MODIFICATION
R -- HEC Document Imaging - RFI
- Notice Date
- 5/30/2007
- Notice Type
- Modification
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of Veterans Affairs;Health Administration Center;3773 Cherry Creek Drive North, Suite 450;Denver CO 80209
- ZIP Code
- 80209
- Solicitation Number
- VA-741-07-RI-0004
- Response Due
- 6/5/2007
- Archive Date
- 7/5/2007
- Small Business Set-Aside
- N/A
- Description
- QUESTIONS AND RESPONSES FOR RFI 741-07-RI-0004, HEC DOCUMENT IMAGING SYSTEM THE DUE DATE FOR THE RFI IS EXTENDED TO COB (4:30PM MDT) TUESDAY, JUNE 5, 2007. 1) About the 125K pages per day, how are you scanning and tracking them now. That is what: a) scanners b) Document-imaging product(s), and are you using c) Internal or outsourced scanning Team? (A)We do not scan. All are hand filed w/ internal resources 2) After assessing and implementing agreed upon product, what are your plans to digitize the 125,000 pages daily? Internal or out-sourced? (A) Currently internal, due to IRS and SSA data contained in correspondence 3) Does the anticipated 60% workload increase include a similar increase in the input page count? (A) Yes 4) Do you have plans for addressing the handling of SSN's on these documents [and other secure data] for F.O.I.A. and other public access including web posting? (A) The income verification files are subject to SSN and IRS security rules. There is no public access to this information - this will not be viewable on- line. 5) How large is your Archive (, Paper, Paper Photostats and/or microfiche approx counts), and perhaps more important what are your plans for this Archive? (A) Multiple file rooms containing 8.5x11 files. Do not have a count. It is likely, the current Archive would be imaged over a TBD time period. The Imaging system once on-line would begin imaging all incoming correspondence, eliminating the creation of "new" paper files. 6) Do any page sizes exceed ledger paper sizes (11" x 17")? IF YES, what is the approximate page count? (A) No 7) What are the time constraints (job start/completion requirements) and/or location constraints (can we scan these off-site) using Bonded Couriers for moving hardcopy? And once again, if there are Archive materials, what are the plans for processing the Archived, and will an off-site scenario be allowed? (A) All scanning will be done in house using, current staff. There are no plans to do this off-site 8) Given the following requirements from the RFI: "3. The Contractor will provide recommendations for business process improvements stemming from implementation of a Document Management system. a. Storage of imaged documents must comply with Federal government security requirements. b. Federal Tax Information (FTI) can not be co-mingled with non FTI information. c. User capabilities must be permission based. d. Departmental files will be segregated independently from each other. e. A detailed, written report that presents an analysis of business requirements, potential solutions and recommended solutions to include cost/benefit analysis, will be delivered within 10-15 days after assessment and analysis are completed 4. Assessment and analysis should require no more than 15 days to conclude. The COTR will review and approve final written report prior to contract expiration. The COTR shall assure the requirements of the contract are provided consistent with industry standards." What is the allowed assessment and analysis period for data collection? We implore you to consider your internal personnel access/availability, resources that need be assessed, interviews and follow up Q&A, exchanges, etc Essentially, given the need to assess current resources and how they are used to meet future requirements, is VA's HEC confident that a 15-day period to conclude assessment and analysis to be valid? Is there potential they may consider extending that timeline, or extending the timeline to include follow up to exchanges? (A)15 days for assessment and analysis is what we believe to be adequate. If additional time is required, this would be granted. 9) Will the SOW also include integration engineering services for the DMI systems and any existing systems and/or planned systems in the Administration or those that contractors provide? (A) Yes, this likely be the case. 10) One other area of interest with regards to from the RFI: "7. PERSONNEL QUALIFICATIONS AND EXPERIENCE a. At a minimum, personnel assigned by the Contractor to perform required duties must be able to show documented training and have recent experience performing functions in Document Management and Context Imaging, system administration and end user support. b. Additionally, the integration of disparate systems to provide a business based process solution is requiredc. The Contractor must have a minimum of three years fulltime experience in performing similar functions and duties. d. The Contractor shall be able to read, understand, speak, and write English." This section does not outline the background of a professional with sufficient credentials for the deliverables requested, among them, especially the highly value-added skills sets for 'integration" that includes "profile based security" to existing and new data. (A) Our expectation is you will be able to provide "credentials" and customer references which will demonstrate/ verify your capability. 11) Has the Administration conducted any internal data gathering to determine and document process requirements for the purposes of identifying areas for automating process and/or process controls? (A) Yes 12) Can you provide a brief description of the HEC's current process(es), if any, for converting paper documents to electronic form. What standard is used, for example, PDF, TIFF? Is it a mixture of types? (A) We do not convert documents. 13) Please describe the HEC's current process(es), if any, for searching and retrieving documents. (A) They are retrieved from a file room based on case #, name, SSN 14) What operating system(s) and tools (for example, Acrobat or MS Office) is the HEC standardized on? (A) MS office 15) Have you considered having the current and future processes assessed, analyzed, documented, and accepted by the HEC, and then issuing this information in a SSN for the document imaging technology solution? (A) Yes to all, except, we likely will not want to use SSN 15) The request for information states - "Assessment and analysis should require no more than 15 days to conclude." Is the Assessment and Analysis contractor precluded from bidding on the implementation contract as this could be perceived as a conflict of interest? (A) No 16) Shouldn't the RFI request sources (companies) who have the capabilities and the interest in providing a total solution; Analysis, Assessment, Recommendation and Implementation versus seeking companies to do only the Assessment and Analysis? This would allow the VA to only prepare and submit one Request for Proposal versus two as this RFI indicates. (A) The intent of this RFI is for Analysis, Assessment, and Recommendation. 17) We assume the study will be conducted at the HEC in Atlanta, GA. If so, how long do you anticipate the study will take? (A) Yes, in Atlanta. Assessment and Analysis should require 3-5 days on site, a possible 1-2 days for a follow-up visit if needed. Our expectation is delivery of a Assessment, Analysis and Recommendations with in 30 days 18) Is there a contract period and dollar value associated with both the study and the potential RFP for the equipment and implementation? (A) No. 19) is there an incumbent currently performing the work? If so, who is the incumbent and when does their contract expire? (A) No 20) Is there a page limit required for the RFI response? (A) No 21) Are you expecting cost information for the scope of work: that is, overall cost and cost breakdown for what we consider are the SOW components? (A) Not at this time. 22) Is this going to be a small business set-aside project or are you assessing that depending on the responses received? (A) To be determined 23) What is the impact if we do not respond to the RFI but desire to respond to the RFP? (A)None. 24) If we do respond to the RFI and after review, you believe that we would not be a viable candidate for the RFP, will you let us know that? (A) Yes
- Record
- SN01305329-W 20070601/070530220550 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |