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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 30, 2016 FBO #5455
SOLICITATION NOTICE

D -- Electronic Document and Records Management System - RFP PRC-2016-4

Notice Date

10/28/2016
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

541618 — Other Management Consulting Services
 

Contracting Office

Postal Regulatory Commission, PRC Office of Administration, PRC HQ, 901 New York Avenue NW, Suite 200, Washington, District of Columbia, 20001
 

ZIP Code

20001
 

Solicitation Number

PRC-2016-4
 

Point of Contact

Gregory Gray, Phone: 202-789-6840, Ruth Ann Abrams, Phone: 202-789-6843
 

E-Mail Address

gregory.gray@prc.gov, ruth.a.abrams@prc.gov
(gregory.gray@prc.gov, ruth.a.abrams@prc.gov)
 

Small Business Set-Aside

N/A
 

Description

Request for Proposals (RFP) for an Electronic Document and Records Management System for the Postal Regulatory Commission (PRC) The Postal Regulatory Commission (PRC) is currently accepting proposals to develop, design, and implement an Electronic Document and Records Management System (EDRMS). The PRC desires an EDRMS which is compatible with DOD 5015.2 Standard (current version). The EDRMS is required to ensure compliance with Section 3101 of Title 44 U.S.C., and the official Joint Memorandum (M-12-18) from the Office of Management and Budget (OMB) and National Archive and Records Administration (NARA). The proposed EDRMS solution must use Commercial Off-The-Shelf (COTS) software, which will require minimum customization to fit the PRC's needs. It must also integrate with existing PRC systems such as email, intranet and extranet. The EDRMS will serve as an integrated enterprise document and a record management environment where all electronic records repositories share an integrated common interface to manage the entire records life-cycle from creation to disposition - including the electronic transfer of the PRC's records to NARA. The purpose of this RFP is to obtain the best technical expertise and consulting services to facilitate the PRC's transition to an electronic document management system with workflow, revision control, and retention policy enforcement while ensuring full compliance with applicable government policies for security and access control. The winning solution will be selected through an extensive evaluation based on the criteria listed herein. The PRC will select the vendor who offers the best value and whose approach best represents the direction PRC wishes to go. A successful records management system ensures that information is available in an organized and efficient manner. The system encompasses all recordkeeping requirements that allow the PRC to establish and maintain control over information flow and administrative operations, so that it can provide transparency and accountability to the public while providing accurate information to PRC staff and enables the staff to make timely and informed decisions. Records at the PRC are primarily stored electronically, with a small subset still retained as hard copy files and are stored until the records become inactive. At that time, paper records are prepared, boxed with the appropriate documentation and markings, and stored on-site for long-term retention. Electronic documents and data exist on file shares throughout the PRC. The PRC has developed a strategy and processes to inventory most of the file shares, identify and classify the data according to record schedules, and update the record schedules. The vendor will be expected to assist the PRC in developing policies and procedures to improve file share management, and for migration of data and documents to the EDRMS from file shares based on a set of business and governance rules. The EDRMS is a vital component of the PRC's strategy to eliminate paper for records storage and to move to a completely electronic environment for records tracking and submission. To support the EDRMS, all existing record schedules must be evaluated and updated into electronic form for loading into the EDRMS. Electronic file plans must be developed and loaded into the EDRMS. Procedures and policies must be developed to facilitate each records department's ongoing management of electronic records schedules and file plans. The vendor, in conjunction with PRC's records management staff/section, will be expected to develop the overall strategy for electronic records management and implement the electronic records programs. This strategy shall include policies, procedures, directives, governance, and reporting; staffing, record schedule and files plan update and maintenance, taxonomy and metadata update and maintenance; and records training, records communications plan, documentation and other required functions of records management staff/section.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/PRC/POA/PRCHQ/PRC-2016-4/listing.html)
 

Place of Performance

Address: 901 New York Ave. NW Suite 200W, Washington, District of Columbia, 20268, United States

Zip Code: 20268
 

Record

SN04315231-W 20161030/161028233845-92fe33dc21c00423f7dbff2f925b4500 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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