Fleet and Industrial Supply Center, Norfolk Washington Detachment 901 M.Street, S.E. Bldg. 200 4th Flr., Washington Navy Yard, Washington, DC 203

R -- ADMINISTRATIVE SUPPORT SERVICES SOL N00600-98-R-1451 DUE 030498 POC No solicitation document will be issued. Fax quotations to Small Purchase Branch at (202) 433-9586. For further information, contact Beverly A. Sivels on (202) 433-3978. 17. (I) This is a COMBINED SYNOPSIS/SOLICITATION for services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announce constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (II) This solicitation, numbered N00600-98-R-1451, is issued as a Request for Quote. (III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 90-46 and Defense Acquisition Circular 91-12. (VI) The standard industrial classification code is 3571 and the small business size standard is 1,000 employees. This acquisition is unrestricted. (V) A list of Contract Line Item Numbers (CLINs) and their items are: CLIN 0001: Document management, Workflow and Imaging suite with support; Statement of Work -- Document management, Workflow and Imaging suite with support -- 1. Background -- The Department of the Navy Chief Information Officer (DONCIO) is responsible for developing IM/IT strategies, policies, plans, architecture, standards, guidance, and process-re-inventions support the functional mission, goals and objectives of the Department. They also ensure the infrastructure and information systems are efficient, interoperable, and consistent with the Navy's vision. To perform this tasking, the DON VIO has concluded that a team-based implementation approach will be employed in which the customers who have a stake in decisions are involved in the decision-making process. An operational model includes a DON CIO Board of Representatives, seven DON Enterprise Integrated Product Teams (IPTs), and five supporting competencies within the Office of the DON CIO. These elements are defined as follows: DON CIO Board of Representatives -- The primary policy setting and approval body for IM/IT architectures, standards and strategic plans within the Department, chaired by the DON CIO, and composed of representatives from across the Navy and Marine Corps operating forces, major resource claimants, and program sponsors. DON CIO Enterprise IPS -- The enterprise teams that develop policies, architectures, standards, and plans for DON enterprise-wide requirements. These teams use an integrated modeling framework and common reference models and are comprised by technical and functional expects from Navy and Marine Corps operating forces, major resource claimants, and program sponsors. Supporting the seven DON Enterprise IPTs are five competencies and two support staffs in the Office of the DON CIO. The IPTs perform the work, while the competencies provide the processes, facilitation and support. Enterprise Architecture and Standards: Guides and supports the DON CIO IPT's and Department commands and functions in the use of architecture modeling techniques for integrated planning. These services include providing of architecture frameworks, model-based planning methods, modeling tools, and reusable modeling components. Also maintains a shared repository. Strategic Planning: Guides and supports the preparation of the DON CIO Strategic Plan. Coordinates the integration of the strategic plan with the DON programming and IT budgeting processes. Provides orientation training to new IPTs and ensures their success. Enterprise Architecture and Standards: Supports the three DON architecture IPTs by providing architecture frame works, model-based planning methods, modeling tools, and reusable modeling components. Also maintains a shared repository. Process Re-invention and Metrics: Supports the DON's process reinvention project teams by providing consulting support for process reinvention initiatives. Assists the establishment of specific IM/IT performance measures for all IM/IT initiatives. Capital Planning and Investments: Coordinates DON CIO inputs and responses to Program Objectives Memoranda (POM) and the NAVCOMPT and OSD budget processes. Acquisition Program: Supports ASN (RD&A) IM/IT acquisition responsibilities delegated to the DASN (C4I/EW/S) for cost, schedule, and performance review in accordance with the SECNAVINST 5000.2B. Corporate Communications: Provides DON CIO supporting communication services (internal and external) including distribution of CIO-related policies, plans, information, and guidance in a variety of communication formats and media. The audiences are both internal and external to the DON. Resource Support Staff: Provide the competency groups with ongoing administrative services including secretarial, financial, personnel, contract, and IM/IT support services administration. 2. Scope -- The mission of this project is to dramatically improve DON CIO services by improving access, accuracy and velocity of business critical information flowing through the organization and ultimately the enterprise. The DON CIO needs to obtain contractor support to install an electronic document management suite (EDMS). There are three primary advantages to implementing a document management suite: First, routing time will be greatly reduced. It currently takes one to two days to route a newly received tasker to the appropriate action officer. DON CIO EDMS will reduce this routing time to one to two hours, the time currently required to manual process incoming mail. Similarly, it may take one to two days to route a tasker to each chopping organization. DON CIO EDMS will reduce this routing time to 2-3 minutes. Last, routing a completed tasker for approval currently takes 1 to 2 days. DON CIO EDMS will reduce this routing time to 2-3 minutes. Second, overall processing time will be reduced. The 3-6 days currently spent in routing will immediately be realized in the automated process. In addition there are other less tangible processing efficiencies to be gained. Action packages must adhere to a specific physical format e.g. the executive summary, attachments, reference, and enclosures must be placed in the proper order. DON CIO EDMS will eliminate the time needed to manually compose the folder, roughly 10-15 minutes per action package. DON CIO EDMS will provide on-line access to reference materials. This will reduce the time spent locating the proper research materials. Third, customer satisfaction will be enhanced. DON CIO EDMS will provide tracking of in process taskers and immediate access to historical documents. This information can be used to respond immediately to queries. The DON CIO solution is envisioned initially as a document management system withb the following future capabilities planned: (a) document imaging; (b) workflow automation; (c) records management (for future electronic FOIA requests); (d) correspondence control/tracking. These technologies are briefly described below. Document Management System enables electronic storage, retrieval, tracking and disposition of documents. Documents may take on many forms: digital text documents, digital pictures of paper documents (images); graphics; CAD files; digitized audio; digitized video i.e., any type of unstructured data which may be authored, rendered or stored in digital form. A complete Electronic Document Management System (EDMS) facilitates the process of retrieving, sharing, tracking, revising and distributing documents and information they contain and provides all the software and hardware required to insure that control is maintained over all documents. Document Imaging enables paper documents to be converted into electronic images or pictures. These images can then be routed, processed, transmitted, stored, and retrieved by DON CIO EDMS. In addition, imaging improves document retrieval, document protection, and productivity. Workflow Automation enables images and other electronic documents to be quickly and automatically routed throughout the organization for processing. Records Management provides a central, secure, and easily accessible mechanism for searching and retrieving archival documentation such as completed action packages (IAW DoD Inst 5150). Correspondence control/tracking enables systematic procedure for receipt and release of official written communications between an organization and other entities, including dividuals. It encompasses: Logging of incoming communications, Routing, Response date assignment, Maintenance of tracking information, Tickler functions, Subject coding, Response preparation, Signature and release requirements, Filing, Logging of outgoing communications, Mailing and other dispatch. 3. Specific Tasks -- Task Category; Sub-Task(s) -- Site Survey -- Site Survey -- Review of the CIO's current Network Hardware & Software architecture and how it fits in with the vendors proposed solution. Site Survey -- Business Process Analysis Review; Proposal -- Proposal Development to include details of the vendors proposed PD-DOCS, Correspondence Tracking and Document Imaging solution. Live Test Demonstration (LTD) -- A live demonstration either at the vendors site or DON CIO offices showcasing the capabilities and features of the proposed solution. Acquisition -- Purchase needed Hardware & Software to support vendors proposed integrated solution to support approximately 50 clients (see attached server to determine if existing hardware meets the requirements of the vendors proposed solution.) The CIO has alreaddy purchased the following software in support of this project: (a) DOCS OPEN v3.7 Server & Client Software (150 client licenses); (b) DOCS IMAGING v3.5 Software; (c) Microsoft SQL v6.5 Server Software (1 server license). Proposed Correspondence Tracking software that integrates with PC-DOCS. Proposed Document Imaging software that integrates with PC-DOCS (or vendors recommendation to utilize DOCS IMAGING which the CIO has already purchased). Proposed Document Scanners in support of Document Imaging. The CIO currently has one HP Scanjet 3C and one new HP Network Scanjet 5 (both supporting 50 page automatic document feeding). The preferred CIO solution is to utilize the HP Network Scanjet 5 and have the scanned documents automatically cataloged into the PC-DOCS document library. Installation -- Installation and configuration of PC-DOCS and SQL server software to include groupings, data tables, etc. The CIO has two on-site technicians that have been through one week PC-DOCS Administrator training and will be working closely with the integrator. Installation and configuration of DOCS OPEN, and other client software required by the vendors solution. The following applications will require PC-DOCS integration at the client desktop: Office 95 and Exchange 4.0. Review and analyze DON CIO overall business process and design a systems architecture that will automate most functions within the process. The design should include both hardware and software considerations and should incorporate workflow management, document imaging, and document management. In the case of document management, the system should incorporate PCDOC's DOCS Open system. The system should initially be based upon a client server type architecture, but should consider other possibilities such as web access and transactional systems. Sub-Tasks: 1. Meet with DON CIO senior management. Determine what concerns, expectations, and desires are prevalent concerning the proposed process automation. Organize those findings such that desires and expectations can be answered to the maximum possibility and concerns can be managed. 2. Conduct in-depth interviews with each of the competency managers and functional staff managers. Analyze the ongoing business process. Discuss both near and far term requirements and the impact that automation will have on the process. Prioritize the concerns of each competency/staff area. Clearly identify showstoppers that must be accommodated. 3. Analyze the processes within each of the competency/staff areas, identify common areas, and attempt to collate the processes into a common business process. Identify those areas where special consideration must be given and determine what actions must be taken to accommodate these considerations in the overall design. Design a common business process and publish a description of the process for staff review. 4. Review the draft business process with each competency/staff leader as well as key senior managers. Incorporate suggestions, revisions, or modifications. Gain consensus for the common process and seek senior management approval of the process. 5. Using the common business process described above. Design both a physical and logical system architecture. Publish this plan in draft form for review and revision. Gain DON CIO approval for the proposed architecture. 6. Using the approved system architecture, design the appropriate data models and generate the databases as required. Installation and configuration of vendors proposed Correspondence Tracking and Document Imaging software and it's integration with PC-DOCS. Operational -- Vendors estimate of the time required (weeks) to setup, test, and perform a 50 client roll-out of their proposed solution. Training -- Provide training for 50 individuals on vendors proposed Correspondence Tracking and Document Imaging solution. PC-DOCS user training has already been purchased via PC-DOCS Inc. Administration -- Provide one on-site Administrator who has a minimum of one year experience setting up and administering the proposed solution (7 months on-site or until the end of FY 98). Provide one on-site Helpdesk Support individual (5 months on-site). Client Contacts -- Provide company name, contact person, and phone number(s) of two companies currently utilizing the proposed solution. Each client provided should have a minimum of 60 workstations currently utilizing the proposed solution in a production environment. Project Deliverables -- Project Management (5 months -- 20 hours); Monthly Reports; Project Wrap-up and Use Metrics. 4. Significant Milestones and Deliverables -- The milestones and deliverable for these tasks will coincide with the stand up and milestone schedules of the document management implementation team. Those schedules will be formulated and approved by the executive director of the office of the DON CIO. The deliverables are similarly determinedby the same person. 5. Staffing -- Any assigned contractor personnel shall work with Government personnel assigned to the DONCIO Corporate Communications staff, the DONCIO IPTs, and Competencies. 6. Place of Performance -- The contractor will perform work under this task in Government provided spaces in the Washington metropolitan area. 7. Period of Performance -- The period of performance for this task is 180 working days. The effective start date is the day the delivery order is signed by a contracting officer. A milestone/performance schedule will be developed in conjunction with the tasking set forth by the DONCIO Corporate Communications staff. 8. Government Furnished Equipment (GFE)/Government Furnished Information (GFI) -- The government will provide the following equipment for contractor personnel working at Government sites (if necessary): Office space, Personnel computers, Applicable Software, Applicable documents, Telephones, Access Badges and Office supplies. 9. Other Support Information -- 9.1. -- Security. All deliverables provided under this delivery order are UNCLASSIFIED. However, access to classified materials or networks, up to and including SECRET, may be required. Security clearances will be required (up to and including SECRET) for those individuals requiring access to classified information. Security requirements will adhere to the OPNAVINST 5239 series. A DD 254 will be issued with the task. Privacy Act data must conform to the provisions of Federal Law and the Privacy Act of 1974 and Public Law 93-579. Systems input files and output reports will be handled in accordance with applicable DON directives. 9.2 -- Travel, Local travel, including parking, will be required. If travel outside of the local area is required, compensation will be in accordance with the governments Joint Travel Regulations. 9.3 -- Communications. Electronic communications, including server and internet/world wide web connectivity will be required. 9.4. -- Document Preparation and Reproduction. Deliverable preparation materials and reproduction support will be required. 9.5. -- Other Contractor Coordination. Due to the multi-contractor support environment where several contractor teams are providing support to the Government, the contractor will be required to work with other contractors. 9.6. -- Other Direct Costs. Incidental costs to cover the performance of the tasks listed above may be required. Prior approval by the government will be required for the purchase of these items. This Statement of Work defines a requirement from the Department of the Navy Information Network Program Office (DoNINPO) for an Enterprise Network Engineering effort. DC metropolitan area, normally to the Department of the Navy, 901 M Street, SE., Washington Navy Yard Bldg. 176/2, Washington, DC 20374. Services are for the Department of the Navy, 901 M Street, SE Washington Navy Yard Bldg. 176/2, Washington, DC 20374. (VII) FAR clause 52.202-3, Gratuities (APR 1984), is incorporated by reference and applies to this acquisition. (VIII) FAR 52.203-6, Restrictions on Subcontractor Sales to the Government (JUL 1995). (IX) FAR 52.211-15, Defense Priority and Allocation Requirements (SEP 1990). (X) FAR 52.222-41, Service Contract Act of 1965, as amended (MAY 1989). (XI) FAR 52-222-3, Convict Labor (AUG 1996). (XII) FAR 52.222-26, Equal Opportunity (APR 1984). (XIII) FAR 52.222-35, Affirmative Action for Special Disabled and Vietnam ERA Veterans (APR 1984). (XIV) FAR 52.222-36, Affirmative Action for Handicapped Workers (APR 1984). (XV) FAR 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam ERA (JAN 1988). (XVI) FAR 52.232-1, Payments (APR 1984). (XVII) FAR 52.232-8, Discounts for Prompt Payment (MAY 1997). (XVIII) FAR 52.233-1, Disputes (MAR 1994). (XIX) FAR 52.233-3, Protest After Award (AUG 1996). (XX) FAR 52.246-25, Limitation of Liability-Services (FEB 1997). (XX) FAR 52.232-25, Prompt Payment (MAY 1997). (XXI) FAR 52.225-13, Restrictions on Contracting with Sanctioned Persons (MAY 1989). (XXII) FAR 52.225-18, European Union Sanction for End Products (JAN 1996). (XXIV) FAR 52.225-19, European Union Sanction for Services (JAN 1996). FAR 52.225-7001, Buy American Act and Balance of Payments Program (JAN 1994). DPAS rating is N/A. No CBD notes apply. Proposals are due 27 FEB 1998 at 2:00PM Eastern Time at the FISC Norfolk Detachment Washington Customer Service Center, 901 M Street., SE, Washington, DC 20374-5014. For questions regarding this specific acquisition contact Ms. Beverly A. Sivels at (202) 433-3978. (0057)

Loren Data Corp. http://www.ld.com (SYN# 0067 19980302\R-0001.SOL)