SNOTE | D | Technology Management Office has a request for a new technological approach to implement records management modernization and compliance efforts.

FBO DAILY ISSUE OF MAY 21, 2010 FBO #3100
SPECIAL NOTICE

D -- Technology Management Office has a request for a new technological approach to implement records management modernization and compliance efforts.

Notice Date: 5/19/2010
Notice Type: Special Notice
NAICS: 541512 — Computer Systems Design Services
Contracting Office: Contracting Center of Excellence (NCR-CC), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
ZIP Code: 20310-5200
Solicitation Number: W91WAW-10-RFITYL
Archive Date: 8/17/2010
Point of Contact: Toye Y. Latimore, 703-428-0402
E-Mail Address: Contracting Center of Excellence (NCR-CC)
(toye.y.latimore@us.army.mil)
Small Business Set-Aside: N/A
Description: Currently, the Government does not have a requirement, but would like any information regarding pricing and how to develop a system of this magnitude. Request all industry representatives submit electronic capabilitiy briefings to Mr. Tony Smith, Email: Tony.R.Smith@conus.army.mil, based on the performance work statement below. The POC for this Request for Information (RFI) is Mr. Tony Smith. The Government is not entertaining oral presentations or questions, just capability briefs to be sent to the POC above. Performance Work Statement OFFICE OF THE CHIEF OF STAFF, ARMY (OCSA) TECHNOLOGY MANAGEMENT OFFICE (TMO) DOCUMENT MANAGEMENT SOFTWARE Part 1 General Information 1. General. This is a non-personal services contract to provide document management software. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services/Introduction. The Technology Management Office (TMO) is tasked to archive and maintain a central repository for information related to SAPs and sensitive activities. The Sensitive Technical Archive and Retrieval System (STARS) is the legacy electronic archive system for Army Special Access Program (SAP) and sensitive activity historical files. The system operated by the Technology Management Office (TMO) was established to provide long term archival and retrieval support to the SAP and sensitive activity community. Files were archived using Kofax document ingestion software and Convera Retrievalware for document searches. The result created TIFF (an image of the document) and a text (metadata) file format for every document scanned. The system relied on a proprietary scanner and a complex document management workflow using obsolete technology. Because of increasing maintenance costs, TMO decided to deactivate its existing archival system (STARS) pending an internal review of archiving procedures and technology. As a result, TMO shifted archiving operations from the legacy STARS system to the TMO internal local area network. Currently, TMO has the hardware infrastructure to support a document management system but lacks the software to implement. To meet the regulatory provisions of AR 380-381, TMO requires a new technological approach to implement records management modernization and compliance efforts. In the past, TMO relied on expensive antiquated technology that relied on outside vendors for operation and support, while failing to deliver a sound document management solution. 1.2 Background. TMO requires a document management solution that provides the ability to track and store electronic documents and/or images of paper documents. TMO personnel will scan documents. 1.3 Objectives. TMO requires the capability to convert paper records to an electronic format for long term archival and retrieval. The conversion of paper documents to text searchable f open standard format is the intent. TMO seeks to convert existing TIFF images to an open standard format and display all captured data in a PDF format. 1.4 Scope. This PWS includes all functions, services, and tasks associated with providing document management software. The work to be performed includes classified and unclassified services in the areas of document management integration software integration and testing. The contractor shall provide personnel, equipment, tools, supplies, materials, transportation, and any other items and services necessary to perform the functions in this PWS pertaining to the tasks listed in Part 5 of this PWS. The contractor shall develop a process for converting and ingesting existing TMO documents. Develop a basic full text search applications. The presentation of search results shall be based on most relevant matching text. The software shall support Google-like search syntax, and the ability to perform a 40-year review for special access required information (SAR) or a 25-year review for sensitive compartmented information (SCI). The development work shall be performed at the contractor site and the software installation/integration, testing and configuration support shall be performed at the government site (Pentagon). All services provided under this contract shall be performed within the United States. The contractor shall perform knowledge transfer (train) TMO staff on the administration of the document management system, including procedures for ingesting and retrieving documents. If a commercial off the shelf (COTS) application is used in the solution, the Contractor shall procure, on behalf of TMO (the licensee); necessary copies/licenses of COTS software (if applicable) then integrate it into/customize it with TMOs existing system. All software in this system must be compatible with Microsoft Windows operating systems and software developed/procured by the Contractor under this task order must comply with relevant 29 U.S.C. 794d, Section 508 standards. TMO shall be the licensee of any developed software, not the Contractor. The Contractor shall recommend any hardware upgrades that are needed to support the document management system. If developed by the contractor, the Contractor must provide contractor developed source code for the document management system for information assurance (IA) certification upon request. All software developed for TMO by the contractor and all documentation related to the system development, implementation and maintenance shall become the property of the TMO. 1.5Period of Performance. The period of performance shall be for one Base Year of 12 months. 1.6 General Information 1.6.1 Quality Control. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractors quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor will include a QCP within the contractors proposal. After acceptance of the quality control plan, the contractor shall receive the contracting officers acceptance in writing of any proposed change to his QC system. 1.6.2 Quality Assurance. The government shall evaluate the contractors performance under this contract in accordance with the Quality Assurance Surveillance. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.6.3 Recognized Holidays. The contractor not required to perform services on the following Federal holidays. New Years DayLabor Day Martin Luther King Jr. BirthdayColumbus Day Presidents DayVeterans Day Memorial DayThanksgiving Day Independence Day Christmas Day 1.6.4 Hours of Operation. The contractor is responsible for conducting business, between the hours of 0600 and 1730 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. 1.6.5 Place of Performance. The development work to be performed under this contract will be performed at the Contractor site and the software integration and testing will be performed at the Technology Management Office, RM 2A528, 200 Army Pentagon, Washington DC 20310-0200 1.6.6 Type of Contract. The government will award a Firm Fixed Price contract. 1.6.7 Security Requirements. Contractor personnel performing work under this contract must have a TOP SECRET clearance based on a single scope background investigation (SSBI) completed within the last five years and eligible for access to SCI at time of the proposal submission and must maintain the level of security required for the life of the contract. 1.6.7.1 Physical Security. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use within the Technology Management Office. At the close of each work period, government facilities, equipment and classified materials shall be secured. 1.6.7.2 Key Control: Not applicable 1.6.7.2.1 Not applicable 1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. 1.6.8 Special Qualifications. The Contractor shall possess knowledge of the following document management standards: ISO 2709:1996 Information and Documentation - Format for Information Exchange ISO 15836:2009 Information and Documentation -The Dublin Core Metadata Element Set ISO 23950:1998 Information, Documentation - Information Retrieval Application Service Definition, and Protocol Specification ISO/CD 10244 Document management - Business Process/Workflow Base lining and Analysis Associated with EDMS technologies ISO 32000 - Portable Document Format DoD Directive - DoD Records Management Program DoD 5015.02-STD Electronic Recordkeeping System Compliance Testing Program DoD 5200.1-PH, DoD Guide to Marking Classified Documents. 1.6.9 Post Award Conference/Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. 1.6.10 Contracting Officer Representative (COR). The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: Contract manager/Alternate contract manager, Senior Developer, Systems Engineer. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: 1.6.11.1 Contract Manager and Alternate Contract Manager: 1.6.11.1.1 The Contract Manager and Alternate must ensure that all IT infrastructure and associated service operates according to ITIL standards, compliant with contract service level agreements (SLAs) and metric goals. Oversee the delivery of Contract defined services, Facilitate correction of any problems/failures when key performance indicators, contract metrics and/or customer satisfaction fails to meet goals/expectations. Coordinate and manage contract reporting and data analysis needs/requirements, ensuring all deliverables are provided in a timely and accurate manner. Assist and oversee IT service delivery initiatives that support the productive use of document management computer hardware and software. Oversee the alignment of IT services and infrastructure with industry best practices. Ensure IT services and associated infrastructure meets PWS scope. Have at least 120 semester hours from an accredited college or equivalent experience/combined education, with professional experience and specialized training in an information technology discipline, program management, business administration or related field. 1.6.11.2 Senior Developer: 1.6.11.2.1 The Senior Developer must be experienced with COTS/OSS software development and maintenance of high reliability, operations grade software development on the Windows platform. The Senior Developer must have experience in several of the following disciplines: software engineering, requirements definition, client/server architectures, database design, design of test scenarios, design of high reliability software systems, database access using SQL, and customer interfacing. Must have experience with the software development lifecycle. Have at least Bachelors degree from an accredited college in computer science, software engineering, information systems management or a related field of study. 1.6.11.3 Systems Engineer 1.6.11.3.1 The Systems Engineer must be experienced with COTS/OSS integration and test experience, including trouble-shooting and resolving integration problems. The Systems Engineer must have experience in several of the following disciplines: systems engineering, requirements definition, client/server architectures, design of test scenarios, customer interfacing. Have a least Bachelors degree from an accredited college in information systems management or a related discipline. 1.6.12 Identification of Contractor Employees. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. 1.6.13 Contractor Travel. The Contractor shall cover all costs for travel to and from the government work site. 1.6.14 Other Direct Costs. None 1.6.15 Organizational Conflict of Interest. Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractors mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI. 1.6.16 Phase In/Phase Out Period. Not applicable PART 2 DEFINITIONS & ACRONYMS 2 Definitions and Acronyms. 2.1 Definitions. 2.1.1 Contractor. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. 2.1.2 Contracting Officer. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 2.1.3 Contracting Officers Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement. 2.1.5 Deliverable. Anything physically delivered, but may include non-physical items such as meeting minutes. 2.1.6 Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 2.1.7 Physical Security. Actions that prevent the loss or damage of Government property. 2.1.8 Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9 Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. 2.1.10 Quality Control. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements. 2.1.11 Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. 2.1.12 Work Day. The number of hours per day the Contractor provides services in accordance with the contract. 2.1.12 Work Week. Is defined as Monday through Friday, unless specified otherwise. 2.2 Acronyms. ACORAlternate Contracting Officer's Representative AFARSArmy Federal Acquisition Regulation Supplement ARArmy Regulation CCEContracting Center of Excellence CFRCode of Federal Regulations CONUSContinental United States (excludes Alaska and Hawaii) CORContracting Officer Representative COTRContracting Officer's Technical Representative COTSCommercial off the Shelf DADepartment of the Army DCID Director of Central Intelligence Directive DD250Department of Defense Form 250 (Receiving Report) DD254Department of Defense Contract Security Requirement List DFARSDefense Federal Acquisition Regulation Supplement DMDCDefense Manpower Data Center DODDepartment of Defense FARFederal Acquisition Regulation IAW In Accordance With IA Information Assurance IS Information System ISO International Standards Organization KOContracting Officer OCIOrganizational Conflict of Interest OCONUSOutside Continental United States (includes Alaska and Hawaii) OCSA Office of the Chief of Staff, Army ODC Other Direct Costs OSS Open Source Software PIPOPhase In/Phase Out PL Protection Level POCPoint of Contact PRSPerformance Requirements Summary PWSPerformance Work Statement QAQuality Assurance QAPQuality Assurance Program QASPQuality Assurance Surveillance Plan QCQuality Control QCPQuality Control Program SAR Special Access Require SAP Special Access Program SCI Sensitive Compartmented Information SSBI Single Scope Background Investigation STARS Sensitive Technical Archive and Retrieval System TE Technical Exhibit TIFF Tagged Image File Format TMO Technology Management Office TS/SCI Top Secret Clearance with Access to Sensitive Compartmented Information PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3 Government Furnished Items and Services. 3.1 Services. Not applicable 3.2 Facilities. The Government will provide the necessary workspace for the contractor to provide the support outlined in the PWS to include desk space, telephones, computers and other items necessary to maintain an office environment. 3.3 Utilities. Not applicable 3.4 Equipment. Not applicable 3.5 Materials. The Government will provide all regulations, standard operating procedures and policies governing the support outlined in the PWS. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4 Contractor Furnished Items and Responsibilities. Not applicable 4.1 General: Not applicable 4.2 Secret Facility Clearance: Not applicable 4.3 Materials. The Contractor shall provide software, removable media, operating manuals and training materials necessary to meet the requirements under this PWS. 4.4 Equipment. Not applicable PART 5 SPECIFIC TASKS 5 Specific Tasks. 5.1 Basic Services. The contractor shall provide a process for converting and ingesting existing TMO documents with a full text/metadata search application. The process may be developed by the Contractor and/or consist of COTS applications. The presentation of search results shall be based on most relevant matching text. The software shall support Google-like search syntax. 5.2 The document management software shall perform the following: 5.2.1 Document Capture ability to import paper/electronic documents into a document repository. 5.2.2 File Management documents imported in a searchable open document format and captures document metadata for fast search and retrieval. 5.2.3 Document Protection imported files retain original unaltered format. 5.2.4 Records Management the ability to perform a 40-year review for special access required information (SAR) or a 25-year review for sensitive compartmental information (SCI). 5.2.5 Modular document capture, file management, document output and records management functionality can used together as a process or individually as operational requirements dictate. 5.2.6 Scalable solution must offer the scalability to accommodate increasing numbers of users and increasing numbers of documents as the organization grows. 5.2.7 Backup Capability 5.2.8 Security commensurate with DCID accredited PL2 internal LAN. 5.2.9 Services and Training vendor must provide a full range of services to help utilize the solution. 5.2.10 Data Migration the ability to move data from the legacy system to a new document management system. 5.2.11 Interoperability document management solution must integrate seamlessly with existing network. Interoperability reduces the total cost of ownership as it eliminates the need to maintain another standalone system. 5.3 Contractor Manpower Reporting (CMR). The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officers Technical Representative (COTR) or also known as the Contracting Officers Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractors system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website. PART 6 Applicable Publications 6 Applicable Publications (Current Editions) 6.1 The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. 6.1.1 AR 25-1 6.1.2 AR 25-2 6.1.3 AR 25-400-2 6.1.2 AR 380-5 6.1.3 AR 380-381 6.1.4 DoD 5200.1-PH 6.1.5 29 U.S.C. 794d, Section 508 TECHNICAL EXHIBIT 1 Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective (The Service requiredusually a shall statement)StandardPerformance Threshold (This is the maximum error rate. It could possibly be Zero deviation from standard) Method of Surveillance PRS # 1 Document Capture ability to import paper documents/electronic into a document repository. PWS Paragraph 5.2.1.The DMS will support the upload of images of paper documents using scanners or electronic documents using CD/DVD/USB media.Zero deviation from the standard.Review random portions of the DMS for accuracy and accessibility of information. PRS # 2 File Management documents imported in a searchable open document format and captures document metadata for fast search and retrieval. PWS Paragraph 5.2.2.The DMS will track electronic documents. Indexing may be as simple as keeping track of unique document identifiers or a more complex form, such as providing classification through the documents' metadata or through word indexes extracted from the documents' contents. The DMS will incorporate the ability to save documents in PDF. Zero deviation from the standard.Review random portions of the DMS for accuracy and accessibility of information. PRS # 3. Document Protection imported files retain original unaltered format. PWS Paragraph 5.2.3The document management system will have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people.Zero deviation from the standard.Review random portions of the DMS for accuracy and accessibility of information. PRS # 4. Records Management the ability to perform a 40-year review for special access required information (SAR) or a 25-year review for sensitive compartmental information (SCI). PWS Paragraph 5.2.3All managed documents will receive an automatic declassification review 40-year review for special access required information (SAR) or a 25-year review for sensitive compartmental information (SCI) based on the file time/date stamp. Zero deviation from the standard.Review random portions of the DMS for accuracy and accessibility of information. PRS #5. Data Migration the need to move data from a legacy system to a new document management system. PWS Paragraph 5.2.10All TIFF and TXT files from a legacy DM system will migrate to the new DMS and seamlessly integrate with the existing data repository. Zero deviation from the standard.Review random portions of the DMS for accuracy and accessibility of information. PRS #6. Interoperability document management solution must integrate seamlessly with existing network. Interoperability reduces the total cost of ownership as it eliminates the need to maintain another standalone system. PWS Paragraph 5.2.11The document management software will integrate document management directly into the existing local area network, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application. Zero deviation from the standard.Review random portions of the DMS for accuracy and accessibility of information. TECHNICAL EXHIBIT 2 Deliverables Schedule DeliverableFrequency# of CopiesMedium/FormatSubmit To Monthly progress reports.At the end of each 30 days after the award of the contract, a progress report discussing the progress made in the previous 30 days in writing chapters. 1Electronic file by e-mail as an MS Word attachment. COR TECHNICAL EXHIBIT 3 Estimated Workload Data (Not Applicable)
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D -- Technology Management Office has a request for a new technological approach to implement records management modernization and compliance efforts.