, and in terms of its on-going operation. A portion of this task will require the identification of work flows of the several DOT OAs for input into the Department-wide RMA, as well as the incorporation of related information already obtained by DOT. Support for the RMA solution must be integrated into the DOT Information Technology Services support system Integration of Selected Records Management Application with Existing Applications The Offeror must integrate existing Records Management, Document Management, and Content Management applications already in use at DOT, and the contents thereof, into the Department-wide RMA. Existing applications at DOT may include, but are not limited to, Identitiech, Hummingbird, Documentum, Filenet, and/or Zylabs. The RMA solution must be compatible with and integrated into the Microsoft Office Suite/Outlook products. Training of DOT Personnel on Use of the Selected Records Management Application The Offeror must address the management and support of the provision of training for DOT personnel in the usage of the Department-wide RMA. Loading of Scanned Images The Offeror must manage and support the loading of scanned images into the Department-wide RMA. Pursuant to the effort at records reduction, DOT has issued a solicitation for scanning and it is anticipated that the OAs may have several million images of records scanned by the time the RMA is selected. Those images may be in TIFF, PDF, etc. formats, may be documents with or without OCR, and may or may not be indexed. While the terms of the scanning procurement will require the vendor providing that service to assist with the loading of the images into the RMA solution that DOT eventually implements, the Offeror here should anticipate a primary role in loading those legacy records into the RMA solution, and provide for loading of newly created records on a ?Day 1 Forward? basis. Consequently, the Offeror must consider the issues of loading and indexing existing records into the selected RMA solution. Price and Timeline Information The Offeror must provide a rough order of magnitude price for each of the items listed above, and provide pricing assumptions along with a proposed time frame for the accomplishment of those items. As noted above, DOT expects to install the 3,500 seats over a three year period. As such, the Offeror should provide the rough order of magnitude pricing for each item and the yearly cost for that item over each year of the three year period. As an example, if the Offeror states ?Training? at $4,000 dollars, what would be the cost for Year 1, how much for Year 2, and how much for Year 3? Responses must also include the following: Name and address of firm, size of business using the North American Industry Classification System (NAICS) code; average annual revenue for the past 3 years and number of employees; ownership; whether large, small, small disadvantaged, 8(a), HUBZone, Veteran, Service Disabled Veteran, and/or Women Owned; whether the Offeror is on GSA Schedule; number of years in business; list of customers covering the past three years. (Highlight relevant work performed). In summary, the Department-wide RMA must accommodate input, storage, and indexing of a variety of records types, allow for secure authorized access and retrieval of those records based on complex metadata that reflects the business needs of DOT?s modes and offices, must be compatible with similar applications already in use or implemented by DOT modes and offices, must be acceptable to the NARA, and be DOD 5015.2 compliant. SECURITY NOTICE: 1. Work under contract may involve access to sensitive information which shall not be disclosed by the contractor unless authorized by the contracting officer. To protect sensitive information, the contractor shall provide training to any contractor employee authorized access to sensitive information and, upon request of the Government, provide information as to an individual?s suitability to have such authorization. Contractor employees found by the Government to be unsuitable or whose employment is deemed contrary to the public interest or inconsistent with the best interest of national security, may be prevented from performing work under the particular contract when requested by the contracting officer. 2. The contractor shall ensure that contractor employees are: (1) citizens of the United States of America or an alien who has been lawfully admitted for permanent residence or employment (indicated by immigration status) as evidenced by investigations in accordance with DOT Order 1632.2B, Personnel Security Management. 3. The contractor shall include the above requirements in any subcontract awarded involving access to Government facilities, sensitive information, and/or resources. 4. Contractor Responsible for IT Services: The contactor shall be responsible for IT security for all systems operated by or connected to a DOT network, regardless of location. This includes any IT resource or services in which the contractor has physical or electronic access to DOT?s sensitive information that directly supports the mission of DOT (e.g. hosting DOT e-government sites or other IT operations). If necessary, the Government shall have access to contractor and any subcontractor facilities, systems/networks operated on behalf of DOT, documentation, databases, and personnel to carry out a program of IT information (to include vulnerability scanning), investigation and audit to safeguard against threats and hazards to DOT data or IT systems. 5. Within 30 days of contract award, the contractor shall develop and provide to the Government for approval, an IT Security Plan which describes the processes and procedures the contractor will follow in performance of said contract to ensure the appropriate security of IT resources developed, processed, or used under said contract. This Plan shall be written and implemented in accordance with applicable Federal laws stipulated in the reference section above. 6. The contractor shall screen their personnel requiring privileged access or limited privileged access to systems operated by the contractor for DOT or interconnected to a DOT network in accordance with DOT Order 1630.2B, Personnel Security Management and ensure contractor employees are trained annually in accordance with OMB Circular A-130, Federal Information Security Management Act, and NIST requirements with specific emphasis on rules of behavior. This requirement shall also be included in any subcontract award for IT services. 7. The contractor shall ensure DOT IT security baseline standards are applied to all IT systems developed and/or maintained by the contractor. Applicable Conditions: This acquisition meets critical timing constraints dictated by requirements inherent to moving into the new Headquarters building and avoidance of added cost by the Government. This RFI is being used to obtain information for planning purposes only and DOT does not presently intend to award a contract at this time. As stipulated in FAR 15.201(e), responses to this notice are not considered offers and cannot be accepted by the Government to form a binding contract. No solicitation exists; therefore, do not request a copy of the solicitation. DOT does not intend to pay for information furnished in response hereto. DOT reserves the right to consider a small business or 8(a) set-aside based on responses hereto. Sources interested in this requirement should send all relevant commercial literature (e.g., description of the services and products offered, specifications, price lists, etc.) and any other necessary information that demonstrates the above requirements can be met. DEADLINE FOR RESPONSES: Information should be submitted by 4:00 PM EST, August 31, 2005 via electronic mail to rhonda.robinson@dot.gov.
- Place of Performance
- Address: Washington, DC
- Zip Code: 20590
- Country: USA
- Zip Code: 20590
- Record
- SN00861268-W 20050805/050803211956 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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