SP -- DOCUMENT MANAGEMENT SERVICES The Government is seeking information from potential suppliers to support the definitization of four new (4) Special Item Numbers (SINs) under Federal Supply Schedule 36 Part IV entitled _Document Management Products and Services._ Any resultant information may be used in a solicitation for Multiple Award Indefinite Delivery, Indefinite Quantity Task Order Contracts. The (draft) Special Item Numbers are as follows: SIN 51-501 NEEDS ASSESSMENT AND ANALYSIS SERVICES DESCRIPTION: Needs assessment and analysis services provide professional support in analyzing and developing a customer_s document management system requirements. Based on the customer_s overall document management objectives, the contractor conducts a comprehensive needs assessment and analysis of the customer_s current and required capabilities. Based on the assessment and analysis, the contractor develops and provides detail recommendations on the configuration of a complete document management system capable of meeting the customer_s objectives (e.g., required platforms; operating systems; user interfaces; network support; application software; equipment requirements; equipment including application software meeting the requirements; quantity and location of the required equipment and software; maintenance of the required equipment and software; consumable supplies and replacement items; training; and required processes, procedures, and controls for effective management of the document management system). In addition, the contractor provides recommendations for acquiring the document management system (e.g., purchases, rentals, conversion of rentals to purchase, leasing, cost-per-copy, flat-rate monthly fee, document production services (on site and off site), document conversion services), a milestone schedule for acquiring and deploying the recommended document management system including the required training, and the projected costs. Also included are those operational management support services necessary for the successful deployment and operational use of document management services. Operational management support services are typically used to cost effectively implement the recommendations contained in a needs assessment and analysis report. NOTE 1: Needs assessment and analysis services are usually employed for complex document management systems for which the customer needs professional assistance in acquiring a clearer understanding of the total document management system requirements (e.g., a large number of copiers and/or duplicators having multiple and/or unique operational and maintenance requirements which are located in diverse locations), the schedule requirements, and projected costs. Document management system analysis services are usually not employed for relatively simple document management system requirements. NOTE 2: When the contractor conducts a limited review and provides recommendations (i.e., similar to what is normally provided at no cost to commercial and/or government potential customers), then the extensive document management needs assessment and analysis services available under this SIN would not normally be employed. NOTE 3: Operational management support services which are attendant in the provision of education and training support services under SIN 51-503, document production services (on site and off site) under SIN 51-505 or document conversion services under SIN 21-506 are not included. SIN 51-503 EDUCATION AND TRAINING SUPPORT SERVICES DESCRIPTION: Education and training support services provide the customer with comprehensive knowledge (e.g., operational capabilities, user training, maintenance training, repair techniques) of document management equipment (e.g., color copiers, computer-enhanced copiers, special-application copiers, multi-function digital photocopiers, duplicators, high-speed printers, scanners), procedures, processes, and applications. NOTE: Training under this SIN must be standard commercial courses on use of the equipment and must not include coursework on principles of record management, either commercial or Government. Training of user personnel that is required to be provided under the contract (e.g., at initial installation) and training that is normally provided by the contractor to commercial and/or government customers at no additional cost to the customer is not included under this SIN. SIN 51-505 DOCUMENT PRODUCTION SERVICES (ON SITE AND OFF SITE) DESCRIPTION: Document production services (on site and off site) provide customers a practical turn-key solution to a customer_s requirements for reproduction of documents. A typical document production service would include the required equipment (e.g., high-volume digital color photocopiers, high-volume duplicators, high-speed printers, scanners ) and contractor provided operational and management personnel required for effective on-site document production. Document production services are available using either contractor provided and installed equipment, using existing Government-owned equipment, or using equipment installed in Government locations under Lease-to-Ownership Plans. In addition, single or multiple shift production operations; consumable supplies (paper and transparencies are usually not included); on-going equipment maintenance; and customized agency reports are included. Negotiated Operational Performance Standards may be jointly developed and included in the purchase order (e.g., job turn-around time, maximum number of impressions per day or month, document quality expectations, turn-around performance and accuracy ratings, management of the consumable supplies inventory, and monthly management reports). SIN 51-506 DOCUMENT CONVERSION SERVICES DESCRIPTION: The process of document conversion involves state-of-the-art scanning of the original document_s text and graphic image into digital data which is then transferred to a new media and format for use in a document imaging and storage system. Comprehensive document conversion services are available to transfer text and graphic images in existing documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings, legal instruments) in whatever media they currently exit (e.g., paper, aperture cards, microfiche, microfilm, roll film) onto a new delivery/storage media (e.g., CD-ROM disks, 4mm/8mm magnetic tape, magnetic storage disks, aperture cards, microfiche, microfilm, roll film) in any required format (e.g., raster images, ASCII text, SGML tagged for electronic distribution or publishing, PDF image files) required for use in a document imaging and storage system. Customized coding and indexing options are also available as part of the document conversion process. Complete document conversion services are available for both unclassified and classified documents using Government or contractor facilities or a combination of both. If your company provides any of the above services, please provide the following information, correlated to the applicable SIN: 1) Brochures, flyers, and literature that delineate your company_s capabilities. 2) Copies of Government contracts that delineate the scope of your company_s capabilities. 3) Commercial practices, industry standards, and trade or industry organizations applicable to the SINs. 4) Recommendations that include the exact wording to improve the clarity and/or scope of the (draft) SINs with the rationale for your recommendation. 5) Company name, address, telephone number for your point of contact and facsimile number. The final Special Item Number descriptions resulting from evaluation and incorporation, where appropriate, of received information will be available at the Website address (http://www.eps.gov) on or about June 1999. WEB: Visit this URL for the latest information about this, http://www.eps.gov/cgi-bin/WebObjects/EPS?ACode=S&;ProjID=SP2&LocID=5. E-MAIL: Andrea Davis, andrea.davis@gsa.gov. Posted 03/05/99 (D-SN305603).

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