SOURCES SOUGHT
70 -- DOCUMENT CONTROL SYSTEM REQUIREMENTS
- Notice Date
- 11/20/2003
- Notice Type
- Sources Sought
- Contracting Office
- Department of Agriculture, Animal and Plant Health Inspection Service, Administrative Services Division/SCSC, 4700 River Road Unit 45, Riverdale, MD, 20737
- ZIP Code
- 20737
- Solicitation Number
- RFI-APHIS-04-007
- Response Due
- 12/4/2003
- Archive Date
- 12/5/2003
- Point of Contact
- Estela Diaz, Contract Specialist, Phone 301-734-8110, Fax 301-734-8871,
- E-Mail Address
-
Estela.Diaz@usda.gov
- Description
- The United States Department of Agriculture (USDA), Animal and Plant Health Inspection Service (APHIS), Marketing and Regulatory Programs (MRP), Human Resources Division (HRD) is seeking commercial software packages that may be able to satisfy automating the control of documents within the scope of the ISO 9000 Quality Management System, the management of the internal audit program, and the handling of customer issues. Controlled documents include Level 2 (process descriptions), Level 3 (work instructions, SOP's, internal checklists). A mechanism is not required for the retention or distribution of Records (Level 4), but the solution should provide for the creation of master list (or similar functionality) of records and other categories of documents, such as reference documents. The solution will provide a mechanism for approving, numbering, revising, retrieving, sharing, protecting and disposing of documents with the overall objective of compliance with ISO 9001:2000 document control requirements.Any vendor that can satisfy this search must provide technical and marketing literature that supports the following technical requirements:(1)Reporting:Capable of creating reports that indicate status of documents (pending, active, archived) Software has an ad-hoc reporting feature; Dynamic creation of a master list of documents housed in the control system; Ability to customize and develop forms/templates - import from another system, print the templates Questions: What is the software reporting tool? How is the data stored in the background for reports and how easy is the tool to use by the average users? (2)Approving: Ability to define roles at various points (readers, approvers, HR users, administrator, reviewers)Create functional groups (read only, write, change, create, delete) Ability to open all stored archived, referenced, and existing documents no matter what software original was created in - Ability to customize routing - Ability to monitor the status of documents Flexibility to change the # of users Unlimited read only access - Ability to use check boxes/radio buttons to make a command - Capability to use both sequential and parallel reviewing - Capable of creating a ?flag? to notify reviewer there is a document to review - Ability to customize distribution list to the individual level - Reviewers receive email message of pending work assigned to them -Capability of notifying affected users automatically when the change is approved for release -Capable of using e-mail systems (currently LN) to notify users - Capability to automatically reminding personnel when work is pending, late, etc. System links to existing directory services. (3)Numbering: Ability to create own numbering schematic/manual numbering - Capable of defining/ creating/ maintaining/ populating drop down menus - Ability to integrate existing and pre-numbered documents into the master list of documents - (4) Retrieving: - Search capability to retrieve superseded docs. - Capability of retrieving and viewing docs from multiple applications - Question ? Where are approved documents stored? (5)Archiving: Capability of keeping and resurrecting previous versions of documents - Capability of creating a list of archived documents - Automatically archives documents when a new version is approved and released - Restrict access to archived documents - Ability to identify retention criteria - Ability to delete documents. (6) Security: Available at multiple locations (MN, CO, DC, MD, NC) - Remote access to system for telework, travel, emergency programs, and temporary access.Questions/comments: Explain the ideal situation for architecture/hardware. Capable of housing original documents or retrieving from multiple sources - how does system store documents - where are they - how are they retrieved? (7) Other Questions/requirements: Designer capabilities: 1.Is there separate software? ii.Are there separate licensing issues? - System must be customizable - In general, what are the knowledge and skills needed for administration of the system? In order for APHIS to implement within 6 months what is needed from both parties? - Software must have been used as an ISO-compliant document control system in an ISO 9001:2000 certified environment Compatibility with LN - send and email - Transaction volume - forecast ability to grow with processes - is product scaleable? - what file formats can be imported and exported? - Deployment ? is software web enabled or client server based? (8)Additional Software Modules: - Manage internal auditing process - Provide a solution to enable the automation of the internal Quality System audit process including: - Audit program scheduling, - Audit task assignments,- Notification of audits to auditees, - Facilitate creation and distribution of audit checklists, - Facilitate creation and distribution of audit reports, - Facilitate creation and routing of Corrective Actions, -Tracking of Corrective Actions through to close out, - Extraction of audit trend data and reporting. - Customer Complaint process - The Customer feedback process will be used to track complaints received from HR customers regarding the quality and/or timeliness of services provided. All functional areas of HR will be covered by the system and complaints from all customers (as identified by the process) will be tracked. A database tracking system will be used that will include a mechanism for logging in the original contact, responding to the person making the complaint, forwarding the complaint for resolution, and tracking the issue through to resolution. In addition, the system must allow for retaining historical information on complaints, by functional area/issue, and meeting ISO 9000 requirements for certification purposes. In addition to the technical and marketing literature, interested sources must also include the following for evaluation by the Contracting Officer: (1) Company name and address; (2) Company contact Name and telephone number; (3) If available, any contracting vehicles such as Federal Supply Schedules (FSS), Government Wide Acquisition Contracts (GWAC) or existing Federal Contracts that can satisfy this requirement; (4) Business Status (Large, Small, Small Woman-Owned, Disadvantaged, Veterans Status, etc.); (5) Tax Identification Number (TIN); and (6) Company Capability Statement. All information must be submitted to: USDA, APHIS, MRP-BS, Specialized Contracting Service Center, Attn: Estela M. Diaz, Contracting Officer, 4700 River Road Unit 45, Riverdale, MD 20737. E-mail can be submitted to: Estela.M.Diaz@aphis.usda.gov. Fax transmissions will also be accepted using either number (301) 734-7323/8871. Telephone inquiries WILL NOT be accepted. This information is for planning purposes only and does not constitute a solicitation for a proposal. It is not to be construed as a commitment by the Government. The Government does not intend to pay for any information provided in response to this synopsis. Responses to this synopsis WILL NOT result in a bidders list.
- Place of Performance
- Address: At contractor's site
- Record
- SN00473392-W 20031122/031120211910 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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