MODIFICATION
70 -- Record Management Software
- Notice Date
- 4/6/2017
- Notice Type
- Modification/Amendment
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition & Grants Office, SSMC2 11th Floor, 1325 East West Highway, Silver Spring, Maryland, 20910, United States
- ZIP Code
- 20910
- Solicitation Number
- RFI0032717
- Archive Date
- 4/27/2017
- Point of Contact
- Jennifer Burns, Phone: 301-628-0026
- E-Mail Address
-
Jennifer.Burns@noaa.gov
(Jennifer.Burns@noaa.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS A REQUEST FOR INFORMATION (RFI) ONLY A solicitation is not available at this time. The Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office is seeking information from vendors in order to determine availability of record management software. This Request for Information (RFI) is for planning purposes only. No solicitation document exists at this time. Issuance of this notice does not constitute any obligation on the part of the Government to procure these items or services to issue a solicitation. In addition, the Government is under no obligation to pay for information submitted in response to this RFI, and responses to this notice cannot be accepted as offers. Any information marked proprietary will be handled accordingly. Capability Statements Capability statements shall clearly demonstrate capability in all the following areas: 1. The vendor must demonstrate the capability to upload current contract information in VirtualDoxx into the new software. 2. The vendor must demonstrate the ability of RFID and Barcode tracking. The software must also be RFID scanner and Barcode scanner compatible. 3. The vendor must indicate the whether the software is compatible with an old and new Contract numbering system. 4. The vendor must demonstrate that the software is compatible with Ricoh printers. 5. The vendor must demonstrate the capability of tracking the following fields: · Contract Number (new and old); · Period of Performance; · Status (i.e. active, closed, inactive, missing, archived); · Vendor; · GSA/DUNS number; · Format; · Volume; · Location; · Created by; · Last Edited by; and · Audit Trail/History. 6. The vendor must demonstrate the capability to transfer locations and users from VirtualDoxx to the new system. 7. The vendor must provide training for the record management software. 8. The vendor must provide Web and/or downloadable software versions (Windows compatible). 9. The record management software must be compatible with use by unlimited users. 10. The vendor must specify whether they are able to modify the existing VirtualDoxx software or if NOAA will have to purchase new software. 11. The vendor must specify whether the software is compatible with NOAA’s current equipment. If not, the vendor must clarify the new equipment that will be required and at what cost. 12. The vendor must demonstrate that the software can be used by five (5) different sites simultaneously. 13. The vendor must demonstrate whether the software is compatible with E-document. 14. The vendor must have relevant past performance/experience in record management software. Relevant past performance is performance under contracts within in the past five (5) years that is of the same or similar scope, magnitude and complexity to that which is described in this RFI. Include a minimum of three (3) current/previous contract performed along with the following information: contract number, name and address of Government agency or commercial entity, description of work/services provided, point of contact with current phone number and email address, date of contract award, period of performance, initial and current contract value. Question Does the vendor have any recommendations that would improve the management of contract files and/or reduce the cost of doing so? Submission Requirements Questions must be submitted by Tuesday, April 4, 2017 at 12:00PM EST. Submissions are limited to no more than 20 single sided pages. They should be submitted via email to Jennifer Burns at Jennifer.Burns@noaa.gov by Wednesday, April 12, 2017 at 3:00PM EST. A complete response should include answers to the questions that were presented above. A respondent’s failure to provide complete responses to any questions will be interpreted as not having a complete understanding of the question and does not demonstrate a capability to provide the required services. Responses should demonstrate capability, not merely affirm the respondents’ capability by stating the respondent can perform the services. Added: <input type="hidden" name="dnf_class_values[procurement_notice][description][1][added_on]" value="2017-04-05 08:01:54">Apr 05, 2017 8:01 am Modified: <input type="hidden" name="dnf_class_values[procurement_notice][description][1][modified_on]" value="2017-04-06 11:46:32">Apr 06, 2017 11:46 am Track Changes QUESTIONS AND ANSWERS: Please provide an estimate of both the quantity of documents and the volume of storage currently residing in the existing VirtualDoxx system. a. Quantity of records – 60,000 but will go up b. Volume of storage- Stored off-site with General Infomatics on a server, unknown 2. Regarding #2, is NOAA looking for just a Records and Document Management software, or does the single solution need to include warehouse tracking capabilities? a. Records and Document Management software that includes tracking abilities, it should be able to note which location it is in and what user has it. It should also be able to print out and assign new barcodes and RFID tags to new records being created. 3. Regarding requirement #9, use by unlimited users: please explain further. Is there a requirement for the general public to access records? What access level is required for the unlimited number of users? a. Only NOAA AGO employees will have access to this system. The number of AGO employees is a fluid number, so there cannot be a limit to how many users we have. As an example, we may have 200 users now, we could have 500 in a year and they would all need access as users. b. Every user should be able to search all the records available and request them. A much smaller number of administrators should have the ability to change anything in the system. 4. Is it NOAA’s intent to keep the VirtualDoxx system in place and archive completed contracts to the new records management system, or to replace VirtualDoxx with the new system? This is a reference to requirement #10 about modifying the existing system. a. We are looking for a complete records solution, Modifying VirtualDoxx to work with our new contract numbering system or replacing it entirely with a new system are both options that we are currently exploring. 5. Regarding requirement #11, please specify what current equipment NOAA needs the software to be compatible with. a. Software: Windows 7 and newer b. Hardware: RICOH AFICIO GX E7700N J023-17, Motorola INC SYMBOL DS9808, i. If incompatible, replacements should be included in the bid 6. Is NOAA seeking an implementation on NOAA’s premises, or is a cloud-based option preferred? a. We are seeking to implement it on the NOAA premises, with hands on training for users and administrators at each of AGO’s 6 locations. We are not opposed to cloud-based options, but they would need to be approved by the Chief Information Officer’s office. 7. When is the response due? a. The response is due April 7th by 3:00PM EST. 8. Is there a current incumbent for the services? If so, could you provide me with a contract number and/or vendor name for these services? a. The current vendor is General Informatics, contract #DG-1330-12-SE-2505
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