D -- DOCUMENT & RECORDSMANAGEMENT SOLUTION FOR HOSTED APPLICATION SERVICES

Notice Date

March 14, 2001

Contracting Office

Document and Automation Production Services, 5450 Carlise Pike, PO Box 2020, Bldg 09, Mechanicsburg, PA 17055-0788

ZIP Code

17055-0788

Solicitation Number

SA4705-01-R-0001

Response Due

April 2, 2001

Point of Contact

Mr. Dale Blum, DAPS Contracting Office, dblum@daps.dla.mil, 717-605-4510.

E-Mail Address

Click here to contact the DAPS POC via e-mail (dblum@daps.dla.mil)

Description

NOTE: THIS IS THE FINAL POSTING OF THE ORIGINAL RFI POSTED ON 12 MARCH 2001 -- 13:08 SUBMISSION NUMBER 50F9B2. ** ALSO NOTE PLEASE SEND ALL QUESTIONS CONCERNING THIS RFI TO: dblum@daps.dla.mil A WEB SITE IS BEING CONSIDERED TO POST ALL QUESTIONS AND POTENTIAL ANSWERS. ** This is not a request for proposal but a survey to locate potential sources for solutions for document and records management for hosted application services provided by the Document and Automation and Production Service. The Federal Government has increasing requirements for the means to convert from paper to electronic document management. The pace change of information technologies coupled with the lengthy process for establishing and implementing an effective operation of these systems continues to limit successes by many agencies. Title 44 USC 3101/3102 require all federal agencies to create, maintain and preserve documents and records using an active and continuing program for economic and efficient management. The Document Automation & Production Service (DAPS) provides Federal Government agencies with the full range of document services, keeping pace with new technologies through innovations and partnerships that enhance the fulfillment of this mission. The DAPS intends to establish a hosted application service to provide end-to-end document and records management services, to include publishing on demand; integration to output management utilities; and, serve as a foundation for effective knowledge management. DAPS expects to accomplish this by selecting solution(s) that either integrate system components with other best-of-breed components or provide complete functionality in a single, tightly integrated product suite to realize a complete solution matched to highly variable customer requirements. An Internet-based services application centrally served to DAPS customers is the targeted solution; however, distributed data management solutions may also need to be supported through effective external service provider performance. Solutions with a high degree of flexibility and open, scalable architecture are of greatest importance. The solution(s) offered must be able to be hosted on multiple, stable operating system platforms that can be purchased from established Government contract vehicles. Hardware purchase is not included with this contract. The solution(s) selected by DAPS will facilitate management of multiple versions of documents and of component elements; provide security and controlled access for electronic delivery and distributed output management; and, incorporate a group or suite of products to address all aspects of an enterprise's document management needs. These needs include extended directory services, workflow, groupware and intra/internet to create, distribute, use and archive documents and official records. DAPS intends to use and implement this service to achieve several benefits to its operations and provide and affordable, best-value solution for all potential customers in the Executive Branch of Federal Government. The benefits that are favored from selection of a suite(s) of tools licensed as a hosted application service include: a. Increased accuracy b. Decreased transaction costs c. Consistent document quality d. Greater information handling productivity e. Reduced infrastructure to manage common, shared services across the Federal Government. DAPS seeks sources to compete for contract award(s) for products and related technical and maintenance services for the full spectrum of document life cycle, records and knowledge management services. The DAPS plans to use these tools to provide Federal Government customers with services that effectively describe and access knowledge bases and to map, categorize, navigate, visualize, summarize and search enterprise knowledge assets. The DAPS requirements for this hosted application service include both core and enhanced functionality that span input, formatting, management and output of documents and records. The core capability must include an integrated document and records management system with interface to distributed output management systems for archival storage, analytic processing, printing and electronic search and presentment of information tailored to meet individual customer needs. This includes: a. Document scanning and conversion services (or interface to such commercially available tools and services), with integrated tools for input to the document repository and security; b. Version/configuration control at the record, document and content-tagged level; and, indexing database and cataloging utilities (e.g. insert, append and batch); c. Electronic storage with archive capability, including deletion of records in accordance with customer-defined rules for records management; d. Search against key fields, descriptive databases and full text (to support content based retrieval); e. Retrieval utilities for document access to multiple repositories and incorporation of identification schemes for the management of hardcopy documents. Access controls must allow sharing by groups of users. f. Viewing capabilities for multiple electronic file formats that allow users to attach comments, notes and graphics to any document; g. Output capabilities through effective interfaces with print and digital media production systems; h. Providing electronic signature capability. The data and documents upon which these core services will be applied exist as textual documents, drawings, graphics, photographs, electronic mail, maps, x-rays, historical files, formatted correspondence and reports, both black and white and full color. Many of the documents and records upon which subscribers to this core service will apply the capabilities of the solution(s) exist on paper, microfiche, microfilm and a variety of digital formats and media. Enhanced functionality, which DAPS desires to offer as packaged and priced added capabilities beyond the core subscription service, shall include: a. Content authoring/editing; b. Automated workflow system with process monitoring allowing visual statusing and guiding of the document, record or file through an established or ad hoc workflow; c. Work group collaboration capability or support utilities for document composition; d. Ability to create advanced output formats to support remote access and use applying wireless communication utilities. The core capability must be able to scale across organization enterprises ranging from small workgroups (up to 25 seats), small organizations (25-100 seats), midrange enterprises (100-500 seats) and larger enterprises (500 plus seats) across multiple geographic locations performing varied levels of imaging, records/document search, retrieval, high-volume form filling and email knowledge capture. For DAPS to service DoD customers, the records management solution must be certified to DoD Standard 5015.2. DAPS' authorities to perform its core mission of document management services extend to all Federal Agencies; as such, the solution(s) to be acquired through the solicitation and award phase will provide capabilities for records creation, maintenance, use and disposition following guidelines provided in NARA's Records Management Handbook (http://www.nara.gov/records/pubs/dfr/dfrchp1.html). DAPS is seeking innovative licensing agreements and pricing models that will allow for ease of billing without onerous usage monitoring and tracking. In no specific order, DAPS is very sensitive to total cost of ownership of the host service; availability, speed and degree of distribution of services and support for the solution; security features of the solution(s) selected for implementation; ease of use; striking an effective balance between best of breed' solutions (higher risks associated with integration of multiple third-party products) and single vendor solution suites (more limited characteristics of open architecture); capability for greater data center and output service location convergence; application integration to back office systems, including mail services (Notes and Exchange) and ERP systems; and, ability to support production output, including print support utilities for Heidelberg and DocuTech products. Integration services and maintenance must be addressed to cover both the core and enhanced functionality. Vendor direction and long-term viability are of interest to DAPS management and will weigh in the selection of the commercial partner(s) to implement the solution(s). Each solution will also be evaluated based upon its ability to leverage investments already made by Federal Government agencies. DAPS is interested in achieving strong collaboration between small innovative businesses with leading edge technology and large institutional companies that bring stability, long-term solution support and market leadership. DAPS encourages the use of small, small disadvantaged, HUBZone, and women owned businesses to participate in support of the solution(s) to be provided under this contract. The geographic scope of this requirement is primarily the continental United States. DAPS intends to make a future selection(s) based upon evaluation of written proposals detailing technical capability and pricing. Implementation will be in phases, to include multiple 120-day pilot implementation within DAPS and a partially concurrent 120-day implementation with one or two DAPS customers. DAPS' selection of a commercial partner to provide these capabilities is a commitment to a multi-year relationship. DAPS intends to streamline all aspects of this acquisition through use of General Services Agency (GSA) Federal Supply Schedule (FSS) Blanket Purchase Agreements with an emphasis on Contractor Teaming Arrangements (CTA). Contractors interested in responding are encouraged to submit descriptive literature detailing their product lines. Also, submit their current pricing for their products with GSA and/or establish CTA with a small business that can offer GSA pricing for the solution to be proposed in response to this RFI. It is DAPs intention to conduct a meeting with all interested parties to discuss the proposed work effort, information, and to provide comments. An Industry Day is scheduled for May 9, 2001, 1300-1600, main auditorium of the Defense Logistics Agency, Ft. Belvoir, VA. This forum will review answers to questions submitted to this RFI, express ideas and allow for an open exchange of information. Prospective customers of the service will also be invited to participate. All parties wishing to attend the Industry Day event must pre-register with the DAPS POC, Mr. Dale Blum. Pre-register via email to dblum@daps.dla.mil As a reminder this sources sought synopsis is for DAPs information and planning purposes only and is not a request for proposals. Solution providers and integrators, as well as prospective customers for this service, are asked to submit inquiries, suggestions, company product information, comments, and questions on this end-to-end document and records management application service and acquisition approach. Comments and questions should be submitted NLT: 2 April 2001 via email to the DAPS POC, Mr. Dale Blum, DAPS Contracting Office, dblum@daps.dla.mil, 717-605-4510. ** NOTE: PLEASE SEND ALL QUESTIONS CONCERNING THIS RFI VIA E-MAIL TO: dblum@daps.dla.mil.**

Web Link

N/A at this time....- -- Future site is TBD, if necessary, (N/A at this time....- -- Future site is TBD, if necessary, at www.daps.dla.mil)

Record

Loren Data Corp. 20010316/DSOL011.HTM (W-073 SN50G2E1)