SOURCES SOUGHT
D -- Document Management Solution
- Notice Date
- 10/21/2005
- Notice Type
- Sources Sought
- NAICS
- 519190
— All Other Information Services
- Contracting Office
- Department of the Treasury, Comptroller of the Currency (OCC), Acquisition Management (AQM), 250 E Street, SW Mail Stop 4-13, Washington, DC, 20219
- ZIP Code
- 20219
- Solicitation Number
- Reference-Number-CC-06-HQ-WE-0001
- Response Due
- 10/28/2005
- Archive Date
- 11/11/2005
- Description
- 1.0 INTRODUCTION. The Office of the Comptroller of the Currency (OCC), Large Bank Supervision (LBS) is investigating vendor interest and capability in configuring an integrated COTS product suite, developing interfaces to external systems, implementation of the solution, training, and maintenance support services to satisfy the following project mission statement. ?To develop a management and information solution that will improve the quality, consistency, and timeliness of the supervisory documents and reports, ensure appropriate approval process, automate document distribution and records management, and provide integrated business intelligence for report aggregation and executive reporting?. The OCC LBS has the following business objectives that this solution must satisfy: Improve the process of sharing vital LBS documents; Utilize a Commercial Off the Shelf (COTS) Document/Records Management system that will provide a centralized document storage repository, and manage the creation, access, and lifecycle of electronic documents; Standardize the business processes related to the flow of electronic documents by defining and analyzing the current business processes; Automate the repetitive business processes within the Large Banks using an automated workflow tool that tightly integrates with the DM solution. Apply appropriate retention and disposition processes to stored electronic documents. Responses to this RFI are due by 2:00 PM on October 28, 2005. It is anticipated that the acquisition will be conducted as an order against a GSA schedule contract. See Section 3.0 for further information on the information to be included with the vendor response. 2.0 GENERAL DESCRIPTION OF REQUIREMENTS. The document management solution will consist of five major features: Document repository, document management functionalities, business process automation functionality, business intelligence capabilities, and seamless transition of documents to agency official records. It is envisioned that the solution will allow the capability to bring together the five major features into a personalized web top, for each individual user, to allow for ease of use in a user centric workspace. The document repository feature will provide a centralized location, for all Large Bank staff/examiners, where documents can be store and retrieve using standard document metadata. Document management functionalities will enable users to apply security to each document, track the processing of each document, create versions of their document, and to easily search for stored documents. The business process automation function will automate the LBS business processes that produce documents. Document templates and their processing will be an integral part of the workflow automation. This function will also seamlessly integrate with the DM solution and will have a bi-directional interface to the Supervisory Information solution (SIS) Large Bank (LB) application for transfer/updating of discrete data between document templates and SIS LB database. The business intelligence capability will allow for the presentation of both structured and unstructured data in a personalized and interactive manner; resulting in the display of various comprehensive aggregated data sets in the forms of live reports, charts, tables, pivot tables, graphs, and ticklers. A seamless transition of documents to agency official records function will provide the users with the ability to create official records with no user interaction to the agency records management solution. System Capabilities The following are the system capabilities that LBS is envisioning for the solution: System shall provide a centralized document repository for all LB documents. The purpose of this system capability is to provide a centralized document storage or repository for all documents as part of an Enterprise repository. The document management solution will be designed to enable all users from 24 geographical locations to access the interface, add documents, and save them to a centralized location that can be viewed and accessed by all other users within their security parameters. System shall provide electronic document management capabilities to LBS staff. The purpose of this system capability is to provide all required document management capabilities. Note: OCC has purchased the Hummingbird DM (and RM) software to satisfy this requirement, however, the hardware architecture and installation/configuration of this software is part of the activities of the DM solution described in this RFI. System shall improve the quality, consistency, and timeliness of supervisory reports. The purpose of this system capability is to ensure that the solution improves the quality, consistency and timeliness of supervisory reports. System shall provide an automated process for ensuring appropriate approvals and distributions of the LB documents through defined business processes. The purpose of this system capability is to ensure that an automated workflow tool is integrated seamlessly with the Hummingbird (HB) Document Management (DM) software. This automated workflow tool must have the capability to: seamlessly interface with HB DM; have serial/parallel routing paths; provide e-mail notifications; an API interface to relational databases; allow users to initiate a workflow process from a selection list; allow users to create assignment lists and sub-route an item to other users; enable authorized workflow users to create assignment templates; provide users with the ability to add, delete, and modify documents to workflow items based on their permission parameters; provide users with the ability to perform document collaboration on the documents in the business processes; and have ad-hoc routing capabilities to satisfy the various business processes that are not routine. System shall provide information and report aggregation capabilities. The purpose of this system capability is to ensure that the solution provides an aggregation function for the reports and information stored in the solution. System shall provide a seamless transition of documents to agency records. The purpose of this system capability is to ensure that the DM solution can seamlessly transition or transfer a working document to the electronic records management system (Hummingbird). System shall comply with the OCC Enterprise Architecture requirements and standards. The purpose of this system capability is to ensure that the solution complies with the OCC Enterprise Architecture (EA) requirements and standards. System shall comply with the OCC Statutory and Legislative compliance requirements. The purpose of this system capability is to ensure that the solution complies with the Statutory and Legislative requirements outlined in this document. These requirements include the Section 508 compliance, Records Management requirements, Freedom of Information Act (FOIA), and Privacy Act requirements. System shall provide a Standard LB Operating Procedure (SOP). The purpose of this system capability is to ensure that upon deployment of the solution, a Standard Operating Procedure (SOP) is provided to the users. The SOP defines the operating procedures and guidelines that are not part of the automated workflow or the document management capability. These are rules and guidelines to help guide the users on making day-to-day business decisions on document storage, deletion, workflow process, and document templates. System shall provide a Standard LB Security Procedure (SSP). The purpose of this system capability is to ensure that upon deployment of the solution, a Standard Security Procedure (SSP) is provided to the users. The SSP defines the security procedures and guidelines. These procedures will enable the users to comply with the security requirements set forth for the solution. System shall provide a standard LB naming convention procedures for metadata and documents. The purpose of this system capability is to ensure that a standard naming convention for naming documents in the DM repository is followed by the users. The naming convention applies to all document names and metadata elements that require the user?s input. This requirement ensures that all users are aware of the type of information that can be imported and stored in the DM repository and it also eliminates the duplication of documents by different users. System shall have standard metadata taxonomy for the definition of bank supervision data. The purpose of this system capability is to ensure that the solution provides standard metadata around unstructured bank supervision data to be incorporated into the OCC taxonomy. System shall provide a standard template for core LB document types. The purpose of this system capability is to ensure that the solution stores and provides standard document templates. The document templates will be stored in the DM repository with a standard naming convention so that all users can identify the document. These document templates will have the required security permissions and parameters. System shall include a Business Intelligence utility for analytical data charts and graphs reporting. The purpose of this capability is to provide the LB mangers with specific dashboard functionality. The dashboard content shall be generated based on the user?s role and identity. The dashboard utility must include live reports, prompts, charts, tables, pivot tables, graphics, and tickers based on the data stored in the database. The dashboard utility must be interactive and enable its users to drill down, navigate, modify, and interact with the data results. The dashboard utility will also be comprehensive where the content is aggregated from a wide variety of sources, including the Internet, shared file servers, relational databases, and the document management repository data. System shall include new and existing LB documents in the centralized repository. The purpose of this system capability is to ensure that the previously created documents by the LB users are migrated to the DM repository. System shall support a role-based permission structure to securely store LB documents. The purpose of this system capability is to ensure that the solution utilizes a role-based structure defined by LBS to secure solution access. The solution will be structured to have a hierarchical permission security. System shall enable users to work on documents outside the solution and import the end result back in the solution. The purpose of this system capability is to ensure that the solution provides users with the ability to work on their documents outside the solution. This process would enable a user to export a copy of their document from the solution and work on the document while off-line. Exporting the document form the repository would require the user to lock the document and disable other users from modifying it. Once the document is completed, it is imported back into the solution and available to all other users within their permission parameters. 3.0 INFORMATION REQUIRED FROM VENDOR. 3.1 Submission. Vendors are requested to submit their response to the attention of Mr. Willie E. Evans. The preferred method of delivery is electronic version of the response sent to willie.evans@occ.treas.gov . Printed responses are to be delivered by recorded delivery or by hand in exchange for a receipt to the following: Office of the Comptroller of the Currency Attention: Mr. Willie E. Evans 250 E Street SW Washington, DC 20219-0001 Vendors should ensure all information and documents, including technical or marketing material, submitted with your response, are sequentially page numbered, indexed, tabbed, and bound for reference and ease of handling during the review process. 3.2 Vendor Responses. Vendors are requested to prepare and submit their responses in 10 pages or less, including Appendices. In order to ensure that OCC can carry out a fair review of the responses, it is essential that vendors adhere to the format and sequence specified. Each section requiring a response is clearly identified by numbers and headings. The response to the required information in Sections 3.2.1 through 3.2.3 are clearly headed with the corresponding number and text. Please ensure these same references are used throughout your response. Responses are required in the following format: 3.2.1 Introduction / Company Profile. a. A summary of the vendor?s Company Profile. b. A summary of the vendor?s capabilities to deliver a solution that satisfies OCC?s requirements; identifying the main benefits and any additional reasons the OCC should proceed further with your organization. 3.2.2 Skills & Experience. a. Briefly describe the organization (team make-up/potential partnering arrangements) and required skill sets of a project team that would provide the services described in the General Description of Requirements. c. A summary of the vendor?s past experience managing an integration project of this type and magnitude, including experience managing subcontractors. 3.2.3 Appendices. Vendors may wish to make use of appendices when structuring their response. This is acceptable provided that the appropriate section within the response clearly indicates that the information is to be found in the cross-referenced appendix. 4.0 INFORMATION EXCHANGE MEETINGS. Upon receipt and review of the responses to this RFI, individual meetings with the respondents may be deemed necessary for purposes of clarification. If so, notification will be provided. Respondents may also request a meeting if they so desire. Because the purpose of the Government requested meetings might be strictly to clarify RFI responses, those attending should be capable and prepared to address the specific issues that may be identified by the Government. Meetings requested by respondents should not be considered or used as sales or marketing meetings. 5.0 DISCLAIMER This RFI is issued solely for the purpose of seeking information only and will be used to assist the Government in its planning efforts relative to future acquisitions for a DM solution. THIS DOES NOT CONSTITUTE A SOLICITATION OR REQUEST FOR A PROPOSAL. As a result and in accordance with FAR 15.202(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. All information received in response to this RFI marked Proprietary will be handled accordingly. Responses to the RFI will not be returned. Except as indicated above in 4.0, the Government will also not provide any comments, documentation or other type response regarding the results of its review. Responders are solely responsible for all expenses associated with responding to this RFI.
- Place of Performance
- Address: Comptroller of the Currency, 250 E Street SW, Washington, DC
- Zip Code: 20219-0001
- Country: US
- Zip Code: 20219-0001
- Record
- SN00919466-W 20051023/051022080616 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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