DFAS-IN Central Procurement, 8899 E 56th St, Indianapolis IN 46249-0240

70 -- DOCUMENT IMAGING EQUIPMENT SOL MDA260-00-Q-0016 DUE 081600 POC Carol Pye, Contract Specialist, 317-510-4703/Michael Risley, Contracting Officer, 317-510-4702 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is MDA260-99-Q-0010 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-17. This acquisition is 100% set aside for small business concerns; the standard industrial classification code is 3577; the small business size standard is 1000 employees. The contract line items, quantity and unit issue are as follows: 0001, Document imaging system equipment (hardware and software) in accordance with paragraphs 5.0 and 8.0 in the attached statement of work/specifications, 1, each; 0002, Document imaging equipment initial hardware set-up to support line item 0001, 1, job; 0003, initial user training in accordance with paragraph 6.0 to support line item 0001 in attached statement of work/specification, 1,job; and 0004, Non-warranty maintenance support in accordance with paragraph 6.1 in statement of work/specifications to support line item 0001, 12, months. NOTE: DFAS reserves the right to award all or part of this statement of work/specifications. The Statement of Work is as follows. 1.0 BACKGROUND: DNO has a business requirement (in accordance with various Defense Reform Initiatives), to reduce the amount of paper-based documents and processes that exist within its department-wide operations. The Travel Section receives 500,000 vouchers, advances, and settlements annually. Furthermore, the typical travel claim has four or more pieces of paper. Conservatively, this could equate to millions of opportunities each year to lose or misfile a paper-based travel claim. The imaging and management solution will image and index paper-based submitted travel claim vouchers (DD1351-2), paid travel vouchers, and associated receipts and will provide viewable document support for 50 concurrent users with scalability up to 250 users. The volume of images for this effort is estimated to be 3.8 million pieces (per year) of single sided various size paper, indexed so that the attached sheets per voucher are accessed via a standard query search. 1.1 Discussion: This effort is to enable DNO travel entitlements employees and auditors to have access to associated travel claim and payment data in order to facilitate traveler claim account reconciliation, management, and payment research. DNO requirements dictate that a commercial vendor evaluate this statement of work and provide an "in house" document imaging solution. The purpose of this effort is to enable DNO employees, auditors, and authorized Operating Location (within the DFAS ELAN) customers to have access to travel payment documentation in order to facilitate account reconciliation and audit trail management/payment research. 2.0 OBJECTIVE: The intention of this effort is for the Contracting Support Office (Indy) to assist the DNO section in securing an internal document management system by posting a request for quotation (RFQ) to the Commerce Business Daily. The RFQ will address this statement of work and the functional tasks that will be required from the system. Bidders shall address the functional tasks as well as successfully articulate their systems cost and ability to operate within the DFAS ELAN (Novell & Windows NT environment) without degradation to the DFAS ELAN's functionality. The bidders may be asked to make a demonstration suitable to DNO and the ISO Enterprise LAN Architecture Engineering Team before a proposed system is purchased. 3.0 SCOPE The volume of this effort is estimated to be 3.8 million pieces of single sided various size paper, indexed so that the attached sheets per voucher are accessed in a query search. 4.0 CURRENT NETWORK ENVIRONMENT: The following describes the current environment. This requirement involves an infrastructure consisting of Novell Netware and Windows NT backbone servers supporting Microsoft Outlook, Exchange, and Office applications. Additionally, this environment includes interfaces with Hewlett-Packard and Sun Unix host systems utilizing the Oracle relational database management system (RDBMS). Connectivity is supplied by ATM/FDDI/Ethernet local area networks and a packet switched wide area network using the TCP/IP protocol and terminal emulation. 4.1 Hardware: (a) Compaq Proliant 1600 through 7000 Series (hosts); (b) Cabling systems; (c) Intel 80X86 servers and workstations; (d) Network printers; (e) IBM and compatible microcomputers 486 Pentium, Pentium II, Zeon Pentium, Celeron, and Pentium III processors; (f) Cisco Routers, and various hubs and bridges; (g) Array Storage Devices; (h) Interconnections with HP & Sun Server Environments. 4.2 Software: (a) Novell Netware 4.X; (b) Windows NT Workstation and Server; (c) Novell Unixware (d) Norton Virus Detection; (e) FTP PC/TCP; (f) MS-DOS; MS Windows, MS Windows 9X, MS Windows NT; (g) Internet Security Scanner, Kane Security Analyst, Satan and Courtney; (h) Various TCP/IP Firewall systems; (I) Tivoli; (j) Oracle Designer/Developer 2000; (e) Oracle Enterprise Manager. 5.0 FUNCTIONAL REQUIREMENTS: Technical proposals will be evaluated on the following technical functionality: 5.1 Ability to provide imaging equipment that meets high-volume requirements of a production environment. I.E. capable of processing over 500 simplex documents per day at 45 pages per minute. DNO intends to equip 3 duty positions with scanning devices to populate one common storage device. 5.2 Eliminate the need to make duplicate copies. 5.3 Provide a graphical user interface mode of operation so users can manage documents through a windows "look and feel" interface. Adobe Acrobat software is the current DFAS standard viewer. 5.4 Provide positive document image tracking and accountability processes, which greatly improves positive control of documents and further strengthens the organizations electronic indexing capabilities. 5.5 Must provide open system enabled indexing query search capability and performance (and or) resident application interface for locating documents. Preferred method would be an Oracle environment. 5.6 Must be capable of operating in Novell Netware 4.x and Windows NT electronic local area network environments. 5.7 Must be capable of connecting multiple scanning and PC devices to a single image storage device, capable of storing a minimum of the estimated 3.8 million images. 5.8 Must be capable of producing Portable Document Format, Tagged Image File Format (group 3 or 4), PCX, and Optical Character Recognition outputs. Minimum resolution will be 200 dpi. 5.9 Provide graphical system management utilities and capable of operating within the DFAS ELAN. 5.10 Provide image to CD ROM capability for permanent archiving. 5.11 Provide system operational functionality to a minimum of 50 concurrent users with scalability to 250 users. Operational availability period would be at least 10 hours per work day. 5.12 The system will be out of the box ready. No additional software routines or applications will be developed in preparation for system use. 5.13 No email interface is required. 5.14 The system will be capable of user id and password access control. This maybe done via Novell directory services. 5.15 The proposed solution will address disaster recovery techniques and safeguards. 5.16 Bidders should also identify any routine maintenance and training requirements and if these are required, provide the cost associated with both in the cost proposal. 6.0 INITIAL EQUIPMENT SETUP: The contractor will provide the initial hardware setup abd test as described in Statement of Work/Specifications paragraph 11, Inspection and Acceptance. 6.1 The contractor will provide the initial user training. Training would consist of initial user training for 10 to 15 people. The focus of this training would be in the mode of "train the trainer" so that DFAS could train additional future users in-house (Line item 0003). 7.0 ANNUAL MAINTENANCE SUPPORT: Contractor will be required to perform all routine maintenance required in the first year regardless of whether the maintenance is covered by a warranty (Line item 0004). 8.0 EXPERTISE: A successful bidder should possess the following expertise: The proposed prime contractor shall have at least three years of experience in providing document imaging and management solution implementations for a similar size organization. 9.0 QUALITY ASSURANCE: The bidder shall ensure the deliverable meets the requirements outlined in this SOW. The Government reserves the right to perform any independent verification and validation to ensure that services conform to prescribed requirements. 10.0 APPROVALS: Any effort outside the scope of the work or period of performance stated herein shall only be accomplished through the issuance of a modification to this order. 11.0 INSPECTION AND ACCEPTANCE CRITERIA: Formal acceptance of the imaging system will not be madeuntil it passes a post installation test and inspection. The post installation test and inspection is a test of the system's ability to produce images of the qualilty and in the quantity set out above in paragraph 5.0, Functional Requirements. The contractor will image and index a sample of documents provided by the Directorate of Network Operations (DNO). The DNO Technical Assistant or his designee will inspect the test results. Approval of the test results by DNO will constitute formal acceptance of the system. 12.0 WARRANTIES: The contractor will provide its standard warranty period in accordance with applicable statement of work/specification. 13.0 ADDITIONAL REQUIREMENTS: Bidders shall submit quotations in two parts: a technical and a cost proposal. Part one, the Technical Proposal shall address each element of paragraphs 2.0, 5.0 and 8.0. Part two, the Cost Proposal will price each line item and shall be submitted in a separate sealed envelope from the part one. 14.0 PLACE OF PERFORMANCE: All work and system placement will be within the DNO Indianapolis, Indiana location. Contract Office Representative (COR): Name: provided later, if applicable; Organization: DFAS-ISO; Address: DFAS-ISO/A; 8899 East 56th Street; Indianapolis, IN 46249-2901; Telephone No. 317-510-3553; Fax No. 317-510-7219; email address: @dfas.mil. Technical Assistant (TA): Name: Chuch Parker; Organization: DFAS-DNO/TN; Address: 8899 East 56th Street; Indianapolis, IN 46249-2901; Telephone No. 317-510-1694; Fax No. 317-510-7219; email address: chuck.parker@dfas.mil The End of SOW. The following provisions are applicable to this acquisition: 52.212-1, Instructions to Offerors-Commercial; 52.212-2, Evaluation-Commercial Items, specific evaluation criteria: delivery, price past performance, and technical functionality. Include completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- -Commercial Items with its offer. The following clauses are applicable to this acquisition: 52.212-4, Contract Terms and Conditions-Commercial Items; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items; additional clauses are: 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Disabled Veterans; 52.222-41, Service Contract Act of 1965; 52.222-42, Statement of Equivalent Rates for Federal Hires; 52.222-44, Fair Labor Standards Act and Service Contract Act-Price Adjustment; 52.222-47, SCA Minimum Wages and Fringe Benefits Applicable to Successor Contract Pursuant to Predecessor Contractor Collective Bargaining Agreement; 52.222-48, Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or Repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment-Contractor Certification. Offers are due 8/16/00 at 2:00 p.m. Central Standard Time to DFAS-IN, Contracting Support Office, 8899 East 56th Street, Room 231E, Indianapolis, IN 46249. No telephonic requests or questions will be accepted. Questions may be faxed to 317-510-4698 or email carol.pye@dfas.mil. Please reference the above Solicitation Number. See Numbered Note 1. Posted 07/25/00 (W-SN478579). (0207)

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