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

D -- ELECTRONIC FREEDOM OF INFORMATION ACT MANAGEMENT SYSTEM SOL RFP16158 DUE 090199 POC Ms. Dotty Quinn, Contracting Officer (703) 787-1365 The Department of the Interior, Minerals Management Service (MMS), intends to competitively award a contract for an E-FOIA (Electronic Freedom of Information Act) Management System. This announcement constitutes the only solicitation; offers are being requested and a written Request for Quotations will not be issued. PLEASE READ THIS ENTIRE NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE ISSUED. The MMS intends to purchase for a firm fixed price, a 5 user pilot with an option for up to 40 users, a stable, secure and robust E-FOIA Management System which allows employees, regardless of location, to enter and retrieve data rapidly and reliably. Tasks include: 1) installation, configuration, and integration of a commercial-off-the-shelf (COTS) tracking, scanning, redaction and workflow management system to integrate with our existing infrastructure of Microsoft Exchange and NT servers, Oracle, Excel and high-end Client workstations; 2) provide training for the pilot group, system administrators and up to 40 users, and provide system administrator and user guides; and 3) technical support and system trouble shooting for one year. PROJECT: to establish a data management system for Freedom of Information Act, Privacy Act, Discovery, and Congressional requests that comply with the 1996 Electronic Amendments to the Freedom of Information Act. Section 9 of the E-FOIA amendments require computer redaction with amount of information deleted to be shown on the released portion of the record; section 10 amends the Congressional reporting requirements. The Freedom of Information Act is an information access statute that has been in effect since 1974. It has been amended a number of times. The E-FOIA system should have all standard fields and functions to allow for standard data collection and Congressional Reporting. Three-stage performance schedule: (1) Stage 1 (pilot) provides for concurrent COTS installation at the MMS Herndon and either our Denver, Colorado or New Orleans, Louisiana site of two workstations each within 15 business days of contract award for a period of 21 calendar days free of charge; (2) Stage 2 (Option 1) provides for an extended pilot project beginning within 21 days of successful completion of stage 1 of five workstations at MMS Herndon for a period of 90 calendar days; (3) Stage 3 (Option 2) provides for full implementation of up to 40 workstations within 60 calendar days of successful completion of stage 2 to include workstations at each of the following MMS sites: Herndon 8, Denver 16, New Orleans 8, Camarillo, California 5, Anchorage, Alaska -- 3. Performance Measurements will consist of the following criteria the first four are minimum requirements: (1) Display output of data and documents (stored, located, retrieved, edited, redacted) across the network is screen displayed following key press; (2) Capture of full-range of standard FOIA/ Privacy Act/Congressional request data, including request type, date of receipt, fees collected, fee waiver, expedition, date completed, documents released in full, in part, withheld in full, exemptions and other related information; (3) Comprehensive, fully functional workflow, scanning and redaction capability; (4) Integrator: Configures, integrates and implements a fully functioning 5 user pilot within 15 calendar days from award. Four (4) E-FOIA system fully functional and available with no more than 30 hours downtime during the 75 day test period; (5) Configures, integrates and implements a fully functioning up to 40 user system within 20 calendar days from option award; (6) Provide unlimited telephone technical support during first year of E-FOIA system implementation: (1) 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, on-site integrator service call (Herndon only). In addition to the 4 Minimum Requirements, the Government will require oral presentations from those companies who are considered 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) 5 user pilot, (b) 40 users, (c) maintenance upgrade costs for software in initial quote for a years, and (d) unlimited telephone/technical support during first year of implementation with a response time of less than 2 hours. Item (1), (2) and (3) are considered the Capabilities Statement. The Capability Statement is due in our Herndon, VA, office by 12:00 NOON on September 1, 1999. 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 writtencost/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 September 20, 1999. 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 5 user pilot; L/I 02 maintenance upgrade costs for software; L/I 03 Unlimited telephone/technical support; L/I Training and Training Manuals; Subline Item (SL/I 04AA systems Administrator; SL/I 04AB User; Option Line Item (O/I OL/I 101 30 users; OL/I 102 Maintenance upgrade costs for software; L/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 costs difference. The FAR provisions and clauses are incorporated by reference: 52.212-1 Instructions to Offer's Commercial Items ( June 1999); 52.212-2, Evaluation of Commercial Items ( Jan 19999); 52.212-3, Offeror Representations and Certifications-Commercial Items (June 1999); 52.212-4, Contract Terms and Conditions Commercial Items ( May 1999) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items ( May 1999). Offerors may request a copy of provisions and clauses by calling Ms. Dotty Quinn on (703) 787-1365 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 dotty.quinn@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: Ms. Dotty Quinn, MS2500; Herndon, VA 20170. Posted 08/23/99 (W-SN370989). (0235)

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