SOURCES SOUGHT
D -- EEO File Digitization
- Notice Date
- 7/11/2011
- Notice Type
- Sources Sought
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of the Treasury, Departmental Offices/Procurement Services Division (DO/PSD), Procurement Services Division (PSD), 1425 New York Avenue, Suite 2100, Washington, District of Columbia, 20220
- ZIP Code
- 20220
- Solicitation Number
- 11RFI0277
- Archive Date
- 8/2/2011
- Point of Contact
- Brian M. Carper, Phone: 2022832749, PAMELA ROBINSON, Phone: 2022831173
- E-Mail Address
-
brian.m.carper@irs.gov, pamela.s.robinson@irs.gov
(brian.m.carper@irs.gov, pamela.s.robinson@irs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- PURPOSE: The Office of Civil Rights and Diversity (OCRD) and the Treasury Complaint Center (TCC) of the Department of the Treasury, is conducting this Request for Information (RFI) as market research to determine sources with CORE competencies and demonstrated experience in the development of an EEO File Digitization platform to allow OCRD/TCC practitioners to place each document in a file (discrimination complaints, correspondence, signed statements, and documentary evidence) in an electronic format on a SharePoint 2010 server and to generate a complete file in the Adobe portable document format (PDF). In addition, OCRD/TCC has a requirement for development of customizable and fillable electronic forms that can be uploaded into the files on this EEO File Digitization platform. SOURCES SOUGHT: THIS IS A REQUEST FOR INFORMATION (RFI) BEING RELEASED PURSUANT TO FEDERAL ACQUISITION REGULATIONS (FAR) PART 10 MARKET RESEARCH. This is not a Request for Proposal (RFP), and nothing shall be construed herein or through the RFI process to commit or obligate the Government to further action as a result of the RFI. In addition, contractors responding to this RFI shall bear all risk and expense of any resources used to provide the requested information. The information collected through this process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. Not responding to this RFI does not preclude participation in any further RFP/RFQ, if any is issued. This RFI is issued to assess the level of interest and capabilities of all small businesses. REQUIREMENT SUMMARY: Background: Treasury’s fourteen Bureau EEO Offices, OCRD, and TCC currently utilize the iComplaints (also known as iTrak) system, a commercial off-the-shelf (COTS) product from Micropact Inc., to perform necessary tracking, management, and reporting activities in support of Treasury’s EEO complaints reporting requirements. Bureau EEO Offices are responsible for the intake and processing of informal complaints. OCRD is responsible for overseeing the complaint process and for issuing final agency decisions. TCC handles the formal complaint intake and the investigation processes. The end result on each complaint is a paper file that typically contain hundreds of pages, and occasionally thousands of pages, and is sent to the following recipients: •complainants and their representatives •Treasury bureau EEO officers and counsel •the Equal Employment Opportunity Commission (EEOC) •the Merit Systems Protection Board (MSPB). OCRD/ TCC requires a platform that will allow EEO practitioners to track, gather, and organize documents on EEO cases in a paperless complaint file that can easily be distributed to stakeholders in the complaint process. In addition to the creation of an EEO File Digitalization platform, OCRD/TCC would like customize and fillable electronic forms to be developed, which can be uploaded into the EEO File Digitalization platform. OCRD/TCC would like a platform that works seamlessly with iComplaints, the current database/ case tracking system. Objectives: The vendor will develop an application that can upload complaint files to the EEOC File Exchange (EFX) system and to other entities in Adobe PDF, with a resolution of a minimum 300 dots per inch (dpi), OCR (optical character recognition) image over text searchable by each word, Bates page numbering, and bookmarks. The Bates numbers must be visible in the records in the system as well as when printed in paper form or exported to another electronic system. The PDF documents must not contain any security settings, password protection, or other attributes that would restrict the EEOC’s ability to open, cut and paste, copy, or otherwise use the files. The vendor must work with the EEOC’s staff and will ensure the EEOC can receive the files from the E-Complaint File application. •Direct transfer of a PDF file to a disc and/or CD-ROM, with the option of adding password protection to each disc or CD-ROM. •Storage of all documents in an electronic filing system based on file folders and grouped by case identifiers, with access by at least 150 concurrent users and with the capability to arrange/rearrange the order of the documents in any sequence using metadata. •Seamless integration or automatic transfer of information from the EEO File Digitalization platform into iComplaints. Coordination with the Internal Revenue Service (IRS) iComplaints administrators to determine best approach for seamless integration. •Automatic capture and routing of emails and faxes sent to specified TCC and OCRD addresses and telephone numbers. The vendor will be responsible for developing the requirements and designing the manner for internal and external emails, faxes, electronic forms, and paper documents to be transferred into the E-Complaint File application. •Identification of key element identifiers and routing of documents automatically to the appropriate case folder. •Creation of customizable and fillable electronic forms that can be completed and downloaded by outside users and sent with electronic signatures to the document management system. • Creation of customizable and fillable templates for standardized correspondence, which can import complainants’ names, addresses and case numbers and be modified to insert minimal amounts of additional information specific to the cases. • Integration of the EEO File Digitalization platform with the current scanning equipment at OCRD and TCC, including scanning at a resolution of 300 dpi and are searchable by each word. •Recognition and acceptance of electronic signatures on documents, and aside from an electronic signature capability, the vendor must develop a system providing a high level of confidence that an emailed or faxed document comes from the supposed sender. •A collaborative document review tool for editing draft documents and exchanging them for review among staff members and managers. •A document redaction tool, allowing for the retention of the original un-redacted documents and all subsequent versions of documents and the appending of notes to the redacted documents. •The vendor will provide training for OCRD staff in Washington, DC and TCC staff in Dallas, Texas. Vendor will provide ongoing support, in the form of annual maintenance agreements, for the product. •Each digitized document, metadata on the (1) date of creation of each document, (2) names of users who accessed each document and the dates of access, and (3) names of users who edited, redacted, and/or appended notes to each document and the dates of such actions. This metadata will be assigned to designated content types and mapped to SharePoint 2010 Records Center. •Ability to email all or part of a case record to a selected individual or group. •Tool provides proactive error notification. •The product will not allow a case to be deleted, but will flag designated cases as being “cancelled.” The product will provide the ability to re-activate a cancelled case file. •The product will support multiple levels of security defined by User and Role. •The product will support the de-activation and re-activation of user accounts and roles. •The product will provide the ability to archive case records. The product will allow product administrators to import data to, and export data from, the system archives. •Software maintenance support including incident based helpdesk support between the hours of 8am and 8pm Eastern. This will include product upgrades and/or releases. The vendor will fully test both software patches and upgrades prior to installation and provide OCRD/TCC with test results. •The vendor will provide two full sets of user, administrator and training documentation. •The vendor will provide support for initial product installation and configuration. OCRD/TCC will identify personnel to perform User Acceptance Testing for 60 days to test the product’s operational capability. The vendor will provide support for this acceptance testing and any issues identified. Constraints •Files must be exportable from the platform as PDFs under the standards set out above. •Without implementing reduction or compression techniques, complaint files are as large as 300 MB. The vendor will be responsible for designing the techniques to keep the size of a complete complaint file under 100 MB due to storage limitations in SharePoint. • Compliance with Section 508 of the Rehabilitation Act, which requires Federal agencies that use electronic information technology to ensure access to information to people with disabilities. •Compliance with National Archives and Records Administration (NARA) requirements on permanent storage of electronic records. Provide records management that complies with best practices and other Federal records regulations, e.g. (OMB-123, TD 80-05). All workflows will use policy based governance rules to apply disposition to records material. •The product must be designed to run in Treasury’s existing Microsoft SharePoint 2010 environment. The vendor will develop the application within the existing SharePoint environment, will use the SharePoint document management features to set up the document repository, and will utilize “out of the box” SharePoint features as much as feasible in designing this application. •The product must utilize thin client installation with no support or client-side files required. •The product must be web-based and run exclusively on a web browser (IE 8.0 or higher). •The product must be role-based, and these roles will include various user levels and a system administration role. •The vendor will ensure that the EEO File Digitalization platform is fully integrated with the iComplaints system, and existing servers, firewalls, and portals. The vendor will ensure that the EEO File Digitalization platform complies with OCRD/TCC software/hardware guidelines (to be provided). SharePoint 2010 web services or similar tools may be utilized and vendor will make personnel available to coordinate with Internal Revenue Service (IRS) iComplaints administrators. •The vendor will ensure that the EEO File Digitalization platform meets IRS and Treasury security requirements. The vendor will provide an Application Security Plan to IRS for review and approval. •Contractor will provide all information needed for federal IT Security compliance activities, and make personnel available for interviews, assistance with system testing and delivery of documentation, as needed for IT Security testing, auditing, and compliance activities. Contractor shall operate the system in compliance with all requirements under the Federal Information Security Management Act of 2002 (FISMA), Treasury Department Policies, and Departmental Offices Policies, as well as the System Security Plan. Contractor will support continuous monitoring of the system by IT Security Personnel. •Contractor will develop all documentation required for system accreditation under FISMA. This includes compliance with all applicable federal standards and guidelines including NIST Special Publications.. REQUESTED INFORMATION: Small businesses may submit responses that demonstrate their qualifications and company's ability to perform. Interested small businesses meeting the small business standard of NAICS code 541511 are requested to submit a response to the Contracting Officer no later than July 18, 2011 at 12:00 eastern. Responses shall provide the business's DUNS number and CAGE code. Additionally, responses should include recent (within the past three years or work that is on-going) and relevant experience (work similar in type, scope, and complexity) to include contract numbers, project titles, dollar amounts, and points of contact with telephone numbers where the responder performed the relevant work. Provide a list of the current contract vehicles your services may be procured from, to include the General Service Administration (GSA), Federal Supply Schedule (FSS) and any other government contract vehicle. Interested vendors are requested to submit a maximum 15 page statement of their knowledge and capabilities to perform objectives stated above to include the following: a) Describe your experience managing the programmatic and functional activities associated with complex coordination. b) Describe your experience and knowledge with SharePoint 2010. c) Describe you experience with designing business process workflows. d) Describe your experience with performing software development on pre-existing SharePoint or.Net platforms. e) Describe your experience with supporting software applications which are operated and maintained on platforms hosted by other service providers. f) Describe your experience with NARA and Section 508 compliance requirements g) Describe your experience in building Business Connectivity Services or other similar technologies connecting to a pre-existing system. h) Describe your experience in enhancing and maintaining software applications after they have been deployed and accepted. i) Describe your experience in the areas of search, meta-data management, records management and/or information governance. Responses to this Sources Sought Notice are to be submitted by e-mail to Brian.M.Carper@irs.gov and RECEIVED NLT 18 July 2011, at 12:00 PM Eastern. The response should not exceed a 1 MB mail limit for all items associated with the Sources Sought Notice response. Responses must be single-spaced, Times New Roman, 12 point font, with one inch margins, and compatible with MS Office Word. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly. Please be advised that all submissions become Government property and will not be returned. All government and contractor personal reviewing RFI responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/TREAS/DOPSD/PSD/11RFI0277/listing.html)
- Place of Performance
- Address: District of Columbia, United States
- Record
- SN02494540-W 20110713/110711234331-a76261952f1904466be59dcf4dd4e59c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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