42d Contracting Squadron/LGC, 50 Lemay Plaza South, Bldg 804, Maxwell AFB, AL 36112-6334

70 -- DOCUMENT CONVERSION SYSTEM DUE 052698 POC Mary Lou Crook (334) 953-2560; Gladys McBride, Contracting Officer (334) 953-3514 E-MAIL: lcrook@max1.au.af.mil, lcrook@max1.au.af.mil. The Historical Research Agency at Maxwell AFB, AL is seeking to identify sources that can provide Document Conversion Systems to process classified and unclassified paper documents for loading on existing classified and unclassified electronic document management systems (EDMS). The EDMSs are running Excalibur Technologies RetrievalWare, Version 6.5 document management software. The following minimum requirements apply: (1.) Each Document Conversion System (DCS) shall provide document conversion and processing capabilities to: (a) Electronically scan five million paper pages per year and convert each to electronic image format. Image files to be in TIFF format using CCITT Group 4 compression. Scanning to be done at 300 dpi unless higher resolution is required for image clarity. Documents are 8 x 11, single sided, black on white paper (35%), 8 x 14, single sided (5%) and double sided documents of the previous sizes at same ratio of the remaining volume (60%). The paper originals also vary in weight, type face, print density and paper texture, and contain charts, photographs, graphics and handwritten margin notes. (b) Create an ASCII delimited document index record (database record) for workflow tracking and document life cycle management. The record shall contain as a minimum, a unique ten character control number, document title, security classification, special handling guidance, dates, originator, description and other information needed to track the document throughout its life cycle. The record shall be updated as the document is processed for loading onto the appropriate on-line EDMS. The DCS shall use techniques such as barcodes and other identifications and tracking methods to improve efficiency and reduce manual data entry. (c) Improve/enhance the quality of the scanned images (deskewing, despeckling, enhancing the contrast, removing borders, smoothing and thickening character images and applying any other cleanup techniques) to improve legibility and to increase the accuracy of the optical character recognition (OCR) derived ASCII text. (d) Convert a minimum of five million scanned digital images to ASCII text per year with an average accuracy rate of 90 percent. (e) Prepare each document's ASCII text and image files for direct loading into Excalibur Technologies RetrievalWare Version 6.5 electronic document management system (EDMS) and each document control record for entry into the RDBMS component of the EDMS. (f) Edit scanned images to add information such as security markings to margins and text of document pages or to blackout sensitive information to prevent unauthorized disclosure. Edit text files to add information or delete sensitive information to prevent unauthorized disclosure. (g) Comply with DOD Automated Document Conversion Master Plan, Electronic Records Management and Information Security Policy. References include DOD 5200.1-R; Information Security Program; Air Force Instruction 37-131, Freedom of Information Act Program; and Air Force Systems Security Instructions; AFSSI 5024, AFSSI5102, and AFSSI 5101. (2.) Each DCS shall provide document control to: (a) Securely process classified (50% of total), unclassified sensitive (20%) and unclassified (30%) documents in accordance with Air Force Information Security Policy. Classified and unclassified documents shall be processed on separate but identical systems. Both classified and unclassified DCSs shall be networked with sufficient workstations to perform all operational tasks required to properly process five million document pages per year. (b) Provide workflow management to control and track the processing of up to two million pages down to the document and individual page level. Provide the capability to check the status of any document from any workstation in the network. (c) Provide update capability for document control records (database record) created at time of scanning for document life cycle management. (3.) Each DCS shall provide the capability to: (a) Store document files (ASCII text files, tiff image files, and database records) for up to one million pages each of classified and unclassified documents. (b) Restore all active document files in the event of a system failure. (c) Provide workstation access to work in progress to allow quality checks and production monitoring of each processing step to ensure quality of output image and text files and database record. (d) Load government provided copies of Excalibur Technologies RetrievalWare, on each DCS server for final testing of processed documents. The loaded systems shall provide the capability to search, retrieve and view the documents prior to being loaded on the on-line EDMS systems. The system shall have the ability to transfer files electronically to the appropriate on-line EDMS. (4.) The DCS shall provide the capability to organize groups of documents for export using a (a) Computer Output Microfilm (COM) printer or equivalent device to (b) Produce archival quality (LE500) microfilm copies for long term document preservation at a minimum rate of 5,000 rolls per year in accordance with ANSI/AIIM STD MS 23-1991. (c) Produce general use microfilm for distribution at a rate of 5,000 rolls per year in accordance with ANSI/AIIM STD MS 23-1991. (d) Computer Output Laser Disc (COLD) or CD-ROM production systems to produce a minimum of 5,000 CD-ROM volumes per year for document dissemination in accordance with ANSI/AIIM STD MS 43-1988. The software required for searching, retrieving and viewing the documents shall be included on each CD-ROM volume. On site installation and integration of the items will be required. Vendors capable of providing a product with the salient characteristics as stated herein shall submit in writing a substantial statement clearly demonstrating comparable quality of the product offered, substantiated by technical data brochures which includes hardware/software specifications. Responses must also state that the contractor is not on the GSA Parties Excluded from Procurement Programs. Contractors with GSA schedule contracts shall provide the contract number, pricing, and expiration date. Responses shall also include their business size. A site visit and capabilities briefing may be required. Interested parties shall respond to this notice in writing to this office by no later than 26 May 1998. A solicitation is not available at this time. This synopsis is for product information and planning purposes only; it does not constitute a solicitation and should not be construed as a commitment by the Government. Information received will be used to evaluate capable sources. The Government does not intend to pay for any information received. Requests for copies of a solicitation will not be acknowledged. Point of contact for additional information will be Contract Specialist Mary Lou Crook at (334) 953-2560. (0127)

Loren Data Corp. http://www.ld.com (SYN# 0303 19980512\70-0007.SOL)