SOLICITATION NOTICE
99 -- DIGITIZE & ARCHIVE SERVICE
- Notice Date
- 5/18/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Medical Center, 1201 NW 16th Street, Miami, Florida 33125
- ZIP Code
- 33125
- Solicitation Number
- 546-61-04
- Response Due
- 6/18/2004
- Archive Date
- 7/18/2004
- Point of Contact
- Point of Contact - Lillie Farrell, Purchasing Agent, Ph: (305) 324-3289, Fx:(305) 324-3234, Contracting Officer - Lillie Farrell, Purchasing Agent, Ph:(305) 324-3289, Fx:(305) 324-3234
- E-Mail Address
-
Lillie Farrell
(lillie.farrell@med.va.gov)
- Small Business Set-Aside
- N/A
- Description
- SOURCES SOUGHT FOR THE FOLLOWING SERVICE: BIDS/OFFERS ARE BEING SOLICITED AT THIS TIME. ++++++++++++++++++++++++++++++++++++ ALL BIDS/OFFERS MUST MEET OR EXCEED THE CRITERIA PROVIDED IN THE DISCRIPTION AND MUST BE SUBMITTED AT THIS TIME. ++++++++++++++++++++++++++++++++++++ The job will be performed at the following address: VA CENTRAL OFFICE, 103 SOUTH GAY STREET BALTIMORE, MARYLAND, 21202 +++++++++++++++++++++++++++++++++++++ DIGITIZING, SCANNING AND ARCHIVING OF RESEARCH DOCUMENTS +++++++++++++++++++++++++++++++++++++ I. Background The VA Office of Research and Development (ORD) receives quarterly research proposals on a calendar year Basis. Deadlines fall on the 15th of the month for which it is due. It is estimated that ORD will receive approximately 1000 proposals per quarter, each with an average of 200 pages. The proposals received are in paper format (8.5 x 11 inches) with Approximately 85% black and white and the remainder in color. An estimated 10% of all proposals will contain illustrations. Resolution and quality of the scanned image is a priority. Each proposal contains no more than a one-page Abstract or Executive Summary of the proposal. ORD requires the Transfer of scientific research proposals from hard copy to scanned electronic images into Archival Library System (ArcLib), a VA application with a SQL Server database Backend. Currently, there are approximately 3500 (200 boxes) archived scientific research proposals stored in California, Maryland. All documents must be digitized/scanned into the ArcLib. Two servers are part of the imaging system - a Micron and a Dell. Both servers are currently in Windows NT with SQL Server 6.0 and are located in Baltimore, Md. From hence the Micron server will be referred to as the test server and the Dell server as the production server. II. Scope The contractor shall transfer all ORD Research documents into the Archival Library System. The delivered product must have the ability to OCR (Optical Character Recognition) documents, therefore, enabling the digitized images to be searchable and the fields stored in a database. The contractor shall ensure that a server is configured and the database is designed to accomplish the requirements that will be needed to perform the job without any modifications. The contractor shall provide all space, equipment, transportation, technical expertise, and other services necessary to perform and maintain all tasks and functions. III. Tasks: Task 1. Develop and Finalize Work Plan Contractor shall develop a comprehensive work plan to achieve the stated objectives of this statement of work, including, but not limited to, proposed methodology, and project staffing and organization. Project plan shall identify all milestones, deliverables and delivery dates, and Task completion. The plan shall include: description, detailed schedule, name of each critical employee assigned, labor category of each employee assigned, labor hours for each employee assigned and other expenditures. The Contractor shall present the work plan to VA Project Manager, ORD for approval. Project plan is due seven business days after award of contract. The Contractor shall provide a timeline for accomplishing all tasks. Deliverable: Comprehensive Work plan Task 2. The contractor shall write the source code for the ArcLib application based upon the ArcLib frontend functions. To accomplish this task the contractor shall understand what ArcLib does base upon available screens and requirement analysis document. The data structure for the application is already present on the SQL server. (Optional) Deliverable: Source code for the Arctic application Task 3. Transport of hard copies of proposals to be scanned from California, MD to scanning site. There are approximately 3500 (200 boxes) archived scientific research proposals currently stored in California, Maryland. Deliverable: Physical relocation of all stored proposals to scanning site. Task 4. Scanner Selection Recommend at least two (2) scanners for VA purchase such that black & white versus color images may be distinguished. Scanner selection must be approved by the VA Project Manager prior to purchase and installation. Scanner requirements include: portable, speed, high resolution (at least 200 x 200 dpi with user selectability), etc. Deliverable: Memorandum recommending two scanners with criteria used for evaluation and basis for the recommendation. Task 5 Upgrade test server's (Micron server) database (DB) to Microsoft SQL Server 2000 on Windows 2003 platform. The server is currently in Windows NT with SQL Server 6.0. Deliverable: Upgraded Micron server database to Microsoft SQL Server 2000 on Windows 2003 platform. Task 6. Ultimate data storage will be on a Dell (production) rack mountable server, provided by the VA, currently configured in disk array format operating on MS 2003 Server. The production server will have MS SQL Server 2000 as the back-end DB. a. The Micron (test) server previously purchased for this project must be relocated from the RDCC (Baltimore, MD) to the scanning facility to act as a repository prior to migrating data to the production server. Deliverable: Micron server relocated to scanning facility site and installed. b. Provide bi-monthly incremental data (comma delimited) from test server to production server throughout the scanning process via CD or DVD ROM. This will resolve the issue regarding waiting for the entire project completion before the VA can utilize the data. Database administrator (DBA) from RDCC will complete the data transfer service upon the receipt of data. Deliverable: Comma delimited data supplied to RDCC production server on a bi-monthly basis. Task 7. Scan/Digitize research proposals/requests into ArcLib system. Each document has up to five (5) standardized forms that must be OCR as the digitized images must be searchable and the fields stored in a database. The remaining pages of the document shall be scanned images. Deliverable: All provided research documents stored in the ArcLib system. Task 8. The final ArcLib application production version will reside on a Terminal Server. Any functional requirements must be considered by the contractor upon implementation on the server, i.e., saving files to user's local drive instead of on the terminal server. Task 9. Weekly Progress and Quality Assurance Reports Status Reports will be submitted to the VA Project Manager on a weekly basis. The report should identify the current milestone underway, slippage or revision on its target date.Reports will include, at a minimum, the following sections: a. Work Accomplished b. Work planned for the next week c. Status of Milestones d. Quality Assurance, i.e., image quality e. New Issues & Problems f. Old Issues FORMAT FOR REPORTS: The following shall apply to all document deliverables: a. Delivered electronically via e-mail to jack.wu@hq.med.va.gov?subject=Weekly Status Report - Imaging Project b. Shall be in Microsoft Word 9.x. c. Shall be free of spelling, punctuation, syntactical, and grammatical errors. d. Concepts, issues, etc., shall be introduced and explained. e. When submitting updates, change bars shall be used to highlight modifications or enhancements. Deliverable: Weekly reports submitted to VA Project Manager. Task 10. Deliver a procedure manual written in layman's terms of the tasks required to scan hard-copy documents into ArcLib. Deliverable: Procedure manual for scanning documents into ArcLib. Task 11. Currently, the VA has a thin-client application sitting on top of the SQL server database. The contractor shall expand the requested requirements onto our existing product, transparently. Task 12. All scanned proposals must be retained. DO NOT DESTROY. The VA Project Manager will arrange for pick-up of completed scanned documents. Task 13. Scan/Digitize current Spring Round research proposals into ArcLib system. Total number of documents shall not exceed 1,000 (one thousand). Documents shall be available in late summer 2004. (Optional) IV. Government-furnished Equipment The following property will be available for use by Contractor staff in the performance of their duties. The Contractor will provide maintenance/installation of the following computers, computer-related equipment, and all software utilized in these computers. Equipment Quantity a. MS SQL Server 2000 1 b. Scanner (to be purchased by VA) 1 V. This is a firm fixed-price contract. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (18-MAY-2004); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
RFQ 546-61-04
(http://www.eps.gov/spg/VA/MiVAMC/VAMCCO80220/546-61-04/listing.html)
- Place of Performance
- Address: VA CENTRAL OFFICE, 103 SO GAY STREET, BALTIMORE, MD
- Zip Code: 21202
- Country: United States
- Zip Code: 21202
- Record
- SN00587609-F 20040520/040518212053 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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