SOURCES SOUGHT
D -- Commercial Off The Shelf (COTS) Document Management System (DMS) - COTS DMS Requirement Matrix
- Notice Date
- 7/26/2010
- Notice Type
- Sources Sought
- NAICS
- 519190
— All Other Information Services
- Contracting Office
- United States Senate, Office of the Sergeant at Arms, Finance Division, United States Senate, Washington, District of Columbia, 20510-7207, United States
- ZIP Code
- 20510-7207
- Solicitation Number
- SSN2010-S-029
- Archive Date
- 8/11/2010
- Point of Contact
- Kathleen M. Haddow, Phone: NA
- E-Mail Address
-
Acquisitions2010@saa.aenate.gov
(Acquisitions2010@saa.aenate.gov)
- Small Business Set-Aside
- N/A
- Description
- COTS DMS REQUIREMENTS MATRIX (Requirements 1 through 56) THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY TO PREQUALIFY VENDORS. THERE IS NOT A SOLICITATION AVAILABLE AT THIS TIME. THIS IS NOT A FORMAL REQUEST FOR PROPOSAL (RFP). The United States Senate Office of the Sergeant at Arms (SAA) is seeking sources for a Commercial Off The Shelf (COTS) Document Management System (DMS) and software, herein after referred to as the COTS DMS, to convert existing Lotus Notes databases and database functions (to include electronic mail). The Contractor shall also provide application installation, COTS DMS customization, licenses, maintenance, training, configuration support, and documentation. The SAA invites all qualified sources to respond to this Sources Sought Notice. ALL REQUIREMENTS ARE MANDATORY. NO REMOTE ACCESS OR INTERNET CONNECTION ARE PERMITTED. REQUIREMENTS: 1. The Contractor shall be the proprietary developer and implementer of the COTS DMS. No implementers or resellers of second or third party software will be considered for this sources sought. 2. The COTS DMS shall be the current release. No beta or other prerelease versions will be considered. 3. The COTS DMS shall be a non-hosted product and will be hosted in-house by the U.S. Senate. 4. The COTS DMS shall integrate with Fujitsu fi-5750c and fi-6770 or other high capacity duplex color scanners and capture software to release images into the DMS. 5. The COTS DMS shall be compatible with Microsoft Windows environment. 6. The COTS DMS shall be integrated with Microsoft Outlook or a comparable COTS electronic mail product and Microsoft Rights Management. 7. The COTS DMS shall support Open Document Management API (ODMA) for importing/exporting word processing documents into the DMS. 8. The COTS DMS shall support the most common types of documents and images. 9. The COTS DMS shall support thin clients. 10. All data associated with the COTS DMS shall be encrypted. 11. The COTS DMS shall have a centralized search engine capability. 12. All documents (either scanned or electronically imported) that are entered into the COTS DMS shall be automatically OCR'd. 13. When a document is OCR'd into the system, it shall be immediately viewable and searchable. 14. OCR process recognizes inverted text and vertical text. 15. The COTS DMS shall automatically populate a number for each record. 16. When a record is saved, the date and time shall be automatically placed in the record. 17. The record shall include a field called "Number of Pages". The COTS DMS will automatically populate the number of pages of a record but data entry personnel can also edit this field. 18. The record shall have a field called "Subject". Data from the OCR'd attached document can be copied and pasted into this field. 19. The record shall include a field called "Category". The highest "Category" should be pre-populated in the field by default. The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. This field will also be associated with Rights Management (DRM). 20. The DMS record shall include a field called "Section". The highest "Section" should be pre-populated in the field by default. The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. This field will also be associated with Rights Management (DRM). 21. The record shall include a field called "Individual/Group Access". The data entry personnel shall have the ability to select this entry from the Active Directory discretionary access control list. This field will also be associated with Document Rights Management (DRM). 22. The record shall include a field called "From: Name." The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 23. The record shall include a field called "From: Agency/Organization." The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 24. The record shall include a field called "To: Name." The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 25. The record shall include a field called "To: Agency/Organization." The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 26. The record shall have a field called "Filed With". This field shall hyperlink with other DMS records. Once the association is made with the other record(s), all associated record(s) are updated with these hyperlinks automatically. 27. The administrator shall have the ability to define certain document "Types" that will require the data entry personnel to enter a record number in the "Filed With" field before the document can be saved. Once the document is saved, a hyperlink is created to that record(s) number in the "Filed With" field. 28. The record shall have a field called "Recipient Name". The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 29. The record shall have a field called "Document Type". The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 30. The record shall have a field called "Special Projects". The data entry personnel shall have the ability to select this entry from a pre-defined pull-down menu arranged in alphabetical order. 31. The record shall include a field called "Agency Control #". Data entry characters shall be alpha-numeric. 32. The record shall have a field called "Hard Copies". When the data entry personnel enter the number of copies of a document, a record shall be created to track the history of each copy (when the document was created, when and to whom the record was checked out, when and from whom the document was returned, when the document was destroyed, when the document was archived, and when it was returned to originating agency, etc.). If a copy is destroyed the DMS shall update the number of copies reflected in the record. 33. The record shall have a field called "Document Date". The system shall automatically search the scanned document and autofill the document date field. The data entry personnel shall have the ability to modify the document date via a pull-down calendar. 34. The data entry personnel shall be able to modify any pre-defined list in the DMS. 35. All fields within the DMS shall be browsable and/or searchable. 36. When a search is initiated for a document, the search term shall be highlighted in the search results. 37. When the users are presented with search results the document should appear in its original form. 38. When the users are presented with search results, the user shall have the ability to copy and paste from the document that has been entered in the DMS. 39. Users will receive an automatic notification when a new record has been entered into the DMS based on user access privileges. The DMS shall maintain a record of the notification that data entry personnel can reference later. 40. The notification of the newly created record shall link the user to the record. The DMS shall distinguish between read and unread records for each individual user. 41. Users will have the ability to customize/filter the notification of newly created records. 42. Users shall be able to save notifications in folders. 43. The data entry personnel shall have the ability to spell check the record before the record it is saved. 44. Rights Management shall be applied to all records inside and outside the DMS, as well as Microsoft Office products. 45. Rights Management shall control the ability to access, view, print, save, email, copy and paste. 46. There shall be an audit utility, restricted to use by administrators, which tracks system and user activities as they occur. The utility should enable the administrators to conduct queries and generate reports on all activities. Customized queries can be created and saved. 47. The customer shall be provided with a database conversion utility that will enable the customer to convert approximately 500,000 records from a Lotus Notes environment to the proposed COTS DMS, as well as the document attached to the record. 48. The conversion utility shall also include a Lotus Notes electronic mail database conversion. 49. The conversion utility shall also include conversion of Lotus Notes resource calendars. 50. The conversion utility for the propose COTS DMS shall maintain the existing database's rights management. 51. The customer's current record numbering system shall be converted into the proposed system. 52. Provide immediate response time for critical technical support. Provide one-hour response time for non-critical technical support. 53. Provide maintenance and free COTS DMS upgrades. 54. Provide next-day on-site customer support. 55. Training for administrators and users of the COTS DMS, to include hardcopy and electronic versions of all training materials. 56. Provide hardcopy and electronic versions of any documentation needed to use, implement, and maintain the COTS DMS. This includes documentation for COTS DMS support, database administration, and any Senate-specific tasks needed for the effective installation, implementation, and maintenance of the COTS DMS. INSTRUCTIONS To respond you shall provide the following: 1) General Information about your firm * Company Name: * Address: * Point of Contact Telephone Number E-mail address * GSA Schedule Number (if applicable) * DUNS Number * Tax ID Number; 2) The Vendor shall provide a completed COTS DMS Requirements matrix in.xls format, see Attachment A to this Notice, "COTS DMS Requirements 1 through 56". The matrix document must be completed and returned in EXCEL format. Non EXCEL documents will not be reviewed. 3) Past Performance Past performance information (not included in 15 page count) for the three most recent customers/clients, less than two (2) years old, which demonstrates knowledge/experience in the addressed COTS DMS requirements (1 through 56). The following information shall be provided: a. organization name b. point(s) of contact (POC) who can speak to the details of the project, the title of the POC and their phone number c. contract number d. project title e. period of performance f. short descriptions (1 to 4 sentences) of: work conducted relative to the requirements 4) A current COTS DMS product price list. INSTRUCTIONS The information contained in this notice will be the only information provided by the Senate during the Sources Sought process. All qualified sources should respond to this Sources Sought by submitting an information package in accordance with the instructions provided. Failure to provide information on items 1 through 4 above will result in disqualification of the vendor from further consideration. Vendors responding to this notice and deemed qualified by the SAA may be requested to submit a proposal in response to a solicitation. Only firms deemed qualified will be permitted to submit proposals. If suitable responses are received from qualified sources, the SAA anticipates release of a solicitation during the fourth quarter of Fiscal Year 2011. The SAA will not conduct debriefings on the results of this qualification process based upon the anticipated volume of responses it will receive. Neither the SAA nor the Senate will be responsible for any costs for the preparation of responses to this request. Responses to this Market Survey-Sources Sought request are due to the POC no later than August 10, 2010, at Noon EDT and shall be submitted electronically via email only to the attention of Kathleen M. Haddow at mailto:Acquisitions2010@saa.senate.gov. The subject line of the email message shall be: SSN 2010-D-029 COTS DMS. No other method of transmittal will be accepted. The response shall not exceed fifteen (15) pages, note this page limitation does not include the completed requirements matrix excel document and the past performance information. Unnecessarily elaborate submissions are discouraged. Pages over the page limitation may be discarded. Access by the SAA to information in any files attached to the response is the responsibility of the submitting party. Neither the SAA nor the Senate is responsible for any failure to access vendor information. THIS IS NOT A REQUEST FOR PROPOSAL. THIS NOTICE CONSTITUTES THE ENTIRE SOURCES SOUGHT NOTICE AND IS THE ONLY INFORMATION PROVIDED BY THE SAA OR SENATE. ANY REQUESTS FOR ADDITIONAL INFORMATION WILL NOT BE HONORED.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/Senate/SAA/SAAFD/SSN2010-S-029/listing.html)
- Place of Performance
- Address: United States Capitol, Washington, District of Columbia, 20510, United States
- Zip Code: 20510
- Zip Code: 20510
- Record
- SN02217813-W 20100728/100726235149-dbdf0431624223e527f828f55339ec21 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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