The Government intends to procure a Laserfiche Electronic Records and Document Management System (ERDMS) from Global Tech, Inc., which is a SBA certified 8a firm. This brand name action is being issued by the Department of the Interior (DOI), National Business Center, Acquisition Services Directorate. This action is being processed in accordance with FAR 13.106-1(b)(1) - contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available e.g. brand name. The DOI, Office of Executive Secretariat, Document Management Unit (DMU) has a requirement for a Laserfiche Electronic Records and Document Management System to store, manage, and maintain documents and to address the National Archives and Records Administration (NARA) guidelines for records retention and disposition. Additionally, the EDRMS solution will manage digital records, which will also address eDiscovery/FOIA and collaborative efforts by staff to deliver requested correspondence. The DMU conducted extensive market research to determine that only the Laserfiche ERDMS provided a commercial off-the-shelf turnkey solution that would not require the purchase of separate nodes or modules each at an additional cost and with a separate set of licenses that must be maintained. This is not a formal solicitation. This is not considered a Request for Proposal (RFP) nor is it a Request for Quote (RFQ). No solicitation document is available and telephone requests will not be honored. All responsible sources shall submit a capability statement to
[email protected] no later than 9 am eastern time on Monday, April 5, 2010. Questions and responses submitted by a method other than electronic mail shall not be accepted and shall not be answered. No award will be made on the basis of quotations or offers received in response to this notice. Any response to this notice must show clear, compelling, and convincing evidence that their equivalent solution meets the DMU's needs. If no affirmative written response is received, the contract will be awarded without further notice. A determination by the Government not to compete the proposed contract on this notice is solely within the discretion of the Government. All proposed equivalents must include the following minimum features and capabilities: 1. Certificationsa. Certified DoD 5015.2 and compliant with NARA record storage guidelines and processes, an out-of-the box turn-key solution.b. C2 Certification 2. Software Modules and Required Licensing: The vendor will provide a 2005 SQL Server based DoD 5015.2 certified Records and Document Management platform with no-cost upgrades, patches or major software releases while support is current. The vendor must provide specifications to the government what equipment will specifically be needed in order to run your specific software on both the server and the client environment. The solution should include the following software components or modules:Item Quantitya. SQL Server 2005 Engine 1b. DoD 5015.2 Module 1c. Workflow Module 1d. Advanced Audit Trail 1e. Web Interface Module 1f. Scanning Module 4g. Optical Character Recognition Module 4 h. Optical Mark Recognition Module 4 i. Software Development Toolkit Module 1j. CD Publishing Software Module, Royalty free 1k. Named or Concurrent User Licenses 10l. e-Discovery Portability Module License 1m. Email licenses, Concurrent only 10n. Direct print licenses, Named or Concurrent only 10o. Digitization Engine Licenses 4 3. Search Capabilitiesa. conducting a search across a single production collection or multiple production collectionsb. context and metadata searching which includes sounds like, looks like, and feels likec. all file types are searchable, the system must search on the full text of stored documentsd. end Users must be able to perform simple to complex searches,e. must access, search and retrieve records with a SQL Server interface or a vendor interfacef. search results must show line synopsis of resultsg. Search results must highlight and direct user to hits,h. Search criteria must be savable and reusable from any platform,i. Generate subset of data as review sets j. fuzzy Logick. wildcardl. Proximitym. Boolean Logicn. context and intelligent searching must be able to export subsets of data based on search criteria into data formats tiff, jpeg, pdf or word 4. Export Capabilitiesa. a royalty-free, read-only version of the software for export and re-import purposes,b. permits Export production data to be loaded on a reviewing attorney's PC or laptop,c. permits re-import of attorney-edited data back to and synchronized with master database, d. User attributes must be available from any workstation on the DMU LAN,e. DVD and CD-ROM publication of selected documents and records,f. DVD and CD-ROM software must be searchable,g. DVD and CD-ROM software must be compressible,h. DVD and CD-ROM software must have encryption capabilities, 5. Security Capabilitiesa. Software must be capable of flagging, holding and tracking records subject to Court Ordered record freezes and holds,b. Software must include a workflow and business process module that can automatically route, distribute, manage and set security pursuant to applied business rules,c. Software must have the ability to apply security right down to the object (i.e. document, folder or electronic file) level,d. Software must be able to produce a complete audit report of every action,e. A complete C2 compliant security platform that will integrate with Active Directory (AD) for single source sign-on,f. User, group and security tag definitions,g. Media (CD-ROM/DVD) based portability with GUI interface with security,h. Document management trustee roles which are separate from that of the administrator,i. Automated and administratively controlled document access policies based on users group memberships,j. Data must be controllable via software securityk. Data must be able to be migrated via proper credentials 6. Communication/ Interfacea. Email (PST&Lotus Notes) on demand, Fax on demand,b. Thin Client (Web Client interface): Must have the ability to run on Firefox, IE 6+, Opera, and Safaric. Developer's Toolkit 7. Scanning software and solutions a. TWAIN & ISIS readyb. Barcodec. Zonal-Extractiond. Pattern Matchinge. Optical Mark Recognition 8. Other Functional Capabilitiesa. Software must be capable of report generation (documentation must describe what functions or software modules the report generation integrates with)b. Software must have a selection list of reports that are standard within the system and indicate whether custom reports are an option,c. Software must have administrator functions including:i. data export and import, import verification, troubleshooting,ii. file and folder management, database form design and modification, database maintenance including backup, restore, check, compact, cloning structures, creation of offline datasets, managing email import, and security,iii. Software must incorporate Backup/Recovery/Rollback procedures compliant with NARA record storage guidelines and processes,iv. Software must be capable of fully automated auditing functions including built-in version control which covers the entire life cycle of each record and associated image,v. Software must work with peripheral devices and/or tools. Indicate if support for peripheral devices is out of the box or whether it requires customizations. List any limitations on support for scanners, fax machines, USB keys, CDs, DVDs, external hard drives, laptops, etc.,vi. Software must have the capability for converting email from Outlook or Lotus to Tiff Format.vii. Software must link related records and images, record relationships and support parent/child, folder/sub-folder relationships,viii. Software must have capability for conversion to/from PDF format,ix. Software must create and populate database records pursuant to and replicating existing DMU folder schema,x. Software must create metadata index fields at the folder, document and page level, store and manipulate metadataxi. Software must have the capability for management and manipulation of database records and associated images, e.g., check in and out, move, insert, re-number, delete, replace, store and transfer,xii. Software interface must provide for display of both the data fields of the record and the image with calibrated zoom and "hand" features that will "remember" and hold the last calibration for close and rapid inspection of documents, especially of a similar nature such as forms,xiii. Software must permit management and modification of file plans or categories and automatic re-numbering,xiv. Software must be able to stamp multiple custom annotations as well as the Bates number on each page,xv. Drag and drop an object, of any format into software,xvi. Ability to print as TIFF G4 image into software,xvii. Redact. The software must be able to affix temporary redactions to images in legal pre-decisional status and to make redactions permanent, un-removable and rendering the text covered unreadable for final production,xviii. Cut, copy, paste, shortcuts. Other common tools such as attachment, highlighting, stamps, free hand, watermarks and sticky note annotationxix. Must be accessible from both fixed and Universal Naming Convention (UNC) based locations,xx. Locations of storage must be unlimited