SOURCES SOUGHT
D--D -- SCANNING AND ACRHIVAL OF DOCUMENTS
- Notice Date
- 9/27/2005
- Notice Type
- Sources Sought
- Contracting Office
- Attn: Department of Veterans Affairs Medical Center, Acquisition and Materiel Management Service, (90CB), 10000 Brecksville Road, Brecksville, Ohio 44141
- ZIP Code
- 44141
- Solicitation Number
- 541-178-05
- Response Due
- 9/29/2005
- Archive Date
- 10/29/2005
- Small Business Set-Aside
- Service-Disabled Veteran-Owned
- Description
- Requirements for Scanning System Description: this is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this sources sought synopsis is to gain knowledge of potential qualified sources. Responses to this sources sought synopsis will be used by the government to make appropriate acquisition decisions-see submittal requirements below. After review of the responses to this sources sought announcement, a RFQ will be issued. Responses to this sources sought announcement are not adequate response to the solicitation announcement. All interested offerors will have to respond to the RFQ announcement in addition to responding to this sources sought announcement. The Veterans Affairs, VA medical center, Cleveland, is seeking sources for a potential contract to provide scanning, archival, and retrieval system as stated by the overview and requirements herein. 1. Overview - The Louis Stokes Cleveland VA Medical Center is actively pursuing a scanning/archival/retrieval system to store document images on site. This technical solution must solve these challenges. Below are specific requirements and deliverables. 2. Requirements - The following describes requirements for this project. A. Document Scanning ? Document scanning is required to scan all fiscal invoices. The following describes what should be included under this requirement. 1. Scanning ? must support both single page and multi-page documents. 2. Volume ? daily scanning will be invoices 25-40 regular invoices and 150 fee invoices and 20-30 other documents. Journal vouchers prepared by fiscal along with related documents, documents currently stored on the lektriever from the current fiscal year and the prior fiscal year are estimated at approximately 40,000 pages. The system must be capable of scanning and storing batches of documents. 3. Locations ? scanning will be done primarily in two location. However the system must be able to allow for distributed scanning at any of the CVAMC locations. 4. The system must be expandable to allow for additional scanners in the future. B. Storage/Retrieval ? The data is to be stored on a VA secured server. There is a requirement to store all scanned documents described above with growth for approximately a 7 year period. Below describes specific requirements for storage and retrieval. 1. Storage- the system should be designed to allow for network accessible storage. Documents scanned must be properly indexed for ease of retrieval. The system must be able to use Microsoft SQL as the backend storage database. 2. Limits ? storage capability must exist to store data as described above with retention of 7 years. Storage must be expandable for future growth. 3. Backup ? a solution should be proposed to allow offline backup/archival of scanned items. 4. Assuming this would be a server/storage solution it must be a standard rack mountable solution that can be put into the data center of the facility. 5. Retrieval - Documents must be indexed for easy retrieval. Scanned documents will be held in a queue to be indexed. Some flexibility of numbering will be needed. Invoices would have the purchase order number as the first reference. Query by purchase order should give a listing of all items under that number. Additional information would be included on each line to distinguish one document from another; such as invoice number and the dollar amount. Clicking on the line should bring up the document for viewing. Fee invoices are normally filed by batch number, journal vouchers by a number similar to a purchase order. As use of the system is expanded to voucher audit, payroll and the chief's office other schematics will be needed. The indexing and retrieval system must be flexible and modifiable by our staff. C. Printing ? Once a document is retrieved it should be printable to any medical center network capable printer. D. Server ? the system should be a client server type system rack mountable as discussed above. The systems, software, workstation software etc. must be Windows 2000/XP and Windows 2003 compliant. The system must also be manageable by IRM staff. It must be a network capable system therefore requiring the ability to allow for install patching software, virus protection software, and MS SMS client software. E. Expandability ? the systems should be expandable to allow for greater storage, and other departmental usage. F. The system should be secure and meet industry standards on security and encryption. It must utilize Microsoft windows active directory to authenticate users before allowing them to manage or access documents. The system must have a method of auditing document access and utilization. G. The system must be able to manage document revision cycles and track version history, notes, and approvals. H. Must be able to export archived documents into an industry standard format such as Adobe .PDF or Microsoft .DOC for sharing or sending electronically via email. I. The system must be OCR capable to allow full text searching. 3. Offor will provide ? A. The vendor should supply a full turnkey solution design to include the following. 1. Full breakdown in pricing of all equipment and software to include product numbers, descriptions, and quantities. 2. Full description of the design and how it will work best. 3. Itemized pricing for all miscellaneous items such as wirings, harnesses, trays, mounting hardware, etc. 4. Itemized pricing for installation. 5. The proposal should also include warranty information and cost for maintenance of equipment once warranty has ended. 6. A detailed price listing of training for the equipment installed should also be included. It should detail the type of training which will be provided, the number of individuals trained, locations of training (preferably on site with equipment installed), and any other expenses related to the training. Submittal requirements below: Responses to this notice should include company name, address, point of contact, cage code, size of business pursuant to the applicable North American industrial classification system (NAICS) and must respond to the following questions: (1) is your business a large or small business? (2) If small, does your firm qualify as a small, emergency business, or a small, disadvantaged business? (3) If disadvantaged, specify under which disadvantaged group and is your firm certified under section 8(a) of the small business act? (4) Is your firm a certified "hub zone" firm? (5) Is your firm a woman-owned or operated business? (6) Is your firm a certified service-disabled veteran owned and veteran-owned? This is not a request for proposals and in no way obligate the government to award any contract. Responses to this notice shall be in writing by e-mail addressed to Richard.dahmen@med.va.gov or by fax 440-838-6052. Responses must be received in writing no later than 12:00 p.m. Local time on September 29, 2005. Telephone responses will not be accepted. Firms responding to this announcement, which fail to provide all of the required information, cannot be used to help the government make the acquisition decisions, which is the intent of this synopsis. This notice is to help the VA medical center in determining potential sources only. No solicitation is currently available. All firms responding to this sources sought notice are advised that their response to this notice is not a request to be considered for a contract award. A response to this sources sought synopsis is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
- Place of Performance
- Address: 10000 BRECKSVILLE ROAD
- Zip Code: 44141
- Country: United States
- Zip Code: 44141
- Record
- SN00904703-W 20050929/050927211737 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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