Department of the Interior, Minerals Management Service, Procurement Operations Branch, MS2500, 381 Elden Street, Herndon, Virginia 20170-4817

70 -- DOCUMENT MANAGEMENT SYSTEM (SOFTWARE) SOL 1435-01-98-RP-3929 DUE 043098 POC J. Callas, (703) 787-1359 This is a combined synopsis/solicitation for commercial items/services prepared under FAR Subpart 12.6, as supplemented by additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation shall not be issued. Solicitation 1435-01-98-RP-3929 is a Request for Proposal. The Minerals Management Service (MMS) intends to purchase firm fixed price, for a 25 user pilot with an option for 175 users, a stable, secure and robust Document Management (DM) system which allows employees, regardless of location, to electronically communicate and exchange DM information (text, scanned images/text, graphics, spreadsheets) rapidly and reliably. Tasks include: (1) installation, configuration, and integration of a commercial-off-the-shelf (COTS) tracking and workflow management system to integrate with both the Network and Intranet/Internet and with MMS provided hardware of Novell/NT Servers, document management server, and Client workstations running on TCP/IP, (2) train 10 system administrators and 200 users, and provide system administrator and user guides; and (3) technical support and system trouble-shooting for one year. Estimated cost for the pilot and option is less than $210,000. The system must meet the following 4 Minimum Requirements (1) 32-bit Windows 95/Windows NT platforms; (2) supported by graphical routing tools for Windows 95/Windows NT on both server and client; (3) DM must integrate with existing Viewstar DM system, and existing imaging infrastructure; allow users to store, locate, retrieve, manage, share documents across network or Web with MMS's Intranet; document profile/identifier created for each document storing customizable information by author, subject, document number document type, key word; support standard Windows Open/Save; unlimited document version/reversion control identifying any edits by author, by date; incoming paper documents can be scanned using imaging software bundled with DM solution; DM imaging includes OCR, supports full text indexing, editing (highlighting, redaction, sticky notes, text lines, rubber stamps; existing Adobe processes/file formats (.pdf) will integrate with DM; DM routing does not require e-mail for document transport; document routing enables users to initiate serial, parallel, or broadcast routes directly from the desktop depending on the users access rights. The route initiator can specify the time-frame in which a route or member's task must be completed. Group members identified in a route can also forward documents via a subroute to someone not specified by the route initiator; extensive search and retrieval capability across dissimilar database schema and/or multiple databases simultaneously, including full-text, key word, subject, author, date range retrieval; routing or audit trails can be viewed on the screen and printed; system security can be enabled for individuals or groups, by document and/or folder that limits users rights to reading, editing, or deleting a document, by organization or ndividual; secure document encryption; encrypted digital signaturing capabilities; file handling can be distributed over multiple Windows NT servers for load balancing; page on demand for improved network performance; caching ability to maintain multiple cache locations for faster retrieval; Imaging, Viewer, Annotations, Thumbnails provide a wide range of viewable file formats available for viewing in Microsoft Suite, Windows 95/98 and Windows NT, including but not limited to word processing (WordPerfect; Word; AmiPro), spreadsheet (QuattroPro, Excel), database (Access, FoxPro), graphics (PowerPoint, Freelance, Harvard), photographs (PhotoShop), and scanned images (.tif, .pdf, and .max file extensions); capability to view multiple documents simultaneously; can place annotations on any file type with capability to assign security to each annotation. Annotations visible in thumbnails for all supported file formats; launch documents from native application software using COTS document management software; thumbnail support for all supported file formats; full OLE 2.0 support including In-Place Activation; Integration with software suites; and, (4) integration: the type and format of data gathered, stored, and disseminated across the bureau must be maintained in a secure, high throughput network with redundant or recover and retransmission capabilities. Network/Internet/Intranet Engineering assistance spans both hardware and software. The contractor shall not disrupt communications between offices located in the Main Interior Building in Washington, DC; Herndon, VA; Camarillo, CA; Anchorage, AK; Denver, CO; New Orleans, LA; and 6 district/2 sub-district offices located in CA, OK, TX, NM, LA, FL. MMS users will need to access the DM via the MMS Intranet to perform search/retrieval, edit updates, and distribute DM information. The Contractor will integrate existing FoxPro 2.0 database and Adobe .pdf files into the COTS DM software with capability to see audit trail data, use existing reports and incorporate existing active correspondence documents. Performance Schedule: Pilot: The 25 user pilot period will run 75 calendar days from contract award. Implement the DM within 15 business days of contract award, including training, and run a live system test for 60 calendar days. Option: Upon successful execution of the pilot, implement a fully functioning DM including training for 175 users. The option shall be completed within 60 calendar days the option exercise date. Performance Measurements will consists of seven criteria. (1) Display output of documents (stored, located, retrieved, edited) across the network or intranet is screen displayed within 2 seconds following key press. (2) Unlimited document version/reversion control entries (audit trail) display customizable information (author, subject, document number, document type, key word) within 2 seconds following key press, detailing any edits by author and date. (3) DM shall meet the 4 Minimum Requirements. (4) Integrator: Configures, integrates and implements a fully functioning 25 user pilot within 15 calendar days from award. (5) DM system fully functional and available with no more than 6 hours downtime during the 60 day pilot test period. (6) Integrate existing active correspondence documents (FoxPro database and .pdf files) into the 25 user pilot and for 175 users for the COTS DM system, with complete integration of legacy data (FoxPro, .pdf files) within 30 calendar days from award date and option exercise date. (7) Provide unlimited telephone technical support during first year of DM system implementation: (a) respond to requests for technical support calls within 2 hours of receipt of call; (b) Failure to resolve any problems via telephone with MMS technical staff will require next day, onsite integrator service call. Offerors providing proposals that do not meet the 4 Minimum Requirements shall be considered "Non-Responsive". In addition to the 4 Minimum Requirements, the Government will require oral presentations from those companies who areconsidered responsive. Offerors will be evaluated on the following: (1) Performance capability of the system being offered; (2) Experience/Past Performance (a list of past, present and current contracts and points of contact including telephone numbers -- REFERENCES WILL BE CHECKED); (3) List of Contractor's key personnel resources detailing level(s) of experience and duties on this project; (4) Schedule; and, (5) Price for (a) 25 user pilot, (b) 175 users, (c) maintenance upgrade costs for software in initial quote for a year, and (d) unlimited telephone/technical support during first year of implementation with a response time of less than 2 hours. Items (1), (2) and (3) are considered the Capabilities Statement. The Capability Statement is due in our Herndon, VA, office by 12:00 NOON on 30 April 1998. Following a review of all the capabilities statements, those having the past experience, organizational capability and key personnel to perform the work will be invited to give an oral technical presentation and submit a written cost/business proposal. Oral presentations will be one hour in length and will be held at MMS, 381 Elden Street, Herndon, VA 20170 on or about the week of May 18, 1998. Vendors will be notified by the Contracting Officer of the specific time for their oral presentation. The offeror must be able to demonstrate the features of the proposed system, as outlined in the above technical and evaluation criteria, and be available to answer questions during the presentation by the evaluators. Contractors should bring all equipment. An overhead projector will be provided. The oral presentation and the question and answer session will not constitute part of the offer and the information communicated thereby will not become a part of any contract resulting from this RFP. Neither the oral presentation nor the question and answer session will constitute discussions, nor will they obligate the Government to conduct discussions or to solicit or entertain any proposal revisions. Only the offeror's key project personnel or direct supervisor (program manager) will be allowed to participate in the oral presentation. Key project personnel includes only those persons who will be assigned to the contract. Two additional people (i.e., chief executive officer company president,legal representative, etc.) may attend if desired, but will not be allowed to present the oral presentation except in a brief company introduction that will not be evaluated. Offerors invited to conduct an oral presentation must submit a written cost/business proposal that includes unit and extended prices for these line items (L/I): L/I 01 25 user pilot; L/I 02 Maintenance upgrade costs for software; L/I 03 Unlimited telephone/technical support; L/I 04 Training and Training Manuals; Subline Item (SL/I) 04AA System Administrator; SL/I 04AB User; Option Line Item (OL/I) OL/I 101 175 users; OL/I 102 Maintenance upgrade costs for software; OL/I 103 Unlimited telephone/technical support; OL/I 104 Training and Training Manuals; Subline Item (SL/I)104AA System Administrator; SL/I 104AB User. The Government reserves the right to award contracts to other than the lowest priced offer if, in its judgement, the technical superiority outweighs the cost difference. The following FAR provisions and clauses are incorporated by reference: 52.212-1, Instructions to Offer's -- Commercial Items (JUN 97); 52.212-2, Evaluation of Commercial Items (OCT 97); 52.212-3, Offeror Representations and Certifications-Commercial Items (JAN 97) 52.212-4, Contract Terms and Conditions -- Commercial Items (MAY 97); 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (AUG 96). Offerors may request a copy of provisions and clauses by calling Ms. L. Donley on (703) 787-1354 or by sending a fax as soon as possible to (703) 787-1387. Questions should be faxed or Emailed as soon as possible to the above fax number or Email address Jaci.Callas@MMS.gov. The RFP number MUST be in the subject line of the Email. All questions should additionally include your full name and title, RFP number, your organization, complete address, and telephone and fax numbers. TELEPHONIC QUESTIONS WILL NOT BE ACCEPTED. Responses to this announcement should be forwarded to the Minerals Management Service; 381 Elden Street; ATTN: J. S. Callas, MS 2500; Herndon, VA 20170. (0099)

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