SOURCES SOUGHT
70 -- Upgrade of the Web-Based Tracking System (WBTS)
- Notice Date
- 11/3/2004
- Notice Type
- Sources Sought
- Contracting Office
- Attn: Department of Veterans Affairs, Acquisition Operations Service, (049A3), 810 Vermont Avenue, N.W., Washington, District Of Columbia 20420
- ZIP Code
- 20420
- Solicitation Number
- 101-12-05
- Response Due
- 11/9/2004
- Small Business Set-Aside
- N/A
- Description
- Draft STATEMENT OF WORK Detail Tasks The ECMS shall have the ability to: Create electronic folders, which are built and maintained in accordance with a classification scheme; Manage folders, including their documents, records, and metadata; Declare an electronic document as an ORM corporate record and maintain its integrity as an authentic representation of a business action or decision; Search for and retrieve records; Consistently manage the retention and disposition of whole folders and records, retaining what should be kept and disposing of what should not, whether by transfer to another organization or destruction Control access to folders and records, and to maintain an auditable track of actions taken on them; Provide manageable, usable and robust mechanisms to carry out core ORM functions, capture documents, classify those documents as records and allowing the management of those records; Incorporate the functionality of the existing WBTS into the capabilities of the broader ECMS. Record Organization Record Capture, Declaration and Management Electronic documents that are generated or received in the course of ORM business processes originate from both internal and external sources. The electronic documents may be in various formats, may be produced by different authors; and may be received as single documents and as multiple document files. They may arrive through different communication channels e.g. local area network, wide area network, electronic mail, facsimile, letter post (to be scanned), and at variable arrival rates and volumes. The contractor shall develop a flexible input system to capture documents with good management controls so that these diverse requirements are addressed. The contractor shall develop a system that will ensure electronic documents can be captured, so that they can be declared and stored as electronic records from: Standard ORM office applications Operating system directory management facilities E-mail applications Images created by a document scanning system The contractor shall develop a system capable of supporting document capture from new office applications, including open source software, as these are brought into use by ORM. The contractor shall support the capture and declaration of any electronic document that is stored as a single electronic file. Examples include: XML documents and forms word processing documents documents produced by text editors spreadsheets e-mail messages e-mail messages with attachments e-mail receipts encapsulated ?web pages?, with all components, in a single physical file presentations desktop publishing documents PDF format documents document images from a scanning system single static images in common formats bit-mapped and vector graphics. Declaration Management Search, Display and Presentation The contractor shall provide the capability to search, retrieve, and display classes, folders, and electronic records. The contractor shall provide the capability to search and display interface via a web browser platform to support the retrieval and display of folders and records, and the subset of folders and record metadata normally available to ORM end users. The contractor shall provide the capability to support graphical browsing of the classification scheme, and browsing directly from a class to the folders created under that class; and the direct selection, retrieval and display of electronic folders and their contents through this mechanism. The contractor shall provide a search system that is capable of: Searching all records management metadata elements; searching the full-text content of electronic records; searching both metadata and record content through an integrated interface; constructing searches by combining multiple terms, from multiple sources; defining and storing saved searches for reuse by end users; retrieving a complete electronic folder and all its parts and records; and displaying a list of all or designated parts and records in the context of that folder as a discrete group and in a single retrieval process. Display Presentation The contractor shall provide the capability for the presentation of folder metadata, records and record metadata to a destination external to the ECMS, in a form suitable for electronic publication. The contractor shall provide the capability for the presentation of folder metadata, records, and record metadata to a destination external to the ECMS, in a form suitable for electronic publication. The contractor shall provide the capability for presenting classes, folders and records in one or more of the following formats: an XML format suitable for publication a non-proprietary HTML format suitable for publication an e-GIF approved format suitable for publication. The contractor shall provide the capability for allowing an e-mail retrieved by browsing or searching to be copied to a compatible e-mail application, for transmission in a manner normally achieved by that application. Retention and Disposal A fundamental aspect of records management is the use of retention schedules to govern the removal of records from operational systems. Retention schedules define how long the records have to be kept by the ECMS, and how they should be disposed. The contractor shall provide a function that specifies retention schedules, automates reporting and destruction actions, and provides integrated facilities for exporting records and metadata. Review Transfer, Export and Destruction Access Control Audit An audit trail is a record of actions taken that involves the ECMS. This includes actions taken by users or Administrators, or actions initiated automatically by the ECMS as a result of system parameters. The audit trail for records can be viewed as metadata of the records (because it consists of information describing some aspects of the records? history), though this is not essential. The ECMS must be capable of management and control of electronic records according to the standards necessary for compliance with requirements for legal admissibility and security, and must be capable of demonstrating this compliance. The audit trail is a key factor in meeting these requirements by maintaining a complete record of all the actions on every record. The ECMS must keep an unalterable audit trail capable of automatically capturing and storing information about: all the actions that are taken upon an electronic record, electronic file or classification scheme; the user initiating and or carrying out the action; the date and time of the event. The contractor shall provide the capability that once the audit trail functionality has been activated, the ECMS must track events without manual intervention, and store in the audit trail information about the events. The contractor shall provide the capability to maintain the audit trail for as long as required, which will be at a minimum for the life of the electronic records or electronic files to which it refers. Backup and Recovery Reporting The contractor shall provide flexible reporting facilities for the Administrator. The contractor shall include, at a minimum, the ability to report the following: numbers of files, volumes and records; transaction statistics for files, volumes and records; activity reports by user. The contractor shall provide the capability for Administrators to query and produce reports on the audit trail. These reports must include, at a minimum, reporting based on selected: classes; files; volumes; records; users; time periods. The contractor shall provide the capability for Administrators to enquire on and produce audit trail reports based on selected: security categories; user groups; other metadata. The contractor shall provide the capability to produce a report listing of files and volumes, structured to reflect the classification scheme, for all or part of the classification scheme. The contractor shall provide the capability to include features for sorting and selecting report information. The contractor shall provide the capability to include features for totaling and summarizing report information. The contractor shall provide the capability to allow Administrators to request regular periodic reports and ad-hoc reports. The contractor shall provide the capability to allow Administrators to restrict users? access to selected reports. Usability The contactor shall follow the accepted standard rules for the user interface of each operating system or platform for which it is supplied (for example, a Windows-based version of an ECMS should follow Microsoft Official Guidelines for User Interface Developers and Designers) follow consistently present user interface menus, commands and other facilities in all parts of the ECMS application. use consistent terminology to label functions and actions in all parts of the ECMS application. Be consistent with the e-government guidelines for web design where a web browser interface is employed for the ECMS. Authentication and Encryption The contractor shall provide the capability to retain the information relating to electronic signatures, encryption and details of related verification agencies. The contractor shall provide a structure that permits the easy introduction of different electronic signature technologies and that provides the following capabilities: (a) validity checking of an electronic signature; (b) retention and preservation as metadata, details about the verification process for an electronic signature, including: the fact that the validity of the signature was checked; the Certification Authority with which the signature has been validated; the date and time that the checking occurred. (c) validity checking of an electronic signature at the time of capture of the record; (d) features that allow the integrity of records bearing electronic signatures to be maintained (and to prove it has been maintained), even though an Administrator has changed some of its metadata, but not the content of the record, after the electronic signature was applied of the record; (e) storing the following with the electronic record: the electronic signature(s) associated with that record; the digital certificate(s) verifying the signature; any confirming counter-signatures appended by the certification authority in such a way that they are capable of being retrieved in conjunction with the record, and without prejudicing the integrity of a private key. Document Management Hybrid and Physical Folder Management The contractor shall provide the capability to support the management of physical folders in a manner that is closely integrated with the management of electronic folders and electronic records. Design and Performance The contractor shall provide robust and flexible open architecture that can evolve to meet the needs of a changing ORM environment, appropriate to the types of implementation for which the ECMS is intended. Integrity The contractor shall enforce data integrity, referential integrity and relational integrity at all times. Disaster recovery The contractor shall provide the capability for automated and manual back-up and recovery facilities for all classes, folders, records, metadata, audit trails and configuration settings held in the ECMS, either provided by the ECMS itself or by facilities in its environment with which it can interface. Storage The contractor shall provide facilities for monitoring storage facilities, and automatically alert an Administrator when a capacity threshold is reached, or when an error condition requiring attention occurs. Performance The contractor shall provide evidence of adequate performance and response times for commonly performed functions under the normal operating conditions for which it is intended. A benchmark for normal operating conditions is: 75% of the user population actively using the system total record volume to be expected after 5 years use stored multiple, concurrent and representative active use of system functionality Scalability The contractor shall provide evidence of the degree of scalability that it can support over time, as ORM?s organizational needs change and develop. System Platform ORM is in the process of migrating to a Microsoft Server 2003 platform. The ECMS designed and developed and implemented by the contractor shall be compatible with the Microsoft Server 2003 platform. QUALITY CONTROL CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Position Sensitivity Position Sensitivity Designation Background Investigation Level Moderate Risk Minimum Background Investigation Background Investigation ? The level of background investigation commensurate with the required level of access is MINIMUM BACKGROUND INVESTIGATION. Contractor Responsibilities a. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days. b. The contractor shall prescreen all personnel requiring access to the computer systems to ensure are able to read, write, speak, and understand the English language. c. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: i. Standard Form 85P, Questionnaire for Public Trust Positions ii. Standard Form 85P-S, Supplemental Questionnaire for Selected Positions iii. FD 258, U.S. Department of Justice Fingerprint Applicant Chart iv. VA Form 0710, Authority for Release of Information Form v. Optional Form 306, Declaration for Federal Employment vi. Optional Form 612, Optional Application for Federal Employment d. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. INTERNET/INTRANET The contractor shall comply with Department of Veterans Affairs (VA) Directive 6102 and VA Handbook 6102 (Internet/Intranet Services). SECTION 508 The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. ? 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. CONTRACTOR SECURITY TRAINING: All contractor employees under this contract are required to complete the VA?s on-line Security Awareness Training course annually A PLANNING During this phase, these activities are performed: Develop the project plan Establish the project team Assess capabilities of current systems, databases, and procedures Define/document the high-level functional and data requirements Document connections between the high-level functional and data requirements B REQUIREMENTS DEFINITION PHASE During this phase, these activities are performed: Contractor Conducts detailed analysis Contractor Survey/document the user operation Document the user process work flow Identify and document detailed functional requirements Identify and document detailed data requirements Load requirements data dictionary Define the quality assurance/internal control mechanisms Refine security requirements Design and document security controls. Obtain approval of requirements definition phase Update project plan Design Phase During this phase, these activities are performed: Design and document technical environment and system architecture Design and document system interfaces Document communications requirements Design and document inputs, input processing Design and document physical database(s) Select software packages Load physical database design into design data dictionary Define and document manual procedures Design and document conversion activities Define and document implementation activities Prepare design document Perform design reviews Perform design audits Update the project plan Finalize functional requirements document Obtain approval of the design phase Development Phase The purpose of the Development Phase is to convert the deliverables of the design phase into a complete ECMS system. During this phase, these activities are performed: Acquire and install system environment Create and test database(s) Prepare test case procedures Prepare test files Create program code and compile and refine the program modules Perform test readiness review Update training, conversion and implementation plans Update project plan Finalize the test plan Obtain approval of the development phase Test Phase During this phase, these activities are performed: Conduct unit/module, subsystem integration, system qualification, system acceptance, and security tests Prepare test analysis report to document the results of each formal test Initiate user training Finalize program modules Finalize manuals and plans Implementation Phase A successful system implementation is critical to the operation phase. Conduct system tuning tests Complete user and operator training (include other affected personnel) Load design data dictionary to production data dictionary Install system in production environment Convert the database(s) and data to the production environment Confirm that the system is ready for operation Continue configuration accounting and change control Work with data administrator to enter information about the system into the data repository Certify system security and readiness features (certification and accreditation) Perform operational reviews Obtain approval of implementation phase Operations and Maintenance Phase In this phase the system is fully operational. Maintenance activities for the system occur to ensure that any previously undetected errors are fixed. Close out the system development project Identify system problems Identify potential modifications needed to the system Develop and implement maintenance changes Conduct configuration accounting and change control Monitor system/database performance Conduct post-implementation review Conduct periodic system review Conduct user satisfaction review (if appropriate)
- Web Link
-
RFI 101-12-05
(http://www.bos.oamm.va.gov/solicitation?number=101-12-05)
- Place of Performance
- Address: Department of Veterans Affairs, ORM, Washington, DC
- Zip Code: 20420
- Country: United States
- Zip Code: 20420
- Record
- SN00703134-W 20041105/041103211803 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |