SOLICITATION NOTICE
R -- Electronic Document & Records Management System
- Notice Date
- 1/15/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Overseas Private Investment Corporation, Contracts and Administrative Services, Contracts and Administrative Services, 1100 New York Ave, NW, Washington, DC, 20527
- ZIP Code
- 20527
- Solicitation Number
- OPIC-03-Q-1030
- Response Due
- 1/30/2003
- Archive Date
- 2/14/2003
- Point of Contact
- Valerie Settles, Contract Specialist, Phone 202-336-8554, Fax 202-312-2176, - Gregory Williams, Manager, Contracts and Administration, Phone 202-336-8553, Fax 202-218-0186,
- E-Mail Address
-
VSETT@OPIC.GOV, GWILL@OPIC.GOV
- Description
- Consultant services to provide analytical, technical and project management services to support the evaluation, selection design, integration, implementation and deployment of an EDRMS solultion at OPIC. This is a combined solicitation/synopsis notice. A. Background We are the Overseas Private Investment Corporation (OPIC), a U.S. government agency whose mission is to promote and assist U.S. companies use private capital and skills in the economic and social development of less developed countries and areas around the world. OPIC provides political risk insurance and loans to help U.S. businesses of all sizes invest and compete in over 140 emerging markets worldwide. OPIC accomplishes its mission by assisting U.S. investors through four principal activities: 1) insuring investments overseas against a broad range of political risks; 2) financing businesses overseas through loans and loan guaranties; 3) financing private investment funds that provide equity to businesses overseas; and 4) advocating the interests of the American business community overseas by restricting assistance in countries that do not meet human and workers rights, and environmental requirements. In fulfilling the Corporate mission, we create, receive, disseminate and maintain large quantities of information. Much of this textual information involves insurance, financial, and administrative documentation that include classified, sensitive, and vital business data. OPIC primarily operates in a paper-based environment. Information Resources Management (IRM) under the Office of the Chief Financial Officer (OCFO) has overall responsibility for the collection, storage, retrieval, dissemination, and destruction of OPIC records. OPIC has an assortment of program-specific applications and systems to support almost 300 end users with automated business processes. OPIC needs an integrated system that supports an environment that generates, collects, stores, disseminates, retrieves and destroys information and records electronically. The system will allow OPIC, our customers, and other stakeholders to communicate and conduct business electronically versus hardcopy paper transactions. OPIC requires the development and deployment of an electronic document and records management system (EDRMS) that will support its current and future business needs and workflow processes. B. Scope Contractor will serve as Consultant and provide analytical, technical and project management services to support the evaluation, selection, design, integration, implementation and deployment of an EDRMS solution at OPIC. The Consultant will have the experience and technical expertise to supply professional services to include project and implementation plan development, market research, functional and technical requirements development, system architecture planning, business process definition, cost/benefit and cost of ownership analysis, return on investment, product selection support, system design, hardware/software acquisition, system implementation oversight, independent system validation and verification, and system support and maintenance requirements. Contractor will provide these services as necessary to accomplish the performance of the tasks described below. C. Work Requirements OPIC has two central file centers, nearly (24) departmental file rooms and annex record storage areas that house over 8,000 cubic feet of classified, top secret, vital, confidential, Privacy Act records and promissory notes throughout five floors at headquarters at 1100 New York Avenue, NW, Washington. OPIC also has 350 cubic feet of records deposited offsite in a local commercial files storage facility and 900 cubic feet the Federal Records Center. OPIC operates approximately a dozen major systems and nearly (20) peripheral systems to support our insurance, financial, legal and administrative programs. These systems generate and maintain electronic documentation in the form of data and web bases, e-mail, word-processing, spreadsheets, calendars, and business tracking applications. The EDRMS will integrate all OPIC records regardless of media; meet DoD 5015.2-STD, ?Design Criteria Standard for Electronic Records Management Software Applications? baseline requirement for automating recordkeeping; and compatible with current OPIC system architecture. 1. Contractor will be an expert in EDRMS development and execution: will be an industry leader in EDRMS implementation: reputable company with a minimum of five years experience and available references; proven track record with local Metro Washington DC, Federal government clientele; professional personnel proficient in electronic records management policies, practices, and standards; all project staff covered by DOD top secret clearance to handling classified information, data, and systems. Company listed on GSA schedule or awaiting approval. 2. Contractor will define the EDRMS development strategy: will assist the OCFO/IRM to develop an EDRMS implementation and deployment strategy; will include short, mid and long-term goals of the EDRMS project; an overall project plan, a phased deployment approach, product acquisition, and office roles and responsibilities. Contractor will: ? Prepare a draft project plan to include a statement of key goals, assumptions and constraints, project roles, work breakdown, and master schedule. ? Develop acquisition strategy. ? Develop project risk assessment and mitigation strategy. ? Develop high level system security plan. ? Develop records management and Section 508 accessibility strategies. 3. Contractor will develop a business process model: will provide the analysis and evaluation to define and map the ?as is? business process flow at OPIC; based on the ?as is? business process model, develop a ?to be? business process model based on the implementation of the EDRMS. Contractor will: . Review the ?as is? business process for each participating office. ? Develop an ?as is? business process model (flow chart). ? Analyze the impact of EDMRS on the ?as is? state and develop a ?to be? business process model. ? Conduct facilitated meetings with each office to review and refine the ?to be? business process model. ? Prepare draft business model for review. ? Finalize business model. 4. Contractor will develop EDMRS Concept of Operations (CO): will be based on the ?to be? business process model; will define and describe the operational expectations of the EDRMS and identify required changes in business processes and the areas requiring business rule development. Contractor will: ? Define all relevant EDRMS operational factors and describe concept of operations in terms of organization of document and records repositories, document library, document access and security, official record format, folder structure, internal and external document intake and capture, signaturing and packaging, electronic workflow, and records disposition. ? Develop business rules. ? Define office roles and responsibilities. ? Prepare draft and final concept of operations document. 5. Contractor will define OPIC Requirements: will develop and define OPIC functional and technical requirements for the EDRMS; will include both mandatory and optional functional, technical, and user interface requirements for implementation of the EDRMS; will work with the OCFO/IRM staff and effected offices to identify and define both the system requirements and OPIC infrastructure requirements. Contractor will: ? Interview key office personnel and host facilitated workshops to identify and define functional, technical, and end-user interface requirements. ? Prepare draft and final functional and technical mandatory and optional requirements. 6. Contractor will conduct a market study: will research and analysis to identify EDRMS products and solutions; will analyze and evaluate potential product solutions based on OPIC functional and technical requirements; will develop a short list of viable vendors and products capable of providing an EDRMS solution as specified by OPIC. Contractor will: ? Evaluate leading vendors based on OPIC functional and technical requirements. ? Perform operational product review and test demonstration. ? Document analysis for each vendor and submit to OPIC. 7. Contractor will support product selection: will provide advice and consultation in determining an appropriate product selection strategy, i.e. Request for information (RFI) or Request for Proposal (RFP). Based on OPIC?s product selection strategy, will provide input and support in preparing the RFI or RFP, develop market survey (if required), provide support for any vendor briefings, arrange and facilitate product demonstrations and oral presentations, assist in the collection, review and analysis of vendor submissions, provide technical support to evaluate proposal conformance with functional and technical requirements, perform business analysis to determine total cost of ownership, and provide technical support to the product selection team as required. Contractor will: ? Prepare a draft RFI or RFP and associated documents, to include but not limited to: (1) statement of system functional requirements, (2) evaluation criteria and plan, (3) market survey, and (4) Contractor briefing package. ? Provide support for Contractor briefing on RFI or RFP. ? Review all Contractor submissions to RFI or RFP. ? Perform a business analysis to ascertain the total cost of ownership If RFP: ? Evaluate RFP responses and provide opinion(s) to Product Selection Team. ? Assist Product Selection Team in evaluating conformance of proposals to functional requirements. ? Provide technical support during the Government?s negotiations with system development offerer(s). If RFI: ? Evaluate the responses to the RFI and provide recommended product solution. 8. Contractor will provide Project Management and Independent Verification and Validation (IV&V): will oversee the implementation of the EDMRS pilot and/or enterprise deployment; will develop an implementation plan that will include but not be limited to recommended schedules and critical milestones; will participate in the system architecture planning, system design, and system logical data modeling; will provide oversight of the system build and will perform acceptance testing; will provide project management and oversight in working closely with the selected EDMRS Contractor or integrator to ensure a successful system implementation. 9. Contractor will perform acceptance testing on the installed document management system pilot: will assure acceptance testing is based on the functional and technical requirements finalized earlier; will develop a System Change Request (SCR) process to address any deficiencies found during acceptance testing. The SCR process will identify and document any deficiencies found and will require the immediate notification of the OPIC and the records management system vendor. The deficiencies will be described in enough detail to assure that appropriate corrective action can be taken by the vendor. System requirements will be validated using the following criteria: Acceptable: The requirement was tested in the current system and validated. Unacceptable (Deficient): The requirement was tested in the current system and was validated in part (requires explanation) or not validated. Once deficiencies are identified, Contractor will work with the automated records management system vendor to ensure that any deficiencies found are corrected. Upon completion of acceptance testing, Contractor will provide the OPIC with a report of all finding, recommendations and corrective actions. D. Deliverables 1. Contractor will meet with the OPIC EDRMS Project Team a minimum of bi-weekly to discuss progress and to receive clarification and technical guidance based on the OPIC team review of that progress. 2. Provide monthly written report of new developments/issues affecting the project and any proposals to change plans. 3. Provide Project milestones (Gantt or similar Chart) updated bi-weekly. 4. Provide system verification, quality assurance, and acceptance test plan. 5. Support oversight and verification of initial operational capability. 6. Support oversight and verification of full operational capability. 7. Provide system verification and acceptance test results. E. Duration Of Performance Contract will be valid for six months with (3) six-month renewable options. F. EVALUATION FACTORS Award will be made to the offeror that presents the Best Value to the Government for the Requirements described herein. A minimum of three customer references is required for Validation of capability to perform the tasks outlined in the Statement of Work. The Government will assess whether the contractor performed satisfactorily on similar Projects regarding schedules, meeting costs and success in performing the work. The Government will assess whether the contractor's pricing for the requirements Described in the Statement of Work is fair and reasonable. The Government contemplates award of a Fixed-Price type contract.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/OPIC/CAS/CAS/OPIC-03-Q-1030/listing.html)
- Place of Performance
- Address: Overseas Private Investment Corporation 1100 New York Avenue, N. W. Washington, D. C.
- Zip Code: 20527
- Country: USA
- Zip Code: 20527
- Record
- SN00240107-F 20030117/030115215842 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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