Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 08, 2007 FBO #2112
SOLICITATION NOTICE

70 -- FOIA TRACKING AND DOCUMENT MANAGEMENT SYSTEM FOR MINERALS MANAGEMENT SERVICE, MINERALS REVENUE MANAGEMENT

Notice Date

9/6/2007
 

Notice Type

Solicitation Notice
 

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

M07RQ14670
 

Response Due

9/20/2007
 

Archive Date

9/5/2008
 

Small Business Set-Aside

Total Small Business
 

Description

Solicitation No. M07RQ14670 Request for Quotation Closing Date 09/21/2007. This is a combined synopsis/soliciation for commerical items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solication will not be issued. This soliciation document and incorporated provisions and clauses are those in effect through Federal Acquisiton Circular FAC 2005-19. This acquisition is set aside for small business. The NAICS Code is 541519. The size standard of 18.0 million. The Minerals Revenue Management (MRM) Freedom of Information Act Office is looking for a commercial off the shelf (COTS) FOIA specific database to support the FOIA process with tracking functionality and document management system. Period of Performance: One year support and maintenance, user and administrator training minimum 5 licenses, up to 20 if no additional charge. Current System: The FOIA team currently uses a password protected Access database which contains tables, fields and reports. The Reports menu includes workload, open bills, closed bills, all FOIA requests, closed FOIA requests, open FOIA requests. The input sections include a Summary page, a phone/contact log, Distribution log (DODL-which is used to track time), and Bill for Collection (report created from the DODLs). Service Needed: The FOIA Access database needs to be replaced with a new system. The FOIA Access database keeps track of current and historical data. It is difficult to maintain, and reports are difficult to create and run. MRM must comply with the requirements of Executive Order 13392 "Improving Agency Disclosure of Information." According to the EO, staff must be able to provide the status of a FOIA at all times. The FOIA office must also provide reports for the A-76 requirements. The FOIA office uses multiple systems to create reports. The FOIA workload has increased significantly over the previous several fiscal years. A new system would save time and help organize the FOIA process making it more efficient and effective. The MRM FOIA Office needs a new system which will include the following: Create adhoc and standard reports in one place, identifying the status of a FOIA request at all times, with including updates and clarifications. Align with the EFOIA amendments of 1996 regarding electronic records management. The EFOIA requires that frequently requested documents be published to an electronic reading room. Be electronically searchable. This would save time and will eliminate duplicate work. The FOIA staff currently performs manual searches of the FOIA Access database to identify whether a request for information is similar to a previous request. Organize all FOIA documents in one place for easy storage and access. The current process of organizing documents through Viewstar to prepare for publishing and redaction is cumbersome and disorganized. This process needs to be streamlined. Track contacts made during the process of responding to a FOIA request. The current practice of storing emails and phone contacts in three different places (MRMFOIA mailbox, ERooms, and MRM FOIA Access database) is confusing and disorganized. It is hard to keep track of changes and updates made to requests. Allow the program offices to electronically report their time spent searching and/or reviewing responsive documents. The current process of providing division logs via email takes too much storage space on the email server; additionally, the divisions have asked the FOIA office for an automated fill-in form. Allow updates when the DOI FOIA rates change. The administrator currently does this manually. This process needs to be automated and the FOIA office needs to be able to do this with or without administrator assistance. Better organize the electronic and paper workflow all in one location. The MRM FOIA Office currently stores electronic documents, FOIA letter templates, draft final letters and other administrative documents on a common drive. It is difficult to keep the information organized and often there are duplicate documents in duplicate areas. Another problem is inconsistency as documents are saved in electronic and paper formats in different locations. Provide EMC Documentum electronic records functionality, or provide an automated migration path to EMC Documentum Records Manager. Requirements - New System I. Operational and Functional Requirements: Tables: The system must have a way to create numerous relational tables of information in order to create reports and/or queries. Fields/Radio Buttons/Checkboxes: The system must be capable of using fields, Radio buttons, check boxes, etc., to create reports and/or queries. Auto enter: The fields must auto enter frequently input information. Updatable Fields: The above fields must be able to be edited or updated with new information. Bill Generator: The system must be able to compile costs and generate a report/bill. Queries must be able to be created of the outstanding bills. Drop downs: The system must have the ability to create drop down menus from data-entry or imported tables. Redaction: There must be a redaction capability within the system or a way to integrate with the Appligent Redax software to redact PDF documents. Importing/Exporting: The database must be able to import, export, and index documents. The documents should be indexed to include the title, subject, and date of the document, etc. Searchable subjects: The system must be searchable by topic, word, key, field, table, full text, etc. Outlook: The system must be connectable to mail systems such as Microsoft Outlook so the email can be directly downloaded and/or stored into a common location. Word Templates: The system must be able to upload templates which the user can use to create a final response to the FOIA request. Queries and Reports: Standard reports and queries must come with the system. The administrator must be able to create queries and change information as needed without additional support from service provider Reminders: The system must be able to be programmed to generate reminders or alerts based on inputted field/other information or other queries. II. Records Management Storage and maintenance: The system must provide for the storage, maintenance, and access to the current and historical electronic records. III. Performance Updatable: The system must be user updatable, configurable and customizable. Enhance: The system must be able to be enhanced to meet new requirements as established by statute or Executive Order. Scalable: The system must be able to handle increased volumes and workloads, additional licenses as needed. Upgradeable: Upgrades must be covered by the annual maintenance cost. System Backups and Recovery: The system must be able to be backed up by external servers. IV. Integration Installation: The contractor will install the product for all licenses. Server: The system must be able to be stored on more than one server to allow for users from different locations. Compatible: System must be compatible with Windows XP. If the software uses other COTS for databases, MRM prefers MS SQL Server. Usage: The administrator must be able to install updates without additional support from service provider. V. Training & Technical Data Training: There must be training included for five licenses including administrator training. User Manual: A user manual must be provided electronically and also in hard copy including detailed pictures, diagrams and instructions. Help menu: A help menu must be included within the software and be searchable by topic. VI. Service Customer Support: There must be customer support included in the proposal on a yearly basis and renewable. Troubleshooting: Must include troubleshooting and problem resolution in addition to helpdesk support via the phone and /or email messaging services. Timeframe: Requests for assistance must be responded to within 60 minutes. VII. Security Password: The system must be password protected and must be able to be changed by the administrator Audit Trail: Actions entered into the system must be tracked and monitored with the ability to generate audit reports. VIII. Quantities and Location 4 licenses plus 1 administrator license must be included in the proposal. Locations: 5 seats are located in Lakewood, Colorado; any travel expenses must be included at the GSA approved rate with any applicable per diem. Continental United States travel costs only. IX Other Security: The contractor will be required to fill out forms for a security clearance which normally takes four to six weeks. Migration: The contractor shall convert data from the legacy FOIA Access Tracking database to the provided system. Prospective contractors are required to complete the provisions at entitled Offer Representations and Certifications electronically via the ORCA website at http://orca.bpn.gov. The following provisions are incorporated by reference; 52.212-1 Instructions to Offers Commerical Items, 52.213-3 Offeror Representatives and Certifications - Commerical Items. Any contractor or order resulting from this soliciation will contain the following clauses which are incorporated by reference: 52.212-4 Contract Terms and Conditions - Commerical Items; 52-212-5 Contract Terms and Conditions to implement statutes or executive orders; 52-203-6 Alt 52.219-8; 52-225-13; 52.233-4; 52.232.3; Commerical Items 52-247-35 F.O.B Destination. Quotes must be received by September 20,2007, 4:30 p.m. at the Minerals Management Service, P.O. Box 25165, MS 2730, Denver, CO 80225. Attn: Theresa M. Velasquez (303) 231-3937, Fax (303) 231-3917 or electronically to theresa.velasquez@mms.gov. See Numbered Note 1.
 

Web Link

Please click here to view more details.
(http://ideasec.nbc.gov/j2ee/announcementdetail.jsp?serverId=MM143501&objId=356395)
 

Place of Performance

Address: Lakewood, CO

Zip Code: 80225

Country: USA
 

Record

SN01397493-W 20070908/070906222052 (fbodaily.com)
 

Source

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

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