Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Acquisition and Grants, 1710 Gwynn Oak Avenue, Baltimore, MD, 21207-5279

70 -- CORRESPONDENCE CONTROL PROCESS SOL Reference-Number-RJCMMY600 DUE 070700 POC Rita Carter, Contract Specialist, Phone 4109658789, Fax 4109659560, Email rita.carter@ssa.gov WEB: Visit this URL for the latest information about this, http://www.eps.gov/cgi-bin/WebObjects/EPS?ACode=R&ProjID=Reference-Num ber-RJCMMY600&LocID=2422. E-MAIL: Rita Carter, rita.carter@ssa.gov. This is a REQUEST FOR INFORMATION. When responding to this announcement, respondents should refer to RJCMMY600. THE SOCIAL SECURITY ADMINISTRATION (SSA) IS SEEKING SOURCES FOR COMMERCIAL OFF-THE-SHELF (COTS) OR GOVERNMENT-OFF-THE-SHELF (GOTS) SOLUTIONS TO STREAMLINE THEIR CORRESPONDENCE CONTROL PROCESS. The following information provides high-level requirements for this project: Desktop Platform -- The system design will be based on SSA_s IWS/LAN platform, which includes a Pentium processor, Windows NT 4.0 and the Microsoft Office 97 software suite including MS Exchange (currently version 5.5) as the mail server and MS Outlook (version 98, with version 2000 planned) as the mail client. Architecture -- The application must be browser-based and deployable via the web services provided by Internet Information Server (IIS 4.0), Internet Explorer 4.01sp2 and the NT 4.0 LAN infrastructure. Compiled Business components must be compatible/deployable on the same network. Document Management -- The system will need to support document management capabilities such as version control. The system may either have built-in document management capabilities, or be compatible with other document management software. Ideally, users should be able to simultaneously work on separate sections of a document. Document search and indexing capability is required. Imaging -- The system will need to support viewing and annotation of standard image files such as TIFF (tagged image file format), JPEG/JPG, etc. using an image viewer such as the Wang Imaging application that is provided as part of the Windows NT 4.0 desktop. The images may consist of scanned documents. Once a paper document is scanned, automatic conversion of the results to a PDF format is desirable. Optical character recognition (OCR) is also desirable. Assignment Initiation -- The system should allow the initiation of assignments via a variety of methods, including direct user input, electronic mail, or from other document types (e.g., word-processing orspreadsheet files, scanned image files, etc.). Document Association -- Assignments can have one or more associated documents which will need to be routed (i.e., attached) as part of an assignment. The documents should be viewable from the system interface by double-clicking on the attachments. Assignment/Workflow/Routing -- The system will need to support the routing of assignments and attached documents to the individual and/or component to which they are assigned via parallel, serial and combined routing. The ability to utilize predefined or ad hoc workflow for purposes of controlled routing is required. The system should be able to automatically notify individuals of new assignments. Assignments can be assigned to components/departments or to individuals. Assignment Tracking -- The current status and tracking history of each assignment should be maintained, and should be readily available from the interface. Sufficient audit trail should be established to enable viewing all events related to a particular assignment. Reporting/Querying -- The system should have the capability of running predefined and ad hoc reports. The report interface should be intuitive and robust (such as Crystal Reports 7.0, Microsoft Access, etc.). Reports may be viewed on the screen, printed, or exported to other files (i.e., spreadsheet, word processing or text document, etc.). The application should have the capability to find assignments either using a built in search engine or one that SSA already uses. Database Connectivity -- Connectivity with external databases (e.g., Oracle) is required. The system should be able to efficiently store all tracking data as well as attached documents. Application Integration -- A system that utilizes an open architecture to enable integration with other applications (Visual Basic, MS Office, etc.) is required. Security -- System access should be controlled via authentication (e.g., system level login or Windows NT user-id). The system should have 'exits' or provisions available to interface with SSA_s customized Enterprise Security Interface (ESI). Record-level security should be based on an individual_s role in the SSA organization. Assignors should be able to view all assignments made to them and to their subordinates and assignees. Assignees should not be able to view assignments not made to or by them. Digital signature capability to support assignment authentication (approval or sign-off) is desirable. Electronic Records Management -- The system will need to support Electronic Records Management (ERM) capabilities whereby the final approved (signed-off) response to a control (a record) can be stored, managed, retrieved and viewed electronically. The records must be viewed in their original format. Management of records includes establishing retention periods and automatic identification/selection of records for review or destruction. The system may either have built-in electronic records management capabilities, or be able to interface with ERM software. Customization—The system should enable minor customization without changes to the source code. Interested parties must send complete information including but not limited to functional characteristics, capacity, size, cost, delivery, terms, inputs/outputs, DBMS, list of customers using the product and the PC resources required to support full operation of the product as advertised. Incomplete responses will not be evaluated due to time constraints. Closing date for submission of response is 15 calendar days from the date of this notice. Respondents will not be notified of the results of any evaluation made from the information submitted. No award will be made on the basis of this synopsis. The information received will be used in SSA_s assessment of capable sources. Request for copies of solicitation will not be honored or acknowledged. The Government will not pay for information provided in response to this publication. Posted 06/22/00 (D-SN467541). (0174)

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