Description
The U. S. Department of the Interior intends to sole source to REI Systems, Inc., 7620 Little River Turnpike, Suite 500, Annandale, VA 22003. INTRODUCTION: This document defines the scope of work, with deliverables, to be accomplished by the Contractor for the Department of the Interior (DOI). It details the specific tasks necessary to enhance the Screening Available and Exchange Sale (SAVES) Electronic Handbook. The SAVES Electronic Handbook was developed under a contract issued by the National Business Center Contracting Office at the request of the National Business Center - Reston (then known as the Washington Administrative Service Center). This will be a fixed price contract. PROJECT SCOPE: The Contractor will provide a complete and tested enhancement to the SAVES Electronic Handbook to the DOI. The project will include three stages. Each stage will have specific deliverables. The stages are: 1) Create Enhancement Requirements, 2) Implement Enhancement Process(es), and 3) Deployment of the Enhancement into the existing SAVES Electronic Handbook. Since the first stage of the project will create the Enhancement requirements definition for use in the actual development of the finished product this SOW will not attempt to define the requirements of the enhancement. Background information and an overview of what the system will be expected to do follows: Background: REI Systems, Inc. developed the existing SAVES Electronic Handbook (EHB). It automates screening and reporting of disposable property among the DOI Bureaus and Offices for re-use within the DOI. Additionally, the SAVES EHB automates reporting of excess and exchange-sale personal property to the General Services Administration (GSA). The system: - reduces the time and effort required to track disposal of personal property as it goes through the available, excess and surplus stages - maximizes reutilization of available/excess personal property by widespread dissemination of information about available property and by providing an easy to use interface to screen and freeze available property for reutilization - provides an interface for procurement personnel to easily screen available/excess personal property for acquisition reviews General Description of the Enhancement The existing SAVES EHB advertises available personal property and reports excess personal property to the GSA, but does not record the disposition of the property after it leaves the accountable office. The enhancement to the SAVES EHB will complete the disposal automation by providing records of the disposition of personal property items. The disposition of DOI property, whether reported as available or declared unserviceable, obsolete or lost/destroyed, is input into a disposal record and maintained by Fiscal Year. The following explains the uses and purposes of maintaining a disposal record: - generates reports for financial and property managers that provide information about general ledger adjustments for capitalized property and provide information about any proceeds resulting from disposition of surplus property - generates reports required to satisfy federal regulations such as the Report of Excess Personal Property and the Annual Report of Property Donated to non-Federal Recipients, and Report of Survey disposal methods for property managers to monitor the various disposal activities within their respective Bureaus and the Department to obtain required reports without requesting the information from each Bureau or Office and compiling separate reports. - record various disposal actions and authorities to dispose of Government personal property for audit purposes. A SAVES EHB disposal screen will be developed with required data fields to record the required disposal information. Disposal methods will have specific codes for generating reports by various disposal methods. The disposal of property items that have been reported through the system as available and/or excess will be closed out by the final disposal entry. Property items not reported through the system as available and/or excess will be entered into the disposal side, only. Disposal actions will remain in a data file for three Fiscal Years-the current Fiscal Year and previous two fiscal years. Disposal actions three fiscal years back and older will be archived in an ASCII file format and stored on a disk. If necessary, this data can be retrieved and used. VENDOR RESPONSIBILITIES Stage 1 - Develop Requirements for the Enhancement Work with a team of DOI representatives familiar with the existing SAVES property disposal process to document the steps and activities necessary for enhancing it to accomplish actions necessary to finish the disposal automation process by providing records of the disposition of personal property items Develop, review, and revise the Electronic Handbook to accurately reflect the process steps and the actions and forms required to perform the steps - this development will occur using Contractor resources Assess DOI's current hardware/software environment and recommend any additional resources required to implement the electronic handbook Develop an implementation schedule for the Enhancement Stage 2 Document changes necessary to existing databases and implement the forms required to support the additional process steps of the Enhanced Electronic Handbook. Database modifications must be coordinated with the DOI - NBC Data Base Administrator (DBA). Demonstrate the Electronic Handbook's enhanced functionality to DOI personnel and make whatever modifications are needed based upon user and/or DBA feedback. Perform testing of all portions of the electronic handbook, including the enhanced portions, to ensure that the product to be delivered is error free. Involve DOI functional personnel in testing of product prior to deployment. Stage 3 Deliver and install the Enhanced Electronic Handbook on the NBC - DOI Server DOI RESPONSIBILITIES Assign a cadre of DOI personnel, functional (BLM) and technical (NBC), to assist the vendor in the development of the Enhancement's requirements over the period covered by Stage 1. Ensure that all of the regulations, statutes, laws, processes, forms, activities, legacy system interfaces, etc. are defined to the vendor so that the system will respond to each area appropriately. Participate in testing of the product prior to deployment. Provide space for the vendor to work while collecting the information necessary to build the Electronic Handbook - computer resources will be provided by the vendor (access to the Internet will be required at the location that the vendor is supplied). DELIVERABLES Stage 1 Documentation of all modifications necessary to implement the Enhancement's process steps and associated actions. This documentation must be detailed enough to provide the DOI with the ability to review the processes to determine that all of the necessary steps and associated actions are present. This stage will be completed one (1) month following contract award and a mutually agreeable start date being arranged. Stage 2 Development of an Enhanced Electronic Handbook encompassing support for processing all of the additional SAVES steps detailed in Stage 1 documentation. This electronic handbook must be demonstrated to DOI personnel prior to delivery for verification that all processes and actions anticipated are included. This stage will be completed two (2) months following completion of Stage 1 Stage 3 Deployment of the Enhanced SAVES Electronic Handbook onto the DOI server. Documentation of the system as built must be provided in either hard copy or in an Electronic Handbook. The documentation must be detailed enough to allow NBC - DOI personnel to make modifications to the delivered system without assistance from the Contractor. This stage will be completed two 2 months following completion of Stage 2. ADMINISTRATION The contractor will submit an invoice once each stage is accepted by the Government. Acceptance will be conveyed to the Contractor via Email. Each invoice should indicate the Stage for which the invoice applies. The contractor will be notified, by the DOI-NBC personnel, via Email, when to initiate stages 2 and 3. Stage 1 will be initiated after contract award at a mutually agreeable date, but not longer than one month after contract award. The Contractor will take technical direction from the NBC-DOI's Technical Support Branch. The period of performance is from date of awad through 9/30/2003. This is a 100% total small business set-aside. No solicitation document exists. No telephone inquiries will be accepted. See Numbered Note 22.