MODIFICATION
R -- Centralized, Outsourced Mailroom and Imaging Services
- Notice Date
- 3/8/2005
- Notice Type
- Modification
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- Department of Labor, Office of the Assistant Secretary for Administration and Management, Procurement Services Center, N5416 200 Constitution Avenue, NW, Washington, DC, 20210-0001
- ZIP Code
- 20210-0001
- Solicitation Number
- Reference-Number-DOL059RI20023
- Response Due
- 3/11/2005
- Point of Contact
- John Huotari, Contracting Officer, Phone 202-693-4579, Fax 202-693-4579,
- E-Mail Address
-
houtari.john@dol.gov
- Description
- The Department of Labor (DOL) is conducting market research to locate sources and information on commercially-available centralized, outsourced mailroom and imaging services. The DOL does not intend to award a contract on the basis of this Sources Sought notice or to otherwise pay for information received in response to this request. This Sources Sought notice is being issued for information and planning purposes only and does not constitute a solicitation. The DOL is attempting to identify sources and features of commercially centralized, outsourced mailroom and imaging services, possibly for five years. A draft copy of the Statement of Work has been included below, for information purposes only. All information received in response to this notice that is marked proprietary will be handled accordingly. Responses to this notice will not be returned. A response to this request may be submitted in any format, including standard marketing information. Each company submitting information must include: company name, point of contact, address, telephone number, e-mail address, capabilities statement, General Services Administration schedule information, business size, pricing, and any comments or suggestions. Information is requested by March 11, 2005 and can be submitted to the Department of Labor, Office of the Assistant Secretary of Administration and Management, Attn: Sheila J. Thompson – Contract Specialist, 200 Constitution Avenue, NW, Room N-5416, Washington, DC 20210 or via e-mail to: Thompson.sheila@dol.gov. Statement of Work for Centralized, Outsourced Mailroom and Imaging Services For the Department of Labor, Division of Federal Employees’ Compensation 1. Introduction: The Office of Workers’ Compensation Programs (OWCP/DFEC) administers the Federal Employees’ Compensation Act (FECA). FECA provides workers’ compensation coverage to three million Federal and Postal workers including wage replacement, medical and vocational rehabilitation benefits for work-related injury and occupational disease. Compensation claims filed under the Federal Employee Compensation Act are processed by the Division of Federal Employees’ Compensation (DFEC) program. The process of adjudicating and managing these compensation claims requires Claims Examiners within DFEC District Offices to review a variety of documents that must be maintained as part of the case processing record of each claim. These documents provide the supporting evidence of determinations regarding the admissibility of treatments, the amount of compensation to be granted, and other decisions related to the claim. These case files, which can range in size from fewer than 20 pages to well over 1000, pose a significant paperwork management challenge for DFEC. 1.1 Purpose: The purpose of the DFEC Mailroom and Imaging Outsourcing program is to establish a centralized mailroom and imaging capability that will achieve the following DFEC technical, management, cost, and risk mitigation objectives:  Improved mailroom, imaging, and data entry throughput and efficiency  Reduced mailroom, imaging, and data entry costs  Common workflow methodologies and process controls  Established management and technical expertise  Common processing platform  Robust facility and equipment capacities in support of current and future requirements  Ready availability of back-up facilities, equipment and personnel  Established telecommunications capabilities  Implementation of uniform, established quality control procedure 2. Requirements The Contractor shall provide mailroom, scanning, and indexing services for Workers Compensation claim documents in accordance with the requirements stated herein. 2.1 Tracking System The Contractor shall maintain an automated system for inventory tracking and reporting of all program activities, as described in the following sections. At a minimum, this system shall provide the following standard reports which shall be made available to OWCP/DFEC via secure Internet communications: • Real-time batch status • Backlog/Reconciliation Report • Turnaround Report – Snapshot of batch status • Quality Report • Reject Report These reports shall reflect real-time statistics relating to production and turnaround service levels. Additionally, as an option, the Contractor shall provide customized ad hoc reports reflecting unique reporting requirements and make these available to DOL on-line. The reports should also be available in summary and detail formats, and where possible be made available in a downloadable/importable format. 2.2 Facility Mailroom services shall be performed at the Contractor’s facility. The Contractor shall provide a modern state of the art facility. The Contractor shall maintain at least two geographically distinct facilities capable of supporting the capacity requirements stated in Section 3.1 Below. These facilities must possess similar imaging and processing equipment in order to support OWCP/DFEC/DFEC in the event of a disaster. 2.3 Mail/Document Processing Contractor shall process all DFEC mail and transmit data to DOL/DFEC within 48 hours from receiving the mail into the facility. Exceptions listed in section 2.4 Out Sorting. 2.3.1 Receiving The Contractor shall receive incoming mail via third party courier and USPS at this location and prepare for processing. Contractor shall establish USPS PO BOX. Incoming mail will be labeled with appropriate district office identification. Mail in shipping bags shall be received at the Contractor’s shipping dock. Trays of envelopes and packages will be extracted from the shipping bags. Identifying information shall be collected for the tray and used for inventory control and tracking purposes. Each tray will be entered into the Tracking System, which shall produce real time reports that will be available to authorized OWCP/DFEC personnel via a secure Internet Web site. Mailroom personnel will process the postal trays and provide an envelope volume count for each tray which will be entered into the Tracking System with the appropriate tray identifying information and employee identifying information. Contractor shall only process envelopes from returned mail. 2.3.2 Document Preparation Document separator sheets will be placed between each multi-paged document. The Separator sheet bar code will be read by the scanner and will indicate the beginning of a new document for sequencing purposes. 2.3.3 Sorting The sorting process will commence with the removal of envelopes from the postal trays, extraction of the contents of each envelope, and entry of the employee and mail data into the Tracking System. If a Case numbers is not present on the document, the Contractor Shall look up the appropriate case number and annotate it on the document, for later index entry. OWCP/DFEC will provide an extract of their database, with daily updates, for Contractor use in looking up case numbers. Two percent of the routine mail is anticipated to require case number lookup. The documents and associated attachments will be prepared for imaging by removing staples, paper clips, repairing torn pages and performing other necessary document preparation functions. Contractor shall sort mail by document type and District Office. Sorted tray data shall be entered into the Tracking System to allow the production of real-time Internet reports detailing the total number of sorted trays, by document type. Documents shall be sorted into the following categories: Decisions Nurse Fiscal Rehab Forms Non-Scannables Incoming Correspondence Medical & SOAF Miscellaneous 2.3.4 Image capture Contractor shall scan all documents and create images using standard TIFF Group IV format at 200 dpi. Contractor should be able to accept documents from other electronic sources including faxes and imaged files from Central Bill Contractor. The scanner operators shall, at a minimum clean the scanner optics and paper transport at the beginning of each shift, as well as, at periodic intervals during each shift in order to maintain optimum image quality. At the beginning of each shift, scanner operators shall run the appropriate test target to verify image quality. The scanner will be calibrated at the beginning of each shift based on the results of the test target. The document imaging operators will feed the stack header sheets and associated documents within the stack through the scanners. Scanners shall operate in duplex scanning mode with the threshold set to automate the deletion of blank pages. As the documents are scanned, hard copy documents and images will be assigned a unique Document Control Number (DCN) as part of the index during the scanning process. The DCN will be in a format acceptable to OWCP/DFEC and will be imprinted on the document pre-scan along with the case number. Multi-page documents will contain the same DCN. As the documents are scanned, the corresponding images shall be electronically batched and transmitted to the production location for indexing. The Tracking System will be continuously updated with the location of each image. Upon completion of the document imaging process, the Tracking System shall produce real-time internet reports detailing the total number of documents scanned, by type, and by District Office. The scanner operator shall delete batches that are not processed properly during capture. An operator shall rescan these batches. The Contractor shall verify that the numbers of paper pages match the scanned pages. Quality control personnel shall verify that images have been scanned correctly, blank pages have been dropped, and the image is viewable. Poor quality source documents will be rescanned to improve quality and if quality does not improve pass a message in the description field indicating best scan possible. These documents will be identified by DCN on the reject report. 2.4 Out Sorting The following documents including all attachments shall labeled with receipt date and forwarded daily to the appropriate District Office Via overnight delivery service without further processing: Congressional Inquiries and forms CA1, CA2, CA2a, CA5, CA6, CA7, CA7a, CA7b, CA16. The Contractor shall perform case number look up to determine the appropriate district office. If the case number is unavailable, the district office will be determined by the geographic location of the claimant’s address. Medical Bills shall be out sorted to the appropriate Contractor office via overnight delivery without further processing. The Contractor shall annotate the medical bills with the case number, remove the attachments, and label them with receipt date and forward daily to the appropriate Contractor via overnight delivery without further processing. The Contractor shall perform case number look up to determine the appropriate district office. If the case number is unavailable, the district office will be determined by the geographic location of the claimant’s address. Attachments removed from the medical bills will have the case number annotated and sorted into the appropriate category for processing. 2.5 Quality Control (QC) The Contractor shall provide random QC on at least 2% of all prepped batches. Quality control personnel shall, at a minimum, verify that annotated case numbers are correct, the documents are in the correct category, that documents have been correctly separated between each document, that all fasteners have been removed, pages have been repaired as necessary, and the appropriate header sheet is on the batch. When QC is complete, the batches will be returned for pick-up by the scan operator. QC shall include a random check of envelopes to ensure that all mail has been extracted from envelopes. Results of the QC/QA check shall be documented in the appropriate report. 2.6 Indexing/Data Capture All indexing shall be performed using Contractor systems, software and personnel and will result in the creation of an electronic data file formatted per OWCP/DFEC specifications. Images will be indexed by capturing the data elements outlined in Appendix A. All documents will contain the case number as the primary index data element. When the index operator keys the case number, the system shall display the claimant name from the case number/claimant name table. The operator shall verify that the claimant name is correct by matching it against the imaged document. The index operator shall capture the author date from the imaged document. The category code shall be determined from the subject matter of the document. The subject code is to be used only on rehab documents and for future use. After the index entry is complete, the batch shall be routed to a different index operator for verification. The index verifier shall validate that all data elements are correct. The verifier will compare the data and enter the correct data. Quality Control personnel shall perform a minimum quality control sampling of 2% of the daily volume. Batches will be routed randomly to the quality control operators for quality checks after the verification process. During the indexing process, Images that are identified as having poor quality due to the scan process shall be rejected and processed for rescan. These documents will be identified by DCN on the reject report. 2.6.1 Accuracy Levels The Contractor shall maintain a minimum indexing accuracy level of 99.5% quality based on field. The Contractor shall perform verification of critical index fields. The Contractor shall monitor each receipt date to assure that the required accuracy level is maintained. Monitoring shall consist of randomly sampling 2% of the documents within a receipt date. Frequency of monitoring shall be on a daily basis. The results of this sampling will be recorded and reported, real time, via the Internet. 2.6.2 OWCP/DFEC Quality Control Auditing OWCP/DFEC will review the images and index database and report any discrepancies to the Contractor to ensure that image quality and index database accuracy meets expectations. OWCP/DFEC quality feedback will be performed on a monthly basis. 2.7 Output The Contractor shall provide indexed data output in a zipped format specified by OWCP/DFEC. The Contractor shall provide image data in a compressed group IV standard TIFF format to OWCP/DFEC. Contractor shall utilize existing DOL telecommunication methodologies. The Contractor shall make all necessary programming changes to their software to create the files in the formats required by OWCP/DFEC. OWCP/DFEC shall be responsible for all telecommunication line charges associated with transmission of data. 2.8 Storage/Destruction The Contractor shall store the paper documents for a period of 60 days and then dispose of the documents in a secure fashion. DOL shall provide the Contractor with nightly database extract of claims data to be used for case number lookups. The Contractor shall provide sufficient disk space to accommodate at least 4 weeks of data. DOL will provide the Contractor with log files detailing success or failure of the nightly transmissions. The Contractor to determine which documents will need to be reprocessed will use this report. 2.9 Volume and Turnaround Anticipated volumes are expected to average 31,000 documents (pieces of mail) per day. Mail is anticipated to contain an average 2.7 images per document. Each piece of mail is anticipated to contain one (1) document. OWCP/DFEC/DFEC shall provide reasonable advance notice should substantial volume changes be anticipated. Category Percent of Total Volume Average Daily Volume (Documents) DECISION 1.3% 410 FISCAL .8% 250 FORMS 3.1% 965 INCOMING 10.4% 3,225 MED & SOAF 33.8% 10,464 NURSE 1.8% 560 OUTGOING 2.4% 742 REHAB .4% 133 MISC 8.3% 2,565 MED BILLS 37.7% 11,687 The Contractor shall complete the anticipated volume within 48 hours from initial receipt. This turnaround period shall be defined to begin at the receipt of materials to be converted through transmission of data to OWCP/DFEC. Turnaround time is stated in business days. It does not include weekends and holidays. 2.10 Web Reports The Contractor shall provide reports that reflect the status of the documents in each process step from document receipt through data output, as specified previously in Section 2.1. 3. Claims Processing Facilities and Capacity The Contractor shall demonstrate, through previous mail room/claims processing (mailroom, imaging and indexing) outsourcing experience, the ability to support the capacity requirements and other unique requirements of this document. Specifically, the Contractor shall demonstrate the following: 3.1 Claims Processing Capacity The Contractor shall provide at least three (3) examples of mail/claims processing (mailroom, imaging, and indexing) supporting average daily capacities in excess of 75,000 claims per day and peak daily capacities of 125,000 claims per day. 3.2 Worst Case Capacity The Contractor will provide one example demonstrating the ability to support a peak daily processing capacity of 200,000 claims per day. Appendix A Indexing All documents will have the following data elements indexed: • Received Date • Case number • Author Date • Description (where applicable) • Category • Subject (limited) Category OWCP/DFEC will provide the Contractor with tables necessary to validate that claimant name/case numbers match. OWCP/DFEC will provide Contractor with daily table updates. NOTE: THIS NOTICE MAY HAVE POSTED ON WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (08-MAR-2005). IT ACTUALLY APPEARED OR REAPPEARED ON THE FEDBIZOPPS SYSTEM ON 28-APR-2005, BUT REAPPEARED IN THE FTP FEED FOR THIS POSTING DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/DOL/OASAM/WashingtonDC/Reference-Number-DOL059RI20023/listing.html)
- Place of Performance
- Address: Washington, DC
- Country: USA
- Country: USA
- Record
- SN00797944-F 20050430/050428214143 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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