Federal Supply Schedule 47QSMA23D08N8

GENERAL SERVICES ADMINISTRATION

Federal Supply Service Authorized Federal Supply Schedule Price List

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MULTIPLE AWARD SCEDHULE FOR OFFICE MANAGEMENT LARGE CATEGORY

Records Management Solutions, Document Conversion Services

GSA SCHEDULE NUMBER: 47QSMA23D08N8

Contract Period: October 18, 2022 through October 17, 2027

Data Conversion Laboratory, Inc.

61-18 190th Street, Suite 205 Fresh Meadows, NY 11365 www.dataconversionlaboratory.com Email: info@dclab.com Telephone: (718) 357-8700 Fax: (718) 357-8776 Contract Administration: Yasmine Bhandal

General Services Administration Business Size: Small Modification Number: A815 Prices Shown Herein are Net (discount deducted)

61-18 190th Street, Suite 205 Fresh Meadows, NY 11365 P: (718) 357-8700 F: (718) 357-8776 www.dataconversionlaboratory.com ©2024 Data Conversion Laboratory Inc.

47QSMA23D08N8

Special Item No. 518210ERM Electronic Records Management (ERM) Special Item No. 518210DC Document Conversion Services

5. Point(s) of production (city, county, and state or foreign country): Fresh Meadows, Queens County, New York

17. Terms and conditions of Government purchase card acceptance: N/A

18. Terms and conditions of rental, maintenance, and repair (if applicable): N/A

19. Terms and conditions of installation (if applicable): N/A

20. Terms and conditions of repair parts indicating date of parts price lists and any discounts from list prices (if applicable): N/A 20a. Terms and conditions for any other services (if applicable): N/A

21. List of service and distribution points (if applicable): N/A

22. List of participating dealers (if applicable): N/A

23. Preventive maintenance (if applicable): N/A

24. Environmental attributes, e.g., recycled content, energy efficiency, and/or reduced pollutants: N/A 24b. If applicable, indicate that Section 508 compliance information is available on Electronic and Information Technology (EIT) supplies and services and show where full details can be found (e.g. contractor’s website or other location.) The EIT standards can be found at: www.Section508.gov/: N/A

25. Data Universal Number System (DUNS) number: 11-521-6475

26. Notification regarding registration in Central Contractor Registration (CCR) database. YES [X] NO [ ]

DATA CONVERSION LABORATORY AUTHORIZED FSS GSA MULTIPLE AWARD SCHEDULE PRICELIST

Labor Rates

Labor Category Descriptions

Labor Category: Principal Subject Matter Specialist Description: Performs as a consultant in highly specialized subject areas such as personnel (Federal Government), training, patents, trademarks, finance and other areas as required by specific task orders. Provides highly technical and/or specialized guidance concerning IT solutions to complex information processing problems related to the subject matter field; search technologies, including contributing code to open-source search project such as Solr/Lucene; performs analyses and studies; prepares reports and gives presentations; works independently or as a member of a team. Has knowledge and skills applicable to an actual Task Order proposal and so recognized in the professional community as an expert in the field. Ability to simultaneously plan, manage, and provide technical oversight for system engineering activities.

Minimum Education: Master’s Minimum Years of Experience: 10 years Education substitution: 1 year of education for every 2 years of relevant experience beyond the minimum.

Labor Category: Project Manager Description: Serves as the project manager for a large, complex task order (or a group of task orders affecting the same common/standard/migration system) and shall assist the Program Manager in working with the Government Contracting Officer (KO), the task order-level TMs, Government management personnel and customer agency representatives. Under the guidance of the Program Manager, responsible for the overall management of the specific task order(s) and ensuring that the technical solutions and schedules in the task order are implemented in a timely manner. Performs enterprise-wide horizontal integration planning and interfaces to other functional systems.

Minimum Education: Bachelor’s Minimum Years of Experience: 10 years Education substitution: 1 year of education for every 2 years of relevant experience beyond the minimum.

Labor Category: Senior Principal Systems Engineer Description: Provides competent leadership and highly specialized and technical guidance to complex system engineering challenges. Simultaneously plans, manages, and provides technical oversight for system engineering activities. Ensures systems and applications are compliant with standards for open systems architectures, reference models, and profiles. Directs completion of tasks within estimated time frames and budget constraints. Schedules and assigns duties to subordinates, and formulates and enforces work standards. Coordinates with the Program Manager and Deputy Program Manager to ensure problem resolution and customer satisfaction. May serve as Task Order Manager for one or more task orders. Has extensive experience in project management and specific system engineering discipline(s) described in an actual task order proposal. May Perform as a consultant in highly specialized subject areas such as personnel (Federal Government), training, patents, trademarks, finance and other areas as required by specific task orders and so recognized in the professional community as an expert.

Minimum Education: Bachelor’s Minimum Years of Experience: 7 years Education substitution: 1 year of education for every 2 years of relevant experience beyond the minimum.

Labor Category: Solution Architect Description: Provides competent leadership, and highly specialized and technical guidance to complex solutions architecture challenges, including but not limited to, the evaluation of technologies, including Java and J2EE, software including COTS, products, custom and reusable components, internal systems, data exchange tools, and application integration methodologies. Provides expert advice on industry and solution trends to customers in analyzing and planning their current and future IT needs. Provides expertise in applying the enterprise architecture for business or technical activities to a specific system or function. Simultaneously plans, manages, and provides technical oversight for solutions architecture activities. Gathers customer’s business requirements, translating those requirements into cost-effective solution strategies, frame-works and architectures; guides the implementation of these solutions to deliver high quality results to meet or exceed customer expectations in a timely manner. May act as Chief Architect on a project team to lead and oversee solution implementation and project delivery. Directs completion of tasks within estimated time frames and budget constraints. Schedules and assigns duties to subordinates and formulates and enforces work standards. Coordinates with the Program Manager and Deputy Program Manager to ensure problem resolution and customer satisfaction. May serve as Task Order Manager for one or more task orders. Has extensive experience in project management and specific solutions architecture discipline(s) described in an actual task order proposal.

Minimum Education: Bachelor’s Minimum Years of Experience: 10 years Education substitution: 1 year of education for every 2 years of relevant experience beyond the minimum.

Labor Category: Quality Assurance Analyst Description: Provides technical and administrative direction for personnel performing software development tasks, including the review of work products for correctness, adherence to the design concept and to user standards, review of program documentation to assure Government standards/requirements are adhered to, and for progress in accordance with schedules. Coordinates with the Project Manager and/or Quality Assurance Manager to ensure problem solution and user satisfaction. Makes recommendations, if needed, for approval of major systems installations. Prepares milestone status reports and deliveries/presentations on the system concept to colleagues, subordinates and end user representatives.

Minimum Education: Bachelor’s Minimum Years of Experience: 3 years Education substitution: 1 year of education for every 2 years of relevant experience beyond the minimum.

518201 ERM and 518210DC SIN Price List

SIN 518210ERM Vendor Certification for Electronic Records Management Solutions Version 3.0 (As of MAS Refresh 18)

For the purposes of the MAS Solicitation, eight (8) specific elements of Electronic Records Management (ERM) Services have been identified. These 8 elements are fully defined and the corresponding requirements are identified in NARA’s Universal Electronic Records Management Requirements spreadsheet attachment to the Solicitation. These requirements have been established and are administered by the National Archives and Records Administration (NARA). Vendors may provide any combination of the 8 elements of ERM solutions; however, vendors must certify that they are capable of meeting all standards associated with the elements they propose by completing this self-certification. Vendors must include a completed copy of this certification in their published GSA MAS Contract Price List to help illustrate their ERM capabilities to federal customer agencies.

Proposed Elements of Electronic Records Management Services:

By selecting the below Elements, you are self-certifying you meet NARA’s Universal ERM Requirements for that Element. Select all Elements that apply.

☒ Element 1 - Office Management Applications ☒ Element 2 - Electronic Messages ☒ Element 3 - Social Media ☒ Element 4 - Websites ☒ Element 5 - Photographs (Born-Digital and Scanned Images) ☒ Element 6 - Digital Audio and Video ☒ Element 7 - Structured Data ☒ Element 8 - Shared Drives

In the space below you must provide a brief summary description for each of the above Elements that you have checked off. The summary must include which ERM products/ services/ solutions — currently awarded under SIN 518210ERM of your MAS contract — are related to the respective Element. Example questions are provided for each Element to assist with your response. Those questions are based on NARA’s Universal Electronic Records Management Requirements and reflect common questions from agencies. If you cannot provide a summary description for a given Element, or you do not currently offer products/services/solutions under SIN 518210ERM related to that Element, you cannot self-certify that Element on this form. Please use as much space as you need below, but be concise! Please respond as “Not applicable” for any Element you did not select above.

The specifics of your below responses are not part of the evaluation criteria for adding SIN 518210ERM. The intention of the below section is to assist agencies with market research and help agencies understand your offerings / capabilities as they relate to the above ERM Elements you have selected.

If you have questions about the above ERM Elements and the information on NARA’s Universal ERM Requirements spreadsheet, please contact NARA’s Records Management Policy Team at rmpolicy@nara.gov.

Element 1 - Office Management Applications Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 1. Some example questions to consider are: Which office management applications does your service/solution manage (e.g. Microsoft 365, Google Workspace, etc.)? How do you associate Office Management documents with a records schedule? How do you apply metadata to Office Management documents?

Data Conversion Laboratory (DCL) specializes in content conversion and content structure services such as XML transformations, metadata extraction, file cleanup and normalization, and more. These services enable seamless transformation of content across different file formats (e.g., Word, PowerPoint, Excel, etc), ensuring compatibility and accessibility across various platforms and devices. DCL has developed automated processes to extract pertinent information and metadata from Office Management documents and apply metadata to documents and improve productivity, collaboration, and overall workflow management for users.

Element 2 - Electronic Messages Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 2. Some example questions to consider are: Which electronic messages does your service/solution manage (e.g. SMS/MMS, iMessage, WhatsApp, social media messages, voicemail, etc.)? Are you able to capture SMS/MMS at the carrier-level? How do you apply metadata to electronic messages? Where are records stored (e.g. managed in the system in which they were created or in a dedicated recordkeeping system)?

DCL has developed robotic process automations (RPA) that facilitate high-volume data mining from any text-based application, including electronic messaging apps such as SMS/MMS, iMessage, WhatsApp, social media, and more. Once text is harvested, DCL can produce a unified data stream that is converted to XML or comparable formats for ingestion into derivative databases, data analytics platforms, and other downstream systems. Enhancing the data with applicable metadata, either system-based or custom taxonomy, is often applied post XML conversion.

As an ISO-certified organization, security is critical for DCL and the messages would need to be provided from the carrier, recipient, or business in an approved GDPR or privacy-compliant manner. Likewise, storage of the data is dependent on the business case and volume as well as DCL’s data privacy framework.

Element 3 - Social Media Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 3. Some example questions to consider are: Which social media platforms does your solution/services capture and manage (e.g. Facebook, YouTube, Instagram, WordPress)? What technology is used to capture social media records? What frequency can your solution/services capture? How do you address changes in what social media platforms allow for capture?

DCL has developed robotic process automations (RPA) that facilitate high-volume data mining from any text-based application, including social media websites/applications. Once text is harvested, DCL can produce a unified data stream that is converted to XML or comparable formats for ingestion into derivative databases, data analytics platforms, and other downstream systems. Enhancing the data with applicable metadata, either system-based or custom taxonomy, is often applied post XML conversion.

As an ISO-certified organization, security is critical for DCL and the mined text would need to be captured in an approved GDPR or privacy-compliant manner. Likewise, storage of the data is dependent on the business case and volume as well as DCL’s data privacy framework.

Questions for Element 4 - Websites Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 4. Some example questions to consider are: What technology do you use to crawl websites? Do you have the capability to capture internal and external sites? What formats do you use for web captures? Can you capture websites in NARA-acceptable formats? What quality assurance processes/tools do you offer?

DCL has developed robotic process automations (RPA) that facilitate high-volume data mining from any text-based application, including websites as well as PDF files stored on those websites. At DCL, we differentiate our data harvesting from simple web scraping by also incorporating machine learning and natural language processing to ensure the final output is well structured and ready for reuse. DCL uses tools like our in-house data harvesting software and custom scripts to scrape, harvest, re-structure, and validate the collected data. Special care is taken to ensure harvesting does not overload or accidentally DDOS the target services. At every stage of the data harvesting process, DCL uses a combination of human and machine validation processes to verify the quality of the collected data. Our system will flag errors so they can be quickly corrected. High quality, standardized data is DCL’s specialty.

Once text is harvested, DCL can produce a unified data stream that is converted to XML or comparable formats for ingestion into derivative databases, data analytics platforms, and other downstream systems. Additionally, DCL has proven experience with website crawling to capture content or data that constantly changes such as regulatory and compliance documentation. Enhancing the data with applicable metadata, either system-based or custom taxonomy, is often applied post XML conversion.

As an ISO-certified organization, security is critical for DCL and the mined text would need to be provided from the carrier, recipient, or business in an approved GDPR or privacy-compliant manner. Likewise, storage of the data is dependent on the business case and volume as well as DCL’s data privacy framework.

Questions for Element 5 - Photographs (Born-Digital and Scanned Images) Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 5. Some example questions to consider are: How do you associate Photographs with a records schedule? How do you apply metadata for categorization and searchability to Photographs?

DCL has developed custom algorithms and processes to convert typical image formats such as GIF, JPG, PNG to the SVG (scalable vector graphic) format and apply hotspot metadata in the SVG file. As the industry leader in XML conversions, SVG is an XML-based vector image format that enables the addition of metadata that supports hotspotting labels or any other categorical metadata.

Related to photographs/images and text, DCL has proprietary tools such as Content Clarity that analyzes large document collections and their related assets to ensure that for every asset there is a corresponding callout of the asset in text. Likewise, for every callout of an asset in text, DCL can ensure there is a related asset.

Questions for Element 6 - Digital Audio and Video Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 6. Some example questions to consider are: How do you associate Digital Audio and Video files with a records schedule? How do you apply metadata for categorization and searchability to Digital Audio and Video?

DCL has deep experience enriching content with information from other sources and with new or inferred metadata to improve the utility, discovery, and interoperability of content. DCL’s content engineers employ various technologies, methods, and practices to enrich content with semantic metadata. Depending on the business need and the source format of audio and video files, DCL can place metadata in header files to improve categorization and searchability. DCL can also automatically transcribe video or audio file formats and then extract relevant metadata for corresponding header files.

Questions for Element 7 - Structured Data Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 7. Some example questions to consider are: What is your approach to managing structured data? Do you offer solutions additional to what the agency uses, work with their current systems, or both?

The key tenet of DCL is that structured data and content are the building blocks of innovation. DCL has been structuring data and content since 1981. DCL transforms and converts all types of information from all major word processing, typesetting, PDF, and other document formats (as well as paper) into structured formats, including XML, S1000D, DITA, proprietary schemas, and others. Our database conversion services support most foreign languages, including Latin-based and double-byte characters. DCL's proven automated conversion method produces the highest-quality consistently tagged data, while our 24/7 online document tracking system keeps clients informed throughout the entire process.

Questions for Element 8 - Shared Drives Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 8. Some example questions to consider are: What capabilities does your solution/services provide for identifying duplicates? What other organizational methods do you employ for managing shared drives?

Based on decades of experience analyzing text and data/content structure, DCL developed Harmonizer—a software application that analyzes documents/text/data across a shared drive or content collection. Harmonizer employs natural language processing (NLP) to provide insights on content redundancy, content inconsistencies, and content structure improvements.

Data Conversion Laboratory, Inc. hereby certifies that we are capable of meeting all standards described in the solicitation and NARA’s Universal Electronic Records Management Requirements attachment for each of the sections of ERM Elements we have proposed, as indicated above.

Offeror

_Amy Williams___________________________ Name (Printed)

_Chief Operating Officer ___________________ Title

_05/28/2024_____________________________ Date

Change log for Version 3.0

1. The following ERM Elements were removed or updated in order to remain at parity with the Elements listed in NARA’s Universal Electronic Records Management Requirements spreadsheet (Version 3)

· Removed Cloud Services

· Removed Engineering Drawings

· Changed Digital Media (Photo) to Photographs

· Combined Digital Audio and Video

2. The following ERM Elements names have been updated to remove the reference to their former name used in Version 1 of this document:

· Element 1 - Office Management Applications: removed “(formerly ‘Desktop Applications’)” from the Element name

· Element 7 - Structured Data: removed “(formerly ‘Databases’)” from the Element name

3. Added requirement for contractors to provide a brief summary of awarded offerings for each ERM Element that they self-certify. Added instructional language along with example questions for each Element to assist contractors with their responses.

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