SOLICITATION NOTICE
D -- Watermark Imaging System
- Notice Date
- 6/3/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Railroad Retirement Board, Bureau of Supply and Service, Purchasing Division, 844 North Rush Street, 9th Floor NE, Chicago, IL, 60611-2092
- ZIP Code
- 60611-2092
- Solicitation Number
- RFQ2002-C-19
- Response Due
- 6/17/2002
- Point of Contact
- Velinda Nix, Contract Specialist, Phone (312) 751-3387, Fax (312) 751-4923,
- E-Mail Address
-
morganve@rrb.gov
- Description
- Section I - Background The purpose of this project is to provide a replacement system for the Watermark Imaging system currently used by the Board Member?s offices (Office of the Chair - Chair, Office of the Management Member - MMO, and Office of the Labor Member ? LMO) located at 844 North Rush Street, Chicago, Illinois (headquarters) and for the Washington Legislative Office, 1310 G Street, NW (WLO ? Washington, DC; remote access). Watermark is no longer being supported. Based on a review of business requirements, RRB staff has recommended that the replacement system be based on eiStream?s Image Pro. The RRB presently holds a sufficient number of site licenses for Image Pro. The Secretary to the Board maintains the files. The files are located on the Board Member's Novell server. The files are stored on the agency?s LAN in Direct Access Storage Devise (DASD) format. Watermark files are archived to CD-R media after about 1 year. The steps that are taken by the Secretary to the Board?s office are as follows: 1. The documents are scanned into the Watermark system. 2. The input to the document properties and any user fields and values are added to the documents. There are two types of documents currently in the Watermark system. These documents and the properties are described in detail in the Document Types section. 3. The original document is saved to the Novell Server and copies of the document are e-mailed to the three Board Office?s Administrative Assistants. The Secretary can attach notes. The notes provide additional information such as due dates. 4. The paper is kept in the Secretary to the Board?s office. The copies are stored on the office Administrative Assistant?s PC, in Watermark System files. The offices can access the original documents on the server in read-only format. A flow chart for this process is shown in Attachment A. Section II - Board Office?s Requirements All three of the offices have requested that the basic process of the system should remain the same. Additional enhancements that are desired are as follows: ? Provide a linkage between the Docketing System and the Imaging System. ? Incorporate Word documents into the system without scanning the document. ? Provide a query source to locate documents easily. ? All Approval items must be converted. The Informational items will be converted based on the cost of the conversion. ? Confidentiality of the documents is required. The following sections provide brief descriptions of the background and current process used with the Watermark system. Section III - Document Types There are two types of documents used in the Board offices: Informational Items and Approval items. To index a document in Watermark, specific details known collectively as document properties are associated with the document. The document properties can be set when it is created or when an existing document is being saved under a different name. These properties can also be set at a later time if necessary. The Application Preference, Set Properties on New, can be set to have to Document Properties dialog box appear automatically when a document is first created The following sections describe each document type and the associated properties. Approval Item Properties These items include decisions on appeals from hearings officer's decisions, coverage determinations, budget matters, letters, forms, requisitions, personnel matters, etc. The following charts identify the document properties, descriptions, and Values, if any, for these documents: BASIC PROPERTIES Property Description Values Document Name The user-defined name for the document. Up to 32 characters, including spaces can be entered. Docket Number from the Docket System. This is entered manually Document Type The user-defined category that allows you to store relevant data about the document in user fields. This is in drop-down list format. Appeals Budget Coverage General Personnel Regulations Description The user defined description of the document, such as its content or purpose. Up to 40 characters, including spaces can be entered. Author The user who created the document. This information is automatically filled in with the User Name that appears in the Document tab of the Application Preferences dialog box. Up to 24 characters, including spaces, can be entered. Currently the author is always the Secretary to the Board. Date Created The date the document was first saved. This information is automatically filled in using the date/time settings for the computer from the Windows Control Panel. This cannot be changed Deletion Rule A feature that controls the length of time a document should be kept before it is flagged for deletion. This feature is used by selecting the Deletion Rule option and selecting an expiration duration from the Months drop-down list or typing the number of months in the box. This option is not used currently Thumbnail This displays a reduced view of the first page of the current document. Current Service and Folder This displays the Watermark Service and Folder name from which the document was opened KEYWORD PROPERTY Description Value This is used to add or delete Keywords associated with the current document. They are words or phrases that can be used to search for the document. Varies based on Document Type USER FIELD PROPERTIES BY DOCUMENT CATEGORY These fields are used to enter additional information about the current document in user-defined fields in the document type. Category Property Description APPEALS Docket No. The number assigned to the item from the Docket System. Currently, this is entered manually. Date Received The date the document was received Name The name given to the document. Claim No. The claim number associated with the document BUDGET Docket No. The number assigned to the item from the Docket System. Currently, this is entered manually. Date Received The date the document was received Subject Subject matter of the document Requisition No. Requisition number assigned to the document COVERAGE Docket No. The number assigned to the item from the Docket System. Currently, this is entered manually. Date Received The date the document was received RR Name The name of the Railroad in the document GENERAL Docket No. The number assigned to the item from the Docket System. Currently, this is entered manually. Date Received The date the document was received Subject The subject matter of the document PERSONNEL Docket No. The number assigned to the item from the Docket System. Currently, this is entered manually. Date Received The date the document was received EE Name The name of the employee in the document Subject The subject matter of the document REGULATIONS Docket No. The number assigned to the item from the Docket System. Currently, this is entered manually Date Received The date the document was received Section The section in the Regulations Part The part in the Regulations Annotations and Highlighting are used on the documents as a routing information source. They are not shown on the final document. The volume and the average number of pages for each Category of Approval Items are shown in the following table: Note: The 1997 through 1999 documents are stored on disk. The 2000 and 2001 are currently stored in the Watermark System. Category 1997-1998 1999 2000 2001 Average Pages Appeals 199 232 197 109 2-4 Budget 42 59 51 15 4-7 Coverage 44 85 82 83 4 General 138 212 212 177 2-6 Personnel 61 59 100 95 3 Regulations 7 15 7 2 2-4 Total 491 662 649 481 The estimate of annual volumes for Approval items is considered to remain the same. Informational Items These items include internal memos, letters, or general correspondence from outside the agency. The Basic Tab properties are only used for these documents. The following chart identifies the document properties, descriptions, and Values, if any, for these documents: Property Description Values Document Name The user-defined name for the document. Up to 32 characters, including spaces can be entered. This Name is based on subject matter of the document. Document Type The user-defined category that allows you to store relevant data about the document in user fields. This is in drop-down list format. Actuary Administration Awards BIS Budget General GSA Human Resources Law OLA OMB OPM Programs White House Description The user defined description of the document, such as its content or purpose. Up to 40 characters, including spaces can be entered. Author The user who created the document. This information is automatically filled in with the User Name that appears in the Document tab of the Application Preferences dialog box. Up to 24 characters, including spaces can be entered. Currently the author is always the Secretary to the Board. Date Created The date the document was first saved. This information is automatically filled in using the date/time settings for the computer from the Windows Control Panel. This can not be changed Deletion Rule A feature that controls the length of time a document should be kept before it is flagged for deletion. This feature is used by selecting the Deletion Rule option and selecting expiration duration from the Months drop-down list or typing the number of months in the box. This option is not used currently Thumbnail This displays a reduced view of the first page of the current document. Current Service and Folder This displays the Watermark Service and Folder name from which the document was opened Annotations and Highlighting are used on the documents as a routing information source. They are not shown on the final document. The average number of pages for Informational Items is three. The volume of each Category of Informational Items are shown in the following table: Note: The 1999 and 2000 documents are stored on disk. 2001 are currently stored in the Watermark System. Category 1999 2000 2001 Actuary 3 15 5 Administration 14 19 6 Awards 8 19 3 BIS 20 34 29 Budget 36 55 37 General 34 79 51 GSA 3 8 4 Human Resources 4 23 42 Law 28 45 49 OLA 3 13 18 OMB 11 13 22 OPM 3 13 21 Programs 17 44 28 White House 3 15 14 Totals 187 395 329 The estimate of annual volumes for informational items is considered to remain the same. Individual Office Documents in Watermark In addition to the documents forwarded to the offices by the Secretary of the Board, each office has the ability to maintain their own informational documents internally. They are able to set up their Watermark filing system according to their own office specifications. These documents are stored in the Watermark System files on the server location dedicated to the individual office. Closed out Approval items are also stored in the server files. The offices manually enter the vote information in the Docket System. The steps taken by the individual offices mirror the ones taken by the Secretary of the Board. Each office maintains their server files. A flow chart of the office?s process is shown in Attachment B. The average pages for these documents are 3-5. The categories and document volumes used by the Labor Member?s office are in the Attachment C. The Management Member?s Office and the Chair?s Office currently do not use this process for their internal documents. Docket System A database system is currently being used to store and record votes on the Approval Items scanned into the Watermark system. The database is a Paradox database and the interface is written in Delphi. The table structure of the database is in Attachment D. Conversion Requirements The documents are in TIFF format. The Watermark property information shall be converted to Image Pro?s property format. All Approval documents must be converted. Section IV - Task Order Deliverables A. The deliverables being requested for this project are: 1. Describe the task(s) and milestones recommended to develop a ?turn-key? Image Pro solution. 2. Describe the task(s) and milestones recommended to convert the existing documents into the Image Pro system and provide a cost estimate for the conversion effort. 3. Describe the task(s) and milestones recommended for a query source for both document types. 4. Describe the task(s) and milestones recommended to convert the existing Paradox database to a Microsoft SQL 2000 database that would interface with the replacement imaging system. B. The Vredenburg site task hours for labor categories ? Develop Turn-Key Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ Document Conversion Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ Query Source Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ Database Conversion Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ C. The RRB site task hours for labor category ? Develop Turn-Key Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ Document Conversion Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ Query Source Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ Database Conversion Labor category # Hours Hourly Rate Amount System Architect ___ ___________ ________ Task Area Specialist ___ ___________ ________ Jr. Tech. Specialist ___ ___________ ________ NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (03-JUN-2002). IT ACTUALLY FIRST APPEARED ON THE FEDBIZOPPS SYSTEM ON 25-JUL-2002. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/RRB/BSS/PD/RFQ2002-C-19/listing.html)
- Place of Performance
- Address: U.S. Railroad Retirement Board 844 North Rush Chicago, IL
- Zip Code: 60611-2092
- Zip Code: 60611-2092
- Record
- SN00125968-F 20020727/020726001301 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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