Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 01, 2006 FBO #1740
MODIFICATION

T -- Amendment to Announcement for Document scanning and indexing of Federal and Indian Records generated for the period of November 1, 2004 to present.

Notice Date

8/30/2006
 

Notice Type

Modification
 

Contracting Office

Minerals Management Service, Procurement Branch, WASC P.O. Box 25165, MS 2730 Denver Federal Center Denver CO 80225
 

ZIP Code

80225
 

Solicitation Number

0206RP27956
 

Response Due

9/8/2006
 

Archive Date

8/30/2007
 

Small Business Set-Aside

Total Small Business
 

Description

Revised Scope of Work provided under this amendment in tandem with Questions and responses. MMS responses shall be incorporated into any resultant contract agreement. Contact the Contracting Officer via email for additional attachments noted within this amendment. Danny.Lavergne@mms.gov SCANNING REQUIREMENTS REV 1 Financial Management (FM) Project Purpose The Indian Oil & Gas Project has evolved to provide improved maintenance and electronic access to all Federal and Indian oil and gas lease, agreement, and correspondence files. The Indian Oil & Gas project, which is currently underway, involves the imaging and indexing of approximately 60,000 pages. As the Indian project continues, Minerals Management Service (MMS) seeks to begin a second phase. This phase will include all (both Federal and Indian) lease, agreement, and correspondence files plus deposit tickets and associated check stubs. MMS will continue to evaluate the possibility of including additional FM file applications in subsequent phases. The work requested in this phase includes the document preparation, scanning, indexing, quality checking and file preparation of all backlogged Indein records and all Federal records at MMS in order to support the aforementioned MMS Global 360?, (formerly ViewStar?) system. This system will contain both active and terminated lease and agreement files, along with other files containing a variety of document types. Agency Background MMS/MRM is an agency of the U.S. Government under the Department of the Interior (DOI). Its mission is to collect, account for, and disburse funds collected from private industry and other governmental agencies. In so doing, the MMS/MRM manages extensive information systems covering historical property and fiscal data. A great deal of information is generated in historical record archiving of physical file folders through document image scanning. Scope of Work Scan and Index all existing MRM 'Federal Records' and the backlog of 'Indian Records' from November 1, 2004 to present. Objectives These are the overall Project Objectives. They are provided for background information/understanding. All aspects of the SOW contribute to attaining these objectives. " Support the Agency to fulfill its mission; " Achieve goal of physical record archiving by providing an electronic filing capability; " Scan and index 90,000 physical folders containing documents and microfiche images, totaling approximately 500,000 pages and 250,000 microfiche images. " Provide the images and indexes in a format that is suitable to import to our existing ETL (extract, transfer and load) process. Template and file attributes to be forthcoming. Benefits Imaging provides the following benefits: " Improved retention of all record material " Customer needs " Easy retrieval and access to documentation for financial files, including on-site and off-site retrieval, by telecommuters and others " Reduce/Eliminate lost or misfiled documents " Reduce processing time " Leases and Agreements are complex and oil and gas analysts rely entirely on the information contained in these files as well as other documentation. No automated system currently contains this data. " Reduce paper copies (Paperwork Reduction Act - USC Title 44, Chapter 35, 3504 http://www.archives.gov/federal-register/laws/paperwork-reduction/3504.html) " Improved security control over all documents " Increased productivity " Can be expanded to include additional file types throughout FM " Save costs on storage, retrieval and maintenance of hard copy files " Meets organizational goal to expand electronic document scanning and retrieval " A necessary step to implement automated workflow processes throughout the organization Period of Execution This section identifies the general period of performance for this proposal. August 1 2006, SOW out for competition. August 31 2006, SOW bidding ends. Sept 15 2006, SOW awarded and issued. Oct 1 2006, Work begins on SOW. March 30, 2007 SOW completed and final deliverables accepted. References All applicable documents referenced in this SOW are listed below. Where appropriate, a brief annotation should be provided to indicate the relevance of the document. Reference any specific requirements with regard to the use of these documents in performing the work under this SOW. Appendix A - contains the lease conversion tables Appendix B - contains the work codes and associated descriptions Appendix B1 - contains page sizes and orientations Appendix C - contains a list of state codes Appendix D - contains a list of all Distributee codes Appendix E - contains the agreement conversion tables Appendix F - contains a preliminary list of correspondence types Appendix G - contains a preliminary list of document types Appendix H - Attributes_ALL.doc contains the lease, agreement, correspondence and check stubs file attributes and business rules. Requirements and Deliverables All images will be scanned in TIFF format compatible with and in accordance with Department of Justice (DOJ) standards used for similar DOI records. All indexes will be provided in Microsoft? Access format compatible with the MRM Global 360? (formerly ViewStar?) ETL process. Vendor will provide one year warranty with this SOW bid. Project milestones "Who Does What When Report" Weekly progress and status reports via email The contractor shall provide [2] DVD/CD copies of all deliverables. Tasks The tasks to be performed under this contract are described below in several categories. The contractor must be cognizant of all these task dimensions in order to perform them completely, correctly, and meet the Government's expectations. These tasks can be done in phases or task sequence (sub-tasks). The contractor shall conduct the following tasks: " Scan and index the physical backlog of folders containing Indian documents. " Scan and index the entirety of folders containing Federal documents. " Index up to 20 fields for the above records. The index values will be made available through lookup tables, populated from CSV (comma separated value) files. Who Does What, When Report The "Who Does What When Report" shall be provided by the contractor with the initial submission, and again following negotiations. This report will be used by the Government to assess the adequacy of the resources proposed by the contractor to accomplish the SOW. Progress/Compliance The Government requires the following from contractors in order to monitor progress and ensure compliance: * Weekly Status Report via email * Monthly Progress Report via conference call and email * Project Management Team (PMT) Meetings via conference call * Outlines and Drafts File Volumes Existing files: Lease: 49 cubic feet Agreement: 34 cubic feet Correspondence: 17.5 cubic feet Microfiche: approx 50,000 fiche pages (250,000 images) Average incoming volume for a six-month period: Lease: 2.5 cubic feet Agreement: 2 cubic feet Correspondence: 11.5 cubic feet Deposit Tickets: 26 cubic feet Proposed or possible File Preparation 1. Remove all paper clips, staples, etc. 2. Copy all tissue paper copies for scanning. [Indian files - Keep original tissue in file, clipped together with a cover sheet that says "DO NOT SCAN". Federal files - the tissues can be disposed of only after a good clean copy is made.] 3. Place all notes and sticky notes on individual 8x11-size paper. 4. Items with blue highlight must have a copy attached that states what is contained in the original document. [Blue highlight scans black] 5. Separate Indian from Federal, if possible. If a file (ex: Unit file) has both Indian and Federal, it is considered an Indian file. 6. All double-sided documents must be recopied to 1-sided. (If 2-sided document is an original, with original signatures, it must stay in the file to the back with a cover sheet that says "DO NOT SCAN". (The copy will be scanned) 7. Place correspondence/memos in date order, most recent on top. 8. Place correct corresponding bar code scanning sheet for each section in the lease file. [ex: Log Sheet - Code 00; Lease 1st Productions - Code 02] Collate and place in file in order. 9. Identify and prepare for scanning all microfiche contained in file. Lease and Agreement Workflow Process Incoming Documents - Current Process: 1. Mailed from Agency (Bureau of Indian Affairs [BIA], Bureau of Land Management [BLM], etc) to MMS 2. Delivered to Post Office (PO) Box 3. Document Processing Section (DPS) receives mail 4. DPS reviews the mail 5. DPS assigns work codes to appropriate documents 6. DPS inputs assigned documents into the Database Entry Workload System (DEWS) 7. DPS delivers all documents to Reporting Services into the individual State folders for Analyst to complete 8. Lease/Agreement file is requested from Central Files 9. Analyst obtains the incoming document and completes the necessary work 10. Analyst enters the Completion date to DEWS for documents that have been completed 11. Analyst enters the Cancel date to DEWS for documents that no action was required 12. Document is added to the appropriate Lease/Agreement file 13. Action taken is manually noted on the Log sheet 14. Folder is returned to Central Files Incoming Documents - After Imaging Process: 1. Mailed from Agency (BIA, BLM, etc) to MMS 2. Delivered to PO Box 3. Document Processing Section (DPS) receives mail 4. DPS reviews the mail 5. DPS assigns work codes to appropriate documents 6. DPS inputs the work code types into DEWS 7. DPS scans images 8. Appropriate index fields are created and associated with the scanned image 9. DPS emails or otherwise routes the assigned images to the appropriate Analyst in Reporting Services to complete or for QA (rescan the image or correct an index). 10. Analyst requests the appropriate Lease/Agreement file from Central Files 11. Analyst completes the necessary work 12. Analyst adds any comments or remarks to the scanned image and saves 13. Analyst enters the Completion date to DEWS for completed documents. 14. Analyst enters the Cancel date to DEWS for documents with no action required 15. Hard copy of document is added to the appropriate Lease/Agreement file 16. Action taken is noted on the Log sheet 17. Log sheet is returned to DPS to be scanned and replaced as the newest version 18. Folder is returned to Central Files Initial Index Attributes Lease Files Attribute Name Fields to be indexed DOC_NUMBER System generated number containing creation date AGENCY_NO BLM/BIA/OMM Agency Number (Appendix A) LEASE_NO MMS Lease Number (Appendix A) RECEIPT_DATE Date Rec'd by MMS WORK_CODE_NO Work Code Number (Appendix B) WORK_CODE_TYPE Work Code Description (Appendix B) ACTION_EFFECTIVE_DATE Effective Date of Action DOCUMENT_TYPE Document Type (Appendix G) DOCUMENT_DATE Date the document was created FED_IND_MXD Federal, Indian or Mixed Indicator STATE State (Appendix C) DISTRIBUTEE_CODE Distributee Code (Appendix D) DISTRIBUTEE_DESCRIPTION Distributee Code Description (Appendix D) Agreement Files Attribute Name Fields to be indexed DOC_NUMBER System generated number containing creation date AGENCY_NO BLM/BIA/OMM Agency No (Appendix E) AGREEMENT_NO MMS Agreement No (Appendix E) CONTRACT_NAME Name of Contract PARTICIPATING_AREA_NAME PA, Formation or Well Name REVISION_NO PA Revision Number RECEIPT_DATE Date Rec'd by MMS WORK_CODE_NO Work Code No (Appendix B) WORK_CODE_TYPE Work Code Description (Appendix B) ACTION_EFFECTIVE_DATE Effective Date of Action DOCUMENT_TYPE Document Type (Appendix G) DOCUMENT_DATE Date the document was created FED_IND_MXD Federal, Indian or Mixed Indicator STATE State (Appendix C) Correspondence Files Attribute Name Information to be entered in the Corresponding Field DOC_NUMBER System generated number containing creation date CUSTOMER_NO Customer ID number (5 digits) COMPANY_NAME Company Name RECEIPT_DATE Date Rec'd by MMS CORRESPONDENCE_TYPES Correspondence Types (Appendix F) DOCUMENT_DATE Date the document was created FED_IND Federal/Indian Indicator Deposit Ticket Files Attribute Name Information to be entered in the Corresponding Field DOCUMENT_NUMBER Control number assigned used by imaging system DEPOSIT_TICKET_NO Deposit ticket number DEPOSIT_DATE Date of deposit DEPOSIT_AMOUNT Amount of deposit DEPOSIT_TYPE Deposit type; 2014, CN, Federal Royalty, Indian Royalty, Rent PAYOR_CODE List of payor codes associated with deposit PAYOR_CHECK_NUMBERS List of check numbers associated with deposit PAYOR_CHECK_AMOUNTS Amount of check REFERENCE_IDENTIFIER An identifier to reference the Lease, Invoice or other receivable being paid. Combined Synopsis/Solicitation 0206RP27956 Document Scanning and Indexing. Any conflicts between this amendment and the original Synopsis/Solicitation shall give precedence to the direction and guidance of this amendment. 1. See Revised Statement of Work, entitled: "Scanning Requirements Rev 1 8-30-2006" 2. Additions to Scope of work: a. Due to all MMS records being involved in litigations, all documents shall be manually fed into scanners to reduce potential for damage. b. Under SCANNING REQUIREMENTS -Purpose Add a line to state as follows: Scanning of records will occur on-site while indexing maybe done offsite by US Citizens under controlled conditions. c. Contractors shall provide proof of citizenship for all personnel anticipated to be working under the project along with a list showing full names, birth dates and social security numbers. Proof of citizenship documents are shown in the attachment labeled, " LISTS OF ACCEPTABLE DOCUMENTS." 3. Estimated Magnitude of this project is between $250,000 to $500,000. 4. Proposal due date is September 8, 2006. Proposals may be submitted via email in MS Word or Adobe Acrobat. Proposals shall be received by MMS not later than 3:00PM local time in Denver Colorado. The successful offeror will be required to provide original copies of the proposal and supporting documents prior to award. 5. Lease space additional information: a. Attached is a floor plan in Adobe Acrobat that is "representative" of the space available on the federal center. Space requirements and availability change over time at the Federal Center and actual floor plans of all available space is not available at this time. b. Minimum space for lease depends on the current space available. Bidders may assume a minimum of 2,000 usable space. c. Any and all proposed construction build-out costs shall be borne by the successful offeror. d. Space for the successful offeror, if not already positioned on site, will be leased through Minerals Management Service and ultimately through General Services Administration. The total lease costs will be deducted from the firm fixed price bid cost for the scanning scope. e. Successful offeror shall be available within 5 days from notice of award to arrange for selection of space. Failure to adhere to this schedule will be cause for the government to terminate potential award. 6. Q: "Does the fact we plan to propose the scanning be done on-site, but that the indexing will be done by (Vendor) coder's off-site make a difference as to how we should structure the hierarchy?" A: MMS only requires the contractor to confirm with the objectives and scope provided. Indexing may be done off-site in accordance with all contract documents including this amendment. 7. Q: "What are the badging (PIV) requirements for access to the Federal Center?" A: Refer to attachment entitled, "IDENTIFICATION BADGE/BUILDING ACCESS CARDS". Contractors are responsible for all the time needed for employees to obtain access badges. 8. Q: "Is the information considered Public Trust data requiring background checks of the staff"?" A: Please see Citizen and badging requirements. 9. Q: "Is the 60,000 pages references as ongoing work part of the 500,000 page objective?" A: The 60K reference is to work already completed. 500,000 is the current scope magnitude estimate. 10. Q: "Is the contractor required to provide all hardware and software?" A: Contractor shall provide all hardware and software necessary to perform tasks noted in the scope. 11. Q: "Is there a minimum number of past performance references required in the proposal?" A: 2 is required for review of past performance. 12. Q: "Is there an incumbent contractor doing any of this now?" A: MMS has numerous small jobs and vendors providing scanning throughout the country. This task is the first of this magnitude. 13. Q: " Who will provide the QA on the imaging and indexing?" A: Contractor shall provide a QA plan and chain of custody plan as part of their technical proposal for review by MMS. 14. Q: "Have acceptable Quality Levels been established?" A: MMS requires as a minimum that the copies be legible and of at least 300 dpi. 15. Q: "What Volume of documents are on tissue paper? 2 sided? Highlight? A: This is unknown at this time. 16. Q: "What is the quality of the Microfiche?" A: Microfiche done by the National Archives and Records Administration (NARA) is of the highest quality. MMS though, does not make any representation of quality for those microfiche not completed by the NARA. 17. Q: "will we be able to get network access to the internet? A: Contractors will not have access to MMS internal internet, nor will MMS provide such a service. Contractors may subcontract for local internet service on site at their discretion. 18. Q: "Will off-site indexing/QA be allowed?" A: Yes. 19. Q: "page 2, the second paragraph states: The work requested in this phase includes the document preparation, scanning, indexing and development of all applications and systems necessary to provide a customized workflow and indexing application to support the aforementioned files on MMS' existing Global 360?, (formerly ViewStar?) system. This system will contain both active and terminated lease and agreement files, along with other files containing a variety of document types. This system will provide the capability to scan, index, retrieve and archive these records. The above could be read to infer that the response should include an imaging system to work in conjunction with Global 360. Please clarify." A: See item 1.e above 19: Q: "Are the deposit tickets 8.5x11 in size or smaller? If smaller, are they all a standard check size? If not, what size are they? A: There would be no deposit ticket scanning on this SOW.
 

Web Link

Please click here to view more details.
(http://ideasec.nbc.gov/j2ee/announcementdetail.jsp?serverId=MM143501&objId=332436)
 

Place of Performance

Address: Minerals Management Service, Western Are Service Center, Denver, Colorado 80225-0165

Zip Code: 802250165

Country: USA
 

Record

SN01130215-W 20060901/060830221525 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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