SRCSGT | R | Anniston Army Depot is seeking companies with the capability to provide a system that will automate files in the ANAD Legal office by converting existing hard copy files and Microsoft word, power point, and etc.into an electronic format.

FBO DAILY ISSUE OF SEPTEMBER 02, 2005 FBO #1376
SOURCES SOUGHT

R -- Anniston Army Depot is seeking companies with the capability to provide a system that will automate files in the ANAD Legal office by converting existing hard copy files and Microsoft word, power point, and etc.into an electronic format.

Notice Date: 8/31/2005
Notice Type: Sources Sought
NAICS: 561499 — All Other Business Support Services
Contracting Office: TACOM - Anniston, Directorate of Contracting, ATTN: AMSTA-AN-CT, Building 221, 7 Frankford Avenue, Anniston, AL 36201-4199
ZIP Code: 36201-4199
Solicitation Number: W911KF05S0002-1
Response Due: 9/9/2005
Archive Date: 11/8/2005
Small Business Set-Aside: N/A
Description: Questions and answers resulting from Sources Sought Synopsis W911KF-02-S-0002: Q: Approximately how many content creators and/or approvers are required A: Nine (9) are currently planned. If the project is successful, it could be expanded to other Depot organizations. Q: Approximately how many viewers or consumers of the content A: Nine (9) are currently planned. If the project is successful, it could be expanded to other Depot organizations. Q: Would you want the application hosted or locally managed A: Locally managed. Q: How many documents are created/ maintained per day, month, year; whatever units of measure your estimates are in will be fine. A: An estimated number would include the creation of 20 email records; 10 hard copy documents; and 10 electronic documents per user per day. These files/documents are to be integrated into the converted (historical) files, the intention being that once all old/historical files are converted, the documents generated or reviewed daily will be input into the system for future retrieval/use. Q: Approximately how many hard copy documents do you have and in what format would you like to convert? I.E. MS Word, HTML, PDF etc. A: Current documents are stored in file cabinets with the following dimensions: 98 14 x 12 file drawers 35 27 x 12 file drawers 25 25 x 12 file drawers 7 15 x 28 file drawers 5 27 x 12 These documents would all need to be converted to a format that is compatible with MS Word, Excel, or PowerPoint. The objectives are: (1) to consolidate for later retrieval and use all documents (electronic and hard copy) generated by or reviewed by the L egal Office; (2) maintain the integrity of the original document for historical purposes (e.g., case files, precedential legal opinions, and final decision documents); (3) to allow cut and paste ability for incorporation into subsequent documents (e.g., legal briefs and advisory memoranda); and (4) to allow destruction of hard copy documents (and therefore free up office space) for all but the most critical matters (active original case files, original client documents that must be maintained). If (2) and (3) cannot be reconciled, a PDF-type solution is acceptable for critical documents (final decision documents with original signature, litigation case files), but working documents (drafts, routine memoranda) would need to be in MS compatible for mat (Word, Excel, PowerPoint) for later editing and re-use. NOTE: Similar information/documentation also exists in electronic format on a dedicated network server, individual PC hard drives, and in individual Outlook email folders maintained by each user. Q: Do you have any detail requirements for compliance with a Government Legal Office? A: There are no unique requirements for the file formats for the Legal Office. The material maintained within the office is restricted from release by virtue of attorney-client privilege; attorney work product privilege; competition-sensitive and procure ment-sensitive material; Privacy Act; predecisional material under the Freedom of Information Act. Accordingly, any electronic storage and retrieval system must prevent unauthorized access to Legal Office material. Q: Does ANAD currently deploy a legacy electronic system for document management that has a database warehouse or is the current document management process a purely manual file library? A: Documents are maintained in manual files. Electronic documents in various formats (PDF, HTML, MS Word, MS PowerPoint, MS Excel) are maintained on a dedicated server and in MS Outlook email system. Q: What are the future plans for the proposed solution, stand alone in legal office, web based access via depot intranet, integrated with document control registers in LMP/SAP? A: Stand alone in the legal office. Q: How many users are expected to have access authorization (Legal off ice personnel only or ANAD depot wide)? Nine (9), Legal Office personnel only. Q: Is system intended for only ANAD personnel (internal users) or will remote access (external users) to the data in the legal office Electronic Technical Library (ETL) ever be required to support ANAD dispatched field repair/evaluation teams. A: Internal users only. Q: Could you briefly describe the type of documentation intended to be kept in the automated file system? (example: Business supporting documentation - invoices, bills, receipt/shipping documentation, Engineering documentation - Procedures, Prints and Tec h Manuals or Maintenance Shop Floor documentation - Work tickets, data sheets, procedures) A: Legal opinion files consisting of standard memoranda and backup material; litigation case files consisting of original-signature documents, documentary exhibits, briefs, administrative paperwork, and adjudicator decision documents; claim files consisti ng of standard government forms, claimant-submitted invoices, estimates, and supporting documentation; and transmittal and decision memoranda; internal office files consisting of government forms, memoranda, receipts and vouchers. This documentation curre ntly exists in hard copy format as well as in electronic format on a dedicated server and individual PC hard drives and in individual Outlook email folders maintained by each user. Q: Are you interested in a solution where contractor would provide the labor and hardware and software and do it on site or would you like to send the work off site to have it scanned or converted. A: Contractor would be required to provide labor for initial scanning of documents, any associated hardware outside of normal PC workstation, and subsequent training of government personnel for future use. Work would be performed on site.
Place of Performance: Address: TACOM - Anniston, Directorate of Contracting ATTN: AMSTA-AN-CT, Building 221, 7 Frankford Avenue Anniston AL; Zip Code: 36201-4199; Country: US
Record: SN00883930-W 20050902/050831212636 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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R -- Anniston Army Depot is seeking companies with the capability to provide a system that will automate files in the ANAD Legal office by converting existing hard copy files and Microsoft word, power point, and etc.into an electronic format.