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.S. Callas (703)787-1354 MODIFICATION of Presolicitation Notice of April 9, 1998 for the Minerals Management Service's intended procurement of Document Management (DM) system (25 user pilot with an option for 175 users). This is the second modification (modification 1 is dated April 21, 1998). This modification serves as an announcement to inform all potential bidders of various questions submitted to MMS. Q1. Can you provide an example of a retrieval "across dissimilar schema", that is, exactly what do you mean? ANSWER: databases (.dbf, .mdb, .pdx, etc.), graphics word processors, spreadsheets, operating systems (Novell, Microsoft NT). Q2. Can you tell us what a ".max" file extension is? ANSWER: .max file is Visioneer's Paperport scanner output file (www.visioneer.com/). Q3. Will the 25-user pilot be installed in the D.C. metro area? ANSWER: Installed in DC metro area with internet access for Herndon, VA; Anchorage, AK; Denver, CO; New Orleans, LA; and Camarillo, CA. Q4. Are T&L expenses included in the estimate of $210,000? ANSWER: Yes. Q5. What is the anticipated contract award date? ANSWER: June 98. Q6. Will the MMS provided hardware and network infrastructure be installed, configured and ready for contractor use by the date of award? ANSWER: Yes, depending on equipment availability and delivery. Q7. Presumably Task 1 includes the development of a customized workflow. If this is true, 15 days may be insufficient to analyze the MMS business process, design, develop and implement the automated workflow, and train the users. This contractor suggests that the period be extended to a minimum of 30 days. ANSWER: This schedule change cannot be accommodated. Q8. Is it correct that training for the system administrators and end users is to be conducted on-site at the MMS facility in Herndon, VA? ANSWER: Yes, as well as the Main Interior Building in Washington, D.C. Q9. Does the MMS expect the training to be generic product training, or customized, application specific training? ANSWER: Application specific training. Q10. Please clarify/define the requirement "must integrate with existing Viewstar DM system". What level of integration is expected/required? ANSWER: Documents must easily flow into Viewstar. Q11. Application performance is a function of not only the software, but also the MMS provided hardware and networking infrastructure. The 2 second response time may not be achievable given the hardware and networking configurations. This contractor requests that the MMS provide configuration information on the MMS provided hardware and/or decrease the response time. ANSWER: We will not increase the response time. Specifications will be provided when the equipment is purchased. Q12. The typical response time requirements for technical support is 4 hours. This contractor suggests that the requirement be modified from 2 hours to 4 hours. Also, there typically are terms and conditions that cover technical support calls that are placed near or at the end of the business day that permit the vendor to respond and/or resolve the issue during the next business day. Logistics may preclude an on-site visit the next day if the initial support request call is not made early enough. This vendor suggests that the MMS rethink and modify the requirements for on-site service calls. ANSWER: The RFP will not be modified at this point. Q13. What is MMS using as the current email system? ANSWER: cc:Mail (there is a possibility that we will convert to MS Exchange, but there is not a firm requirement in house at this point). Q14. Can we use MS Exchange for document transport? ANSWER: Not at this point. Q15. Is the Offers list still open for new contributors? ANSWER: There is no list. The solicitation is open to all. Q16. Where can the FAR clauses be found? ANSWER: The internet has a site where you may pull up these and any other FAR clause: http://www.arnet.gov/far/ Q17. Intranet/Internet: Could you please provide information about the structure and capabilities of your internal Intranet? What Internet connectivity is available to your varioussites? (T3, T1, etc.) ANSWER: Windows NT server; TCP/IP; T1 between Herndon and DC; T3 between Denver and DC/Herndon. Q18. Software Licenses: You indicate that the proposed system will support up to 175 users. Because the number of simultaneous users greatly affects the software licensing costs, how many simultaneous users must be supported? ANSWER: 60 Q19. Technical Support: You indicate that response to requests for technical support calls must be made within two hours of receipt of call. During what hours is telephone technical assistance required? ANSWER: 7:00AM -- 6:00PM (EST) Q20. On-Site Technical Support: You state "Failure to resolve any problems via telephone with MMS technical staff will require next day, onsite integrator service call." This application will support 14 locations. For which locations will on-site service be required? ANSWER: Main Interior Building, Washington, DC; Herndon, VA Q21. Viewstar DM: It is critical to our bid decision that the government clarify the following: the "DM must integrate with existing Viewstar DM system, and existing imaging infrastructure..." Could you delineate and provide the detailed specific functional requirements? What is the "imaging infrastructure" that you refer to? Is it something other than Viewstar?" ANSWER: part a. Documents must easily flow into Viewstar. part b. Imaging stations include: Adobe Capture / Adobe AcrobatPro; Visioneer's Paperport; Viewstar Q22. Database Schema: In order to provide a firm price quotation, we need to understand the specifics of the FoxPro 2.0 database. We will need the database schema, the number of records, the size of the database, the requirements of the reports, the indexes (if any) of the Adobe .PDF files. We also need the specifics on the format, size and schema for the audit trail data of the existing system. ANSWER: part a. FoxPro 2.0 application consists of 4 database (.dbf) files: the active parent (control) database contains 2,667 records; the active child (audit trail) database contains 14,091 records; the remaining two files are look-up tables storing less than 200 records combined. Additional details to be provided upon award. part b. Six directories are used to store the Adobe .pdf files on the local area network. These directories can be quite large with the largest at about 6 megs. For specific database / index schema, you will need to contact Adobe. Q23. Database Integration: You state "The Contractor will integrate existing FoxPro 2.0 database and Adobe .pdf files into the COTS DM software ..." Exactly what functionality is this integration supposed to provide? What functionality does the current system provide and is this precise functionality to be ported over to the new system? ANSWER: part a. FoxPro / Adobe integration of current files should allow users the capability to search, retrieve and edit these files within the document management software. part b. Current system allows users to track, assign, and forward .pdf files via e-mail. The document management software should be able to perform these same functions at a minimum. Q24. Budget: Has the budget for the project ("not to exceed $210,000") been approved? ANSWER: Please refer to the amendment released in the CBD on April 21, 1998. Q25. Training: Will training be provided only at a single site (in the Washington metropolitan area) or must it be provided at all locations? ANSWER: Main Interior Building, Washington, DC; Herndon, VA Q26. Performance: We request that you delete the following: Under the Performance Schedule, "(1) Display output of documents ... within 2 seconds following key press." The performance of the image display is dependent on many criteria, including the network bandwidth, traffic, the capacity of the client workstation, the size of the document being retrieved, the type of document being retrieved, etc. A two second requirement is not reasonable. Perhaps the government can change this to "under normal conditions, the user shall not have to wait more than ten seconds for the system to begin displaying the image requested and an average of five seconds or less." ANSWER: The RFP will not be changed at this time. Q27. In which office will the 25 pilot users be working? ANSWER: Main Interior Building, Washington, DC with internet access for offices in Alaska, California, Louisiana, Colorado, Virginia Q28. If there is more than one office location for the pilot test, what are the other locations? ANSWER: See Q27 above. Q29. Eventual user numbers will be 175. What is the distribution and location of those user seats? ANSWER: Distribution to offices located in Q27 above. Q30. Response times within two seconds are as dependent on the infrastructure (Configuration of LAN/WAN, PCS, and Servers) as the DM application -- do you currently have the kind of infrastructure which delivers within two seconds response times for other applications which currently operate on your LAN/WAN? ANSWER: Yes. Q31. What is the estimated total number of users on your LAN/WAN? ANSWER: Main Interior Building LAN =100 users; Herndon LAN=200 users, WAN=1800 users Q32. Can you tell us the kind of LAN/WAN you currently have? ANSWER: LAN Server Novell 4.x; Intranet server NT; T1 lines between Herndon and DC; T3 lines between Denver and DC/Herndon Q33. What is your network backbone (fiber optic, other)? ANSWER: Fiber optic Q34. Do you use ATM technology? ANSWER: (this is still under investigation) Q35. What kind(s) of Network Interface Cards do your PCS use (10BaseT, 100BaseT)? ANSWER: MMAC 10/100BaseT Q36. What kinds of Switches, Hubs, and Routers do you use? ANSWER: Cabletron; Cisco and Bay Networks routers Q37. Are all your PCS using Microsoft Windows 95? ANSWER: Yes Q38. It looks like you are using multiple Windows NT servers. Do you want the DM server applications to run on NT or Unix? ANSWER: DM server apps to run on NT server. (0113)

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