D -- INFOLINX RECORDS MANAGEMENT SOFTWARE ENHANCEMENT PROJECT

Notice Date

September 14, 2000

Contracting Office

U.S. Department of Education, Contracts and Purchasing Operations, CPO, 7th & D Streets SW, Room 3616, Washington, DC 20202-4443

ZIP Code

20202-4443

Solicitation Number

ED-00-Q-0914

Response Due

September 21, 2000

Point of Contact

James Hairfield, Contract Specialist, 202 708-8529

Description

R- 2000 STATEMENT OF WORK FOR CASE MANAGEMENT AND OVERSIGHT'S FILE TRACKING SYSTEM Infolinx Records Management Software Enhancement Project BACKGROUND In 1998, Case Management and Oversight (CMO) awarded a contract to Spacesaver Systems Inc. to provide assistance on the consolidation and archiving of eligibility and certification, audit, financial statement, and program review files. One of the three primary components of that contract was to implement a COTS records management software solution. As a result, a stand-alone Infolinx 2000 Records Management Software program was installed and has been operating successfully since March 2000. The objective of this contract is to enhance Infolinx 2000 COTS Records Management Software to further meet the needs of CMO. The end result will be an enterprise-wide records management software system, which will improve department workflow and accountability. TASK DESCRIPTION The contractor shall perform the following tasks to enhance the Infolinx 2000 COTS Records Management Software: Records Archiving/Disposition Implement a feature to allow CMO to apply archive and disposition schedules to closed school paper files. This feature will allow a report to be generated indicating which files are eligible for archiving to the Federal Records Center (FRC) in accordance with CMO procedures. Subsequently, a disposition schedule will be applied to all records sent to the FRC in accordance with the NARA Disposition Authority decision dated 3-29-00. For a copy of this document please call Angela Robinson at (202) 708-8279 and leave a fax number. Enterprise-Wide Deployment -- Provide 300 seat licenses by placing Infolinx 2000 on the Department's network. This will enable all CMO staff access to view information about files maintained by CMO as well as request files on-line. This will eliminate the need to use a separate message system such as phone or e-mail to request files. Document Level Tracking -- Implement document level accountability by creating a sub-folder document screen that indicates which documents are contained in each folder. Action Notification Implement a feature that notifies the file room staff of a request for a file. When the request is fulfilled an e-mail message should be sent to the requestor indicating that his/her file is ready to be picked up from the file room. Custom Reports Provide custom reports to provide several means of extracting usage and statistical data from Infolinx 2000. The following is a list of minimum reports to be created: Pick-list sorted by file type Number of new records entered into the system on a weekly basis Number of transfers per month (files logged out/logged in) Number of file requests made per month Number of file requests fulfilled per month Number of files requested from the FRC per month Number of Boxes at the FRC Send Reports via E-mail Provide the capability to distribute reports via the e-mail system. English Equivalent to Action Codes Provide English translation of the eligibility action codes that are extracted from Postsecondary Education Participants System and used in this system. Function Barcodes Implement the ability to scan a barcode that prompts Infolinx to perform a system function such as transfer, eliminating the need to use the mouse or keyboard. Data Conversion Perform a data migration from the stand-alone database to the network SQL Server database. Network and Accessibility Testing Complete required forms and submit (with enhanced software) to and conform to the Department's network and accessibility testing, including modifying software to meet specified network requirements. The contractor shall perform/provide the following additional requirements: Installation & Training Oversee installation onto the Department's network and provide assistance with trouble-shooting. Provide 2 days of on-site training for all department users divided into 4 half-day sessions. Provide custom documentation of training process. Technical Support Provide 1 year of technical phone support from date of installation on Department's network and renewable at the government's option each year thereafter in 1 year periods. PERIOD OF PERFORMANCE The period of performance will consist of a base year from date of award through September 30, 2001. All tasks must be completed by January 15, 2001. The order will also consist of four one-year option periods. This is a combined synopsis/solicitation for commercial items (services) prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Solicitation number for this contract action is ED-00-Q-0914. This combined document serves as the synopsis/solicitation and is issued as a Request for Quote. The solicitation document and incorporated provision and clauses are those in effect in Federal Acquisition Circular 97-3. The associated standard industrial classification code for this acquisition is 7372, Business Services Prepackaged Software. The small business size standard for this SIC code is annual receipts not greater than $18.0 million. Provision 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition. The addenda to this provision is that the SF 1449 will not be used or accepted. The offeror should submit a detailed capability statement that certifies that it can meet the requirements of the Government while addressing the evaluation criteria and a list of at least three references who can verify that the offeror has performed similar work for their organization. The capability statement should not exceed three 8 1/2" X 11" pages. The offeror should also submit a price quote for the requirements outlined above. The price quote should be broken down as follows -- Development, Seat Licenses, Installation & Training, and Technical Support. Please provide a price for technical support for the 4 option years as well. Provision 52.212-2, Evaluation -- Commercial Item is applicable to this acquisition. For this solicitation, technical quality is more important than price. The price becomes just as important when the technical merits have been met. Technical Capability Statements should respond to the following evaluation criteria: 1. The extent to which the offeror's proposal reflects an overall understanding of the purposes and objectives of the Statement of Work, including their relevance and importance. (30 points) 2. The extent to which proposed staff have experience in systems administration, local area networks, Infolinx 2000 COTS Records Management Software. (30 points) 3. Capability of immediate project start-up and implementation. (40 points) Offerors must submit a completed copy of the provision at 52.212-3, Offeror Representations and Certification -- Commercial items with their offer. Provision 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. Provision 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition. Also, under paragraph (b) of the provision items 7 and 8 are also applicable to this acquisition. Offerors for Solicitation number ED-00-Q-0914 are due on September 21, 2000, by 2:00 PM. Please submit quotes electronically to James_Hairfield@ed.gov and John_King@ed.gov. Please contact James Hairfield, Contract Specialist, (202) 708-8529 for information regarding this solicitation.***** See numbered Note 1

Record

Loren Data Corp. 20000918/DSOL023.HTM (W-258 SN496595)