SOURCES SOUGHT
D -- Correspondence Management System O&M
- Notice Date
- 10/6/2010
- Notice Type
- Sources Sought
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Environmental Protection Agency, FEDBID, OAMFEDBID, 1200 Pennsylvania Ave., NW, MailCode: 3803R, Washington, District of Columbia, 20460
- ZIP Code
- 20460
- Solicitation Number
- PR-DC-11-00032
- Archive Date
- 12/24/2010
- Point of Contact
- Lin Pinskey, Phone: 202-564-4394, David Fuller, Phone: 202-564-4767
- E-Mail Address
-
pinskey.lin@epa.gov, fuller.david@epa.gov
(pinskey.lin@epa.gov, fuller.david@epa.gov)
- Small Business Set-Aside
- N/A
- Description
- The Environmental Protection Agency is contemplating issuing a service disabled veteran owned small businesses set aside, in accordance with FAR 19.1400, solicitation for the operation and maintainance of the Office of Executive Secretariat's executive correspondence Correspondence Management System. Qualified SDVBs must provide Lin Pinskey, via e-mail, a 2-page capability statement for evaluation no-later-than 13:00 EDT on October 23, 2010 to pinskey.lin@epa.gov. If the contracting officer determines that there are qualified SDVBs that have the capability to provide the support services and that there is a reasonable expectation that two or more SDVB will submit offers, the contracting officer will set-aside the requirement for SDVBs. The statement of work for the requirement is: Correspondence Management System Operations and Maintenance 1. PURPOSE The Environmental Protection Agency's (EPA) Office of the Executive Secretariat in the Office of the Administrator is responsible for tracking executive correspondence and maintains the official records for the Administrator and Deputy Administrator. The effectiveness of the Office of the Executive Secretariat is dependent in part on its enterprise-wide information technology application called the Correspondence Management System (CMS). CMS is EPA's correspondence tracking and workflow management system that scans, logs, routes, tracks and stores incoming and outgoing Agency correspondence from and to members of the public, private, and governmental sectors. The purpose of this small business solicitation is to award a contract to support the operation and maintenance of the CMS application. 2. BACKGROUND Developed using Documentum's E-Content Server 5, a commercial off-the-shelf (COTS) document management solution, CMS provides a web-based user interface available for use Agency-wide to EPA personnel via EPA's secure Intranet. Documents are either entered or scanned into the system and routed through a review and approval process and a virtual record is created for each control. The system has predefined templates for responses and can import documents from other databases. After signature, the final document is scanned into the system. Authorized CMS users are able to: • View scanned correspondence images, drafted responses, control history, and assignment information; • Receive Lotus Notes e-mail notification; • Add supporting documents to controls from a CMS library or a PC or network drive; • Maintain citizen information and citizen correspondence history; • Search for existing controls based on a variety of control data; and • Generate reports, mass mailing letters, and control processing statistics. The CMS application resides on the following file servers located in a secure, access-controlled environment at EPA's National Computer Center (NCC) in Research Triangle Park, North Carolina: Hardware System Software 1. Production Server Sun Fire V440 - E-Content Documentum 5.3 SP2 2. Production Server Sun Fire V210 - Web Content Apache Tomcat 2.29 3. Pre-Production Sun Fire V210 - E-Content Server Documentum 5.3 SP2 4. Pre-Production Server Sun Fire V210 - Web Content Apache Tomcat 2.29 5. Dell Poweredge 2650 Scanning Application Server InputAccel 5.3, Windows 2000 Server 6. Dell Poweredge 2650 Module Server InputAccel 5.3, Windows 2000 Server 7. Dell Poweredge 2850 Production Server InputAccel Input Management Console (IMC) Windows 2003 Server Standard 8. Dell Poweredge 1600SC AutoRender Server Windows Server 2000 9. IBM Blade 8843 Development Application Server Documentum Foundations Services (DFS) 6.5; JBoss 10. Dell PowerEdge 2850 "Jump Box" Server -Aurora MS Windows Sever 2003 11. Dell PowerEdge 2850 "Jump - Sunfire Box" Server MS Windows Sever 2003 Support may include assistance in working with the application hosting team at the National Computer Center located in Research Triangle Park, NC and other EPA application partners. CMS users use local scanners to create PDF images of incoming, outgoing, and supporting documents. Scanners feed information to two Dell servers - InputAccel 5.3 and Content rendition server - and a Tomcat Application at the NCC. Other supporting documents (e.g. word processing files, spreadsheets,.pdf) can be directly imported to CMS. The following items will be attached to the Request for Proposals: o Attachment 1: CMS User Manual o Attachment 2: CMS Runbook o Attachment 3: CMS Scanning Environment Runbook o Attachment 4: CMS System Administration & Operations Manual 3. SCOPE OF WORK SUMMARY 1. Provide third tier end-user technical support for CMS-related trouble tickets. 2. Troubleshoot issues related to CMS, as identified by the COR. 3. Provide direct technical support to the COR, CMS System Administrator and other staff. 4. Assure that the application is operational and accessible to EPA users, except during scheduled maintenance periods. In the event of application failure, make sure that notification is escalated through the channels the COR identifies and that all essential personnel are notified. Supporting outage notification information is detailed in the associated CMS runbooks for the application. 5. Provide support for minor production releases. 6. Provide comprehensive documentation of both front and back-end processes, including troubleshooting, routine maintenance activities through Documentum Administrator, and other standard forms of system documentation. Deliver updated documentation on a quarterly basis. 7. Ensure application is operational following periodic hosting environment maintenance outages and provide technical support in preparing for those outages. 8. Ensure updates or upgrades to CMS are performed in a manner the maintains the integrity, the look and feel of the application, does not add unnecessary functionality, and does not deviate from EPA business rules. 9. Provide weekly and monthly status reports that detail the work completed, problem(s) identified, or change request(s) identified, action(s) taken or planned, current status, summary, and all other pertinent data as determined by the EPA PM. 10. Conduct periodic Quality Assurance (QA) on the application, as directed by the EPA PM, and provide feedback, recommendations and guidance. Periodic QA results should be added to the weekly and monthly status reports. 4. Statement of Work Details a. The contractor shall provide support consisting of one or more developers with broad and extensive Documentum-based system experience, Oracle, Apache Tomcat, Captiva InputAccel experience and a technical writer. The same level of effort and skill set as currently provided must be maintained for the duration of the contract. b. The contractor shall provide O&M support required to ensure stable and reliable operation of CMS including Tier Three technical support for end-users, technical troubleshooting of hardware and software issues, system update support, and documentation of support-related activities. The Tier Three technical support shall track support requests and ensure that problems are addressed in a timely manner. User support requests, system change requests, and other system issues will be referred to the contractor by the EPA PM or CMS team staff member via appropriate means. Upon receipt of support requests, the contractor will categorize the issue as one of the following: • Problem - Any issues related to application functionality, including scanning, Input Management Console (IMC), Light Directory Access Protocol (LDAP), and other related processes. • Question - Any technical questions related to CMS. • Requirement - Ideas, suggestions, input, and direction from the CMS user community or the CMS team. In general, items in this category will require Change Control Board and/or requirements sessions and will be used to develop addenda c. The contractor shall analyze and resolve issues in accordance with EPA business rules and EMC (including its partnering companies) and Captiva product development capabilities. The contractor shall use a tracking database in a dedicated, web-accessible Documentum eRoom to enter, define, track, and report on such requests. The contractor shall capture the following information for each support request: • Title - A brief summary of the support request that identifies the issue and if necessary, the symptoms of the problem. • Status - The current status of the support request (New, Open, Retest, Closed Release, Closed). • Severity /Level of Importance - The level of severity/importance will be described as being either High, Medium, or Low. • Issue Number - A unique serial key for identifying the support request. • Submitted By - The name of the individual who made the support request. • Release Number - If the support request requires a code change, this field will designate the release or projected release to implement the change in the production environment. • Assigned To - The contractor resource assigned to work on the support request. • Date Received - The day, month, and year that the request was received. • Request Type - The categorization of the support request (Problem, Question, and Requirement). • Date Completed - The day, month, and year that the support request was closed. d. The contractor shall use a database to track the support requests and generate weekly reports to the Contracting Officer's Representative. The weekly reports shall include all open and closed Issues that detail the resources being used and the number of hours being used to address the requests. The weekly reports will be reviewed during periodic status meetings. e. The contractor shall provide expertise to track any technical issues associated with the CMS system and provide expert Documentum (including its partnering companies/products) and InputAccel development and configuration support to the COR. The contractor shall work with the EPA National Computer Center infrastructure personnel to ensure that any upgrades to the underlying CMS infrastructure are coordinated and thoroughly tested. The contractor shall ensure that proposed system changes are supported, that EPA understands any risks associated with any and all grades, and that the changes are tested and fully functional first in the CMS pre-production environment. Infrastructure changes include the: • upgrade of web and application servers, • upgrade or patching of databases, • upgrade and monitoring of the InputAccel scanning servers, • updates to the Input Management Console software; • upgrades to the Apache Tomcat software, and • upgrade of the Documentum servers. f. The contractor shall assign all work orders to developers using the eRoom support request database. The COR will analyze and discuss the contractor's work orders in a status meeting or at a Change Control Board session (if applicable), and assigned to the contractor to resolve. The contractor will receive an eRoom e-mail notification alerting the contractor that a new issue has been received. The contractor shall use the eRoom distribution system for developers to notify testers about code changes. All communications shall centrally stored and shall serve as an audit trail for activities and communications related to a support request. g. The contractor shall attend and actively participate in EPA's quarterly CCB meetings with the COR to support all aspects of CMS releases. The contractor shall assist in "bundling" and prioritizing ensuing approved change requests into minor production releases. The contractor shall enter all change requests into the eRoom, prioritized by developer effort and customer priority of low, medium, or high. The contractor shall verify the priority with the COR. The contractor shall track and update all change requests as the CCB makes decisions in the CCB meeting. The contractor shall maintain and make available the current status of all open items discussed in the CCB meeting in the weekly and monthly status reports. The contractor shall analyze the approved CCB change requests to ensure that the requirements are clearly defined. h. The contractor shall address O&M support services requirements. i. The contractor shall develop a project schedule for each release, using project management software to document the key resources and timeline for each release. The contractor shall regularly update the project schedule, which is a standing agenda item for all CCB meetings. The contractor shall update the Functional Requirements Document, Production Support Document, CMS User Manuals, CMS Administrator Manual, training documentation, and other pertinent documents as part of release activities. j. The contractor shall provide the analysis, design, and Documentum and InputAccel programming expertise to correct software defects and make enhancements in the CMS code. The contractor shall develop test scripts and perform thorough unit and system testing of releases. The contractor shall support EPA during User Acceptance Testing (UAT) and correct any issues reported during UAT prior to production release. The contractor shall deliver fully-tested, functional code (as outlined in the requirements document) prepared for release to production to the web-hosting group. Additional efforts related to the deployment of this code, such as web-hosting environment issues are not included. k. The contractor is expected to participate in regular status meetings with the COR and CMS system administrator to discuss the overall status and progress of the project. The contractor shall develop and distribute meeting agendas at least two-business days prior to all meetings. The contractor shall create meeting minutes and distribute them to all meeting attendees for attendees review and comment within two-business days of the meetings. The COR will approve the draft comments in an e-mail to the contractor's PM. The contractor shall incorporate all COR approved review comments into a final version of the meeting minutes and distribute the final document within five business days from receipt of the COR's approval. l. The contractor shall provide a monthly cost summary report detailing, by date, task/activity, the number of hours expended with explanatory narrative. m. The contractor shall document all changes to code, customizations, changes to the look and feel of the application, and changes that impact the methodology used to process correspondence at EPA using the application. The contractor shall detail information in the Functional Requirements Document (FRD) and any associate documentation. The contractor shall deliver system documentation and updates to existing documents at a minimum of a quarterly basis or when the COR requests them.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/EPA/FEDBIB/WASHFEDBID/PR-DC-11-00032/listing.html)
- Place of Performance
- Address: 1200 Pennsylvania Avenue, N.W., Washington, District of Columbia, 20004-2403, United States
- Zip Code: 20004-2403
- Zip Code: 20004-2403
- Record
- SN02307021-W 20101008/101006234328-f9a504d201b59ca5a76a3b9293a204f2 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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